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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 < 0 0 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. 1’ 1 2 3 4 5 6 7 8 9 10 II 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 m 0 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. /// 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 m e 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 W e 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. rev. 10/16 2 W e 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 rev. 10/16 3 a 0 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 4 W e .. 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 rev. 10/16 5 e 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 rev. 10/16 6 0 0 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 rev. 10/16 7 0 0 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€ rev. 10/161 8 0 0 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. rev. 10/16/ 9 0 0 a. ,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 rev. 10/1 E 10 0 0 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. rev. 10/1 e 11 ‘_I 0 0 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. rev. 10/1 E 12 0 e *c 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 rev. 10/16 13 4. 0 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 rev. 10/16 14 *r 0 @ 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 &?fiz&r LAPA ,G/ 34 I /& &/W OF TITLE OR TYPE OF DOCUMENT TITLE(S) NUMBER 01 PAGES SIGNER IS REPRESENTING: NAME OF PERSON(S) OR ENTIN(IES) SIGNER(S) OTHER THAN NAMED ABOVE 01993 NATIONAL NOTARY ASSOCIATION - 8236 Remrnel Ave P 0 Box 7184 - Canoga Park CA 0 00 mmoo 00000 0000 0 00 moa0 00000 0000 mo md-bo 1'InInN1' ObIntn d-md-co NbbIn In m 0- 0- 0- *! 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BACKGROUND INFORMATION I I 1 I I I I I 1 I I 111. PROPOSAL EVALUATION CRITERIA 2 I I B I I I 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 1 I 1 I I 1 I I i I I I I I I I I 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 1 1 1 1 I B i I I I I I 1 I I evaluation of those responses. 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 I i I I; I i 1 1 I I I 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. 1 Information Systems 5 Community Services 97 Housing & Redevelopment 10 In addition, the City currently utilizes over 200 part-time employees during I 2 I Financial In formation Systems Request for Proposal City of Carhba, Californ< I 1 I I I I 1 I I I 1 1 I I I I 1 i 3 1 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 I I I I I I I 1 I I I I I I 4 I 1 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. 2. 3. 4. 5. I 6. 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. 1 I I I I I 1 I I I i I I I 1 5 I i 8. 1 9. 10 11. 12. 13. Financial In formation Systems City of Carlsba Request for Proposal Californ I I 8 I I I I 1 I 1 I 1 I 1 I 1 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. I 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. I 6 Financial Information Systems City of CarkFba Request for Proposal Californ I 3. Bulletins and Addenda 1 I: 1 I IC 1 I I 8 I I I I I 1 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 7 Financial In formation System City of Carlsba Request for Proposal Calif rn t 6. Payments I I I 1 I 1 I I I 1 I I I 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. I 8 L: Financial In formation Systems City of Carlsba Request for Proposal Califorti I 1 1 I I I 1 1 I B I I I I 9 I I 8. Penalties 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 I 1 i t I 1 1 1 I 1 I I I 1 I I 10 1 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) Financial Information Systems City of Carlsba Request for Proposal Caivorn 1 1 1 I I I II 1 I 1 1 1 I 1 I 1 11 I 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) I 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. 1 (2) (3) (4) 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. d. 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 1 I I II I I 1 I 1 I I 1 I I I 12 I e. I administration and defense expenses. 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. g. h. 1. I j. 1 13. Conduct of Workers 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 I 1 I I I 1 I I 1 I I I I I t C. Specific Proposal Requirements 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. I 13 Financial Information Systems City of Carlsba Request for Proposal Californ I I Training 1 1 II 1 I I 8 1 I 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. I I environmental andor electrical requirements. 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 1 I 1 14 I Financial In formation Systems City of Carlsba Request for Proposal Californ # II c. Microcomputer interface capabilities, including the capability use a microcomputer as: (1) (2) II 1 to/from the main computer. 1 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 I I Io I I I I 1 oe 8 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 1 b. 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. 1 15 Financial In formation Systems City of Carlsba 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. I I 1 I i I 8 R & 1 I 1 I 8 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. I 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 1 16 I Financial Information Systems City of Carlsba Request for Proposal Californ E I I c I I I I I I I I I 8 0 costs 1 B 17 1 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 IC 1 c I 1 I R a I 1 1 I 1 1 i I 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 e 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. I 18 Financial Information Systems City of Carlsbc Request for Proposal Califart I' 8 I 8 I D 1 I I D D I P 1 @ I 19 I 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 t Financial Information Systems City of Carlsba Request for Proposal Californ I I 111. PROPOSAL EVALUATION CRITERIA B 8 II 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. 8 t I E 1 I 1 I 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 I II 20 1 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. E I D I 6. 7. 8. Hardware/software service capability. 9. 10. It 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. I 1 13. 14. e 1 15. The seamless integration of the various system modules. C 1 1 e 8 1 I 1 21 I Financial In formation Systems City of Carkba Request for Proposal Californ I I I 1 I I I I 1 I I I i I I I I 22 I I IV. ESTIMATED VOLUMES The following pages summarize the estimated volumes of transactions and records associated with the City’s application processing requirements. 1 1 I I i m k 5 d 0 k z 0 ”, 0 \o 0 0;2m 3 \o 00 0 5!l o“z:ooo zsl,w,, ~ 0 80- 3 \o m* lnooogg 10 b2Z-et.q b I I I I v, 00 m 0 0 0 00 vl 0000 I I I I 1 b 0, - m! Wn v, c\l v, A+ I c13 0 0 v, 00 IA m + 0 00 0 00 4 b 0, -, 4 AA 0 m 9 8 3 > z 0 rn w 0 I I M I 1 1 Orno O- 2 00 a 0 00 0, 2 9 d z E> + z 0 0 000" 0 0 In 00 00 0 8 3 mn m g : 0, F IA c\1 In 4 mm 0 u? m 0 00 zzo 00 0 0 0 0 g o,o, 00 m 4ms 22 0 1 I m 1 1 I 2, rn 0 8 i3 5 I4 0 I, z 0 m 0 zg 008 0 m, g m? d- 0, * 0 0 m 3 d d m m zm 0 0 0 0 mom 0 VI m? c\l m? d g * m, m 32 4 I OZO otnmom 5 1 q b m 00 $! m gz Em io o_umu- 00 om urn I I 1 1 .- - I m 1(3 ommo~c\l !2 mrn 9 I4 0 m + z 0 - .4 - om om m-. om 22 1 II I I 1 3 d El 9 + z 0 8s 5% Financial Information Systems City of Carlsba Request for Proposal Californ li V. SYSTEM CONFIGURATION I A. Current Systems I The City currently utilizes the following systems: HP3000 Series 70 I i I I I I 1 I I I I I 1 I 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 e PCs and Mac equivalents. e 0 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. 0 0 I 29 Financial In formation Systems City of Carlsbc Request for Proposal Califon I I I I I II I S t 1 1 s I 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 rn 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 1 I 1 30 Financial Information Systems City of Carlsba Request for Proposal Californ 1 l Printers 1 laser printer. I 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 I 1 1 I 1 1 I I 1 I I I 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 - - I 31 I 1 e.- ! I Financial In formation Systems City of Carkbc Request for Proposal Califorfi VI. SYSTEM CONFIGURATION AND COST SUMMARY FORMS I I I I I I I I I 1 I I I I 33 I 1 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 zzzzzz I 8 1 $$$$$$ *mvIv)vIrA i I I v)v) EE zz I I 8 i I 1 I B E ga iqm $ 6 .r( 3% cucu 00 on.$= 5 -3 .g -g gg il I E cg 5 52 22 2.gp t g !H gii egq.1 .i .El .El .a .El .El .$ $ g ~ i $3 48 1 8 22 E E m sa -- hT) rn - 8 i 3 4- a 1 (iig ma 3 B b $8 0.0 aa 0 agj; i i 3 P 0 u c d I i m E z 0 ‘!i 1 8 &L9 $E z 0 u w b E I 1 1 B I 1 1 1 1 s m rn E4 m $8 ggf 4 uu 44 .g z .$ m 3 -8 2 j -8 8 2 58 $3 cu $8 Pca %&8 8 g.2 8@ "$.gig.$ E&Q ugp b8ti qg see Ema h 88SUOO 0 0 gaak& 0- 233 3gz 3 Bg i3 s .g? 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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 I l 1 1 Q I I 8 1 i li 1 I 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. I li 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. I I I I I I I 1 I I 8 I 47 E 5. 6. 7. 8. m Financial Information Systems City of Carlsba Request for Proposal CaIiforn 1 E IC I I I I I I 1 I 1 I I I I I I 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. 1 48 9 0 fcri 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 -- i 1- - r Ii %- -v i $,. t_,? -,,:’ - <- 1- I .,e i m ACCOUNTING - ACCOUNTS PAYABLE 1 0 a 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 I 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: e ACCOUNTING - I FIXED ASSETS e a Page# : 13 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 e ACCOUNTING - GENERAL LEDGER w e a 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. Numb Feature Description //IF Feature Type 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 e 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 e 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 Feat Numb yL Feature Description Feature Type Numb Feature Description E- ~rF Feature Type a CLERKS INDEXING I e 9 Numb Feature Description PI TIL Feature Type Page#: 41 ............... ............... ................ ............... CLERKS INDEXING 4205 Capability to inquire by multiple uses PROCESSING REQUIRI and by public access. a DOCUMENTATION r e 0 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 e 0 Page#: 44 100 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 e FLEET MANAGEMENT m e e 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 e a Numb Feature Description 'TL Feature Type ~umb Feature Description -7F Feature Type 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. e HUMAN RESOURCES - ; PERSONNEL e 0 Page#: 58 ............... 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 Numb Feature Description E 1F Feature Type 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 \ a a INVENTORY rn 0 a Numb Feature Description ‘TL Feature Type Am, I ~umb Feature Description -7F Feature Type .PI- Feat Numb Feature Description a I PERMITS w 0 e Feat ~umb Feature Description -Ti,..,, Feature Type Numb Feature Description lF Feature Type .m. Numb Feature Description PI, 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 e 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 e 0 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 e 0 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 e UTILITIES - METER INVENTORY r e 0 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 e WORK / SERVICE ORDERS Ex e a 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 e 0 e a 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 a 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 ASCII file. 0 Financial Information Systems Proposal for the City of Carlsbad e a Financial Information Systems Proposal for the City of Carlsbad ~ BI-TECH Software. In 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 . e 1 I I I I l a I I Financial Information Systems Proposal for the City of Cylsbad I 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. e Hardware Training Please refer to the Hewlett-Packard response in Section 14 of this response. a Financial Information Systems Proposal for the City of Carlsbad l a I , e e I I I \I bl \I C 0 a C + m 0 Q C C .- CI 5a 0, 22 9 a5 ss 0' I 0 11 .Y 8 &Sa $E gC 0 sg $8 v) E I- C C .- - - a a 8 Q E 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. e 0 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 61-TECH Software, It 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 e 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. e 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 BI-TECH Software. In 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. a c 0 Financial Information Systems Proposal for the Cify of Carlsbad 61-TECH Software. 11 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 * e Financial Information Systems Proposal for the City of Carlsbad BI-TECH Software. Ir 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. Marketing e Consultation * e Financial Information Systems Proposal for the City of Carlsbad 81-TECH Software, Ir 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. 0 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. ' migration product as well. * 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. 0 Financial Information Systems Proposal for the City of Carlsbad BI-TECH Software. Ir 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. e a e Financial Information Systems Proposal for the City of Carlsbad Bl-TECH Software, h 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. a e Financial Information Systems Proposal for the City of Carlsbad BI-TECH Software. In 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. 0 module. a 0 Financial Information Systems Proposal for the City of Carlsbad BI-TECH Software. 11 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. e e Financial Information Systems Proposal for the City of Carlsbad BI-TECH Software, Ir 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. a e 0 Financial Information Systems Proposal for the City of Carlsbad e a 0 BI-TECH Software, Ir Section 3.0 Hardware Information Please refer to the Hewlett-Packard response in Section 14 of this response. e e a Financial Information Systems Proposal for the City of Carlsbad e e 8 BI-TECH Software. In Section 4.0 Operating System Software a Please refer to the Hewlett-Packard response in Section 14 of this response. e a Financial Information Systems Proposal for the City of Carlsbad \2. -.. * Page No. 1 05/25/95 _____--_________-______ ....................... Feature/Function Report ....................... __---_--_---------__--- a 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 a Page No. 2 05/25/95 ------_------------_--- __-----__----------____ Feature/Function Report ....................... ....................... 9 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. e Page No. 3 05/25/95 ....................... ....................... Feature/Function Report ....................... -----------______--____ a 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. e Page No. 4 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... a 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 e Page No. 5 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... 8 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 e Page No. 6 05/25/95 ------_-_-------__-____ _-_--__--_--__-_---____ Feature/Function Report __________-____________ ___-_____---___________ a 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 e Page No. 7 05/25/95 ___-------------------- ---_____---------______ Feature/Function Report ....................... ....................... e 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 Page No. 8 05/25/95 __----_______--________ ....................... Feature/Function Report -__---_-_--------_-____ ....................... 0 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 e Page No. 9 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... a 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 a Page No. 10 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... a 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 a Page No. 11 05/25/95 -_______-_-_______----- ____________________-__ Feature/Function Report _-_______--____________ ___----__________------ 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 a Page No. 12 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... e 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 e e Page No. 13 05/25/95 ____-__________________ _____-_____-_-____-____ Feature/Function Report _____--_--______-______ __-_-__________________ e 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. e Page NO. 14 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... e Feat. 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 Page No. 15 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... * 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 a Page No. 16 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... e 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 Page No. 17 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... e 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 . a Page No. 18 05/25/95 __-____________________ ....................... Feature/Function Report ____-____--__-_--______ ....................... a 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 Page No. 37 05/25/95 ---_-------------_----- -__-___---------------- Feature/Function Report __---_----------------- ....................... a 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. e Page No. 38 05/25/95 _-----------------_---- ----_--_---_-__-_------ Feature/Function Report ....................... ---------____________-- a 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 e Page No. 39 05/25/95 ....................... ....................... Feature/F'unction Report ....................... ....................... a 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 Page No. 40 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... e 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 Page No. 41 05/25/95 ....................... ....................... Feature/Function Report ....................... _____---_----_-__--_--- e 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, Page No. 42 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... e Feat. 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 e Page No. 43 05/25/95 ....................... -----------------_-_--- Feature/Function Report ....................... ....................... e Feat. Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... --------------- 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 e Page No. 44 05 /25 / 95 ....................... ....................... Feature/Function Report ....................... ....................... e 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. e Page No. 45 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... e Feat. 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 Page No. 46 05/25/95 ....................... ....................... Feature/Function Report -_--------------------- ....................... e 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 Page No. 47 05/25/95 __--------------------- ----______-__---_______ Feature/Function Report ....................... ....................... a 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 Page No. 48 05/25/95 ....................... -_----_---------------- FeaturejFunction Report -_--_-_-_-_--_-______-_ ....................... a 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 a Page No. 49 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... a Feat. 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 Page No. 50 05/25/95 ....................... ....................... Feature/Function Report __---__________________ ....................... a Feat. 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 Page No. 51 05/25/95 ....................... ....................... Feature/Function Report _------__-_____-_______ ____--_________________ a 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 a Page No. 52 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... 0 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 a Page No. 53 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... a Feat. 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. a Page No. 54 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... @ 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 a Page No. 55 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... I) 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 Page No. 56 05/25/95 ....................... ....................... Feature/Function Report ....................... -_--------------------- a 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 a Page No. 57 05/25/95 ------------________--- -------------__--___--- Feature/Function Report -----------____________ ....................... e 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 Page No. 58 05/25/95 ....................... ....................... Feature/Function Report ....................... ------------__-_-__-___ a 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 e Page No. 59 05/25/95 -----------------___--- _________---_______--_- Feature/Function Report ....................... ....................... e Feat. 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 Page No. 60 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... 0 Feat. 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 Page No. 61 05/25/95 _-_________-___________ ----_____-_-___________ Feature/Function Report --_-_-------___________ _-_____________________ a 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 Page No. 62 05/25/95 ....................... ----__---_-_-----_-__-- Feature/Function Report ....................... ....................... a 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 Page No. 63 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... e Feat. 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 Page No. 64 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... a Feat. 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 Page No. 65 05/25/95 __________--___________ ....................... Feature/Function Report ....................... _____-------_____-__--_ e Feat. 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 Page No. 66 05/25/95 ....................... _----_---------________ Feature/Function Report __----------_-_____-___ __---------__--_-______ e 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 Page NO. 67 05/25/95 _-__--______-__________ -__---__-___--------___ Feature/Function Report -___--__-______----_--_ _-__--_________________ a 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 Page No. 68 05/25/95 ________---_______-____ ____________________--_ Feature/Function Report ....................... _---------_______------ a 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 Page No. 69 05/25/95 -_----____----------___ ---_-____---___________ Feature/Function Report _-_--__________________ --__-____---___________ 0 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 Page No. 70 05/25/95 _-________--___________ _-_______-_-___________ Feature/Function Report --_____________________ _-______-_--___________ a 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 Page No. 71 05/25/95 -____-__--------------- ....................... Feature/Function Report _______-------_--_-_--- __-_________----------- a Feat. Numb. Feature Description Vendor Response Vendor Comments _-_-_ ____________________-------------- .................... -------_------- project) . 430 Capability to interface with the NOT AVAILABLE Projected for Work Order module. release in first quarter of 1996. a rn Page No. 72 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... a Feat. 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. (. Page No. 73 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... e Feat. 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 Page No. 74 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... e Feat. 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 Page No. 75 05/25/95 ....................... ....................... 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 Page No. 76 05/25/95 ___----------_-________ ....................... Feature/Function Report ....................... ....................... e 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 Page No. 77 05/25/95 _--------_------------- -----------------___--- Feature/Function Report -------___---------_--- ....................... e Feat. Numb. Feature Description Vendor Response Vendor Comments ----- .................................. ----______-__--_____ _______________ 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 Page No. 78 05/25/95 ....................... ....................... Feature/Function Report ---__-_________________ ....................... e 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 Page No. 79 05/25/95 ....................... ....................... Feature/Function Report ....................... __________-____________ a Feat. 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 Page No. 80 05/25/95 __-_____________-______ _____--____--__--______ Feature/Function Report __-____________________ ....................... 0 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 Page No. 81 05/25/95 ....................... ....................... Feature/Function Report ....................... __--------__-__________ e 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 Page No. 82 05/25/95 ___---__-__--___-______ __-_____---____-_______ Feature/Function Report --_----__---___--___-__ _--_____-______________ a 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. a Page No. 83 05/25/95 ______-_______-________ _____-_________________ Feature/Function Report ....................... __________-____________ @ 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 Page No. 84 05/25/95 ____-___--_-_-_________ --___-_________________ Feature/Function Report __-____________________ ____-___-__-_-_________ @ 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 Page No. 85 05/25/95 ______-____--__-_______ ....................... Feature/Function Report ___-___-___---_________ ....................... a 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 Page No. 86 05/25/95 ....................... -________-_____________ Feature/Function Report ___-_____-_____________ -_________-____________ a 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 Page No. 87 05/25/95 _____--________________ ----___________________ Feature/Function Report --_-----____________--_ ----__-__--_________-_- a 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 Page No. 88 05/25/95 _______-_______________ ____--_-___-___-_______ Feature/Function Report _-______-______________ ___-___-_-_____________ 0 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 Page No. 89 05/25/95 -_-___-----_-___--_____ -------___-_----------- Feature/Function Report ___---_________________ _--___-______----______ 0 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 a Page No. 90 05/25/95 ....................... Feature/Function Report ....................... ....................... a Feat. 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 Page No. 91 05/25/95 --_------__-----__----_ __________--___________ Feature/Function Report ....................... _-_______--____________ a Feat. 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 Page No. 92 05/25/95 ....................... ....................... Feature/Function Report -_______---__-__--_____ -_______-_--_--________ e Feat. 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- a Page No. 93 05/25/95 ....................... Feature/Function Report ....................... ________--_____________ 0 Feat. Numb. Feature Description Vendor Response Vendor Comments ----- ---_________________--_----------- .................... -------------_- ** 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. @ Page No. 94 05/25/95 _____--________________ __-__---_--____________ Feature/Function Report ---__--------__-__-____ ....................... a 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 a Page No. 95 05/25/95 ....................... ....................... Feature/Function Report ....................... ___-_-__________-______ 0 Feat. Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... _______________ 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 Page No. 96 05/25/95 -----------____________ -------------_--____--- Feature/Function Report -___-----------_____--- -----__________________ a Feat. 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 Page No. 97 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... 0 Feat. Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... _______________ 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 Page No. 98 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... 0 Feat. Numb. Feature Description Vendor Response Vendor Comments ----- ____________________-------------- .................... _______________ 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 a Page No. 99 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... a Feat. Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... --------------- ** 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 Page No. 100 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... a Feat - Numb. Feature Description Vendor Response Vendor Comments ----- .................................. ____-__-_______---__ _______--______ 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 Page No. 101 05/25/95 _____----__________---- ________---------___--- Feature/Function Report _________-_-____-____-- ____-_---___________--- 0 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 0 Page No. 102 05/25/95 ---____________________ ....................... Feature/Function Report ______--_______________ --_____________________ a 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 Page No. 103 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... a Feat. Numb. Feature Description Vendor Response Vendor Comments -__-- ----_---_-__________-----___--_-__ .................... _______________ 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 Page No. 104 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... a Feat. Numb. Feature Description Vendor Response Vendor Comments ----- --_________________-------_------- .................... --__--_-___-___ 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 Page No. 105 05/25/95 ....................... ....................... Feature/Function Report ....................... __-_-------___________- 0 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 Page No. 106 05/25/95 -----------___-________ ....................... Feature/Function Report -----------__-___--_--- ....................... a Feat. Numb. Feature Description Vendor Response Vendor Comments ----- .................................. ----------__________ _______________ 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 Page No. 107 05/25/95 ....................... ....................... Feature/Function Report ....................... ....................... 0 Feat. Numb. Feature Description Vendor Response Vendor Comments __-_- ____________________---___________ .................... _______________ ** 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 Page No. 108 05/25/95 ....................... ....................... Feature/Function Report --__--_-_-_----------__ ....................... a 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 a Page No. 109 05/25/95 ....................... -------------_____-_--- Feature/Function Report ___________-___________ _____-------___________ 0 Feat. Numb. Feature Description Vendor Response Vendor Comments ----- .................................. .................... _______________ ** 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. Page No. 110 05/25/95 ___-__----------------- ....................... Feature/Function Report ....................... ....................... a 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 Page No. 111 05/25/95 ----__-________________ -__---_-_-------_--____ Feature/Function Report -------________________ -----------_________--_ 0 Feat. Numb. Feature Description Vendor Response Vendor Comments ----- .................................. -----_______________ _______________ 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 Page No. 112 05/25/95 _______________-_______ _____--_______----_____ Feature/Function Report -------------_-__-_____ ....................... e 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 Page No. 1 05/25/95 ...................... __-___________________ 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 Page No. 2 05/25/95 ...................... ...................... Technical Items Report ...................... ...................... e 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 Page No. 1 05/25/95 ---__-------____------ _____-________________ 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 e 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 a Page No. 2 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 a Page No. 3 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 $75.00 hour for any modifications to the migration path due to data file structure differences. 8 ___ ------ __ __- _-___~ __________ - - _______ - __. - . _..__I___ BI-TECH Software. In( Detailed Functional Descriptions By Module Listed below are brief overviews of each Interactive Fund Accounting System module Please refer to the "Features Common To Our Software" datasheet enclosed fc additional information. General Ledger Account Structure a The system will support up to 16 levels. Each level may be from 0 to 8 position in length, with each level being designated as digit or character. The user ma also inquire and report based upon embedded positions within a level; e.g Extract all funds which have a "4" in the second position. When the user enter an account number on a data entry screen, the field is 40 positions long and ma be used to enter both a GL account and, optionally, a Job Ledger account; thu: both GL and Job or Project ledger are related with each other and may cross th other's*- boundaries. The user determines the amount of history kept on-line. Many clients have ovc five years of on-line detail, as there is no performance penalty paid because w key transaction details by month and year number. Also, any of your requeste reports may specify that you want the report spooled to Microfiche or to a WORl drive. Our Recurrent Journal Entry (RJE) module may be run at any user define interval and may contain any calculation desired (including budget, actua encumbrance, and constant values). For example, RJE's are used to do i Indirect Cost recovery, all closing procedures, all income distributions, all utilii allocations, phone allocations, and a host of other formula driven postin$ 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 a Data Entry Validation Duplicate Entry Controls Open Periods e 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 e Account Balance Controls . Ad Hoc Reporting e a 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 e Grant Regulations Indirect Costs e 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. 0 Reserve Account transfers Standard Reports e 0 Financial Information Systems Proposal for the City of Carlsbad Bi-TECH Software, In 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. e 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 9 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. a Budget periods Original and Revised budgets Position Control budgeting a a 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. I) a m 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 0 Invoice Number On-line Inquiries Budget checks a 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 e Financial Information Systems Proposal for the City of Carlsbad BGTECH Software, In 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 I) 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 e Audit and security controls e 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 a e 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. e Multiple locations Print receipts Overpayments Cash drawer Interfaces e 0 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. 0 Overdue reports Automatic liquidation Statements and bills Inquiry a e 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 e 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. e Carry over encumbrances e e 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. a Data elements Adjustments Depreciation Replacement value GL & AP Interfaces a Ad hoc reporting a 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. 0 e 0 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. 0 Central or department data entry Monthly payroll Floating holidays Attendance I. Special Pays Charged time Multiple project distributions a 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 a 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 a 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 a e 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. 4B Position history Recruitment Ad hoc reporting e e 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. 0 Modeling Vacant Employees Global Salary Increases 0 Budgeting Model Implementation 8 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) a 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. e e Financial Information Systems Proposal for the City of Carlsbad BI-TECH Software, In( 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: (I) 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 a 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 e Financial Information Systems Proposal for the City of Carlsbad BI-TECH Software. In( 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 0 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) a a Financial Information Systems Proposal for the City of Carlsbad BI-TECH Software. In Blood System to A/P and A/R American Red Cross e a a Financial Information Systems Proposal for the City of Carlsbad e e 0 BI-TECH Software. In 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 IJ) ???????? Guaranteed Response Times ????????? a Financial Information Systems Proposal for the City of Carlsbad BI-TECH Software, In 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 Financial Information Systems Proposal for the City of Carlsbad 0 (I) BI-TECH Software. In 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) a 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. 0 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. a Financial Information Systems Proposal for the City of Carlsbad BI-TECH Software, In 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. 0 @ e Financial Information Systems Proposal for the City of Carlsbad BI-TECH Software. Ir; 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. 0 e 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. 0 Financial Information Systems Proposal for the City of Carlsbad BI-TECH Software, Ir 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 e r) Financial Information Systems Proposal for the City of Carlsbad BI-TECH Software. In 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. a BI-TECH Software, Inc. Dated: BY: W. Gary Sitton President LICENSEE: (LICENSEE NAME) Dated: BY: Printed Name: Title: e Financial Information Systems Proposal for the City of Carlsbad Bl-TECH Software. Ir 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 $ a Financial Information Systems Proposal for the City of Carlsbad El-TECH Software. Ir 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 $ a 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. ~ a a Financial Information Systems Proposal for the City of Carlsbad Bl- TECH Software. In 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: - - 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. - - - 0 Financial Information Systems Proposal for the City of Carlsbad BI-TECH Software. In 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. 0 Financial Information Systems Proposal for the City of Carlsbad a e 0 BI-Tf CH Software. In 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. e 0 - Financial Information Systems Proposal for the City of Carlsbad m 0 a 81-TECH Software, Ir 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 0 0 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. e > function is to bring together the Object Code (representing sources and uses of func a a 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. 0 0 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. e * e Financial Information Systems Proposal for the City of Carlsbad a e 0 El-TECH Software. 11 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 a 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 User Training on Business/Animal Licenses 0 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 e a 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 e 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 e 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. e Financial Information Systems Proposal for the City of Carlsbad a e e BI-TECH Software, In 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. a II) Financial Information Systems Proposal for the City of Carlsbad a mcr)Q)mocuQ, I x S Q) P P z a I S 0 Q .I c. 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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. 0 0 0 Financial Information Systems Proposal for the City of Carlsbad e 0 e 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 a 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 e 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. 0 e 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 e 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. e a 0 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 4D 0 a 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 * a a 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 a 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 0 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. a * 8 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 a e 0 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. a 0 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. e Appendix A Vendor Profile Vendor Information e 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 0 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 e 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 e Printers Line printer 1 HP C2354A 840 lpm Laser printer 1 HP C4672A 40 ppm 3050 page e Appendix D Hardware Cost worksheet Annual cost total recurr e 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 e 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 e 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 e 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 e 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 * 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 a a a 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 e m 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 e 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 e - 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 .% .% EE c9 ss E e % 2? ;E 3- @a? ss h UJ E Q) Q) ! .- CI 0 .- g $n E 6 PS -- u)C & g1 Q) .g 5 G c .- 5; OC Q v) st! m 0 g% 00 &.g .: =E -lQ tt F s$ 2 PZ zz z3E5 .- =z E4 .E .E .- 0 k .- X E{ E .- E'z .- u) c 4- u) .- 3 rn 0 0 Q > *= Q) t%n cn Q)S$ .= Q ?E ff E.! 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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 0 0 March 30, 1995 1- 2- 3- 4- 5- 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. i 0 0 Page Two 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 i J; j (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) z -- ,/ (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 flOY&dvlq A3 kG< z*. r /\ ,\ , '\ r; ~ GJ 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 _- 2