[XLS] · Web viewEY-95098 EY-95099 EY-95102 DRMT-53 SDS-085 SDS-099 Provide n-tier architecture with separation of architecture concerns. EY-95001 Provide a suite of fully-integrated

Page 1 of 273 Business Requirements - Cycle 1October 12. 2015

Cycle 1 Business Requirements - Agency Working Copy

Agencies may use this Excel document to collaborate internally for the review of the Cycle 1 Business Requirements.

Column A B C D E F G H

Field Category Subcategory Number Requirement

Provided or Optional Provided Provided Provided Provided Provided Optional Optional Optional

Yes Yes Yes Yes No Yes Yes Yes

Type Text Text Numeric Value Text Defined List Defined List Defined List Text

This sheet provides instructions for using Excel, and you may use the tabs at the bottom to navigate to other spreadsheets in this file.1. Columns A - E are provided to support agency review of the Cycle 1 Business Requirements. 2. Columns A and B describe the general subject of the requirement and can be used to filter the information.3. Based on your review, you may use Columns F, G, & H to capture any items needing clarification or suggested rewrites. 4. All feedback must be submitted through DecisionDirector no later than 11/23/2015 by 5 p.m. by the designated Agency Coordinator. This working file should not be submitted to the Florida PALM Project.

Area of Focus (General / Focus) Clarification Needed (Yes / No)

Suggested Rewrite (Yes / No)

Agency Comments (required if Clarification Needed or Suggested

Rewrite selected)

Included in DecisionDirector

Page 2 of 273 Business Requirements - Cycle 1October 12. 2015

Description

The grouping value which describes the functional or technical topic of the requirement.

The grouping value which further describes the functional or technical topic of the requirement.

The value assigned to the requirement for tracking purposes.

The description of the business requirement.

The value that delineates whether the requirement is an area of focus (F1, F2, or F3) recommended for agency review or general (G) in nature. Focus items are coded as:F1 = Florida Specific - Requirements unique to Florida and / or related to a Statute or Rule F2 = High Impact Subcategory - Entire subcategories of requirements that are areas of interestF3 = Agency Interest - Individual requirements of interestPlease Note: All requirements coded with an F, regardless of subsequent number, are of equal value. The subsequent number only indicates grouping.

Select Yes or No

Yes: Clarification is needed and the area for clarification is stated in Column H - Agency Comments

No: No clarification is suggested. Alternatively, this field could be left blank for no clarification needed.

Select Yes or No

Yes: A rewrite is suggested, and a suggested rewrite is in Column H - Agency Comments.

No: No rewrite is suggested. Alternatively, this field could be left blank for no suggested rewrites.

If Clarification Needed or Suggested Rewrite is marked "Yes", this field will change color and additional information must be included in this field to describe the clarification needed or to state the suggested rewrite.

Page 3 of 273 Business Requirements - Cycle 1October 12, 2015

Cycle 1 Business Requirements - Agency Working CopyThis document is a draft and should not be relied upon for preparation of any proposals.

For Internal Agency Collaboration Use

Category Subcategory Number RequirementAsset Management Additions and Maintenance AD001 Provide ability to direct input asset information into the system. F3

Asset Management Additions and Maintenance AD002 G



Asset Management Additions and Maintenance AD005 F3




Asset Management Depreciation AD009 G


Asset Management Inventory Maintenance AD011 F3

Asset Management Security AD012 F3




Area of Focus

(Focus/ General)

Clarification Needed (Yes/No)

Suggested Rewrite (Yes/No)

Agency Comments (required if Clarification Needed or Suggested Rewrite selected)

Provide ability to track and maintain pertinent data on capitalized assets based upon a user-specified criteria, including amount threshold by asset class type.Provide ability to allow on-line modifications, without technical intervention, of asset capitalization and control rules (i.e., no hard coding of rules).Provide ability for the system to perform the following Asset Management functions, with proper security: Additions.Provide ability for the system to perform the following Asset Management functions, with proper security: Mass change to all asset information.Provide ability for the system to perform the following Asset Management functions, with proper security: Deletions.Provide ability for the system to perform the following Asset Management functions, with proper security: Reverse previous transactions.Provide ability for the system to perform the following Asset Management functions, with proper security: Transfers.Provide ability for the system to perform the following Asset Management functions, with proper security: Multiple depreciation types (e.g., straight line, accelerated).Provide ability for the system to perform the following Asset Management functions, with proper security: Amortization of leases.Provide ability for the system to perform the following Asset Management functions, with proper security: Inventory/Warehousing items.Provide ability to limit the Asset Management functions based on the access granted to users by each agency with defined user security.Provide ability to generate asset transactions by user-defined criteria, with proper security/authority: Mass Updates.Provide ability to support a physical location hierarchy (e.g., parent/child relationship) of user-defined levels.Provide ability to link accounting activity (e.g., asset movement, depreciation) by relating a room or rooms in a building and the room's contents to a cost center.




Category Subcategory Number Requirement

Area of Focus

(Focus/ General)




Asset Management AD016 F2

Asset Management Document Management AD017 F2













Integration with Monitoring Systems

Provide ability to integrate with a Geographic Information System (GIS) system to geographically track asset location.Provide ability to attach electronic documents to an asset record, including, but not limited to, the following: Image Files.

Provide ability to attach electronic documents to an asset record, including, but not limited to, the following: PDF files.Provide ability to attach electronic documents to an asset record, including, but not limited to, the following: Word processing documents.Provide ability to attach electronic documents to an asset record, including, but not limited to, the following: Excel Spreadsheets.

Provide ability to attach electronic documents to an asset record, including, but not limited to, the following: Computer Animated Design (e.g., AutoCAD).Proved the ability to view electronic documents attached to an asset record when an asset record is being viewed/displayed.

Provide ability to add comments to an asset record (Minimum character length - 1000 characters).


Provide ability to integrate the Asset Management module with the Project Management module to carry forward relevant purchasing, descriptive, invoice and accounting information as a starting point for recording the asset.


Provide ability to integrate between the Procurement to Payment module and Asset Management module to identify expenditure transactions as capitalized assets when items meet user-defined criteria.

Provide ability to specify an effective posting date for all transactions within an open accounting period.


Provide ability to integrate the Asset Management module and Department of Environmental Protection's land management system (SOLARIS).


Provide ability to integrate the Asset Management module and the Department of Management Services' property business system (FLEET).Provide ability to create the following categories of assets, including, but not limited to: Land.





Area of Focus

(Focus/ General)


















Asset Management Additions and Maintenance AD044 Provide ability to record assignment of assets to a specific user. F3


Asset Management Additions and Maintenance AD046 Provide ability to generate an asset number on direct input items. G



Provide ability to create the following categories of assets, including, but not limited to: Buildings.Provide ability to create the following categories of assets, including, but not limited to: Building Improvements.Provide ability to create the following categories of assets, including, but not limited to: Leasehold Improvements.Provide ability to create the following categories of assets, including, but not limited to: Equipment.Provide ability to create the following categories of assets, including, but not limited to: Communication equipment.Provide ability to create the following categories of assets, including, but not limited to: Furniture and fixtures.Provide ability to create the following categories of assets, including, but not limited to: Vehicles.Provide ability to create the following categories of assets, including, but not limited to: Property under capital leases.Provide ability to create the following categories of assets, including, but not limited to: Construction in progress.Provide ability to create the following categories of assets, including, but not limited to: Infrastructure.Provide ability to create the following categories of assets, including, but not limited to: Collections of Artwork.Provide ability to create the following categories of assets, including, but not limited to: Other user-defined categories.Provide ability to establish and associate standard asset descriptive data fields for all assets.Provide the ability to have a free-form narrative long description of each asset item (Minimum Character Length - 500 characters).

Provide ability for the system to generate and assign an alpha-numeric asset number to a single item or multiple items purchased.

Provide ability to track the detailed cost for each item that makes up a whole asset.Provide ability to record user-defined identification tags (alphanumeric) of different asset items for assembled assets.





Area of Focus

(Focus/ General)












Provide ability to retain all associated asset information and history with the proper authorization.Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Funding Sources (multiple) by percentage or dollar amount (i.e., donated assets). This field can be updated as needed by users with proper security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Property Tag Number (inventory control number). This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: User Defined Fields (requires-minimum of 2). This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Property Officer or Custodian. This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Address Line 1. This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Address Line 2. This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: City. This field can be updated as needed by users with proper Security.





Area of Focus

(Focus/ General)











Provide Ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: State. This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: County Code/Name. This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Zip Code. This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Location Segments (up to ten) (e.g., Building, Floor, Section, Room, etc.). This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Geographic Information System technology location (latitude and longitude). This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Multiple Organizational Ownership Info. (including assets loaned to/from other entities). This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Funding Sources (multiple) by percentage or dollar amount. This field can be updated as needed by users with proper Security.





Area of Focus

(Focus/ General)











Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Chart of Account distribution. This field can be updated as needed by users with proper security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Financed items. This field can be updated as needed by users with proper security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Requisition Number. This field can be updated as needed by users with proper security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Purchasing Document Number (multiple) including: Purchase Order / Encumbrance Number. This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Purchasing Document Number (multiple) including: Voucher Number. This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Asset acquisition date. This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Asset acquisition method (user-defined). This field can be updated as needed by users with proper Security.





Area of Focus

(Focus/ General)












Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: In-service Date. This field can be updated as needed by users with proper Security.

Provide Ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Asset Condition. This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Asset Type. This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Improvement Date. This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Delivery Date. This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Warrant Number.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Asset Class Type. This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Value Amount. This field can be updated as needed by users with proper Security.





Area of Focus

(Focus/ General)












Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Original Cost.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Basis Amount. This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Trade-in Credit. This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Item Classification Code (user-defined) with multiple sub-class codes. This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Insured value/insurance information with user defined fields. This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Vendor Number, Name.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Asset Descriptive Information. This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Manufacturer Number, Name.





Area of Focus

(Focus/ General)











Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Model Year. This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Model Name/Number. This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Operator ID (user defined). This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Contact Information. This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Salvage Value. This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Serial Number. This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: License Number (if applicable, i.e. vehicle license plate or software license number). This field can be updated as needed by users with proper Security.





Area of Focus

(Focus/ General)











Provide ability to maintain and record detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: CFDA Number (if asset supports grant). This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Purchased with Federal Funds Indicator (yes/no). This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Maintenance Type (e.g., In-House, Maintenance Contract, Time and Material, Warranty, and Unknown). This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Maintenance Vendor. This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Employee Name (as established in human resources module) for employee to which asset is assigned to (if applicable). This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Employee Number (as established in human resources module) for employee to which asset is assigned to (if applicable). This field can be updated as needed by users with proper Security.

Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Warranty/Maintenance Information. This field can be updated as needed by users with proper Security.





Area of Focus

(Focus/ General)









Asset Management Inquiry and Reporting AD1006 F2






Asset Management Capital Leases AD1011 G

Asset Management Capital Projects AD1012 G


Provide ability for assets to be recorded differently based on asset belonging to governmental, proprietary and fiduciary funds.

Provide ability for Ownership Fund Correlation and assurance that governmental funds are recorded appropriately using the Modified Accrual Basis of Accounting.Provide ability to change useful life and, when necessary, automatically recalculate depreciation expense in accordance with such changes (with proper authorization).Provide ability to create the following categories of assets, including, but not limited to: Intangibles.Provide ability to create the following categories of assets, including, but not limited to: Library resources.Provide ability to maintain asset estimated useful life by multiple criteria, such as time (years), units of production, mileage, cycles.

Provide ability to perform the following depreciation functions, including, but not limited to: Maintain useful life for each asset if desired, utilizing industry-standard depreciation methods.

Provide ability to produce reports for all items assigned to an individual by specific location. (e.g., portable equipment and fixed assets).Provide ability to produce reports when an adjustment to depreciation is done.Provide ability to maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: Maintenance Company. This field can be updated as needed by users with proper Security.

Provide ability to report assets due for disposition, based on the remaining estimated useful life.Provide ability to track/capture installment purchases (e.g., Mortgage Purchases, Master equipment financing agreement purchases, Energy Savings Contracts, Public Private Partnerships).

Provide recording of work in progress accounting (monthly, quarterly, annually etc.) and reclassification to the asset.Provide the ability to link related assets with additions and maintenance.





Area of Focus

(Focus/ General)




Asset Management Inventory Maintenance AD1014 G













Asset Management AD114 G

Provide the ability to reconcile the inventory within the property warehouse.Provide ability to maintain detailed property information required to identify, properly account for, and safeguard State lands, including but not limited to the following: Geographic Information System technology location (latitude and longitude).

Provide ability for users to split asset record entries for identical items and then assign separate property tag / inventory control numbers (e.g., purchase of 20 identical personal computers).

Provide ability to transfer fixed assets within agencies at the individual asset level and to generate the appropriate accounting entries electronically.Provide ability to store accumulated depreciation that is static based on the value at the time an asset is transferred.Provide ability to start depreciation on an asset based on user specified amounts(capitalization thresholds).Provide ability to maintain information about the condition of the asset based on user defined criteria (e.g., good, idle, obsolete, broken, etc.).Provide ability to support multiple organization asset ownership for each asset class type.Provide ability to Track funding sources (i.e., grants, bonds) used to purchase assets.Provide ability to change funding sources (i.e., grants, bonds) after asset is purchased/recorded with proper authorization.Provide the ability to utilize Workflow to send assets received by the property custodian to the property fiscal agent for approval and completion of the property record.Provide ability to track agency owned assets that are in the possession of another agency.Provide ability to display escrow balances recorded on a contract that should be included in asset purchase price (e.g., land and buildings).

Disposal Retirement and Theft

Provide ability to generate financial transactions to the General Ledger to reflect the financial impact of asset dispositions, and automatically compute the gain/loss associated with a disposal.





Area of Focus

(Focus/ General)














Asset Management AD125 Provide ability to track replacement needs for disposed assets. G




Provide ability to record the following information related to disposals, trade-ins, missing, lost, or stolen assets: Property tag / inventory control number.


Provide ability to record the following information related to disposals, trade-ins, missing, lost, or stolen assets: Reporting individual.


Provide ability to record the following information related to disposals, trade-ins, missing, lost, or stolen assets: Date of occurrence/discovery.


Provide ability to record the following information related to disposals, trade-ins, missing, lost, or stolen assets: Description of circumstances surrounding the disappearance/disposition. (Minimum 500 characters).


Provide ability to record the following information related to disposals, trade-ins, missing, lost, or stolen assets: Steps taken to locate item. (Minimum 500 characters).


Provide ability to record the following information related to disposals, trade-ins, missing, lost, or stolen assets: Disposal date.


Provide ability to record the following information related to disposals, trade-ins, missing, lost, or stolen assets: Disposal amount.


Provide ability to record the following information related to disposals, trade-ins, missing, lost, or stolen assets: Disposal method.


Provide ability to record the following information related to disposals, trade-ins, missing, lost, or stolen assets: Disposal document/transaction number.


Provide ability to record the following information related to disposals, trade-ins, missing, lost, or stolen assets: Gains/losses on sales of disposed property by user defined criteria.

Disposal Retirement and TheftDisposal Retirement and Theft

Provide ability to allow the application of improvements to update replacement cost data for disposed assets.


Provide ability to record asset dispositions (purchased with certain grants) and proceeds of sales, which is integrated with the Grants Management module.





Area of Focus

(Focus/ General)









Asset Management Surplus Property AD133 G



Asset Management Surplus Property AD136 Provide ability to transfer ownership of property items. F3Asset Management Surplus Property AD137 F3



Asset Management Surplus Property AD140 F3


Asset Management Surplus Property AD142 Provide ability to indicate the condition of surplus properties. GAsset Management Surplus Property AD143 G


Asset Management Surplus Property AD145 Provide ability to record the sale price received when item is sold. G


Provide ability to attach grant expiration date to asset and notify users when grant expiration date is imminent.


Provide ability to allow updates to an asset purchased by a grant to be independent of the grant. For example, the asset can continue to be updated after a grant expires.


Provide ability to flag assets with disposal restrictions and display the restriction message for user handling.


Provide ability to split and distribute the proceeds of an asset disposition.


Provide ability to establish an electronic Workflow approval path for dispositions.Provide ability of owning agency to change the asset status to/from "surplus".Provide ability to interface to state agencies' property sub-system to provide information for assets marked as available for surplus.

Provide ability to Integrate with the state agencies' property sub-system to distinguish between assets marked as available for surplus and recorded as physically received in the Agency's Surplus Property system.

Provide ability to support electronic advertisement of items for sale (e.g., on the web) to designated customers.Provide ability to support receipt of surplus property bid responses through electronic means.Provide ability if bid opening date and time has expired for the system to Provide ability to prohibit the acceptance of a bid through electronic means.Provide ability to support the publishing of surplus properties to be sold on a common State web page.Provide ability to maintain a file of customers that commonly bid on surplus properties.

Provide ability to sell items via sealed bid and perform bid tabulations to show highest bidder.Provide ability to group items into lots for sale while retaining specific item owner information.





Area of Focus

(Focus/ General)











Asset Management Depreciation AD153 Provide ability to process depreciation manually (on-line). GAsset Management Depreciation AD154 G






Provide ability to receive interface from state agencies' property sub-system with the disposition date and proceeds amount split between agency and non-agency shares.Provide ability to create appropriate accounting entries based on proceed information received from the state agencies' property sub-system.Provide ability to generate a report of items sold that are greater than a user-specified dollar amount.Provide ability to interface to/from-banking systems for credit card authorizations and check verifications.Provide ability to process the disposition of donated federal property, including: Treat sale proceeds as revenue.Provide ability to produce disposition reports of donated federal property, including: Generate federal reporting.Provide ability to generate financial transactions to the General Ledger for capital asset depreciation expense in specified funds.

Provide ability to perform the following depreciation functions, including, but not limited to: Provide depreciation schedules on fixed assets.Provide ability to perform the following depreciation functions, including, but not limited to: Generate user-defined (monthly, quarterly, annually) depreciation by asset for any element in the classification structure.

Provide ability to perform the following depreciation functions, including, but not limited to: Automatically calculate depreciation in accordance with the depreciation method and convention where designated for an asset.

Provide ability to perform the following depreciation functions, including, but not limited to: Maintain multiple asset basis values for each asset if desired, utilizing industry-standard depreciation methods.

Provide ability to perform the following depreciation functions, including, but not limited to: Automatically charge depreciation to multiple chart of accounts for split-ownership assets.

Provide ability to change asset useful life and , when necessary, automatically recalculate depreciation expense in accordance with such changes (with proper authorization).





Area of Focus

(Focus/ General)













Asset Management Physical Inventory AD173 F3





Provide ability to simulate depreciation calculations for individual assets or a group of assets without being required to post the results.Provide allocation tables that can be user-defined to allocate asset cost and depreciation expense.Provide ability to store an acquisition date and a depreciation-start date, without the dates having to be the same.Provide ability to perform multiple depreciation methods, including but not limited to: User-Defined.Provide ability to prevent the depreciation of an asset's value below zero.Provide ability to allow depreciation methods to be changed for an asset or a group of assets, to depreciate the assets for the balance of the asset's useful life with proper authorization.Provide ability to allow individual assets to be designated as depreciable or non-depreciable (e.g., land).Provide ability to allow asset(s) to be designated as depreciable or non-depreciable according to its appropriate class type (e.g., land, natural resources, PPE, Intangibles).Provide ability for the system to calculate and to allocate depreciation based on the funding source used to purchase the asset.Provide ability to integrate with existing bar-code technology for physical inventory tagging upon acquisition/purchase and annual inventory certifications.Provide ability to integrate with RFID (Radio Frequency Identification) technology for physical inventory tagging upon acquisition/purchase and annual inventory certifications).Provide ability to integrate with a scanned record file from bar-coding for comparison to fixed asset and portable equipment records.Provide ability to integrate with bar coding or RFID technology to update asset location information and last inventoried date for each scanned asset based on scanned or manually entered data.

Provide ability to integrate bar coding or RFID technology to generate reports and adjust variances between system amounts and physical counts.





Area of Focus

(Focus/ General)















Provide ability to integrate bar coding or RFID technology to generate customized bar-coded labels for asset identification (inventory control and property number tags).Provide ability to integrate with bar coding or RFID technology to enter data manually.Provide ability to integrate with bar coding or RFID technology to update information, from physical inventory, real time from bar code/RFID scanners.Provide ability to integrate with bar coding or RFID technology to extract asset data based on user defined criteria (e.g. division, cost center, location, etc.) to support a physical inventory.

Provide ability to integrate with bar coding or RFID technology to import asset data with physical inventory results into the ERP system.Provide ability to identify/record all costs associated with the construction or purchase/acquisition of an asset which can be capitalized.Provide ability to identify improvements associated with an asset, including optional unique identification of improvements associated with specific assets.Provide ability to track work in progress information for fixed/capital assets when they are substantially completed, regardless of whether the project has been completed.Provide ability to track capital leases in accordance with GASB standards (at the time of implementation and maintained throughout), including but not limited to: Recording of the capital lease or operating lease and the corresponding leasehold improvements.

Provide ability to track capital leases in accordance with GASB standards (at the time of implementation and maintained throughout), including but not limited to: Tracking lease payments.

Provide ability to track capital leases in accordance with GASB standards (at the time of implementation and maintained throughout), including but not limited to: Periodic cost recognition.





Area of Focus

(Focus/ General)












Asset Management Additions and Maintenance AD197 Provide ability to perform lease/purchase comparative analyses. G




Provide ability to track capital leases in accordance with GASB standards (at the time of implementation and maintained throughout), including but not limited to: Tracking lessee and lessor.

Provide ability to track capital leases in accordance with GASB standards (at the time of implementation and maintained throughout), including but not limited to: Tracking facility accessibility and responsible party for making accessibility modifications (lessee or lessor).

Provide ability to track capital leases in accordance with GASB standards (at the time of implementation and maintained throughout), including but not limited to: Tracking purchase options.

Provide ability to track capital leases in accordance with GASB standards (at the time of implementation and maintained throughout), including but not limited to: Tracking lease terms.

Provide ability to track capital leases in accordance with GASB standards (at the time of implementation and maintained throughout), including but not limited to: Accounting for Leases, as amended, including but not limited to: Tracking lease type (e.g., capital, operating, user-defined, etc.).

Provide ability to track capital leases in accordance with GASB standards (at the time of implementation and maintained throughout), including but not limited to: Tracking schedule of lease payments.

Provide ability to differentiate between leased assets and purchased assets.Provide ability to facilitate determination of lease type (i.e., capital, operating, etc.) based on terms and conditions of lease agreement.

Provide ability to perform processing of lease adjustments from a lessor's perspective.Provide ability to amortize leases in compliance with GASB at the time of implementation and maintained throughout.Provide ability to support changes required due to lease adjustments.





Area of Focus

(Focus/ General)






Asset Management Additions and Maintenance AD203 Provide ability to maintain lease payment schedules. GAsset Management Additions and Maintenance AD204 G








Provide ability to automatically generate a notification that a lease is going to expire within a certain number of days as specified by the user.Provide ability to send an electronic notification if lease is terminated.

Provide ability to track / capture information regarding facilities / properties (e.g., leased, storage, acreage, etc.) including, but not limited to 'the amounts of' and 'payment by' for the following: Utilities (e.g., water, electricity, gas, telephone) Amounts.

Provide ability to track / capture information regarding facilities / properties (e.g., leased, storage, acreage, etc.) including, but not limited to 'the amounts of' and 'payment by' for the following: Grounds.

Provide ability to track / capture information regarding facilities / properties (e.g., leased, storage, acreage, etc.) including, but not limited to 'the amounts of' and 'payment by' for the following: Repairs.

Provide ability to track / capture information regarding facilities / properties (e.g., leased, storage, acreage, etc.) including, but not limited to 'the amounts of' and 'payment by' for the following: Parking.

Provide ability to track / capture information regarding facilities / properties (e.g., leased, storage, acreage, etc.) including, but not limited to 'the amounts of' and 'payment by' for the following: Security.

Provide ability to track / capture information regarding facilities / properties (e.g., leased, storage, acreage, etc.) including, but not limited to 'the amounts of' and 'payment by' for the following: Pest Control.

Provide ability to track / capture information regarding facilities / properties (e.g., leased, storage, acreage, etc.) including, but not limited to 'the amounts of' and 'payment by' for the following: Trash.

Provide ability to track / capture information regarding facilities / properties (e.g., leased, storage, acreage, etc.) including, but not limited to 'the amounts of' and 'payment by' for the following: Improvements.





Area of Focus

(Focus/ General)


















Provide ability to track / capture information regarding facilities / properties (e.g., leased, storage, acreage, etc.) including, but not limited to 'the amounts of' and 'payment by' for the following: Taxes.

Provide ability to track / capture information regarding facilities / properties (e.g., leased, storage, acreage, etc.) including, but not limited to 'the amounts of' and 'payment by' for the following: Insurance.

Provide ability to track / capture information regarding facilities / properties (e.g., leased, storage, acreage, etc.) including, but not limited to 'the amounts of' and 'payment by' for the following: Additional User-Defined Costs.

Provide ability to maintain warranty history information for each asset, by user-defined criteria such as asset class type.

Provide ability to maintain warranty/service agreement information for each asset.Provide ability to allow authorized staff the ability to inquire on maintenance and service information through the entry of agency defined criteria.Provide ability to record and track regular/preventive maintenance performed on selected assets.Provide ability to notify appropriate users of warranty or service agreement expiration or milestones.Provide ability to compare estimated repair cost to current asset value and remaining useful life to determine cost benefit of repair versus disposal of the asset.Provide ability to report on assets for all Chart of Accounts codes required for financial reporting purposes.Provide ability to produce standard, GASB governmental fixed asset reports and user-defined fixed asset reports at the time of implementation and maintained throughout.Provide ability to produce a fixed assets report sorted and filtered by one or more user-defined criteria.Provide ability to allow online inquiry for each asset of a group of assets.Provide ability to allow users to acquire online or print a listing of all table structures that are established for asset management (e.g., location table, asset categories).





Area of Focus

(Focus/ General)





















Provide ability to acquire online or print subsidiary ledgers of fixed asset balances.Provide ability to acquire online or print a report of surplus property, including each item's history.Provide ability to produce a transaction register audit trail of all acquisitions during a user-defined time period by asset class type, agency, transaction date, or purchase amount.Provide ability to report a total amount of fixed asset purchases by their funding source.Provide ability to report assets due for disposition, based on the scheduled disposal date and type.Provide ability to generate a vendor / purchase order listing of assets by vendor.Provide ability to produce a disposition report showing items by asset class type , which have been physically disposed that have physically been disposed of.Provide ability to produce a disposition report showing items by fund that have physically been disposed of but still remain on file for information purposes.Provide ability to produce a listing of all inactive/idle by location and asset category.Provide ability to produce a listing of all disposed assets showing any gains or losses and the associated account coding by type.

Provide ability to report and inquire on replacement costs of assets by agency or division.Provide ability to produce a forecast of assets scheduled for replacement, based on user-specified criteria.Provide ability to produce depreciation reports by multiple levels for assets types.Provide ability to produce a depreciation report by balance sheet category.Provide ability to produce an asset report on fields, including but not limited to the following: Financial statement category (major asset class type code).Provide ability to produce an asset report on fields, including but not limited to the following: Fund.Provide ability to produce an asset report on fields, including but not limited to the following: Agency.





Area of Focus

(Focus/ General)























Provide ability to produce an asset report on fields, including but not limited to the following: Organization (Division, Cost Center).

Provide ability to produce an asset report on fields, including but not limited to the following: Program.Provide ability to produce an asset report on fields, including but not limited to the following: Activity.Provide ability to produce an asset report on fields, including but not limited to the following: Cost Center.Provide ability to produce an asset report on fields, including but not limited to the following: Appropriation.Provide ability to produce an asset report on fields, including but not limited to the following: Location.Provide ability to produce an asset report on fields, including but not limited to the following: Project.Provide ability to produce an asset report on fields, including but not limited to the following: Expenditure object (based on original purchase).Provide ability to produce an asset report on fields, including but not limited to the following: Source of Revenue.Provide ability to produce an asset report on fields, including but not limited to the following: General Ledger Account.Provide ability to produce an asset report on fields, including but not limited to the following: Grant.Provide ability to produce an asset report on fields, including but not limited to the following: Manufacturer.Provide ability to produce an asset report on fields, including but not limited to the following: User ID.Provide ability to produce an asset report on fields, including but not limited to the following: Tag Number.Provide ability to produce an asset report on fields, including but not limited to the following: Serial Number.Provide ability to produce an asset report on fields, including but not limited to the following: Custodian.Provide ability to produce an asset report on fields, including but not limited to the following: Fiscal Year.Provide ability to produce an asset report on fields, including but not limited to the following: Fiscal Month.Provide ability to produce an asset report on fields, including but not limited to the following: Budget Fiscal Year.





Area of Focus

(Focus/ General)













Asset Management Inquiry and Reporting AD271 Provide the ability identify and sort assets by organizational unit. F2






Asset Management Inquiry and Reporting AD277 Provide ability to report on building contents and values. F2Asset Management Inquiry and Reporting AD278 F2


Provide ability to produce a physical inventory report with the ability to be sorted, grouped and aggregated based on user defined criteria to assist in conducting physical inventory.Provide ability to report all property changes as of a user specified date.Provide ability to report the disposition of property by user defined period.Provide ability to report the transfer of property by user defined period.Provide ability to view or print asset management reports at various user defined roles.Provide ability to limit the ability to view and print asset management reports based on user security and clearances. For example, a user without appropriate security/clearance cannot print a report that includes confidential information.

Provide ability to report all fixed asset balances in the standard CAFR format.Provide ability to produce a report for assets purchased with grant funding by year.Provide ability to generate a report that forecasts depreciation by individual asset, groups of assets, or total assets for a user-specified period of time.

Provide ability to produce reports for all items assigned to a specific location by asset classification.Provide ability to report acquired, disposed and active assets purchased based on funds by user defined period.Provide ability to structure and report the parent/child relationships of an asset and their location.Provide ability to report on individual assets based on asset characteristics.Provide ability to maintain an audit record of any and all changes to assets by User ID and date-time stamp.

Provide ability to report on building contents and values by any combination of the financial data classification structure (e.g., Agency, Division, Fund, etc.).Provide ability to report on building contents and values, including, but not limited to the following: Manufacturer.





Area of Focus

(Focus/ General)
















Asset Management Inventory Maintenance AD293 Provide ability to record inventory items with item description. GAsset Management Inventory Maintenance AD294 G


Provide ability to produce a report that displays building and contents (capitalized subsystems, equipment, etc.) and associated value and accumulated depreciation at a point in time provided by a user.

Provide ability to report Statement of Fixed Assets in standard CAFR format.Provide ability to produce a report for assets purchased with grant funding.Provide ability to produce a report/form by employee detailing property assigned to each employee to be used for validation and verification of property assignment.Provide ability to produce reports based on user-defined criteria related to any asset class type.Provide ability to produce asset reports based on the age of assets.Provide ability to produce asset reports based on agency specific criteria and rolled up to a statewide view.Provide ability to query asset data and then extract data into flat file or spreadsheet formats.Provide ability to allow users to specify an asset value dollar range when creating depreciation related asset reports.Provide ability to report annually on all verified assets for property evaluation for Risk Management and Insurance.- Property Evaluation for Risk Management and Insurance-(Custom Report).

Provide ability to maintain a perpetual inventory for various types of inventory items for state agencies (e.g. central supply room, laboratory, food stores, fuel, etc.).Provide ability to identify inventory stock items by commodity number or other designated item identifier (e.g. item number, stock number).

Provide ability to maintain information on item sources-is the item available via an existing contract or should be purchased by other means of procurement based on previous procurement history (e.g., single source, discretionary purchase).

Provide the ability to place controls on inventoried items (i.e., minimum/maximum amount in warehouse).





Area of Focus

(Focus/ General)






Asset Management Inventory Maintenance AD298 Provide ability to maintain retirement dates of inventory. GAsset Management Inventory Maintenance AD299 G















Provide ability to identify the method used to calculate the costs of individual items.Provide ability to automatically generate a reorder of inventory items for review based on agency defined re-order levels.

Provide ability to populate inventory data from inventory items receipt.Provide ability to obtain and to report stock levels on demand based on defined user security.Provide ability to Track items by lot and serial number for expiration dates.Provide ability for a variable length free-form character field (minimum 500 characters) or notepad, to describe special handling requirements, including but not limited to: hazardous material classification.

Provide the ability to record Material Safety Data Sheet information.Provide ability to place limits on inventory quantities issued based on user defined criteria.Provide ability to calculate price averaging for inventory stock on hand.Provide ability to record and maintain information for inventory items designated for surplus property.Provide ability to identify the funding sources for the purchase of inventory items.Provide ability to receive inventory/stock items at multiple locations.Provide ability to transfer inventory items internally/externally between agencies.Provide ability to Track the physical location of inventory items within the warehouse, by bin numbers.Provide ability for other process areas to auto-populate asset records and properly accounts for assets.Provide ability to track and maintain pertinent data both non-capitalized assets based upon a user-specified criteria, including amount threshold by asset class type.Provide ability for the system to perform the following Asset Management functions, with proper security: Changes to individual asset records.





Area of Focus

(Focus/ General)




















Provide ability for the system to perform the following Asset Management functions, with proper security: Changes to a specific asset group based on user specified criteria.


Provide ability for the system to perform the following Asset Management functions, with proper security: Disposals.Provide ability for the system to perform the following Asset Management functions, with proper security: Depreciation.Provide ability to generate asset transactions by user-defined criteria, with proper security/authority: Mass Additions.Provide ability to generate asset transactions by user-defined criteria, with proper security/authority: Mass Disposals.Provide ability to generate asset transactions by user-defined criteria, with proper security/authority: Mass Transfers.


Provide ability to integrate the Asset Management module with the Grants module to carry forward relevant purchasing, descriptive, invoice and accounting information as a starting point for recording the asset.


Provide ability to integrate the Asset Management module with the Agency subsystems for updated Asset information.


Provide ability to integrate the Asset Management module with the General Ledger for recording financial transactions.Provide ability to create the following categories of assets, including, but not limited to: Information Technology Hardware.

Provide ability to create the following categories of assets, including, but not limited to: Information Technology Software.Provide ability to record assignment of assets to a specific property custodian.


Provide ability for the system to integrate with agency business systems.


Provide ability for the system to record agency specific asset numbers in the asset record.Provide ability to record and maintain detailed property information required to identify, properly account for, and safeguard all assets, including but not limited to the following: CSFA Number (if asset supports grant). This field can be updated as needed by users with proper Security.

Provide ability to transfer fixed assets between agencies at the individual asset level and to generate the appropriate accounting entries electronically.





Area of Focus

(Focus/ General)






Asset Management Surplus Property AD359 Provide ability to create assets status codes. GAsset Management Surplus Property AD360 G


Asset Management Depreciation AD362 Provide ability to process depreciation automatically. GAsset Management Depreciation AD363 G











Provide ability to record the following information related to disposals, trade-ins, missing, lost, or stolen assets: Date first noticed missing.


Provide ability for the agencies to define the notification timeframe for any assets in which the grant is expiring.

Provide ability of owning agency to change asset status to/from "retired".Provide ability of owning agency to change asset status to/from "disposed".

Provide ability to perform multiple types of depreciation based on asset class types.Provide ability to automatically post depreciation to the General Ledger.Provide ability to change asset value basis and , when necessary, automatically recalculate depreciation expense in accordance with such changes (with proper authorization).Provide ability to change asset salvage value automatically, and when necessary, recalculate depreciation expense in accordance with such changes (with proper authorization).Provide ability to change asset depreciation method and, when necessary, automatically recalculate depreciation expense in accordance with such changes (with proper authorization).

Provide ability to record improvements associated with an asset, including optional unique identification of improvements associated with specific assets.Provide ability to depreciate improvements associated with an asset, including optional unique identification of improvements associated with specific assets.Provide ability to perform processing of lease adjustments from a lessee's perspective.Provide ability to produce a transaction register audit trail of all transfers during a user-defined time period by asset class type, agency, transaction date or purchase amount.Provide ability to produce a transaction register audit trail of all change during a user-defined time period by asset class type, agency, transaction date or purchase amount.





Area of Focus

(Focus/ General)






















Provide ability to produce a transaction register audit trail of all retirements during a user-defined time period by asset class type, agency, transaction date or purchase amount.Provide ability to report a total amount of fixed asset purchases by their agency/division.Provide ability to produce a vendor / purchase order listing of assets by purchase order / encumbrance number sequence.Provide ability to produce a listing of retired assets by location and asset category.Provide ability to report and inquire on replacement costs by asset class type.Provide ability to report all fixed asset balances in the standard Florida notes and supporting schedules template. (Such as by GAAFR Fund).Provide ability to produce a report that forecasts depreciation by groups of assets for a user-specified period of time.Provide ability to produce a report that forecasts depreciation by total assets for a user-specified period of time.Provide ability to identify and sort assets received by organizational unit.Provide ability to produce reports for all items assigned to a specific location by individual. (e.g., portable equipment and fixed assets).Provide ability to report disposed assets purchased based on funds by user defined period.Provide ability to report active assets purchased based on funds by user defined period.Provide ability to report on individual assets based on financial data.Provide ability to record inventory items with unit of measure (e.g., dollar value of inventory items).Provide ability to record inventory items with unit cost (e.g., dollar value of inventory items).Provide ability to establish inventory levels and re-order points (thresholds).Provide ability to maintain designated critical levels of stock and monitor stock levels.Provide ability to track the costs for each item for the appropriate inventory method.





Area of Focus

(Focus/ General)








Asset Management Inventory Maintenance AD398 Provide ability to Track items by lot and serial number for receipt. G

Asset Management Inventory Maintenance AD399 Provide ability to Track items by lot and serial number for issue. G








Asset Management Inventory Maintenance AD407 Provide ability to report Material Safety Data Sheet information. G

Provide ability to maintain replacement dates of inventory (e.g., equipment).Provide ability to maintain retirement dates, replacement dates, and periods of inventory (e.g., equipment).Provide ability to report stock levels on demand based on defined user security.Provide ability to Track items by lot and serial number for hazardous material codes (e.g., identify, record, inquire, report).

Provide ability to Track items by lot and serial number for storage location.Provide ability to Track items by lot and serial number for disposal.Provide ability for a variable length free-form character field (minimum 500 characters) or notepad, to describe special handling requirements, including but not limited to: storage requirements.

Provide ability for a variable length free-form character field (minimum 500 characters) or notepad, to describe special handling requirements, including but not limited to: special clothing requirements.

Provide ability for a variable length free-form character field (minimum 500 characters) or notepad, to describe special handling requirements, including but not limited to: special instructions for handling and disposal.

Provide ability for a variable length free-form character field (minimum 500 characters) or notepad, to describe special handling requirements, including but not limited to: spill response.

Provide ability for a variable length free-form character field (minimum 500 characters) or notepad, to describe special handling requirements, including but not limited to: notification requirements.





Area of Focus

(Focus/ General)




Asset Management Inventory Maintenance AD408 Provide ability to maintain Material Safety Data Sheet information. G





Asset Management Inventory Maintenance AD413 Provide ability to issue inventory/stock items at multiple locations. G










Provide ability to record price averaging for inventory stock on hand.Provide ability to store report price averaging for inventory stock on hand.Provide ability to report price averaging for inventory stock on hand.Provide ability to maintain inventory/stock items at multiple locations.

Provide ability to record the related accounting entries for the transfer of inventory items internally/externally between agencies.

Provide ability to track the physical location of inventory items within the warehouse, by: aisle numbers.


Provide ability to integrate with agency business systems to bring in asset information including, but not limited to : Asset ID.


Provide ability to integrate with agency business systems to bring in asset information including, but not limited to : Asset location.


Provide ability to integrate with agency business systems to bring in asset information including, but not limited to : Asset cost.


Provide ability to integrate with agency business systems to bring in asset information including, but not limited to : Asset warrantee information/documents.


Provide ability to integrate with agency business systems to bring in asset information including, but not limited to : Asset maintenance information/documents.


Provide ability to integrate with agency business systems to bring in asset information including, but not limited to : Asset present value.


Provide ability to integrate with agency business systems to bring in asset information including, but not limited to : Asset depreciation method.





Area of Focus

(Focus/ General)



















Asset Management Workflow AD438 F2




Provide ability to integrate with agency business systems to bring in asset information including, but not limited to : Asset useful life.

Provide ability for correcting entries to be made on assets that were misclassified as capitalized.Provide ability for the adjusting entries to update the asset sub ledger appropriately.Provide ability to direct input assets that are acquired outside of the process areas within the system.


Provide ability to integrate with agency business systems to bring in asset information including, but not limited to: Physical inventory dates.


Provide ability to integrate with agency business systems to bring in asset information including, but not limited to: Asset condition.

Provide ability for agencies to prepare property transfers within the system.Provide ability for notification of property transfers to alert the receiving agency of the item being transferred.Provide ability for the transferred items to carry the property specific details over to the receiving agency.Provide ability for the receiving agency to make updates to the transferred property information.Provide ability for asset depreciation to run as scheduled by the defining agency.Provide ability for depreciation method to be set up by asset class type.Provide ability for depreciation method to be set up by groups of assets.Provide ability for depreciation method to be set up by individual asset.


Provide ability to identify assets for write-off at any point throughout the asset lifecycle.Provide ability to include approval Workflow for disposition of assets.Provide ability to include approval Workflow for assets that require additional approvals outside of owning agency when requesting disposition of assets.Provide ability for agencies to submit property write-off requests within the system with proper user controls.





Area of Focus

(Focus/ General)





















Asset Management Inventory Maintenance AD458 F2

Provide ability for property write-off requests to be reviewed within the system with proper user controls.Provide ability for property write-off requests to be approved/denied within the system with proper user controls.Provide ability for property write-off approvals or disapprovals to be distributed within the system with proper user controls.


Provide ability for agencies to dispose of assets by multiple disposition types including, but not limited to: Sold.


Provide ability for agencies to dispose of assets by multiple disposition types including, but not limited to: Traded.


Provide ability for agencies to dispose of assets by multiple disposition types including, but not limited to: Junked/Cannibalized.


Provide ability for agencies to dispose of assets by multiple disposition types including, but not limited to: Lost.


Provide ability for agencies to dispose of assets by multiple disposition types including, but not limited to: Stolen.


Provide ability for agencies to dispose of assets by multiple disposition types including, but not limited to: Deleted.


Provide ability for agencies to dispose of assets by multiple disposition types including, but not limited to: Casualty Loss.


Provide ability for agencies to dispose of assets by multiple disposition types including, but not limited to: Lost or Stolen items pending DFS approval.


Provide ability for disposition types to update the Chart of Account codes in the General Ledger as appropriate.


Provide ability for disposed assets to be updated in the modules where the asset was acquired and utilized.Provide ability for agencies to classify property items to be tracked within the warehouse functionality.Provide ability for agencies to establish thresholds on warehoused items.Provide ability for the system to alert the designated agency delegate once the ordering thresholds are met for warehoused items.Provide ability for agencies staff with proper security controls to submit orders for warehoused items within the system.Provide ability for approval Workflow to be utilized when requests for warehoused items are received within the system.





Area of Focus

(Focus/ General)











AR001 G

AR002 G

AR003 G

AR004 G

AR005 G

Billing and Invoicing AR006 G

Billing and Invoicing AR007 Provide ability to record Billings when processed. G

Provide ability for approved agency warehouse orders to automatically reduce the number of available units within the agency warehoused items.Provide ability for the replenishment of the warehoused items to automatically updated the agency warehoused items once the order is received.Provide ability to generate standard governmental fixed asset reports and user-defined fixed asset reports in compliance with GASB, e.g. Stmts 34, 42, 51.Provide ability to generate an asset report on fields, including but not limited to the following: Grant Restricted.Provide ability for inventory items to be stored in multiple locations.Provide ability for stored items, (e.g., hazardous materials), to be segregated from incompatible material based on safety and material handling requirements.Provide ability to Auto Alert custodian supervisor when an asset is paid for, but the asset profile is incomplete.

Accounts Receivable and Billing


Provide ability to integrate billing, accounts receivable, and cash receipting functions with other relevant modules, including but not limited to: Asset Management.



Provide ability to integrate billing, accounts receivable, and cash receipting functions with other relevant modules, including but not limited to: Accounts Payable.



Provide ability to integrate billing, accounts receivable, and cash receipting functions with other relevant modules, including but not limited to: General Ledger.



Provide ability to integrate billing, accounts receivable, and cash receipting functions with other relevant modules, including but not limited to: Project Accounting.



Provide ability to integrate billing, accounts receivable, and cash receipting functions with other relevant modules, including but not limited to: Grants.


Provide ability to enter all Chart of Account codes on any type of revenue/receivables transaction and apply all edits and validations against the valid Chart of Accounts code combinations entered on transactions.






Area of Focus

(Focus/ General)




Billing and Invoicing AR008 Provide ability to record Accounts Receivables when posted. G

Billing and Invoicing AR009 Provide ability to record Cash Receipts when posted. G

Billing and Invoicing AR010 Provide ability to maintain an audit trail of all Billing Activity. G




Cash Receipts AR014 G

Workflow AR015 F2

Workflow AR016 F2

Workflow AR017 F2

Workflow AR018 F2

Workflow AR019 F2

Workflow AR020 F2

Workflow AR021 F2

Billing and Invoicing AR022 Provide ability to post revenue transactions to Revenue Ledgers. G



Offset AR025 G

Offset AR026 F3


Accounts Receivable and BillingAccounts Receivable and BillingAccounts Receivable and BillingAccounts Receivable and Billing

Provide ability to maintain an audit trail of all Accounts Receivable Activity.


Provide ability to maintain an audit trail of all Cash Receipting Activity.


Provide ability to establish default account distributions for each accounts receivable type.


Provide ability to accommodate receipts via Electronic Fund Transfers (EFT).


Provide ability to accommodate Workflow for approvals to create a Customer Record.


Provide ability to accommodate Workflow for approvals to create an Accounts Receivable.


Provide ability to accommodate Workflow for approvals to create distribute an Bill.


Provide ability to accommodate Workflow for approvals to Distribute Accounts Receivable Past Due Notice.


Provide ability to accommodate Workflow for approvals Create Off-Sets.


Provide ability to accommodate Workflow for approvals to send Collectible Accounts to Collection Agency.


Provide ability to accommodate Workflow for approvals to Write-Off Accounts.

Accounts Receivable and BillingAccounts Receivable and Billing

Provide ability to maintain detailed transaction activity for each account.


Provide ability to record all refunds against the appropriate defined revenue accounts.


Provide ability to track services for past due receivables from debtors.


Provide ability to offset receivables against outstanding payables based on revenue codes.


Provide ability to calculate interest and fees for past due Accounts Receivable.





Area of Focus

(Focus/ General)




Billing and Invoicing AR028 F3

AR029 G

AR030 G

AR031 G

Customer Maintenance AR032 G


Customer Maintenance AR034 Provide ability to create statewide defined customer record types. G

Customer Maintenance AR035 Provide ability to bill, track and collect for 'one-time' customers. G


Customer Maintenance AR037 Provide ability to define purge criteria by Agency. F3


Customer Maintenance AR039 F1





Provide ability to maintain a master customer file for Accounts Receivable at the Statewide Level.



Provide ability to support Agency Collections Interfaces (Outbound-Delinquent Accounts sent to Collection Agency.).



Provide ability to support Agency Collections Interfaces (Inbound-Collected and Non-Collected Accounts by Collection Agency.).



Provide ability to relate a customer file-(who owes the state) to a vendor file (who the state owes).


Provide ability to review account receivables by customer across all accounts receivable types.


Provide ability to provide a central file for storing all customer-related information (e.g., name, address, contact, etc.).

Accounts Receivable and BillingAccounts Receivable and BillingAccounts Receivable and Billing

Provide ability to purge inactive customers based upon defined parameters.


Provide ability to deactivate and reactivate customers with appropriate security and control.


Provide ability to record customer information by agency in which users can track organization specific information based upon Agency defined security rules, including but not limited to the following: Multiple addresses per customer.


Provide ability to record customer information by agency in which users can track organization specific information based upon Agency defined security rules, including but not limited to the following: Multiple contact names and numbers per customer.


Provide ability to record customer information by agency in which users can track organization specific information based upon Agency defined security rules, including but not limited to the following: at a minimum, but not limited to, 2 user-definable fields per customer.


Provide ability to capture and retain a tax ID number associated with receivable customers.





Area of Focus

(Focus/ General)














Security AR053 F2

Customer Maintenance AR054 Provide ability to edit Accounts Receivable by Customer Type. G



Customer Maintenance AR057 Provide ability to archive inactive customer accounts. G


Customer Maintenance AR059 Provide ability to view all receivables for one customer. G


Provide ability to prevent duplicate customer records based on user-defined criteria.


Provide ability to record a customer as blocked from future services.


Provide ability to record customers as in dispute with a description field dedicated to the reason and details of the dispute.


Provide ability to record specific invoices as in dispute with a description field dedicated to the reason and details of the dispute.


Provide ability for customer history to be retained when any customer information changes in the customer record (e.g. name, address).


Provide ability to copy a similar customer record when creating a new record.


Provide ability to merge two different customer records and their associated history.


Provide ability for the system to generate a unique customer ID when customer records are added.


Provide ability for a unique customer ID that is, at a minimum, 25 characters in length.


Provide ability to automatically check for duplicate customers based on user defined fields. (e.g. name, address, customer #, drivers license #).


Provide ability to restrict access to add, delete or modify customer information by defined user security.


Provide ability to view online the last user and date a customer record is added or changed, with appropriate user security.


Provide ability for both detail and summary level audit trails for Accounts Receivable transactions-Customer Records.


Provide ability to maintain a central customer database that all agencies can access.






Area of Focus

(Focus/ General)

















Provide ability to flag and track bankruptcy on accounts receivable customer record.


Provide ability for customer look-up capabilities by user defined fields (e.g. tax id (FEIN), social security number, drivers license).


Provide ability to reflect hierarchical nature of customers, and consolidate the accounts receivable.(e.g. Agency parent/child relationships).


Provide ability to generate default customer invoices by agency and/or organizational sub-level, including but not limited to the following: Enter multiple invoice lines per invoice.


Provide ability to generate customer invoices and provides defaults by agency and/or organizational sub-level, including but not limited to the following: Track, at minimum: Item.


Provide ability to generate customer invoices and provides defaults by agency and/or organizational sub-level, including but not limited to the following: Track, at minimum: Quantity.


Provide ability to generate customer invoices and provides defaults by agency and/or organizational sub-level, including but not limited to the following: Track, at minimum: Unit Cost.


Provide ability to generate customer invoices and provides defaults by agency and/or organizational sub-level, including but not limited to the following: Track, at minimum: Unit of Measure.


Provide ability to generate customer invoices and provides defaults by agency and/or organizational sub-level, including but not limited to the following: Track, at minimum: Extended Amount.


Provide ability to generate customer invoices and provides defaults by agency and/or organizational sub-level, including but not limited to the following: Default item unit cost and any applicable tax associated with the service code.


Provide ability to generate customer invoices and provides defaults by agency and/or organizational sub-level, including but not limited to the following: Automatically extend invoice lines, apply any taxes, and sum into the invoice total.


Provide ability to generate customer invoices and provides defaults by agency and/or organizational sub-level, including but not limited to the following: Invoice Number.





Area of Focus

(Focus/ General)











Billing and Invoicing AR079 Provide ability to generate billings by Customer Type. G






Provide ability to generate customer invoices and provides defaults by agency and/or organizational sub-level, including but not limited to the following: Sales Order Number.


Provide ability to generate customer invoices and provides defaults by agency and/or organizational sub-level, including but not limited to the following: Purchase Order Number.


Provide ability to generate customer invoices and provides defaults by agency and/or organizational sub-level, including but not limited to the following: Customer Information, including name, address and number.


Provide ability to override sales tax on invoices for tax exempt customers for the total invoice or individual line items on the revenue transaction.


Provide ability to support automatic periodic billings to selected customers (e.g., billing for license renewals at specified time annually). These recurring invoices can be set up for user-selected time periods and starting and ending dates.


Provide ability for a single invoice item to be distributed across multiple Chart of Account codes based on a user-defined) allocations (e.g., percentage).


Provide ability to bill by agency on behalf of other state agencies or external agencies, which consolidate and reconcile billing information from several sources and provides one consolidated bill.


Provide ability to process uncollectible accounts as follows: Generate dunning letter to customer, which is customizable by the agency and/or organizational sub-level.


Provide ability to process uncollectible accounts as follows: Export data to legal representatives or third-party collection agencies with option to retain memo entries of the receivable balance in the accounts receivable system.


Provide ability to process uncollectible accounts as follows: maintain proper accounting entries to reverse the bad debt.


Provide ability to process uncollectible accounts as follows: Write off account balance if not collected, based on user-defined criteria such as receivable age, receivable type, and dollar amount.





Area of Focus

(Focus/ General)




Workflow AR084 F2



Billing and Invoicing AR087 Provide ability for users to define billing cycles and frequencies. F3












Provide ability to process uncollectible accounts as follows: Obtain proper approvals to write off an account balance with the appropriate authorization.


Provide ability to print comments on both an individual and group basis on the billing documents.


Provide ability to automatically calculate interest and fees on an individual account and bill the customer for the interest and principal.


Provide ability for the user to document customer communication regarding an invoice and associate it with the specific invoice, including the ability to attach documents or end-user comments.


Provide ability to customize the printed invoice/adjustment form to include any field entered in the invoice or adjustments transaction entry screen.


Provide ability for users to preview, print and re-print invoices/adjustments including, but not limited to: individually, by customer, range of invoice/adjustment numbers, chart of account elements, time period ranges, and range of customer numbers.


Provide ability to print bar code on return envelopes or remittance advice to aid in processing payments once received by automatically opening a cash receipt transaction and pre-populating data.


Provide ability to copy and modify existing invoices without changing the original invoice.


Provide ability to create multiple invoice templates for multiple bill types.


Provide ability to change account coding on invoices through a mass change functionality, with audit trail and proper security.


Provide ability for the system to generate an invoice document number based upon a user-defined prefix and a unique system-generated sequential number.


Provide ability to generate customer bills by agency or organizational sub-level.


Provide ability to flag invoices for "special handling" (e.g., confidentiality issues) with the ability to enter comments.





Area of Focus

(Focus/ General)




AR098 G
















Provide ability to generate receivable transactions in the General Ledger for all original entries, adjustments, penalty and interest assessments.


Provide ability to access complete receivables information in detail format online based on the State's document retention policy.


Provide ability to generate either a positive or negative adjustment which can be applied to a specific customer invoice, with proper controls and audit trail.


Provide ability to capture the following on each hard copy customer receipt, at a minimum: Cashier ID.


Provide ability to capture the following on each hard copy customer receipt, at a minimum: Date.


Provide ability to capture the following on each hard copy customer receipt, at a minimum: Payment Amount.


Provide ability to generate customer invoices and provides defaults by agency and/or organizational sub-level, including but not limited to the following: Track, at minimum: Invoice Period.


Provide ability to maintain customer balances on an open item and/or balance forward basis as determined by an agency and/or organizational sub-level.


Provide ability for accounts/invoices to be maintained either on an open item or balance forward basis as determined by an agency and/or organizational sub-level.


Provide ability to apply a negative (overpayment) balance total existing in an account against a new invoice, or create a refund transaction.


Provide ability to convert negative accounts receivable balances to deferred revenue at user-defined periods.


Provide ability to record an unidentified payment as an unapplied receivable item (i.e., maintains clearing accounts) that can later be applied to receivable balances.


Provide ability to establish and maintain loan information, including principal, interest, and fluctuating interest rates and provide an audit trail.


Provide ability to generate user-defined delinquency notices based upon user-defined aging criteria (e.g., 30, 60, 90) using the date the receivable was booked and current system date based on receivable type.





Area of Focus

(Focus/ General)













Billing and Invoicing AR117 Provide ability to enter miscellaneous invoices online and in batch. G




Billing and Invoicing AR121 Provide ability to generate manual billing transactions. G

Inquiry and Reporting AR122 F2

Billing and Invoicing AR123 Provide ability to correct and reprint invoices. G

Billing and Invoicing AR124 Provide ability to print a duplicate bill on request. G


Provide ability for automatically or manually applying late charges (e.g., penalties, interest, etc.) based upon user-defined criteria to the unpaid balance on selected accounts receivable.


Provide ability to flag accounts with a user-defined follow-up date for collection related activity.


Provide ability to include or exclude disputed accounts from aging, finance charges based upon user-defined parameters.


Provide ability to calculate various types of interest including but not limited to: Interest-free periods.


Provide ability to calculate various types of interest including but not limited to: Installment payments.


Provide ability to calculate various types of interest including but not limited to: Interest Deferrals or Suspensions of Interest Payments.


Provide ability to optionally generate an automatic refund transaction on a specified refund date to issue a payment to the customer.


Provide ability to generate a refund to a non-invoiced customer (e.g., grant overpayments), with proper approvals.


Provide ability to issue refund payments to invoiced or non-invoiced customers without establishing a Customer ID.


Provide ability to produce letters based on Aging Threshold Dates.


Provide ability to produce ready-to-mail invoices in the format required by the billing agency user defined criteria.


Provide ability to define the frequency of billings and generate interim and final billings.


Provide ability to produce reconciliation statements showing beginning balance, charges, credits/payments, and a new balance for customer invoices.






Area of Focus

(Focus/ General)










Billing and Invoicing AR131 Provide ability to store multiple dunning letters. G




Billing and Invoicing AR135 Provide ability to add bad check fees to receivables accounts. F3

Billing and Invoicing AR136 Provide ability to support electronic billing of customers. F3


Offset AR138 F3

Offset AR139 F3

Offset AR140 F3

Offset AR141 F3


Provide ability to allow credit memos to be entered online and in batch.


Provide ability to apply specific credit memos to specific invoices and specific invoice line items.


Provide ability to write-off discrepancies between the amount due and the amount received with agency user specific controls.


Provide ability to use automated interdepartmental and intradepartmental bills and billing journal entries.


Provide ability to generate a consolidated statement of a customer with multiple accounts.


Provide ability to produce manual invoices for non-recurring types of billing.


Provide ability to support preparation and generation of "Final Invoice".


Provide ability to create and generate customer bills based on user-defined criteria (e.g., customer information, events, time periods).


Provide ability to support the billing and payment by multiple entities (i.e., percentage of bill paid by Federal Agency, State Agency, and Local entity).


Provide ability to create printed invoice from blank stock paper (e.g., agency letterhead).


Provide ability to classify receivables and payables by type in order to determine which are qualified to be included in the offset program.


Provide ability to specify a hierarchy for which receivables/payables to offset first.


Provide ability to specify rules for amount that is to be charged for each collection for the offset program.


Provide ability to match payables to receivables for offset processing.





Area of Focus

(Focus/ General)




Offset AR142 F3

Offset AR143 F3

Offset AR144 F3

Offset AR145 F3

Offset AR146 F3

AR147 G

Document Management AR148 Provide ability to allow manual upload of files. F2

Offset AR149 G

Offset AR150 G

Offset AR151 G

Offset AR152 G

Offset AR153 G

Offset AR154 G

Offset AR155 G

Offset AR156 F3

Offset AR157 F3

Offset AR158 F3



Provide ability to net receivables against payables with payables balance (if applicable) to continue for payment processing.


Provide ability to release receivables that are not eligible for offset processing.


Provide ability to notify the appropriate payable agency of the offset transaction.


Provide ability to specify details of the receivables and payables on each billing statement for offsets.


Provide ability for notification to debtor/vendor regarding offset transaction including details and remaining debt balance.



Provide ability to upload accounts receivable offset data from other systems using standard file formats.


Provide ability for detailed statement of transactions for a user-defined time period: Beginning Balance.


Provide ability for statement to be viewed on-line and printed for one customer.


Provide ability for download/interfaces which includes but not limited to: Customer ID.


Provide ability for download/interfaces which includes but not limited to: Social Security number/Federal Employment identification number.


Provide ability for download/interfaces which includes but not limited to: Name.


Provide ability for download/interfaces which includes but not limited to: Total dollar amount owed by category.


Provide ability for download/interfaces which includes but not limited to: Offset category.


Provide ability to compare vouchers against off-set receivable list to identify customers who are eligible for offset by matching Social Security Number.


Provide ability to put hold on voucher if vendor is identified as eligible for offset.


Provide ability to override hold on voucher with proper authority for offset.


Provide ability to simultaneously create an interagency accounts receivable and payment voucher that reference each other through unique identifiers in the system.





Area of Focus

(Focus/ General)

















Provide ability to use invoice number to link interagency receivables/payables for purposes of clearing Central accounts receivable when a payment is approved by an agency.


Provide ability to pay interagency invoices without generating an actual payment.


Provide ability to record partial payment of interagency receivable invoices.


Provide ability to use billing agency Chart of Accounts codes detail and billed agency stored Chart of Accounts codes distribution to create payment transaction.


Provide ability to process receipts, including identifying the payment source.


Provide ability to process multiple invoice payments on the same receipt.


Provide ability to record the receipt amount to the correct account upon entry of the receipt transaction. The data elements include, but are not limited to, the following: Chart of Account code distributions to which each receipt was deposited.


Provide ability to record the receipt amount to the correct account upon entry of the receipt transaction. The data elements include, but are not limited to, the following: Date received.


Provide ability to record the receipt amount to the correct account upon entry of the receipt transaction. The data elements include, but are not limited to, the following: Name/ID of entity collecting monies.


Provide ability to record the receipt amount to the correct account upon entry of the receipt transaction. The data elements include, but are not limited to, the following: Date deposited to bank.


Provide ability to record the receipt amount to the correct account upon entry of the receipt transaction. The data elements include, but are not limited to, the following: Name/ID of person/entity depositing to bank.


Provide ability to record the receipt amount to the correct account upon entry of the receipt transaction. The data elements include, but are not limited to, the following: Unique, sequential receipt document number.





Area of Focus

(Focus/ General)















Provide ability to record the receipt amount to the correct account upon entry of the receipt transaction. The data elements include, but are not limited to, the following: Contact information for originating unit (e.g., name, phone number, fax, etc.).


Provide ability to record the receipt amount to the correct account upon entry of the receipt transaction. The data elements include, but are not limited to, the following: Reference fields.


Provide ability to record the receipt amount to the correct account upon entry of the receipt transaction. The data elements include, but are not limited to, the following: Comments are free form text with at least 500 characters.


Provide ability to record the receipt amount to the correct account upon entry of the receipt transaction. The data elements include, but are not limited to, the following: Payment Identification Number (e.g., check number).


Provide ability to record the receipt amount to the correct account upon entry of the receipt transaction. The data elements include, but are not limited to, the following: Payment Amount.


Provide ability to record the receipt amount to the correct account upon entry of the receipt transaction. The data elements include, but are not limited to, the following: Place of deposit (i.e., Bank Number).


Provide ability to record the receipt amount to the correct account upon entry of the receipt transaction. The data elements include, but are not limited to, the following: Location of collection.


Provide ability to record the receipt amount to the correct account upon entry of the receipt transaction.


Provide ability to record the receipt amount to the correct account upon entry of the receipt transaction. The data elements include, but are not limited to, the following: Who Paid.


Provide ability to supply an outbound interface for receipts in order to update multiple specialized third-party billing systems.





Area of Focus

(Focus/ General)




Cash Receipts AR183 F3















Provide ability to support bar code or scan line printing on envelopes and remittance advice to aid in remittance processing.


Provide ability to utilize a predefined interface for bar code or scan line information which can capture any and all fields of the coding block applied to financial transactions.


Provide ability to utilize a predefined interface for OCR templates which can capture any and all fields of the Chart of Accounts codes applied to financial transactions.


Provide ability for remote users, including users at temporary locations, to collect funds, enter, and account for receipts.


Provide ability to record pre-payments for service and generate balancing amounts when reconciling revenue collected with specific services provided.


Provide ability for on-line review of all items in a receipt batch before the batch is posted.


Provide ability to correct a receipt batch at any time before the batch is posted.


Provide ability for user-defined payment methods. (Cash, Credit Card, Check, EFT, etc.).


Provide ability to capture the following on each hard copy customer receipt, at a minimum: Total Payment Amount.


Provide ability to process split or mixed tendering situations for payments.(e.g.,. one payment for multiple invoices or multiple payments for one invoice).


Provide ability to enter, track separately, and process simultaneously the following tendering situations (but not limited to): Cash, including capture of Bank Code.


Provide ability to enter, track separately, and process simultaneously the following tendering situations (but not limited to): Check, including capture of ABA number, Account number, and Check number.


Provide ability to enter, track separately, and process simultaneously the following tendering situations (but not limited to): by Credit Card type (MC, VISA, AMEX, Discover).


Provide ability to enter, track separately, and process simultaneously the following tendering situations (but not limited to): Money Orders, including capture of Bank Code.





Area of Focus

(Focus/ General)


















Cash Receipts AR211 Provide ability to capture receipts via electronic funds transfers. G



Provide ability to enter, track separately, and process simultaneously the following tendering situations (but not limited to): EFT/ACH.


Provide ability to enter, track separately, and process simultaneously the following tendering situations (but not limited to): Wire Transfer.


Provide ability to enter, track separately, and process simultaneously the following tendering situations (but not limited to): Debit Cards.


Allow credit card payment information to be entered directly on a cash receipt.


Provide ability for manual recording and adjusting receipts using valid Chart of Accounts Codes with appropriate security.


Provide ability to enter detailed receipt transactions for cash collected.


Provide ability to compile receipts into deposits more or less frequently than daily.


Provide ability for daily approval for previously unidentified receipts held in clearing accounts.


Provide ability to apply payments on receivables by referencing the invoice number, which infers all invoice information to the receipt.


Provide ability to post partial payments by invoice line item for all invoices.


Allow for the recording of deposits to multiple accounts across multiple banks.


Provide ability to select methodology for automatically applying partial payments (for example, applying the payments in line order).


Provide ability for processing receipts not associated with a specific receivable (e.g., donation).


Provide the ability for a user with proper security and controls, to code a receipt based on user defined criteria.


Provide ability to void receipts with user defined security controls and an audit trail.





Area of Focus

(Focus/ General)







Cash Receipts AR216 Provide ability to correct misapplied receipts. G


Cash Receipts AR218 Provide ability to handle online interfund transfers of cash. G









Treasury Management Banking AR227 G

Cash Receipts AR228 Provide ability to scan a check into the system. G



Provide ability to code, batch, collect and deposit funds on the behalf of other agencies/external agencies within user-defined security rules.


Provide ability to perform the following functions for receipts: Record dishonored revenue payments (i.e., NSF) including proper accounting for NSF fees.


Provide ability for deposits not coded to a specific accounting entry to be posted to an agency defined account with proper security and controls.


Provide ability for a user override of the default Chart of Accounts to correct errors, with appropriate security.


Provide ability to process miscellaneous cash receipts without creating a billing record.


Provide ability to accept cash receipts applied against multiple invoices.


Provide ability to generate an outstanding payable for overpayments.


Provide ability to notify the collecting unit after an outstanding payable is generated.


Provide ability to update status of receivable when payments are received.


Provide the ability for the system to refer outstanding accounts to a collection agency as specified by the State.


Provide the ability for the system to record amounts collected and apply those amounts against outstanding receivables.


Provide ability to match checks received for overpayments to the original check paid to an individual.Provide the ability to restrict the bank accounts that are available to the agency for processing their deposits.


Provide ability to generate various user-defined reports, based on any data field within the invoice and all chart of account elements, including but not limited to the following: Billing status.





Area of Focus

(Focus/ General)













Inquiry and Reporting AR239 Provide ability to report un-billed charges. F2






Provide ability to generate various user-defined reports, based on any data field within the invoice and all chart of account elements, including but not limited to the following: Billed and unbilled charges.


Provide ability to generate various user-defined reports, based on any data field within the invoice and all chart of account elements, including but not limited to the following: Delinquent accounts.


Provide ability to generate various user-defined reports, based on any data field within the invoice and all chart of account elements, including but not limited to the following: Receivables tracking.


Provide ability to generate various user-defined reports, based on any data field within the invoice and all chart of account elements, including but not limited to the following: Memo billing status.


Provide ability to query all invoice/adjustments for a single customer online and print the information queried.


Provide ability to report and print customer activity by customer type.


Provide ability to generate reports of invoices billed, paid, or voided with a user-defined timeframe.


Provide ability for aging analysis of outstanding accounts receivable based upon user-defined aging criteria (e.g., 30, 60, 90, 120, and greater than 120 days) using the original invoice date and current system date.


Provide ability to maintain records of individual billings by customer with online inquiry capability.


Provide ability to flag (identify) payments received which have been determined to have no match to an invoice ( e.g. prepayments, duplicates).


Provide ability to account for all cash receipts revenue (e.g. one -time payments for goods/services without an invoice).


Provide ability to summarize open invoices by Chart of Accounts codes.


Provide ability to extract reports of money deposited over a certain time frame into a specific Chart of Account fields.





Area of Focus

(Focus/ General)




Document Management AR244 F2



Document Management AR247 F2


Inquiry and Reporting AR249 Provide ability to report revenues by CFDA number. F2

Inquiry and Reporting AR250 Provide ability to track pending receipts by scheduled due dates. F2











Provide ability to download data flat file formats (e.g., CSV, Comma-delimited, etc.).


Provide ability to easily generate a report that compares monthly receipts to receipts for that month in the previous year and year-to-date receipts to the previous year.


Provide ability to report the variance between prior year revenue accruals and actual collection on reported year-to-date revenue.


Provide ability to export billing and accounts receivable data into spreadsheet format (Excel).


Provide ability to report revenues by the Chart of Accounts Codes for the Grant reporting hierarchy.


Provide ability to track open item receivables billed in one fiscal year but paid in the next fiscal year. For reporting purposes this must show the accounts receivable balance at the balance sheet date and the specific amounts that were paid.


Provide ability to view the following on the accounts receivable inquiry screen: Beginning Balance.


Provide ability to view the following on the accounts receivable inquiry screen: Plus invoiced amounts.


Provide ability to view the following on the accounts receivable inquiry screen: Less Credits.


Provide ability to view the following on the accounts receivable inquiry screen: Less Payments received.


Provide ability to view the following on the accounts receivable inquiry screen: Equals Ending Balance.


Provide ability to report sales tax collections by taxing jurisdiction(s) (state, local) where merchandise is shipped.


Provide ability for each agency to report annually on accounts receivable which have been referred to the Collection Agencies- Annual Collections Report-(Custom Report).


Provide ability for each agency to report annually on accounts receivable which have not been referred to the Collection Agencies- Annual Collections Report-(Custom Report).





Area of Focus

(Focus/ General)











Customer Maintenance AR267 Provide ability to edit Accounts Receivable by Invoice Type. G





Offset AR272 F3




Provide ability for each agency to report annually on accounts receivable which have been written-off or waived- Annual Collections Report-(Custom Report).


Provide ability for a statewide user(s) to report annually on accounts receivable claims referred to collections by agency (number of accounts and Dollar amount). Annual CFO Report-(Custom Report).


Provide ability for a statewide user(s) to report annually on the number of accounts receivable that are outstanding with a collection agent by age and amount (number of accounts and dollar amount). Annual CFO Report-(Custom Report).


Provide ability for a statewide user(s) to report annually on the timeliness of accounts being referred to collection. Annual CFO Report-(Custom Report).


Provide ability for a statewide user(s) to report annually on the amount collected of account receivables claims placed with a collection agent within a fiscal year. Annual CFO Report-(Custom Report).


Provide ability to account for estimated revenue in the Revenue Ledgers.


Provide ability to maintain a master customer file for Accounts Receivable at the Agency Level.


Provide ability for both detail and summary level audit trails for Accounts Receivable transactions-Customer Accounts Receivable.


Provide ability for both detail and summary level audit trails for Accounts Receivable transactions-Customer Invoices.


Provide ability for both detail and summary level audit trails for Accounts Receivable transactions-Delinquent Collections.


Provide ability for both detail and summary level audit trails for Accounts Receivable transactions-Payments.


Provide ability to place on hold services for past due receivables from debtors.


Provide ability to process uncollectible accounts as follows: Record Receipt of Cash.


Provide ability to process uncollectible accounts as follows: maintain proper accounting entries to record the collection fees.





Area of Focus

(Focus/ General)




Document Management AR275 Provide ability to allow automatic upload of files: PDF. F2

Offset AR276 G

Offset AR277 G

Offset AR278 G

Offset AR279 F3

Offset AR280 F3

Offset AR281 F3

Offset AR282 F3












Provide ability for detailed statement of transactions for a user-defined time period: Transactions Detail by Date.


Provide ability for detailed statement of transactions for a user-defined time period: Ending Balance.


Provide ability for statement to be viewed on-line and printed for all debtor/customers in batch.


Provide ability to compare vouchers against offset receivable list to identify customers who are eligible for offset by matching FEIN Number.


Provide ability to compare vouchers against offset receivable list to identify customers who are eligible for offset by matching Driver's License Number.


Provide ability to compare vouchers against offset receivable list to identify customers who are eligible for offset by matching VISA Number.


Provide ability to compare vouchers against offset receivable list to identify customers who are eligible for offset by matching State ID Number.


Provide ability for one agency to bill on behalf of another agency with appropriate user security controls.


Provide ability to process receipts, including identifying the payment payee.


Provide ability to process receipts, including identifying the payment for any code in the Chart of Accounts.


Provide ability to process partial invoice payments on the same receipt.


Provide ability to allow credit card payment information verified real-time.


Provide ability to allow credit card payment information to be authorized real-time.


Provide ability to apply receipts against appropriate accounts receivable balances or invoices.


Provide ability to access and review the transaction detail between receipt and deposit.


Provide ability for clearance processes for previously unidentified receipts held in clearing accounts.


Provide ability to perform the following functions for receipts: Record account number.





Area of Focus

(Focus/ General)




















Provide ability to perform the following functions for receipts: Record deposit number.


Provide ability to perform the following functions for receipts: Record Date.


Provide the ability to record collection agent detail information, including but not limited to, Number of phone calls and the dates they were performed, amounts collected on the accounts, address changes, etc.


Provide the ability to track amounts collected on outstanding account receivable.


Provide ability to generate various user-defined reports, based on any data field within the invoice and all Chart of Account codes , including but not limited to the following: Referrals of Delinquent Accounts.


Provide ability to generate various user-defined reports, based on any data field within the invoice and all Chart of Account codes, including but not limited to the following: Bankrupt Accounts.


Provides the ability to generate a report of all outstanding invoices on a any given date by Chart of Account codes.


Provide ability to generate the aging analysis of outstanding accounts receivable based upon user-defined aging criteria (e.g., 30, 60, 90, 120, and greater than 120 days) using a user-specified date.


Provide ability to capture the following on each hard copy customer receipt, at a minimum: Invoice Number.


Provide ability to capture the following on each hard copy customer receipt, at a minimum: Customer Name.


Provide ability to capture the following on each hard copy customer receipt, at a minimum: Customer Account Number.


Provide ability to report revenues by the Chart of Accounts Codes for the Project reporting hierarchy.


Provide ability to maintain a master customer file for Accounts Receivable at the Statewide Level.


Provide ability to process uncollectible accounts as follows: Record Receipt of any Collection Fees associated with a receivable.


Provide ability to perform the following functions for receipts: Reverse Original Receipt's Accounting Events.





Area of Focus

(Focus/ General)





Document Management AR342 Provide ability to allow automatic upload of files: Excel. F2

Document Management AR343 Provide ability to allow automatic upload of files: Word. F2

Document Management AR344 Provide ability to allow automatic upload of files: JPEG. F2






Cash Receipts AR350 Provide ability to identify revenue as received. G

Cash Receipts AR351 Provide ability to identify revenue as balanced. G

Cash Receipts AR352 Provide ability to identify revenue as deposited. G

Cash Receipts AR353 Provide ability to identify revenue as refunded. G



Cash Receipts AR356 Provide ability to classify receipts by the way they were paid: EFT. G






Provide ability to perform the following functions for receipts: Record accounting for NSF fees.

Accounts Receivable and BillingAccounts Receivable and BillingAccounts Receivable and BillingAccounts Receivable and Billing

Provide ability to perform the following functions for receipts: Amount.


Provide ability for customers to be maintained at a statewide level with a unique customer number.


Provide ability for customer subaccounts to be linked to agency specific details.


Provide ability to receive revenue that is not tied to a customer record.


Provide ability to update unapplied revenue to a customer record with proper security controls.

Accounts Receivable and BillingAccounts Receivable and BillingAccounts Receivable and BillingAccounts Receivable and BillingAccounts Receivable and Billing

Provide ability to classify receipts by the way they were paid: ACH.


Provide ability to classify receipts by the way they were paid: Credit Card.


Provide ability to classify receipts by the way they were paid: Check.


Provide ability to classify receipts by the way they were paid: Cash.


Provide ability to classify receipts by the way they were paid: Wire.


Provide ability to record customer information without requiring a receivable be created.





Area of Focus

(Focus/ General)




AR361 F1

AR362 F1





Workflow AR367 F2



Workflow AR370 F2











Provide ability for agency business systems to integrate in order to bring in required customer information.



Provide ability for agency business systems to integrate in order to bring in required receivable information.


Provide ability for agency specific bills to be created within the system to include agency letterhead.


Provide ability for agencies to set up billing templates for each of the types of services/goods they provide.


Provide ability for customer information to be inferred from account receivable/customer data when creating a bill.


Provide ability for edits to be made on customer information when creating a bill.


Provide ability to utilize approval Workflow for bills being sent to customers.


Provide ability for fees/fines to be added to receivables at the agencies defined time period.


Provide ability for notices to be sent to customers who have not paid based upon agency defined time periods.


Provide ability to utilize approval Workflow for notices being sent to delinquent customers.


Provide ability for notices to be customizable by agency debt type by having the ability to insert a description field up to 500 alpha/numeric characters.


Provide ability for agencies to assess different fees/fines for agency debt types.


Provide ability for agencies to utilize the billing functionality to prepare notices of delinquent accounts.


Provide ability for the customer record to be automatically updated with any fees/fines that are added to their account.


Provide ability for accounts receivable to be marked as legally collectable.


Provide ability for accounts receivable to be marked as not legally collectable.


Provide ability for agencies to setup timelines on when accounts should be sent to collection agents based on: age.


Provide ability for agencies to setup timelines on when accounts should be sent to collection agents based on: type of receivable.





Area of Focus

(Focus/ General)






Workflow AR381 F2


Workflow AR383 F2

Workflow AR384 F2






Inquiry and Reporting AR390 Provide ability for the system to update the offset list daily. F2

AR391 F1

Offset AR392 F3

Offset AR393 F3


Provide ability for agencies to setup timelines on when accounts should be sent to collection agents based on: amount of receivable.


Provide ability for agencies to setup timelines on when accounts should be sent to collection agents based on: other agency defined criteria.


Provide ability to utilize approval Workflow when determining if accounts should be sent to collections.


Provide ability for a statewide timeframe to be established on when accounts should be sent to collections.


Provide ability for the system to alert agencies when accounts reach the statewide timeframe for sending accounts to collections.


Provide ability for agencies to submit a response as to why they are not sending the accounts to collections when they have reached the statewide timeframe to be sent.


Provide ability for the system to generate a list of eligible offset accounts based on statewide criteria including, but not limited to: account type.


Provide ability for the system to generate a list of eligible offset accounts based on statewide criteria including, but not limited to: vendor type.


Provide ability for the system to generate a list of eligible offset accounts based on statewide criteria including, but not limited to: amount.


Provide ability for the system to generate a list of eligible offset accounts based on statewide criteria including, but not limited to: age.


Provide ability for the system to generate a list of eligible offset accounts based on statewide criteria including, but not limited to: other statewide identified criteria.



Provide ability for the system to integrate with agency business system to bring in other items eligible for offset.


Provide ability for a delinquent account to be at a collection agency and also be eligible for offset.


Provide ability to remove an account from collections as well as the offset table once the account has been satisfied.





Area of Focus

(Focus/ General)







AR397 G

AR398 G

AR399 G

AR400 F1

AR401 F1

Workflow AR403 F2




AR407 F1




Provide ability for the system to house the statewide approved template for accounts to be sent to collection.


Provide ability for the system to populate the collection template once the agency has approved accounts to be sent to a collection agent.


Provide ability for the agency to make adjustments to details of the accounts within the collection template once it has been populated.



Provide ability for the system to integrate with collection agency business system in order to receive data for accounts being placed for collections.



Provide ability for the system to integrate with the collection agent business system to receive collection files including, but not limited to: Remittance file.



Provide ability for the system to integrate with the collection agent business system to receive collection files including, but not limited to: Close and Return file.



Provide ability for the system to integrate with the collection agent business system to receive collection files including, but not limited to: Other agency specific files.



Provide ability for the system to integrate with the collection agent business system to receive collection files including, but not limited to: Other statewide specific files.


Provide ability for the system to allow statewide write-off approval/denial to be administered within the system.


Provide ability for agencies to perform the write-off of accounts receivables within the system.


Provide ability for accounts receivable write-offs performed within the system to update the account receivable subledger.


Provide ability for the system to allow subledger updates to update the General Ledger.



Provide ability for the system to integrate with agency business systems to update accounts receivable with any fees/fines that are added to an account.


Provide ability for agencies to accept receipts on behalf of other agencies with proper security and controls.


Provide ability for agencies to record the receipts to the other agency's accounting records with proper security and controls.





Area of Focus

(Focus/ General)






Cash Receipts AR412 Provide ability to track unearned revenue by receivable. G



Billing and Invoicing AR415 Provide ability for the system to allow agencies to print bills. G











Provide ability for the system to create a receivable when an agency bills a customer.


Provide ability for the system to integrate with external business systems in order to update accounts that have been issued credit card refunds.


Provide ability to adjust unearned revenue within the accounts receivable subledger and have the adjustment affect the General Ledger.


Provide ability for the system to allow agencies to send bills electronically via email.


Provide ability for the system to allow agencies to send bills electronically via online portal.


Provide ability for agencies to establish timeframes for delinquency for receivables by: receivable type.


Provide ability for agencies to establish timeframes for delinquency for receivables by: specified group of receivables.


Provide ability for agencies to establish timeframes for delinquency for receivables by: other agency criteria.


Provide ability for agencies to establish timeframes for delinquency for receivables by: individual receivables.


Provide ability for agencies to label accounts receivables as no longer legally collectable at any point in the lifecycle of the receivable.


Provide ability for accounts that are labeled as no longer legally collectable to have comments entered at a minimum of 500 alpha/numeric characters.


Provide ability for the system to generate the close and return date within the agency debt collection file based on the original due date and the statue of limitations date associated with the receivable or group of receivables.


Provide ability for the remittance file received from the collection agency to automatically post to the appropriate receivable.





Area of Focus

(Focus/ General)








AR429 G



Inquiry and Reporting AR432 Provide ability to report revenues and receipts by CFDA number. F2









Provide ability for the system to produce an exception report to be created when the remittance report being received from the collection agent does not match the receivable information.


Provide ability for the remittance file received from the collection agency to automatically adjust the available balance to the appropriate receivable.


Provide ability for the system to produce a report identifying which accounts were updated once the remittance report was received.


Provide that ability for the system update the accounts as closed and returned from the collection agent once the close and return file is received.



Provide ability to receive inbound files from external collection agents business systems.


Provide ability to report and issue bills for accounts maintained as open items or on balance forward basis when balance falls to prescribed level.


Provide ability to report revenues and receipts by various levels within the Grant or Project hierarchy.


Provide ability to comply with GAAP for Governmental Funds by accurately recording revenues and deferred inflows based on information provided, such as anticipated receipt dates.


Provide ability to comply with GAAP for Governmental Funds by accurately accounting for deferred inflows based on payments realized.


Provide ability to calculate and account for sales taxes using customer and billing information based on qualifying events.


Provide ability to maintain and report to taxing authority information on taxes collected.


Provide ability to calculate, assess, and report the Service Charge on specific Trust Fund Income to the General Revenue, pursuant to Section 215.20, F.S.


Provide ability to access complete receivable information for any open balance transactions, regardless of timeframe.


Provide ability for the system to support varying penalty amounts and interest by agency or organizational sub-level.





Area of Focus

(Focus/ General)





Offset AR441 F3

Offset AR442 F3




Budget Management Appropriation Accounting BUD001 F1



Budget Management BUD004 F2

Budget Management BUD005 G



Provide ability to produce billings based on Aging Threshold Dates.


Provide ability to notify the appropriate receivable agency of the offset transaction.


Provide ability to notify the appropriate debtor/vendor of the offset transaction.


Provide ability to record aging and customer contact information on the receipt, bill, and customer account.


Provide ability to report on aging and customer contact information recorded on the receipt, bill, and customer account.


Provide the ability to record dollar amount on the deposit by customer (e.g. prepaid account in escrow) and not reflect as an accounts receivable credit.Provide ability to revert remaining balances automatically if Carry Forward (Personnel and non-personnel) funds were not fully recorded before fiscal year-end and generate the appropriate entries for appropriations, approved budget, allotments, and releases.

Provide ability to revert remaining balances automatically if disapproved by Executive Office of Governor pursuant to sec. 216.301, F.S. and generate the appropriate entries for appropriations, approved budget, allotments, and releases.

Provide ability to revert remaining balances automatically if they remain un-disbursed by September 30 (Personnel and non-personnel) and generate the appropriate entries for appropriations, approved budget, allotments, and releases.

Budgetary Control - Operating Budgets

Provide auditing functions at all relevant phases of the budgeting cycle.


Provide for budgetary control to be integrated with all modules (for example, receivables, payables, inventory, facilities, fleet, procurement, cost allocation etc.) to ensure that all transactions using or affecting budget (appropriation, grant, project, agency budget, and/or contracts) authority are validated real-time against up-to-date budget totals based on established budgetary controls.


Provide ability to perform an appropriated budget available check and commit the transaction if it passes the check or produces an error message if the transaction fails the edit. These edits will be performed for every transaction.





Area of Focus

(Focus/ General)







Budget Management BUD010 Provide ability to track transaction detail at the level of entry. G

Budget Management BUD011 Provide multiple levels of controls for operating budgets. G

Budget Management Security BUD012 G







Provide ability to perform an allotment budget available check and commit the transaction if it passes the check or produce an error message if the transaction fails the edit. These edits will be performed for every transaction.


Provide ability to perform an agency allotment budget check (which is user-defined) and commit the transaction if it passes the check or produce an error message if the transaction fails the edit. These edits will be performed for every transaction.


Provide ability to control by appropriation category; for example, categories such as salaries/benefits, expenses, etc., giving the user the ability to designate spending controls.

Budgetary Control - Operating BudgetsBudgetary Control - Operating Budgets

Provide ability to override appropriation, allotment, grant, project, and/or contract budget edits with the appropriate security for each type of budget, without opening the budget to other users.


Provide an indicator that determines whether payroll transactions are validated against the appropriation, allotment, grant, contract, and/or project budgets, as appropriate.


Provide separate data entry and document types for appropriation and agency allotment budget transactions. Note: the agency allotment budget is separate from the appropriation budget and is used to control budgets at a lower or different level of detail than the appropriation budget.


Provide ability to separately track original budget, budget adjustment, and budget transfer line items for each appropriation.


Provide ability to separately track original budget, budget adjustment, and budget transfer line items for each agency allotment budget.


Provide ability to perform an appropriation control validation to ensure that allotments do not exceed the available appropriation balance.





Area of Focus

(Focus/ General)

















Provide ability to perform an appropriation control validation to ensure that encumbrances do not exceed the available appropriation balance.


Provide the ability to perform an appropriation validation to ensure that expenditures do not exceed the available allotment balance.


Provide appropriation budgetary controls by user-defined combinations of the Chart of Accounts elements/element hierarchies shown below: Fund Structure.


Provide appropriation budgetary controls by user-defined combinations of the Chart of Account elements/element hierarchies shown below: Agency.


Provide appropriation budgetary controls by user-defined combinations of the Chart of Account elements/element hierarchies shown below: Organization Structure (for example, Agency, Division, Bureau, Section and Subsection).


Provide appropriation budgetary controls by user-defined combinations of the Chart of Account elements/element hierarchies shown below: Appropriation Structure (currently Fund, Fiscal Year, and Agency).


Provide appropriation budgetary controls by user-defined combinations of the Chart of Account elements/element hierarchies shown below: District, Region, Circuit and Park.


Provide appropriation budgetary controls by user-defined combinations of the elements/element hierarchies shown below: Project Structure.


Provide appropriation budgetary controls by user-defined combinations of the elements/element hierarchies shown below: Expenditure / Revenue Object Structure.


Provide appropriation budgetary controls by user-defined combinations of the elements/element hierarchies shown below: Budget Control Subsidiary Ledger.


Provide appropriation budgetary controls by user-defined combinations of the elements/element hierarchies shown below: Grant.


Provide appropriation budgetary controls by user-defined combinations of the elements/element hierarchies shown below: Contract.





Area of Focus

(Focus/ General)








Budget Management BUD036 Provide appropriation budgetary controls by Budget/Fiscal Year. G









Provide appropriation budgetary controls by user-defined combinations of the elements/element hierarchies shown below: Function/Program.


Provide appropriation budgetary controls by user-defined combinations of the elements/element hierarchies shown below: Activity.


Provide appropriation budgetary controls by user-defined combinations of the elements/element hierarchies shown below: Project.


Provide appropriation budgetary controls by user-defined combinations of the elements/element hierarchies shown below: Expenditure Group (for example, Major Line of Expenditure such as Fixed Capital Outlay (FCO) such as land and/or buildings).


Provide ability to allow agencies to record expenditures at the time an invoice is processed with cash not posted until payment is made. Provide ability to distinguish between recording expenditures and cash outlays.


Provide ability to establish multi-year appropriation budgetary control.


Provide appropriation budgetary control within an appropriation at varying levels and combinations of the Chart of Accounts to be specified by authorized users. (for example, 3rd level of fund; 2nd level of agency, 3rd level of expenditure group).


Provide appropriation budgetary control across appropriations at varying levels and combinations of the Chart of Accounts to be specified by authorized users. (for example, 3rd level of fund; 2nd level of agency, 3rd level of expenditure group).


Provide an indicator that determines if encumbrances are included in the available appropriation budget validation.


Provide ability to validate encumbrances and expenditures against the appropriation distributed budget (for example, by fund, appropriation and major line of expenditure).


Provide ability to roll up budget details to a user-defined summary level.





Area of Focus

(Focus/ General)












Budget Management Inquiry and Reporting BUD054 Provide ability to report the budget by authority. F2Budget Management Inquiry and Reporting BUD055 G

Budget Management Inquiry and Reporting BUD056 G


Provide ability to distribute the appropriated budget (summary level) and budget adjustments to detail Account and Organization levels based on user-defined criteria.


Provide ability to validate all transactions to ensure that appropriation budget is available before posting the transaction.


Provide ability (for those appropriations with absolute control) to prevent transactions not meeting available appropriation budget by user-defined criteria from being transmitted to the next approval stage.


Provide ability (for those appropriations with absolute control) to prevent transactions not meeting available expenditure group budget from being transmitted to the next approval stage.

Provide individual agency, fund, and appropriation budgetary control options in the system including: Override Control - prevents transaction from processing with the ability to override error with appropriate security.


Provide individual agency, fund, and appropriation budgetary control options in the system including: Warning - provides warning message but allows transaction to process.


Provide individual agency, fund, and appropriation budgetary control options in the system including: No Control - allows transaction to process without warning.


Provide ability to flag the default appropriation control option (for example, override, warning, no control).

Provide an on-line inquiry screen that displays original appropriation, appropriation adjustments, appropriation transfers, reductions/holdbacks, original allotment, allotment adjustment, allotment transfers, allotment reductions/holdbacks, encumbrances, expenditures, revenue, and calculated budget.

Provide on-line inquiry screens that display the appropriation budget, adjustments, transfers, reduction/holdbacks, encumbrances, expenditures, revenues, and available budget data at varying levels of the Chart of Accounts structure, including by major line of expenditure.





Area of Focus

(Focus/ General)















Provide ability to establish multiple levels of control for changing budget with different user authority level required per level of control. For example, allow users with a lower level of control to change budgets between two account codes but require a user with a higher level of control to change the budget for the account.


Provide ability to use agency allotment budgets. Note: the agency allotment budget is separate from the appropriation budget and is used to control budgets at a lower or different level of detail than the appropriation budget.


Provide allotment budgetary controls for each agency with user-defined combinations of the elements shown below: Fund Structure.


Provide allotment budgetary controls for each agency with user-defined combinations of the elements shown below: Agency.


Provide allotment budgetary controls for each agency with user-defined combinations of the elements shown below: Organization Structure (for example, Agency, Division, Bureau, Section and Subsection).


Provide allotment budgetary controls for each agency with user-defined combinations of the elements shown below: Program Structure.


Provide allotment budgetary controls for each agency with user-defined combinations of the elements shown below: Appropriation Structure (currently Fund, Fiscal Year, and Organization).


Provide allotment budgetary controls for each agency with user-defined combinations of the elements shown below: District, Region, Circuit and Park.


Provide allotment budgetary controls for each agency with user-defined combinations of the elements shown below: Project Structure.


Provide allotment budgetary controls for each agency with user-defined combinations of the elements shown below: Expenditure / Revenue Object Structure.


Provide allotment budgetary controls for each agency with user-defined combinations of the elements shown below: Budget Control Subsidiary Ledger.





Area of Focus

(Focus/ General)


















Provide allotment budgetary controls for each agency with user-defined combinations of the elements shown below: Contract.


Provide allotment budgetary controls for each agency with user-defined combinations of the elements shown below: Grant.


Provide allotment budgetary controls for each agency with user-defined combinations of the elements shown below: Activity.


Provide allotment budgetary controls for each agency with user-defined combinations of the elements shown below: Expenditure Category.


Provide allotment budgetary controls for each agency with user-defined combinations of the elements shown below: Budget Year.


Provide allotment budgetary controls for each agency with user-defined combinations of the elements shown below: Project.


Provide allotment budgetary control within an allotment budget at varying levels and combinations of the Chart of Accounts (for example, 4th level of fund; 4th level of organization, 2nd level of object of expenditure).


Provide allotment budgetary control across allotment budgets at varying levels and combinations of the Chart of Accounts (for example, 4th level of fund; 4th level of organization, 2nd level of object of expenditure).


Provide ability to allow different divisions within an agency to establish allotment budgets at different levels and combinations of the Chart of Accounts.


Provide multiple levels of agency allotment budget (for example, level 1 and level 3 of the organization) within the same organizational branch.


Provide ability to create, enter, track, and analyze agency spending and revenue plans.


Provide an indicator that determines whether encumbrances are included in the available agency allotment budget validation.


Provide ability to validate encumbrances and expenditures against the operating budget.





Area of Focus

(Focus/ General)
















Budget Management Inquiry and Reporting BUD094 F2

Provide appropriation budgetary control options in the system including: Override Control - prevents transaction from processing with the ability to override error with appropriate security.


Provide appropriation budgetary control options in the system including: Warning - provides warning message but allows transaction to process.


Provide appropriation budgetary control options in the system including: No Control - allows transaction to process without warning.


Provide ability to roll up agency allotment budget details to a user-defined summary level.


Provide ability to support top-down budgetary control by distributing the operating budget (summary level) to detail Account and Organization levels.


Provide ability to validate all transactions to ensure that operating budget is available before posting the transaction.


Provide ability to prevent transactions not meeting available agency allotment budgets that are controlled from being transmitted to the next approval stage.


Provide ability to drill down from the agency allotment budget error message to the budget inquiry screen and automatically retrieve budget data.Provide an on-line inquiry screen that displays original agency allotment budget, adjustments, transfers, encumbrances, expenditures, revenue, and available budget. The numbers displayed are the same balances used by the budget validation program.

Provide on-line inquiry screens that display the agency allotment budget, adjustments, transfers, encumbrances, expenditures, and available budget data at varying levels of the Chart of Accounts.


Provide ability to establish, maintain, and modify agency allotment budget financial plans at or below the level of appropriation control.


Provide ability to establish operating/financial plans by month and quarter at any level of the organizational structure specified by the user.Provide ability to track and report on the use of funds against operating/financial plans.





Area of Focus

(Focus/ General)






Budget Management Agency Budget Submission BUD097 F2


Budget Management BUD099 Permit ability to establish and maintain multiple budget cycles. F2

Budget Management Agency Budget Submission BUD100 F2





Budget Management Document Management BUD1005 F2








Provide ability to adjust projection rates (for example, 90%, and 100%) and exclude specified obligations from projection.


Provide ability to incorporate overhead distribution as part of budget formulation.Provide ability to distribute budget submission guidance to subordinate organizations electronically.


Provide ability to develop budgets on-line and via upload from spreadsheets.


Permit ability to associate budget formulation to the agency's stated goals and objectives required by the Government Performance and Results Act (GPRA).Provide a Business Intelligence tool to enable access to and analysis of information to improve and optimize decisions and performance.


Provide a fully integrated personnel services budget preparation function that incorporates: salary rate.


Provide a roster and a view of all positions and the associated salary rate of each position.


Provide ability for a user to flag positions for inclusion or exclusion in the salary rate projections.Provide ability for Budget Amendment publishing tools including ability to create: reports and documents in PDF format.

Provide ability for LBR publishing tools including ability to create: reports and documents in PDF format.Provide ability for query reporting to produce financial transaction reports.Provide ability for robust reporting capability to meet the State's statutory transparency reporting requirements.


Provide ability to account for and monitor performance measure budgets to track (e.g., identify, record, inquire, report) dollars spent versus service delivered.


Permit ability to prepare operating/financial plans based on multiple measures, including obligations, costs, labor hours, and full time equivalents.Provide ability to attach electronic documents to fiscal records, including, but not limited to, the following: Excel spreadsheets.





Area of Focus

(Focus/ General)











Budget Management BUD1018 Provide ability to control override capability within an agency. F3

Budget Management BUD1019 Provide ability to control override capability within the enterprise. F3


Budget Management Security BUD1020 F2





Provide ability to attach electronic documents to fiscal records, including, but not limited to, the following: Image Files.

Provide ability to attach electronic documents to fiscal records, including, but not limited to, the following: PDF Files.

Provide ability to attach electronic documents to fiscal records, including, but not limited to, the following: Word processing documents.


Provide ability to automatically require specific FCO project ID information on all FCO appropriations throughout the fiscal year.


Provide ability to capture and apply salary rate for positions by any level of the organization structure.


Provide ability to control override capability at the agency budget controls with appropriate authority.


Provide ability to control override capability at the enterprise budget controls with appropriate authority.

Budgetary Control - Operating BudgetsBudgetary Control - Operating BudgetsBudgetary Control - Operating Budgets

Permit ability to modify/revise existing operating/financial plans by line item.Provide ability to control user access and approval levels (for example, view, change, approve) by multiple levels of the agency level.Provide ability to control user access and approval levels (for example, view, change, approve) by multiple levels of the DFS/A&A level.Provide ability to control user access and approval levels (for example, view, change, approve) by multiple levels of the enterprise level.Provide ability to control user access and approval levels (for example, view, change, approve) by multiple levels of the Governor’s Office level.Provide ability to control user access and approval levels (for example, view, change, approve) by multiple levels of the Legislature (House/Senate/Joint Committees) level.





Area of Focus

(Focus/ General)











Budget Management BUD1032 Provide ability to identify appropriation budget as annualization. F2

Budget Management Internal Agency Budget BUD1033 Provide ability to identify appropriation budget as annualization. F2

Budget Management BUD1034 Provide ability to identify appropriation budget as nonrecurring. F2

Budget Management Internal Agency Budget BUD1035 Provide ability to identify appropriation budget as nonrecurring. F2

Budget Management BUD1036 Provide ability to identify appropriation budget as recurring. F2

Budget Management Internal Agency Budget BUD1037 Provide ability to identify appropriation budget as recurring. F2Budget Management BUD1038 F1




Budgetary Control - Allotments

Provide ability to distribute and control the allotment budget based on user-defined allotments.Provide ability to drill down into all elements of appropriation balances by agency and transmit to the State's transparency systems.Provide ability to edit load of adjusted appropriations (GAA) exception report entries before it is posted to the Budget Control Subsidiary Ledger.


Provide ability to ensure that all transactions utilizing or affecting budget authority are validated online, real-time against up-to-date budget totals based on established budgetary controls.


Provide ability to establish budget based on Sources and Uses of funds including: Projects.Provide ability to export actual prior fiscal year expenditures to LAS/PBS.Provide ability to extract all elements of appropriation balances and transmit to the State's transparency systems.





Provide ability to identify appropriation that is to be held for Certified Forward for a Fixed Capital Outlay that was not committed by a contract or project during the fiscal year.


Provide ability to limit override capability at the agency budget controls with appropriate authority.


Permit ability to prepare and electronically transmit SF-132s (Apportionment and Reapportionment Schedules) and associated financial information to OMB; store prepared requests as submitted for future use. (FMC-10).


Provide ability to limit override capability at the enterprise budget controls with appropriate authority.





Area of Focus

(Focus/ General)




Budget Management BUD1041 Provide ability to limit override capability within an agency. F3

Budget Management BUD1042 Provide ability to limit override capability within the enterprise. F3



Budget Management BUD1045 Provide ability to maintain budgets at the operating Budget level. F2


Budget Management BUD1047 Provide ability to maintain budgets at the releases level. F2

Budget Management BUD1048 Provide ability to maintain budgets at the reserves level. F2



Budget Management BUD1050 Provide ability to maintain budgets at the transfers level. F2

Budget Management BUD1051 Provide ability to maintain budgets at the vetoes level. F2






Provide ability to maintain budgets at the fixed capital outlay Budget level.


Provide ability to maintain budgets at the non-operating Budget level.


Provide ability to maintain budgets at the original appropriation level.


Provide ability to maintain budgets at the supplemental appropriation level.


Permit recording and maintaining reimbursable agreements (for example, inter-agency agreements) so that monthly, quarterly, and fiscal year-to-date as well as inception-to-date information can be presented.


Provide ability to perform appropriation control validation at the budget entity level, to ensure that expenditures do not exceed the available allotment balance.


Provide ability to perform appropriation control validation at the category level, to ensure that expenditures do not exceed the available allotment balance.


Provide ability to perform appropriation control validation at the year level, to ensure that expenditures do not exceed the available allotment balance.Provide ability to present financial management report using Business Intelligence tool including ability to create: reports and documents in PDF format.





Area of Focus

(Focus/ General)


















Budget Management Inquiry and Reporting BUD1069 Provide ability to report on budgets at the operating Budget level. F2



Provide ability to produce salary rate status reports, including, but not limited to: Generate user-defined (monthly, quarterly, annually and on-demand).


Provide ability to produce spend plan status reports (includes operational and fixed capital outlay), including, but not limited to: Generate user-defined (monthly, quarterly, annually and on-demand).

Provide ability to record and maintain the following financial data for each unique fund: Additional Appropriations.Provide ability to record and maintain the following financial data for each unique fund: Agency Transfers of Appropriations.


Permit ability to automatically notify users when funds availability is reduced by transactions from external systems (for example, credit card payments, payroll).Provide ability to record and maintain the following financial data for each unique fund: Cancellation & Restorations.Provide ability to record and maintain the following financial data for each unique fund: GAA Original Appropriations.Provide ability to record and maintain the following financial data for each unique fund: Releases.Provide ability to record and maintain the following financial data for each unique fund: Reserved Fund Balance Amount (encumbrances and other reserves).Provide ability to record and maintain the following financial data for each unique fund: Supplemental Appropriations.Provide ability to record and maintain the following financial data for each unique fund: Transfer Appropriations.Provide ability to record and maintain the following financial data for each unique fund: Unreserved Fund Balance Amount.Provide ability to report on budgets at the fixed capital outlay Budget level.Provide ability to report on budgets at the non-operating Budget level.


Permit ability to enter recurring obligation transactions that will be automatically posted at various time intervals such as monthly, quarterly, or a specific number of days determined by the user.





Area of Focus

(Focus/ General)





Budget Management Inquiry and Reporting BUD1071 Provide ability to report on budgets at the releases level. F2Budget Management Inquiry and Reporting BUD1072 Provide ability to report on budgets at the reserves level. F2Budget Management Inquiry and Reporting BUD1073 F2

Budget Management Inquiry and Reporting BUD1074 Provide ability to report on budgets at the transfers level. F2Budget Management Inquiry and Reporting BUD1075 Provide ability to report on budgets at the vetoes level. F2Budget Management Security BUD1076 F2


Budget Management Security BUD1078 Provide ability to report on override activity within an agency. F2Budget Management Security BUD1079 Provide ability to report on override activity within an enterprise. F2









Budget Management Workflow BUD1087 F2


Provide ability to report on budgets at the original appropriation level.

Provide ability to report on budgets at the supplemental appropriation level.

Provide ability to report on override activity at the agency budget controls with appropriate authority.Provide ability to report on override activity at the enterprise budget controls with appropriate authority.


Permit ability to reference multiple funding sources on a single commitment or obligation.Provide ability to review load of adjusted appropriations (GAA) exception report entries before it is posted to the Budget Control Subsidiary Ledger.Provide ability to review, extract and transmit appropriation budget for annualization transactions.Provide ability to review, extract and transmit appropriation budget for nonrecurring transactions.Provide ability to review, extract and transmit appropriation budget for recurring transactions.Provide ability to review, extract and transmit transparency data into the State's transparency systems.


Provide ability to roll the remaining appropriation for specific appropriations (to include identifying categories) from previous fiscal year to current fiscal year and maintain the original year of appropriation.


Provide ability to select an option to reduce the allotment balance at a higher level automatically when an encumbrance or expenditure is made at a lower level.Provide ability to support and request Workflow processes for Chart of Accounts codes adjustments.Provide ability to support and request Workflow processes for updates to allotments.





Area of Focus

(Focus/ General)















Provide ability to support Workflow processes for the development of agency consolidated scenarios.


Provide ability to create separate appropriation allotments and agency allotment budgets with different allotment period frequencies. The sum of the agency allotment budgets cannot exceed the appropriation allotments.

Provide ability to support Workflow processes for the development of allotments.Provide ability to support Workflow processes for the development of budget management reports, forecasting and planning reports (“what-if”).Provide an Enterprise Performance Management tool to monitor performance across the enterprise.Provide appropriation and agency budget online inquiry screens that allow the user to select the time period of the data displayed including the month and fiscal year as well as type of summary (e.g., month-to-date, year-to-date, life-to-date).


Provide auditing functions at all relevant phases of the budgeting cycle.


Provide for agency defined budgetary controls at variable levels of control (e.g., agency, appropriation, fund, program component, category, object, project, grant).Provide online inquiry screens that display the appropriation budget, releases, encumbrances, estimated revenue, fund, revenue, reserves, transfers and expenditures.Provide online inquiry screens that display the available fund budget and actual balances. The following fields should be included: Original appropriation, supplemental appropriation, releases, estimated revenue, revenue, reserves, transfers and expenditures.

Provide the ability to generate reports (screen lookup, exportable to Excel, etc.) in real time.





Area of Focus

(Focus/ General)













Budget Management BUD117 Provide ability to select whether allotments are required. G






Provide the ability to produce an accrual basis Trust Fund analysis report, at various levels of detail, containing multiple fiscal years. Trust Fund analysis should include cash balances (beginning & ending balance), actual & estimated cash receipts (including transfer receipts), actual & estimated non-operating transfer disbursements, current appropriations & disbursements (operating, non-operating, and fixed capital outlay and reversions (operating and fixed capital outlay).


Provide ability to validate expenditures against the allotment budget.Provide the ability to reduce available release balance by encumbrances, expenditures and adjustments.


Provide ability to distribute and control the allotment budget by the following periods: Semi-Annual.


Provide ability to distribute and control the allotment budget by the following periods: Quarter.


Provide ability to distribute and control the allotment budget by the following periods: Month.


Provide ability to distribute and control the allotment budget by the following periods: User-defined period (manually input budget for each month).


Provide ability to distribute and control the allotment budget based on the previous year allotments.


Provide ability to distribute and control the allotment budget based on previous year expenditures.

Budgetary Control - AllotmentsBudgetary Control - Allotments

Provide ability to specify a different dollar amount or percentage of appropriation per allotment period.Provide allotment budgetary control options in the System including: Override Control - prevents transaction from processing with the ability to override error with appropriate security.


Provide allotment budgetary control options in the System including: Warning - provides warning message but allows transaction to process.


Provide allotment budgetary control options in the System including: No Control - allows transaction to process without warning.





Area of Focus

(Focus/ General)










Budget Management Agency Budget Submission BUD128 G







Provide a flag that sets the default allotment budgetary control option (for example, override, warning, no control).


Provide ability to drill down from the allotment budget error message to the budget inquiry screen and automatically retrieve budget data.Provide an on-line inquiry screen that displays original allotment budget, adjustments, transfers, encumbrances, expenditures, revenue, and available budget. The numbers displayed are the same balances used by the budget validation program.

Provide on-line inquiry screens that display the allotment budget, adjustments, transfers, encumbrances, expenditures, and available budget data at varying levels of the Chart of Accounts.


Provide functionality to validate all transactions to ensure that allotment budget is available before posting the transaction.


Provide ability to prevent transactions not meeting available allotment budgets that are controlled from being transmitted to the next approval stage.Provide full integration between budget preparation and financial functions.Provide ability to support multiple versions of the budget (expenditure and revenue estimates, multiple agency submission versions, Governor's Office of Policy and Budget versions, appropriation versions, and agency allotment budget versions).


Provide a fully integrated personnel services budget preparation function that incorporates: user-defined payroll assumptions (such as COLA or other across the board adjustments).


Provide a fully integrated personnel services budget preparation function that incorporates: projections of vacancy rates based on historical information.


Provide a fully integrated personnel services budget preparation function that incorporates: projections of salary ranges based on HR-defined business rules.


Provide a fully integrated personnel services budget preparation function that incorporates: benefits and compensation captured in state-offered benefits.





Area of Focus

(Focus/ General)





Budget Management Inquiry and Reporting BUD135 Provide ability to compare different versions of the budget. GBudget Management Inquiry and Reporting BUD136 G




Budget Management BUD140 Provide budget calculations based on actual balance. G


Budget Management BUD142 Provide budget calculations based on statistical information. G





Budget Management Workflow BUD147 G

Budget Management Document Management BUD148 Provide ability to view attachments from within the application. G





Provide a fully integrated personnel services budget preparation function that incorporates: multiple position-based funding assignments for specified periods.

Provide ability to present historical financial information after a reorganization in both the original structure and the revised structure.Provide ability to export budget results to other systems (e.g. LAS/PBS, BAPS, etc.).


Provide "mass budget update" functionality for all Chart of Accounts elements.


Provide ability to calculate budget projections using modeling tools and techniques including multi-variant analysis, what-if simulation, and integration with PC based analytical applications.


Provide budget calculations based on budgeted balances within a budget version.


Provide version control (marking as complete, freezing, unfreezing, copying, and modifying).


Provide "undo/redo" functionality for budget changes prior to changing the budget version.Provide ability to identify changes made by lower level in response to reviewer's change request.


Provide ability to automatically alert users that a version has been frozen.Provide ability to alert the next user automatically in Workflow of completion of an assignment or task.


Provide ability to enter negative amounts for line item amounts or adjustments.


Provide ability to allow components of a budget request to be excluded when copying one version to another.Provide ability to control user updates based on organizational span of control.





Area of Focus

(Focus/ General)








Budget Management Document Management BUD156 G









Budget Management BUD165 Provide ability to develop budgets for at least five fiscal years. G





Provide ability to allow submission of changes to include a narrative description (250 characters) of the reason for the change.Provide ability to allow system administrator or other authorized users to specify the level of rounding that occurs in the budget preparation process.Provide ability to allow users to use a consistent level of rounding across the budget preparation process (for example, reports, projections, budget submissions, etc.).


Provide ability to allow users to view the impact of organizational shifts on the budget.Provide word processing capability for the textual write-up of the budget document using user-defined templates.


Provide ability to support multiple sources of revenue for a budget line item within a single fund.Provide ability to capture narrative explanation for budget requests.Permit loading the appropriation and agency allotment budget into the financial system once approved.Provide ability to check for approval before loading budgets into the financial system.


Provide ability to allow the user to identify an account code value as one which will be used for budget values only.


Provide ability to use the same baseline Chart of Accounts elements as the State's other financial systems.


Provide ability for user-defined attributes such as budget roll-up codes, which further qualify elements within the Chart of Accounts.Provide ability to generate budgetary-based funds statements based on historical and budgeted financial data.


Provide ability to develop both summary budgets and detail budgets at any level of the Chart of Accounts.


Provide ability to enter budget requests at a high level (for example, appropriation) and optionally develop detailed budgets at a lower level with the budget summarized and approved at the higher level.

Provide ability to import data from the financial system by appropriation for all line items.





Area of Focus

(Focus/ General)





Budget Management Document Management BUD170 G








Budget Management Appropriation Accounting BUD178 G








Budget Management Agency Budget Submission BUD186 Provide ability to record and maintain: Ongoing or One-time. G

Provide ability to receive data from and export data to spreadsheets and/or mainframe database applications.Provide ability to attach files (for example, Word, Excel, PDF) to particular phases and line items.


Provide ability to accept interfaced salary projections and load into state-wide and agency budget scenarios.


Provide ability to adjust salary projections within the budget scenarios.Provide ability to control user access and approval levels (for example, view, change, approve) by multiple levels of an organization.Provide ability to control "view" access by Chart of Accounts value(s) and/or by multiple levels of an organization.Provide ability to group appropriation sources and uses for program/activity level budget presentation.Provide ability for each appropriation to relate to a single program in the budget request.Provide ability for each appropriation to relate to multiple programs in the budget request.Provide ability to adjust appropriation level coding in historical, current, and budget versions to align data with agency proposed budget structure.Provide ability to record and maintain: Purpose of Appropriation (minimum 256 characters).Provide ability to record and maintain: unlimited Funding Sources (minimum 30 characters).Provide ability to record and maintain: Restricted / Non-Restricted Reason Code (with more than yes/no values).Provide ability to record and maintain: Unlimited Acceptable Uses (minimum 256 characters).Provide ability to record and maintain: Legal Authority for Creation (each a minimum 25 characters), with the ability for multiple citations and linking to external data sources.Provide ability to record and maintain: Appropriation Type (minimum 15 characters).Provide ability to record and maintain: Appropriation Title (minimum 256 characters).





Area of Focus

(Focus/ General)



















Provide ability to identify the number of years an Ongoing appropriation is valid.Provide ability to identify budget that is to be held for Certified Forward for a fixed capital outlay appropriation that was not committed by a contract during the fiscal year per Section 216.301,F.S.


Provide ability to Carry Forward (Personnel and non-personnel) multiple types of appropriation balances to the next period, based on user-defined criteria.


Provide ability to shift forward budget allotments to the next allotment period, including funding source(s), based on user-defined criteria.


Provide ability to shift forward encumbrances to the next allotment period, including funding source(s), based on user-defined criteria.Provide ability to automatically flag incurred Personnel and non-personnel obligations as tentative Carry Forward.Provide ability to automatically flag incurred Fixed Capital Outlay (FCO) obligations as tentative Certified Forward.Provide ability to automatically identify Carry Forward (Personnel and non-personnel) incurred obligations to be marked for Carry Forward.Provide ability to automatically identify Certified (Fixed Capital Outlay) incurred obligations to be marked for Certified Forward.

Provide ability for the automation of statutorily authorized agencies to re-characterize funds from Carry Forward (Personnel and non-personnel) to Carry Forward Authority "Category 13XXXX".


Provide ability to establish budget based on Sources and Uses of funds including: Carry/Certified Forward.


Provide ability to record and maintain: Operating, Project, Grant, or Contract.


Provide ability to record and maintain: Multiple User-defined Indicators (at least 5).


Provide ability to record and maintain: Multiple User-defined Fields (at least 5).


Provide ability to record and maintain: Spending Authority (for example, when there is a contingent appropriation).





Area of Focus

(Focus/ General)
















Budget Management BUD214 Provide ability to configure multiple budget forms. G






Provide ability to group/organize and report appropriation sources and uses at the Legal Level of Budgetary Control (LLBC).


Provide ability to establish budget based on Sources and Uses of funds including: Direct Appropriation.


Provide ability to establish budget based on Sources and Uses of funds including: Tax Revenue.


Provide ability to establish budget based on Sources and Uses of funds including: Dedicated Revenue.


Provide ability to establish budget based on Sources and Uses of funds including: Transfers.


Provide ability to establish budget based on Sources and Uses of funds including: Grants.


Provide ability to establish budget based on Sources and Uses of funds including: Contracts.


Provide ability to establish budget based on Sources and Uses of funds, including: Unlimited User-Defined Sources/Uses of Funds.


Provide ability to establish budget based on Sources and Uses of funds, including: High-level expense objects.Provide ability to organize budget requests and historical data by fund, object code and/or other Chart of Accounts element across multiple agencies.Provide ability to enter budget requests in varying levels of detail within one appropriation.


Provide ability for authorized users to review, modify, and approve budget baseline and actuals.


Provide ability to develop the budget at the object of expenditure, source of funding and position information level by any Chart of Accounts field.Provide ability to define which users have access to view and update budget at differing stages of the budget cycle.Provide ability to designate core or supplemental budget requests within each version.


Provide ability for agencies to invoke budget caps on a version by version basis.


Provide ability to capture the grant revenue for grant related budget requests and revenue projections.





Area of Focus

(Focus/ General)





Budget Management BUD221 Provide ability to identify collection of revenue by source. G

Budget Management BUD222 Provide ability to identify distribution of revenue by source. G











Budget Management BUD233 Provide budget control at multiple organizational levels. G

Budget Management BUD234 Provide budget control at the agency level. G

Budget Management BUD235 Provide ability to project position salaries for multiple years. G



Provide ability to display variances between grant related agency budget requests and federal fund revenue estimates.


Provide ability to capture and apply personnel attrition rates for agencies and programs and apply to expenditure projections.


Provide ability to capture and apply early retirement incentives and payoff costs.


Provide ability to capture and apply comp time payout for anticipated retirements.


Provide ability to capture and apply vacancy rates for positions by any level of the organization structure.Provide ability to generate a report on a multiple year basis; for example, prior year actuals, current year actuals, current year budget, and the future year(s) budget.


Provide ability to control ceilings on planned, budgeted or authorized positions for each agency.


Provide a roster and a view of filled positions, vacant positions, and planned/budgeted positions.


Provide ability for a user to flag positions for inclusion or exclusion in the salary projections.


Provide ability to project position salaries based on filled positions, flagged vacant positions, and planned positions based on planned filled dates, full-time equivalence, salary or hourly rate for any level of the Chart of Accounts structure.


Provide ability to filter personnel and provide view of budgeted and unbudgeted positions.

Budgetary Control - Operating BudgetsBudgetary Control - Operating BudgetsBudgetary Control - Operating BudgetsBudgetary Control - Operating Budgets

Provide ability to permit agencies to calculate pay raises based on a schedule of planned raises, scheduled pay increase advancement, cost of living adjustments or other user-defined criteria.





Area of Focus

(Focus/ General)
















Budget Management BUD249 Provide ability to do "what if" modeling for payroll projections. G



Budget Management BUD252 Provide ability to project a future fringe benefit factor. G




Provide ability to flag budgeted positions that have exceeded appropriations.


Provide ability to manage positions that are planned, authorized and vacant.


Provide ability to limit aggregated budgeted positions to the attributed funding source appropriated and allotted to those positions.


Provide ability to record and track justification for position changes.


Provide ability to reclassify positions and carry these reclassifications into the salary estimates.


Provide ability to build salary projections for vacant positions using different assumptions about pay increases.


Provide ability to project position budget changes at varying levels, including globally.


Provide ability to project position budget changes at varying levels, including at the individual position level.


Provide ability to budget for overtime in user-defined increments, shift differentials, on call, and compensatory relief time.


Provide ability to include effective date changes to positions and provide cost projections and savings at different time periods to maintain position control.


Provide ability to calculate payroll projections based on an increase or decrease in positions.


Provide ability to calculate payroll projections based on transfers by different time periods.


Provide ability to cost out new positions at multiple grades and pay increases by division and department.


Provide ability to project fringe benefits within a payroll estimate based on position funding assignments.


Provide ability to calculate early retirement projections specific to each agency.


Provide ability to update healthcare costs to project future payroll costs.





Area of Focus

(Focus/ General)




Budget Management BUD255 Provide cash forecasting tools for Trust Funds. G










Budget Management BUD266 Provide ability to override the agency budget controls. G

Budget Management BUD267 Provide ability to "freeze" the budget from changes. G




Budget Management BUD271 Provide ability to budget and report by organizational unit. G

Budget Management BUD272 Provide ability to budget and report by program and sub-program. G



Provide agency flexibility to build a budget from top-down or bottom-up.


Provide ability to flag agency entries that do not match core levels or that exceed the cap but not restrict them from being saved.


Provide ability for agencies to define their budget build-up by any element of the Chart of Accounts and aggregate the results to the appropriation level.


Provide ability to set targets for divisions or lower level organization units at absolute numbers for a new proposal or expansion by division director or deputy.


Provide ability to set budgetary limits at any level of the Chart of Accounts structure.


Provide ability to make budget adjustments at any level of the Chart of Accounts structure with proper authorization.


Provide ability to establish limits on positions and/or FTEs at the lower levels of the organization structure.


Provide ability for users to establish effective start and end dates for submissions by different elements of the Chart of Accounts structure with property authorization.


Provide ability to capture agency defined controls in a table-based structure.


Provide ability to default coding (i.e. rules and rates) for any budget line.


Provide ability to maintain and track versions for reporting purposes.


Provide ability to maintain unlimited versions available to each agency for budget preparation.


Provide ability to make budget adjustments at any level of the Chart of Accounts elements from submitted budget requests.





Area of Focus

(Focus/ General)




















Provide ability to flag funds that have a projected negative cash fund balance at the end of the year.


Provide ability to capture agency narrative text at the budget object, task, activity, grant, program, and operating transactions.


Provide ability to structure the budget presentation for each agency by user-defined combinations of the Chart of Accounts elements.Provide ability to capture and report standardized data on agency mission, goals, and performance measures.


Provide ability to add additional descriptive information (for example, long names, purpose) to Chart of Accounts elements imported from the State's financial system to improve data available for reporting and decision-making purposes.


Provide ability to establish multiple roll-ups of budget data across agencies to present enterprise benchmarks, compare agency-to-agency, function-to-function, etc.


Provide ability to create multiple, user-definable attributes that can be associated with various expenditures (for example, state-wide categories, functional activities, "priorities of government", etc.


Provide ability to divide historical, current, and budgeted data (for example, by percentage) for purposes of re-categorization and reporting.


Provide ability to present historical and current budget data for analysis: Multiple year historical budget and actual data.


Provide ability to present historical and current budget data for analysis: Monthly and Year-to-Date Actuals.


Provide ability to present historical and current budget data for analysis: Current Year Budget.


Provide ability to present historical and current budget data for analysis: Current Year Forecast Actuals.


Provide ability to present historical and current budget data for analysis: Next Year Budgeted.


Provide ability to present historical and current budget data for analysis: Multiple Years Projected Budget.


Provide ability to copy current year appropriations into future budget years.





Area of Focus

(Focus/ General)





















Provide ability to forecast revenue detail by agency and revenue source, which can be copied into future budget years.


Provide ability to create adjustments to the base budget at the appropriation account level with proper authorization.


Provide ability to define adjustment types and adjustment categories.Provide ability to capture, display, and report descriptive information for base adjustments, forecast updates, and other adjustment types established by the State.


Provide ability to adjust the current year "base" for forecast programs.


Provide ability to calculate and apply across-the-board adjustments to the Chart of Accounts elements.


Provide ability to report current year appropriations +/- base adjustments as the forecast base.


Provide ability to associate descriptive text on the purpose of forecast updates.


Provide ability to identify historical and requested transfers between agencies and programs and capture descriptive text regarding the purpose of the transfer.


Provide ability to report and reconcile anticipated transfers between agencies and programs to ensure that transfers are properly balanced at the state-wide level.


Provide ability to develop expenditure and revenue forecasts at the beginning of the fiscal year, based on prior year actuals.


Provide ability to apply percentage increase/decrease to any line item category in the budget and assess impact on budget as a whole.


Provide ability to use multiple calculation methodologies for statistical, real, nominal (revenue and expenditure) account budget monitoring and forecasting.Provide ability to compare current year trend analysis with actual data from previous years, either as a report or inquiry.


Provide ability to apply different forecasting calculations to the same line item in different organizational units.


Provide ability to apply different forecasting calculations to different line items in the same organizational unit.





Area of Focus

(Focus/ General)










Budget Management Agency Budget Submission BUD311 Provide ability for users to resubmit agency budget requests. G

Budget Management BUD312 Provide ability to capture estimated federal reimbursements. G


Budget Management Internal Agency Budget BUD314 G


Budget Management Internal Agency Budget BUD316 Provide ability to monitor spending at multiple levels of control. G







Provide ability to display multiple forecasts for the same line item using different forecasting techniques and permit selection of the most appropriate calculation.


Provide ability to obtain and store data components for budget preparation forecasting (for example, negotiated salaries, legislative mandates, economic factors, administrative considerations, etc.).


Provide ability to forecast "what if" impact of agency restructuring by identifying additional positions, functions, costs, etc.


Provide ability to project year-end revenues and expenditures using appropriate methodologies (for example, straight-line, straight-line adjusted, moving average, economic indicators, etc.).


Provide a spreadsheet presentation (format) for end-users to prepare or modify the budget request.Permit users to submit agency budget requests that are incomplete.


Provide ability for a State Agency to submit agency budgets on behalf of other agencies.Provide functionality to monitor disbursement estimates by providing previous estimates and variances.Provide ability to flag disbursement estimates with user-defined variances for review.


Provide ability to establish limits on positions and/or FTEs at the lower levels of the organization structure.Provide ability to set budgetary control at any level of Chart of Accounts.Provide ability to capture agency defined controls in a table-based structure.Provide ability to override the agency budget controls with appropriate authority.Provide ability to perform and save "what if" scenarios (including parameters) at the Agency and Statewide levels.





Area of Focus

(Focus/ General)




Budget Management Internal Agency Budget BUD322 Provide ability to analyze fee-supported activities. GBudget Management Internal Agency Budget BUD323 G






Budget Management Internal Agency Budget BUD329 Provide ability for zero-based budgeting functionality. GBudget Management Internal Agency Budget BUD330 G










Provide ability to generate multiple year forecast for expenditures and revenues.Provide ability to produce "rolling" forecasts based on user-defined forecasting methodology.Provide for application of percentage increase or decrease to a budgeted category.Provide ability to develop standard rates (i.e. utility, personnel) to be established and saved that can be applied during the budget development process.Provide ability to "push" via Workflow budget forms out to departments electronically for budget preparation.Provide ability to return completed budget forms to the Agency Budget Office electronically via Workflow.

Provide ability to create an agency level/department budget using the following: Current year's original budget.Provide ability to create an agency level/department budget using the following: Last year's budgeted total.Provide ability to create an agency level/department budget using the following: Last year's actuals.Provide ability to create an agency level/department budget using the following: Last year's statistics.Provide ability to create an agency level/department budget using the following: Current year's budget or actual +/- a percentage.

Provide ability to create an agency level/department budget using the following: Previous year's budget or actual +/- a percentage.

Provide ability to create an agency level/department budget using the following: Straight line projection.Provide ability to create an agency level/department budget using the following: Projection based on percentage of last year's actual.Provide ability to create an agency level/department budget using the following: Projection based on user-defined formula - including statistical information.Provide ability to create an agency level/department budget using the following: Projection based on estimated actuals from current year.





Area of Focus

(Focus/ General)



















Provide ability to create an agency level/department budget using the following: Last Year's Adjusted Budget.Provide ability to create an agency level/department budget using the following: Divided by Funding Source.Provide ability to create an agency level/department budget using the following: Non-Recurring Items.Provide ability to create an agency level/department budget using the following: Current Year's Appropriation.Provide ability to capture and require certification of the amount of all funds, including local funds.Provide ability to develop preformatted reports allowing users to select from a standard assortment of parameters to customize the output to fit their needs.Provide ability to produce historical, current, and projected data down to the lowest common level of detail available in the Chart of Accounts structure.Provide ability to generate ad hoc budget queries at any stage of development, including final budget signed into law.Provide ability to generate agency budget request that displays base and change items.Provide ability to generate an LBR Schedule I which summarizes budgetary resources and obligations of trust funds. The LBR Schedule I includes recurring and nonrecurring revenues, operating, fixed capital outlay (FCO) and nonoperating expenditures, adjustments, and the Unreserved Fund Balance for each trust fund within a budget entity. The information is presented for a three-fiscal-year period, including the actual prior year, current year estimate, and agency request year.

Provide ability to generate detailed revenue and expense budget information, including base and changes to base by any combination of the Chart of Accounts structure.Provide ability to incorporate text and other non-financial data on system reports, along with financial data.Provide ability to report base and change item budget information by any element in the Chart of Accounts.Provide ability to report real-time status on the budget development process.Provide ability to generate reports with drill-down capabilities from budgeted summary categories to line item detail.





Area of Focus

(Focus/ General)




Budget Management Inquiry and Reporting BUD355 Provide ability to display budget information graphically. GBudget Management Inquiry and Reporting BUD356 G



Budget Management Appropriation Accounting BUD359 Provide ability to upload appropriations from another system. GBudget Management Appropriation Accounting BUD360 G













Provide ability to drill down from budget to all underlying data of the graph by clicking on area of the graphic presentation.Provide ability to drill down from any dollar amount field to supporting data within the budget entry screen.Provide ability to enter appropriations online with proper authorization.

Provide ability to record and maintain the following non-financial data for each unique appropriation: Date Established.

Provide ability to record and maintain the following non-financial data for each unique appropriation: Purpose of Appropriation.

Provide ability to record and maintain the following non-financial data for each unique appropriation: Funding Source (multiple).

Provide ability to record and maintain the following non-financial data for each unique appropriation: Acceptable Uses (multiple).

Provide ability to record and maintain the following non-financial data for each unique appropriation: Date Closed.Provide ability to record and maintain the following non-financial data for each unique appropriation: Appropriation Type.

Provide ability to record and maintain the following financial data for each unique appropriation: Annual Appropriation.Provide ability to record and maintain the following financial data for each unique appropriation: Adjusted Annual Appropriation.

Provide ability to record and maintain the following financial data for each unique appropriation: Agency Annual Budget.Provide ability to record and maintain the following financial data for each unique appropriation: Original Allotment.Provide ability to record and maintain the following financial data for each unique appropriation: Adjusted Allotment.Provide ability to record and maintain the following financial data for each unique appropriation: Total Expenditures.Provide ability to record and maintain the following financial data for each unique appropriation: Total Revenue.





Area of Focus

(Focus/ General)















Budget Management Inquiry and Reporting BUD386 Provide functionality to monitor and report on advanced funds. F2Treasury Management Depositing CSH001 G

Treasury Management Depositing CSH002 G






Provide ability to record and maintain the following financial data for each unique appropriation: Encumbrances.Provide ability to record and maintain the following financial data for each unique appropriation: Interfund Transactions.Provide ability to record and maintain the following financial data for each unique appropriation: Multiple Funds.Provide ability to record and maintain the following financial data for each unique appropriation: Fund Balance (per Fund).Provide ability to record and maintain the following financial data for each unique appropriation: Breakdown of fund balance into nonspendable, restricted, committed, assigned, and unassigned (GASB 54).

Provide ability to reduce appropriation balance by encumbrances, expenditures and adjustments.Provide ability to reduce available allotment balance by encumbrances, expenditures and adjustments.Provide ability to limit certain appropriations (amount available) to lesser of the amount of revenue received or the amount appropriated.Provide ability to modify budgets (transfer budget) within the system with proper authority.Provide ability to set up and maintain multiple appropriations over multiple years.Provide ability to set up and maintain multiple appropriations with multiple levels of spending control.

Provide the ability to manually input the accounting transactions for bank deposits.Provide the ability to manually adjust the accounting transactions for bank deposits.Provide the ability to manually reverse the accounting transactions for bank deposits.Provide the ability to manually input the accounting transactions for bank debit memorandums.Provide the ability to manually adjust the accounting transactions for bank debit memorandums.Provide the ability to manually reverse the accounting transactions for bank debit memorandums.Provide the ability to manually input the accounting transactions for credit adjustments.





Area of Focus

(Focus/ General)









Treasury Management Investing CSH013 G





Treasury Management Inquiry and Reporting CSH018 F2


Treasury Management Document Management CSH020 F2


Cash Management Inquiry and Reporting CSH022 F2

Provide the ability to manually adjust the accounting transactions for credit adjustments.Provide the ability to manually reverse the accounting transactions for credit adjustments.Provide the ability to manually input the accounting transactions for debit adjustments.Provide the ability to manually adjust the accounting transactions for debit adjustments.Provide the ability to manually reverse the accounting transactions for debit adjustments.Provide the ability to manually input the accounting transactions for interest earned.Provide the ability to manually adjust the accounting transactions for interest earned.Provide the ability to manually reverse the accounting transactions for interest earned.Provide the ability to retrieve data for reversing based on user-defined search criteria (e.g., amount, bank transaction date, process date, bank ID, Agency, type {paper, CC, EFT, TR], system trace number.

Provide the ability to retrieve data for making adjustments based on user-defined search criteria (e.g., amount, bank transaction date, process date, bank ID, Agency, type {paper, CC, EFT, TR], system trace number.

Provide the ability to generate Treasury Receipt documents by agency and deposit number showing receipt of verified funds.

Provide the ability to generate Treasury Debit Memorandums by agency and location showing a list of returned deposited items.

Provide the ability to modify documents (e.g., debit memorandum and Treasury receipts) by authorized users.Provide the ability to accept files in NACHA, EDI, fixed, or comma delimited format and automatically generate information to identify and process all types of returned item data, e.g. ACH, Credit cards, checks.

Provide the ability to display a cash position screen by fund that displays: Verified cash; AR; Unverified cash; and Scheduled payments.





Area of Focus

(Focus/ General)




Cash Management CSH023 G









Monitor and Forecast Cash Position

Provide a cash flow analysis tool that can be utilized to generate cash projections and 'what if' analysis, including the following: Retrieval of actual monthly "cash" receipts dollar amounts including agency trust funds by each agency.


Provide a cash flow analysis tool that can be utilized to generate cash projections and 'what if' analysis, including the following: Retrieval of actual monthly disbursement dollar amounts including agency trust funds by each agency.


Provide a cash flow analysis tool that can be utilized to generate cash projections and 'what if' analysis, including the following: Maintain totals and subtotals of receipts by month and unique set of chart of account elements.


Provide a cash flow analysis tool that can be utilized to generate cash projections and 'what if' analysis, including the following: Maintain totals and subtotals of disbursements by month and unique set of chart of account elements.


Provide a cash flow analysis tool that can be utilized to generate cash projections and 'what if' analysis, including the following: Retain history of actual receipt dollar amounts.


Provide a cash flow analysis tool that can be utilized to generate cash projections and 'what if' analysis, including the following: Retain history of actual disbursement dollar amounts.


Provide a cash flow analysis tool that can be utilized to generate cash projections and 'what if' analysis, including the following: Retain history of monthly projections.


Provide a cash flow analysis tool that can be utilized to generate cash projections and 'what if' analysis, including the following: Allow users the flexibility of determining monthly projections (using selected projection method, i.e., straight-line, proportionate allocation) down to individual item level.


Provide a cash flow analysis tool that can be utilized to generate cash projections and 'what if' analysis, including the following: Allow an Agency to combine multiple line items and apply projection parameters such as: change in billing/paying cycle from monthly to quarterly; change in tax rates; etc.





Area of Focus

(Focus/ General)















Provide a cash flow analysis tool that can be utilized to generate cash projections and 'what if' analysis, including the following: reports comparing cash flow projections to actual at all levels from line item to Agency level summary.


Provide a cash flow analysis tool that can be utilized to generate cash projections and 'what if' analysis, including the following: a cash projection for the upcoming fiscal year based on available data and user defined modeling parameters.


Provide a cash flow analysis tool that can be utilized to generate cash projections and 'what if' analysis, including the following: Display actual fiscal year months receipts data with remaining projection months data.


Provide a cash flow analysis tool that can be utilized to generate cash projections and 'what if' analysis, including the following: Display actual fiscal year months disbursements data with remaining projection months data.

Provide a cash flow analysis tool that can be utilized to generate cash projections and 'what if' analysis, including the following: Print reports from the detailed to the summary level for official reports, i.e., official statements.

Provide a cash flow analysis tool that can be utilized to generate cash projections and 'what if' analysis, including the following: Screen Display from the detailed to the summary level.


Provide a cash flow analysis tool that can be utilized to generate cash projections and 'what if' analysis, including the following: Provide ability to export cash projection data to spreadsheet format.


Provide the ability to establish cash flow forecasting time periods such as daily/monthly that can be aggregated to the current year.


Provide the ability to analyze historical transactions, such as past receipts, automatically and project the historical cash trends into the future.


Provide the ability to analyze historical transactions, such as past payments, automatically and project the historical cash trends into the future.





Area of Focus

(Focus/ General)






Cash Management CSH044 F3




Inquiry and Reporting CSH048 F2

Inquiry and Reporting CSH049 F2

Depositing CSH050 G

Depositing CSH051 G

Depositing CSH052 G

Depositing CSH053 G

Treasury Management Depositing CSH054 Provide the ability to upload NACHA data to identify cash receipts. G


Depositing CSH056 F1


Provide the ability to analyze past year's receipt data and determine monthly patterns and trends, and allow users to isolate one time and unusual items.


Provide the ability to analyze past year's payment data and determine monthly patterns and trends, and allow users to isolate one time and unusual items.


Provide the ability to make manual adjustments to cash forecasts to address unique circumstances.Provide variance reports comparing forecasted cash flow with actual cash flows.


Provide the ability to forecast daily cash balances at all levels of Florida PALM for future years.


Provide the ability to generate Enterprise level cash position forecasts.


Provide the ability to display on a screen or report matched deposits when comparing Treasury ledger deposit info to what is recorded in the General Ledger (cash ledger).


Provide the ability to display on a screen or report unmatched deposits when comparing Treasury ledger deposit info to what is recorded in the General Ledger (cash ledger).


Provide the ability to attach electronic documents to a deposit record, including, but not limited to Image data, PDF data, Word Processing data and Spreadsheets.


Provide the ability to manually transfer (i.e., sweeping, ACH) deposits from multiple deposit accounts into consolidation accounts.


Provide ability to automatically transfer (i.e., sweeping, ACH) deposits from multiple deposit accounts into consolidation accounts.


Provide the ability to identify when bank accounts should be included in automated transfer process to consolidated account.

Provide the ability to automatically post to the Treasury Ledger for bank deposits received on bank data by account and subaccount with applicable accounting detail.


Provide online entry of agency cash deposits (corresponding to actual bank deposits) to continually (throughout the day) update the cash ledger as unverified cash.





Area of Focus

(Focus/ General)




Depositing CSH058 G


Depositing CSH060 G


Depositing CSH062 G

Depositing CSH063 G

Depositing CSH064 G

Depositing CSH065 G

Treasury Management Banking CSH066 Provide ability to automatically store interfaced bank information. G

Depositing CSH067 Provide ability to assign/identify deposit numbers. G


Depositing CSH069 G


Provide the ability to identify, record and store the account coding distribution (e.g., organization, object, project, activity) to which each cash receipt was deposited, date of deposit, and place (bank) of deposit.

Provide the ability to receive daily bank data transmission of deposit information and record by deposit type (e.g., electronic funds transfers (EFT), "lock box", credit card, debit card and smart card).


Provide the ability to void cash receipts with proper controls and an audit trail.


Provide the ability to collect and record deposit information on behalf of other agencies with proper authorization.


Provide ability to automatically update the cash ledger online when receipts are recorded via any media (e.g., EFT, journal transfer, cash).


Provide ability to associate a deposit to the bank in which the deposit was made, i.e. Clearing accounts established in local bank accounts.


Provide the ability to properly record in the Cash Ledger, transfers (both revenue and expense refunds) from Clearing accounts to State operating accounts.


Provide the ability to properly record in the Cash Ledger full accounting details (i.e. document reference number, agency identifier, fund identifier) for transfers from Clearing accounts to State operating accounts when details are not fully known at the time that deposits are made in the Clearing Account.


Provide the ability to record the agency for incoming ACH payments using designated fields in the detail record and/or addenda.


Provide the ability to manually approve deposit transactions originating from but not limited to the following: Wire transfers; ACH deposits; and Over-the-counter deposits by agencies.





Area of Focus

(Focus/ General)





Treasury Management Depositing CSH071 F3

Depositing CSH072 G

Depositing CSH073 G

Depositing CSH074 G



Depositing CSH077 G

Depositing CSH078 G

Depositing CSH079 G

Depositing CSH080 G

Depositing CSH081 G


Depositing CSH083 G

Provide the ability to automatically receive and store electronic deposit information in various formats as well as generate information to identify and approve the deposits. Examples of the various formats are: CCD+ (Cash Concentration Disbursement plus Addenda); CTX (Corporate Trade Exchange); and PPD (Prearranged Payment and Deposit).

Provide ability to receive a daily e-commerce settlement data, parse (by agency), and forward to the appropriate state agency.


Provide ability to generate a unique deposit slip with corresponding deposit number.


Provide ability to associate the deposit number with each of the revenue transactions included within the deposit.


Provide the ability to manually link revenue transactions to deposits.


Provide the ability to electronically receive and assign appropriate deposit numbers to inbound electronic transactions, i.e. from agency business systems.


Provide the ability to record electronic transactions, i.e. from agency business systems.


Provide the ability to view all deposit information including addenda records online by State Agencies for wires.


Provide the ability to view all deposit information including addenda records online by State Agencies for ACH deposits.


Provide the ability to view all deposit information including addenda records online by State Agencies for Over the Counter deposits.


Provide the ability to view all deposit information including addenda records online by State Agencies for Lockbox transactions.


Provide the ability for State agencies to view all deposits online sorted by user-defined criteria (e.g., State agency, customer, date, Financial Data Classification Structures).


Provide ability to post receipts as verified cash once the receipt has been reconciled as cleared by the reconciliation (verification) process.


Provide the ability to generate an audit trail of all cash receipts activity.





Area of Focus

(Focus/ General)








Treasury Management Depositing CSH093 Provide the ability to parse credit card detail by agency. F3Treasury Management Depositing CSH094 F3

Cash Management Fund Accounting CSH095 F1

Cash Management Fund Accounting CSH096 Provide the ability to create a template for setting up fund profiles. G

Cash Management Fund Accounting CSH097 G


Cash Management Security CSH099 F2



Cash Management Fund Accounting CSH1002 Provide the ability to calculate General Revenue Service Charge. F1

Cash Management Fund Accounting CSH1003 Provide the ability to establish sub-accounts with a parent fund. G

Cash Management Inquiry and Reporting CSH1004 Provide the ability to generate a report of trust fund balances. F2Cash Management Inquiry and Reporting CSH1005 F2



Provide the ability to transmit a copy of DOR EFT data from the bank's BAI data.Provide the ability to receive and process deposits (to applicable agency) from DOR data.


Provide the ability to perform same day verification using current day reporting of all deposit types.Provide the ability to receive credit card data from credit card processing vendor.

Provide the ability to transmit credit card detail to the respective agencies.Provide the ability to check summation of daily GR payments against total GR cash balance prior to approving GR payments.

Provide the ability to create a mandatory fund profile to associate with every fund.Provide the ability to create custom rules for certain trust funds around fields (e.g., invest (Y/N), restrictions, balance to be maintained).Provide the ability to establish security/control around fund setup and establishment of supporting detail.Provide the ability for a fund to have multiple banking relationships.Provide the ability for transparency reporting on State Financials (budget by appropriation, cash balances by fund types, etc.).

Provide the ability to generate an exception report for debit and credit transactions that are not in balance.


Provide the ability to generate General Revenue Analysis forecasts based on projected forecasts from different sources and updates with actual amounts.Provide the ability to generate General Revenue Service Charge Report.





Area of Focus

(Focus/ General)











Cash Management Fund Accounting CSH1015 Provide the ability to store criteria for trust fund loan activity. F1Cash Management Fund Accounting CSH1016 F1









Cash Management Workflow CSH109 F2

Cash Management Security CSH110 F2

Provide the ability to generate negative balance reports (i.e. Cash, receipts, budget) at agency and statewide level.Provide the ability to generate outstanding uninvested trust fund loan report (F.S 215.18).Provide the ability to generate Revenue Limitation (CAP) report at a enterprise and statewide level (Article VII, Florida Constitution).

Provide the ability to generate Trust Fund Report as required by Florida Statute 17.32.Provide the ability to override cash checking with appropriate authorization.Provide the ability to record criteria for transfers related to General Revenue Service Charge.Provide the ability to record methodology to calculate General Revenue Service Charge.

Provide the ability to store trust fund characteristics as outlined in Florida Statute 215.32.Provide the ability to validate sufficient cash in the appropriate fund prior to payments.Provide the ability to maintain the following data in respect to fund transactions: Amount.Provide the ability to maintain the following data in respect to fund transactions: Description.Provide the ability to maintain the following data in respect to fund transactions: Reimbursement or Advance.Provide the ability to maintain the following data in respect to fund transactions: Justification (at least 60 characters).Provide the ability to maintain the following data in respect to fund transactions: Warrant/Check # and/or Voucher #.Provide the ability to maintain the following data in respect to fund transactions: Reference Number.Provide the ability to maintain the following data in respect to fund transactions: Location.Provide the ability to configure approval Workflow for fund transactions.Provide the ability for user-defined levels of approval on all agency fund transactions.





Area of Focus

(Focus/ General)





Cash Management Inquiry and Reporting CSH112 Provide the ability to view fund balances online. F2Cash Management Inquiry and Reporting CSH113 Provide the ability to produce reports on fund balances. F2Cash Management Inquiry and Reporting CSH114 F2







Treasury Management Banking CSH122 Provide the ability to add comments to bank transactions. GTreasury Management Issuance Reconciliation CSH123 G


Treasury Management Issuance Reconciliation CSH125 Provide ability to receive payment data transmission from bank. G

Treasury Management Issuance Reconciliation CSH126 G

Provide ability to drill down from summary balances (e.g., deposit, disbursement, fund) to the supporting detailed transactions, including the ability to view attachments.

Provide the ability to generate balance reports on the following frequencies: Daily, Monthly, Annually and as required by agencies.Provide the ability to generate flexible cash reporting capabilities based on user defined fields and frequencies.Provide the ability to produce quarterly Report for Clearing and Revolving Accounts stored in Florida PALM based on user defined criteria.Provide the ability to produce the Annual Report of Outside Banking Services stored in Florida PALM based on user defined criteria.Provide the ability to produce report of Transactions including Fund Receipts, Trial Balance, Investment Detail, Narrative and Payments based on user defined criteria.Provide the ability to produce a Trial Balance and Statement of Net Assets from the Treasury Ledger as of any point in time based on user defined criteria including a balance sheet, investment detail, CD detail, and Treasury ledger reconciliation.

Provide the ability to produce a report of Cash Balances by Fund Type based on user defined criteria.

Provide the ability to reconcile payments (e.g. warrant, ACHs, wire) recorded in Florida PALM to bank data and update the payment status with applicable bank processing information (date, transaction #s).

Provide the ability to display on a screen non-matching payments (i.e. warrant, ACHs, wire) when comparing bank data to what is recorded in Florida PALM.

Provide the ability to automatically reconcile State payment data and bank payment data using a unique identifying number and update the Florida PALM with the current status (e.g., paid, cancelled, stopped, outstanding).





Area of Focus

(Focus/ General)





Treasury Management Issuance Reconciliation CSH128 Provide the ability to reconcile payments by dollar amount. GTreasury Management Issuance Reconciliation CSH129 Provide the ability to reconcile payments by transaction number. G

Treasury Management Issuance Reconciliation CSH130 Provide the ability to reconcile payments by payee. GTreasury Management Issuance Reconciliation CSH131 Provide the ability to reconcile payments by bank. GTreasury Management Issuance Reconciliation CSH132 Provide the ability to reconcile payments by agency. GTreasury Management Issuance Reconciliation CSH133 Provide the ability to reconcile payments by date. GTreasury Management Inquiry and Reporting CSH134 F2










Provide the ability to produce a daily report of the payment clearing transactions.

Provide the ability to retain cleared payments for inquiry and/or reporting purposes, including the ability to view the remittance advice.Provide the ability to print a daily report of all cleared payments by payment type and by chart of account field.Provide the ability to print a monthly report of all cleared payments by payment type and by chart of account field.Provide the ability to print an annual report of all cleared payments by payment type and by chart of account field.Provide the ability to print specified date range report of all cleared payments by payment type and by chart of account field.

Provide the ability to print a daily report of all cleared payments by bank account number, by agency, payee, or by chart of account field.Provide the ability to print a monthly report of all cleared payments by bank account number, by agency, payee, or by chart of account field.Provide the ability to print an annual report of all cleared payments by bank account number, by agency, payee, or by chart of account field.Provide the ability to print a report with a specified date range of all cleared payments by bank account number, by agency, payee, or by chart of account field.Provide the ability to produce a daily, monthly, annual or specified date range report that shows the total amount and number of outstanding payments by type for selected chart of account fields.





Area of Focus

(Focus/ General)









Treasury Management Issuance Reconciliation CSH150 Provide the ability to record and store paid payment transactions. G







Provide the ability to receive and post paid payment information, including payment id number, payment type, issue date, status/paid date, paid amount, payee name and status of payment based on the bank account number.

Provide the ability to receive electronic payment data from bank and record discrepancies (i.e., differences in dollar amount, status, payee) in a suspense status without updating financial balances.

Provide the ability to accommodate the subsequent posting of a bank reversal and repost the corrected information to clear the suspense data for an identified mismatched payment.

Provide the ability to produce an exception report of transactions for non-matched presented warrants listing the warrant number, issued date, presented date, issued amount, payee and presented amount and provide a reason for not matching.

Provide the ability to update the status of matched presented warrants.

Provide the ability to record, store and link electronic images of paid warrants to the transaction that generated the warrant.Provide the ability to mark valid payments as "paid" (EFT's, warrants, etc.) based on the payment data received from the Bank.Provide the ability to designate payments as either paid or not paid (outstanding).Provide the ability to Identify both on-line and in a standard error report financial instruments presented for payment that are invalid.Provide the ability to automatically designate invalid items presented for payment by the bank as returned items subject to approval.Provide the ability for an authorized user to override/change invalid match designations as valid matches for financial instruments presented for payment, appropriately updating all related records and processes.





Area of Focus

(Focus/ General)









Treasury Management Banking CSH163 G








Provide the ability for a real-time scheduled interface with contracted warrant paying financial institution to pre-edit warrants presented for payment including cancellations and stop payments.

Provide the ability to create a data transmission of all payments generated from a specific bank account for submission to the bank for comparison with their payment data.


Provide the ability for cash flow monitoring and reporting, including a comprehensive cash receipts/disbursements journal based upon user-specified criteria.Provide user-defined cash reporting that can be run on a daily, monthly or user-defined basis.Provide the ability for a cash flow report that ties to the cash ledger based on user-defined criteria.Provide the ability to upload, parse and store returned item information in multiple formats (NACHA, EDI, XML, flat, fixed comma delimited) by return type (ACH, Credit Card, Check).Provide the ability to automatically post returned item information daily.Provide the ability to record and store defined data concerning return items processed.Provide the ability to automatically adjust cash held in State Treasury and associated revenue for each returned check/item (Debit Memo).Provide the ability to generate and electronically distribute daily reports on returned items.Provide the ability to import credit card returns data including the agency identifier and merchant ID.Provide the ability to receive and store an image of all deposited checks returned and attach image to the associated transaction.

Provide the ability to produce a monthly report listing warrants that are about to expire (i.e., with warrant date before a user specified period of time) that can be filtered and sorted by chart of account fields, by warrant type, Agency or other user-defined criteria.





Area of Focus

(Focus/ General)













Treasury Management Issuance Reconciliation CSH183 F3

General System Document Management DRMT-12 Provide ability to email documents into the imaging platform. GGeneral System Document Management DRMT-15 G

Data Management Data Integration DRMT-25 F2

Provide the ability to produce warrant reconciliation reports of manual transactions by chart of account field and warrant type on a daily, monthly, or annual basis or by a specified date range.

Provide the ability to automatically update payment ledger when payment cancellations are confirmed.Provide the ability to print a daily, monthly, annual, or specified date range report of all cleared payments by payment type and by chart of account field.Provide the ability to print a daily, monthly, annual, or specified date range report of all cleared payments by payment type, bank account number, by agency, payee, or by chart of account field.

Provide the ability to compute the number and dollar amount of payments generated per payment run by payment type, day, per month, or other user-defined time-period.Provide the ability to reconcile by payment id number, payee name, issue date, and issuance number.Provide the ability to produce a monthly detailed Expired Warrants Listing by chart of account fields, by warrant type, Agency or other user-defined criteria.Provide the ability to produce a monthly report listing warrants that are about to expire (i.e., with warrant date before a user specified period of time). The report can be filtered and sorted by chart of account fields, by warrant type, Agency or other user-defined criteria.

Provide the ability to transmit payment data to Bank by payment type, payment id number, dollar amount, payee name, and issue date of payments issued.Provide the ability to record, store, and report cancellations and stop payment on payments that have been issued.

Provide ability for automatic rules-based letter generation and electronic transmission of letter, where applicable. (Encryption required).Provide the ability for field look up capability. The user should be able to look up codes or other needed information from within the system. Additionally, this look up list should be able to be printed.





Area of Focus

(Focus/ General)




General System Custom Development DRMT-28 G

Support Audit Trails DRMT-30 G

Data Management Data Integration DRMT-35 Provide ability to interface with modern Banking Systems. F2Data Management Data Integration DRMT-47 Provide ability to upload single or multiple files. F2General System System Tools DRMT-53 G

Enterprise Security Security DRMT-60 G


Enterprise Security Security DRMT-72 Provide an ability that allows a user to have multiple roles. GEnterprise Security Security DRMT-73 F2


Enterprise Security Security DRMT-75 Provide an ability to have super user capabilities. GEnterprise Security Security DRMT-78 F2

Enterprise Security Security DRMT-80 Provide a secure process to add, change, and delete permissions. G




Reporting DRMT-91 F2

Workflow and UI User Interface DRMT-99 G

Provide the ability to modify Workflows without modifying/customizing the core codebase.Provide audit and logging capabilities. Sufficient logging to comply with Florida Statutes, General Records Schedule (GS1-SL), and Rules.

Provide the ability to remotely access system functionality for administrative purposes including but not limited to RDP or SSH protocols.Provide reliable state-of-the-art technology for resisting denial-of-service and other hostile attacks.Provide ability to ensure passwords meet password requirements as specified by DFS Policies & Procedures (AP&P 4-03).

Provide ability for user to have access to multiple organizations and business units with potentially different roles.

Provides access to business functionality, rules and Workflows based upon a user's role.

Provide a role management function to allow authorized staff to obtain access without knowing the other user's password for the purpose of data recovery or system maintenance. (There should be an audit trail on the backend to track these changes and the password should be unreadable in storage).

Provide the ability to track transaction history including but not limited to date, actor, prior state, post state for duration specified by DFS.Provide the ability to track logins and activities by user in accordance with GS1-SL.Provide ability for role-based security at the field, page, and module levels.

Reporting - General Requirements

Provide the ability to define new reportable data elements or adapt to a schema change.Provide ability to configure alerts and triggers capability that can be modified by users.





Area of Focus

(Focus/ General)




Workflow and UI User Interface EY-90007 G


Workflow and UI User Interface EY-90009 F2



Workflow and UI User Interface EY-90012 F2





Transaction System Functions and Features EY-90017 G





Transaction System Functions and Features EY-90023 Provide wildcard or partial searches. G

Provide ability to ensure messages appear in a consistent format across all system functions for both batch and online processing.

Provide ability to allow manual entry as well as provide online, contextually valid drop-down lists of all values for each validated field.Provide the ability for the drop-down lists to only show values based on the user's security role. For example, where appropriate, users can only select from chart of account values used within their division.

Provide immediate transfer of values from "pop up" tables to the appropriate field when selected.Provide ability to allow user to access other input pages and modules without backing out of menus or menu paths.Provide ability to allow navigation between multiple, related input pages without losing information input on the original (or header) page.Provide ability to allow the user to move backward within a menu structure without losing data.Provide ability to allow user to open multiple pages/windows simultaneously.Provide ability to allow a user to cancel transaction and/or exit any document or page without saving changes.Provide ability to support cut and paste for copying data between windows.Provide ability to support the importing/exporting of data to and from Microsoft Office.Provide ability to support automatic system numbering or user-defined numbering (with reserved ranges or specific numbers).

Provide ability to duplicate document numbers or reference numbers based on user-specified criteria.Provide ability to support the use of alphanumeric characters for documents (e.g., journal entry) and other references (e.g., vendor, customer).Provide ability to allow any master record or validation table entry to be activated or inactivated.





Area of Focus

(Focus/ General)







Transaction System Functions and Features EY-90027 Provide ability to allow descriptions on all transactions. GTransaction System Functions and Features EY-90028 Provide spell check capability in all system modules. GTransaction System Functions and Features EY-90029 G












Provide ability to default values for one field based on the value of another field according to user-defined business rules.

Provide ability to override system or user-defined defaults with proper security based on business rules with audit trail within individual ERP functions.Provide ability to allow alerts to be tied to any transaction based on user defined criteria.

Provide ability to support text formatting in the system (i.e., the ability to support mixed case letters, word wrap, line wrap, and character count when there is a limit).Provide ability to support the definition and use of agency or function specific data fields (specific system fields are based on user-defined business rules and constraints).Provide ability to add, edit, inactivate, and delete data validation and other business rules based on security controls.

Provide query features that support alternate field lookup; for instance, using vendor name to look up vendor number.Provide ability to support use of electronic signatures to initiate or approve a business event through authentication of the user to the System.Provide ability to support mass changes to defined groups of transactions or data.Provide an audit trail of notes entered on a document / transaction / master record into the System including at a minimum User ID, timestamp, and note text.Provide ability to prevent unauthorized users from editing notes once saved.Provide ability to support creation of user-defined form letters or business forms.Provide for automatic date and time stamping of all documents generated by the ERP system.Provide templates or shortcuts for recurring document entry or processing.Provide functionality to copy a document in order to create a new document of the same type.





Area of Focus

(Focus/ General)















Provide ability to support multiple attachments in Microsoft Office, PDF and image file formats.Provide messaging capability to allow the system administrator and/or other authorized users to broadcast messages to all system users.Provide ability to allow broadcast messages to be tailored by agency or user roles/responsibilities.Provide ability to have edit checking tables which at the State's option for certain functions can have agency specific values which are managed and maintained at the agency level.

Provide ability to perform transactions in real-time in the sense that online access will display the most current element value. As an example if a user changes the value of a data element on one page, the newly changed data value will be shown if this same data element is displayed on the next page in a sequence of pages required to complete a business transaction.

Provide ability to edit all system input according to user defined business rules so that the rules are appropriately applied and data is validated at the time the data is being entered into the system either online or through a batch transaction.

Provide ability to utilize effective-dated transactions and table updates with the ability to specify data edits by type of transaction.Provide ability to utilize effective-dated transactions and table updates with future effective dates. This allows any Workflow approvals to be applied upfront but for the transaction to not be posted until the future effective date.

Provide ability to ensure appropriate protection and masking of any fields designated as personally identifiable information with access restricted to authorized users by agency and role and responsibility.

Provide chart of account coding reduction techniques available in all functional areas that infers values by entering a subset of other fields.Provide full set of chart of account data elements in all functional areas.





Area of Focus

(Focus/ General)




Workflow and UI Workflow EY-90056 G














Provide tools for modifying preconfigured work flows or developing new work flows.Provide ability to support establishment of user defined rules based Workflows for any system event or transaction.Provide dual (i.e., parallel) electronic routing of documents for approval and/or other tasks through Workflow. This is to allow two users to review and approve a document simultaneously instead of the document being routed sequentially to each user.

Provide ability for users in the approval path to make changes to a document, when appropriate per business rules, without requiring the document be routed to the originator for updates.

Provide ability to notify downstream users (i.e., both originator and other approvers) when an upstream approver makes changes to a document before approving the document.

Provide ability to support routing of Workflow to multiple destinations based on various user-defined criteria.Provide ability to allow Workflow destination to be defined as specific users or a class of users within an agency or by using some other user-defined criteria.Provide ability to allow Workflow destination to be defined as a queue that multiple users can access and work from.Provide ability to allow for copying/extending preconfigured Workflows to meet specific State business requirements.Provide ability to support establishment of both State level and agency specific Workflows for various business processes.

Provide ability to allow a document to follow one of multiple approval paths based on business rules.Provide ability to support multiple levels of approvals for transactions based on profile security and other user-defined criteria.Provide ability to allow users to attach notes to content items within the Workflow and store these notes with User ID and date/time stamp.Provide ability to allow Workflows to be designated as either 'informational' or 'action (such as approval) required'.





Area of Focus

(Focus/ General)






Workflow and UI Workflow EY-90079 Provide optional email notification of work flow items. GWorkflow and UI Workflow EY-90080 G



Workflow and UI Workflow EY-90083 Provide ability to track Workflow approvals and rejections. GWorkflow and UI Workflow EY-90084 G









Provide ability to ensure a transaction is not finalized until all required approval Workflows are complete.Provide an "inbox" within the ERP system for each user with Workflow items to be reviewed.

Provide ability to allow a user to link to a work item within the ERP system from an email notification.Provide consistent Workflow error handling that includes standard exception report data gathering to simplify troubleshooting.

Provide ability to support electronic signatures for approvals and rejections of Workflows based on a user authenticating themselves to the system.

Provide ability to support various user-defined transaction statuses, including but not limited to approved, rejected, pending, and under consideration.Provide for the display of the status of items submitted to a Workflow at any time.Provide ability to notify users automatically via email when items in their "inbox" have gone unprocessed for a user-defined period of time.Provide ability to allow delegation of approval authority to another user for a specified period of time (to cover vacations).

Provide ability to allow reassignment of individual documents assigned to a user for review to another user.Provide ability to allow mass reassignment of documents assigned to a user for review to other users (i.e., to handle the situation when a user transfers or leaves).Provide ability to allow steps in the Workflow to be bypassed by allowing approvers higher in the approval chain to approve transactions before the transaction is approved by a user who would normally be next in the Workflow sequence.

Provide ability to support the use of a "master approver" for each Workflow who may approve a transaction at any time whether included in the normal Workflow or not.Provide ability to allow attachment of external files in Microsoft Office and/or PDF format as additional documentation or notes to Workflow events.





Area of Focus

(Focus/ General)




Support Audit Trails EY-90093 G

Support Audit Trails EY-90094 G

Support Online Help EY-90101 G



Support Online Help EY-90104 Provide customization of help files by authorized users. GSupport Online Help EY-90105 Provide links to available computer based training (CBTs). GReporting EY-90106 F2

Reporting EY-90107 F2




Provide audit trails that log user actions and can be viewed online or printed by the system administrator or other authorized users.

Provide ability to create an audit record for all additions, changes or deletions to system records including recording the user or interface program making the modification and the date and time the record was modified.

Provide context sensitive, field level on-line help features for all page elements, page errors and error codes.Provide ability to utilize an online help feature which directs users either to a help page specific to the field they are on if help is available for that field or to a help page which is specific to the page they are on if no field level help is available.

Provide online help that applies across pages (e.g., process oriented and navigation guides).


Provide sufficient core business reports generated by the operational systems to complete the "day to day" business functions (e.g., check register).


Provide report of the number of transactions processed by transaction type and user within a user-specified period of time.


Provide sufficient control reports to ensure the operational integrity of the ERP business operations (e.g., control totals, record counts, and brought forward / carried forward totals).


Provide ability to support standard federal and state government reporting requirements in all ERP functions covered by this RFP.


Provide pre-defined reports that are automatically generated (and made available on a report portal) by the operational system or data warehouse that meet the common needs of ERP system users and/or enhance / expand the usefulness of a business process (e.g., a list of customers that meet a specific criteria).





Area of Focus

(Focus/ General)









Data Management Database EY-90124 F2






Provide self service reports and downloads that are either pre-defined and selected (pulled by the user) or created ad-hoc from a pre-populated user friendly database structure using report tools commonly associated with data warehousing methodologies.


Provide interactive analysis capabilities that help decision makers use data, documents, knowledge, and analytical models to identify and solve problems.


Provide interactive analysis capabilities that help decision makers use communication technologies, such as notifications and mobile access, to identify and solve problems.


Provide key organizational performance data on a near real-time and integrated basis that provide managers with access to analytical systems and tools, in a user friendly environment, that help support organization-wide analysis and integrated decision making.


Provide a data warehouse / business intelligence solution that includes pre-built data structures and data transformations to support reporting, financial analysis, modeling, and forecasting.

Provide ability to ensure pre-built data structures and data transformations are upgradeable with new versions of the operational ERP system and the data warehouse.


Provide a self-service reporting and analysis toolset that does not require knowledge and training on its own proprietary language for the majority of users (e.g., non power users).


Provide ability to have 24-hour by 7 day a week access (excluding defined maintenance windows) to the reporting and data warehouse functions.


Provide ability to leverage the roles and security definitions that will be deployed for the core ERP system within the reporting and business intelligence function to minimize any duplication of security administration functions.


Provide information on reports that indicates the type of data that was included/excluded based on security access. For example, if two users with different security access generate the same report there is a way to distinguish which information is included/excluded to avoid misinterpreting the report.





Area of Focus

(Focus/ General)




Reporting Reporting Portal EY-90130 F2












Reporting Standard Report Features EY-90142 F2


Provide users with a personalized report portal that allows access to only those reports that the user is authorized to see consistent with ERP role based security definitions.Provide ability for viewing of rows and/or columns within the report to be restricted based on user's role (e.g., the user can only view data for their agency).Provide ability to list reports that have been distributed to the user via the portal (i.e. the user has been granted authorization to view a report by designated report publishers (owners) (e.g., State or agency report administrators)).

Provide ability to list saved personalized reports and ad-hoc queries to view in the user's personal reports list.Provide ability to list or provides links only to reports that the user is authorized to see in detail.Provide ability for users to search existing reports inventory and subscribe after requesting and receiving permission from the report publisher.Provide ability for designated report publishers to un-publish reports to individual users or groups of users.Provide ability for users to share saved personalized reports and ad-hoc queries (e.g., include any personal reports authorized by one user for use by a second user, on the second user's personal reports list).

Provide ability for users to delete shared reports from their personal reports list without deleting the shared report from other user's personal report lists.Provide ability for users to refresh (run) saved personal reports or ad-hoc queries from the portal.Provide users the option to refresh (run) saved personal reports or ad-hoc queries in the background so users can continue processing.Provide ability to notify users after a report or ad-hoc query running in the background is completed.Provide ability for users to execute reports and modify report query parameters online. User are able to save modified version as a personal version without impacting base query.Provide drill down capability from summary balances to the supporting detail transactions and drill up from the detail transaction to the summary balance.





Area of Focus

(Focus/ General)












Reporting Standard Report Features EY-90165 Provide ability to print reports on special forms. F2Reporting Standard Report Features EY-90166 F2


Reporting Standard Report Features EY-90168 Provide ability to create and specify report templates. F2Reporting Standard Report Features EY-90169 Provide intuitive report building functionality such as wizards. F2Reporting Standard Report Features EY-90171 F2

Reporting Standard Report Features EY-90178 Provide ability to support creation of dashboards. F2Reporting Standard Report Features EY-90179 F2

Reporting Ad Hoc Query EY-90180 F2

Provide ability to link the report generator directly to the data dictionary to provide point and click data item selection and drag-and-drop formatting by the user.Provide ability for users to define or modify the sort order of reports.Provide ability for users to search for data, transactions or documents using a range of data values.Provide authorized users with the capability to perform free-form text searching.Provide authorized users with the capability to perform a search within a results set.Provide functionality to allow any inquiry available online to be printed or distributed on various devices as defined by the user (e.g., distribute to named users through email, print at local printer, print at remote printer, fax, distribute as data file through specified medium of transmission, and email).

Provide standard print capabilities such as those typically available in Windows-based products such as print preview, print a range of pages, and number of copies.Provide ability to schedule a report to run automatically if certain conditions are met (e.g., 95% of budget expended) and to be notified once the report has been run.

Provide ability to support effective dated selection and query including Boolean operations such as date ranges.Provide functionality for the user to incorporate formulas, functions, and mathematical calculations into reports.

Provide graphical report layout tools and drag-and-drop features to assist users in formatting reports, inquiries, and files.

Provide ability to link from reporting tool to Microsoft Office graphic, spreadsheet and presentation applications.Provide ability to ensure an authorized user cannot access information through an ad-hoc query if they are not authorized to view this information in the operational ERP system.





Area of Focus

(Focus/ General)










BI and Analytics EY-90187 F2

BI and Analytics EY-90188 Provide ability to join ERP data with external data sources. F2




BI and Analytics EY-90196 Provide ability to support balanced scorecard metrics. F2

BI and Analytics EY-90197 Provide lineage and impact analysis reporting. F2



Provide ability to allow authorized users to build ad-hoc queries to report on any fields in the ERP system using one or more combinations of different criteria.Provide ability to allow authorized users to build ad-hoc queries without knowledge of the query language.Provide ability to allow an authorized user to save an ad-hoc query for later execution without impacting any base query that was used as a start point. The authorized user must be prompted to provide a descriptive name for the saved ad hoc query.

Provide ability to display a user's saved ad-hoc queries by descriptive name on the user's report portal.Provide ability to allow an authorized user to authorize one or more additional authorized users to have access to a saved ad-hoc query through the report portal.Provide ability to display any ad-hoc queries authorized by one user for use by a second authorized user on the second user's report portal.

Data Warehouse Functions and Features

Provide the ability to accommodate reporting on forecasting and predictive analysis scenarios.

Data Warehouse Functions and FeaturesData Warehouse Functions and Features

Provide ability to support selection and query of historical data at a point in time ( e.g.,. retrieval of data in the state it was at selected point in times for select core business functions including but not limited to month end, quarter end, fiscal year end, and Federal fiscal year end).


Provide ability to support financial data projection analysis based on historical performance and future variants.


Provide ability to support the creation and deployment of information dashboards.

Data Warehouse Functions and FeaturesData Warehouse Analytical CapabilitiesData Warehouse Analytical Capabilities

Provide ability to support drill down from summary data to detail transaction data.

Data Warehouse Analytical Capabilities

Provide ability to present data in both tabular and graphical formats.





Area of Focus

(Focus/ General)





BI and Analytics EY-90201 Provide ability to perform multi-dimensional analysis. F2

BI and Analytics EY-90202 Provide pre-built data cubes or universes for ERP functions. F2

BI and Analytics EY-90203 Provide ability to support trend analysis. F2

General System EY-90204 G


General System EY-90212 Provide all system documentation and manuals electronically. G

General System EY-90213 Provide search functions for online documentation. G



Transaction System Application Architecture EY-95001 G







Provide analytical capabilities with a similar look and feel to other ERP functions.

Data Warehouse Analytical CapabilitiesData Warehouse Analytical CapabilitiesData Warehouse Analytical CapabilitiesFunctional System Documentation

Provide user documentation that is comprehensive, clear, and easy to use.

Functional System Documentation

Provide user documentation that provides quick answers to questions regarding navigation of application page, execution of pre-defined reports, and use of the ad-hoc query functions.

Functional System DocumentationFunctional System DocumentationFunctional System Documentation

Provide ability to enable users to incorporate user-defined documentation into system documentation (e.g., user procedures, and business rules) which is accessible in the same manner as vendor provided documentation.


Provide ability for maintaining version control of user-defined documentation.Provide a suite of fully-integrated application modules in which data captured in one module is available for use and updated as appropriate in other modules of the system.Provide ability to share appropriate business data across functional areas or across organizations with appropriate security.

Provide ability to update all related modules and tables with a single entry, for example, an account number change is made only once but takes effect throughout the System.Provide capability for the system administrator or other authorized users to manage and maintain configuration tables.

Provide ability to accommodate multiple concurrent users to be on the System and multiple concurrent users to be in the same programs.Provide ability to support multiple concurrent application sessions for each user.





Area of Focus

(Focus/ General)





General System Technical Architecture EY-95009 G










General System Technical Architecture EY-95032 Provide ability to deliver content via browser without Silverlight. G




General System Technical Architecture EY-95043 Provide ability to support use of virtual servers. GGeneral System Technical Architecture EY-95044 G

Provide compliance with ADA Standards and Section 508 of the Rehabilitation Act.Provide a solution based on a mainstream distributed systems hardware architecture.Provide ability to support a fully scalable architecture designed to allow incremental increases in hardware capacity to support increased usage of the system over time.Provide ability to utilize mainstream operating systems for web servers. Examples of mainstream operating systems include Windows, Linux, Solaris, and UNIX.Provide ability to utilize mainstream operating systems for database servers. Examples of mainstream operating systems include Windows, Linux, Solaris, and UNIX.Provide user access to core business reports via the web without installation of client software 100% of the time.Provide user access to control reports via the web without the installation of client software 100% of the time.Provide user access to pre-defined reports via the web without installation of client software 100% of the time.Provide user access to self service reports and downloads via the web a minimum of 80% of the time without installation of client software.Provide ability to ensure that content can be delivered via a web browser without requiring browser security settings to be lowered in order for system functionality to perform properly.Provide ability to deliver content via browser without Active X controls or plug-in support. (e.g., Java Runtime Environment and Adobe Flash).

Provide ability to maintain the state of the browser without cookies.Provide ability to deliver content via the web browser capability available on various standard smartphones (e.g., iPhone, Windows Phone, and Android).Provide ability to enable any software which is required to be on a desktop to be easily deployed through push technology.

Provide the capability to integrate with industry-standard fax server systems including but not limited to RightFax.





Area of Focus

(Focus/ General)




Integration Architecture EY-95045 F2







Integration Architecture EY-95058 Provide ability to utilize standard secure e-mail protocols. F2

Operations Management Performance EY-95060 G

General System Document Management EY-95061 G

General System Document Management EY-95062 G

Data Management Data Integration EY-95066 F2

Enterprise Security Security EY-95072 G

Data Management Data Integration EY-95073 Provide ability to carry forward data encryption to data backups. F2

Data Management Data Integration EY-95074 Provide ability to interface from all ERP functions and modules. F2

Enterprise Application Integration

Provide communication services that guarantees message delivery and handles queuing for various types of communication (e.g., publish and subscribe, and request/reply).


Provide data-flow services that routes data to the appropriate destinations and filters messages.


Provide data-mapping services to link data to the appropriate meaning in different schemas.


Provide data-transformation services when data is first entered into the system to handle data validation, calculations, lookups, padding, and truncation.


Provide transaction processing services to manage transactions across multiple applications.


Provide web services functionality (e.g., SOAP, UDDI, WSDL, and REST).


Provide ability for real-time interfacing with other systems capable of real-time interfacing (i.e. an agency can send a transaction from an external system to be processed real-time instead of waiting for a nightly batch).


Provide ability to enable the administrator to customize alerts and tracking of ERP system performance.Provide ability to link imaged documents with master records and/or specific transactions.Provide ability to integrate with industry leading document management systems, to allow for storing and viewing of documents associated with information captured in the System. (preference is IBM FileNet P8).

Provide ability to support EDI including ASC X12, and/or UN EDIFACT.Provide ability to support data encryption where appropriate including but not limited to personally identifiable information on user defined business rules following Advanced Encryption Standards (AES).





Area of Focus

(Focus/ General)










Integration Architecture EY-95084 Provide capability to create new routines to transform data. F2







Integration Architecture EY-95091 Provide ability to override the default source mapping. F2




Provide ability to edit interfaced data against appropriate business rules defined in the System.Provide ability to display validation errors online within a job history function and/or print in a report format at user option.Provide ability for the system administrator and other authorized users to browse, manage and reconcile erroneous (i.e. suspended) records from various interfaces.Provide internal controls to verify that documents or files received via interfaces contain summary totals that balance.

Extract Transform and Load Tools

Provide ability to extract, transform and load (ETL) data through data integration and data management tools.


Provide pre-built integration through the ETL tools between the ERP functions/modules and the established open interface file definitions.

Extract Transform and Load ToolsExtract Transform and Load Tools

Provide ability to allow authorized users to define and maintain business rules for data transformation through formatted pages.


Provide ability to utilize scripting or other object-oriented structured languages to define advanced transformation routines/procedures.


Provide ability to validate and handle exceptions during transformation.


Provide a graphical environment to model the logical ETL process.


Provide ability to support chaining of transformations on the data flow.


Provide ability to apply complex scripted transformations to the data.

Extract Transform and Load ToolsExtract Transform and Load Tools

Provide ability to map data from multiple source systems into multiple target systems.


Provide ability to define and alter data refresh frequency and methodology according to business needs.


Provide ability to schedule and monitor the extraction, cleansing, transformation, and loading processes.





Area of Focus

(Focus/ General)





General System System Tools EY-95096 G








Data Management Database EY-95110 Provide ability to support record locking at the row level. F2Data Management Database EY-95111 F2




Data Management Database EY-95116 Provide ability to support data encryption at the database level. F2




Provide ability to perform incremental loads, or take advantage of pipelined and partitioned parallelism to meet acceptable timeframes.Provide the ability to support the maintenance of the database with modern GUI/Web based administration tools.Provide the ability to maintain application security with modern GUI/Web based administration tools.Provide ability to patch and/or upgrade the system with modern GUI/Web based administration tools.Provide the ability to monitor system health and support expedited issue isolation with user friendly diagnostic tools.Provide functionality to support implementation on a modern version of mainstream databases with the specific environment to be recommended by proposer. (e.g. Oracle, SQL Server).

Provide ability to support data replication and synchronization across multiple physical servers.Provide ability to support execution of procedures stored in the database based on event triggers as needed by application design.Provide automatic replication of data updates to multiple databases.

Provide ability to support configuration of data attributes by the system administrator.Provide standard query language (SQL) capabilities for database queries.Provide ability for system administrator or other authorized users to create new data items online.Provide ability to update a global data dictionary automatically with new data items added by a system administrator or other authorized users online.

Provide ability to comply with a Statement on Auditing Standards (SAS), Audit Considerations Relating to an Entity Using a Service Organization.Provide ability to comply with a Statement on Standards for Attestation Engagements (SSAE) no. 16, Reporting on Controls at a Service Organization.





Area of Focus

(Focus/ General)











Enterprise Security Security EY-95126 Provide ability to support digital certificates. GEnterprise Security Security EY-95128 G








Provide ability to comply with Payment Card Industry Data Security Standard (PCI DSS).Provide ability to comply with Health Insurance Portability and Accountability Act (HIPPA).Provide ability to comply with Health Information Technology for Economic and Clinical Health Act (HITECH).Provide ability to comply with IRS Publication 1075 (Tax Information Security Guidelines for Federal, State and Local Agencies) and other IRS safeguarding requirements.Provide ability to comply with Federal Information Processing Standard 140 (FIPS) for cryptographic modules.Provide ability to comply with ISO/IEC 15408 (Common Criteria for Information Technology Security Evaluation).Provide ability to comply with the Electronic Payments Association NACHA Automated Clearing House (ACH) Standards.

Provide ability to support secure hypertext transfer protocol (HTTPS) as appropriate.Provide granular management and administrator control over transactions, forms access, field updates, interfacing events, data queries and other types of authorizations using role-based security.

Provide ability to support trusted access to approved partner system functions (such as with banking systems).Provide ability to integrate with Enterprise Single ID Management Systems (ESIMS).Provide for access to users within a shared services or similar organization responsible for processing transactions across multiple agencies.Provide ability for the system administrator to grant access to non-employees.Provide ability for system administrator to enter a future dated change to security access to accommodate new and retiring employees.Provide ability for the system administrator and other authorized users to define user access groups to ensure separation of duties. The system administrator must be able to enter the user group name, a user group code and a description of the role and capabilities of the user group.





Area of Focus

(Focus/ General)








Enterprise Security Security EY-95153 Provide audit trail when access is granted to an individual user. G








Provide ability for the system administrator to grant user groups access to each system function and to establish the type of access to be allowed (add, change, inquire, retire, delete).

Provide a Workflow to allow authorized agency administrators to request access for employees to specific system functions and obtain management approval based on State and agency level business rules for this access; based on agency management approvals, request will then be forwarded to system administrator or authorized user for review and potential action.

Provide ability for the system administrator to grant individual users access to a system function that their user group is not entitled to access and to establish the type of access to be allowed (add, change, inquire, retire, delete).

Provide a mechanism for individuals to request access to the system and for the request to be routed via Workflow.

Provide an exception report when additional access is granted to an individual user beyond the user group.Provide ability for the system administrator or other authorized users to assign users to more than one user group.

Provide report listing all users and roles / user groups sortable by either user or role / user group.Provide ability to log incidents of security violations within the system capturing user identification, system function for which unauthorized access was attempted and date and time of security violation.

Provide ability for the system administrator or authorized users to generate a formatted user friendly report of invalid password attempts or security violations within the system.Provide an online function for review of the logs of invalid password attempts or security violations by the system administrator and/or other authorized users.Provide ability to ensure report and ad-hoc query results are subject to the system security model such that users cannot access data through reports and queries for which they are not authorized in the operational system.





Area of Focus

(Focus/ General)






Enterprise Security Security EY-95174 F2





Enterprise Security Security EY-95179 Provide mobile access through secure, encrypted gateways. F2Enterprise Security Security EY-95181 G

Operations Management Report Administration EY-95182 G





Provide ability to create a report to identify all transactions where the same user initiated the transaction and provided final approval of that transaction.Provide ability for users to configure and manage a user profile through Internet self-service portal capabilities including but not limited to password reset, security challenge questions, and multi-factor authentication. Note this does not apply to users authenticating through Active Directory.

Provide ability to delegate proxy roles to other users with an expiration date, and ability to notify user of new proxy right.Provide ability for system administrator and/or other authorized user to define the allowable period for user inactivity while logged on.Provide ability to disconnect or log out a user session when it exceeds the allowable period of inactivity.Provide ability to warn users that they will be disconnected before automatically logging off user.Provide inactivation of a user account based on no use of the system over a user-defined period of time.

Provide ability to support user administrator establishing field level security.Provide a centrally managed reporting tool set to ensure that any updates are distributed to users and that all users are accessing the same version of the reporting software.Provide ability to ensure system performance is not impacted when a large report or inquiry is being run.Provide ability for the system administrator and/or other authorized user to define limits on the execution time for a report or query and/or the number of records to be retrieved with user options available to continue, cancel, or send to batch.

Provide ability to automatically cancel a query or report job if it fails to meet system administrator defined criteria (e.g., time limits).Provide ability for authorized users and/or system administrator to terminate any query or report that significantly reduces system performance.





Area of Focus

(Focus/ General)










Operations Management EY-95196 G






Enterprise Security EY-95206 G


Provide ability for system administrator and/or other authorized user to override parameters for an individual query or report.

Provide functionality to audit exports of report data (i.e., be able to determine which user exported which data).Provide ability to enforce encryption of sensitive data on exported data.Provide functionality to allow modifications to report definitions, i.e., report templates.Provide ability to configure reports such that information can be suppressed based on a user's role.Provide reports on user production statistics by at a minimum User ID, time of day, and length of job to determine who is viewing a report, what reports are being used and resources consumed by agency/user suitable for billing purposes.

Data Warehouse Administration

Provide ability to enable users to run ad-hoc reports and queries without perceived data warehouse performance degradation.


Provide ability to enable the administrator to customize alerts and tracking of data warehouse performance including data staging performance and reporting performance.


Provide ability to support archiving and purging of data in the data warehouse according to user defined business rules which will vary by information type.


Provide ability to maintain an active metadata repository that contains definitions of all data elements and attributes within the data warehouse.


Provide ability to customize the delivered data structure to include storing data from sources other than the ERP system.


Provide self service portals, report templates, meta data repositories and other documentation / help tools that promote self sufficiency among information users.

Data Warehouse Security and Controls

Provide ability to restrict view/read only capabilities to data by user-defined criteria (e.g., user id, user group, agency, and division).


Provide ability to restrict update/refresh/delete capabilities to data to specific users or source systems.





Area of Focus

(Focus/ General)









BI and Analytics Data Warehouse Architecture EY-95222 F2











Provide comprehensive edit, validation, and balancing controls which prevent incomplete or incorrect data from being processed.


Provide programmatic control of the process flow to prevent data from being processed in the wrong sequence.


Provide ability to ensure processing cycles are completed in a logical and prescribed order.


Provide ability to ensure the integrity of data entering the database, safeguarded through editing criteria.


Provide ability to update tables/files upon completion of a logical unit of work according to State/agency business rules.Provide online searchable repository users can use to access data warehouse functionality, features, and tools.Provide runtime repository that stores all deployment data as well as data from executed mappings and process flows.Provide ability to support organizing the data in the data warehouse so as to optimize access to the data for query, reporting, and analysis capabilities.Provide functionality to seamlessly integrate with leading third party business intelligence and reporting tools (e.g., Crystal Reports, Cognos, MS SQL Server BI, and Microsoft Office Suite).

Provide ability to include or integrate with data modeling tools to facilitate data warehouse design.Provide for read-only access to data via ODBC and JDBC (through appropriate security).Provide ability to utilize the same hardware and operating system specifications (architectural landscape) for the data warehouse that are required for the ERP operational platform.Provide ability to include a data warehouse and business intelligence solution that scales to allow the State to size the data repositories to meet its changing business needs. Clients and servers can be added, upgraded or removed as computing capacity needs change, without reconfiguring the operational system or data warehouse.

Provide data structure designs and tools that simplify and enhance the reporting and analysis experience.Provide ability to exchange metadata with other systems that use open standards.





Area of Focus

(Focus/ General)




Operations Management Archiving EY-95239 G








Operations Management Archiving EY-95248 Provide report of all records included in a purge process. GOperations Management Archiving EY-95249 G

Support Reliability EY-95250 G




Provide ability to configure and manage multiple records retention schedules by functional areas or agencies.Provide ability to purge, archive, and restore active and inactive records based on user defined criteria.Provide ability for system administrator to define archiving criteria for different types of data.Provide for restoration of archived data by various parameters including the date range of the archiving process and other user defined business rules.Provide ability to validate the integrity of the database before and after the archive/purge routine.Provide ability to identify any orphaned records (e.g., records that do not have parent values) after the archive/purge routine.Provide a method to access, query, and report against archived data.Provide a method to access archived data when the system architecture changes as a result of a software upgrade.

Provide ability to identify/display the record counts of records included in a purge process.Provide ability to implement a system design in which the default application system availability is continuous, i.e., 24 by 7 by 365.

Provide ability to support 99.999% availability for online inquiry and updates seven days a week (other than the defined maintenance window).Provide ability to conduct scheduled maintenance during hours designated as the "Maintenance Window". This maintenance window will be established by the State at a time which is least impacting to both online users and batch processing.

Provide ability for creation of a current back-up of the ERP database including application data and system tables and configurations to be utilized for restoration in the event of catastrophic failure and loss of data. This includes the BI solution and any third party add-on modules to the ERP system.





Area of Focus

(Focus/ General)















Data Management Data Integrity EY-95268 F2

Provide ability to ensure solution is architected to allow it to be fully recoverable and accessible by users, with minimal data loss, within RTO of 3 hours or better and RPO of 1 minute or better.

Provide ability to fully process a transaction within the application during normal processing and the database environment within 1 second of receipt of the transaction 80% of the time.

Provide ability to process fully a transaction within the application during normal processing and the database environment within 2 seconds of receipt of the transaction 90% of the time.

Provide ability to process fully a transaction within the application during normal processing and the database environment within three seconds of receipt of the transaction 98% of the time.

Provide ability to support multi-node server processing so that system processing load across all tiers can be distributed and balanced across multiple physical and virtual servers.Provide ability to ensure that batch processing does not interfere with on-line responsiveness or availability during normal business hours.Provide user session isolation such that a failure in one session has no impact on other user sessions.Provide access to data for pre-defined reports, ad-hoc queries and business intelligence without noticeable impact to online transaction performance.Provide ability for real-time monitoring by administrators including but not limited to response time, system use and capacity, concurrent users, and system errors.Provide ability for the database administrator and/or authorized user to tune system to improve performance.Provide ability to allow for limits to be set on the amount of tables a user (other than an administrator) can link in an ad-hoc query.

Provide ability to support automatic "clean up" of partial database updates after suspended network sessions or after other failures.





Area of Focus

(Focus/ General)




Support Supportability EY-95269 G



Integration Architecture Networking EY-95273 F2

Integration Architecture Networking EY-95276 F2



Operations Management EY-95296 Provide ability to log job results. G

Operations Management EY-95297 Provide ability for scheduling of report and query jobs. G



General Ledger Fund Accounting GL001 G





Provide ability to use current but mature industry-standard application development tools, techniques and standards that can be maintained for the expected life of the system.Provide ability to allow for automated configuration across multiple environments.Provide ability to allow for at a minimum production, patch, user acceptance test, system test, user training, development and sand box environments to be used and maintained simultaneously.

Provide ability to run applications over routed networks leveraging modern IP4/IP6 protocols.Provide ability to identify access requirements through firewalls with the ability to configure port designations.

Job Scheduling and Processing

Provide job scheduling tools to automate administrative Workflow and tasks including but not limited to: running standard reports and batch processes.


Provide ability to establish job dependencies and control subsequent job execution based on condition codes.

Job Scheduling and ProcessingJob Scheduling and ProcessingJob Scheduling and Processing

Provide ability for use of an effective processing date for batch transactions rather than using system date (i.e., transactions processed after midnight can be posted to previous day).

Technical System Documentation

Provide comprehensive technical system documentation and technical manuals for the ERP system including third party add-on modules for technical personnel.Provide ability to comply with GASB based on applicable requirements at time of implementation and maintain for future updates.Provide ability to record accounting transactions against all Chart of Account codes using self-balancing double entry bookkeeping.

Provide ability to control updating the general ledger and all subledgers from the same transaction source.Provide ability to reflect credits as negative numbers and debits as positive numbers within the database.Provide ability to record transactions against State fiscal year, federal fiscal year, and calendar year simultaneously.





Area of Focus

(Focus/ General)




General Ledger Chart of Accounts GL008 G

General Ledger Chart of Accounts GL010 F3

General Ledger Security GL012 F2




General Ledger Inquiry and Reporting GL016 F2







Provide ability for coding reduction technique that allows users to input defined values of coding that expands into numerous accounting codes.Provide ability for outbound integration with FFMIS and other agency business systems.Provide ability to permit only authorized users to establish and maintain Chart of Accounts codes to meet statewide and user (agency) accounting and financial reporting needs, using tables that do not require programming knowledge to establish or modify (non-technical users).

Provide ability to configure "state level" Chart of Accounts and multiple "agency level" Chart of Accounts that roll up to the "state level".Provide ability to configure role based security to limit which users can configure "state level" Chart of Accounts.Provide ability for the Chart of Accounts codes Fields to be configurable for the State Chart of Accounts Structure.Provide ability to meet statewide financial reporting needs through its Chart of Accounts, and for recorded transactions including but not limited to: Fiscal Year.Provide ability to meet statewide financial reporting needs through its Chart of Accounts, and for recorded transactions including but not limited to: Appropriation.Provide ability to meet statewide financial reporting needs through its Chart of Accounts, and for recorded transactions, including but not limited to: Fund (State level).Provide ability to meet statewide financial reporting needs through its Chart of Accounts for recorded transactions including but not limited to: Fund (Agency Level).Provide ability to meet statewide financial reporting needs through its Chart of Accounts for recorded transactions including but not limited to: Organization.Provide ability to meet statewide financial reporting needs through its Chart of Accounts for recorded transactions including but not limited to: Program.Provide ability to meet statewide financial reporting needs through its Chart of Accounts for recorded transactions including but not limited to: Activity.





Area of Focus

(Focus/ General)
















Provide ability to meet statewide financial reporting needs through its Chart of Accounts for recorded transactions including but not limited to: Function.Provide ability to meet statewide financial reporting needs through its Chart of Accounts for recorded transactions including but not limited to: Location.Provide ability to meet statewide financial reporting needs through its Chart of Accounts, and for recorded transactions including but not limited to: Grant.Provide ability to meet statewide financial reporting needs through its Chart of Accounts for recorded transactions including but not limited to: Project.Provide ability to meet statewide financial reporting needs through its Chart of Accounts for recorded transactions including but not limited to: Expenditure Object (State level).Provide ability to meet statewide financial reporting needs through its Chart of Accounts for recorded transactions including but not limited to: Expenditure Object (Agency Level).

Provide ability to meet statewide financial reporting needs through its Chart of Accounts for recorded transactions including but not limited to: Revenue Object (State Level).Provide ability to meet statewide financial reporting needs through its Chart of Accounts for recorded transactions including but not limited to: Revenue Object (State Level).Provide ability to meet statewide financial reporting needs through its Chart of Accounts for recorded transactions but not limited to: General Ledger codes.Provide ability to meet statewide financial reporting needs through its Chart of Accounts for recorded transactions including but not limited to: user selected criteria.Provide ability for the Chart of Accounts to be designated by a user-definable "account type," which can be tracked on all transactions, including but not limited to: Asset Account.Provide ability for the Chart of Accounts to be designated by a user-definable "account type," which can be tracked on all transactions, including but not limited to: Liability Account.





Area of Focus

(Focus/ General)
















Provide ability for the Chart of Accounts to be designated by a user-definable "account type," which can be tracked on all transactions, including but not limited to: Fund Equity Account.

Provide ability for the Chart of Accounts to be designated by a user-definable "account type," which can be tracked on all transactions, including but not limited to: Revenue Account.Provide ability for the Chart of Accounts to be designated by a user-definable "account type," which can be tracked on all transactions, including but not limited to: Expense Account.Provide ability for the Chart of Accounts to be designated by a user-definable "account type," which can be tracked on all transactions, including but not limited to: Transfer-IN Account.

Provide ability for the Chart of Accounts to be designated by a user-definable "account type," which can be tracked on all transactions, including but not limited to: Budgetary Control Account.

Provide ability for the Chart of Accounts to be designated by a user-definable "account type," which can be tracked on all transactions, including but not limited to: Statistical Account.Provide ability for Chart of Account codes in the General Ledger to be maintained across multiple years (e.g., project accounts, grant accounts).Provide ability for Chart of Account codes to be added or changed to an active or inactive status based on user-defined requirements and initiated by users with appropriate security.Provide ability for the use of effective dating when adding, changing, or deactivating any codes of the Chart of Accounts Structure.Provide ability for a minimum of 5-level hierarchy for every codes of the Chart of Accounts. (e.g. Fund can be broken down into separate hierarchical levels).Provide ability for codes of the Chart of Accounts Structure to be grouped or ungrouped on a user-defined basis into multiple reporting hierarchies.Provide ability to capture additional transactional detail for the Chart of Account codes at the agency level , including but not limited to: statewide revenue and expenditure object codes.





Area of Focus

(Focus/ General)














Provide ability for Chart of Accounts changes and maintain records of the historical Chart of Accounts based on effective-dated tables.Provide ability for Chart of Accounts codes to have a long description.Provide ability for Chart of Accounts codes to have a short description.Provide ability for Chart of Account codes short description to be a minimum length of 50 alphanumeric characters.Provide ability to allow a one-to-many relationship (e.g., Agency to Budget Entity) and/or many-to-many relationship (e.g., Fund to Category) when creating the transactions between Chart of Accounts codes, including but not limited to the following: Fund.

Provide ability to allow a one-to-many relationship (e.g., Agency to Budget Entity) and/or many-to-many relationship (e.g. Fund to Category) when creating the transactions between Chart of Accounts codes, including but not limited to the following: Fiscal Year.

Provide ability to allow a one-to-many relationship (e.g., Agency to Budget Entity) and/or many-to-many relationship (e.g. Fund to Category) when creating the transactions between Chart of Accounts codes, including but not limited to the following: Budget Entity.

Provide ability to allow a one-to-many relationship (e.g. Agency to Budget Entity) and/or many-to-many relationship (e.g. Fund to Category) when creating the transactions between Chart of Accounts codes, including but not limited to the following: Organization.

Provide ability to allow a one-to-many relationship (e.g., Agency to Budget Entity) and/or many-to-many relationship (e.g., Fund to Category) when creating the transactions between Chart of Accounts codes, including but not limited to the following: Program.

Provide ability to allow a one-to-many relationship (e.g., Agency to Budget Entity) and/or many-to-many relationship (e.g., Fund to Category) when creating the transactions between Chart of Accounts codes, including but not limited to the following: Activity.





Area of Focus

(Focus/ General)












Provide ability to allow a one-to-many relationship (e.g., Agency to Budget Entity) and/or many-to-many relationship (e.g., Fund to Category) when creating the transactions between Chart of Accounts codes, including but not limited to the following: Category.

Provide ability to allow a one-to-many relationship (e.g., Agency to Budget Entity) and/or many-to-many relationship (e.g., Fund to Category) when creating the transactions between Chart of Accounts codes, including but not limited to the following: Cost Center.

Provide ability to allow a one-to-many relationship (e.g., Agency to Budget Entity) and/or many-to-many relationship (e.g., Fund to Category) when creating the transactions between Chart of Accounts codes, including but not limited to the following: Location.

Provide ability to allow a one-to-many relationship (e.g., Agency to Budget Entity) and/or many-to-many relationship (e.g., Fund to Category) when creating the transactions between Chart of Accounts codes, including but not limited to the following: Project.

Provide ability to allow a one-to-many relationship (e.g., Agency to Budget Entity) and/or many-to-many relationship (e.g., Fund to Category) when creating the transactions between Chart of Accounts codes, including but not limited to the following: Grant.

Provide ability to allow a one-to-many relationship (e.g., Agency to Budget Entity) and/or many-to-many relationship (e.g., Fund to Category) when creating the transactions between Chart of Accounts codes, including but not limited to the following: Expenditure Object.

Provide ability to allow a one-to-many relationship (e.g., Agency to Budget Entity) and/or many-to-many relationship (e.g., Fund to Category) when creating the transactions between Chart of Accounts codes, including but not limited to the following: Revenue Object.

Provide ability to allow a one-to-many relationship (e.g., Agency to Budget Entity) and/or many-to-many relationship (e.g., Fund to Category) when creating the transactions between Chart of Accounts codes, including but not limited to the following: Funding Source Indicator.





Area of Focus

(Focus/ General)














General Ledger Fund Accounting GL076 F3




Provide ability to allow a one-to-many relationship (e.g., Agency to Budget Entity) and/or many-to-many relationship (e.g., Fund to Category) when creating the transactions between Chart of Accounts codes, including but not limited to the following: User Defined Field 1.

Provide ability to allow a one-to-many relationship (e.g., Agency to Budget Entity) and/or many-to-many relationship (e.g., Fund to Category) when creating the transactions between Chart of Accounts codes, including but not limited to the following: User Defined Field 2.

Provide ability to generate the GAAP Reporting by fund based on the designated Chart of Accounts Structure.Provide ability to maintain chart of account codes with effective from and to dates.Provide ability for current year reorganization functionality by moving and merging all actual, budget, and historical data when an organization is moved any time during the year.Provide ability to accommodate numerous values within the Chart of Accounts codes.Provide ability to limit the selection and validate against multiple Chart of Accounts codes combinations.Provide ability to search on a filter for valid Chart of Accounts values: (e.g., fund, organization, description, etc.).Provide ability to search using dropdown down list for valid Chart of Accounts values.Provide ability to change the Chart of Accounts codes at fiscal year based on effective-dated tables. (e.g. grants and projects end dates).Provide ability to simultaneously support multiple bases of accounting for the appropriate fund types, including but not limited to: Cash basis.Provide ability to simultaneously support multiple bases of accounting for the appropriate fund types, including but not limited to: Modified accrual basis.Provide ability to simultaneously support multiple bases of accounting for the appropriate fund types, including but not limited to: Accrual basis.Provide ability to simultaneously support multiple bases of accounting for the appropriate fund types, including but not limited to: Budgetary basis.





Area of Focus

(Focus/ General)






Cash Management GL083 F3

Cash Management GL084 F3




Provide ability to report expenditure activity on a cash basis (budgetary compliance and reporting) within the same fund.Provide ability to account for intra/inter-fund transfers of cash in accordance with GAAP and maintain the associated audit trail. Transfers could include loans, advances, intra/interfund transfers, intra/interfund services provided and used transactions, and reimbursement transactions.


Provide ability to automatically perform a system edit which checks the availability of cash for designated transaction types when the transaction is submitted/entered to the system.


Provide ability to allow for establishing funds that are exempt from cash available edits.Provide ability for transaction edits at the fund, agency, or division level that permit, warn, or reject transactions for all funds, based on user-defined allowable Chart of Accounts codes combinations.

Provide ability to record transactions that use both an Expenditure Object and a Balance Sheet Asset account. The transaction would be used for disbursing appropriated funds as an expenditure against the appropriation for budgetary purposes as well as an asset receivable for financial reporting, (e.g., Loan Disbursements). The transaction posts uniformly against all subledgers including, but not limited to Grant Accounting and Project Accounting. For example: Travel advances and DOT State Infrastructure Bank loans.

Provide ability to record transactions that use both Revenue sub-object account codes and Balance Sheet Asset account. The transaction would be used for receipting revenues and posting to appropriations for budgetary reporting as well as offsetting Asset Receivables for financial reporting, (e.g., Receipt of Loan repayments). The transaction posts uniformly against all subledgers including, but not limited to Grant Accounting and Project Accounting. For example: Travel advances and DOT State Infrastructure Bank loans. .





Area of Focus

(Focus/ General)





General Ledger GL089 Provide ability to process and record transfers between funds. F3

General Ledger GL090 Provide ability to allow users to perform inter/intra-fund transfers. F3

Accounts Payable Payment Processing GL091 G









General Ledger Document Management GL1002 F2

Provide ability to record transactions that use an Expenditure Object but does not edit or update the Appropriation or Operating Budget balance, i.e., the transaction posts an expenditure and related offsets to the general ledger, but does not reduce budget authority. For example, depreciation expense may be posted to a reporting ledger without affecting an operating budget. The transaction posts uniformly against all sub ledgers including, but not limited to Grant Accounting and Project Accounting.

Interfund/Intrafund or Interagency Journal TransactionsInterfund/Intrafund or Interagency Journal Transactions

Provide ability for one agency to generate and issue a payment to another agency for goods or services rendered without issuing a check.Provide ability to record and maintain the following non-financial data for each unique fund: Effective Date of Fund.Provide ability to record and maintain the following non-financial data for each unique fund: Purpose of Fund.Provide ability to record and maintain the following non-financial data for each unique fund: Source of Revenue.Provide ability to record and maintain the following non-financial data for each unique fund: Acceptable Uses.Provide ability to record and maintain the following non-financial data for each unique fund: Date Closed.Provide ability to record and maintain the following non-financial data for each unique fund: Fund Type-Governmental.Provide ability to record and maintain the following non-financial data for each unique fund: Fund Group.Provide ability for Chart of Account codes long description to be a minimum length of 100 alphanumeric characters.Provide ability for online viewing of supporting documentation (e.g., attached images) associated a source transaction (e.g., invoice).to a General Ledger balance (e.g., Capital Expenditures).





Area of Focus

(Focus/ General)



















Provide ability for online viewing of supporting documentation (e.g., attached images) associated with a General Ledger Balance (e.g., In-State travel)which can be drilled down to the source transaction(s) (e.g., travel reimbursements).

Provide ability for spell check validation of Chart of Accounts codes description during setup.Provide ability for the Chart of Accounts to be designated by a user-definable "account type," which can be tracked on all transactions, including but not limited to: Deferred Inflows Account.

Provide ability for the Chart of Accounts to be designated by a user-definable "account type," which can be tracked on all transactions, including but not limited to: Deferred Outflows Account.

Provide ability to assign a Funding Source Identifier to both revenue and expenditure transactions for Local funds.Provide ability to assign a Funding Source Identifier to both revenue and expenditure transactions for State funds.Provide ability to capture an indicator on each unique Revenue Object Code to which a General Revenue service charge is applicable.Provide ability to record and maintain the following non-financial data for each unique fund: GAAP Fund Types.Provide ability to produce a report to view the status of Chart of Accounts codes updates (e.g., pending, approved, activated).

Provide ability to record and maintain the following financial data for each unique fund: Breakdown of net position into net investment in capital assets, restricted and unrestricted.Provide ability to save data from produced reports to third party software (e.g., MS Excel, Adobe, .txt, .xml, .html).Provide ability to save produced reports to third party software (e.g., MS Excel, Adobe, .txt, .xml, .html).Provide the ability to include Revenue Cap indicator for categories.Provide ability to record and maintain the following non-financial data for each unique fund: Investment Criteria.Provide ability to record and maintain the following non-financial data for each unique fund: Negative Cash Balance Allowed.





Area of Focus

(Focus/ General)













General Ledger Journal Entry GL115 Provide ability to enter journal transactions online or in batches. G

General Ledger CAFR Reporting GL116 G

General Ledger CAFR Reporting GL117 Provide ability to allow accrual financial statements by quarter. G

General Ledger CAFR Reporting GL118 Provide ability to allow accrual financial statements by month. G

General Ledger Journal Entry GL119 G





Provide ability to record and maintain the following financial data for each unique fund: Total Expenditures.Provide ability to record and maintain the following financial data for each unique fund: Total Revenue.Provide ability to record and maintain the following financial data for each unique fund: Encumbrances.Provide ability to record and maintain the following financial data for each unique fund: Intra/Interfund Transactions.Provide ability to record and maintain the following financial data for each unique fund: Fund Balance/Net Position.Provide ability to record and maintain the following financial data for each unique fund: Breakdown of fund balance into nonspendable, restricted, committed, assigned, and unassigned (GASB 54).

Provide ability to Maintain expenditure and revenue details on a fund-by-fund basis.Provide ability for on-line intra/interfund and interagency reconciliations.Provide ability for system edits which prevent designated types of transactions from posting to specific funds.

Provide ability to allow accrual CAFR and financial statements by year, by agency, or enterprise.

Provide ability to allow accrual journal entries by month, quarter, year.Provide ability to create multiple entries within the journal transaction.Provide ability to default (prepopulate) data (e.g., fund, organization) within journal fields by user with appropriate security.Provide ability to electronically attach and reference multiple supporting documents to the journal entry.Provide ability to allow users with appropriate security to input journal entries as a correction or adjustment to any open prior accounting periods.





Area of Focus

(Focus/ General)
















Provide ability to allow users with appropriate security to import journal entries from desktop applications (e.g., Microsoft Excel) and validate the entry against the Chart of Accounts and allowed Chart of Accounts codes combinations prior to posting.

Provide ability to allow each end user with appropriate security to customize their view of the journal entry screen.Provide ability to automatically generate and assign document control numbers for all system generated documents at the agency level (e.g., invoice).Provide ability to configure role based security to allow users to modify (e.g., add, change, cancel, delete) transactions online, with audit trail.Provide ability to trace (i.e., drill-down) summarized transactions online in the General Ledger back to detail source transactions from other system modules or subsystems within the enterprise system. If the information must be retrieved from these modules or subsystem, it is transparent to the user.

Provide ability to support the establishment of rules for each journal type, which determine the appropriate processing, including but not limited to: Chart of Accounts code default.Provide ability to support the establishment of rules for each journal type, which determine the appropriate processing, including but not limited to: Whether data is required, optional, or not allowed.

Provide ability to generate default offset entries for journal financial transactions from sub-ledgers (e.g., payment requests, encumbrances, cash receipts).Provide ability to process batch files during the day without closing out other users from online transaction processing.Provide ability for online validation and editing for error identification and correction before actual posting occurs, including the notification of out-of-balance batches with correction ability prior to posting at the detail level.

Provide ability to print a copy of approved journal entry transactions with appropriate security.Provide ability for identified posted accrual journal entries to automatically reverse on a user-specified date in the current period and /or future period.





Area of Focus

(Focus/ General)














General Ledger GL156 F3




Provide ability for identified posted accrual journal entries to automatically reverse using a system generated date in the current period and /or future period.Provide ability to support automatic recurring journals each month.Provide ability to create a journal entry using a previously entered journal entry format (copy journal).Provide ability to include journal entry footnotes or a line item description area with a minimum field length of 100 alphanumeric characters.Provide ability to allow users to save journal entries that have not yet been posted or cleared of all online validation errors.Provide ability to automatically generate journal entries for posting to the General Ledger based on accounting transactions from other subsidiary ledgers (e.g., accounts payable, accounts receivable, asset management, etc.) with appropriate audit trails or references.

Provide ability to edit check journals before processing to the General Ledger based upon user-defined criteria (e.g., Chart of Account codes, open period, balance).Provide ability to prevent journals from being processed against inactive Chart of Accounts codes and closed accounting periods.

Provide ability for online approval for adjusting journal entries to the General Ledger.Provide ability to modify and resubmit online rejected journal entries to the General Ledger.

Interfund/Intrafund or Interagency Journal Transactions

Provide ability to create one inter-agency journal transfer that involves multiple agencies.

Provide ability to make mass changes to journals and copy journal information to use for similar/recurring transactions.Provide ability to allow the use of journal templates for transactions that use common Chart of Account code blocks but differing transaction amounts or percentages (e.g., distribute a dollar amount by percentage for General Revenue service charge).

Provide ability to support user-defined recurring transactions based upon the following schedules: Periodic.





Area of Focus

(Focus/ General)









General Ledger Workflow GL166 F2











Provide ability to support user-defined recurring transactions based upon the following schedules: Fixed.Provide ability to support user-defined recurring transactions based upon the following schedules: Open.Provide ability to support user-defined recurring transactions based upon the following schedules: Percentage allocation.Provide ability to support user-defined recurring transactions based upon the following schedules: Amount.Provide ability to validate all fields in recurring transaction entries with proper audit trail.Provide ability to notify users that recurring transactions are about to generate.Provide ability for a recurring transaction indicator (a document type) for every financial and statistical transaction.Provide ability to have multiple open periods within the General Ledger and corresponding open periods within subsidiary ledgers.Provide ability to prevent transactions from posting unless the transaction updates open periods within each subsidiary and within the General Ledger.Provide ability to specify a start and end date on recurring transactions with proper audit trail.


Provide ability to specify the journal entry requirements for inter/intra-fund and inter-agency transactions.

Provide ability to enter journal entries for multiple agencies and funds under one journal type (i.e., journal description), with appropriate security.


Provide ability to route interagency transfers to a user-specified approval structure for review and either approval or rejection. Transaction will not commit until it is approved. Provide ability to restrict inter-fund/intra-fund and inter-agency postings with appropriate security.


Provide ability to specify the journal entry requirements for inter/intra-fund transfers.


Provide ability for an inter-agency or inter/intra-fund transaction to reference a previous journal entry.





Area of Focus

(Focus/ General)








General Ledger Closing GL185 G



Accounts Payable Encumbrance GL188 G


General Ledger Closing GL190 Provide ability to perform period-end closings (e.g., monthly). GGeneral Ledger Closing GL191 G


General Ledger Closing GL193 Provide ability to establish a default accounting period. GGeneral Ledger Closing GL194 Provide ability to override the default accounting period. GGeneral Ledger Closing GL195 F3

General Ledger Closing GL196 F3



Provide ability to generate notifications regarding financial transactions in suspense.


Provide ability to generate notifications for journal transfers between and within agencies.

Provide ability to change account coding through mass change functionality with audit trail and proper security.


Provide ability to delete Inter/intra-fund and Interagency transactions with audit trail and proper security.

Provide ability to automate year-end close processes (e.g., close nominal accounts to fund balance or fund equity, roll real accounts forward).Provide ability to allow users with appropriate access to initiate year-end processing at any point in time after the end of the fiscal year, based on a predetermined year-end close calendar.

Provide ability to close grant and project accounts based on the type of grant and project (e.g. federal fiscal year).Provide ability to allow users to run a process that closes all selected open encumbrances with user-defined parameters at year-end.Provide ability to close selected modules based by user defined criteria (e.g., fund, fund group, module).

Provide ability to maintain multiple fiscal years concurrently, which allows users to post transactions to open fiscal years prior to closing the fiscal year.Provide ability to allow new fiscal year inputs to be entered before the prior year final closing, (e.g. new fiscal year budget appropriations).

Provide ability to create calendars to define closing periods and the period closing dates.Provide ability to create calendars to define opening periods and the period opening dates.Provide ability to prevent transactions from posting in a closed period.





Area of Focus

(Focus/ General)
















General Ledger Closing GL210 Provide ability to automatically carry forward non-lapsing items. G


Provide ability to allow reopening a closed period for transaction processing with appropriate security. This would include the ability to reopen a prior period that is several periods back without opening all the prior periods sequentially.

Provide ability to permit period adjustments to reopened periods. (e.g. errors and omissions).Provide ability to allow defined types of transactions to post in a future period as long the period is open and the user has the appropriate security authority.Provide ability to support pre-close (i.e., trial closes) and generates pro forma financial statements with appropriate security.Provide ability to allow posting of expenditure and revenue accruals required for period end closings.(Month-End and Year-End).Provide ability to access to at least 3 years of complete financial information in detail format online.Provide ability for at least 14 user-definable accounting periods per year that can either be used for transacting against financial balances, adjusting periods against financial balances, or adjusting periods that are for memo entries only and do not update financial balances, but will be reflected in annual reports.

Provide ability to roll any Chart of Account codes and associated balances forward at year end according to user-defined criteria.

Provide ability to post closing adjustments at any point during the closing period. (Month-End and Year-End).Provide ability to support use of a 13th month for adjusting entries. (Year-End).Provide ability to support multiple preliminary closings before final closing. (Month-End and Year-End).Provide ability to hold a period open and reopen a closed period to make required adjustments. (Month-End and Year-End).

Provide ability to zero out the remaining available budget for budgets selected for lapsing.





Area of Focus

(Focus/ General)


















Provide ability to post to prior year accounts and have new year balances affected and updated.Provide ability to automatically generate all opening and closing entries for all fund types. (Month-End and Year-End).Provide ability for automatic reversals of accrual information. (Month-End and Year-End).Provide ability to retain all data needed to generate all financial reports to meet legislative and management reporting needs as provided by State records retention rules.Provide ability for non-technical users to generate financial reports on all detailed data for up to 10 years to meet ad hoc reporting requests.Provide ability to summarize individual line-item accounts into common groups of accounts for use in financial reporting, based on the Chart of Account Structure.Provide ability to report budget, encumbrances, revenues, expenditures, receipts, and disbursements using the Chart of Account codes.Provide ability for users to determine the defined period and selection of specific Chart of Account codes in order to generate reports on budget, encumbrances, revenues, and expenditures.

Provide ability to produce budgeted as compared to actuals reports for Chart of Accounts codes combinations (e.g., appropriation, agency operating, and multiple grant/project budget structures).

Provide ability to produce ad-hoc reports using any Chart of Accounts codes field in the General Ledger.Provide ability to maintain a history of all General Ledger transactions to provide an appropriate audit trail.Provide ability to produce a Trial Balance, by fund or selected Chart of Account codes.Provide ability to produce reports of accrued transactions in the trial balance.Provide ability to show different organizational structures on a single report displaying accurate prior and current year data. Within the report, a unit existing under one division in the prior year may be reflected under a new division or may not exist in the current year.





Area of Focus

(Focus/ General)







Cash Management Inquiry and Reporting GL229 F2




Cash Management Inquiry and Reporting GL233 F2


General Ledger Inquiry and Reporting GL235 Provide ability to view reports online and print reports as needed. F2


General Ledger Inquiry and Reporting GL237 Provide ability to produce ad hoc and standard reports as needed. F2

Provide ability to filter, search, and report month-to-date and year-to-date on any combination of Chart of Account codes.Provide ability to produce fund transfer reports for month-to-date and year-to-date detailed transactions (e.g., interfund/intrafund - receivables, payables, and transfers).Provide ability to produce a Trial Balance report organized by unique fund, fund type, and fund group based on the Chart of Account codes for specified date ranges (e.g., monthly, quarterly, and yearly).

Provide ability to produce a Cash Flow report organized by unique fund, fund type, and fund group based on the Chart of Account codes for specified date ranges (e.g., monthly, quarterly, and yearly).

Provide ability to produce a Fund Balance Report organized by unique fund, fund type, and fund group based on the Chart of Account codes for specified date ranges (e.g., monthly, quarterly, and yearly).

Provide ability to produce a Balance Sheet Report organized by unique fund, fund type, and fund group based on the Chart of Account codes for specified date ranges (e.g., monthly, quarterly, and yearly).

Provide ability to produce an Income Statement Report organized by unique fund, fund type, and fund group based on the Chart of Account codes for specified date ranges (e.g., monthly, quarterly, and yearly).

Provide ability to produce a Cash Balance Report organized by unique fund, fund type, and fund group based on the Chart of Account codes for specified date ranges (e.g., monthly, quarterly, and yearly).

Provide ability to display names for all Chart of Accounts data included when producing reports.

Provide ability to upload and download information from/to spreadsheet (Excel) and database (Access) formats to the system.





Area of Focus

(Focus/ General)














Budget Management Inquiry and Reporting GL254 F2





Provide ability to generate management reports (e.g., statistical results, KPI monitoring) on demand, recurring or/and scheduled.

Provide ability to search transactions online in real-time by various Chart of Accounts codes and transaction type number (e.g., voucher number, encumbrance number, etc.).Provide ability to generate financial reports on demand, recurring, or/and scheduled.Provide ability to report on valid Chart of Account codes values or range of values.Provide ability to view current balances online with appropriate security.Provide ability to produce a report based on specified date ranges by various Chart of Account codes.Provide ability to report on direct and indirect costs for State Wide Cost Allocation Plan reporting purposes.Provide ability for on-line drilldown of journal entries from the General Ledger to the transactional source.Provide ability to view online or print a report of encumbrances by encumbrance transaction number.Provide ability to view online or print a report of encumbrances by range of Chart of Accounts codes.Provide ability to produce an appropriation status report that reflects encumbrances as well as expenditures.Provide ability to produce an edit report of subsidiary ledger transactions based on Chart of Account codes prior to consolidation and posting to the General Ledger.Provide ability to produce reports of recurring transactions that have posted for a specified time frame.Provide ability for CAFR publishing tools including ability to create: varying page templates for presentation of financial information by agency. These page templates may consist of a combination of text (e.g., supporting information and management discussion), financial statements, and other graphics).

Provide ability for CAFR publishing tools including ability to create: page templates that incorporate both financial information and supporting information, such as text or graphic.





Area of Focus

(Focus/ General)



















Provide ability for CAFR publishing tools including ability to create: high quality (at least 600 dpi) final report pages.Provide ability for CAFR publishing tools including ability to create: reports and documents in PDF format.Provide ability to present financial statements on an accrual, modified cash, modified accrual, and cash basis for the CAFR Report.Provide ability to comply with GAAP based requirements on applicable requirements at time of implementation and maintain for future updates.Provide ability to reflect data on screens and reports as positive numbers for nominal balances.Provide ability to meet statewide financial reporting needs through its Chart of Accounts codes for recorded transactions including but not limited to: Budget Entity.Provide ability to meet statewide financial reporting needs through its Chart of Accounts codes for recorded transactions including but not limited to: Category.Provide ability for the Chart of Accounts to be designated by a user-definable "account type," which can be tracked on all transactions, including but not limited to: Expenditure Account.

Provide ability for the Chart of Accounts to be designated by a user-definable "account type," which can be tracked on all transactions, including but not limited to: Transfer-OUT Account.

Provide ability to validates entries on any codes of the Chart of Accounts Structure based on effective dating.Provide ability to report expenditure activity on accrual basis (CAFR reporting) within the same fund.Provide ability to record and maintain the following non-financial data for each unique fund: Initial Determination or Re-Determination.Provide ability to record and maintain the following non-financial data for each unique fund: Fund Name.Provide ability to record and maintain the following non-financial data for each unique fund: Fund Number.Provide ability to record and maintain the following non-financial data for each unique fund: Authority (Laws of Florida).





Area of Focus

(Focus/ General)


















General Ledger Closing GL293 Provide ability to perform period-end closings (e.g., quarterly). GGeneral Ledger Closing GL294 Provide ability to perform period-end closings (e.g., yearly). G

Provide ability to record and maintain the following non-financial data for each unique fund: Equity Restriction.Provide ability to record and maintain the following non-financial data for each unique fund: Program/Non Program Interest.

Provide ability to record and maintain the following non-financial data for each unique fund: Program/Non Program Revenue.

Provide ability to record and maintain the following non-financial data for each unique fund: Propriety Funds.Provide ability to record and maintain the following non-financial data for each unique fund: Fiduciary Funds.Provide ability to configure role based security to limit which users can configure "agency level" Chart of Accounts.Provide ability to automatically generate and assign document control numbers for all system generated documents at the State level (e.g., invoice).Provide ability to support Workflow processes (including system alerts and user work queues) for CAFR - Preparation of reporting included in CAFR, Approval of adjusting entries to the financial statements, Component Unit information.

Provide ability to support Workflow processes (including system alerts and user work queues) for Chart of Accounts codes updates and changes (ex: when a COA change is made, a set of specific people are notified that a change has been made).

Provide ability to support Workflow processes (including system alerts and user work queues) for approval processes for journal entry posting.Provide ability to support Workflow processes (including system alerts and user work queues) for period open/closing activities.

Provide ability to configure role based security to limit/prevent certain types of journal entries and transactions.Provide ability to maintain inception-to-date accounting transactions for projects and grants.Provide ability to initiate the close at the agency level, as well as the enterprise level, based on user defined criteria.





Area of Focus

(Focus/ General)








Budget Management Inquiry and Reporting GL300 F2






Provide the user the ability to print documents that have been attached/associated to a journal entry.Provide ability for query reporting to produce financial transaction reports.Provide ability to produce audit trail reports on detailed journal entries to the General Ledger that identifies the key components of the journal entry (e.g., who created the journal entry, date entry was created, date entry was posted, what values were changed).

Provide ability to save filter and search criteria on any combination of the Chart of Account codes.Provide ability to produce an appropriation status report that reflects encumbrances as well schedule of allotment balances.

Provide ability to determine and process allocations of costs to the General Ledger using a journal entry.Provide ability to post financial transactions, either individually or in summary, to the General Ledger, regardless of the origin of the transaction (e.g., the subledger where the transaction originated).

Provide ability to support the configuration of a Chart of Accounts code for the following: Operating Level Organization. This represents the organization level at which an agency maintains independent fiscal records. At a minimum, 6 characters should be allowed for this field.

Provide ability to support the configuration of a Chart of Accounts code for the following: GAAFR Fund. This represents the fund classification according to Governmental Accounting, Auditing and Financial Reporting (GAAFR). At a minimum, 2 characters should be allowed for this field.

Provide ability to support the configuration of a Chart of Accounts code for the following: State Fund Code. This represents the unique value assigned to identify a state fund type (e.g. General Revenue, Trust Funds, Working Capital Fund, Budget Stabilization Fund, Retirement Fund). At a minimum, 1 characters should be allowed for this field.





Area of Focus

(Focus/ General)











Provide ability to support the configuration of a Chart of Accounts code for the following: Fund Identifier. This value is used to differentiate between several funds of the same state fund type. At a minimum, 6 characters should be allowed for this field. There are currently approximately 1,421 active Fund IDs.

Provide ability to support the configuration of a Chart of Accounts code for the following: Budget Entity. This represents one of the levels at which funds are specifically appropriated by the Legislature. At a minimum, 8 characters should be allowed for this field. There are currently approximately 675 active Budget Entities.

Provide ability to support the configuration of a Chart of Accounts code for the following: Internal Budget Indicator. This value allows appropriations to be broken down beyond the level of the Legislature or of the Executive Office of the Governor. At a minimum, 2 characters should be allowed for this field.

Provide ability to support the configuration of a Chart of Accounts code for the following: Category. This code can sub-define appropriations or define a revenue source. At a minimum, 6 characters should be allowed for this field. There are currently approximately 3,128 active Categories.

Provide ability to support the configuration of a Chart of Accounts code for the following: Appropriation Year. The value allows for the tracking of the associated Appropriation Year. At a minimum, 2 characters should be allowed for this field.

Provide ability to support the configuration of a Chart of Accounts code for the following: Organization. This represents a further breakdown of levels within the agency (currently 5 levels). At a minimum, 11 characters should be allowed for this field. There are currently approximately 36 active agencies.

Provide ability to support the configuration of a Chart of Accounts code for the following: General Ledger Code. This represents the value used to report compiled financial position and the results of operations. At a minimum, 5 characters should be allowed for this field.





Area of Focus

(Focus/ General)














Provide ability to support the configuration of a Chart of Accounts code for the following: Object Code. This represents an expenditure, budgetary, or revenue classification used to identify the type of service, material, or other charge received or rendered. At a minimum, 6 characters should be allowed for this field. There are currently approximately 575 active object codes.

Provide ability to support the configuration of a Chart of Accounts code for the following: Grant Code. This represents the value used to identify a grant. At a minimum, 5 characters should be allowed for this field.

Provide ability to support the configuration of a Chart of Accounts code for the following: Project Code. This represents the value used to identify a project. At a minimum, 11 characters should be allowed for this field.

Provide ability to support the configuration of a Chart of Accounts code for the following: State Program Code. This value is used to associate revenue and disbursement transactions with Legislatively authorized use of resources. At a minimum, 16 characters should be allowed for this field. There are currently approximately 16 active State Program Codes.

Provide ability to support the configuration of a Chart of Accounts code for the following: Other Cost Accumulator. At a minimum, 5 characters should be allowed for this field.Provide ability to support the configuration of a Chart of Accounts code for the following: Contract Number. This represents the value used to identify a contract. At a minimum, 5 characters should be allowed for this field.

Provide ability to assign a Funding Source Identifier to both revenue and expenditure transactions for federal funds.


Provide ability to process and record intra/inter-fund transfers and inter-agency transfers.

Provide ability to allow entries for specified funds under one journal entry.


Provide ability to create general journal templates for computation and recording of distribution amounts for inter-agency, inter/intra fund transactions.





Area of Focus

(Focus/ General)




General Ledger CAFR Reporting GL375 F1

General Ledger CAFR Reporting GL375B F1













Provide ability to allow the direct input of annual financial statement data elements by Component Units via an external facing portal.Provide ability to use portal to translate Component Units, Chart of Accounts to the State's Chart of Account.Provide ability for Workflow processes to allow CAFR staff to communicate with agencies during the CAFR process to identify areas for adjustments and additional detail information.

Provide ability to compile and report funds by Fund Type (Governmental, Fiduciary, Proprietary).Provide ability to classify Governmental Fund Types into major functions and programs and report the same.Provide ability to classify Proprietary Fund Types into major functions and programs and report the same.Provide ability to classify Fiduciary Fund Types into major functions and programs and report the same.Provide ability to accumulate, reclassify, prepare, and post adjusting entries to the account balances of individual GAAFR Funds.Provide ability to accumulate, reclassify, prepare, and post adjusting entries to the account balances of individual Government-Wide Activities.Provide ability to comply with GASB Financial Reporting Standards (e.g., Comprehensive Annual Financial Report) to produce the Government-Wide Financial Statements.Provide ability to comply with GASB Financial Reporting Standards (e.g., Comprehensive Annual Financial Report) to produce the Governmental Fund Financial Statements.Provide ability to comply with GASB Financial Reporting Standards (e.g., Comprehensive Annual Financial Report) to produce the Proprietary Fund Financial Statements.Provide ability to comply with GASB Financial Reporting Standards (e.g., Comprehensive Annual Financial Report) to produce the Fiduciary Fund Financial Statements.Provide ability to comply with GASB Financial Reporting Standards (e.g., Comprehensive Annual Financial Report) to produce the Component Unit Financial Statements.





Area of Focus

(Focus/ General)








General Ledger Journal Entry GL394 F3



General Ledger Journal Entry GL397 F3



Treasury Management Investing GL413 F1

Provide ability to comply with GASB Financial Reporting Standards (e.g., Comprehensive Annual Financial Report) to produce the Notes to Financial Statements.Provide ability to comply with GASB Financial Reporting Standards (e.g., Comprehensive Annual Financial Report) to produce the Other Required Supplementary Information.Provide ability to comply with GASB Financial Reporting Standards(e.g., Comprehensive Annual Financial Report) to produce the Combining and Individual Fund Statements and Schedules-NonMajor Funds.

Provide ability to reject or suspend interfaced transactions that contain Chart of Account codes or values that have been deactivated or are coded incorrectly.Provide ability to control the correction and reprocessing of all erroneous transactions through the use of error or suspense transactions which must be maintained until either corrected, posted, or deleted.

Provide ability to perform a hard close after fiscal year end to prevent state agencies from posting in the prior fiscal year after a designated date.Provide ability to record an adjustment for financial statement reporting purposes in the prior fiscal year after agencies' "hard" close but prior to Statewide "final" close. This ability should be limited to authorized users.

Provide ability to perform a soft close after fiscal year end to prevent state agencies from posting in the prior fiscal year after a designated date. Only users with appropriate security, will be allowed to post accounting transactions to the prior fiscal year after the soft close.

Provide ability to allow appropriation budgetary controls by user-defined combinations of the elements/element hierarchies: General Ledger Account.Provide ability to record and maintain the following financial data for each unique budget appropriation: Breakdown of fund balance into nonspendable, restricted, committed, assigned, and unassigned.

Provide ability to capture and retain the amount of invested funds (by agency and fund) at a designated point in time each day, where historical totals will be used to compute the Monthly Average Daily Balance for Investment purposes.





Area of Focus

(Focus/ General)




Grants Grants Accounting GM016 F2


Grants Grants Accounting GM018 G

Grants Grant Budget GM019 F1






Grants Security GM025 F2

Grants Workflow GM026 F2




Billing and Invoicing GM030 F3

Billing and Invoicing GM031 F3



Provide ability to create, store, and use multiple activity codes for a single grant and report at a detailed level.Provide ability to create, store, and use multiple activity codes for a single grant and report at a summary level.Provide ability to create, process, and record adjustments for any open accounting period in any active grant.Support annual or multi-year funding allocation process that allows for expenditures or carry-over of prior year budget.Accommodate grant year accounting and comply with both federal fiscal year and state fiscal year budgeting mandates.Provide ability to roll over appropriations, revenue sources, and expenditures from one grant year to the next, until the grant expires or is closed per CFO requirements and Section 215.971 (2) (c), F.S.

Provide ability to capture all financial activity coded for grants that is recorded in the general ledger.Provide ability to carry forward fiscal year grant balances for multi-year grants.Provide audit trail for expenditures and journal transfers which links adjustments and corrections back to the original transactions.Provide audit trail of users who modify information on grant detail screens.Provide Workflow capability for approvals with electronic signatures and audit trail.Provide ability to differentiate between federal, state, and other agency grants for audit purposes.Provide ability to link grant revenue/reimbursements to the expenditures and journal transfer transactions.Provide ability to invoice based on user defined apportionment / percentages across funding sources.


Interface with federal grantor draw / billing systems to exchange billing information.


Interface with non federal grantor draw / billing systems to exchange billing information.Provide ability to allow authorized users to extend the grant period in order to perform reconciliation and process any expenditures or billing associated with the grant.Provide ability to calculate net expenditures and program income to determine amounts to draw.





Area of Focus

(Focus/ General)









Grants CMIA GM041 G

Grants CMIA GM042 Provide ability to code grants as subject to CMIA requirements. G


Grants Cost Allocation GM044 F3


Grants Cost Allocation GM046 G





Provide workflow capability to alert users when grant billings exceed the budget.Provide ability to invoice the grantor from grant data (i.e., grant phase, object, match rate) on a user-defined basis.Provide Workflow capability to alert designated users when a specific transaction / document / business event occurs that will require an adjustment for interest liabilities and/or federal draw amounts for a grant.

Provide ability to comply with the State's Single Audit Act and the Federal Government's Single Audit Act and cash management legislation.Provide ability to automatically generate revenue / receivable transactions from grants expenditure data.Provide ability to configure the agreed upon timing of expense eligibility for reimbursement from the U.S. Treasury to support CMIA compliance.

Provide mechanism to track expenditures made by subrecipients as memo entries.Provide ability to calculate and apply indirect costs, including SWCAP, on a user defined basis.Provide ability to create system generated journal transfer entries for indirect cost calculations, including SWCAP.Provide ability to allocate expenditures to various chart of account elements by percentage.Provide ability to record direct and indirect costs, including SWCAP, associated with a grant, both for fixed dollars and for applied rates to labor or allowable expenses.Provide ability to store an indirect cost rate, including SWCAP, along with an effective time period for each grant, grant phase, fiscal year, and object.Provide ability to apply the indirect cost rate, including SWCAP, to direct costs and store the result as a journal transfer entry associated with the grant, grant phase, and object.

Provide ability to allocate costs after their initial posting via journal transfer processing.





Area of Focus

(Focus/ General)




Grants Grants Management GM051 G

Grants Grants Management GM052 F3


Accounts Payable Invoice Processing GM054 F3

Grants Inquiry and Reporting GM055 F2


Grants Grants Management GM057 Allow grant number to be user assigned at the agency level. F3Grants Grants Management GM058 F3



Provide ability to archive or purge expired grants or non-awarded grants after user-specified period of time. Archive will include high-level grant close-out status identifier (e.g., closed-Complete/Reconciled per 215.971 (2) (c) F.S.; Closed-terminated; Closed-with Deficiencies).

Provide ability to establish different archive or purge criteria based on attributes / data elements other than period per grant.

Archive closed grants with no activity beyond a user defined time interval. Archive will include high-level grant close-out status identifier (e.g., closed-Complete/Reconciled per 215.971 (2) (c) F.S.; Closed-terminated; Closed-with Deficiencies).

Provide edits / validations for advance payments authorizations and override capability if required. Also, provide the ability to store, display and report Advance Payments / Deferred Charges for a State Grant / Sub-Grant and liquidate the advance / deferred charges upon receipt and recording of the invoice or report.

Provide ability to display / report historical summaries with drill down to detailed data for Revenue, Encumbrance and Expenditure amounts by month, quarter, and year for the life of the grant / subrecipient agreement.

Provide unique identifier for each grant through the assignment of a user-defined grant number and maintain grant-related descriptive information (e.g., grantor's grant number) in a grant table.

Allow identification of grants by multiple user-defined identifiers such as the following: Award number.Allow identification of grants by multiple user-defined identifiers such as the following: State assigned contract number.

Allow identification of grants by multiple user-defined alphanumeric identifiers such as the following: Catalog of Federal Domestic Assistance (CFDA) and Catalog of State Financial Assistance (CSFA).





Area of Focus

(Focus/ General)




















Allow identification of grants by multiple user-defined alphanumeric identifiers such as the following: Multiple Catalog of Federal Domestic Assistance (CFDA) and Catalog of State Financial Assistance (CSFA) numbers.

Allow identification of grants by multiple user-defined alphanumeric identifiers such as the following: Federal Award Identification Numbers (FAIN).Allow identification of grants by multiple user-defined identifiers such as the following: Treasury Account Symbol (TAS).

Allow identification of grants by multiple user-defined identifiers such as the following: Cooperative Agreement number.

Allow identification of grants by multiple user-defined identifiers such as the following: Grant type.Allow identification of grants by multiple user-defined identifiers such as the following: Reporting category.Allow identification of grants by multiple user-defined identifiers such as the following: Project number.Allow identification of grants by multiple user-defined identifiers such as the following: Organization (Division below Agency).

Allow identification of grants by multiple user-defined identifiers such as the following: Letter of Credit.Allow identification of grants by multiple user-defined identifiers such as the following: Grantor Agency Name.Allow identification of grants by multiple user-defined identifiers such as the following: Grantor Division Name.Allow identification of grants by multiple user-defined alphanumeric identifiers such as the following: Grant number.Allow identification of grants by multiple user-defined alphanumeric identifiers such as the following: Grant name.Allow identification of grants by multiple user-defined alphanumeric identifiers such as the following: Grant title.Allow identification of grants by multiple user-defined identifiers such as the following: Grant Description (of at least 256 alpha/numeric characters).Allow identification of grants by multiple user-defined identifiers such as the following: Grant period.





Area of Focus

(Focus/ General)




















Allow identification of grants by multiple user-defined identifiers such as the following: Original grant approval amount.

Allow identification of grants by multiple user-defined identifiers such as the following: Grant Budget.Allow identification of grants by multiple user-defined identifiers such as the following: Grant amendment number.Allow identification of grants by multiple user-defined identifiers such as the following: Grant amendment date.Allow identification of grants by multiple user-defined identifiers such as the following: Grant amendment amount.Allow identification of grants by multiple user-defined identifiers such as the following: Grant amendment type.Allow identification of grants by multiple user-defined identifiers such as the following: Grant beginning date.Allow identification of grants by multiple user-defined identifiers such as the following: Grant expiration date.Provide ability to identify grants by multiple user-defined identifiers such as the following: Grant close out date (i.e., date grant is inactivated) and high-level grant close-out status identifier (e.g., closed-Complete/Reconciled per 215.971 (2) (c) F.S.; Closed-terminated; Closed-with Deficiencies).

Allow identification of grants by multiple user-defined identifiers such as the following: Grant budget begin date (which prevents spending before begin date).Allow identification of grants by multiple user-defined identifiers such as the following: Grant budget end date (which prevents spending after end date).Allow identification of grants by multiple user-defined identifiers such as the following: Responsible agency or division (allow for multiple).Allow identification of grants by multiple user-defined identifiers such as the following: Agency or division contact (multiple).

Allow identification of grants by multiple user-defined identifiers such as the following: Reimbursement schedule.Allow identification of grants by multiple user-defined identifiers such as the following: Award date.Allow identification of grants by multiple user-defined identifiers such as the following: Contract Number.





Area of Focus

(Focus/ General)









Grants Data Integration GM1004 F2


Grants Grants Management GM1006 Provide ability to deactivate a grant code and update the status. G





Grants Grants Management GM1010 Provide ability to input grant recipient compliance information. F3Grants Grants Management GM1011 F3




Allow identification of grants by multiple user-defined identifiers such as the following: Contract Award Number.Allow identification of grants by multiple user-defined identifiers such as the following: Approved Contract Date.Provide a flag during grant code closeout if there are any outstanding encumbrances, Purchase Orders, Contracts, Payables, Expenditures, Drawdowns, Revenue/Billing, or Assets associated with the grant.

Provide ability to associate a grant to multiple federal routes, federal sections, and federal sequence numbers.Provide ability to automatically assign Federal and State grant numbers to the next available sequential number or to manually assign a grant number.Provide ability to create and upload an extract of data and costs captured by GAC to relevant agency business systems.

Provide ability to create, define, update, copy existing grant protocols/rules.

Provide ability to generate and store a grant code (minimum 5 character alpha/numeric).Provide ability to generate and upload all grant transparency data to internal/external systems as required by Federal Funding and Accountability and Transparency Act (FFATA).Provide ability to generate Journal Transfer Entries as a result of applying grant cost and direct/indirect/SWCAP cost allocations.

Allow identification of grants by multiple user-defined identifiers such as the following: Award amount.

Provide ability to input/update and track recipient compliance information during grant set up.Provide ability to input/update data describing the proposed grant program during grant application development.Provide ability to input/update grantor guidelines during grant set up.Provide ability to input/update proposed grant cost sharing details during grant application development.





Area of Focus

(Focus/ General)















Grants ERP Integration GM1025 G







Provide ability to input/update proposed grant indirect/fringe/F&A cost details during grant application development.

Provide ability to input/update proposed grant program resources during grant application development.Provide ability to input/update proposed grant program schedule (i.e., dates, milestones, etc.) during grant application development.Provide ability to input/update proposed grant recipient/subrecipient details during grant application development.Provide ability to input/update recipient cost sharing commitments during grant set up.Allow identification of grants by multiple user-defined identifiers such as the following: Grant code.Provide ability to input/update recipient indirect/fringe/F&A rates during grant set up.Provide ability to input/update recipient resource data during grant set up.Provide ability to input/update subrecipient information during grant set up.Provide ability to input/update the proposed grant budget during grant application development.Provide ability to input/update the recipient organization details during grant set up.Provide ability to integrate with relevant modules including: Budget, to establish and update grant budget.Provide ability to interface with external sources to maintain / search online CSFA/CFDA funding catalogs.Provide ability to prepare, input/update, develop, and close a grant application within the grant module.Provide ability to upload completed grant application to grantor systems.Provide ability to upload grant application data from agency business systems.Provide ability to upload grant titling and grant activity / program data from agency business systems.Provide ability to upload recipient / subrecipient information from agency business systems.





Area of Focus

(Focus/ General)








Grants Grants Management GM107 Provide ability to identify required statewide grant data elements. G


Grants Document Management GM109 F2








Grants Inquiry and Reporting GM117 Provide ability to track parent DUNS number for subrecipients. F2


Grants Grants Management GM120 Provide ability to link multiple grants to a single project. F3Grants Grants Accounting GM121 Support grant percentages with at least 8 decimal places. F1

Provide Workflow capability for the creation and application of grant protocols.Provide ability to identify grants by multiple user-defined identifiers such as the following: Cluster CFDA, CSFA Indicator.

Provide ability to identify grants by multiple user-defined identifiers such as the following: Direct / Indirect funds source indicator.Provide ability to identify grants by multiple user-defined identifiers such as the following: Direct funds / indirect funds description (name of who gave the funds).

Provide ability to identify by agency which grant data elements are required or optional.Provide ability to attach multiple electronic files (e.g., Word documents, PDF, etc.) to the grant record.Provide ability to duplicate existing grants to establish templates for new grants.Provide ability to accept electronic requests for expenditures and supporting documentation from grant recipients / subrecipients.

Provide ability to calculate matching fund requirements associated with any grant on a user defined basis.Provide ability to allow an option on each grant for an agency to specify grant match.Provide ability to create, store, and record grant tier matching requirements with various rules.Provide ability to record multiple addresses (including zip+4) for subrecipient information.Support ability to record the Congressional District Number associated with subrecipient addresses.

Provide ability to store imaged Word, Excel PDF, and Image files for sub recipient transactions.





Area of Focus

(Focus/ General)






Grants Grants Accounting GM124 Provide ability to record memo and statistical transactions. GGrants Grants Accounting GM125 F3




Grants Grants Accounting GM129 Provide ability to link receipt of revenue to grant. GGrants Grants Accounting GM130 G









Provide automated front-end splitting of transactions across multiple account coding distributions at least 999 lines of distributions.Record as a memo entry the 'in-kind' value (e.g., non-cash match) as part of grant activity.

Provide ability to prioritize the funding of expenditures by funding source when funded by multiple funding sources / grant.

Provide ability to prioritize the funding of expenditures by percentage.Provide ability to recognize revenue only after expenditures have been incurred. Unrecognized revenues to be carried forward at year end.Prompt or alert users to recognize (realize) grant revenues after grant expenditures have been recorded for a user-specified period of time.

Provide ability to link refunds to a grant transaction (e.g., expenditure, encumbrance etc.).Provide Workflow capability to alert grant administrators when a review and / or approval of information is required.Provide ability to add, modify or delete grant information online with audit trail of all changes.Provide ability to establish / maintain multiple programs per grant (subrecipients).Provide ability to calculate percentage and amount of change (e.g., Revenue, Expenditure, Budget) for a period of time.Provide ability to uniquely identify grants to prevent transactions from posting against the grants.Provide ability to track grant expenditures to a specific CFDA, CSFA number when the grant has more than one CFDA, CSFA number.Provide ability to track usage of State funds to cover the non-State (e.g., Federal and / or Local) share of grant expenditures prior to receiving funds from non-State sources.Support ability to track usage of State funds to cover the Federal share of (entitlement) grant expenditures after quarterly award amounts are exhausted.





Area of Focus

(Focus/ General)







Grants Inquiry and Reporting GM142 Provide ability to display on-screen: Grant budget(s). F2Grants Inquiry and Reporting GM143 F2


Grants Inquiry and Reporting GM145 Provide ability to display on-screen: Unexpended balance. F2Grants Inquiry and Reporting GM146 Provide ability to display on-screen: Encumbrances. F2Grants Inquiry and Reporting GM147 F2

Grants Inquiry and Reporting GM148 Provide ability to display on-screen: Grant transaction detail. F2Grants Grants Accounting GM149 F3







Support ability to adjust funding sources used for expenditures when State funding was temporarily used to cover the non-State share of grant expenditures and the State subsequently receives additional non-State funding.

Support the calculation of the float for both payment released and settled dates.Provide ability to display on-screen: Grant identifiers (name, number, CFDA, etc.).

Provide ability to display on-screen: Current year-to-date fiscal budget, revenues and expenditures.Provide ability to display on-screen: Grant-to-date budget, revenues, expenditures.

Provide ability to display the following on-screen: Listing of Draw-downs including date and dollar amount.

Provide ability to configure, select via dropdown menu and process multiple indirect costs rates, including SWCAP, for a single agency.Provide ability to interface with Federal or State grant systems so that grant information can be automatically exchanged.

Provide ability to track federal, state, and local grant matching requirements.Provide ability to integrate with relevant modules including: Asset Management, to set up, update, book work in progress, and capitalize assets associated with grants.Provide ability to integrate with relevant modules including: Projects, to associate and update grant funded projects, and capture project indirect costs.Provide ability to integrate with relevant modules including: Procurement to Payment, to capture, track, and update encumbrances, expenditures, payables, and contracts associated with grants.

Provide ability to integrate with relevant modules including: Accounts Receivable, to set up and update customers (e.g., grantors as a customer), and create/update receivables, revenues, billings, and draws associated with grants.





Area of Focus

(Focus/ General)













Grants Grant Budget GM176 Provide ability to identify revenue to a funding source. F3Grants Grant Budget GM177 G




Provide ability to integrate with relevant modules including: General ledger, to activate and deactivate grant codes at the chart of accounts, update the Grant subledger, capture costs, and post journal transfer entries.

Provide ability to access actual expenditure information from other modules (fixed assets, salaries, supplies, etc.) at a detail and summary level for each grant.Provide ability to generate and upload all transparency data to internal/external systems as required by the Transparency Florida Act.Provide integration with Grants.gov ensuring that their version and format standards are considered in design.Support compliance with the Federal Government's Single Audit Act including: ability to identify impacted grants at the CFDA and subrecipient levels.Provide ability to close-out or carry forward fiscal year appropriation balance(s) by grant, based on the type of appropriation. If the appropriation balance(s) is carried forward, it must maintain it's original year of appropriation.

Provide ability to establish new or copy existing grant budgets (structure and data).Provide tracking of multiple funding sources and expenditures against the budget.Provide ability to allow a single grant to be budgeted with multiple funding sources.

Provide ability to establish grant budgets at varying user-defined levels and combinations of classification structure elements such as: Grant.Provide ability to establish grant budgets at varying user-defined levels and combinations of classification structure elements such as: Agency.Provide ability to establish grant budgets at varying user-defined levels and combinations of classification structure elements such as: Program.Provide ability to establish grant budgets at varying user-defined levels and combinations of classification structure elements such as: Appropriation.





Area of Focus

(Focus/ General)









Grants Grant Budget GM188 Provide ability to check budget at the user defined level of detail. G






Grants Grant Budget GM196 G





Provide ability to establish grant budgets at varying user-defined levels and combinations of classification structure elements such as: Fund.Provide ability to establish grant budgets at varying user-defined levels and combinations of classification structure elements such as: Object (at any level of hierarchy).Provide ability to establish grant budgets at varying user-defined levels and combinations of classification structure elements such as: Category.Provide ability to establish grant budgets at varying user-defined levels and combinations of classification structure elements such as: Organization.Provide ability to establish grant budgets at varying user-defined levels and combinations of classification structure elements such as: Project.

Provide ability to establish a grant budget that is separate and independent of all other budgets (i.e., appropriation, agency, project, and contract).Provide grant budgetary control options as follows: Absolute control -- prevents transaction from processing.Provide grant budgetary control options as follows: Override control -- prevents transaction from processing with the ability to override error with appropriate security.Provide grant budgetary control options as follows: Warning - provides warning message but allows transaction to process.Provide grant budgetary control options as follows: No control - allows transaction to process without warning.Provide ability to distribute and control the grant budget by the following periods: State fiscal year.Provide ability to distribute and control the grant budget by the following periods: Federal fiscal year.Provide ability to distribute and control the grant budget by the following periods: Grantor fiscal year.Provide ability to distribute and control the grant budget by the following periods: Semi-annual.Provide ability to distribute and control the grant budget by the following periods: Quarter.





Area of Focus

(Focus/ General)











Grants Grants Accounting GM209 Provide ability to close grants independent of state fiscal year. F3




Grants Grants Management GM213 Provide ability to suspend a grant prior to completion. GGrants Grants Accounting GM214 G



Provide ability to distribute and control the grant budget by the following periods: Month.Provide ability to distribute and control the grant budget by the following periods: Allocation based upon seasonal trend.Provide ability to distribute and control the grant budget by the following periods: User defined period (manually input budget for each month).Provide multiple levels of grant budget control (override, warning, no control) within one agency.Provide ability to drill down from a grant budget error message to the budget inquiry screen to automatically retrieve budget data.

Provide ability to access grant budget, adjustments, encumbrance, expenditures, transfers out and in, revenue and available budget. The numbers displayed are the same numbers used in the General Ledger and in the subledger.

Provide ability to allow the definition of the program or grant budget year to be different from the system established fiscal year.

Provide ability to establish / maintain grant activity at lower levels of detail than grant number (e.g., grant phase or activity within phase) and track financial activity associated with each phase.

Provide ability to prohibit processing of grant-related expenditure transactions by grant where the service date is not within the grant period.Provide functionality to prohibit processing of grant-related expenditure transactions by grant where the encumbrance is not recorded within the grant period.

Provide functionality to edit expenditure transactions against allowable expenditure types and provide error messages.Provide ability to suspend grant transactions based on user defined criteria (i.e., expiration date or grant status).Provide functionality to support configuration of grants with pre-award expenditures, i.e. incurred prior to the availability of funding.





Area of Focus

(Focus/ General)
















Provide ability to copy grant setup (parameters) to another grant (budget structure, allocations, funding strings, activities, etc.).

Provide ability to establish parent-child relationships at all grant levels (e.g., grantor to multiple recipients, multiple subrecipients to award).Provide ability to track match and project over / under matching requirements.Provide ability to establish multiple indirect cost rates, including SWCAP, for the same agency for the same grant and the same year.Provide ability to capture SWCAP rate separate from the agency's indirect cost rate.Provide ability to control grant expenditure (budget) at lower levels of detail, e.g., fund etc.Provide ability to associate very long externally sourced grant numbers (such as federal grant numbers which can be > 30 characters ) with the state generated grant number.Provide ability to modify indirect rate(s), including SWCAP, and re-apply the adjustment for a specified period on the grant.

Provide ability to correct transactions that were inappropriately charged to a data element in the grant structure such as Grant, State Grant, Subrecipient, Grant Task Identifier, reimbursement identifier. Corrections can be generated from transactions in previous fiscal years but need to be posted to the current fiscal year.

Provide ability to automatically post the appropriate accounting entries for a grant related payment when the payment is cancelled.Provide ability to automatically post the appropriate accounting entries when a prior year refund is recorded for a payment that was originally a grant related payment.Provide ability to integrate with relevant modules including: Asset Management, to record non-cash awards (e.g., donated equipment, land, buildings) associated with grants.





Area of Focus

(Focus/ General)











Provide ability to identify, define, record, and store a grant task identifier that will be used in association with a Grant / State Grant / Subrecipient (e.g., expenditure types, grant activity) for tracking financial data at a more detailed level than the Grant / State Grant / Subrecipient.

Provide an edit / validation that ensures that a Catalog of Federal Domestic Assistance (CFDA) number and/or the Catalog of State Financial Assistance (CSFA) number is a valid number when entered by the user. Note: Not all grants will require a CSFA or CFDA number.

Provide ability to record, store, and report actual expenditures by Catalog of State Financial Assistance (CSFA) Number for a user defined time period (Weekly, Monthly, Quarterly, Yearly) and identify the expenditures as associated to either a Recipient, Subrecipient, or Vendor and identify the Grant / State Grant / Subrecipient that is associated the expenditures.

Provide ability to record, store, retrieve, and report on elements of the Florida Single Audit Act, Section 215.97, F.S., including but not limited to: State Project Determination check list, Listing of Catalog of State Financial Assistance numbers, and State Project's Compliance Supplement.

Record, store, and report the Earning rate(s) and the basis for the rate(s) on a grant as well as apply the rate(s) to record an unbilled account receivable for a grant at specific time period(s), business event(s), or at user's request.

Provide ability to record, store, and report federal requirements for a grant. The federal information should include but not be limited to: Federal Financial Participation (FFP), Maintenance of Effort (MOE) Requirements, Expenditure Types / Levels eligible for Reimbursement, Federal Appropriation Number(s) and Years, Reporting Requirements (Schedule and frequency), and Audit Requirements.

Provide ability to uniformly report statewide multi-agency grants / agreements according to Section 259.037, F.S. - Land Management Uniform Accounting Council.





Area of Focus

(Focus/ General)









Grants Inquiry and Reporting GM241 Provide tracking of grant applications. F2Grants Inquiry and Reporting GM242 Provide tracking of grant expenditure activity. F2Grants Inquiry and Reporting GM245 Provide tracking of grant activity over multiple years. F2Grants Inquiry and Reporting GM246 Provide tracking of grant program income. F2Grants Data Integration GM247 F2





Grants Inquiry and Reporting GM254 Provide tracking of grant application information: Grant name. F2Grants Inquiry and Reporting GM255 F2



Provide online grant inquiry screens that allow the user to select the time period of the data displayed including the month and federal or state fiscal year as well as the level of summary (e.g., monthly, year-to-date, life-to-date).

Provide tracking of multiple funding sources and expenditures against the grant budget.Provide online inquiry screen that displays grant budget, encumbrances, expenditures, revenues and amount billed. The numbers displayed should be the same balances used by the billing edit program.

Provide ability to produce Schedule of Expenditures of Federal Awards (SEFA) and State Financial Assistance.Provide ability to record, store, and report historical listings of original agreement and amendments to the grant / subrecipient agreement.

Provide ability to create extract for manual upload into federal draw system to submit and view billing information.Provide ability to consolidate the following for reporting: Multiple Grants.Provide ability to consolidate the following for reporting: Multiple Contracts.Provide tracking and report grant operations (i.e., budget, expenditures, encumbrances, revenue) over several different periods including state fiscal year, federal fiscal year, multiple-year grant period, and any specified period within the grant period.

Provide tracking of grant application information: Grant application identifier number.

Provide tracking of grant application information: Grant description.Provide tracking of grant application information by: Catalog of Federal Domestic Assistance (CFDA) Number and Catalog of State Financial Assistance (CSFA).Provide tracking of grant application information: Federal Award Identification Numbers (FAIN).





Area of Focus

(Focus/ General)





Grants Inquiry and Reporting GM259 Provide tracking of grant application information: Grant type. F2Grants Inquiry and Reporting GM260 F2










Grants Inquiry and Reporting GM270 Provide tracking of grant application information: Grant budget. F2








Provide tracking of grant application information: Treasury Account Symbol (TAS).

Provide tracking of grant application information: Grantor agency name.Provide tracking of grant application information: Grantor division name.Provide tracking of grant application information: Grantor Contact Name.Provide tracking of grant application information: Grantor mailing address.Provide tracking of grant application information: Grantor email address.Provide tracking of grant application information: Grantor phone number.Provide tracking of grant application information: Grant date application submitted.Provide tracking of grant application information: Grant date application approved or denied.Provide tracking of grant application information: Original grant approval amount.Provide tracking of grant application information: Original grant requested amount.

Provide tracking of grant application information: Grant amendments.Provide tracking of grant application information: Grant carryovers.Provide tracking of grant application information: Grant fiscal calendar.Provide tracking of grant application information: Grant beginning date.Provide tracking of grant application information: Grant expiration date.Provide tracking of grant application information: Grant close out date.Provide tracking of grant application information: Grant letter of credit.





Area of Focus

(Focus/ General)









Grants Inquiry and Reporting GM283 Provide tracking of grant application information: Award Date. F2Grants Inquiry and Reporting GM284 F2





Grants Inquiry and Reporting GM289 Provide tracking of grant application information: Award Amount. F2



Grants Inquiry and Reporting GM292 Provide daily cash balance by grant. F2Grants Inquiry and Reporting GM293 F2



Grants Inquiry and Reporting GM296 Provide tracking of grantor match rates by grant. F2Grants Inquiry and Reporting GM297 Provide tracking of grantor match rates by grant phase. F2Grants Inquiry and Reporting GM298 Provide tracking of grantor match rates by object. F2Grants Inquiry and Reporting GM299 F2

Provide tracking of grant application information: Amounts of State matching funds for grant.Provide tracking of grant application information: Amounts of Maintenance of Effort required for grant.Provide tracking of grant application information: Responsible agency or division (multiple).Provide tracking of grant application information: Agency or division contact (multiple).Provide tracking of grant application information: Reimbursement schedule.

Provide tracking of grant application information: Letter of Intent to Award Date.Provide tracking of grant application information: Contract Number.Provide tracking of grant application information: Contract Award Number.Provide tracking of grant application information: Approved Contract Date.Provide tracking of grant application information: Original Request Amount.

Provide tracking of grant application information: Grant program number.Provide tracking of grant application information: Grant program description.

Provide online detailed transaction history for the grant period and for a user-defined period.Provide ability to track activity by individual subcategories within a single grant.Provide ability to support financial report preparation for grants (i.e., monthly, quarterly, and annual federal reporting requirements).

Provide tracking of grantee match rates by cost category (e.g. direct / indirect).





Area of Focus

(Focus/ General)














Provide tracking of match percentage by match source with maximum amounts.Provide tracking of the original source of funding as federal when passed through accounts and transferred internally within the State.Provide ability to uniquely identify each grant subrecipient and all grant related subrecipient financial activity, including the following: Record awards made to subrecipients.Provide ability to uniquely identify each grant subrecipient and all grant related subrecipient financial activity, including the following: Record funds received from federal government (or other sources) for pass-through purposes as either revenue or as non-revenue liabilities.

Provide ability to uniquely identify each grant subrecipient and all grant related subrecipient financial activity, including the following: Record funds disbursed from the agency as transfers or as reductions of liabilities.

Provide ability to uniquely identify each grant subrecipient and all grant related subrecipient financial activity, including the following: Record Subrecipient budget by categories as defined by the grant and / or subrecipient agreement.

Provide ability to uniquely identify each grant subrecipient and all grant related subrecipient financial activity, including the following: Record subrecipient expenditures by categories as memo entries as defined by the grant and / or subrecipient agreement.

Provide ability to uniquely identify each grant subrecipient and all grant related subrecipient financial activity, including the following: Capture the effective beginning and end date of the subrecipient agreement.

Provide ability to uniquely identify each grant subrecipient and all grant related subrecipient financial activity, including the following: Warn user if drawdown or reimbursement request exceeds grant award.

Provide ability to uniquely identify each grant subrecipient and all grant related subrecipient financial activity, including the following: Link a grant to multiple projects.





Area of Focus

(Focus/ General)






Grants Inquiry and Reporting GM312 Provide tracking of maintenance of effort requirements for a grant. F2











Grants Inquiry and Reporting GM323 Provide grant summary history online. F2Grants Inquiry and Reporting GM324 Provide grant detail history. F2Treasury Management Inquiry and Reporting GM325 Provide ability to store ACH data for payments and receipts. F2

Inquiry and Reporting GM326 F2


Provide ability to create, store, and record a unique subrecipient identifier to be used across agencies and / or grants to support inquiry and reporting of the subrecipient across multiple grants and agencies.

Provide ability to allow tracking revenue and expenditure actuals and budget (including encumbrances) by current fiscal year and grant inception date to current date.

Provide tracking of actual expenditures against budgeted / allowable expenditures by user-defined period (i.e., monthly, quarterly, daily, etc.).Provide ability to query and report a of summary expenditure activities based upon the grantor reporting requirements.Provide ability to report actual employee hours worked by grant and grant phase.Report actual contractor / Other Personnel Services (OPS) hours worked by grant and grant phase.Provide ability to monitor progress of grant expenditures / revenues against current grant award.Provide ability to track milestones and expiration and extension dates.Provide ability to categorize and report on grant revenue / expenditures, start / end dates and other information within user-defined time periods, such as fiscal year, federal reporting year, grant term, etc.

Provide ability to track and monitor cash flow at the following levels: At the letter of credit level.Provide ability to track and monitor cash flow at the following levels: At the State grant level.Provide ability to track and account for reimbursements and advance payments in accordance with Federal requirements.


Support ability to separate payment by payment types (e.g. checks separate from ACH).Provide online inquiry screen that displays grant budget, encumbrances, expenditures, program income, revenues, and amount billed.





Area of Focus

(Focus/ General)









Grants Inquiry and Reporting GM333 Provide grant reporting for: Expenditures and revenues. F2Grants Inquiry and Reporting GM334 Provide grant reporting for: Sources of revenues. F2Grants Inquiry and Reporting GM335 Provide grant reporting for: Reimbursed costs. F2Grants Inquiry and Reporting GM336 Provide grant reporting for: Budget vs. actual costs. F2Grants Inquiry and Reporting GM337 F2




Grants Inquiry and Reporting GM341 Provide grant reporting for: Grant financial year end statements. F2

Grants Inquiry and Reporting GM342 Provide grant reporting for: Grant Trial Balance. F2Grants Inquiry and Reporting GM343 Provide grant reporting for: Federal 425 Report. F2Grants Inquiry and Reporting GM344 F2

Grants Inquiry and Reporting GM345 Provide narrative information appended to reports. F2Grants Inquiry and Reporting GM346 Provide ability maintain and report statistical information. F2Grants Grants Accounting GM347 F3

Grants Inquiry and Reporting GM349 Provide reports by grant by grantor. F2Grants Inquiry and Reporting GM350 F2

Grants Inquiry and Reporting GM351 Provide reports by CFDA and CSFA by vendor. F2

Provide ability to produce reports using both grantor-defined categories or the State's chart of accounts.Provide ability to produce reports on grants both cumulatively and by user-defined periods.Provide listing of total draws by grant for a user specified period of time.Provide list of total draws by CFDA/CSFA for a user specified period of time.Provide reporting detail supporting letters of credit, requests for reimbursement, and the cash drawdown process, including the application of indirect costs and SWCAP on a grant-by-grant basis.

Provide grant reporting for: Comparison between Claim Submitted and Actual Revenue Received.Provide grant reporting for: Combined grant revenue and expenditure reports.Provide grant reporting for: Pending approval grant application report (filtered by agency).Provide grant reporting for: Pending expiration or expired grant report.

Provide grant reporting for: Advances of grantor funding vs. Actual costs, including interest earned on reserves.

Provide ability to import / export information from / to spreadsheets (e.g., Excel) or databases (e.g., Access) for "What-If" analysis.

Provide reports by grant, by vendor, by transaction, within user defined time period.





Area of Focus

(Focus/ General)












Grants Document Management GM360 Provide ability to attach reporting documents to the grant record. F2






Provide tracking and reporting of roll-up grant financial data to higher levels for internal and external reporting.Provide ability to produce Schedule of Expenditures of Federal Awards (SEFA) and State Financial Assistance report, accommodating the ability for a grant to have multiple CFDA numbers.

Provide ability to produce reports of pass through monies in conjunction with the Schedule of Expenditures of Federal Awards (SEFA) and State Financial Assistance.Provide grant online inquiry screens that allow the user to select the time period of the data displayed including the month and year as well as the type of activity (i.e., monthly activity, year-to-date activity, or life-to-date activity).

Provide forecasting capability of grant payroll expenditures, especially for agencies on a monthly payroll cycle where payroll runs in advance of the pay period close and the federal draw occurs prior to pay period close.

Provide ability to capture and store subrecipient information with the grant.Provide ability to generate federal grant expenditures reports by subrecipient.Provide ability to establish a state or non-state entity as a grant recipient or subrecipient and capture activity for both types in Schedule of Expenditures of Federal Awards (SEFA) and State Financial Assistance reporting.

Provide ability to view and report budget, appropriations, and allotments across multiple grants to avoid over obligation.Provide ability to allow authorized users to modify any data element on grant detail screens.Provide ability to allow multiple divisions to enter information on a single grant with security constraints established at the transaction level.Provide override mechanism for authorized users to allow exceptions to valid CFDA/CSFA edits to allow a unique number to identify the funding instead of CFDA/CSFA.Provide override ability for processing rejected transactions for grant-related expenditure transactions not within grant service dates with proper authority and audit trail.





Area of Focus

(Focus/ General)






Accounts Payable 1099 Processing P2P0001 G

Accounts Payable 1099 Processing P2P0002 F3













Provide ability to restrict access to add, modify, and delete grant information to authorized users.Provide Workflow capability to alert designated users (at user defined time periods) of grant milestones (expiration dates, etc.).

Provide ability to integrate with the Accounts Payable module to create 1099 forms and automatic reporting to the IRS for specific user defined codes.Provide ability to comply with IRS Regulations in regard to Vendor Payments, Records, and Returns.Support the ability for the State to maintain one Taxpayer Identification Number (TIN) and report 1099 consolidated across agencies including transactions identified and provided by agencies issued through outside bank accounts that have been posted to the ERP system.

Provide ability to maintain issued W-9 forms to vendors for audit and reconciliation purposes.Provide ability to produce the following 1099 form types: 1099-MISC (Miscellaneous Income).Provide ability to produce the following 1099 form types: 1099-S (Proceeds from Real Estate).Provide ability to produce the following 1099 form types: 1099-G (Certain Government Payments).Provide ability to produce the following 1099 form types: 1099-INT (Interest Income).Provide ability to produce the following 1099 form types: 1099-A (Acquisition or Abandonment of Secured Property).Provide ability to produce the following 1099 form types: 1099-R (Distributions From Pensions, Annuities, Retirement or Profit-Sharing Plans, IRAs, Insurance Contracts, etc.).Provide ability to produce the following 1099 form types: 1099-C (Cancellation of Debt).Provide ability to report 1099 amounts by social security number and TIN.Provide ability to split a payment with a portion as 1099 reportable and a portion non-reportable.Provide ability to make adjustments to 1099 reportable amounts for payments issued before the end of one calendar year, but not distributed to the vendor until the next calendar year.





Area of Focus

(Focus/ General)





Accounts Payable 1099 Processing P2P0019 Provide ability to query and print 1099 data. GAccounts Payable 1099 Processing P2P0020 G



Accounts Payable 1099 Processing P2P0025 Provide ability for reprinted 1099 forms for an individual vendor. G










Provide ability to produce 1099 file that fully complies with current and on-going IRS standards (i.e., no special characters, appropriate use of blanks, etc.).

Provide ability to collect necessary information for generation of Federal 1099s at year-end (both manually and per IRS approved file).Provide ability to include 1099 information from interfaced agency business systems for consolidated reporting.Provide ability to maintain 1099 name and address separately from historical payment information and retain it from one year to the next.

Provide ability to correct 1099 information in the system, reprint the 1099 form, and produce a correction file for the IRS with proper authority for a period of 3 years from the date the original 1099 was sent to the IRS.

Provide ability to appropriately adjust 1099 reportable balances for payments issued from the ERP, data exchange from agencies that have issued a separate 1099 and payment cancellations.

Provide ability to automatically identify transactions as 1099 reportable based upon the chart of account coding (e.g. object code) expenditure in the general ledger account, and the vendor's business designation.

Provide ability to produce 1042 file that fully complies with current and on-going IRS standards (i.e., no special characters, appropriate use of blanks, etc.).Provide ability to produce multiple 1099 forms to the same vendor (e.g. 1099-MISC and 1099-G).Provide ability to identify and exclude 1099 transactions from other systems (e.g. Tax, Lottery, etc.).Provide ability to include checks, cancellations, or partial refunds (refund deposit) in 1099 calculations.Provide ability to distinguish between payments that increase expenditures vs. reduce revenue (i.e., revenue refunds) and calculate 1099 amounts appropriately.Provide ability to include refunds (of expenditures) and cancelations in the 1099 calculations.





Area of Focus

(Focus/ General)




Accounts Payable Inquiry and Reporting P2P0038 F2





Accounts Payable Invoice Processing P2P0044 G


Accounts Payable Workflow P2P0046 F2


Accounts Payable Invoice Processing P2P0048 F3


Accounts Payable Data Integration P2P0051 F2

Accounts Payable Payment Processing P2P0053 G


Accounts Payable Employee Reimbursement P2P0055 G


Provide ability to maintain and retrieve historical information in real time.Provide ability to archive posted invoices, payment transactions, statewide vendor files, etc.Provide ability to remove the archived transactions from the production transaction tables and maintain them in history tables with query capability of the history files.Provide ability to present a separate, unified view of the history within a transaction including approvals, edits, denials and payments, etc.Provide ability to present a separate view of the history of all edits to warrant profiles, source tables, etc.Provide ability to allow contract managers to access and approve electronic invoices from contractors online.Provide ability for vendors to input invoices via a secure web portal from where agency administrators will accept/reject for processing.Provide ability to notify the contract manager electronically when an electronic invoice is available for review.Provide ability to include a minimum of four decimal places for all unit prices, with extended prices carried to the whole cent.

Provide ability to automatically calendar the generation of an invoice for payment transaction.Provide ability to require that recurring payment transactions obtain approvals via the standard Workflow process prior to making payment.Provide ability to, but not be limited to these denominators: create, replace, update and/or delete any common transactional data element only once, whereby carrying forward and reflecting the change through all related tables.

Provide ability to allow authorized users to issue a stop payment for checks that have already been distributed.Provide ability to differentiate between reportable and non-reportable reimbursements for the purpose of 1099 reporting.Provide ability to apply special tax reporting rules for travel reimbursements to employees who are classified as non-resident aliens.Provide ability to roll up expenditures reportable on IRS Form 1042S to provide to the employee and to the IRS.





Area of Focus

(Focus/ General)









Accounts Payable Encumbrance P2P0062 G


Accounts Payable Encumbrance P2P0065 F3










Provide ability to Integrate with employee master files in the Human Resources module to verify that requestor was in fact an active State employee, OPS employee or contracted employee at the time of the expense.

Provide ability to default attributes of Chart of Accounts (i.e. object code, etc.) based on the user id of the employee.Provide ability to record the expenditure for all coding elements in the Chart of Accounts.Provide ability for authorized users to override/change the default accounting of expenditure.Provide ability to include an indicator on the reimbursement for line items that require receipts.Provide ability to generate the appropriate accounting entries to increase or decrease an encumbrance.Provide ability to automatically carryover outstanding encumbrances to the next fiscal year.Provide ability to assign accounting data to encumber contracts from the contracts module.Provide ability to track multiple encumbrances, and payments against a single contract at the line item level.Provide ability to enter estimated dates for expenditure and/or payment schedules for encumbrances based upon system defined business rules.Provide ability to partially or fully liquidate an encumbrance as identified during invoice processing.Provide ability to automatically liquidate outstanding encumbrance balances on a final invoice payment.Provide ability to verify sufficient budget balances before establishing an encumbrance.Provide ability to conduct budget checks and establish encumbrances against appropriations from a prior year. during the first quarter of the fiscal year.Provide ability to automatically encumber identified transactions on July 1st of each fiscal year.Provide ability to utilize the approved TAR authorization number as the encumbrance number.Provide ability to utilize the approved travel authorization request number for the encumbrance number that will contain multiple encumbrance lines if there are multiple travelers.





Area of Focus

(Focus/ General)








Accounts Payable Document Management P2P0085 F2





Provide ability for a shared searchable and selectable vendor file across all modules including but not limited to Accounts Payable, Inventory and Asset Management.Provide ability to allow the entry of free-form text in a "comments" field of at least 1000 characters, on any transaction, including but not limited to, invoices, contracts, etc.

Provide ability to include a user defined, drop down list of brief comments within a "comments" field of at least 30 characters, on any transaction, including but not limited to, invoices, contracts, etc.

Provide ability to allow Workflow approvals based on business rules on all transactions.Provide ability to store and link images of documents from external systems, including but not limited to data exchanges from internal and external agency business systems.

Provide ability to report on the originating paying agency information (Payee, Payee Address, Warrant Amount, Warrant Date, Warrant Number and Account Code) of the funds transferred to the Unclaimed Property Trust Fund from warrants not presented for payment within specified period; currently one year (365 days/366 days after the last day of the month in which it was originally issued).

Provide ability to record and report on payments made to beneficial vendor when disbursement was recorded to another vendor (payee).Provide ability to produce and print a user defined report of warrants, payment numbers, dates issued and their status of settlement, including fields such as, but not limited to, chart of accounts, payment transaction, specified date ranges, agency code, etc.

Provide ability to produce and print a user defined report of outstanding (uncashed) warrants, payment numbers, dates issued, including fields such as, but not limited to, chart of accounts, payment transaction, specified date ranges, agency code, etc.





Area of Focus

(Focus/ General)









Accounts Payable Inquiry and Reporting P2P0100 Provide ability to support Ad Hoc reporting. F2Accounts Payable Inquiry and Reporting P2P0101 Provide ability to download to Excel and Access for reporting. F2Accounts Payable Inquiry and Reporting P2P0102 Provide ability to display and print all reports and screens. F2Accounts Payable Inquiry and Reporting P2P0103 F2





Provide ability to produce and print a user defined report of cleared warrants, payment numbers, dates issued, dates cleared, including fields such as, but not limited to, chart of accounts, payment transaction, specified date ranges, agency code, etc.

Provide ability to produce a monthly report listing warrants that have expired (i.e., with warrant date before a user specified period of time). The report can be filtered and sorted by chart of account fields, by warrant type, Agency or other user-defined criteria.

Provide ability to real-time maintain, report, and inquire on cancellations and stop payment on warrants that have been issued with user defined criteria.Provide ability to treat each State agency as a separate entity (e.g., restrict agencies from posting to other agencies and viewing data, etc.) but provide statewide, consolidated querying/ reporting from a data repository.

Provide ability to produce online and printable report by: User-defined fields (multiple).

Provide ability to produce online and printable report on total dollars spent / account(s) / item(s) / agency users / etc. user-defined.Provide ability to produce online and printable report agency noncompliance with Florida Statutes and interest penalties paid.

Provide ability to produce online and printable report and archive transactions for, but not limited to: *Unencumbered Disbursements; *Payable Disbursements; *Encumbered Disbursements; *Disbursement Corrections; and *Reimbursements. Etc.

Provide ability to produce online and printable report of the contents (values and descriptors) of any control table.Provide ability to produce online and printable report and notify agency staff when the time elapsed on a proper invoice is approaching Prompt Payment processing deadlines.





Area of Focus

(Focus/ General)

















Provide ability to track (e.g., identify, record, inquire, report) travel cost of air carries, car rentals, hotels, etc. (by vendor) regardless of how they are paid (i.e., via P-Card, reimbursement to employee or direct payment).

Provide ability to reconcile P-Card travel expenses automatically with reimbursement requests/ payments and report on variances.

Provide ability to real-time maintain, report and inquire access and display all fields established within the encumbrance record.

Provide ability to real-time maintain, report and inquire on pending payables, unmatched receivers, unmatched vendor invoices, etc.

Provide ability to notify the user of recurring transactions / documents / business events that are about to generate.Provide for federal funds tracking, (e.g., identify, record, inquire, report) for the period from billing to payment clearing of federal funds.Provide ability to produce standard reports for monitoring and error capturing while loading and producing electronic data interchange (EDI) files.Provide ability to display on a single screen the Accounts Receivable Bill of a creditor agency and the respective Accounts Payable Invoice of the debtor agency to enable interagency communication.

Provide ability to flip an Accounts Receivable Bill created by a creditor agency into an Accounts Payable Invoice at the debtor agency to eliminate duplicate data input.Provide ability to edit and enter and process net and discount payment terms on a submitted invoice.Provide ability to approve or disapprove invoices from multiple vendors or a series of single vendors from a single approval screen.Provide ability to automatically process invoice transactions that meet the "load and post" or "auto pay" criteria, as prescribed by DFS Accounting and Auditing.Provide ability to identify the approved "load and post" or "post and pay" invoice transactions for post audit purposes.





Area of Focus

(Focus/ General)










Accounts Payable Invoice Processing P2P0133 Provide ability to limit indirect costs as user defined. GAccounts Payable Invoice Processing P2P0134 G




Accounts Payable Issuance Reconciliation P2P0153 G



Provide ability to use funds from the previous fiscal year that were carried forward into current fiscal year to make disbursements when applicable.Provide ability to identify when an already issued advance payment request has been approved via employee reimbursement to reduce or liquidate the receivable upon recording of the posted invoice.

Provide ability to identify federal and state financial assistance amount on same transaction.Provide ability to accept an EFT return file using the National Automated Clearing House Association (NACHA) format.Provide ability to select the correct address as identified by the agency or payee when the payee has multiple addresses through the use of a drop down field.Provide ability to flag a vendor account such that all invoice transactions from that account must be pre-audited by CFO staff.

Provide ability for a means of viewing a distribution on one screen, rather than having it carried across multiple screens.Provide ability to use drop-down menus to select specific pre-coded data to complete the invoice transaction, such as, but not limited to, COA information.Provide ability to flag an invoice for audit approval that does not otherwise meet audit selection criteria.Provide ability to automatically compute the number and dollar amount of payments made by warrant and/or ACH run by day, per month, or other user-defined time-period.Provide ability to approve warrant cancellations and automatically post accounting entries to record warrant cancellation information.

Provide ability to automatically reconcile payment to the original invoice transaction to include, but not be limited to, warrant number, EFT number, issue date, date in paid or cleared status, etc.

Provide ability to automatically transfer the appropriate funds from warrants outstanding beyond the 12 month period to the Unclaimed Property Trust Fund.





Area of Focus

(Focus/ General)




Accounts Payable Issuance Reconciliation P2P0157 F3


Accounts Payable Issuance Reconciliation P2P0159 F1

Accounts Payable Module Integration P2P0160 G












Provide ability for payment recipients and agencies to drill down and view online the invoice payment status and history and to print proof of payment (e.g., scanned copy of paid warrant, EFT confirmation and remittance advice) on the payment transaction and within the transparency portal.

Provide ability to verify expenditure refunds against current and prior year disbursements.Provide ability to identify and store advance payment and interest to be returned to the state pursuant to Florida Statutes.

Provide ability for integration / interfacing between modules, including but not limited to: General Ledger.Provide ability for integration / interfacing between modules, including but not limited to: Treasury.Provide ability for integration / interfacing between modules, including but not limited to Cash.Provide ability for integration / interfacing between modules, including but not limited to Accounts Receivable and Billing.Provide ability for integration / interfacing between modules, including but not limited to: Projects.Provide ability for integration / interfacing between modules, including but not limited to: Asset Management.Provide ability for integration / interfacing between modules, including but not limited to: Grants.Provide ability for integration / interfacing between modules, including but not limited to: Budget.Provide ability for integration / interfacing between modules, including but not limited to: General Ledger.Provide ability to reverse all related transactions to a cancelled or voided payment and automatically restore the financial balances including, but not limited to, restoring available budget, adjusting subsidiary files, restoring encumbrance, etc.

Provide ability to allow the entry of at least 1000 characters in a comment field to populate on the warrant/remittance advise.Provide ability to ensure that amount fields for electronic transactions are consistent with electronic file format standards (e.g., ACH transaction amount is limited to 10 digits (including decimals)).





Area of Focus

(Focus/ General)




Accounts Payable Payment Processing P2P0173 F3




Accounts Payable Payment Processing P2P0178 Provide ability to override EFT authorization. GAccounts Payable Payment Processing P2P0179 Provide ability to pull back (reverse) EFT payments. GAccounts Payable Payment Processing P2P0183 G







Accounts Payable Vendor Maintenance P2P0211 G

Provide ability to pay a vendor with a single payment instrument from multiple accounts and/or funds with ability to override consolidation.Provide ability for authorized users to prevent / stop a disbursement from being produced on an approved payment transaction before a pre-established cut-off time.Provide ability for agencies to flag a payment requests as a priority payment that will allow Chief Financial Officer staff to expedite the payment during the day (exclusive of the normal payment processing cycle) and accept manually written check/warrant transactions.

Provide ability to process employee payments to multiple bank accounts based on user defined criteria.

Provide ability to accept and authorize updates to the EFT authorization information for corrections returned by the bank (e.g., account number).Provide ability to produce a warrant for EFT returns automatically, including creation of a remittance advice and update of the payment data to indicate payment by warrant instead of EFT.

Provide ability to select payments to be disbursed in a particular payment cycle based on payment due date previously defined or system generated and accepted by the agency.

Provide ability to identify advance payments made to determine interest earned that may be due and payable to the state.

Provide ability to process payment to a single vendor utilizing cash from multiple agencies.Provide ability to post recurring payments automatically to the General Ledger and corresponding Subsidiary Ledger.Provide ability to modify amount, accounting classification or payment terms on any recurring payment.Provide ability to link to other business systems and automatically update the vendor record with information including but not limited to: Re-certification In/Out Dates for Small/Minority/Other Status and Certification Types (MBE, WBE, DBE, Veteran, etc.).





Area of Focus

(Focus/ General)




Accounts Payable Vendor Maintenance P2P0212 F3







Accounts Payable Vendor Maintenance P2P0220 Provide ability to store a minimum of 999,999 vendors / payees. G






Provide ability to automatically track TIN match results from the IRS data exchange and automatically update the Statewide Vendor File and the W9 system of the responses.Provide ability to send and receive data with external databases (e.g., the IRS' Federal Tax Identification system) to support vendor/payee management.Provide ability to record or store from other business systems the minority vendor codes necessary for preparing minority vendor statistical reports.Provide ability for the entry of foreign payees and their unique identification numbers. Avoid the use of one identification number such as 777777777.Provide ability to access (e.g., identify, record, inquire, report), and/or update the vendor record and maintain vendor information by TIN, SSN, or "other" unique identifier.Provide ability for the accurate entry of all addresses through the use of 3rd party software such as ZIP+4 which verifies the validity and compatibility of the data entered. This editing must be available for online, batch and upload entry.

Provide ability for the accurate entry of federal identification numbers (TIN and SSN) through the use of federal verification systems. This editing must be available for online batch and upload entry.

Provide ability to store up to 1,999 addresses per vendor with suffixes per vendor / payee.Provide ability for users with proper authority to maintain administrative functions of Vendor / Payee File to include, but not limited to: * Add Vendor / Payee; * Change Vendor / Payee; and * Deactivate, Suspend, Purge Vendor / Payee.

Provide ability to maintain information on suspended, discriminatory, or public entity crime vendors to support dates of suspension.Provide ability to toggle between the ERP (Florida PALM) and the PCard WebSolution and view scanned images for transactions paid by PCard.Provide ability to reject invoice transactions for insufficient budget. Users with the appropriate level of security having override ability up to their appropriations amount.





Area of Focus

(Focus/ General)





Accounts Payable Security P2P0229 F2


Customer Maintenance P2P0232 F3




Accounts Payable Payment Processing P2P0244 Provide ability to consolidate payments within an agency. GAccounts Payable Payment Processing P2P0246 G





Accounts Payable Invoice Processing P2P0255 Provide ability to allow payment scheduling by discount date. F3Accounts Payable Invoice Processing P2P0257 F3




Provide ability for authorized users within the CFO's office to override transactions rejected as being over the agency's appropriations.Provide ability for authorized users to overwrite certain fields necessary to approve the transaction.Provide ability to flag an appropriation account so that no transactions may be posted.


Provide ability to maintain vendor credit memoranda as Accounts Receivable.Provide ability to match and apply approved invoices to update Accounts Receivable.Provide ability to prohibit attempts to process payments until cash is available.Provide ability for manual deletion of payments and/or wire transfers with proper authority.

Provide ability to automatically update liability account balances and accounts payable in the general ledger for payment processes.Provide ability to track all cash disbursements by financial reporting categories required by GAAP and CAFR.Provide ability for Agency contact information on issued warrants and on the transparency portal.Provide ability to include standard payment terms or tiered discounts at the vendor level.Provide ability to include individual payment terms or tiered discounts at the payment level.

Provide ability to automatically calculate discounts when the payment date is the same as, or prior to, the discount due date with override capabilities on discount due date.Provide ability to generate vendor payments based on the earlier of due date and discount date to maximize interest earned and discounts received by the State.Provide ability to record encumbrances against all elements in the chart of accounts.Provide ability to automatically reduce the associated encumbrance, if any, when an expenditure transaction is entered.





Area of Focus

(Focus/ General)










Accounts Payable Invoice Processing P2P0278 Provide ability to put a payment on hold. GAccounts Payable Invoice Processing P2P0282 G









Provide ability to automatically update the budget/general ledger on-line and in batch as encumbrances are liquidated upon entry of expenditures or payables.Provide ability to perform annual encumbrance and commitments reviews and close-outs at year end.Provide ability to input approved encumbrance requests and assign unique encumbrance numbers, which are system-generated or manually entered.Provide ability to accommodate the recording of: non-encumbered vendor invoices, with the appropriate security control.Provide ability to establish lease liabilities by fiscal year or accounting period when leases are recorded.Provide ability to automatically restore the encumbrance and the budget for invoices processed erroneously.

Provide ability to flag a vendor in hold status to not produce a payment.Provide ability to place a "hold" on payments from one agency to a vendor, but maintain the ability for other agencies to continue to make payments to that vendor.Provide ability to place a "hold" on payments related to a specific contract for a vendor, but maintain the ability to make payments associated with other contracts for that vendor.Provide ability to deduct monies from payments based on a payment plan including the following methods: Percentage.Provide ability to deduct monies from payments based on a payment plan including the following methods: Pre-determined dollar amount.Provide ability to redirect a vendor payment to multiple third parties (to support loan repayment programs).Provide ability to track and report on user-defined date and period parameters future payment requirement schedules (cash requirements reporting) for planned disbursements based on selected segments of the COA.

Provide ability to report on Vendor payments to include credit memo receipt, applications made, and balance.Provide ability to report payments made within and not in compliance with allowable parameters set in Section 215.422, F.S.





Area of Focus

(Focus/ General)








Accounts Payable Inquiry and Reporting P2P0297 Provide ability to produce statewide payment register. F2Accounts Payable Inquiry and Reporting P2P0298 F2












Provide ability to report time lapsed from receipt of goods and services to approval of goods and services.Provide ability to report time lapsed from latter date of approval of goods, invoice received date, and agency finance and accounting receipt.Provide ability to report time lapsed from finance and accounting receipt to CFO received date.Provide ability to report time lapsed from approval of goods and services to payment date.

Provide ability to produce a separate payment register for each agency.Provide ability to real-time maintain, report and inquire to identify payees for wire payments.Provide ability to real-time maintain, report and inquire on on-demand warrants generated.Provide the ability to post transactions from the PCard WebSolution invoice history for respective PCard vendors without making payment.Provide ability to consolidate P-card transactions with non P-card transactions to report total spend by user defined field, such as, but not limited to, vendor name, TIN, amount, small business/ minority-owned/ and other targeted business status, chart of accounts, etc.

Provide ability to real-time maintain, report and inquire on invoices in Workflow pending agency approvals.Provide ability to real-time maintain, report and inquire on user-defined activities by User ID.Provide ability to real-time maintain, report and inquire on unpaid vendor invoices by vendor or invoice.Provide ability to real-time maintain, report and inquire payment transaction history information: Invoice number.Provide ability to real-time maintain, report and inquire payment transaction history information: Vendor name.Provide ability to real-time maintain, report and inquire payment transaction history information: Vendor number.Provide ability to real-time maintain, report and inquire payment transaction history information: Tax ID number or SSN.





Area of Focus

(Focus/ General)




















Provide ability to real-time maintain, report and inquire payment transaction history information: Encumbrance transaction number.

Provide ability to maintain, track, and inquire (online) the following posted invoice history information: Purchase order or Encumbrance transaction number.Provide ability to real-time maintain, report and inquire payment transaction history information: Contract number.Provide ability to real-time maintain, report and inquire posted invoice history information: Warrant/EFT amount.Provide ability to real-time maintain, report and inquire posted invoice history information: Warrant/EFT date.Provide ability to real-time maintain, report and inquire posted invoice history information: Payment Transaction Date.Provide ability to real-time maintain, report and inquire posted invoice history information: Warrant/EFT number.Provide ability to real-time maintain, report and inquire posted invoice history information: Account distribution.Provide ability to real-time maintain, report and inquire posted invoice history information: Unpaid invoices.Provide ability to real-time maintain, report and inquire posted invoice history information: Comments.Provide ability to exclude certain types of confidential information from queries except by authorized users by type of transaction.

Provide ability to real-time maintain, report and inquire on payables by type, object code, etc.Provide ability to real-time maintain, report and inquire on archived payments by vendor name, warrant number, date amount, etc.Provide ability to real-time maintain, report and inquire on pending payments by scheduled payment date.Provide ability to real-time maintain, report and inquire on payment information and determine its redemption status (redeemed, stop payment, etc.).Provide ability to produce online and printable, an accounts payable aging report or inquiry according to user defined aging fields: Encumbering Document.





Area of Focus

(Focus/ General)

















Provide ability to produce online and printable, accounts payable aging report or inquiry according to user defined aging fields: Contract or other encumbering documents.Provide ability to produce online and printable, an accounts payable aging report or inquiry according to user defined aging fields: Invoice.Provide ability to produce online and printable, user-defined sorting parameters (i.e., date ranges, funds, etc.).Provide ability to produce online and printable reports, including: Invoice Aging Report.Provide ability to produce online and printable reports, including: Match Discrepancy Report (discrepancies between matched items by quantify and price) by vendor.Provide ability to produce online and printable reports, including: Missing Match Report (2 out of 3 items in the 3 way match in the system).Provide ability to produce online and printable reports, including: Report of payments made within or on user defined dates from user specified payment event (e.g., receipt of the invoice, receipts of goods and services, approval of good and services, etc.).

Provide ability to produce online and printable reports, including: Report of payments not made within or on user defined dates from user specified payment event (e.g., receipt of the invoice, receipts of goods and services, approval of good and services, etc.).

Provide ability to produce online and printable reports, including: Report of all outstanding encumbrances as of a user specified date.Provide ability to produce online and printable reports, including: Report of payment transactions processed for a given day.

Provide ability to produce online and printable reports, including: Report of error transactions.Provide ability to produce online and printable reports, including: Report of invoices approved for payment for a given day.

Provide ability to produce online and printable reports, including: all data fields included within the system.





Area of Focus

(Focus/ General)


















Provide ability to produce online and printable report identifying invoices that have triggered the duplicate invoice edit.

Provide ability to produce online and printable report identifying rejected invoices.Provide ability to produce online and printable summary report of Outstanding Warrants by fund and warrant type on a daily, monthly, or annual basis or by a specified date range.Provide ability to produce online and printable report of discounts taken.Provide ability to produce online and printable report of discounts lost by any or all of the following items: vendor, time period, agency, or organizations within the agency.Provide ability to produce online and printable report of all issuances in a "cancel pending" status for more than a user-defined parameter number of days (e.g., ten days).Provide ability to produce online and printable report activity report showing all the daily online update activity in the system.

Provide ability to produce online and printable report error listing that includes the error code and description.Provide ability to produce online and printable performance/ operational reports on operations including the following: Number of transactions corrected.Provide ability to produce online and printable performance/ operational reports on operations including the following: Number of offsets processed.Provide ability to produce online and printable performance/ operational reports on operations including the following: Number of liens processed.Provide ability to produce online and printable performance/ operational reports on operations including the following: Number of warrants produced.Provide ability to produce online and printable performance/operational reports on operations including the following: Number of credit ach payments.Provide ability to produce online and printable report of average daily clearance reports.





Area of Focus

(Focus/ General)




General Ledger Journal Entry P2P0359 G





Accounts Payable Invoice Processing P2P0367 Provide ability for an approval Workflow for prepaid expenses. F2Accounts Payable Invoice Processing P2P0368 F3










Provide ability to allow users with appropriate security to input journal entries as a correction or adjustment to any open prior accounting periods (e.g., payments, receipts).Provide ability to append the system generated invoice number with a state invoice number of at least 50 alphanumeric characters.Provide ability to include an invoice description field of at least 50 alphanumeric characters.Provide ability to override edits errors on possible duplicates for an invoice transactions (in the case of false positives) based upon prescribed criteria to allow payments by individuals with the appropriate security.

Provide ability for an indicator that determines if the duplicate invoice edit produces fatal (prevents posting) error or warning message.

Provide ability to change the payment due date, for users with appropriate authority, so that invoices are paid to comply with State law.Provide ability to initiate a hold on an invoice for payment and bring the transaction into the user's queue who initiated the hold.

Provide ability for the allocation of an invoice amount to various COA accounts.Provide ability to accept memo information related to an invoice number to be included on the transparency portal, and related payment transactions.Provide ability for chart of account distribution at the line item level for all transactions.Provide ability for changes to vendor mailing address after a partial payment has been made.Provide ability to reject an unpaid invoice transaction which will reverse the accounting entries but the invoice will remain in vendor history as rejected.Provide ability for users to withdraw a submitted invoice while in the approval flow.Provide ability to review online, unpaid invoices by multiple criteria.Provide ability to automatically generate unique payment numbers for each agency.





Area of Focus

(Focus/ General)















Accounts Payable Inquiry and Reporting P2P0396 Provide ability to track agencies for prompt payment compliance. F2






Provide ability for configuration of automated payment numbering by agency, including prefixes.Provide ability to automatically detect and flag any request that appears to be a duplicate invoice by vendor based on factors such as, but not limited to, time period (start and end), dollar amount, and/or invoice number.

Provide ability for users to utilize a drop down and select the encumbrance information for the invoice transaction.Provide ability to override invoice transactions for payments in excess of encumbered amounts provided sufficient spending authority exists.Provide ability to automatically calculate prompt pay due date based on invoice date or a user-specified date.Provide ability to specify payment terms (e.g. net 20) by vendor based on invoice date or a user-specified date.Provide ability to override payment due dates by users with appropriate authority.Provide ability to direct an invoice for additional Workflow approval.Provide ability to automate additional Workflow approval for invoices based upon user-defined criteria.Provide ability to search and select vendor data from the vendor master file based on vendor characteristics (e.g. name, TIN, street, city, state, etc.) to populate the vendor on an invoice.

Provide ability to generate detailed exception reports including reason codes for invoice rejections.

Provide ability to capture the following invoice information: Invoice number.Provide ability to capture the following invoice information: Invoice date.Provide ability to capture the following invoice information: Invoice due date.Provide ability to capture the following invoice information: Encumbrance number.Provide ability to capture the following invoice information: Encumbrance line number.





Area of Focus

(Focus/ General)
















Accounts Payable Inquiry and Reporting P2P0417 Provide ability to capture the following invoice information: Tax. F2







Provide ability to capture the following invoice information: Contract number.Provide ability to capture the following invoice information: Contract line number.Provide ability to capture the following invoice information: Vendor name.Provide ability to capture the following invoice information: Vendor mailing address.Provide ability to capture the following invoice information: Invoice line item number.Provide ability to capture the following invoice information: Quantity invoiced.Provide ability to capture the following invoice information: Quantity ordered.Provide ability to capture the following invoice information: Received/Service Dates (i.e., multiple dates service was delivered).Provide ability to capture the following invoice information: Received/Service Start and End Dates (i.e., range of dates service was delivered).Provide ability to capture the following invoice information: Unit of measure.Provide ability to capture the following invoice information: Line Item description.Provide ability to capture the following invoice information: Unit cost.

Provide ability to capture the following invoice information: Line item total cost.Provide ability to capture the following invoice information: Invoice total cost.Provide ability to capture the following invoice information: Payment terms.Provide ability to capture the following invoice information: Discount date.Provide ability to capture the following invoice information: Freight amount.Provide ability to capture the following invoice information: Chart of Account distribution.





Area of Focus

(Focus/ General)












Accounts Payable Inquiry and Reporting P2P0434 Provide ability to track disputed electronic invoices. F2Accounts Payable Inquiry and Reporting P2P0435 Provide ability to document comments and resolution to disputes. F2


Accounts Payable Invoice Processing P2P0437 Provide ability to flag rejected invoices and add comments. GAccounts Payable Invoice Processing P2P0438 Provide ability to capture and process credit memos. GAccounts Payable Payment Processing P2P0441 G


Provide ability to automatically populate the following information on the invoice transaction once it is paid and available in the system: Payment information (able to drill-down to see all invoices paid by the warrant).

Provide ability to automatically populate the following information on the invoice transaction once it is paid and available in the system: Warrant amounts.Provide ability to automatically populate the following information on the invoice transaction once it is paid and available in the system: Warrant dates.Provide ability to automatically populate the following information on the invoice transaction once it is paid and available in the system: ACH numbers (able to drill-down to see all invoices paid by the ACH transaction).

Provide ability to automatically populate the following information on the invoice transaction once it is paid and available in the system: ACH amounts.Provide ability to automatically populate the following information on the invoice transaction once it is paid and available in the system: ACH dates.Provide ability to configure which vendor invoice fields are required or optional.Provide ability to designate a comment/memo field for internal purposes only.

Provide ability to process multiple invoices against a single encumbrance transaction.

Provide ability for agencies to charge the payable to one vendor and make the payment to another vendor when authorized and documented.Provide ability for the payment to be charged to an accounting area other than that of the associated encumbrance with proper authority. Encumbrance liquidations are to be based on the original encumbrance.





Area of Focus

(Focus/ General)











Accounts Payable Invoice Processing P2P0452 Provide ability to track balance remaining on credit memo. GAccounts Payable Invoice Processing P2P0453 G


Accounts Payable Invoice Processing P2P0455 Provide ability to split a payment between encumbrances. GAccounts Payable Invoice Processing P2P0456 Provide ability to flag an invoice to identify confidential payments. G





Provide ability for multiple, separate, non-editable (once submitted) comments to be entered into any AP, Contract and/or Travel transaction.Provide ability for approval levels for invoice transactions based on, but not limited to, vendor, object and appropriation account.

Provide ability for multiple approval paths based upon type of expenses and or amounts.Provide ability to automatically generate interest payment transactions utilizing the invoice accounting codes as pursuant to Florida Statute.Provide ability to receive and record credit memoranda from payees and apply them before producing a payment.Provide ability for agencies to apply the credit issued by the payee to any of the payee's accounts or invoices with notice to the payee on the remittance advice where the credit has been applied.

Provide ability for on-screen notification that vendor has a credit memo that exceeds the payment voucher amount.

Provide ability to display the invoices to which the credit has been applied.Provide ability to auto-calculate and apply an offset to a payment due a vendor against a receivable for a debt owed to the State on a request by basis.

Provide ability to automatically update the budget ledger and/or general ledger for encumbrance, payment, and payment activities.Provide ability to automatically establish recurring payments with an end date and frequency (user defined), extension capability, and the ability to modify chart of accounts coding.Provide ability for payment method options as an override by invoice with proper authority.Provide ability for CCD and CTX formats on ACH transactions to allow greater payment detail to the payee and financial institution.





Area of Focus

(Focus/ General)



















Provide ability to process batch files during the day without closing out other users from online transaction processing.Provide ability to track and report payment requirement schedules (cash requirements reporting) for disbursements.Provide ability to associate multiple payments to an encumbrance and/or payment transaction.Provide ability to prevent users from generating payments to vendors that are not in the vendor table.Provide ability to automatically assign the accounting period for payment transactions with an option for manual override with proper authority and an audit trail.Provide ability to process invoices and payment from prior periods and properly update general ledger with proper authority.

Provide ability to consolidate payments to one vendor across agencies.Provide ability to indicate on an invoice to not consolidate payment.Provide ability to offset the payment in full, partially, or not at all and document on the payment transaction.Provide ability for the automated offset of payments to a vendor associated with an TIN exists such as, but not limited to, an IRS Levy, back-up withholding tax, etc.Provide ability for demand payments to cover emergency needs with proper authority.Provide ability to have payments partially against a statewide contract but some items that are non contract on the same invoice.Provide ability for EFT payments and allow ability to specify which type of EFT transaction to use (PPD, CCD, etc.).Provide ability to view, and/or approve by exception, wire payments on a daily basis and manage cash needs.Provide ability to participate in United States Treasury's Financial Management Service Treasury Offset Program (TOP) by allowing debts owed to the State or to a state agency to be collected by offset from federal payments to vendor and/or contractors.





Area of Focus

(Focus/ General)





Accounts Payable Payment Processing P2P0481 Provide ability to re-issue a warrant that has been lost / stopped. G






Accounts Payable Printing and Handling P2P0508 G






Provide ability for the Federal Government to offset non-tax debts owed to federal agencies to offset against state payments to vendors, contractors, or expense reimbursements to an employee of the State.

Provide ability to generate payment through direct deposit as designated by the vendor, employee, retiree, etc. and verified by CFO Vendor Relations in the Statewide EFT File.Provide ability to cancel a payment or warrant or a portion of or entire warrant run by entering certain payment cancellation information, including a cancel reason code (e.g., pending cancel, cancel, stop, etc.).

Provide ability to import and store the P-card payment by user defined field, such as, but not limited to, vendor name, TIN, amount, small business/ minority-owned/ and other targeted business status, without making a payment transaction to that vendor.

Provide ability to perform budget and cash validation on PCard records that have been imported into the subledger and utilize Workflow to address any records with insufficient budget.

Provide ability to import Data Exchange File (DEF) from the bank/PCard WebSolution.Provide ability for standard warrant writing functionality including: Producing a warrant register, in paper format.Provide ability for standard warrant writing functionality including: Producing a warrant register, in electronic format.Provide ability for standard warrant writing functionality including: Printing warrants based on multiple sorts (e.g., bank account first, then agency, then vendor number, etc.) as defined by the State.

Provide ability to print warrants through the following means: On-demand (override batch).Provide ability to print warrants through the following means: On-schedule or same day.Provide ability to print warrants through the following means: Manual (immediate).





Area of Focus

(Focus/ General)





Accounts Payable Printing and Handling P2P0517 Provide ability to reprint the remittance advice. GAccounts Payable Printing and Handling P2P0518 G





Accounts Payable Printing and Handling P2P0523 Provide ability to print warrants at remote locations. GAccounts Payable Printing and Handling P2P0524 G





Accounts Payable Printing and Handling P2P0530 Provide ability to print warrants using blank check stock. GAccounts Payable Printing and Handling P2P0531 G



Accounts Payable Receiving P2P0534 G

Provide ability to print on-demand warrants (exclusive of the normal payment processing cycle) and record in a separate warrant register, bank file, and control file, if desired.

Provide ability to enter "global" promotional or reminder comments on the remittance advice.Provide ability to enter "global" promotional or reminder comments on the remittance advice across all payments within an agency.Provide ability to enter user-defined payment message on one particular payment voucher and have it print on the remittance advice or ACH payment.Provide ability to produce, through secure printers, warrants with: MICR encoding.Provide ability to produce, through secure printers, warrants with: Electronic signatures (image of signatures).

Provide ability to generate duplicate warrants to replace canceled, expired, lost, or voided warrants and generate related table updates for the replacement warrants.Provide ability to designate warrants for special handling and specify sort in printing cycle.Provide ability to designate warrants for special handling when source is electronic file.Provide ability for overflow to a separate remittance advice when the number of invoices exceeds available space on initial advice.

Provide ability to print a minimum of 50 lines n the remittance advice.

Provide ability to restart warrant and remittance advice printing at a user specified starting point while maintaining the warrant control numbers.Provide ability to sequentially number and control payments and remittance advices.Provide ability for assigning a number scheme to ACH and wire transactions.Provide ability for authorized users to update an erroneously recorded receiving date.





Area of Focus

(Focus/ General)




Accounts Payable Receiving P2P0535 F3





Accounts Payable Data Integration P2P0548 Provide ability to accept electronic invoices via XML or EDI. F2Accounts Payable Invoice Processing P2P0549 F2







Provide ability to create receipts (record and apply dollar amount of goods and/or services received) to an encumbrance.

Provide ability to automatically match the invoice with the approved receipt from the deliverable document within the contracts module.Provide ability to edit, review and approve or disapprove a submitted invoice for failure to have a receipt through Workflow.

Provide ability to calculate the amount of non-federal funds to Unclaimed Property when warrants expire, vs. grant funds which would need to be reimbursed to the applicable paying agency.

Provide ability for vendor invoice entry to create an electronic invoice via a specific website.

Provide ability to identify the payment to a payee (vendor and recipient) as confidential and exempt from public disclosure (See Chapter 119, F.S.) so that no one can view or report on the identity of that payee's information except individuals with proper security.

Provide ability for the vendor file to include the following information, including but not limited to (access to information is based on security): Vendor number.Provide ability for the vendor file to include the following information, including but not limited to (access to information is based on security): Prior vendor name(s) and number(s).Provide ability for the vendor file to include the following information, including but not limited to (access to information is based on security): Vendor name.Provide ability to include in the vendor file the following information, including but not limited to (access to information is based on security): Vendor status (active, inactive, on hold, ineligible, etc.).

Provide ability to include in the vendor file the following information, including but not limited to (access to information is based on security): DBA Name.Provide ability to include in the vendor file the following information, including but not limited to (access to information is based on security): Prior DBA Name.





Area of Focus

(Focus/ General)



















Provide ability to include in the vendor file the following information, including but not limited to (access to information is based on security): Date inactivated/ suspended/ ineligible.Provide ability to include in the vendor file the following information, including but not limited to (access to information is based on security): Agencies for which vendor is on hold / ineligible (multiple).

Provide ability to include a Hold Reason and Hold Source for any vendor hold.Provide ability to include a mechanism to allow payments to continue for a vendor after State Purchasing and/or MFMP have identified a vendor status has been inactivated for goods/ services provided prior to their inactivation date.

Provide ability to include in the vendor file the following information, including but not limited to (access to information is based on security): Federal tax ID number/Social Security Number.

Provide ability to include in the vendor file the following information, including but not limited to (access to information is based on security): Type of Number indicator (TIN, SSN and/or state generated number).

Provide ability to include vendor information: Contact name (multiple).Provide ability to include vendor information: Contact title (one per contact).Provide ability to include vendor information: Contact designation (accounting, sales, etc.) (one per contact).Provide ability to include vendor information: Contact email address (one per contact).Provide ability to include vendor information: Multiple contact phone numbers (office, toll free, cell, fax) per contact.Provide ability to include vendor information: Identify which contact is the primary contact.Provide ability to include vendor information: Address indicated for remittance.Provide ability to include vendor information: Address indicated for ordering.Provide ability to include vendor information: Address indicated for tax/1099).





Area of Focus

(Focus/ General)










Accounts Payable Vendor Maintenance P2P0584 Provide ability to use the following address specific fields: City. G

Accounts Payable Vendor Maintenance P2P0585 Provide ability to use the following address specific fields: County. G

Accounts Payable Vendor Maintenance P2P0586 Provide ability to use the following address specific fields: State. G


Accounts Payable Vendor Maintenance P2P0588 Provide ability to use the following address specific fields: ZIP + 4. G



Accounts Payable Vendor Maintenance P2P0591 Provide ability to include vendor information: Website address. G




Provide ability to include vendor information: Address indicator for headquarters versus branch.Provide ability to include vendor information: multiple mailing addresses for remittance, ordering, and/or foreign addresses.Provide ability to use the following address specific fields: Address Line 1.Provide ability to use the following address specific fields: Address Line 2.Provide ability to use the following address specific fields: Address Line 3.Provide ability to use the following address specific fields: Address Line 4.

Provide ability to use the following address specific fields: Country.

Provide ability to include vendor information: State where vendor's headquarter is located.Provide ability to include vendor information: Permanent staffed office in State (yes/no).

Provide ability to record the following information: Bank Transit Code (ABA/Routing number) (multiple). Information to be accessible by users with proper authority to include audit trail.

Provide ability to record the following information: Bank Account Number (multiple), authorized representation/ approved signer for each bank account, name, address, email address, phone #, etc. Information to be accessible by users with proper authority to include audit trail.

Provide ability to include the following information: Bank Name (multiple). Information to be accessible by users with proper authority to include audit trail.





Area of Focus

(Focus/ General)

















Accounts Payable Vendor Maintenance P2P0611 Provide ability to include vendor information: Source of record/file. G


Accounts Payable Vendor Maintenance P2P0613 Provide ability to include vendor information: Date W9 received. G


Accounts Payable Vendor Maintenance P2P0615 Provide ability to attach documents to vendor records. G

Provide ability to include vendor information: Direct Deposit Status/EFT Status (multiple).Provide ability to include vendor information: Credit card acceptance flag (yes/no).Provide ability to include vendor information: Business Description (validated list).Provide ability to include vendor information: business designation.Provide ability to include vendor information: Small and Minority-owned/Other Targeted Businesses indicator status.Provide ability to include vendor information: Small and Minority-owned/Other Targeted Businesses Certification Date.

Provide ability to include vendor information: Legal Vendor Name (1099 name).Provide ability to include vendor information: International Corporation Information and numbers.Provide ability to include vendor information: Payment terms -- Provide ability to default to State standard with the ability to override with the proper authority.Provide ability to include vendor information: Vendor backup withholding status(es).Provide ability to include vendor information: Vendor backup withholding percentage(s).Provide ability to include vendor information: Vendor backup withholding type(s).Provide ability to include authorized alternate payees, e.g. IRS, and sufficient payment data to provide for the rerouting of payments. Information to be accessible by users with proper authority to include audit trail.

Provide ability to include vendor information: W9 received (yes/no).

Provide ability to include vendor information: User-defined fields (multiple), such as Vendor Performance Score, PCard vendor, etc.





Area of Focus

(Focus/ General)


















Provide ability to secure confidential vendor information (e.g., Social Security Number, banking information, etc.).Provide ability to use one Vendor database with different role based security for specific vendor information split across Accounts Payable roles.Provide ability to search dynamically for a vendor using multiple search criteria based on any combination of vendor related data fields.Provide ability to perform a sound like search for a vendor using multiple search criteria based on any combination of vendor related data fields.Provide ability to identify a vendor as confidential so that no one can view or report on that vendor's information except individuals with proper security.Provide ability to default vendor information from the Statewide Vendor File when choosing a vendor on transactions (e.g., encumbrances, payments, etc.).Provide ability to allow vendor numbers (numeric and alphanumeric) to be system generated or assigned manually.Provide ability to maintain an online audit trail of changes to the vendor master file including date, time, and user.Provide ability to track vendor name changes and cross-reference to history.Provide ability to track changes in vendor numbers and retain cross-reference history.Provide ability to selectively archive (purge) vendors by central user-defined criteria.Provide ability to edit check, reinforcing the use of established statewide standards for entering vendor information.

Provide ability to select a different remittance address at any time during the payment process. Information to be accessible by users with proper authority to include audit trail.

Provide ability to accept an interface containing the Federal Debarment List, automatically validate the vendor against this list and update the vendor record as appropriate.





Area of Focus

(Focus/ General)









Contracts Contract Administration P2P0644 G


Contracts Contract Administration P2P0646 Provide ability to track and report by Contract Type. GContracts Contract Administration P2P0655 G



Contracts Contract Administration P2P0660 Provide ability to track multiple releases against a single contract. G

Contracts Contract Administration P2P0661 Provide ability to: Maintain multiple contracts per vendor. GContracts Contract Administration P2P0662 G



Provide ability to accept an interface containing the Office of Foreign Assets Control (OFAC) List, automatically validate the vendor against this list and update the vendor record as appropriate.

Provide ability to Integrate with the State's Vendor Information Portal to update vendor master file with new and updated vendors.Provide ability to allow authorized State staff to record vendors in the Statewide Vendor file.Provide ability to warn if a vendor is already registered. Provide ability to check various fields to view duplication, including but not limited to: TIN, Name, DBA, etc.Provide ability to track all warrant numbers (i.e., original and replacement ) for a payment.Provide ability to include in the vendor file the following information, including but not limited to (access to information is based on security): DUNS Number.Provide ability to maintain an online history of individual vendor activities by month, quarter, fiscal and calendar year, inception to date, contract, bid number, agency, commodity code, etc.

Provide ability to create and maintain information relating to: PO or Contract (without requisition or solicitation).Provide ability to track the number of contract renewals (total authorized, exercised, remaining).Provide ability to track the number of contract extensions (total authorized, exercised, remaining).

Provide ability to store various types of information regarding contracts, including but not limited to: multiple commodities or services per contract.Provide ability to store various types of information regarding contracts, including but not limited to: multiple dates or option years/periods.Provide ability to store various types of information regarding contracts, including but not limited to: multiple vendors per contract.





Area of Focus

(Focus/ General)






Contracts Contract Administration P2P0668 Provide ability for contract tracking by: Contract number. GContracts Contract Administration P2P0669 Provide ability for contract tracking by: Vendor. GContracts Contract Administration P2P0670 G



Contracts Contract Administration P2P0673 Provide ability for contract tracking by: Contract status. GContracts Contract Administration P2P0674 Provide ability for contract tracking by: Commodity codes. GContracts Contract Administration P2P0675 G


Contracts Contract Administration P2P0678 Provide ability for contract tracking by: Terminations. GContracts Contract Administration P2P0680 Provide ability for contract tracking by: Add/change. GContracts Contract Administration P2P0682 G





Contracts Contract Administration P2P0687 Provide ability for contract tracking by: Unit of Measure. GContracts Contract Administration P2P0688 G

Contracts Contract Administration P2P0689 Provide ability for contract tracking by: Admin Fees. GContracts Contract Administration P2P0691 Provide ability for contract tracking by: P-Card Acceptance. G

Provide ability to drill-down on the contract/agreement to see the detail of the line items included in the contract/agreement and to view the specifics of each item.Provide ability to review and print contract text and all attachments from within the application.

Provide ability for contract tracking by: Date (starting, ending, and order).Provide ability for contract tracking by: Quantity (authorized, used, and available) by calendar/fiscal year by line item.Provide ability for contract tracking by: Dollars (authorized, used, and available) by calendar/fiscal year by line item.

Provide ability for contract tracking by: Class and Item based on commodities.Provide ability for contract tracking by: Chart of Accounts (any component) at the sub line level.

Provide ability for contract tracking by: Contingency amounts by percent of contract or flat dollar amount (DOT construction).

Provide ability for contract tracking by: Small and Minority-owned Business/Other Targeted Businesses status, including subcontractor details.Provide ability for contract tracking by: Contract Administrator's/Contract Manager's name and email.Provide ability for contract tracking by: Contract Administrator's/Contract Manager's phone and fax numbers.Provide ability to view contracts by: Comment field with internal and external indicator.

Provide ability for contract tracking by: Political Subdivision Availability.





Area of Focus

(Focus/ General)












Contracts Contract Administration P2P0701 Provide ability for contract versioning if amendments occur. GContracts Contract Administration P2P0702 G



Contracts Contract Administration P2P0705 F3




Provide ability to a contract to indicate that insurance certificates and performance and payment bonds are on file for each contract line item.Provide ability to track and monitor contractor insurance certificates, flag insurance expiration dates for each contract line item, and automatically notify the appropriate contract manager.

Provide ability to block the release of all line items if all items (e.g., insurance) are not in place.Provide ability to track all purchase invoices within a single contract.Provide ability to maintain various contract periods, including multiple year contracts (e.g., those that span fiscal and/or calendar years).Provide ability to have a repository of contract models, clauses, specifications, State-specific specifications, standard contract terms and conditions, etc.Provide ability to access contract information on-line and in real-time for users with appropriate security.Provide ability for authorized users to enter/track contract amendments and revisions.

Provide ability for an event notification to be sent to end users when contract amendments occur.Provide ability to report on adjustments to invoices due to financial consequences.Provide ability to maintain integrated pre-qualification records, including registrations, engineering associations, staff experience, equipment, etc.Provide ability to manage multiple CFDA and /or CSFA numbers per contract number.Provide ability to manage and track (e.g., identify, record, inquire, report) Journal Transfer contracts and inter-state agency contracts.Provide ability for authorized users to establish budgets across fiscal years for particular contracts.Provide ability to withhold retainage automatically at user-defined percentages from payments to contractors and, if applicable, place the retainage in escrow.





Area of Focus

(Focus/ General)



















Provide ability to allow a flexible hierarchical approval process for approving contracts before the contract number becomes a valid system code.Provide ability to group contracts by contract data element using user defined criteria.Provide ability for a contract budget ceiling that is separate and independent of all other budgets (e.g., appropriation, agency, grant, and project).Provide ability to offset liquidated damages from the final retainage payment.Provide ability to associate multiple CFDA and/or CSFA numbers on transactions / documents / business events.Provide ability for federal funds tracking, (e.g., identify, record, inquire, report) from receipt to disbursement of federal funds in regard to contracts.Provide ability to issue task work orders/leader of authorization per line item for a contract.Provide ability to automatically generate contract renewal notices to the appropriate agency personnel triggered by the expiration date.Provide ability to track (e.g., identify, record, inquire, report) cost-plus contracts for construction and professional services.

Provide ability to perform a price adjustment to a fixed price/unit price contract through a user defined change.Provide ability to enter on-line real time entry and updates of contract data.Provide ability to issue notification of changes made to library documents when the document is in use.Provide ability for user definition of fields that must be completed for procurement activities to proceed. In addition, this definition must be flexible (i.e., different requirements for different commodities, fund types, etc.).

Provide ability to input information from DFS AandA audit findings into the Contract Audit System and transfer to contract module.

Provide ability to route contracts that meet audit threshold criteria to a repository for assignment.





Area of Focus

(Focus/ General)




Contracts Document Management P2P0725 G

Contracts Document Management P2P0726 Provide ability to attach electronic documents to a contract. GContracts Contract Administration P2P0727 G


Contracts Inquiry and Reporting P2P0729 G









Provide ability to create and maintain information relating to: Linkage to images supporting documentation maintained in State document management system e.g. bid bonds, performance bonds etc.

Provide ability to maintain vendor information for commodity/contractual service.Provide ability to track contract expenditures and encumbrances across multiple fiscal years against contract budgets and ensure expenditures plus encumbrance balances do not exceed contractual amounts.

Provide ability to track and report expenditures for each individual contract, including budget to actual comparisons by user-defined period (e.g., monthly, quarterly, daily, contract year, fiscal year, contract term, by vendor, etc.).

Provide ability for detailed contract performance analysis and to generate performance reports, based on the following criteria: Contract compliance (based on compliance criteria as defined by users).

Provide ability for detailed contract performance analysis and to generate performance reports, based on the following criteria: Work completed to date.Provide ability for detailed contract performance analysis and to generate performance reports, based on the following criteria: Timelines/deadline dates.Provide ability for detailed contract performance analysis and to generate performance reports, based on the following criteria: Contractor performance for vendor contracts.Provide ability for detailed contract performance analysis and to generate performance reports, based on the following criteria: User-defined milestones and thresholds.Provide ability for detailed contract performance analysis and to generate performance reports, based on the following criteria: Vendor complaint.Provide ability for detailed contract performance analysis and to generate performance reports, based on the following criteria: Retainage / Performance (Monetary) guarantees.Provide ability for detailed contract performance analysis and to generate performance reports, based on the following criteria: Liquidated damages.





Area of Focus

(Focus/ General)






Contracts Module Integration P2P0740 G








Contracts Vendor Performance P2P0748 G






Provide ability to select time periods for inquiries and reports for contracts.Provide ability to inquire and report against vendor and product history files using user defined criteria (e.g., date, commodity, user group).Provide ability for integration / interfacing between modules, including but not limited to: Account Payable.Provide ability for integration / interfacing between modules, including but not limited to: Projects.Provide ability for integration / interfacing between modules, including but not limited to: Asset Management.Provide ability for integration / interfacing between modules, including but not limited to: Grants.Provide ability for integration / interfacing between modules, including but not limited to: Budget.Provide ability for integration / interfacing between modules, including but not limited to: General Ledger.Provide ability for integration / interfacing between modules, including but not limited to Cash.Provide ability for integration / interfacing between modules, including but not limited to Accounts Receivable and Billing.Provide ability to track poor performing vendors by contact information/correspondence (e.g., phone calls, written contacts regarding problem orders/delivery of goods and services), viewable with proper security.

Provide ability for an online, complaint-tracking process that includes: Description of the problem/complaint.Provide ability for an online, complaint-tracking process that includes: History (including content) of all related correspondence.Provide ability for an online, complaint-tracking process that includes: System-generated email message or form letter to be sent to vendor and maintained by the agency that submitted the complaint. Follow-up letters will be automatically generated if a response from the vendor is not received within a user-specified number of working days.

Provide ability for an online, complaint-tracking process that includes: Vendor response.Provide ability for an online, complaint-tracking process that includes: Resolution (electronically notify vendor).





Area of Focus

(Focus/ General)






Travel Employee Reimbursement P2P0826 G

Travel Employee Reimbursement P2P0827 F3











Travel Employee Reimbursement P2P0843 Provide ability to maintain a travel profile on each traveler. GTravel Employee Reimbursement P2P0844 G

Provide ability for an online, complaint-tracking process that includes: Ability to attach files.Provide ability for an online, complaint-tracking process that includes: Comments (text).Provide ability to default the object code for expenditures based upon the selected travel category.Provide ability to default accounting distribution based on user id, inclusive of the People First Employee ID when applicable, of the traveler for all coding elements in the Chart of Accounts.

Provide ability for payment to third parties (airlines, hotels, other) and to associate the payment with a specific employee.

Provide ability to accommodate multiple leg trips for continuous or disrupted travel.Provide ability for multiple travelers to be included on one authorization request when traveling for the same purpose.Provide ability for one authorization request to be submitted per traveler for recurring blanket travel.Provide ability to automatically calculate meal allowances automatically based on departure and arrival dates and times.Provide ability to automatically reconcile costs on reimbursement with existing State Contracts, such as airfare and car rental contracts.Provide ability for travelers to initiate reimbursement for their own travel expenses through direct entry of travel expenses.Provide ability to interface with the Payroll subsystem and report payroll taxes where applicable (e.g., "class c meals" when applicable).Provide ability to reconcile Travel Advances automatically with employee's submission and recording of travel voucher and report on non-matches.Provide ability to convert foreign currency data (rates) to U.S. dollars for foreign travel.

Provide ability to display all edit errors in an error message summary within a comments/ text field to contain a minimum of 5 characters and maximum of 200 characters within the reimbursement request when the request cannot be processed.





Area of Focus

(Focus/ General)








Travel Inquiry and Reporting P2P0850 F3








Provide ability to include an editable field to encumber a submitted travel authorization request.Provide ability to verify budget and encumber in all identified transactions under Accounts Payable, Contracts, and Travel.Provide ability to generate unique authorization number based on an approved travel authorization request.Provide ability for employees to query on their past and present earnings statement(s), W2 forms, Register or Withdraw from W-2 electronic delivery, W-4 information, Annual Earnings and Benefits Statements, Expense Reimbursements, Tuition Waiver Verification, etc. via a secure portal. (Currently known as the State of Florida Employees' Information Center).

Provide ability to report on non-matches between an approved Travel Advance and a submitted travel reimbursement request.

Provide ability to reimburse authorized traveler (employees and non-employees) for travel expenses, including state and federal per diem rates (based on departure and return dates and times) as applicable minus any advance payments.

Provide ability for a travel authorization process that will compare approved expenses per travel authorization to actual expenses claimed for reimbursement.Provide ability for a flexible on-line hierarchical approval process for approving employee's request for travel authorization.

Provide ability to add a custom CFO approved form to be used for the submission of employee reimbursements.Provide ability to record the issuance of an advance as a prepaid expense and reimbursement of employee advance as a cash receipt and calculate any remaining amount due or receivable after the employee has completed travel.

Provide ability for a flexible on-line hierarchical approval process for approving employee's request for a travel advance.

Provide ability to send notification to employee and supervisor when a travel reimbursement has not been submitted within a user-specified amount of time (for example, 30 days) when an advance has been issued.





Area of Focus

(Focus/ General)




Accounts Payable Employee Reimbursement P2P0862 F2














Travel Employee Reimbursement P2P0878 Provide ability to record expenditures to multiple distribution lines. G


Provide ability for a flexible on-line hierarchical approval process for approving employee reimbursement.Provide ability for approvers to be manually added as needed for the transaction and/or populate approvers based on identified business rules.Provide ability to record criteria to calculate per diem and pay rates for meals based on the travel dates and locations.Provide ability to edit transactions to ensure that the State maximum allowance for lodging is not exceeded based on travel dates and location, without appropriate approvals.Provide ability to edit transactions to ensure that the State maximum allowance for meals is not exceeded based on travel dates and location, without appropriate approvals.Provide ability to edit transactions to ensure that Lodging expenses cannot be reimbursed if travel was within a configurable number of miles from the traveler's personal residence and regular duty post, without appropriate approvals.

Provide ability to permit entry and submission of expense claims by selected users on behalf of other employees (proxy submission).Provide ability to require information regarding the nature of the travel including: In/out of state.Provide ability to require information regarding the nature of the travel including: Travel reason.Provide ability to require information regarding the nature of the travel including: Travel advance amount.Provide ability to require information regarding the nature of the travel including: Departure date.Provide ability to require information regarding the nature of the travel including: Return date.Provide ability to require information regarding the nature of the travel including: Actual itinerary.Provide ability to require information regarding the nature of the travel including: Estimated expenses.

Provide ability for a requestor's travel reimbursement to be charged to multiple agencies.





Area of Focus

(Focus/ General)




Accounts Payable Invoice Processing P2P0882 Provide ability for an explanation field for each expense line item. G

















Provide ability to generate a warning message to be included on the travel reimbursement request when travel claims are entered for the same traveler with overlapping travel periods.Provide ability to issue the warning message to the traveler and the traveler's Program Approver for clarification and/or action.

Provide ability to confirm official map mileage (e.g., intra-city), e.g. Google, DOT website, etc.Provide ability to store an employee's headquarters (city and state) to use in calculating point to point mileage.Provide ability to require an explanation if the amount of mileage claimed exceeds the amount of mileage calculated by the system if a statement of justification is not included.Provide ability for travel reports to contain the following items: Travel claim identifier (invoice number).Provide ability for travel reports to contain the following items: Employee identifier (inclusive of the People First ID or traveler identifier).Provide ability for travel reports to contain the following items: Travel expense line items.Provide ability for travel reports to contain the following items: Receipt required indicator.Provide ability for an employee to withdraw a submitted travel report while in the approval flow.Provide ability to automatically notify approvers that an invoice has been submitted.Provide ability to send notification to the traveler of the comments included on the reimbursement request for the rejection.

Provide ability to track submitted and adjusted expense amounts separately.Provide ability to send notification to the originator and all approvers of an invoice if the amount has been adjusted.Provide ability to send notification to the originator and all approvers of an invoice processed for payment.Provide ability to store default maximum allowable lodging and meal rates by location.





Area of Focus

(Focus/ General)





Travel Employee Reimbursement P2P0904 Provide ability to store travel information including: Traveler name. G












Travel Employee Reimbursement P2P0918 Provide ability to store travel information including: Miles. GTravel Employee Reimbursement P2P0919 Provide ability to store travel information including: Travel reason. G





Provide ability for authorized users to override reimbursement rates that exceed maximum allowable rates.

Provide ability to store travel information including: Traveler Driver's License Number.Provide ability to store travel information including: Traveler Residence Address.Provide ability to store travel information including: Travel origination (i.e., place departed from).Provide ability to store travel information including: Travel destination.Provide ability to store travel information including: Out-of-State Travel Indicator.Provide ability to store travel information including: Travel dates (start and end).Provide ability to store travel information including: Travel time (departed and arrived).Provide ability to store travel information including: Overnight Stay Indicator.Provide ability to store travel information including: Meal Type (e.g., Breakfast, Lunch, Dinner).Provide ability to store travel information including: Vehicle Type (e.g., State, Rental, Personal).Provide ability to store travel information including: Odometer Readings (start and end).

Provide ability to store travel information including: Travel advance amount.Provide ability for the retrieval and maintenance of the Government Service Agency (GSA) Continental United States (CONUS) travel rates for meals, lodging and incidental per diem rates to establish maximum reimbursement rates.

Provide ability to upload updates from the Government Service Agency (GSA) Continental United States (CONUS).Provide ability to process travel reimbursements for state employees and contractors.





Area of Focus

(Focus/ General)





















Provide ability to compare the cost of using a personal vehicle for travel versus using a State vehicle tracked in the statewide Fleet Management system and/or using a rental car to determine the most cost effective method of travel.

Provide ability for maximum reimbursement meal and lodging rates are stored in a table for multiple date effective periods.Provide ability for an indicator on travel claim for payment method such as direct bill or P-card.Provide ability to split an invoice with a portion sent to P-card and a portion sent to Accounts Payable.Provide ability for the following inquiries/reports: Status of all travel claims by employee.Provide ability for the following inquiries/reports: Paid travel claims by employee.Provide ability for the following inquiries/reports: Unpaid travel claims by employee.Provide ability for the following inquiries/reports: Outstanding travel advances by employee.Provide ability for the following inquiries/reports: Outstanding travel advances by agency.Provide ability for the following inquiries/reports: Travel claims awaiting action by approver.Provide ability for the following inquiries/reports: Travel claims approved by approver.Provide ability for the following inquiries/reports: Travel claims rejected by approver.Provide ability for the following inquiries/reports: Travel claims awaiting payment by agency.Provide ability for the following inquiries/reports: Registration fees paid by employee.Provide ability for the following inquiries/reports: Registration fees paid by agency.Provide ability to produce elapsed time reports including: Time elapsed between travel and employee submission of travel claim.

Provide ability to produce elapsed time reports including: Time lapsed between employee submission of claim and completion of all approvals.





Area of Focus

(Focus/ General)





Accounts Payable Payroll P2P0948 F3

Accounts Payable Payroll P2P0949 G

Accounts Payable Payroll P2P0950 F3

Accounts Payable Payroll P2P0951 G

Accounts Payable Document Management P2P0951A F2









Provide ability to produce elapsed time reports including: Time lapsed between employee submission of claim and payment of claim.Provide ability to accept data from payroll system or payroll sub-systems to make payment to an active or former state employee.

Provide ability to default attributes of Chart of Accounts (i.e. object code, etc.) based on the user id of the employee.Provide ability to record the payroll expenditure related to the user id, inclusive of the People First Employee ID, of the employee for all coding elements in the Chart of Accounts.Provide ability for authorized users to override/change the default accounting of the payroll expenditure.Provide the ability to disallow an attachment to be included unless the user has "checked the box" confirming they have not disclosed any confidential, protected, HIPAA, or any other document or comments that could be in violation with Florida Statutes, state and/ or federal laws, further confirming they are aware that they agree to these terms and that violation of this policy may result in action against them.

Provide ability for additional users and/or roles to be added to the Encumbrance Request transaction Workflow for edit and/or approval abilities.Provide ability for an encumbrance request that is denied by the CFO Override approver to route to the Program Approver through Workflow.Provide ability for an encumbrance request with modified accounting codes to route through the budget check again via Workflow.Provide ability for any user to query on any submitted or reviewed/approved transactions.Provide ability for authorized users within the CFO's office to override disbursements rejected due to insufficient cash.Provide ability for disapproved encumbrance request to return to requester through Workflow.Provide ability for disapproved submitted invoice to return to Invoice Processor through Workflow.Provide ability for rejected payment request to send notification of rejection to appropriate agency user through Workflow.





Area of Focus

(Focus/ General)










Accounts Payable Inter-agency billing P2P1015 F3









Provide ability for rejected payment request to sit in Verify Cash queue pending action by appropriate agency user through Workflow.Provide ability for rejected submitted invoice to send notification of rejected to Program Approver through Workflow.

Provide ability for the CFO Override approver to approve or deny the request to override the failed budget edit.Provide ability for the contracts module to automatically create encumbrances. The system should be setup with multiple fiscal years and be able to identify the account code, dollar amounts, etc. to be used for current and future fiscal years.

Provide ability for the Encumbrance Approver to edit the encumbrance request to apply the agency budget override to the failed budget edit.Provide ability for the encumbrance request to be established as an encumbrance upon selection of the agency budget override.

Provide ability for the paying agency to acknowledge the receivable form the billing agency.Provide ability for the program approver to review/edit the receivable and approve the receivable.Provide ability to allow payments to payees within a direct load data exchange to have a payment generated without them previously existing in a vendor table.Provide ability to auto-generate an accounting event upon the full approval of the invoice (Posted Invoice).Provide ability to auto-generate an accounting event upon the issuance of a payment.Provide ability to auto-generate an accounting event upon the rejection of a submitted invoice.Provide ability to auto-generate an accounting event upon the submission of an invoice.Provide ability to auto-generate email notification to the vendor and the "receiving" state agency of the offset payment and amounts paid per each payment recipient.Provide ability to auto-generate notification to the vendor when their IRS/TIN Matching has failed with the comments from the IRS causing the failure.





Area of Focus

(Focus/ General)





















Provide ability to auto-generate the run of scheduled payments for the day on a user defined date and/or a user defined rule (e.g. x amount of business days prior) of when the payment is due.

Provide ability to automatically edit and enter and process net and discount payment terms on a submitted invoice for a particular vendor based on their profile.Provide ability to automatically perform a 2-way match using the submitted invoice with the approved receipt.Provide ability to automatically perform a 3-way match using the submitted invoice with the approved receipt with the encumbrance.Provide ability to automatically update the ARB receivable after the offset has been applied.Provide ability to direct load PCard for payments made to the state’s PCard provider.Provide ability to edit and select multiple fiscal years for the encumbrance.Provide ability to edit, review and approve or disapprove a payment by wire transaction request through Workflow.Provide ability to edit, review and approve or disapprove a receipt request through Workflow.Provide ability to edit, review and approve or disapprove a submitted 1099 issuance through Workflow.Provide ability to edit, review and approve or disapprove a submitted contract review Workflow.Provide ability to edit, review and approve or disapprove a submitted invoice through Workflow.Provide ability to edit, review and approve or disapprove a submitted posted invoice through Workflow.Provide ability to edit, review and approve or disapprove a submitted travel advance through Workflow.Provide ability to edit, review and approve or disapprove a submitted travel authorization request through Workflow.Provide ability to edit, review and approve or disapprove a submitted travel reimbursement request through Workflow.Provide ability to edit, review and approve or disapprove an EFT request through Workflow.





Area of Focus

(Focus/ General)










Accounts Payable Invoice Processing P2P1047 Provide ability to integrate with all modules within Florida PALM. F2



Contracts Document Management P2P1050 G






Provide ability to enter sufficient detail (e.g., vendor name, description of encumbrance need, current and future fiscal years, dollars amounts, COA, etc.) to submit for approval to generate an encumbrance.

Provide ability to for the paying and billing agencies to enter/view sufficient detail to know that the invoice belongs paying agency.

Provide ability to generate a printable Contract Summary Form that compiles ERP contracts data with payment history data and is formatted to accommodate wet signature on a hard copy.

Provide ability to include lines for the COA information for multiple fiscal years.Provide ability to integrate and exchange data with external systems, e.g. MFMP.Provide ability to integrate with agency business systems to send contract details to Florida Palm.

Provide ability to integrate with the cash module to verify cash availability.Provide ability to issue offset payments to a state agency by journal transfer and issue remaining payment to the vendor by their method of payment.Provide ability to maintain changes to contract documents during the procurement process.Provide ability to obtain data from the DFS Substitute W9 website for the purpose of TIN matching with the IRS.Provide ability to perform a budget check from the data received from external systems, such as MFMP and Agency Business Systems, for establishing encumbrances.Provide ability to perform a budget check from the data received from external systems, such as MFMP and Agency Business Systems, for invoice processing.Provide ability to require information regarding the nature of the travel including: Actual lodging expenses.Provide ability to require information regarding the nature of the travel including: Other expenses/common carrier paid by traveler (Including amount and type).





Area of Focus

(Focus/ General)









Travel Employee Reimbursement P2P1061 Provide ability to store travel information including: Division. GTravel Employee Reimbursement P2P1062 G

Contracts Contract Administration P2P1063 Provide ability to update contract details and submit for approval. F3










Provide ability to require information regarding the travel performed by common carrier or State vehicle including: travel date, ticket number or State vehicle number, from/to, amount, and name of common carrier or State agency owning vehicle.

Provide ability to return incorrect/incomplete invoice to the vendor for action.Provide ability to review and approve or disapprove a submitted encumbrance request through Workflow.Provide ability to route encumbrances with future fiscal years through a budget check on July 1st of the appropriately referenced fiscal year.Provide ability to send date to an external database (e.g., MFMP) the results of the IRS/TIN Matching.

Provide ability to store travel information including: Explanation of benefits accruing to the State of Florida.

Provide ability to update Statewide Vendor File and the Statewide EFT file to indicate the Vendor payment is via ach.Provide ability to update Statewide Vendor File as a warrant as the Vendor payment method.Provide ability to validate the format of the data received from external systems to match the requirements of Florida PALM.

Provide the ability for a DFS direct load approver to edit the transactions loaded into the system.Provide the ability for agencies to review and respond to audit report findings for selected transactions.Provide the ability for the billing agency to acknowledge request for additional information from the paying agency.Provide the ability for the billing agency to acknowledge the rejection of the receivable from the paying agency via Workflow.

Provide the ability for the billing agency to post the created inter-agency receivable in Florida PALM.Provide the ability for the billing agency to update the receivable with the necessary information needed by the paying agency to process the receivable including changing the paying agency if the it was billed to the wrong agency.





Area of Focus

(Focus/ General)



















Provide the ability for the paying agency to assign and agency program approver via Workflow if the receivable is determine to be legitimate.Provide the ability for the paying agency to reject the receivable and add comments for justification.Provide the ability for the paying agency to return the receivable and notify the billing agency if additional information is needed to process payment.Provide the ability for the system to integrate direct load payments to budgetary control.Provide the ability to automatically print and mail 1099s to the vendor.Provide the ability to automatically turn the receivable into an invoice after the paying agency program approver has started to edit the invoice.Provide the ability to calculate backup withholding deposits required.Provide the ability to calculate prompt payment interest within the system by utilizing the following fields: Invoice Received Date, Goods or Services Received Date and Invoice approved for Payment Date.

Provide the ability to capture deposits made or reductions to invoice transactions for interest due and payable to the state as a result of an advance payment.Provide the ability to change a contract status to "hold" for noncompliance issues that would prevent any further activity on the contract until the compliance issue has been addressed.

Provide the ability to direct load warrant data for approved invoice payments (e.g., workers compensation, insurance payments, public assistance payments).Provide the ability to drill down on invoice details by clicking on the invoice number.Provide the ability to enter contract data(e.g., contract type, date of execution) that is not prepopulated from master vendor records.Provide the ability to enter EFT request into the Statewide EFT file.Provide the ability to generate a state tax ID number. For example a fictitious or foreign vendor.





Area of Focus

(Focus/ General)




Accounts Payable Unclaimed Property P2P1088 F3






Contracts Contract Administration P2P1094 Provide the ability to record Contract Manager qualifications. GAccounts Payable Payment Processing P2P1095 F3









Accounts Payable Payment Processing P2P1104 Provide the ability to validate the ACH data from the bank. G

Provide the ability to generate payment to Unclaimed Property of the applicable agency at the point a warrant has escheated.

Provide the ability to identify transactions where the DFS sampling auditing criteria can be applied based on a set of DFS-defined audit criteria (e.g., vendor name, account codes).

Provide the ability to override the method of payment i.e., a vendor sequence is set up for Direct Deposit but a warrant is necessary for payment.Provide the ability to perform backup withholding on applicable vendors.Provide the ability to process vendor payments to a designated bank account based on vendor defined criteria, e.g. location (sequence).Provide the ability to produce form 945 that fully complies with current and on-going IRS standards.

Provide the ability to return the ACH request to People First and/or Florida Retirement System.Provide the ability to review contracts based on established thresholds as identified with Florida Statute and Comptroller Memorandums.Provide the ability to review the 1099 transactions in queue via the approval Workflow.Provide the ability to send the 1099 data 1099s issued to the vendor to the IRS.Provide the ability to send the bank the EFT information(e.g., routing number, account number, etc.) to validate.Provide the ability to submit the request to issue 1099s through approval Workflow.Provide the ability to submits the on-line travel reimbursement request form using the travel authorization number.Provide the ability to upload the audit report and agency response which may include corrective action to the Transparency Portal.

Provide the ability to validate data completeness and format that is integrated from MFMP and agency business systems.





Area of Focus

(Focus/ General)






Projects Inquiry and Reporting PA001 F2

Projects Inquiry and Reporting PA002 Provide ability to track project budget revisions. F2Projects Security PA003 F2

Projects Project Budgets PA004 F3

Projects Project Accounting PA005 G

Projects Project Accounting PA006 F3








Provide the ability to validate vendor or employee EFT information.Provide the ability to verify the formatting of the interfaced data before loading into Florida PALM.Provide ability to perform federal funds tracking, from receipt to payment from State Treasury, in regard to projects.

Provide ability to maintain an audit record of any and all changes to projects (including budget changes) by User ID and timestamp.

Provide ability to establish budgets for projects. Budgets control expenditures available for project billing only.Provide ability to accumulate project costs to facilitate billing for all reimbursable portions of projects.Provide functionality to identify / automatically flag all transactions / documents / business events that have already been billed and only include new or modified transactions / documents / business events in the next billing for a project.

Provide ability to generate an invoice based on user defined criteria for the reimbursement of cost for a project or group of project(s).Provide ability to generate an invoice based on direct and indirect costs even though some of the costs (e.g., indirect) are stored as memo entries.Provide ability to create and store a default billing method for a project, sub-project, grant, subrecipient that will be used in the generation of an invoice for reimbursable costs and subsequent accounts receivable.

Provide ability to invoice based on transactions / documents / business events that have been disbursed instead of at the point that an expenditure has been recorded.Provide ability to create project budgets with multiple funding sources including Grants, Bonds, General Fund, Internal Service Funds, Federal Funds, State Funds, Trust Funds, Donations, Fee-Supported Projects, Earned Interest Income, and other user-specified operating funds.

Provide method to identify inter-agency and intra-agency transactions.Provide ability to identify a revenue contract (not grant or state funds) as a funding source.





Area of Focus

(Focus/ General)




Projects Project Accounting PA027 Provide ability to record transactions at the project activity level. G


Projects Project Management PA029 F3










Provide ability to create debt service budgets for bond funded projects.Provide ability to record and store information on each Agreement associated with a project or sub-project. The agreement information should include but not be limited to: Agreement Type (e.g., Vendor, Recipient, Subrecipient).

Provide ability to record and store information on each Agreement associated with a project or sub-project. The agreement information should include but not be limited to: Agreement Amount.

Provide ability to record and store information on each Agreement associated with a project or sub-project. The agreement information should include but not be limited to: Agreement date; Amendment(s) and date(s); Agreement beginning and ending dates.

Provide ability to record and store information on each Agreement associated with a project or sub-project. The agreement information should include but not be limited to: Agreement Service period.

Provide ability to record and store information on each Agreement associated with a project or sub-project. The agreement information should include but not be limited to: Agreement Service Type (set by DMS).

Provide ability to record and store information on each Agreement associated with a project or sub-project. The agreement information should include but not be limited to: Agreement Status (e.g., Pending Execution, Approved, Executed, Suspended, Closed).

Provide ability to record and store information on each Agreement associated with a project or sub-project. The agreement information should include but not be limited to: Agreement Status Date.

Provide ability to allocate and apply direct and indirect costs to projects.Provide ability to record expenses to allocate costs across multiple projects or sub-projects.Provide ability to track overhead costs that can be charged to a project.





Area of Focus

(Focus/ General)




Projects Data Integration PA039 F2












Provide for project structure to be maintained through an upload/interface from agency business systems.Provide configured functionality to perform mass upload of project changes such as project open and close dates, status changes, project participation, bond provider, etc.Provide ability to upload and download project data to/from sources such as MS Excel and MS Project.Provide ability to record and store the Project Id, Sub-Project, Phase and Project Task Identifier on any transaction / document / business event.Provide ability to allow the values for Project Id to be assigned sequentially by the system or assigned by an authorized user.

Provide ability to record and store the indirect rate(s), Indirect Cap, effective period for the rate(s), and basis for the rate(s) on a project as well as apply the indirect rate(s) for a project at specific time period(s), business event(s), or at user's request and store the results.

Provide ability to modify indirect rate(s) and re-apply the adjustment for a specified period on the project.Provide ability to correct transactions that were inappropriately charged to a data element in the project structure such as project id, Sub-Project, Phase, Project Task Identifier, or funding source identifier. Corrections for previous fiscal year transactions need to be posted to the current fiscal year.

Provide ability to prohibit processing of specified project-related transactions / documents / business events based on the project's status (with override capability).Provide ability to automatically post the appropriate accounting entries for a project or sub-project when a payment is cancelled that was originally posted to the project or sub-project.

Provide ability to automatically post the appropriate accounting entries for a project or sub-project when a prior year refund is recorded for a payment that was originally posted to the project or sub-project.

Provide ability to record and query historical listings of amendments and renewals on agreements affecting projects.





Area of Focus

(Focus/ General)




Projects Document Management PA053 F2








Projects Project Management PA061 Provide ability for users to manually create a project schedule. G

Projects Project Accounting PA062 Provide ability to manually set aside retainage. GProjects Project Accounting PA063 G




Provide ability to attach multiple electronic files (e.g., Word documents, PDF, etc.) to the project record.Provide ability to further establish valid combinations of the account code structure for posting to the project, sub-project or phase. For example, only identified organizations, funds, objects can be associated with the project, sub-project, or phase.

Provide ability to automatically convert Construction Work In Progress (CWIP) costs (including labor) into a capitalized asset, appropriately adjusting general ledger accounts and updating the asset management module. CWIP costs may span fiscal years.

Provide ability to collect and report accurate costs of statewide / multi-agency projects' and sub-projects' land management activities in accordance with Section 259.037, F.S. - Land Management Uniform Accounting Council.

Provide ability to close a specific level that would then close all lower levels of the project at any point in the year.Provide ability to suspend a project or sub-project prior to completion.Provide ability to prevent the purging of records on a multi-year project until the project is closed.Provide ability to support a hierarchy for projects of at least 5 levels (e.g., program, project, sub-project, phase, and activity).

Provide ability to automatically set aside retainage by multiple user-defined percentages and release formulae.Provide ability to generate transaction to pay out retainage after contract completion reaches user-defined threshold. This transaction must be approved by an authorized user before posting.

Provide ability to record non-financial data without affecting financial accounts.Provide ability to differentiate direct and indirect costs and identify the type of costs (i.e., fixed, fixed plus flat fee, etc.).





Area of Focus

(Focus/ General)











Projects Project Accounting PA075 Provide ability to link a project to multiple bond issues. F3Projects Project Accounting PA076 F3

Projects Project Accounting PA077 Provide ability to allow partial release of escrow funds. F3Projects Project Accounting PA078 F3

Projects Workflow PA079 F2


Projects Project Management PA081 Provide ability to identify inactive projects for possible close. GProjects Project Management PA082 Provide ability to close a project on a user specified date. GProjects Project Management PA083 F3


Projects ERP Integration PA087 F3

Provide ability to allow input, adjustment, and transfer of costs at the lowest level of account coding within the project ledger.

Provide functionality to allocate amount of revenue/ expenditure to various projects by entering a percentage for each project.

Provide ability to allow posting of non-financial transactions to project ledgers without a corresponding posting to general ledger accounts.Provide ability to associate multiple funding sources to multiple sub-projects and phases within projects.Provide functionality to identify projects lacking financial activity for a user-defined period for possible closeout.Provide ability to separate costs by real estate acquisition, construction or by any other user definable cost grouping.Provide ability for multiple phases to apply to one construction project.

Provide ability to record contractor insurance coverage expiration date and prevent payments after the expiration date.

Provide ability to track special earmarks including the ability to have multiple earmarks on one project and to capture expiration date if applicable.Provide ability to issue a warning when closing a project or phase and there is an open encumbrance, payable or receivable.

Provide ability and procedure to purge and archive data for closed projects using parameters defined by agency.

Provide ability to allow a user with appropriate security to re-open a closed or suspended project or phase.Provide ability to record labor costs as required matching contributions.Provide a link between an asset recorded in the Asset Management module and the project(s) associated with the acquisition of the asset.





Area of Focus

(Focus/ General)




Projects ERP Integration PA090 G






Projects Project Accounting PA097 Provide ability to track contracts and expenditures to a project. G

Projects Project Accounting PA098 Provide ability to track multiple contracts to a single project. GProjects Project Accounting PA099 Provide ability to track a single contract to multiple projects. GProjects ERP Integration PA100 G



Projects Project Accounting PA1003 Provide ability to deactivate a project ID and update the status. G


Provide ability to integrate with relevant modules including: Asset Management, to set up, update, book work in progress, and capitalize assets associated with projects.Provide ability to integrate with relevant modules including: Grants, to associate and update grant funded projects and capture project indirect costs.Provide ability to integrate with relevant modules including: Procurement to Payment, to capture, track, and update encumbrances, expenditures, payables, and contracts associated with projects.

Provide ability to integrate with relevant modules including: Accounts Receivable, to set up and update customers, and create/update receivables, revenues, billings, and draws associated with projects.

Provide ability to integrate with relevant modules including: General ledger, to activate and deactivate project IDs at the chart of accounts, update the Project subledger, capture costs, and post journal transfer entries.

Provide ability to integrate with relevant modules including: Asset Management, to designate a project output to be recorded as a capitalized asset upon completion (e.g., Infrastructure, Software Development).

Provide ability to integrate with relevant modules including: Asset Management, to record fixed assets to a project when they are purchased on behalf of the State (e.g., contractor procures HVAC unit as part of construction project).

Provide ability to budget check all transactions / documents / business events posted to the project, sub-project, or phase for available budget and release at these levels.Provide ability to create an extract to upload cost captured by projects to relevant agency business systems.

Provide ability to generate and process journal transfer entries as a result of applying project cost and direct/indirect/SWCAP cost allocations.





Area of Focus

(Focus/ General)










Projects Project Management PA1010 Provide ability to link a project to multiple projects. F3Projects Project Management PA1011 F3

Projects Inquiry and Reporting PA1012 Provide report on status of project set up activities. F2Projects Inquiry and Reporting PA1013 F2


Projects Project Management PA107 Provide ability to link a project to a grant. F3Projects Project Management PA108 Provide ability to link a project to multiple grants. F3Projects Inquiry and Reporting PA110 F2



Provide ability to identify activities on the critical path (dependencies).Provide ability to input and maintain project profile to summarize activities and enable activity monitoring.Provide ability to input project dependencies between tasks with predecessor/successor relationships.Provide ability to input project resources, resource assignments for project execution.Provide ability to integrate with relevant modules including: Budget, to establish and update project budget.Provide ability to integrate with relevant modules including: Asset Management, to capitalize the asset and update expenses and work-in-progress when a capital project is closed.

Provide ability to record and store information on each Agreement associated with a project or sub-project. The agreement information should include but not be limited to: Method of Payment (e.g., Cost Reimbursement, Fixed Fee).

Provide reporting on the following: Project expenditures and revenue by funding sources.Provide Workflow capability to alert designated users if there are outstanding encumbrances, Purchase Orders, Contracts, Payables, Expenditures, Revenue/Billing, or Assets associated with the project during project ID closeout.

Provide on-line inquiry of summarized transactions by the project ID for the month, fiscal year, and life-to-date. Provide user with the ability to drill-down from summary to the detail for each transaction / document / business event.

Provide an online inquiry screen that allows the user to look for a project based on a data element in the project structure.Provide ability to query and report all transactions / documents / business events identified as a federal funding source on the project for any time period specified by the user (e.g., Federal fiscal year, state fiscal year, Life to date) and if needed, segregate based upon receipt of federal funds.





Area of Focus

(Focus/ General)


















Provide an on-line display of historical summaries with drill down to detailed data for Revenue, Encumbrance and Expenditure amounts by month, quarter, year and life to date of the project by any data element in the project structure.

Provide ability to identify and report project budget, expenditures, encumbrances and revenue over several different periods including state fiscal year, federal fiscal year, multiple-year project period, and any specified period within the project period by any data element in the project structure.

Provide an online inquiry screen that displays the project budget, encumbrances, expenditures, amount billed and received and available budget. The numbers displayed should be the same balances used by the budget/cash edit program by any data element in the project structure.

Provide ability to record and store Projected and Actual Revenue and Expenditures for a specific time period(s), phase(s), activity(s), object(s), business events, and/or organization(s) for use in forecasting and what if analysis.

Provide ability to view/report on summary and detailed capital and operating project budgets by: Grant/Program.Provide ability to view/report on summary and detailed capital and operating project budgets by: Project.Provide ability to view/report on summary and detailed capital and operating project budgets by: Sub-Project.Provide ability to view/report on summary and detailed capital and operating project budgets by: Project phase.Provide ability to view/report on summary and detailed capital and operating project budgets by: Activity.Provide ability to view/report on summary and detailed capital and operating project budgets by: Agency.Provide ability to view/report on summary and detailed capital and operating project budgets by: Fund.Provide ability to view/report on summary and detailed capital and operating project budgets by: Organization.Provide ability to view/report on summary and detailed capital and operating project budgets by: Function.Provide ability to view/report on summary and detailed capital and operating project budgets by: Cost Center.





Area of Focus

(Focus/ General)















Projects Inquiry and Reporting PA141 Provide ability to view prior years' project costs online. F2Projects Inquiry and Reporting PA142 F2




Projects Inquiry and Reporting PA146 Provide ability to link multiple projects for reporting purposes. F2Projects Inquiry and Reporting PA147 F2

Provide ability to view/report on summary and detailed capital and operating project budgets by: Source of Revenue.Provide summary and detailed capital and operating project budgets by: Expenditure Object (at any level of hierarchy).Provide summary and detailed capital and operating project budgets by: Job Level.Provide summary and detailed capital and operating project budgets by: Location.Provide summary and detailed capital and operating project budgets by: District or other geographical breakdown.Provide summary and detailed capital and operating project budgets by: A user defined field.Provide summary and detailed capital and operating project budgets by: Any other delivered project data element.Provide ability to roll up project budget details to a user-defined summary level.Provide ability to track both revenues and expenditures against the budget.Provide ability to drill down from the project budget error message to the budget inquiry screen and to automatically retrieve budget data.Provide a single on-line inquiry screen that contains and displays all of the following: project budget, adjustments, encumbrances, expenditures, revenue, and available budget. The numbers displayed are current and the same balances used by the budget edit program.

Provide ability to identify expenditures by grant number, project number, and outstanding encumbrances for specific project ID.

Provide ability to track project and contract costs and encumbrances by equipment/asset categories.Provide ability to allow inquiries into project budgets, encumbrances, revenues, and expenditures at any level of the project hierarchy (sub-project, phase, activity).Provide ability to maintain historical data for projects across multiple fiscal years.

Provide ability to track bonds by project name, number, and contractor.





Area of Focus

(Focus/ General)




















Provide ability to track multiple types of escrow activity, by unique escrow identifier (e.g., liens, non-profit monies, miscellaneous activities).Provide ability to generate reports from specific or ranges of: Project ID or Name.Provide ability to generate reports from specific or ranges of: Project Manager.Provide ability to generate reports from specific or ranges of: Project Location.Provide ability to generate reports from specific or ranges of: Type (capital or operating).Provide ability to generate reports from specific or ranges of: Agency.Provide ability to generate reports from specific or ranges of: Division.Provide ability to generate reports from specific or ranges of: State Fiscal Year.Provide ability to generate reports from specific or ranges of: User Specified Dates.Provide ability to generate reports from specific or ranges of: Funding Source.Provide reporting on the following: Project expenditures by funding sources and type including associated invoice and warrant/EFT numbers at a summary and detail level.Provide reporting on the following: Project expenditures by type of expenditure (i.e., fixed asset, component, etc.).Provide reporting on the following: Project expenditures by vendor and invoice number.Provide reporting on the following: Project actuals for current user defined period.Provide reporting on the following: Direct and indirect costs associated with a project, including assessment of fringe benefit and/or overhead costs associated with direct project labor.

Provide reporting on the following: List of pending Workflow approvals older than a user defined number of days.





Area of Focus

(Focus/ General)










Projects Inquiry and Reporting PA172 Provide reporting on the following: Cost Variance. F2Projects Inquiry and Reporting PA173 Provide reporting on the following: Schedule Variance. F2Projects Inquiry and Reporting PA174 Provide reporting on the following: Variance at Completion. F2Projects Inquiry and Reporting PA175 Provide reporting on the following: Program. F2Projects Inquiry and Reporting PA177 Provide reporting on the following: Sub-Project. F2Projects Inquiry and Reporting PA178 Provide reporting on the following: Project Phase. F2Projects Inquiry and Reporting PA179 Provide reporting on the following: Activity. F2Projects Inquiry and Reporting PA180 Provide reporting on the following: Period-to Date. F2Projects Inquiry and Reporting PA181 Provide reporting on the following: Prior Period. F2Projects Inquiry and Reporting PA182 Provide reporting on the following: Year-to-Date. F2Projects Inquiry and Reporting PA183 Provide reporting on the following: Inception-to-Date. F2Projects Inquiry and Reporting PA185 F2

Projects Inquiry and Reporting PA186 Provide drill down capabilities on project related reports. F2Projects Inquiry and Reporting PA187 Provide ability to see cost variance and schedule on one report. F2

Provide reporting on the following: On demand list of all projects and sub-projects approved within a user defined period. The report includes Federal Project ID, State Project ID, Federal Route, and Approved Budget Amount, Funding Sources, and STIP (State Transportation Improvement Program) Budget Item Number.

Provide ability to track and report revenue and expenditure (actual and budget including encumbrances) by current fiscal year and project inception date to current date at detail level specified by user.

Provide an online inquiry screen that allows the user to select the time period of the data displayed including the month and year as well as the type of activity (i.e., monthly activity, year-to-date activity, or life-to-date activity).

Provide an online inquiry screen that displays project budget, encumbrances, expenditures, revenues, and available budget. The numbers displayed are the same balances used in the General Ledger and also reflected in the subsidiary ledgers.

Provide an online inquiry screen that displays project status (e.g., open, closed, etc.).Provide an online inquiry screen to view vendor and customer information by project.

Provide ability to inquire on any data element on the project master record.





Area of Focus

(Focus/ General)
























Provide ability to inquire/lookup projects by contracts with financial transaction details.Provide ability to inquire/lookup contracts by projects with financial transaction details.Provide ability to lookup projects by grant and other funding sources.Provide ability to look up projects by type and other user defined fields.Provide ability to maintain project identification data such as: Type of Work.Provide ability to maintain project identification data such as: Funding Authorization date.Provide ability to maintain project identification data such as: Federal Route.Provide ability to maintain project identification data such as: Federal Section.Provide ability to maintain project identification data such as: Federal Sequence Number.Provide ability to maintain project identification data such as: County.Provide ability to maintain project identification data such as: District.Provide ability to maintain project identification data such as: Street.Provide ability to maintain project identification data such as: Road.Provide ability to maintain project identification data such as: Bridge.Provide ability to maintain project identification data such as: Person responsible for project.Provide ability to maintain project identification data such as: Status.Provide ability to maintain project identification data such as: Project Begin Date.Provide ability to maintain project identification data such as: Project End Date.Provide ability to maintain project identification data such as: Beginning Mile point.Provide ability to maintain project identification data such as: Miles.





Area of Focus

(Focus/ General)












Projects Project Accounting PA217 Provide ability to support the reporting of unfunded projects. F2Projects Project Accounting PA218 F3






Projects Security PA226 F2

Provide ability to maintain project identification data such as: Lane.Provide ability to maintain project identification data such as: Direction (i.e., northbound, southbound).Provide ability to maintain project identification data such as: Description of work.Provide ability to maintain project identification data such as: Estimated Cost.Provide ability to maintain project identification data such as: Funding Source (multiple).Provide ability to maintain project identification data such as: Project Request Status.Provide ability to maintain project identification data such as: Project Categorization.Provide ability to maintain project identification data such as: Functional Class (e.g., on/off highway system, rural, urban, State roads, etc. to support Federal reporting).

Provide ability to record and update both Federal (20 character alpha/numeric) and State (20 character alpha/numeric) project ID's with the ability to associate one Federal project ID with one or more State project ID's.

Provide ability to automatically assign project IDs to the next available sequential number or to manually assign a project ID.

Provide ability to associate a project to multiple federal routes, federal sections, and federal sequence numbers.Provide ability to close-out or carry forward fiscal year appropriation balance(s) by project, based on the type of appropriation. If the appropriation balance(s) is carried forward, it must maintain it's original year of appropriation.

Provide ability to carry forward project budget allotments to the next allotment period based on the funding source.Provide ability to track budget to appropriation to actual expenditures.Provide project budgetary control options as follows: Absolute control - prevents transaction from processing without override approval; Warning - provides warning message but allows transaction to process; and No control - allows transaction to process without warning.





Area of Focus

(Focus/ General)





Projects Project Budgets PA228 G



Projects Project Management PA231 Provide ability to track projects over multiple years. F3Projects Project Accounting PA233 F3






Projects Project Budgets PA239 Provide ability to allocate interest income as a funding source. G





Provide ability to establish / maintain a project budget that is separate and independent of all other budgets (e.g., appropriation, agency, grant, and contract).Provide ability to establish / maintain project accounts to record project budgets, encumbrances, expenditures, anticipated revenues, and receivables.Provide ability to move funding from one project to another, with appropriate security control.Provide ability to allow users to increase or decrease project funding after project is in place, with the appropriate security control.

Provide ability to allow authorized users to transfer transaction detail from one project to another.Provide Workflow capability to generate online, user defined warnings when project and / or phase expenditures near or exceed the original and/ or current project estimates.Provide Workflow capability to alert users when billings exceed the project budget but allows transactions to process with override approval.Provide ability to set and record project milestones based on percentage of budget expended in addition to task execution.Provide Workflow capability to alert users and provide an edit / validation when project billings exceed the project budget and release amounts.Provide ability to perform flexible budgeting for capital and operating projects while adhering to level of budgetary controls established in the General Ledger.

Provide ability to budget forecast for multi-year periods, which can support development of a Capital Improvement Plan and an Operating Project Improvement Plan.Provide ability to allow project budgets spanning multiple fiscal years.Provide ability to suspend a project (i.e., prevent transactions from posting against the project).Provide project budgetary control at varying levels and combinations of the Chart of Accounts.





Area of Focus

(Focus/ General)



















Provide ability to edit encumbrances and expenditures against the agency project budget.Provide ability to allocate and control the project budget by the following periods: State Fiscal Year.Provide ability to distribute and control the project budget by the following periods: Federal fiscal year.Provide ability to distribute and control the project budget by the following periods: Month.Provide ability to distribute and control the project budget by the following periods: User defined period (manually input budget for each month).Provide project budgetary control options as follows: Override control -- prevents transaction from processing with the ability to override error with appropriate security.Provide project budgetary control options as follows: Warning -- provides warning message but allows transaction to process.

Provide project budgetary control options as follows: No control -- allows transaction to process without warning.Provide multiple levels of project budget control (override, warning, none) within one agency.Provide ability to maintain multiple types of project statuses. For example, a project may be complete from a performance viewpoint but still open for accounting purposes.Provide ability to prevent charges from being allocated to a closed project, sub-project, or phase with the ability to override with the proper security.Provide ability to increase or decrease the maximum amount of project funding with proper security.Provide ability to support multiple revisions and amendments to the project budget.Provide ability to establish / maintain multiple levels of project budget within the same organization.Provide ability to record and store Budget Amount(s) for a specific time period(s), fund(s), object(s), business events, and/or organization(s) by project, sub-project, or phase. The budget amount(s) can be identified as expendable or another type of cost accounting and applied accordingly.





Area of Focus

(Focus/ General)






Projects Project Management PA268 Provide ability to record milestone dates per project. F3Projects Project Management PA269 F3





Projects Project Management PA274 Provide ability to specify contractor name per project. F3Projects Project Management PA275 F3




Projects Project Management PA284 G




Provide ability to record and store a Work Breakdown Structure (e.g., Schedule for Phases and activities within each phase including Budget by Phase and/or task) for a project or sub-project.

Provide ability to allow users to establish project activity at a lower level of detail (e.g., phase) than project ID and track financial activity associated with each location, sub-project, phase, or activity within phase.

Provide ability to monitor project progress and milestone accomplishments against a project-specific schedule.Provide ability to manage project deliverables including: Defining deliverables.Provide ability to manage project deliverables including: Associating deliverables to activities.Provide ability to record progress status data for each activity including: Percentage Complete.Provide Workflow capability to alert users that prerequisites (e.g., insurance, Worker's Compensation) have been met. Prevents contractors from getting paid until prerequisites are met with the ability to override with the proper security.

Provide ability to record bid amount and final award amount per project.Provide ability to record progress status data for each activity including: Estimated Completion Date.Provide ability to record progress status data for each activity including: Actual Completion Date.Provide ability to uniquely identify each project through the assignment of a project number maintained in a project table.Provide ability to uniquely identify each project through the assignment of a project-related description maintained in a project table.Provide ability to uniquely identify each project through the assignment of a sub-project ID maintained in a project table.Provide ability to uniquely identify each project through the assignment of a project phase maintained in a project table.Provide ability to uniquely identify each project through the assignment of a project category maintained in a project table.





Area of Focus

(Focus/ General)






Projects Project Management PA290 Provide ability to allow project phases to overlap. GProjects Security PA292 F2














Provide ability to record and maintain project title (minimum length of 48 alpha/numeric characters)and description (minimum length of 250 alpha/numeric characters).Provide ability to enter a variety of descriptive information about a project, such as a narrative.

Provide ability for administrator to establish which users are authorized to add, change, and delete project requests.Provide ability for users with security authorization to override the project budget.Provide ability for users with security authorization to establish projects that may cross funds or budget units and may cross agencies.Provide ability to accommodate multiple transfers of funds between projects with appropriate authorization.Provide ability to prevent contractors from getting paid prior to the official start date of the project with the ability to override with the proper security.Provide ability to process project-related revenue transactions outside of the project service dates (with override capability).Provide ability to configure and control the project closing process through user defined tables.Provide ability to allow users to close a project phase without closing out entire project.Provide ability for users with appropriate security roles to override project budget and phase/status edits.Provide Workflow capability and a project initiation request form that can be submitted electronically.Provide Workflow capability for project and sub-project initiation requests, with different approval routing depending on project type (e.g., highway vs. local project).Provide Workflow capability for project requests to be routed back to requestors with notes for specific clarification needed.

Provide Workflow capability to allow comments and reasons for decisions to be added to project initiation requests with a full audit trail.Provide Workflow capability to alert the requestor when the project / sub-project has been approved or denied. Include State Project Number if approved.





Area of Focus

(Focus/ General)







Enterprise Security Security SDS-001 G

Workflow and UI User Interface SDS-002 G

General System Technical Architecture SDS-009 Provide in-memory computing capability. GBI and Analytics SDS-010 F2

Data Management Data Integration SDS-011 F2

Integration Architecture SDS-013 F2

General System Document Management SDS-014 G


General System Custom Development SDS-023 G





Provide Workflow capability for approvals for project funding change request.Provide Workflow capability to designated users for billings when a project ID is included.Provide ability to establish Enterprise/Statewide level parent projects and add parent/child relationships for multiple agencies (i.e., hurricanes).Provide ability to grant user access based on the concept of least privilege.Provide ability for responsive/adaptive web design for financial processes performed by end users.


Provide ability for running core, diagnostic and predictive analytics in real-time in the data warehouse without sacrificing system performance or data integrity (i.e., a single user or group of users will not be able to bring the entire system to a crawl with this capability enabled).

Provide integration technology for easy integration with other ERP solution providers.


Provide ERP and external Systems Process Integration patterns and frameworks including SOA, Pub/Sub, Hub and Spoke architecture.Provide information integration with unstructured data, content management for ERP application and external systems.


Provide Enterprise Search capabilities to ERP Application and data warehouse structured and unstructured information.Provide ability for the ERP Solution to support Cross-Mobile development platforms for browser and HTML5 based, Hybrid and native Mobile Apps.Provide for integrated, controlled, and extensible MDM as part of the solution.


Provide ability to ensure modern integration patterns and best practices from ERP providers are implemented.


Provide ability to integrate to existing Systems using industry standard SOA platforms (e.g., IBM WebSphere and Oracle WebLogic platforms).


Provide modern application interfaces to replace legacy state batch oriented file interfaces to real-time/ near real-time Integration (using SOA /Web Services/Message based).





Area of Focus

(Focus/ General)






General System System Tools SDS-036 G




General System Technical Architecture SDS-043 G





Enterprise Security Security SDS-058 Provide ability to encrypt data at rest using standard mechanism. G




Enterprise Security Security SDS-064 Provide ability to support public Key Infrastructure (PKI). G

Provide standardization of data services within ERP modules as well as to external Business Systems (e.g., vouchers, vendors, and customer) versus proprietary interfaces.Provide ability to customize standard interfaces with configuration versus coding.Provide the ability to manage and monitor all external interfaces to the solution through an administrative and operation console.

Provide support for multiple data-transfer methods, integration models and standard patterns including but not limited to: 1. XML2. Spreadsheet3. Flat file (e.g., ASCII, variable and/or fixed length, and comma-delimited).

Provide ability for Single Sign-On (SSO) suite that seamlessly integrates with Target Solution to DFS Agency System for Security and Access management.Provide ability for federated Security identity and access management as part of the solution.Provide capability for Data federation and services (producer and consumer) implementation to the new ERP solution.Provide ability for DFS/DIS environments to run security vulnerability testing for validation of the software delivered.Provide ability support integration with the Microsoft Active Directory environment for Authentication.Provide ability for active Monitoring of user access, duration and logs.Provide ability for active Monitoring of details on process/function accessed and update to event logs.

Provide ability to encrypt data in transit using standard mechanism.Provide ability to use Tiered/layered Services clearly demarcating Web / Application / Database /SOA Services with clear security controls and audit in place.Provide support for multi-factor authentication to user and device (mobile) using Secured Socket Layer (SSL) and Transport Layer Security (TLS).





Area of Focus

(Focus/ General)







Operations Management Archiving SDS-077 G





Provide capability for the ERP solution to run in distributed virtualized environments and provide deployment and automation tools for any 3rd party/partners used to provision and de-provision state applications/modules of the ERP solution.

Provide ability for integration to Application Performance Management (APM) tools to support the following:1. Details on all n-tier services/components/modules (i.e. Database Errors/triggers for thresholds, event alerts, dashboards, event monitoring, processing time, roundtrip time, user experience metrics, synthetic user metrics)2. End-to-end visibility across networks, servers, applications, databases, and storage arrays3. Simultaneous real-time analysis of all transactions4. Trend-based alerting and proactive early warning for potential problems5. Accelerate application troubleshooting6. Transparency to business unit stakeholders about the application infrastructure.

Provide ability to have high availability architecture for all tiers of software and hardware covering the entire ERP solution.Provide capability for automation of Data archiving, purging and scheduling with appropriate tools/scripts/documentation.


Provide standardized data for integrating systems using standardized business processes outlined by the State. Provide any necessary process model changes with a description of all the changes and functionality of the new ERP solution.


Provide a common notification framework for all external application interfaces with multiple channels (such as SMTP, Instant Messaging, SMS) including guaranteed acknowledgement from each side.

Provide ability to integrate external application interfaces using event-based framework supporting real-time or near real-time data integration.Provide a B2C developer website that exposes all API and interfaces to DFS citizen-oriented transparency functions (i.e. developer.FloridaPALM.com) with REST /XML /JSON API interfaces to DFS data and services to Citizens.





Area of Focus

(Focus/ General)






Transaction System Application Architecture SDS-085 G

General System SDS-086 G













Provide support for B2B odata.org frameworks and patterns for innovative B2B applications/integration.Provide ability to support UNSPSC (www.unspsc.org) for integration with MyFloridaMarketPlace (MFMP).Provide a search framework/facility for system, application, interfaces, and log files.


Provide detailed documentation of processes and tools for performing root cause analysis for any aspect of the solution or the integration.


Provide detailed documentation of processes and tools to debug any aspect of the solution or the integration.Provide any necessary datacenter hardware/devices at any endpoint for compression/decompression of any data transmission (including but not limited to XML datasets).Provide real-time Transactional Data integration with MyFloridaMarketPlace system running with Ariba.Provide real-time Transactional Data integration with People First system running with SAP ERP Solution.Provide real-time Transactional Data integration with legacy Flair Payroll system built with CICS and ADABAS backend.Provide real-time Transactional Data integration and notification with LAS/PBS System built with distributed technology.

Provide ability for end-to-end measurement of response times and runtime errors causing level 1 or level 2 trouble tickets and to perform Root Cause Analysis (RCA) through Application Instrumentation processes and tools.

Provide real-time Master Data integration with MyFloridaMarketPlace system running with Ariba.Provide real-time Master Data integration with People First system running with SAP ERP Solution.Provide real-time Master Data integration with legacy Flair Payroll system built with CICS and ADABAS backend.Provide real-time Master Data integration and notification with LAS/PBS System built with distributed technology.Provide ability to integrate to third party Application Performance Management (APM) tools for end-to-end performance management including but not limited to application and user experience and provide all of the packet-level decoders/plugins integrated into the APM tool.





Area of Focus

(Focus/ General)




Transaction System Application Architecture SDS-099 G

Reporting Standard Report Features SDS1001 F2

Operations Management Performance SDS1002 G

Data Management Data Integration SDS1003 F2

Data Management Data Integrity SDS1004 F2

Reporting Ad Hoc Query SDS1005 Provide ability to organize saved queries. F2Support Error Handling SDS1006 G

Operations Management Performance SDS1007 G

Support Error Handling SDS1008 G


Operations Management Performance SDS-101 G

Reporting Ad Hoc Query SDS1010 Provide administrative management abilities for ad-hoc queries. F2

Support Error Handling SDS1011 G




Provide n-tier architecture with separation of architecture concerns.Provide ability for user to configure the display of the selection criteria/query logic with report's results.Provide ability to defer the execution of reports and queries to a configurable day/time.Provide ability to integrate with bar coding, Quick Response (QR) Coding and/or Radio Frequency Identification (RFID).Provide ability to interface with industry standard 3rd party address validation and standardization systems.

Provide ability to perform online and batch administrative functions to make appropriate corrections to logged transactional or event errors through appropriate tools.Provide ability to schedule reports and queries on a recurring basis, including but not limited to, specific time, day of week or date(s) within the month, and at period end.Provide ability to standardize and maintain consistent error messages across the entire ERP solution leveraging error handling frameworks.Provide ability to verify and map the location of addresses using industry standard APIs.Provide ability to scale out to and handle large user base as the demand for the service increases. Ability to grow systems and infrastructure to meeting changing demands and peek traffic times in a day, week, month and year.

Provide error and event logging capabilities for all transaction processing and system functions.Provide real-time Master Data integration and notification with the Florida Legislature's Budget Amendment Processing System ( BAPS).Provide real-time Master Data integration and notification with the Treasury's Cash Management System (CMS) and all other Treasury subsystems.Provide real-time Transactional Data integration and notification with the Florida Legislature's Budget Amendment Processing System ( BAPS).





Area of Focus

(Focus/ General)





General System SDS1016 G

Support Audit Trails SDS-103 G


Operations Management Performance SDS-105 G

Data Management Database SDS-107 Provide ability to grow and meet storage capacity. F2Workflow and UI User Interface SDS-109 G

Workflow and UI User Interface SDS-110 F2




Workflow and UI User Interface SDS-114 Provide global settings to control meta tags on all pages. G

Provide real-time Transactional Data integration and notification with the Treasury's Cash Management System (CMS) and all other Treasury subsystems.


Provide the ability to customize documentation to match functionality of the production environment through appropriate tools.Provide ability for the audit trail data to be secure with no option to edit or delete any of the following information including but not limited to:1. Data and Time2. User ID3. Original and Changed Value4. Action and trace5. Failed attempts to complete the user action6. Agency user or program initiating the interface7. Completion Status (e.g., Completed, Completed with Errors, Cancelled, Ended with Error).

Provide ability to record the changes to electronic documents, pdf's, images and other digital assets. Records should be protected and ensure their accuracy and ready retrieval throughout the storage period. Access to audit trail should be limited to authorized and need to know personnel only. System should record the date and time of used entries and actions, modifications and deletion of records in system.

Provide ability to execute report in less than 5 -10 seconds for 95% of the standard reporting functions.

Provide ability to add/edit and personalize page labels by end users.Provide ability to upload images, word documents, and pdfs into the library and include meta tags.Provide ability to add/edit meta tags for data entities, allows users to query data, export/import data, and execute reports.Provide ability to support a large number of commonly used meta tags for the context that can be administratively made available for the user.Provide ability to support data classification framework to build and manage taxonomy of the meta tags.





Area of Focus

(Focus/ General)









Workflow and UI User Interface SDS-120 Provide ability to search information assets with meta tag. GWorkflow and UI User Interface SDS-121 G

Workflow and UI User Interface SDS-122 Provide ability to extend and relate tags with other meta tags. GWorkflow and UI User Interface SDS-123 Provide ability to categorize and organize tags by the user. GWorkflow and UI User Interface SDS-124 Provide a link for "show tag" and display the number count. GWorkflow and UI User Interface SDS-125 G







Provide per entity and per entity bundle to control default meta tags for all items of a certain type (e.g., all nodes of a certain content type).Provide ability to override meta tags on each entity object (e.g., to override meta tags individual user to personalize the tag).

Provide full support for meta tag revisions and Workflows based upon revision editing and administration.Provide ability to customize meta tags for solution components including but not limited to specific context, modules, submodules, pages, and views.Provide ability to manage user permissions for each meta tag to edit or add tags.

Provide ability to enumerate meta tags that can be used for system routine automation.

Provide ability to click on "show tags" to expand display and show all relevant tags grouped by category. Provide ability to fold back and shrink display to default view.Provide ability to display the tags as a note tool-tip when hovering the mouse over the show tags.Provide ability to search on related tags when the search keyword is related to other tags.Provide ability to suggest user tags based on saved queries and recent queries.Provide ability to inquire and report on individual user IDs and user profiles by system administrators.Provide access to all web-enabled portions through Microsoft Internet Explorer and other mainstream browsers (e.g. Firefox, Chrome, Safari, Mobile browsers, and next generation Microsoft browsers).

Provide for all fully web-enabled portions of the Data Warehouse solution to be accessible by Microsoft Internet Explorer and other mainstream browsers (e.g. Firefox, Chrome, Safari, Mobile browsers, and next generation Microsoft browsers).





Area of Focus

(Focus/ General)








Data Management Database SDS-140 F2







Provide ability to integrate with MAPI and SMTP mail servers and be compatible with and allow for full integration with industry leading electronic mail servers (e.g. Microsoft Exchange, sendmail, Open-Xchange, Postfix, and Exim might).

Provide ability to ensure that all architecture components (information management, application, technology platform, libraries) and its implemented systems components are modular and not interdependent and follow industry standard integrations.

Provide ability for System Administrator to configure password expiration timing and have password management of lower roles.

Provide ability to interface with the State's existing FLAIR Data Warehouse (interfacing DB2).Provide user interfaces to maintain the look-up enumerations when solution uses database lookup tables.Provide the ability to validate that the system implemented shall be compliant to the policies, principles and procedures set forth by DFS.Provide the ability to promote common reusable and sharable application components.


Provide the ability to document the target state architecture of the proposed solution using mainstream enterprise architecture frameworks (examples include NASCIO framework, US State EA Framework, FEAF, TOGAF, DoDAF, and Zachman).


Provide an ability to ensure that the documented target state architecture is updated on a regular basis and stays current to reflect the implemented solution along the delivery roadmap. Provide any third party tools necessary to ensure updated documentation.

Provide an ability to ensure that data is defined consistently across the implemented solution, and the definitions are documented and kept current.Provide an ability to ensure all parameters are configurable through standard mechanism and parameters are not hardcoded in any of the software, information management, application, service and system components that require a recompilation of the entire component.





Area of Focus

(Focus/ General)





Support Supportability SDS-157 G




General System Technical Architecture SDS-161B G


Data Management Data Integration SDS-162B F2





Provide an ability to migrate data from existing and legacy systems to support operational needs of Florida PALM.Provide ability to accept, store, and access all data required to support operating needs of Florida PALM.Provide ability to support industry standard and next generation programming languages and its related platforms (e.g., C#, Java, Scala, Grails, and other .Net programming languages) with an ability to function through a variety of available APIs.

Provide capability to debug any custom aspect of the solution or integrations.Provide real-time Transactional Data integration with legacy FLAIR Central system built with CICS and ADABAS backend.

Provide the ability to maximize the ERP system functionality via the Web to the majority of users without installation of client software.Provide ability to support modern vendor-supported (e.g. Microsoft, Apple, and Redhat) versions of desktop operating systems such as Windows, Mac, and Linux.Provide real-time Transactional Data integration with legacy FLAIR Departmental system built with CICS and ADABAS backend.Provide ability to authorized technical staff to: 1. Create new tables2. Create new objects3. Change field structure4. Create new fields.

Provide ability for identification/reporting of: 1. New user-defined tables2. New user-defined fields3. New user-defined objects.

Provide ability to include the following in the upgrade path: 1. New user-defined tables2. New user-defined fields3. New user-defined objects.

Provide ability to use mainstream database monitoring tools to enable administration and performance tuning of all ERP database environments.





Area of Focus

(Focus/ General)







Data Management Data Integration SDS-172 Provide ability to interface with the state's FACTS subsystem. F2






Provide supported application program interface (API) data definitions and file structures for the most common or largest volume ERP datasets including but not limited to: 1. Vendors2. Purchase Orders / Encumbrance Transactions3. Accounts Payable Invoices4. Accounts Receivable Invoices5. General Ledger Transactions.

Provide real-time Master Data integration and notification with legacy FLAIR Central system built with CICS and ADABAS backend.Provide real-time Master Data integration and notification with legacy FLAIR Departmental system built with CICS and ADABAS backend.

Provide capability for the system administrator and other authorized users to define users to the system including but not limited to the following information about each user:1. Unique User ID2. User First Name3. User Last Name4. User Agency5. User Division6. User Email Address7. Access Granted and Revoked.

Provide ability for the system administrator or other authorized users to assign users to user groups or to remove users from user groups.Provide ability for users to change their own password after successfully entering their current password. Note this does not apply to users authenticating through Active Directory.Provide ability to require passwords to be changed at an interval defined by the system administrator and/or other authorized users. Note this does not apply to users authenticating through Active Directory.

Provide ability to revoke access following a user-defined number of invalid sign-on attempts. Note this does not apply to users authenticating through Active Directory.





Area of Focus

(Focus/ General)






Operations Management SDS-184 G


Operations Management SDS-186 G

BI and Analytics Data Warehouse Architecture SDS-188 F2

Provide ability to log incidents of invalid password attempts which exceed the maximum allowable number of attempts, capturing user identification entered, violation type (e.g., invalid user id, invalid password, or invalid user id and password), violation date, violation time, and IP address. Note this does not apply to users authenticating through Active Directory.

Provide an audit trail for each interface program which includes but is not limited to:1. User ID2. Agency user or program initiating an interface3. Date and time of interface execution4. Completion status (e.g., Completed, Completed with Errors, Cancelled, Ended with Error).


Provide ability for authorized users to control job by transaction type, job start time, priority of the batch process.Provide ability to utilize a consistent user interface across all ERP system components and functional areas including but not limited to:1. User definable hot keys2. Page naming functions3. Navigation Patterns4. Consistent use of Controls5. Online Help and Menus (as defined by the user's security profile).


Provide ability to enable data refresh to occur on different refresh schedules: 1. As a scheduled event2. Manually3. Real timeProvide data warehouse refreshes that are efficient and timely.

Provide functionality to deploy performance and capacity scaling strategies including but not limited to:1. Parallel Processing2. Distributed Processing3. Partitioning, and Caching.





Area of Focus

(Focus/ General)




Enterprise Security SDS-189 G

Operations Management Report Administration SDS-191 G

Operations Management Report Administration SDS-192 G

Reporting Standard Report Features SDS-193 F2




Provide an audit trail of all refresh/updates to the data warehouse including but not limited to:1. User ID2. Date/Timestamp3. Number of Records4. Status5. Process Step6. Delta Change7. Source.

Provide ability to integrate with industry mainstream reporting services.Provide ability to integrate with industry mainstream reporting software (e.g., Crystal Reports).Provide ability to support export of query and report results to: 1. External Databases2. ASCII Files3. Spreadsheet format (.xls or .xlsx) with option to output data only4. Text Files (.txt)5. Other Presentation formats (e.g., PDF format)6. Standard portable flat file formats (e.g., xml, comma delimited, and tab delimited) with option to choose delimiter.

Provide functionality to distribute reports by a variety of methods including: 1. Secure email with encryption 2. Fax3. Printing.

Provide functionality to distribute reports by a variety of methods including: 1. Word Processing format (.doc or .docx) 2. XML format 3. PDF 4. Web 5. Smart Devices.





Area of Focus

(Focus/ General)





Reporting SDS-197 F2

Workflow and UI Workflow SDS-199 G

Support Supportability SDS-200 G




Provide ability to support creation of charts including but not limited to the following from the reporting tool: 1. Line Graphs 2. Pie Charts 3. Stacked bar charts 4. Min/Mid/Max line graphs 5. Regression lines 6. Graphic organizational charts.


Provide a data warehouse / business intelligence solution that includes pre-built data structures and data transformations for Accounts Payable, Accounts Receivable, Asset Management, Budget, Cash Management, Contracts, General Ledger, Grants, Projects, Travel, Treasury Management and Payroll.

Provide ability to support definition of Workflow events based on user-defined criteria.Provide support for industry mainstream source code version management products such as Microsoft Team Foundation Server, Atlassian Suite, Subversion, Polarion, and GitHub.


Provide user documentation that contains clear and thorough description of: 1. All online processing functions 2. All batch processing functions 3. Page data 4. Programs 5. Systems reports 6. Any processing parameters.


Provide ability to include the following technical system documentation:1. Current page definitions2. Current database definitions3. Current security administration4. Current installation5. Current performance tuning6. Current Workflow process and administration7. Current program descriptions.

Provide ability to execute interfaces with other systems: 1. On a Pre-Defined Schedule 2. On the request of an authorized user.





Area of Focus

(Focus/ General)





General System Technical Architecture SGT-006 G

Operations Management SGT-025 G

General System Document Management SGT-030 G

Support Supportability SGT-034 G

Operations Management Archiving SGT-037 G



Operations Management Performance SGT-045 G

Enterprise Security Security SSS-011 G


Provide ability to support the following character sets: 1. UTF-8 Unicode 2. UTF-16 Unicode 3. ASCII 4. EBCDIC. 5. ANSI.

Provide the ability to run on different software and hardware platforms.


Provide capability for processing pre-dated and post-dated transactions. Maintain effective dates and transaction dates for all transactions / documents / business events.Provide ability to use configurable document naming/numbering schemes.Provide ability for efficient implementation of System upgrades and new releases.Provide for automatic daily incremental back-up of all System files with periodic full back-up of the complete system with best RPO/RTO possible.


Provide the ability for all state agencies to close their fiscal year-end records within a configurable number of work days without affecting the system's normal operations.


Provide pre-validation of batch transactions before actual posting occurs, including the notification of out-of-balance batches.

Provide ability to allow for a minimum of 1,000,000 rows of transactions per batch (e.g., batch processing for labor cost distribution) to be processed within established batch processing timeframes.

Provide ability for establishment of multiple security administrators reflecting the following levels:1. Statewide level2. Agency-wide level (agency security administrator)3. Organization level4. Program level.

Provide ability to limit access to data by the classification structure element values including agency, fund, organization, and grant.





Area of Focus

(Focus/ General)








Treasury Management Bank Reconciliation TRM001 F3

Treasury Management Bank Reconciliation TRM002 G







Provide ability for security administrator to log out users when necessary to perform maintenance or other activities that require users to leave the System. Provide for an orderly shutdown of client workstations when such lockouts are initiated.

Provide ability to suspend, delete or archive all user data when a user's employment is terminated. Maintain security parameter settings for the user in an inactive status in case security is re-activated in the future.

Provide ability to enforce the changing of all passwords upon demand.Provide ability for security administrator to view users' granted specific access rights or levels.Provide the ability to reconcile Treasury ledger balances with the Cash ledger (fund cash) balances.Provide the ability for automated reconciliation processes to be scheduled or run at the operator's discretion.Provide the ability to have a manual reconciliation process for all reconciliations that can be used at the operator's discretion.

Provide the ability to make corrections or changes during the reconciliation process with appropriate user authorization.Provide the ability to reconcile cash balances in multiple bank accounts with Treasury ledger balances.Provide the ability to keep Treasury ledger balances and cash ledger balances in sync between modules.Provide the ability to reconcile bank activity transactions received from the State's bank accounts to transactions posted in the Treasury ledger through automated or manual means at the operator's discretion, including the following functions / features: Utilize BAI2 input format for bank activity input.

Provide the ability to reconcile bank activity transactions received from the State's bank accounts to transactions posted in the Treasury ledger through automated or manual means at the operator's discretion, including the following functions / features: Convert non-standard bank input formats to desired (i.e., BAI2) format.





Area of Focus

(Focus/ General)






Treasury Management Inquiry and Reporting TRM013 F2




Provide the ability to reconcile bank activity transactions received from the State's bank accounts to transactions posted in the Treasury ledger through automated or manual means at the operator's discretion, including the following functions / features: Accommodate multiple bank accounts.

Provide the ability to reconcile bank activity transactions received from the State's bank accounts to transactions posted in the Treasury ledger through automated or manual means at the operator's discretion, including the following functions / features: Identify potential matches based on criteria established by the user such as agency, amount, deposit number, warrant number, etc.

Provide the ability to reconcile bank activity transactions received from the State's bank accounts to transactions posted in the Treasury ledger through automated or manual means at the operator's discretion, including the following functions / features: Provide inquiry capability with appropriate user authorization.

Provide the ability to reconcile bank activity transactions received from the State's bank accounts to transactions posted in the Treasury ledger through automated or manual means at the operator's discretion, including the following functions / features: Provide for manual matching of items not matched via automated matching.

Provide the ability to reconcile bank activity transactions received from the State's bank accounts to transactions posted in the Treasury ledger through automated or manual means at the operator's discretion, including the following functions / features: Provide aggregate (one-to-many or many-to-many) items matching.

Provide the ability to reconcile bank activity transactions received from the State's bank accounts to transactions posted in the Treasury ledger through automated or manual means at the operator's discretion, including the following functions / features: Provide tolerance (specify variance in date) matching.





Area of Focus

(Focus/ General)










Treasury Management Chart of Accounts TRM024 G

Treasury Management Banking TRM025 G


Provide the ability to reconcile bank activity transactions received from the State's bank accounts to transactions posted in the Treasury ledger through automated or manual means at the operator's discretion, including the following functions / features: Provide exception reporting of outstanding items.

Provide the ability to reconcile bank activity transactions received from the State's bank accounts to transactions posted in the Treasury ledger through automated or manual means at the operator's discretion, including the following functions / features: Provide aging reporting of outstanding and/or reconciling items.

Provide the ability to reconcile bank activity transactions received from the State's bank accounts to transactions posted in the Treasury ledger through automated or manual means at the operator's discretion, including the following functions / features: Provide custom reporting of outstanding and/or reconciling items.

Provide the ability to reconcile bank activity transactions received from the State's bank accounts to transactions posted in the Treasury ledger through automated or manual means at the operator's discretion, including the following functions / features: Provide data export to generate external research correspondence.

Provide the ability to reconcile bank activity transactions received from the State's bank accounts to transactions posted in the Treasury ledger through automated or manual means at the operator's discretion, including the following functions / features: Allow user to specify automated matching criteria.

Provide the ability to accommodate multiple bank accounts with multiple banks through the automated bank reconciliation processes.Provide the ability for Treasury to establish all bank accounts, including type, and subaccounts in Florida PALM.Provide the ability for Treasury to view all bank accounts, including type, and subaccounts in Florida PALM.Provide the ability to generate a report or screen showing reconciliation differences and exceptions, for each type of bank account, daily by user specified fields.





Area of Focus

(Focus/ General)











Treasury Management Workflow TRM034 F2

Treasury Management Banking TRM035 F3







Provide the ability to map from agency to bank deposit for reconciliation purposes.Provide the ability to electronically receive daily account information from banking institutions with which the State does business.Provide the ability to electronically merge daily account information from banking institutions with which the State does business.Provide the ability to electronically format daily account information from banking institutions with which the State does business.Provide the ability to electronically match daily information from banking institutions with transaction detail in Florida PALM.

Provide ability to automatically obtain, record and store the account activity (transactions and cash balances) for all bank accounts.Provide the ability to utilize Extended BAI data to reconcile for all periods (e.g., daily, monthly) the Treasury Ledger and SPIA Balances maintained in an external system with the bank records.

Provide the ability via a work queue where the agency can request assistance by Treasury to resolve issues such as but not limited to cancelling deposits, making adjustments, characterizing unidentified transactions.

Provide the ability to initiate, approve and process transfers of funds between bank accounts.Provide the ability to use multiple banks with multiple accounts for warrants.Provide the ability to use multiple banks with multiple accounts for ACHs.Provide the ability to use multiple banks with multiple accounts for wires.Provide the ability to create data layouts for banks processing warrants.Provide the ability to create data layouts for banks processing ACHs.Provide the ability to create data layouts for banks processing wires.





Area of Focus

(Focus/ General)




Treasury Management Security TRM042 F2


Treasury Management Banking TRM044 Provide the ability for effective dating of bank set up information. G










Treasury Management Chart of Accounts TRM055 F3


Provide the ability for different security levels for different agency roles so that only bank account information associated with their agency is viewable.Provide the ability to accommodate management of bank transmission data (sorts prenotes and EFT payments by ACH clearing account) and send data at appropriate time.

Provide the ability to create an approval Workflow so Treasury can approve all banking services.Provide the ability to view all bank account information based on defined role (for all State accounts at all banks) via a screen or a generated report.Provide the ability to process and store account balance information pertaining to each bank account, sub account, in Florida PALM.Provide the ability to maintain and manage bank accounts and sub accounts within Florida PALM including, but not limited to, account number, Qualified Public Depository (QPD) status, transaction data, authorized users, and balances.

Provide the ability to report on bank accounts by user defined types and timeframes.Provide the ability to generate individual financial reports (e.g., beginning balance, ending balance and transactional information) for each bank account.Provide the ability to create a Workflow to request bank account closure.Provide the ability for agencies to order (within Florida PALM) deposit supplies, checks, stamps and other banking supplies according to contracted services and Workflow the order to Treasury for review, approval and processing.

Provide the ability to generate CAFR content and details related to investments including calculated footnotes.Maintain a Treasury ledger to account for and manage all of the assets and liabilities of the Treasury.Provide the ability to create and use separate Treasury Concentration bank accounts with participant subaccounts to document cash receipts and cash holdings.





Area of Focus

(Focus/ General)






Treasury Management CMIA TRM059 F1





Treasury Management CMIA TRM064 G







Provide the ability to create and use separate Treasury disbursement accounts.Provide the ability to create and use separate Treasury Custodial bank accounts with participant subaccounts to document cash receipts, interest earnings, investment holdings.

Provide the ability to calculate and monitor the State's covered CMIA programs to ensure that the draws for covered programs do not occur statewide more than an average of three days prior to the payment issuance on an as needed basis.

Provide the ability for an override (with role-based security) to allow grant draws to occur more than three days prior to payment issuance.Provide the ability to capture date of State Treasury receipt of Grant funds.Provide the ability to capture the settlement date for payments issued for Grants.Provide the ability to calculate the clearance pattern (i.e. the difference between the CMIA grant draw receipt date to the associated CMIA grant expenditure payment settlement date) for a defined period by agency and individual grant.

Provide the ability to apply calculated clearance pattern to applicable CMIA grants to generate annual CMIA report.Provide the ability to identify the number of days between receipt and settlement of the payments for CMIA grants and non-CMIA grants.Provide the ability to calculate the CMIA interest liability based on the draw amount, interest rate, and average clearance pattern number of days.Provide the ability to record the appropriate accounting entry for the CMIA interest liability.Provide ability to comply with all the provisions of the Federal Cash Management Improvement Act (CMIA).Provide the ability to determine the number of days between agency payment approval, payment posting, payment issuance, and payment settlement and store for reporting and statistical purposes.

Provide the ability for Treasury users to enter CMIA prior year interest adjustment calculation costs.





Area of Focus

(Focus/ General)




Treasury Management Inquiry and Reporting TRM071 Provide the ability to generate average clearance pattern reports. F2

Treasury Management Inquiry and Reporting TRM072 Provide the ability to export average clearance pattern reports. F2




Treasury Management Depositing TRM076 G


Treasury Management Bank Reconciliation TRM080 Provide the ability to reconcile funds in total and individually. GTreasury Management Revolving Funds TRM081 F1

Treasury Management Revolving Funds TRM082 F1






Provide the ability for State staff to develop electronic forms and reports (containing drop down options for standardized responses and free form text fields) and route via Workflow.Provide the ability for agencies to receive and fill out the Electronic Payment System (EPS) form (containing dropdown options for standardized responses and free form text fields) and return to Treasury via Workflow.

Provide the ability for agencies to receive and fill out the appropriate Self Assessment Questionnaire (PCI compliance) (containing drop down options for standardized responses and free form text fields) and return to Treasury via Workflow.

Provide the ability to configure the system with the appropriate EPS vendor/account information to enable matching electronic receipts.Provide the ability to configure Florida PALM with the appropriate bank/account information to enable matching ACH receipts.

Provide the ability to import Consolidated Revolving Fund transaction data.Provide the ability to parse Consolidated Revolving Fund transaction data by agency.Provide the ability to generate a stop payment request for Consolidated Revolving Fund checks.Provide the ability to approve and store stop payments for Consolidated Revolving Fund checks.Provide the ability to transmit stop payment data to bank for Consolidated Revolving Fund checks.Provide the ability to reconcile any processed checks against the stored stop payment information for Consolidated Revolving Fund checks.Provide the ability to display a reconciliation page to process exceptions for any checks paid that had a stop payment flag for Consolidated Revolving Fund checks.





Area of Focus

(Focus/ General)




Treasury Management Investing TRM089 G

Treasury Management Investing TRM091 Provide the ability to enter internal trading information. GTreasury Management Investing TRM093 G






Treasury Management Investing TRM1002 F3






Provide the ability to create an interface with investment custodian bank system to record external manager investment balances by investment type.

Provide the ability to import internal and external trading information.Provide the ability to report daily transactions by type and projections for user defined periods or days (i.e., 5 day projections) for all wire, ACH, and warrant transactions.Provide ability to reconcile internal investments recorded in Florida PALM to the Custodial Bank data transmission.Provide ability to view internal investment reconciliation exceptions.Provide the ability to compile system data and enter data manually to generate the Annual CMIA Report by CFDA and Component.Provide the ability for authorized users to export bank account activity data.Provide the ability to allocate calculated interested income for a period of time based on the average daily balance of each internal and external account holder as a percentage of the average daily balance of the investment total.

Provide the ability to allocate monthly interest earnings to each Consolidated Revolving Account participant based on the average daily balance in their account.Provide the ability to calculate and record Treasury Administrative Investment fee for specified accounts, based on a specified fee rate (for example .12%) and the specified accounts average daily balance for specified periods of time (monthly).

Provide the ability to calculate, store and report the average number of days CMIA funds are received prior to the payment issuance for all covered CMIA programs by CFDA during the designated tracking period.

Provide the ability to capture, store and report CMIA refunds from, the date the refund is deposited, to the day it is offset against the program draw.Provide the ability to close bank reconciliations for designated periods such as daily, monthly, quarterly.





Area of Focus

(Focus/ General)




Treasury Management Depositing TRM1008 F1














Provide the ability to consolidate or split DOR EFT/ACH deposit transactions; assign a single deposit number and agency to consolidated transactions or a separate deposit number and agency to single transactions.

Provide the ability to electronically receive and load data from various external sources and create transactional relationships using associated data elements to facilitate the matching of bank deposits and processing of returned items.

Provide ability to calculate the distribution of interest to any level of the Chart of Accounts using a user-defined calculation.

Provide the ability to export account activity data to external agency systems.Provide the ability to export ACH Notice of Changes received in a bank transmission to external agency systems.Provide the ability to export bank deposit activity data to external agency systems.Provide the ability to export returned item Bank data including images to external agency systems for all types of returns.Provide the ability to generate a report for the completed Electronic Payment System (EPS) Application form and provide the ability to attach the signed form to original request.

Provide the ability to generate monthly bank statements for the State's Consolidated Revolving Account participants based upon individual agency account activity.Provide the ability to integrate grant related data from external systems with grant related data generated within Florida PALM to calculate the State's total CMIA interest liability.Provide the ability to maintain authorized users for all bank accounts, types and sub accounts.Provide the ability to manually split deposits between multiple agencies/locations/subaccounts.Provide the ability to process, store and report separate account balance details for each agency participating in the Consolidated Revolving Account.Provide the ability to calculate investment earnings (for all investments recorded in the accounting system) and calculate earnings by individual trade and post in the Treasury ledger on a daily basis.





Area of Focus

(Focus/ General)








Treasury Management Revolving Funds TRM1024 G


Treasury Management Document Management TRM1026 Provide the ability to redact warrant images. F2Treasury Management Inquiry and Reporting TRM1027 F2




Treasury Management Issuance Reconciliation TRM1030 Provide the ability to transmit expired warrant data to the Bank. G



Provide the ability to prohibit edits/additions/adjustments/modifications to information received and loaded into Florida PALM from the banks.Provide the ability to receive Bank data (BAI) containing deposits made by state agencies into the State's Concentration Depository Account. Identify and store the deposit information in the system and match the deposit to the appropriate accounting entries using a set of defined matching criteria (agency, location, deposit number, amount, etc.).

Provide the ability to receive from external systems all grant related transaction data needed to calculate the CMIA clearance pattern.Provide the ability to record and store interest liabilities calculated on average daily balances (i.e., bank account balances, SPIA account balances) in the CMIA report.Provide the ability to record and store Revolving Fund checks issued and deposits for bank accounts inside or outside of Treasury.Provide the ability to record, store and report by agency, ACH Notice of Changes received in a bank transmission.

Provide the ability to retrieve reports of fund activities for a parameter of time.Provide the ability to track/maintain inflows/outflows/average daily balance of total investments for specified periods of time (monthly).Provide the ability to track/maintain information relating to inflows/outflows/average daily balances for internal and external investment holders for specified periods of time (monthly).

Provide the ability to generate internal trade data to be sent to the custodial bank.

Provide the ability to use multiple banks with multiple accounts for check deposits.Provide the ability to view all deposit information including addenda records online by State Agencies for Credit Card deposits.





Area of Focus

(Focus/ General)









Treasury Management Investing TRM109 Provide the ability to create Apportionment templates. GTreasury Management Investing TRM110 G

Cash Management Fund Accounting TRM111 F1








Provide the ability to view all deposit information including addenda records online by State Agencies for electronic deposits.

Provide the ability to calculate investment interest, earnings, and fees based on the ADB for each participant on a monthly basis.

Provide the ability to post investment interest, earnings, and fees to each participant on a monthly basis.Provide the ability to track investment income and fees at sub account level.Provide the ability to alert (e.g. email or Workflow alert) for each participant when investment interest, earnings and fees are posted to their account.

Provide the ability to record via an accounting entry the amount to invest or disinvest for each participant by fund and account.

Provide the ability to calculate daily General Revenue balance and average daily GR balance.Provide the ability to capture the daily balance invested by each participant by fund and account at an established time each day to calculate the monthly ADB.Provide the ability to show both accrual and cash calculations for interest, fees and daily net change.Provide the ability to allow users to manually record balances of investments held with external parties by party and investment type.Provide the ability to record investment activity of funds held in the State Treasury.Provide the ability to identify and store the anticipated investment term by user agencies.Provide the ability to track (e.g., identify, record, inquire, report) investments by type.Provide the ability to record, generate and store all data (e.g., description, CUSIP, trade date, issuer, broker) resulting from trading activities for all types of assets including but not limited to: Fixed Income Investment purchases, Repurchase Agreements (including applicable collateral), Sales, Asset Backed Securities, Maturities, Calls, Cash interest received, Accrued interest earned and Gains or Losses.





Area of Focus

(Focus/ General)






Treasury Management Inquiry and Reporting TRM121 Provide the ability to generate monthly cash interest reports. F2Treasury Management Inquiry and Reporting TRM122 Provide the ability to generate monthly accrued interest reports. F2






Treasury Management Investing TRM128 Provide the ability to transmit data to the SPIA application. F1Treasury Management Investing TRM129 F1





Provide the ability for administrative maintenance of investment information such as funds, list of brokers, issuers, new security types.Provide the ability for reports by individual portfolios of all investment instruments maturing within a user specified time parameter.

Provide transaction / document/ business event auditing functions to limit trading activities to a restricted set of choices.

Provide ability to retrieve, record, and store investment activity from investment custodian, including but not limited to: trade activity and market pricing, purchase dates, settlement dates, interest rate, terms, proceeds.

Provide ability to process, record, and store statewide investment activity of funds held in the State Treasury, including investments journal transfers.Provide the ability to process, record, and store statewide investment activity of funds held in the State Treasury, including disinvestments journal transfers.Provide the ability to import data from the Special Purpose Investment Account (SPIA) application.

Record and store statewide investment activity of funds held in the State Treasury, including inflows to and outflows from SPIA participants.Provide ability to apportion interest earnings to Investment Pool participants.Provide ability to maintain separate balances for participants in the Treasurer's Investment Pool.Provide the ability to interface investment/disinvestment transaction data at a sub-account level from selected external business systems (e.g., participant, amount, date).Provide the ability to interface with selected external business systems to transmit interest earnings and fees to subaccounts.





Area of Focus

(Focus/ General)










Treasury Management Investing TRM143 Provide the ability to allocate SPIA interest. F1Treasury Management Inquiry and Reporting TRM144 F2










Provide the ability to receive a data transmission from external systems to collect and record portfolio information on Certificate of Deposits, e.g. purchases, interest, maturity and withdrawals.

Provide the ability to record Certificate of Deposit information as an investment type in the State portfolio.Provide the ability to automatically record interest transactions to participant accounts/subaccounts.Provide the ability to manually record interest transactions to participant accounts/subaccounts.Provide the ability to generate accounting entries for changes in the fair value of securities.Provide the ability to relate financial instruments to portfolios (e.g., liquidity, CD, short duration, intermediate, long term).

Provide the ability to generate statements on investment activity to participants.Provide ability for agencies to review and edit disinvestment transactions before the daily deadline.Provide ability for disinvestment transactions entered in the afternoon to be processed the next day.Provide the ability for the State to augment staged trading data with additional required fields.Provide the ability to edit/update information for all internal and external trading activity.Provide the ability to calculate and record investment earnings such as accrued interest, realized gain/loss, amortizations and accretion.Provide the ability to reconcile calculated investment earnings to the investment banking data (i.e. BoNY).Provide the ability to reconcile interest payments, PID/PIR, Gain/Loss and Maturities to actual custodian transactions.Provide the ability for a reconciliation screen to address any unreconciled investment items.Provide the ability to transmit internal investment data to the Custodial investment bank (i.e. BoNY).





Area of Focus

(Focus/ General)







Treasury Management Issuance Reconciliation TRM157 Provide the ability to maintain an outstanding payments ledger. F3

Cash Management Fund Accounting TRM158 G








Treasury Management Revolving Funds TRM166 Provide the ability for accounts to have separate sub accounts. G





Provide the ability to notify applicable users when the following have been reconciled: holdings, Treasury cash interest, purchase interest check, maturities and sales, monthly portfolio statistics, interest split and life-to-date accruals.

Provide the ability to reconcile the portfolio in total and by portfolio element.Provide the ability to receive and load data on external trades from the custodial bank (i.e. BoNY).

Provide the ability to calculate daily cash position for all fund balances.Provide ability to calculate daily cash position for all bank accounts utilizing Bank balance information and pending transactions.Provide the ability to automate timing of payments and availability of cash in the appropriate bank account.Provide the ability to reconcile daily activity statements for the State's Consolidated Revolving Account.Provide the ability to reconcile daily activity statements for the Agency's Consolidated Revolving Sub Accounts.Provide the ability to reconcile monthly activity statements for the State's Consolidated Revolving Account.Provide the ability to reconcile monthly activity statements for the Agency's Consolidated Revolving Sub Accounts.Provide the ability to reconcile monthly activity statements for the Agency's revolving funds (non-CRA).

Provide the ability to process reconciliation exceptions (i.e., a work queue).Provide the ability to record revolving fund transactions by revolving fund account/subaccount.Provide the ability to receive revolving fund activity from agency business systems.Provide the ability to automatically calculate the replenishment amount for agency revolving funds at the account/subaccount level.





Area of Focus

(Focus/ General)










BI and Analytics WGR-022 F2



Provide the ability to automatically replenish the required amount of the agency revolving funds at the account/subaccount via a payment module transaction.Provide the ability to automatically generate the accounting entries associated with replenishment at the account/subaccount.

Provide the ability to create an approval Workflow for revolving fund request approval.Provide the ability to establish an authorized balance in a revolving fund account/subaccount.Provide the ability to notify applicable users when the revolving fund balance has exceeded the maximum amount established.

Provide the ability to create a Workflow to request modification of revolving fund approved balances.


Provide ability to integrate with external data that is not part of the ERP System or the Data Warehouse's Analytical Applications.


Provide for the Data Warehouse's Analytical Applications to fully integrate business processes and associated data that cross modules of the ERP System.


Provide ability for system controlled updating of Data Warehouse through options of real-time, just-in-time, or batch processing.





Area of Focus

(Focus/ General)




General System WGR-032 G

Support Supportability WGR-033 G

3945


Provide documentation of the Data Warehouse solution to include at a minimum:1. Data Warehouse flowcharts2. Data Warehouse narratives3. Program flowcharts4. Program narratives5. Functional flowchart6. Business procedural documentation7. Source code8. User manuals (electronic and hard-copies)9. Page layouts10. Report layouts for standard Analytical Reports11. Crosswalk of files and tables used for programs12. Entity relationship diagrams13. Data dictionary14. Database layout15. Database set-up procedures16. Data Warehouse implementation and update procedures17. Data Warehouse administration procedures.

Provide ability for implementation of upgrades and new releases of the Data Warehouse and its' Analytical Applications to be accomplished through the use of upgrade utilities and/or "wizards" without impacting the ERP System.

Documents

[XLS] · Web viewEY-95098 EY-95099 EY-95102 DRMT-53 SDS-085 SDS-099 Provide n-tier architecture with separation of architecture concerns. EY-95001 Provide a suite of fully-integrated