HomeMy WebLinkAbout1996-01-16; City Council; 13473; UPDATE ON FINANCIAL INFORMATION SYSTEM PROJECT AND AUTHORIZATION OF CONTRACT FOR MICROCOMPUTER TRAININGL 9y e / : d CI ?Y OF CARLSBAD - AGENDA BILL >
MTG. 01/16/96 UPDATE ON FINANCIAL INFORMATION SYSTEM
DEPT. FINANCE CONTRACT FOR MICROCOMPUTER TRAINING
PROJECT AND AUTHORIZATION OF
RECOMMENDED ACTION:
Adopt Resolution No. gb -d/ authorizing the Mayor to execute a contract
microcomputer training with Lienhard Consulting Group.
Direct staff to proceed with Phase 4 of the Financial Information System project.
ITEM EXPLAN AT1 0 N :
In March 1994, Council authorized staff to proceed with the replacement of tl
City’s financial information system. Our current system is approximately 10 ye2
old and all support of the software by the original vendor stopped many years as
As the financial information system is the backbone for most data used by C
departments, its replacement will cause major changes in how the City operat
internally. For that reason, all City departments have been involved in the sysk
design and all will be involved in its implementation.
The replacement is a somewhat complex project spanning several years. To beb
understand the steps involved, it has been broken down into seven phases i
indicated below. These phases and timelines are preliminary and subject to chanc
as the project progresses.
Anticipatc
Phase Task Tim ef ran
Phase 1 Completc Analyze needs and develop 3 to 5 year plan
m Phase 2 Issue request for proposals to vendors for
teJL hardware and software that will meet the needs
of the City’s users eG k Phase 3 Evaluate the proposals, select and negotiate 4
Co m p lett )o
contract with vendors whose products best
meet the needs of the City
Upgrade microcomputer hardware and
Completion in Jan, Z ..
Phase 4 z 0 - software , provide appropriate training Jan - Apr <
-i Phase 5 Install basic financial information system zs (including general ledger, purchasing, z 3 payables, and project costing) Feb - Aug <
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b a
m Page 2 of Agenda Bi R No. /3, Lf’13 6.
Anticipat
Phase Task Ti m ef rar
Phase 6 Install Human Resources, Payroll and Fixed
Asset systems Aug 96- Jan
Evaluate, select and install software to meet
information system needs not met by other
packages (including utility billing)
Phase 7
Mar 97- Dec
To assist in phases 1 through 3 of the project, Council authorized a contract w
McGladrey and Pullen (M&P), an information technology consulting firm, in Septemk
1994. The Needs Assessment and Long-Range Plan document (Phase 1) PI
presented to Council in September, 1995. Phase 2 was worked on concurrently w
Phase 1 and the RFP was sent out in March, 1995. Staff has been evaluating t
proposals, reviewing demonstrations of the top rated vendors and conducting site vis
since the proposals were received. The evaluation committee had a final meeting at t
end of November during which Bi-Tech was selected as the software solution which bc
fit the City’s needs. We anticipate finalizing contract negotiations with Bi-Tech by the e
of January at which time staff will provide Council with a full report on the process a
its results as well as presenting a contract for the purchase of the hardware and sok
for Council’s consideration. This will complete Phase 3.
The next phase of the project (Phase 4) is the upgrading of the microcomputer hardw;
and software. In order to fully utilize the capacities of the new financial informati
system and to bring the City’s software standards up to date, the microcompu
operating system and application software need to be upgraded and all 386 and low
microcomputers must be replaced. Information systems staff, in conjunction with cert;
City departments, has previewed operating systems and office applications over the p;
several months. If Council concurs, staff will begin implementation of Phase 4 within t
next several weeks.
As part of Phase 4 of the project, all personnel will need to be trained on the use oft
new operating system and the new applications. Staff has received bids from fc
vendors that can provide the training required. The four vendors were selected bas
on their reputation, abilities to provide the services required and the City’s pi
experience with the vendors. All proposals were reviewed by Information Systems SI
and Lienhard Consulting Group was selected as the most qualified and lowest c(
vendor. The costs quoted by the four proposing vendors ranged from $59,0
(Lienhard’s) to $95,000. The contract (Exhibit 2) is for 66 days of training which will
sufficient to provide all City staff with a base level understanding of the software. Mc
advanced training will be provided as needed and budgeted separately by 1
departments.
w j3 L,q:? 0 Page 3 of Agenda Bill No. I
It is anticipated that it will take about four months to install and train the staff on the nc
microcomputer products. Upon receiving Council’s approval, the process will be(
immediately and should be substantially completed by May 1996.
Phase 5 of the project (the implementation of the basic finance system) is expected
begin upon completion of negotiations in January 1996 and continue through Augi
1996. Phase 6 (implementation of human resources and payroll modules) may over1
Phase 5 somewhat and will take the remainder of 1996 and into January of 1997
complete. Phase 7 will encompass evaluation and selection of modules to mt
information systems needs which Bi-Tech was unable to fulfill. These include uti
billing, clerk’s indexing and fleet management.
In order to coordinate and manage the implementation of phases 5, 6 and 7, additiot
consulting assistance will be required. The consultant to provide the service will
determined in the near future and a contract presented to Council for approval. Staff \
continue to provide updates to the Council as the system implementation progress(
FISCAL IMPACT:
Attached is a preliminary budget estimate for the project by phase. The project spa
two calendar years and three fiscal years. The costs shown are only for the inii
purchase of the software and hardware. In addition, there will be annual maintenan
contracts which will be budgeted by the information systems department and spread
all users of the system during the normal budgeting cycle.
All of these costs, other than for phases 1 through 4, are very rough estimates
negotiations have not been completed with Bi-Tech or the hardware vendor. Prior
signing the contracts with those vendors, staff will be able to provide Council with a mc
complete budget.
There is a total of $1,000,000 appropriated for this project in the 1995-96 Capi
Improvement Program (CIP). The funding has come from the following sources:
General Fund Balance $580,000
Water District 50,000
Sewer District 50,000
Data Processing Fund 320,000
TOTAL $1,000,000
Based upon current estimates, this will cover most of the costs of Phases 1 through
Upon completion of negotiations with the software and hardware vendors, a mc
accurate estimate of the costs will be available. Any additional costs plus all of Phas
6 and 7 costs will be included in the long-range capital budget for information systei
expenditures which will be submitted with the 1996-97 Capital Improvement Progran
0 Page 4 of Agenda Bil No. / 3 L/ ’”) .? 7 J
EXHIBITS:
1. Resolution No. 76-21 authorizing the Mayor to execute a contract f
microcomputer training with Lienhard Consulting Group.
2. Contract with Lienhard Consulting Group for microcomputer training.
3. Project cost estimates and time frames.
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RESOLUTION NO. 96-21
RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING
THE MAYOR TO EXECUTE A CONTRACT FOR
MICROCOMPUTER TRAINING SERVICES WITH
LIENHARD CONSULTING GROUP
WHEREAS, in March 1994, Council authorized staff to proceed with
the replacement of the City’s financial information system; and
WHEREAS, in order to fully utilize the capacities of the new financial
information system and to bring the City’s software standards up to date, the
microcomputer operating system and application software need to be upgraded
and all 386 and lower microcomputers must be replaced; and
WHEREAS, Information Systems staff, in conjunction with certain City
departments, has previewed operating systems and office applications over the
past several months and has selected one to be the new standard for the City;
and
WHEREAS, all personnel will need to be trained on the use of the new
operating system and the new applications; and
WHEREAS, staff received proposals from four vendors and selected
Lienhard Consulting Group as the vendor best able to provide the traininh
required; and
WHEREAS, sufficient funds have been previously appropriated for thc
financial information system project and are available for the contract.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the Cit
of Carisbad, California as follows:
1. That the above recitations are true and correct.
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2. That the Mayor of the City of Carlsbad is authorized to sign the
contract between the City of Carlsbad and Lienhard Consulting Group for
microcomputer training services.
3. That the fees and compensation for said services shall not exceed
$59,000 and shall be as described in the contract between the City of Carlsbad
and Lienhard Consulting Group.
PASSED, APPROVED AND ADOPTED at a regular meeting of the Ctty
Council on the 16th day of JANUARY , 1996, by the following vote, to wit:
AYES: Council Members Lewis, Nygaard, Kulchin, Finnila
NOES: None
ABSENT: None
ATTEST:
(SEAL)
La - ACETHA L. RAUTENKRANZ, City Clerk
W m
AGREEMENT
THIS AGREEMENT, made and entered into as of the I ?+' day of T~IMJLL~R~
19%, by and between the City OF CARLSBAD, a municipal corporation, hereinal
referred to as "City", and Lienhard Consulting Group, hereinafter referred to
"Contractor. 'I
R E C I TALS
City requires the services of a computer software training Contractor to provi
the necessary computer software training services for preparation of computer sofhw
usage; and Contractor possesses the necessary skills and qualifications to provide 1
services required by the City;
NOW, THEREFORE, in consideration of these recitals and the mutual covenai
contained herein, City and Contractor agree as follows:
1. CONTRACTOR'S OBLIGATIONS
The Contractor shall train City staff in the use of Microsoft Windows 95
Microsoft NT for PC's, Microsoft Office 95 for PC's and Microsoft Office 6.0 for Macinto:
Contractor shall provide the necessary computers, powerstrips and course materiz
The Contractor shall optionally provide an LCD overhead display. Contractor will p
install all software applications and setup the computers at a City facility. Contrac
shall have two trainers available for training and/or user assistance for the duration of 1
66 training days. Training will be conducted in two 4-hour sessions per day starting
8:OO am until noon and starting again at 1:OO pm until 5:OO pm. Training st
rev. 10/16
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commence on March 4th and gp for the duration of 66 working days. Contractor shi
credit training hours to the City for any hours of the 66 days of training not used by or
or both of the trainers. Hours shall be credited in the form of additional training
contractor’s training facility.
2. @IN OBLIGATIONS
The City shall provide a training room with tables, chairs, adequate electric
outlets and a white board or easel.
3. PROGRESS AND COMPLETION
The work under this contract will begin within ten (10) days after receipt
notification to proceed by the City and be completed within 180 days of that da
Extensions of time may be granted if requested by the Contractor and agreed to
writing by the City. The City will give allowance for documented and substantiatc
unforeseeable and unavoidable delays not caused by a lack of foresight on the part
the Contractor, or delays caused by City inaction or other agencies’ lack of timely actic
4. FEES TO BE PAID TO CONTRACTOR
The total fee payable for the services to be performed shall be $59,000. No ott-
compensation for services will be allowed except those items covered by supplemen
agreements per Paragraph 8, “Changes in Work.” The City reserves the right to withhc
a ten percent (10%) retention until the project has been accepted by the City.
Incremental payments should be made as follows:
One third to be paid March 1, 1996; one third to be paid April 1 l 1996; and
one third to be paid May 1, 1996.
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5. DURATION OF CONTRACT
This agreement shall extend for a period of 180 days from date thereof. TI
contract may be extended by the City Manager for one additional one (1) year period
parts thereof, based upon a review of satisfactory performance and the City’s neec
The parties shall prepare extensions in writing indicating effective date and length oft
extend ed contract.
6. PAYMENT OF FEES
Contractor shall submit his/her invoice for work performed on a monthly bask
7. CHANGES IN WORK
If, in the course of the contract, changes seem merited by the Contractor or t
City, and informal consultations with the other party indicate that a change in t
conditions of the contract is warranted, the Contractor or the City may request a chan
in contract. Such changes shall be processed by the City in the following manner:
letter outlining the required changes shall be forwarded to the City by Contractor
inform them of the proposed changes along with a statement of estimated changes
charges or time schedule. A Standard Amendment to Agreement shall be prepared
the City and approved by the City according to the procedures described in Carlsb
Municipal Code Section 3.28.172. Such Amendment to Agreement shall not renc
ineffective or invalidate unaffected portions of the agreement.
8. COVENANTS AGAINST CONTINGENT FEES
The Contractor warrants that their firm has not employed or retained any compa
or person, other than a bona fide employee working for the Contractor, to solicit
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secure this agreement, and that Contractor has not paid or agreed to pay any compai
or person;other than a bona fide employee, any fee, commission, percentage, brokeral
fee, gift, or any other consideration contingent upon, or resulting from, the award
making of this agreement. For breach or violation of this warranty, the City shall hai
the right to annul this agreement without liability, or, in its discretion, to deduct from tl
agreement price or consideration, or otherwise recover, the full amount of such fe
commission, percentage, brokerage fees, gift, or contingent fee.
9. NONDISCRIMINATION CLAUSE
The Contractor shall comply with the state and federal laws regardi
no nd iscri mi nation.
10. TERMINATION OF CONTRACT
In the event of the Contractor’s failure to prosecute, deliver, or perform the wc
as provided for in this contract, the City may terminate this contract for nonperforman
by notifying the Contractor by certified mail of the termination of the Contractor. T
Contractor, thereupon, has five (5) working days to deliver said documents owned by t
City and all work in progress to the Information Systems Manager. The informati
Systems Manager shall make a determination of fact based upon the documer
delivered to City of the percentage of work which the Contractor has performed wh
is usable and of worth to the City in having the contract completed. Based upon tl
finding as reported to the City Manager, the Manager shall determine the final paymc
of the contract.
rev. 10/1 E
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.. This agreement may be terminated by either party upon tendering thirty (30) da
written notice to the other party. In the event of such suspension or termination, upc
request of the City, the Contractor shall assemble the work product and put same
order for proper filing and closing and deliver said product to City. In the event
termination, the Contractor shall be paid for work performed to the termination da
however, the total shall not exceed the lump sum fee payable under paragraph 4. T
City shall make the final determination as to the portions of tasks completed and t
compensation to be made.
11. DISPUTES
If a dispute should arise regarding the performance of work under this agreeme
the following procedure shall be used to resolve any question of fact or interpretation r
otherwise settled by agreement between parties. Such questions, if they becor
identified as a part of a dispute among persons operating under the provisions of tl
contract, shall be reduced to writing by the principal of the Contractor or the C
Information Systems Manager. A copy of such documented dispute shall be forward
to both parties involved along with recommended methods of resolution which would
of benefit to both parties. The City Information Systems Manager or principal receivi
the letter shall reply to the letter along with a recommended method of resolution wit1
ten (10) days. If the resolution thus obtained is unsatisfactory to the aggrieved party
letter outlining the dispute shall be forwarded to the City Council for their resoluti
through the Office of the City Manager. The City Council may then opt to consider I
directed solution to the problem. In such cases, the action of the City Council shall
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binding upon the parties involved, although nothing in this procedure shall prohibit t
parties seeking remedies available to them at law.
12. CLAIMS AND LAWSUITS
The Contractor shall agree that any contract claim submitted to the City must
asserted as part of the contract process as set forth in this agreement and not
anticipation of litigation or in conjunction with litigation. The Contractor acknowledg
that if a false claim is submitted to the City, it may be considered fraud and t
Contractor may be subject to criminal prosecution. The Contractor acknowledges tt
California Government Code sections 12650 et seq,, the False Claims Act, provides
civil penalties where a person knowingly submits a false claim to a public entity. The
provisions include false claims made with deliberate ignorance of the false informati
or in reckless disregard of the truth or falsity of information. If the City of Carlsbad seE
to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigati
costs, including attorney’s fees. The Contractor shall acknowledge that the filing o
false claim may subject the Contractor to an administrative debarment proceedi
wherein the Contractor may be prevented to act as a Contractor on any public work
improvement for a period of up to five years. ,j q ,/’ ( Initial)
$> I
The provisions of Carlsbad Municipal C6de sections 3.32.025, 3.32.026, 3.32.0
and 3.32.028 pertaining to false claims are incorporated herein by reference., -1 yr (Inii j
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13. STATUS OF THE CONTRACTOR
The Contractor shall perform the services provided for herein in Contractor’s 01
way as an independent Contractor and in pursuit of Contractor’s independent callir
and not as an employee of the City. Contractor shall be under control of the City 01
as to the result to be accomplished, but shall consult with the City as provided for in t
request for proposal. The persons used by the Contractor to provide services under tl
agreement shall not be considered employees of the City for any purposes whatsoev
The Contractor is an independent Contractor of the City. The payment made
the Contractor pursuant to the contract shall be the full and complete compensation
which the Contractor is entitled. The City shall not make any federal or state 1
withholdings on behalf of the Contractor or his/her employees or subcontractors. T
City shall not be required to pay any workers’ compensation insurance or unemploymt
contributions on behalf of the Contractor or his/her employees or subcontractors. T
Contractor agrees to indemnify the City within 30 days for any tax, retiremt
contribution, social security, overtime payment, unemployment payment or work€
compensation payment which the City may be required to make on behalf of t
Contractor or any employee or subcontractor of the Contractor for work done under tl
agreement or such indemnification amount may be deducted by the City from a
balance owing to the Contractor.
The Contractor shall be aware of the requirements of the Immigration Reform a
Control Act of 1986 and shall comply with those requirements, including, but not limit
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to, verifying the eligibility for employment of all agents, employees, subcontractors a
Consultants that are included in this agreement.
14. HOLD HARMLESS AGREEMENT
The City, its elected and appointed officers and employees shall not be liable '
any claims, liabilities, penalties, fines, or any damage to goods, properties, or effects
any person whatever; nor for personal injuries or death caused by, or resulting from,
any intentional or negligent acts, errors or omissions of Contractor or Contract0
agents, employees, or representatives.
Furthermore, Contractor agrees to defend, indemnify, protect, and hold free a
harmless the City and its elected and appointed officers and employees against a
claims for damages, liabilities, penalties or fines, costs or expenses, including liabiliti
or claims by reason of alleged defects in any plans and specifications arising out oft
conduct of the Contractor or any agent or employee, subcontractors, or others
connection with the execution of the work covered by this agreement, except only *
those claims arising from the negligence or willful conduct of the City, or its elected ai
appointed officers and employees.
Furthermore, Contractor agrees to defend, indemnify, protect, and hold free ai
harmless the City and its elected and appointed officers and employees against a
claims for damages, liabilities, penalties or fines, costs or expenses, including liabiliti
or claims by reason of alleged defects in any plans and specifications arising out of
connected with the negligent conduct of the Contractor or any agent or employ€
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subcontractors, or others in connection with the execution of the work covered by tl
agreement.
Contractor’s indemnification shall include any and all costs, expenses, attorn€
fees and liability incurred by the City, its officers, agents, or employees in defendi
against such claims, whether the same proceed to judgment or not.
Contractor shall at its own expense, upon written request by the City, defend a
such suit or action brought against the City, its officers, agents or employet
Contractor’s indemnification of City shall not be limited by any prior or subsequc
declaration by the Contractor.
15. ASSIGNMENT OF CONTRACT
The Contractor shall not assign this contract or any part thereof or any monies d
thereunder without the prior written consent of the City.
16. SUBCONTRACTING
If the Contractor shall subcontract any of the work to be performed under tt
contract by the Contractor, Contractor shall be fully responsible to the City for the ac
and omissions of Contractor’s subcontractor and of the persons either directly
indirectly employed by the subcontractor, as Contractor is for the acts and omissions
persons directly employed by Contractor. Nothing contained in this contract shall crei
any contractual relationship between any subcontractor of Contractor and the City. T
Contractor shall bind every subcontractor and every subcontractor of a subcontractor
the terms of this contract applicable to Contractor’s work unless specifically noted to ti
contrary in the subcontract in question approved in writing by the City.
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,17. PROHIBITED INTEREST
No-official of the City who is authorized in such capacity on behalf of the City
negotiate, make, accept, or approve, or take part in negotiating, making, accepting,
approving of this agreement, shall become directly or indirectly interested personally
this contract or in any part thereof. No officer or employee of the City who is authoriz
in such capacity and on behalf of the City to exercise any executive, supervisory,
similar functions in connection with the performance of this contract shall become direc
or indirectly interested personally in this contract or any part thereof.
18. VERBAL AGREEMENT OR CONVERSATION
No verbal agreement or conversation with any officer, agent, or employee of 1
City, either before, during or after the execution of this contract, shall affect or modify E
of the terms or obligations herein contained nor entitle the Contractor to any additioi
payment whatsoever under the terms of this contract.
19. SUCCESSORS OR ASSIGNS
Subject to the provisions of Paragraph 14, "Hold Harmless Agreement," all tern
conditions, and provisions hereof shall inure to and shall bind each of the parties here
and each of their respective heirs, executors, administrators, successors, and assigr
20. EFFECTIVE DATE
This agreement shall be effective on and from the day and year first written abo>
21. CONFLICT OF INTEREST
The City has determined, using the guidelines of the Political Reform Act and 1
City's conflict of interest code, that the Contractor will not be required to file a conflici
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interest statement as a requirement of this agreement. However, Contractor here
acknowledges that kontractor has the legal responsibility for complying with the Politic
Reform Act and nothing in this agreement releases Contractor from this responsibilit
22. INSURANCE
The Contractor shall obtain and maintain for the duration of the contract and a
and all amendments insurance against claims for injuries to persons or damage
property which may arise out of or in connection with performance of the work hereunc
by the Contractor, his agents, representatives, employees or subcontractors. S:
insurance shall be obtained from an insurance carrier admitted and authorized to
business in the State of California. The insurance carrier is required to have a currt
Best's Key Rating of not less than "A-:V' and shall meet the City's policy for insurar
as stated in Resolution No. 91-403.
A. Coverages and Limits.
Contractor shall maintain the types of coverages and minimum lirr
indicated herein, unless a lower amount is approved by the City Attorney or C
Manager:
1. Comprehensive General Liability Insurance. One million dolli
($1,000,000) combined single-limit per occurrence for bodily injury, personal injury a
property damage. If the submitted policies contain aggregate limits, general aggregi
limits shall apply separately to the work under this contract or the general aggregi
shall be twice the required per occurrence limit.
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2. Workers’ Compensation and Employer’s Liability. Worke
Compensation limits as required by the Labor Code of the State of California a
Employer’s Liability limits of $1,000,000 per accident for bodily injury.
B. Additional Provisions.
Contractor shall ensure that the policies of insurance required under tl
agreement contain, or are endorsed to contain, the following provisions.
1. The City shall be named as an additional insured on all polici
excluding Workers’ Com pensatio n.
2. The Contractor shall furnish certificates of insurance to the C
before commencement of work.
3.
4.
The Contractor shall obtain occurrence coverage.
This insurance shall be in force during the life of the agreement a
any extension thereof and shall not be canceled without 30 days prior written notice
the City sent by certified mail.
5. If the Contractor fails to maintain any of the insurance coveras
required herein, then the City will have the option to declare the Contractor in breac
or may purchase replacement insurance or pay the premiums that are due on existi
policies in order that the required coverages may be maintained. The Contractor
responsible for any payments made by the City to obtain or maintain such insurance a
the City may collect the same from the Contractor or deduct the amount paid from i
sums due the Contractor under this agreement.
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23. RESPONSIBLE PARTIES
The name of the persons who are authorized to give written notices or to recei
written notice on behalf of the City and on behalf of the Contractor in connection with ti
foregoing are as follows:
For City: Title
Name
Address
For Contractor: Title Jrv,,&, ,I /C,'JL 1-
_- Name .\~t -i i. tt+Jkr,, c i
Address g i Y L; C,[(X \ 1- t7 ry,C ,,+ \ '(\C \[ ; 45 I ,J( 1 --
&\.I IhLC e A Ir+1 I \
. - C'?
ci
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24. BUSINESS LICENSE
Contractor shall obtain and maintain a City of Carlsbad Business License for t
duration of the contract.
Executed by Contractor this / x day of CTH d ,19%.
CONTRACTOR:
City OF CARLSBAD, a municipal
Lienhard Consulting Group
d i)
By: /[ : ,,I* -r?( ( /), 1 .[ \, :! ,[
(sign here) u
-
ATTEST: r ,' \-](it\\-4 LLt- ,:I 1 i ! !-,""',k i
(print name/title) I
By: NfA
(sign here)
ALETHA L. RAUTENKRANZ I
City Clerk
NfA
(print name/title)
(Proper notarial acknowledgement of execution by Contractor must be attached.)
(President or vice-president and secretary or assistant secretary must sign
corporations. If only one officer signs, the corporation must attach a resolution certifi
by the secretary or assistant secretary under corporate seal empowering that officer
bind the corporation.)
APPROVED AS TO FORM:
RONALD R. BALL
city.&-Qc BY D+&y City Attorney
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r CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
NAME(S) OF SIGNER(S)
personally appeared
personally known to me - OR - doved to me on the basis of satisfactory eviden
to be the person(s) whose name(s) is/a
subscribed to the within instrument and a
knowledged to me that he/she/they executi
the same in his/her/their authorizc
capacity(ies), and that by his/her/thc
signature(s) on the instrument the person(
or the entity upon behalf of which tl
person(s) acted, executed the instrumet
WITNESS my hand and official seal.
.-- 4& /hH4/+4 SIGNATURE OF NOTARY
Though the data below IS not required by law, it may prove valuable to persons relying on the document and could pre
fraudulent reattachment of this form
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMEN c &37/’>c4 pl ZHIziflWZ7
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NAME OF PERSON(S) OR ENTIN(IES)
SIGNER(S) OTHER THAN NAMED ABOVE
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CITY OF CARLSBAD,
CALIFORNIA
FINANCIAL INFORMATION SYSTEMS
REQUEST FOR PROPOSAL
March, 1995
1 TABLE OF CONTENTS
SECTION PAG
I. BACKGROUND INFORMATION
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A. Purpose
B. Objective
C. City Profile
1 11. PROPOSAL REQUIREMENTS
A. General Proposal Instructions
B. Detailed Proposal Requirements
C. Specific Proposal Requirements 1
1. Key Requirements 3
2. Company Information 1
3. Hardware Information 1
1 4. Operating System Software
5. Application Software 1
6. Interface Capabilities 1
7. Maintenance Considerations 1
8. Software Customization and Enhancements 1
9. Implementation and Conversion 1
10. Training and Education 1
11. Telephone Support 1
12. References and User Base 1
13. Disaster Recovery Backup Services 1
IV. ESTIMATED VOLUMES 2
V. SYSTEM CONFIGURATION
A. Current Systems 2
B. Communications 3
C. Suggested Equipment Configuration 3
I TABLE OF CONTENTS
I SECTION PAG
VI. SYSTEM CONFIGURATION AND
7 COST SUMMARY FORMS Y
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Appendix A - Vendor Profile
Appendix B
Appendix C - Peripheral Devices
Appendix D
Appendix E - Software Cost Worksheet
Appendix F
Appendix G
Appendix H - Vendor User Base
Appendix I - Vendor References
- System Configuration Summary
- Hardware Cost Worksheet
- Implementation Cost Summary - Summary of Total Costs
VII. VENDOR RESPONSE PROGRAM
A. Overview 4
B. Specific Response Instructions 4
Financial Information System City of Carlsba
Request for Proposal CaI@wn I
1 I. BACKGROUND INFORMATION
I A. Purpose
The purpose of this document is to define the current and anticipated data
processing and reporting requirements for the City of Carlsbad, California
(City). This information was developed in a format to facilitate the
preparation of responses to this Request for Proposal, and the subsequent
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B. Objective
The objective of the City is to obtain a system that provides an integrated
solution for the City’s information processing and reporting requirements.
The proposed software and hardware must provide the capability to satisfy
the increasing information demands of the citizens and staff within the City
through incremental upgrades and expansion. The following are the City’s
application requirements:
Finance
General Ledger Accounts Payable
Accounts Receivable & Cash Receipts Fixed Assets
Budget & Appropriations Payroll
Project/Program Cost Accounting Treasury 1 Purchasing
City Management
Clerks Indexing Request for Action Tracking
(i . e., Complaint Tracking)
Human Resources I Personnel Applicant Tracking
Public Uti1 ities
Utility Billing Meter Inventory
Financial In formation Systems City of Carlsbfi
Request for Proposal Caiiforn I
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1 City Operations
Building Permits
Special Assessments Inventory
* Fleet Management ServiceNork Orders
Business & Other Licenses
1 Emergency Services
Emergency Medical Services Billing
C. City Profile
The City of Carlsbad, California is located 35 miles north of the City of
San Diego on the southern California coast. The City serves an area of
approximately 42 square miles and has a population of over 67,000.
Industries in the area include a major regional shopping center, 22 auto
dealers, 24 hotels, several businesses, light industry parks, as well as
numerous land developers building single and multi-family housing in a
variety of community settings. It is anticipated that build-out will occur in
to 30 years with an ultimate population of approximately 120,000.
The City is a general law city incorporated in 1952. It is governed by the
CounciZ/Manager form of government. The City Council consists of a May
and four Council Members. For fiscal year 1994-95, the projected combinel.
operating budget for the City is in excess of $70 million with a capital
budget of approximately $47 million.
The City currently has approximately 500 full time employees, spread over
30 different locations throughout the City. The following is an itemization
the number of full-time employees within each facility/department:
Facilitv/Department Number of Full-Time Emulovees
City Manager/City Attorney 16
Finance, Purchasing & Human Resources 27
Police 108
Fire 80
Community Development 92
i Water District 56
I the year.
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Community Services 97
Housing & Redevelopment 10
In addition, the City currently utilizes over 200 part-time employees during
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Financial In formation Systems
Request for Proposal
City of Carhba,
Californ< I
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Statistics published as of 1994 related to the City are as follows:
Population 67,972
Corporate Area 42.19 square miles
Street Mileage 238 miles
Fire Protection 6 Stations
Police Protection 1 Station
Municipal Water 17,307 Customers
District
(4,5 16 streets)
72 Firefighters & Officers
77 Sworn Police Officers
13.04 million gallons - average daily
consump tion
325 miles of lines and mains
113 miles of sewer lines
Recreation & 36 Parks
Culture 326.88 acres of Parks
1 Pool
2 Libraries
207,711 Volumes
Financial Information Systems Ci@ of Carlsba I Request for Proposal Californ I 11. PROPOSAL REQUIREMENTS
This section outlines the information that must be included in your proposal.
Vendors should review this list to ensure that their proposals include all requested
information prior to submission. Include a Table of Contents at the beginning of
your proposal which clearly outlines the contents of each section.
A. General Proposal Instructions
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1. Vendors must submit three (3) complete copies of their proposal,
including both the printed documents and the database response
diskette to the City within the timeframe indicated in the transmittal
letter which accompanies this Request for Proposal.
Requests for extension of the submission date will not be granted.
Vendors submitting proposals should allow for normal mail time to
ensure timely receipt of their proposal.
Responses to the Specific Proposal Requirements identified in the
following section MUST be completed and indexed appropriately. I1
addition, all forms and checklists identified in Section VI, must also 1
included in your response. Failure to include any of the requested
information within your proposal may result in rejection of your
proposal.
The Electronic Software Feature, Function and Capabilities database
must be responded to based on the instructions outlined in Section VI
of this document. Failure to complete the database and include it in
your response may result in rejection of your proposal. Only the
software features and functions section of the diskette require
responses.
Vendors are prohibited from contacting any City staff or council
members regarding this Request for Proposal. Failure to comply wid
this provision may result in rejection of your proposal.
All detailed questions regarding the RFP should be directed to either
Maryellen Galuchie or Mohan Chhabra at McGladrey & Pullen. The;
can be reached at (818) 795-7950.
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Financial In formation Systems City of Carlsba I Request for Proposal Calworn
7. The vendor should provide an affirmative statement that it is
independent of the City and McGladrey & Pullen (consultant). Thc
vendor should also list and describe the firm’s (or proposed
subcontractors’) professional relationships involving the City and the
consultant for the past five years, together with a statement explainin
why such relationships do not constitute a conflict of interest relative
to performing the proposed agreement. The vendor should also list
and describe the firm’s professional relationships involving individua
(officials appointed and elected) of the City and the consultant,
together with a statement explaining why such relationships do not
constitute a conflict of interest relative to performing the proposed
audit.
In addition, the vendor shall give the City written notice of any
professional relationships as described above that have been entered
into during the period of any agreement resulting fiom this proposal.
No negotiations, decisions, or actions shall be executed by the vendoi
as a result of any discussions with any City employee andor
consultant. Only those transactions which are in written form fiom
the City, may be considered binding. Also, the City will honor only
transactions from vendors which are written and signed.
The City reserves the right to terminate the selection process at any
time and to reject any or all proposals. The contract will be awarded
to the vendor whose qualifications best meet the requirements of the
City of Carlsbad.
The City shall not be liable for any pre-contract costs incurred by
interested vendors participating in the selection process.
The contents of each vendor’s proposal to the City, including
technical specifications for hardware and software, purchase and leas
prices, and hardware and sohare maintenance fees shall remain vali
for a minimum of 120 calendar days from the proposal due date.
Vendors must provide copies of all sample contracts for hardware,
systems sohare, application software, hardware maintenance, and
software support. Please note that all contracts are subject to
negotiation.
Please note that the initial contract may not include all the applicatior
or all the equipment listed in this Request for Proposal.
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Request for Proposal Californ I
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14. The City will require the vendor(s) selected to agree to include the
contents of this Request for Proposal and all representations,
warranties and commitments in your proposal and related
correspondence as contractual obligations when developing final
written contracts for services, equipment, and software. I B. Detailed Proposal Requirements
1. Request for Proposal Format
Proposals must be made in strict accordance with the Request for
Proposal format provided herein, with all blank spaces properly fillec
in. Numbers shall be stated in whole dollars.
Proposals shall be addressed as indicated on the Request for
Proposal's cover sheet, and shall be delivered enclosed in a sealed
envelope, marked "Financial Information Systems Proposal."
Modification of proposals will be acceptable only if delivered in
writing to the place of the proposal opening prior to the time for
opening the proposals. Should the vendor find discrepancies in or
omissions from the Request for Proposal or should be in doubt as to
their meaning, they shall at once notify McGladrey & Pullen who wi
send a written instructiodclarification to all vendors. Neither the
Hardware nor Software vendor will be responsible for any oral
instructions. If the proposal and specifications are found to disagree
after the contract is awarded, the City shall be judge as to which wm
intended.
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2. Proposal Security
Each proposal shall be accompanied by a Proposal Bond in an amour
equal to but not less than five percent (5%) of the proposal. Said
deposit is to be retained by the City as liquidated damages in the
event of failure of the selected vendor to provide the necessary bonds
and insurance policies within twenty (20) days from the date of swan
of the contract by the City Council.
The Proposal Bond shall be conditioned that the Surety will upon
demand forthwith make payment to the obligee upon said bond if the
vendor fails to provide the required bonds and insurance certificates i
accordance with the proposal bond, and upon failure to forthwith
make payment, the Surety shall pay the obligee an amount equal to
double the amount of said bond.
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Financial Information Systems City of CarkFba
Request for Proposal Californ I 3. Bulletins and Addenda
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Any bulletins or addenda to the proposal specifications issued during
the Pre-Proposal Conference are to be considered covered in the
proposal and in awarding a contract they will become a part thereof.
Receipt of addenda shall be acknowledged by the vendor on the 1 proposal form.
4. Award of Contract
The award of the contract will be made to the best proposal as judger
against the evaluation criteria. The best proposal may not be the one
offering the lowest cost. The City reserves the right to reject any or
all proposals.
If the vendor is selected as a finalist, the City will require the vendor
to qualify himself to the City by furnishing the following infomation
a. A financial statement showing assets and liabilities of the
company current to date within 30 days of the date of opening
bids or other financial information satisfactory to the City.
The name and home office address of the Surety proposed and
the name and address of the responsible local claim agent.
b.
Should the City adjudge that a finalist is not qualified by virtue of th~
above information furnished, said finalist will be so notified and their
proposal security shall be returned to them without prejudice. I 5. Performance Bond
The vendor will be required to furnish a surety bond executed on the
form bound herein by a surety company duly authorized to do
business in California in an amount at least equal to one hundred
percent (100%) of the contract price. The bond will be required
within twenty (20) days from the date of award of the contract by the
City Council.
A written agreement regarding non-performance in the event of failurt
to deliver any portion of the hardware or sohare on time will be par
of the final contract. This agreement will reference the Request for
Proposal attached, your proposal (including the length of time and
completion dates for programming, testing, installation, and final
acceptance), as well as the remedies and penalties applicable in the
event of a material delay or failure to deliver. I
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Financial In formation System City of Carlsba
Request for Proposal Calif rn t 6. Payments
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Since it would not be prudent to make complete payments for a
system which is not operational, the hardware and software contracts
are expected to include the following conditions:
e The hardware and software being proposed is an integrated
solution to the information systems requirements defined by tl
City. As such, both hardware and software are considered on
and must perform together and in total. 1
e At the time of hardware delivery and installation of the syster
and application software, payment will be 30% of the total
contract.
Upon acceptance by the City, payment will be 35% of the tot
contract. The acceptance criteria will be determined by the
City and the vendor during contract negotiations and shall
become part of the final contract.
e Final payment of 35% shall be made to the vendor within thii
(30) days after all work has been finally completed, and each
and every provision of the specifications completed to the
City’s satisfaction.
All of these stipulations assume that no significant delays will be
encountered between the computer installation date, the acceptance o
the hardware and the implementation of application software to insur
total compatibility between various program applications and the
hardware package. If the applications, hardware, training and suppor
documentation are not delivered and total system acceptance is not
granted within 90 days after the completion of the implementation
schedule, the vendor will forfeit the retainer and all monies due for
unacceptable applications as liquidated damages, not as a penalty. E 7. Labor and Material Bond
The vendor shall furnish a surety bond by a surety company duly
authorized to do business in California in an amount not less than
50% of the proposal price, as security for the payments of all person,
performing services and furnishing hardware and software in I connection with this contract.
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Request for Proposal Califorti I
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Following determination of a detailed implementation schedule for
each software module with the selected vendor, a penalty of $100/da
for failure to deliver hardwarehoftware according to the
implementation schedule will be included in the final contract
document between the vendor and the City. I
9. Proposals to be Retained
No proposal may be withdrawn after the scheduled closing time for
the receipt of proposals. Should the selected vendor default and not
execute a contract, then the contract would be offered to the next
selected vendor. I 10. Laws and Regulations
Each and every provision of law and clause required by law to be
inserted in this Contract shall be deemed to be inserted herein and
included herein, and if, through mistake or otherwise, any such
provision is not inserted, or is not correctly inserted, then upon
application of either party, the Contract shall forthwith be physically
amended to make such insertion or correction.
11. Intention
The vendor shall, unless otherwise specified, supply all installation,
conversion, training, transportation, and incidentals necessary for the
entire proper implementation of the selected systems. In addition, tk
vendor shall be responsible for the implementation in a most
professional manner, a complete job and everything incidental theretc
as shown in the proposal, stated in the specifications, or reasonably
implied therefrom, all in accordance with the contract documents. I
Financial Information System City of Carlsbai
Request for Proposal Californ 1 12. Insurance
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Vendor shall procure and maintain for the duration of the contract
insurance against claims for injuries to persons or damage to propen
which may arise from or in connection with the performance of the
work hereunder by the Vendor, his agents, representatives, employees
or subcontractors. Said insurance shall meet the City’s policy for
insurance as stated in Resolution No. 91-403.
a. COVERAGES AND LIMITS - Vendor shall maintain the typc
of coverages and minimum limits indicated herein: 8 (1 ) ComDrehensive General Liability Insurance:
$1,000,000 combined single limit per occurrence for
bodily injury and property damage. If the policy has a
aggregate limit, a separate aggregate in the amounts
specified shall be established for the risks for which th
City or its agents, officers or employees are additional
insureds.
(2) Automobile Liability Insurance:
$1,000,000 combined single limit per accident for bodi
injury and property damage. In addition, the auto polic
must cover any vehicle used in the performance of the
contract, whether used on-site or off-site, whether
owned, nonowned or hired, and whether scheduled or
nonscheduled. The auto insurance certificate must stat1
the coverage is for “any auto” and cannot be limited in
any manner.
Workers’ ComDensation and Employers’ Liability
Insurance:
Workers’ compensation limits as required by the Lab01
Code of the State of California and Employers’ Liabili
limits of $1,000,000 per incident. Workers’
compensation offered by the State Compensation
Insurance Fund is acceptable to the City.
(3)
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b. ADDITIONAL PROVISIONS - Vendor shall ensure that the
policies of insurance required under this agreement contain, o
are endorsed to contain, the following provisions. General
Liability and Automobile Liability Coverages:
(1)
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The City, its officials, employees and volunteers are tc
be covered as additional insureds as respects: liability
arising out of activities performed by or on behalf of tl
Vendor; products and completed operations of the
Vendor; premises owned, leased, hired or borrowed by
the Vendor. The coverage shall contain no special
limitations on the scope of protection afforded to the
City, its officials, employees or volunteers.
The Vendor's insurance coverage shall be primary
insurance as respects the City, its officials, employees
and volunteers. Any insurance or self-insurance
maintained by the City, its officials, employees or
volunteers shall be in excess of the Vendor's insurance
and shall not contribute with it.
Any failure to comply with reporting provisions of the
policies shall not affect coverage provided to the City,
its officials, employees or volunteers.
Coverage shall state that the Vendor's insurance shall
apply separately to each insured against whom claim ir
made or suit is brought, except with respect to the lim
of the insurer's liability.
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C. "CLAIMS MADE" POLICIES - If the insurance is provided t
a "claims made" basis, coverage shall be maintained for a
period of three years following the date of completion of the
work.
NOTICE OF CANCELLATION - Each insurance policy
required by this agreement shall be endorsed to state that
coverage shall not be suspended, voided, canceled, or reduced
in coverage or limits except after thirty (30) days' prior writte
notice has been given to the City by certified mail, return
receipt requested.
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Financial Information Systems City of Carlsba
Request for Proposal Californ
DEDUCTIBLES AND SELF-INSURED RETENTION (S.I.R.
LEVELS - Any deductibles or self-insured retention levels
must be declared to and shall reduce or eliminate such
deductibles or self-insured retention levels as respects the CitJ
its officials and employees; or the Vendor shall procure a bon
guaranteeing payment of losses and related investigation, clain
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f. WAIVER OF SUBROGATION - All policies of insurance
required under this agreement shall contain a waiver of rights
of subrogation the insurer may have or may acquire against tk
City or any of its officials or employees.
SUBCONTRACTORS - Vendor shall include all subcontract0
as insureds under its policies or shall furnish separate
certificates and endorsements for each subcontractor.
Coverages for subcontractors shall be subject to all of the
requirements stated herein.
ACCEPTABILITY OF INSURERS - Insurance is to be place(
with insurers that have a rating in Best’s Key Rating Guide ol
at least A-:V, and are authorized to transact the business of
insurance by the Insurance Commissioner under the standards
specified by the City Council in Resolution No. 91-403.
VERIFICATION OF COVERAGE - Vendor shall furnish the
City with certificates of insurance and original endorsements
affecting coverage required by this clause. The certificates an
endorsements for each insurance policy are to be signed by a
person authorized by that insurer to bind coverage on its
behalf. The certificates and endorsements are to be in forms
approved by the City and are to be received and approved by
the City before work commences.
COST OF INSURANCE - The Cost of all insurance required
under this agreement shall be included in the Vendor’s
proposal.
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At any time during this project, if the conduct of any employee or
subcontractor of the vendor is adjudged unprofessional and a nuisanc
to the City, the vendor shall order such parties removed immediately
from the grounds.
Financial Information Systems City of Carlsba
Request for Proposal Californ I
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Please include the following items in the order listed below (and indexed in
the same manner) in your response to this Request for Proposal. Please
provide all of the information requested that applies to your proposal. I 1. Key Requirements
During the needs assessment phase of the project, key issues were
discussed regarding alternate data processing solutions. Following i,
a list of specific concerns of the City. Please respond to each issue
detail regarding how the proposed solution will satisfy each concern.
Responses to each item should not exceed one page.
0 Access to Information
a
The capability to access and provide information in a timely
manner is a critical issue with the City. The system's ability
to provide a user-friendly and flexible processing format is
important. This would include the ability to see summary
information, then easily "drill down" to the appropriate detail.
Please briefly describe how the system is able to address thesc
user interface and information access requirements.
0 Geographic Information System
The City anticipates expanding the use and access of the
current ArcInfo Geographic Information System. The
integration of this system to other City systems will enhance
the overall operations and various services to their citizens.
Please discuss any interfaces or integration your system has
with the ArcInfo system.
0 Relational Database/4th GL Technology
The City would like to build the new Financial Information
System on a very stable and flexible relational database/4th G
standard. This would allow the City's technical and non-
technical users to both benefit from the various tools these
types of systems have to offer. Please describe how this is
addressed with the system being proposed.
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Financial Information Systems City of Carlsba
Request for Proposal Californ I
I Training
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Systems and application software training is a key part of the
systems selection and implementation project. Please indicate
specifically where the training sessions will be held for both
the systems software and application software and who will bc
responsible for travel-related costs. Also, indicate if you
require the user to attend any hardware training sessions relate
to the installation, including the location of the session and
who is responsible for the travel-related costs. I
2. Company Information
Please provide all information related to your company as requested :
Section VI - Appendix A. In addition, specifically address the I following issues:
a. Year company was organized
b. Annual sales volumes
c. Identification of company ownership
d.
e.
f.
Any pending sale or merger of company
Functions of local offices within your organization
Anticipated growth of your organization, including acquisition
and expansion of the client base
3. Hardware Information
Please propose a hardware configuration for a centralized processing
environment in addition to any applicable local or wide area network
configurations. Additional information regarding the City’s current
computer systems and network configurations are included in Section
V.A. Estimated volumes of transactions and records contained in
Section IV, Exhibit I should be referenced for proposing an adequate
equipment configuration to accommodate the City’s growth during tk
next five years. In addition to the information requested in Section T
- Appendix B and Appendix C, please provide the following:
a.
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System space requirements, including any specific
b. System expansion capabilities, including a description of the
upward compatibility to the next model from the proposed
system, including peripheral devices and application programs
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II c. Microcomputer interface capabilities, including the capability
use a microcomputer as:
(1)
(2)
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An inquiry and input terminal to the main computer.
A device used to upload and download information
d. Indicate the availability of backup equipment which can be
used in the event of a lengthy hardware failure.
e. Equipment delivery schedule.
4. Operating System Software
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In addition to the systems software information requested in Section
VI - Appendix B and Appendix E, indicate any special security featur
(e.g., terminal security, function security, file security, etc.) provided
by the operating system software.
In addition, describe backup and recovery methods built into the
operating system software. 1 5. Application Software
a. Please complete the Software Features, Functions, and
Capabilities Database contained on the diskette accompanying
this document. The database contains all applications as
outlined in Section I.
Section VI1 contains detailed installation and response
instructions. Any questions related to the database should be
directed to McGladrey & Pullen.
The proposed software should demonstrate an on-line,
integrated method of processing for all financial application
modules and allow for immediate update of all information.
Access to information in either summary or detail should be
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1 obtained with minimal entry.
c. For each application software module proposed, indicate
whether your organization developed the module, or the
module is available as a result of a third-party relationship thi
has been established with another vendor.
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Request for Proposal Californ
Provide general information on other application modules not
requested in this Request For Proposal which may be of
interest or benefit to the City.
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d.
6. Interface Capabilities
a. The City currently utilizes a variety of packages to supplemen
their information processing requirements not available from
the current Financial Information System on the HP3000.
Please describe the capability of the proposed system to suppl
a system and/or interface with other software packages, where
necessary. This may include the following:
Permits (Sierra)
Fleet Management (Fleetsite)
Automated Fueling
Portfolio Management
Geographic Information System (ARCAnfo)
Maintenance Management
Features for the Fleet Management and Permit areas are
included in the features database. The City may or may not
decide to replace these current systems.
Please describe the capability of the proposed system to be
integrated with local area networks. In addition, identify any
communications requirements to support this type of
configuration.
Provide a listing of all database, spreadsheet and word
processing software packages that will interface with your
system. Include any download/upload restrictions that may
limit the functionality of the proposed alternative.
b.
c.
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7. Maintenance Considerations
a. I for hardware and software.
b.
Initial one-time costs for hardware and software must include
one year of maintenance within the proposed dollar amounts
The City desires a proposal for guaranteed annual hardware
maintenance for a period of four years following the initial
year of maintenance included in your proposal. Please indicai
the annual cost of a four-year guaranteed hardware
maintenance agreement with your proposal. I
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Request for Proposal Californ E
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c. Due to the critical nature of equipment and applications, the
City must request a guaranteed response time to any
maintenance requirements. The maximum acceptable responsl
time will be four hours on site, based on an eight hour work
day, five day week, holidays excluded. Proposals should
indicate the constitution of the vendor maintenance guarantee.
Note that the City desires a quicker response guarantee, and
the vendor must provide optional pricing on 24 hour
maintenance, if available. In addition, include a copy of the I maintenance agreement.
8. Software Customization and Enhancements
Please provide information regarding the capability to provide the Ci
with sohare customizations, including all applicable rates. In
addition, include information on periodic system enhancements and
updates. I 9. Implementation and Conversion
a. Include a preliminary implementation schedule for all
applications, including the required time for system and
application training, program testing, installation, parallel
processing and conversion. The City of Carlsbad anticipates
the installation process to begin September, 1995, with full
implementation to be completed by September, 1996.
The City anticipates an electronic conversion of all pertinent
files currently resident on the various computer systems.
Record layouts of each file are available from the City upon
award of the contract. Provide a description of how you inter
to perform this conversion.
b.
10. Training and Education
Please provide information of all software and hardware training and
education that is available. This should include:
0 Recommended courses andor education approaches
0 Descriptions of courses
Locations of courses
Financial In formation Systems City of Carlsba
Request for Proposal Calif rn 8
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11. Teiephone Support
Please describe all telephone support services available from your
company. Specifically address the following issues:
e Normal hours of availability
e Access via toll-free 800 number
e costs 1 12. References and User Base
a. Please provide the following information about the user base:
e Number of users converted to the software in the
previous 12 months
Number of users who have deconverted the system in
the last four years
Average percent of revenue your largest client
represents in comparison to total revenue over the
previous 12 months
e
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b. Please provide a list of five completed projects of similar SCOI
and nature to the City based upon:
e Number of Employees
e Population of the City
e Number of Water/Sewer Customers
e Hardware Configuration and Network
e Application Modules
e Volume of Activity
e Organization Structure
e Number of Remote Office Locations
Worksheets are provided in Section VI - Appendix I.
Provide information regarding organized user groups, includinl
fiequency and location of user group meetings. Include a list
of current officers and an agenda followed at a recent meeting
Also, indicate who conducts the meetings and who is
responsible for establishing an agenda.
c.
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Financial Information Systems City of Carlsbc
Request for Proposal Califart I'
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13. Disaster Recovery Backup Services
Describe all disaster recovery planning services available from your
firm and/or recommend services available f?om other companies for
the proposed configuration. In addition, identify the procedures in
place to safeguard your facility and its contents, as well as the
anticipated recovery time in the event of a disaster. e
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Financial Information Systems City of Carlsba
Request for Proposal Californ I
I 111. PROPOSAL EVALUATION CRITERIA
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The proposal evaluation will be made in two stages:
1. Staff, technical coordinators, and the City's System Evaluation Committee
will evaluate the proposals based on the criteria list.
This evaluation will provide at least two or three finalists from which the
final selection will be made.
The finalists will provide the City with:
a.
2.
A financial statement showing assets and liabilities of the company
current to date within 30 days of the date of opening proposals or
other information satisfactory to the City.
The name and home office address of the Surety proposed and the
name and address of the responsible local claim agent.
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b.
3. These selected vendors will then be notified to prepare presentations of theii
proposed system and each application package. These presentations must
include "live" demonstrations at a site to be determined.
The contract will be awarded to the vendor who best meets the needs of the City
based on the following criteria:
1. The capability to provide the software features and capabilities outlined in tl
Sohare Requirements Checklist contained on the enclosed data diskette(s).
The flexibility of the application software, including the availability of tools
to allow the novice user to perform ad hoc analysis and reporting.
The amount of vendor support that will be available for installation,
conversion, training, on-going modifications, software support and equipmer
2.
3. 1 maintenance.
4. 8 indirectly (e.g., staffing requirements).
The total costs of the system over a five-year period, including costs incurre
5. The experience required and number of in-house data processing personnel
necessary to operate the system. 1
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Financial Information Systems City of CarkFbai
Request for Proposal Californ
The vendor’s performance record to-date in meeting the requirements of thej
existing customers, including the availability of users in the area to allow
reference investigation.
The expandability of the proposed hardware, including the ease of upgrading
the proposed system by adding components to accommodate future needs.
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6.
7.
8. Hardware/software service capability.
9.
10.
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a The quality of system, program, operator and user documentation provided.
Adherence to the requested proposal format. This includes the thoroughness
of the proposal, as well as the format of the presentation.
The financial stability, longevity and strength of the vendor.
The internal controls provided within the system which prevent unauthorized
access to data and provide adequate audit trails.
The capability to perform required conversions of existing data files.
Proven track record of the proposed system.
11.
12.
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14. e
1 15. The seamless integration of the various system modules.
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Financial In formation Systems City of Carkba
Request for Proposal Californ I
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I IV. ESTIMATED VOLUMES
The following pages summarize the estimated volumes of transactions and records
associated with the City’s application processing requirements.
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Financial Information Systems City of Carlsba Request for Proposal Californ
li V. SYSTEM CONFIGURATION
I A. Current Systems
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The City currently utilizes the following systems:
HP3000 Series 70
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0 Applications include general ledger, accounts payable, purchasing,
The financial applications use the TAMAS & Associates software
Access by over 90 users from all City departments.
payroll, permits, utility billing, fleet management, business licenses,
and records management. All applications utilize the Image databasc
system; permits uses the Sierra software system; other areas are usin
internally developed or modified programs.
0
0
HP3000 Series 935
0 Applications include library circulation and on-line catalog using the
INLEX software system. 1 0 Access by 64 users within the Library only.
Novell LANNAN Network (~3.111
e Primary applications include word processing, spreadsheets,
Multiple servers bridged over 56kb digital lines.
300 DOSNindowsA4ac clients with a variety of 286, 386 and 486
PCs achieve connection to the HP3000 via a serial sharing device (:
ports).
Selected PCs connect to UNIX workstation via X Window emulatio
software.
presentation graphics, E-mail, calendaring and various multiuser SQ1
database applications.
0
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PCs and Mac equivalents.
e
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HP720 UNIX Workstation with an Attached HP X-Station
e Only application is the Geographic Information System (GIS) using
Access by two users in the GIS department only.
Connected to the Novell network for file and print services.
ARCAnfo by ESRI.
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Financial In formation Systems City of Carlsbc
Request for Proposal Califon I
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DEC VAX 4100
rn Only application is the Computer-Aided Dispatch system by PRC.
Access by 30 users within public safety only.
Access provided via dedicated terminals and terminal emulation on
rn
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Macintosh network.
B. Communications
The current processing environment uses a variety of leased and dial up lin
for communication between the various City locations. Plans are presently
under way to upgrade some of the communications by increasing some line
speeds and upgrading the appropriate communication hardware. Please refc
to Exhibit 2 for an overview schematic of the City’s computer layout and
communications as it currently exists prior to the mentioned ungrades.
C. Suggested Equipment Configuration
The applications outlined in this Request for Proposal will replace financial
applications currently operating on the City’s HP3000 Series 70 computer.
Other non-financial applications currently operating on this computer will 1
replaced or converted to the new hardware and operating environment
proposed by the selected vendor. Outlined below are the suggested
components of the equipment configuration to be used in responding to thi!
Request for Proposal. Optional variations to this configuration are welcomj
but should be provided separately as part of your proposal. This general
configuration should be used as the basis to complete the vendor hardware
and cost summary forms.
Central Processing Unit
a
0 Sufficient CPU speed and memory to support up to 48 concurrent
system users. The system should be capable of providing an averag
one second response time, with a peak response time of three seconc
based on concurrent operation of the application systems.
rn Sufficient disk storage to support all files, including historical data 1
are required to be on-line and their associated volumes as outlined i 1 Section I V.
I off-line storage.
rn Necessary backup device(s) for program loading, data backups and
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Financial Information Systems City of Carlsba
Request for Proposal Californ 1
l Printers
1 laser printer.
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II Model 4235 mentioned above.
e Capability to connect to an existing Xerox Model 4235 high speed
Replacement of the current HP3000 high speed line printer with a
An additional high speed laser printer similar in nature to the Xerox
comparable 600 lpm or better high quality line printer.
e
Cash Receipting
The necessary hardware for an integrated cash receipting system thai
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will span multiple City locations. Presently, this will entail the I following:
e Eight (8) cash register devices
Three (3) cash drawer devices
Appropriate dedicated printing devices for each (if not built i
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Financial In formation Systems City of Carkbc
Request for Proposal Califorfi
VI. SYSTEM CONFIGURATION AND COST SUMMARY FORMS
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This section of the Request for Proposal contains system configuration and cost
summary forms which must be completed and included as part of your proposal.
These forms should be completed based upon the proposed hardware and sobare I configuration.
The following appendices are contained within this section:
Appendix Description I Appendix A Vendor Profile
Appendix B System Configuration Summary
Appendix C Peripheral Devices
Appendix D Hardware Cost Worksheet
Appendix E Software Cost Worksheet
Appendix F
Appendix G
Implementation Cost Summary
Summary of Total Costs 1 Appendix H Vendor User Base
Appendix I Vendor References
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Financial Information Systems City of Carlsbr;
Request for Proposal Califon B
1 VII. VENDOR RESPONSE PROGRAM
1 A. Overview
The application software database contained on the enclosed diskettes
represents the capabilities, features and functions required by the City. Eac
application has specific capabilities that require vendors to respond with onc
of the following options:
OPTION DESCRIPTION
Standard
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This feature is available as part of the
standard software package.
This feature is available, but requires the
standard package to be modified.
This feature is available through the use
of the system’s report writer.
This feature is available through the
utilization of another software
package. In the COMMENTS section of the
response, identify the source of the package.
Modification
Report Writer
Associated Package
8 Not Available This feature is not available.
If modification is selected, the program allows the vendor to estimate a cos
associated with modifying the software to meet the requirement. If the
vendor enters a modification cost, please summarize the total modification
cost, by application, on Appendix E.
9 46 a
Financial In formation Systems City of Carlsbi
Request for Proposal Califorr I B. Specific Response Instructions
I Diskette onto your microcomputer.
1 drive.
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Follow these instructions to load the SELECT Vendor Response Program
1. Insert the Vendor Program Diskette into the appropriate floppy disk
2. At the DOS: prompt, enter the appropriate floppy disk drive letter
followed by a colon and press the [Enter] key.
Type INSTALL and press the [Enter] key.
Follow the screen prompts. The program will ask you to enter Venc
Name. If your company has more than one software product or
version that is available, please enter your company name followed
the software name and version.
After a few moments, you will be prompted to insert the DATA
DISKETTE. Place the disk in the drive and press the [Enter] key.
The process of loading the information from the DATA DISKETTE
on to your hard drive will take a few moments. Please be patient.
Once this process is complete the system will automatically index
files.
The Vendor Main Menu will now be displayed. You may view the
Overview section by selecting Item 1. However, if you are familiar
with the process, you may proceed directly to Item 2, Vendor
Responses. For the purposes of this study, only respond to Item 3,
FeatureEunction Requirements section.
Once you have completed your responses to the FeatureEunction
Requirements section, print and review your responses for accuracy.
The FeatureEunction Requirements can be printed by selecting Item
from the Vendor Responses Menu and then selecting Item 1. The
Vendor Technical Information can be printed by selecting Item 8 fr(
the Vendor Responses menu and then selecting Item 3. When you
have completed your review, print four copies of the responses - on(
for your record and three to be returned.
3.
4.
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6.
7.
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Financial Information Systems City of Carlsba
Request for Proposal CaIiforn 1
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9. To prepare the diskettes to be submitted to the City, select Item 3,
Electronic Proposal from the Vendor Main Menu. Enter the letter ol
the floppy drive to indicate where the BLANK diskette resides. Mal
four copies, one for your records and three to be returned along with
the three hard-copies of your proposal.
Questions regarding this process can be directed to either Maryellen
Galuchie or Mohan Chhabra at McGladrey & Pullen. They can be
reached at (818) 795-7950.
10.
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BI-TECH
Proposal for a
Financial Information System
for the
City of Carlsbad
Submitted: June 26,1995
Master Volume
1072 Marauder 0 Chico, CA 95926 a (91 6) 891 -5281
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ACCOUNTING -
ACCOUNTS PAYABLE 1
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Feature/Function Listing By Application e i 03/29/95
Page# : 1
100 Capability to establish and maintain DATA REQU vendor information.
110 Including Vendor Number - alphanumeric DATA REQU
120 Including Vendor Name. DATA REQU
130 Including Vendor Address. DATA REQU
160 Including Alternate Vendor Address. DATA REQU
180 Including Nine Digit Zip Code. DATA REQU
REQU 200 Including Vendor Federal I.D. DATA
0210 Including Primary Vendor Contact Name. DATA DES11
230 Including Alternate Vendor Contact DATA DES11
Number/Social Security Number.
Name.
250 Including Vendor Telephone Number. DATA REQU
260 Including Vendor FAX Number. DATA REQU
280 Including Payment Terms Code. DATA REQU
300 Including Alternate/Substitute Vendor DATA OPT11
301 Including Commodity Code. DATA DESI
310 Including Current Balance Owing. DATA DESI
350 Including Total Purchases for Prior DATA REQU
Name.
Year.
400 Including Total Purchases for Current DATA REQU Year.
4000 Capability to pay amount different PROCESSING DESI from P.O. (with authority) and record to purchase price variance.
0100 Capability to identify checks that PROCESSING DESI
~umb Feature ~escription E jl/Featur Feature Type
Page# : 3
transfer information between the accounts payable and general ledger modules, sharing the same chart of accounts and edit/validation procedures.
5600 Capability to process vendor credits. PROCESSING REQUl
5650 Capability to void checks. PROCESSING REQUl
5670 Capability to process an accounts PROCESSING REQUl payable item and reverse the entry prior to actually printing the check.
amount prior to printing the check.
payment of the same invoice to one vendor by alerting the operator of the possible match at the point of entry.
5680 Capability to chanqe fund account or PROCESSING REQUl
5700 Capability to prohibit duplicate PROCESSING REQUl
710 Capability to hold payment for PROCESSING DESII 0 invoices in dispute.
5900 Capability to generate a list of PROCESSING REQUl checks prepared for approval.
5910 Including Check Number. PROCESSING REQUl
5920 Including Vendor Name. PROCESSING REQU:
5930 Including Amount of Disbursement. PROCESSING REQU:
5950 Including Description. PROCESSING DES11
6000 Capability to generate a comparison of ENCUMBRANCE REQU: expenditures to unencumbered budget balance, with a warning if expenditure will exceed budget.
payable check register. 6500 Capability to generate an accounts PROCESSING REQU:
6510 Including Check Number. PROCESSING REQU:
6520 Including Vendor Number. PROCESSING REQU:
6530 Including Vendor Name. PROCESSING REQU'
Including Date Paid. PROCESSING REQU
m40
Numb Feature Description m, *TL Feature Type
Numb Feature Description -j/1F Feature Type .m
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Numb Feature Description -l/Featur Feature Type .E
Page# : 7
ACCOUNTING - ACCOUNTS PAYABLE
REQU 6981 Ability to process disbursements PROCESSING without a pre-requisite purchase order.
per invoice and track invoices pending authorized organizational approvals.
user-defined sort sequences including the capability to print checks on pre- numbered forms with system-assigned check number.
user-defined sort sequences including the capability to print check starting at a user-specified check number.
6985 Ability to print invoice number and PROCESSING REQU description on check stub.
Ability to prevent G/L entries in PROCESSING REQU
6982 Ability to allow two approval steps PROCESSING REQU
6983 Ability to print checks in various PROCESSING REQU
6984 Ability to print checks in various PROCESSING REQU
@87 prior or future periods.
6988 Ability to record any federal income PROCESSING REQU tax withheld associated with a special vendor.
line inquiry capabilities on encumbrance data including: fiscal year, detailed transactions, ending balances.
open item.
fund and organization.
single invoice among multiple account numbers.
on open invoice items and flag the invoice as not paid-in-full.
Capability to generate 1099 statements PROCESSING REQU in accordance with IRS regulation (to
6990 Ability to maintain and provide on- PROCESSING REQU
6991 Ability to age accounts payable by PROCESSING DESI:
DESI 6992 Ability to age accounts payable by PROCESSING
6993 Capability to divide payment on a PROCESSING REQU
6994 Capability to process partial payments PROCESSING REQU
Og5 hard copy report and to tape).
Numb Feature Description FI .TIL Feature Type
ACCOUNTING - 1
APPROPRIATION & BUDGETARY
Feat Numb Feature Description
Page# : 10 ............... ............... ............... ................
4150 Capability to allocate fixed portions PROCESSING OPTION, or a percentage to categories within cost center.
months by portion, percentage and/or major budget item.
using unit costs x budgeted units.
current year budqets with full audit trail and reporting of these adjustments.
maintenance of non-financial information by department/cost center.
modeling to perform llwhat-ifll analysis.
to enter budqet information (with security) which can then be reviewed and modified prior to finalization, (Finalization controlled by Security).
budget reports.
4170 Capability to allocate budgets to PROCESSING DESIRE1
4180 Capability to create budget amounts by PROCESSING DESIRE
4185 Capability to make adjustments to PROCESSING REQUIR
5000 Capability to allow entry and PROCESSING OPTION
5010 Capability to perform forecasting and PROCESSING DESIRE
5020 Capability for individual departments PROCESSING REQUIR
7000 Capability to generate appropriation & REPORT REQUIR
7010 Including Previous Year - Actual. REPORT * REQUIR
7020 Including Current Year - Budget. REPORT REQUIR
7050 Including Year-to-date Expenditures. REPORT REQUIR
7080 Including Total Current Estimate. REPORT REQUIR
7100 Including Requested. REPORT REQUIR
7110 Including Recommended. REPORT OPTIOI!
7130 Including Adopted. REPORT REQUIF
7200 Capability to generate the budget REPORT REQUIF preparation worksheet by fund, cost center, or department.
1500 Capability to generate a final budget REPORT REQUIF
Feat Numb rF Feature Description Feature Type
Numb Feature Description TIL Feature Type m:
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ACCOUNTING - I FIXED ASSETS
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REQUl 100 Capability to maintain individual DATA fixed asset records.
REQUl 140 Including Asset Number. DATA
150 Including Asset Class number. (To DATA REQUl Combine Assets for Group Reporting - i.e. Bldg., land, etc.)
certain assets or components to "roll- uptt into one asset.
Active.
Depreciated/Still Used.
depreciable.
Including Activity/Status Code - DATA REQU:
151 Including a sub-class number to allow DATA DESII
DESII 155 Including Activity/Status Code - DATA
165 Including Activity/Status Code - Fully DATA DES11
170 Including Activity/Status Code - Non- DATA REQU:
@I80 Retired.
185 Including date retired. DATA REQU:
200 Including Asset Description. DATA REQU:
205 Including date acquired. DATA REQU:
210 Including Serial Number. DATA REQU
215 Including Vehicle Number. DATA REQU
220 Including Fund/Department Number. DATA REQU
225 Including Tag Number. DATA REQU
DESI 230 Including Location Code. DATA
250 Including Depreciation Method. DATA REQU
REQU 255 Including Model Number. DATA
OPTI 280 Including Quantity. DATA
DESI 300 Including Insurance Value. DATA
310 Including Replacement Cost. DATA OPTI
0.30 Including Estimated Replacement Year. DATA OPTI
~umb Feature Description rn TIL Feature Type
Page#: 15
4035 Capability to accept partially PROCESSING DESIl depreciated assets.
without deleting and re-entering.
departments.
without deleting and re-entering.
for a single asset purchase.
the disposal of an asset.
of all fixed assets.
changes to the fixed asset file, sorted by type of change (i.e., additions, deletions, transfers).
4040 Capability to transfer asset location PROCESSING REQU:
4045 Capability to track transfers between PROCESSING DESIl
5100 Capability to change asset number PROCESSING DESIl
5200 Capability to enter multiple invoices PROCESSING REQU:
5300 Capability to track the gain/loss on PROCESSING REQU
7000 Capability to generate a master list REPORT REQU
7005 Capability to generate a report of all REPORT REQU
.2
REQU 7006 For the current year. REPORT
7007 For any user defined time period. REPORT DES1
7060 Capability to generate a retirement REPORT REQU register including a list of all retirement depreciation.
valuation report.
assets at or after their replacement year.
cost report.
purchasing/encumbrance accounting system.
accounts payable system.
8100 Capability to generate an insurance REPORT OPTI
8110 Capability to generate a report of all REPORT OPTI
8200 Capability to generate a replacement REPORT OPTI
9000 Capability to interface with the INTERFACE REQU
9010 Capability to interface with the INTERFACE REQU
(1040 Capability to interface with the INTERFACE REQU
I
Numb Feature Description 1F Feature Type .B
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ACCOUNTING -
GENERAL LEDGER w
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Page#: 17 ...............
10 Capability to support a 17 character DATA REQL alpha-numeric account number with eight user-defined groupings within the structure.
that certain User Defined grouping(s) will be assigned automatically when a portion of the account number is entered.
Description for each segment of the Account Number Format.
information.
30 Capability to set up a matrix such DATA REQL
170 Capability to have an Account DATA REQL
235 Capability to maintain master file DATA REQt
240 Including Last Transaction Date. DATA OPT1
300 Including Previous Ten (10) Years DATA REQL actual and Approved Budget for all Accounts.
310 Including Current Year Budget for DATA REQL Revenue/Expenditure Accounts.
Totals.
Totals.
accrual and modified accrual accounting.
processing and reporting within one general ledger system.
reports.
integrated fund accounting system which conforms to the standards set by the Government Accounting Standards Board ( tgGASBtf) .
a
320 Including Month-to-Date Transaction DATA REQL
340 Including Year-to-Date Transaction DATA REQZ
3000 Capability to allow for both full PROCESSING REQI
4000 Capability to support multi-agency PROCESSING DES1
4050 Capability to generate CAFR financial REPORT REQr
4051 Capability to provide a fully PROCESSING REQI
055 Capability to add and change general PROCESSING REQr 0 ledger accounts.
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Page#: 19
ING - GENERAL LEDGER
4320 Capability to post in summary or by PROCESSING OPTI( detailed journal entry within each process.
YTD transactions or current month's transactions.
balance sheet balances to the next year for all funds and sub-funds.
forward ending balances if entries posted to the previous year.
inquiries based on account number (fund/dept/div/object) .
4410 Capability to print detail of summary PROCESSING DESI
4500 Capability to carry forward ending PROCESSING REQU
4510 Capability of updating those carry PROCESSING REQU
5000 Capability to perform general ledger PROCESSING REQU
5010 Based on Date. PROCESSING DESI
020 Based on Date Range. PROCESSING REQU
PROCESSING DESI 5040 Based on Type of Activity.
5060 Based on Transaction Amount. PROCESSING OPTI
5070 Based on Total Amount. PROCESSING OPTI
5100 Based on Budget Amount. PROCESSING OPTI
5110 Based on Receipt. PROCESSING REQU
5120 Based on Check Number. PROCESSING DESI
5140 Based on Vendor or Payee Name. PROCESSING REQU
5150 Based on Budget Adjustments. PROCESSING DESI
5180 Based on Journal Entry/Voucher Number. PROCESSING DESI
6280 Capability to link funds and accounts PROCESSING REQU
0
together for account number creation to eliminate need for data entry of each individual account.
transactions greater than two (2) years old.
6500 Capability to archive detail PROCESSING OPTI
a10 Capability to have on-line access to PROCESSING DESI
~umb Feature Description rF Feature Type m-
Page#: 21 ...............
7160 Capability on the trial balance to REPORT REQU sequence by fund, classification, oblect, or division.
and income statement by fund and sub- fund .
budgets, encumbrances and variance information on income statements.
balance sheet for all fund types and account groups. (required for CAFR)
user-defined levels of summarization and subtotals.
into a summary subtotal account without printing the corresponding detail.
average cash balance by fund and sub fund .
averaqe cash balance by fund and sub fund including daily.
averaqe cash balance by fund and sub fund including monthly.
averaqe cash balance by fund and sub fund including annually.
exception reporting for any account number and/or grouping that is greater than budget amount.
systems.
7200 Capability to generate balance sheet REPORT REQU
7205 Capability to incorporate actuals, REPORT DESI
7280 Capability to generate a combined REPORT DESI
8750 Capability to print reports based on REPORT REQU
8780 Capability to group detail accounts REPORT DESl
REPORT REQC 8785 Capability to calcualate and report
8786 Capability to calculate and report REPORT DES1
8787 Capability to calculate and report REPORT REQL
8788 Capability to calcuate and report REPORT OPT1
8790 Capability for the system to generate REPORT DES1
9000 Capability to interface with other INTERFACE REQI
9010 Including Payroll. INTERFACE REQI
a015 Including Fixed Assets. INTERFACE DESl
Page#: 22 ............... ............... ................ ................ - GENERAL LEDGER
9020 Including Accounts Payable. INTERFACE REQUIR
9025 Including Utility Billing. INTERFACE DESIRE
9030 Including Accounts Receivable. INTERFACE REQUIR
9050 Including Cash Receipt System. INTERFACE REQUIR
9060 Including Purchasing. INTERFACE REQUIR
9080 Including Inventory. INTERFACE DESIRE
9090 Including Budgeting. INTERFACE REQUIR
e
ACCOUNTING -
MISC. A/R & CASH RECEIPTS 1
e
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Feat Numb Feature Description
Numb Feature Description rn. rF Feature Type
Feat
Numb Feature Description TIL Feature Type
I
~umb Feature Description ///F Feature Type ,m
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ACCOUNTING - I PAYROLL
e
e
Feat Numb Feature Description ~jh Feature Type
~umb rn Feature Description lK Feature Type
Page#: 29
pay to be computed.
5250 As straight time. PROCESSING REQUl
5260 As half-time. PROCESSING REQUl
5270 As time and one-half. PROCESSING REQUI
5280 As double time. PROCESSING REQUl
5281 Capability to handle multiple work PROCESSING REQUl week hours, based on bargaining unit, for calculating non-standard overtime and other pay additions (i.e., Fire -
56 hours a week with 6 hours of 1/2 time pay for Fair Labor agreement).
work schedule personnel (work 30 hrs./week - all benefits and accruals based on 3/4 of full time personnel).
Capability to locate employee by PROCESSING REQUl either last name, social security number or employee number.
differentials.
salary grades.
on multiple injury on duty times (tracking against a maximum hours allowed for each individual injury).
distribution amounts (based on percentages or salary amounts) in employee master file for automatic account allocation when performing labor distribution.
current and year-to-date information for each employee.
5282 Capability to easily handle alternate PROCESSING REQUl
e83
5284 Capability to handle multiple shift PROCESSING DESII
5285 Capability to setup and maintain PROCESSING REQUl
5286 Capability to record, track and report PROCESSING REQU:
5287 Capability to have default PROCESSING REQU:
5310 Capability to accrue and report PROCESSING REQU:
5320 Including sick leave. PROCESSING REQU:
Including vacation hours. PROCESSING REQU' 630
~umb Feature Description m, rL Feature Type
~umb Feature Description TIL Feature Type
Numb Feature Description -1L Feature Type
Page#: 33
year-to-date for part-time employees.
hours of leave benefits for both current period and YTD.
federal withholding, FICA, state withholding, deferred compensation, Medicare, public employees retirement system (PERS) current period & YTD.
deductions - hospital, life, Sec. 457 of the plan, other and miscellaneous for the current period and YTD.
YTD) .
5692 Including earned, used and available PROCESSING REQUl
5700 Including government deductions - PROCESSING REQUl
5710 Including insurance and all other PROCESSING REQUI
5720 Including net pay (current period and PROCESSING REQU:
5730 Including a message to all employees. PROCESSING DES11
Capability to print a paycheck with PROCESSING REQU: e3Oo information printed on the paycheck.
PROCESSING REQU: 5905 Including name
5910 Including address, city, state and zip PROCESSING DESII code.
5930 Including check number. PROCESSING REQU:
5940 Including net pay amount (protected). PROCESSING REQU:
5980 Including payroll check date. PROCESSING REQU:
6000 Capability to input hours on a daily PROCESSING REQU: basis.
retroactively and more than once per year.
class when paying backpay.
departments to input their own personnel's weekly payroll information, with the appropriate security for access to pay and
REQU: 6010 Capability to process backpay, PROCESSING
6030 Capability to adjust for shifts in PROCESSING DES11
6040 Capability to allow for individual PROCESSING REQU'
0 personal information.
1
Numb Feature Description 1F Feature Type .m-
Page#: 35
CCOUNTING - PAYROLL
9060 Including direct deposit proof list. REPORT REQU:
9080 Including state unemployment tax REPORT REQU: report and tape.
REQU: 9090 Including union reports. REPORT
9095 Including C.U., garnishment. REPORT REQU:
9097 Including individual deferred comp REPORT REQU: administrators report, tape and telecommunications.
vacation, holiday and annual leave accrual report.
current and year-to-date.
company.
date.
9100 Including sick leave, comp time, REPORT REQU:
9110 Including deferred comp report, REPORT REQU:
9120 Including medical insurance by REPORT REQU:
0230 Including employee list by anniversary REPORT DESIl
9240 Including employee list by hourly REPORT DESIl rate.
employee, summary and detail.
by job code.
telecommunications.
report and diskette.
REQU 9245 Including a comp time list by REPORT
9250 Including annual workers' comp report REPORT REQU
9260 Including W-2 reporting &I diskette or REPORT REQU
9265 Including California DE-3's and DE 6, REPORT REQU
9270 Including payroll history report. REPORT REQU
9275 Includinq a benefit report by employee REPORT REQU
9290 Including reporting to Public REPORT REQU
or benefit plan.
Employees Retirement System via diskette or telecommunications. .
Including proof list of payroll input REPORT REQU goo prior to update.
~umb Feature Description rF Feature Type -m:
BUSINESS LICENSES
~umb Feature Description IT. lF Feature Type
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CLERKS INDEXING I
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............... ............... ................ ............... CLERKS INDEXING
4205 Capability to inquire by multiple uses PROCESSING REQUIRI
and by public access.
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DOCUMENTATION r
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Page#: 42
5 Capability to have complete set of GENERAL DESII "user manuals" available online.
help screens at menu items.
help screens available at the field level for all fields.
screen information
related to all system transactions.
related to all hardware components.
training manuals for all application software programs.
6 Capability to have context sensitive GENERAL REQUl
10 Capability to have context-sensitive GENERAL DES11
15 Capability to add user-defined help GENERAL DESIl
20 Capability to provide documentation GENERAL REQU:
25 Capability to provide documentation GENERAL REQU:
35 Capability to provide comprehensive GENERAL REQU:
36 Capability to provide detailed file GENERAL REQU: @ structure documentation.
37 Capability to provide detailed GENERAL DESIl flowcharts of transaction processing and file access and updates.
related to processing errors including why they occurred, and procedures for corrective action.
a lgdepartmental" approach including all functions and features related to specific departments.
documentation in an organized sequence.
40 Capability to provide documentation OUTPUT REQU
50 Capability to provide documentation in OUTPUT DESI:
100 Capability to provide all OUTPUT REQU
105 Including a Table of Contents OUTPUT REQU
110 Including Labeled Section Tabs. OUTPUT DESI
111 Including Revision Numbers and Dates. OUTPUT REQU
Including a Page Numbering Sequence. OUTPUT REQU
W0
Numb rn Feature Description rF Feature Type
0,
EMERGENCY MEDICAL 1 SERVICES
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100 Capability to establish and maintain DATA REQUl patient information related to Emergency Medical Services incidents.
110 Including Patient Name. DATA REQUl
120 Including Patient Address. DATA REQUl
130 Including Patient City. DATA REQUl
140 Including Patient Date of Birth. DATA REQUl
150 Including Age. DATA DESII
160 Including Sex. DATA REQUl
170 Including Personal Physician. DATA OPTI(
171 Including Medicare and Medi-Cal DATA REQU; numbers.
172 Including private insurance numbers DATA REQU:
DATA OPTIC 180 Including Medical History.
185 Including Medical History at Transport DATA OPTI(
and name. I)
Position.
Arrival" Position.
for each action.
188 Including Medical History at "On DATA OPTI(
190 Capability to track 1st and 2nd times DATA OPTI(
200 Including Pulse Rate. DATA OPTI(
210 Including Blood Pressure. DATA OPTIt
220 Including Respiration. DATA OPTIt
230 Capability to track vital signs taken. DATA OPTI(
240 Including Supine. DATA OPTI(
250 Including Sitting. DATA OPTI(
260 Including Pulse. DATA OPTI(
270 Including Respiration. DATA OPTI(
a80 Including Consciousness. DATA OPTI(
Page#: 45
290 Including Eyes. DATA OPTI(
300 Including Skin. DATA OPTI(
310 Including Speech. DATA OPTI(
320 Capability to track time patient DATA OPTI( became unconscious.
recovered consciousness.
and run destination.
330 Capability to track time patient DATA OPTI(
340 Capability to track pickup location DATA REQU:
350 Including Address. DATA REQU:
360 Including Attendants Last Names. DATA DES11
370 Including Time at Each Interval. DATA OPTI(
380 Including Date. DATA REQU:
03 90 Including Run Outcome. DATA REQU:
400 Including Provider ID #. DATA REQU:
REQU: 410 Including Ambulance #. DATA
420 Capability to track suspected DATA OPTI( condition.
OPTI( 425 Capability to track sites. DATA
430 Capability to track DATA OPTI( complaints/symptoms.
treatments/services. 440 Capability to track DATA OPTI(
1000 Electronic filing for Medicare. PROCESSING REQU:
1005 Electronic filing for Medi-Cal. PROCESSING REQU:
1040 Allow for multiple insurance billing. PROCESSING REQU'
1050 Ability to download information to PC PROCESSING DESIl applications.
REQU'
a70 Generate user written delinquency PROCESSING DESIl
1060 Comments portion on invoice. PROCESSING
Page#: 46
FIRE - EMERGENCY MEDICAL SERVICES
letters.
E.M.S. charges and produce invoice. 6010 Capability to calculate and assess OUTPUT REQU:
6020 Including Patient Name. OUTPUT REQU:
6030 Including Date of Birth. OUTPUT REQU:
6040 Including Age. OUTPUT OPTI(
6050 Including Sex. OUTPUT REQU:
REQU: 6060 Including Address. OUTPUT
6070 Including Pick-Up Address. OUTPUT REQU:
6080 Including Receiving Hospital. OUTPUT REQU:
6090 Including Run Number. OUTPUT REQU:
4100 Including Date of Run. OUTPUT REQU:
0110 Including EMT. OUTPUT OPTI(
6120 Capability to identify individual OUTPUT REQU: item(s) used.
6130 Including Ambulance Call Rate. OUTPUT REQU
6140 Including Out of City Logged Miles. OUTPUT OPTI(
6150 Including Number of Miles. OUTPUT REQU
6160 Including Oxygen. OUTPUT REQU
6170 Including Cervical Collar. OUTPUT OPTI(
6180 Including Heart Monitor. OUTPUT OPT11
6190 Capability to identify reason patient OUTPUT REQU was transported including a warning if patient is in excess of 62 years of age to indicate additional detailed information is required.
summary. 7000 Generate aged accounts detail & REPORT REQU
7010 Ability for system to indicate status REPORT REQU of account (user-defined) (i-e., billed, delinquent, collection, paid
Numb Feature Description TIL Feature Type
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FLEET MANAGEMENT m
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Page#: 48
100 Capability to maintain Vehicle Master DATA REQUl Data.
number.
identification number.
REQUl 105 Including vehicle unit identification DATA
110 Including automated fuel dispensing DATA REQUI
DATA REQUI 120 Including vehicle make.
130 Including vehicle year. DATA REQUl
140 Including body style. DATA REQUI
150 Including serial number. DATA REQUI
160 Including engine type. DATA REQUI
170 Including engine name. DATA REQUI
180 Including engine size (CID or liters). DATA REQUI
GOO Including fuel capacity (gallons). DATA REQUI
205 Including fuel type (regular, DATA REQUI unleaded).
210 Including engine serial number. DATA REQUI
220 Including transmission type. DATA REQUI
230 Including number of speeds DATA REQUI (transmission) .
240 Including transmission serial number. DATA REQUI
250 Including differential type. DATA REQUI
260 Including differential serial number. DATA REQUI
270 Including purchased from. DATA REQUI
280 Including purchase price. DATA REQUI
290 Including date acquired. DATA REQUI
300 Including departmental charge DATA REQUI
010 Including retirement date. DATA REQUI
code/account number.
Page#: 49
............... ................ ................ ................ FLEET MANAGEMENT
320 Including salvage value. DATA REQUIF
330 Including comments (free form text). DATA REQUIF
340 Including vehicle status (in-service, DATA REQUIF out-of-service, retired, etc.).
350 Including reason for status. DATA REQUIR
1000 Capability to maintain mechanics DATA REQUIR personnel information.
1010 Including employee name. DATA REQUIR
lo20 Including social security number. DATA OPTION
1030 Including driver's license state. DATA OPTION
1040 Including driver's license number. DATA OPTION
1050 Including driver's license renewal DATA OPTION date.
1060 Including driver's license points. DATA OPTION
1070 Including hire date. DATA DESIRE
1080 Including rate of pay. DATA DESIRE
1090 Including evaluation date. DATA OPTION
1110 Including charge rate (rate to charge DATA REQUIF for work performed by this employee).
1120 Including training schools attended. DATA REQUIE
1121 Including Skill Level DATA REQUIF
1122 Including Certifications DATA REQUIF
2000 Capability to maintain this DATA REQUIF information for an unlimited number of vehicles.
(miles per gallon).
costs to determine when to retire a vehicle.
4000 Ability to track vehicle fuel usage PROCESSING REQUIF
4010 Ability to compute vehicle life cycle PROCESSING REQUIF
4020 Ability to track tire usage. PROCESSING REQUIF
Page#: 50
4030 Ability to schedule P/M for vehicle PROCESSING REQU
4040 Capability to schedule P/M for vehicle PROCESSING
(by mileage used).
by time lapsed.
by hours used.
for P/M not serviced.
scheduled P/M to be sent to "owner. It
other than P/M service.
repair/service to be performed.
performance by work completed.
repair or service when applicable.
service actual costs (parts and labor).
service work order.
list for repair or service.
inventory with description of vehicle and identify the "owner. *I
out-of-service vehicles with reason for out-of-service.
retire service vehicles.
REQU
4050 Capability to schedule P/M for vehicle PROCESSING REQU
4060 Ability to report vehicles scheduled PROCESSING REQU
4070 Ability to produce notification of PROCESSING DES11
4080 Ability to schedule repair or service PROCESSING REQU:
DES11 4090 Capability to schedule mechanics for PROCESSING
1100 Capability to track mechanics PROCESSING REQU
4110 Capability to use standard costs for PROCESSING REQU 0
4120 Capability to compute repair or PROCESSING REQU
4130 Capability to produce repair or PROCESSING REQU
4160 Capability to prepare parts required PROCESSING REQU
4170 Capability to maintain vehicle PROCESSING REQU
4180 Capability to indicate in-service or PROCESSING REQU
4190 Capability to compute the need to PROCESSING REQU
4193 Including Age. PROCESSING REQU
e95 Including Mileage. PROCESSING REQU
,
Numb Feature Description TIL Feature Type .E*
Page#: 52
6040 Including vehicle usage costs (cost REPORT REQU:
6050 Including maintenance costs for REPORT
per mile).
individual vehicle.
(not completed) repair or service work orders.
(completed) repair or service work orders.
repair or service work orders by mechanic.
repair or service work orders by mechanic for user specified data or range of data.
repair or service work orders by type of repair or service to provide work order accountability.
with description of vehicle printed by vehicle number.
REQU:
6060 Capability to produce list of open REPORT REQU:
6070 Ability to produce list of closed REPORT REQU:
6080 Capability to produce list of open REPORT REQU:
6090 Capability to product list of closed REPORT REQU:
0100 Capability to produce a report of REPORT REQU:
6120 Capability to report vehicle inventory REPORT REQU:
6122 Including vehicle type or class. REPORT REQU:
6124 Including "owner.t@ REPORT REQU:
6130 Capability to produce a report of REPORT REQU: vehicles by varying sequence (vehicle number, "owner", age, etc.) .
out-of-service by vehicle number or "owner. It
covered by manufacturer's warranty.
specified format, of user specified data.
REQU: 6140 Capability to produce list of vehicles REPORT
6150 Capability to report vehicles not REPORT DES11
6160 Capability to print reports in user REPORT REQU:
a70 Capability to record and track State REPORT REQU'
Page#: 53
FLEET MANAGEMEN" ............... ............... ................ ................
inspections.
State inspections.
taxicab inspections required and performed by the City.
information on vehicles (type of engine, body style, etc.) .
6180 Capability to report vehicles due for REPORT REQUIR
6190 Capability to record and report on REPORT OPTION,
6200 Capability to report detail REPORT REQUIR
6210 Capability to report contracted labor. REPORT REQUIR
6220 Capability to report personnel REPORT OPTION
6500 Capability to generate user-defined REPORT REQUIR
information.
reports based on user-defined criteria.
ledger system to charge ttownertl departments for services to vehicles.
inventory system.
automated fueling system.
Service Work Order System used throughout the city.
Assets System to ensure vehicle is listed.
payroll system.
resource system.
500 Capability to interface with general INTERFACE DESIRE
9000 Capability to interface with the INTERFACE REQUIR
9100 Capability to interface with an INTERFACE REQUIR
9200 Capability to interface with the INTERFACE OPTION
9300 Capability to interface with the Fixed INTERFACE OPTION
9400 Capability to interface with the INTERFACE DESIRE
9500 Capability to interface with the human INTERFACE DESIRE
0
HUMAN RESOURCES -
APPLICANT TRACKING m
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Page#: 56
classification.
employees between positions.
applicants from which departmental personnel requisitions are matched against qualifications.
applicants with open positions based on preliminary interview and testing by human resources department.
experience, education, etc.
letters and personally address to each applicant.
using a variety of criteria.
applying for multiple positions.
history.
on date of application.
reporting (EEOC) .
received during a user defined period by user defined criteria.
qualified applicants for referral to the requisitionin? department for further interviewing.
personnel/payroll.
all the pertinent data from the
3110 Capability to support transfers of PROCESSING REQU
3130 Capability to maintain a pool of job PROCESSING REQU
3140 Capability to match qualified PROCESSING REQU
4000 Capability to rank applicants by PROCESSING REQU
4010 Capability to generate standard PROCESSING REQU
:020 Capability to generate mailing labels PROCESSING REQU 0
4030 Capability to track individuals PROCESSING REQU
4040 Capability to maintain applicant PROCESSING REQU
4050 Capability to purge applications based PROCESSING REQU
7000 Capability to support government REPORT REQU
7010 Capability to report on applications REPORT REQU
7020 Capability to qenerate a listing of REPORT REQU
9000 Capability to interface with INTERFACE REQU
9010 Capability t4 fill a position, with INTERFACE REQU 0 applicant file automatically updating
Page#: 57
............... ............... ................ ............... HUMAN RESOURCES - APPLICANT TRACKING
the personnel and payroll systems.
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HUMAN RESOURCES - ; PERSONNEL
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10 Capability to maintain employee DATA REQU information.
20 Including employee number. DATA REQU
REQU 30 Including employee name. DATA
40 Including employee birthdate. DATA REQU
50 Including employee address. DATA REQU
REQU 60 Including sex. DATA
REQU 70 Including social security number. DATA
80 Including driver's license number. DATA REQU
90 Including marital status. DATA REQU
100 Including race/ethnic background. DATA REQU
110 Including supervisor title. DATA REQU
0120 Including bargaining group. DATA REQU
REQU 130 Including title. DATA
140 Including classification (Class Code). DATA REQU
150 Including comparable worth data. DATA OPT1
170 Including emergency contact. DATA REQU
190 Including EEO category. DATA REQU
REQU 200 Including workers comp code. DATA
205 Including position control number. DATA REQU
210 Including salary data (current salary, DATA REQU
REQU 220 Including deferred compensation plan. DATA
230 Including medical by company - life DATA REQC
position, salary range and step).
insurance, health insurance, spending accounts, dependent care.
240 Including performance data. DATA REQC
050 Including pay adjustments. DATA REQt
B
~umb Feature Description rn /I/L Feature Type
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Page#: 62 ...............
to an employee's personnel file.
benefit summary, by employee, outlining all current benefits and costs (employer & employee).
identify upcoming performance reviews, by department.
reports, by department.
benefits delineating the benefit amount received for each benefit type.
Cobra eligibility has expired.
requirements.
payroll system (combine employee database for both systems).
ledger.
into SS or DB application for benefit modeling.
9220 Capability to generate a personal REPORT REQU
9260 Capability to generate a report to REPORT REQU
9280 Capability to generate turnover REPORT REQU
9330 Generates annual statement of employee REPORT REQU
9340 Prints a report of employees whose REPORT REQU
9350 Performs all PERS reporting REPORT REQU
e400 Capability to interface with the INTERFACE REQU
9410 Capability to interface with general INTERFACE REQU
9470 Ability to download current benefits INTERFACE DES1
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INVENTORY rn
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jIF Feature Type
Page#: 69 ............... ............... ................ ................ PERMITS
665 Including user defined fields. DATA REQUIE
700 Capability to establish and maintain DATA REQUII type of structure/dwelling.
dwelling.
dwelling .
705 Including attached single family DATA REQUII
708 Including detached single family DATA REQUII
720 Including multi-family 2-4 units. DATA REQUII
725 Including multi-family 5+ units. DATA REQUII
730 Including condominiums. DATA REQUIE
735 Including non-residential units. DATA REQUII
740 Including rental apartments. DATA REQUII
749 Capability to track additions to a DATA REQUIE structure or dwelling.
basement). 750 Including type (i.e., garage, patio, DATA REQUII
770 Including swimming pool. DATA REQUIE
780 Including size (square feet). DATA REQUIE
865 Capability for a user defined and DATA REQUIE maintained matrix of information for each permit type (i.e., plumbing, electrical, water/sewer, mechanical, signage, grading, zoning, etc.)
required. 870 Including development permit if DATA REQUIE
875 Including development permit issued. DATA REQUIE
880 Including erosion and sedimentation DATA DESIRE plans as submitted.
plans as approved.
entries per permit based on various inspection phases.
885 Including erosion and sedimentation DATA DESIRE
3180 Capability to accommodate multiple DATA REQUIE
Page#: 70
3185 Including person sent to. DATA REQUI
3200 Including permit filed (if required). DATA REQUI
3230 Including date sent. DATA REQUI
3240 Including action. DATA REQUI
3250 Including action date. DATA REQUI
3280 Including date last modified. DATA REQUI
REQUl 3290 Including date last inspected. DATA
3300 Including first line of remarks. DATA REQUl
3310 Including second line of remarks. DATA REQUl
REQUl 3340 Including type of inspections. DATA
3360 Including inspector name. DATA REQUl
REQUl
REQUl
Including special instructions. DATA
3400 Capability to maintain a master file DATA of city streets.
number.
e365
3410 Including distinct system tracking DATA REQUl
3420 Including street name. DATA REQU:
3430 Including street type (i.e., public, DATA REQU: private, future, ect.) .
data file (a sub file of the master file) on the City streets.
number.
3440 Capability to maintain supplemental DATA REQU-
3450 Including distinct system tracking DATA REQU
3460 Including from and to streets. DATA REQU
3470 Including from and to blocks. DATA REQU
3480 Including quadrant. DATA REQU
3490 Including length. DATA REQU
Including project name. DATA REQU
(PO0
~umb Feature Description rn /IF Feature Type
Page#: 72
3750 Including multiple user-defined DATA REQUl fields.
permit lookups containing: Permit type code, permit description, permit cost.
person to review application data, update the record as needed and authorize issuance of permit (i.e., change status to ready to be issued.).
blank stock, so all permits are printed on the same printer.
permit status to ttissuedtt concurrent with printing of the permit.
Capability to reprint permit. PROCESSING REQU: 6:; Capability to allow permit to be PROCESSING REQU: withdrawn, cancelled, revoked, etc.
of final permits data on-line.
entering inspection information (data obtained by building inspectors.
ttfinaltt after all required inspection data is entered.
4000 Provide a user-maintainable table for PROCESSING REQU:
4180 Provide the capability for separate PROCESSING REQU:
4190 Produce permits (upon request) onto PROCESSING REQU:
4230 Capability to automatically change PROCESSING REQU:
4310 Capability to maintain (10) ten years PROCESSING REQU:
5000 Capability to provide a method for PROCESSING REQU:
5080 Capability to change permit status to PROCESSING REQU:
5190 Capability to display a list of PROCESSING REQU permits and current status of each.
several properties into a single property.
that can be sent to the county to update data files (based on property data, values, etc.).
Capability to. enter cash receipt and PROCESSING REQU
6350 Capability to provide combination of PROCESSING REQU
6410 Capability to prepare magnetic tape PROCESSING REQU
@2o account distribution data.
Page# : 73 ............... ............... ............... ................ PERMITS
6430 Capability to create a cash receipt at PROCESSING REQUIRI
6440 Capability to see summary information PROCESSING
time of cash receipt application.
on all permits for a particular property, then drill down on detail of a particular permit.
aspects of planchecks including: Project Number, Drawing & Refs, Project name, Project Engineer, Activity Status, Date In, Date Out, # of Drawings and # of Sheets.
REQUIRI
PROCESSING REQUIRl 6460 Capability to process and track all
6465 Including multiple entries. PROCESSING REQUIRI
REQUIRI 6470 Capability to limit read write access PROCESSING
6480 Capability to link multiple projects PROCESSING REQUIRI
based upon users defined criteria.
to master permit number.
permits within user defined time frame.
fields (defined by the user) from external sources (i-e., county assesor, magnetic tape or cd-rom).
parcels against an application.
for properties.
6490 Provide automatic expiration of PROCESSING REQUIRI
6500 Capability to update master file data PROCESSING REQUIRI
6510 Capability to associate multiple PROCESSING REQUIRI
6830 Capability to produce mailing labels OUTPUT REQUIRI
6832 Including all properties. OUTPUT REQUIRl
6843 Including range of properties. OUTPUT REQUIRl
6843 Including individually selected OUTPUT REQUIRI properties.
permits or specified types of permits issued between user-defined dates.
reports based on user-defined criteria (e-g., amount of land in city by land
7000 Capability to produce a list of all REPORT REQUIR:
7005 Capability to design property related REPORT REQUIR:
Feat ~umb Feature Description iI(Feat; Feature Type
e
PROJECT/PROGRAM
COST ACCOUNTING rn
e
0
Numb Feature Description TIL Feature Type
--
~umb Feature Description TIL Feature Type
Feat Numb Feature Description *TL Feature Type
e
PURCHASING & ENCUMBRANCE c
e
0
Feat Numb Feature Description
Numb Feature Description TlFeafUi Feature Type
Feat ~umb I/L Feature Description Feature Type
~umb Feature Description 'TL Feature Type
Feat Numb Feature Description
~umb Feature Description E* 1F Feature Type
Page#: 84
5800 Including Vendor Address. PROCESSING DESI.
5810 Including Vendor Phone Number. PROCESSING DESI
5820 Including Total Dollars. PROCESSING DESI
DESI 5830 Including Number of Purchase Orders. PROCESSING
5840 Including Purchase Order Types. PROCESSING DESI
6000 Capability to print individual OUTPUT REQU
purchase orders.
purchase orders.
w/ ability to track duplicate printing or indicating llDuplicatell on additional copies.
order reports in summary or detail based on user-def ined preference.
outstanding purchase requisition by vendor.
order report of current and prior year.
6160 Capability to print a range of OUTPUT DESI
6190 Capability to reprint purchase orders OUTPUT REQU
7080 Capability to qenerate all purchase REPORT REQU
@
7090 Capability to generate a report of REPORT REQU
7100 Capability to generate a purchase REPORT REQU
7110 By Agency/Department/Division. REPORT REQU
7120 By Vendor. REPORT REQU
7140 By Purchase Order Number. REPORT REQU
7160 By All or Selected Agencies. REPORT REQC
7800 Capability to generate a report of REPORT REQC purchase order requistions.
encumbrance report that can be listed in account number sequence.
encumbrance report that lists the current status of all outstanding
8010 Capability to generate an open REPORT REQt
8015 Capability to generate an open REPORT REQI
0 encumbrances.
Page#: 85 ............... ............... ............... ................
8020 Capability to generate an open REPORT REQUIR encumbrance report in purchase order sequence.
encumbrance report that prints warning messages if encumbrance is out-of- balance with the encumbrance account within the general. ledger.
encumbrance report by agency (department/division).
liquidation register.
Encumbered Amount.
Budget.
Encumbered Amount.
applications.
8040 Capability to generate an open REPORT DESIRE
8050 Capability to generate an open REPORT REQUIR
8100 Capability to generate an encumbrance REPORT DESIRE
8200 Identifying Payments Over Original
8230 Identifying Encumbrance Over Original REPORT OPTION
REPORT DESIRE
8260 Identifying Final Payment Less Than REPORT OPTION
9000 Capability to Interface with multiple INTERFACE REQUIR
9005 Including General Ledger. INTERFACE REQUIR
9010 Including Accounts Payable. INTERFACE REQUIR
9020 Including Inventory. INTERFACE REQUIR
9050 Including Work Order System. INTERFACE OPTION
9080 Including Fixed Assets. INTERFACE DESIRE
INTERFACE DESIRE 9200 Capability to establish an on-line
9300 Capability to generate purchase orders INTERFACE DESIRE
interface with office supply vendors.
and automatically create budget transfer (single or multiple).
description, etc., from inventory system.
cost Accounting module.
9320 Capability to provide item cost, INTERFACE DESIRE
340 Capability to interface with project INTERFACE DESIRE:
Numb Feature Description /IF Feature Type
e
REQUEST FOR ACTION 1 TRACKING
I)
a
Feat ~umb Feature Description Feature Type
rn
a
SPECIAL ASSESSMENT I
e
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Page#: 89
100 Maintain information related to DATA REQU special assessments.
(APN). 110 Including Assessor's Parcel Numbers DATA REQU
120 Including Address. DATA REQU
121 Including Owner. DATA REQU
140 Including Legal Description. DATA OPT1
150 Including Comment Area (30 DATA DESI characters) .
160 Including Special Assessment Number. DATA DESI
170 Including Date of Special Assessment. DATA DESI
180 Including Number of Years Payable. DATA REQU
190 Including Months of Initial Year DATA REQU
'200 Including Interest Rate. DATA REQU
210 Including Total Assessment. DATA REQC
220 Including Annual Principal. DATA REQC
230 Including Annual Interest. DATA REQC
240 Including Amount Remaining. DATA REQL
250 Including Prepayment Transaction DATA OPT1
(interest) .
(Receipt) Number.
260 Including Prepayment Date. DATA REQt
280 Including Amount Refunded. DATA REQt
290 Including Assessment Deferred Year. DATA OPT1
300 Including First Year Payable. DATA DES1
310 Including Special Assessment Type DATA REQI (minimum 30 types).
assessments calculation tables. 1000 Capability to maintain special DATA REQI
.OlO Including assessment type. DATA REQI
~umb Feature Description lF Feature Type *m
Page#: 91
2080 Including legal description. PROCESSING OPTIC
2090 Including land area and front footage. PROCESSING OPTIC
2091 Capability to include data from the PROCESSING OPTIC utility billing system on assessment searches (i.e., current billing period, balance due, etc. ) .
pending levy.
changing of pending special assessments to levied assessments (by block or group).
2100 Capability to allow initiation of a PROCESSING DESIF
2101 Capability to accommodate automatic PROCESSING DESIF
2110 Including type of project. PROCESSING OPTIC
2120 Including total cost. PROCESSING OPTIC
2130 Including location. PROCESSING DESII
el31 Capability to produce the special PROCESSING REQU:
2150 Including parcels of land affected. PROCESSING REQU:
2160 Including other data such as developer PROCESSING OPTI(
2200 Capability to use pending levy data to PROCESSING DESIl
2201 Capability to make normal changes to PROCESSING DESIl
assessment rolls.
name, how distributed, etc.
calculate levy amounts per parcel.
special assessment by group or block as Council adopts changes.
assessments in a '*pending** status.
and post annual amount assessed to the tax roll to relieve balance due and current amount remaining on each levy and track delinquents.
for microfiche production.
for Community Facility District (CFD)
2210 Capability to allow changes to special PROCESSING DESIl
2220 Capability to automatically calculate PROCESSING REQU
2250 Capability to generate a magnetic tape PROCESSING OPT1
DES1 60 Capability to set up matrix schedules PROCESSING @
rn
SYSTEMS -
APPLICATION
Feat ~umb TIL Feature Description Feature Type
Numb FI Feature Description +I/b Feature Type
0
SYSTEMS - a CONVERSIONS
0
a
Feat Numb Feature Description mF Feature Type
SYSTEMS - \
GENERAL
Feat ~umb Feature Description jIF Feature Type
PI
Feat Numb rb Feature Description Feature Type
e l
SYSTEMS -
OPERATING SYSTEM SOFTWARE 1
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Page#: 103
10 Capability to provide an application PROCESSING DESII system that is not dependent on one specific hardware manufacturer.
20 Capability to develop programs in 4GL. PROCESSING REQU:
30 Capability to develop application PROCESSING DESIl software programs using a relational database.
to authorized users only.
analysis software.
software .
software.
perform an organized hardware system shutdown in the event of power failure.
etc. within the proqram source code to identify the specific purpose of the code.
narratives explaining each program.
tables for: Programs, Files, and Menus.
signed-on to the same application, screen and files.
software error messages.
compilers.
Capability to provide Program PROCESSING REQU Developer's Tools.
40 Capability to provide system utilities PROCESSING REQU:
50 Capability to provide performance PROCESSING DESIl
60 Capability to provide program library PROCESSING DESIl
70 Capability to provide tape management PROCESSING DESIl
100 Capability to provide software to PROC-ESSING REQU: 0
130 Capability to use comments, notes, PROCESSING REQU
141 Capability to provide program PROCESSING DESIl
150 Capability to provide cross reference PROCESSING DESI:
160 Capability to have multiple users PROCESSING REQU
170 Capability to change application PROCESSING DESI
180 Capability to provide program PROCESSING REQU
0'''
I
Numb Feature Description rF Feature Type .PI
a
SYSTEMS - L-3 REPORT WRITER
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Page#: 105
1 User-friendly report writer, (i.e., PROCESSING REQU:
GUI) .
maintain a data dictionary related to report writer field definitions.
operator options.
with a description of corrective actions.
and on-line instructions.
items by name, where the user does not need to be concerned with the software techniques used for storing or accessing the items in the data files.
specifications for periodic use.
summary form or in detail.
statistical data by specifying control break items.
data file, based on specific conditions.
a transaction history file including the type of transaction and the process that originated the transaction.
data from multiple files simultaneously.
whose values are derived from other values in the. data files.
5 Capability to establish and easily PROCESSING REQU:
20 Capability to support menu-driven PROCESSING DESIl
30 Capability to generate error messages Processing DESIl
40 Capability to support *Ihelptl screens Processing DES11
50 Capability to reference specific data Processing REQU
70 Capability to maintain report Processing REQU
100 Capability to generate statistics in Processing REQU
110 Capability to generate group Processing REQU
120 Capability to select data from the PROCESSING REQU
125 Capability to query on any element of PROCESSING REQU
Processing REQU 130 Capability to create one query using
140 Capability to store and recall items Processing DES1
0150 Capability to support default or PROCESSING REQU
-B Numb Feature Description BY IF Feature Type
Page#: 107
from more than one file related to one query.
multiple values for a specified field for selection options.
sort options.
total options by field.
record option for use with multiple files within one query.
arithmetic I1additiont1 calculations.
arithmetic llsubtractionll calculations.
arithmetic tlmultiplicationlt calculations.
arithmetic Itdivisionlt calculations.
application system menus.
310 Capability to combine the use of PROCESSING REQU:
320 Capability to support major and minor Processing REQU:
330 Capability to support subtotal and Processing REQU:
340 Capability to support a matching Processing DES11
REQU 350 Capability to support the use of Processing
360 Capability to support the use of Processing REQU
0370 Capability to support the use of Processing REQU
380 Capability to support the use of Processing REQU
400 Capability to include saved reports in PROCESSING REQU
e
0
SYSTEMS -
SECURI"Y/PASSWORDS 3 *
e
Feat
Numb TIL Feature Description Feature Type
L
Numb Feature Description rib Feature Type .El
-
and/or leased) .
chanqes that did not occur through the application software.
masterfile changes to a record (before and after images) for a user-specified period of time, (i.e.,: 150 days).
the person responsible for making changes to a record.
password length.
to change passwords after a predetermined period of time.
Capability to require multiple levels Input REQU:
W2O of passwords to access extremely sensitive information and system utilities.
character passwords (two levels).
terminal activity, indicating the sign-on/off times, system access and functions performed for each terminal user.
listing of all parameter and table changes performed for any process.
terminal activity on the system including: User identification, time accessed, function performed, and sign-off time.
systems activity includinq: Jobs executed, programs and utilities run, files accessed, start time and stop time, error conditions, and operator intervention.
666 Capability to verify actual database PROCESSING REQU:
1000 Capability to display, on-line, all PROCESSING DESII
1040 Capability to display the system ID of PROCESSING DES11
3000 Capability to require a minimum Input REQU:
3010 Capability to notify and require users Input REQU:
3030 Capability to require a minimum of six INPUT DESIl
4000 Capability to qenerate a report of REPORT DESIl
4010 Capability to generate an audit REPORT DESIl
4020 Capability to generate a report of REPORT DESI:
4030 Capability to generate a report of REPORT DESI:
1y.e
Numb Featurs Description 'T/Featur Feature Type ,Wk
e
TREASURY m
0
e
Page#: 112
10 Capability to record and track details DATA REQC related to comprehensive portfolio management.
20 Including date of purchase. DATA REQC
30 Including date of maturity. DATA REQC
31 Including par value. DATA REQC
32 Including type code (i.e., US Treasury DATA REQC Note, Corporate Note, etc.)
33 Including original premium paid. DATA REQC
34 Including original discount paid. DATA REQt
35 Including coupon percentage. DATA REQC
36 Including market value. DATA REQt
40 Including yield. DATA REQC
Including cash interest if held to DATA REQC @ 6o maturity.
70 Including handling of zero coupon DATA REQL
80 Including GNMA requirements. DATA REQt
85 Including multiple account numbers to DATA REQt
bonds.
credit interest income to
interest and principle schedules for individual investments by category, in total.
day year.
automatically calculate the days to maturity and interest forecast for all assets purchased.
include the loss or gain (realized and unrealized) in the calculation of the yield.
90 Capability to generate forecasts of PRQCESSING REQL
100 Capability to handle both a 360 or 365 PROCESSING REQL
130 Capability to have system PROCESSING REQL
140 Capability to have the option to PRQCESSING REQL
0
Numb Feature Description /IF Feature Type ,m.
Page#: 114
510 Capability to record wire transfers. INTERFACE DESIF
e
e
0
UTILITIES - 1 BILLING
e
Feat Numb :j/L Feature Type Feature Description
~umb Feature Description ‘TL Feature Type *m
Page#: 117 ............... ............... IES - BILLING
500 Including remote to inside water meter DATA OPTI(
510 Including water charges. DATA REQU
515 Capability to process and record one- PROCESSING REQU
verification.
time charges (i.e./ 24 hour turn-on).
water meter. 520 Capability to maintain tap history by PROCESSING DESI:
530 Including type of connection (copper, PROCESSING DESI lead, etc.)
from curb, length, etc.)
customer sign-ups, accepting all information and generating signature documents.
cash receipts, record into customer file and print receipt document.
customer (including if that customer has had multiple addresses within the City).
property.
properties and customers.
related calls and attach to the customer file.
in customer file for rented properties.
account restrictions or limitations (such as for drought restrictions - over usage).
Capability to issue final billing and PROCESSING REQU issue refund of deposits on move out.
540 Including measurements. (Distance PROCESSING DESI
3000 Capability for system to process new PROCESSING REQU
'010 Capability for the system to accept PROCESSING REQU @
3020 Capability to track billing history by PROCESSING REQU
3030 Capability to track billing history by PROCESSING REQU
3040 Capability to cross reference PROCESSING REQU
3050 Capability to track all billing PROCESSING DESI
3060 Capability to track owners information PROCESSING REQU
3070 Capability to handle special flags for PROCESSING REQU
w8'
PI.
Page#: 119
4300 Capability to provide the ability to PROCESSING REQU adjust or correct a customer's bill with adequate audit trail.
posted and distributed manually.
according to user specifications.
billing.
meter sizes and types and automatically perform meter turnover calculations.
problem accounts (leaks or input errors) by recognizing abnormal consumption amounts above a user- specified range or percentage.
manually overridden under certain user-defined circumstances.
estimated consumption (a running average, a user-defined period of time or user-def ined gallons) .
payments for a specific account and forgive a user-specified number for all accounts.
for customers with their own well (fixed dollar amount per month).
automatic billing of all services.
or personal messages that appear on each bill.
requesting service that have a previous outstanding balance or an
4320 Capability to allow payments to be PROCESSING REQU
4405 Capability to age account balance PROCESSING REQU
4410 Capability to accommodate cycle PROCESSING REQU
4420 Capability to provide a variety of PROCESSING REQU
4430 Capability to indicate potential PROCESSING REQU
4440 Capability to allow the penalty to be PROCESSING REQU e
4450 Capability to automatically compute PROCESSING REQU
4460 Capability to track the number of late PROCESSING REQU
4470 Capability to produce a sewer billing PROCESSING OPT1
4480 Capability to allow manual or PROCESSING REQU
4510 Capability to allow entry of standard PROCESSING REQU
4535 Capability to identify new accounts PROCESSING REQU 0
rn
Numb PI Feature Description TIL Feature Type
Numb Feature Description rF Feature Type
Page#: 123
7500 Including certification letter. REPORT DES11
7510 Including mailing labels for certified REPORT DES11
7520 Capability to print final bills on REPORT REQU
amounts.
demand (not as part of monthly cycle).
utility billing register (list billing information prior to bill printing).
agings, with user-defined aging periods.
information relating to Delinquent Accounts Report for active and final billed customers.
Collection Agency Accounts.
cutoff notices and listing of same, based on user-defined criteria in relating to credit rating and balance due.
meter deposits.
hand held devices in account number sequence.
report which indicates significant variance from average usage for water (by cycle).
information relating to Tax Exempt Activities Report.
8000 Capability to establish and maintain REPORT REQU
8300 Capability to track and report on A/R REPORT REQU
8500 Capability to establish and maintain REPORT REQU
8530 Capability to generate a list of REPORT DESI
8560 Capability to produce reminders and REPORT REQU e
8580 Capability to generate a report of REPORT REQU
8590 Capability to generate a report of REPORT REQU
8600 Capability to generate a high-low REPORT REQU
8610 Capability to establish and maintain REPORT DESI
8620 Including Monthly. REPORT DESI
8630 Including By Customer Type. REPORT DESI
e40 Including Customer Name. REPORT DESI
~umb Feature Description *IF Feature Type im
Numb Feature Description -TIL Feature Type
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UTILITIES -
METER INVENTORY r
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Page#: 126
6660 Capability to track meter inventory PROCESSING REQU: for each service by size.
meters and Itactivett meters to create total inventory record.
from meter inventory to service records.
history.
6670 Capability to inventory Itinactivett PROCESSING REQU:
6680 Capability to reconcile active meters PROCESSING REQU:
6690 Capability to track detailed meter PROCESSING REQU'
6700 Including Receipt Date. PROCESSING REQU
6710 Including Active/Inactive Status. PROCESSING REQU
6720 Including Testing Date. PROCESSING REQU
6730 Including Test Type. PROCESSING DESI:
Including Test Results. PROCESSING REQU
PROCESSING REQU 6750 Including Previous Location.
6760 Including Date Retired. PROCESSING REQU
6761 Including Manufacturer. PROCESSING REQU
6762 Including Vendor. PROCESSING DESI:
6770 Capability to mass enter meter test PROCESSING DESI:
W40
data to meters inventory.
end meter reports. 9470 Capability to produce multiple year- REPORT REQU
9475 Including All New Meters. REPORT REQU
9476 Including Meters Retired. REPORT REQU
9480 Including All Active Meters. REPORT REQU
9485 Including All Inactive Meters. REPORT REQU
9490 Including set point for testing (i.e., REPORT DESI list all meters set in 1985).
0
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WORK / SERVICE ORDERS Ex
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Numb Feature Description rL Feature Type
1072 Maraudc
Chico, CA 95 - SOFTWARE, INC. (91 6) 891 -528'
Q
May 25,1995
Purchasing Department City of Carlsbad 1200 Carlsbad Village Drive Carlsbad, California 92008
Dear Members of the City of Carlsbad Software Evaluation Committee:
BI-TECH Software appreciates the opportunity to propose an Integrated Financial and Payroll and Personnel Accounting System to meet the informational needs of the City of Carlsbad. Included in our proposal are the functional responses of each of the software modules proposed to the City, along with an overview of the client services provided with our software. License fee schedules for 48 concurrent users and implementation service costs for the proposed BI-TECH application software have also been provided.
Additionally, BI-TECH has coordinated this response with that of Hewlett-Packard, (Unix Mini-Computer and Peripheral bid), Harris Computer Systems, (Utility Billing) and Sierra Computer Systems, (Existing Permits System migration). Although we were not able to complete all the bid cost forms required, we are hopeful the City will consider our responses and consider our combined proposals. It has been a month of back to back RFP responses, 19 so far, and time was not our friend.
We believe BP-TECH Software's proposal for an Integrated Finance and Payroll/Personnel System best addresses the City's long range fund accounting requirements while making full use of UNIX based ''open systems" computer systems and Informix relational database technologies. Our proposed approach includes the integration of our application software with the City's selected hardware and Utility Billing solution. BI-TECH has proven experience in meeting the financial accounting and reporting needs of complex governmental sites based on over 200 not-for-profit software installations throughout North America.
BI-TECH is a firmly established company, supplying fund accounting and management systems for over 14 years. From a financial stability viewpoint, €31-TECH maintains a Dun and Bradstreet rating of 2A1, the highest available rating for firms under 150 employees. We are prepared and able to provide timely and professional implementation of all proposed systems to meet the City's financial systems installation objectives.
We have made our best effort to adhere to requested RFP format and to present the most comprehensive finance solution in order to assist the City of Carlsbad's financial software evaluation. Should you have any questions or require additional information, please contact our office. We appreciate your consideration of our proposal, and look forward to the possibility of presenting our solution at your site soon.
0
a
Table of Contents
e A i,ri w Proposal for a
Financial Information System
for the City of Carlsbad
Title Sec
Key Requirements ...................................................................................................................
Access to information
Relational Database/4th GL Technology
Training
Company Information ..............................................................................................................
Appendix A
Executive Summary
Description of Firm
BI-TECH Staff Resumes
e
Hardware Information ..............................................................................................................
Appendix B
Appendix C
Operating System Software ......................................................................................................
Application Software ................................................................................................................
Software Features, Functions and Capabilities
Detailed Functional Descriptions By Module
IFAS Module Datasheets
Interface Capabilities ................................................................................................................
Local Area Network integration
General information on BI-TECH Provided Interfaces
Interfaces to Source and Destination Systems e
Maintenance Considerations ...................................................................................................
Software Maintenance
Hardware Maintenance
Guaranteed Response Times
Sample BI-TECH Software License and Support Agreement
a
Software Customization and Enhancements ............................................................................
Policy Regarding Client Modifications
Enhancements
Implementation and Conversion ..............................................................................................
Preparing for Installation
Data Conversion
Training and Education ...........................................................................................................
Training Days Outline
User and System Documentation
Telephone Support ..................................................................................................................
Quality Assurance
References and User Base .......................................................................................................
Appendix 1
BI-TECH Software National User Group @
Disaster Recovery Backup Services ..........................................................................................
Hewlett Packard Response ......................................................................................................
System Bac kup/Recovery Procedures
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91-TECH Software. 11
Section 1. Key Requirements
Access to Information
Access to Information - BI-TECH Software has developed numerous methods for c clients to retrieve information from the General Ledger and subsidiary ledgers throul the BI-TECH Click, Drag and Drill report writing system, Standard Report Writer, a
Document Imaging and Retrieval.
Click, Drag, and Drill
Click, Drag, and Drill Module is an executive information reporting module available i
use in all areas of IFAS. CDD is Windows based and accesses data from the lit
lnformix database in real-time. To activate CDD from the PC desktop, the user douk
clicks on the CDD icon and will then be presented with a menu of choices reflecting tl
categories of information stored in the lnformix database. The user may then sele using the mouse, the category of information desired. From within the category, a list data elements will be displayed. The user then selects the desired data element. On1 selected, the user will drag the data element to the desired location on the report. Tt
process is repeated until the report is fully defined. The report can then be saved a
iconicized for regular use.
As the report is being displayed, the user may double click on any,value on the repc
and thereby drill down, interactively, to any detail that is associated with that value. F
example, the user could define a report showing the budget to actual status of
specified account. By double clicking on the account, the user could drill down to t transaction level detail for the account. By double clicking again, the user could d down to see the associated Purchase Order information, and so on.
The system and network requirements for the use of CDD include at least a 386 PC WI
a minimum of 4mb of memory and MS Windows <3.1>. The PC must be attached tc network and have Sockets. The PC will also need a license for Informix's I-Net F
product. The PC must be connected across the LAN to the IFAS Server. The Seh must also have Sockets and Informix's I-Star Software loaded.
Ad Hoc Report Writer
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There are well over 100 standard reports with many variations upon the format and st] and content of each. Any of the standard reports may be produced with any us defined population of accounts from the General Ledger andor the Job/Project Ledgc Most of our standard reports are controlled by what we term a Report Definition F (RDF). RDF's are simple editor files in which the accountant specifies the location a type of totaling desired, the selection of entries to appear in columns, and the gene format and style of the report; thus, we typically find that a client will have two or thr different formats for an Income Statement, depending upon which funds or Cost Centc are to participate in the preparation of the report.
Anytime a user requests a report, they may specify how many original copies are to
printed, on which printer the report is to appear, and the priority at which the report is
be given a turn on the selected printer. The user may also specify that the report is
be printed on a "Slaved" printer connected to the user's PC or terminal; the user m
specify that the report is to produce a Microfiche tape; or, the user may specify that t
data on the report is to be downloaded to a PC based spreadsheet through a DIF
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Relational Database/4th GL Technology 0 Adoption of lnformix 4GL
BI-TECH has announced its adoption of Informix 4GL as our primary developmei language.
BI-TECH has also announced that all software modules will be re-written in lnformix 4G
over the next 18-24 months. Phase I of this re-yrite project will result in the completic of six modules of Interactive Fund Accounting Pystem (IFAS). Since the use of 4 generation languages is important to many of the selection committee members at tt City, we wish to point out that by the time the Cid is live on Basic IFAS, over one third I IFAS will be written in the lnformix 4GL.
BI-TECH has thoughtfully waited for the right] point in time to make this strateg decision. As 4GL's have matured we have monitored their success and acceptance t the market. We now believe that lnformix 4GL is emerging as a clear leader among tt competition. We are very excited by Informix's participation in setting Open Databaz Standards and in Informix's planned adherencf to Open Database strategies. Th adherence will allow applications written with the lnformix 4GL tools to be usable wi any standard SQL database.
Our migration from 3GLs to 4GLs will be evolutionary. It will occur gradually, a fc modules at a time. This will ensure that current Customers will not be disturbed and th all present functionality and integration will both remain and be enhanced. Unlil companies who have recently written new applicbtions from the ground up in a 4GL, E TECH will keep the same software functionality and design that has been establishc over the past 19 years. This design and functio ality are sound. They are tested da by over 190 North American clients and are i proved by over 1.5 man years ea1 month. This long history of learning what cust 1 mers want in a financial system (ai delivering it) will not be lost in our efforts to irncorporate the latest developments software technology. With this approach we ex ect to avoid the tremendous "re-wor and "re-tooling" that accompanies the release of P, new product.
Should the City be interested in further informatidn about our use of new technologies 4th generation Languages, Imaging, Graphical U$er Interface (GUI), Client Server, Voic Actuation, Natural Languages Inquiry, etc. We invite you to contact our offices f discussion, scheduling an on-site demonstrat'on, and full disclosure of 81-TECt- technical successes and future strategy. Each o the above mentioned technologies a either available now from BI-TECH or will be so0 .
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BCTECH Software, 11
Training a Application Software Training
Upon execution of a contract between 81-TECH and the City of Carlsbad, dates are pi posed for the initial installation visit. Prior to the visit, the user is asked to read tt documentation provided by BI-TECH and to submit a variety of forms to our account;
for review. During the first on-site visit, all of the software is installed.
The accounting portion of the implementation is~conducted on-site or at BI-TECH pri
to, or in conjunction with, the installation visit. From that point on, visits are arrangc
with the needs of the client in mind and are scheduled within a time frame mutua
agreeable to the client and BI-TECH personnel. In most instances, we are able
accommodate the clients first or second choice for training dates.
User training follows at a pace acceptable to the client. This training is staged to pert
education of those subsystems which would be 1initially utilized. The length of time 1
this total process is influenced by the time constraints of the client, the modificatio
necessary, and the urgency with which conversion is desired. The manner in which t
client wishes to "go live" on all or part of IFAS is at the discretion of the client.
Testing occurs in a DEMO or TEST account. Once the client is certain that transacti
flow and posting is as desired, the client accepts the package. Some clients will r
parallel for a time period, although with over 2115 installations of the package, there
typically a high degree of trust in the accuracy and functionality of the systerr Continued support is provided through the installation phases and, of course, throu! the entire maintenance program of the software.
Training is provided with each module as shown in the pricing section of this respons
The number of person days of training and implementation assistance provided a
dictated by the modules licensed. Related outlines and User Training Manuals a provided by BI-TECH. Please refer to the following page for an enumeration of tl recommended usage of the days provided for each module.
BI-TECH recommends that key persons involved in the various systems (e.g., payroll accounts payable) be available for training. Training for each module covers everythii required for that subsystem. The client is welcome to video tape any or all traini sessions presented to them by BI-TECH.
Although our training is inclusive, we do offer review classes. BI-TECH provid quarterly classes at their facility in Chico, CA. The topics for these classes are based requests from clients. The people who normally~attend these classes are either in ne of a "refresher course" or they are new employ yes to a client site currently using IFP For more individual training, clients with days remaining on their contract are invited use those training days as they choose.
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Hardware Training
Please refer to the Hewlett-Packard response in Section 14 of this response.
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Bi-TECH Software. Ir;
Description of Firm
BI-TECH began operations in 1972. In 1981 , the company was incorporated and h; since witnessed continued growth enjoying a steady and controlled growth rate of 52' over the past three years. We maintain a Dun & Bradstreet rating of 2A1, the highe rating for a company our size. BI-TECH'S original fiscal year was April-March but January of 1990, BI-TECH changed from a C Corporation to a S Corporation and shiftc to a calendar year fiscal year.
BI-TECH has been developing and installing AICPA Fund Accounting systems for OVI nineteen years. The steady improvements and enhancements to the product over tt years are evidence of our commitment to providing high quality software solutions whic will maintain this high quality as new or improved software technologies becon available. BI-TECH'S commitment to maintaining high quality software prepares o clients for the 1990's and beyond.
One of the major shortcomings of many software development firms is a lack of financi resources to fund an on-going research and development program. BI-TEC continuously commits funds to research and development which has allowed o technical staff to enhance our systems by 1.6 person years per month as well i providing for on-going technological enhancement projects. As a commitment safeguard our research and development effort, BI-TECH maintains strong cas reserves and has virtually no long-term debt.
BI-TECH'S IFAS is an AlCPA approved Fund Accounting system which conforms generally accepted accounting principles. The company provides a well organizc installation and training program conducted by expertly qualified staff members. TI superior software package is technically sound and the modules are complete integrated.
BI-TECH feels that the system implementation (trainingkupport) is a critical aspect in tt selection of computer software. BI-TECH'S continual success is, in part, due to tt excellent implementation and continual support offered. As part of the Licen: Agreement, a specified number of days sufficient for installation, consultation, trainin and conversion are provided. The warranty period allows for extensive support. TI City may contract the Software Maintenance and Support Agreement. This agreeme entitles the City to the same type of support privileges as would be available under tt warranty period. The City may renew the maintenance agreement on a year to ye basis.
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Financial Stability
The information listed below was compiled using the balance sheet and incorr statement for the BI-TECH fiscal year ending December 31, 1993. This information proprietary to BI-TECH Software, Inc. and is only made available to selected institutiot by request.
BI-TECH Financial Performance
Overall, BI-TECH'S financial philosophy is to maintain a position of strong cash reservf and low debt. The following offers comparative data of BI-TECH Software's financi performance to national industry averages for companies providing comput programming services (SIC code number: 7371). The comparative data was compilt from the March, 1994 Robert Morris and Associates Industry Averaaes Referem Guide. Industry Averages Quattile BI-TECH a Ratio Equation Lower Middle Umer Soh are Inc.
Financial information Systems Proposal for the City of Carlsbad
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Debt to Equity Ratio: Total DebVTotal Equity 3.6 2.2 1.6 .08
Current Ratio: Current AssetsKurrent Liabilities 1.0 1.4 1.8 10.64
Sales to Asset Ratio: Total Sales/ Total Assets 1.9 2.7 3.7 2.69
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Quick Ratio: Liquid Assetsflotal Liabilities .7 1.2 1.6 9.53
BI-TECH achieved a 39% growth in revenue from 12/31/92 to 12/31/93.
BI-TECH Managerial Philosophy
Management's Philosophy is to increase profitability through on-going sales and suppc of high quality, fund-based financial management application software targeted specific vertical markets. Additional information is available from the attached BI-TEC Software Inc. "Company Philosophy, Mission and Purpose Statement." The followii offers information as it may relate to the on-going financial stability of the company:
BI-TECH has never experienced a lay-off condition. (Total number of employees is 96.
BI-TECH has never been involved in a legal action of any kind.
BI-TECH has never experienced a bad-debt.
The company does not operate on trade credit.
' Company growth is financed internally through the preservation of cash flows.
Long term debt is solely for the purchase of significant assets such as comput equipment for on-going product development and client support.
BI-TECH utilizes a 30 day Accounts Payable program.
BI-TECH understands the volatile nature of the computer electronics industry a therefore practices conservative management of all assets and maintains virtually long term debt.
BI-TECH is a privately held corporation by two partners who have survived the businc cycles of the past 14 years.
The management philosophy of the company is consistent with the owne management of their personal finances.
We hope you find this information helpful in evaluating the stability of solutions. As y can see from the above information, BI-TECH'S success is based on a commitment long-term and controlled growth through the attainment of complete client satisfaction. you have any questions or require additional information, you may contact Mark Cor at (916) 891-5281 or you may contact Randy Johnson, BI-TECH'S Certified Put Accountant for the past ten years, at (916) 893-3355.
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Company Advantages
Support, Software and implementation support are offered five days a week, from 5: a.m. to 5:OO p.m. (PST). The Help Desk is staffed during these hours to take problt reports. The company maintains a problems' database which is always on-line; wh problems are reported, they are immediately entered into this database. Most issues i resolved during the initial phone conversation with the analyst; if not, the client is kt informed of progress on the problem. A modem dial-out facility is used which enabl the analyst to directly contact the client's system. A survey of all clients will yic a
Financial Information Systems Proposal for the City of Carlsbad
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consistent high praise for responsive support. BI-TECH believes that support after tt installation is the most important aspect of continued success.
Users' Groups. The company's clients have formed three users' groups: an East Coa Users' Group, a West Coast Users' Group, and a National Users' Group. BI-TEC Software's National Users' Group (BSNUG) is going into its tenth year of operation. Tt company provides staff to these user groups, but plays no role in their operation. In tt spring, typically April, the East and West Coast Users' Groups meet and draw up a list 1 proposed enhancements to the products: then, in October, the National Users' Grou meets to vote on each enhancement. Each client selects five enhancements from tt aggregate list on which they most want BI-TECH to work.
Stature. BI-TECH has over 215 clients nationwide. Clients date back to 1975; all us1 sites are noted in the Client Reference List. When a prospective client asks which clie site to visit, we suggest that they select the site. All clients are satisfied with the servic and support they receive from 61-TECH. The company is listed with D&B and is view€ as financially sound. Business is conducted in a professional manner with a since1 commitment to the client's satisfaction.
Stable and Competent Employees. BI-TECH employs ninety-six (96) people. Of tk staff, 82% hold undergraduate/graduate degrees. The company has had a very IC turnover in key positions. Clients recognize that the employees are very profession< extremely competent, work well with users, and are of high moral character.
Available Work Force. California State University at Chico has a Computer Scienl program which has consistently ranked in the top 10 nationwide. With over 800 studer majoring in Computer Science, we have an excellent pool from which to choose ne employees.
Technology. BI-TECH works hard to stay abreast of the most advanced ne technologies available. Our research and development efforts have brought voii actuation, client server, and graphical user interface (GUI) capability to IFAS.
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BI-TECH Staff Resumes 0 Organization
and Staffing BI-TECH Software, Inc., employs ninety-six (96) people who fl under the category of trainer, telephone support, or programm analyst. All support personnel operate from our office in Chic California. They are educated in all areas of the softwa proposed and are also technically trained in certain areas expertise. 82% hold undergraduate and/or graduate degrees either data processing, accounting or personnel-related fields.
Upon execution of a BI-TECH Software License and Suppc Agreement, the Client will be assigned a project implementatic manager. This manager will develop a BI-TECH resour1 allocation schedule based on the time-lines and resourci dictated by the Client's project leader. Various BI-TEC personnel are "peaked" in application expertise and will I assigned by the project manager based on a mutually feasit: schedule.
Brief outlines discussing the qualifications of the key personr involved in training and management are presented belo Additional staff member profiles and/or detailed resumes can I provided upon request.
Management Dr. W. Gary Sitton, President. MS. and Ph.D Comput Science, the owner and major developer of BI-TECk software. Dr. Sitton holds a tenured full professorship California State University, Chico and has taught university le\ courses throughout the world from 1965-1985. Gary h developed systems and has performed consulting services 1 many types of organizations including municipalities, universitic and commercial enterprises. He is published in the areas microprogramming, accounting applications, and operati systems. He has participated in a variety of interest grour addressed conferences on related subject matters, and worked associated areas internationally.
Ms. Judy Sitton, Executive Vice President - Bachelor of Arts Judy has over 20 years experience in Education and relat areas. She organizes implementation schedules, develo training programs, and monitors all client/BI-TECH activity.
Ms. Kristi Bennett, Associate Vice President 1 Administration - Bachelor of Science. Kristi has been with t company since 1986 serving in a variety of areas: Marketir Documentation, Training and Product Management. She sew in the Personnel Department, manages implementation/clic commitments, and is a representative on various subcommittees
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Mr. Mark Conry, Vice President for Marketing and Sales. B.* Business Administration. Mr. Conry designed and implementc computer system configurations for over 11 years. He also hz five years experience serving as a Project Leader at Hewlel Packard with an emphasis on Not-for-Profit organizations. H experience with Job/Project accounting systems lends itself to h consultation responsibilities for BI-TECH.
Mr. Drake Brown, Account Representative. B.S. 8usine: Administration. Mr. Brown has been involved in marketing ar sales roles for over 8 years. Much of his experience is specific providing software and hardware solutions to Not-for-Pro organizations.
Mr. Michael Carver, Vice President for Client Services - B.S. Business Administration. Michael joined our staff as tt principal accountant in 1987 with 14 years managerial experienc in Not-for-Profit organizations. His responsibilities were in tt areas of Finance, Accounting, and Personnel as well as systc conversion. Since that time, he has successfully completed oc 80 accounting installations. Michael provides consultation a implementation assistance.
Mr. Bruce Langsfon, C. P.A. - 8,s. Business Administratic
* Bruce worked in Public Accounting ahd has audit experience w municipalities, government grants, and other exem organizations. He was also involved in a number of compu' system consultations. Mr. Langston provides consultation a implementation assistance to 61-TECH clients as well as acts an Account and Project Manager. He has successfully complet over 30 installations.
Mr. Gene Jackson, Financial Systems Consultant - B. Accounting, Gene joins BI-TECH with over 15 years governmental accounting experience, including working in put: accounting, local governments, auditing municipalities, a managing governmental software. Gene provides consultati and implementation management, and serves as an Account a Project Manager, assisting in prospect orientation to the BI-TE( solution. He has successfully managed and directly complet over 1 00 new installations on major hardware/software upgrade:
Mr. Paul Kayson, Financial Systems Consultant - B Business Administration. Paul comes to BI-TECH after mc than 12 years of service in local government and not-for-prl financial and accounting experience. His responsibilities Finance Director addressed all aspects of Accounting, Finar and Budget Management. Paul provides consultation a implementation assistance to BI-TECH clients, as well as sen as an Account and Project Manager.
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Mr. David Nickel, Financial Systems Consultant - B., Business Administration with an emphasis in Accounting ar Management Information Systems. David joins BI-TECH with years of public accounting experience, acting as the controller of local accounting firm. His responsibilities included tt development and implementation of accounting and databa: management systems, as well as financial and tax planning f both individual and corporate tax payers. David providc consultation and implementation management to BI-TECH clieni and serves as an Account and Project Manager. David h: successfully managed numerous software installations.
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Installation Mr. Todd Saylor - B.S. Computer Science, Cum Laui Graduate. Todd is primarily responsible for the design ar programming of the User Interface Environment and System Lev software. Specifically, he is involved in the Position Contr system, General Ledger budgeting, and creation of user define data entry processes. Todd is the UNlX systems Produ Manager.
Mr. Aaron Johnson - B.S. Computer Information Systen Aaron is well versed in all subsystems of IFAS and is an expert the open systems environment. Aaron is involved extensively the design, training and implementation of the TRANSPOI
Mr. Ed Hohberg - B.S. Computer Science and Mathematii Ed developed the File Folder system and is the Product Manag of Accounts ReceivableKash Receipts modules. Ed is al proficient in the Foreign Currency module. He offers programmi assistance and hotline support. He is also instrumental in t support of other subsidiary modules.
Mr. Darren Clark - B.S. Computer Engineering. In addition performing software installations, Darren is primarily involved Disbursements. Darren assists with the programming and supp of all subsystems as well as rollover, conversion and interfa projects.
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Post-Installation Training and Technical Support Mr. James Bennett - B.S. in Computer Science. James joir our staff in 1985 with five years experience as System Mana! for a major institution. He is knowledgeable in System Le software and program development. He has been the Proj Leader for Micro IFAS, NUCLEUS system manager, and \I\ involved in the establishment of the Interactive AR/CR's syste AR billing, and AR interface. James is the Project Manager for ( Graphical User Interface program.
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Mr. Raymond Potts. Ray joined BI-TECH in 1985. He has bet involved with the software and hardware aspects of computers f a number of years and has performed contract programming for public school district. Mr. Potts has served as the major design and programmer for SMARTDBTM and the Stores lnvento system. Ray has major responsibilities in the following are; within BI-TECH: The Human Resource Information Syster Disbursements, Person/Entity database system and the Chel Management system. Ray is the Product Manager for tl Accounts Payable/Encumbrance subsystems.
Mr. David Woodward - B.S. in Computer Science. David is i accomplished programmer/analyst for all subsystems within IFA He developed the BI-TECH Ad Hoc Report Writer, Recurre Journal Entries Module and is a major designer and programm for our Purchasing/Accounts Payable System. David is tl General Ledger Product Manager.
Mr. Ray Kaminski - B.S. in Computer Science and Busineq Administration. Ray brings ten years of programmir experience to BI-TECH Software. Ray’s emphasis is on Spec Projects. Ray is developing client/server technology usii Microsoft Windows and NewWave which will allow users seamlessly integrate PC applications such as Lotus 1-2-3, Excl or Wordperfect with IFAS applications. He is also involved in tl development of a Graphical User Interface for the IFAS system.
Mr. Ray Nelson. Ray brought eight years of comput programming and analysis experience to our company. h Nelson assists with the development and support of Payroll aloi with providing general programming support for all subsystems.
Mr. Terry Gummere - B.A. Business Administration. Tei worked as an accountant in a variety of Proprietary and Not-fc Profit organizations. He provides training support for Financ Statement reporting, use of the Ad Hoc Report Writer, Budgetir and Fixed Assets management. Terry is the Fixed Assets Prodi Manager.
Mr. Rob Ryan - B.S. Computer Science. Rob is primar involved in the Payroll module offering programming assistanc training, and hotline support. He is the Product Manager for t Payroll system is also instrumental in the support of 0th subsidiary modules.
Ms. Kelly McGalliard. Kelly is involved in project manageme for large clients and with training and implementation of t Accounts Payable, Accounts Receivable, Purchasin Person/Entity, TRIADTM, Human Resource Information, and Che Management systems at client sites. She serves as a member the support team.
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Mr. David Sears - Bachelor of Vocational Education, M. Computer Science. David is primarily responsible for Genei Ledger Reporting. He also provides support for vario
Mr. Dan Bennett. Dan is involved primarily in programming i Payroll. He is also a member of the support team for Check Sto issues and formatting.
Mr. Andrew Forristel - B.S. Management Information Systen B.S. Finance. Andrew is primarily involved in the Payroll modi offering programming assistance and hotline support. He is ai instrumental in the support of other subsidiary modules.
Mr. Glenn Crownover - B.S. Computer Science with a minor Mathematics. Glenn is primarily involved in the Accour Payable, Encumbrance, and Check Management modules offeri programming assistance and hotline support. He also develo interfaces and assists in the rollover/conversion process.
Mr. Randy Morgan - B.S. Computer Science. Randy off6 programming and hotline support for Payroll IV and VI. Befc joining BI-TECH, Randy served as a Consultant to assist vario businesses with the selection and implementation of compu system solutions.
Mr. Curtis Sullivan - B.S. Business Administratic Accounting. Curtis is primarily involved in the training a implementation for the Accounts Payable, Check Manageme Person/Entity, and Purchasing systems.
Mr. Scott Wylie - B.S. Computer Science, Systems Optic with a minor in Mathematics. Scott brings three years programming experience to his position as BI-TE( Programmer/Analyst. Mr. Wylie provides hotline assistance for modules of the IFAS system and focuses his programming effo primarily on the UNIX operating system. Scott is also instrumer in the design and support of BI-TECH'S TRANSPORT migrati software tools.
Mr. Jeff Meyers - B.S. Computer Science, Systems Optic and a minor in Mathematics. Jeff is specializing in the supp of the Accounts Receivable module but is also instrumental in 1 support of subsidiary modules. Jeff is also the Team Leader the Accounts Receivable module.
Mr. John Crane - B.S. Business Administration, Managemr Information Systems, with an emphasis in Expent Systen John divides his time between training and hotline assistance Payroll, Human Resources, and TRIAD.
subsystems.
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Mr. Luis Collado. Lou has been programming in COBOL sinc 1964 and brings a rich history of programming to BI-TECH. H primary focus is the support and development in the Payrc
Mr. Sean Olschowka - B.S. Computer Engineerir; accompanied by a Technical Writing Certificate. SeE specializes in the General Ledger module focusing in tf development and support of this module.
Ms. Gayle Per0 - B.S. Social Science. Gayle is a Systen Consultant for BI-TECH, specializing in the Payroll module. St also serves as a member of the support team.
Ms. Robyn Say/or - B.A. Communications, Public Relatior with a minor in Management. Robyn is an Executive Assista for BI-TECH. Her primary responsibilities include clie communications and tracking client commitments.
Ms. Holly Andersen - B.A. English Literature. Holly is Systems Consultant for BI-TECH. Her primary focus is in tt development and support of the TRIADTM module.
Mr. Les Wilson - B.S., Computer Science. He comes to I? TECH with 20 years of programming experience. Received tt TRW Chairman’s Award in innovation for designing an lmas Processing Workstation. Les is currently working with addir Imaging functions to BI-TECH products.
Mr. Russ Hancock - Russ has three degrees: Comput Science, Mathematics and Spanish. Russ came to BI-TEC with eight years of programming experience. Russ is curreni involved in the development and support of the Position Contr and Payroll applications.
Mr. Jeff Abboff - B.S., Computer Science. Jeff has two years programming experience and is currently involved in the suppc and development of the Human Resources, TRIADTM, and Storc Inventory subsystems.
Mr. Wayne Evers - B.S., Computer Science. Wayne comes BI-TECH with ten years of programming and project leader skill He is primarily involved in the development and support of tt TRIAD module, and serves as the TRIAD Team Leader, as well.
Mr. Chris Wolf - BFA, Music. Chris has three yea experience as a System Administrator. He is the Syste Manager for BI-TECH and is responsible for system integrity at back-ups. Chris will be implementing the Hassle Free Suppc system that is currently under development.
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Mr. Tom Rei//y - B.A., Biology. Tom is currently working on h Masters Degree in Computer Science. Tom’s primary focus is the support and development of Human Resources, Payroll ar
Ms. Brigette Bucke - B.S. Business Administration. Brigei provides system implementation management and is a Systen Consultant for all accounting subsystems. She is also a prima resource for assistance with the Stores Inventory system.
Mr. Jeff Condit - Jeff joins BI-TECH with 18 years Engineering/Programming experience. Jeff is primarily involved the development and support of the General Ledger module, ai also serves as the GL Team Leader.
Mr. Mark Doughman - B.S. Computer Science, math scienc option. Mark‘s primary responsibilities include the support ai development of the Purchasing, Accounts Payable, and Genei Ledger subsystems.
Mr. Bob Frisbee - B.S. Mathematics. Bob is specializing visual C++ for Windows programming to support the ne generation system Click, Drag, and Drill effort. He is alr responsible for supporting NUCLEUS and system software on tl existing system.
Mr. A/an Stowe - B.S. Computer Science. Alan has 8 years programming experience. Alan’s primary focus is tl development and support of the Payroll subsystem.
Mr. Robert Leece - B.A. Humanities and an M.S. in Compui Science. Robert has 10 years of programming experienc Robert’s responsibilities include the development and support the Accounts Receivable module.
Ms. Cathy PalIari - Cathy joined BI-TECH with 9 years programming experience. Cathy’s primary focus is in the Payr module, particularly in the development and support of tl Retirement System.
Ms. Brenda Stowe - B.S. Business Administration with i emphasis in Information Resource Management. Brenl specializes in the training, support, and system development TR l ADTM.
Ms. Carrie Jordan - B.S. Computer Science. Carrie is programmer for BI-TECH, primarily focusing in the developme and support of the Message Center and TRIADTM modules.
Mr. Don Andersen - B.A. English. Don’s primarily responsibil at BI-TECH is offering support for the Accounts Payak subsystem.
a Position Control.
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Mr. Todd Humphrey - B.S. Business Administration. Tot provides system training in the Accounts Payable/Disbursemen module. He also serves as a member of the support team.
Mr. Kermit Doede - B.S. Office Systems. Kermit is a Systen Consultant for BI-TECH, specializing in the training of Payrc Human Resources, and Position Control modules. He is also member of the support team.
Mr. Richard Ober - Richard joins BI-TECH with 2 degrees; BFA and a MFA in Creative Writing. Richard is BI-TECI- Technical Writer. Richard’s primary responsibilities include tl creation and update of all BI-TECH IFAS user guides ai training materials.
Mr. Steve Gillan - B.S. Computer Science. Steve comes to E TECH with 8 years of programming experience at IBM, working the Space Shuttle Program. Steve’s primary responsibilities at E TECH are in the Payroll subsystem, providing development ai support of this module.
Ms. Joanne Brothers - B. B.A Computer Information System Joanne joins BI-TECH with 13 years experience working wi relational databases. She is a Systems Consultant for BI-TEC offering development and support of the TRIAD module.
Mr. Lance Orner - kA. Computer Engineering. Lance corn1 to BI-TECH with 2 years of programming experience. Lanl offers development and support in the TRIAD subsystem.
Ms. Geri Needham - B.A. Mathematics. Geri has experienl programming in many different languages. Her primary focus BI-TECH is the TRIAD module, offering support and developmer
Mr. Steve McKinnis - B.S. Biology. Steve has over 4 yea experience working with the IFAS system. His prima responsibilities at BI-TECH are offering technical support for tl Payroll subsystem.
Mr. Bruce Brothers - Bruce is a hardware specialist with 15 ye; of experience working with networks and various hardwa systems. Bruce is responsible for overseeing the RSVP, Remc Server Value Program, serving as a System Administrator 1 various BI-TECH clients.
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Section 3.0 Hardware Information
Please refer to the Hewlett-Packard response in Section 14 of this response. e
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Section 4.0 Operating System Software a Please refer to the Hewlett-Packard response in Section 14 of this response.
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... -----__--------
** ACCOUNTING - ACCOUNTS PAYABLE
100 Capability to establish and STANDARD
110 Including Vendor Number - STANDARD
120 Including Vendor Name. STANDARD
130 Including Vendor Address. STANDARD
160 Including Alternate Vendor STANDARD
180 Including Nine Digit Zip Code. STANDARD
200 Including Vendor Federal I.D. STANDARD
210 Including Primary Vendor Contact STANDARD
230 Including Alternate Vendor STANDARD
250 Including Vendor Telephone Number. STANDARD
260 Including Vendor FAX Number. STANDARD
280 Including Payment Terms Code. STANDARD
300 Including Alternate/Substitute STANDARD
301 Including Commodity Code. STANDARD
310 Including Current Balance Owing. STANDARD
350 Including Total Purchases for STANDARD
400 Including Total Purchases for STANDARD
4000 Capability to pay amount STANDARD
maintain vendor information.
alphanumeric
Address.
Number/Social Security Number.
Name -
Contact Name.
Vendor Name.
Prior Year.
Current Year.
different from P.0. (with
authority) and record to purchase
price variance.
that were manually prepared in
comparison to those generated
through the normal accounts
payable process.
vouchers/invoices due for payment
within a user-defined time period.
ledger account numbers at time of
entry .
disbursement journal.
4100 Capability to identify checks STANDARD
4110 Capability to generate only the STANDARD
4200 Capability to validate general STANDARD
4500 Capability to generate a cash STANDARD
4505 Including detailed audit trail by STANDARD
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Feat.
Numb. Feature Description Vendor Response Vendor Comments __--- _____________________------------_ _-----_________-____ _______________
account number.
ledger account entries.
1099 vendors.
interest payment to same vendor. (non- payroll )
4506 Including a summary of general STANDARD
4510 Capability to record and track STANDARD
4511 Including miscellaneous and STANDARD All payments
are tracked in
Accounts
Payable.
4515 Capability for the system to STANDARD
manually or automatically take
discounts when processing
vouchers based on discount terms
in term file.
select individual invoices for
payment by due date.
checks per vendor.
temporary vendors at the point of
entry without exiting the
transaction and establishing the
vendor (w/ adequate security).
record at the point an invoice is
being processed without exiting
the transaction and creating the
vendor record from another menu
option or screen. (w/ adequate
security )
transfer information between the
accounts payable and general
ledger modules, sharing the same
chart of accounts and
edit/validation procedures.
credits.
5000 Capability to automatically STANDARD
5020 Capability to generate multiple STANDARD
5170 Capability to process one time or STANDARD 0
5180 Capability to establish a vendor STANDARD
5233 Automatically interface with and STANDARD
5600 Capability to process vendor STANDARD
5650 Capability to void checks. STANDARD
5670 Capability to process an accounts STANDARD
payable item and reverse the
entry prior to actually printing
the check.
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- --_-________________-------------- .................... _______________
5680 Capability to change fund account STANDARD
or amount prior to printing the
check.
5700 Capability to prohibit duplicate
payment of the same invoice to
one vendor by alerting the
operator of the possible match at
the point of entry.
invoices in dispute.
checks prepared for approval.
STANDARD
5710 Capability to hold payment for STANDARD
5900 Capability to generate a list of STANDARD
5910 Including Check Number. STANDARD
5920 Including Vendor Name. STANDARD
5930 Including Amount of Disbursement. STANDARD
5950 Including Description. STANDARD
6000 Capability to generate a STANDARD
comparison of expenditures to
unencumbered budget balance, with
a warning if expenditure will
exceed budget.
accounts payable check register.
6500 Capability to generate an STANDARD
6510 Including Check Number. STANDARD
6520 Including Vendor Number. STANDARD
6530 Including Vendor Name. STANDARD
6540 Including Date Paid. STANDARD
6550 Including Fund/Account Number. STANDARD
6580 Including Description of STANDARD
6600 Capability to generate an STANDARD
e
Expenditure.
outstanding check list by
individual bank.
Checks.
6800 Including a List of Stop Payment STANDARD
6810 Including a List of Voided Checks. STANDARD
6815 Capability to process a full bank STANDARD reconciliation.
6820 Capability to process a check STANDARD
reconciliation.
6830 Capability to establish recurring STANDARD
expenditures or installment
payments with particular due
dates, then automatically
generate recurring payables.
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... _______________
6840 Allow user-defined frequency of STANDARD
check printing including the
option of daily printing.
different accounts for each line
item.
types: standard, deposits,
advances, prepayments, debit
memos, credit memos.
request from remote locations (w/
adequate security).
on-line approval of users ,
appropriately authorized to
approve expenditures.
without a matching PO when
authorized.
holds.
reasons.
payment holds.
regardless of expiration date.
disbursement types: automatic
checks, manual checks, electronic
fund transfers and drafts.
of checks above a user-specified
amount.
canceled and checks voided
on-line -
generation per user-specified
schedule with the option to pay
all open invoices and recurring
payments.
generation per user-defined
6850 Allow account distribution to STANDARD
6860 Support the following invoice STANDARD
6865 Capability to process check STANDARD
6870 Allow holds to be released by STANDARD
6880 Provide for payment of invoices STANDARD
6890 Provide the capability for vendor STANDARD
6895 Including all invoices and STANDARD
6900 Including the scheduling of STANDARD
6910 Capability to take cash discounts STANDARD
6920 Support the following STANDARD
0
6930 Allow off-line signature approval STANDARD
6935 Allow open payables to be STANDARD
6936 Provide automatic check STANDAFD
6937 Provide automatic check STANDARD
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Feat.
Numb. Feature Description Vendor Response Vendor Comments _--__ _____________________------------_ .................... -______________
schedule with the option to pay
only open invoices and recurring
payments through a specified
cut-off date.
showing inv number, inv date,
acct distribution information,
item description, item amt,
whether held from payment, inv
amt, adjustment to date, discount
net amt, amt paid to date, and
outstanding balance.
history showing date, check
number, and amount. .
showing invoice number, voucher
number, purchase order number,
check number, date and amount. 0 6955 Allow access to vendor STANDARD
information by vendor name,
vendor number, status code and
service or product codes.
by vendor or invoice.
blank, negative or zero amount
checks.
llinactivell and automatically move
vendors to an inactive file if
vendor has not been used for a
user-specified amount of time.
approval criteria with overrides
at certain security levels,
including the capability to approve w/o matching PO and
receipt (repayment 1 .
approval criteria with overrides
at certain security levels,
including the capability to
approve with only matching PO.
6940 Allow inquiry of unpaid inv STANDARD
6945 Provide inquiry to paid invoice STANDARD
6950 Allow inquiry of vendor invoices STANDARD
6960 Provide access to payment status STANDARD
6965 Ability to prevent printing STANDARD
6970 Ability to flag a vendor as STANDARD
6971 Ability to define invoice STANDARD
6972 Ability to define invoice STANDARD
6973 Ability to define invoice STANDARD
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ---__ _--_________________-------------- ------______________ _______________
approval criteria with overrides
at certain security levels,
including the capability to
approve matching PO and receipt.
approval criteria with overrides
at certain security levels,
including the capability to
approve for partial payment.
on-line such as merchandise
received but not invoiced.
on-line such as merchandise
invoiced but not received.
on-line such as merchandise
invoiced with no PO.
on-line such as merchandise
received with no PO.
on-line such as merchandise
partially received but invoice
complete.
without a pre-requisite purchase
order.
steps per invoice and track
invoices pending authorized
organizational approvals.
various user-defined sort
sequences including the
capability to print checks on
pre-numbered forms with
system-assigned check number.
various user-defined sort
sequences including the capability to print check
starting at a user-specified
check number.
6974 Ability to define invoice STANDARD
6975 Ability to identify exceptions STANDARD
6976 Ability to identify exceptions STANDARD
6977 Ability to identify exceptions STANDARD
6978 Ability to identify exceptions STANDARD
6979 Ability to identify exceptions STANDARD
0
6981 Ability to process disbursements STANDARD
6982 Ability to allow two approval STANDARD
6983 Ability to print checks in STANDARD
6984 Ability to print checks in STANDARD
6985 Ability to print invoice number STANDARD
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. ----------__________ _______________
and description on check stub.
prior or future periods.
income tax withheld associated
with a special vendor.
6990 Ability to maintain and provide
on-line inquiry capabilities on
encumbrance data including:
fiscal year, detailed
transactions, ending balances.
6991 Ability to age accounts payable STANDARD
by open item.
6992 Ability to age accounts payable STANDARD
by fund and organization.
6993 Capability to divide payment ‘on a STANDARD
single invoice among multiple account numbers.
payments on open invoice items
and flag the invoice as not
paid-in-full.
statements in accordance with IRS
regulation (to hard copy report
and to tape).
disbursements journal.
file listing.
requirements report.
report of payments made to a
specific vendor.
reports of vendor activity.
Year.
Previous Year.
Product.
Product.
6987 Ability to prevent G/L entries in STANDARD
6988 Ability to record any federal STANDARD
STANDARD
6994 Capability to process partial STANDARD 0
6995 Capability to generate 1099 STANDARD
6998 Capability to print cash STANDARD
7000 Capability to generate a vendor STANDAFXl
7050 Capability to generate a cash STANDARD
7200 Capability to generate a detailed STANDARD
8000 Capability to generate history STANDARD
8010 Including Total Dollars - Current STANDARD
8030 Including Total Dollars - STANDARD
8040 Including Total Dollars - Per STANDARD
8080 Including Total Quantity - Per STANDARD
0
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- -___________________-------------- .................... _______________
8090 Including Vendor Performance STANDARD
9000 Capability to interface with the STANDARD
9100 Capability to interface with the STANDARD
Statistics.
general ledger system.
payroll system (FICA, Deductions,
etc.).
purchasing system.
Fixed Assets System.
automated check reconcilation
process/system.
9105 Capability to interface with the STANDARD
9120 Capability to interface with the STANDARD
9200 Capability to interface with an STANDARD
a
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- ____________________-------------- .................... _______________
** ACCOUNTING - APPROPRIATION & BUDGETARY
100 Capability to generate a budget STANDARD
preparation worksheet (on-line
and printed).
Actual Revenue and Expenditures.
estimates, Budget amount, and
Actual Year-to-Date Amounts.
total.
Year's revenue estimate and
Budget Amount.
Current Year's Estimated Amounts
for Months Remaining in the Fiscal Year.
Month's Percentage of the Annual
Budget or Monthly Budget Amount.
(For monthly budgeting).
assoicated with each budget line of the Budget
item where additional information Item Detail
could be recorded. module.
functions of the budget
information. (on-line and to
reports)
expenditures. (Five years out) .
projects over multiple fiscal
years (min of 5 years).
preparation worksheet (on-line
version) as a turnaround document
to produce the final budget.
percent or dollar amount budget
change for specified or all
accounts.
110 Including Prior Three (3) Years STANDARD
120 Including Current Year revenue STANDARD
140 Including Current Year Estimated STANDARD
180 Including Space for Entering Next STANDARD
200 Including Space for Entering STANDARD
1) 220 Including Space for Entering Each STANDARD
230 Capability to have memo field STANDARD With the use
4000 Capability to perform inquiry STANDARD
4010 Capability to budget for capital STANDARD
4020 Ability to budget grants & STANDARD
4100 Capability to use the budget STANDARD
4120 Capability to specify an annual STANDARD
4150 Capability to allocate fixed STANDARD
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- -^__________________--__------_--- ---______-_--_______ _______________
portions or a percentage to
categories within cost center.
months by portion, percentage
and/or major budget item.
amounts by using unit costs x
budgeted units.
current year budgets with full
audit trail and reporting of
these adjustments.
maintenance of non-financial
information by department/cost
center.
and modeling to perform "what-if I!
analysis.
departments to enter budget
information (with security) which
can then be reviewed and modified
prior to finalization,
(Finalization controlled by
Security).
appropriation & budget reports.
4170 Capability to allocate budgets to STANDARD
4180 Capability to create budget STANDARD
4185 Capability to make adjustments to STANDARD
5000 Capability to allow entry and STANDARD
5010 Capability to perform forecasting REPORT WRITER
@ 5020 Capability for individual STANDARD
7000 Capability to generate REPORT WRITER
7010 Including Previous Year - Actual. REPORT WRITER
7020 Including Current Year - Budget. STANDARD
7050 Including Year-to-date STANDARD
7080 Including Total Current Estimate. REPORT WRITER
7100 Including Requested. REPORT WRITER
7110 Including Recommended. REPORT WRITER
7130 Including Adopted. REPORT WRITER
7200 Capability to generate the budget REPORT WRITER
Expenditures.
preparation worksheet by fund,
cost center, or department.
budget report.
the Approved Final Budget.
Month or the Entire Year.
7500 Capability to generate a final STANDARD
7510 Including Detail by Account of STANDARD
7530 Including the Option to Print By STANDARD
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Page No. 11
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- ---_-_______________----___------- -------_-___________ ____________--_
7700 Capability to generate reports by REPORT WRITER
fund, by cost center, and by
major line item.
Object Summary.
Selected Object Codes.
Summary by Major Object Code.
7800 Capability to generate Estimated REPORT WRITER
7810 Including the Option to Print REPORT WRITER
7820 Including the Option to Print REPORT WRITER
7840 Including Prior Three-Year Actual. REPORT WRITER
7850 Including a List of Current Year REPORT WRITER
7890 Including Next Year Budget. REPORT WRITER
8110 Capability to print report REPORT WRITER
Budget .
showing prior year fund balance,
adding in current year estimated
revenues & expenditures totaling
to ending fund balance for
current year then budgeted amounts of current year and
ending fund balance for the next
year.
Appropriation Status and History
Report for each expenditure
account.
e
8200 Capability to generate REPORT WRITER
8310 Including Annual Budget. STANDARD
8320 Including Re-Encumbrance Amount REPORT WRITER
for carryover encumbrances from
prior year adjusted annual budget.
Amendments/Adjustments with
reference to the input data for
each expenditure and revenue
account encumbrance transaction.
Transactions.
Transactions.
each expenditure.
Balance.
actual revenue and expenditure
8330 Including Budget REPORT WRITER
8350 Including Encumbrance Liquidation REPORT WRITER
8360 Including Actual Expenditure STANDAFiD
8365 Including a description line for STANDARD
8370 Including Unencumbered Budget STANDARD
9100 Capability to interface with STANDARD
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Feat. Numb. Feature Description Vendor Response Vendor Comments _---- ____________________---__-------__ ___-_--------_______ _______________
amounts to develop a cash flow
management report.
payroll system to obtain
information.
9200 Capability to interface with the STANDARD
9210 Including Salary Information. STANDARD
9250 Including Benefit Information. STANDARD
9270 Including Statistical Information. STANDARD
9280 Including Headcount Information. STANDARD
9300 Capability to transfer budget STANDARD
data to general ledger system
upon adoption. (by
fund/dept/division/object
project) -
microcomputer software to
download information and perform
"what - if I( analysis.
9700 Capability to utilize STANDARD
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Feat.
Numb. Feature Description Vendor Response Vendor Comments __--- -___________________-------------- .................... _______________
** ACCOUNTING - FIXED ASSETS
100 Capability to maintain individual STANDARD
140 Including Asset Number. STANDARD
150 Including Asset Class number. (To STANDARD
fixed asset records.
Combine Assets for Group
Reporting - i.e. Bldg., land,
etc. 1
allow certain assets or
components to llroll-uplf into one
asset.
155 Including Activity/Status Code - STANDARD
Active.
165 Including ActivityjStatus Code - STANDARD
Fully Depreciated/Still Used.
170 Including Activity/Status Code - STANDARD
Non-depreciable. 0 180 Including Activity/Status Code - STANDARD
Retired.
185 Including date retired. STANDARD
200 Including Asset Description. STANDARD
205 Including date acquired. STANDAFXI
210 Including Serial Number. STANDARD
215 Including Vehicle Number. STANDARD
220 Including Fund/Department Number. STANDARD
225 Including Tag Number. STANDARD
230 Including Location Code. STANDARD
250 Including Depreciation Method. STANDARD Straight Line,
151 Including a sub-class number to STANDARD
Sum of the
Years Digits
and Declining
Balance.
255 Including Model Number. STANDARD
280 Including Quantity. STANDARD
300 Including Insurance Value. STANDARD
310 Including Replacement Cost. STANDARD
330 Including Estimated Replacement STANDARD
340 Including Salvage Value. STANDARD
350 Including Purchase Order Number. STANDARD
400 Including Asset Type. STANDARD
600 Including Asset Life. STANDARD
610 Including Acquisition code (i.e., STANDARD
Year.
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Numb. Feature Description Vendor Response Vendor Comments ----- ____________________----_--------- ___________-________ _______________
purchase, lease, built, donated) .
620 Including Cost/Capitalized Value. STANDARD
700 Including Calculated Depreciation STANDARD
720 Including Year-to-Date STANDARD
730 Including Life-to-Date STANDARD
2000 Capability to dispose of assets STANDARD
2010 Including Disposal Value. STANDARD
2020 Including Disposal Date. STANDARD
2050 Including Sale Price. STANDARD
2060 Including Net Proceeds. STANDARD
210,O Including Trade-in Value. STANDARD
2110 Including Lost Asset. STANDARD
2150 Including Stolen Asset. STANDARD
4000 Capability to calculate straight STANDARD
@ 4001 Capability to support multiple STANDARD
4002 Capability to generate a fixed STANDARD
Amount Per Month for Current Year.
Depreciation.
Depreciation Amount.
and record associated data.
line depreciation.
depreciation methods.
asset physical inventory list to
be used for performing a physical
inventory.
4010 Including F’und/Department Number. STANDARD
4030 Including Inventory Tag Number by STANDARD
4035 Capability to accept partially STAND-
4040 Capability to transfer asset STANDARD
Fund/Department.
depreciated assets.
location without deleting and
re-entering.
between departments.
without deleting and re-entering.
invoices for a single asset
purchase -
5300 Capability to track the gain/loss STANDARD
on the disposal of an asset.
7000 Capability to generate a master STAND-
list of all fixed assets.
7005 Capability to generate a report REPORT WRITER
4045 Capability to track transfers STANDARD
5100 Capability to change asset number STANDARD
5200 Capability to enter multiple STANDARD
0
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- ---______-__-_______------------_- .................... ---------__-___
of all changes to the fixed asset
file, sorted by type of change
(i.e., additions, deletions,
transfers).
7006 For the current year. REPORT WRITER
7007 For any user defined time period. REPORT WRITER
7060 Capability to generate a REPORT WRITER
retirement register including a
list of all retirement
depreciation.
insurance valuation report.
of all assets at or after their
replacement year.
replacement cost report.
purchasing/encumbrance accounting
system.
accounts payable system.
general ledger.
barcoding system for tagging and
reporting.
8100 Capability to generate an REPORT WRITER
8110 Capability to generate a report REPORT WRITER
8200 Capability to generate a REPORT WRITER
9000 Capability to interface with the STANDARD e 9010 Capability to interface with the STANDARD
9040 Capability to interface with the STANDARD
9045 Capability to interface with a STANDARD
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- ____________________-------------- .................... __--_--________
** ACCOUNTING - GENERAL LEDGER
10 Capability to support a 17 STANDARD
character alpha-numeric account
number with eight user-defined
groupings within the structure.
such that certain User Defined
grouping (s) will be assigned
automatically when a portion of
the account number is entered.
Description for each segment of
the Account Number Format.
file information.
30 Capability to set up a matrix STANDARD
170 Capability to have an Account STANDARD
235 Capability to maintain master STANDARD
240 Including Last Transaction Date. STANDARD
300 Including Previous Ten (10) Years STANDARD
actual and Approved Budget for
all Accounts.
Revenue/Expenditure Accounts.
Transaction Totals.
Transaction Totals.
accrual and modified accrual
accounting.
multi-agency processing and
reporting within one general
ledger system.
financial reports.
integrated fund accounting system
which conforms to the standards
set by the Government Accounting
Standards Board ( v'GASB'v ) .
general ledger accounts.
ledger accounts when all history
and balances have been removed.
0 310 Including Current Year Budget for STANDARD
320 Including Month-to-Date STANDARD
340 Including Year-to-Date STANDARD
3000 Capability to allow for both full STANDARD
4000 Capability to support STANDARD
4050 Capability to generate CAFR REPORT WRITER
4051 Capability to provide a fully STANDARD
4055 Capability to add and change STANDARD
4056 Capability to delete general STANDARD
0
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- --__________________--__---------- .................... ____________-__
4060 Capability to perform on-line STANDARD
entry, editing and balancing of
all general ledger accounts and
associated transactions.
from further posting without
deleting the general ledger
account.
numbers.
accounting periods with a 13th
period for year end adjusting
entries.
processing to clear appropriate
revenue and expenditure accounts.
month transactions prior to
closing the previous month.
month after closing of previous
month.
year transactions prior to
closing previous year.
year after closing of previous
year.
messages for invalid dates,
account numbers, pro j ects , and
out of balance conditions prior
to attempting the update process.
4130 Capability to process recurring
journal entries.
4210 Capability to duplicate data, by STANDARD Not field, from previous record by automatically
using a single key stroke.
4065 Capability to deactivate accounts STANDARD
4066 Capability to change account STANDARD
4070 Capability to support twelve (12) STANDARD
4080 Capability to support end-of-year STANDARD
4090 Capability to process subsequent STANDARD
4091 Capability to process subsequent STANDARD
4095 Capability to process subsequent STANDARD
4096 Capability to process subsequent STANDARD
4100 Capability to provide error STANDARD
STANDARD
by a single
key stroke.
Fields to be
duplicated
must be
previously
defined .
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Feat.
Numb. Feature Description Vendor Response Vendor Comments --___ -_____-___________________________ ----________________ _______________
4240 Capability to automatically STANDARD
default system date in all date
fields .
by detailed journal entry within
each process.
summary YTD transactions or
current month’s transactions.
ending balance sheet balances to
the next year for all funds and
4320 Capability to post in summary or STANDARD
4410 Capability to print detail of STANDARD
4500 Capability to carry forward STANDARD
sub-fwds.
4510 Capability of updating those STANDARD
carry forward, ending balances if
entries posted to the previous
year.
5000 Capability to perform general STANDARD
ledger inquiries based on account
number (fund/dept/div/obj ect) .
5010 Based on Date. STANDARD
5020 Based on Date Range. STANDARD
5040 Based on Type of Activity. STANDARD
5060 Based on Transaction Amount. STANDARD
5070 Based on Total Amount. STANDARD
5100 Based on Budget Amount. STANDARD
5110 Based on Receipt. STANDARD
5120 Based on Check Number. STANDARD
5140 Based on Vendor or Payee Name. STANDARD
5150 Based on Budget Adjustments. STANDARD
5180 Based on Journal Entry/Voucher STANDARD
6280 Capability to link funds and STANDARD
Number.
accounts together for account
number creation to eliminate need
for data entry of each individual
account.
transactions greater than two (2)
years old.
to two (2) years of detail
information.
to ten (10) years of summary
6500 Capability to archive detail STANDARD
6510 Capability to have on-line access STANDARD
6520 Capability to have on-line access STANDARD
a
Page No. 19
05/25/95 ....................... .......................
FeaturejFunction Report ....................... ....................... 0
Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... _______________
information, actual and budget.
descriptions for journal entries.
generate exception reporting for
negative cash.
sub-ledger) of deposits taken.
allocations using a predefined
percentage breakdown.
create standard journal entries,
with account numbers.
journal entries.
Encumbrance amounts to following
year.
subledger within an Agency Fund,
for the detail tracking of
deposits.
inter- departmental trbillings II for Journal
the Internal Service Funds. Entries, RJE's.
These billings would be in the
form of recurring types of
journal entries, with fixed
percentage distribution, or can
be manually adjusted for useage.
6620 Capability to track fiscal agent REPORT WRITER Additional
activity for bonds and to incorporate automatically into necessary.
financial statements.
ledger trial balance with
beginning balance, all detail of
debits and credits, and an ending
balance, by account.
to sequence by fund,
classification, obj ect, or
division.
6530 Capability to have detailed STANDARD
6540 Capability for the system to REPORT WRITER
6545 Capability to track detail (in a STANDARD
6560 Capability to perform account STANDARD
6570 Capability for the system to STANDARD
6580 Capability to process reversing STFARD
6590 Capability to roll-over STANDARD
0 6600 Capability to maintain a STANDARD
6610 Capability to process STANDARD Recurring
specification
7050 Capability to generate a general STANDARD
7160 Capability on the trial balance STANDARD
7200 Capability to generate balance STANDARD
a
Page No. 20
05/25/95 ....................... .......................
Feature/Function Report -----------_----_------ ....................... a
Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... -______________
sheet and income statement by
fund and sub-fund.
actuals, budgets, encumbrances
and variance information on
income statements.
balance sheet for all fund types
and account groups. (required for
CAFR )
on user-defined levels of
summarization and subtotals.
accounts .into a summary subtotal
account without printing the
corresponding detail.
report average cash balance by
fund and sub fund.
report average cash balance by
fund and sub fund including daily.
report average cash balance by
fund and sub fund including
monthly.
average cash balance by fund and
sub fund including annually.
generate exception reporting for
any account number and/or
grouping that is greater than
budget amount.
other systems.
7205 Capability to incorporate STANDARD
7280 Capability to generate a combined STANDARD
8750 Capability to print reports based REPORT WRITER
8780 Capability to group detail STANDARD
8785 Capability to calcualate and REPORT WRITER
8786 Capability to calculate and REPORT WRITER
8787 Capability to calculate and REPORT WRITER
8788 Capability to calcuate and report REPORT WRITER
8790 Capability for the system to REPORT WRITER
9000 Capability to interface with STANDARD
9010 Including Payroll. STANDARD
9015 Including Fixed Assets. STANDARD
9020 Including Accounts Payable. STANDARD
9025 Including Utility Billing. MODIFICATION Cost dependant
upon
specifications
of interface.
Modification
a
Page No. 21
05/25/95 ....................... .......................
Feature/Function Report ....................... ______________-_-___--- a
Feat.
Numb. Feature Description Vendor Response Vendor Comments _____ _________________________^________ .................... _-____________-
cost is an
good faith
estimate until
further
specifications
are made
available.
9030 Including Accounts Receivable. STANDARD
9050 Including Cash Receipt System. STANDARD
9060 Including Purchasing. STANDARD
9080 Including Inventory. STANDARD
9090 Including Budgeting. STANDARD
a
0
Page No. 22
05/25/95 _-__--------___________ _______-___-___________
Feature/Function Report _-------__--__------___ --_______-_-___________ 0
Feat.
Numb. Feature Description Vendor Response Vendor Comments ----_ -_--________-_______-------------- .................... _______________
** ACCOUNTING - MISC. A/R & CASH RECEIPTS
100 Capability to maintain an STANDARD
110 Including Customer Number(s) . STANDARD
120 Including Account Number. STAND-
150 Including Name. STAND-
160 Including Address. STANDARD
190 Including City, State. STANDARD
195 Including Nine-Digit Zip Code. STANDARD
196 Including deposits taken. STANDARD
197 Including Telephone Number. STANDARD
199 Including user defined fields. STANDARD Limited number
accounts receivable master file.
of fields
available.
900 Capability to enter invoices and STANDARD
track by number.
1000 Capability to generate daily cash STANDARD
receipts journal and track by
number. . 1010 Including Account Number. STAND-
1015 Including Customer Name. STANDARD
1020 Including Transaction Date. STANDARD
1040 Including Effective Date. STANDARD
1100 Including Transaction Type (i-e., STANDARD
1190 Including Operator ID. STANDARD
1195 Including description of payment. STAND-
2001 Capability to code and track STANDARD
Payment, Credit, Adjustment).
receivables to different
collection agencies.
accounts receivable journal for
all invoices processed.
cash receipts by user defined
billing codes.
cash receipts by general ledger
account number.
adjustments by user defined
billing code.
adjustments by general ledger
4000 Capability to generate an STANDARD
4100 Capability to summarize daily STANDARD
4110 Capability to summarize daily STANDARD
4150 Capability to summarize STANDARD Named totals.
4160 Capability to summarize STANDARD
e
Page No. 23
05/25/95 ------------___________ .......................
Feature/Function Report ....................... ____-------____________ a
Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. _-----______________ _______________
account number.
receipts to the appropriate
general ledger account.
payments to multiple revenue
accounts based on user-defined
criteria.
checks for one payment or
transaction.
calculate and add sales tax to
taxable items.
late/delinquent notices with user-defined comment area.
assess late charges on applicable
entries or transactions based on
user defined parameters.
or remaining balance.
user-defined comment area.
written-off to remain on system
for 2 years.
billing/revenue codes at time of
entry.
assign receipt numbers.
numbers.
receivable statements for payment
reminder notices.
ledger by batch totals or by
detailed transactions.
cash receipting system with
on-line data entry from various
locations.
4200 Capability to distribute all cash STANDARD
4210 Capability to apply partial STAND-
4220 Capability to process multiple STANDARD
4230 Capability to automatically STANDARD
4390 Capability to generake STANDARD
4400 Capability to calculate and STANDARD
4450 Capability to write-off partial STANDARD
4451 Capability to enter a STAND-
4452 Capability to allow balances STANDARD
a
4610 Capability to validate STANDARD
4700 Capability to automatically STANDARD
4710 Capability to void receipt STANDARD
5000 Capability to generate accounts STANDARD
5500 Capability to post to the general STANDARD
6000 Capability to support central STANDARD
e
Page No. 24
05/25/95 ....................... -----------_____-______
Feature/Function Report ....................... ....................... a
Feat.
Numb. Feature Description Vendor Response Vendor Comments --___ _____________________--______-_--_ ___----------_______ ____-__________
6010 Including Operator ID. STANDARD
6020 Including Transaction Date. STANDARD
6030 Including Customer/Organization STANDARD
6050 Including Payment Amount. STANDARD
6070 Including Type of Payment. STANDARD
6090 Including Method of Payment STANDARD
6150 Including Total Received. STANDARD
6160 Capability to have pre-loaded STANDARD
Name.
(i.e. , check, cash) .
codes for the classification of
the type of cash receipt.
systems through the cash receipt
system.
one revenue account on one
receipt.
receipt printing.
check endorsing through a cash receipt system. requires the
6200 Capability to access other STANDARD
6210 Capability to record more than STANDARD
6250 Capability to support cash STANDARD
@ 6260 Capability to support automatic STANDARD Check
validation
correct
hardware at
the point of
validation.
6600 Capability to credit back to a STANDARD
budget account for any returned
funds.
accounts receivable trial balance.
7000 Capability to generate an STANDARD
7010 Identifying aged items. STANDARD
7020 Sorted in Account Number Order. STANDARD
7100 Capability to generate a report STANDARD
of all accounts receivable
activity by account and fund
number.
based on cash receipt coding.
customer number, receipt number,
invoice number, customer's name
and customer address.
7200 Capability to create reports STANDARD
7210 Capability to inquire online by STANDARD
9000 Capability to interface with the MODIFICATION Estimated to
0
Page No. 25
05/25/95 ....................... .......................
Feature/Function Report ___-----------_-------- _____________-_________ a
Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- --__________-_______-------------- .................... -______________
Utility Billing system. be three (3)
9010 Capability to interface with the MODIFICATION Estimated to
Special Assessments system. be three (3)
9070 Capability to interface with the MODIFICATION Estimated to
Building Permits Systems. be three (3)
days.
days.
days.
9090 Capability to interface with the STANDARD
Business License system.
9095 Capability to interface with the MODIFICATION Estimated to
Ambulance Billing System. be three (3)
days.
9100 Capability to interface with the STANDARD
9110 Capability to interface with the STANDARD
Inventory system.
general ledger system.
a
e
Page No. 26
05/25/95 -----------__-_________ ------------________---
Feature/Function Report -----------___-_____--- ....................... e
Feat.
Numb. Feature Description Vendor Response Vendor Comments -____ .................................. ________-___________ _______________
** ACCOUNTING - PAYROLL
5010 Capability to support multiple STANDARD
5015 Including weekly. STANDARD
5020 Including bi-weekly. STANDARD
5030 Including monthly. STANDARD
5035 Including quarterly. STANDARD
5036 Capability to allow up to 200 job STANDARD
payment frequencies.
program tables for labor
distribution.
payments.
deductions to be taken during a
specific pay period during the
month.
deductions.
deduction types per employee.
deduction types for system.
deductions.
5037 Capability to support hourly STANDARD
5040 Capability to allow certain STANDARD
5045 Capability to prioritize STANDARD a 5050 Capability to allow up to 30 STANDARD Limited to 999.
5060 Capability to allow unlimited STANDARD Limited to 999.
5070 Capability to allow automatic STANDARD
5080 Including flat dollar amount. STANDARD
5090 Including flat dollar amount with STANDARD
5100 Including percentage of gross pay. STANDARD
5110 Including percentage of gross pay STANDARD
5120 Including dollar amount per STANDARD
5130 Capability to provide data for STANDARD
a limit.
with a limit.
regular or overtime hour.
reporting to the Public Employees
Retirement System (California
PERS) .
payments beyond normal payroll to
be made during a specific pay
period (flat dollar and
percentage amounts such as
longevity pay, certification pay,
etc. 1 .
5140 Capability to allow other STANDARD
5141 Capability to deduct taxes STANDARD
e
Page No. 27
05/25/95 ....................... .......................
Feature/Function Report ....................... ....................... a
Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- -____________________--------____- .................... _______________
(including Federal, State,
Medicare, etc.) for items not
paid directly to the employee
(i.e., personal use of city car).
other payment types per employee.
types for system.
state withholding taxes.
state withholding taxes.
deductions.
457 plans (deferred compensation).
(i.e., a negative deduction) .
earnings, tax and deduction
tables that are user-maintainable.
transfers and splits, so that
part of an employee’s time may be
allocated to departments other
than the normal department based
on project number.
ad j us tment s -
premium change for employee
deductions.
for special payments (i-e., flat
or variable % for federal and
state taxes).
overtime pay to be computed.
5150 Capability to allow up to 20 STANDARD Limited to 999.
5160 Capability to allow unlimited pay STANDARD Limited to 999.
5170 Capability to provide California STANDARD
5180 Capability to provide multiple STANDARD
5190 Capability to allow for pre-tax STANDARD
5195 Capability to support IRS section STANDARD
5200 Capability to refund deductions STANDARD
5210 Capability to provide for STANDARD
5220 Capability to allow department STANDARD
a
5230 Capability to permit payroll STANDARD
5232 Capability for mass change for STANDARD
5235 Capability to have default taxes STANDARD
5240 Capability to allow standard STANDARD
5250 As straight time. STANDARD
5260 As half-time. STANDARD
5270 As time and one-half. STANDARD
5280 As double time. STANDARD
5281 Capability to handle multiple STANDARD
work week hours, based on bargaining unit, for calculating
a
Page No. 28
05/25/95 -______________________ ------_____------------
Feature/Function Report -_----_______------____ ------____-_-------____ 0
Feat.
Numb. Feature Description Vendor Response Vendor Comments -__-- -___________________-------------- ------______________ _______________
non-standard overtime and other
pay additions (i.e./ Fire - 56
hours a week with 6 hours of 1/2
time pay for Fair Labor
agreement ) .
alternate work schedule personnel
(work 30 hrs./week - all benefits
and accruals based on 3/4 of full
time personnel) .
either last name, social security
number or employee number.
,shift differentials.
5282 Capability to easily handle STANDARD
5283 Capability to locate employee by STANDARD
5284 Capability to handle multiple STANDA.RJ2
5285 Capability to setup and maintain STANDARD
5286 Capability to record, track and REPORT WRITER
salary grades.
report on multiple injury on duty
times (tracking against a maximum
hours allowed for each individual
injury) .
distribution amounts (based on
percentages or salary amounts) in
employee master file for
automatic account allocation when
performing labor distribution.
current and year-to-date
information for each employee.
e
5287 Capability to have default STANDARD
5310 Capability to accrue and report REPORT WRITER
5320 Including sick leave. REPORT WRITER
5330 Including vacation hours. REPORT WRITER
5340 Including holiday and disability REPORT WRITER
5350 Including annual leave. REPORT WRITER
5360 Including jury duty. REPORT WRITER
5370 Including military leave. REPORT WRITER
5380 Including comp time. REPORT WRITER
5390 Including leave without pay. REPORT WRITER
5400 Including floating holidays. REPORT WRITER
5410 Including workers comp. REPORT WRITER
5415 Including executive leave. REPORT WRITER
5420 Capability for flexibility of STANDARD
hours.
floating holidays for all
a
Page No. 29
05/25/95 ....................... .......................
Feature/Function Report __------___-___________ -----_-__-_----__-_____ 0
Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... _______________
eligible employees during each
fiscal year and track its use.
5421 Capability to flag and disallow STANDARD Calc code can
entry of lease time utilized if check this
there is insufficient balance of assuming
accumulated leave time. I1Leavef1 time
is utilized.
5430 Capability to allow up to 50 STANDARD
5440 Capability to provide accrual STANDARD
accrual codes for system.
tables for verifying time, rate
and maximum accrual based on
adjusted anniversary date of
employee.
, 5460 Capability to allow multiple . STANDARD Currently our
checks to be written to an system prints
employee during a pay period. one check per
employee per
pay period. A
second (or
multiple) pay
period (s 1
matching the
dates of the
first could be
defined which
would cause
another check to print.
I)
5470 Capability to calculate and STANDARD
5475 Capability of stopping leave STANDARD Yes, in calc
process manual checks.
accruals once employee reaches a code.
maximum allowed based on employee
group and years of service.
payments .
paychecks through the ACH network
via modem and produce a pay stub
for those employees.
into multiple bank accounts.
allowances as taxable income with
5480 Capability to void checks/stop STANDARD
5490 Capability to direct deposit STANDARD
5495 Capability for direct deposits STANDARD
5496 Capability to include car STANDARD
a
Page No. 30
05/25/95 ....................... .......................
Feature/Function Report ....................... ....................... a
Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. -______-____________ _______________
appropriate deductions taken.
to appropriate jobs/projects and
phases and sub-phases as
necessary for cost accounting
purposes.
update the budgetary accounting
system after approval of all
edits by Finance Department.
multiple pay rates based on the
work performed.
the use of vacation days for each
employee based on user-defined
accrual periods and rates.
a user-defined rate per pay
period, month or year worked, up
to a user-defined maximum, and
track its use.
reduce accrued vacation, LTD
leave, holidays, comp time, sick
leave, fitness/wellness leave,
floating holiday, as they are taken.
increase accrued vacation, LTD
leave, holidays, comp time, sick
leave, etc.
the employer’s share of payroll
taxes, in total and by cost
center and account number.
longevity pay at a user-defined
rate for a user-defined period of
time (years of service) up to a
user-defined maximum.
at time and a half or straight
time .
5497 Capability to charge labor hours STANDARD
5500 Capability to automatically STANDARD
5510 Capability to allow entry of STANDARD
5520 Capability to accrue and track STANDARD
5530 Capability to accrue YTD leave of STANDARD e
5540 Capability to automatically STANDARD
5545 Capability to manually reduce or STANDARD
5550 Capability to compute and report STANDARD
5560 Capability to calculate and allow STANDARD
5570 Capability to calculate comp time STANDARD
5580 Capability to allow for tracking STANDARD
e
Page No. 31
05/25/95 ....................... __________--___________
Feature/Function Report ....................... ....................... a
Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... ------_________
of flexible benefit accounts,
with the ability to produce
monthly and annual spending
account statements and interface
with accounts payable.
report on deferred compensation
plans, based on either a flat
dollar rate or a percentage rate.
without leave time.
participation in one or more
deferred comp (Sec. 457) plans to
maximum deduction for calendar
year.
with information on the pay stub.
5581 Capability to record, track and STANDARD
5582 Capability to track absence STANDARD
5583 Capability of linking employee STANDARD
5590 Capability to provide a paycheck STANDARD
5610 Including department number. STANDARD
5620 Including social security number. STANDARD
5630 Including payroll number. STANDARD
5640 Including hours - regular and STANDARD
5645 Including double time. STANDARD
5650 Including pay rate(s) (for hourly STANDARD
5670 Including earnings this period - STANDARD
5680 Including gross pay, this period STANDARD
5690 Including payroll period ending STANDARD
5691 Including total time (in hours) STANDARD
overtime.
worker only).
YTD regular, overtime, other.
and YTD.
date.
worked year-to-date for part-time
employees.
available hours of leave benefits
for both current period and YTD.
federal withholding, FICA, state
withholding, deferred
compensation, Medicare, public
employees retirement system
(PERS) current period & YTD.
5692 Including earned, used and STANDARD
5700 Including government deductions - STANDARD
5710 Including insurance and all other STANDARD
a
Page No. 32
05/25/95 __--___________________ -___-___----------__--_
Feature/Function Report __---__--_---_-----____ ---____________________
Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. ------______________ _______________
deductions - hospital, life, Sec.
457 of the plan, other and
miscellaneous for the current
period and YTD.
and YTD) .
employees.
with information printed on the
paycheck.
5720 Including net pay (current period STANDARD
5730 Including a message to all STANDARD
5900 Capability to print a paycheck STANDARD
5905 Including name STANDARD
5910 Including address, city, state STANDARD
5930 Including cheqk number. STANDARD
5940 Including net pay amount STANDARD
5980 Including payroll check date. STANDARD
6000 Capability to input hours on a STANDARD 0 6010 Capability to process backpay, STANDARD
and zip code.
(protected) .
daily basis.
retroactively and more than once
per year.
in class when paying backpay.
for all changes made to an
employee master file record.
individual departments to input
their own personnel's weekly
payroll information, with the
appropriate security for access
to pay and personal information.
to G/L all city-paid benefits by
cost center and account number.
benefits for positions based on
employee contract/MOU specified.
6070 Capability to accumulate and STANDARD Yes, through
disperse compensatory leave contribution
earned by employee at user-defined rate. assignments.
6030 Capability to adjust for shifts STANDARD
6040 Capability to have audit trail STANDARD
6040 Capability to allow for STANDARD
6050 Capability to automatically post STANDARD
6060 Capability to support variable STANDARD
deduct ion
6080 Capability for pay rates and STANDARD
a
Page No. 33
05/25/95 ....................... .......................
Feature/Function Report ....................... ....................... 0
Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... _-__--_---_-__-
employee status to be updated in
advance with entry of an
effective date.
additional withholdings by amount
or percent for both state and
federal taxes, with state and
federal capable of being
different.
restart procedure for the
reprinting of checks
7010 Capability for a procedure which STANDARD Quick Check,
mimics payroll calculation and to be released allows the operator to calculate this summer.
a single check on screen,
including specified deductions,
for hand typing.
reports.
6090 Capability to facilitate STANDARD
7000 Capability to have a simple STANDARD
9000 Capability to provide standard STANDARD o 9005 Including daily activity report. REPORT WRITER
9010 Including payroll journal. STANDAFiD
9020 Including detail payroll register. STANDAFtD
9030 Including check reconciliation STANDARD
9040 Including fund distribution STANDARD report.
report - current and/or
year-to-date.
report - current and/or
year-to-date with detail of each
employee.
list.
report and tape.
9050 Including department earnings REPORT WRITER
9060 Including direct deposit proof REPORT WRITER
9080 Including state unemployment tax STANDARD
9090 Including union reports. REPORT WRITER
9095 Including C.U., garnishment. REPORT WRITER
9097 Including individual deferred REPORT WRITER
comp administrators report, tape
and telecommunications.
vacation, holiday and annual
leave accrual report.
9100 Including sick leave, comp time, REPORT WRITER
9110 Including deferred comp report, REPORT WRITER
a
Page No. 34
05/25/95 ....................... .......................
Feature/Function Report -----------________---- ....................... a
Feat -
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... -______________
current and year-to-date.
company.
anniversary date.
rate.
employee, summary and detail.
report by job code.
diskette or telecommunications.
DE 6, report and diskette.
9120 Including medical insurance by REPORT WRITER
9230 Including employee list by REPORT WRITER
9240 Including employee list by hourly REPORT WRITER
9245 Including a comp time list by REPORT WRITER
9250 Including annual workers’ comp REPORT WRITER
9260 Including W-2 reporting & STANDARD
9265 Including California DE-3’s and REPORT WRITER
9270 Including payroll history report. REPORT WRITER
9275 Including a benefit report by REPORT WRITER
9290 Including reporting to Public REPORT WRITER
employee or benefit plan.
Employees Retirement System via
diskette or telecommunications.
input prior to update.
General Ledger module.
Cost Accounting module.
automated time and attendance to be bid upon
system. receipt of
9300 Including proof list of payroll STANDARD
9500 Capability to interface with the STANDARD
9510 Capability to interface with the STANDARD
9520 Capability to interface with an MODIFICATION Modification
e
specifications.
9530 Capability to interface to the STANDARD
human resources information system.
e
Page No. 35
05/25/95 _----------_______--___ .......................
Feature/Function Report ....................... ....................... 0
Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. ___-__---___________ _______________
** BUSINESS LICENSES
100 Capability to maintain STANDARD
information for multiple types of
business and other licenses.
110 Including License Number. STANDARD
120 Including License Date. STANDARD
130 Including type of license. (Based STANDARD
on license type code input,
system will default appropriate
license information and
appropriate fees, based on
pre-defined matrix within system).
140 Including Expiration Date. STANDARD
150 Including Amount of License. STANDARD
160 Including Business Name. STANDARD
170 Including Owner Name. STANDARD
180 Including Owner Address. STANDARD
190 Including Owner Telephone. STANDARD @ 200 Including SIC Code. STANDARD
210 Including re-sale number. STANDARD
215 Including audit dates, status and REPORT WRITER
220 Including user-defined fields. STANDARD
230 Including Comments Area. STANDARD
300 Capability to trace STANDARD
amount recovered.
approval/denial of license
application.
property.
calculate permit/license fees
based on table driven parameters.
340 Capability to inquire on either a
business name, license number,
resale number, or other
user-defined fields.
rates or rates based on a factor
(i.e., gross receipts).
statuses of an application (i-e.,
pending, open, closed, renewal,
etc. 1 .
320 Allow multiple licenses per STANDARD
330 Capability to automatically STANDARD
STANDARD
350 Capability to apply either flat STANDARD
360 Capability to track different STANDARD
370 Capability to flag or warn of STANDARD
Page No. 36
05/25/95 ....................... .......................
Feature/Function Report ....................... ....................... 0
Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. --_---____---_______ _______________
incomplete information for
processing of an application.
accept cash receipts, record
against application and print
receipt document.
automatically calculate and apply
all penalty fees for late
renewals based on a user defined
percentage amount and the number
of days late.
of all changes made to license
information.
generate renewal notices, based
on either an anniversary date or
fixed date for all business. @ 420 Capability to track historical STANDARD
gross receipts data for each
business.
430 Capability to code denied STANDARD
business license transactions for
reporting purposes.
business license information for
public access, with security on
information displayed (i.e.,
gross reciepts) .
and report by license type or any
other data characteristic (i.e.,
SIC code, expiration date, tax
paid, etc.) .
report of license billing and of
revenue collected (Detail and
Summary).
reports of open license fee
audits and audit recoveries.
reports giving year-to-year
comparisons.
380 Capability for the system to STANDARD
390 Capability for the system to STANDARD
400 Capability to have an audit trail STANDARD
410 Capability to automatically STANDARD
440 Capability for inquiry of REPORT WRITER
500 Capability for the system to sort REPORT WRITER
510 Capability to generate a monthly REPORT WRITER
520 Capability to generate management REPORT WRITER
530 Capability to generate management REPORT WRITER
0
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Feat.
Numb. Feature Description Vendor Response Vendor Comments _--_- .................................. .................... _______-_-_____
540 Capability to generate REPORT WRITER
statistical trend information
(i.e., gross receipts by zip
code, user-defined code, etc.).
generate delinquency notices for
renewals based on businesses not
responding in a user specified
time period, and track the aging
of these notices.
560 Capability to generate management REPORT WRITER
reports on all applications that
are in a l1pendingI1 status for
appropriate follow up.
central cash receipting system. '
GIs. to be bid upon
550 Capability to automatically STANDARD
600 Capability to interface to a STANDARD
610 Capability to interface with a MODIFICATION Modifications
receipt of
specifications. @ 620 Capability for cash receipts to STANDARD
be interfaced with the general
ledger system.
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Feat. Numb. Feature Description Vendor Response Vendor Comments ----- ______________________------_----- .................... _-_____-__-___-
** CLERKS INDEXING
100 Capability to archive and NOT AVAILABLE
110 Including Council Minutes.
130 Including Committee Meeting
150 Including Public Hearing Notices.
160 Including Commission Meeting
180 Including City Ordinances.
200 Including Resolutions.
500 Capability to search data based
530 Including Phrase.
550 Including Text/Character Str'ing.
570 Including Date(s) .
575 Including Document Identifier.
590 Including Motion/Second.
595 Including File Code Identifier.
users to access the system
simultaneously.
4000 Capability to scan previously
generated hard-copy documents
into the system.
generated hard-copy documents
into the system.
currently stored in one system to
another system.
4100 Capability to access the data
without manually pre-indexing
documents by "key words" .
electronically stored documents
onto CD-ROM disks for long-term
storage and retrieval.
4205 Capability to inquire by multiple
uses and by public access.
retrieve City Clerk information.
Minutes.
Minutes.
on multiple parameters.
0 3990 Capability to allow multiple
4010 Capability to convert previously
4050 Capability to transfer documents
4200 Capability to archive
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- -_-_________________-------------- __-_--______________ _______________
** DOCUMENTATION
5 Capability to have complete set STANDARD
of "user manualsr1 available
on1 ine .
sensitive help screens at menu
items.
context-sensitive help screens
available at the field level for
all fields.
help screen information Acrobat
6 Capability to have context STANDARD
10 Capability to have S TANDARD
15 Capability to add user-defined STANDARD Requires Adobe
software .
2b Capability to provide ST-ARD
documentation related to all
system transactions.
25 Capability to provide Reference
documentation related to all hardware hardware components. response.
comprehensive training manuals is currently
for all application software updated as the
programs. product is
35 Capability to provide STANDARD Documentation 0
enhanced.
36 Capability to provide detailed STANDARD If 'If ile
file structure documentation. structure It
refers to:
1) Documentation
organization
(i.e., table
of contents).
2) System
operated
reports.
37 Capability to provide detailed STANDARD
flowcharts of transaction
processing and file access and
updates.
documentation related to
processing errors including why
they occurred, and procedures for
corrective action.
40 Capability to provide STANDARD
a
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- ____________________-------------- .................... _______________
50 Capability to provide STANDARD
documentation in a lldepartmentalll
approach including all functions
and features related to specific
departments.
documentation in an organized
sequence.
100 Capability to provide all STANDARD
105 Including a Table of Contents STANDARD
110 Including Labeled Section Tabs. STANDARD Through Adobe
111 Including Revision Numbers and STANDARD
160 Including a Page Numbering STANDARD
' 170 Including Overviews. . . STANDARD
180 Including Cross References. STANDARD
190 Including Example Situations. STANDARD
195 Including Illustrations. STANDARD
200 Including a Sample Reports STANDARD
210 Including a Glossary. STANDARD
230 Including an Index. STANDARD
240 Including highlighted Headings STANDARD
500 Capability to provide on-line NOT AVAILABLE
Acrobat.
Dates.
Sequence.
Section. e
and Pertinent Information.
tutorials for all applications.
a
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... -______________
** FIRE - EMERGENCY MEDICAL SERVICES
100 Capability to establish and
maintain patient information
related to Emergency Medical
Services incidents.
110 Including Patient Name.
120 Including Patient Address.
13 0 Including Patient City.
140 Including Patient Date of Birth.
150 Including Age.
160 Including Sex.
170 Including Personal Physician.
171 Including Medicare and Medi-Cal
172 Including private insurance
180 Including Medical History.
185 Including Medical History at
Transport Position.
188 Including Medical History at "On
?uxival" Position.
190 Capability to track 1st and 2nd
times for each action.
200 Including Pulse Rate.
210 Including Blood Pressure.
220 Including Respiration.
230 Capability to track vital signs
240 Including Supine.
250 Including Sitting.
260 Including Pulse.
270 Including Respiration.
280 Including Consciousness.
290 Including Eyes.
300 Including Skin.
310 Including Speech.
320 Capability to track time patient
became unconscious.
330 Capability to track time patient
recovered consciousness.
340 Capability to track pickup
location and run destination.
350 Including Address.
360 Including Attendants Last Names.
numbers.
numbers and name.
@
taken -
(I,
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Numb. Feature Description Vendor Response Vendor Comments ----- ----________________-------------- .................... __________-____
370 Including Time at Each Interval.
380 Including Date.
390 Including Run Outcome.
400 Including Provider ID #.
410 Including Ambulance #.
420 Capability to track suspected
425 Capability to track sites.
430 Capability to track
440 Capability to track
condition.
complaints/symptoms.
treatments/services.
1000 Electronic filing for Medicare.
1005 Electronic filing for Medi-Cal.
1040 Allow for multiple insurance
1050 Ability to download information
1060 Comments portion on invoice.
1070 Generate user written delinquency
6010 Capability to calculate and
billing.
to PC applications.
@ letters.
assess E.M.S. charges and produce
invoice.
6020 Including Patient Name.
6030 Including Date of Birth.
6040 Including Age.
6050 Including Sex.
6060 Including Address.
6070 Including Pick-Up Address.
6080 Including Receiving Hospital.
6090 Including Run Number.
6100 Including Date of Run.
6110 Including EMT.
6120 Capability to identify individual
6130 Including Ambulance Call Rate.
6140 Including Out of City Logged
6150 Including Number of Miles.
6160 Including Oxygen.
6170 Including Cervical Collar.
6180 Including Heart Monitor.
6190 Capability to identify reason
item(s) used.
Miles.
patient was transported including
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a warning if patient is in excess
of 62 years of age to indicate
additional detailed information
is required.
7000 Generate aged accounts detail &
summary.
7010 Ability for system to indicate
status of account (user-defined)
(i . e. , billed, delinquent,
collection, paid etc.) .
invoice number.
amounts invoiced, paid, written
off, refunded, ending balance.
7020 On-line inquiry by name, address,
7030 Monthly summaries detailing
0
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... ---------------
** FLEET MANAGEMENT
100 Capability to maintain Vehicle
Master Data.
105 Including vehicle unit
identification number.
110 Including automated fuel
dispensing identification number.
120 Including vehicle make.
130 Including vehicle year.
140 Including body style.
150 Including serial number.
160 Including engine type.
170 Including engine name.
180 Including engine size (CID or
200 Including fuel capacity (gallons).
205 Including fuel type (regular,
210 Including engine serial number.
220 Including transmission type.
230 Including number of speeds
240 Including transmission serial
250 Including differential type.
260 Including differential serial
270 Including purchased from.
280 Including purchase price.
290 Including date acquired.
300 Including departmental charge
code/account number.
310 Including retirement date.
320 Including salvage value.
330 Including comments (free form
340 Including vehicle status
liters).
unleaded).
@
(transmission) .
number.
number.
text).
(in-service, out-of-service,
retired, etc. ) .
350 Including reason for status.
1000 Capability to maintain mechanics
1010 Including employee name.
1020 Including social security number.
personnel information.
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Numb. Feature Description Vendor Response Vendor Comments ----- ____________________-------------- .................... ---------------
1030 Including driver's license state.
1040 Including driver's license number.
1050 Including driver's license
1060 Including driver's license points.
1070 Including hire date.
1080 Including rate of pay.
1090 Including evaluation date.
1110 Including charge rate (rate to
renewal date.
charge for work performed by this
employee).
attended.
1120 Including training schools
1121 Including Skill Level
1122 Including Certifications
2000 Capability to maintain this
information for an unlimited
number of vehicles.
4000 Ability to track vehicle fuel
usage (miles per gallon).
4010 Ability to compute vehicle life
cycle costs to determine when to
retire a vehicle.
0
4020 Ability to track tire usage.
4030 Ability to schedule P/M for
vehicle (by mileage used).
4040 Capability to schedule P/M for
vehicle by time lapsed.
4050 Capability to schedule P/M for
vehicle by hours used.
4060 Ability to report vehicles
scheduled for P/M not serviced.
4070 Ability to produce notification
of scheduled P/M to be sent to
lfowner. It
service other than P/M service.
for repair/service to be
performed .
4100 Capability to track mechanics
performance by work completed.
4110 Capability to use standard costs
for repair or service when
applicable.
4080 Ability to schedule repair or
4090 Capability to schedule mechanics
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Feat.
Numb. Feature Description Vendor Response Vendor Comments -____ .................................. .................... _______________
4120 Capability to compute repair or
service actual costs (parts and
labor) .
4130 Capability to produce repair or
service work order.
4160 Capability to prepare parts
required list for repair or
service.
inventory with description of
vehicle and identify the llowner.ll
4180 Capability to indicate in-service
or out-of-service vehicles with
reason for out-of-service.
retire service vehicles.
4170 Capability to maintain vehicle
4190 Capability to compute the need to
4193 Including Age.
4195 Including Mileage.
4197 Including other reasons.
4200 Capability to identify vehicles @ to be retired from service and
calculate annual replacement
costs.
which require frequent repair.
manufacturer (miles per tire and
averages).
4270 Capability to enter fuel tickets
for fuel not dispensed via the
automated Fuel Dispensing System.
warranty information
(terms/conditions of warranty,
length or warranty, etc.).
4330 Capability to process different
types of P/M.
4340 Capability to identify vehicles
by license tag number
(alphanumeric) .
repair or service to be performed.
costs to actual costs.
4210 Capability to identify vehicles
4220 Capability to report tire life by
4290 Capability to track vehicle
5140 Capability to estimate costs of
5150 Capability to compare estimated
5500 Capability to generate a report
0
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- _-________________________________ ------_--___________ _______________
of preventative maintenance
routines that need to be
performed based on user-defined
dates or vehicle usage parameters.
5515 Capability to provide a history
of a specific vehicle that can be
obtained in summary or detail.
history.
6000 Capability to track vehicle
6010 Including assigned vehicle number.
6020 Including owner department.
6030 Including life of vehicle costs
6040 Including vehicle usage costs
6050 Including maintenance costs for
6060 Capability to produce list of
(total).
(cost per mile).
individual vehicle.
open (not completed) repair or
service work orders.
(completed) repair or service
work orders.
6080 Capability to produce list of
open repair or service work
orders by mechanic.
6090 Capability to product list of
closed repair or service work
orders by mechanic for user
specified data or range of data.
6100 Capability to produce a report of
repair or service work orders by
type of repair or service to
provide work order accountability.
6120 Capability to report vehicle
inventory with description of
vehicle printed by vehicle number.
0 6070 Ability to produce list of closed
6122 Including vehicle type or class.
6124 Including I1owner. It
6130 Capability to produce a report of
vehicles by varying sequence
(vehicle number, llownerll, age,
etc.) .
vehicles out-of-service by
6140 Capability to produce list of
0
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... ---------------
vehicle number or llowner.lT
covered by manufacturer's
warranty.
6160 Capability to print reports in
user specified format, of user
specified data.
6170 Capability to record and track
State inspections.
6180 Capability to report vehicles due
for State inspections.
6190 Capability to record and report
on taxicab inspections required
and performed by the City.
information on vesicles (type of
engine, body style, etc. 1 .
6210 Capability to report contracted
labor.
6220 Capability to report personnel
information.
6500 Capability to generate
user-defined reports based on
user-defined criteria.
general ledger system to charge
lTownerll departments for services
to vehicles.
9000 Capability to interface with the
inventory system.
9100 Capability to interface with an
automated fueling system.
9200 Capability to interface with the
Service Work Order System used
throughout the city.
Fixed Assets System to ensure
vehicle is listed.
payroll system.
human resource system.
6150 Capability to report vehicles not
6200 Capability to report detail
e
8500 Capability to interface with
9300 Capability to interface with the
9400 Capability to interface with the
9500 Capability to interface with the
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Numb. Feature Description Vendor Response Vendor Comments -___- __________________---------------- .................... -__________-___
** HUMAN RESOURCES - APPLICANT TRACKING
10 Capability to maintain applicant STANDARD
20 Including name. STANDARD
30 Including address. STANDARD
35 including sex. STANDARD
40 Including phone. STANDARD
50 Including position. STANDARD
55 Including department. STANDARD
60 Including social security number. STANDARD
70 Including race (EEO Ethnic Code). STANDARD
80 Including veteran status. REPORT WRITER Simple
90 Including handicap status. REPORT WRITER Simple
information.
modification.
modification.
100 Including date of application. STANDARD
110 Including skills/job experience. STANDARD
120 Including education. STANDARD
130 Including professional REPORT WRITER Simple
140 Including test results. REPORT WRITER Simple
150 Including relationship to current REPORT WRITER Simple
certifications. modification.
modification.
a
city employee (s) (nepotism modificaton.
tracking).
open position (newspaper, city modification.
employee, cable announcement).
170 Including status of the REPORT WRITER Simple
application. modification.
REPORT WRITER Simple 180 Including contact dates.
modification.
190 Including interview results. REPORT WRITER Simple
modification.
Simple 200 Including comments. REPORT WRITER
modification.
Simple 210 Including hire date. REPORT WRITER
modification.
220 Including multiple user-defined REPORT WRITER Simple
modification.
160 Including source/notification of REPORT WRITER Simple
fields .
control through an authorized
inventory of positions by
department/division/project and
3000 Capability to support position STANDARD
a
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Numb. Feature Description Vendor Response Vendor Comments ----- -___________________---_-_------_- .................... _______________
job class.
personnel structure including
employee group, association,
bargaining group, etc. - a
minumum of 10 groups, each with
10 subgroups.
3010 Capability to support hierarchial STANDARD
3020 Capability to support heirarchial STANDARD . personnel structure by
classification, with a minumum of
300 classifications.
heirarchial personnel structure
by step level within
classification, with a minimum of
5 steps.
calculations by range and step
specification. @ 3050 Capability to provide an option STANDARD
or flag to prevent over-payment
to positions utilizing
user-defined criteria.
user-defined maximum work hours
authorized for part-time and
full-time positions.
employee salary expenditures with
salary budget on a position by
position basis and a flag when
expenditures exceeds budget at
the time of entry of time card
data.
positions via start and
termination dates.
terminated employees to
facilitate re-hiring of seasonal
employees.
projections by position using the
variables: anniversary date,
classification number and step
3030 Capability to support a STANDARD
3040 Capability to support pay STANDARD
3060 Capability to establish STANDARD
3070 Capability to compare YTD REPORT WRITER
3080 Capability to control seasonal STANDARD
3090 Capability of maintaining data on STANDARD
3100 Capability to have what-if salary REPORT WRITER
0
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. ----------__________ _______________
within classification.
of employees between positions.
job applicants from which modification.
departmental personnel
requisitions are matched against
qualifications.
applicants with open positions modification. based on preliminary interview
and testing by human resources
department.
experience, education, etc. modification.
letters and personally address to information
each applicant. and labels can
3110 Capability to support transfers STANDARD
3130 Capability to maintain a pool of REPORT WRITER Simple
3140 Capability to match qualified REPORT WRITER Intermediate
4000 Capability to rank applicants by REPORT WRITER Simple
4010 Capability to generate standard NOT AVAILABLE Applicant
be downloaded
to a PC based
word processor
system. e
4020 Capability to generate mailing STANDARD
labels using a variety of
criteria.
applying for multiple positions.
history.
based on date of application.
reporting (EEOC) .
applications received during a posting
user defined period by user
defined criteria.
of qualified applicants for
referral to the requisitioning
department for further
interviewing.
personnel/payroll.
4030 Capability to track individuals STANDARD
4040 Capability to maintain applicant STANDARD
4050 Capability to purge applications STANDAFUI
7000 Capability to support government REPORT WRITER
7010 Capability to report on STANDARD Applicant data
required.
7020 Capability to generate a listing STANDARD
9000 Capability to interface with STANDARD
9010 Capability to fill a position, STANDARLI
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ---__ .................................. .................... _______________
with all the pertinent data from
the applicant file automatically
updating the personnel and
payroll systems.
0
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Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... ------__---____
** HUMAN RESOURCES - PERSONNEL
10 Capability to maintain employee STANDARD
20 Including employee number. STANDARD
30 Including employee name. STANDARD
40 Including employee birthdate. STANDARD
50 Including employee address. STANDARD
60 Including sex. STANDARD
70 Including social security number. STANDARD
80 Including driver's license number. STANDARD
90 Including marital status. STANDARD
100 Including race/ethnic background. STANDARD
110 Including supervisor title. STANDARD
120 Including bargaining group. STANDARD
130 Including title. STANDARD
140 Including classification (Class STANDARD
150 Including comparable worth data. STANDARD
170 Including emergency contact. STANDARD Simple
190 Including EEO category. STANDARD Simple
200 Including workers comp code. STANDARD Simple
205 Including position control number. STANDARD Simple
210 Including salary data (current STANDARD Simple
information.
Code).
modification.
modification.
modification.
modification.
salary, position, salary range modification.
and step).
plan. modification.
life insurance, health insurance, modification.
spending accounts, dependent care.
e
220 Including deferred compensation STANDARD Simple
230 Including medical by company - STANDARD Simple
240 Including performance data. STANDARD Simple
250 Including pay adjustments. STANDARD Simple
260 Including review date. STANDARD Simple
270 Including evaluation history and STANDARD Simple
275 Including evaluation dates. STANDARD
280 Including project performance. STANDARD
modification.
modification.
modification.
text. modification.
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Feat.
Numb. Feature Description Vendor Response Vendor Comments -__-_ .................................. .................... _______________
290 Including number of years STANDARD
employed and seasons employed for
seasonal employees.
effective date, date returned,
paid or unpaid.
(dates, cost, preventable, or
non-preventable, etc. 1 .
(dates, description, work days modification.
lost, preventable or non-preventable , etc .I .
physical exam. modification.
modification.
modification.
user-defined.
300 Including leave of absence STANDARD
310 Including vehicle accidents STANDARD
320 Including personal injuries STANDARD Simple
330 Including date of last periodic STANDARD Simple
340 Including training history. STANDARD Simple
350 Including discipline history. STANDAFiD Simple
@ 355 Including user-def ined fields. STANDARD All fields are
360 Capability to allow authorized STANDARD
users to add fields of
information to the employee
personnel database.
information.
(multiple) information for each
employee.
hire date and an adjusted date
(to allow for credit of prior
services or leave of absence),
either of which can be the basis
for benefit accruals.
minimum of 15 benefits per
employee.
benefit plan and have the system
automatically update all
approriate employee records.
users (non-personnel) to
390 Capability to track dependent STANDARD
410 Capability to track beneficiary STANDARD
420 Capability to have an original STANDARD
430 Capability to assign and track a STANDARD
440 Capability to make changes to a STANDARD
4000 Capability to allow authorized STANDARD
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... _---_-_-----__-
read-only specified data with
security on specified fields
(i.e., salary, personal data,
etc. 1 .
pay range, step and deduction
codes from previous payroll but
clear hours entered.
dates of employee qualification
certificate and licenses.
all history of employee salary
changes.
all history of employee position
changes and performance reviews.
5220 Capability for the system to flag MODIFICATION Estimate four
from and adjust accrual rate for (4) days.
vacation or other benefits based
on seniority date. Upon
approval, system to make
adustment automatically.
for individual employees, while (2) days.
still keeping them as an active
employee.
matching tax-free benefit plans
(i.e. 401K, deferred compensation
program), with defined maximums.
a variable City contribution
(based on % of gross pay) and a
variable employee contribution
(based on fixed amount less
city's contribution) for each
individual or group of
individuals.
5250 Capability to handle cafeteria STANDARD
plans.
5260 Capability to maintain unlimited STANDARD
(user-controlled) employee
history for all data elements
with on-line ad hoc reporting and
5000 Capability to maintain pay type, STANDARD
5120 Capability to track expiration REPORT WRITER
5200 Capability to record and maintain STANDARD
5210 Capability to record and maintain STANDARD
e
5230 Capability to turn off accruals MODIFICATION Estimate two
5240 Capability to have multiple S TANDARD
5245 Including the capability to have STANDARD
6
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. -_-_-----_---_______ ____-_-____-__-
inquiry capabilities.
define elegibility requirements
for each benefit.
absences (illnesses, doctor
appointments, maternity leave,
medical leave, etc. 1 .
reports.
administration.
5265 Capability to allow the user to STANDARD
5270 Capability to track all employee STANDARD
9000 Capability to generate standard STANDARD
9010 Including compensation REPORT WRITER
9020 Including salary survey data. REPORT WRITER
9025 Including tracking of position REPORT WRITER
9030 Including job evaluation. RbPORT WRITER
9040 Including performance review REPORT WRITER
9050 Including compensation ratio REPORT WRITER @ 9060 Including salary budget control. REPORT WRITER
9070 Including benefit REPORT WRITER
9080 Including future benefit modeling. REPORT WRITER
9090 Including employee profile REPORT WRITER
9100 Including new hires list. REPORT WRITER
9110 Including EEO report by REPORT WRITER
9115 Including anniversary date list. REPORT WRITER
9120 Capability to print labels by REPORT WRITER
9180 Capability to print a list of REPORT WRITER
9200 Capability to print Personnel REPORT WRITER
history.
analysis.
studies.
administration/analysis.
modeling.
classification.
user defined options.
birthdays for each month.
Data Action Reports - listing
changes made to an employee's
personnel file.
benefit summary, by employee,
outlining all current benefits
and costs (employer & employee).
to identify upcoming performance
reviews, by department.
9220 Capability to generate a personal REPORT WRITER
9260 Capability to generate a report REPORT WRITER
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Feat.
Numb. Feature Description Vendor Response Vendor Comments _____ .................................. .................... _______________
9280 Capability to generate turnover REPORT WRITER
9330 Generates annual statement of REPORT WRITER reports, by department.
employee benefits delineating the
benefit amount received for each
benefit type.
whose Cobra eligibility has
expired.
requirements. required to
fully respond
to all PERS
reporting.
9340 Prints a report of employees REPORT WRITER
9350 Performs all PERS reporting REPORT WRITER Report formats
9400 Capabjlity to ipterface with the STANDARD
payroll system (combine employee
database for both systems).
general ledger.
benefits into SS or DB
application for benefit modeling.
9410 Capability to interface with STANDARD
@ 9470 Ability to download current STANDARD
0
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... _______________
** INVENTORY
100 Capability to establish and STANDARD
110 Including Group Code. (For STANDARD
maintain inventory information.
grouping items of similar
characteristics)
130 Including Item Number. STANDARD
140 Including Substitute Item Number. STANDARD
150 Including Description. STANDARD
160 Including Unit of Measure. STANDARD
180 Including Replacement Item Number. STANDARD Same as
200 Including Vendor Number. STANDARD
210 Including Alternate Vendor Number. STANDARD Not restricted
substitute.
to only these
vendors.
250 Including Last Purchase Date. STANDARD
260 Including Last Purchase Cost Per STANDARD 0 300 Including Weighted Average Cost STANDARD
Unit.
Per Unit.
percentage of markup cost). ways to
330 Including Issue Price (Based on STANDARD There are many
establish this.
350 Including Reorder Point. (Minimum) STANDARD
380 Including Reorder Quantity. STANDARD
(Reorder point plus reorder
quantity equals maximum)
(EOQ) . 390 Including ecomonic order quantity STANDARD
400 Including Warehouse Number. STANDARD
410 Including Bin Number. STANDARD
420 Including Quantity on Hand. STANDARD
450 Including Quantity on Order. STANDARD
480 Including Quantity on Back-order. STANDARD
490 Including quantity on reserve. STANDARD
495 Including Work in Process STANDARD If this is €or
Quantity . a manufacture
type system
then no.
Else, same as
quantity on
reserve.
500 Including Vendor Replacement STANDARD In either
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Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... _____----_-____
Number - vendor/product screen or as
text.
510 Including Opening Balance STANDARD
Quantity After Last Physical
Inventory.
550 Including Last Transaction Date. STANDARD
560 Including last purchase order STANDARD
665 Including user-defined fields. STANDARD Limited fields
number.
available.
4000 Capability to maintain separate STANDARD If fund is
warehouse. inventories by Fund. defined as the
4010 Capability to maintain separate STANDARD
4500 Capability to support bar-coding STANDARD By warehouse.
4916 Capability to track warranty STANDARD Specification
inventories by locationrfacility.
of inventory items.
replacement and assign dollar of "warranty
value. rep 1 acement 'I
is necessary
to fully
respond.
a
6000 Capability to track preventative Additional
maintenance data related to preventive
vehicles, copy machines, etc. maintenance specifications
required to
fully respond.
6100 Capability to make location STANDARD
7000 Capability to generate an STANDARD
7500 Capability to generate a stock REPORT WRITER
7510 Capability to generate a REPORT WRITER
transfers.
Inventory Master File Listing.
status report.
suggested order quantity report.
(Based on minimum/maximum
parameters 1 .
inventory list to be used for
entering physical inventory
counts.
7600 Capability to generate a physical REPORT WRITER
7800 Capability to generate receiving REPORT WRITER
a
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Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... _______________
reports.
inventory deviation report.
inventory analysis report to be
used for equipment maintenance
items.
8001 Capability to generate REPORT WRITER Of stock,
year-to-date analysis reports. order and
receiving
information.
7850 Capability to generate physical REPORT WRITER
8000 Capability to generate an REPORT WRITER
8010 Including Quantity Issued. REPORT WRITER
8020 Including Total Dollar Amount of REPORT WRITER
8100 Capability to generate an REPORT WRITER
Issues.
inventory valuation by item
report.
8110 Including Number of Items on Hand. REPORT WRITER
8140 Including Cost - Average. REPORT WRITER
8160 Including Cost - Last Price. REPORT WRITER @ 8190 Including Item Value. REPORT WRITER
9000 Capability to interface to STANDARD
9010 Capability to interface with MODIFICATION Modification
purchasing system.
vehicle/equipment maintenance. to be bid upon
receipt of
specifications.
9020 Capability to interface with the MODIFICATION Due to release
Work Order system. capability in first quarter
of 1996.
9030 Capability to interface with the STANDARD
general ledger.
e
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- ----_________-______----___------- ---------___________ _______________
** PERMITS
10 Capability to maintain data on STANDARD
12 Including Assessors Parcel Number. STANDARD
14 Including contractor code. STANDARD
16 Including type of permit. STANDARD
17 Including inspector name. STANDARD
18 Including permit number. STANDARD
19 Including master permit number. STANDARD
20 Including project number and name. STANDARD
30 Including project/property - STANDARD
33 Including project/property - STANDARD
35 Including project/property’- STANDARD
40 Including project/property - STANDARD
45 Including project/property - lot STANDARD
46 Including date last modified. STANDARD
47 Including application date. STANDARD
48 Including date of approval. STANDARD
49 Including issue date. STANDARD
50 Including status (i.e./ applied, STANDARD
51 Including expiration date. STANDARD
52 Including date finalized. STANDARD
53 Including owner name. STANDARD
54 Including owner address. STANDARD
55 Including owner telephone number. STANDARD
56 Including owner alternate STANDARD
57 Including permit amount. STANDARD
58 Capability to code parcels to MODIFICATION Modification
master plans & to have it track to be bid upon
when a parcel subdivides. receipt of
applications for various permits.
street number.
street name.
suite or unit number.
subdivision.
number. a
issued, withdrawn).
telephone number.
specifications.
60 Capability to maintain applicant STANDARD
65 Including applicant name. STANDARD
70 Including applicant address. STANDARD
75 Including applicant telephone STANDARD
information.
number.
e
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- ____________________-------------- .................... ---____________
80 Including applicant alternate STANDARD
200 Capability to maintain data on STANDARD telephone number.
other parties (min 5 other)
associated with the application
of the permit.
201 Including name. STANDARD
202 Including address STANDARD
203 Including telephone number. STANDARD
204 Including alternate phone number. STANDARD
205 Including relationship to main STANDARD
206 Capability for a computer STANDARD
207 Capability to a user-defined STANDARD
208 Capability for on-line STANDARD
appl i can t
generated permit number.
permit number.
departmental approvals of the
permit. @ 209 Including date approved. STANDARD
210 Including approval type. STANDARD
211 Including approved by. STANDm
212 Including remarks. STANDARD
300 Capability to maintain a STANDARD
contractor master file for
contractors who obtain permits
from the city and may be licensed
by the city.
305 Including contractor name. STANDARD
345 Including city license number. STANDARD
400 Capability to maintain building STANDARD
410 Including type of building STANDARD
420 Including number of stories. STANDARD
440 Including estimated valuation. STANDARD
445 Including any special conditions. STANDARD
460 Including exterior wall. STANDARD
470 Including use of property. STANDARD
510 Including occupancy type. STANDARD
520 Including construction type. STANDARD
530 Including number of rooms. STANDARD
540 Including number of buildings. STANDARD
550 Including number of units per STANDARD
permit data.
(commercial, residential) .
building.
e
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Numb. Feature Description Vendor Response Vendor Comments ----- ____________________--_-___-__---- --_--_-_____-_______ _______________
600 Capability to establish and STANDARD
605 Including new. STANDARD
610 Including addition. STANDARD
620 Including remodel. STANDARD
630 Including repairs. STANDARD
631 Including reroof. STANDARD
650 Including moving. STANDARD
660 Including demolition. STANDARD
665 Including user defined fields. STANDARD
700 Capability to establish and STANDARD
maintain type of work.
maintain type of
structure/dwelling.
dwelling.
dwelling.
705 Including attached single family STANDARD
708 Including detached singie family ' STANDARD
720 Including multi-family 2-4 units. STANDARD
725 Including multi-family 5+ units. STANDARD
730 Including condominiums. STANDARD
735 Including non-residential units. STANDARD
740 Including rental apartments. STANDARD
749 Capability to track additions to STANDARD
750 Including type (i.e., garage, STANDARD
770 Including swimming pool. STANDARD
780 Including size (square feet). STANDARD
865 Capability for a user defined and STANDARD
'
e
a structure or dwelling.
patio, basement) .
maintained matrix of information
for each permit type (i.e.,
plumbing, electrical,
water/sewer, mechanical, signage,
grading, zoning, etc.)
required.
issued.
sedimentation plans as submitted.
sedimentation plans as approved.
multiple entries per permit based
on various inspection phases.
870 Including development permit if STANDARD
875 Including development permit STANDARD
880 Including erosion and STANDARD
885 Including erosion and STANDARD
3180 Capability to accommodate STANDARD
0
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Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... ------__-__-_-_
3185 Including person sent to. STANDARD
3200 Including permit filed (if STANDARD
3230 Including date sent. STANDARD
3240 Including action. STANDARD
3250 Including action date. STANDARD
3280 Including date last modified. STANDARD
3290 Including date last inspected. STANDARD
3300 Including first line of remarks. STANDARD
3310 Including second line of remarks. STANDARD
3340 Including type of inspections. STANDARD
3360 Including inspector name. STANDARD
3365 Including special instructions. STANDARD
3400 Capability to maintain a master STANDARD
3410 Including distinct system STANDARD
3420 Including street name. STANDARD
3430 Including street type (i.e., STANDARD
public, private, future, ect . ) . o 3440 Capability to maintain STANDARD
supplemental data file (a sub
file of the master file) on the
City streets.
tracking number.
required).
file of city streets. .
tracking number.
3450 Including distinct system STAND-
3460 Including from and to streets. STANDARD
3470 Including from and to blocks. STANDARD
3480 Including quadrant. STANDARD
3490 Including length. STANDARD
3500 Including project name. STANDARD
3510 Including capability to verify STANDARD
street agianst master file street
upon input.
file of geographical data for
parcels.
addresses against a parcel.
parcels against an address.
description.
3520 Capability to maintain a master STANDARD
3530 Capability to maintain multiple STANDARD
3540 Capability to maintain multiple STANDARD
3550 Including general plan STANDARD
3560 Including street number. STANDARD
3570 Including street name. STANDW
e
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Numb. Feature Description Vendor Response Vendor Comments ----- --__________________---------_---- .................... --_____________
3580 Including parcel number. STANDARD
3590 Including zip code. STANDARD
3600 Including a redevelopment code. STANDARD
3610 Including zoning information. STANDARD
3620 Including Fire Service area code. STANDARD
3630 Including Water District code. STANDARD
3640 Including Sewer District code. STANDARD
3650 Including School District code. STANDARD
3660 Including Coastal zone (Y/N). STANDARD
3670 Including Park District code. STANDARD
3680 Including Census Tract. STANDARD
3690 Including Thomas Brothers STANDARD
3700 Including Drainage District. STANDARD
3710 Including Bridge & Through (Y/N). STANDARD
3720 Including Redevelopment Area code. STANDh
3730 Including Supervisorial District STANDARD
3740 Including Hazardous Materials STANDARD @ 3750 Including multiple user-defined STANDARD
4000 Provide a user-maintainable table STANDARD
location ID.
code.
(Y/N).
fields .
for permit lookups containing:
Permit type - code, permit
description, permit cost.
separate person to review
application data, update the
record as needed and authorize
issuance of permit (i.e., change
status to ready to be issued.).
onto blank stock, so all permits
are printed on the same printer.
change permit status to "issued" to be bid upon
concurrent with printing of the permit. specifications.
4180 Provide the capability for STANDARD
4190 Produce permits (upon request) STANDARD
4230 Capability to automatically MODIFICATION Modification
receipt of
4240 Capability to reprint permit. STAND-
4250 Capability to allow permit to be STANDARD
withdrawn, cancelled, revoked,
etc.
years of final permits data
4310 Capability to maintain (10) ten ASSOCIATED PACKAGE Hardware configuration
0
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----_ --___________________-_---_____--_ _--_-______-__-_____ _______________
on-line. dependent on
associated
vendor.
5000 Capability to provide a method STANDARD
for entering inspection
information (data obtained by
building inspectors.
status to "final" after all
required inspection data is
entered.
permits and current status of
each.
6350 Capability to provide combination
of several properties into a
single property.
tape that can be sent to the
county to update data files
(based on property data, values,
etc. 1 .
6420 Capability to enter cash receipt STANDARD
and account distribution data.
6430 Capability to create a cash STANDARD
receipt at time of cash receipt
application.
information on all permits for a
particular property, then drill
down on detail of a particular
permit.
all aspects of planchecks
including: Project Number,
Drawing & Refs, Project name,
Project Engineer, Activity
Status, Date In, Date Out, # of
Drawings and # of Sheets.
5080 Capability to change permit STANDARD
5190 Capability to display a list of STANDARD
STANDARD
6410 Capability to prepare magnetic STANDARD
0
6440 Capability to see summary STANDN
6460 Capability to process and track STANDARD
6465 Including multiple entries. STANDARD
6470 Capability to limit read write STANDARD
access based upon users defined
criteria.
projects to master permit number.
' 6480 Capability to link multiple STANDARD
a
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. ------______________ _______________
6490 Provide automatic expiration of STANDARD
permits within user defined time
frame .
6500 Capability to update master file ASSOCIATED PACKAGE HP3000
data fields (defined by the user) migration.
from external sources (i-e., Custom
county assesor, magnetic tape or conversion.
cd-rom) .
parcels against an application.
labels for properties.
6510 Capability to associate multiple STANDARD
6830 Capability to produce mailing STANDARD
6832 Including all properties. STANDARD
6843 Including range of properties. STANDARD
6843, Including individually selected STqARD
7000 Capability to produce a list of STANDARD
properties.
all permits or specified types of
permits issued between
user-defined dates.
related reports based on
user-defined criteria (e.g.,
amount of land in city by land
use code).
all permits with a user-specified
status with a permit application
date on or before a
user-specified date.
permits - where no activity has
occurred within selected dates.
summary: a summary report of all
permits issued within a
user-specified date range that
shows the number, fees, and
valuation of permits by type.
7005 Capability to design property REPORT WRITER e
7010 Capability to produce a list of STANDARD
7020 Capability to produce an aging of STANDARD
7050 Capability to produce an activity STANDARD
7062 Including current month. STANDARD
7064 Including year-to-date. STANDARD
7065 Including this month last year. STANDARD
7066 Including last year-to-date. STANDARD
9020 Capability to be interfaced with STANDARD Batch
a central cash receipting system. interface.
a
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Feat. Numb. Feature Description Vendor Response Vendor Comments _____ ____________________--__---_--__-- .................... _______________
9030 Capability to interface with the Need more
9040 Capability to interface with the Need more
9050 Capability to interface with the NOT AVAILABLE
Utility Billing module. information.
Business License module. information.
Cost Accounting module for
collection of all labor and
material costs associated with a
particular permit.
GIS system.
special assessments system. information
9060 Capability to interface to the STANDARD
9070 Capability to interface with the Additional
necessary for
response. ' 9075 Including special fees- associated
with CFD (Communities Facility
District) . e
0
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... _______________
** PROJECT/PROGRAM COST ACCOUNTING
maintain project/program file
information.
( alpha - numer i c )
10 Capability to establish and STANDARD
20 Including Project Number. STANDARD
30 Including Project Description. STANDARD
40 Including Project Manager. STANDARD
45 Including project budget. STANDARD
50 Including Month-to-Date costs. STANDARD
60 Including Year-to-Date Costs. STANDARD
70 Including Project-to-Date Costs. STANDARD
80 Including Project Termination STANDARD
90 Including Project type code STANDARD
Date.
(i . e. , capital budget, internal
project) .
specific grant.
address
100 Including tying project to STANDARD ' 101 Including contractor name and STANDARD
102 Including original start date. STANDARD
103 Including original completion STANDARD
104 Including revised completion date. STANDARD
105 Including original contract STANDARD
110 Capability to have flexible STANDAFD
date.
amount.
phase, sub-phase and cost type
definitions.
within projects.
list coding breakdown. list in order
120 Capability to have sub-projects STANDARD
130 Capability to use CalTrans bid MODIFICATION Please provide
to allow
fully respond.
BI-TECH to
140 Capability to set up standard STANDARD
jobs and copy cost structure to
new jobs .
the lowest cost level.
standard labor cost rates against
150 Capability to budget a project to STANDARD
160 Capability to use actual or STANDARD
a
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... _______________
a project.
phases to allow/disallow costs
against them.
and turn it into a project budget. necessary,
170 Capability to open and close STANDARD
171 Capability to create an estimate MODIFICATION Will bid ,if
upon receipt of
specifications.
172 Capability to track revenue STANDARD
173 Capability to setup default STANDARD
against a particular project.
general ledger accounts for
project cost type charges to be
used by payroll, purchasing and
accounts payable.
complete based on costs incurred
to estimated costs.
to the pro j ect .
collect costs in different units
of measure.
revenue sources (minimum of 10)
within a single project.
rates by department/division
and detailed cost reports at
different levels of the project,
phase, sub-phase or cost type
(monthly and project to date).
transaction listings by cost
type, by job, by phase or by
sub-phase.
Payroll module.
Accounts Payable module.
Purchasing module (to track
committed costs against a
174 Capability to calculate a percent REPORT WRITER
175 Capability to track change orders STANDARD
176 Capability to estimate and STANDARD
0
177 Capability to track multiple STANDARD
178 Ability to maintain overhead STANDARD
230 Capability to generate summary STANDARD
240 Capability to generate detail STANDARD
400 Capability to interface with the STANDARD
410 Capability to interface with the STANDARD
420 Capability to interface with the STANDARD
0
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project) .
430 Capability to interface with the NOT AVAILABLE Projected for
Work Order module. release in
first quarter
of 1996.
a
rn
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Numb. Feature Description Vendor Response Vendor Comments -_-_- -_________________________________ -____-_-____---_____ _______________
** PURCHASING & ENCUMBRANCE
.IO00 Capability to establish and STANDARD
maintain purchase order file
information.
(Department/Division) .
Requistion Numbers.
1104 Including Agency ID Number STANDARD
1107 Including Multiple Agency STANDARD
1110 Including Purchase Order Number. STANDARD
1115 Including Purchase Order Amount. STANDARD
1120 Including Vendor Number. STANDARD
1140 Including Vendor Invoice Number. STANDARD
1150 Including Project Number. STANDARD
1160 Including Description. STANDARD,
1170 Including Original Encumbrance STANDARD
1185 Including Account Numbers. STANDARD
1190 Including Last Receipt Date. STANDARD
1200 Including Last Payment Date. STANDARD
1210 Including Status. STANDARD
1215 Including Outstanding Purchase STANDARD
1230 Including Confirmed Order STANDARD Confirm field
Date.
Order Amount.
Flag/Field. in PO or event
code or
required code.
1240 Including Buyer ID Number. STANDARD
1250 Including Approval Person. STANDARD
1260 Including Confirmation Date. STANDARD Text
1265 Including Line Item Dollars (Unit STANDARD
1270 Including Delivery Due Date STANDARD
& Extension).
(Estimated at time of purchase
order).
Amount.
Addressess . (Minimum 5)
1271 Including Total Purchase Order STANDARD
1275 Including Multiple Ship To STANDARD
1280 Including Vendor Part Number. STANDARD
1290 Including Vendor Part Description. STANDARD
1295 Including Amount Paid-to-Date. STANDARD
1300 Including FOB. STANDARD
1310 Including Payment Terms. STANDARD Text or
discount.
(.
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Numb. Feature Description Vendor Response Vendor Comments ----- ____________________-------------- .................... ---------------
1325 Including Encumbered Amount. STANDARD
1330 Including Encumbered Amount - By STANDARD
1335 Including Encumbered Amount - In STANDARD
1340 Capability to handle STANDARD
Account.
Total for Purchase Order.
international addresses in the
Vendor Master file.
commodity group interest and
generate reports and mailing
labels as required to establish
bidder’s list.
bidder respon,se information from
solicitations.
with text to produce
solicitations.
codes to bidder and vendor list
files (minimum of 25 commodity
codes per vendor).
entry and editing of purchase
order transactions.
assign purchase order number.
inventory and non-inventory items.
Ledger account numbers at time of
entry -
shipping invoices to one purchase
order until purchase order is
completely satisfied.
order discount as an individual individual.
line item. Can calculate
2010 Capability to sort vendors by STANDARD Vendor/Product
2020 Capability to automatically file NOT AVAILABLE
2030 Capability to merge bidders list NOT AVAILABLE
0 2110 Capability to apply commodity STANDARD Vendor/Product
4000 Capability to perform on-line STANDARD
4105 Capability to automatically STANDARD
4110 Capability to purchase both STANDARD
4115 Capability to validate General STANDARD
4131 Capability to tie multiple STANDARD
4200 Capability to calculate total STANDARD Not
on entire
order and
spread to
items.
4210 Capability to allow for trade-ins STANDARD Negative line
8
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Numb. Feature Description Vendor Response Vendor Comments ----- _-_----___________________________ ----_-_---__________ _______________
and credits as an individual line items.
item.
purchase orders into a new year.
National Institute of or loading of
Governmental Purchasing (NIGP) data required
Commodity/Service Code System for
the coding and tracking of
purchased goods and services.
order types (i .e. , standard,
blanket, recurring, etc. ) for
tracking and reporting.
4380 Capability to enter a new vendor STANDARD . No approval
on the fly when creating a security on
requisition or purchase order.
For the requisition, this would
be a temporary setup with
confirmation and approval of the
vendor controlled by security.
vendor name" for secondary lookup
purposes.
account numbers to be referenced
on each purchase order.
item to be charged to a different
project, phase or sub-phase, for
project cost accounting purposes.
ship date for each line item on
the requisition or purchase order.
automatically calculate the
appropriate tax for each line
item on the requisition or
purchase order for those items
that are taxable.
(with a tickler report) of
"renewable" type of purchase
orders (i-e., blankets, long-term
contracts, etc. ) .
4350 Capability to carry forward STANDARD
4360 Capability to utilize the REPORT WRITER Client entry
by client.
4370 Capability to classify purchase STANDARD PO type.
vendor setup.
4390 Capability to have a "short STANDARD
0
4400 Capability to allow for multiple STANDARD
4410 Capability to allow for each line STANDARD
4420 Capability to have a different STANDm Included in
item text.
4430 Capability for the system to STANDARD
4440 Capability to track renewals REPORT WRITER
t
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Feature/Function Report ....................... ....................... 0
Feat.
Numb. Feature Description Vendor Response Vendor Comments __-_- --__________________-___------___- _-_-________________ _______________
4450 Capability to have extensive STANDARD
comment lines for a requisition
or purchase order, at both the
header and line item levels.
status of requisitions (i-e.,
approved, not-approved w/reason,
purchase order mailed, etc.).
all change orders to purchase
orders, keeping original purchase
order intact.
check the requisition against
existing encumbrances to see if
it will exceed budget and warn
the user if it will exceed.
Ability for the user to override
this warning with the appropriate
security.
report that displays detail
purchase order information on:
receipts, payments, invoices
received but not paid, open
amounts, etc.
requisition into a purchase
order, eliminating re-keying
information.
purchase orders.
one expenditure account per
purchase order.
liquidate (in full) all
encumbrance when purchase order
is paid in full.
inquiries, on-line.
4460 Capability to track and report on REPORT WRITER
4470 Capability to process and track STANDARD
4480 Capability for the system to STANDARD
4490 Capability for an inquiry and/or REPORT WRITER e
4491 Capability to turn an approved STANDARD
4492 Capability to track all closed STANDARD
4500 Capability to encumber more than STANDARD
4510 Capability to automatically STANDARD
4550 Capability to perform encumbrance REPORT WRITER
4560 By Vendor. REPORT WRITER
4570 By Purchase Order. REPORT WRITER
4580 By Account Number. REPORT WRITER
4600 By Agency (Department/Division). REPORT WRITER
m
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- ____________________----_-_------- .................... ______-________
4610 By Month. REPORT WRITER
4655 Capability to disencumber an STANDARD
5500 Capability to provide blanket STANDARD
5510 Including Blanket Release Dates. STANDARD PO’S created
5520 Including Blanket Release Numbers. STANDARD PO’s created
5530 Including Blanket Quantities. STANDARD PO’s created
5540 Paperless purchase requisition to STANDARD
outstanding purchase order.
purchase order control.
from blanket.
from blanket.
from blanket.
purchase order creation with
secure method of managerial
approval for requisitions.
vendors, inc. number of PO‘S and
dollar amount of PO‘S.
databse using any field, (i-e.,
address, zip code, etc.) .
invoices over purchase order
amount unless within stated
parameters. Parameters to be
changeable by authorized
individuals.
invoices against purchase orders
unless items have been received.
catalogs of goods and services authorized for purchase. by client
5550 Capability to track MBE, DBE, WBE REPORT WRITER
5560 Capability to search vendor REPORT WRITER
5570 Capability to prohibit payment of STANDARD e
5580 Capability to prohibit payment of STANDARD
5590 Ability to create on-line MODIFICATION Catalog item
entry is done
site.
Modification
bid amount to
be given after
receipt of
specifications.
5600 Capability to generate look-up STANDARD If in Person
tables to make available relevant Entity
vendor information at the time of database.
purchase order creation (vendor
addresses, contract numbers,
special shipping requirements,
0
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etc.) .
and inspection process, including to be bid upon
delivery date, quantity received, receipt of
items damaged. specifications.
unlock/lock (for blanket orders) as an
and close POs on certain dates. I' automatic I'
5610 Capability to automate receiving MODIFICATION Modification
5620 Capability to automatically NOT AVAILABLE Not available
feature .
5630 Capability to issue unencumbered STANDARD
5640 Capability to evaluate vendor REPORT WRITER
5650 Including Fill Rate. REPORT WRITER
5660 Including Complaints. REPORT WRITER
REPORT WRITER
5680 Including Total Dollars. REPORT WRITER
5690 Including Number of Commodities REPORT WRITER
5700 Including Comparison to Other REPORT WRITER
5710 Including Performance by REPORT WRITER
5720 Capability to evaluate vendor REPORT WRITER
5730 Including Lead Time. REPORT WRITER
5740 Including Delivery Response. REPORT WRITER
5750 Including Bid/Quotation Response. REPORT WRITER
5760 Including Salesperson Call REPORT WRITER
5770 Including Competitiveness. REPORT WRITER
5780 Capability to maintain history of REPORT WRITER
purchase orders.
performance.
' 5670 Including Number of Purchase
Orders.
Available.
Vendors.
Commodity.
responsiveness.
Frequency.
vendor performance and
responsiveness for the last five
(5) years.
5790 Including Vendor Name. STANDARD
5800 Including Vendor Address. STANDARD
5810 Including Vendor Phone Number. STANDARD
5820 Including Total Dollars. STANDARD
5830 Including Number of Purchase STANDARD
5840 Including Purchase Order Types. STANDARD
6000 Capability to print individual STANDARD
Orders.
purchase orders.
0
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... _______________
6160 Capability to print a range of STANDARD
6190 Capability to reprint purchase STANDARD
purchase orders.
orders w/ ability to track
duplicate printing or indicating
llDuplicatell on additional copies.
purchase order reports in summary
or detail based on user-defined
preference.
of outstanding purchase
requisition by vendor.
order report of current and prior
year.
7080 Capability to generate all STANDARD
7090 Capability to generate a report REPORT WRITER
7100 Capability to generate a purchase REPORT WRITER
7110 By Agency/Department/Division. REPORT WRITER
7120 By Vendor. REPORT WRITER
7140 By Purchase Order Number. REPORT WRITER @ 7160 By All or Selected Agencies. REPORT WRITER
7800 Capability to generate a report STANDARD
8010 Capability to generate an open REPORT WRITER
of purchase order requistions.
encumbrance report that can be
listed in account number sequence.
encumbrance report that lists the
current status of all outstanding
encumbrances.
encumbrance report in purchase
order sequence.
encumbrance report that prints
warning messages if encumbrance
is out-of-balance with the
encumbrance account within the
general ledger.
encumbrance report by agency
(department/division) .
encumbrance liquidation register.
Original Encumbered Amount.
8015 Capability to generate an open REPORT WRITER
8020 Capability to generate an open REPORT WRITER
8040 Capability to generate an open REPORT WRITER
8050 Capability to generate an open REPORT WRITER
8100 Capability to generate an REPORT WRITER
8200 Identifying Payments Over STANDARD
0
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Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... _______________
8230 Identifying Encumbrance Over STANDARD
8260 Identifying Final Payment Less STANDARD
9000 Capability to Interface with STANDARD
9005 Including General Ledger. STANDARD
9010 Including Accounts Payable. STANDARD
9020 Including Inventory. STANDARD
9050 Including Work Order System. NOT AVAILABLE Avai lab1 e
Original Budget.
Than Encumbered Amount.
multiple applications.
first quarter
of 1996.
9080 Including Fixed Assets. STANDARD
9200 Capability to establish an NOT AVAILABLE Could be
on-line interface with office developed
supply vendors. providing City
provides
specifications.
9300 Capability to generate purchase STANDARD
orders and automatically create
budget transfer (single or
multiple).
description, etc., from inventory
system.
project cost Accounting module.
9320 Capability to provide item cost, REPORT WRITER
e
9340 Capability to interface with STANDARD
9350 Capability to support EDI. MODIFICATION We estimate
four (4) days.
0
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- -------__________-_____-__-_------ ----________________ _______________
** REQUEST FOR ACTION TRACKING
100 Capability to maintain
information related to requests
for action.
Initiating request for action.
Initiating request for action.
110 Including Name of Person
130 Including Address of Person
140 Including Telephone Number.
145 Including Alternate Telephone
150 Including Complaint Type
160 Including Description of request
180 Including Date Received.
200 Including Time Received.
210 Including Name of City Staff
Number.
(User-Def ined) .
for action.
Person Who Received the request
for action.
230 Including Name of City Staff
Person that was Assigned the
request for action.
e
250 Including Date of Resolution.
280 Including Description of
300 Including Follow-up Date.
310 Including additional location
Resolution.
address if different than initial
address.
400 Capability to record extensive
comments against the
call/complaint by different
personnel.
4000 Capability to track all request
for action reported by the public
or other sources.
4020 Capability for the system to keep
a tickler of open request for
action sorted by assigned
personnel, by type, by geographic
location.
7000 Capability to generate reports of
complaints received based on
a
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Feat. Numb. Feature Description Vendor Response Vendor Comments ----- ____________________-_------------ .................... ______-________
user-defined parameters.
7020 Capability to generate a report
of complaints received during a
user-defined period of time.
7080 Capability to generate a list of
outstanding complaints, by city
staff person that has been
assigned the responsibility of
resolution.
resolution analysis report which
identifies the average number of
days to resolve a complaint.
(detail and summary) by
department on calls/complaints.
information to a word processor
for generation of correspondence.
7100 Capability to generate a
7130 Capability to generate reports
8000 Capability to download
e
a
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. -_---_______________ _______________
** SPECIAL ASSESSMENT
100 Maintain information related to
special assessments.
110 Including Assessor's Parcel
Numbers (APN) .
120 Including Address.
121 Including Owner.
140 Including Legal Description.
150 Including Comment Area (30
160 Including Special Assessment
170 Including Date of Special
180 Including Number of Years Payable.
190 Including Months of Initial Year
200 Including Interest Rate.
210 Including Total Assessment. @ 220 Including Annual Principal.
230 Including Annual Interest.
240 Including Amount Remaining.
250 Including Prepayment Transaction
260 Including Prepayment Date.
280 Including Amount Refunded.
290 Including Assessment Deferred
300 Including First Year Payable.
310 Including Special Assessment Type
characters 1 .
Number.
Assessment:.
(interest).
(Receipt) Number.
Year.
(minimum 30 types).
assessments calculation tables.
1000 Capability to maintain special
1010 Including assessment type.
1020 Including assessment group ID.
1030 Including cost.
1040 Including days until end of year
included in the first year
interest calculation.
2000 Capability to access data from
the permit system to produce
information needed to calculate
special assessments.
2010 Including parcel number.
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. _--_________________ _______________
2020 Including assessment number.
2030 Including owner name and address.
2031 Capability to automatically
calculate annual principal and
interest for each levy and
display on screen with capability
to print.
2040 Capability to automatically
update special assessments with
receipts data from the cash
receipt system after receipts
proof listing has been approved
by appropriate authority.
due (annual principal less amount
received). '
searches based on requests from
other parties.
2062 Including entering the assessor's
parcel number for several parcels
at a time).
2051 Capability to compute new amount
2061 Capability to do assessment
2064 Including legal description.
2066 Including property address.
2070 Including zip code.
2071 Capability to produce a form used
to list data retrieved during an
assessment search (i.e., levy
numbers, type of improvement,
etc. ) .
a
2080 Including legal description.
2090 Including land area and front
footage .
2091 Capability to include data from
the utility billing system on
assessment searches (i.e.,
current billing period, balance
due, etc.) .
a pending levy.
automatic changing of pending
special assessments to levied
assessments (by block or group).
2100 Capability to allow initiation of
2101 Capability to accommodate
2110 Including type of project.
a
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- -_______-__-_______-------------_- .................... _______________
2120 Including total cost.
2130 Including location.
2131 Capability to produce the special
2150 Including parcels of land
2160 Including other data such as
assessment rolls.
affected.
developer name, how distributed,
etc.
2200 Capability to use pending levy
data to calculate levy amounts
per parcel.
2201 Capability to make normal changes
to special assessment by group or
block as Council adopts changes.
2210 Capability to allow changes to
special assessments in a
1'pending11 status.
2220 Capability to automatically
calculate and post annual amount
assessed to the tax roll to
relieve balance due and current
amount remaining on each levy and
track delinquents.
2250 Capability to generate a magnetic
tape for microfiche production.
2260 Capability to set up matrix
schedules for Community Facility
District (CFD) based on parcel
number and developable acres.
billing on an annual basis in a
format acceptable to the county.
posted/relieved to tax roll by
project number.
generate notices and letters
related to specific projects.
5050 Capability to generate a report
of delinquent assessments.
5052 Including by project.
5054 Including fund.
5056 Including owner.
5060 Capability to generate a report
0
2270 Capability to calculate CFD
5030 Capability to list amounts
5040 Capability to automatically
0
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Feat.
Numb. Feature Description Vendor Response Vendor Comments --___ .................................. --_-___--__--____-__ _______________
to the county for lot splits
including necessary
llrecalculated" information.
GIs.
Permit System.
Cash Receipt System.
5110 Capability to interface to the
5120 Capability to interface to the
5130 Capability to interface to the
0
a
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. --_--_______________ _______________
** SYSTEMS - ADMINISTRATION/GENERAL
5 Capability to run batch and STANDARD online programs at the same time
with no degradation of online
response time.
hours/day (non-stop processing).
warning messages when online
terminals or printers at local or
remote locations fail or suffer
problems -
from the system console, local or
remote workstations and printers
that have failed or have problems.
via dial-up modems, remotely log
on as a system operator, and
control operations as if
physically present in the
computer room.
console terminal from a dial-up
modem.
batch and online system status via a system console.
proofing runs prior to posting
any batch file.
assign sequential batch control
numbers for all data received for
batch processing.
batch more than once.
system report of all batches
received and logged along with
their processing status including updates -
of all system jobs via a job
10 Capability to process 24 STANDARD
15 Capability to display alert or STANDARD
16 Capability to restart or reset STANDARD
20 Capability to access the system STANDARD e
22 Capability to function as a STANDARD
25 Capability to monitor and control STANDARD
30 Capability to complete edit or STANDARD
35 Capability to automatically STANDARD
40 Capability to prevent posting a STWARD
45 Capability to display or print a STANI3ARD
50 Capability to automate the input STANDARD
0
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. -____________r______ _______________
scheduling and submission
sub-system in an unattended mode.
that was halted in progress due
to power failure, system
interruption, etc., without
having to totally resubmit and
start over (restart logic
capabilities) .
temporarily halt and then restart
later, i.e., suspend one or
several posts that are
in-progress to post a critical
process, without having to start
any job over.
log of all system activity
(system console log) from any
terminal based on user login ID
and password.
of parameters such as dates in
any jobs submitted by operators
(minimize human intervention).
default values in the system for
jobs that require input of
parameters to run.
ranges in jobs that require an
operator to input date ranges
(i.e., flag a weekly date range
in a job for which an operator
has incorrectly entered a
complete monthly range).
multi-year calendar of business Payroll module.
days, weekends, and holidays in
the system.
business day and have the system
use its internal calendar to
default to the next business day
as opposed to entering the next
55 Capability to restart any job STANDARD
60 Capability to select jobs to STANDARD
65 Capability to display or print a STANDARD
71 Capability to minimize the input STANDARD e
72 Capability to enter and maintain STANDARD
73 Capability to flag suspect date STANDARD
75 Capability to maintain a NOT AVAILABLE Available in
80 Capability to close the current STANDARD
0
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. ___--_______________ _______________
date.
output from the system and
control the spool.
control screen indicating the
names of the recipients of all
system-produced reports.
system printers (at least three)
for standard printing and forms
printing.
laser printers for printing
system reports and Statements.
computers as system workstations (terminal emulation) .
data upload and download of data
from personal computers.
connection of local area networks
(LAN’s) to the main system.
computers on a LAN to function as
a system terminal workstation.
120 Capability to support data upload
and download from personal
computers on a LAN, (i.e.,
download of general ledger data
to spreadsheet software package,
word processing software, etc.) .
system-wide, the amount of
transaction history that is
available for online display, by
billing type with a minimum of
150 days.
billing and transaction history
available for online display
without degrading online
performance.
85 Capability to spool all printed STANDARD
90 Capability to support a menu or REPORT WRITER
95 Capability to support multiple STANDARD
97 Capability to support high-speed STANDARD
100 Capability to use personal STANDARD
105 Capability to provide menu-driven STANDARD
110 Capability to support the STANDARD
e
115 Capability to allow personal STANDARD
205 Capability to control, STANDARD
210 Capability to have unlimited STANDARD
215 Capability to control the purging STANDARD
a
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... ------__-__-__-
of transactions based on the
transaction code and the process
that originated the transaction.
transactions and/or data files
after certain criteria are met
such as posting and backup.
transactions and/or data files
after a fixed amount of time.
hard disk or other media, based
on user defined criteria.
of all changes to any master file.
transactions either to separate
disk or tape to ensure that no
transaction is lost due to any
system or software failure.
transaction is posted twice after dedicated tape
a system restart or job restart backup system.
has been required. RAID or
220 Capability to automatically purge STANDARD
225 Capability to automatically purge STANDARD
300 Capability to archive data to STANDARD
310 Capability to have an audit trail STANDARD
500 Capability to log all SThTDARD
0 505 Capability to ensure that no STANDARD Requires
mirroring
capablities.
510 Capability to run unattended STANDARD
database, masterfile, and
transaction file backups.
sequence of various transactions
and processes.
transactions with future
effective dates.
all backup activity showing
database date , backup date ,
status, etc.
transactions and inquiries
occurring for each workstation
and each operator ID, by date and
time and produce a report of the
statistics.
520 Capability to control the posting STANDARD
530 Capability to process STANDARD
1000 Capability to produce reports of NOT AVAILABLE
1010 Capability to tally the number of NOT AVAILABLE
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Numb. Feature Description Vendor Response Vendor Comments ----- ____________________-------------- .................... ----_----------
1020 Capability to generate NOT AVAILABLE Additional
productivity reports by employee, specifications
indicating number of transactions
completed, accounts opened, etc. respond - required to
a
a
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Numb. Feature Description Vendor Response Vendor Comments ----- _-_-________________-------------- .................... ------_-______-
** SYSTEMS - APPLICATION
5 Capability to edit and verify all STANDARD
10 Capability to test for STANDARD
input data.
completeness (i.e., test for
blanks, zeros, alphanumeric or
numeric field values).
parameters including numeric
values and/or transaction limits
and restrictions.
as many error conditions as
practical, including between
f'ield testing to verify
acceptable relationships.
process of correcting errors
through the use of system and
application utilities and
creating necessary audit trail.
70 Capability to prohibit file
maintenance routines from
changing ANY account balance
fields .
conditions from further
processing.
on output media including a
description of the invalid
condition.
numeric fields.
and unit positions on documents
or transmissions for the IRS.
date on all reports.
controls for pre-numbered specifications
documents. requested in
15 Capability to test for invalid STANDARD
35 Capability to edit each field for STANDARD
60 Capability to facilitate the STANDARD
STANDARD
a
80 Capability to prohibit error STWARD
85 Capability to identify all errors STANDARD
90 Capability to sign-control all STANDARD
95 Capability to zero-suppress cents STANDARD
100 Capability to print the current STANDARD
120 Capability to provide proper STANDARD Additional
order to
respond fully .
a
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Numb. Feature Description Vendor Response Vendor Comments ----- .................................. ------______________ _______________
130 Capability to prohibit zero STANDARD
balance or negative checks from
being printed.
to detect processing failures and in all modules.
prevent updates from occurring
more than once.
to detect processing and updating in all modules.
of the wrong files.
to detect loss or distortion of in all modules.
data during processing.
user-alignment of all preprinted
forms (transaction to select a
forms-alignment print for a check
or receipt, for example).
4111 Capability to process for STANDARD
multiple agencies.
4161 Capability to enter user-defined STANDARD warning conditions that display
on a terminal screen prior to
update.
override conditions that require in all modules.
entry of a supervisory code for
the transaction to proceed.
error-correction transactions
from notices, statements or print
history, but retain for audit and
internal control purposes.
transaction register €or a
specific date based on a
user-defined transaction code.
140 Capability to establish controls STANDARD Not available
150 Capability to establish controls STANDARD Not available
170 Capability to establish controls STANDARD Not available
4110 Capability to assist with STANDARD
4162 Capability to enter user-defined STANDARD Not available
4270 Capability to suppress STANDARD
5500 Capability to recreate STAND-
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** SYSTEMS - CONVERSIONS
10 Capability to electronically STANDARD Limited to
convert existing data files. modules
proposed by
B I - TECH.
100 Including Financial Application STANDARD
120 Including Utility Information. STANDARD Provided by
information.
Harris
Computer
Systems.
200 Including Payroll Information. STANDARD
210 Including vendor information. STANDARD
1000 Capability to electronically STANDARD
1010 Including transactions related to STANDARD
convert transaction information.
Financial applications and
purchasing.
1200 Including transactions related to STANDARD Provided by
Utility information. Harris
Computer
Systems.
a
1300 Including transactions related to STANDARD
Payroll information.
1400 Including transactions related to STANDARD Provided by
permit information. Sierra
Computer
Systems.
1410 Including transactions related to STANDARD
business license information.
@
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Feat -
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. -____---____________ _______________
** SYSTEMS - GENERAL
4000 Capability to specify which STANDARD
printer will print specific
reports.
contents of a specific report on
the terminal, including scrolling €or 132-character wide reports.
processing sessions from one terminal simultaneously.
driven programs maintained by the
end-user .
and multi-tasking applications.
external files, to be accessed
and maintained by the end-user
and minimize the use of program
compilers.
printing.
consistent commands and functions.
4050 Capability to display the STANDARD
4100 Capability to support multiple STANDARD
4110 Capability to support parameter STANDARD
4150 Capability to support multi-user STAND&
4200 Capability to store all tables in STANDARD a
4250 Capability to support background STANDARD
5000 Capability to demonstrate STANDARD
5010 Including Menu Options. STANDARD
5020 Including Logical Sequence of STANDARD
5040 Including Use of Cursor Prompting. STANDARD
5050 Including Display of Detailed STANDARD
5060 Including Help Messages. STANDARD
5100 Including On-line User Guide - By STANDARD Requires Adobe
5110 Including Sufficient Error STANDARD
5140 Including Consistent Date Format STANDARD
5200 Capability to select batch or STANDARD
5300 Capability to support processing STANDARD
5310 Capability to automatically STANDARD
Menu Items.
Operator Instructions.
Field. Acrobat Reader.
Message Explanation.
(MMDDW) .
on-line processing mode by module.
for the year 2000.
default date fields to system
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date.
account numbers upon transaction
entry.
menu options anywhere within the in all modules. system without having to go
through menus.
account numbers and deny usage.
formats/displays at the in all modules. application level.
provided based on user-defined
parameters.
report formats. in all modules.
in all modules.
in all modules.
Descriptions. in all modules.
in all modules.
in all modules.
Numbering. in all modules.
in all modules.
in all modules.
sort-level break. in all modules.
in all modules.
Numerical Fields (i.e., decimal in all modules.
point , comma, sign, etc. ) .
Justification as Appropriate.
5870 Capability to system to validate STANDARD
5880 Capability to access menus or STANDARD Not available
5890 Capability to specify security on STANDARD
6000 Capability to customize screen STANDARD Not available
6010 Capability for reports to be STANDARD
7000 Capability to standardize all STANDARD Not available
7010 Including Organization Name. STANDARD Not available @ 7020 Including Report Title(s) . STANDARD Not available
7040 Including Column Heading STANDARD Not available
7050 Including Processing Date. STANDARD Not available
7090 Including Processing Time. STANDARD Not available
7100 Including Sequential Page STANDARD Not available
7120 Including Report Number. STANDARD Not available
7140 Including Program Number. STANDARD Not available
7200 Including Subtotals after every STANDARD Not available
7250 Including Summary Totals. STANDARD Not available
7300 Including Proper Format of STANDARD Not available
7400 Including Right/Left STANDARD Not available
in all modules.
a
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Numb. Feature Description Vendor Response Vendor Comments ----- .................................. ---_________________ _______________
** SYSTEMS - OPERATING SYSTEM SOFTWARE
10 Capability to provide an STANDARD BI-TECH
application system that is not supports the
dependent on one specific following
hardware manufacturer. operating
environments:
AT&T/NCR (UNIX)
Bull (AIX)
Data General
(DG/UX) HP (HP/UX & HP
MPE)
IBM (AIX)
& Unisys
(SVRS).
20 Capability to develop programs in STANDARD Informix 4GL
4GL. tools and
TRIAD
(application developer)
required.
a
30 Capability to develop application STANDARD
software programs using a
relational database.
utilities to authorized users
only.
analysis software. vendor can
40 Capability to provide system STANDARD
50 Capability to provide performance ASSOCIATED PACKAGE Hardware
supply -
supply *
supply -
60 Capability to provide program ASSOCIATED PACKAGE Hardware
library software. vendor can
70 Capability to provide tape ASSOCIATED PACKAGE Hardware
management software. vendor can
100 Capability to provide software to STANDARD Hardware
perform an organized hardware platform
system shutdown in the event of dependent.
power failure. Standard with
UNIX operating
sys tem.
130 Capability to use comments, STANDARD
notes, etc. within the program
a
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source code to identify the
specific purpose of the code.
narratives explaining each program.
reference tables for: Programs,
Files, and Menus.
signed-on to the same
application, screen and files.
software error messages.
compilers. vendor/third
190 Capability to provide Program STANDARD Informix 4GL
141 Capability to provide program STANDARD
150 Capability to provide cross NOT AVAILABLE
160 Capability to have multiple users STANDARD
170 Capability to change application STANDARD Some.
180 Capability to provide program ASSOCIATED PACKAGE Hardware
party.
Developer’s Tools. toolset
provided by
BI-TECH. @ 200 Including Source Editor. ASSOCIATED PACKAGE Visual Editor.
210 Including Interactive Debugger. STANDARD
220 Including Screen Design Aid. STANDARD Using TRIAD.
230 Including Report Layout Design STANDARD Using TRIAD.
240 Including ILE Languages. Need more
information.
250 Including Forms Generator Package. STANDARD Using TRIAD.
260 Capability to provide a variety STANDARD Using TRIAD.
270 Including File Viewer. STANDARD Using TRIAD.
280 Including File Lister. STANDARD Using TRIAD.
290 Including a System Documentation STANDARD Using TRIAD.
300 Including On-line Hardware NOT AVAILABLE
310 Including On-line Software NOT AVAILABLE
320 Including File Edit/Update STANDARD
500 Capability to provide application STANDARD
Aid.
of Utilities.
package.
Tutorials.
Tutorials.
Utility .
software source code to the
end-user for modifications,
enhancements, and support.
510 Capability to provide procedures STANDARD
0
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related to system recovery in the
event of corrupt files or
database.
550 Capability to use consistent file STANDARD
and field names in all programs.
580 Capability to selectively STANDARD
sign-off inactive users.
600 Capability to account for usage ASSOCIATED PACKAGE Available via
by user and department for Hardware
charging system usage to Vendor.
departments.
sign-on sessions at one terminal.
610 Capability to have multiple STANDARD
e
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** SYSTEMS - REPORT WRITER
1 User-friendly report writer, STANDARD Current 1 y
(i.e., GUI). available for
limited
modules.
5 Capability to establish and STANDARD
easily maintain a data dictionary
related to report writer field
definitions.
operator options.
messages with a description of
corrective actions.
screens and on-line instructions.
data items by name, where the
user does not need to be
concerned with the software
techniques used for storing or
accessing the items in the data
files .
specifications for periodic use.
in summary form or in detail.
statistical data by specifying
control break items.
the data file, based on specific
conditions.
element of a transaction history
file including the type of
transaction and the process that
originated the transaction.
using data from multiple files
simultaneously.
items whose values are derived
from other values in the data
20 Capability to support menu-driven STANDARD
30 Capability to generate error STA?ADARD
40 Capability to support llhelp" ' STANDARD
50 Capability to reference specific STANDARD e
70 Capability to maintain report STANDARD
100 Capability to generate statistics STANDARD
110 Capability to generate group STANDARD
120 Capability to select data from STANDARD
125 Capability to query on any STANDARD
130 Capability to create one query STANDARD
140 Capability to store and recall STANDARD
a
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files .
special report layouts.
special column headings.
field editing (currency, symbol,
commas, decimal places, etc.) on
specific data items.
specification of the output media
(printer, disk or terminal).
report copies automatically (if
report was initially output to
disk).
through a disk-output report on a
terminal.
using llincludell statements.
using llexcludell statements.
using I1andrl statements.
using VI or !I statements.
using llequal to" statements.
using I1less than" statements.
using "greater than" statements.
using I1nottl statements.
"if ..._ then .... else -...I1
within one query.
multiple fields for selection
options from more than one file
related to one query.
multiple values for a specified
field for selection options.
150 Capability to support default or STANDARD
160 Capability to support default or STANDARD
170 Capability to support unique STANDARD
180 Capability to support user STANDARD
190 Capability to generate multiple STANDARD
200 Capability to support scrolling STANDARD
210 Capability to generate reports STANDARD
220 Capability to generate reports STANDARD
230 Capability to generate reports STANDARD
240 Capability to generate reports STANDARD
250 Capability to generate reports STANDARD
260 Capability to generate reports STANDARD
270 Capability to generate reports STANDARD
280 Capability to generate reports STANDARD
285 Capability to use the sequence of STANDARD
e
290 Capability to combine the use of STANDARD
310 Capability to combine the use of STANDARD
a
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Feat. Numb. Feature Description Vendor Response Vendor Comments ----- -___________________------____-_-- _--_-__---___-_-_-_- ________---_-__
320 Capability to support major and STANDARD
330 Capability to support subtotal STANDARD
340 Capability to support a matching STANDARD
minor sort options.
and total options by field.
record option for use with
multiple files within one guery.
arithmetic I! addi t iont1
calculations.
arithmetic "subtractiont1
calculations.
370 Capability to support the use of STANDARD
arithmetic llmul t ip 1 i c at ion I!
calculations.
380 Capability to support the use of STANDARD
arithmetic "division"
calculations.
reports in application system
menus.
350 Capability to support the use of STANDARD
360 Capability to support the use of STANDARD
400 Capability to include saved STAND= e
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. ----------__________ _______________
** SYSTEMS - SECURITY/PASSWORDS
1 Capability to establish two types STAND- System login
of security, system access and requires
application software access and password. IFAS
require two different passwords. login requires
password.
10 Capability to establish controls STANDARD
relating to the identification of
who manages and controls password
changes (the Security
Administrator or the user).
20 Capability to establish password STANDARD Password by security by: User, application, user.
and function within the Application
application (i.e., transaction access by user entry, error corrections, file but not by
maintenance, specific fields, password. updating, reporting, and Application
inquiries) . also by
function
(i.e., only
Payroll &
Accounts
Payable).
0
30 Capability to restrict access to STANDARD User has logon
financial transactions and time
information by time of day and
day of the week, (i-e., restrict
access from performing financial
transactions on weekends).
llabsolutell or lrsuperI1 user to be
used in extreme situations at a
specified terminal.
over certain transactions and all
transactions over certain dollar
amounts, (e-g., require entry of
override codes for account
changes and large dollar
transactions. ) .
consecutive numbers or alpha
characters to be used within one
restrictions.
38 Capability to create an STANDARD
40 Capability to establish control STANDARD
95 Capability to prohibit NOT AVAILABLE
a
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password.
a default menu after proper
sign-on if no menu is specified.
certain transactions by terminal
(e.g., allow only certain
terminals to input general ledger
transactions) .
130 Capability to monitor unused or STANDARD
inactive passwords.
140 Capability to monitor sign-on STANDARD
ID'S with excessive usage.
170 Capability to generate random NOT AVAILABLE
passwords.
190 Capability to establish password S'I'ANDARD This is done
levels based on: File, fields at a user
within files, program, menu, and level or user
library. class level.
the last successful access by the
user and any unsuccessful
intervening access attempts after
each log on.
terminals that a user can be
logged on concurrently.
printing of passwords.
date stamp for all access
attempts.
390 Capability to prohibit logon NOT AVAILABLE The emulation
through the use of programmable software ,
function keys (PF keys) or Reflection,
terminal function keys (F keys). has scripts
that can be
written/edited
to do what
ever the
client desires.
110 Capability to direct the user to STANDARD
120 Capability to prohibit entry of STANDARD
260 Capability to notify the user of STANDARD a
270 Capability to limit the number of STANDARD
340 Capability to prohibit the STANDARD
360 Capability to maintain a time and STANDARD
400 Capability to control access to STANDARD
certain "libraries, II such as
those for: Master and data files, source programs, compilers
e
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and data altering utilities,
general use utilities, object
programs and job control language.
additional, separate,
limited-access "libraries, It for:
generalized software package,
text editors, report generators,
etc. and systems and/or program
documentation. 510 Capability to establish a MODIFICATION Modifications
distribution table to be used for to be bid upon
distributing file maintenance receipt of
reports to the appropriate specifications.
department based on the type,of
maintenance that was performed.
over remote access via telephone
(dial-up and/or leased).
database changes that did not
occur through the application
software .
all masterfile changes to a Informix logs.
record (before and after images)
for a user-specified period of
time, (i.e. , : 150 days).
ID of the person responsible for
making changes to a record.
password length.
users to change passwords after a
predetermined period of time.
levels of passwords to access
extremely sensitive information
and system utilities.
of six character passwords (two
levels).
of terminal activity, indicating
410 Capability to control access to STANDARD
550 Capability to establish security STANDARD
666 Capability to verify actual STANDARD e
STANDARD Through 1000 Capability to display, on-line,
1040 Capability to display the system STANDARD Through
Informix logs.
3000 Capability to require a minimum STANDARD
3010 Capability to notify and require STANDARD
3020 Capability to require multiple NOT AVAILABLE
3030 Capability to require a minimum STANDARD
4000 Capability to generate a report STANDARD
a
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Feat. Numb. Feature Description Vendor Response Vendor Comments _---- _-__________________--_-__------__ .................... -__-_--________
the sign-on/off times, system
access and functions performed
for each terminal user.
4010 Capability to generate an audit
listing of all parameter and
table changes performed for any
process -
of terminal activity on the
system including: User
identification, time accessed,
function performed, and sign-off
time .
of systems activity including:
utilities run, files accessed,
start time and stop time, error
conditions, and operator
intervention. @ 4040 Produce an audit trail report of STANDARD
all masterfile changes in the
report period, (i. e., a week. 1 .
4050 Capability to generate an audit
trail report of all access
attempts.
4060 Capability to maintain an audit
trail report of all password
changes including old/new
security level and program access.
violations report showing
unauthorized attempts to access the system.
of all masterfile changes to a
record for a user-specified
period of time.
password from being changed to a
prior password (minimum three
historical revisions) -
during entry.
STANDARD
4020 Capability to generate a report STANDARD
4030 Capability to generate a report STANDARD
. Jobs executed, programs and
STANDARD
NOT AVAILABLE
4070 Capability to produce a security STANDARD
4080 Capability to generate a report STANDARD
6070 Capability to prevent the NOT AVAILABLE
6080 Capability to mask passwords STANDARD
6120 Capability to provide password STANDARJ3
a
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encryption.
log-off terminals after a set
number of invalid access attempts.
access after a user-defined
number of unsuccessful log-on
attempts.
log-off terminals after a
specified elapsed time
access by time of day or week.
new user privileges by copying
another user’s privilege levels
and modifying.
6130 Capability to automatically STANDARD
6140 Capability to disable users from STANDARD
6150 Capability to automatically STANDARD
6170 Capability to restrict user STANDARD
6190 Capability to allow creation of STANDARD
e
0
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** TREASURY
10 Capability to record and track
details related to comprehensive
portfolio management.
20 Including date of purchase.
30 Including date of maturity.
31 Including par value.
32 Including type code (i.e., US
Treasury Note, Corporate Note,
etc.)
33 Including original premium paid.
34 Including original discount paid.
35 Including coupon percentage.
36 Including market value.
40 Including yield.
60 Including cash interest if held
to maturity.
70 Including handling of zero coupon
bonds. @ 80 Including GNMA requirements.
85 Including multiple account
numbers to credit interest income
to
of interest and principle
schedules for individual
investments by category, in total.
or 365 day year.
automatically calculate the days
to maturity and interest forecast
for all assets purchased.
140 Capability to have the option to
include the loss or gain
(realized and unrealized) in the
calculation of the yield.
value on investments as necessary.
and discounts over the life of
the investment on a monthly basis.
170 Capability to compute cash income
and accrual income.
90 Capability to generate forecasts
100 Capability to handle both a 360
130 Capability to have system
145 Capability to update the market
146 Capability to amortize premiums
a
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ___-_ .................................. -_-_________---_____ _______________
180 Capability to calculate remaining
days on investments.
190 Capability to compute an average
rate of return based on a dollar
weighting.
average days to maturity based on
a dollar weighting.
a monthly journal entry to record
interest to the appropriate fund,
G/L Acct., Dept., etc. based on
cash balances.
220 Capability to perform what if
analysis.
300 Capability to report on assets by
type.
320 Capability to generate reports
breaking down portfolio by
classification and maturity dates - within 1 year, 1 to 3 years, 3
to 5 years.
reports on income (i.e. cash and
accrued interest).
350 Capability to report cash income,
MTD and YTD by investment, by
category, in total.
355 Capability to report accrual
income, MTD and YTD, by
investment, by category, in total.
500 Capability to interface with the
General Ledger module.
510 Capability to record wire
transfers.
200 Capability to calculate an
210 Capability to create and compute
330 Capability to generate monthly
e
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** UTILITIES - BILLING
10 Capability to maintain STANDARD
15 Including utility type, (i.e., STANDARD
20 Including meter book number. STANDARD
25 Including account type - STANDARD
26 Including account type - STANDARD
27 Including account type - STANDARD
28 Including account type - STANDARD
29 Including account status. STANDARD
30 Including account number (10 STANDARD
35 Including PIN Number (drivers STANDARD
information for each customer.
water, sewer).
residential
industrial.
commercial/small.
commercial/large..
digits).
license number, social security
number).
40 Including occupancy name. STANDARD
50 Including billing address. STANDARD
60 Including owner name. STANDARD
70 Including owner address. STANDARD
72 Including Carrier Route Number. STANDARD
75 Including Nine-digit Zip Code. STANDARD
80 Including telephone number. STANDARD
85 Including Pull Code - (Sort STANDARD
e
sequence parameters for printing
bills & statements).
90 Including plat and parcel. STANDARD
100 Including service code. STANDARD
105 Including service address. STANDARD
107 Including SIC Code. STANDARD
110 Including deposit number for each STANDARD
115 Including deposit amount for each STANDARD
120 Including accumulated interest on STANDARD
160 Including rate code for each STANDARD
180 Including penalty code for each STANDARD
service code.
service code.
deposit for each service code.
service.
service.
I.
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- ____________________-------------- .................... _______________
190 Including tax code/classification. STANDARD
200 Including bank code - for STANDARD
210 Including bank account number - STAND-
230 Including a IIdays" field - for STANDARD
automatic bill payment.
for automatic bill payment.
the number of days after due date
to deduct payment for automatic
billing.
deposits against accounts.
maintain information related to
water meter
240 Capability to accept and record STANDARD
400 Capability to establish and STANDARD
410 Including meter size. STAND-
420 'Including 'meter make. STAND-
430 Including serial number. STAND-
440 Including date water meter STANDARD
450 Including date water meter STANDARD
460 Including water meter reading. STANDARD
470 Including water consumption. STANDARD
480 Including average monthly water STANDARD
490 Including year-to-date water STANDARD
500 Including remote to inside water NOT AVAILABLE
510 Including water charges. STANDARD
515 Capability to process and record STANDARD
installed.
removed. (disconnected) e
consumption for prior 13 months.
consumption.
meter verification.
one-time charges (i-e., 24 hour
turn-on) .
history by water meter.
(copper, lead, etc. )
(Distance from curb, length, etc.)
new customer sign-ups, accepting modification.
all information and generating Will bid ,if
signature documents. bid is
520 Capability to maintain tap STANDARD
530 Including type of connection STANDARD
540 Including measurements. STANDARD
3000 Capability for system to process MODIFICATION Minor
necessary,
upon receipt
e
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of
specifications.
3010 Capability for the system to STANDARD
accept cash receipts, record into
customer file and print receipt
document -
history by customer (including if
that customer has had multiple
addresses within the City).
3030 Capability to track billing STANDARD
history by property.
3040 Capability to cross reference STANDARD
properties and customers.
3050 Capability to track all billing STANDARD
related calls and attach to the
customer file.
information in customer file for
rented properties.
flags for account restrictions or modification. limitations (such as for drought Will bid, if
restrictions - over usage). bid is
3020 Capability to track billing STANDARD
3060 Capability to track owners STANDARD
II) 3070 Capability to handle special MODIFICATION Minor
necessary,
upon receipt
of
specifications.
3080 Capability to issue final billing STANDARD
and issue refund of deposits on
move out.
billing.
calculations and billings
services.
4000 Capability to support bar code STANDARD
4100 Capability to provide for monthly STANDARD
4110 Including water. STANDARD
4120 Including sewer. STANDARD
4130 Including garbage. MODIFICATION Minor
modification.
Will bid, if
bid is
necessary,
upon receipt
of
a
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Feat.
Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... ---_-__________
specifications.
4140 Including other (for future use). STANDARD
4150 Capability to provide for STANDAFZI
user-maintainable table-loaded
rates.
flexible rate structures in a
table format, for each service by
customer type, meter size and
billing type.
unit.
unit (user-defined number of
units in step).
(minimum charge).
4160 Capability to provide for STANDARD
4170 Including flat dollar charges per STANDARD
4180 Including step-rate charges per STANDARD
4190 Including flat dollar charges STANDARD
4200 Including flat meter rate. STANDARD
4210 Capability to accommodate STANDARD
4240 Capability to support global rate NOT AVAILABLE
one-time charges and credits.
changes based on specific
parameters.
user-defined sales tax to be
computed based on user-selected
services.
be calculated based on a
user-defined percentage for
user-selected services.
tax-exempt and/or penalty-exempt
status for certain customers, and
certain types of services.
to adjust or correct a customer’s
bill with adequate audit trail.
be posted and distributed
manually.
according to user specifications.
billing.
4270 Capability to allow a STANDARD
4280 Capability to allow penalties to STANDARD
4290 Capability to provide for STANDARD
4300 Capability to provide the ability STANDARD
4320 Capability to allow payments to STANDARD
4405 Capability to age account balance STANDARD
4410 Capability to accommodate cycle STANDARD
0
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Technical Items Report
__--___--____L________ ...................... a
Technical Item Vendor Response Vendor Comments .............................. .................... ------_---__________
~ ** Vendor Expertise - # of similar systems installed 216 Total - # of avail. support personnel 76 - # of years in business 14 - Experience level of personnel Reference Section 2
** Hardware Performance - CPU speed (rated) Reference Hardware
- Architecture Ref. HW Vendor
- Average terminal response time Ref. HW Vendor
- Down time statistics Ref. HW Vendor
vendor response
response
response
response
** Software - Operating system
- Source code availability Yes - Name of application software IFAS, Interactive
- Programming language Cobol, C, C++, I-4GL
Fund Accounting
System
e
** Hardware Maintenance - Warranty Ref. HW response
- Time availability Ref. HW response - Location of support staff Ref. HW response - # of maintenance personnel Ref. HW response - Average response time Ref. HW response - Parts availability & location Ref. HW response
** Software Maintenance - Warranty 1 year warranty
- Experience levels of staff Reference Section 2 - # of Staff available 76 - Location of staff Chico, CA - How are upgrades supported Tape media or
electronic/modem
transfer
** Environment - Space needs Ref. HW response - Temperature Ref. HW response - BTU output Ref. HW response
a
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Technical Item Vendor Response Vendor Comments .............................. .................... ....................
- Humidity Ref. HW response - Electrical Ref. HW response
** Training - Class names/explanation Reference Section 10 - Time required per class Reference Section 10 - Policies Reference Section 10 - Location Reference Section 10
** Data Communications - Software used - Level of expertise - Capabilities - Networks supported Novell, Token Ring
and many others
** General - Estimated delivery Dependent upon
- Vendor stability/financials - Date hardware first installed 1981 - Availability of on-line help Toll-free voice,
licensing agreement.
Reference Section 2
on-site and/or
modem.
e
0
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User References Report _-----____-______---__ _____---______________ e
Reference Item Reference #1 Reference #2 Reference #3 Vendor Commen ----------------- ------------ __-_______-- ------------ -_-----______
- Company name Reference Reference Reference
- City I1 - State - Telephone - Contact Name - Number of Months
Installed - System (model) - CPU Storage (m,
MB) - Disk Storage
(MB, GB) - Printers (number) - Terminals
(number) - Magnetic Tape
Unit (yes or no) - Data
Communications
Used (yes or no)
Appendix I Appendix I Appendix I
I1 It
e - Vendor Comments
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Page No. 1
05/25/95 --------_-- -----------
Cost Report ----------- ---________ 8
Qty Cost Item One-Time Annual -___________________ ------------ ---____________ ---
** Main computer system
0 Central processing unit (s) 44373 2293
0 High speed printer(s)* 31321 1476
0 Magnetic tape unit(e.1 other 7768 1410
92397 5179
0 Disk storage unit(s) 8935 0
** Subtotal **
** Peripheral equipment
0 Controllers 1951 0
0 CRTs Consol 426 0
0 Line printers 9714 765
0 Microcomputer laser printers 0 0
0 Microcomputers 0 0
0 Serial printers 0 0 ** Subtotal **
12091 765
** Data communications equipment
0 Modems 0 0
0 Multiplexors My] 2418 0
2418 0
@ ** Subtotal **
** Telephone line costs
0 Installation 0 0
0 Line charges 0 0 ** Subtotal **
0 0
** System software charges
** Subtotal ** 0 System software and utilities 11399 1181
11399 1181
** Application software charges
0 Accounts payable and cash 16500 1980
0 Accounts receivable and cash 16500 1980
0 Appropriation and budgetary 8910 1188
0 Building permits/property records 0 9000
0 Fixed assets 8910 1188
disbursements
receipts
accounting
0 Crime analysis system 0 0
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05/25/95 ----------- -----------
Cost Report ----------- ----------- a
Qty Cost Item One -Time Annual --- .................... ------------ ---------------
0 Fleet management 0 0
0 General*Includes check management, PE Db 13200 1584
0 General ledger 28050 3366
0 Parks and recreation 0 0
0 Payroll 23760 3168
0 Personnel*Includes Position Control 30443 4059
0 Purchasing and encumbrance 14108 1881
accounting
0 Report writer 0 0
0 Revenue and expenditure accounting 16500 1981
0 Security and control*Includes NucLmJS 8250 990
0 Systems software*Informix, MF Cobol, ODBC 90162 12499
0 Technical documentation Drivers, I-NET, 0 0
0 Warrant/custody system Reflections, GUI 0 0
0 Water/utility billingHarris 40000 5000
0 Work order Harris 20000 2500
335293 52364
** Subtotal **
** Conversion costs
0 Conversion costs 24800 6000
24800 6000
* ** Subtotal **
** Freight/Installation costs
0 Installation 0 0
0 Shipping 0 0 ** Subtotal **
0 0
** Training of personnel
** Subtotal ** 0 On-site training 40470 0
40470 0
** Travel
** Subtotal ** 0 Travel (installation & training) 15153 0
15153 0
** Other (supplies, etc.)
** Subtotal ** 0 Supplies 20190 0
20190 0
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05/26/95 ----------- -----------
Cost Report ----------- ----------- *
Qty Cost Item One-Time Annual --- .................... ------------ ---------------
** Trade-in allowance for existing equip.
** Subtotal **
*** Total ***
0 Trade-in for existing equipment 0 0
0 0
554211 65489
Add the following item to the Total of the above bid. placed in the rigid guidelines of the Cost Worksheet format.
Cost Item One-Time Annual
Peripheral equipment
Application software charges
The items below could not be
UPS $2,223
Job/Project Ledger 17,820 $2,376
Stores Inventory 17,820 2,376
Business/Animal License 8,910 1,188 Sierra GIS Interface 5,000 500 o Total of Additional Items $51,773 $6,440
Grand Total of Worksheet and Additional Items $605,984 $71,929
Notes: Application Software Charges: Building permits/property records by Sierra Computer Support Fees Gold Support (as bidded) $9,000 Annually Premier Support (optional) $6,000 Annually
Conversion Costs by Vendor: BI-TECH $9,800 Sierra Computers 15,000 Sierra Computers- ‘94-’95 Back Support 6,000
Training Costs by Vendor: B I -T EC H $23,820
Tc 7&Q
Hewlett-Packard 7,650
Travel Costs by Vendor: B I -T EC H $15,153 Harris Computers lncl uded Sierra Computers Not Included
Harris Computers 9,000
Carlsbad has source code for the HP 3000 version of ‘Permits’. There will be a charge of $75.00 hour for any modifications to the migration path due to data file structure differences. 8
___ ------ __ __- _-___~ __________ - - _______ - __. - . _..__I___
BI-TECH Software. In(
Detailed Functional Descriptions By Module
Listed below are brief overviews of each Interactive Fund Accounting System module Please refer to the "Features Common To Our Software" datasheet enclosed fc additional information.
General Ledger
Account Structure
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The system will support up to 16 levels. Each level may be from 0 to 8 position in length, with each level being designated as digit or character. The user ma also inquire and report based upon embedded positions within a level; e.g Extract all funds which have a "4" in the second position. When the user enter an account number on a data entry screen, the field is 40 positions long and ma be used to enter both a GL account and, optionally, a Job Ledger account; thu: both GL and Job or Project ledger are related with each other and may cross th other's*- boundaries.
The user determines the amount of history kept on-line. Many clients have ovc five years of on-line detail, as there is no performance penalty paid because w key transaction details by month and year number. Also, any of your requeste reports may specify that you want the report spooled to Microfiche or to a WORl drive.
Our Recurrent Journal Entry (RJE) module may be run at any user define interval and may contain any calculation desired (including budget, actua encumbrance, and constant values). For example, RJE's are used to do i Indirect Cost recovery, all closing procedures, all income distributions, all utilii allocations, phone allocations, and a host of other formula driven postin$ needed by the client.
The level of validation is prescribed on an account-by-account basis. Fc example, the client may wish some Departments or Divisions to only accel transactions which are coded to Object Codes (Accounts) which have bee explicitly associated with the corresponding Cost Center (Department ( Division); the client may wish on-line budget checks to result in a Warning or Block; and, the client may wish to control budget checks at a higher level than tt- line-item or Object level.
Transactional duplicate updates are prevented by doing real-time checks fc duplication of the Primary References (e.g., Duplicate Invoice). Duplicate on-lit- updates to master information held in databases are protected by BI-TECH'S UI of "Item Level" locks when doing real-time updates.
Any number of periods may be open for posting. The client maintains a tab which consists of two columns (from-to date range) and one row for each systei which results in transactional postings; e.g., separate rows for NR, Cas Receipts, Journal Entries, NP, etc. This table typically permits postings to tt' prior month, current month and next month. At fiscal year-end, either the fir working day of the new year or after the final Payroll has been posted to the pric year, the client will command the system to "CLOSE" and produce a full set I financial reports which are typically marked "PRELIMINARY" on the top of eac page. The closing results in "Net Balance Forward" entries in the Asset ar Liability accounts, and posts the net of Revenue and Expense to Fund Balanc
History
RJE's
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Data Entry Validation
Duplicate Entry Controls
Open Periods
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Financial Information Systems Proposal for the City of Carlsbad
Bb-TECH Software. Ir
Specialize closings also occur in Enterprise or Agency funds. Then, around tt end of July, the client will generally close down all subsystems except for Journ Entries and Encumbrances from posting in the prior year. The client will t making some adjustments and marking selected Encumbrances as "carry ove budget augmentations for the following fiscal year. Then, in September I October, the client will receive Audit Adjusting Journal Entries, open June fl Journal Entry postings, post the adjusting entry, command the system to "UND and RECLOSE", and produce a full set of financial reports marked "FINAL-1" c top of each page. Yes, most of our clients end up with a "FINAL-2" and perhal more, as you may close as many times as you would like.
The manner in which automatic entries are generated when transactions a processed is defined at system implementation time, after our Accountant( consults with your Accountant@). This includes an ability to make all "Dl To/From Other Funds" entries automatically. Thus, the client may specify th each Cost Center, Fund and/or Entity will be automatically self balancing t automatic entries. We also maintain an Audit Table electronically, which recorc and reports, month-by-month, each time postings occur, the system-wide to1 debits and credits, total pages of one-part, two-part, and three part paper use total check written, total special forms such as 1099's, and the total pagc directed to Computer Output Microfiche or WORM drives. When the clie prepares a manual Journal Entry, the system checks that debits equal credil also, an additional check is made to insure that any fund-to-fund transfers reta a balanced condition among the funds and that the "Due To/From Other Fund accounts are all in balance.
BI-TECH provides both client based and server based ad hoc reporting. Tt server based ad hoc report writer is known simply as 'ad hoc'. This report writ which provides access to the General Ledger, Job/Project Ledger and tf Encumbrance databases. It is structured so that one begins with the assumptic that they have a green, columnar pad in front of the them; then, the user specific what is to be placed in the left descriptive part (e.g., Account number ar descriptions) and what is to be placed in the right columnar area (e.g., Thrt budget columns, four actual columns and two derived columns). When the repc is run, the user may specify the population of accounts which are to be used the creation of the report; and, the user may specify any format changes, totalir changes and/or scaling factors to be applied to rows or columns. The user m: also direct that the report is to be saved in a spreadsheet.
BI-TECH'S client based ad hoc report writer is known as Click, Drag, and Dri Click, Drag, and Drill Module is an executive information reporting modu available for use in all areas of IFAS. CDD is Windows based and accesses da from the live lnformix database in real-time. To activate CDD from the F desktop, the user double clicks on the CDD icon and will then be presented wi a menu of choices reflecting the categories of information stored in the Inform database. The user may then select, using the mouse, the category information desired. From within the category, a list of data elements will t displayed. The user then selects the desired data element. Once selected, tt user will drag the data element to the desired location on the report. Th process is repeated until the report is fully defined. The report can then be saw and iconicized for regular use.
As the report is being displayed, the user may double click on any value on tt report and thereby drill down, interactively, to any detail that is associated wi that value. For example, the user could define a report showing the budget actual status of a specified account. By double clicking on the account, the us could drill down to the transaction level detail for the account. By double clickir
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Account Balance Controls
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Ad Hoc Reporting e
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Financial Information Systems Proposal for the City of Carlsbad
Bb-TECH Software. Ir
again, the user could drill down to see the associated Purchase Ordl information, and so on.
For each transaction entered into any system, we store the user ID, date ar time stamp for the transaction as it was originally entered into the system and tl user ID, date and time stamp for each logged version of the transaction, if should undergo amendments from its first entry into the system. We mainta multiple audit trail fields for each type of transaction. For example, on 2 Accounts Payable transaction, we store the Invoice #, Invoice date, GL postir date, PO # (if it came through the Purchasing system), PO date, Check # (if it hi been paid), and Check date. Thus, for an A/P transactions in the Gener Ledger, one can trail back to Invoices, PO'S, and Checks.
In terms of security, all our software runs under the control of NUCLEUS, o security management system. This system allows you to specify which use see which menus, which users can access which records for Read, Write Update purposes. Security may even be defined at the Data Item Value levc e.g., You may specify that a user can only view a Salary figure if it is less th:
$50,000. Each user may be specified to use only selected terminal devices at selected printing devices during specified days of the week and times of the da If the user is inactive for a given number of minutes, you may require that thc reenter a Password before continuing; and, if the user is inactive for a givt number of minutes, you may log them completely off the system.
The system supports two "sides" to the General Ledger Database: One for tl General Ledger and one for the Job/Project Ledger. Each of these "sides" mi have different ledger structures defined, with quite different encoding systen and quite different reporting requirements. The idea is that when a transactic enters the system, it must be coded to a GL account (Operational account) and MAY be coded to a Job or Project Ledger account; thus, we may separately tral GL activity and Job or Project activity. Also, since we are coding a sing transaction to account numbers, the two ledgers are always reconcilable at there is never a need to redundantly enter transactions.
Traditional Cost Centers are typically created on the GL "side" and have a fisc year to fiscal year continuance. Capital Improvement Projects (CI P's), Wo Orders, Jobs, Action Plans, and Grants are generally created on the Job/Proje "side" and they have a life date range which is specific to their defined begin ai end dates. The user typically creates fiscal year budgets in the General Ledg and total project budgets in the Job Ledger. Reporting for the Job Ledger "sid is generally done on an inception-to-date basis. All of our closing processc accommodate the clients need to retain and report detail on the Job Ledg "side" for the life of the project.
As described in the Job/Project Ledger, our system will separately account f and track funded grant activity. We will guarantee that our software will calcula and post all required Indirect Cost and will maintain detail from the inception the grant through grant "close-out". We will guarantee that all financial reportii of grant activity will be accomplished with our system.
Our Recurrent Journal Entry (RJE) module may be run at any user definc interval and may contain any calculation desired (including budget, actui encumbrance, and constant values). RJE's are used to do all Indirect Cc recovery, all closing procedures, all income distributions, all utility allocatior phone allocations, and a host of other formula driven postings needed by tl client. Charged costs may be calculated as Indirect or as direct labodtime cos1
Security and Audit Trail e
Project Accounting
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Grant Regulations
Indirect Costs
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Financial Information Systems Proposal for the City of Carlsbad
Bb-TECH Software. Ir;
including a fixed overhead rate which may be applied to labor time and/( equipment time. The RJE module includes a direct interface to our Accoun Receivable system so that the bill or statement may be automatically prepare1 once the calculation is posted to the GL.
The standard Journal Entry module would be used for transferring funds to ar from reserve accounts. These transactions would make use of the Primary ar Secondary reference fields (1 6 characters each) to distinguish them fro expense postings. Also, our software will insure that such transfers retain tt fund-to-fund balance condition and that all "Due To/From Other Funds" entrit are made automatically and are in balance.
There are well over 100 standard reports with many variations upon the form and style of each. Any of the standard reports may be produced with any us defined population of accounts from the General Ledger and/or the Job/Proje Ledger. Most of our standard reports are controlled by what we term a Repc Definition File (RDF). RDF's are simple editor files in which the accounta specifies the location and type of totaling desired, the selection of entries appear in columns, and the general format and style of the report; thus, v typically find that a client will have two or three different formats for an lncon Statement, depending upon which funds or Cost Centers are to participate in tl preparation of the report.
Anytime a'user requests a report, they may specib how many original copies a to be printed, on which printer the report is to appear, and the priority at which tl report is to be given a turn on the selected printer. The user may also speci that the report is to be printed on a "Slaved" printer is connected to the user's F or terminal; the user may specify that the report is to produce a Microfiche tap or, the user may specify that the data on the report is to be down loaded to a F based spreadsheet through a DIF or ASCII file. Please refer to the Repoi Appendix in the back of our General Ledger User Guide for samples of some the most popular reports.
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Reserve Account transfers
Standard Reports
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Financial Information Systems Proposal for the City of Carlsbad
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Budgeting
Budget Time Frame The client may prepare as many years of budgets as desired. For each budge the client may model up to 10 named versions of the budget. For exampll DepartmentlDivision Proposed, Recommended, Approved, Adopted, Final, ar 10% Reduced are often used. Which each named version of the budget, tt client may specify a symbolic date, after which time, no amendments may t made; thus, the client can enforce a time line for the preparation of a name version of the budget. A special function within the software allows the client automatically create a new named version of a budget from a previously definc named version; and, a model may be applied - e.g., Create the Approved budg as the Recommended budget plus 10% for all Utility accounts. The creation next year's budget is a single command within our system.
I FAS includes a comprehensive Budget Modeling system which allows the clie to apply any client defined calculations upon budget, actual and encumbranc data in the preparation of a budget. Budgeting may be done on a month1 quarterly, annual or life-to-date basis.
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Budget Worksheets
IFAS produces standard and ad-hoc reports which create a budget preparatic worksheet. These worksheets generally contain prior year's actual and budg
, figures for from one to three priqr years and often contain "carry. ove encumbrance values. For departments which have access to IFAS, tl circulation of worksheets is not required, as we have a special on-line budg worksheet on which they may perform all budget preparation functions.
Budget preparation may performed on any amounts (budget, actual, ar encumbrances) for the current or any number of prior years. For example, v often find that the client will create a simple model which creates next yea budget as a weighted average of the last three years of budget and actu values; then, using the last three years of actual, commands the system to crea the percentage expended or generated in each month. When the annual budg is entered, it will be spread to each month based upon this derived percentag thus, when departments required an on-line display of Budget-to-Actual wi encumbrances, they see where they are relative to where they should be.
When a Cost Center is created, the client specifies the kind of budget checks be applied and the level@) at which the control is occur. The kind of budg checks supported are None, Warnings or Blocks. None implies that no budg checking is to occur; Warnings mean that the software will permit overspendir but provides constant warning messages when budgets are overrun; Bloc1 mean that the Cost Center is not allowed to overspend. Budgets may I controlled at any client defined level. For example, the client may wish select( accounts to be controlled at the Line Item or Object Code level, while 0th budgets may be controlled at a higher level (Le., the Cost Center may overspei or underspend in individual Line Item accounts, but may not overspend in tl sum of all related accounts). Warnings or Blocks may be specified at varioi
levels of budget control; e.g:, The client may specify that Warnings are to I given when overspending Office Supplies, but Blocks are to be applied to Sala and Wages accounts.
In addition to the Cost Center controls defined above, the client may also definc what we call "Control Accounts" which are used for allocation controls ai budget controls. For example, the client may create a Control Account whic represents the total allocated budget for the General Unrestricted Fund. The
Budget Preparation a
Control Levels
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Financial Information Systems Proposal for the City of Carlsbad
B6-TECH Software. Ir
when budgets are prepared for Cost Centers in the General Fund, the syste checks that the sum of all Cost Center budgets does not exceed the budget set the General Fund Control Account. When transactions are processed for Co Centers in the General Fund, the system can check that the sum of all actu expenditures does not exceed the budget set in the General Fund Contr Account.
All budget checks occur on-line, in real-time. These checks are applied from i subsystems, not just Purchasing or Accounts Payable. Thus, if a Journal Entry being prepared which creates a budget overrun, our software traps th transaction just as it would if a Purchase Requisition were being prepared by
department.
Our budgeting system supports monthly, quarterly, annual and life-to-da budgeting methods. In addition, the client may specify percentage budg allocations or allocations which are based upon statistical data items such i kilowatt hours, miles, units, labor hours, etc.
For each of the 10 named versions of the budget, the user may request to ha1 the system print the original value, all adjustments made to the original (detail summary), and the revised budget. These may appear in separate column and, using the ad-hoc report writer or the Budget Modeling system, may be USI in derived calculations.
Our software includes a complete Human Resource system which has comprehensive Position Control budgeting module. The client models Positic Control information in the Human Resource Information System; then, when tl data is in the desired form, the client commands the system to make Line Ite budgets in the General Ledger and Job/Project Ledger. If the client also has o Payroll system, actual postings are made to Position Control information ea( time a payroll is run (this provides Salary Savings information). The Positic Control system also includes a modeling facility which allows the client to moc any number of future years, based upon client defined scenarios; e.g., If salaric and wages go up 3% a year and fringe goes up 7% a year, what will the toi personnel budget be in three years for the Client.
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Budget periods
Original and Revised budgets
Position Control budgeting
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Financial Information Systems Proposal for the City of Carlsbad
BI-TECH Software, In(
Percentage increases On our budget preparation worksheet screen, the user enters values into column titles "Changes". The user may enter plus or minus a percentage, plus c minus a dollar amount, or the user may enter a new value for the budget. If plu or minus signs are used, the given percentage or dollar adjustment is applied t the named version of the budget which is to be amended. Also, log each SUC change so that all changes are part of audit history and show old and ne\ values.
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Financial Information Systems Proposal for the City of Carlsbad
BI-TECH Software, In
Accounts Payable
Description field
Vendor Number
The description field is 30 characters.
Our Vendor ID'S may be up to 12 characters and may be numeric c alphanumeric.
Invoices numbers may be up to 16 digits or characters. This size was selecte so that we could accommodate Credit Card transactions.
The user may go directly from invoice data entry into vendor inquiry withoi exiting the data entry process. The user may, by defining "Hot Keys", go fro1 any part of our application to any other part of our application; e.g., Users oft€ want to go from invoice data entry to vendor creation screens.
When a Cost Center is created, the client specifies the kind of budget checks be applied and the level(s) at which the control is occur. The kind of budg checks supported are: None, Warnings or Blocks. None implies that no budg checking is to occur; Warnings mean that the software will permit overspendin but provides constant warning messages when budgets are overrun; Bloc1 mean that the Cost Center is not allowed to overspend. Budgets may t controlled at any client defined level. For example, the client may wish select€ accounts to be controlled at the Line Item or Object Code level, while 0th budgets may be controlled at a higher level (i.e., the Cost Center may oversper or underspend in individual Line Item accounts, but may not overspend in tt sum of all related accounts). Warnings or Blocks may be specified at varioi levels of budget control; e.g., The client may specify that Warnings are to t given when overspending Office Supplies, but Blocks are to be applied to Sala and Wages accounts.
In addition to the Cost Center controls defined above, the client may also definf what we call "Control Accounts" which are used for allocation controls ar budget controls. For example, the client may create a Control Account whic represents the total allocated budget for the General Unrestricted Fund. The when budgets are prepared for Cost Centers in the General Fund, the syste checks that the sum of all Cost Center budgets does not exceed the budget set the General Fund Control Account. When transactions are processed for Cc Centers in the General Fund, the system can check that the sum of all actr expenditures does not exceed the budget set in the General Fund Cont Account.
All budget checks occur on-line, in real-time. These checks are applied from subsystems, not just Purchasing or Accounts Payable. Thus, if a Journal Entry being prepared which creates a budget overrun, our software traps tt transaction just as it would if a Purchase Requisition were being prepared b) department.
The Accounts Payable system includes a Recurrent A/P module. This allows t client to spread payments over a specified time period, automatically.
Any number of years may be maintained on-line. Our software includes a uti1 function which allows the client to provide simple commands such as purge
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Invoice Number
On-line Inquiries
Budget checks
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Recurrent A/P
Vendor History e
Financial Information Systems Proposal for the City of Carlsbad
BI-TECH Software. In
paid invoices which are more than three years old and replace this history wit one entry which is the total of all postings for prior transactions.
1099 applicable payments may be identified in three places in our system. Firs the client may set up a vendor such that all payments are to be identified as 109 applicable unless otherwise noted; second, each distribution amount on eac invoice may be marked as 1099 applicable; third, prior to cutting 1099 report! forms and tapes, the client may go into the Check database and mark selecte paid entries as 1099 applicable.
The system produces 1099 reports, prints the 1099 forms and produces the 1 OS magnetic tape reporting media.
Manual checks are entered into our "Void, Typed and Reversed" module with Accounts Payable. Our software includes a special "Immediate Pay" modu which typically results in our clients adopting a policy of no hand written check The Immediate Pay module allows a check to be cut immediately, by the systen with no more data entry than would be required by typing the check.
IFAS includes a Check Management system which works with Accounts Payab and Payroll. This system maintains all checks and produces a variety of repor whiCh are used in the reconciliation prdcess. Checks are divided into tt following categories: Paid, Reversed, Hand Written, Void starter checks, Vo enter checks (last in a box), Void continued (stub continuation), Canceled, Sta Dated, and Void Hand Written. Our system also processes canceled chec tapes from the bank.
One-time vendors are set up on the vendor master file, on the fly, during da entry. All that is required is an ID (system generated or user entered), a TIN they are to receive a 1099), and a name. It is our recommendation that the: one-time or temporary vendors be kept on the system until the 1099 process completed at calendar year-end.
1099's 0
1099 reports
Manual checks
Check Reconciliation
One Time Payments a
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Financial Information Systems Proposal for the City of Carlsbad
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Each data entry screen in Accounts Payable has a Partial Pay field in which tt user enters a "P" or 'IF" for partial or full disencumbrance. If the client uses 01 Purchasing system, our software will check the receiving part of the Purchasir database and will be able to set this field to "P'l or "F" based upon what has be€ received.
Accounts Payable is fully integrated with Purchasing. Generally, the user ente only the PO Number and the Invoice Number on the data entry screen; then, o software automatically creates individual distribution transactions based up( information found in the receiving part of the Purchasing database. The user then shown what the total should be on the Invoice; if this is the correct numb€ the user simply presses the ENTER key a second time and all distributions a posted. If the numbers do not match, the user typically enters a freight shipping charge and the system displays a new total. If the numbers still do n match, the user may BROWSE each item and examine the original encumbered amount as it compares to the invoice. The client generally sets tolerance limit, such as 5% variance, within which the data entry person will t allowed to enter different amounts.
If desired by the client, the software may be made to look at the Purchase Ord as well as the receiving information, in attempting to match a PO number wi invoiced amounts.
The system will automatically calculate, track and post discounts. We post, desired by the client, both discounts earned and discounts lost. Discounts ml be entered by the user, may be associated with all items from a vendor, or ml be based upon days early and/or quantity of specific commodities for speci
Partial payments a
PO Integration
Discounts
a vendors.
On-line Inquiry The Accounts Payable system includes an on-line inquiry module which alloi the user to request transaction level, summary level or aged level information ( any vendor or group of vendors for any user defined time frame. Detail leb transactions include PO#'s and Check #, if the items came through purchasing if the items have been paid. When requesting an on-line aging, the user m, change the aging "buckets" to any desired number of days. Aging may be basc upon due-date or distribution date.
Our system does an on-line, real-time check for duplicate Invoice Numbers ai warns the user when this has been determined. Also, the user may specify maximum total payments amount for a given vendor.
Invoices may be entered with a future payment date specified or automatica calculated, based on discount policy. To post in a future date, the client mi specify that the month specified in the posting date is allowable for posting frc the subsystem of origin (NP in this case). The reader may wish to refer to t general answer given regarding dates in the General Ledger section.
Duplicate Invoice Checking
Future Payment dates
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Financial Information Systems Proposal for the City of Carlsbad
SI-TECH Software. In(
When a payroll is run, all liability and expense entries are made in the Gener: Ledger. Then, using Recurrent Journal Entries, the client specifies that th liability accounts are to be evaluated and some periods (typically a month c quarter) activity is to automatically set up an entry for payment in the Account Payable database. Then, the client simply commands the system to pay th entries automatically copied from the GL to the A/P database. We also suppo magnetic tape reporting to some insurance carriers and to retirement plans suc as PERS, STRS, TlAA and CREF.
The Accounts Payable module reporting needs are served by our client (PC based ad hoc report writer known as Click, Drag, and Drill. There are man standard reports and on-line Inquiry hard copy screens which may be requeste on-demand. Click, Drag, and Drill Module is an executive information reportin module available for use in all areas of IFAS. CDD is Windows based an accesses data from the live lnformix database in real-time. To activate CDD fror the PC desktop, the user double clicks on the CDD icon and will then b presented with a menu of choices reflecting the categories of information store in the lnformix database. The user may then select, using the mouse, tl- category of information desired. From within the category, a list of data elemen will be displayed. The user then selects the desired data element. Onc selected, the user will drag the data element to the desired location on the repoi This process is repeated until the report is fully defined. The report can then t saved and iconicized for regular use.
As the report is being displayed, the user may double click on any value on tt report and thereby drill down, interactively, to any detail that is associated wi that value. For example, the user could define a report showing the budget actual status of a specified account. By double clicking on the account, the us( could drill down to the transaction level detail for the account. By double clickir again, the user could drill down to see the associated Purchase Ordc information, and so on.
For each transaction entered into any system, we store the user ID, date ar time stamp for the transaction as it was originally entered into the system and tt' user ID, date and time stamp for each logged version of the transaction, if should undergo amendments from its first entry into the system. We mainta multiple audit trail fields for each type of transaction. For example, on i Accounts Payable transaction, we store the Invoice #, Invoice date, GL postir date, PO # (if it came through the Purchasing system), PO date, Check # (if it h: been paid), and Check date. Thus, for an A/P transactions in the Gener Ledger, one can trail back to Invoices, PO'S, and Checks.
In terms of security, all our software runs under the control of NUCLEUS, o security management system. This system allows you to specify which use see which menus, which users can access which records for Read, Write Update purposes. Security may even be defined at the Data Item Value lev1 e.g., You may specify that a user can only view a Salary figure if it is less thi $50,000. Each user may be specified to use only selected terminal devices ai selected printing devices during specified days of the week and times of the dz If the user is inactive for a given number of minutes, you may require that th reenter a Password before continuing; and, if the user is inactive for a givc number of minutes, you may log them completely off the system.
Payroll Interface m
Ad Hoc Reporting
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Audit and security controls
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Financial Information Systems Proposal for the City of Carlsbad
BI-TECH Software. In
The security system described above can be used to designate selected users i having data entry, but not data posting, capability. Thus, the Client may elect < centrally enter data or may selectively decentralize the data entry process, whi maintaining control of posting within the financial office.
Department data entry e
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Financial Information Systems Proposal for the City of Carlsbad
01-TECH Software. In
Cash Receipts
Printed receipts Our Accounts Receivable system includes a Cash Drawer module which alloh the client to place a terminal or PC on top of a cash drawer and do real-tirn receipting and application to customer accounts.
Any number of cashiering stations may be specified. When the user signs on1 the system, they are asked to enter the number which identifies their WOI station. All transactions originating from the work station is then appended wil this number.
The system prints receipts. We support multiple formats of receipts; thus, th client may have different styles, depending upon the nature of the transactio1 All special forms, such as receipts, are client definable.
The Interactive Cash Receipting screen notifies the operator that an overpaymei has been made. The operator has the choice of having it apply as a depos coding it to an income account, or making change. The system supports cas1 checks and/or credit card transactions and prints a deposit slip upon till closing.
We have created interfaces to other vendor cash draher systems. In the City Palo Alto, we developed an interface to a PC based network used in Reveni and Collections. It has been our experience that each interface we create tailored to the individual client.
The system is interfaced on-line in real-time with all of our software systems. v\ have developed interfaces to other systems, such as Fines, Police & Fire call Paramedic calls, Recreational systems, Library systems, Class Registratic systems, Business License system, Parking Permit systems, and the like.
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Multiple locations
Print receipts
Overpayments
Cash drawer
Interfaces e
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Financial Information Systems Proposal for the City of Carlsbad
BI-TECH Software. Inc
Receivables
Fees
Reconciliation
The system will accommodate any client defined fee structure.
The system includes many standard reports which are used in reconciliatior The client may run these reports on a daily basis.
There are several standard reports which will identify overdue receivables. Mo: clients simply use the on-line Inquiry module to request on on-line aging of A/I and request a hard copy if they would like to review the extractions. Th selection criteria presented when making an inquiry or requesting a report allo\ the user to specify a population of accounts which are some user specifie number of days old or are for a user specified balance, or any other data item i the database may be used for extraction.
In either the batch data entry or Interactive Cash Receipts module, cash is code to the Accounts Receivable clearing account when it relates to charges, resultins typically, in a credit to the A/R account, debit to the cash account, wit corresponding entries made by the system to "Due To/From Other Funds" t maintain each funds "Claim on Cash".
The system will produce any number of formats and styles for bills, invoices an statements. These forms may use an Open Item, Balance Forward or Statemer Forward accounting methods in the display of detail.
On-line inquires may be made based upon any data item held in the A/ database. This, of course, includes customer number and invoice number. Alsc a number of derived data values may be used in selection criteria, such as day overdue and total balance.
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Overdue reports
Automatic liquidation
Statements and bills
Inquiry a
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Financial Information Systems Proposal for the City of Carlsbad
01-TECH Software. In
Pu rc has i n g/En cu m bra nce
Issue PO's The system supports electronic approval hierarchies based upon departmer user, commodity and total value of the Purchase Requisition. Also, the securi system, NUCLEUS, allows the client to specify those users that have tt capability to print purchase orders.
The system prints purchase orders in any client defined format. PO's may I: printed in batch for high speed, high volume requirements; or, they may t printed on slaved printers connected to the user's PC or terminal.
On the first screen which appears in the Purchase Requisition process, there is field titled "Auto EN". This field contains either "N" for no automat encumbrance; "0" for the encumbrance to occur when the PO is printed; or, "1 for a pre-encumbrance as soon as the amount and account are entered - the when the PO is printed, the pre-encumbrances are removed and the printed P is encumbered.
The Purchasing system is fully integrated with Accounts Payable. Generally, tl user enters only the PO Number and the Invoice Number on the invoice da entry screen; then, our software automatically creates individual distributic transactions based upon information found in the receiving part of the Purchasit database. The user is then shown what the total should be on the Invoice; if tk is the correct number (as it seldom is), the user simply presses the ENTER key second time and all distributions are posted. If the numbers do not match, tl user typically enters a freight or shipping charge and the system displays a ne total. If the numbers still do not match, the user may BROWSE each item at examine the originally encumbered amount as it compares to the invoice. TI client generally sets a tolerance limit, such as 5% variance, within which the da entry person will be allowed to enter different amounts.
If desired by the client, the software may be made to look at the Purchase Ord as well as the receiving information, in attempting to match a PO number wi invoiced amounts.
The resulting disencumbrances (partial or full) are posted to the Encumbran database and we typically debit the Cost Center's expense account, credit tl liability at the Fund level, and some clients prefer opposite signed postings occur automatically to an "Inter-fund Clearing" account.
When a Cost Center is created, the client specifies the kind of budget checks be applied and the level@) at which the control is occur. The kind of budg checks supported are None, Warnings or Blocks. None implies that no buds checking is to occur; Warnings mean that the software will permit overspendir but provides constant warning messages when budgets are overrun; Bloc mean that the Cost Center is not allowed to overspend. Budgets may I controlled at any client defined level. For example, the client may wish select1 accounts to be controlled at the Line Item or Object Code level, while 0th budgets may be controlled at a higher level (i.e., the Cost Center may overspei or underspend in individual Line Item accounts, but may not overspend in tl sum of all related accounts). Warnings or Blocks may be specified at vario levels of budget control; e.g:, The client may specify that Warnings are to I given when overspending Office Supplies, but Blocks are to be applied to Sal2
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Print PO's
Encumbrance optional
A/P integration
(I)
Budget checks
e and Wages accounts.
Financial Information Systems Proposal for the City of Carlsbad
El-TECH Software, In,
In addition to the Cost Center controls defined above, the client may also define what we call "Control Accounts" which are used for allocation controls an budget controls. For example, the client may create a Control Account whic represents the total allocated budget for the General Unrestricted Fund. Ther when budgets are prepared for Cost Centers in the General Fund, the syster checks that the sum of all Cost Center budgets does not exceed the budget set i the General Fund Control Account. When transactions are processed for Co: Centers in the General Fund, the system can check that the sum of all actu; expenditures does not exceed the budget set in the General Fund Contrc Account.
All budget checks occur on-line, in real-time. These checks are applied from E subsystems, not just Purchasing or Accounts Payable, and include an analysis ( outstanding encumbrances. Thus, if a Journal Entry is being prepared whic creates a budget overrun, our software traps this transaction just as it would if Purchase Requisition were being prepared by a department.
The user steps through each outstanding encumbrance at year-end and mark each one which is to be a "carry over" budget augmentation. Often, clients w set up a separate named version of the budget which holds all such "carry OVE encumbrances so that they may be separately reported in ad-hoc reports.
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Carry over encumbrances
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Financial Information Systems Proposal for the City of Carlsbad
61-TECH Software, In
Fixed Assets
Track all assets The system will track any fixed asset which is placed in the system. In addition 1 modeling all client defined data items, the system can be used to manage i maintenance scheduling and reporting.
Because of the manner in which we have designed this system, the client m; add, delete, and change data elements as needed. For example, a number ( clients store multiple fund numbers for selected fixed assets which may k purchased from multiple accounts.
The client may design a data entry screen which would be used to define E improvement and provide costing information. Then, the Fixed Asset system w support any adjustments to such information.
The system currently supports Straight Line, Sum of the Years Digits, 150 declining balance and 200% declining balance methods of depreciation. Most our clients use Straight Line.
The user will need to enter the4formula to be applied for the calculation. TI system can handle any properly formed algebraic expression consisting database elements and constants.
The interface to A/P is through the Purchasing system. The interface to tt General Ledger is for depreciation posting and write off.
The Fixed Asset system may be accessed by either our client (PC) based Clic Drag, and Drill reporting system, or by our server based report writer. The sew based report writer, known as ‘ad hoc’, permits the user to easily specify whic data elements are to be displayed and to specify selection criteria from any of tl data elements defined for the database. The reporting may be menu drive where the system parades the data elements before the user for selection; or, may be command driven for the knowledgeable user. Multiple user defint sorting and totaling and derived columns are all supported. This ad-hoc reportit capability is built into our on-line Inquiry module as well.
Click, Drag, and Drill Module is an executive information reporting modi available for use in all areas of IFAS. CDD is Windows based and accesses di from the live lnformix database in real-time. To activate CDD from the F desktop, the user double clicks on the CDD icon and will then be presented w a menu of choices reflecting the categories of information stored in the lnforn database. The user may then select, using the mouse, the category information desired. From within the category, a list of data elements will displayed. The user then selects the desired data element. Once selected, t user will drag the data element to the desired location on the report. Tt process is repeated until the report is fully defined. The report can then be sav and iconicized for regular use.
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Data elements
Adjustments
Depreciation
Replacement value
GL & AP Interfaces a
Ad hoc reporting
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Financial Information Systems Proposal for the City of Carlsbad
81-TECH Software. In
As the report is being displayed, the user may double click on any value on th report and thereby drill down, interactively, to any detail that is associated wit that value. For example, the user could define a report showing the budget 1 actual status of a specified account. By double clicking on the account, the usc could drill down to the transaction level detail for the account. By double clickin again, the user could drill down to see the associated Purchase Ordc information, and so on.
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Financial Information Systems Proposal for the City of Carlsbad
BI-TECH Software, In4
Payroll
Exception philosophy The client will specify, on an employee-by-employee basis, if exceptio1 processing is desired. If not, then hours must be entered each pay period fc non-salaried employees.
The system supports three types of time entry: Centralized, departmental, an automated. For centralized time entry, the finance department typically collect time information and create entries using our Time Card module. Fc departmental time entry, each department uses the “Supervisor’s Prelist” t facilitate time entry. For automated time entry, we have interfaces developed t up load from a PC based time clock system and from a Scantron (fill in th bubbles) time sheet system.
The system supports weekly, bi-weekly, semi-monthly and monthly base payrolls. We have a few clients who are on a monthly cycle with a mid-mont advance and our system is usually set up to make the mid-month advanc through Accounts Payable; then, we set up a deduction in payroll for the advanc and make all required postings. It has been our experience that converting fro1 one payroll interval cycle to another is not easy. It poses no particular proble for the software; however, the client and its employees deal with a number I difficult problems when making such a conversion.
The system supports any number of holiday types, including birthday ar floating.
We can add a calculation code to the system which will automatically award holiday for employees with perfect attendance. These calculation codes ai added at no addition cost to the client, when we encounter a new need. Sinc we track and accrue sick days, we can produce a report of all employees wt have not taken sick leave for six months and twelve months.
The client may have any number of special pay categories defined; however, i individual employee may have no more than 20 pay assignments active durir one pay period.
Time and dollars may be charged to accounts. The General Ledger ai Job/Project Ledger support a separate Units and Units of Measure field for ea1 transaction.
In the current system, up to 20 projects may have labor distributions for t individual employee.
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Central or department data entry
Monthly payroll
Floating holidays
Attendance I.
Special Pays
Charged time
Multiple project distributions
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Financial Information Systems Proposal for the City of Carlsbad
BI-TECH Software. In
Vacation, sick and floating holiday accruals and tracking are supported by 01 software. Many of our clients prefer having balance and usage informatio printed on the payroll check stub.
Vacation and sick leave usage are automatically calculated and checked again: limits.
Time off categories Any number of leave types are supported by our system and separate accounted for.
All postings, expense and liability, are made at the time a payroll is run and at tt time and advance is made. In addition, the A/P entries are automatically mac for liability accounts so that checks may be prepared for benefit carriers, t: boards, and the like.
Number of deductions The system supports up to 1,999 types of deductions.
Deduction assignments The system will support unlimited deductions active for an individual em p I oyee .
If the client has our Human Resource Information System, we will produce tk EEO-1, EEO-4 and EEO-6 report data.
Our system does all PERS calculations and, in addition, generates the PER magnetic tape media.
Part of our annual maintenance includes BI-TECH updating the clients feder and state tax tables, FICA rates and limits and SDI rates and limits. If ar changes to the calculations are required, we make them.
Our system does state taxes in all 50 states, Guam, Puerto Rico, Canadian taxc and 17 City taxes.
IFAS includes a Check Management system which works with Accounts Payab and Payroll. This system maintains all checks and produces a variety of repor which are used in the reconciliation process. Checks are divided into tt following categories: Paid, Reversed, Hand Written, Void starter checks, Va enter checks (last in a box), Void continued (stub continuation), Canceled, Sti Dated, and Void Hand Written. Our system also processes canceled chec tapes from the bank.
Vacation Accrual m
Usage validation
GL interface
EEO reports
PERS reports 0
Taxchanges
Taxes
Check reconciliation
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Financial Information Systems Proposal for the City of Carlsbad
BI-TECH Software. In
The system supports manual checks and does all calculations for the user so th: all that is required is to enter the check number and a check code of "HW indicating a hand written check.
Our system prints the W-2's and generates the required magnetic tape medi: Our maintenance contract includes updates to W-2 processing requirements o an annual basis.
Our system produces a quarterly tax summary report and the 941 reports.
Any number of trial payrolls may be run. An option which is supported by oi system is to include all GL postings in the trial run.
Information which is to appear on the payroll check stub is specified by the clien Most clients elect to show period and year-to-date values for all deduction: payments, vacation and sick hours, and employer contributions (fringe).
A large number of our clients have cafeteria style benefit plans. The Huma Resource Information System can be structured so that it provides modelin information for employee choice plans.
Pre-tax deductions All types of tax deferred annuity plans are supported in our standard payrc calculations.
Our software includes a special utility program which will automatically appl retroactive pay, with all appropriate GL entries and payroll history entries bein made by the system.
Each deduction, and employer contribution, may specify a limit. The system als allows the user to specify an active date range, so deductions and contributior may begin on a particular date and end on a particular date.
Each deduction, and employer contribution, may specify an additive amount; e.< Calculate normal FIT and then add $50.00 a month. The user may specify th, the calculation is to be based upon a dollar amount or a percentage.
Sick and vacation limits are checked and reported by the system.
Manual checks e
w-2's
Quarterly tax reports
Trial payroll
Stub reporting
Cafeteria plan
Retroactive pay e
Deduction limits
Additional taxes
Limit flags
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Financial Information Systems Proposal for the City of Carlsbad
61-TECH Software. In(
Our system supports direct deposit (Electronic Funds Transfer). We suppoi deposits into up to five bank accounts per employee. For example, the employe may wish to have 20% of the check deposited into a savings account, 409 deposited into a checking account, and the remaining 40% paid in an actu check.
Direct Deposit e
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Financial Information Systems Proposal for the City of Carlsbad
BI-TECH Software, In(
Personnel
Employee reviews Salary review reports are standard in our Human Resource Information Systen If the employee is set up on "Auto Step", the system will automatically incremer them in the Rank, Grade and Step tables.
The system maintains all client desired history for any data elements selected t: the client. All clients maintain history on all jobs held by an individual.
There are two recruitment screens supported in the system. These screer include fields for Mortgage costs, moving costs and many other factors such ha recruitment methods. Also, of course, skill banking is supported as is applicat tracking.
Review notices Review notices are printed automatically by the system. For each job type, th client may specify up to two types of performance reviews and each review mz measure on up to eight performance scales.
Click, Drag, and Drill Module is an executive information reporting modul available for use in all areas of IFAS. CD.D is Windows based and accesses dai from the live lnformix database in real-time. To activate CDD from the P desktop, the user double clicks on the CDD icon and will then be presented wii a menu of choices reflecting the categories of information stored in the Inform database. The user may then select, using the mouse, the category ( information desired. From within the category, a list of data elements will I: displayed. The user then selects the desired data element. Once selected, ti- user will drag the data element to the desired location on the report. Th process is repeated until the report is fully defined. The report can then be save and iconicized for regular use.
As the report is being displayed, the user may double click on any value on tt- report and thereby drill down, interactively, to any detail that is associated wii that value. For example, the user could define a report showing the budget * actual status of a specified account. By double clicking on the account, the us( could drill down to the transaction level detail for the account. By double clickir again, the user could drill down to see the associated Purchase Ordc information, and so on.
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Position history
Recruitment
Ad hoc reporting
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Financial Information Systems Proposal for the City of Carlsbad
BI-TECH Software. In
Position Control Budgeting
Payroll-Based Philosophy The system allows you to create a budget for salaries and benefits for the ne: fiscal year. This is done very accurately by creating a model of your curret Human Resources/Payroll database, and calculating the budget by repeated1 running mock payrolls for each period and cycle of the next year.
The Payroll database is copied to create a model database. The user can creai multiple models, and are limited only by available disc space. These modi databases can be modified as much as desired to forecast the Huma Resources/Payroll situation for the budget period. Then a budget flat file generated from this data by running concurrent payrolls for the budget perioc The budget will be as accurate as the Human Resources/Payroll data which entered.
The user may add Vacant Employees which will be hired for next year, includir estimated salaries and benefits, and these will be figured into the budget. Ca be done manually on an employee by employee basis, or automatically t entering a total FTE for a given position in the model payroll position screen, ar have a utility generate the vacant employees, pay assignments, and contributic assignments. If the Human Resources subsystem is used to drive Payroll, th function can be performed with user defined clusters and message centc processing. ’
The user may change Payroll GradeEtep changes in one step for all employee If the Human Resource subsystem is used to drive Payroll, this function can k performed with user defined transaction codes, or message center processin1 The same can be done for contributions defined in the Human Resourcc subsystem.
The budget flat file created from the Position Control Model database can t distributed to any one of the 10 named budget versions defined in the Gener Ledger subsystem, and further modified there.
Depending on how and to what extent the Human Resources subsystem drivc Payroll, the user may bring back portions of the modeled data back into the Lit Payroll subsystem, thereby activating the changes planned for in the modelir process.
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Modeling
Vacant Employees
Global Salary Increases
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Budgeting
Model Implementation
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Financial Information Systems Proposal for the City of Carlsbad
-IFAS- Dl @
0 AbQUt Our CO
Bi-Tech (from Binary Technology) grew out of a small consultancy which began writing device drivers, operatic
compilers, and other system level software in 1965 on the IBM 1620 and 1400 series. In the early 1970’s, effort
development of institutional and commercial accounting software, with particular emphasis placed on Encumt
General Ledger systems. Major projects were completed on IBM mainframes through the mid 1970’s, \
developments on CDC, DEC, UNIVAC, and Varian machines.
In 1975, we were introduced to Hewlett-Packard equipment by microprogramming a specialized instruction set
1000 and HP 2100. With the release of the HP 3000, Bi-Tech designed all modules to perform under M
modules included General Ledger, Accounts Payable, Accounts Receivable, and Payroll. This product offering Wi
toward colleges and universities and their associated auxiliaries. Throughout the 1980’s, major modules anc
were added to the system including Job Ledger, Human Resources, Position Control, Fixed Assets, Purchas
Management, Ad Hoc Report Writer, Grant Management, and SMARTDBTM. With the addition of these mc
through the enhancementshedesign of the original software, lFASTM became an excellent financial manageml
for other entities utilizing fund accounting principles. Such entities now include Higher Educational Institutions, G
Administration, Private Foundations, School Districts, and Special Districts.
Our logo, the abacus with the embedded binary equivalent of 1981, shows our year of incorporation. Since
major emphasis has been the development of new applications and features which better meet the expressec
our clients. In addition, we have created extensive tools for conversion of existing data and interfaces to othc
which permit our package to be easily installed in a variety of environments. The major advantage of all software
y Bi-Tech is that it assumes the nature and character of the client, insuring a comfortable and powerful solu
*eels right’ to the client. The Company Philosophy and Mission and Purpose on the reverse side identify
aspects about Bi-Tech’s environment.
Hardware, Software, and Data Structures
The modules offered by Bi-Tech are available on two major hardware platforms using MPE on the HP 3000 a
hardware supporting AT&T’s UNIX. The principle languages used in the application software are COBOL and C.
programming constructs are strictly adhered to in our code. All databases are designed in Third Normal Form
use a Network DBMS on the HP 3000 (IMAGE) and a Relational DBMS on the UNIX based platforms. Some s
temporary flat files are used. V/PLUS is used for full screen data entry on the HP 3000; CURSES is used on
machines.
support
Bi-Tech offers a comprehensive training and maintenance program which is designed to meet the continuing ne
client to have well trained personnel and state-of-the-art solutions. In addition, self-paced, computer assisted
modules are available for continuing education and training.
(over for Company Philosophy, Mission and Purpose)
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BI-TECH SOFTWARE, INC. 8 DISCOVER THE ADVANTAGE 8 (91t
GI-4172
Company Philosc
Mission and Purl
Company Philosophy
The values of the company must embody ethical conduct in every regard. Business should be conducted with the
focus on the client. Products should be developed to meet clearly understood needs of the client. The company envii
must attract and retain the best quality employees available. The management of the company must incluc
stewardship regarding cost control, pricing, and the setting of objectives.
When these principles are embraced with disciplined rigor, irrespective of market conditions and profitability, the c
will assume an identity. This identity is a factor in the company's ability to survive and grow.
Mission and Purpose
Profitability. Profit should be generated to fund Research and Development efforts; retain cash reserves necessary
tain a stable employee work force during business cycles; avoid dilutions of future profits through the assumption of 1
tract and retain the best possible employees; maintain an excellent credit rating; acquire and maintain necessary
plant to support efforts; and, reward the stock holders. Profits should not be excessive or the result of questionable t
practices.
Customer Support. The most important activity performed by the company is the support of existing clients. All clil
pear on the Client Reference List. The sales process, implementation, support, and product improvements must be
high quality that the client believes the price fair, the implementation thorough, the support exceptional, and the pro
provements a direct value to the client. The company must maintain frequent and periodic contact with each client t
that the client is satisfied; and, if not, steps must be taken immediately to address client concerns. Satisfied clients
single most important reason business operations continue. Clients remain satisfied only through caring. It is the res1
ity of each BI-TECH employee to care about the client.
Product Quality. Product quality begins with a knowledge of client needs. Existing product improvements and new
developments must meet expressed and clearly understood client needs. Using clients as the first stage in new pro1
velopment, BI-TECH retains the competitive edge necessary for continued operation. Products must be thought
signed, carefully developed, thoroughly tested, and properly documented before they are released to clients.
Employee Rights. Employees have a right to immediate access to all company financial information, except indivic
ary figures; a work environment which is stimulating intellectually; salary and fringe which is a fair recognition of the 1
ee's capabilities and contribution; fair and equitable treatment without regard to issues unrelated to capabilities and c
tion; opportunity to grow intellectually; access to and influence over all technical, management and sales goals set fo
ganization; clearly stated expectations of achievement; a process by which the employee clearly understands hov
ganization views their performance and contribution; access to management for concern resolution; privacy of wo
and, management recognition of the importance of time away from work.
Ethics. All employees shall conduct the business of the company in an ethically laudable manner at all times. The F
shall be represented accurately and priced fairly. Competitors shall not be discussed with prospective clients. The
right to privacy of information shall be respected.
Gl-4173
- Sr DA e
a Features Common to Our Sofl
Fast
All databases are designed for fast access to commonly requested information; users are informed when they art
ing upon an exhaustive database search. BI-TECH has developed a special technique which allows individual UI
lor linkages among and between applications. This allows the user to set-up “hot-keys” which will toggle them
application immediately into another. For example, with one key stroke in the General Ledger INQUIRY, the usel
into Accounts Payable INQUIRY and from there, they may pop into Purchasing INQUIRY, etc.
Friendly
Many BI-TECH clients operate without a Computer Center staff. All functions are end-user controlled. The
select functions from simple menus with context sensitive HELP available. The user may type ahead, bypass
entries, or the user may create command words which cause desired actions to take place with only a few ke
Software may be actuated by the use of a mouse, or for handicapped users, a special voice actuated menu
available. ‘Push Button’ reporting is incorporated in many modules. All User Guides are on-line, keyword in
quick retrieval of information. If the user does not know what information is to be placed in a particular field on a
user places a question mark (?) in the field and the system provides specific information about the field and, in tt
coded field values, the system provides a list of valid codes. The user may then select one of the values and hav
tem return to the form with the selected code value painted in the appropriate field.
Secure
All software is controlled by a centralized security manager. Menus are tailored to each user so that they see on
to which they have access. Data access may be restricted at the database, dataset, record, field, and field vi
For example, a Department Head can only access accounts for which responsibility has been assigned; or, a use
view a Salary field if it is less than $50,000. Users may be restricted to times of the day, days of the week, terrr
ions, and specific functions. Security is easily set up, by an end-user, in clearly documented tables. Security ci
Forgiving
All modules are designed with the premise that people do make mistakes; e.g., run a batch of NP checks with 1
check date entered. All modules provide an UNDO utility which allows the user to repeat a task and have previo
neous transactions removed and databases reset to original states, prior to the problem. The system provides a
hard copy and electronic record of each UNDO. This UNDO facility, unique to our systems, allows the client to
clean databases, minimize adjusting entries, and avoid automation anxiety.
Auditable
Every transaction in every database is carefully designed to provide an immediate, easy to follow ‘trail’ to it!
sources. Each transaction contains a date and time stamp, along with the identifier of the person who entered
action. If multiple source documents are involved, multiple ‘trail’ fields will exist. For example, an Accounts
transaction in the General Ledger will show the Invoice number, Invoice date, PO number, PO date, Vendor ider
and Check number and date if the expense has been paid; thus, a trail will lead to the vendor, invoice, PO, ai
The Ad Hoc Report Writer can create a variety of audit work papers. Auditors can be set up with Read Only i
research. The system includes a special feature which allows selection of every n-th record in any database.
Relational
Regardless of the data structure used to store the information, all databases are presented to the user in a relatic
ner. The user can Select, Join, and Project from any of the relations with easy to use multiple criteria selection n
Balanced
The integration of databases is exceptionally well designed, striking a comfortable balance between typical accc
the need to store large volumes of data, the need for fast access to support interactive retrieval, the need to storc
nd optional information about a transaction, the need to adhere to rules set forth by standards boards, and thl
oi pecific and detailed for large, multi-function clients or it can be quite general for smaller clients.
@ ,rovide multiple views of the relationships inherent to large and complex organizations.
BI-TECH SOFTWARE, INC. m DISCOVER THE ADVANTAGE I (97(
GI-4182
-IFAS a General LC Overview
The General Ledger is the heart of IFAS'" . Every subsidiary system is represented in detail and/or in summary in tt
The General Ledger is used to generate many financial and management reports/inquiries and is typically the pri
where budgets are created. Please refer to the FEATURES COMMON TO OUR SOWARE data sheet.
The G/L Structure and Accounting Principles
Q Supports multiple, different ledger structures.
a An account number, for data entry purposes, may be up
to 40 characters in length, with up to 16 organizational
dimensions represented. a Supports unlimited number of funds.
0 Chart of Accounts allows complete control over structure Q Comprehensive Budget Preparation and Mo
and terminology.
0 Complete Contract and Grant accounting system.
Q Grant and project accounting periods defined separate
from fiscal year.
~3 All updates on-line, interactive. every screen.
0 Codes, edits, and field identifiers are user controlled.
0 Supports multiple fiscal years with 12, 13, or 14
Supports any number of years of history.
a Fully integrated with the Job/Project Ledger
cate data entry.
Q Track costs by program, project, activity, a
across department and fund lines.
tem included (see data sheet).
Journal Entries and Automatic Functions
0 All fund accounting entries made automaticallg
0 Multiple entry lines on a single screen; contrl
Q Special feature to handle all foreign currencie:
matic rate conversions.
Q Approval process for batches.
Q Cost of goods sold automatic postings.
~ accounting periods.
Q User defined sub-ledgers. a Standard Recurring entries fully supported.
Q Maintains active, inactive, and restricted accounts. Q Indirect Charges automatic postings.
U Supports Posting to past, current, and future a Inter-departmental charge back module.
perioddyears. a Equipment charge out based on usage. ~3 Complete ledger restructuring for simple changes Q Automatically re-distributes and/or allocates c (merge funds) to complex (new structural part). changes in organizational structure.
Q Meets GAAP, GAAFR, GASB, FASB, NACUBO, 0 Tracks all inter-fund entries and transfers. ASBO and MFOA standards. a Interest Earned automatic postings. 0 Monitors balance condition. a Average daily cash balance computations an( a Concurrent month, period year processing.
U Posts automatically to transfer accounts witt a Supports cash basis, accrual basis, year-end accrual inter-fund entries. basis, or any combination thereof.
Q Automatic year-end closing without loss of det Q Systematically maintains control account balances
reflecting revenue, expenditure, and encumbrance activ- a Subsets can be closed independently.
ity totals from subsidiary ledgers. 0 Recurrent Journal Entry module.
0 Cash management accounting at any user defined Q General Journal Entries module with standing level. tive Journal Entry capability.
Q Complete interface to A/P, NR, Cash Receipts, Payroll, 0 All editing at time of data entry. Fixed Assets, Bank Tapes, Purchasing, Receiving, and 0 other in-house developed packages.
(continued)
BI-TECH SOFTWARE, INC. H DISCOVER THE ADVANTAGE H (97t
a Journal Entry module will not permit logically imbalanced (fund-to-fund) entries.
0 Comprehensive audit trail from sub-ledgers in GL transaction detail including customerlvendor ID, check #, lnvoici
IJ Interactive or batch processing of Journal Entries.
IJ Automatic Journal Entry reversals.
IJ Posting in summary or detail from any subsystem.
IJ Prior year encumbrance roll-forward utility with budget adjustments.
Reporting
0 Relational view of database.
0 Comprehensive Ad Hoc Report Writer, includes Encumbrance access.
0 Ad Hoc Report Writer prepares budget and audit preparation worksheets.
0 Financial and statistical modeling and reporting.
0 Separately maintained debit and credit amounts.
0 Full set of AICPA standard fund accounting reports.
0 Detail or summary versions of reports available.
0 Full set of reports for revenue generating operations.
0 User controllable format, totaling, sorting, and selection for all standard reports.
0 Reports to screen, slaved printer, laser printer, spreadsheet, or graph.
0 Integration of numeric, narrative, and graphic data in reports.
0 User defined roll-up reporting.
0 On-line inquiry for structural, budget, budget-to-actual, and transactions (including encumbrances).
0 Reports may be printed for all or any subset of the database.
0 Special budget alert reporting and inquiry.
Q Standard reports and on-line inquiry provide prior, current and future fiscal year reporting, combined multi-fisc
0 Standard reports include:
and Cash Receipt #.
reports, and inception to-date reports with user defined periods.
Trial Balance General Ledger Statement of Changes
Income Statement Balance Sheet Budget-vs-Expenditure
Income & Expense Report Balance Sheet by Fund
Project Dir. Report Client Specific Reports Cash Flow
Budget Officer Report Year-to-date recap Hierarchical Budget
Project Summary Reports Deposits & Withdrawals Fund Summaries
Function Summaries Projected-vs-Generated Indirect Charges
Governmental Reports Liability Analysis
Extraction Reports by Fund
GI-4190
FASA -1 B’ 0
e Job/Project Accounting L Overview
The Job/Project Accounting Ledger is a separate, yet integrated function to the General Ledger System. GL and
actions may be keyed simultaneously; thus, the two ledgers are fully integrated, never out of balance, and tra
need only be entered once. With a separate client defined GL and JL account structure, the required organizatior
chy for both the GL and JL can be effectively modeled. Also, of course, a Job/Project can cross all GL structur
aries such as Fund and Function. Please refer to the FmTuREs COMMON TO OUR SOFTWARE data sheet.
Major Features
0 Fully flexible Chart of Accounts defined independently Cl All closing entries are generated automatic:
from the General Ledger System. may specify a subset of the Chart of Accou
closed; thus, specific job or project activity m 0 Complete integration with the GL at the transaction open for its duration.
level such that accounts in both systems remain in bal-
ance at all times. D All updates to the Chart of Accounts are don tively. Cl Multiple fiscal year information is fully supported. User designates in either the GL or JL System the number of El Special month-end automatic posting modu
years of transaction history and the number of years of uSer to define entries such as ‘Materials
account balance and budget history desired. Charges’ or ‘Indirect Labor Costs’ or ‘Cor
Overhead Fees’. a Budgets may be prepared on an annual, quarterly,
specific level (Object Code Level) or at a summary level General Ledger and Job Ledger% with the abili’
(Budget Category Level). System includes an extremely two reference codes and two dates with eact’ 0 easy to use ‘Budget Scenarios Module’ in which the ti’n posted.
user defines and applies various ‘What If?’ scenarios to Standard Management Reports
future and current year budgets. Statistical budgeting is Cl In addition to the comprehensive set of sta fully supported. ports, a full featured Ad Hoc Report Writer is :
IJ Complete Job/Project Ledger Data Base INQUIRY facil- in the JL System.
ity which allows the user to access all information inter- a The system includes many Fund Accountir actively. This accessed information may be extracted standard reports: using multiple selection criteria values. In addition, re-
trievals may show project descriptive information, bal- Trial Balance General Ledger ance figures, budget figures, and/or transactions which
originated from other installed subsystems (e.g. Income Statement Income Statemet
by Fund Balance Sheet Accounts Payable, Encumbrance, Accounts
Balance Sheet b Receivable) in a given date range.
Project Director’s 0 General Journal Entries (Journal Vouchers) module Report Income & Expeni
Report allows the client to directly update the database or to
create a batch of Journal Entries to distribute them sep- Project Summary
arately. All transaction entries require the General Report Budget Officer R
Hierarchical Budjet Deposits & Withc Ledger account; the Job/Project account is optional.
To-Date Hierarci- D Built-in security system allows users to be assigned to Report
Report specific job running and database access capabilities Operating lncOme within the JL System independent of their assigned Statement security in the GL system. For example, a Budget Job Transaction
Director may only access information associated with Project DirectorJUEN Summary
accounts in the GL to which responsibility has been Summary 0 assigned and yet access through the JL, a specific pro- Job Trial Balance Report ject which may involve distinctly different accounts.
and/or monthly basis. Also, budgeting may be at a very u Failsafe audit trail of all transactions postc
BI-TECH SOFTWARE, INC. B DISCOVER THE ADVANTAGE I (91t
GI-4193
-IFAS- D‘ 0
Budget Prep;
& Mo 0
Overview
The Budgeting System is a flexible tool for creating current and future year budgets. Budgets may be created
quarterly, monthly, or multi-year periods, and may be controlled at various levels within the organization. Using
Modeling function, the user can analyze current or prior-year budget and/or actual information, manipulate the it
and create various ‘What If’ scenarios. Changes to budgets can be logged and reported, and the time perk
changes can be made may be controlled on a budget version by budget version basis. Please refer to thc
COMMON TO OUR SOFTWARE data sheet.
Major Features
0 Up to ten named versions of a budget for each year.
0 Supports annual, quarterly, monthly, and multi-year budgets.
0 Allocation controls at any user defined levels.
0 Budget checks all interactive, at user defined levels.
7 Complete budget modeling system, with ‘What If’ capability.
0 Many budget preparation screens, including screens which show user selected budgetlactual history.
00 Budget tracking by fiscal year or any user defined time frame.
0 Budget worksheets printed.
0 Budgets adjusted by plus or minus amount, plus or minus percentage, or override values.
0 Budget preparation interfaced to Position Control and Grant Management for modeling.
0 May budget, expend, and control at different levels.
Cl Trend analysis and straight line projections from current and prior year actuals.
c1 Salary forecasting/projection capability.
0 Prints final Budget Preparation document.
0 Supports global budget changes.
D Entry of financial and statistical measures (gallons, hours, units).
3 All budget changes tracked and reported.
CI Download/Upload to/from PC based systems.
8 (Ad Hoc Report Wrifer & Table Formatter System)
BI-TECH SOFTWARE, INC. w DISCOVER THE ADVANTAGE I (916
GI-4179
Ad Hoc Report Writer & Table Formatter Sy!
Overview - Ad Hoc Report Writer
The Ad Hoc Report Writer is a custom report generator defined by the user which will provide information and d
tained in the General Ledger in a comprehensive format. Many features included in this system assist the user/(
with details regarding positioning, format control, editing, and arithmetic operations. Up to 20 columns of data are p
and unlimited use of rows. Please refer to the FEATURES COMMON TO OUR SOFTWARE data sheet.
Major Features 3 Each individual entity, function, fund, project,
etc. may be named in association with a headir
line within its data. 0 Page Size & Report Positioning - Variable Margins.
0 Addition and subtraction calculations may be F 0 Left, Right, Center Justifiable Titles, and Footings.
0 Password Protection for sensitive reports. at the total and subtotal defined lines.
3 Numbering versatility - user defined location. 0 Underlining and overlining of totals and de
0 Special code for variable report dates. utilizing single and double lines are available.
0 Selection of balances, reference items, entities, etc. from a Variable spacing permitted prior to printing a t'
all parts of the General Ledger. 0 Up to 20 user defined column titles.
0 Selection by date from one month through infinity - limited 0 Calculations based on column contents (co
only by data within the database. column 2). Supports + - / in addition Po pel
and constants. Preselected items, i.e. Budgc 0 Budget totals, actual balances, and encumbrance totals etc., may also be used and calculated upon. for all available data by month, year, etc.
0 Selection of these totals from any level of the structure a Selection Of data may be 'fine-tuned' at run ti'
and by specific accounts/object codes. specific accounts, projects, etc.
0 Up to five levels of nested sorting for various platforms a Selection Of Budgeted Accounts Only Or full de
of reporting. 0 Full detail of balances may be printed or a 1
selection may be requested to limit report lenl 3 Allowance for level of totaling for report distribution.
0 Customized headings and capability to print separate 0 Blank co~umnS may be used Io create readin!
reports for each entity. complex reports.
scriptions. clarity, e.g. vertical bars, leaders, negative
rounding of numbers, etc. are available for us1 0 Totals calculated at any designated point on the report. 3 Automatic adjustment of report size to meet 1 of the screen or paper. D Descriptive headings may be inserted at any designated
point in the report.
0 User designed indentation and display of account de- o Special editing functions to aid appearanc
Overview - Table Formatter System (TFS)
TFS is an electronic spreadsheet generator. Many features have been included in this system to relieve the I
concern about details such as positioning, format control, editing, and arithmetic operations. Up to 20 columns ares
with unlimited rows.
Major Features El Values may be expressed as multiples of ot
and constants. Expression is entered in natur2 0 All table updates are interactive in block mode. form; i.e., the system converts to RPN.
0 Special edit functions supported: e.g, vertical bars, 0 System will automatically compute statisti,
leaders, negative brackets. median, mode variance, and standard deviati
3 System will automatically adjust a table to fit in the de- 0 Tables may be printed and/or displayed on th
sired dimensions and other adjustment messages. User may specify which printing device to u!
0 System supports addition, subtraction, multiplication, and will use a slaved printer from a terminal.
division operators; no limit on parenthesis nesting. 0 Security protects tables from unauthorized ac
GI-4180
-/FASF DA 8
a Click, Drag, & Drill
Overview
Click, Drag, & Drill (CDD) is a Windows based report writer with "point and click" report definitions.
CDD supports linked "drill down" reports, with optional pop-up selection criteria prompts that
appear prior to Drilling Down. CDD may be used with any ODBC-supported, relational database.
Using Click, Drag, & Drill
After CDD has been started, use the mouse to select the information category desired. From within the category, a list of data elements is displayed. Select the desired data element and drag it to the desired location on the report or, for simple columnar reports, double click on a data
element and it will automatically be placed on the report. This process is repeated until the repod is fully defined. The report can then be saved so that it appears on a pick list in the future. If the
report is used on a regular basis, it may be assigned an icon (iconized) so that it is instantly accessible.
When a report is being run and is displaying information on the screen, double click on any
retrieved data element to instantly "drill down" to underlying information. "Pop up" prompts may
be designated to occur prior to the "drill down" so that the path of the "drill down" is defined as
you go.
For example, after defining and running a report showing names and addresses, the user could
double click on the first address line to "drill down" to additional address lines, or, the user could
double click on a person's name and specify a "drill down" path to the person's birth date.
Major Features
Q User defined AKA (Also Known As) 0 Comprehensive totaling and subtotaling
feature allows the user to "nickname" data logic allows for total lines in a variety of
elements so that the names are regions on the report. For instance,
meaningful to them. subtotals may be easily inserted at every
sort break.
0 Derived values may be defined based on 0 Multiple regions may be defined in a single
rows, columns, rates, and constants so report so that "fancy" reports may be easily
that values other than those stored in the created.
0 By double clicking on a retrieved data database may be reported.
element, the user may "drill down" to detailed levels. "Pop up" prompts may be 0 A report format is shown at the creation
designated to occur prior to the drill down. process level. This enables the user to For instance, if drilling down to transaction view the format while picking data
level details from the master level report elements. What-you-see-is-what-you-get
entries, the user may be prompted for a (WYSIWYG) gives the user instant
date range. feedback about how the report will look.
This speeds up the report creation
number of sort levels may be defined to accommodate complex sorts. CI Linkages between tables are easily identified. 0 Printers are user selectable to
accommodate a variety of outputs. 0 Report output may be routed to the screen or a printer. In the future, output 0 Multiple fonts, pitches, and colors are may be routed to a file or exported to
supported on a single report so that visual popular spreadsheet software. impact may be designed into the report.
a
0 Depending on the database, an unlimited process.
0
61-TECH SOFTWARE, INC. I DISCOVER THE ADVANTAGE I (916
0 Special "hidden" row and column elements allow the user to perform calculations at the detail Bevel and display the results at the total level.
0 Complex selection criteria is supported so that the repod contains only information desired.
Security
The drawback of most reporting tools capable of accessing a database is that they cannot be used
widely by end users since the security of data at all levels cannot be guaranteed. Click, Drag, & Drill has been implemented under control of BI-TECH'S Nucleus security which provides detailed security for all areas of IFAS.
Technical Environment
Click, Drag, & Drill is a true client server based application which runs on a 486 or greater PC. The PC should have at least 4 MB of memory. CDD requires an ODBC driver and client server software
on the PC. Both ODBC and client server software are supplied by BI-TECH when CDD is licensed. The client PC must be attached via a network to the server.
-IFAS- 8' e a Budget Item D
Overview
The BI-TECH Budget Item Detail module supplements the General Ledger System budgeting process by allowing tt
tion of individually budgeted items within a given General Ledger or Job Ledger account. Supported functions are: Ec
purchases, Travel requirements, and Miscellaneous user defined items. Annual and/or monthly budgets may be def
identified with a given named budget version within the General Ledger System. Textual comments or documenta
be entered at any point. The Budget Item Detail module is interfaced to the General Ledger which allows it to create c
General Ledger or Job Ledger accounts with the accumulated total budgets within the Budget Item Detail module. N.
phasis has been placed on the flexible and interactive retrieval of needed information. Please refer to the Features (
to Our Software data sheet.
Major Features
0 All information updates are handled interactively, within the Budget Item Detail module.
0 Provides automatic validation of General Ledger or Job Ledger Chart of Accounts.
0 Supports Annual or Monthly budgeting within user 'named' budget versions at any defined level within the
Accounts.
0 Multiple year entries may be defined concurrently.
0 Updates to the General Ledger System occur on a user directed, batch basis.
0 System may maintain a chronological log of all Budget Item entries and/or changes.
selection criteria in a 'mix or match' fashion.
GLiJL Account Travel Equipment Miscellaneous Items
GUJL Structural Groupings Descriptive Text Quantity Descriptive Text
Fiscal Year Transportation Costs Unit Price Budgeted Amount
Month within Fiscal Year Type of Transportation Descriptive Text Quantity
Budget Level SiteiLocation Date of Purchase Unit Price
Named Budget Version Dates Manufacturer Calculated Total Bu
GLiJL Account Total Budget Number of Days Model Number
@ Budget Item Detail information extraction for reporting or from the interactive INQUIRY facility may specify the f
Number of People
Lodging Costs Funding Source
Meal Costs Funding Contract #
Fees Fixed Asset Identification
Miscellaneous Costs
Calculated Total Cost
Calculated Cost/Person
Calculated Total Budget
0 User has the capability to modify the design of each screen and the information it contains. Additional, user
screens may be defined and interfaced to the General Ledger System.
3 An Ad Hoc Report Writer allows the design, format, calculations (Mean, Mode, Median, Standard Deviation, Freq
sort selection, and reporting to the screen or printer as desired.
0 System allows the user to define a group of periodic reports and then request them with one simple command.
0 Built-in security system allows user to be assigned to specific job running and database access capabilities, e.g.
may be defined to only access those accounts for which responsibility has been assigned. 0
BI-TECH SOFTWARE, INC. I DISCOVER THE ADVANTAGE m (916
GI-4072
-/FASF 8' e
a NUCLEUS'"
Person/En tity Sy:
Overview
NUCLEUS'" is a general purpose software system designed to operate in a multi-user environment. The syster
many security safeguards at the logical, database, and demographic level; centralizes system information such a:
Codes: provides an extremely convenient tool for the analyst to create user/job interface dialogue; automatically
systems to users by conducting menu driven job request dialogue; launches batch (background) jobs and activ
interactively; and, creates a standard structure for interfacing user given parameters to applications programs. P
to the FEATURES COMMON TO OUR SOFTWARE data sheet.
Security Safeguards
Ll Users restricted to log-on terminals, days, and times.
3 Restricted access to operating commands by users.
0 Job running and database access capabilities.
0 Read, Write, and Update access may be restricted at the
entry level; Le., the system may allow access to only a
designated set of entries (records or rows) in a given
data set.
Q Launching of jobs/printing on external processc
0 Default job priority, printer, copies, and print
c1 Batch job uSer log-0n information maintained*
0 Total CPU time, elapsed time, and pages prir
Q Automatic database size checking can be e
User Interface
Q All job request dialogue managed by the syster e with an optional maximum print priority specified for each Q User may defer batch jobs and printed forms or
0 Code validations occur in real-time.
0 Printed output directed to variety of devices,
slaved printers and remote printers.
0 Users may elect (security permitting) to launcl
batch mode or run it interactively.
0 Complete on-line HELP facility. All questions
the user have associated HELP text.
job.
tained by user and job.
prevent exceeding database capacities. 0 Secondary and terminal passwords may be used.
17 Password forced to change at user defined intervals.
Users may be assigned access to designated printers
printer.
0 Job Security shows only the menus to which the user
has been granted access.
Cl Automatic log-off for inactive terminals; time specified on
user by user basis.
LI Logging of user-requested functions can be defined
globally or at the User and Job levels.
3 Inactive terminal time prompt requiring re-entry of pass-
word to proceed.
System Management
B Audit control information is automatically logged; e.g.,
B System shows estimated time to completion prior to job
Q Central location for all system error codes and corrective
advice, Screen and report headings, Common Codes
used by all applications systems, user security, database
passwords, and JCL.
Tool for User/Job interface Dialogue Creation
12 Question flow is easily specified by associated
with given combinations of possible user respor
3 User characteristics and security definitions
made available to all applications software.
0 JCL is entered directly into the database and CI
in batch or interactively, at the user's discretion.
0 User responses to job dialogue are placed in
flat file which is accessed by the application soft
0 Analyst creates dialogue by defining questic
asked (prompts), possible responses (menus) j
validation checks (edits), and additional descrip
mation (on-line HELP).
debit and credit totals for financial subsystems.
launch.
B Automatic logging of batch jobs by user and/or jobs.
B Automatic remote system log-on for distributed printers
and software subsystems.
(over for PersonEntity System)
e
61-TECH SOFTWARE, INC. m DlSCOVER THE ADVANTAGE m (91€
GI-41 96
rs Y$
Overview
The Person/Entity System maintains person and entity name and address information in a central database. This
can then be used by all application software needing to access such information. The advantages of centralizing s
mation are primarily data consistency, accuracy, and enhanced control. All update and extraction software are pro\
the system; plus, a powerful interactive PEDB INQUIRY facility is included. Because the client may define desired
and associate them with entries in the PEDB, this is a comprehensive database. Please refer to the FEATURES Cl
OUR SOFJWARE data sheet.
Major Features
0 Multiple addresses and free form text may be associated with each entry.
0 User may associate any special codes with entries and then extract from the database using these codes as sel
teria. No limit on number of codes associated.
0 Two programmatically callable subroutines are provided: GETNAME and GETADDR (the name and address
subroutine) selects addresses based upon a user defined hierarchy; e.g., first look for a billing address, the
address, then a campus address, etc. GETADDR returns two forms of the name: Last name first and saluta
(last name last).
0 Built-in security and control system allows users to be assigned read, write and/or update access to selected
the database.
c7 System maintains what has been changed, when and by whom. User has option to keep ‘old’ name and addre
in the database after they have been changed - useful for billing systems or other systems which need to kee
cnanges.
3 Powerful on-line PersoniEntity Data Base INQUIRY facility supports generic searches on multiple factors.
3 File listings may be selected and printed based upon multiple selection criteria.
3 System is easily interfaced to existing software.
3 Address labels are user defined and may be selected and printed based upon multiple selection criteria.
Gl-4197
S- 'A #A a
Accounts Payable Syste
Check Management S a
Overview
The Accounts Payable System includes three major modules: Immediate Pay, Open Hold, and Void, T
Reversed. The Immediate Pay A/P subsystem is designed along traditional procedures where a check is writt
as an invoiced amount enters the system. Open Hold A/P recognizes the expense (GL posting) at the time o
the Open Hold A/P Database; however, the cash transfer is not recorded until the check is written. Void, 1
Reversed manages hand written checks, check entries which need to be reversed from the system, and void h
which require the check number to be recorded for audit purposes. Please refer to the FEATURES COMUC
SOFTWARE data sheet.
Major Features
Q Open Hold A/P subsystem includes cash requirements' 0 Automatic interface to the Encumbrance Sysi
reporting. 0 System will accommodate any check format. 0 Duplicate invoice checking performed. Cl Interface to Accounts Receivable System av:
Q System includes Consolidated Check Register and bank CI Supports multiple vendor addresses. reconciliation. Multiple bank accounts supported. n Supports user defined vendor history. Q Open Hold A/P includes powerful interactive INQUIRY
facility, plus aging reports. 0 System will accommodate remittance advice 1
0 Payment of Open Hold A/P may be specified by a vari- Q Allows purging of vendors on a user defined t:
ety of criteria; e.g., Due Date, Vendor ID, and/or
Q All entries to the General Ledger are defined by the user
at the time of installation. User may selectively post to
the GL or to the Open Hold A/P Subsidiary Ledger only.
3 One time vendor override payments supported; i.e.,
temporary vendors may be defined. Vendors may also amount checks.
be added to the Person/Entity Database automatically
from the transaction input screen.
Q Failsafe audit trail of all entries posted to the GL.
0 Commodity codes supported.
a Optional interface with Receiving to automatically use
the Purchasing information and quantities received.
Q System includes on-line vendor payment database. Summary Reports
User controls the amount of history - see Check
Management System on reverse side.
5 Flexible, user defined interface to the GL, allowing detail
or summary level conditional posting of distribution
amounts, discount amounts, and net amounts.
a Interface to Student Admissions and Registration
Systems available.
0 Vendor and product discounts supported.
0 Invoice #. 0 Provides vendor analysis reporting.
Q Payment cycles are user defined.
0 Form alignment checks are user definablc counted for by automatic voiding.
a The system suppresses printing of zero anc
Ll User specified posting dates.
3 Separate check option and/or multiple invi check.
0 Consultant 1099's supported (tapes and state
Reports
Detail Reports
Aged Reports
Unpaid Invoices Report
Report of Entries for Payment
File listings of all information contained in the data
e (over for Check Management System)
BI-TECH SOFTWARE, INC. I DISCOVER THE ADVANTAGE I (916
GI-4176
Check Management Sy!
Overview
The Check Management System is a general purpose system used by any software system that writes chei
example, the Accounts Payable, Payroll, and Loan Management systems would make use of this system. Thl
keeps track of all checks written and all reference amounts for individual checks. By using check stock ID’s, check
written to multiple bank accounts using the same numbers. Keyed access to this information is available by check
payee ID, or payee name. Since checks do not leave the Check Database when they assume ’cancelled’ status,
tem provides an on-line payee history. The major emphasis has been placed on the interactive retrieval of neec
mation from the Check Database. Please refer to the FEATURES COMMON TO OUR SOFTWARE data sheet.
Major Features
0 The system is completely integrated with the IFAS package and may be easily interfaced to all systems wI
checks.
3 Check Database extraction from the reporting module or from the interactive INQUIRY facility may specify the
selection criteria in a ‘mix or match’ fashion:
Payee ID’s Payee Names Check Amounts Check ID’s and Nu
Check Dates Relating to Codes Cancelled/Reverse Date Check Types
Check Reference Codes
IJ Multiple bank accounts are supported with all required bank reconciliation functions performed.
0 Magnetic image of cancelled checks from banks is fully supported.
0 Handwritten, Void, Reversed, Cancelled, Stale Dated, and Stop Payment checks are managed.
0 All updates to the Check Database are automatic.
2 Special interactive Check Database update facility performs initial loading of payee history at installation timc
3 Extensive error avoidance measures taken. For example, when a cancelled check is entered (requires only
number and amount), the system retrieves the Payee ID and name, and asks the data entry person to verify
ing the ENTER key a second time.
0 User may select level of detail to be reported or displayed on terminal; e.g., one may request check informal
invoice (reference code) level, check total level, payee total level, or grand total level.
CI Failsafe audit trail prints a Check Register each time the Check Database is updated.
0 Special utility functions may be used to perform disk saving actions such as collapsing check history entries fc
date range.
0 Consultant 1099’s supported (tapes and statements).
Cl System monitors the integrity of the Check Database and lets users know if a system failure has resulted in a
Check Database.
0 Extensive on-line INQUIRY provides access to detail and summary level check information.
Reports
Consultant 1099 Report
Outstanding Checks Report Payee Report
Subsystem ID Codes
Consolidated Check Register
Gl-4177
FASs D' e
a P u rch asi n g Syste n
Overview Encumbrance Sy
The Purchasing System is designed for use by central purchasing operations that require requisitions to be enter
by various departments with the option for approval on-line by management. Also, the system provides the abili
items through the receiving cycle. As well, the Purchasing System is designed for use by operations that do no
enter requisitions and print purchase orders. In short, the system is a powerful tool for a wide range of purchasir
tions. It prints Purchase Orders and provides the ability to track the life of each individual item that is printed on
Orders. The Purchasing System also includes an optional, automatic interface to the Encumbrance, Accounts Pa
Fixed Assets Systems. Please refer to the FEATURES COMMON TO OUR SOFTWARE data sheet.
Major Features
0 The Vendor originally assigned to a Purchase Requisition
may be changed.
0 Unlimited descriptive information can be entered for a
single item on a Purchase Request.
Q Tax can be applied to an item by use of a tax code that
has a tax rate associated with it. This tax is then added
to the purchase cost of the item.
Q Purchase Orders can be simply designed and printed in
user defined formats. Reports
Q Multiple Purchase Requests may be joined into a single
Purchase Order to maximize quantity discounts.
Purchase Requests may be joined into a single item on
the printed Purchase Order.
Q Goods received can be assigned a Tag number and,
upon instructing the system, can be automatically en-
tered into the Fixed Assets System.
Q Interfaces with up to three Vendor files.
Q Foreign Currency Conversion is supported
sheet).
Q Logs changes to critical fields when changed
PO is printed.
Q Unlimited descriptive information may be enterr
item.
Overdue Report
Requisition Sign-off Sheet am Multiple items on a Purchase Request or on multiple Receiving Sign-Off Sheet (As report or from F
Function)
Receiving Report
Approval Reports
Purchase Request File Listing
Purchase Order File Listing
Summary and Verbose Requisition Item Listings
Change Log Listing
lnquiry
Purchase Request Information (Summab' and Ve
Purchase Order Information (Summary and Verbo
Approvals
Item Information
Receiving Detail
Change Log
Event lnformation
PO Remarks from Receiving
Requisition Sign-off
Q Each receiving transaction is recorded for audit.
Q Able to record events that occur in the life of an item.
Q Funds can be encumbered automatically.
Q Accounts Payable entries can be generated by entering
the Purchase Order, Invoice number, and the Invoice
date. All other information is taken from the Receiving
information entered in the Purchasing System.
Q Receiving is an optional function.
Q Interface with a Commodity/Vendor file is available for
performance, statistical, and default information at the
Vendor, Commodity, and Vendor/Commodity levels.
Q Discount, Charges, Tax, and Duty can be specifically
associated with an item.
Q Required approvals can be established at the depart-
ment and/or institution level.
(over for Encumbrance System)
e
BI-TECH SOFTWARE, INC. I DlSCOVER THE ADVANTAGE H (9 1 6l
GI-4158
ncumbrance Sys
Overview
The Encumbrance System is designed as a complement to an existing Accounts Payable System. It provides tl
to encumber expense items independent of the Purchasing System. It can be updated as a result of activi
Purchasing System and is further updated by related transactions processed in the Accounts Payable Syster
module is fully integrated to the BI-TECH Interactive Fund Accounting System, IFASTM. In addition to being a (
AfP encumbering system, the system lends itself to the encumbering of payroll expenses. Please refer to the I
COMMON TO OUR SOFTWARE data sheet.
Major Features
0 All entries to the General Ledger are client defined at
system installation time.
0 Monthly reporting includes transaction detail for encum-
bered P.O.’s along with actual expense (disbursement)
detail. Balances from accounts are also included.
Q Powerful, easy to use interactive INQUIRY facility
which accesses encumbrance and actual expense
detail. User may request information at the detail, sum-
mary, or aged levels in a variety of formats.
0 General Ledger Inquiry has the option to include
encumbrance activity.
0 Partial, full disencumbering and adjustments are fully
supported.
a Able to override the encumbrance if payments exceed
appropriations. Reports
0 Purchase Orders processed through the Purchasing
System can update the Encumbrance System.
0 Change Orders in the Purchasing System can update
the Encumbrance System.
c1 Adjustments are processed as independent transac-
tions.
0 Encumbrance for a single PO may involve any number
of General Ledger accounts.
Q Multiple-line distributions involving multiple accounts
are supported.
Q Encumbrance Reports may be selected by GL account
in P.O. sequence, with user specifying the level of desired detail. Summary Information
a Client defined Disencumbrance Hierarchy allows
encumbrances to be relieved at any defined organiza-
tional level.
a On-line history can be maintained for an!
desired by the user.
a One time vendor override supported; i.e., a ven’
not be defined in the Person/Entity Database.
may also be added to the Person/Entity Datab:
matically from the transactions input screen.
Batch Reporting
GL account validation and budget checks
Vendorvalidation
Vendors can be added from data entry program
Posted Batches are removed from the working dirc
Encumbrances are not posted until distribution OC(
PO Reference Report
Encumbrance Report
Aged R~~~~~
Detail Reports
Summary Reports
General Ledger reports with summary encumbr2
account
General Ledger report with summary by open PO
File listings of all information contained in the data
Inquiry
Aging Information
Detail Transaction Information
General Ledger Inquiry options with summary ai
encumbrances 0 System offers direct update for encumbrance detail.
GI-41 61
-IFAS- -1 D’ e a Accounts Re
Cash Receipts S
Overview
AR/CR is a general purpose Accounts Receivable System which operates in environments where many differet
Receivable Subsidiary Ledgers are needed. Although the system only uses one Accounts Receivable Databa
it is logically divided by user specified division codes; thus, the user can reference an individual code within
The primary emphasis is placed upon the interactive retrieval of information from the ARDB. Although the :
extensive reporting capabilities, all needed information is available to the user through user friendly interactivi
facility. Please refer to the FEATURES COMMON TO OUR SOFTWARE data sheet.
Major Features
Q ARDB information may be accessed from a number of Failsafe audit trail of all entries.
diferent perspectives; e.g., information may be re- The Fund of the account number on trans
termines the cash/bank account for offsettir quested by division code, customer ID, customer
name, and/or department to which the receivable has
been assigned. 0 Automatically assigns invoice numbers to i
Reporting and interactive INQUIRY facility allows user the user’s option.
ported; e.g., the INQUIRY facility lets you request a de- Transfers, and Interest Calculations. tail, summary, aging, or billing format in customer
name, department, division, or customer ID order. Able to selectively print invoices, invoice : and statement of charges for a customer ac
Allows for creation of user defined payment
Prints invoices in accordance with the bil
designated by the customer.
No limit to the number of transactions held I
Cash receipts may be printed at time of dati
Aging, summary, and detail transaction r
D available as standard reports; full selection
0 System will accommodate multiple user defined CI Third-party billing allows duplicate bills to
0 System includes a full Cash Receipting interface; i.e., Ll User defined customer attributes (Category
CI
Q
0
to Select reporting formats and level Of detail to be re- Q Recurrent A/R’~ are user defined for Financ
0
CI
0
CI
CI
0
0 0 User defined aging periods.
CI Customers may be added to the Person/Entity
Database (PEDB), from the transaction processing in-
put screens.
Flexible, user defined interface to the GL allows detail
or summary level conditional posting of distribution
amounts, discount amounts, and net amounts.
User controls billing periods and amount of on-line his-
tory maintained. sorting supported.
billing/invoice stock. several entities.
Cash Receipts automatically update the Accounts
Receivable file. Cash Receipts may be directed to a Reports
specific AR reference code or simply applied to the old-
est AR.
CI Receipts may be printed on-line, from the Cash
Receipting Module. Invoices
a Units, quantity, and discount pricing fully supported.
0 Special interface software allows other systems (e.g., Aging fee collection) to make entries into the ARDB. Entries
may be made interactively or by use of a batch file.
0
Statement of Charges (Bill)
File Listings
Summary of Invoices
Detail Transactions
Summary @CI Capability to interface to Accounts Payable.
CI Automatic interface to the General Ledger.
BI-TECH SOFTWARE, INC. I DISCOVER THE ADVANTAGE I (9 7
GI-4178
- Ss DA @
Fixed A
Inventory Si e
Overview
The BI-TECH Fixed Assets Inventory System, FAIS, is designed to monitor and report on all capitalized and n
ized fixed assets within an organization. Specifically, FAIS keeps track of the asset and related asset inforn-
the time of acquisition until it is purged from the Fixed Assets Data Base. In addition to monitoring the asset,
performs a number of depreciation calculations and makes all required entries to the General Ledger. The ma.
sis has been placed on the flexible and interactive retrieval of needed information from the Fixed Assets C
Please refer to the Features Common to Our Software data sheet.
Major Features
CI All asset information updates are handled interactively.
c7 System maintains a chronology of the asset’s location by employee, room, building, or lot.
Q Asset information extraction for reporting or from the interactive INQUIRY facility may specify the followin!
criteria in a ‘mix or match’ fashion.
Asset I D’s Location Codes
Acquisition Dates Deletion Dates
Obsolescence Dates Sale Dates
Book Value Market Value
Purchase Price Depreciation Code
Responsible Person ID’S P.O. Number 0 Client Assigned Codes Maintenance Dates
Insurance Codes Project Codes
Manufacturer’s Code Warranty Dates
License Renewal Installation Dates
CI Depreciation ca!culations include Straight Line, Sum of the Years’ Digits, 150% and 200% Declining Ba
may also be calculated by Units of Production or Units Expended.
Q The option to defer depreciation until the next full year is available for acquisitions in the present year to a\
year complexities.
CI User has the capability to design each screen and the information it contains.
0 An Ad Hoc Report Writer allows the design, format, calculations (Mean, Mode, Median, Standard
Frequency), sort selection, and reporting to the screen or printer as desired.
CI All entries to the General Ledger are defined by the client at the time of installation. Client may selectively 1
GL or the Assets Data Base only.
CI Special individual codes and descriptions to any asset can be collected together allowing the client to
defined groupings of asset information. This powerful feature may be used to schedule maintenanct
replacement, or perform client defined modeling instructions critical during the planning phase for budget p
CI Failsafe audit trail of all entries postea to the General Ledger.
C,I System allows the user to define a group of periodic reports and then request them with one simple commi
C,I Built in security system allows user to be assigned to specific job running and database access capabiliti
user may be defined to only access those assets for which a responsibility has been assigned. a
BI-TECH SOFTWARE, INC. w DISCOVER THE ADVANTAGE I (97t
GI-4188
-IFAS- -1 8' 0
Payroll S;
Overview
The Payroll System is a comprehensive package designed for complex environments in which employees oft
many different areas and have multiple deductions, reductions, and benefit programs. Employees often desire
deposits, have special tax deferral programs, participate in complex retirement and benefit plans, and have spt
such as housing allotments, car allotments, and savings bond calculations. The payroll system works in all
Guam, Puerto Rico and Canada and includes City taxes for 17 locations. With direct integration into the Gene
Job/Project Ledger, Position Control, and Human Resource Information System, Payroll is a very important to(
taining critical information in organizations which have a majority of budget dedicated to personnel costs. Plez
the FEATURES COMMON TO OUR §OFWARE data sheet.
Major Features
a Complies to Fair Labor Standard Act (FLSA) regulation.
0 User assigned trigger activates/inactivates all or se-
lected payroll control and assignment records.
U Payroll ad hoc report writer complements standard pay-
roll reports and registers.
0 User controls UNDO, REDO, and TRIAL PAYROLL
functions.
0 Provides options to smooth tax fluctuation due to
changes in earnings. 0 U Supports daily, weekly, and pay period time card entry
while deriving overtime hours and rates based on the
rules defined by the user.
0 Defaults payroll record creation for new hires to reduce key entry. Payroll Check Register Paychecks
0 Supports all Cities, States, Territories, and Canadian Payroll Period Register EEOC Rep
Payroll Contribution Register Quarterly E tax calculations.
Payroll Deduction Register Yearly W-2 3 Automatic generation of payroll entries for the subse-
quent pay period requires only exceptional input.
Employee Review Schedule Organizatic 0 Provides options to generate a separate check for
supplementary earnings. Payroll Earnings Register
a User defines leave accrual methods.
0 Supports multiple checking accounts and automatic
Cl Automatic labor distribution to General Ledger and Job
CI Processes and records non-payroll information such as
0 Supports mid-period hiring/terminating payroll process.
0 Supports magnetic media reporting.
a
2 Supports multiple versions of user defined
Q Fully integrated with lFASTM Human Res1
Q Exception reporting is provided.
0 Supports multi G/L distributions per paychec
Q User may limit the maximum amount o
0 Processes Direct Deposit information (by tal
0 Supports direct deposit to multiple bank acc
Standard Reports
rate table.
Position Control Systems.
t ion/ benef i t .
(Labor Distribution)
a File listings of all information contained in r
0 Employee PRELIST (showing all payme
tions, and contributions for an upcoming pa1
3 Supervisor's PRELIST, upon which hours art
3 Many different hard copy reports may be rei
wide variety of formats from the interactib
facility.
bank tape reconciliation. bases
Ledger.
COBRA.
0 Specialized State and Local Reports 0 12 Prints checks on demand to a workstation printer.
(continued)
BI-TECH SOFTWARE, INC. m DISCOVER THE ADVANTAGE m (9 7
Selection Criteria for Extraction
Employee Data Base extraction for reporting or from the interactive INQUIRY facility may specify the following
criteria in a ‘mix or match’ fashion:
Select ALL Entries Employee ID’s
Employee Names Employee Status Codes
Employee Type Codes
Employee Affirm. Action Codes
Employee Hire Dates
Employee Selection Code 2
Employee Education Codes
Pay Numbers Pay Job Codes
Pay Projects Pay Definition Dates
Pay Status Codes
Pay Worker’s Compensation Numbers
Pay Salary ‘expressed as’ Code
Deduction Numbers Assigned
Pay History: Period Numbers
Pay History: Check Note Codes
Employee Associated Codes
Job EEO-6 Category Numbers
Pay History: Pay Number
Employee Sex Codes
Employee Birth Dates
Employee Selection Code 1
Employee Job Skill Codes
Pay Supervisor ID’s
Pay Frequency Codes
Pay Regular Hourly Rates
Pay Salary Amounts
Contribution Numbers Assigned
Pay History: Check Note Codes
Pay History: Gross Payments
Employee Pay Cycle Numbers
Job RanWGrade Codes
Pay History: Misc. Code
GI-4159
-IFAS- 1,'
e Human Resource Information Sy
and Position Cc
Overview
HRlS is a comprehensive Human Information/PersonneI based system. As outlined below, HRlS is installed witt
the standard features generally associated with a fully integrated personnel management system. In addition,
may add, change, or delete portions of the system to tailor it to their own specific environment and terminolog)
tions of the software are available interactively and HELP facilities may be updated for client policies and prc
Please refer to the FEATURES COMMON TO OUR SOFTWARE data sheet.
Major Features 0 Employment Separation - Identifies separ
0 Employment/ Recruitment - Takes individual from point ployees, dates, reasons, checkout procedi
of application to the interview through rejection or em- eligibility for benefits.
ployment without duplicate data entry. 0 EEO 1, 2, 4, and 6 data are kept and reportec
0 Employee Profile - Identifies demographic information 0 Word Processing interface for mail mergelfor
ual or global updates to HRlS based on us
transaction activity. For instance, all emplo
be enrolled in a new benefit program by df
benefit information once.
U Powerful, user friendly Ad Hoc Report Writer
development of custom reporting formats an
traction. All descriptive statistical functions are
such as: Mean, median, mode, variance,
deviation, etc. Ad Hoc also provides extractic
and calculation on date-based information al
user to view average lengths of employment
years of service, etc.
concerning the employee^ family, and Other personal R Transaction Code Processing allows automa data. Client defined data elements may be modeled.
3 Position Control/Budgeting - Identifies past, present, and
future positions with departments, budgets, FTE, and
actual earnings. Fully integrated to Payroll and the
General Ledger.
CI Evaluations/Career Development - Records all past and
future evaluations, results, management development
objectives, plans, and progress. @ Leave of Absence -Tracks any number of user defined
types of leave with start and end dates, accruals, rea-
sons, and approvals.
0 Payroll DeductiondBenefits - Maintains up-to-the minute
deduction and benefit information with Status, Year-tO-
date withholdings, and all tax requirements.
0 OSHA - Maintains records for personal or vehicular ac-
cidents with dates, times, lost hours, costs, etc.
0 Training/Certificates/Special Assignments - Keeps a
history of all employee training, dates, credits, locations,
certifications, and licenses. Also maintains information
such as task group or committee assignments. Automatic
reminders may be sent to employees regarding dues,
expirations of licenses and certifications, important
dates, etc.
0 On-Line Interactive INQUIRY provides a multi-criteria
extraction feature which allows for selection from the
database based upon user specified values.
0 Retirement - Maintains all retirees, benefit levels, vest-
ing, retirement, and early retirement dates.
0 History Logging allows reporting information 'as of' payroll system. specific dates. This provides management the oppor-
tunity to review people, positions, reporting relationships,
titles, and pay as they existed in the past.
Technical Features
0 User definable data entry fields, codes, and t
Ll Validation of codes with ability to set default \
7 Fully functional security system can limit ind
Read, Write, or No Access to the system. I
Read/Write capability may be based on glok
specific data entry codes, and/or individual
fields. For example, a user may be given tt
read a salary record for a particular departml
0 Screen formats and the order of data ent
changed for client specific forms and procE
example, job application data will be enten
pears on the form.
0 Easy to use Flat File Interface which allow
information to or from HRlS to any other
based system. This aids in updating HRlS frc
0 Data entry fields may be derived from o
against IMAGE databases and/or KSAM fil
outside the Human Resource Information S)
(over for Position Control)
a
DiSCOVER THE ADVANTAGE I (9 1 61-TECH SOFTWARE, INC. I
GI-4191
Position Co
Overview
The Position Control System is designed to create and model budgets based on job and position assignments.
Control information can, at any time, be used to automatically create line item budgets in the General and/or Job
Ledgers. Position Control information is fully integrated with the Human Resource Information System, General
and Payroll. Please refer to the FEATURES COMMON TO OUR SofTwARE data sheet.
Major Features
0 Changes made to salary and benefit tables automatically “roll” through the system.
0 Salaries, benefits, and overtime are maintained based on full-time equivalencies. (FTE).
17 When installed with Payroll, salary savings calculations are supported.
3 Salaries and benefits may be assigned to multiple GL accounts/JL accounts within a single position assignment
0 Salary “step” increases are automatically maintained.
R Salaries can be maintained as annual, monthly, bi-weekly, or hourly figures.
0 Benefits can be defined as a percentage of salary or a straight dollar amount. Different benefits can be defi
regular and overtime pay.
2 “Fudge Factor” capability allows salary budgets to be adjusted up or down by a fixed percentage.
3 Assignments are date-sensitive; next year’s structure may be reorganized without affecting the current year.
3 Salary and FTE limits may be set at the job and/or position level.
3 Unfilled positions may be budgeted.
3 Module is integrated with General Ledger and Job Ledger budgeting. Monthly or annual budgets may be (
based on position assignments.
3 Scenarios can be set up to adjust salaries by percentages and report “what if” information.
3 Personnel information is maintained for reporting purposes.
Reports
Benefits By Job
Position Number by Account Key
Position Changes Between Years
Position Number by Department
Salary Planning Worksheet
Salary Budgets by Position
Salaries & FTE by Account
Salary Projection
Salary-to-Actual
GI-4192
1 N - Stores lnver
Product Descri
e
Overview
The Stores Inventory System, SI, is designed to account for assets purchased by an organization which are being
ventory until needed by a sub-unit of the organization, or until the assets are sold to outside third parties. The SI :
counts for the assets from the time they are received until they are distributed. To accomplish this task, the SI s
been separated into three major functions: Receiving, inventory control, and order processing. The SI system inclu
tional automatic interface to the Purchasing, Accounts Payable, Accounts Receivable, and General Ledger Systei
system makes use of the IFAS PersoniEntity database; therefore, it does not require a separate entry of Vendor
information into the Stores Inventory database. Please refer to the Features Common to Our Software data she
Major Features
a Interactive update from the PurchasingiReceiving system
for assets received which have been defined as being
“Stocked” items.
3 Supports FIFO, LIFO, and Average Cost inventory costing
methods automatically as assets are received and distri-
buted.
0 Supports the calculation of Safety Stock and Reorder
points based on multiple criteria.
Allows for multiple types of Pricing calculations using vari-
ous system generated variables such as carrying cost,
warehouse overhead, ordering cost, or any of the inven-
tory costing methods. Pick Tickets
0 Unlimited amount of free form text available regarding any
product held in inventory.
0 Maintains all events in the life of a product.
0 Supports “Classes” of products for the purpose of Cycle
Q Automatically calculates and updates Last Order date,
0 Supports multiple warehouses.
a Includes search hierarchy for Ordering purposes.
0 Supports last and next physical counts and cycle counts
by Class per warehouse.
a Contains on-line Customer information including Contact
Person, Discount Terms, and Price calculations.
a Optional, user-defined postings to the General Ledger for
both receiving and demand functions.
0 Interfaces to Accounts Receivable to support billing for
items ordered by outside entities.
Default expense object codes may be automatically gen- e erated for greater consistency in General Ledger postings.
0 Generates Pick Tickets with items ordered as tl
found in the Warehouse.
0 Allows for exceptions to be entered with the op
tomatic backordering.
0 Extensive on-line INQUIRY provides access tc
Vendor, Customer, Inventory, Warehouse, anc
tion information.
0 Automatic primary and secondary vendor selec
vided.
Reports e
Product Catalog
Warehouse Catalog
Product Activity File Listing
lnventory ltem File Listing
Transaction File Listing
Warehouse File Listing
Counts and Reorder points.
Last Order Quantity, Last Unit Price, etc.
BI-TECH SOFTWARE, INC. a DISCOVER THE ADVANTAGE a (97(
GI-41 99
-IFAS- B' #
a TRIA
Overview
TRIADTM (Truly Relational Integrated Application Developer) is an easy to use Development Platform ba!
INFORMIX 4GL development tools. TRIADTM can be used to create specialized modules which need to be fully i
into other modules comprising BI-TECH'S Interactive Fund Accounting System, IFAS.
Characteristics Major Features
0 Relational - Because it is based upon relational technology any data element can be a key to access the database.
0 Integrated - TRIADTM is unique because it was created to be fully integrated to all IFAS modules. TRIADTM
therefore has the unique distinction of being able to share data with other modules in IFAS thus eliminating redundancy and adding a new dimension of flexibility Bo all of IFAS.
CI Flexible - Any data element, any title, any screen or
group of screens can be created, changed or edited by the client. Not withstanding this Vast flexibility,
TRIADTM applications can be fully supported by Bl-
0 No limit to the number of Data Elements.
0 User defined HELP and valid codes are accc entering a question mark in any field.
0 Security allows restrictions at the screen, fielc level.
a At any time, the system may be modified by tl capture additional requirements.
Q User maintained code tables allow for d validation with echo options for sight verificati
0 Click, Drag, & Drill (CDD) allows the en(
reportlmanipulate data including calculatiot and statistical functions.
0 The Word Processing interface can ext
information defined in the system; including
to link values in a string and total values dl
numeric. information may then be used in c(
with popular word processors and spreadshe
0 Address Label Writer can extract any inf 0 SYUPDATE -is a tool used to refine a definition. This defined in the system. Eight lines by 60 char,
supported.
c3 Data is easily imported,exported through tht flat file interface utility.
o Transaction codes are used for automatic calculations, and deletions based on user
criteria.
0 Changes may be made to data globally selection criteria.
0 Changes to data may be logged for auditabilit
Q Function keys are used to move between re screens, work with data, adjust field lengths,
module or system. Function keys includ Delete, Options, Length, Cancel, Move, 5
and Exit
Technical Tools
0 SYVISUAL - is a tool that allows for the creation and modification of screens. It is a character-based, full screen editor used for painting images such as text and fields.
tool allows the user to update detailed information such as Data Attributes, Data Clusters, Screen Field Definitions and Screen Definitions.
0 SYNEWMOD - A module is a collection of screens. Modules are compiled or converted using the SYNEWMOD command. This tool generates the 4GL subroutines and forms based on the screens in a given
module. ln this way a main, executable program is
created which allows access to the screens within a
module.
a TECH.
a
BI-TECH SOFTWARE, INC. a DISCOVER THE ADVANTAGE I (9 1
-IFAS- -1 B' 0
0 Business/Ai
License SJ
Overview
The BI-TECH Business/ Animal License System, LIS, generates license fees, assesses penalties, tracks individu:
zation history, and reports licensing activity. License renewal dates and reminder notices may be automaticall)
Additional types of LIS activity may be created through user defined functions. These may be in combination with
Business/ Animal licensing functions or maintained separately. Major emphasis has been placed on the flexible an
tive retrieval of needed information from the Business/ Animal License Database. Please refer to the Features Cc
Our Software data sheet.
Major Features
0 All license information updates are handled interactively.
0 System maintains a chronology of the licensee's location, owner, fees, and category.
0 License information extraction for reporting or from the interactive INQUIRY facility may specify the following
criteria in a 'mix or match' fashion. Additional client defined elements are automatically added to the data dictil
are available for reporting.
Business License Animal License
Oper. Beginning Date Annual Tax Breed Fee
Business Activity Adjustments Color Penalty
State License Number Penalties Age License Type
Type of Ownership Total Tax Paid Name Incident Tracl
Number of Employees Gender Incident Date
Application Date License Date Court Date
Gross Receipts/ Sales Exp. Date Disposition
License Period Vaccination Date, Type, Tag Number
3 A single owner may be associated with multiple Business/ Animals.
0 Business license fees may be based on category, gross receipts, number of employees, or any user define
0 Animal license fees may be generated based on gender, age, flat rate, or user defined schedule.
0 User has the capability to design each screen and the information it contains.
0 An Ad Hoc report writer allows the design, format, calculations (Mean, Mode, Median, Standard Deviation, Fr
0 Easily interfaces information with Word Processors to create custom, individualized communications.
D All entries to the General Ledger are defined by the client at the time of installation. Batch or On-line interactivt
to Accounts Receivable is provided.
0 Special individual codes and descriptions to any License Type can be collected together allowing the client to
defined groupings of license information. This powerful feature may be used to schedule license renewal, re\
quent licenses, or assist in the budget planning process.
tion. Prorated fees are supported.
sort selection, and reporting to the screen or printer as desired.
0 Fail-safe audit trail of all entries posted to the General Ledger and Accounts Receivable is provided.
0 System allows the user to define a group of periodic reports and then request them with one simple cornmi
0 Built-in security system allows user to be assigned to specific job running and database access capabilities; e 0 may be defined to only access those licenses for which a responsibility has been assigned.
BI-TECH SOFTWARE. INC. I DISCOVER THE ADVANTAGE I (9 7
GI-4160
0
.i
0
SI-TECH Soibvare. In1
Section 6.0 Interface Capabilities 0 Local Area Network Integration
A large majority of BI-TECH’S installed based clients utilize Novell as their local are network , LAN configuration. We have supported our software as central mini-compute based “servers” for over seven years. Internally, BI-TECH supports our own Nove network for shared PC based applications which serve over fifty BI-TECH workstation utilizing Netware 3.1 1 and Portable Netware. Because of our network experience, B TECH programmer/analyst assist with client support calls which we identify as bein network related issues.
81-TECH is not a reseller of Novell networks but has coordinated our implementatio with a number of Novell network suppliers.
General Information on Bi-Tech Provided Interfaces
For each subsidiary systems (Accounts Receivable, Cash Receipts, Purchasinf Accounts Payable, Check Management, Payroll Time Cards, Encumbrances, Stor< Inventory, Receiving, and G/L Journal Entries), Bi-Tech provides a standai import/export interface which operates in either batch mode or interactively. We assurr that the system to/from which communication of data is to occur is connected to tk same backbone as that used by IFAS and can send and receive data in TCP/IP; or, th the other system can be connected via modem.
Each of our import/export interfaces make use of a client created and maintain€ Standard Interface File Transfer (SIFT). This SIFT, one for each interfaced subsyster contains three groups of columns: Transaction Identification, From/To Fie Descriptions, and a Mapping Rules. The Transaction Identification specifies the Fro Field (starting byte location, length, type, and value) which is used to select the corre row in the SIFT to be used for the single transaction interface. The From/To Fie Descriptions contain the starting byte location, length, type, edit, and mapping rule fl each field in the import and export record; the edit codes indicate actions such as ‘au upshift’, ‘number of decimal places’, etc; and, the mapping rule handles speci transformations such as external table look-up values to be used in the export field. Tt Mapping Rules are identified in a vector of integer values which tie back to specifications document that identifies special purpose data mapping rules; this is ha we typically handle one-to-many and many-to-one relationships; e.g., If IFAS receives Cash Receipt from an external system, the client may wish and automatic percents< based spread of the income to various accounts.
While both batch mode and interactive mode perform the same data manipulatic functions, we historically have found that defining an interface to be on-line, interactive the detailed transaction level, requires at least five times the level of effort as tt- required for a batch mode interface. The main reason for this is that the non-IFI system must be amended to make direct calls to the Bi-Tech provided routines namc ‘xxSLPUTIFAS’ and/or ‘xxSLGETIFAS’, where ‘xx’ is the subsystem identifier (e.g., A AP, JE, etc.). In addition, with interactive interfaces, we typically find that transactio must be echoed into a batch file for recovery purposes; and, perhaps most difficult, lo! must be tailored for deletion and reversal of previously entered errant transactior Thus, wherever possible, we bid batch mode interfaces as they are less expensive create, less expensive to maintain, offer the greatest control by providing an opportun to review and amend transactions prior to posting to IFAS and/or prior to extraction frc IFAS. All bids given below reflect a batch mode interface and assume that the client able to create and maintain the SIFT.
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Interfaces to Source and Destination Systems
81-TECH has considerable experience in creating interfaces to other systems. It is quit common for our client's to have interfaces to/from IFAS to/from other systems. When w first discover the need for an interface, we start to define the scope of the interfacin project by answering the following questions:
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1. Where is the information coming from?
2. What format will the information be in?
3. Will the information come from a tape, across a network connection, or from named file on the same hardware where IFAS exists?
4. What kind of an interface will be required: batch or interactive?
5. If batch, how frequently would the update occur?
6. What skeleton programs does BI-TECH already have in house from otht interfaces we have written that could assist with this project. (We have a larc library of programs we have written in the past for interface purposes which ca be used to streamline the process. See list below.)
Once the above questions are answered, BI-TECH can offer a quotation on the cost ( the interface. Once the quote is accepted by the client BI-TECH will begin work on tt- interface project.
The existing integration between the IFAS modules is comprehensive. A detaile discussion of all existing integration would be voluminous. Suffice it to say that the i modules of IFAS are tightly integrated.
Below we have listed some of the interfaces we have created in the past and for who1 they were done.
Interface Experience
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From Financial Databases to LOTUS and EXCEL (DIF and ASCII)
From Financial Databases to Word Perfect, Word Star and WORD <3.0>
From SMARTDB applications to Word Perfect for finished form Budget Proposal
Payroll Interface to General Ledger JEs (from in-house, other vendor, and ADP)
Many Clients
Many Clients
County of Solano
University of Notre Dame County of Solano (from IBM mainframe) Canton City Schools LOGIS Allegheny Intermediate Unit City of Sparks City of Clovis San Joaquin Department of Public Works (to/from County System) City of Palo Alto
CCAC
Phone Billing System (PC based) to NR/ (Toll, line and service charges)
Northeastern State University
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University of Notre Dame
Union College
University of Notre Dame Library System to Encumbrances and Open A/P
Liquor Store (state operated) to A/P
Utility Billing System to A/R
City of Clovis
City of Palo Alto
City of Rapid City
Over 50 clients
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LOGlS
Name and Address Lookup in other than 81-TECH databases
DPAl to A/R and A/P
Chi Id ren's Bureau
Student Registration to A/R
Over 30 clients
Student Admissions to A/R
Over 30 clients
Financial Aid to A/R Over 30 clients
Alumni Development to A/R and General Ledger JE's
Budget interface from PC's, through DIF's, to budget module
Gift Receipting
Tuition and Fee Calculation from Registration to A/R
Revenue and Collections system (PC based) to NR and General Ledger JE's
Over 20 clients
Over 20 clients
Graceland College
St. Francis Xavier University
City of Palo Alto
CSU University Relations
Loan System to A/R
Graceland College
Fiscal Plant Work Order system to General Ledger JE's Graceland College
BI-TECH A/R to IBM mainframe GL University of Notre Dame
Stores Inventory to General Ledger JE's City of Palo Alto
lFASTM A/P to Financial Aid
West Valley/Mission College (26,000 students)
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Blood System to A/P and A/R American Red Cross e
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Section 7.0 Maintenance Considerations 0 Software Maintenance
Maintenance services shall be provided with sufficient promptness to avoid ur reasonable down-time. This agreement specifically does not include any assistance t: BI-TECH with respect to modifications of the Software which are desired by the Clier except as set forth in Schedule A of the BI-TECH Software License and Suppo Agreement ((please refer to the ‘Pricing’ section of this response for a copy of th agreement). Any modifications not made by BI-TECH and the results caused thereby 1 the Software shall be the sole responsibility of the Client.
BI-TECH shall provide Client, on a timely basis, with updates necessary for the Systei to continue to accomplish its principal computing functions and with updates reflectin improvements made to the Software by BI-TECH. If the Client notifies BI-TECH that suspects an error in the program logic or documentation of the Software, BI-TECH sha as part of such support, use its best efforts to confirm the existence of the error an correct it. If BI-TECH ultimately determines that no such error exists, the Client shall pc BI-TECH for its services at BI-TECH’S then current hourly rates and reimburse BI-TEC for all reasonable travel, living and modem expenses incurred by BI-TECH in renderir such services.
Upon request, BI-TECH shall provide the Client with such modifications to the Softwai as the Client may reasonably require to maintain the compatibility of the Software wii new releases of the Operating System under which the Software is to be functional.
Hardware Maintenance
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Guaranteed Response Times
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Sample BI-TECH License and Support Agreement a SOFTWARE LICENSE AND SUPPORT AGREEMENT
BI-TECH Software, Inc.
1072 Marauder, Suite A Chico, California 95926
(hereinafter referred to as "BI-TECH")
hereby grants to:
(LICENSEE NAME)
(CITY, STATE, ZIP)
(hereinafter referred to as "Licensee")
a nonexclusive, nontransferable, limited license for proprietary software listed in Schedule A. Software and related documentation listed in Schedule A are referred to herein as "Software".
The Licensee is hereby granted the right to use the product according to the terms and conditions of this agreement. No title to or ownership of the Software or any of its parts is hereby transferred to the Licensee and the Licensee's right to use the Software shall at all times be subject to the restrictions set forth in this agreement.
Both Licensee and BI-TECH agree that this agreement constitutes the entire contract by and between them. Any oral or written documents between the parties which are inconsistent with the terms of this agreement or are in addition to the terms of this agreement are superseded by this document and are of no further validity or force or effect. Amendments to this agreement may only be made in writing and by a document specifically indicating that it is intended to be an amendment to this agreement.
SOFTWARE LICENSE AND CHARGES
BI-TECH shall license to the Licensee the software modules listed, and at the charges specified, on the Program and Price Schedule attached as Schedule A in the form in which the Software presently exists, as more fully described in its corresponding documentation. All application software will be provided in both source and executable forms. BI-TECH also will provide one (1) copy of all user and technical documentation relating to the Software, which may be reproduced by the Licensee for internal use, distribution and training purposes only.
In addition to the license fees and other related charges noted in Schedule A and Schedule B, the Licensee shall be responsible for the payment to BI-TECH of any federal, state, local, municipal and/or provincial sales and use taxes or excise taxes that are or may be imposed on the transactions provided for in this license agreement.
USE OF THE SOFTWARE
The Licensee's right to use the Software licensed under this agreement is restricted solely to its internal use on the Licensee's computer system (serial number@)):
or on any upgraded models or replacements that shall be identified by serial number(s) and located at the Licensee's address as set forth above, or at a new address of which the Licensee shall give prior written notice to BI-TECH. If the Licensee violates the terms of this
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paragraph, BI-TECH shall have the right, in addition to any other remedies available to them, to injunctive relief enjoining such acts as set forth in Section 2. of the Standard Terms and Conditions.
The Software licensed under this agreement is for use by the Licensee on the Licensee's computer, provided that any Software delivered by BI-TECH in machine readable form may be copied (text only) in whole or in part, in printed or machine readable form, solely for the Licensee's internal use for back-up and archival purposes. Accompanying documentation and user guides may be reproduced for internal use, distribution and training purposes only.
MANNER OF PAYMENT
In consideration of the granting of this software license, the Licensee shall pay the charges provided for herein in the following manner:
1. The basic license fees set forth in Schedule A, plus any sales or other taxes, shall be
2. Should the Licensee agree to maintenance, the maintenance fees set forth in Schedule B
The Software, plus any BI-TECH created modifications, shall remain the property of BI- TECH and, at their option, shall be returned to BI-TECH in the event any of the charges set forth in Schedule A are not fully and timely paid as therein provided.
STANDARD TERMS AND CONDITIONS
1. TIME AND PLACE OF DELIVERY
BI-TECH shall deliver the Software, and the Licensee shall accept such delivery, at the Licensee's address set forth above on mutually agreed upon delivery dates. BI-TECH will provide installation of the Software and training of the Licensee's personnel in its use for a period of (XX) person days. Such installation and training shall consist of the following:
IFAS (Interactive Fund Accountina System)
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paid to BI-TECH in accordance with the payment terms set forth in Schedule A.
shall be paid to BI-TECH in accordance with the payment terms set forth in Schedule B.
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The (XX) person days are divided among the following BI-TECH personnel:
Resource Davs
Accountant X
Trainer X
Programmer/Analyst X
If the Licensee desires additional Accountant, Trainer and/or Programmer days beyond those listed above, the charge will be based on BI-TECH'S rate then in effect. However, the Licensee may exchange unused Accountant and/or Program mer days for additional Trainer days.
As travel is required away from BI-TECH offices, the Licensee will be charged for air fares, meals, ground transportation, lodging and other reasonable living expenses incurred by BI- TECH personnel as outlined in Schedule A.
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2. PROPRIETARY INFORMATION
Licensee, its agents, employees, independent contractors, administrators and assigns shall be prohibited from duplicating, except for internal (on-site and off-site) backup use and to the extent necessary to effect modifications of the Software, and they shall not allow any other person or entity to be permitted to duplicate, in any fashion whatsoever, any or all of the property which is the subject of this agreement.
The Software, including modifications made by BI-TECH, constitutes valuable property and a trade secret of BI-TECH. In this connection, marketing rights to the system and all modifications made by BI-TECH remain BI-TECH'S property, whether or not any portion is or may be validly copywritten. Licensee, therefore, acknowledges its obligation not to reveal, and to instruct its employees not to reveal, any information regarding the Software to persons other than to Licensee's employees, computer consultants, public accountants, and attorneys. Licensee further agrees to take such reasonable steps to ensure that these proprietary obligations will be fulfilled.
BI-TECH will not use or reveal to other persons, and will instruct its employees not to use or reveal to other persons, any information concerning Licensee, its properties, partners, business, or other affairs, which 81-TECH may learn during the course of its performance under this agreement, other than such use as is necessary in connection with such performance.
3. WARRANTY AND LIMITATION OF LIABILITY
BI-TECH warrants that the Software will be free from any known errors and will operate as described in its accompanying reference manuals and documentation. The Warranty Period is defined as 365 days after the initial installation of the Software. BI-TECH will, at its
expense, correct any errors in the Software attributable solely to BI-TECH. BI-TECH shall be relieved of any and all obligations with respect to this warranty for those parts of the Software that are revised, changed, modified, or maintained by anyone other than BI-TECH. The Licensee may modify the licensed Software, but BI-TECH shall not be responsible for com patibility of such modified Software with equipment, other programs, future program releases or test and verification routines. Upon notification to BI-TECH by Licensee of any
Licensee modifications to Software, BI-TECH will use its Client Update Tape Interface Process (CUTIP) system to keep track of all Licensee modified modules.
This warranty and BI-TECH'S obligations and liabilities under it are in lieu of, and the Licensee hereby waives, all other guarantees and warranties or obligations and liabilities thereunder, expressed or implied, arising by law or otherwise, including without limitation any implied warranty of fitness for a particular purpose or merchantability. The Licensee agrees that the obligations of BI-TECH as set forth herein shall constitute the sole remedy for a claim relating to the Software provided under this agreement.
Notwithstanding the warranty made above, BI-TECH shall not be liable to the Licensee for any loss of or injury to earnings, profits, or goodwill suffered by the Licensee, caused directly or indirectly by the Software pursuant to this agreement, or any interruption or loss of use thereof, or for any incidental or consequential damages even if BI-TECH has been advised of the possibility of such damages.
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4. EXTENDED MAINTENANCE
At the time of delivery, the Licensee shall have the option of purchasing BI-TECH'S maintenance coverage for a period of one year and renewable annually unless terminated by the Licensee, pursuant to the terms set forth in Schedule B. The charges for the Licensee's maintenance coverage shall be those set forth in Schedule B as from time to time are in effect, and all charges are subject to change by BI-TECH, provided that such charges cannot be increased during the term of such extended coverage. The Licensee may, in their sole discretion, terminate such extended maintenance coverage at any time at the end of any term.
5. TERM AND TERMINATION
This agreement shall commence on the date of execution and acceptance by BI-TECH and shall continue in perpetuity, unless terminated as provided below.
Prior to final acceptance of the Software, either party shall have the right, at its option, to terminate this agreement, and any license granted hereunder, upon written notice to the other party if such other party, whether by default or circumstances beyond its control, fails to perform any of its obligations under this agreement, which failure has not been corrected within thirty (30) days after receipt of written notice thereof. Upon any such termination:
a. The Licensee agrees to return to BI-TECH all unacceptable licensed software programs, related documentation, and copies of such programs and documentation in the forms provided by BI-TECH or as modified by BI-TECH and to make no further use thereof. ,
b. BI-TECH agrees to refund to the Licensee the amount of the license fees for unacceptable software and modifications, prepaid maintenance fees and other related charges as listed in Schedule A, less payments made for (i) all reasonable travel and living expenses incurred prior to notice of termination; (ii) $700.00 per person day for BI-TECH staff time at the Licensee's location prior to notice of termination; (iii) the cost of all modifications completed prior to notice of termination; and, (iv) the License Fees received for Software which has been fully accepted and approved prior to notice of termination.
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Such termination shall not affect either party's ability to pursue any other remedy existing at law or in equity for such default.
No delay or failure of either party to exercise any right or remedy will operate as a waiver thereof.
Final acceptance of Software shall be as defined below:
- Final acceptance of the existing Interactive Fund Accounting System (IFAS) shall be when 120 days have passed since the initial installation of the software or when the client is satisfied with the operation and performance of the software; whichever is sooner.
- Final acceptance of any modifications and enhancements which are to be made to "IFAS" shall be when Licensee has approved of all data entry screen formats and when Licensee has approved of all printed and terminal output formats and when Licensee has approved of all functional Software modifications and enhancement specifications and when Licensee has demonstrated to Licensee's own satisfaction that the Software successfully conforms to the functional specifications.
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6. OTHER DOCUMENTS
The following documents and the agreements of BI-TECH and the Licensee and representations and warranties of BI-TECH contained therein are hereby incorporated into this agreement by reference and/or attachment: 0
a. IFAS/Software User Guides as listed in Schedule A of this agreement.
b. Software and module Product Descriptions for the items listed in Schedule A of this agreement.
7. GOVERNING LAW
This contract will be governed by and construed in accordance with the laws of the State of California.
8. LIQUIDATION OF 81-TECH
In the event that 91-TECH (or a surviving company in the event of merger or sale of BI- TECH) is liquidated, dissolved, or ceases to carry on business on a regular basis, the Licensee will have a perpetual, irrevocable, nonexclusive, license, . title and right of ownership to the Software (inclusive of source code and all other documentation) subject to Licensee's agreement that it will not, at any time, market the Software.
9. GENERAL PROVISIONS
a. Time is of the essence of this agreement.
b. In the event of breach of this agreement by either party, such breaching party agrees to pay the other all costs and expenses incurred in the enforcement of this agreement, including but not limited to reasonable attorney's fees which may be incurred, whether or not legal action is filed.
c. Neither party shall be liable or deemed in default for any delay or failure in performance of this agreement resulting directly or indirectly from any cause beyond the control of the party.
d. 91-TECH agrees to indemnify and hold Licensee harmless from all demands, claims, liability or damages to third parties and all expenses incurred by Licensee due to any such claims and demands including reasonable attorney's fees, whether or not legal action is filed, based on any alleged infringement or unauthorized use of any third party patent, trade secret, copyright or other proprietary right as a result of the use of the Software under the terms and conditions of this agreement; provided 81-TECH is promptly notified in writing of any such claim against Licensee and further provided that
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Licensee permits BI-TECH to defend each such claim or to procure license, without additional charge to Licensee, to use the Software. In the event that Licensee's use of the Software is likely to be, enjoined as a result of such a claim of infringement or unauthorized use, BI-TECH shall, at its option (i) modify the Software to render it non-infringing without adversely affecting its functionality; (ii) provide for Licensee the rights provided hereafter in respect of the Software; or (iii) refund to Licensee Software amount paid by Licensee.
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BI-TECH Software, Inc.
Dated: BY: W. Gary Sitton President
LICENSEE: (LICENSEE NAME)
Dated: BY:
Printed Name:
Title:
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SCHEDULE A TO SOFTWARE LICENSE AND SUPPORT AGREEMENT
(LICENSEE NAME)
PROGRAM AND PRICE SCHEDULE 0
I. LICENSED PROGRAMS AND CHARGES
Description of Licensed Software License Fee
Licensed Software Enumerated $
Subtotal $
Additional Modules:
Total BI-TECH License Fees $
lnformix Database Management Software:
Total lnformix Software $
GRAND TOTAL $ a
II. PAYMENT SCHEDULE
Payment of License Fees, installation and training shall be made as follows:
1. Upon execution of the IFAS Software License and Support Agreement and the delivery of the user guide documentation
30% of all applicable License Fees
100% of all INFORMIX Software Products
2. Upon completion of the initial installation of IFAS Software
$
$
40% of all applicable Fees $
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3. Upon BI-TECH’S verification that the individual modules operate in the Licensee’s environment as defined in their accompanying documentation and user guides; or, within 120 days of the first installation visit, whichever is sooner.
30% of al applicable License Fees $
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4. The Licensee will be charged for air fares (coach or economy), meals, ground transportation including $0.30 per mile for use of BI-TECH’S own vehicles, lodging (single occupancy accomodations), and other reasonable living expenses incurred by BI-TECH personnel during (XX) person days of implementation, accounting and training assistance. These costs will be invoiced as they occur.
5. Any licensed Software module listed in Schedule A of this Agreement which may be returned after the Final Acceptance period provided herein, shall be due and payable in full. Software returned before the Final Acceptance period will be accessed a fee equal to 10% of the net module(s) License Fee. Licensee agrees that BI-TECH may access a one (1) percent per month interest charge on any BI-TECH invoice which is 30 days past due.
111. LICENSE FEES
Upon paying the applicable Basic License Fee(s) set forth above for the licensed Software programs, such licenses shall be paid up and the Licensee shall have the ability to use such programs on the designated compyter equipment without additional fees. Applicable Basic License Fee(s) are set by BI-TECH based on the then current processor category on which the licensed Software programs will operate. Should the licensee order and upgrade to a larger processor category within a period of two years from the original execution date of the Software License Agreement, the Licensee shall pay fees calculated as the difference between the original licensed category fees and the upgraded category fees, using fees extant at the time of the upgrade order for purposes of calculations. The Basic Software License Fee includes a warranty (Section 3. Standard Terms and Conditions) and the option to purchase maintenance (Section 4. Standard Terms and Conditions) for any licensed Software programs by executing an appropriate instrument (see attached Schedule B) and paying in advance the applicable fees as from time to time are in effect.
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SCHEDULE B TO SOFTWARE LICENSE AND SUPPORT AGREEMENT
(LICENSEE NAME)
SOFWARE MAINTENANCE a
1. MAINTENANCE
BI-TECH agrees to provide the Licensee with one (1) year Warranty for the Software described in, and licensed by, this Agreement, commencing upon the initial installation of the software. Said Warranty is provided to Licensee at no charge.
Upon the first annual renewal date of this Agreement, the Licensee shall have the option of purchasing BI-TECH'S maintenance coverage for a period of one year and renewable annually unless terminated by Licensee, pursuant to the terms set forth herein.
As long as the Licensee is paying for maintenance with respect to the Software under the terms set forth in Schedule A hereof, BI-TECH shall provide to the Licensee (and, to the extent applicable, install or give adequate instructions for the installation of magnetic image program updates and additions) the following goods and services:
-
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All user guide updates created by BI-TECH which relate to the Software.
All program updates and additions for use with the Software which are developed by BI-TECH, provided, however, that nosuch program update or addition shall materially impair the functionality or performance characteristics of the Software. Documentation updates which relate to particular program updates and additions will be included in magnetic image with the software mailing; hard copy documentation will normally follow within three months of delivery of the software updates and additions.
Phone-in consultation service in which the Licensee may request and receive verbal information regarding the use of the Software. Normal response to client initiated requests for information will be within four hours. Licensee agrees to attempt to locate information in provided user documentation prior to use of Phone-in consultation service.
As BI-TECH provides updates to is Software, or remote support may be required via telecommunications, the Licensee agrees to install and maintain, for the duration of this Agreement, a 9600 (minimum) bps modem.
All program changes deemed necessary by the Licensee to make the software (including any program updates and additions) perform as described in the user guides, provided, however, that no user guide update shall be effective to delete or reduce a functional specification without the Licensee's consent.
Maintenance services shall be provided with sufficient promptness to avoid unreasonable down-time. This agreement specifically does not include any assistance by BI-TECH with respect to modifications of the Software which are desired by the Licensee except as set forth in Schedule A. Any modifications not made by BI-TECH and the results caused thereby to the Software shall be the sole responsi bility of the Licensee.
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For the term of this Agreement, BI-TECH shall provide Licensee, on a timely basis, with updates necessary for the System to continue to accomplish its principal computing
functions and with updates reflecting improvements made to the Software by BI-TECH. If Licensee notifies BI-TECH that it suspects an error in the program logic or documentation of the Software, BI-TECH shall, as part of such support, use its best efforts to confirm the existence of the error and correct it. If BI-TECH ultimately determines that no such error exists, Licensee shall pay BI-TECH for its services at BI-TECH’S then current hourly rates and reimburse BI-TECH for all reasonable travel, living and modem expenses incurred by BI-TECH in rendering such services.
Upon request, BI-TECH shall provide Licensee with such modifications to the Software as Licensee may reasonably require to maintain the compatibility of the Software with new releases of the operating system, under which the Software is to be functional.
The Licensee will have the option, at the end of the first year Warranty under this Agreement, to extend such maintenance year to year. The charges for the Licensee’s maintenance coverage shall be based on a rate of 12% of the undiscounted price of the Software as set forth in Schedule A. All maintenance charges are subject to annual increases by BI-TECH, provided that such increases cannot be accessed during the term of such extended coverage. Increases in Software maintenance coverage are based on:
The maintenance cost increased by a factor of two (2) percent over the previous year’s annual adjusted Consumer Price Index (CPI) for Urban Wages Earners (all items) - Western Region.
Should the Licensee not exercise the option to extend maintenance beyond the first year of, maintenance under this agreement, the Licensee retains the right to purchase at cost from 81-TECH any future releases and/or enhancements to the Software, including modifications to the Software to maintain its compatibility with new releases of the operating system.
.
II. PAYMENT SCHEDULE
Payment of maintenance charges shall be as follows:
100% of the quoted maintenance charges, plus applicable taxes, for one (1) year due upon the first annual renewal date of this Agreement.
Estimated annual maintenance fees are $XXXX.XX for lnformix and $XXX for MicroFocus. Licensee accepts responsibility to remain current with maintenance on all third party products that are required for use with IFAS.
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Sectiion 8.0 Software Customization and Enhancements
Policy Regarding Client Modifications to Software 0
The client's structural definition of the General Ledger, Accounts Payable, Account Receivable, and all other subsystems is automatically accommodated by the softwan All reports, headings, screen formats, menus, error messages, and dialogue ar automatically changed by the software to reflect the exact desires of the client. Fc example, Ville de Pierrefonds, a city government outside Montreal, purchased th package and in three months was live and operational with a French version of IFAZ including payroll, all without changing one line of source code. This is particular noteworthy given that this client is the only client who did not desire installatio assistance.
The Client may also modify the licensed Software, but BI-TECH shall not be responsik for compatibility of such modified Software with equipment, other programs, futu program releases or test and verification routines. Upon notification to BI-TECH by tt Client of any Client modifications to Software, BI-TECH will use its Client Update Tay Interface Process (CUTIP) system to keep track of all Licensee modified modules.
Enhancements
Enhancements occur in one of four ways:
1. The BI-TECH Software National Users Group votes each year to establish prioritized list of enhancements. Once prioritized this list becomes BI-TECH enhancement task list to be completed within twelve months.
2. BI-TECH performs the enhancement for the good of the software and all clients at r charge.
3. A client defines the requested enhancement and receives a quote to perform t enhancement. Once approved by the client, the enhancement is then completed BI-TECH. If the enhancement would benefit other clients it will be rolled into the nc release of the software.
4. Since source code is provided, the client may make enhancements to the softwan they desire. Any client-made enhancements should be registered with BI-TECH avoid problems with the update process.
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Section 9.0 Implementation and Conversion
0 Preparing For Installation
The installation and conversion to a new Accounting System is always a demandir task. To be successful, good planning and preparation are necessary between i parties involved. Everyone at BI-TECH is ready to support you in each step along tt way.
The items presented provide a guideline of how the average installation is approache However, each location is unique. You should take into consideration various iten regarding your own situation such as the:
1. Number of staff available for the conversion. 2. Amount of daily time available for completing the process. 3. Complexity of your organization and financial reporting structure. 4. Time of year scheduled for your installation. 5. Date you are planning to "Go Live".
The attached Sample Implementation Plan provides an overview of the typical stel involved from the beginning to the end of the conversion. The suggested timeline is or provided for reference. Based on the resources and time available, the client will want make adjustments to fit their needs.
As we coordinate with the client in scheduling on-site visit dates, additional materials ai training outlines will be forwarded. These'should help the client to be better prepared 1 each step of the installation process.
Prior to BI-TECH'S initial visit, several areas of the accounting office operation should I given some thought and preparation. While the manuals may seem imposing, only a fc items need be reviewed in order to have a smooth installation. We will assist the clie in more clearly understanding the steps we will take to initially establish the chart accounts, enter budget and journal entry transactions, and set up the interfaces to 0th IFAS subsystems. During the entire process, we want to instruct the client on tl various features available and help them understand how to make adjustments after v leave. The client's participation in customizing the system to their unique environment an essential ingredient in our formula for success.
If the client is new to the computer equipment or has not previously used BI-TEC supplied software, the Getting Started User Guide can be very helpful in understandii how to operate a terminal and the terminology used. In addition, each User Guide b gins with a System Overview. It is often very helpful to have read these sections of tl General Ledger and other subsystems user guides before attempting to tackle tl details of any one area.
Our first step will be to discuss and set up the general information structure. In this are we will be establishing different parts of the GL structure which describe tl organization. It is often helpful to think of this in terms of how the institution hi established its management and financial reporting structure (e.g. functions, divisior departments, budget responsibility, and management hierarchy). Once this is complet we will begin to assign codes to each GL Organization Part we have defined.
Our next task will be to define the Object Codes. In establishing Object Codes there a nine levels of definitions: Object Code and a maximum of eight Object Group Code There is no particular distinction of hierarchy between Object Group Codes. General one group will define reporting levels for the Balance Sheet items: Cash, Accour Receivable, Accounts Payable, Fund Balance, etc. On the other hand, other groul may be used to describe summary levels of revenue and expense: Investment lncom Salaries and Wages, Utilities, Miscellaneous Expense, etc. These definitions are n
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Financial Information Systems Proposal for the City of Carlsbad
BI-TECH Software. /I
rigid and should be given some thought as to how you would like to utilize the types summary reporting mechanisms available. The defined groups are then associated w specific Object Codes to complete the structure. A unique feature of the IFAS system the use of Object Codes to define individual Balance Sheet items for Assets, Liabilitie and Fund Balances. These Object Codes are then associated with one Organizati Key for each fund which generally is called the "Administrative Account" or "Fu General Administration." This concept will become clearer as we discuss t Organization Key concept.
After all codes have been established, we will define the Chart of Accounts by i sociating an Organization Key to each GL Org. Part. The power of IFAS and its reporti capabilities come from the independent assignment of GL structure codes to a speci Organization Keys. Org. Keys can be thought of in terms of Cost Centers. Th
and the other GL Org. Parts (representing functions or activities).
Once we have defined a representative sampling of Org. Keys, budget values i assigned to the combination of Org. Key and Object Codes. Upon reaching this poi we will be ready for Journal Entry transactions into the GL.
We will next establish the codes necessary to define the automatic posting interfa between the GL and each subsystem. Generally during the installation, this will co\ Accounts Payable, Accounts Receivable, and Cash Receipts.
At this point the option to have Org. Key level, Fund level, or both types of postin occurring within the system comes into focus. The level of detail and internal control the posting of transactions within IFAS is at the client's discretion. While go accounting practice assumes fund level controls on all interfund activity, we have fou that by utilizing the Org. Key level or intrafund balancing capabilities, the client can I assured of a balanced Chart of Accounts resulting from transactions entered through t Journal Entry function, or through any of the subsystem interfaces. As you will note, tl option is also available to direct the amount of detail which will be posted from ea subsystem into the GL. The most common is to have all detail held within t appropriate subsystem such as Accounts Receivable and only post control totals to t destination account in the GL. However, if the client wishes to post individi transactions into the GL, this can also be easily accomplished. At this point it would helpful to have reviewed at least the Overview sections to each of the subsystems (e Accounts Payable, Accounts Receivable, Cash Receipts, etc.). Our approach during tl part of the installation will be to set up the necessary codes based on the Chart Accounts structure developed during the previous day and provide the client with enou instruction to make changes, should they be required after our visit.
After the codes are completed, we will enter transactions through each of the si systems to ensure that the appropriate postings are taking place. This will provide t client with an initial review of each subsystem and its operation; such that they can pl their approach to the completion of the IFAS installation and training for the staff.
The final item on this visit will be to leave the client with working examples of custc reports for their site, generally, a Balance Sheet and Income Statement. These rep0 can be further customized at any time or the client can wait until additional training received at a later date.
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> function is to bring together the Object Code (representing sources and uses of func
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Financial Information Systems Proposal for the City of Carlsbad
BI-TECH Software, Ii
Upon completion of the initial installation, the client should understand:
1.
2.
3.
4.
5.
6.
7.
8.
The general structure of the Chart of Accounts and the Organization K
How to add, delete, and modify GL Org. Part Codes, and Object Group Code
How to establish Organization Keys, associate them with GL Org. Part Codt and assign budget values.
How to establish Object Codes and associate them with Object Group Codes
How to make on-line system inquiries and obtain standard reports.
How to CreateAJpdate a batch of Journal Entry transactions, obtain a Bat Proof Listing, and Distribute JE's to the GL.
The concept of GL Interfaces and be able to make appropriate adjustments necessary.
How to CreateNpdate subsystem batches, obtain Batch Proof Listings, a Distribute them to the GL.
a concept.
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Financial Information Systems Proposal for the City of Carlsbad
Bl-TECH Software. In
Datal Conversion
BI-TECH has proposed complete data conversion and rollover services with th response. The City will be asked to fill out definition forms provided by BI-TECH to tt us about your data.
The City will also provide a clean flat file containing the data to be rolled. BI-TECH v\1 then write a rollover and conversion program.
Alternatively, if the City would like to complete the conversion using it's own resource BI-TECH has a wealth of skeleton software and forms which have been developed effect the conversion of historical data and to accommodate special forms, check stoc EFT stubs, etc. BI-TECH offers its entire library of skeleton software programs (free charge) to the City to be used in the completion of the data conversion.
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Financial Information Systems Proposal for the City of Carlsbad
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Section 10.0 Training and Education 0 Training Days Outline
Training is provided with each module as shown in the pricing section of this responz The number of person days of training and implementation assistance provided a dictated by the modules licensed. Related outlines and User Training Manuals a provided by BI-TECH. Please refer to the following page for an enumeration of tl recommended usage of the days provided for each module.
BI-TECH recommends that key persons involved in the various systems (e.g., payroll accounts payable) be available for training. Training for each module covers everythii required for that subsystem. The client is welcome to video tape any or all trainii sessions presented to them by BI-TECH.
Although our training is inclusive, we do offer review classes. BI-TECH provid quarterly classes at their facility in Chico, CA. The topics for these classes are based 1 requests from clients. The people who normally attend these classes are either in ne1 of a "refresher course" or they are new employees to a client site currently using IFA For more individual training, clients with days remaining on their contract are invited use those training days as they choose.
This is an example of proposed training and implementation days to be conducted at tl client's site and/or BI-TECH. All days are scheduled within a time frame mutua acceptable to the Cjty of Carlsbad and BI-TECH.
Days Training and Implementation
5
4
Installation of the software and training of the data processing staff on the u of NUCLEUS, our security and user dialogue manager.
Accounting assistance in the creation of the Chart of Accounts and tl automatic posting to the GeneraVJob Ledger. Should the General Ledger l purchased without the Job Ledger, three training days are provided.
User data entry training on the following subsystems: Person/Entity, Che Management, Accounts Payable, Accounts Receivable/Cash Receipts, a Encumbrance.
Manager training on the use of the Ad Hoc Report Writer, Budget Scena module, Recurrent Journal Entry module, and Click, Drag, and D Reporting.
User Training on Human Resource Information System
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6
6
7
7 User Training on Payroll
2
2
2
3 User Training on Purchasing
2
2
User Training on Position Control
User Training on Fixed Assets
User Training on Stores Inventory
User Training on Budget Item Detail
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Financial Information Systems Proposal for the City of Carlsbad
81-TECH Software. In
2 User Training on Bid Management e 3 User Training on Work Order Management
1 User Training on Graphical User Interface
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Financial Information Systems Proposal for the City of Carlsbad
BI-TECH Software, !i
User and System Documentation
Upon execution of a Software License and Support Agreement, the Licensee will recei copies of all record layouts, element names, and source code. A Data Base Scher notebook will also be available.
BI-TECH offers all support services and materials as part of the system implementatic These materials include one complete set of user documentation along with account ir technical, and user training outlines. Comprehensive manuals, worksheets, and outlin are provided at no charge and accompany the lecture/hands-on methods of educati new users. Deliverables are listed below:
User Guide Deliverables
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Getting Started User Guide General Ledger User Guide NUCLEUS User Guide Accounts Payable User Guide Encumbrance User Guide Check Management User Guide Accounts Receivable User Guide Person Entity User Guide Table Formatter User Guide Security User Guide Payroll User Guide . Fixed Assets User Guide Purchasing User Guide Human Resources User Guide Position Control User Guide Stores Inventory User Guide Budget Item Detail User Guide Business/Animal License User Guide
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Beyond the hard copy documentation available, BI-TECH also offers all documentatic in electronic formats using Adobe Acrobat, which allows for easy documentatic customization for each site, and access of Index information on-line through “hot-spots’
Additional Documentation Rates
The documentation may be reproduced for internal use, distribution, and trainir purposes. Additional documentation may be purchased at the rates shown below.
BI-TECH offers all support services and materials as part of the system implementatio These materials include one complete set of user documentation along with account in technical, and user training outlines. The documentation may be reproduced for intern use, distribution, and training purposes. Additional documentation may be purchased the following rates: Fixed Assets $25, Purchasing $35, Payroll $40, General $2 NUCLEUS $40, General Ledger $40, Accounts Payable $35, Encumbrance $25, Chec Management $25, Accounts Receivable $35, Person Entity $20, Position Control $2 Human Resource Information System $35, SMARTDB $35, Table Formatter $25, ar Security $25.
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Financial Information Systems Proposal for the City of Carlsbad
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Section 11 .O Telephone Support
@ Quality Assurance
Support is a critical consideration when acquiring financial software. BI-TECH is WE aware that we enjoy continued success with our software not only because of th excellent quality of the products and our dedication to our clients, but also due to 01 extensive maintenance and support program. We offer a complete and thoroug implementation schedule which provides training and assistance at all level management, user, and technical. Comprehensive manuals, worksheets, and outlint are provided at no charge and accompany the lecture/hands-on methods of educatir new users. Schedules for all implementation tasks are organized with the needs of tt client in mind.
During the 1 year warranty period and as long as the Licensee is paying f maintenance, BI-TECH shall provide to the Licensee (and, to the extent applicabl install or give adequate instructions for the installation of magnetic image progra updates and additions) the following goods and services:
All user guide updates created by BI-TECH which relate to the Software.
All program updates and additions for use with the Software which are develop by 61-TECH, provided, however, that no such program update or addition sh materially impair the functionality or performance characteris tics of the Softwa Documentation updates which relate to particular program updates aqd additio will be included in magnetic image with the software mailing; hard co documentation will normally follow within three months of delivery of the softwe updates and additions. Updates are typically delivered on a quarterly semiannual basis. New versions of the software are typically released on every 1.5 years.
Phone-in consultation service in which the Licensee may request and rece verbal information regarding the use of the Software. Telephone support provided from 5:OO a.m. to 500 p.m. (PST) five days a week with the excepti of legal holidays. This support is maintained by our HELP Desk operated frc the 61-TECH office in Chico, California. The client will be put in contact with analyst knowledgeable of the area in question. Every effort is made to reso the concern at that time. Remedial assistance is provided over the modem a most "fixes" are resolved within a "same day" time frame.
All program changes deemed necessary by the Licensee to make the softw: (including any program updates and additions) perform as described in the u: guides, provided, however, that no user guide update shall be effective to del or reduce a functional specification without the Licensee's consent.
BI-TECH successfully serves many clients throughout the U.S. and Canada in 1 manner. One of the factors for the choice of our product at numerous institutions is excellent support program available. We have over 21 5 IFAS sites throughout the Uni States and Canada; thus, an extensive network of user assistance is in place.
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Financial Information Systems Proposal for the City of Carlsbad
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El-TECH Software, 11
BI-TECH Software National User Group
The company's clients have formed three users' groups: an East Coast Users' Group, West Coast Users' Group, and a National Users' Group. BI-TECH Software's Natior Users' Group (BSNUG) is going into its tenth year of operation. The company providi staff to these user groups, but plays no role in their operation. In the spring, typica April, the East and West Coast Users' Groups meet and draw up a list of proposr enhancements to BI-TECH'S products; then, in October, the National Users' Groi meets to vote on each enhancement request. Each client selects five enhancemer from the aggregate list on which they most want BI-TECH to work. The result is a list tasks which BI-TECH personnel set out to accomplish during the next calendar year. 1 average of 76% of these requests are successfully completed each year and a provided to the IFAS community as part of the maintenance agreement at no additior charge.
The President of the BI-TECH Software National Users Group is Mr. Mark Barnard oft Reno-Sparks Convention and Visitor's Authority. He may be contacted at (702) 82 7626.
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Financial Information Systems Proposal for the City of Carlsbad
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51-TECH Software, Ir
Section 13.0 Disaster Recovery Backup Services e System Backup/Recovery Procedures
The most common type of disaster is having files and/or databases which are lo (purged) or contain information which is not wanted (wrong). When a disaster occur follow the steps given below: 1. Review the user guide provided for the system in use. may be that recovery from the current problem is addressed in the guide. If so, folk the instructions in the guide; if not, continue with Step 2. 2. Make a list of those filc and/or databases which have been lost or which contain unwanted information. The us guide should provide information on the names of files and databases. If it does not, Ci some- one in the Computer Center who is familiar with the system in use. Describe tt circumstances which led to the problem and ask which files and databases have bet destroyed or rendered useless. 3. Once the list of affected files and databases has bet obtained, determine on what exact date did these files and databases exist in a desirat: form. Write this date next to each file and database on the list. 4. Contact the Comput Center and ask that each file and database be restored to its contents as of the da listed in Step 3. As stated in the definition of back-up in Section Ill, there is a daily bac up made of each changed file and database; there is a weekly back-up made of eve file and database kept on the computer. Thus, unless the date is many weeks pric there should be no problem retrieving the needed files and databases from back-t tapes. 5. Make sure that notification is received from the Computer Center when the filc and databases have been restored. In the meantime, it's a good idea to let 0th possible users of the system know what is going on. After the information has bet restored as of a particular date, determine what processing needs to be done over aga to get the files and databases into a form which is current. This is the tricky part. Noti all users of the system that any processing which occurred since the date of the tal used for the restoration will need to be performed again. e
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Financial Information Systems Proposal for the City of Carlsbad
Mark Conry
BI-TECH Software, Inc.
1072 Marauder, Suite A
Chico, CA 95926
Phone (916) 896-4807 / 891-5281
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FAX (916) 891-4816
HEWLETT-PACKARD Response with BI-TECH for City of Carlsbad, California RFP
Financial Information Systems Request For Proposal dated March 1995.
Hewlett-Packard is partnering with BI-TECH for this RFP.
Hewlett-Packard is proposing an HP9000 Model K200 Business Server for the Cit
of Carlsbad. The configuration is as follows: An HP9000 K200 with two 100 MHi
PA-RISC processor with 256x256KE3 data/instruction cache and integrated
floating point coprocessor, one HP PowerTrust UPS units, HP-UX 10.0 Operatins
System with a 64 user license, 256 MB of main memory, 8 GB of Disk Total, on€
650 MB CD-ROM drive, one 4-8 GB DDS DAT internal tape drive, 802.3 ThinLAN/AT
interface, System Console, Fast/Wide/Differential SCSI-2 interface, Parallel
Centronics port, 48 RS-232 ports including eight RS-232 modem ports, C40D
Laser Printer ( 40 PPM ) with JetDirect connection, 840 LPM Impact Line
Printer with JetDirect connection. Software consists of HP DTC Manager/UX anc
HP Glanceplus Performance Monitoring. One-year four hour response on-site HP
hardware warranty and HP site planning and installation are Standard Feature:
HP SupportLine software phone-in assist and updates are included in this
configuration. Owner's Guide and General Usage documentation set are in
hardcopy. All other required documentation and software are on CD-ROM media.
HP-UX System Administrator and System Operator class and two days of on-site
installation consulting are included. The cost information for this
configuration is provided from Hewlett-Packard quotation 1112-65965, dated
May 22, 1995.
Responses to the Financial Information Systems Request For Proposal
page 13; C.l. Geographic Information System
The HP9000 Model K200 uses the same HP-UX operating system as the City's
current HP9000 Series 700 GIS ArcInfo system. It can exchange information
utilizing services included within HP-UX and exist on the same network.
page 14; C.1. Training
Two training classes and cost are included in this proposal which are given
the Hewlett-Packard site in Fullerton, California. The City will be
responsible for the travel-related cost €or this multi-day instruction. The
City has utilized these services before for the HP3000 and HP9000 Series 700
training. Customized On-site training can be scheduled, but it is only
recommended for a large group.
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page 14; C.2. Company Information
a. Hewlett-Packard Company was founded in 1939.
b. FYI94 Total orders were $25,350,000,000.
c. Hewlett-Packard is a publicly owned Corporation.
d. There is no pending sale or merger of the company.
e. Hewlett-Packard is a Global Company with over 600 sales and support office
in 110 countries. There are two sales and support offices local to the City c
Carlsbad, one is in San Diego and the other is in Fullerton. 27 response
centers provide 24 hour world wide coverage.
f. Hewlett-Packard has an annualized growth rate of 23%.
page 14; C.3. Hardware Information
a. System Space requirements - This system will consist of one 1.6 meter
cabinets ( A1897A ) which will enclose the SPU, Disk, DAT, CD-ROM and DTC. TI
dimensions of the cabinet are height = 1.6m, width = .6m, depth = .9m.
Power distr.. = 208V-24OV; Max. current = 16A; Single Phase. Per 1.6m cabinet
Temperature
Operating +41 deg to +lo4 deg F
Max. rate of change 10 deg C/hour
Non-operating -40 deg to + 113 deg F
Humidity
Operating 15% to 80%, non-condensing, maximum wet bulb + 26 deg C
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e b. System expansion capabilities
The HP9000 K-Class Business Server utilize the PA-RISC Processor with a lOOME
PA-7200 processor chip in a 1-, 2-, 3-, or 4-way SMP Configuration. The K200
can expand to 1024 MB ECC RAM memory while the K400 can expand to 2048 MB EC(
RAM. The maximum disk capacity for the K200 is 2,360 GB while the K400 can
expand to 5,240 GB. The HP-UX Operating System can expand to an Unlimited Use
License. The maximum number of users (via DTC, MUX and LAN) is 2,700+.
The HP9000 K-Class Business Server is processor expandable to the future
PA-8000 chip.
c. Microcomputer interface capabilities.
1) A PC with terminal emulation software, such as Reflection, can be connect€
to the HP9000 via the DTC connection or LAN for terminal inquiry and input.
2) A PC can upload and download information to/from the HP9000 via the DTC 01 LAN.
d. Backup equipment availability:
Hewlett-Packard Customers, who have a Hewlett-Packard Support Contract, will
have access to them the HP SupportLine for be maintained to be up and
available Backup *
e. Equipment delivery schedule:
The HP9000 K200 Business Server System can be delivered within eight weeks
upon receipt of a purchase order.
page 15; (2.4. Operating System
Hewlett-Packard is proposing HP-UX 10.0, which is the current release of our
UNIX operating system.
The HP-UX operating system is Hewlett-Packard's standards-based UNIXa
operating system. HP-UX is a superset of AT&Trs System V Interface Definitic
(SVID), Issue 2, Volumes 1 and 2. The HP-UX operating system ensures the
portability of applications developed on other SVID compliant systems. HP-UE
supports the trends of more and more computer professionals who are choosing
the UNIX operating system as technology moves towards the goal of universal
software compatibility. HP-UX also incorporates features from AT&T UNIX
System V, Release 2.0 and from University of California/Berkeley's 4.2 BSD.
HP-UX includes a selection of enhancements along with many innovations of it!
own to extend the capabilities of the UNIX operating system. HP-UX features
include: high-performance file access, powerful recovery capabilities, Nativc
Language Support (NLS), device 1/0 programming, graphics capabilities, and
real-time capabilities.
The HP-UX software environment includes COBOL, one of the most popular
programming languages for commercial applications development. The COBOL
compiler complies with the current X/Open definition for COBOL and provides i
added set of program development tools.
HP-UX also provides several other standard programming languages including
FORTRAN 77, Pascal and C. Because all of these languages and extensions are
linkable at the object-code level, the programmer is free to mix the
commutative power of FORTRAN 77 with the structured methodology of Pascal an(
C to produce superior software solutions. Programs written in any of these
languages can access all HP-UX system calls as well as other libraries.
Hewlett-Packard has included with HP-UX, a standard user interface, system
administration tools, and application portability features, as well as an
assortment of software engineering tools, such as 2-D and 3-D graphics,
symbolic debuggers, and data communications. For complex problems involving
several software programs, HP-UX offers the standard ability to connect or
tTpipelinelr separate programs together via a set of simple commands.
HP-UX is an exceptionally powerful, standards-based operating system offerin?
high capacity, high performance, and excellent transportability of
applications between systems operating under the UNIX system, including
systems from different vendors.
Since the early 1980~~ Hewlett-Packard has lead the industry in designing an
manufacturing hardware systems based on the UNIX operating system. Today,
Hewlett-Packard offers the broadest UNIX- based family of products in the
entire industry.
Summary
The HP-UX operating system will protect the City of Carlsbad's investment in
systems, applications, and training by leading the industry in adherence to
current and emerging UNIX system and networking standards. HP-UX will allow
City of Carlsbad to continue to tailor computer systems and applications we1
into the future.
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SYSTEM PERFORMANCE We are proposing HP Glanceplus software which is
Hewlett-Packard's powerful, easy-to-use tool for viewing your system
performance. It enables you to examine on-line system activity, identify ani
resolve performance bottlenecks when they occur, and resolve problems quickl:
and knowledgeably. And if you also want historical data collection, HP
Glanceplus Pak software combines HP Glanceplus and the patented HP Performanc
Collection Software product in a single product.
HP Glanceplus software delivers accurate, useful on-line diagnostic
information that helps you to effectively manage and tune the performance of
your systems, from workstation clusters to high-end multi-user systems. Thii
tool provides clear, logically organized information that enables you to
respond effectively to system performance issues and to make well-informed
resource management decisions. You do not have to examine reams of
performance data; instead, HP Glanceplus shows you just what you need to
simplify problem identification.
HP Performance Collection Software product uses a patented technology to
collect and classify data on your host system. The data can be accessed
directly on the host system and easily exported to third-party spread- sheet
and analysis packages. With this data, you can see the trends in your systei
usage and plan for future growth.
When you need to know what is happening on your system right now and why, HP
Glanceplus software eliminates the guess-work by providing the answers,
enhancing your ability to proactively manage your computing environment. Ani
if you also need to see your system's historical performance data for resourc
management and trend analysis, HP Glanceplus Pak provides you with a single
solution for your system performance management.
SYSTEM UTILITIES
Support system backup/recovery (full, incremental, and automatic periodic) ti
a disk or tape in a bootable format.
HP-UX System Administration (SAM) can perform full and incremental backup to
disk or tape. The traditional UNIX backup means using cpio and tar.
Additional backup programs are available such as OmniBack which allow data
compression, simultaneous multiple device backup and backup media choices.
Selectively copy data files: HP-UX copy routines can allow selective copy of
data files from one device to another.
Perform full-screen edit: HP-UX vi utility will perform full screen edits. i
windows-type full screen editor is also available if an X-Terminal device is
selected, but has not been proposed in this RFP.
Search a data file index and list file name: With HP-UX command set
searching of data file index and list file can be accomplished.
Monitor system performance: HP-UX monitor allows some system performance
monitoring but HP Glanceplus gives greater capability and ease of use.
SYSTEM DOCUMENTATION
The HP-UX System Administration and Operation documentation provided with tht
HP system gives detailed instructions for the operator. Hewlett-Packard will
provide with the proposed hardware, documentation as required, with the
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exception of the hardware component level schematics for some proprietary RII
subsystems.
Operating System Software Documentation
HP-UX system administration, general usage, programming, user guides, and
manuals supplied with the system meet this requirement.
Documentation Updates
The proposal includes hardware and software support costs. Updates are
available as long as support services are purchased by the City. HP provide!
support services for all its hardware and software for a minimum of five yea]
from the date of last manufacture of the same model number. HP has included,
on CD-ROM, the following documentation in our proposal:
General Usage
User Guides
System Administration
This documentation covers information specific to network interfaces, printe:
controls, and other operational matters. The following manuals are included
in our proposal:
General Usage Documentation
A Beginners Guide to HP-UX
Finding Information
Users Guides Documentation
Remote Access: Users Guide
Mail Systems: Users Guide
Terminal Control: Users Guide
Text Formatting: Users Guide
Number Processing: Users Guide
Text Processing: Users Guide
Shells: Users Guide
Ultimate Guide to the VI and ED Text Editors
Terminal Session Manager: Users Guide
HP WE User's Guide
Using the X Window System
VUE Quickstart Guide
System Administration Documentation
HP-UX Reference
Error Message Catalog
How HP-UX Works: Concepts for System Administration
HP-UX System Security
Solving HP-UX Problems
Installing & Updating HP-UX
Master Index
Installing Peripherals
System Administration Tasks
Managing Software with NetLS
Managing NCS Software
HP VUE User's Guide
Networking Overview
Installing and Administering LAN
Using Serial Line IP Protocols
Installing and Administering NFS
Using ARPA Services
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Installing and Administering ARPA Services
Creating Product Packages
DDFA Utilities Reference
Programming Documentation
HP-UX Reference
POSIX Conformance Document
Device I/O: Users Guide
Native Language Support Users Guide
HP-UX Portability Guide
Assembly Language Reference Manual
Programming on HP-UX
HP-UX Floating Point Guide
ADB Tutorial
LLA Programmer's Guide
Berkeley IPC Programmer's Guide
NetIPC Programmer's Guide
HP-PA and Instruction Reference Manual
HP-PA Procedure and Instruction Reference Manual
HP-PA Architecture Procedure Calling Convention Reference Manual
Advanced UNIX Programming
Packed-Decimal Library Technical Update
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Minimal Documentation Set included with HP-UX 10.0 core media
Installing and Updating HP-UX
Installing Peripherals
System Administration Tasks
How HP-UX Works: Concepts for the System Administrator
Solving HP-UX Problems
Read Me First
Release Notes
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page 16; C.7. Maintenance Considerations
Hewlett-Packard is committed to providing a comprehensive, long term solutio:
to the computer system needs of the City of Carlsbad. We provide a robust SI
of support services that can address system issues proactively and quickly
resolve those problems that do occur. HP has enjoyed a long tradition of
delivering the most reliable system components in the industry. Each
generation of HP computer products and peripherals extends this heritage by
providing years of dependable service. Reliability is engineered into HP
hardware and software from the earliest product design stages. By
implementing an HP systems solution, the City of Carlsbad can be confident
that its valuable information resources will be protected and available to
meet the needs of system users. *
The Hewlett-Packard System Support Program offers a flexible family of
maintenance services that are designed to ensure success at every phase of th
system implementation. HP System Support can be closely tailored to fit the
specific hardware, software, and network support needs of the City of
Carlsbad.
The HP System Support Program is structured for flexibility and ease of
administration by the City of Carlsbad staff. This service program integrate
a broad range of HP hardware, software, and network support options into a
single, easy-to-manage support contract. Delivery of the HP System Support i
focused through our Worldwide Customer Support Organization so that support
calls are convenient to place and are resolved efficiently, with minimal
involvement of your staff. As the City of Carlsbad's system environment
evolves, HP System Support can be easily modified to meet corresponding
changes in support needs.
Hewlett-Packard System Support Program is delivered by HP's Worldwide Custome
Support Organization, which combines local field resources with centralized
support functions. The HP System Support Organization (SSO) has primary
responsibility for the delivery of HP System Support. Local SSO offices
deliver on-site hardware and software support backed up by the centralized
resources of HP Response Centers. HP has thousands of support engineers at
more than 400 locations in over 90 countries. Each HP support customer is
assigned an HP Service Responsible Office (SRO), which is equipped with the
staff and resources necessary to ensure that HP System Support services are
readily available.
HP service offices maintain carefully managed inventories of spare parts so
that field engineers have ready access to needed repair parts. Local parts
inventories are supplemented by regional parts depots. Spare parts
inventories in excess of $100 million are stocked at over 100 U.S. HP field
offices. An even larger supply of spare parts is maintained in Roseville,
California, which serves as the central source for field spare parts
worldwide.
The HP Response Center Organization is a network of concentrated support
resources that leverage the power of shared expertise to augment the local HE
support team. The Response Center acts as the "clearinghouse" for all suppor
assistance calls so that the right intervention steps are taken to resolve
issues in the quickest way.
Supplementing the services offered by the HP Response Centers and System
Support Organization, the HP Professional Services Organization (PSO) deliver
specialized consulting services. HP PSO consulting programs are designed to
assist customers with specific needs related to the implementation of HP Oper
Systems solutions.
Based on feedback from our toughest critics, our customers, Hewlett-Packard
has built a tradition of providing the best system support in the computer
industry. In independent market surveys of computer system users worldwide,
HP's reputation for delivering excellent support has been consistently
documented.
The excellence of HP support services has been recognized in the United
States, Europe, and Asia by diverse groups of HP system users, including
workstation users, third party value-added resellers, and network
administrators.
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Hewlett-Packard system support service covers both hardware and software. I
addition, we have quoted costs for 7 days per week, 24 hours per day system
support to accommodate your extended business hours requirement. In the HP
Fullerton/Irvine/San Diego sales area, 55 customer engineers will be availab
to support the system and the spare parts level is 100% in the local area.
does not utilize third parties to support its hardware. Please see Support
Services portion of this section for additional information.
a. Initial one-time cost for year one of the Hewlett-Packard Hardware and
Software with four hour response and ResponseLine support is $7,125.48. The
CPU has a one year warranty with four hour on-site response.
b. Maintenance for years 2 thru 5 for HP Hardware and HP Software with four
hour response and ResponseLine Support are as follows:
Year 2 = $11,995.00
Year 3 = $12,595.00
Year 4 = $13,225.00
Year 5 = $13,886.00
page 17; C.10. Training and Education
Hewlett-Packard Education Services
Hewlett-Packard's Education Service program offers the City of Carlsbad a wi
range of courses designed to give your staff the skills needed to get the mo
from your HP solution. HPIs professional instructors, industry expertise, a
well-equipped learning facilities also help to optimize the City of Carlsbad
information system investment. HP Education Services teaches new skills,
contributes to improved work performance and, thus, to the City of Carlsbad'
overall success. HP Education Services provides the City of Carlsbad:
Flexible, customized training options: HP Education Services offers the Ci
of Carlsbad a variety of training options, all with the same high quality E
instructors and course materials. HP's training options include:
HP Classroom courses: HP has over 40 education centers worldwide featuring
expert instructors and well equipped facilities in an environment that
provides an interactive, productive learning experience.
On-site courses at the City of Carlsbad's facility: For groups requiring
training, HP can also bring the full range of HPIs course offerings and
expertise to the City of Carlsbad's facility, providing flexibility to
schedule courses at times most convenient for you, and cost savings by
eliminating travel time.
Self-paced Training: Learn at your own pace with HP courses that present
information flexibly and cost effectively in a variety of formats, including
computer-based training, videocassettes, and tutorials.
A curriculum tailored to meet the City of Carlsbad's needs: HP's Education
experts will work with you to plan the optimal training strategy and
curriculum, allowing you to choose the courses that are right for you. The
City of Carlsbad can choose from more than 200 courses worldwide, addressing
the entire application cycle, from analysis and design to implementation, ar
covering a full range of introductory and advanced topics, including extensi
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MPE and HP-UX offerings, as well as other open systems technologies. HP's
training curriculum is designed to enhance the proficiency of each operator,
application program engineer, and system manager involved in using your IT
solution.
Experienced, HP-certified instructors: HP rigorously screens and trains
education specialists for both technical proficiency and teaching skills.
HPIs Certification Program ensures that the City of Carlsbad will learn from
instructors with in-depth knowledge of the latest HP equipment, applications
and trends in information technology, in an interactive, hands-on environmen:
The result is an efficient, thorough learning experience that enhances work
skills and improves productivity.
Two training classes are proposed. Both training classes are available at the
Hewlett-Packard Facility located in Fullerton, CA.
Course 514348 - Fundamentals of the UNIX System Course at HP. This is a 5 da)
course for system administrators, and programmers and provides an introductic
to HP-UX operating system and fundamentals of shell programming.
Course 514828 - HP-UX System Administration for the HP9000 Series 800 Model
KlOO course at HP. This is a 5 day course for System Administrators. This
course includes PA-RISC architecture, file system (structure, generation, anc
management), bootstrap and shutdown procedures, configuration of peripherals,
backup and recovery procedures, system update procedures, local area network
configuration, logical volume manager (LVM), and memory swap space.
page 18; C.11. Telephone Support
Hewlett-Packard ResponseLine Support is a 24 hour telephone support
organization, HP Response Center Organization, which has worldwide coverage.
The HP Response Center Organization is a network of concentrated support
resources that leverage the power of shared expertise to augment the local HP
support team. The Response Center acts as the "clearinghousef1 for all suppor
assistance calls so that the right intervention steps are taken to resolve
issues in the quickest way.
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page 19; C.13. Disaster Recovery Backup Services
Hewlett-Packard offers Disaster Recovery plans that can include a complete
data center for back-up and or negotiate for a local facility HP customer wit
similar configuration to provide run time capability to the City of Carlsbad.
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Appendix A
Vendor Profile
Vendor Information
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Company Name
Hewlett Packard Company
3000 Hanover Street
Palo Alto, CA 94304
Mr. Lew Platt
In Business 56 years ( 1939 )
Over 450,000 customers ( Clients )
98,400 employees
Hewlett Packard Company is a public company
(415) 857-1501
Local Office
Hewlett-Packard
Fullerton Sales/Support Office
1421 South Manahttan Avenue
Fullerton, CA 92631
Mal Oleson
(714) 758-5653
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Vendor Services
Hardware Sales YES
Hardware Support YES
Hardware Maintenance YES
Software Sales YES
Software Implementation YES
Software Support YES
Hardware Maintenance
Location of Hardware Maintenance Personnel
San Diego, California
Fullerton, California
Guaranteed Response 4 hours
Average Response 2 hours e Software Support
Location of Software Support Personnel
San Diego, California
Fullerton, California
Santa Clara, California
Number of Software Support Personnel
35 in each office
Support Hours
24 hour phone assist support with Responseline coverage
Guaranteed Response 4 hours
Average Response 2 Hours
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800 Number Access YES 1-800-633-3600
Appendix B
System Configuration Summary
Proposed Configuration
Processor Manufacture/Model HP9000 K200 Business Server
Processor Speed (MIP's) e OLTP Performance 480 tps
Total Memory 256 MB
Disk Capacity 8 GB Mirrored
Type of Backup & Media DDS DAT tape drive
Number of proposed serial ports 48
Number of parallel ports 1
Number of Communication ports 1
Number of Communication Devices 1
Number of Telecommunication Lines 1
Modem Speed (Baud Rate) support modem 19.6 kbps
System Software
Operating System HP-UX 0 Version or Release Number 10.0
Expansion Capabilities
Maximum Memory 10242KB
Maximum Disk Capacity 2.3 TB
Maximum number of tape drives 16
Maximum number of:
4B
Communication Devices 2500
Telecommunication Lines 50
Maximum Modem Speed 19.6 kbps
System Information Inf ormix
Programming language Inf ormix
Database Management System Inf ormix
Appendix C
Peripheral Devices
Mfg . Model Speed Capacity Description qty
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Printers
Line printer 1 HP C2354A 840 lpm
Laser printer 1 HP C4672A 40 ppm 3050 page
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Appendix D
Hardware Cost worksheet
Annual
cost total recurr
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additional unit cost cost Description qty
Primary System Configuration
1 28275.00 28275.00 CPU ( HP9000 K200 )
Additional CPU 1 7800.00 7800.00
Processor Main Memory 1 7488.00 7488.00
Additional Memory 0 0.00 0.00
9159.56
2102.10 2102 * 10
Disk Storage Units 4 2298.89
Magnetic Tape Units 1
CD-ROM Drive 1 0.00 0.00
Port Expansion 3 2574.00 7722.00
Console terminal 1 420.42 420.42
Printers
Line Printer
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10242.20 10242.20 C23 54A 1
Laser Printer 29357.00 29357.00 C4672A (C40D) 1
Other Equipment 1 5273.52 5273.52
Networking 1 224.62 224.62
Appendix E
Software Cost worksheet
Est. Total Annu
Base Onetime Mod. One - Time Recu:
Fee cost cost cost Description Pkg a System Software
Operating System
HP-UX 64 u/l Yes 8763.30 0.00 8763.30
Runtime license
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HP DTC Mgr/UX Yes 573.30 0.00 573.30
HP Glanceplus Yes 624.00 0.00 702.00
Data Management
Report Writer/Query
Microcomputer emulation software
Appendix F
Implementation Cost Summary
Respons . Est.
Description Party Time Unit Cost Total Cost
Hardware / HP9000
HP 8 wks 0.00 0.00 Shipping
Installation HP 2 days 2512.50 2512.50
1 Other HP 2 days 4030.00 4030.00
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Subtotal
Site Preparation
Cables
Cable installation
Telephone line installation
Subtotal
Interface charges e Training
Related to Hardware HP 0 0.00 0.00
Related to System Software HP-UX HP 10 days 3620.00 3620.00
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Related to Application Software
Related to conversion
Related to other requirements
Subtotal
Travel
Related to Hardware 0.00 0.00
Related to System Software 0.00 0.00
Related to Application Software
Related to conversion
Related to other requirements
Subtotal
Other implementation costs
TOTAL IMPLEMENTATION COSTS
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Feature/Function Worksheet
page 98
1. Yes
10. yes
20. yes
38. yes
110. yes
120. yes
page 99
130. yes 9
140. yes
170. yes
190. yes
260. yes
270. yes
340. yes
390. yes
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HEWLETT @ Quote Number:1112-65965
PACKARD City of Carlsbad
Quote Date: MAY 22, 1995
E!-
.Last Revised:05-22-95 18:50 .
1 Quotation Page a
Customer: City of Carlsbad
1200 Carlsbad Village Drive Carlsbad, CA. Attn: Purchasing Department Ref: FIS RFP - BI-TECH
HP Contact: Mal Oleson
Hewlett-Packard Company
1421 South Manhattan Avenue
Fullerton, CA 92631
(714) 758-5653
Terms : Items contained in Purchase Agreement
AlM95 are subject to terms and conditions described therein. Any items not contained in the Purchase Agreement are subject to HP terms and conditions
of E16 930601
Net 30 days, subject to credit approval
All list prices are for U.S.A end use only.
All list prices are firm for 60 days.
a
FOB : Destination
Please Submit Purchase Order to:
Hewlett-Packard Company Customer Service Center
8000 Foothills Boulevard
Roseville, CA 95747
Fax No: 1-800-386-1118
(800) 386-1117
Authorizing Signature:
Mal Oleson
Sales Representative e
HtWLtl I cv Quote Number:1112-65965
PACKARD City of Carlsbad
Quote Date: MAY 22, 1995
Last Revised:05-22-95 18:50
Fa
Page 2 Quotation f SUMMARY a
Net Price Monthly Charge
Hardware : $106,703.22
Software : $11,399.80
System Support: $7,125.48
Single Event Support: $7,650.00
$132,878.50 $0.00
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ncvvLri I w Quote Number:1112-65965
PACKARD City of Carlsbad
Quote Date: MAY 22, 1995
L!l!l
. I. I Last Revised:05-22<-95. l8.:50.
I- Quotation Page 3 0
Product Suffix Unit Ex1 Item Q~Y Description Price P:
0100 1 A3061A Delivery:8 weeks 36,250.00 3( Discount 22.00% -7,975.00 -
Net Price 28,275.00 21
HP9000 K200 Server with 128 MB Memory
includes 4 HP-PB slots, 1 HP-HSC System Connect slot, 802.3 LAN, UPS port, FWD SCSI, 2-user HP-UX license
5G INCLUDES 1 YEAR ON-SITE WARRANTY
1 Option OS3 2,940.00
Net Price 2,293.20 Discount 22.00% -646.80
First Year System Support. Software phone-in assist, license to use updates, media & documentation updates, HP SupportLine. Same day hardware on site repair coverage.
NA Warranty not included with this product
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1 Option OSZ 1,039.00
Discount 22.00% -228.58 Net Price 810.42 Provides installation, configuration, and verification of networks.
NA Warranty not included with this product
0200 1 A2993A Delivery:8 weeks 10,000.00 1 Discount 22.00% -2,200.00 -
Net Price 7,800.00 100 Mhz PA-RISC 7200 CPU
5H INCLUDES 1 YEAR ON-SITE WARRANTY
1 Option OD1 Delivery:6 weeks 0.00 Factory integrated
100 Mhz PA-RISC 7200 CPU
5G INCLUDES 1 YEAR ON-SITE WARRANTY *
ncvvLti I w Quote Number:1112-65965
PACKARD City of Carlsbad Quote Date: MAY 22, 1995
Pa
a. - . a Last Bevised:05-2.2-95 .$8:.5Q 4 *. Quotation. ' 9. * Page e
Ex
P Product Suffix Unit
Item QtY Description Price
0300 1 A3027A Delivery:6 weeks 9,600.00
Net Price 7,488.00
Discount 22.00% -2,112.00 -
128-MB ECC High Density Memory Module
5J INCLUDES 1 YEAR ON-SITE WARRANTY
1 Option OD1 Delivery:6 weeks 0.00 Factory integrated
NA Warranty not included with this product
0400 4 A3145A Delivery:6 weeks 0.00 2 GB FWD SCSI-2 Disk Drive
Half-height
5K INCLUDES 1 YEAR ON-SITE WARRANTY
4 Option ODZ Delivery:6 weeks 2,200.00 Discount 22.00% -484.00
Net Price 1,716.00
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Factory integrated
5K INCLUDES 1 YEAR ON-SITE WARRANTY
0500 1 A3184A Delivery:3 weeks 0.00 650MB CD-ROM drive
5K INCLUDES 1 YEAR ON-SITE WARRANTY
1 Option ODS Delivery:3 weeks 0.00 Complimentary 650 MB CD-ROM drive
5K INCLUDES 1 YEAR ON-SITE WARRANTY
0600 1 C2478SZ Delivery:3 weeks 0.00 2GB DDS DAT Drive + data compression
55 INCLUDES 1 YEAR ON-SITE WARRANTY
1 Option ODZ Delivery:3 weeks 1,750.00
Discount 22.00% -385.00 Net Price 1,365 - 00 a Factory integrated unit
5J INCLUDES 1 YEAR ON-SITE WARRANTY
yuote Number:1112-65965
Quote Date: MAY 22, 1995 VH PiFLiRD City of Carlsbad
:, QUdt&tibK ’ 3 .., -. -. ,-..-,, , ~ Ips& Rpviped: 05-22r.95 .18 : 5.0 .. ..
Page 5 a
Unit EX Product Suffix
Item Qty Description Price F
0700 1 C1064GX De1ivery:TBA 539.00
Net Price 420.42
Discount 22.00% -118.58
System Console - Green Screen
5J INCLUDES 1 YEAR ON-SITE WARRANTY
1 Option ABA Delivery:4 weeks 0.00 U.S. - English localization
Contains United States keyboard. English
user’s manual and United States power cord.
4A Includes 1 year warranty at HP/dealer
oaoo 1 A3187A Delivery:6 weeks aoo. oo
( If ordered before JUN 1, 1995,
Rackmount kit for HP 3000/9000 K-Class
Discount 22 a 00% -176.00 Net Price 624 e 00
extended price will be $156.00 )
e
5H INCLUDES 1 YEAR ON-SITE WARRANTY
0.00 0900 1 A2440A Delivery:3 weeks HP-UX 2-user license and manuals.
3C Includes 90 days return-to-HP warranty
1 Option APS Delivery:3 weeks 0.00 HP-UX revision 10.0
3C Includes 90 days return-to-HP warranty
1 Option ABA Delivery:3 weeks 0.00 U.S. - English localization
5J INCLUDES 1 YEAR ON-SITE WARRANTY
1 Option OD1 Delivery:3 weeks 195.00
Net Price 152.10 Discount 22.00% -42.90
Factory integrated e Software instant ignition
3C Includes 90 days return-to-HP warranty
lLnpl giF;n'd ,!, %"
Quote Number:1112-65965
City of Carlsbad
Quote Date: MAY 22, 1995
+, ~~~~~~i~~. ., " ., ..-.. . ,- , ,. .. . . . . .. L .kast..R.eyisedtQ5-Z2.;95 18.: 5Q. : .
Page 6 e
Product Suffix Unit Ex
Item QtY Description Price F
1000 1 B3897A Delivery:3 weeks 0.00 HP9000 Server HP-UX Licenses and Media
Media for all user levels.
Licenses for 8/16/32/64 or unlimited
users.
3C Includes 90 days return-to-HP warranty
1 Option AGP Delivery:3 weeks 9,500.00
Net Price 7,410 a 00
Discount 22.00% -2,090.00 -
64 user media specification
3C Includes 90 days return-to-HP warranty
1 Option OSG 996.00 Di s count 22.00% -219.12 Net Price 776. a8 Software: phone-in assistance, license to use updates, media & documentation updates, HP SupportLine access.
NA Warranty not included with this product
ab
1 Option AJG Delivery:3 weeks 520.00
Net Price 405.60
D i s c oun t 22.00% -114.40
CD-ROM media and certificate
3C Includes 90 days return-to-HP warranty
1100 1 A3196A Delivery:4 weeks 50.00
Net Price 39.00
Discount 22.00% -11.00
5m AC power cord
5G INCLUDES 1 YEAR ON-SITE WARRANTY
c 1200 1 A1897A Delivery: 3 weeks 2,450.00 L
Discount 22.00% -539.00
Net Price 1,911.00 1 1.6 meter standard 19" EIA rack
for rackmounting servers & peripherals.
5H INCLUDES 1 YEAR ON-SITE WARMTY
e
yuote Number:iiiL-bbybb
City of Carlsbad
Quote Date: MAY 22, 1995
Pa Pi;ki;ri ~ ti^^..^^ % .-,.' Ilcrr. ., .+* .F iir. I, &aet Rey,is34:95&4.-9? 18;5,0, -.; hC:, Page 7 0
Ex Unit Product Suffix Item Q~Y Description Price P
1 Option 021 Delivery:3 weeks 0.00
200-240 V universal power for connection to HP PowerTrust UPS in the same cabinet as the power source,
5G INCLUDES 1 YEAR ON-SITE WARRANTY
1 Option OS3 0.00 First Year System Support. Software phone-in assist, license to use updates, media & documentation updates, HP SupportLine. Same day hardware on site repair coverage.
NA Warranty not included with this product
1 A2997A Delivery:3 weeks 0.00
1.8 kVA Rackmounted HP PowerTrust UPS yoo includes three receptacles.
5K INCLUDES 1 YEAR ON-SITE WARRANTY
1 Option 017 Delivery:3 weeks 0.00 200-240 Vac power for UPS.
5K INCLUDES 1 YEAR ON-SITE WARRANTY
1 Option ODZ Delivery:3 weeks 2,850.00
Net Price 2,223.00
Discount 22.00% -627.00
Integrated into 1.6M 19" or 1.1M EIA rack at the factory.
5K INCLUDES 1 YEAR ON-SITE WARRANTY
1 Option OS3 0.00 First Year System Support.
Software phone-in assist, license to use
updates, media & documentation updates, HP SupportLine. Same day hardware on site repair coverage.
NA Warranty not included with this product a
yuor;e NUmDer:iiiL-bSYb3
Quote Date: MAY 22, 1995 PM PiCCiiiD City of Carlsbad
&t .qe~+Jp!3&5#;2.2 -!;?.$.&3*:. 8 ,y"'Quo.ktation X.*>. ,..&:- i.,,
e
Product Suffix Unit Ex
Item QtY Description Price P
1400 1 J2070AZ Delivery:5 weeks 2,800.00 Discount 22.00% -616.00 Net Price 2,184.00 DTC 72MX factory integrated
with three available slots for up to 72
asynchronous devices. Installed in rack
at factory. Requires 3 EIA units for
DTC72MX box.
5K INCLUDES 1 YEAR ON-SITE WARRANTY
1 Option UG5 Delivery:5 weeks 300.00 Discount 22 e 00% -66.00 Net Price 234.00 Replace 8 direct with 8 Modem Ports
Provides 8 RS-232 modem ports with DB-25 pin connectors. e 5H INCLUDES 1 YEAR ON-SITE WARRANTY
1 Option 002 Delivery:5 weeks 6,800.00 l
Discount 22.00% -1,496.00 - Net Price 5,304.00 I 48 RS-232 Direct Connect Ports
with two asynchronous processor boards.
Includes two 19" RJ-45 distribution
panels. Consumes two of three available
slots in DTC72MX.
5K INCLUDES 1 YEAR ON-SITE WARRANTY
1 Option OS3 264.00 Discount 22.00% -58.08 Net Price 205.92 First Year of System Support.
Hardware: Upgrades warranty to 4-hour
on-site response.
NA Warranty not included with this product
a
Quote Number:1112-65965
City of Carlsbad Quote Date: MAY 22, 1995
PEJ PiitiRi -
.Q@jtatfo *y * e., ,::>:*y +..! .++$ c...py.qjS+ Q&7&L: 95s.18 Page‘ ‘ 9 a
Product Suffix Unit Ex
Item Q~Y Description Price P
1500 1 C2792A Delivery:3 weeks 105.00 Discount 22.00% -23.10
Net Price 81.90 Rackmount kit allows Active Distribution Panels (ADP’s) to be mounted to verticle columns of 19 II racks.
5E 1 Yr unit exchange 1n:N Up:N
1600 1 C4672A De1ivery:TBA 30,950.00 3 Discount 18 - 00% -5,571.00 -1
Net Price 25,379.00 2 Model C40D printer - 100-127 Volts AC Duplex capability, 40 ppm, 300 dpi, max. 300K prints/month, 250- & 500-sheet
input, 550-sheet output, printer stand,
start-up supplies. No 1/0 cables.
2B Includes 90 days on-site warranty e
1 Option OS3 1,800.00 1
Net Price 1,476.00 1 Discount 18.00% -324.00
First Year of System Support.
Hardware: Upgrades warranty to 4-hour on-site response.
NA Warranty not included with this product
1700 1 C4006A Delivery:2 weeks 109 - 00 Toner for HP 5000 C-Series, 2 cartridges
Estimated yield 17k prints per cartridge
at 4% average page coverage; actual yield will depend on handling and operating conditions,
3C Includes 90 days return-to-HP warranty
1800 1 C4678A De1ivery:TBA 410.00 Photoconductor for C-Series printers Must be replaced after 200K prints. Actual life may be less based on handling and operating conditions.
3C Includes 90 days return-to-HP warranty
e
yuote Number:1112-65965
Quote Date: MAY 22, 1995 Pfl PiKiRO City of Carlsbad
U& 5&3+2&
Product Suffix Unit Ex
Item Q~Y Description Price P
1900 1 C4675A De1ivery:TBA 726.00 Fuser,C-Series printers,100-127 Volts AC Used only in models C4000A, C4002A and C4672A. Must be replaced after 200K prints. Actual life may be less based
on handlling and operating conditions.
3C Includes 90 days return-to-HP warranty
Cleaner unit for C-Series printers. Must be replaced after 400K prints. Actual life may be less based on
handling and operating conditions.
conditions.
3C Includes 90 days return-to-HP warranty
2000 1 C4011A Delivery: 2 weeks 340 - 00
1 C4677A De1ivery:TBA 995.00 Developer unit for C40D printer Use only with models C4672A or C4673A. Must be replaced after 600k prints.
Actual life may be less based on handl- ing and operating conditions.
3C Includes 90 days return-to-HP warranty
CROO
2200 1 C4004A Delivery:6 weeks 2,350.00
Net Price 1,927.00
Discount 18.00% -423.00
2500-sheet paper input accessory for HP 5000 C-Series printers. 2500-sheet capacity when using 20-lb
paper. Supports up to US legal-size
sheets. Customer installable.
2C Includes 90 days on-site warranty
e
Quote Number:1112-65965
City of Carlsbad
Quote Date: MAY 22, 1995
Pa PiGi&i - Qaorae5 m$+*&Q 5<$ *
Product Suffix Unit E2
Item Q~Y Description Price E
2300 1 C4674A Delivery:6 weeks 1,750.00 Discount 18.00% -315.00 Net Price 1,435.00 1400-sheet paper output accessory
for HP 5000 C-Series printers. 1400-sheet capacity when using 20-lb paper. Supports up to US legal-size
sheets. Customer installable.
2C Includes 90 days on-site warranty
2400 1 C2354A Delivery:6 weeks 12,340.00 1 Discount 22 * 00% -2,714.80 - Net Price 9,625.20 54dbA 840 LPm Line Impact Printer. Stan-
dard sound enclosure & passive stacker; 5-language friendly front panel; Roman-8 (10,12,15,16.7 CPI; 10 CPI NLQ & HS);USA SCII HS 10 CPI; Barcode; 4 CPI Postnet.
2B Includes 90 days on-site warranty
#UGN provides Instruction Manual. JetDi- rectEX Interface uses printer's Multiple I/O Centronics port. LAN connection pro- vided via Twisted Pair RJ-45 and Thin Coax cable.
NA Warranty not included with this product
*
1 Option UGN Delivery:6 weeks 0.00
1 Option 1AX Delivery:6 weeks 0.00 Centronics/RS-232C Multiple Interface
1/0 card from 300 Bauds to 38.4 Kbaud. Holds Printronix (P-series) and Epson (FX-80) emulations. Includes an open slot to receive the HP TCP/IP cards.
NA Warranty not included with this product
1 Option ABA Delivery:6 weeks 0.00 USA (English) Localization Option. Inclu
des power cord (120 VAC/60 Hz.) & front a panel overlay in English.
NA Warranty not included with this product
yuoce NUmDer:illL-bbybb
Quote Date: MAY 22, 1995
VM PiCiiRD City of Carlsbad
.&$&,*Qawo%~a~ -* *0,5.:43.~&!%7%$&
0 P
Unit Ex Product Suffix
Item Q~Y Description Price P
1 Option OS3 981.00 Discount 22.00% -215.82 Net Price 765.18 First Year of System Support.
Hardware: Upgrades warranty to 4-hour on-site response.
NA Warranty not included with this product
1 Option 068 Delivery:6 weeks 115.00 Discount 22.00% -25.30
Net Price 89.70 Ribbon cartridges (92162A), three in a
package.
NA Warranty not included with this product
2 J2382B De1ivery:TBA 399 I 00 Print server device for parallel-based printers or plotters. Supports NetWare,
LAN Manager, Windows for Workgroups, Windows NT, LAN Server, HP-UX, SunOS, Solaris, SCO UNIX, AIX & EtherTalk.
4A Includes 1 year warranty at HP/dealer
Oo0
2 Option ABA Delivery:2 weeks 0.00 U.S. English Localization
4A Includes 1 year warranty at HP/dealer
2 Option OS4 186.00 Provides installation, configuration, and verification of systems, devices, and networks. Subject to additional travel zone charges beyond zone 3.
NA Warranty not included with this product
19.00 2600 2 C3061A Delivery:2 weeks Replacement parallel port 1/0 Cable for HP DeskJet 320, DeskJet 310 and DeskJet Portable printers.
9Y Includes 90 days return-to-HP warranty
a
yuor;e NUmDer:lllL-bSYbS
Quote Date: MAY 22, 1995
EM PACiiRD City of Carlsbad
I< ++-:*,y ,. & .*p!&k..*Jp.~2.&9.
Product Suffix Unit E,
Item Q~Y Description Price I
2700 1 C2951A Delivery:5 weeks 18 e 00 3 meter IEEE-1284 Compliant A-B Parallel
cable. 36 pin Centronics male to DB-25 male.
5P Includes 1 year return-to-HP warranty
2800 1 J2374C Delivery:2 weeks 199.00 HP JetAdmin Utilities for HP-UX Systems For use with HP JD print servers for
HP-UX (MIO-EN J2550A, J2552A; MIO-TR
J2555A; EX-EN J2382B; XIO-EN C2071S/T,
J2593A EX P~us~-EN, J2594A EX Plus3-TR).
3C Includes 90 days return-to-HP warranty
1 B3921AA De1ivery:TBA 0.00 Series 800 HP-UX 10.0 Documentation
3C Includes 90 days return-to-HP warranty
60°
1 Option OBC De1ivery:TBA 695.00
Net Price 542.10
Discount 22.00% -152.90
Manuals on CD-ROM
3C Includes 90 days return-to-HP warranty
1 Option OBD De1ivery:TBA 75.00
Net Price 58.50
Discount 22.00% -16.50
General usage manuals
3C Includes 90 days return-to-HP warranty
1 Option OBE De1ivery:TBA 690.00
Net Price 538.20 Discount 22.00% -151.80
Systems admin manuals
3C Includes 90 days return-to-HP warranty *
LflpA,. . - . . - - I s yuoce ~umber:lllZ-65965
Quote Date: MAY 22, 1995 PACKARD City of Carlsbad
.*&& wt,Peyi:@ed$ Page 14
Exi Product Suffix Unit
Item Q~Y Description Price P:
1 Option OS3 105 - 00
Discount 22.00% -23.10
Net Price 81.90 Doc Updates.
NA Warranty not included with this product
3000 1 B3700AA Delivery:3 weeks 0.00 License product number for HP Glance+Pak software for performance monitoring and
diagnostics; and data logging. For HP
9000 Series 800. Need to also order
B3701AA for media and manual.
NA Warranty not included with this product
1
1
1 Option AH0 Delivery:3 weeks 1,850.00
Discount 22.00% -407.00 Net Price 1,443.00 System license for HP 9000 tier 1 SPUs HP 9000 model E-, F-, G-class, KlOO and K200 Servers, as well as 807, 808,
817, 815, 822, 827, and 837
NA Warranty not included with this product
e
1 Option OS3 110.00 -24.20
Net Price 85.80
Discount 22.00%
First Year of System Support. Software: phone-in assistance, license
to use updates, media & documentation
updates, HP SupportLine access.
NA Warranty not included with this product
Media/manual product number for HP Glance+Pak for HP 9000 S/800. MUST order license product B3700AA with every order for this media/manual product.
NA Warranty not included with this product
3100 1 B3701AA Delivery:3 weeks 0.00
a
yuoce NUmDer:lliL-bb~bb
Quote Date: MAY 22, 1995 PI9 PACiiRD City of Carlsbad
g, 4@%Qu&o fbfi % Page l!
0
Product Suffix Unit E:
Item QtY Description Price 1
1 Option MU Delivery:3 weeks 100.00
Discount 22.00% -22.00
Net Price 78.00 CD-ROM certificate for HP Glance+ Pak
software for HP 9000, S/800. Provides a
keyword to access software via CD media,
and a manual. MUST order license product
B3700AA with this.
NA Warranty not included with this product
1 Option OD1 Delivery:3 weeks 0.00 Factory Integration opt. for Glance+Pak
software on HP 9000, S/800. This option
provides factory installation (Instant
Ignition) of the software. MUST order
license prod. B3700AA with this prod/opt
NA Warranty not included with this product e
0.00 1 Option APS Delivery:3 weeks HP Glance+Pak, S/800, HP-UX version option for HP-UX 10.0. Order this for
version of HP Glance+Pak that is
compatible with HP-UX version 10.0.
NA Warranty not included with this product
1 Option OS3 130.00
Net Price 101.40
Discount 22.00% -28.60
First Year of System Support.
Software: phone-in assistance, license
to use updates, media & documentation
updates, HP SupportLine access.
NA Warranty not included with this product
3200 1 J2120A De1ivery:TBA 735.00
Net Price 573.30
Discount 22.00% -161.70
HP DTC Manager/UX for the Series 800 downloads, configures and troublshoots DTCs in a UNIX environment.
5A 1 Year, On Site, Next Day
4D
UUOCe NUmDer:IIIL-bSYbS Pa Pii-iiRD -
Quotation Page 16
City of Carlsbad
Quote Date: MAY 22, 1995
Last Revised:05-22-95 18:50
a
Product Suffix Unit E3
Item QtY Description Price E
1 Option AAU Delivery: 3 weeks 0.00 CD-ROM certificate only
5H INCLUDES 1 YEAR ON-SITE WARRANTY
1 Option OS3 105.00 Di s count 22.00% -23.10
Net Price 81.90 First Year of System Support.
Software: phone-in assistance, license to use updates, media & documentation updates, HP SupportLine access.
NA Warranty not included with this product
1 Option OS4 96.00
Net Price 74.88
Discount 22.00% -21 * 12
System and network configuration. Provides installation, configuration and verification of systems, devices, and networks.
NA Warranty not included with this product
e
1 Option APS Delivery:3 weeks 0.00 HP-UX revision 10.0
3C Includes 90 days return-to-HP warranty
3300 1 514343 1,675 a 00 Fundamentals of UNIX System Course at HP
5 day course for system administrators, programmers at HP education center.
Introduction to HPUX operating system
and fundamentals of shell programming.
NA Warranty not included with this product
3400 1 514828 1,945-00 HPUX Sys Admin Series 800 Course at HP
5 day course at HP education center. Learn how to perform system administration duties on an HP9000 S800 system operating HPUX 9.0 OS.
NA Warranty not included with this product
a
Quote Number:1112-65965
City of Carlsbad
Quote Date: MAY 22, 1995 Last Revised:05-22-95 18:50
Pa ;i;ibG -"
Quotation Page 17 e
Product Suffix Unit Ex
Item Q~Y Description Price P
250.00 3500 15 51415A Hourly Consulting - Specialist Rate
Time and materials charge.
NA Warranty not included with this product
140.00 3600 2 H2351A General Consulting Zone 1 Travel Charge
Round trip travel charge from office site for mileage within 6 to 25 mile radius.
NA Warranty not included with this product
*** GROSS AMOUNT: $16 *** LESS DISCOUNT: -$3
*** GRAND TOTAL: $13
( If ordered before JUN 1, 1995,
@
grand total will be $132,410.50 )
Contract information for: CALIFORNIA, STATE OF
Prices quoted are subject to and reflect
applicable discounts per the terms and
conditions of the following contracts:
AlM95 EXPIRES: 11/01/95
e
Fi n anei a I Ad m i n i st rat i on Systems
Qwerwiew: IFAS'" is a fully integrated Fund Accounting system designed to meet the accounting and m(
needs of Cities, Counties and Special Districts. The system, with all modules, represents a Total Solutioi
General Ledger, Budget Preparation and Modeling, Purchasing, Encumbrance Accounting, Stores Inventory
Payable, Accounts Receivable and Cash Receipts, Payroll, Human Resource Management, and Fixed Assets.
tionally flexible General and Job Ledger structure definition allows the City to incorporate exactly the structur:
which best suits reporting and analytical needs. In addition, a Job Costing module is available which suppc
Improvement Projects, Public Works Projects, and many other activities which cross General Ledger and
boundaries. The General Ledger and Job Ledger are integrated so that data is only entered once into the E
both ledgers are fully reconcilable. With over 180 installations in the U.S.A., IFAS'" has matured into the mor
hensive, easy to use and proven fund accounting system in America. With the package enhanced at a rate
son years each month, the client is assured of using a system which will continue to be the most state-of-the-
avail able .
Integration: All subsidiary ledgers are fully integrated with the General and Job Ledger. Postings occur on4
tively. All required asset, liability, inter-fund, intra-fund, fund balance, and transfer transactions are performed
tem. Budget modeling is integrated into the General and Job Ledgers and budget checks occur in real-time,
tions are being entered. All databases are fully integrated to eliminate any redundant transaction entry. Fc
Purchasing is integrated to Encumbrances, Receiving, Fixed Assets, Stores Inventory, and Accounts Payablt
Payable is integrated with Accounts Receivable so that travel advances may be entered in A/P and reconciled
refunds flowing automatically back to NP; Employee COBRA benefits automatically set up A/R for billing
Indirect Charges flow from the General Ledger to AIR for agency billing; Payroll and Position Control are full!
so that salary savings computations are always current. For counties providing agency cash management,
includes a special Check Management function for processing multiple agency tapes, along with all Pooled Cas
ment.
Reporting: A full complement of AICPA, GAS6 format reports are included as part of the standard package.
special Cash Flow reporting is included along with many Special Financial Statement formats for revenue
areas. A comprehensive, end-user Ad Hoc Report Writer provides the ability to model both financial and stat
mation. Reports may be printed on a user's terminal, on a desk-top slaved printer, and on laser printers (with
of font styles). The user may use our download software to create graphical representations of any report, or tt
direct the report to create a microfiche tape. The on-line inquiry module allows each user to view budget,
transaction level detail for accounts for which they are responsible.
(over please)
Budgeting: For any of the defined ledger structures, the user may model up to 10 named versions of the budg
Prepared, Recommended, Approved, Adopted, Final, 10% Reduced). Budget-to-Actual reports simply specify wt
sion is to be used. Budgets are integrated with both Payroll and Position Control to provide not only reporting ca
but ‘what if‘ budget modeling capability. For multiple year projects, the system includes modeling of budgets whic
fiscal year boundaries (and, inception-to-date reporting). Allocation controls and budget checks may be set up
level within the agency (e.g., Fund Group, Fund, Department, Division, Bureau, Section, Cost Center). Budget
may be done at the Object (or Sub-object) Code (line item) level or any defined higher level; e.g., All Operating :
within a department. Budget overruns may, at the client’s discretion on a department-by-department and line-item.
item basis, result in simply a warning or may be blocked from entry into the system.
Friendly and Secure: Many Bl-TECH clients operate without a Computer Center. All functions are end-user co
The user may select from simple menus with context sensitive HELP available. The user may type ahead, by
menu entries or the user may create command words which cause desired actions to take place with only a
strokes. Software may be actuated by the use of a mouse or, for handicapped users, a special voice actuated mc
tem is available. ‘Push Button’ reporting is incorporated in many modules. The extensive security system allom
options to be tailored to each user. Data access may be restricted at the database, dataset, record, and field level
Department Head can only access accounts for which responsibility has been assigned. Users may also be restr
times of day, days of week, terminal locations, and specific functions.
Conversion and Interface: Special software is included with the licensing fee which will convert the client’s exisi
toric and current data into our databases. This includes General Ledger accounts, budgets, and transactions; 01
transactions; Vendor files; Open Purchase Orders; Fixed Assets; Open Accounts Receivable transactions; Encun
transactions; and, employee demographic, deduction, contribution, and pay assignment details. BI-TECH also i:
interfaces to existing systems, such as Utility Billing, Permit and Licensing, Incident Tracking, Taxation, Citation, R
and Collection Systems, GEO-based based systems, and many other ‘in-house’ developed modules. This interf;
create batches of transactions or, at the client’s discretion, may post to IFAS’” databases interactively.
Closing: All closing functions are performed by the system. Any subset of a ledger may be closed any number
Closing does not delete transactions or alter ‘inception-to-date’ reporting. Multiple perioddyears may be open foi
from anyiall subsystems.
Audit Trail: Multiple, fail safe audit trails exist. For example, an Accounts Payable transaction in the General Lec
show the Invoice number, Invoice date, PO number, PO date, Vendor identification, and Check number and dai
expense has been paid; thus, a trail will lead to the vendor, invoice, PO, and check. The Ad Hoc Report Writer cai
a variety of audit work papers. Auditors can be set up with Read Only access for research. The system include:
cia1 feature which allows selection of every n-th record in any database.
BI-T€CH SOFTWARE, INC. I DISCOVER THE ADVANTAGE m (9 7 6)
GI-41 85
1072 Maraudc
Chico, CA 95
SOFTWARE, INC. (91 6) 891 -528-
May 25,1995
Purchasing Department
City of Carlsbad
1200 Carlsbad Village Drive
Carlsbad, CA 92008
Dear Sirs or Madams:
Please find enclosed the Hewlett-Packard hardware response for the City of
Carlsbad’s RFP. Please insert the hardware response in Section 14 of BI-
TECH’S response. In addition I have enclosed page three (3) from the corrected
cost report. We ask that you discard the original sheet from the RFP and insert
the corrected sheet.
Should you have any questions or require additional information, please
contact me at (91 6) 891 -5281.
rketing and Sales
City of Carfsbad,Cfl-48 User
5/25/95
Fee Schedule for IFAS and INFORMIX: 48 Concurrent Users
F THIRD PARTY PRODUCTS, DETAILED SPREAD SHEET, FOR SUMMARY SEE PAGE ONE
Page 1
OPTIONAL PRODUCTS:
SNAP Natural Languages/PC
Image WidgetlPC
Acrobat Electronic Doc Exchange
Kiosk Information System
1200 1200 To Be Determir
800 800 To Be Determii
200 200 To Be Determii
9900 9900 To Be Determii
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1- 7-T
A computerized investrnent
munugement system designed
speczjcullyfor the public sector
-
Launched 20 years ago,
Moneymdx has been the prized
treasure-hunting navigator for
successfil corporate and
government treusuries. Eday,
Moneymax continues to manage
over $100 billions in assets fir
near&1OO money management
clients helping guide rnoaymayket
profesrionals through the swells
and troughs of investing.
When you begin the tredsure
hunt for better yield and start
navigating the seas of money
markets - don’t leave the dock
without Moneymax.
SUNGARW
Tt-ust in a tradition of arcellence
CASH MANAG~MENT INVESTMENT TRADING FUND ACCOUNTING 1
STRATEGY SELECTION AND ANALYSIS INTEREST APPORTIOA
This advanced module uses the market
pricing database to determine specific
trades which are advantageous for the
user‘s portfolio of investments.
This module is used to mainta
balance information for indiv
funds participating in a comn
investment pool and to appor
pooled investment earnings t(
for State and local governmen
ment pools. Apportionment i
on the average daily balances
days) of participating funds a
done on either a cash or an ac
basis. Posting for individual f
be entered either as depositla
transactions or as daily fund I
MONEYMMSERIES 2 m,
the return from investment d
BY ComParlng each securl’Y In the Port- fund. The module is par-icul: folio against the entire market (subject
to the user’s policy restrictions), all
potential swap opportunities are
reported. Gain calculations are based
on daily price quotations.
The principal reports from this module
include:
This module helps the user evaluate
various investment strategies. The
purpose is to select the investment
strategy which will maximize the
portfolio rate of return while meeting
future cash disbursement requirements.
Based upon user-supplied interest rate
scenarios, MONEYMMSERIES 2
determines the optimal investment
plan for each situation.
The selection of the optimal investment
strategy automatically incorporates the
current portfolio database and cash
flow projection. Both short term and
long term strategy reports are available.
Swaps and Trades Report-indi-
cates specific recommended swap
candidates based on current prices.
Where several purchase candidates
exist for a given sales candidate,
they are ranked in order of the
dollar gain per million.
Trading Analysis Report-is used
after identifying potential swap
candidates in the swaps and trades
report Using firm broker-supplied
price quotes, swap opportunitles
can be evaluated using different
reinvestment rate assumptions.
SUNGARD SERVICES
Internatzonal ClzentlServer Professzonal Services
Products can be accessed via an inter-
national clientiserver. The SunGard
Computer Center provides computer
systems, extensive security, support
staff, rapid response time, and auto-
mated off-site backup and disaster
recovery services.
In-House Installatzon
SunGard products are also available
for in-house installation. This option
provides a cost effective alternative for
large and highly active investors
Customer Support Systems Review
The SunGard support staff is com-
prised of investment and finance
specialists who understand your
environment and operations.
With over 20 years of corpor
experience in computerized i
systems, SunGard’s Professio
Group offers:
* Requirements Analysis St
General Systems Design
Custom System Develop)
Software and Hardware 5
Missing MBS Payments
Cash Flow Forecasting A
Cash Management Oper
Reconciliation
Studies
As a trusted steward of public funds, inquire how
MONEWSERIES 2’” can enhance your effectiveness.
Call 1-800-8 18-4MAX
SunGard Financial Systems Inc.
22134 Sherman Way
Canoga Park, CA 91303
(800) 818-4MAX
0 1994, SunGard Anancial Systems Jnc Printed in the US A
SunGard Financial Spms Inc is a wholly-owned subsidiary of
SunGard Data Systems Inc , NhSDAQsymbol SNDT
Ahd hvestment %lnYare
MONEYMWSERIES 2 is designed
to bring the strengths, speed, accuracy
and dependability of the mainframe
system and SunGard service to the
the task. The decision is you
support is SunGards. The p(
MONEYWSERIES 2.
MAIKFRAME POWER . .
PC FLEXIBILITY Defined to meet the needs of the
“One Person” treasury desk.
Big enough to expand for the most MONEPBDIX complex and sophisticated portfolio. criticaj today.
Basic module Pre-Packaged and
Instant access to portfolio d;
with comprehensive analysis
ha long been a trusted name in
cdch and investment management
softwdrefor Governments and
become the iurgestprovider of
proprietary so$warefir
Investment Support Systems and
Service in the world.
ready to use today. ..it even comes
on its own laptop.
MONEYMAWSERIES 2 C
competitive advantage by p
access to real-time portfolio 1 Public Agencies. SUNGARO ha stability, and security. comprehensive securities co
a unique technology platfor
grates and combines mainfr
with PC flexibility.
CENTRAL SYSTEM SPE
SECL‘RITY, AND SAFE7
Self-contained PC systems
vulnerable . . . both to sea
and tO data loss, than envi*
secure and ~rofessionall~ 0
central computer system ce
many treasury operations c
that level of sophistication
MONEYMMSERIES 2
dual technology of the PC
mainframe that can meet s
for securities accounting, I
management, front-office
back-office operations in c
Central computer facility speed,
A SOLUTION FOR TODAY. . .
WITH BUILT-IN ROOM FOR
GROWTH
Multiple delivery alternatives allow you
to selecc the most cost-effective solution
today with the assurance of room for
growth tomorrow.
MONEYMMSERIES 2 is available
on a PC client/server, facilities manage-
ment, or installation on a dedicated
syscem of your own. All of these alter-
natives can support a multiple-user,
multiple-terminal environment with
concurrent reporting, updating, and
high speed on-line response.
AFFORDABLE * * - YOU DECIDE
THE LEVEL THAT MEETS YOUR
NEEDS package.
The Standard Investment Accounting
and Reporting Module is designed
around the needs of the “One Person”
treasury desk. . . both in functionality
and in pricing. If your office is large
and complex, the functionally rich
MONEYMMSERIES 2 is ready for
STANDARD INVESTMENT CASH FLOW
ACCOUNTING AND FORECASTING Aiv
REPORTING MODULE TRACKING
The basic module performs all standard
accounting and reporting functions
and forms the essential database of
information. All investment purchases,
maturities, sales, interest receipts, and
other transactions are included in the
This module forecasts th
net cash position of the t
for up to one year in the
The forecast consists of in
projections for all user-d
categories of receipts an(
ments. These individual
incorporate data on seas
monthly, weekly, and da
Banker's Acceptance Investment transactions
Eurodollar Certificates
Medium Term Notes
Discount Notes
disbursements are comF
vide a wide range of selec- their forecasted values, z
cluding investment type, MONEYMAXISERIES
nd, transaction type, the forecasts to insure hit
The cash flow module i
to answer "what-if" que
about the consequences
posed expenditures or t'
of timing changes on pi
PRODuCT CAPABILITIES
Broker/Dealer Activity Monitoring Period End Close Federal Inrerniediarr BrokedBank Trade Confirmarions Scheduled Accrual Banks Securities Accounting and
Reporting Data Inpuc Barch and Hash Writing of Options Export-Import Bad Transaction Journals Control Totals Exercise / Expiration of Options Farmers Home Adir Inventor); Posirion Reporting Pending Settlements Monitoring Descriptive Text Memorandum Federal Financinp B Investment Income Projections Callable Bond Monitoring Expense Payments Maritime Administ!
Income Reconciliation .:. Payables Tracking for Debt Inter-Portfolio Sales and Transfers Sinall Business Adir
Receivables Tracking Payments Complete Audit Trail Data Entry Validation Cancellations Tennessee Valley AI
Securities Ledgers Error Corrections
Swap Purchases and Sales U.S. Postal Service
Trade or Settlement Date Basis
Amortizations and Accretions Decision Support Automatically Generated and Asset-Backed Investment Analysis and Mo rtgage, Mo rtgagc
(17 merhods) Short and Long-Term Fixed li*ansactions Government National Realized and Unrealized Gains Associarion (GNX Income Swap Analysis Coupon Receipts and Losses Dollar Roll Arbirrage Analysis Redemptions at AMaturity Participation Ceri Specific Identification or Average iMortgage-Backed Conrrolled Risk Arbitrage Cost Basis Amortizations and Accretions Pass-Through Purchased Interest Tracking Profitability Reporting ;\.lultiple Automared Pricing Federal Home Loan I\ Accruals According ro Industry Corporation (FHLI Standards Interfaces Payments Multiple CalliPur Date Scenarios Participation Cer Morcgage-Backed Portfolio Segmentation Securities Pricing for Treasuries. Adjustments Advance or .4rrears Interest Multiple Portfolios or Funds Settlements Purchases Loans Interest Rate Swaps Foreign Securities Accounting
General Ledger Interface (optional) Mort age-Backed Securities Raring Changes Federal Narional Mol Pool Interesr Apporrionments General Ledger Interface Transacrions Association (FNMI (optional) Spec$ic Variable Rare Changes Graduated Payment r\ (GPM's) Schedule D Regulatory Reports
Facrors Additional Features Collateralized Morrga (insurance)
Obligarions (CMC Deferral of Accruals
Deferral of AmortizationiAccrerions Tracking Inverted and Variable
Deferral of InteresdDividend Dollar Roll Reporring Collateralized Aucom Receivables (CAR: FASB 9 1 Level Yield Amortizations
Real Estate Mortgage Deferral of Gains and Losses Trading Position Reporting
Conduits (REMIC Schedule RC-B Securities Reporting Pledge Status Reporting On-Line Report Writer
Purchase LoansiWho Convexity Dealer Encumbrance Reporting Interface to Lotus 1-2-3 or Symphony
Stripped Morrgage-B
Interest Only (I/(
Dollar and Time Weighted Rates Program Data Warehouse Principal Only (I Hybrid Strips of Return Fixed-Income Duration Cash Flow Projections
Mortgage-Backed Security Purchase Commitments and Microcomputer Inrerface for Data Mortgage Derivative Duration Pending Sales Entiy
Maturity Distributions
Broker/Dealer Activity Reporting Transaction Processing Disaster Recovey U.S. Government Nc Multiple Yield Options Purchases and Additional Purchases Microfiche Service Corporate Bonds Full and Parrial Sales Automatic Communications Municipal Bonds Mortgage-Backed Security (MBS)
Full and Parrial Paydowns Variable Rates Prepayment - Speed Statistics
Variable Rare Changes Baud Rare Options Callable Bonds (PSA and CPR)
Stock Dividends and Splits
Mortgage Principal and Interest
FAS 91 MBS Book Value
ARM'S
Whole Loans M Mortgages
Agencies, Money-Market, Pending Sale Commirrnent
Mortgage-Backed, Corporare Bonds, and Equities Debr Interest Payments
Dividends
Automatic Access to Monthly Pool
Principal and Interest Payments Fully Menu Driven On-Line, On-Demand Reporring On-Line Report Scrolling Flexible Tailored Reporting Projections
Interface to Paradox or Oracle
Microcomputer Database
Multi-Terminal Capability Password Secured Access
On-Line MBS Factor Inquiry
On-Line CMO Factor Inquiry
Pool Prepayment Speed Sratistics
Securities Management Reporting Program DBMS Systems
Performance Measurement
CMO Residuals
Notes and Bonds AssetiLiability System Interface Automatic File Back-up and
300,1200, 2400, 9600, or 19,200
Transaction Summary Reporting Amortization and Accretions User Training and Support Stripped Coupon Sec Portfolio Market Valuations Deferred Amortization and User Documenration Zero Coupon Bonds
Accretion National Executive Advisory By Quality Raring, Coupon or Yield Classification; Indusrv
Classification, Securiry Type and Payments Maturity Classification
Downloadable for AssetiLiability Maturities Interface
CAPABILITIES Repurchase Agreeme Contracts - Matched ro
Reverse Repurchase 1 Money Market Dollar Rolls
Hedged Assets or Liabilities Registers of Futures and Options
Conrracts - Outstanding and TBA Coinmitments Treasury Bills Pledged Securities Closed Allocations Commercial Paper Collared Moiiitorir
Commissions Full or Partial Write-down of Negoriable Certificates of Deposit Liabilities
Committee Equities Mortgage Principal and Inrerest
Dollar Roll Security Exchanges
Dollar Roll Pair-OffsiExrensions SECURITIES Coiivertible Stock
Collateral Adjustments Safekeeping MovementlPurpose
Block Purchases for TBA Serrlements
CMO Capitalizations
National Users Group Common Stock Preferred Stock Portfolio Cash Flow Projections
Outstanding Futures and Options Security Pledges HANDLING Collateral- Backed
Hedging Margins, Fees, and Adjustments of Book, Par &Accruals Bankers Acceptances
Book Value Variable Rate Notes Dollar Rolls Management Control Federal Tax Equivalent Yield Variable Rare Certificates of Deposit Reverse Repurchase FHLB Advances Jumbo Certificates o Mark-to-Market - Repurchase Non-Periodic Principal Payments Eurodollar Certihcares
and Reverse Repurchase Reverse Repurchase Agreement Repurchase Agreemenrs (overnight, Corporate Notes an( Fed Funds Agreemenrs Collateral Required Borrowings term, and open)
Securitized Debt Receivables Tracking for Coupons, Encumbrance Additions / Substitutions Maturirles, MBS Payments, and Full and Partial Calls and Puts Dividends Pending Sales Federal National Mortgage
Issuer, Bank, Security Type, and Stock Splits and Debentures Portfolio Short Sales Federal Home Loan Banks
Collateral Monitoring Recalculation Federal Funds
State and Local Obligations
Federal Agency Securities
Investment Risk Monitoring by InteresriDividends Association - Discount Notes
Safekeeping Location Reporring Short Sales of Futures and Options Banks for Cooperatives
1072 Maraud
Chico, CA 95 - SOFTWARE, INC. (91 6) 891-52)
BI-TECH Software
City of Carlsbad
Financial Information Systems
Request for Proposal
Attached please find:
Harris Computer Systems Corporate Overview
Overview of Consumer CARe
(Calls and Requisitions program package that monitors the interactions that
a customer might have with a utility.)
CORPORATE OVERVIEV
HARRIS COMPUTER SYSTEMS was founded in 1976 by Nigel Harris and five fellow Littc
Industries workers and is a member of the Harris Technology Group. Our reputation was first earn(
in the specialized field of custom software development. The company originally provided users wi
soundly conceived systems that we could support hlly. Both private industry and governme
departments contracted with us for specialized solutions to complex problems.
Several important decisions have af5ected the progress of Harris Computer Systems in the last sevei
years. The first was the decision to specialize in producing and marketing complete vertical solutio
to utilities and municipalities. The second was to base all software development on the popular UN]
operating system. This has become the industry standard, and is respected for its reliability.
Both of these decisions resulted in the development of our Electric and Water Billing Systems
1982. These products have met with tremendous acceptance with large and small utilities acrc
North America, the Caribbean Basin, Central America and Austral-Asia, and have a large base
installations.
SOUND DEVELOPMENT PRINCIPLES
Our reputation as an international leader in the provision of error-free software is largely due to a
absolute conformance to structured system design and programming concepts, and an overridi
concern for client needs.
The early years led to our philosophy of product development. Our products result from a sou
system development methodology which is designed to ensure powefil packages of superior quali
Not a single line of code is written until the proposed system has been specified, reviewed 2
approved by both our analysts and our user community.
More recently, Fourth Generation Languages ("4GLs") have provided software developers wit
standard "matrix" for UNIX application creation. After reviewing the 4GLs available, Harris selecl
the MormixTM system. To this we have added FourGenTM - a "CASE" (Computer Aided Softw,
Engineering) tool which generates Informix Code. This layered combination provides our syst
developers with a powerful and consistent environment for system design, creation and revision. 'I
tools also provide on-line error checking and concurrent testing capabilities.
EXPERT STAFF
Our staEis a select group of established and experienced professionals dedicated to the developm
of solid, powefil and useful systems. We bring an interdisciplinary approach to the challen
represented in this world of evolving technology - challenges such as ensuring that our softw
products give our clients every possible advantage in the performance of their duties, and provid
unparalleled education and training.
EXPERT SUPPORT
Harris ensures trustworthy, reliable service to hundreds of computer installations in numeroi
businesses and government departments at all levels.
We believe firmly in the importance of after-sales software service. Software maintenance contrac
cover unlimited telephone technical support, correction of any bugs that might appear in the cod
as well as new versions of the application software. Software maintenance contracts are particular
valuable to utilities and municipalities, which are dependant on the budget process, and need to kno
the exact cost of system maintenance.
ACCOUNTABILITY
The Harris "total solution" means that we are totally responsible for the entire installation. 0
solutions are based on a blend of solid and proven software products, carehlly selected and co!
effective hardware, full software and hardware maintenance, and non-partisan advice. What tl
means to our clients is complete accountability for the performance of all system components. Shou
problems arise, they are ours, not our clients'.
€€ARRIS TECHNOLOGY GROUP
The Harris Technology Group is comprised of several organizations, linked together in a commi
cause - absolute customer satisfaction.
Harris Computer Systems
HCS, as described previously, is responsible for the design and development of the suite of Uti1
Software products. Its head ofice is located in Ottawa, and there are branch ofices in Toron
London and Sudbury.
Harris Computer Systems (USA)
HCS-USA is responsible for the sale and support of hardware and software solutions to utilities I
the United States. Its head office is located in Boston Massachusetts. A branch office was recent
opened in Miami, Florida.
Harris Computer Systems (Caribbean)
Harris Caribbean is responsible for the sale and support of hardware and software solutions to utilitic
in the Caribbean Basin and Central America. Its head office is located in the British Virgin Island
with a branch office in Antigua, West Indies.
Harris Computer Services
This organization is focused on the pursuit and support of third party maintenance contracts
Canada. Its facilities are located in Ottawa and Toronto.
Learnk Limited
Learnix was established in 1988 to address the needs of the Open Systems community. It offer5
wide range of education and training services to help users select, implement and use Open Syster
to their advantage. Through a variety of curricula, all levels of staff are addressed, including Systc
Administrators, System Engineers, Programmers and the user community. Courses are delivered o
site or at its classroom facilities in Ottawa, Toronto, Edmonton, Vancouver and San Fransisco.
Hydro Billing Systems
Hydro Billing Systems is responsible for the design and development of Hand-Held meter readi
technology - in conjunction with the Harris Utility Billing System. In addition, HBS provides utilit
with meter reading on a contract basis.
Harris Billing Services
Harris Billing Services is responsible for providing an out sourcing alternative for utility a
municipal tax billing. Harris Billing Services currently provides full service billing to over 01
hundred utilities and municipalities.
The Water / Sewer Billing System from Harris Computer Systems is a powerful tool that manag
and reports information on all aspects of the Water and Sewer billing process. Installed at many sit
throughout the world, the Water / Sewer Billing System has provided dependable automat
management controls to utilities since 1982.
The Water / Sewer Billing System was created for utility companies of all sizes, and incorporal
capabilities for the complete control of a utility's business dealings. Included are General Ledgi
Accounts Payable, Miscellaneous Accounts Receivable, Inventory, Payroll, Inventory, Work Ordc
and report writers.
Written in Informix, the Water / Sewer Billing System uses the popular UNIX operating system, a
may be installed on a wide variety of different hardware platforms. The package provides a dirc
interface with the HCS General Ledger system for automatic and immediate updating of
transaction files.
At the heart of the Water /
Sewer Billing System is a =PI==I_--PPPP===_=II====-=~~=======-=-===~==~~---====- CUSTOHER ACCOUNTS Debt or# : Name : Customer Table which Landlord#: Alpha Code : SERUICE ADDRESS Account Type: holds information on all Cyc/Rte/Walk:
Language : aspects of a customer's Social See : Home Phone Bus. Phone TenanWOwner: Disc.Exenpt : Bill Copies :
Current
account. Customers can be MILING ADDRESS accessed using any single
field or combination of fields NOTICE Rei Fin Col
BALANCE DUE DATE DEPOSIT DEP-REQ'D LAST RERD UST BILL on the main screen to assure
prompt response to
customer and other
enquiries. Varied search
criteria can be established to find multiple accounts meeting user defined requirements or ranges
requirements .
The Water / Sewer Billing System also provides a comprehensive series of reports based on specj
requirements defined by the operator. Full statistical reports are available, as are reports on all of 1
files (Meter, Rate and Billing). Additional user defined reports may be prepared using the Inforn
Windows based Ad-Hoc report generator - Viewpoint - or using the Structured Query Langua
("SQL") query utilities. Specific information can be extracted from various Harris Computer Syste
packages, and downloaded to spreadsheets for "what if' calculations.
The Water / Sewer Billing System is completely modular. This simplifies the introduction
additional capabilities, and allows individual modules to be enhanced and re-released to ts
advantage of technological gains. All modules are hlly integrated with one another, and use 1
popular UNIX operating system.
Given the importance of carefbl
Water / Sewer Billing System
_____~____________ ---__ ________ ~- meter management to utilities, the
25 SmmE maintains a detailed inventory of all
meters, and tracks their histories. DUPPWIN SI
Installation Date : 28-08-86 Installation Wr: 0 sunsroua : OOOMI Reverification Year: Preu.Reuerification: Unit of kasure : ti aJlic kters Seal Year Electlonic read code: Seal Extended : ProductHunber : Wgister : kter Data:
The Water / Sewer Billing System Billing module includes:
Control Table - which allows each utility to customize certain aspects of the Water / Seu
Billing System to suit unique requirements
- which holds all rate information (water and sewer) for a particular utility
- which features all meter information
- holds all billing (customer) as well as receivables information. Handles Budl
Plans, Payment Arrangements, Energy Charges, Flat Rate Charges a
Miscellaneous Billing
Journals - a variety of different journals is maintained by the Water / Sewer Billing Systi
BilZing Reports - a full series of report options is offered by the Water / Sewer Billing System
Stat. Reports - statistical reports are also available in the Water / Sewer Billing System
The Water / Sewer Billing System also handles the transmission and reception of information to a
from hand-held computers through the installation of the optional Hand-Held Interface module.
Although Billing is the heart module of the Water / Sewer Billing System, several sub-modules i
associated with the Billing process.
The Control Table allows the user to customize the Water / Sewer Billing System to suit a utili1
requirements. Harris Computer System has taken a different approach to customization. First, (
software was designed and written to be extremely flexible and has been able to handle m
customers environments with little or no modifications.
Rate Table
Meter Table
Billing Table
Second, all modifications are added to our
standard package thus ensuring that all
customers have the same software. The
COntroZ Table contains a list of the options that
a Utility can select.
Any enhancements or modifications that are
control table that. This method of dealing with
modifications ensures that our customers do not
end up with "orphan" packages which can not
added to the system become options in the
Control File (W-W=w 3 "Customized" Customer Set-Up
x.>. +:.: A....
@>
e Manual Billing
Billing Adjustment
Cash Receipts
e
e
e Extra Charge and
Adjustments
8 Late Payment Charges
e Interest
rn thil Help Wt bter selection:
p b - hudl Billing Journal
e - Mra Charge 8 Rdjustplents f - Late Paymnt Charge Journal g - Interest on Deposits
j - Special Plan Calculator k - Collection Charp Journal 1 - Automatic Estimating & List n - PAP. Pile hti~ o - Interin Rill Print
i - Table Setups c - Billing M,justmts Journal 2 - Journal Processing d - Cash RBCeipts Jmal
i - Refund Journal
Harris Cmpter System ‘Ckitten in INF€li#lIX-¶GI, (c) Co&gM 1993-1994 p - special Plan RePmual 1 r - Interest on herdue Accounts
b
8
Statistical Reports can be requested in three different categories:
0 Reports for balancing
billings with the
General Ledger
Reports for b - Sew hnpt/Escomt List c - Water Statistics - Category information, such as 5 - Utilities Customer Count
0 Miscellaneous
reports such as
Average Water
Consumption
The optional Harris Hand-held Interface module permits:
0 HigMow reading verification
0 Extensive productivity and exception reporting
Water meter readings
0 Time and date stamping on all reads
Report of changed meters, changed meter locations, read instructions, new meters and met
service conditions
0 "No-read" analysis
The system provides comprehensive Security. We have fbll access control built into the system;
The options are:
- No Access (you can not get into the module).
- Inquire only.
- Inquire and Update.
- Inquire, Update and Add.
- Inquire, Update, Add and Delete.
-
The Harris system
provides fill Data Look-
up Capabilities. In areas
where the data is
another table, the word
"Zoom" will appear in
corner on the information
line.
By initiating the Zoom
feature, the user can
search for or browse the
possible entries. Once the correct input is selected, exiting the list will automatically bring t)!
response forward and fill in the required field on the main screen.
E_======EE==========E==P====-===P=D= CUSIO~ER ACCOUNTS 4 B Debtor It: 9 Naw: ALAN BROUN Account Type: 1 Electric
Alpha Code : BROUN Language : E Social Sec : Hone Phone 613
"checked" against Cyc/Rte/Walk: 1 1 3
ot/Plan 11 : Bus. Phone <613>555-534 HAILING ADDRESS Tenant/Owner: 0 Owner the upper right-hand ddress I I 458 QUEEN ST Disc .Exempt : N 2 : RUCKLAND CITY Bill Copies : 1 ity/Prou. : AUC1(IJIND NOTICE Rem Fin Col ostal Code : i6Ei arrent N N N
ddress 1 : PREUIOUS ADDRESS
The Harris application has
complete On-Lin
Help/Documentation syster:
This allows the user I
initiated a help request for
.................................... particular module, sub-modu
or field within an applicatio:
In addition, the user (wi~
system will autonatically create on for you. appropriate securit
clearance) can add or updai
the information to suit yo1
particular installation. Wht
you are hished viewing the help, you are returned to the same point at which the help was initiate1
The Harris Billing system is a full featured product designed to meet the changing needs of the Utili1
marketplace. Our years of experience and large base of successfbl system installations is a testamei
to the quality of our products and our commitment to this market.
...................................... ......................................
Consumer CARe:
(Calls and Requisitions)
oday’s Utilities are undergoing considerable T changes; in the way they do business with their CARe.
customers, and in the way that their customers wish
to do business with them.
As protectionist regulations are relaxed. and utilities
deregulate and privatize at alarming speed. consumers
are benefiting from more and more choices of energy
supply, and they are becoming increasingly demanding
in what they expect from their utility. They expect
immediate answers to their questions when they call,
not hours or days later.
To assist utilities in preparing themselves for this new
way of thinking, Harris Computer Systems has
designed and developed a new software p
This suite of programs monitors every 1
interaction that a customer might have with i
from addressing special service requests such
services or final reads, to trouble call monitoi
sales order processing, CARe ensures that cus
needs are dealt with quickly and eficiently.
CARe is integrated with PUBS, the advanced
system also designed and developed by
Computer Systems.
0 0 r- -
v L i, c; i
The many capabilities of CARe
can best be illustrated by reviewing
the ...
Master Display
......__....... which identifies all
options available to the utility.
Users can select from a host of
activities such as new service and
merchandising requests as well as
trouble calls, complaints and
activities unique to the utility.
P - Service Order Cnde Setup r - hioiit Code Setup s - tterchaniise ~ype Setup t - Enplorec Code Setup
You are able to use CARe in a
variety of ways. How you
organize it is up to you. Harris
provides the tools that allow you
to customize the application
through the
CONTROL TRBLE SETUP service orders sales orders Y Butomtic habering?
Statistic Code : npm n: npm I: npnw ~SUY charss~ Against utility Bill? : Y Y
Spcial Request : 1887 nPm Request for Pinal : 1882 npw
RDWCt for SeIWke : 1883 nm Request for Special Read : I884 RPREP
Flm Ucrsion : 5.88
Auto8tdtic Task Browse? : Y Automatic Custoner Browre? : Y Nunbcr of backlo dap : 5
............. Next Auto kmber i bi ieBB
Ssruico Statistics Code Code Control File
............... which defines standards Task Dalete Passuord? : HIRRIS required by the system. You are
able to assign your own coding
structure for each of the services
you provide, as well as the
statistics you wish to keep.
Enter <Y>~S or <N%
CARe is driven by a series of
codes. Each of your activities is
identified by the system through
the .............
--I________.
ODE IDENTIPICRIIDN
Setup Files
............... which establishes codes
for each of the service. complaint,
trouble, marketing and special
request activities you might have.
Plvsr in Y..b.nd Pap~r (krd OF tbbutb - supply Mot. 0" tt, Blll
As customers ask you to provide
different services, you must be
able to assign your employees to
each one. Employees are
scheduled, and monitored
through the ............... ----------__-_________________________-----~---------------
E~PLOYEE CODE SETUP
Description : Robert Anderson
-----------------H 0 I 1 D R y S------------- Employee Scheduling
BI-JOZI-I~~~ 85-ssp-1993 31-flari993 Ii-Oct-1993 BeApr-1993 82-kc-1993 program. A complete 21-f4ay-1993 25-Dee-1993 24-Jun-1993 26-Doc-1993 Bi-Jul-1993 Mug-1993
...............
timetable for each employee is
maintained by the system, and at
any time can be viewed to show
the number of service orders
assigned, the number of sales
orders assigned as well as
scheduled holidays.
i~-nug-i993 ii-nug-i993 iz-nug-i993 13-nug-1993
Utilities are increasingly
interested in expanding their sales
activities. Appointments and
follow-up scheduling features are
established in the system, and
any resultant activity monitored
through the .......
Account Manager Sales Graph
............... which tracks and
compares each sales consultant's
activities through a 12-month
period, comparing sales with
expected targets.
To record a particular activity for
a consumer, or to review their
history of activities, a series of
screens is available in ...............
Customer Services
LLI=L__= r_i=___c mtor Locatloo :
............... where service requests
are entered, employees scheduled,
and activity summaries listed.
Poltal coda :
Times: IRtW to 12:m nOl
nu9 rCTg,-cr,
Pap Cit 1113pEk. ERI&,*' e 1544D-1993
RM LBTI to Ston. LDELJ to hsol fn*sr chylgos into 90-
mmios~cco~~: z brvlca ,,=,; IS. RRMa UOISlW 34 n XIH: ST yaa
-__----------_-----_-----------------------------------------------------.
wn %lure. O&r 8: CUSIONER SERUlCE
lwER F F;;$ll$ - nwsnt
eel. [TRBI Ibxt bdor We1 : CcTk1- ..__..._.____.._____~---------.---. butin. cud* nearon for Rowst R SERUICE
Callsr'i mama
kto ~~hodu~oa I N I S-E W 1 R Ie.1mn.d Io
~ac~r mL.sags
Calls and requisitions in process
can be looked up through the .........
SERUICE ORDER COMPLETION ENTR'
Ssruice Order Huber : 612888
Seruice Order Code : WR Water Heater Rental - Installa
Service Order Enquiry
............... which provides the full : meam m snmm UILSON
been finalled. Ssruica Order Chargs : 1e.m
: 42 c[#;KBUFiN ST
: 874ct-1993
: No %roblam. Plumbing mrk included fiti
particulars of a service order in
process, as well as any that have : Ral h Shaw
: I Tax Code 1 ............ ..>
CUSTOHER COMPLXCUTS LISTING 08-10-1993 At any time, utilities may report Page: 001
on their CARe activities through -t cod. !IS hkh-7 msr Stad. Ol-lO-Y99 -. 11-LI-L)13
Lsmrn -xm rotrrecule hiorit, Cau .ate w By LI. mttr Sdth PSSB mt wt - - OS-IO-U~~ c+lqr -~- - -- _______~________. . - . __ _. __ the ...............
eq.al billi74 3 -e- ra - )m mot pt hW Listings a&iraM
l87 KlmKcyob megat - mr h4.r 0.-10-19')3
.rtd holr etbut
bDshq - pl.-
-we ............... which provides detailed
and summary listings on customer
complaints, service orders, sales
orders, etc.
2 PFC-tn listed for th &
Harris Computer Systems
Nepean, Ontario K2H 8R6
Tel (613) 829-8888 Tel 64-9-3798-345
Trilogy Business Systems
Auckland, New Zealand
Fax (613) 596-4138 Fax 64-9-3094-142
Harris Computer Systems (U.S.A.)
Wellesley, Massachussetts 02181
Tel (617) 239-8165
Wacher Computing Solutior
Hurstville, N.S.W. Australia Tel. 6 1-2-588-5 100
HARRIS
COMPUTER Harris Computer Systems (Caribbean) information S.A.
SYSTEMS
F--- b Fax 61-2-587-7993
R 6=
@
T Fax 54-1-403550 L
Fax (617) 239-8169
__ Buenos Aires - Argentina
Tel 54-1-403550 St. John's, Antigua, West Indies Tel (809) 462-8888
~ - Fax (809) 462-5555
st
Overview: IFAS'" is a fully integrated Fund Accounting system designed to meet the accounting and man
needs of Cities, Counties and Special Districts. The system, with all modules, represents a Total Solution
General Ledger, Budget Preparation and Modeling, Purchasing, Encumbrance Accounting, Stores Inventory, /
Payable, Accounts Receivable and Cash Receipts, Payroll, Human Resource Management, and Fixed Assets. A
tionally flexible General and Job Ledger structure definition allows the City to incorporate exactly the structural (
which best suits reporting and analytical needs. In addition, a Job Costing module is available which support:
Improvement Projects, Public Works Progects, and many other activities which cross General Ledger and fis
boundaries, The General Ledger and Job Ledger are integrated so that data is only entered once into the sys
both ledgers are fully reconcilable. With over 180 installations in the U.S.A., IFAS'" has matured into the most 4
hensive, easy to use and proven fund accounting system in America. With the package enhanced at a rate sf
son years each month, the client is assured of using a system which will continue to be the most state-of-the-art
available.
Integration: All subsidiary ledgers are fully integrated with the General and Job Ledger. Postings occur on-line
tively. All required asset, liability, inter-fund, intra-fund, fund balance, and transfer transactions are performed by
tem. Budget modeling is integrated into the General and Job Ledgers and budget checks occur in real-time, as
tions are being entered. All databases are fully integrated to eliminate any redundant transaction entry. For 1
Purchasing is integrated to Encumbrances, Receiving, Fixed Assets, Stores Inventory, and Accounts Payable; 1
Payable is integrated with Accounts Receivable so that travel advances may be entered in A/P and reconciled in /
refunds flowing automatically back to A/P; Employee COBRA benefits automatically set up A/R for billing; c(
Indirect Charges flow from the General Ledger to A/R for agency billing; Payroll and Position Control are fully in
so that salary savings computations are always current. For counties providing agency cash management, the
includes a special Check Management function for processing multiple agency tapes, along with all Pooled Cash I
ment.
Reporting: A full complement of AICPA, GASB format reports are included as part of the standard package. In
special Cash Flow reporting is included along with many Special Financial Statement formats for revenue gE
areas. A comprehensive, end-user Ad Hoc Report Writer provides the ability to model both financial and statisti
mation. Reports may be printed on a user's terminal, on a desk-top slaved printer, and on laser printers (with a r
of font styles). The user may use our download software to create graphical representations of any report, or the i
direct the report to create a microfiche tape. The on-line inquiry module allows each user to view budget, aci
transaction level detail for accounts for which they are responsible.
(over please)
Budgeting: For any of the defined ledger structures, the user may model up to 10 named versions of the bud!
Prepared, Recommended, Approved, Adopted, Final, 10% Reduced), Budget-to-Actual reports simply specify w
sion is to be used. Budgets are integrated with both Payroll and Position Control to provide not only reporting c
but ‘what if’ budget modeling capability. For multiple year projects, the system includes modeling of budgets wh’
fiscal year boundaries (and, inception-to-date reporting). Allocation controls and budget checks may be set ui
level within the agency (e.g., Fund Group, Fund, Department, Division, Bureau, Section, Cost Center). Budge
may be done at the Object (or Sub-object) Code (line item) level or any defined higher level; e.g., All Operating
within a department. Budget overruns may, at the client’s discretion on a department-by-department and line-iten
item basis, result in simply a warning or may be blocked from entry into the system.
Friendly and Secure: Many BI-TECH clients operate without a Computer Center. All functions are end-user c(
The user may select from simple menus with context sensitive HELP available. The user may type ahead, b
menu entries or the user may create command words which cause desired actions to take place with only a
strokes. Software may be actuated by the use of a mouse or, for handicapped users, a special voice actuated r~
tem is available. ‘Push Button’ reporting is incorporated in many modules. The extensive security system allo
options to be tailored to each user. Data access may be restricted at the database, dataset, record, and field lev1
Department Head can only access accounts for which responsibility has been assigned. Users may also be res
times of day, days of week, terminal locations, and specific functions.
Conversion and Interface: Special software is included with the licensing fee which will convert the client’s exi
toric and current data into our databases. This includes General Ledger accounts, budgets, and transactions; C
transactions; Vendor files; Open Purchase Orders; Fixed Assets; Open Accounts Receivable transactions; Encu
transactions; and, employee demographic, deduction, contribution, and pay assignment details. BI-TECH also
interfaces to existing systems, such as Utility Billing, Permit and Licensing, Incident Tracking, Taxation, Citation,
and Collection Systems, GEO-based based systems, and many other ‘in-house’ developed modules. This inter
create batches of transactions or, at the client’s discretion, may post to IFAS’” databases interactively.
Closing: All closing functions are performed by the system. Any subset of a ledger may be closed any numbe
Closing does not delete transactions or alter ‘inception-to-date’ reporting. Multiple perioddyears may be open f
from any/all subsystems.
Audit Trail: Multiple, fail safe audit trails exist. For example, an Accounts Payable transaction in the General L
show the Invoice number, Invoice date, PO number, PO date, Vendor identification, and Check number and d
expense has been paid; thus, a trail will lead to the vendor, invoice, PO, and check. The Ad Hoc Report Writer c
a variety of audit work papers. Auditors can be set up with Read Only access for research. The system includ
cia1 feature which allows selection of every n-th record in any database.
BI-TECH SOFTWARE, INC. I DISCOVER THE ADVANTAGE I (916
GI-4185
m Ss D’ e
eatures
Fast
All databases are designed for fast access to commonly requested information; users are informed when they arc
ing upon an exhaustive database search. BI-TECH has developed a special technique which allows individual u:
lor linkages among and between applications. This allows the user to set-up “hot-keys” which will toggle them
application immediately into another. For example, with one key stroke in the General Ledger INQUIRY, the use
into Accounts Payable INQUIRY and from there, they may pop into Purchasing INQUIRY, etc.
Friendly
Many BI-TECH clients operate without a Computer Center staff. All functions are end-user controlled. The
select functions from simple menus with context sensitive HELP available. The user may type ahead, bypass
entries, or the user may create command words which cause desired actions to take place with only a few ke
Software may be actuated by the use of a mouse, or for handicapped users, a special voice actuated menu
available. ‘Push Button’ reporting is incorporated in many modules. All User Guides are on-line, keyword in
quick retrieval of information. If the user does not know what information is to be placed in a particular field on a
user places a question mark (?) in the field and the system provides specific information about the field and, in tt
coded field values, the system provides a list of valid codes. The user may then select one of the values and hav
tem return to the form with the selected code value painted in the appropriate field.
Secure
All software is controlled by a centralized security manager. Menus are tailored to each user so that they see on
to which they have access. Data access may be restricted at the database, dataset, record, field, and field vi
For example, a Department Head can only access accounts for which responsibility has been assigned; or, a use
view a Salary field if it is less than $50,000. Users may be restricted to times of the day, days of the week, tern
tions, and specific functions. Security is easily set up, by an end-user, in clearly documented tables. Security ci
specific and detailed for large, multi-function clients or it can be quite general for smaller clients.
Forgiving
All modules are designed with the premise that people do make mistakes; e.g., run a batch of A/P checks with 1
check date entered. All modules provide an UNDO utility which allows the user to repeat a task and have previo
neous transactions removed and databases reset to original states, prior to the problem. The system provides a
hard copy and electronic record of each UNDO. This UNDO facility, unique to our systems, allows the client tc
clean databases, minimize adjusting entries, and avoid automation anxiety.
Auditable
Every transaction in every database is carefully designed to provide an immediate, easy to follow ‘trail’ to it
sources. Each transaction contains a date and time stamp, along with the identifier of the person who entered
action. If multiple source documents are involved, multiple ‘trail’ fields will exist. For example, an Accounts
transaction in the General Ledger will show the Invoice number, Invoice date, PO number, PO date, Vendor ider
and Check number and date if the expense has been paid; thus, a trail will lead to the vendor, invoice, PO, ai
The Ad Hoc Report Writer can create a variety of audit work papers. Auditors can be set up with Read Only i
research. The system includes a special feature which allows selection of every n-th record in any database.
Relational
Regardless of the data structure used to store the information, all databases are presented to the user in a relatic
ner. The user can Select, Join, and Project from any of the relations with easy to use multiple criteria selection n
Balanced
The integration of databases is exceptionally well designed, striking a comfortable balance between typical acce
the need to store large volumes of data, the need for fast access to support interactive retrieval, the need to storc
and optional information about a transaction, the need to adhere to rules set forth by standards boards, and thl
provide multiple views of the relationships inherent to large and complex organizations.
61-TECH SOFTWARE, INC. I DISCOVER THE ADVANTAGE I (916
GI-4182
Overview
The General Ledger is the heart of IFAS'" . Every subsidiary system is represented in detail and/or in summary in thi
The General Ledger is used to generate many financial and management reports/inquiries and is typically the prir
where budgets are created. Please refer to the FaTuRfs COMMON TO OUR SOWARE data sheet.
The G/L Structure and Accounting Principles
Q Supports multiple, different ledger structures.
Q An account number, for data entry purposes, may be up
to 40 characters in length, with up to 16 organizational
dimensions represented. a Supports unlimited number of funds.
Q Chart Of Accounts allows complete control over structure a Comprehensive Budget Preparation and Moc
and terminology.
CI Complete Contract and Grant accounting system.
Q Grant and project accounting periods defined separate from fiscal year.
c3 All updates on-line, interactive. every screen.
CI Codes, edits, and field identifiers are user controlled.
CI Supports multiple fiscal years with 12, 13, or 14
accounting periods.
0 Supports any number of years of history.
a User defined sub-ledgers. 0 Standard Recurring entries fully supported.
CI Maintains active, inactive, and restricted accounts. Q Indirect Charges automatic postings.
c3 Supports Posting to Past, current, and future Q Inter-departmental charge back module.
periods/years. 0 Equipment charge out based on usage. 0 Complete ledger restructuring for simple changes Q Automatically re-distributes and/or allocates cc (merge funds) to complex (new structural part). changes in organizational structure. CI Meets GAAP, GAAFR, GASB, FASB, NACUBO, CI Tracks all inter-fund entries and transfers. ASBO and MFOA standards.
Q Interest Earned automatic postings. 0 Monitors balance condition.
Q Average daily cash balance computations and c1 Concurrent month, period year processing.
Q Posts automatically to transfer accounts with Q Supports cash basis, accrual basis, year-end accrual inter-fund entries. basis, or any combination thereof.
0 Automatic year-end closing without loss of deta 0 Systematically maintains control account balances
reflecting revenue, expenditure, and encumbrance activ- 0 Subsets can be closed independently.
ity totals from subsidiary ledgers. Q Recurrent Journal Entry module.
0 Cash management accounting at any user defined Q General Journal Entries module with standing : level. tive Journal Entry capability.
0 Complete interface to NP, AIR, Cash Receipts, Payroll, 0 All editing at time of data entry. Fixed Assets, Bank Tapes, Purchasing, Receiving, and
other in-house developed packages.
0 Fully integrated with the JobProject Ledger .
cate data entry.
0 Track costs by program, project, activity, at
across department and fund lines.
tem included (see data sheet).
Journal Entries and Automatic Functions
Q All fund accounting entries made automatically.
Q Multiple entry lines on a single screen; contro
Q Special feature to handle all foreign currencies
matic rate conversions.
Q Approval process for batches.
Q Cost of goods sold automatic postings.
(continued)
BI-TECH SOFTWARE, INC. I DISCOVER THE ADVANTAGE I (916
u Journal Entry module will not permit logically imbalanced (fund-to-fund) entries.
Q Comprehensive audit trail from sub-ledgers in GL transaction detail including customer/vendor ID, check #, lnvoi
Q Interactive or batch processing of Journal Entries.
Q Automatic Journal Entry reversals.
IJ Posting in summary or detail from any subsystem.
Q Prior year encumbrance roll-forward utility with budget adjustments.
and Cash Receipt #.
Reporting
0 Relatior;al view of database.
0 Comprehensive Ad Hoc Report Writer, includes Encumbrance access.
Q Ad Hoc Wepor? Writer prepares budget and audit preparation worksheets.
0 Financial and statistical modeling and reporting.
u Separately maintained debit and credit amounts.
Q Full set of AICPA standard fund accounting reports.
B Detail or summary versions of reports available.
cb Full set of reports for revenue generating operations.
IJ User controllable format, totaling, sorting, and selection for all standard reports.
u Reporls to screen, slaved printer, laser printer, spreadsheet, or graph.
2 Integration of numeric, narrative, and graphic data in reports.
3 User defined roll-up reporting.
2 On-line inquiry for structural, budget, budget-to-actual, and transactions (including encumbrances).
2 Reports may be printed for all or any subset of the database.
3 Special budget alert reporling and inquiry.
a Standard reports and on-line inquiry provide prior, current and future fiscal year reporting, combined multi-fi:
n Standard reports include:
reports, and inception to-date reports with user defined periods.
Trial Balance General Ledger Statement of Changes
Income Statement Balance Sheet Budget-vs-Expenditure
Income & Expense Report Balance Sheet by Fund
Project Bir. Report Client Specific Reports Cash Flow
Budget Officer Report Year-to-dafe recap Hierarchical Budget
Project Summary Reports Deposits & Withdrawals Fund Summaries
Function Summaries Projected-vs-Generated Indirect Charges
Governmental Reports Liability Analysis
Extraction Weports by Fund
GI-4190
-IFAS
Overview
NUCLEUS'" is a general purpose software system designed to operate in a multi-user environment. The system
many security safeguards at the logical, database, and demographic level; centralizes system information such as
Codes; provides an extremely convenient tool for the analyst to create user/job interface dialogue; automatically i
systems to users by conducting menu driven job request dialogue; launches batch (background) jobs and activa
interactively; and, creates a standard structure for interfacing user given parameters to applications programs. PIE
to the FEATURES COMMON TO OUR SOFTWARE data sheet.
Security Safeguards
Ll Users restricted to log-on terminals, days, and times.
0 Restricted access to operating commands by users.
0 Job running and database access capabilities.
Q Read, Write, and Update access may be restricted at the
entry level; Le., the system may allow access to only a
designated set of entries (records or rows) in a given
data set.
a Launching of jobdprinting on external processoi
Q Default job priority, printer, copies, and print F
3 Batch job user log-on information maintained.
3 Total CPU time, elapsed time, and pages prim
Q Automatic database size checking can be et
User Interface
3 All job request dialogue managed by the system
o user may defer batch jobs and printed forms or
C]I Code validations occur in real-time.
C]I Printed output directed to variety of devices,
slaved printers and remote printers.
J Users may elect (security permitting) to launct
batch mode or run it interactively.
9 Complete on-line HELP facility. All questions
the user have associated HELP text.
job.
tained by user and job.
prevent exceeding database capacities. Ll Secondary and terminal passwords may be used.
0 Password forced to change at user defined intervals.
3 Users may be assigned access to designated printers
with an optional maximum print priority specified for each
printer.
CI Job Security shows only the menus to which the user
has been granted access.
0 Automatic log-off for inactive terminals; time specified on
user by user basis.
i7 Logging of user-requested functions can be defined
globally or at the User and Job levels.
Ll Inactive terminal time prompt requiring re-entry of pass-
word to proceed.
System Ma nag em en t
0 Audit control information is automatically logged; e.g.,
debit and credit totals for financial subsystems.
0 System shows estimated time to completion prior to job
launch.
E! Central location for all system error codes and corrective
advice, Screen and repof? headings, Common Codes
used by all applications systems, user security, database
passwords, and JCL.
Tool for User/Job interface Dialogue Creation
a Question flow is easily specified by associated I
with given combinations of possible user respor
3 User characteristics and security definitions
made available to all applications software.
3 JCL is entered directly into the database and Ci
in batch or interactively, at the user's discretion.
a User responses to job dialogue are placed in
flat file which is accessed by the application sofi
0 Analyst creates dialogue by defining questic
asked (prompts), possible responses (menus),
validation checks (edits), and additional descrip
mation (on-line HELP).
CI Automatic logging of batch jobs by user and/or jobs.
Ll Automatic remote system log-on for distributed printers
and software subsystems.
(over for PersonEntity System)
BI-TECH SOFTWARE, INC. I DISCOVER THE ADVANTAGE I (91(
Gl-4196
n/Entity Sy:
Overview
The Person/Entity System maintains person and entity name and address information in a central database. This c
can then be used by all application software needing to access such information. The advantages of centralizing su
mation are primarily data consistency, accuracy, and enhanced control. All update and extraction software are provi
the system; plus, a powerful interactive PEDB INQUIRY facility is included. Because the client may define desired i
and associate them with entries in the PEDB, this is a comprehensive database. Please refer to the FmTums Co
OUR SOFTWARE data sheet.
Major Features
Cl Multiple addresses and free form text may be associated with each entry.
Or User may associate any special codes with entries and then extract from the database using these codes as sele
teria. No limit on number of codes associated.
B Two programmatically callable subroutines are provided: GETNAME and GETADDR (the name and address e
subroutine) selects addresses based upon a user defined hierarchy; e.g., first look for a billing address, then
address, then a campus address, etc. GETADDR returns two forms of the name: Last name first and salutati
(last name last).
0 Built-in security and control system allows users to be assigned read, write and/or update access to selected E
the database.
9 System maintains what has been changed, when and by whom. User has option to keep ‘old’ name and addres
in the database after they have been changed - useful for billing systems or other systems which need to keep
changes.
3 Powerful on-line Person/Entity Data Base lNQUl RY facility supports generic searches on multiple factors.
7 File listings may be selected and printed based upon multiple selection criteria.
3 System is easily interfaced to existing software.
3 Address labels are user defined and may be selected and printed based upon multiple selection criteria.
GI-4197
FASS -1 i)’ 0
c
Overview
The Accounts Payable System includes three major modules: Immediate Pay, Open Hold, and Void, Tj
Reversed. The Immediate Pay A/P subsystem is designed along traditional procedures where a check is writte
as an invoiced amount enters the system. Open Hold A/P recognizes the expense (GL posting) at the time of
the Open Hold A/P Database; however, the cash transfer is not recorded until the check is written. Void, T
Reversed manages hand written checks, check entries which need to be reversed from the system, and void hi
which require the check number to be recorded for audit purposes. Please refer to the FfATuRfs COMMC
SOFTWARE data sheet.
Major Features
CI Open Hold A/P subsystem includes cash requirements’ 0 Automatic interface to the Encumbrance Systl
reporting.
0 Duplicate invoice checking performed.
c1 System includes Consolidated Check Register and bank
reconciliation. Multiple bank accounts supported.
Q Open Hold A/P includes powerful interactive INQUIRY
facility, plus aging reports.
CI Payment of Open Hold A/P may be specified by a vari-
ety of criteria; e.g., Due Date, Vendor ID, and/or
Invoice #.
0 All entries to the General Ledger are defined by the user
at the time of installation. User may selectively post to
the GL or to the Open Hold A/P Subsidiary Ledger only.
LI One time vendor override payments supported; Le.,
temporary vendors may be defined. Vendors may also amount checks. be added to the PersoniEntity Database automatically
from the transaction input screen.
a Failsafe audit trail of all entries posted to the GL.
CI Commodity codes supported.
CI Optional interface with Receiving to automatically use
the Purchasing information and quantities received.
a System includes on-line vendor payment database. Summary Reports
User controls the amount of history - see Check
Management System on reverse side.
0 Flexible, user defined interface to the GL, allowing detail
or summary level conditional posting of distribution
amounts, discount amounts, and net amounts.
0 Interface to Student Admissions and Registration
Systems available.
0 Vendor and product discounts supported.
0 System will accommodate any check format.
CI Interface to Accounts Receivable System ava
a Supports multiple vendor addresses.
c1 Supports user defined vendor history.
c) System will accommodate remittance advice 1
c1 Allows purging of vendors on a user defined t
c1 Provides vendor analysis reporting.
CI Payment cycles are user defined.
a Form alignment checks are user definable
counted for by automatic voiding.
a The system suppresses printing of zero anc
LI User specified posting dates.
a Separate check option and/or multiple inv
check.
CI Consultant 1099’s supported (tapes and state
Reports
Detail Reports
Aged Reports
Unpaid Invoices Report
Report of Entries for Payment
File listings of all information contained in the dat~
(over for Check Management System)
BI-TECH SOFTWARE, INC. DISCOVER THE ADVANTAGE W (91t
GI-4176
anagement Sy
Overview
The Check Management System is a general purpose system used by any software system that writes chec
example, the Accounts Payable, Payroll, and Loan Management systems would make use of this system. Thc
keeps track of all checks written and all reference amounts for individual checks. By using check stock ID’s, check
written to multiple bank accounts using the same numbers. Keyed access to this information is available by check
payee ID, or payee name. Since checks do not leave the Check Database when they assume ‘cancelled’ status,
tem provides an on-line payee history. The major emphasis has been placed on the interactive retrieval of neec
mation from the Check Database. Please refer to the FEATURES COMMON TO OUR SOFTWARE data sheet.
Major Features
a The system is completely integrated with the IFAS package and may be easily interfaced to all systems wt-
checks.
0 Check Database extraction from the reporting module or from the interactive INQUIRY facility may specify the
selection criteria in a ‘mix or match’ fashion:
Payee ID’s Payee Names Check Amounts Check ID’s and Nur
Check Dates Relating to Codes Cancelled/Reverse Date Check Types
Check Reference Codes
a Multiple bank accounts are supported with all required bank reconciliation functions performed.
0 Magnetic image of cancelled checks from banks is fully supported.
~7 Handwritten, Void, Reversed, Cancelled, Stale Dated, and Stop Payment checks are managed.
0 All updates to the Check Database are automatic.
J Special interactive Check Database update facility performs initial loading of payee history at installation time.
3 Extensive error avoidance measures taken. For example, when a cancelled check is entered (requires only tl
number and amount), the system retrieves the Payee ID and name, and asks the data entry person to verify t
ing the ENTER key a second time.
0 User may select level of detail to be reported or displayed on terminal; e.g., one may request check informatii
invoice (reference code) level, check total level, payee total level, or grand total level.
0 Failsafe audit trail prints a Check Register each time the Check Database is updated.
0 Special utility functions may be used to perform disk saving actions such as collapsing check history entries fo
date range.
Q Consultant 1099’s supported (tapes and statements).
Q System monitors the integrity of the Check Database and lets users know if a system failure has resulted in a c
Check Database.
3 Extensive on-line INQUIRY provides access to detail and summary level check information.
Reports
Consultant 1099 Report
Outstanding Checks Report Payee Report
Subsystem ID Codes
Consolidated Check Register
GI-4177
11111
ACCQU~~S Recei
ash Receipts SI Overview
AR/CR is a general purpose Accounts Receivable System which operates in environments where many different
Receivable Subsidiary Ledgers are needed. Although the system only uses one Accounts Receivable Databasc
it is logically divided by user specified division codes; thus, the user can reference an individual code within tt
The primary emphasis is placed upon the interactive retrieval of information from the ARDB. Although the s)c
extensive reporting capabilities, all needed information is available to the user through user friendly interactive
facility. Please refer to the FEATURES COMMON TO OUR SOFTWARE data sheet.
Major Features
0 ARDB information may be accessed from a number of Failsafe audit trail of all entries.
diferent perspectives; e.g., information may be re- The Fund of the account number on transac
termines the cash/bank account for offsetting quested by division code, customer ID, customer
name, and/or department to which the receivable has
been assigned. 0 Automatically assigns invoice numbers to in\
Reporting and interactive INQUIRY facility allows user the user’s option.
ported; e.g., the INQUIRY facility lets you request a de- Transfers, and Interest Calculations. tail, summary, aging, or billing format in customer name, department, division, or customer ID order. Able to selectively print invoices, invoice su and statement of charges for a customer accc a User defined aging periods. Allows for creation of user defined payment p CI Customers may be added to the Person/Entity Prints invoices in accordance with the billin Database (PEDB), from the transaction processing in- designated by the customer. put screens.
No limit to the number of transactions held pel Flexible, user defined interface to the GL allows detail
or summary level conditional posting of distribution Cash receipts may be printed at time of data E
Aging, summary, and detail transaction reF amounts, discount amounts, and net amounts.
0 User controls billing periods and amount of on-line his- available as standard reports; full selection cri
tory maintained. sorting supported.
Q System will accommodate multiple user defined c3 Third-party billing allows duplicate bills to bt
billing/invoice stock. several entities.
a System includes a full Cash Receipting interface; i.e., 0 User defined customer attributes (Category CI
Cash Receipts automatically update the Accounts
Receivable file. Cash Receipts may be directed to a Reports
specific AR reference code or simply applied to the old-
est AR.
0 Receipts may be printed on-line, from the Cash
Receipting Module.
Cl Units, quantity, and discount pricing fully supported.
CI Special interface software allows other systems (e.g., Aging
fee collection) to make entries into the ARDB. Entries
may be made interactively or by use of a batch file.
0
0
Cl
to Select repOt?ing formats and level Of detail to be re- 0 Recurrent A/R’~ are user defined for Finance
CI
0
0
CI
0
Cl
0
Statement of Charges (Bill)
File Listings
Invoices
Summary of Invoices
Detail Transactions
0 Capability to interface to Accounts Payable. Summary
a Automatic interface to the General Ledger.
81-TfCH SOFTWARE, INC. a DISCOVER THE ADVANTAGE m (9 1 6,
GI-4178
-IFAS
lick, Drag, 4
Overview
Click, Drag, & Drill (CDD) is a Windows based report writer with “point and click” report definitions. CDD supports I
down” reports, with optional pop-up selection criteria prompts that appear prior to Drilling Down. CDD may be use
ODBC-supported, relational database.
Using Click, Brag, & Drill
After CDD has been started, use the mouse to select the information category desired. From within the category, a
elements is displayed. Select the desired data element and drag it to the desired location on the report or, for simple
reports, double click on a data element and it will automatically be placed on the report. This process is repeate
report is fully defined. The report can then be saved so that it appears on a pick list in the future. If the report is
regular basis, it may be assigned an icon (iconized) so that it is instantly accessible.
When a report is being run and is displaying information on the screen, double click on any retrieved data element t
“drill down” to underlying information. “Pop up” prompts may be designated to occur prior to the “drill down” so that i
the “drill down” is defined as you go.
For example, after defining and running a report showing names and addresses, the user could double click c
address line to “drill down” to additional address lines, or, the user could double click on a person’s name and spe
down” path to the person’s birth date.
Major Features
CI User defined AKA (Also Known As) feature allows the 0 Derived values may be defined based
user to “nickname” data elements so that the names are
meaningful to them.
Ll Multiple regions may be defined in a single report so
that “fancy” reports may be easily created.
CI By double clicking on a retrieved data element, the user
may “drill down” to detailed levels. “Pop up” prompts
may be designated to occur prior to the drill down. For
instance, if drilling down to transaction level details from
the master level report entries, the user may be prompt-
ed for a date range.
CI Depending on the database, an unlimited number of sort
levels may be defined to accommodate complex sorts.
Q Printers are user selectable to accommodate a variety of
outputs.
B Multiple fonts, pitches, and colors are Supported on a
single report so that visual impact may be designed into
the report.
c1 Comprehensive totaling and subtotaling logic allows for
total lines in a variety of regions on the report. For
instance, subtotals may be easily inserted at every sort
break.
columns, rates, and constants so that values 1
those stored in the database may be reported.
c1 A report format is shown at the creation proc
This enables the user to view the format wh
data elements. What-you-see-is-what-you-gi
WYG) gives the uSer instant feedback abou
report will look. This speeds up the repor
process.
cii Linkages between tables are easily identified.
cii Report output may be routed to the screen or
In the future, output may be routed to a file 01
to popular spreadsheet software.
Cl Special “hidden” row and column elements
user to perform calculations at the detail
display the results at the total level.
contains only information desired.
0 Complex selection criteria is supported so that
(over please)
BI-TECH SOFTWARE, INC. I DISCOVER THE ADVANTAGE I (91t
GI-5092
Securi
The drawback of most reporting tools capable of accessing a database is that they cannot be used widely by end users
security sf data at a11 levels cannot be guaranteed. Click, Drag, & Drill has been implemented under control of 5
Nucleus security which provides detailed security for all areas of IFAS.
Technical Envia
Click, Drag, & Drill is 8 true client sewer based application which runs on a 486 or greater PC. The PC should have at IE
of mernoi-y. GDD requires an ODBC driver and client server sohare on the PC. Both ODBC and client sewer soR
supplied by BI-TECH when CDD is licensed. The client PC must be attached via a network to the server.
-IFAS
Overview
The Budgeting System is a flexible tool for creating current and future year budgets. Budgets may be created fc
quarterly, monthly, or multi-year periods, and may be controlled at various levels within the organization. Using tt
Modeling function, the user can analyze current or prior-year budget and/or actual information, manipulate the ini
and create various ‘What If’ scenarios. Changes to budgets can be logged and reported, and the time perioc
changes can be made may be controlled on a budget version by budget version basis. Please refer to the
COMMON TO OUR SOFTWARE data sheet.
Major Features
0 Up to ten named versions of a budget for each year.
0 Supports annual, quarterly, monthly, and multi-year budgets.
0 Allocation controls at any user defined levels.
0 Budget checks all interactive, at user defined levels.
0 Complete budget modeling system, with ‘What If’ capability.
0 Many budget preparation screens, including screens which show user selected budgetlactual history.
0 Budget tracking by fiscal year or any user defined time frame.
Ll Budget worksheets printed.
a Budgets adjusted by plus or minus amount, plus or minus percentage, or override values.
7 Budget preparation interfaced to Position Control and Grant Management for modeling.
7 May budget, expend, and control at different levels.
2 Trend analysis and straight line projections from current and prior year actuals.
Cl Salary forecasting/projection capability.
Cl Prints final Budget Preparation document.
0 Supports global budget changes.
0 Entry of financial and statistical measures (gallons, hours, units).
0 All budget changes tracked and reported.
0 Download/Upload to/from PC based systems.
(Ad Hoc Repot? Writer & Table Formatter System)
BI-TECH SOFTWARE. INC. w DISCOVER THE ADVANTAGE I (976
GI-4179
c ormatter Sy:
werw~e~ -
The Ad Hoc Report Writer is a custom report generator defined by the user which will provide information and d:
tained in the General Ledger in a comprehensive format. Many features included in this system assist the useric
with details regarding positioning, format control, editing, and arithmetic operations. Up to 20 columns of data are pc
and unlimited use of rows. Please refer to the FEATuRfs COMMON TO OUR SOFTWARE data sheet.
Major Features 0 Each individual entity, function, fund, project, I
etc. may be named in association with a headin
line within its data. 0 Page Size 8, Report Positioning - Variable Margins.
3 Left, Right, Center Justifiable Titles, and Footings. D Addition and subtraction calculations may be p'
2 Password Protection for sensitive reports. at the total and subtotal defined lines.
7 Numbering versatility - user defined location. 0 Underlining and overlining of totals and des
2 Special code for variable report dates. utilizing single and double lines are available.
7 Selection of balances, reference items, entities, etc. from a Variable spacing permined prior to printing a tc
all parts of the General Ledger. 14 Up to 20 user defined column titles.
Ll Selection by date from one month through infinity - limited CB Calculations based on column contents (coll
only by data within the database. column 2). Supports + - * / in addition to per1
and constants. Preselected items, i.e. Budge 3 Budget totals, actual balances, and encumbrance totals etc., may ~!SQ be used and calculated upon. for all available data by month, year, etc.
0 Selection of data may be 'fine-tuned' at run tin 3 Selection of these totals from any level of the structure
and by specific accounts/object codes. specific accounts, projects, etc.
0 Selection of Budgeted Accounts only or full det J Up to five levels of nested sorting for various platforms
of reporting. 0 Full detail of balances may be printed or a tc
selection may be requested to limit report lengl J Allowance for level of totaling for repori distribution.
0 Blank columns rnay be used to create reading -1 Customized headings and capability to print separate complex reports. reports for each entity. CB Special editing functions to aid appearance -1 User designed indentation and display of account de- clarity, e.g. vertical bars, leaders, negative l scriptions. rounding of numbers, etc. are available for use -1 Totals calculated at any designated point on the report. Ll Automatic adjustment of report size to meet tt A Descriptive headings may be inserted at any designated of the screen or paper. point in the report.
Overview - Table Formatter Syste
TFS is an electronic spreadsheet generator. Many features have been included in this system to relieve the u
concern about details such as positioning, format control, editing, and arithmetic operations. Up to 20 columns are SL
with unlimited rows.
Major Features D Values rnay be expressed as multiples of 0th
and constants. Expression is entered in natural
0 All table updates are interactive in block mode. form; i.e., the system converts to RPN.
0 Special edit functions supported; e.g, vertical bars, a System will automatically compute statistic
leaders, negative brackets. median, mode variance, and standard deviatio
0 System will automatically adjust a table IO fit in the de- a Tables may be printed and/or displayed on the
sired dimensions and other adjustment messages. User may specify which printing device to us(
3 System supports addition, subtraction, multiplication, and will use a slaved printer from a terminal.
division operators; no limit on parenthesis nesting. 0 Security protects tables from unauthorized acc
GI-4180
Si -1 #A 8
Overview dob/Project Accounting LI
The Job/Project Accounting Ledger is a separate, yet integrated function to the General Ledger System. GL and
actions may be keyed simultaneously; thus, the two ledgers are fully integrated, never out of balance, and trai
need only be entered once. With a separate client defined GL and JL account structure, the required organization
chy for both the GL and JL can be effectively modeled. Also, of course, a JobiProject can cross all GL structuri
aries such as Fund and Function. Please refer to the FEATURES COMMON TO OUR SOFTWARE data sheet.
Major Features
0 Fully flexible Chart of Accounts defined independently 0 All closing entries are generated automatic2
from the General Ledger System. may specify a subset of the Chart of Accoui
closed; thus, specific job or project activity m;
open for its duration. C) Complete integration with the GL at the transaction
level such that accounts in both systems remain in bal-
ance at all times. m All updates to the Chart of Accounts are don(
tively. c1 Multiple fiscal year information is fully supported. User
designates in either the GL or JL System the number of 0 Special month-end automatic posting modu
years of transaction history and the number of years of uSer to define entries such as ‘Materials
account balance and budget history desired. Charges’ or ‘Indirect Labor Costs’ or ‘Con
Overhead Fees’.
Q Budgets may be prepared on an annual, quarterly,
specific level (Object Code Level) or at a summary level General Ledger and Job Ledger, with the abilit
(Budget Category Level). System includes an extremely two reference codes and two dates with each
easy to use ‘Budget Scenarios Module’ in which the ti’n posted.
user defines and applies various ‘What If?’ scenarios to Standard Management Reports
future and current year budgets. Statistical budgeting is Q In addition to the comprehensive set of star
ports, a full featured Ad Hoc Report Writer is s fully supported.
c1 Complete Job/Project Ledger Data Base INQUIRY facil- in the JL System.
ity which allows the user to access all information inter- cI The system includes many ~~~d ~~~~~~~i~ actively. This accessed information may be extracted standard reports: using multiple selection criteria values. In addition, re-
trievals may show project descriptive information, bal- Trial Balance General Ledger ance figures, budget figures, and/or transactions which
originated from other installed subsystems (e.9. Income Statement Income Statemen
Accounts Payable, Encumbrance, Accounts Balance Sheet by Fund
Receivable) in a given date range. Balance Sheet by Project Director’s 0 General Journal Entries (Journal Vouchers) module Report Income & Expens
Report allows the client to directly update the database or to
create a batch of Journal Entries to distribute them sep- Project Summary
arately. All transaction entries require the General Report Budget Officer RE
Hierarchical Budjet Deposits & Withd Ledger account; the Job/Project account is optional.
To-Date Hierarch c1 Built-in security system allows users to be assigned to Report
Report specific job running and database access capabilities Operating Income within the JL System independent of their assigned
Job Transaction Statement security in the GL system. For example, a Budget
Director may only access information associated with Project DirectorJUEN Summary
accounts in the GL to which responsibility has been S um mary
assigned and yet access through the JL, a specific pro- Job Trial Balance Report ject which may involve distinctly different accounts.
and/or monthly basis. Also, budgeting may be at a very 0 Failsafe audit trail of all transactions post€
BI-TECH SOFTWARE, INC. I DlSCOVER THE ADVANTAGE I (91L
GI-4193
- Budget Item C
Overview
The BI-TECH Budget Item Detail module supplements the General Ledger System budgeting process by allowing t
tion of individually budgeted items within a given General Ledger or Job Ledger account. Supported functions are: El
purchases, Travel requirements, and Miscellaneous user defined items. Annual and/or monthly budgets may be de
identified with a given named budget version within the General Ledger System. Textual comments or document:
be entered at any point. The Budget Item Detail module is interfaced to the General Ledger which allows it to create I
General Ledger or Job Ledger accounts with the accumulated total budgets within the Budget Item Detail module. n
phasis has been placed on the flexible and interactive retrieval of needed information. Please refer to the Features
to Our Software data sheet.
Major Features
0 All information updates are handled interactively, within the Budget Item Detail module.
0 Provides automatic validation of General Ledger or Job Ledger Chart of Accounts.
0 Supports Annual or Monthly budgeting within user 'named' budget versions at any defined level within the
Accounts.
0 Multiple year entries may be defined concurrently.
0 Updates to the General Ledger System occur on a user directed, batch basis.
0 System may maintain a chronological log of all Budget Item entries and/or changes.
Ll Budget Item Detail information extraction for reporting or from the interactive INQUIRY facility may specify the
selection criteria in a 'mix or match' fashion.
GLiJL Account Travel Equipment Miscellaneous Items
GLiJL Structural Groupings Descriptive Text Quantity Descriptive Text
Fiscal Year Transportation Costs Unit Price Budgeted Amount
Month within Fiscal Year Type of Transportation Descriptive Text Quantity
Budget Level Site/Location Date of Purchase Unit Price
Named Budget Version Dates Manufacturer Calculated Total B
GLiJL Account Total Budget Number of Days Model Number
Number of People
Lodging Costs Funding Source
Meal Costs Funding Contract #
Fees Fixed Asset Identification
Miscellaneous Costs
Calculated Total Cost
Calculated Cost/Person
Calculated Total Budget
Ll User has the capability to modify the design of each screen and the information it contains. Additional, use
screens may be defined and interfaced to the General Ledger System.
0 An Ad Hoc Report Writer allows the design, format, calculations (Mean, Mode, Median, Standard Deviation, Fn
sort selection, and reporting to the screen or printer as desired.
0 System allows the user to define a group of periodic reports and then request them with one simple comman
0 Built-in security system allows user to be assigned to specific job running and database access capabilities, e.
may be defined to only access those accounts for which responsibility has been assigned.
BI-TECH SOFTWARE, INC. m DlSCOVER THE ADVANTAGE I (97t
GI-4072
F,SS -1 D* 0
Overview
The Purchasing System is designed for use by central purchasing operations that require requisitions to be enter
by various departments with the option for approval on-line by management. Also, the system provides the abilii
items through the receiving cycle. As well, the Purchasing System is designed for use by operations that do no 1
enter requisitions and print purchase orders. in short, the system is a powerful tool for a wide range of purchasin
tions. It prints Purchase Orders and provides the ability to track the life of each individual item that is printed on
Orders. The Purchasing System also includes an optional, automatic interface to the Encumbrance, Accounts Pa)
Fixed Assets Systems. Please refer to the FEATURES COMMON TO OUR SORTLARE data sheet.
Major Features
Q The Vendor originally assigned to a Purchase Requisition
may be changed.
Q Unlimited descriptive information can be entered for a
single item on a Purchase Request.
Q Tax can be applied to an item by use of a tax code that
has a tax rate associated with it. This tax is then added
to the purchase cost of the item.
0 Purchase Orders can be simply designed and printed in
user defined formats. eports
U Multiple Purchase Requests may be joined into a single
Purchase Order to maximize quantity discounts.
Q Multiple items on a Purchase Request or on multiple
Purchase Requests may be joined into a single item on
the printed Purchase Order.
Q Goods received can be assigned a Tag number and,
upon instructing the system, can be automatically en-
tered into the Fixed Assets System.
Q Interfaces with up to three Vendor files.
Q Foreign Currency Conversion is supported (
sheet).
Q Logs changes to critical fields when changed
PO is printed.
n Unlimited descriptive information may be enterc
item.
Overdue Report
Requisition Sign-off Sheet
Receiving Sign-Off Sheet (As report or from R
Function)
Receiving Report
Approval Reports
Purchase Request File Listing
Purchase Order File Listing
Summary and Verbose Requisition Item Listings
Change Log Listing
In
Purckase Request Information (Summa'Y and Ver
Purchase Order Information (Summary and Verbo:
Approvals
Item Information
Receiving Detail
Change bog
Event snformation
PO Remarks from Receiving
Requisition Sign-off
Q Each receiving transaction is recorded for audit.
# Able to record events that occur in the life of an item.
Q Funds can be encumbered automatically.
0 Accounts Payable entries can be generated by entering
the Purchase Order, Invoice number, and the Invoice
date. All other information is taken from the Receiving
information entered in the Purchasing System.
Q Receiving is an optional function.
Q Interface with a CommodityNendor file is available for
performance, statistical, and default information at the
Vendor, Commodity, and Vendor/Commodity levels.
Q Discount, Charges, Tax, and Duty can be specifically
associated with an item.
IJ Required approvals can be established at the depart-
ment and/or Institution level.
(over for Encumbrance System)
Bl-TECH SOFTWARE, 1NC. W DISCOVER THE ADVANTAGE I (9 7 6,
GI-4158
rance Sys
Overview
The Encumbrance System is designed as a complement to an existing Accounts Payable System. It provides tt
to encumber expense items independent of the Purchasing System. It can be updated as a result of activit
Purchasing System and is further updated by related transactions processed in the Accounts Payable Systen
module is fully integrated to the BI-TECH Interactive Fund Accounting System, IFASTM. In addition to being a c
A/P encumbering system, the system lends itself to the encumbering of payroll expenses. Please refer to the f
COMMON TO OUR SOFTWARE data sheet.
Major Features
~1 All entries to the General Ledger are client defined at
system installation time.
Q Monthly reporting includes transaction detail for encum-
bered P.O.’s along with actual expense (disbursement)
detail. Balances from accounts are also included.
CI Powerful, easy to use interactive INQUIRY facility
which accesses encumbrance and actual expense
detail. User may request information at the detail, sum-
mary, or aged levels in a variety of formats.
2 General Ledger Inquiry has the option to include
encumbrance activity.
D Partial, full disencumbering and adjustments are full)!
supported.
CI Able to override the encumbrance if payments exceed
appropriations. Reports a Purchase Orders processed through the Purchasing
System can update the Encumbrance System.
CI Change Orders in the Purchasing System can update
the Encumbrance System.
CI Adjustments are processed as independent transac-
tions.
l~ Encumbrance for a single PO may involve any number
of General Ledger accounts.
Q Multiple-line distributions involving multiple accounts
are supported.
CI Encumbrance Reports may be selected by GL account
in P.O. sequence, with user specifying the level of desired detail. Summary Information
Q Client defined Disencumbrance Hierarchy allows
encumbrances to be relieved at any defined organiza-
tional level.
0 On-line history can be maintained for an)
desired by the user.
0 One time vendor override supported; i.e., a veni
not be defined in the Person/Entity Database.
may also be added tu the Persun/Entity DatabE
matically from the transactions input screen.
Batch Reporting
GL account validation and budget checks
Vendor validation
Vendors can be added from data entry program
Encumbrances are not posted until distribution OC,
Posted Batches are removed from the working dir
PO Reference Report
Encumbrance Report
Aged Reports
Detail Reports
Summary Reports
General Ledger reports with summary encumbrc
account
General Ledger report with summary by open PO
File listings of all information contained in the datz
Inquiry
Aging information
Detail Transaction Information
General Ledger Inquiry options with summary a
encumbrances 0 System offers direct update for encumbrance detail.
GI-4161
II SS D’ @
roll sy Overview
The Payroll System is a comprehensive package designed for complex environments in which employees ofte
many different areas and have multiple deductions, reductions, and benefit programs. Employees often desire
deposits, have special tax deferral programs, participate in complex retirement and benefit plans, and have spec
such as housing allotments, car allotments, and savings bond calculations. The payroll system works in all !
Guam, Puerto Rico and Canada and includes City taxes for ‘i 7 locations. With direct integration into the Gener:
JobProject Ledger, Position Control, and Human Resource Information System, Payroll is a very important tool
taining critical information in organizations which have a majority of budget dedicated to personnel costs. Pleas
the FEsTuREs COMMON TO OUR SO~ARE data sheet.
Major Features
CI Complies to Fair Labor Standard Act (FLSA) regulation.
B User assigned trigger activates/inactivates all or se-
lected payroll control and assignment records.
0 Payroll ad hoc report writer complements standard pay-
1016 reports and registers.
B User controls UNDO, REDO, and TRIAL PAYROLL functions.
B Provides options to smooth tax fluctuation due to
changes in earnings.
c1 Supports daily, weekly, and pay period time card entry
while deriving overtime hours and rates based on the
rules defined by the user.
0 Defaults payroll record creation for new hires to reduce
key entry. Payroll Check Register Paychecks
c1 Supports all Cities: States, Territories, and Canadian
tax calculations.
CI Automatic generation of payroll entries for the subse-
quent pay period requires only exceptional input.
0 Provides options to generate a separate check for
supplementary earnings. Payroll Earnings Register
rJ User defines leave accrual methods.
Q Supports multiple checking accounts and automatic
0 Automatic labor distribution to General Ledger and Job
0 Processes and records non-payroll information such as
0 Supports midrperiod hiring/terminating payroll process.
0 Supports magnetic media reporting.
CI Prints checks on demand to a workstation printer.
0 Supports multiple versions of user defined :
0 Fully integrated with !FAST” Human Resoi
0 Exception reporting is provided.
r~ Supports multi Gib distributions per paycheck
C) User may limit the maximum amount of
Q Processes Direct Deposit information (by tap
Q Supports direct deposit to multiple bank accoi
rate table.
Position Control Systems.
tionbenefit.
Payroll Period Register EEQC Wepo
Payroll Contribution Register Quarterly 94
Payroll Deduction Register Yearly W-2’:
Employee Review Schedule Organimatior
(Labor Distribution)
Q File listings of all information contained in re1
Q Employee PRELIST (showing all payment
lions, and contribiltions for an upcoming pay I
Q Supervisor’s PRELIST, upon which hours are \
g Many different hard copy reports may be reqL
wide variety of formals from the interactive
faci I ily .
bank tape reconciliation. bases
Ledger.
COBRA.
0 Specialized State and Local Reports
(continued)
BI-TECH SOFTWARE, INC. 1 DISCOVER THE ADVANTAGE I (916
Selection Criteria for Extraction
Employee Data Base extraction for reporting or from the interactive INQUIRY facility may specify the following :
criteria in a ‘mix or match’ fashion:
Select ALL Entries Employee ID’S
Employee Names Employee Status Codes
Employee Type Codes
Employee Affirm. Action Codes
Employee Hire Dates
Employee Selection Code 2
Employee Education Codes
Pay Numbers o Pay Job Codes
Pay Projects Pay Definition Dates
Pay Status Codes
Pay Worker’s Compensation Numbers
Pay Salary ‘expressed as’ Code
Deduction Numbers Assigned
Pay History: Period Numbers
Pay History: Check Note Codes
Employee Associated Codes
Job EEO-6 Category Numbers
Pay History: Pay Number
Employee Sex Codes
Employee Birth Dates
Employee Selection Code 1
Employee Job Skill Codes
Pay Supervisor ID’S
Pay Frequency Codes
Pay Regular Hourly Rates
Pay Salary Amounts
Contribution Numbers Assigned
Pay History: Check Note Codes
Pay History: Gross Payments
Employee Pay Cycle Numbers
Job RanWGrade Codes
Pay History: Misc. Code
GI-41 59
--IFAS
Human Resource Information
Overview
HRlS is a comprehensive Human InformationiPersonneI based system. As outlined below, HRlS is installed with
the standard features generally associated with a fully integrated personnel management system. In addition, fl
may add, change, or delete portions of the system to tailor it heir own specific environment and terminology.
tions of the software are available interactively and HELP fa es may be updated for client policies and pro(
Please refer to the FEATURES COMMON TO OUR SOFTWARE data sheet.
Major Features 3 Employment Separation - Identifies separa
0 Employment/Recruitment - Takes individual from point ployees, dates, reasons, checkout procedu
of application to the interview through rejection or em- eligibility for benefits.
ployment without duplicate data entry. 7 EEO 1, 2: 4, and 6 data are kept and reported.
3 Employee Profile - Identifies demographic information 0 Word Processing interface for mail mergeiforn-
ual or global updates to HRlS based on usel
transaction activity. For instance, all employ1
be enrolled in a new benefit program by def
benefit information once.
0 Powerful, user friendly Ad Hoc Report Writer a
development of custom reporting formats and
traction. All descriptive statistical functions are s
such as: Mean, median, mode, variance, !
deviation, etc. Ad Hoc also provides extraction
and calculation on date-based information allc
user to view average lengths of employment, ;
years of service, etc.
concerning the employee, family, and Other personal 0 Transaction Code Processing allows automati, data. Client defined data elements may be modeled.
0 Position ControliBudgeting - Identifies past, present, and
future positions with departments, budgets, FTE, and
actual earnings. Fully integrated to Payroll and the
General Ledger.
0 Evaluations/Career Development - Records all past and
future evaluations, results, management development
objectives, plans, and progress.
0 Leave of Absence - Tracks any number of user defined
types of leave with start and end dates, accruals, rea-
sons, and approvals.
0 Payroll DeductiondBenefits - Maintains up-to-the minute
deduction and benefit information with Status, Year-tO-
date withholdings, and all tax requirements.
3 OSHA - Maintains records for personal or vehicular ac-
cidents with dates, times, lost hours, costs, etc.
0 Training/Certificates/Special Assignments - Keeps a
history of all employee training, dates, credits, locations,
certifications, and licenses. Also maintains information
such as task group or committee assignments. Automatic
reminders may be sent to employees regarding dues,
expirations of licenses and certifications, important
dates, etc.
0 On-Line Interactive INQUIRY provides a multi-criteria
extraction feature which allows for selection from the
database based upon user specified values.
0 Retirement - Maintains all retirees, benefit levels, vest-
ing, retirement, and early retirement dates.
0 History Logging allows reporting information 'as of' payroll system. specific dates. This provides management the oppor-
tunity to review people, positions, reporting relationships,
titles, and pay as they existed in the past.
Technical Features
3 User definable data entry fields, codes, and HI
0 Validation of codes with ability to set default VE
0 Fully functional security system can limit indib
Read, Write, or No Access to the system. In
ReadiWrite capability may be based on globz
specific data entry codes, and/or individual d
fields. For example, a user may be given the
read a salary record for a particular departmer
0 Screen formats and the order of data entry
changed for client specific forms and procedi
example, job application data will be entered
pears on the form.
0 Easy to use Flat File Interface which allows
information to or from HRlS to any other (
based system. This aids in updating HRlS fron
Zl Data entry fields may be derived from or
against IMAGE databases and/or KSAM file:
outside the Human Resource Information Sysi
(over for Position Control)
BI-TECH SOFTWARE, INC. I DISCOVER THE ADVANTAGE I (916
GI-4191
Position Cc
Overview
The Position Control System is designed to create and model budgets based on job and position assignments.
Control information can, at any time, be used to automatically create line item budgets in the General and/or Jot
Ledgers. Position Control information is fully integrated with the Human Resource Information System, General
and Payroll. Please refer to the FEATURES COMMON TO OUR SOFTWARE data sheet.
Major Features
Ll Changes made to salary and benefit tables automatically “roll” through the system.
3 Salaries, benefits, and overtime are maintained based on full-time equivalencies. (FTE).
7 When installed with Payroll, salary savings calculations are supported.
7 Salaries and benefits may be assigned to multiple GL accountsiJL accounts within a single position assignmen
7 Salary “step” increases are automatically maintained.
0 Salaries can be maintained as annual, monthly, bi-weekly, or hourly figures.
0 Benefits can be defined as a percentage of salary or a straight dollar amount. Different benefits can be de.
regular and overtime pay.
0 “Fudge Factor” capability allows salary budgets to be adjusted up or down by a fixed percentage.
3 Assignments are date-sensitive; next year’s structure may be reorganized without affecting the current year.
7 Salary and FTE limits may be set at the job and/or position level.
3 Unfilled positions may be budgeted.
Ll Module is integrated with General Ledger and Job Ledger budgeting. Monthly or annual budgets may be
based on position assignments.
3 Scenarios can be set up to adjust salaries by percentages and report “what if” information.
3 Personnel information is maintained for reporting purposes.
Reports
Benefits By Job
Position Number by Account Key
Position Changes Between Years
Position Number by Department
Salary Planning Worksheet
Salary Budgets by Position
Salaries & FTE by Account
Salary Projection
Salary-to-Actual
GI-4192
SS -. B' 0
TR
Overview
TRIAD'" (Truly Relational Integrated Application Developer) is an easy to use Development Platform based upon I1
4GL development tools. TRIAD'" can be used to create specialized modules which need to be fully integrated
modules comprising BI-TECH'S Interactive Fund Accounting System, IFAS.
Characteristics Major Features
Cl Relational - Because it is based upon relational Cl No limit to the number of Data Elements.
technology any data element can be a key to access the
database.
Cl Integrated - TRIAD'" is unique because it was created
to be fully integrated to all IFAS modules. TRIAD'"
therefore has the unique distinction of being able to
share data with other modules in IFAS thus eliminating
redundancy and adding a new dimension of flexibility to
all of IFAS.
0 Flexible - Any data element, any title, any screen or
group of screens can be created, changed or edited by
the client. Not withstanding this vast flexibility, TRIAD'"
applications can be fully supported by BI-TECH.
Technical Tools
CI SWlSUAL - is a tool that allows for the creation and
modification of screens. It is a character-based, full
screen editor used for painting images such as text and
fields.
c1 SYUPDATE - is a tool used to refine a definition. This
tool allows the user to update detailed information such
as Data Attributes, Data Clusters, Screen Field supported.
Definitions and Screen Definitions.
CI SYNEWMOD - A module is a collection of screens.
Modules are compiled or converted using the SYNEW-
MoD command* This tool generates the 4GL subroutines and forms based on the screens in a given
module. In this way a main, executable program is creat-
ed which allows access to the screens within a module.
Cl User defined HELP and valid codes are acc~
entering a question mark in any field.
Cl Security allows restrictions at the screen, field
level.
c1 At any time, the system may be modified by tl
capture additional requirements.
Cl User maintained code tables allow for data en
tion with echo options for sight verification.
Cl Click, Drag, & Drill (CDD) allows the enc
reportlmanipulate data including calculations, I
statistical functions.
Cl The Word Processing interface can extract an!
tion defined in the system; including the abil
values in a string and total values defined as
Information may then be used in conjunction v
lar word processors and spreadsheets.
CI Address Label Writer can extract any in.
defined in the system. Eight lines by 60 char;
0 Data is easily imported/exported through the
flat file interface utility.
0 Transaction codes are used for automatic upc
culations, and deletions based on user specifie
0 Changes may be made to data globally t
selection criteria.
c1 Changes to data may be logged for auditability
0 Function keys are used to move between re(
screens, work with data, adjust field lengths, i
module or system. Function keys include Hi3
Options, Length, Cancel, Move, BROWSE, an
61-TECH SOFTWARE, INC. I DISCOVER THE ADVANTAGE I (91t
GI-5093
Ir SS. D’ e
tores lnve
uct Bescri
Overview
The Stores Inventory System, SI, is designed to account for assets purchased by an organization which are being
ventory until needed by a sub-unit of the organization, or until the assets are sold to outside third parties. The SI s!
counts for the assets from the time they are received until they are distributed. To accomplish this task, the SI sy
been separated into three major functions: Receiving, inventory control, and order processing. The SI system incluc
tional automatic interface to the Purchasing, Accounts Payable, Accounts Receivable, and General Ledger System
system makes use of the IFAS PersoniEntity database; therefore, it does not require a separate entry of Vendor/(
information into the Stores Inventory database. Please refer to the Features Common to Our Software data shee
Major Features
D Interactive update from the PurchasingiReceiving system
for assets received which have been defined as being
“Stocked” items.
D Supports FIFO, LIFO, and Average Cost inventory costing
methods automatically as assets are received and distri-
buted.
0 Supports the calculation of Safety Stock and Reorder
points based on multiple criteria.
0 Allows for multiple types of Pricing calculations using vari-
ous system generated variables such as carrying cost,
warehouse overhead, ordering cost, or any of the inven-
tory costing methods. Pick Tickets
0 Unlimited amount of free form text available regarding any
product held in inventory.
3 Maintains all events in the life of a product.
c1 Supports “Classes” of products for the purpose of Cycle
0 Automatically calculates and updates Last Order date,
0 Supports multiple warehouses.
Q Includes search hierarchy for Ordering purposes.
Q Supports last and next physical counts and cycle counts
by Class per warehouse.
0 Contains on-line Customer information including Contact
Person, Discount Terms, and Price calculations.
0 Optional, user-defined postings to the General Ledger for
both receiving and demand functions.
0 Interfaces to Accounts Receivable to support billing for
items ordered by outside entities.
Ll Default expense object codes may be automatically gen-
erated for greater consistency in General Ledger postings.
0 Generates Pick Tickets with items ordered as tt-
found in the Warehouse.
0 Allows for exceptions to be entered with the opi
tomatic backordering.
0 Extensive on-line INQUIRY provides access tc
Vendor, Customer, Inventory, Warehouse, and
tion information.
0 Automatic primary and secondary vendor select
vided.
Repofls
Product Catalog
Warehouse Catalog
Product Activity File Listing
lnventory ,tem File Listing
Transaction File Listing
Warehouse File Listing
Counts and Reorder points.
Last Order Quantity, Last Unit Price, etc.
61-TECH SOFTWARE, INC. H DISCOVER THE ADVANTAGE H (91(
GI-41 99
Overwiew
The BI-TECH Fixed Assets Inventory System, FAIS, is designed to monitor and report on all capitalized and nc
ized fixed assets within an organization. Specifically, FAIS keeps track of the asset and related asset inform
the time of acquisition until it is purged from the Fixed Assets Data Base. In addition to monitoring the asset,
performs a number of depreciation calculations and makes all required entries to the General Ledger. The maj
sis has been placed on the flexible and interactive retrieval of needed information from the Fixed Assets C
Please refer to the Features Common to Our Software data sheet.
Major Features
ll All asset information updates are handled interactively.
m System maintains a chronology of the asset’s location by employee, room, building, or lot.
0 Asset information extraction for reporting or from the interactive INQUIRY facility may specify the followin(
criteria in a ‘mix or match’ fashion.
Asset I D’s Location Codes
Acquisition Dates Deletion Dates
Obsolescence Dates Sale Dates
Book Value Market Value
Purchase Price Depreciation Code
Responsible Person ID’S P.O. Number
Client Assigned Codes Maintenance Dates
Insurance Codes Project Codes
Manufacturer’s Code Warranty Dates
License Renewal Installation Dates
CI Depreciation calculations include Straight Line, Sum of the Years’ Digits, 150% and 200% Declining Bal
may also be calculated by Units of Production or Units Expended.
0 The option to defer depreciation until the next full year is available for acquisitions in the present year to a\
year complexities.
Q User has the capability to design each screen and the information it contains.
0 An Ad Hoc Report Writer allows the design, format, calculations (Mean, Mode, Median, Standard I
Frequency), sort selection, and reporting to the screen or printer as desired.
0 All entries to the General Ledger are defined by the client at the time of installation. Client may selectively I
GL or the Assets Data Base only.
tl Special individual codes and descriptions to any asset can be collected together allowing the client to
defined groupings of asset information. This powerful feature may be used to schedule maintenance
replacement, or perform client defined modeling instructions critical during the planning phase for budget p
Q Failsafe audit trail of all entries posted to the General Ledger.
0 System allows the user to define a group of periodic reports and then request them with one simple comm:
Q Built in security system allows user to be assigned to specific job running and database access capabiliti
user may be defined to only access those assets for which a responsibility has been assigned.
BI-TECH SOFTWARE, INC. w DISCOVER THE ADVANTAGE w (916
GI-4188
B’ e -/FASF -1
License sy
Overview
The BI-TECH Business/ Animal License System, LIS, generates license fees, assesses penalties, tracks individu:
zation history, and reports licensing activity. License renewal dates and reminder notices may be automaticall)
Additional types of LIS activity may be created through user defined functions. These may be in combination with
Business/ Animal licensing functions or maintained separately. Major emphasis has been placed on the flexible an
tive retrieval of needed information from the Business/ Animal License Database. Please refer to the Features Cc
Our Software data sheet.
Major Features
0 All license information updates are handled interactively.
0 System maintains a chronology of the licensee’s location, owner, fees, and category.
0 License information extraction for reporting or from the interactive INQUIRY facility may specify the following
criteria in a ‘mix or match’ fashion. Additional client defined elements are automatically added to the data dictic
are available for reporting.
Business License Animal License
Oper. Beginning Date Annual Tax Breed Fee
Business Activity Adjustments Color Penalty
State License Number Penalties Age License Type
Type of Ownership Total Tax Paid Name Incident Tracl
Number of Employees Gender Incident Date
Application Date License Date Court Date
Gross Receipts/ Sales Exp. Date Disposition
License Period Vaccination Date, Type, Tag Number
3 A single owner may be associated with multiple Business/ Animals.
0 Business license fees may be based on category, gross receipts, number of employees, or any user define
3 Animal license fees may be generated based on gender, age, flat rate, or user defined schedule.
0 User has the capability to design each screen and the information it contains.
0 An Ad Hoc report writer allows the design, format, calculations (Mean, Mode, Median, Standard Deviation, Frc
0 Easily interfaces information with Word Processors to create custom, individualized communications.
0 All entries to the General Ledger are defined by the client at the time of installation. Batch or On-line interactivc
to Accounts Receivable is provided.
0 Special individual codes and descriptions to any License Type can be collected together allowing the client to
defined groupings of license information. This powerful feature may be used to schedule license renewal, rev
quent licenses, or assist in the budget planning process.
tion. Prorated fees are supported.
sort selection, and reporting to the screen or printer as desired.
0 Fail-safe audit trail of all entries posted to the General Ledger and Accounts Receivable is provided.
0 System allows the user to define a group of periodic reports and then request them with one simple comm;
0 Built-in security system allows user to be assigned to specific job running and database access capabilities; e
may be defined to only access those licenses for which a responsibility has been assigned.
BI-Tf CH SOFTWARE, INC. 8 DISCOVER THE ADVANTAGE m (9 7
GI-4160
OPR 243 1995 2:@2Pm a TO : 6194348164 9 c* FROM:MCGLADREY & PULLE
COMPUTER SYSllEM VENDOR LIST
CITY OF CARLSBAD, CALIFORNIA
Mr. Mohammed Fotoulii
Access International Edcn Systems
432 C!olrimbia Street Cambridge, MA 02141
Mr. Rd Tmkelson
SO7 Itidustry Drive
SeattIe, WA 98188
(617) 494-0066 (206) 575-6202 (617) 494-8404 (fax>
Mr. ])rake Brown
BiTcch Sonware, lnc, HTE
Suite A Suitc 2000 1072 Marauder Street
Chico, CA 59926 Orlaiido, FI A 32801
(916) 891-5011 (fax) (407) 648-0848 (fax)
Mr. Norman Hodgson Mr. Tom Flavin
Corbin Willits Systems Intergraph, hic.
35754 Mission Boulevard 7400 East Orchard Avenue
Frciiiont, CA 94536 Englcwood, CO 801 11
(510) 700-5613 (fW) (303) 220-9089 (fax)
Ms. Sam McCorrnick Mr, Ihve Hosford
Crentivc Computer Systems JU Edwards & Company
4337 Sflainrock Way 61 1 Anton Boulevard, #300
Gutro Valley, CA 94546-4608 Costa Mesa, CA (3262G
(5 3 0) 537-7729 (fax) (734) 755,5430 fax
Mr. Kcvin Snow Ms. Barb Craig
1)ynwty Sofkware, Inc, Rlicso Arizrta Systems Saddl ehack Techno1 ogy Park Suitc 200
26081 Merit Circle, Suite 111 280s South industrial Highway
Laguna Hills, CA 92653 hri Arbor, Ma 48104
(206) 575-9015 (fa)
Ms, Cliuyl Nelson
390 North Orange Aveiiuc
(916) 896-4843 (800) 727-8088
(510) 790-S600 (303) 220-9010
(S 3 0) 538-8684 (714) 433-3557
(714) 348-8915 (8t)O) 457-3863
(734) 348-0917 (fax) (3 13) 677-2070 (fu)
RPR 24, 1995 2:02PM e FR0M:MCGLRDREY 1L F’ULLE TO : 6194348164 Y IT
COMPUTER SYSI’EM VENDOR 1,151
CITY OF CARLSBAI), CALIFORNIA
l’agc 2 -- __ --..
Mr. TOJI~ Nelson Ms. Collecn Brown
Mirasafl, Inc, Oracle Corporation 865-B (lotting Lane 5 Park Plaza, Suite 000 Vacaville, (1A 95688 Irvine, CA 02714
(707) 453-8302 (714) 444-830U (707) 453-8303 (fax) (714) 444-8400 (fax)
Mr. Rob Kaplan
Multiview Corporation l’en tamat icon One Van De Graaff Drive Uuxlington, MA 011303
Ms. Tcrry Wayland
225 Marketplace Bethlchem, PA 18018 (6 3 7) 229-222s
(617) 229-1635 (fax)
(6 10) 691 -301 6
(610) h9I-It031 (tax)
Mr., Tom Hrefeld
New World Systems PcopIeSoftj Inc. Suite 300 3270 Big Beaver Road
Mr. Howard Bulos
1331 North California Boulevard
Waliiut Creek, CA 04596
Troy, MI 48084 (800) 947-7753
(810) 649-7100 (5 IO) 295-9490 (fax) (8 1 0) 649-7884 (fax)
Ms. Diana Koberson Ross Systeins
Narlhern NRF, Inc.
2124 South Hill Street
Mr. Don Doesin
5% Twin IJoIphin Drivc
Redwood City, CA 94065
Oceanside, CA 02054 (415) 593-2500 (6 19) 439-3323 (415) 592-9304 (fax) no fax nutnber
Mr, Stcve Hicks
Oycn Data Systems
10 I ,it Entrada
Mr, Tim Dyer
SCT Public Sector
6951 Van Gogh Avenuc
Baton Rouge, LA 70806 San 1,uis Obispo, CA 93405
(80s) 543-5493 (504) 925-9779 (fax) (805) 543-2748 (fa)
(504) 928-1763
RPR 24, 1995 2’03PM 0 6194348164 FRoM:MCGLQDREY & PULLE TO: e 1b
COMPUTER SYSTEM VJENhOR LIST
CITY OF CARLSBAI), CALIFORNIA
Page 3
,-- - .-
Mr. Russ McSwain
SI% Technologies, Inc,
Suilc 113
125 Norlh Acacia Avenuc
SoJona Beach, CA 92075
(6 19) 259-5674 (fax)
Mr. Ram Parhar
Stargarden Gronp 1577 West Georgia Street
Vaticouvcr, BC
Canada V6G 2V3
(OW) 082-6633, ext. 122
(610) 792-9216
(004) m2-3829 (ra)
Ms. Kristen DclRalzo
l’bcreforc Systems
Suite 404
921 Southwest Was1iingtol.r Strect Yortland, OR 97205
(503) 294-0798
(503) 294-081 1 (fax)
Mr. Jeff Marsh
UNISYS
Suite 350
155 Corporate Woods
Rochester, NY 14623
Mr. Jim Diaiiiond
USA Soilware 758 Highland
Vista, CA 92083
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March 30, 1995
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Dear 1- 3-:
City of Carlsbad is evaluating alternative methods and approaches to satisfy its financial
information systems data processing requirements. Accompanying this letter is a document
entitled "Financial Information Systems - Request for Proposal" and diskettes labeled
"SELECT 1.2 Vendor Response Program," "SELECT 1.2 Data Disk" and "SELECT
1.2 Response Disk.'' Together, these represent the needs and desires of the City of
Carlsbad and should be used as the basis for your proposal.
Response instructions are contained in Section I1 of the Request for Proposal document.
Please provide the requested information in the prescribed format. Section VI of the
Request for Proposal contains vendor worksheets. Please colmplete these worksheets as
directed in the response instructions. Failure to comply with the prescribed format may
result in disqualification of your proposal.
Features and capabilities information should be submitted via diskette using the Electronic
RFP. The Electronic RFP should be used to supply software capabilities information only.
Here are some important points when using the Electronic RLFP:
It is important to begin with the diskette labeled "SELECT 1.2 Vendor
Response Program." The Electronic RFP will create a sub-directory name
"SSELECT" and will install the program files within this sub-directory.
The Electronic RFP program may be accessed from the "SSELECT" sub-directory
with the command "ERFP." This program includes on-line instructions for its use
by accessing the Vendor Main Menu Selection 1.
The capabilities database may be accessed through the Vendor Main Menu
Selection 2 - Vendor Responses, and the Vendor Responses Menu Selection 3 -
FeatureEunction Requirements.
Use the diskette labeled "SELECT 1.2 Electronic Proposal Response Data Diskette"
when generating the vendor responses through the Vendor Main Menu Selection
3 - Electronic Proposal.
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Vendors that have previously responded to the Request for Proposal using the
SELECTTM software must completely remove the "/SSELECT" directory and relate(
sub-directories (including batch files) prior to installing "City of Carlsbad."
Vendors should print and review all responses to the application feature/fimction
prior to generating the response diskette and submitting the information to the
Purchasing Department of the City of Carlsbad, California.
It is the responsibility of the vendor to coordinate the responses for all hardware and
software, including software provided by third-party vendors to ensure that a complete
solution is provided. The proposal should also include all costs associated with training,
implementation, file conversion, and identifying the parties responsible for completion. All
information contained in the Request for Proposal and the feature/fimction database is
proprietary and confidential. The City of Carlsbad encourages the participation of
minority/women owned businesses.
Please submit your proposal, Electronic RFP vendor data response diskette, and supporting
documents to the following address:
Purchasing Department
City of Carlsbad, California
1200 Carlsbad Village Drive
Carlsbad, California 92008
Proposals will be received for the FINANCIAL INFORMATION SYSTEMS SELECTION
PROJECT until 4:30 p.m. Pacific standard time on Friday, May 5, 1995. Please contact
Mr. Mohan Chhabra no later than Friday, April 7, 1995 at (818) 795-7950 to confirm
receipt of this document.
A Pre-Proposal Conference will be held on April 12, 1995 at 1:OO p.m. in the City Council
Chambers at the address noted above.
Any questions related to the Request for Proposal should be directed to our consultants
Maryellen Galuchie or Mohan Chhabra of McGladrey & Pullen. They can be reached at
(818) 795-7950.
The City of Carlsbad, California reserves the right to reject any or all proposals.
Sincerely,
McGLADREY & PULLEN, LLP
Maryellen A. Galuchie, Partner
Mr. Mohammed Fotouhi
Access International ,,,, 3 HTE
432 Columbia Street
Cambridge, MA 02141 Suite 500
(6 17) 494-0066 (office) Irvine, CA 92715
(617) 494-8404 (fa)
Mr. Ward Woodke
19800 MacArthur Boulevard
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(714) 757-4184 (office)
- Mr. Drake Brown Mr. Tom Flavin AS BiTech Software, Inc. Intergraph, Inc.
1072 Marauder Street
Suite A Englewood, CO 801 1 1
Chico, CA 95926 (303) 220-9010 (office)
(916) 896-4843 (office)
Mr. Norman Hodgson JD Edwards & Company L
Corbin Willits Systems no
35754 Mission Boulevard 6
Fremont, CA 94536 Denver, CO 80237
(510) 790-5600 (office)
Mr. Sam McCormick
Creative Computer Systems
4337 Shamrock Way Mirasoft, Inc.
Castro Valley, CA 94546-4608 2791 F North Texas Street, #164
(510) 538-8684 (office) Fairfield, CA 94533
Mr. Kevin Snow
Saddleback Technology Park
26081 Merit Circle
Suite 111 Suite 300
Laguna Hills, CA 92653 Troy, MI 48084
(714) 348-0915 (office)
(7 14) 348-09 17 (fax)
Mr. Ed Torkelson 6~1, iLxr I -c _. Oracle Corporation
Eden Systems 5 Park Plaza
507 Industry Drive Suite 900
Seattle, WA 98188 Irvine, CA 92714
(206) 575-6202 (office)
7400 East Orchard Avenue
,:p L; Mr. Allen Winder
8055 East Tufts Avenue
Suite 1331
(303) 488-4879 (office)
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(303) 488-4677 (fa)
-/ -, Ms. Jan Golliher i
(707) 429- 15 13 (office)
Dynasty Software, Inc. Mr. Tom Brefeld \x New World Systems
3270 Big Beaver Road
(810) 649-7100 (office)
Ms. Colleen Brown qP i:
1
Chris McAtee
Pentamation 225 Marketplace I>
Bethlehem, PA 18018
(610) 691-3616 (office)
(610) 691-1031 (fax)
Ms. Cindy Beardon
Ross Systems
1100 Johnson Ferry Road
Suite 750
Atlanta, CA 30342
(404) 85 1 - 1872 (office)
Ms. Susan Sellers
SCT Public Sector
6951 Van Gogh Avenue
Baton Rouge, LA 70806
Daryl Kirkland
SFG Technologies, Inc.
203A-8525 Baxter Place
Burnaby, BC, Canada V5A 4V7
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Mr. Ram Parhar t '7 Stargarden Group
1577 West Georgia Street
Vancouver, BC Canada V6G 2V3
(604) 682-6633 EXT. 122 (office)
Ms. Kristen DelBalzo
Therefore Systems
921 Southwest Washington Street
Suite 404
Portland, OR 97205
(503) 294-0798 (office)
Mr. Jeff Marsh /
UNISYS
155 Corporate Woods
Suite 350
Rochester, NY 14623
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