· Web viewSystem should have logic to identify the position of the routing# and account# on cashier’s checks. Some cashier’s checks have the routing# followed by the account#,

Batch Payment Processing Solution Palm Beach County Tax Collector Request for Proposal

5. Statement Of Business Requirements

5.1. Functionality

Note:SD – Standard Requirement is standard to application software no modification needed.MC – Moderate Change Application software will satisfy this requirement with moderate modification (to be

accomplished within two days)SC – Significant Change Significant customization (beyond two days) is needed to satisfy the requirement.

No. Requirement Description SD MC SC CommentsGeneral1. Support for mixed-operation processing and

virtual batching o Mixed operation processing is defined as the ability to scan multiple work types together. The software would then identify and classify the type of documents being scanned and batch them into like types.

Example: 5 envelopes are scanned; 3 contain tax payments, 2 contain motor vehicle payments. The software should virtually batch the contents into 1 tax batch and one motor vehicle batch.

2. Business rule capabilities o User-configurable business rules for payment processing such as calculations based on stub fields, check fields, etc.

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3. Zoned-field extraction o Examples include: Detecting address changes and generating a report (PDF, etc.) of everything with an address change. Check boxes Etc.

4. Customized work flows by criteria o Example: Based on scan line criteria, route to different users or users with different roles.

5. Optional customized programming o As needs grow and change, as well as legislative changes that may occur and be outside of our control, we may require custom programming to accommodate such changes.

6. Custom reporting o Capability to generate custom reports

7. Ability to deposit funds either physically or electronically for the various operations (Property Tax, Business Tax, DMV).

8. System should read the name and address information from checks for processing refunds

9. System should have logic to identify the position of the routing# and account# on cashier’s checks. Some cashier’s checks have the routing# followed by the account#, and sometimes the account# is first followed by the routing#

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10. System should have the ability to perform real-time lookup of payment amount due from third party application or local database.

11. Second pass hot files should be processed in any order, and not only the order in which the work is processed.

12. System should have the ability to change the orientation of the checks and/or stubs and also capture the MICR and scan line information even if paper is scanned in a different alignment.

13. System should provide a management dashboard with real time statistics on amount of work received, in process, queued, and completed.

14. System should have various reports for balancing

- Unencoded Checks Report- Rejects Report- Account Number Detail

Report- Over/Short Report- Batch Collections Report- Bank Tape Register Report- Direct Deposit Report- Check 21 Rejects Report- Bank Deposit Slip Report- Batch Total Report- Other Reports

DMV

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1. The system should have the ability to read the 1 and 2 year amounts from the stubs and should be able to apply logic to automatically process the transaction if the amount of the check matches either the 1 year or 2 year stub amount.

2. Donation boxes on the back of DMV stubs need to be scanned so that the amounts can be automatically calculated by the system

3. System should have the ability to read the vessel type from the stub.

4. The system should have the ability to scan parking applications electronically.

5. The system should have the ability to read multiple DMV stubs when clients do not separate the stubs.

6. $0 DMV renewals need to be processed separately than other transactions.

Property Tax1. System needs to be able to scan property tax

returned mail. Envelopes contain a single or multiple bill stubs. The envelope also contains multiple informational inserts. Thickness will vary year to year based on the number of inserts included.

2. Need to have the ability to scan returned mail (all stubs in envelope) and create an output file in a user-defined format that is uploaded into a third party tax application (Reuters – Aumentum).

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3. System needs to read the postmarked date on the envelope to associate the proper discount period for processing. 4% discount needs to have envelope postmarked in November, 3% discount for December, January for 2%, and 1% for February. Client needs to be able to set these dates in system (configurable option) without a change request.

4. Application should provide multiple rounding options when calculating the discount period to avoid rounding discrepancies between the mail processing application and the TCO Tax software. Client needs to be able to adjust rounding in system without a change request.

Business Tax Receipt1. Separate transactions that require BTR

certifications. Staff needs to enter the certification information in the tax collection software (Aumentum) prior to processing the payments.

2. System should have the ability to process account numbers that contain 9 digits and also account numbers containing 10 digits.

3. System should automatically process stubs coded as 01 in the scan line. Items coded as 02 in the scan line need certification work to be entered in the tax system prior to processing the payment.

Remote Check Scanner1. System should be able to extract bank routing

and check account information from checks.White Mail

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1. System should have capability for branches to scan documents for transactions such as parking permit applications, Business Tax applications, etc.…

3rd Party Web Payment Providers1. System should have the capability to scan

batches of checks from 3rd party online bill payment providers, and provide staff sitting in front of the mail processing equipment the ability capture the PIN number for import into our collection system (Aumentum).

An interface or table will need to be built for cross-reference in order to convert data (Parcel ID Number “PIN” to bill number), allow for verification, create an import file to update the payment status.

6. System Requirements

6.1. Technical Requirements



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No. Requirement Description SD MC SC Comments1. Application Integration

Same Look and Feel Single Administration Single Programming Language(Excellent integration means that the user feels like they are using applications from a single environment.)

2. Auto-Documentation, Flexible Reporting and Web Publishing(Readability of output. System should have a very flexible and powerful GUI based report writer or a facility to be able to export output into other reporting tools)

3. Web Enabled Application(Application runs on Internet environment. Should have extensive connectivity through EDI and should support popular standards like EDIFACT.)

4. Ease of Use Intuitive Interface Online Help Non-modal screen navigation(User-friendly. System should use standard Windows icons, layout and make extensive use of shortcut features. It should have context sensitive help, and wizard-like natural language query.)

5. Connectivity to Office Automation(Ability to provide connectivity to PC based office automation products like MS Office, etc.)

6. Support for centralized component based environment(single tier deployment environment).

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7. Relational Database Management System (RDBMS)(The application package should be built around modern day Relational Database Management System, preferably SQL Server or Oracle.)

8. Standard DBMS connectivity to external data sources, Such as ODBC, OLE DB, JDBC. (ODBC at a minimum; others are bonus.)

9. Operating System(The application package should run on industry standard operating system, preferably Windows 7 or higher.)

10. Hardware Compatibility(Should run on the latest high-end PC Server technology and be portable to any mid-range business server.)

11. Multiple-User Access(Ability to provide concurrent system access to multiple users and it should not cause file or record deadlock. Provide fast response time to all concurrent users.)

12. The system should be able to cope with or should be: Multi-Site Multilingual (e.g., Spanish, Creole, French) Ability to process inter-company transactions

13. All raw data captured can easily be transferred to a report via a report writer.

14. Forms and reports can be printed to a specific printer according to user ID, company/division or other criteria.

15. Transaction volumes and amounts generated per location.

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16. Allow removal of all masters and transactions of selected transactions.

17. Year 2000 Compliance(The system must be Year 2000 compliant in all aspects.)

DBMS18. ODBC/JDBC Support

19. Referential Integrity

20. Built-in Trigger

21. Stored Procedure

22. Row Level Locking

23. Journal, Commitment/Rollback

24. Online Save

25. Administration Tool

26. Open Platform(Could run on more than one platform, preferably SQL Server or Oracle.)

27. Online access to SQL Server 2012

End User Query Tool28. Exploration Flexibility

(Drill-down)29. Administration

30. Export Capability to Office Automation Software

31. Web Publishing Output

32. Row and Column Level Security

33. Charting Facility

34. Reporting Facility

35. Browser-Based User Interface

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36. Performance Monitoring/Tracking

6.2. Security and Control Requirements



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No. Requirement Description SD MC SC Comments1. Multiple User Classes

(The system must allow for multiple levels of user classes. Each lower level corresponds to more limited access.)

2. Access Control(Access control should be based on menus/options.)

3. Screen Level Security(Entire screens or selective parts of screens should be accessible only to duly designated classes of users. Hence, a user belonging to a high-level class can access more screens than a user belonging to a lower level class.)

4. File, Record and Field Level Security(Specific files, records and fields are only accessible to duly designated classes of users. There are also different levels of accessibility. Users belonging to a specific class can either have read, write, update or delete rights. Users belonging to highest level of class or those in system administration group may have all the access rights.)

5. Access level based on location (i.e., users are classified on which location they can access).

6. Access Control to Client Data(Since we will be providing our Clients with access to information regarding their transactions, there must be a control in place so that the Client will have access only to information regarding him and him alone.)

7. Password(Password should be readily changeable by the end users. The system should force

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6.3. Audit Requirements



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No. Requirement Description SD MC SC Comments1. Full Transaction Traceability

(All transactions will need to be audited to show the source of initiation of the transaction, the individual who worked on the transaction, and the date/time of initiation and completion of the transaction.)

2. User Logs(There must be full visibility of all systems activities of all users.)

3. Data Integrity(There must be mechanisms that verify the integrity of data. There must also be control mechanisms on the EDI front to ensure that any data transmitted is acknowledged back to the originator. This acknowledgment must be compared to the original transmission and any exceptions highlighted.)

4. Roll Back/Roll Forward and Mirroring(It should be possible for the RDBMS to roll back/roll forward using transaction logs. Mirroring of the database at the remote location will allow continuous operations, even if network connectivity to the central server is disrupted.)

5. Input/Output Interface Controls(There must be full controls on all input and output interfaces.)

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6.4. Target System Performance



No. Requirement Description SD MC SC Comments1. Ability to Handle Volumes

(The system should be able to handle the volumes as projected in Section 3.4, Transaction Volumes, without any degradation in system speed.)

2. 24 Hour Access(The system should provide 24-hour access. Day-end activities should not interfere with users’ access to the system. The system should allow for online backups and other housekeeping activities.)

3. Printers(The system should support a wide variety of laser printers.)

4. Performance Degradation(There should be no noticeable degradation in system performance for up to 300 users.)

5. Historical Data(The system should be able to maintain historical data online in accordance to PBCTC records retention guidelines. See Appendix C)

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Documents

· Web viewSystem should have logic to identify the position of the routing# and account# on cashier’s checks. Some cashier’s checks have the routing# followed by the account#,