Solicitation Number
Date Printed
Date Issued
Procurement Officer
Phone
E-Mail Address
State of South Carolina
Request for Proposal
08-S7640
10/19/2007 04:09 PM
10/19/2007
Debbie Lemmon
(803) 896-5236
dlemmon@cio.sc.gov
DESCRIPTION: The Citadel's Enterprise Resource Planning (ERP) System
USING GOVERNMENTAL UNIT: CITADEL THE COMPTROLLER
The Term "Offer" Means Your "Bid" or "Proposal".
SUBMIT OFFER BY (Opening Date/Time): 12/06/2007 02:30 pm
See "Deadline For Submission Of Offer"
provision
QUESTIONS MUST BE RECEIVED BY: 11/06/2007 (close of business) See "Questions From Offerors" provision
NUMBER OF COPIES TO BE SUBMITTED: Technical Proposal: One (1) original paper copy and twenty (20) CD copies
Business Proposal: One (1) original paper copy and twelve (12) CD copies
Technical & Business Proposal: One (1) REDACTED copy on CD
Offers must be submitted in a sealed package. Solicitation Number & Opening Date must appear on package exterior.
SUBMIT YOUR SEALED OFFER TO EITHER OF THE FOLLOWING ADDRESSES:
MAILING ADDRESS:
Information Technology Management Office
4430 Broad River Road
Columbia, S.C. 29210
PHYSICAL ADDRESS:
Information Technology Management Office
4430 Broad River Road
Columbia, S.C. 29210
See "Submitting Your Offer" provision
CONFERENCE TYPE: None Scheduled
DATE & TIME:
LOCATION: Not Applicable
As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit"
provisions
AWARD &
AMENDMENTS
Award will be posted at the Physical Address stated above on 02/15/2008. The award, this solicitation, and any
amendments will be posted at the following web address: http://www.procurement.sc.gov
You must submit a signed copy of this form with Your Offer. By submitting a bid or proposal, You agree to be bound by the terms of
the Solicitation. You agree to hold Your Offer open for a minimum of one hundred ninety (190) calendar days after the Opening Date.
NAME OF OFFEROR
(Full legal name of business submitting the offer)
OFFEROR'S TYPE OF ENTITY:
(Check one)
□ Sole Proprietorship
□ Partnership
□ Corporation (tax-exempt)
AUTHORIZED SIGNATURE
□ Corporate entity (not tax-exempt)
□ Government entity (federal, state, or local)
(Person signing must be authorized to submit binding offer to enter contract on behalf
□ Other _________________________
of Offeror named above.)
TITLE
(Business title of person signing
(See "Signing Your Offer"
above)
provision.)
PRINTED NAME
above)
(Printed name of person signing
DATE SIGNED
Instructions regarding Offeror's name: Any award issued will be issued to, and the contract will be formed with, the entity identified as
the offeror above. An offer may be submitted by only one legal entity. The entity named as the offeror must be a single and distinct legal
entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a
separate corporation, partnership, sole proprietorship, etc.
STATE OF INCORPORATION
(If offeror is a corporation, identify the state of Incorporation.)
TAXPAYER IDENTIFICATION NO.
STATE VENDOR NO.
(Register to Obtain S.C. Vendor No. at
www.procurement.sc.gov)
(See "Taxpayer Identification Number" provision)
COVER PAGE CIO (JAN. 2006)
1
PAGE TWO
(Return Page Two with Your Offer)
HOME OFFICE ADDRESS (Address for offeror's home office /
principal place of business)
NOTICE ADDRESS (Address to which all procurement and
contract related notices should be sent.) (See "Notice" clause)
Area
Code
Number
Extensio
n
Facsimile
E-mail Address
PAYMENT ADDRESS (Address to which payments will be
sent.) (See "Payment" clause)
ORDER ADDRESS (Address to which purchase orders will be
sent) (See "Purchase Orders” and "Contract Documents"
clauses)
 Payment Address same as Home Office Address
 Payment Address same as Notice Address (check only one)
 Order Address same as Home Office Address
 Order Address same as Notice Address (check only one)
ACKNOWLEDGMENT OF
AMENDMENTS
Amendm
ent No.
Amendme
nt Issue
Date
Amendm
ent No.
Amendme
nt Issue
Date
Amendme
nt No.
Amendm
ent Issue
Date
Amendme
nt No.
Amendme
nt Issue
Date
Offerors acknowledges
receipt of amendments by
indicating amendment
number and its date of issue.
See "Amendments to
Solicitation" Provision
DISCOUNT FOR
PROMPT PAYMENT
See "Discount for Prompt
Payment" clause
10 Calendar Days (%)
20 Calendar Days (%)
PREFERENCES – SC RESIDENT VENDOR PREFERENCE
(June 2005): Section 11-35-1524 provides a preference for offerors
that qualify as a resident vendor. A resident vendor is an offeror
that (a) is authorized to transact business within South Carolina, (b)
maintains an office* in South Carolina, (c) either (1) maintains a
minimum $10,000.00 representative inventory at the time of the
solicitation, or (2) is a manufacturer which is headquartered and
has at least a ten million dollar payroll in South Carolina, and the
product is made or processed from raw materials into a finished
end-product by such manufacturer or an affiliate (as defined in
section 1563 of the Internal Revenue Code) of such manufacturer,
and (d) has paid all assessed taxes. If applicable, preference will be
applied as required by law.
30 Calendar Days (%)
OFFERORS REQUESTING THIS PREFERENCE
MUST INITIAL HERE. ______________.
*ADDRESS AND PHONE OF IN-STATE OFFICE
 In-State Office Address same as Home Office Address
 In-State Office Address same as Notice Address
(CHECK ONLY
ONE )
PREFERENCES – SC/US END-PRODUCT (June 2005): Section 11-35-1524
provides a preference to vendors offering South Carolina end-products or US endproducts, if those products are made, manufactured, or grown in SC or the US,
respectively. An end-product is the item identified for acquisition in this solicitation,
including all component parts in final form and ready for the use intended. The terms
“made,” “manufactured,” and “grown” are defined by Section 11-35-1524(B). By
signing your offer and checking the appropriate space(s) provided and identified on
the bid schedule, offeror certifies that the end-product(s) is either made,
manufactured or grown in South Carolina, or other states of the United States, as
applicable. Preference will be applied as required by law.
PAGE TWO (JAN. 2006)
End of Page Two
2
_____Calendar Days
(%)
IF THIS PREFERENCE APPLIES
TO THIS PROCUREMENT, PART
VII (BIDDING SCHEDULE) WILL
INCLUDE A PLACE TO CLAIM
THE PREFERENCE.
OFFERORS REQUESTING THIS
PREFERENCE MUST CHECK THE
APPROPRIATE SPACES ON THE
BIDDING SCHEDULE.
Important
The Information Technology Management Office (ITMO) is converting to a new SAP
Procurement System over the next several weeks. In the conversion process, the
solicitation number may change from the current solicitation number to an entirely
different solicitation number. It is anticipated that the new system will go live during the
week of November 5, 2007. Therefore, it is very important that any Offerors that
responded to the initial solicitation send an email to Debbie Lemmon @
dlemmon@cio.sc.gov if you would like to receive further notification(s) regarding this
solicitation. Otherwise, you can keep updated on the progress of this solicitation located at
the following ITMO website address:
http://www.state.sc.us/cgi-bin/mmo/MMO_DocumentIndex?itmo_solicitations
Solutions Based Request for Proposal for
The Citadel's Enterprise Resource Planning (ERP) System
This is a Solutions Based Procurement that states a problem. Your solution should state your
company’s answers to the problem. Through this method, the State has attempted to provide the
minimum amount of detailed specifications and requirements in order not to transform this RFP
into a Bid. As a result, the State does not want to limit your creativeness or ingenuity.
solicitation.
Solicitation Outline
I.
II.
Scope of Solicitation
Instructions to Offerors
A.
General Instructions
B.
Special Instructions
III. Scope of Work / Specifications
IV. Information for Offerors to Submit
V.
Qualifications
VI. Award Criteria
VII. Terms and Conditions
A.
General
B.
Special
VIII. Bidding Schedule / Cost Proposal
IX. Attachments to Solicitation
3
I. SCOPE OF SOLICITATION
ACQUIRE SERVICES & SUPPLIES / EQUIPMENT (January 2006): The purpose of this
solicitation is to acquire services and supplies or equipment complying with the enclosed
description and/or specifications and conditions.
IMPLEMINTATION PLAN - PHASE I - The first phase of this entire project will be the
implementation plan. The highest ranked offeror will be required to provide The Citadel a
detailed implementation plan to include all accepted segments, milestone, deliverables and firm
fixed pricing reflecting all negotiated aspect of this contract. The Citadel reserves the option to
terminate this contract if it determines the plans modification are too extensive, or cost is way
out of line with the original proposal.
Only after the Implementation Phase I has been accepted by The Citadel and The State will the
actual contract become effective.
MAXIMUM CONTRACT PERIOD -– ESTIMATED (January 2006): February 26, 2008
through February 25, 2015. Dates provided are estimates only. Any resulting contract will begin
on the date specified in the notice of award. See clause entitled "Term of Contract – Effective
Date / Initial Contract Period".
Introduction
The Citadel is hereby requesting proposals from qualified vendors for an Enterprise Resource Planning
(ERP) system and implementation services.
The Citadel’s administrative needs are being served currently by the SunGard Higher Education Plus
system, and a series of ancillary applications. In addition, there is a set of application designed to serve
the unique functional and reporting needs of the Commandant’s Office and the Corps of Cadets, known as
the “Cadet Information System” from this point forward within this document.
This contract is being established as a Multi-Agency Term Contract for ERP products and
services as well, since it is anticipated that other Higher Educational agencies may elect to
participate in this contract. Higher Educational agencies can request to participate in this contract
at any time throughout the contract term by requesting approval from the Information
Technology Management Office, 4430 Broad River Road, Columbia, SC 29210.
This solicitation in no way obligates other Higher Educational Agencies to purchase any
products and services during the term of this contract but is designed to allow Higher
Educational Agencies the ability to jointly utilize this contract to procure the same products and
services being offered to The Citadel from this solicitation.
Business Challenges
The impending retirement of the SunGard Plus product, combined with the desire of The Citadel
to adopt the best practices of other institutions of higher education while, at the same time,
redeveloping the Cadet Information System to take advantage of new technology and to provide
real-time accountability and comprehensive reporting, has resulted in this request.
A new fully integrated ERP solution is imperative. The new system will replace our outmoded,
legacy administrative system with a more flexible, adaptive solution that delivers and enables
4
new processes and services and integrates with existing technology. A new solution should
allow integration with new technologies much more quickly, easily, and economically.
The following are some of the major limitations of our current administrative system, which a
new ERP system should address:




Provide accurate information in real time, “24/7” so students, faculty, staff, parents,
donors and job applicants can make more informed better quality decisions. In addition,
the institution will be able to provide improved services. Providing the most up-to-date
information in an intuitive, graphical, user-friendly interface will result in more efficient
business processes, better planning, and consistent data.
Create a seamless integration between technology and learning. Not only will faculty
have greater access to student data for teaching and advising, but they will also have new
tools for mining information and creating reports related to grading, retention, admissions
and similar academic endeavors. Moreover, learning management systems will integrate
with the new solution for even greater functionality in the class setting.
Have a positive impact on staff and faculty development and satisfaction. Those
providing service and supporting administrative and academic processes will be able to
focus on value-added work. Our specialists are caught between the need to maintain an
outdated system and the greater need to keep up with a rapidly evolving technology
environment and growing technology expectations from stakeholders.
Automate a current mostly manual Cadet Information System to address the unique
Military aspect of student life here at The Citadel. Rewrite and rework components of
this system that have already been automated to integrate with, and function within the
framework of the proposed ERP solution. Data elements used within the current system
are provided in order to assist offeror’s in estimating the type and quantity of services
necessary to achieve this. Areas are to be included cross all aspect of cadet life from
inventory of military gear to leave accrual and accountability
The College plans to replace our legacy administrative system as the critical first step to
transforming teaching and learning and the way we do business at The Citadel:
Build Community
 Create a community of shared knowledge (knowledgebase, skill sets, human resources)
 A collaborative community of learners, teachers, and developers
 A community that reaches beyond geographical limitations
 A community that blend high academic standard with strong military disciples.
 A community which clearly includes both cadets and Graduate College students.
Focus on the User
 User friendly
 Personalized; customized; what, when and how the client wants it
 Pushes information to the right segments
 Around the clock access
Transform Business
 Centralized data for one point access
 Seamless transition through the cadet life cycle from prospect to graduate and beyond.
 Not just transactional (not replacing a pencil with a pen, but changing the way we write)
 Solutions are client and process centric, not organization centric
5

Integrate or replace existing services and systems outlined in Attachment B: Current
Software Systems.
Profile of The Citadel
The Citadel, founded in 1842, is a coeducational military college with a rich history. Located in
picturesque Charleston, South Carolina, the institution offers a classic military education for
young men and women who seek a college experience that is intense, meaningful and
academically strong. Most Citadel graduates say that the disciplined lifestyle and friendships
they formed here have a profound positive effect on their lives.
As a public senior military college, The Citadel has the mission of educating students to become
principled leaders by instilling the core values of The Citadel in a challenging intellectual
environment. The nationally known Corps of Cadets is the undergraduate residential program. In
addition to the day program, undergraduate and graduate programs are offered through the
College of Graduate and Professional Studies (CGPS) in the evening.
Academic Programs
Because of the strength of the academic program, The Citadel has repeatedly been rated as a top
regional institution in the annual rankings issued by U.S. News and World Report. With an
average of 75 percent of its students returning each year, The Citadel enjoys one of the best
retention records in the country. The Citadel's fourteen academic departments offer five
bachelor's degrees in 17 areas, six master's degrees in 17 areas, and specialist degrees in 2 areas.
Accreditation







The Citadel is accredited by The Commission on Colleges of the Southern Association of
Colleges and Schools.
Civil Engineering and Electrical Engineering Programs are accredited by the Engineering
Accreditation Commission/Accreditation Board for Engineering and Technology (ABET)
The undergraduate program in Business Administration and the program leading to the
Master of Business Administration are accredited by the Association to Advance
Collegiate Schools of Business.
Programs for the preparation of secondary teachers at the bachelor's level, for the
preparation of secondary and special education teachers at the master's level, for the
preparation of guidance counselors at the master's and specialist degree levels, and for the
preparation of school superintendents at the specialist degree level are accredited by the
National Council for Accreditation of Teacher Education. The dean of the School of
Education serves as the Director of Teacher Education.
The B.S. Chemistry Program is accredited by the American Chemical Society.
The Citadel's School Psychology Program has been granted full approval by the National
Association of School Psychologists.
The Clinical Counseling program is accredited by the Masters in Psychology
Accreditation Council.
With an enrollment of more than 1900, the Corps of Cadets is the nation’s largest military
college program outside the service academies. All cadets are educated within a classic military
system and about 40 percent of the graduating seniors earn military commissions. The remaining
graduates attend graduate school or enter the job market.
6
The Citadel Graduate College, which is noted for Citadel excellence in a civilian environment,
serves about 1,200 evening students of South Carolina’s Lowcountry through the Graduate and
Undergraduate Programs.
II. INSTRUCTIONS TO OFFERORS – A. GENERAL INSTRUCTIONS
DEFINITIONS (JANUARY 2006) EXCEPT AS OTHERWISE PROVIDED HEREIN, THE
FOLLOWING DEFINITIONS ARE APPLICABLE TO ALL PARTS OF THE
SOLICITATION.
AMENDMENT – means a document issued to supplement the original solicitation document.
BOARD – means the South Carolina Budget & Control Board.
BUYER – means the Procurement Officer.
CHANGE ORDER - means any written alteration in specifications, delivery point, rate of
delivery, period of performance, price, quantity, or other provisions of any contract
accomplished by mutual agreement of the parties to the contract.
CONTRACT - See clause entitled “Contract Documents & Order of Precedence.”
CONTRACT MODIFICATION – means a written order signed by the Procurement Officer,
directing the contractor to make changes which the changes clause of the contract authorizes the
Procurement Officer to order without the consent of the contractor.
CONTRACTOR - means the Offeror receiving an award as a result of this solicitation.
COVER PAGE – means the top page of the original solicitation on which the solicitation is
identified by number. Offerors are cautioned that Amendments may modify information
provided on the Cover Page.
OFFER – means the bid or proposal submitted in response this solicitation. The terms “Bid” and
“Proposal” are used interchangeably with the term “Offer.”
OFFEROR – means the single legal entity submitting the offer. The term “Bidder” is used
interchangeably with the term “Offeror.” See bidding provisions entitled “Signing Your Offer”
and “Bid/Proposal As Offer To Contract.”
ORDERING ENTITY - Using Governmental Unit that has submitted a Purchase Order.
PAGE TWO – means the second page of the original solicitation, which is labeled Page Two.
PROCUREMENT OFFICER – means the person, or his successor, identified as such on the
Cover Page.
YOU and YOUR – means Offeror.
SOLICITATION – means this document, including all its parts, attachments, and any
Amendments.
STATE – means the Using Governmental Unit(s) identified on the Cover Page.
SUBCONTRACTOR – means any person having a contract to perform work or render service to
Contractor as a part of the Contractor’s agreement arising from this solicitation.
USING GOVERNMENTAL UNIT – means the unit(s) of government identified as such on the
Cover Page. If the Cover Page names a “Statewide Term Contract” as the Using Governmental
Unit, the Solicitation seeks to establish a Term Contract [11-35-310(35)] open for use by all
South Carolina Public Procurement Units [11-35-4610(5)].
WORK - means all labor, materials, equipment and services provided or to be provided by the
Contractor to fulfill the Contractor’s obligations under the Contract.
AMENDMENTS TO SOLICITATION (JANUARY 2006) (a) The Solicitation may be amended
at any time prior to opening. All actual and prospective Offerors should monitor the following
web site for the issuance of Amendments: www.procurement.sc.gov. (b) Offerors shall
acknowledge receipt of any amendment to this solicitation (1) by signing and returning the
amendment, (2) by identifying the amendment number and date in the space provided for this
7
purpose on Page Two, (3) by letter, or (4) by submitting a bid that indicates in some way that the
bidder received the amendment. (c) If this solicitation is amended, then all terms and conditions
which are not modified remain unchanged.
AWARD NOTIFICATION (JUNE 2006) Notice regarding any award or cancellation of award
will be posted at the location specified on the Cover Page. The date and location of posting will
be announced at opening. If the contract resulting from this Solicitation has a total or potential
value of fifty thousand dollars or more, such notice will be sent to all Offerors responding to the
Solicitation. Should the contract resulting from this Solicitation have a potential value of one
hundred thousand dollars or more, such notice will be sent to all Offerors responding to the
Solicitation and any award will not be effective until the eleventh day after such notice is given.
BID / PROPOSAL AS OFFER TO CONTRACT (JANUARY 2006) By submitting Your Bid or
Proposal, You are offering to enter into a contract with the Using Governmental Unit(s). Without
further action by either party, a binding contract shall result upon final award. Any award issued
will be issued to, and the contract will be formed with, the entity identified as the Offeror on the
Cover Page. An Offer may be submitted by only one legal entity; “joint bids” are not allowed.
BID ACCEPTANCE PERIOD (JANUARY 2006) In order to withdraw Your Offer after the
minimum period specified on the Cover Page, You must notify the Procurement Officer in
writing.
BID IN ENGLISH & DOLLARS (JANUARY 2006) Offers submitted in response to this
solicitation shall be in the English language and in US dollars, unless otherwise permitted by the
Solicitation.
BOARD AS PROCUREMENT AGENT (AUG 2004) (a) Authorized Agent. All authority
regarding the conduct of this procurement is vested solely with the responsible Procurement
Officer. Unless specifically delegated in writing, the Procurement Officer is the only government
official authorized to bind the government with regard to this procurement. (b) Purchasing
Liability. The Procurement Officer is an employee of the Board acting on behalf of the Using
Governmental Unit(s) pursuant to the Consolidated Procurement Code. Any contracts awarded
as a result of this procurement are between the Contractor and the Using Governmental Units(s).
The Board is not a party to such contracts, unless and to the extent that the board is a using
governmental unit, and bears no liability for any party’s losses arising out of or relating in any
way to the contract.
CERTIFICATION REGARDING
MATTERS (JANUARY 2006)
DEBARMENT
AND
OTHER
RESPONSIBILITY
(a)(1) By submitting an Offer, Offeror certifies, to the best of its knowledge and belief, that(i) Offeror and/or any of its Principals(A) Are not presently debarred, suspended, proposed for debarment, or declared ineligible for the
award of contracts by any state or federal agency;
(B) Have not, within a three-year period preceding this offer, been convicted of or had a civil
judgment rendered against them for: commission of fraud or a criminal offense in connection
with obtaining, attempting to obtain, or performing a public (Federal, state, or local) contract or
subcontract; violation of Federal or state antitrust statutes relating to the submission of offers; or
8
commission of embezzlement, theft, forgery, bribery, falsification or destruction of records,
making false statements, tax evasion, or receiving stolen property; and
(C) Are not presently indicted for, or otherwise criminally or civilly charged by a governmental
entity with, commission of any of the offenses enumerated in paragraph (a)(1)(i)(B) of this
provision.
(ii) Offeror has not, within a three-year period preceding this offer, had one or more contracts
terminated for default by any public (Federal, state, or local) entity.
(2) "Principals," for the purposes of this certification, means officers; directors; owners; partners;
and, persons having primary management or supervisory responsibilities within a business entity
(e.g., general manager; plant manager; head of a subsidiary, division, or business segment, and
similar positions).
(b) Offeror shall provide immediate written notice to the Procurement Officer if, at any time
prior to contract award, Offeror learns that its certification was erroneous when submitted or has
become erroneous by reason of changed circumstances.
(c) If Offeror is unable to certify the representations stated in paragraphs (a)(1), Offer must
submit a written explanation regarding its inability to make the certification. The certification
will be considered in connection with a review of the Offeror's responsibility. Failure of the
Offeror to furnish additional information as requested by the Procurement Officer may render the
Offeror nonresponsible.
(d) Nothing contained in the foregoing shall be construed to require establishment of a system of
records in order to render, in good faith, the certification required by paragraph (a) of this
provision. The knowledge and information of an Offeror is not required to exceed that which is
normally possessed by a prudent person in the ordinary course of business dealings.
(e) The certification in paragraph (a) of this provision is a material representation of fact upon
which reliance was placed when making award. If it is later determined that the Offeror
knowingly or in bad faith rendered an erroneous certification, in addition to other remedies
available to the State, the Procurement Officer may terminate the contract resulting from this
solicitation for default.
CODE OF LAWS AVAILABLE (JANUARY 2006): The South Carolina Code of Laws,
including
the
Consolidated
Procurement
Code,
is
available
at
http://www.scstatehouse.net/code/statmast.htm. The South Carolina Regulations are available at:
http://www.scstatehouse.net/coderegs/statmast.htm.
COMPLETION OF FORMS / CORRECTION OF ERRORS (JANUARY 2006): All prices and
notations should be printed in ink or typewritten. Errors should be crossed out, corrections
entered and initialed by the person signing the bid. Do not modify the solicitation document itself
(including bid schedule). (Applicable only to offers submitted on paper.)
DEADLINE FOR SUBMISSION OF OFFER (JANUARY 2006) Any offer received after the
Procurement Officer of the governmental body or his designee has declared that the time set for
opening has arrived, shall be rejected unless the offer has been delivered to the designated
purchasing office or the governmental bodies’ mail room which services that purchasing office
prior to the bid opening. [R.19-445.2070(H)]
9
DRUG FREE WORK PLACE CERTIFICATION (JANUARY 2006) By submitting an Offer,
Contractor certifies that, if awarded a contract, Contractor will comply with all applicable
provisions of The Drug-free Workplace Act, Title 44, Chapter 107 of the South Carolina Code of
Laws, as amended
DUTY TO INQUIRE (JANUARY 2006) Offeror, by submitting an Offer, represents that it has
read and understands the Solicitation and that its Offer is made in compliance with the
Solicitation. Offerors are expected to examine the Solicitation thoroughly and should request an
explanation of any ambiguities, discrepancies, errors, omissions, or conflicting statements in the
Solicitation. Failure to do so will be at the Offeror’s risk. Offeror assumes responsibility for any
patent ambiguity in the Solicitation that Offeror does not bring to the State’s attention.
ETHICS ACT (JANUARY 2006) By submitting an Offer, You certify that You are in
compliance with South Carolina’s Ethics, Government Accountability, and Campaign Reform
Act of 1991, as amended. The following statutes require special attention: (a) Offering, giving,
soliciting, or receiving anything of value to influence action of public employee – Section 8-13790, (b) Recovery of kickbacks – Section 8-13-790, (c) Offering, soliciting, or receiving money
for advice or assistance of public official – Section 8-13-720, (d) Use or disclosure of
confidential information – Section 8-13-725, and (e) Persons hired to assist in the preparation of
specifications or evaluation of bids – Section 8-13-1150.
OMIT TAXES FROM PRICE (JANUARY 2006): Do not include any sales or use taxes in Your
price that the State may be required to pay.
PROTESTS (JUNE 2006) Any prospective bidder, offeror, contractor, or subcontractor who is
aggrieved in connection with the solicitation of a contract shall protest within fifteen days of the
date of issuance of the applicable solicitation document at issue. Any actual bidder, offeror,
contractor, or subcontractor who is aggrieved in connection with the intended award or award of
a contract shall protest within ten days of the date notification of award is posted in accordance
with this code. A protest shall be in writing, shall set forth the grounds of the protest and the
relief requested with enough particularity to give notice of the issues to be decided, and must be
received by the appropriate Chief Procurement Officer within the time provided. See clause
entitled "Protest-CPO". [§ 11-35-4210]
PUBLIC OPENING (JANUARY 2006) Offers will be publicly opened at the date / time and at
the location identified on the Cover Page, or last Amendment, whichever is applicable
QUESTIONS FROM OFFERORS (JANUARY 2006): (a) Any prospective offeror desiring an
explanation or interpretation of the solicitation, drawings, specifications, etc., must request it in
writing. Questions must be received by the Procurement Officer no later than five (5) days prior
to opening unless otherwise stated on the Cover Page. Label any communication regarding your
questions with the name of the procurement officer, and the solicitation's title and number. Oral
explanations or instructions will not be binding. Any information given a prospective offeror
concerning a solicitation will be furnished promptly to all other prospective offerors as an
Amendment to the solicitation, if that information is necessary for submitting offers or if the lack
of it would be prejudicial to other prospective offerors. (b) The State seeks to permit maximum
practicable competition. Offerors are urged to advise the Procurement Officer – as soon as
possible – regarding any aspect of this procurement, including any aspect of the Solicitation that
unnecessarily or inappropriately limits full and open competition.
10
REJECTION/CANCELLATION (JANUARY 2006) The State may cancel this solicitation in
whole or in part. The State may reject any or all proposals in whole or in part. [SC Code Section
11-35-1710 & R.19-445.2065.]
RESPONSIVENESS / IMPROPER OFFERS (JANUARY 2006)
(a) Bid as Specified. Offers for supplies or services other than those specified will not be
considered unless authorized by the Solicitation.
(b) Multiple Offers. Offerors may submit more than one Offer, provided that each Offer has
significant differences other than price. Each separate Offer must satisfy all Solicitation
requirements. If this solicitation is an Invitation for Bids, each separate offer must be submitted
as a separate document. If this solicitation is a Request for Proposals, multiple offers may be
submitted as one document, provided that you clearly differentiate between each offer and you
submit a separate cost proposal for each offer, if applicable.
(c) Responsiveness. Any Offer which fails to conform to the material requirements of the
Solicitation may be rejected as nonresponsive. Offers which impose conditions that modify
material requirements of the Solicitation may be rejected. If a fixed price is required, an Offer
will be rejected if the total possible cost to the State cannot be determined. Offerors will not be
given an opportunity to correct any material nonconformity. Any deficiency resulting from a
minor informality may be cured or waived at the sole discretion of the Procurement Officer.
[R.19-445.2070 and Section 11-35-1520(13)]
(d) Price Reasonableness: Any offer may be rejected if the Procurement Officer determines in
writing that it is unreasonable as to price. [R. 19-445.2070].
(e) Unbalanced Bidding. The State may reject an Offer as nonresponsive if the prices bid are
materially unbalanced between line items or subline items. A bid is materially unbalanced when
it is based on prices significantly less than cost for some work and prices which are significantly
overstated in relation to cost for other work, and if there is a reasonable doubt that the bid will
result in the lowest overall cost to the State even though it may be the low evaluated bid, or if it
is so unbalanced as to be tantamount to allowing an advance payment.
RESTRICTIONS APPLICABLE TO OFFERORS (JANUARY 2006) Violation of these
restrictions may result in disqualification of your offer, suspension or debarment, and may
constitute a violation of the state Ethics Act. (a) After issuance of the solicitation, you agree not
to discuss this procurement activity in any way with the Using Governmental Unit or its
employees, agents or officials. All communications must be solely with the Procurement
Officer. This restriction may be lifted by express written permission from the Procurement
Officer. This restriction expires once a contract has been formed. (b) Unless otherwise approved
in writing by the Procurement Officer, you agree not to give anything to any Using
Governmental Unit
SIGNING YOUR OFFER (JANUARY 2006) Every Offer must be signed by an individual with
actual authority to bind the Offeror. (a) If the Offeror is an individual, the Offer must be signed
by that individual. If the Offeror is an individual doing business as a firm, the Offer must be
submitted in the firm name, signed by the individual, and state that the individual is doing
business as a firm. (b) If the Offeror is a partnership, the Offer must be submitted in the
partnership name, followed by the words “by its Partner,” and signed by a general partner. (c) If
11
the Offeror is a corporation, the Offer must be submitted in the corporate name, followed by the
signature and title of the person authorized to sign. (d) An Offer may be submitted by a joint
venturer involving any combination of individuals, partnerships, or corporations. If the Offeror
is a joint venture, the Offer must be submitted in the name of the Joint Venture and signed by
every participant in the joint venture in the manner prescribed in paragraphs (a) through (c)
above for each type of participant. (e) If an Offer is signed by an agent, other than as stated in
subparagraphs (a) through (d) above, the Offer must state that is has been signed by an Agent.
Upon request, Offeror must provide proof of the agent's authorization to bind the principal.
STATE OFFICE CLOSINGS (JANUARY 2006) If an emergency or unanticipated event
interrupts normal government processes so that offers cannot be received at the government
office designated for receipt of bids by the exact time specified in the solicitation, the time
specified for receipt of offers will be deemed to be extended to the same time of day specified in
the solicitation on the first work day on which normal government processes resume. In lieu of
an automatic extension, an Amendment may be issued to reschedule bid opening. If state offices
are closed at the time a pre-bid or pre-proposal conference is scheduled, an Amendment will be
issued to reschedule the conference. Useful information may be available at:
http://www.scemd.org/scgovweb/weather_alert.htm.
SUBMITTING CONFIDENTIAL INFORMATION (AUGUST 2002): (An overview is
available at www.procurement.sc.gov) For every document Offeror submits in response to or
with regard to this solicitation or request, Offeror must separately mark with the word
"CONFIDENTIAL" every page, or portion thereof, that Offeror contends contains information
that is exempt from public disclosure because it is either (a) a trade secret as defined in Section
30-4-40(a)(1), or (b) privileged and confidential, as that phrase is used in Section 11-35-410. For
every document Offeror submits in response to or with regard to this solicitation or request,
Offeror must separately mark with the words "TRADE SECRET" every page, or portion thereof,
that Offeror contends contains a trade secret as that term is defined by Section 39-8-20 of the
Trade Secrets Act. For every document Offeror submits in response to or with regard to this
solicitation or request, Offeror must separately mark with the word "PROTECTED" every page,
or portion thereof, that Offeror contends is protected by Section 11-35-1810. All markings must
be conspicuous; use color, bold, underlining, or some other method in order to conspicuously
distinguish the mark from the other text. Do not mark your entire response (bid, proposal, quote,
etc.) as confidential, trade secret, or protected! If your response, or any part thereof, is
improperly marked as confidential or trade secret or protected, the State may, in its sole
discretion, determine it nonresponsive. If only portions of a page are subject to some protection,
do not mark the entire page. By submitting a response to this solicitation or request, Offeror (1)
agrees to the public disclosure of every page of every document regarding this solicitation or
request that was submitted at any time prior to entering into a contract (including, but not limited
to, documents contained in a response, documents submitted to clarify a response, and
documents submitted during negotiations), unless the page is conspicuously marked "TRADE
SECRET" or "CONFIDENTIAL" or "PROTECTED", (2) agrees that any information not
marked, as required by these bidding instructions, as a "Trade Secret" is not a trade secret as
defined by the Trade Secrets Act, and (3) agrees that, notwithstanding any claims or markings
otherwise, any prices, commissions, discounts, or other financial figures used to determine the
award, as well as the final contract amount, are subject to public disclosure. In determining
whether to release documents, the State will detrimentally rely on Offeror's marking of
documents, as required by these bidding instructions, as being either "Confidential" or "Trade
Secret" or "PROTECTED". By submitting a response, Offeror agrees to defend, indemnify and
hold harmless the State of South Carolina, it’s officers and employees, from every claim,
12
demand, loss, expense, cost, damage or injury, including attorney’s fees, arising out of or
resulting from the State withholding information that Offeror marked as "confidential" or "trade
secret" or "PROTECTED". (All references to S.C. Code of Laws.)
SUBMITTING YOUR OFFER OR MODIFICATION (JANUARY 2006) (a) Offers and offer
modifications shall be submitted in sealed envelopes or packages (unless submitted by electronic
means) – (1) Addressed to the office specified in the Solicitation; and (2) Showing the time and
date specified for opening, the solicitation number, and the name and address of the bidder. (b) If
you are responding to more than one solicitation, each offer must be submitted in a different
envelope or package. (c) Each Offeror must submit the number of copies indicated on the Cover
Page. (d) Offerors using commercial carrier services shall ensure that the Offer is addressed and
marked on the outermost envelope or wrapper as prescribed in paragraphs (a)(1) and (2) of this
provision when delivered to the office specified in the Solicitation. (e) Facsimile or e-mail offers,
modifications, or withdrawals, will not be considered unless authorized by the Solicitation. (f)
Offers submitted by electronic commerce shall be considered only if the electronic commerce
method was specifically stipulated or permitted by the solicitation.
TAX CREDIT FOR SUBCONTRACTING WITH MINORITY FIRMS (JANUARY 2006)
Pursuant to Section 12-6-3350, taxpayers, who utilize certified minority subcontractors, may take
a tax credit equal to 4% of the payments they make to said subcontractors. The payments
claimed must be based on work performed directly for a South Carolina state contract. The credit
is capped at $25,000 per year or the total tax liability; whichever is lesser. The taxpayer is
eligible to claim the credit for 6 consecutive taxable years beginning with the taxable year in
which the credit is first claimed. There is no carry forward of unused credits. The credit may be
claimed on Form TC-2, "Minority Business Credit." A copy of the subcontractor's certificate
from the Governor's Office of Small and Minority Business (OSMBA) is to be attached to the
contractor's income tax return. Taxpayers must maintain evidence of work performed for a State
contract by the minority subcontractor. Questions regarding the tax credit and how to file are to
be referred to: SC Department of Revenue, Research and Review, Phone: (803) 898-5786, Fax:
(803) 898-5888. The subcontractor must be certified as to the criteria of a "Minority Firm" by the
Governor's Office of Small and Minority Business Assistance (OSMBA). Certificates are issued
to subcontractors upon successful completion of the certification process. Questions regarding
subcontractor certification are to be referred to: Governor's Office of Small and Minority
Business Assistance, Phone: (803) 734-0657, Fax: (803) 734-2498. Reference: SC §11-35-5010
– Definition for Minority Subcontractor & SC §11-35-5230 (B) – Regulations for Negotiating
with State Minority Firms.
TAXPAYER IDENTIFICATION NUMBER (JANUARY 2006): (a) If Offeror is owned or
controlled by a common parent as defined in paragraph (b) of this provision, Offeror shall submit
with its Offer the name and TIN of common parent.
(b) Definitions: "Common parent," as used in this provision, means that corporate entity that
owns or controls an affiliated group of corporations that files its Federal income tax returns on a
consolidated basis, and of which the offeror is a member. "Taxpayer Identification Number
(TIN)," as used in this provision, means the number required by the Internal Revenue Service
(IRS) to be used by the offeror in reporting income tax and other returns. The TIN may be either
a Social Security Number or an Employer Identification Number.
(c) If Offeror does not have a TIN, Offeror shall indicate if either a TIN has been applied for or a
TIN is not required. If a TIN is not required, indicate whether (i) Offeror is a nonresident alien,
foreign corporation, or foreign partnership that does not have income effectively connected with
the conduct of a trade or business in the United States and does not have an office or place of
business or a fiscal paying agent in the United States; (ii) Offeror is an agency or instrumentality
13
of a state or local government; (iii) Offeror is an agency or instrumentality of a foreign
government; or (iv) Offeror is an agency or instrumentality of the Federal Government.
VENDOR REGISTRATION MANDATORY (JANUARY 2006): You must have a state vendor
number to be eligible to submit an offer. To obtain a state vendor number, visit
www.procurement.sc.gov and select “New Vendor Registration.” (To determine if your business
is already registered, go to "Vendor Search".) Upon registration, you will be assigned a state
vendor number. Vendors must keep their vendor information current. If you are already
registered, you can update your information by selecting “Change Vendor Registration.” (Please
note that vendor registration does not substitute for any obligation to register with the S.C.
Secretary of State or S.C. Department of Revenue. You can register with the agencies at
http://www.scbos.com/default.htm.)
WITHDRAWAL OR CORRECTION OF OFFER (JANUARY 2006) Offers may be withdrawn
by written notice received at any time before the exact time set for opening. If the Solicitation
authorizes facsimile offers, offers may be withdrawn via facsimile received at any time before
the exact time set for opening. A bid may be withdrawn in person by a bidder or its authorized
representative if, before the exact time set for opening, the identity of the person requesting
withdrawal is established and the person signs a receipt for the bid. The withdrawal and
correction of Offers is governed by S.C. Code Section 11-35-1520 and Regulation 19-445.2085.
II. INSTRUCTIONS TO OFFERORS – B. SPECIAL INSTRUCTIONS
CONTENTS OF OFFER - RFP - Solutions Based: The following outline may be helpful in
preparing your proposal. Your offer should address each of the areas outlined below (as
applicable) and provide the information requested. As your offer will be evaluated based on the
information you provide, failure to provide a complete and comprehensive presentation of your
solution could negatively effect our evaluation of your offer.
Offerors response should include:
Technical Proposal: One (1) original paper copy and twenty (20) CD copies.
IMPORTANT: Do not include cost/pricing in the Technical Proposal response. Instead
include a “Bill of Materials” list to include all components of the cost without itemizing or
including the total cost of ownership.
Business Proposal:
One (1) original paper copy and twelve (12) CD copies
Redacted Copy: Since the proposals will become part of the open public record, the State
needs one (1) redacted copy on a CD removing privileged and confidential information.
CD COPIES SHOULD BE SUBMITTED IN HARD PLASTIC CASES TO AVOID
SCRATCHING OF DISK OR DISTORTION OF ANY DATA INCLUDED IN
PROPOSAL SUBMITTED. PLEASE DO NOT PACK CDS IN PACKING PEANUTS.
*SEND QUESTIONS TO
Information Technology Management Office
4430 Broad River Road
Columbia, S.C. 29210
Attn: Debbie Lemmon
14
Email: dlemmon@cio.sc.gov
*The preferred method of receiving questions is via e-mail as a separate word attachment.
All questions should be received no later than November 6, 2007 by close of business.
1.
Executive Overview: Your offer should include a summary of the proposed solution that
reflects your understanding of both the state's needs and how your solution will satisfy
those needs. Please explain your overall approach to the management of this effort,
including a brief discussion of the total organization (structure and relationships among
personnel and consultants / subcontractors).
2.
Technical Overview: Your offer should include a summary of the proposed technical
solution with enough detail to demonstrate an understanding of the current environment
and scope of the project
3.
Detailed explanation of proposed solution
3.1
Management
3.1.1 Implementation schedule
3.1.1.1 from contract formation to installation and acceptance
3.1.1.2 installation, testing, and pilot, as appropriate
3.1.1.3 detailed staffing deployment schedule
3.1.1.4 milestones and deliverables
3.1.2 Project management practices, policies, and certifications
3.1.3 Application development methodologies
3.1.4 Subcontracting, outsourcing, offshore contribution (if any)
3.1.5 Escalation policies, practices, and contacts
3.2
Technical. As appropriate, provide a explanation and/or information about the following,
in detail:
3.2.1 Functional capabilities of the proposed solution, including all performance
capabilities, specifications and response times.
3.2.2 Technical information about proposed solution, including technical specifications
of any proposed equipment or services
3.2.3 Software, if any, including manufacturer, functional capabilities, warranties,
support levels, and documentation (any applicable license agreements and
documents reflecting offeror's authority to include such software).
3.2.4 Services included in the proposal and otherwise available
3.2.5 Environmental requirements for the proposed solution.
3.2.6 Software development plan, interfaces documentation, data synchronization, and
replication plans, etc.
3.2.7 Technical and operational manuals, by reference.
3.3
Change Management. Who initiates change requests, what justifications and explanations
are included, risks associated with change, approval process, etc.
3.4
Installation and support.
3.4.1
schedule.
Installation – provide detailed information on the installation requirements and
15
3.4.2
Training – explain any proposed training solution. Include plans for training new
employees beyond the initial training cycle, employee readiness evaluations,
training feedback, student-instructor ratios, duration of training, etc. Include
plans for updating and maintaining training plans, system documentation,
operational documentation, etc. For the duration of the implementation or term of
the contract as appropriate. Include any other training solutions that are available.
3.4.3
Support services including hardware and software maintenance – include an
explanation of any proposed support services including performance guarantees.
Identify all proposed maintenance including a detailed explanation of response
times. Include any forms or agreements.
3.4.4
Data conversion requirements should include who is responsible for developing
any data conversion programs, what the acceptable level of conversion, how
many records are to be converted, who is responsible for entering any records that
do not convert properly, etc.
3.4.5
Service level agreements (SLA) with performance commitments. If appropriate,
include industry standard response times and performance requirements for
normal business processing and/or critical business processing as appropriate.
3.4.6
Disaster recovery plans should be included, as appropriate.
3.4.7
appropriate.
Back-up plans for proposed network, data, and systems outages and disruptions, if
Warranties – include all functional, performance, and quality of workmanship
warranties. Describe acceptable warranty performance specifications and
warranty performance reporting to include number of calls, number and type of
repairs and changes, etc.
Intellectual property: explain the ownership rights to all proposed intellectual property.
3.4.8
3.5
3.6
Staffing
3.6.1 Contractor
3.6.1.1 Key staff, their resumes, and areas of responsibility on this project
3.6.1.2 Non-key staff, by number and areas of responsibility on this project
3.6.1.3 State the number of state employees necessary and what training and skill
levels are anticipated?
3.6.2 Other – are there any other staffing requirements?
3.7
Business proposals
3.7.1 Total cost of ownership – provide anticipated cost of purchasing, owning,
operating, maintaining, and supporting the proposed solution for the total
potential term of the contract. Include a detailed accounting of the total cost of
ownership.
3.7.2
Risk analysis – identify the internal and external factors could significantly
impact the probability of completing this project on time and within budget
Risk mitigation – identify any actions that could be taken to mitigate the
3.7.3
identified risks
3.7.4 Risk sharing – identify any opportunities for mutually beneficial risk sharing
16
3.7.5
incentives
3.7.6
state
3.8
Performance incentives – identify any opportunities for performance-based
Financing options – identify any alternative financing options available to the
Offeror’s Qualifications. Provide the information requested by the following provisions:
Qualifications – Required Information – SB
Subcontractor – Identification
DESCRIPTIVE LITERATURE – LABELLING (JANUARY 2006): Include offeror’s name on
the cover of any specifications or descriptive literature submitted with your offer.
DISCUSSION WITH OFFERORS (JANUARY 2006): After opening, the Procurement Officer
may, in his sole discretion, initiate discussions with you to discuss your offer. [Section 11-351530(6)]
MAGNETIC MEDIA – REQUIRED FORMAT (JANAUARY 2006): As noted on the cover page,
an original hard copy of your offer must be accompanied by the specified number of copies in
the following electronic format: compact disk (CD) in one of the following formats: CD-R; DVD
ROM; DVD-R; or DVD+R. Formats such as CD-RW, DVD-RAM, DVD-RW, DVD-+RW, or
DVIX are not acceptable and will result in the Offeror's proposal being rejected. Every CD must
be labeled with offeror’s name, solicitation number, and specify whether contents address technical
proposal or business proposal. If multiple CD sets are provided, each CD in the set must be
appropriately identified as to its relationship to the set, e.g., 1 of 2. Each CD must be identical to the
original hard copy. File format shall be MS Word 97 or later.
PROTEST – CPO - ITMO ADDRESS (JUNE 2006): Any protest must be addressed to the Chief
Procurement Officer, Information Technology Management Office, and submitted in writing (a)
by email to protest-itmo@cio.sc.gov, (b) by facsimile at 803-896-0789, or (c) by post or delivery
to 4430 Broad River Road, Columbia, SC 29210.
TRAVEL EXPENSES (May 2006): As provided in this paragraph, state will reimburse
contractor for travel expenses contractor actually incurs. Travel expenses include only lodging,
food, and transportation expenses reasonably incurred and necessary for performance of this
contract. Reimbursement is contingent upon submittal of paid receipts on a monthly basis.
Contractor will endeavor to minimize travel expenses and to use the most economical mode of
transportation. Travel expenses exceeding $5,000 in one month must be pre-approved by state.
Reimbursements are allowed only in accordance with the travel regulations established for State
employees. (See www.cg.state.sc.us/info/disbregs.travel.htm.) Meal costs may not exceed $25 per day in S.C. and
$35 per day outside S.C.
III. SCOPE OF WORK / SPECIFICATIONS
DELIVERY / PERFORMANCE LOCATION – PURCHASE ORDER (JANUARY 2006):
After award, all deliveries shall be made and all services provided to the location specified by the
Using Governmental Unit in its purchase order.
17
IMPORTANT:
ATTACHED ARE THE SPECIFICATIONS, TITLED “The Citadel ERP Specifications”
The Intent of The Citadel
The Citadel is seeking proposals for the procurement, implementation, training and ongoing
support of an integrated Enterprise Resource Planning (ERP) system that includes ancillary
products and professional services to replace The Citadel’s current student, financial and human
resources enterprise information systems and provide a comprehensive Cadet Information
System .
The Citadel is eager to enhance its efforts in the following areas:

Recruitment and enrollment of our students and cadets

Arrangement of class rosters and schedules

Development, storage and transmittal of transcripts

Administrative support for instruction

Production of bills and payrolls

Tracking and analysis of accounts

Management of grant activity

Purchasing and tracking of inventory

Organization, recruitment, management and storage of faculty and staff employment
records

Streamlining business processes

Responsiveness to state/federal/internal reporting requirements

Improved services for students, faculty and staff

Greater access to important resources

Improved productivity through the use of web-enabled applications

Efficient access to data, information and transaction processing through a portal

Performance of thousands of other functions that are essential in an organization of
higher learning.

Implement a comprehensive Cadet Information system, to enhance accountability
throughout the Corp of Cadets.
At a minimum, this RFP is aimed at the procurement of a robust student, human resource, financial
and institutional advancement information system with web self-service applications, along with a
portal solution that will provide a single common point of entry to all applications. The proposed
modules should share the use of an integrated, relational database management system.
This RFP includes a presentation of general system requirements and technical requirements.
Offerors are encouraged to be as responsive as possible to each item within this document and to
offer their best solution to provide the best value ERP system that meets the needs and addresses
the problems of The Citadel as expressed in this RFP.
The Citadel will procure services as needed for training, functional consulting, project
management, data conversion, software customization, maintenance, and other services.
To this end, The Citadel is seeking creative solutions that will address the following:
 Replacement of the current legacy ERP system(s) with new state-of-the-art solutions
 Implementation of these solutions
18




Provision for long term maintenance of the proposed solutions
A plan for all tasks associated with migration from the legacy system(s) to the
complete installation of, and training in the use of, the proposed solution
Hardware configuration with alternate cost proposal of same.
Establish a comprehensive Cadet Information System.
It is envisioned that the proposed solution can be implemented within a three (3) year time frame
from the start of implementation.
.
Functional and Technical Capabilities
The Offeror’s proposed enterprise software solution should meet all of the following functional
capabilities: Include all modules and implementation services for Student Systems, Human
Resources , Financial and Business Solution, Business Intelligence, and Cadet Information
System. Systems should comply with industry-based privacy, financial and security regulations
and standards (e.g. FERPA, HIPAA, and Sarbanes-Oxley).
Offerors should also describe how their systems will improve The Citadel’s current environment
by: replacing multiple, disconnected databases with a single, integrated system encompassing all
the major functional areas of the institution; providing a more “user-friendly” system that will
improve the user experience for students, faculty, staff, parents, and donors improving the
accuracy, availability and security of critical system data; automating and streamlining processes
that will eliminate manual and duplicate efforts.
Student System. Provide modules for Student that incorporate student records, definition of the
college calendar, advising, registration, course inventory, course catalog, grading, class roster,
degree audit, and transcript production; proposed software support of enrollment and
instructional management, including curricula, instructional facilities, and assignment of faculty,
workload and seats analysis.
Student Finance. Provide a fully automated, integrated module functional in the following
areas:
a. Cashiering system handling all College monies, whether through the mail, web or
in person transactions (cash, checks, credit/debit cards);
b. Allow for the proper recording of all non-tuition and fees related transactions in
an automated environment fully integrated with Student Records and Finance
Systems
c. Accounts Receivable management system fully integrated with Student Records
and Finance Systems that ages receivable, streamlines and automates due
diligence collection efforts, allows for notes and history files, etc.;
d. Allow for accurate and automated reconciliations of all cash between the College,
banking institutions, state agencies and others.
e. Allow for web transactions thru e-bills, e-payments, etc.
Financial Aid. Provide an automated and fully integrated Financial Aid Management System
for administering federal, state, and institutional funds. As a "Direct Loan School" we seek a
system that populates loan origination screens from accepted loan award screens, that
automatically and seamlessly manages subsequent change records, cancellation records,
disbursement records, and loan reconciliation processes with student accounting and the U. S.
Department of Education.
19
Admissions. The Office of Admissions and Adult Student Services desires a system to support
the student recruitment, application processing and admissions data processing.
Human Resource System. Provide modules supporting employee recruitment, hiring,
maintenance, benefits, termination, retiree tracking, position control and encumbrance
processing. The Offeror system should provide for web-based recruitment and tracking, and
web-based employee performance.
Payroll System. Provide a rules-based payroll management system, which will ensure
compliance with current Federal and State compensation rules. Such a system will need to
calculate payroll, taxes, disposable income, and garnishments. The system should be able to
process time and labor, track time and attendance, and monitor/approve absence time (i.e. annual
leave, sick leave, compensatory time, etc.). The Offeror system should provide for an integrated,
web-based time and attendance management system.
Finance System. Provide modules supporting the following activities: chart of accounts, general
ledger accounting, budgeting, accounts payable, accounts receivable, capital projects, grant and
contract administration, purchasing including solicitation management, electronic bidding,
catalogs, contract management, inventory control and asset management as well as financial
reporting. The system should provide for electronic workflow, forms and payment and should be
fully integrated with the Human Resources and Student Systems.
Business Intelligence: Provide direct solutions or identify 3rd party software solutions which
will allow The Citadel to perform detailed data mining for reports and dashboard technologies.
Solutions shall include graphic capabilities and ease of use. Provide capability of the proposed
solution to utilize existing data prior to the completed total implementation plan (completed 3
year plan.)
Data Warehousing and Reporting. Provide data warehousing and reporting capabilities to
include the establishment, interface and migration of transaction data to an Offeror supported
data warehouse. Proposed system should include the steps to schedule and maintain data
warehouse processes that result in easily accessible data; report writing capabilities that range
from daily transaction reporting as well as complex multi-level and multi-dimensional querying
and reporting, covering a wide range of export and report capabilities utilizing a flexible,
intuitive report builder. Should The Citadel determine a need for business intelligence solution
in the beginning of the overall implementation, offerors are asked to provide an explanation as to
how quickly such a request can be met.
Document Imaging. Document imaging is an integral part of workflow at The Citadel and is
used by a wide variety of constituents across campus. Provide a proposed system that will
support a large database of stored images that are seamlessly accessed via application
programming interface(s) from the application software. Intuitive ease of operation is of major
importance. The proposed system should accommodate both Mac and PC users.
Cadet Information System (Military Life at The Citadel)
Provide an integrated system, within the framework of Cadet Life here at The Citadel. This solution shall
include screen and element access according to various criteria, including, but not limited to, user’s need
for functionality, and/or user group, and/or user type, and/or user’s position in a hierarchy. Allow a user
to perform a combination of functions, e.g. a member of the Academic Board who needs information
20
related to class absences for decision making might also be an instructor who needs to post absences.
Allow a user’s combination of functions to change from semester to semester, e.g. the Academic Board
member might remain on the Board from semester to semester, but he might not teach class every
semester. The proposed solutions shall record and process disciplinary and other matters pertaining to
cadet military and academic life while enforce cadet accountability, and integrating fully with all other
components of your solution.
Implementation Services
It is expected that the ERP software Offeror will provide full implementation services for all
modules procured. In the event the Offeror should elect to use a 3rd party implementation service
provider for any part of the implementation, the specific nature of these services should be
identified, to include reasons for the exception. If this 3rd party involvement should occur, it is
expected that the Offeror will be accountable for the quality and timeliness of the services
rendered by that 3rd party provider. Implementation goal: Most expeditious plan, providing for
the lowest possible business risk, for one total fixed price.
Implementation services shall be broken down in a similar manner as described above in the
Functionality section. Proposed solutions shall provide enough detail to be effectively evaluated.
Provide an firm implantation plan that include realistic time line, milestones, and project
deliverables addressing each specific segment of the overall ERP solution. The specific
segment implementation plan is critical to the overall success of this project. To accomplish this
goal, The Citadel is seeking an all encompassing Implementation Plan
Included within the proposed implementation plan shall also be workflow requirements.
Offerors are to provide the workflow patterns for each segment of the entire ERP solutions.
Workflow. Provide for the automation of business processes through the use of a workflow
engine, workflow modeling and workflow definition tool that will allow the College to automate
many multi-step processes. Also provide the mechanism utilized for authentication, security,
access, and routing of information, documents, and approvals using workflow.
Recommended Training
Offeror should describe the strategy, methodology and plan for the proposed Training solution
which best suits The Citadel’s organizational size and complexity during implementation and
throughout the life of the product. This solution should focus on the lowest risk option that
ensures our greatest level of success based on industry experiences at other higher educational
institutions.
Provision is to be made for the training of support staff, technicians, and end users. This includes
detailed recommendations of training methods, materials, trouble-shooting resources, benchmarks to monitor progress and a proposed time-line. Please also discuss alternative training
strategies targeting lower cost of execution and associated implication.
Other Implementation Considerations Discussed
This section is open to the Offeror for discussion of implementation considerations not covered
in other sections of this document (optional).
The Citadel and Offeror Roles and Responsibilities
Offer should discuss critical roles to be provided by both the Offeror and The Citadel that
delineate critical areas of responsibility tied to the overall success of this project. Please create a
suggested project team organization (“Org” charts) with descriptions of the roles represented.
21
Note where roles are Offeror filled, or The Citadel filled or where Offeror starts in role and The
Citadel ends up in that role. Talk about expected transition times.
3rd Party Products or Service Offerings
Offeror should discuss planned use of any 3rd party providers. Offeror will identify all key
representatives of any 3rd party business partners identified in this proposal. Offeror understands
that The Citadel will only be contracting with the Offeror and that any partner key 3rd party
solutions executed via this agreement will be binding on the Offeror. Offeror should provide any
3rd party licensing agreements involved with any 3rd party solutions.
Important: The first phase after the award of this contract will be the delivery of a firm
fixed Implementation Plan which must relate back to this section of each proposal and
associated costs. The contractor will be required to provide a detailed implantation plan to
include all accepted segments, milestones, deliverables and firm fixed pricing reflecting all
negotiated aspect of this contract. The Citadel reserves the option to terminate this
contract if it determines the plans modification are too extensive, or cost is way out of line
with the original proposal.
Information Technology Resources: Provide the following information as it related to
Information Technology. These areas will be considered as an essential to the overall success of
the entire ERP solution.
Portal. Provide an integrated and scalable portal solution that enables prospects, students,
faculty, staff, parents, and alumni to access a variety of transactions, information resources,
online tools and services in a secure, consistent and customizable manner. Examples of such
transactions, resources and services include admissions, registration, fee payment, transcript
requests, academic history queries, student program evaluations, grade entry and changes,
change of demographic information including mailing address, viewing of financial aid awards,
timekeeping management, viewing of class rosters, accessing e-mail, course management
software, and other information. In addition to self-service functionality, the portal should also
serve as an online source of personalized communication from The Citadel as well as provide
community building tools that can help build relationships among campus constituencies.
Technical. Offeror should provide a detailed description of the proposed technical solution with
enough detail to describe an understanding of The Citadel’s current and future technical
environments relating to the scope of this project. Please discuss where relevant any
environmental requirements for the proposed solution. Refer to Attachment A: Current
Technical Environment.
The Offeror’s proposed solution should meet all of the following technical capabilities:
a. Operate natively with the Oracle Corporation, Oracle Relational Database Management
System or Microsoft SQL Server. Ancillary systems must support either Microsoft SQL
Server or the RDBMS provided with the ERP solution.
b. Provide for multiple levels of data security and describe how the system insures the
integrity of the data being entered.
c. Support native interfaces to Active Directory or support a secure LDAP interface to the
directory.
d. Operate in a high availability (or clustered) system environment supporting 24 x 7 system
22
availability.
Hardware. Provide configuration for all hardware necessary to implement total proposed
solution using criteria stated in the Technical Information section. Include any environmental
requirements.
Offeror may elect to propose alternative configurations representing different hardware
manufacturers and/or platforms. For each configuration, include any supplemental
recommendations with corresponding advantages and disadvantages of each. All configurations
must meet or exceed requirements as stated. Proposed configuration should list all servers
needed to implement total solution and should provide fault tolerant/high availability solution
with system and disk capacity for 3-year growth. Proposal should also include solution
architecture drawings.
Cost detail should be expressed in the Cost Proposal only and be submitted separately under
separate cover. See Attachment D: Hardware Configuration for required outline. If alternate
hardware solutions are being proposed, cost options for these alternates should appear in the Cost
Proposal only and should be labeled.
The Citadel reserves the right to purchase hardware as a component of the proposed solution
from the selected Offeror, to purchase independent of the contract award for software and
implementation, or purchase off of another state term contract. Cost of each alternate hardware
configuration should be expressed in the Cost Proposal and placed in the Technical Proposal as a
Bill of Materials excluding all cost.
Proposed Project Management Strategy-Methodology
The State has adopted a project management methodology based on principles set by the Project
Management Institute (PMI). It is strongly believed that a competency in sound project
management principles is critical to the success of any project awarded by the State. Therefore
the successful Offeror should demonstrate a competency in this area, including project
management methodology, supporting tools, and qualified project managers. This may include
preparing status reports, attending status meetings, and provide meeting summaries. Meeting
summaries must be provided within a reasonable time period. Offerors should reference the
project management guidelines found at:
http://www.cio.sc.gov/cioContent.asp?pageID=281&menuID=369#methodology.
IV. INFORMATION FOR OFFERORS TO SUBMIT
23
INFORMATION FOR OFFERORS TO SUBMIT – GENERAL (JANUARY 2006): Offeror
shall submit a signed Cover Page and Page Two. Offeror should submit all other information and
documents requested in this part and in parts II.B. Special Instructions; III. Scope of Work; V.
Qualifications; VIII. Bidding Schedule/Price Proposal; and any appropriate attachments
addressed in section IX. Attachments to Solicitations.
MINORITY PARTICIPATION (JANUARY 2006)
Is the bidder a South Carolina Certified Minority Business? □ Yes □ NO
Is the bidder a Minority Business certified by another governmental entity? □ Yes □ NO
If so, please list the certifying governmental entity: _________________________
Will any of the work under this contract be performed by a SC certified Minority Business as a
subcontractor? □ Yes □ NO
If so, what percentage of the total value of the contract will be performed by a SC certified
Minority Business as a subcontractor? □ Yes □ NO
Will any of the work under this contract be performed by a minority business certified by another
governmental entity as a subcontractor? □ Yes □ NO
If so, what percentage of the total value of the contract will be performed by a minority business
certified by another governmental entity as a subcontractor? □ Yes □ NO
If a certified Minority Business is participating in this contract, please indicate all categories for
which the Business is certified:
□ Traditional minority
□ Traditional minority, but female
□ Women (Caucasian females)
□ Hispanic minorities
□ DOT referral (Traditional minority)
□ DOT referral (Caucasian female)
□ Temporary certification
□ SBA 8 (a) certification referral
□ Other minorities (Native American, Asian, etc.)
(If more than one minority contractor will be utilized in the performance of this contract, please
provide the information above for each minority business.)
For a list of certified minority firms, please consult the Minority Business Directory, which is
available at the following URL: http://www.govoepp.state.sc.us/osmba/
OFFSHORE CONTRACTING
OFFSHORE CONTRACTING (JANUARY 2006)
Work that will be performed offshore by the Offeror and/or its subcontractors must be identified
in the Offeror’s response. For the purpose of this solicitation, offshore is defined as outside the
50 States and US territories. Offeror is to include an explanation for the following:
(a)
What
type
of
work
offshore?___________________________________
24
is
being
contracted
(b)
What
percentage
(%)
of
the
total
offshore?___________________________________
work
is
being
contracted
(c)
What percentage (%) of the total value of the contract is being contracted
offshore?________________________
(d)
Provide a Service Level Agreement (SLA) demonstrating the arrangement between the
off-shore contactor and the Offeror. Attach Service Level Agreement to this document or
paste here. Data provided by the Offeror in regards to this clause is for information only
and will not be used in the evaluation and determination of an award.
V. QUALIFICATIONS
QUALIFICATION OF OFFEROR (JANUARY 2006): To be eligible for award of a contract, a
prospective contractor must be responsible. In evaluating an Offeror’s responsibility, the State
Standards of Responsibility [R.19-445.2125] and information from any other source may be
considered. An Offeror must, upon request of the State, furnish satisfactory evidence of its ability
to meet all contractual requirements. Unreasonable failure to supply information promptly in
connection with a responsibility inquiry may be grounds for determining that you are ineligible to
receive an award. S.C. Code Section 11-35-1810.
QUALIFICATIONS - MANDATORY MINIMUM (JANUARY 2006): (a) In order to be qualified to
receive award, you must meet the following mandatory minimum qualifications: [Procurement Officer
to Fill In.]
(b) The Procurement Officer may, in his discretion, consider (1) the experience of a predecessor firm
or of a firm's key personnel which was obtained prior to the date offeror was established, and/or (2)
any subcontractor proposed by offeror.
(c) Provide a detailed, narrative statement providing adequate information to establish that you meet all
the requirements stated in subparagraph (a) above. Include all appropriate documentation.
SUBCONTRACTOR – IDENTIFICATION (JANUARY 2006): If you intend to subcontract with
another business for any portion of the work and that portion exceeds 10% of your price, your offer
must identify that business and the portion of work which they are to perform. Identify potential
subcontractors by providing the business’ name, address, phone, taxpayer identification number, and
point of contact. In determining your responsibility, the state may evaluate your proposed
subcontractors.
The Citadel may conduct detailed reference checks for current and recent clients. The Citadel may
examine current and past financial statements, key personnel resumes, and long-term viability of
Offeror’s company and products.
Qualifications
The Offeror shall provide a description of its qualifications to be considered:
Qualifications
1. The Student, HR-Payroll, Finance, and Business Intelligence modules (or predecessor versions
of those modules) must have been in full production at a minimum of five (5) higher education
institutions for at least three (3) years.
2. Include a discussion of the overall acquired experiences your company, products and services
have gained in the higher education industry.
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References
1. Please supply your total client list of higher education customers running your total integrated
ERP system, detailing the version that is currently in production, the modules that are in
production, the number of years that system has been in production along with the contact
information for each client.
2. Provide a description of the top three (3) related customer implementations which most
resemble the College, detailing the version that is currently in production, the modules that are
in production, the number of years that system has been in production along with the contact
information for each client.
3. The offeror must be able to provide references for successful conversions from the
Sungard/SCT Plus system to the proposed platform.
4. Offeror's References1
The Offerors' references given for numbers 1, 2 and 3 above should include, but not limited
to the following contact information:






Client name
Client address
Contact name
Telephone number
Email address
Brief summary of the project including the date of installation
The State may or may not elect to contact references provided.
5. Please list any failed projects or any clients within the last three (3) years that are no longer
current clients. Provide a description of the system and modules that were in production, number
of years in production and state the reason(s) why the project failed or why the client terminated
the relationship.
Viability
1. Provide a description of your organization type (public corporation, private corporation, private
company, limited liability corporation (LLC), etc.).
2. Provide a description of your corporate history, market segment(s), client base, and employee
base.
3. The Offeror shall also provide evidence of the Offeror’s financial ability to carry out the
project. All evidence under this requirement shall be in sufficient detail to allow an adequate
evaluation by the state’s RFP team. Offerors should provide corporate financial information ie.
Balance Sheet, Income Statement/Profit and Loss Statement including, but not limited to,
audited company financial statements for most recent three (3) fiscal years. In addition, request
a cover letter from the individual evaluating the financials to indicate if the financial data was
audited, complied, or reviewed. Acceptable secondary forms of financial stability would
include: Annual Reports, and/or any Dunn & Bradstreet Ratings, etc. However, audited
financials are preferred.
26
4. Provide a disclosure of any judgments, including but not limited to: pending or expected
litigation or other real or potential financial reversals that might affect the viability or stability
of the corporations; or warrant that no such condition is known to exist.
5. Provide information regarding the long term viability of the products that are part of your
proposed solution. Include commitments to Research & Development, functionality
enhancements, compatibility to industry standard changes (for example, introduction of the
Windows Vista operating system), and integrations to 3rd party solutions.
6. Provide a description of where your current products are in the development lifecycle. Provide
specifics on when the next scheduled upgrade will be released and how significant that release
will be from an implementation or upgrade perspective for your current clients.
7. Identify Offeror’s key personnel that will be assigned to this project and their professional
qualifications. Include a resume for each and a description of their responsibilities/duties for
this project.
8. Identify same information as stated above for key personnel of all proposed 3rd party business
partners.
9. Identify Offeror’s non-key personnel by number and areas of responsibility for this project.
Subcontractor's References
The subcontractor’s references should include, but not limited to, three (3) references of
comparable size and complexity. The references should include:
 Client name
 Client address
 Contact name
 Telephone number
 Email address
 Description of the working and contractual relationship with the primary Offeror.
 Brief summary of the project including the date of installation
Offerors should provide subcontractor’s references and financials if any subcontractor will contribute more than 10%
of the performance requirements of the contract. In additional, The State may or may not elect to contact the
reference provided.
VI. AWARD CRITERIA
AWARD BY LOT (JANUARY 2006): Award will be made by complete lot(s).
AWARD CRITERIA – PROPOSALS (JANUARY 2006): Award will be made to the highest ranked,
responsive and responsible offeror whose offer is determined to be the most advantageous to the State.
COMPETITION FROM PUBLIC ENTITIES (JANUARY 2006): If a South Carolina governmental
entity submits an offer, the Procurement Officer will, when determining the lowest offer, add to the
price provided in any offers submitted by non-governmental entities a percentage equivalent to any
applicable sales or use tax. S.C. Code Ann. Regs 117-304.1 (Supp. 2004).
NEGOTIATIONS (JANUARY 2006): The Procurement Officer may elect to make an award without
conducting negotiations. However, after the offers have been ranked, the Procurement Officer may
27
elect to negotiate price or the general scope of work with the highest ranked offeror. If a satisfactory
agreement cannot be reached, negotiations may be conducted with the second, and then the third, and
so on, ranked offerors to such level of ranking as determined by the Procurement Officer.
UNIT PRICE GOVERNS (JANUARY 2006): In determining award, unit prices will govern over
extended prices unless otherwise stated.
EVALUATION FACTORS – PROPOSALS (JANUARY 2006): Offers will be evaluated using only
the factors stated below. Evaluation factors are stated in the relative order of importance, with the first
factor being the most important. Once evaluation is complete, all responsive offerors will be ranked
from most advantageous to least advantageous.
Subject-Matter Expert Evaluations will be used in the evaluation of the Offeror(s) responses.
For details concerning the evaluation of Subject-Matter Expert Evaluations process, please refer
to the following website:
http://www.cio.state.sc.us/itmo/subject_matter_eval/SMEEvaluations.doc
1. Functional and Technical Capabilities: The completeness and suitability of
the Offeror's proposed solution to meet or exceed the defined Business Challenges
of this RFP.
Subject-Matter Expert Evaluations will be used as follows:
Student System
Human Resources
Finance System
Business Intelligence
Cadet Information System
2.
Implementation Services: A thorough and detailed presentation of all implementation
support to be provided to The Citadel throughout the entire implementation,
including training.
Subject-Matter Expert Evaluations will be used as follows:
Student System
Human Resources
Finance System
Business Intelligence
Cadet Information System
3. Information Technology Resources: A through and detailed explanation as to the amount
of
technical support (staffing) required by The Citadel for initial implementation and also for ongoing
support. Also Offerors are to include a detailed explanation as to the integrative capability and
security surrounding the system.
Subject-Matter Expert Evaluations will be used as follows:
Portal
Technical
28
4. Business Proposal: The value of the proposed solution to meet or exceed the needs of this
solicitation with specific respect to Total Cost of Ownership, Risk Analysis, Risk Mitigation, Risk
Sharing, and Financing Options. Offerors are to use the attached excel spreadsheet to identify all
costs associated with this project. Reference sections VIII for further detail explanation of item
that is to be included in this section for evaluation.
Subject-Matter Expert Evaluations will be used as follows:
Student System
Human Resources
Finance System
Business Intelligence
Cadet Information System
5. Offeror’s Qualifications: The completeness and suitability of the Offeror’s proposed solution to
meet the needs of this Solicitation. The Offeror’s financial responsibility and financial strength
must reflect sound financial stability; the Offeror’s experience and references must provide
evidence of its depth and breadth of experience, and evidence of successful past performance with
projects of this similar size and scope.
Subject-Matter Expert Evaluations will be used as follows:
Student System
Human Resources
Finance System
Business Intelligence
Cadet Information System
VII. TERMS AND CONDITIONS – A. GENERAL
ASSIGNMENT (JANUARY 2006): No contract or its provisions may be assigned, sublet, or
transferred without the written consent of the Procurement Officer.
BANKRUPTCY (JANUARY 2006): (a) Notice. In the event the Contractor enters into proceedings
relating to bankruptcy, whether voluntary or involuntary, the Contractor agrees to furnish written
notification of the bankruptcy to the Using Governmental Unit. This notification shall be furnished
within five (5) days of the initiation of the proceedings relating to the bankruptcy filing. This
notification shall include the date on which the bankruptcy petition was filed, the identity of the court
in which the bankruptcy petition was filed, and a listing of all State contracts against which final
payment has not been made. This obligation remains in effect until final payment under this Contract.
(b) Termination. This contract is voidable and subject to immediate termination by the State upon the
contractor’s insolvency, including the filing of proceedings in bankruptcy.
CHOICE-OF-LAW (JANUARY 2006): The Agreement, any dispute, claim, or controversy relating to
the Agreement, and all the rights and obligations of the parties shall, in all respects, be interpreted,
construed, enforced and governed by and under the laws of the State of South Carolina, except its
choice of law rules. As used in this paragraph, the term "Agreement" means any transaction or
agreement arising out of, relating to, or contemplated by the solicitation.
CONTRACT DOCUMENTS & ORDER OF PRECEDENCE (JANUARY 2006): (a) Any contract
29
resulting from this solicitation shall consist of the following documents: (1) a Record of Negotiations,
if any, executed by you and the Procurement Officer, (2) documentation regarding the clarification of
an offer [e.g., 11-35-1520(8) or 11-35-1530(6)], if applicable, (3) the solicitation, as amended, (4)
modifications, if any, to your offer, if accepted by the Procurement Officer, (5) your offer, (6) any
statement reflecting the state’s final acceptance (a/k/a “award”), and (7) purchase orders. These
documents shall be read to be consistent and complimentary. Any conflict among these documents
shall be resolved by giving priority to these documents in the order listed above. (b) The terms and
conditions of documents (1) through (6) above shall apply notwithstanding any additional or different
terms and conditions in either (i) a purchase order or other instrument submitted by the State or (ii) any
invoice or other document submitted by Contractor. Except as otherwise allowed herein, the terms and
conditions of all such documents shall be void and of no effect. (c) No contract, license, or other
agreement containing contractual terms and conditions will be signed by any Using Governmental
Unit. Any document signed or otherwise agreed to by persons other than the Procurement Officer shall
be void and of no effect.
DISCOUNT FOR PROMPT PAYMENT (JANUARY 2006)
(a) Discounts for prompt payment will not be considered in the evaluation of offers. However, any
offered discount will form a part of the award, and will be taken if payment is made within the
discount period indicated in the offer by the offeror. As an alternative to offering a discount for prompt
payment in conjunction with the offer, offerors awarded contracts may include discounts for prompt
payment on individual invoices.
(b) In connection with any discount offered for prompt payment, time shall be computed from the date
of the invoice. If the Contractor has not placed a date on the invoice, the due date shall be calculated
from the date the designated billing office receives a proper invoice, provided the state annotates such
invoice with the date of receipt at the time of receipt. For the purpose of computing the discount
earned, payment shall be considered to have been made on the date that appears on the payment check
or, for an electronic funds transfer, the specified payment date. When the discount date falls on a
Saturday, Sunday, or legal holiday when Federal Government offices are closed and Government
business is not expected to be conducted, payment may be made on the following business day.
DISPUTES (JANUARY 2006): (1) Choice-of-Forum. All disputes, claims, or controversies relating to
the Agreement shall be resolved exclusively by the appropriate Chief Procurement Officer in
accordance with Title 11, Chapter 35, Article 17 of the South Carolina Code of Laws, or in the absence
of jurisdiction, only in the Court of Common Pleas for, or a federal court located in, Richland County,
State of South Carolina. Contractor agrees that any act by the Government regarding the Agreement is
not a waiver of either the Government's sovereign immunity or the Government's immunity under the
Eleventh Amendment of the United State's Constitution. As used in this paragraph, the term
"Agreement" means any transaction or agreement arising out of, relating to, or contemplated by the
solicitation. (2) Service of Process. Contractor consents that any papers, notices, or process necessary
or proper for the initiation or continuation of any disputes, claims, or controversies relating to the
Agreement; for any court action in connection therewith; or for the entry of judgment on any award
made, may be served on Contractor by certified mail (return receipt requested) addressed to Contractor
at the address provided as the Notice Address on Page Two or by personal service or by any other
manner that is permitted by law, in or outside South Carolina. Notice by certified mail is deemed duly
given upon deposit in the United States mail.
EQUAL OPPORTUNITY (JANUARY 2006). Contractor is referred to and shall comply with all
applicable provisions, if any, of Title 41, Part 60 of the Code of Federal Regulations, including but not
30
limited to Sections 60-1.4, 60-4.2, 60-4.3, 60-250.5(a), and 60-741.5(a), which are hereby incorporated
by reference.
FALSE CLAIMS (JANUARY 2006): According to the S.C. Code of Laws § 16-13-240, "a person
who by false pretense or representation obtains the signature of a person to a written instrument or
obtains from another person any chattel, money, valuable security, or other property, real or personal,
with intent to cheat and defraud a person of that property is guilty" of a crime.
FIXED PRICING REQUIRED (JANUARY 2006): Any pricing provided by contractor shall include
all costs for performing the work associated with that price. Except as otherwise provided in this
solicitation, contractor’s price shall be fixed for the duration of this contract, including option terms.
This clause does not prohibit contractor from offering lower pricing after award.
NON-INDEMNIFICATION (JANUARY 2006): Any term or condition is void to the extent it requires
the State to indemnify anyone.
NOTICE (JANUARY 2006): (A) After award, any notices shall be in writing and shall be deemed
duly given (1) upon actual delivery, if delivery is by hand, (2) upon receipt by the transmitting party of
automated confirmation or answer back from the recipient's device if delivery is by telex, telegram,
facsimile, or electronic mail, or (3) upon deposit into the United States mail, if postage is prepaid, a
return receipt is requested, and either registered or certified mail is used. (B) Notice to contractor shall
be to the address identified as the Notice Address on Page Two. Notice to the state shall be to the
Procurement Officer's address on the Cover Page. Either party may designate a different address for
notice by giving notice in accordance with this paragraph.
PAYMENT (JANUARY 2006): (a) The Using Governmental Unit shall pay the Contractor, after the
submission of proper invoices or vouchers, the prices stipulated in this contract for supplies delivered
and accepted or services rendered and accepted, less any deductions provided in this contract. Unless
otherwise specified in this contract, including the purchase order, payment shall not be made on partial
deliveries accepted by the Government. (b) Unless the purchase order specifies another method of
payment, payment will be made by check. (c) Payment and interest shall be made in accordance with
S.C. Code Section 11-35-45. Contractor waives imposition of an interest penalty unless the invoice
submitted specifies that the late penalty is applicable.
PUBLICITY (JANUARY 2006): Contractor shall not publish any comments or quotes by State
employees, or include the State in either news releases or a published list of customers, without the
prior written approval of the Procurement Officer.
PURCHASE ORDERS (JANUARY 2006): Contractor shall not perform any work prior to the receipt
of a purchase order from the using governmental unit. The using governmental unit shall order any
supplies or services to be furnished under this contract by issuing a purchase order. Purchase orders
may be used to elect any options available under this contract, e.g., quantity, item, delivery date,
payment method, but are subject to all terms and conditions of this contract. Purchase orders may be
electronic. No particular form is required. An order placed pursuant to the purchasing card provision
qualifies as a purchase order.
SETOFF (JANUARY 2006) The state shall have all of its common law, equitable, and statutory rights
of set-off. These rights shall include, but not be limited to, the State's option to withhold for the
purposes of set-off any moneys due to the Contractor under this contract up to any amounts due and
owing to the state with regard to this contract, any other contract with any state department or agency,
including any contract for a term commencing prior to the term of this contract, plus any amounts due
31
and owing to the state for any other reason including, without limitation, tax delinquencies, fee
delinquencies or monetary penalties relative thereto.
SURVIVAL OF OBLIGATIONS (JANUARY 2006): The Parties' rights and obligations which, by
their nature, would continue beyond the termination, cancellation, rejection, or expiration of this
contract shall survive such termination, cancellation, rejection, or expiration, including, but not limited
to, the rights and obligations created by the following clauses: Indemnification - Third Party Claims,
Intellectual Property Indemnification, and any provisions regarding warranty or audit.
TAXES (JANUARY 2006): Any tax the contractor may be required to collect or pay upon the sale,
use or delivery of the products shall be paid by the State, and such sums shall be due and payable to the
contractor upon acceptance. Any personal property taxes levied after delivery shall be paid by the
State. It shall be solely the State's obligation, after payment to contractor, to challenge the applicability
of any tax by negotiation with, or action against, the taxing authority. Contractor agrees to refund any
tax collected, which is subsequently determined not to be proper and for which a refund has been paid
to contractor by the taxing authority. In the event that the contractor fails to pay, or delays in paying, to
any taxing authorities, sums paid by the State to contractor, contractor shall be liable to the State for
any loss (such as the assessment of additional interest) caused by virtue of this failure or delay. Taxes
based on Contractor’s net income or assets shall be the sole responsibility of the contractor.
TERMINATION DUE TO UNAVAILABILITY OF FUNDS (JANUARY 2006) Payment and
performance obligations for succeeding fiscal periods shall be subject to the availability and
appropriation of funds therefor. When funds are not appropriated or otherwise made available to
support continuation of performance in a subsequent fiscal period, the contract shall be canceled. In the
event of a cancellation pursuant to this paragraph, contractor will be reimbursed the resulting
unamortized, reasonably incurred, nonrecurring costs. Contractor will not be reimbursed any costs
amortized beyond the initial contract term.
THIRD PARTY BENEFICIARY (JANUARY 2006) This Contract is made solely and specifically
among and for the benefit of the parties hereto, and their respective successors and assigns, and no
other person will have any rights, interest, or claims hereunder or be entitled to any benefits under or
on account of this Contract as a third party beneficiary or otherwise.
WAIVER (JANUARY 2006) The State does not waive any prior or subsequent breach of the terms of
the Contract by making payments on the Contract, by failing to terminate the Contract for lack of
performance, or by failing to strictly or promptly insist upon any term of the Contract. Only the
Procurement Officer has actual authority to waive any of the State’s rights under this Contract. Any
waiver must be in writing.
VII. TERMS AND CONDITIONS – B. SPECIAL
CISG (JANUARY 2006): The parties expressly agree that the UN Convention on the International
Sale of Goods shall not apply to this agreement.
COMPLIANCE WITH LAWS (JANUARY 2006): During the term of the contract, contractor shall
comply with all applicable provisions of laws, codes, ordinances, rules, regulations, and tariffs.
CONTRACT LIMITATIONS (JANUARY 2006): No sales may be made pursuant to this contract for
any item or service that is not expressly listed. No sales may be made pursuant to this contract after
expiration of this contract. Violation of this provision may result in termination of this contract and
may subject contractor to suspension or debarment.
32
CONTRACTOR'S LIABILITY INSURANCE (JANUARY 2006): (1) Contractor shall purchase from
and maintain in a company or companies lawfully authorized to do business in South Carolina such
insurance as will protect the contractor from the types of claims set forth below which may arise out of
or result from the contractor's operations under the contract and for which the contractor may be
legally liable, whether such operations be by the contractor or by a subcontractor or by anyone directly
or indirectly employed by any of them, or by anyone for whose acts any of them may be liable: (a)
claims under workers' compensation, disability benefit and other similar employee benefit acts which
are applicable to the work to be performed; (b) claims for damages because of bodily injury,
occupational sickness or disease, or death of the contractor's employees; (c) claims for damages
because of bodily injury, sickness or disease, or death of any person other than the contractor's
employees; (d) claims for damages insured by usual personal injury liability coverage; (e) claims for
damages, other than to the work itself, because of injury to or destruction of tangible property,
including loss of use resulting therefrom; (f) claims for damages because of bodily injury, death of a
person or property damage arising out of ownership, maintenance or use of a motor vehicle; (g) claims
for bodily injury or property damage arising out of completed operations; and (h) claims involving
contractual liability insurance applicable to the Contractor's obligations under the provision entitled
Indemnification – Third Party Claims.
(2) Coverage shall be written on an occurrence basis and shall be maintained without interruption from
date of commencement of the work until date of final payment. Coverage must include the following
on a commercial basis: (i) Premises – Operations, (ii) Independent Contractor’s Protective, (iii)
Products and Completed Operations, (iv) Personal and Advertising Injury, (v) Contractual, including
specific provision for contractor’s obligations under the provision entitled Indemnification – Third
Party Claims, (vi) Broad Form Property Damage including Completed Operations, and (vii) Owned,
Non-owned and Hired Motor Vehicles.
(3) The insurance required by this paragraph shall be written for not less than the following limits of
liability or as required by law, whichever coverage is greater.:
COMMERCIAL GENERAL LIABILITY:
General Aggregate (per project) $1,000,000
Products/Completed Operations $1,000,000
Personal and Advertising Injury $1,000,000
Each Occurrence $1,000,000
Fire Damage (Any one fire) $ 50,000
Medical Expense (Any one person) $ 5,000
BUSINESS AUTO LIABILITY (including All Owned, Nonowned, and Hired Vehicles):
Combined Single Limit $1,000,000
OR
Bodily Injury & Property Damage (each) $750,000
WORKER’S COMPENSATION:
State Statutory
Employers Liability $100,000 Per Acc.
$500,000 Disease, Policy Limit; $100,000 Disease, Each Employee
(4) Required Documentation. (a) Prior to commencement of the work, contractor shall provide to the
state a signed, original certificate of liability insurance (ACORD 25). The certificate shall identify the
types of insurance, state the limits of liability for each type of coverage, include a provision for 30 days
notice prior to cancellation, name every applicable using governmental unit (as identified on the cover
page) as a Certificate Holder, provide that the general aggregate limit applies per project, and provide
that coverage is written on an occurrence basis. (b) Prior to commencement of the work, contractor
shall provide to the state a written endorsement to the contractor’s general liability insurance policy
that (i) names every applicable using governmental unit (as identified on the Cover Page) as an
additional insured, (ii) provides that no material alteration, cancellation, non-renewal, or expiration of
33
the coverage contained in such policy shall have effect unless the named governmental unit(s) has been
given at least thirty (30) days prior written notice, and (iii) provides that the Contractor’s liability
insurance policy shall be primary, with any liability insurance of the state as secondary and
noncontributory. (c) Both the certificate and the endorsement must be received directly from either the
contractor's insurance agent or the insurance company.
(5) Contractor shall provide a minimum of thirty (30) days written notice to every applicable using
governmental unit of any proposed reduction of coverage limits (on account of revised limits or claims
paid under the General Aggregate) or any substitution of insurance carriers.
(6) The state's failure to demand either a certificate of insurance or written endorsement required by
this paragraph is not a waiver of contractor's obligations to obtain the required insurance.
CONTRACTOR PERSONNEL (JANUARY 2006): The Contractor shall enforce strict discipline and
good order among the Contractor's employees and other persons carrying out the Contract. The
Contractor shall not permit employment of unfit persons or persons not skilled in tasks assigned to
them.
CONTRACTOR'S OBLIGATION – GENERAL (JANUARY 2006): The contractor shall provide and
pay for all materials, tools, equipment, labor and professional and non-professional services, and shall
perform all other acts and supply all other things necessary, to fully and properly perform and
complete the work. The contractor must act as the prime contractor and assume full responsibility for
any subcontractor’s performance. The contractor will be considered the sole point of contact with
regard to all situations, including payment of all charges and the meeting of all other requirements.
DEFAULT (JANUARY 2006)
(a)(1) The State may, subject to paragraphs (c) and (d) of this clause, by written notice of default to the
Contractor, terminate this contract in whole or in part if the Contractor fails to(i) Deliver the supplies or to perform the services within the time specified in this contract or any
extension;
(ii) Make progress, so as to endanger performance of this contract (but see paragraph (a)(2) of this
clause); or
(iii) Perform any of the other material provisions of this contract (but see paragraph (a)(2) of this
clause).
(2) The State's right to terminate this contract under subdivisions (a)(1)(ii) and (1)(iii) of this clause,
may be exercised if the Contractor does not cure such failure within 10 days (or more if authorized in
writing by the Procurement Officer) after receipt of the notice from the Procurement Officer specifying
the failure.
(b) If the State terminates this contract in whole or in part, it may acquire, under the terms and in the
manner the Procurement Officer considers appropriate, supplies or services similar to those terminated,
and the Contractor will be liable to the State for any excess costs for those supplies or services.
However, the Contractor shall continue the work not terminated.
(c) Except for defaults of subcontractors at any tier, the Contractor shall not be liable for any excess
costs if the failure to perform the contract arises from causes beyond the control and without the fault
or negligence of the Contractor. Examples of such causes include (1) acts of God or of the public
enemy, (2) acts of the State in either its sovereign or contractual capacity, (3) fires, (4) floods, (5)
34
epidemics, (6) quarantine restrictions, (7) strikes, (8) freight embargoes, and (9) unusually severe
weather. In each instance the failure to perform must be beyond the control and without the fault or
negligence of the Contractor.
(d) If the failure to perform is caused by the default of a subcontractor at any tier, and if the cause of
the default is beyond the control of both the Contractor and subcontractor, and without the fault or
negligence of either, the Contractor shall not be liable for any excess costs for failure to perform,
unless the subcontracted supplies or services were obtainable from other sources in sufficient time for
the Contractor to meet the required delivery schedule.
(e) If this contract is terminated for default, the State may require the Contractor to transfer title and
deliver to the State, as directed by the Procurement Officer, any (1) completed supplies, and (2)
partially completed supplies and materials, parts, tools, dies, jigs, fixtures, plans, drawings,
information, and contract rights (collectively referred to as "manufacturing materials" in this clause)
that the Contractor has specifically produced or acquired for the terminated portion of this contract.
Upon direction of the Procurement Officer, the Contractor shall also protect and preserve property in
its possession in which the State has an interest.
(f) The State shall pay contract price for completed supplies delivered and accepted. The Contractor
and Procurement Officer shall agree on the amount of payment for manufacturing materials delivered
and accepted and for the protection and preservation of the property; if the parties fail to agree, the
Procurement Officer shall set an amount subject to the Contractor’s rights under the Disputes clause.
Failure to agree will be a dispute under the Disputes clause. The State may withhold from these
amounts any sum the Procurement Officer determines to be necessary to protect the State against loss
because of outstanding liens or claims of former lien holders.
(g) If, after termination, it is determined that the Contractor was not in default, or that the default was
excusable, the rights and obligations of the parties shall, if the contract contains a clause providing for
termination for convenience of the State, be the same as if the termination had been issued for the
convenience of the State. If, in the foregoing circumstances, this contract does not contain a clause
providing for termination for convenience of the State, the contract shall be adjusted to compensate for
such termination and the contract modified accordingly subject to the contractor’s rights under the
Disputes clause.
(h) The rights and remedies of the State in this clause are in addition to any other rights and remedies
provided by law or under this contract.
ESTIMATED QUANTITY - PURCHASES FROM OTHER SOURCES (JANUARY 2006): The state
may bid separately any unusual requirements or large quantities of supplies covered by this contract.
ESTIMATED QUANTITY - UNKNOWN (JANUARY 2006): The total quantity of purchases of any
individual item on the contract is not known. The State does not guarantee that the State will buy any
specified item or total amount. The omission of an estimated purchase quantity does not indicate a
lack of need but rather a lack of historical information.
INDEMNIFICATION - THIRD PARTY CLAIMS (JANUARY 2006): Notwithstanding any limitation
in this agreement, Contractor shall defend and indemnify the State of South Carolina, its
instrumentalities, agencies, departments, boards, political subdivisions and all their respective officers,
agents and employees against all suits or claims of any nature (and all damages, settlement payments,
attorneys' fees, costs, expenses, losses or liabilities attributable thereto) by any third party which arise
out of, or result in any way from, any defect in the goods or services acquired hereunder or from any
35
act or omission of Contractor, its subcontractors, their employees, workmen, servants or agents.
Contractor shall be given written notice of any suit or claim. State shall allow Contractor to defend
such claim so long as such defense is diligently and capably prosecuted through legal counsel. State
shall allow Contractor to settle such suit or claim so long as (i) all settlement payments are made by
(and any deferred settlement payments are the sole liability of) Contractor, and (ii) the settlement
imposes no non-monetary obligation upon State. State shall not admit liability or agree to a settlement
or other disposition of the suit or claim, in whole or in part, without the prior written consent of
Contractor. State shall reasonably cooperate with Contractor's defense of such suit or claim. The
obligations of this paragraph shall survive termination of the parties' agreement.
INTELLECTUAL PROPERTY INFRINGEMENT (JANUARY 2006) (a) Without limitation and
notwithstanding any provision in this agreement, Contractor shall, upon receipt of notification, defend
and indemnify the State, its instrumentalities, agencies, departments, boards, political subdivisions and
all their respective officers, agents and employees against all actions, proceedings or claims of any
nature (and all damages, settlement payments, attorneys' fees (including inside counsel), costs,
expenses, losses or liabilities attributable thereto) by any third party asserting or involving an IP right
related to an acquired item. State shall allow Contractor to defend such claim so long as the defense is
diligently and capably prosecuted. State shall allow Contractor to settle such claim so long as (i) all
settlement payments are made by Contractor, and (ii) the settlement imposes no non-monetary
obligation upon State. State shall reasonably cooperate with Contractor's defense of such claim. (b) In
the event an injunction or order shall be obtained against State's use of any acquired item, or if in
Contractor's opinion, the acquired item is likely to become the subject of a claim of infringement or
violation of an IP right, Contractor shall, without in any way limiting the foregoing, and at its expense,
either: (1) procure for State the right to continue to use, or have used, the acquired item, or (2) replace
or modify the acquired item so that it becomes non-infringing but only if the modification or
replacement does not adversely affect the specifications for the acquired item or its use by State. If
neither (1) nor (2), above, is practical, State may require that Contractor remove the acquired item
from State, refund to State any charges paid by State therefor, and take all steps necessary to have State
released from any further liability. (c) Contractors obligations under this paragraph do not apply to a
claim to the extent (i) that the claim is caused by Contractor's compliance with specifications furnished
by the State unless Contractor knew its compliance with the State's specifications would infringe an IP
right, or (ii) that the claim is caused by Contractor's compliance with specifications furnished by the
State if the State knowingly relied on a third party's IP right to develop the specifications provided to
Contractor and failed to identify such product to Contractor. (d) As used in this paragraph, these terms
are defined as follows: "IP right(s)" means a patent, copyright, trademark, trade secret, or any other
proprietary right. "Acquired item(s)" means the rights, goods, or services furnished under this
agreement. "Specification(s)" means a detailed, exact statement of particulars such as a statement
prescribing materials, dimensions, and quality of work. (e) Contractor's obligations under this clause
shall survive the termination, cancellation, rejection, or expiration of this Agreement.
MATERIAL AND WORKMANSHIP (JANUARY 2006): Unless otherwise specifically provided in
this contract, all equipment, material, and articles incorporated in the work covered by this contract are
to be new and of the most suitable grade for the purpose intended.
RELATIONSHIP OF THE PARTIES (JANUARY 2006): Neither party is an employee, agent, partner,
or joint venturer of the other. Neither party has the right or ability to bind the other to any agreement
with a third party or to incur any obligation or liability on behalf of the other party.
RELATIONSHIP OF USING GOVERNMENTAL UNITS (JANUARY 2006): Each Using
Governmental Unit’s obligations and liabilities are independent of every other Using Governmental
36
Unit’s obligations and liabilities. No Using Governmental Unit shall be responsible for any other
Using Governmental Unit’s act or failure to act.
SHIPPING / RISK OF LOSS (JANUARY 2006) F.O.B. Destination. Destination is the shipping dock
of the Using Governmental Units’ designated receiving site, or other location, as specified herein. (See
Delivery clause)
TERM OF CONTRACT – EFFECTIVE DATE / INITIAL CONTRACT PERIOD (JANUARY 2006):
The effective date of this contract is the first day of the Maximum Contract Period as specified on the
final statement of award. The initial term of this agreement is one year from the effective date.
Regardless, this contract expires no later than the last date stated on the final statement of award.
TERM OF CONTRACT – OPTION TO RENEW (JANUARY 2006): At the end of the initial term,
and at the end of each renewal term, this contract shall automatically renew for a period of one year,
unless contractor receives notice that the state elects not to renew the contract at least thirty (30) days
prior to the date of renewal. Regardless, this contract expires no later than the last date stated on the
final statement of award.
TERM OF CONTRACT – TERMINATION BY CONTRACTOR (JANUARY 2006): Contractor may
terminate this contract at the end of the initial term, or any renewal term, by providing the Procurement
Officer notice of its election to terminate under this clause at least ninety (90) days prior to the
expiration of the then current term.
TERMINATION FOR CONVENIENCE – INDEFINITE DELIVERY / INDEFINITE QUANTITY
CONTRACTS (JANUARY 2006): Unless the termination so provides, a termination for convenience
shall not operate to terminate any purchase orders issued prior to the effective date of termination.
YEAR 2000 WARRANTY (JANUARY 2006): Contractor represents and warrants that the equipment
is designed to be used prior to, during, and after the calendar year 2000 A.D., and that the equipment
will operate during each such time period without error relating to date data, specifically including any
error relating to, or the product of, date data which represents or references different centuries or more
than one century.
VIII. BIDDING SCHEDULE / PRICE-BUSINESS PROPOSAL
BUSINESS PROPOSAL (JANUARY 2006): Offerors are to submit a Business Proposal as a separate
document from the Technical Proposal. The Business Proposal may include the following
considerations:
(a) Total Cost of Ownership – What is the anticipated cost of purchasing, owning, leasing, operating,
maintaining, and/or supporting the proposed solution for the total potential term of the contract?
Provide a detailed accounting.
(b) Risk Analysis – What internal or external factors could significantly impact the probability of
completing this project on time and within budget?
(c) Risk Mitigation – What actions can be taken to mitigate the identified risks?
(d) Risk Sharing – Are there opportunities for mutually beneficial risk sharing?
(d) Performance Incentives – Are there opportunities for performance-based incentives?
(e) Financing Options - Are there alternative financing options available to the State?
Total Cost of Ownership
The Cost Proposal must be itemized and include all costs (e.g. recommended hardware platform,
operating system, license fees, source code, object code, implementation and training, documentation,
37
annual maintenance and support). Use format in Attachment C: Total Solution Cost to present cost
proposal. Describe any project assumptions which in any way impacts cost.
Costs should be itemized by software module. If the majority of the modules are included in a base
system, the included modules should be listed, along with the separate costs for the license fee, the
installation/customization/ conversion costs for the package, the training for the package, and the
annual maintenance fees over a five-year schedule. This breakdown should be repeated in detail for
each optional software module or other optional service.
Provide a breakdown of hourly and monthly rates with all expenses included (travel and reimbursable)
based upon consultant type level/skills, including all 3rd parties, for all staffing levels needed for all
tasks for implementation. It should be noted if these cost are to be different for individual modules,
and please note if they will they be different for training versus consulting services.
Use attached spreadsheet Attachment C: Total Solution Cost to provide all cost detail for the total
potential of a 7-year cost of ownership. Offeror’s cost proposal should provide line-item detail for
specifics behind each summary line. (Please note: Attachment is pre-programmed to capture detail and
provide roll-up summaries for each major cost category.) Cost should be provided on a separate disk.
Payment Schedule
Offerors will provide for a payment plan to encompass the Fixed Price Solution being offered. The
payment strategy should account for payments that are tied to measurable progress and will provide a
means for payment hold-back for non-performance. A percentage of the whole should be reserved for
final acceptance of each module which will be negotiated during the award period.
IX. ATTACHMENTS TO SOLICITATION
A. Current Technical Environment
B. Current Software Systems
C. Total Solution Cost
D. Hardware Configuration
E. Commercial Off-the-Shelf (COTS) Piggyback Document
F. Nonresident Taypayer Registration Affidavit Income Tax Withholding
Attachment A: Current Technical Environment
Technical Environment/Information Architecture
The Citadel is moving toward mainstream, standards-based, interoperable technologies in its
services and infrastructure systems wherever possible, in order to minimize our risks and
optimize our collective success.
In order to achieve higher manageability and reduce redundancy, we would prefer products,
which use, rather than replicate, existing products at any layer. However, we would prefer to
replace products currently in use that do not conform to standards.
Network
The computer network provides the connection between multiple workstations and server
platforms. These connections are used to access data, share information, transmit
messages, and expand the processing capabilities of a single platform.
38
Current Standard:
Transfer Control Protocol/Internetworking Protocol (TCP/IP) over
Ethernet (100Mbps and 10Mbs to desktop with a gigabit core) using
Cisco routers and HP switches. Layer 3 down to the access switch.
Wireless through the IEEE 802.11g standard
Anticipated Standard: TCP/IP over Ethernet (gigabit to desktop with a gigabit core) using
Cisco or HP routers and HP switches. Layer 3 down to the access
switch.
No bridging of VLANs.
Wireless through the IEEE 802.11n standard
Remote access via SSL Virtual Private Networks (VPN)
Distributed firewalls appropriate to system/ application characteristics
Infrastructure Platform
This is the operating system and internal software upon which applications are deployed.
Current Standard:
HP OpenVMS v7.2-1, Windows 2003 server, RedHat Linux Enterprise 4,
Microsoft Exchange and Active Directory.
Anticipated Standard: Windows 2003 server, RedHat Linux Enterprise 4, Microsoft Exchange
and Active Directory. UNIX - TBD
Application Server
The infrastructure platform dedicated to processing a specific application. Typically focused
on processing business logic, calculations, data manipulation; communicates to the database
and presentation layers.
Current Standard:
Microsoft’s IIS v5, Apache, Tomcat
Anticipated Standard: TBD
Web Server
A program that uses the client/server model and the World Wide Web's Hypertext Transfer
Protocol (HTTP) which serves the files that form Web pages to Web users. Every computer
on the Internet that contains a Web site utilizes a Web server program.
Current Standard:
Apache, Microsoft’s IIS v5, Tomcat
Anticipated Standard:
Apache; Microsoft’s IIS – TBD
Database
A database is any collection of data or information that is specially organized for rapid search
and retrieval by a computer. Databases are structured to facilitate the storage, retrieval, and
modification of data.
Current Standard:
MS SQL Server 2003
Anticipated Standard:
39
MS SQL Server (current version)
ORACLE (if required by proposed solution)
Web Content Management
An application server dedicated to managing the documents of which web sites are
composed.
Anticipated Standard: TBD
Document Management
An application server dedicated to the capture and management of documents used by an
organization. Today, the term has become an umbrella under which fall the activities of
document imaging (scanning); workflow; text retrieval and multimedia.
Anticipated Standard: TBD.
Reporting Tools and Interface
The tools and interfaces used for creating and presenting reports and extracts from the
database.
FOCUS –
SAS
ACCESS
COBOL
SQL
Crystal Reports
.
Anticipated Standard: TBD.
Current Standard:
Middleware
This software provides services such as identification (user name), authentication
(password), and authorization (privileges).
Current Standard:
No Standard at this time
Anticipated Standard:
TBD.
Presentation
This software provides an interactive interface to other services which constitute the mostvisible portions of the infrastructure – those seen by users. “Look and feel” characteristics of
services result from this layer. A Web Portal is an example of presentation software.
Current Standard:
Terminal emulator
"HTTP/HTML, browser- and platform-independent web service".
Anticipated Standard: "HTTP/HTML, browser- and platform-independent web service", (thick
clients restricted to specific justification)
40
Security
Security is designed to protect the College at multiple levels. This includes business
processes and physical access. The College employs a combination of strategies to achieve
its objectives which include: applications, firewalls and encryption.
Current Standard:
"HTTPS/HTML for IIE and Firefox browsers
Authentication Secure/FTP –
Network Access control for students’ network
Anticipated Standard: “HTTP/HTML, browser and platform independent web service” (thick
clients restricted to specific justification)
LDAP – Authentication Secure/FTP – File Transfers Firewalled
Network Layers – Application and Network Access control/NAP for all on
campus computers
Programming Environment
Application systems are developed using programming languages.
Current Standard:
COBOL
Visual Studio .NET (Microsoft's .NET IDE)
ColdFusion
ColdFusion
Focus
Access
Anticipated Standard: TBD.
Desktop Environment
New ERP should be accessible from both the PC and Mac environments.
Current Standard:
Gateway PC
Anticipated Standard:
Mostly Gateway and Dell PC
Some Mac computers
41
Attachment B: Current Software Systems
The Citadel currently runs the SCT Plus2000 Student Information System, Financial Records
System, and Human Resources System. The College uses Blackbaud’s RaisersEdge
software for the College’s Alumni Donation and Foundation systems and a Blackbaud’s
NetCommunity for the Alumni Community system and Blackbaud’s Financial Edge for
accounting.
We anticipate all employees and students will be authenticated through the campus Active
Directory. All applications should likewise authenticate access through this Active Directory.
All employees use the campus Microsoft Exchange email system while the students use a
Webmail email solution.
The Citadel: Network/Server Infrastructure
The current SCT Plus system runs on a cluster of HP DS10 AlphaServers running HP
OpenVMS. This platform will be retired upon implementation of the new ERP system. Other
College applications are run primarily on HPservers with Microsoft Windows operating
systems or Red Hat Linux. Some applications (other than the current ERP) use Microsoft
SQL Server 2003. The College has a NetApp FAS270 NAS and a SAN consisting of HP
SA1000 storage system and HP fiber SAN switches. The College is beginning to implement a
VMWare ESX Enterprise environmentThe client environment consists of mostly Gateway
Windows based PCs and few, if any,Mac PCs.
The College has a fiber optic backbone connecting all campus buildings (with the exception
of faculty and staff housing) and copper cable within the buildings. There is a goal to bring all
copper wiring up to CAT5e or better. The network is composed of HP switches and CISCO
routers to operate the campus Ethernet network. There is a wireless network covering parts
of the campus to supplement the campus wired network. The College intends to implement
a SSL VPN for remote access.
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CURRENT CAMPUS SYSTEMS
Provide a detailed explanation of how your proposed system will replace the following inhouse developed applications:







Leave Authorization Request
Travel Authorization Request
Position Description creation and approval
Request to fill position
Vehicle Request System
Business Card Request System
Employee Performance Rating System
43
Attachment C: Total Solution Cost
Use attached spreadsheet Attachment C: Total Solution Cost to provide all cost detail. Offeror’s cost
proposal should provide line-item detail for specifics behind each summary line. (Please note:
Attachment is pre-programmed to capture detail and provide roll-up summaries for each major cost
category.) Cost should be for a total potential of a seven (7) year contract.
Please note year in which first maintenance contract is payable. Cost figures should not include
44
Attachment D: Hardware Configuration Outline
45
Attachment E
SOUTH CAROLINA STANDARD AMENDMENT
TO
END USER LICENSE AGREEMENTS
FOR
COMMERCIAL OFF-THE-SHELF SOFTWARE
This Agreement is made the ______ day of ________, 20__ (the "Effective Date") between [Company Name], a
corporation organized and existing under the laws of [State], and having its principal office at [address]
(referred to as "Licensor") and Licensees (as defined herein). Licensor and Licensees may also be referred
to in this Agreement collectively as the "Parties."
Recitals
ITMO is the central purchasing office for South Carolina state government responsible for the acquisition of
information technology. On behalf of Licensees, ITMO intends to establish an agreement with Licensor in
order to facilitate the acquisition by certain South Carolina state and local governmental units of licenses
regarding Licensor's products. Licensor seeks to facilitate such acquisitions by establishing the terms and
conditions of its relationship with the Licensees.
Agreement
For the reasons recited above, and in consideration of the mutual covenants contained herein, the Parties agree
as follows:
Definitions
Distributor means the generic category of entities authorized by Licensor, if any, that participate in the
distribution chain between Licensor and Licensee, including, but not limited to, value added resellers
(VARs), original equipment manufacturers (OEMs), distributors, dealers, independent sales organizations
(ISOs), resellers, and retail outlets.
Documentation means all materials supplied, directly or indirectly, to Licensees by Licensor, by any means or
media, that explain or facilitate the use of the Software, which may include, without limitation, users'
manuals, standard operational manuals or instructions, training materials, flow charts, logic diagrams,
system manuals, program manuals and modification manuals.
End User License Agreement ("EULA") means any license agreement or other commercial license or lease
agreement, regardless of how designated, pertaining to any Software licensed by Licensor to Licensees,
including, but not limited to, any such agreement proposed prior to or after execution of this Agreement,
and including without limitation any such agreement that either is affixed to (e.g., shrinkwrap), imbedded in
(e.g., clickwrap), or in any way accompanies the Software upon delivery. The term "EULA" does not include
this Agreement. The term "EULA" does not include any contract awarded by or on behalf of a licensee as a
result of a formal solicitation (e.g., invitation for bids or request for proposals) issued by or on behalf of a
licensee.
ITMO means the Information Technology Management Office established by South Carolina Code Section 1135-820, as amended, or its successor in interest. Pursuant to Section 11-35-510 of the South Carolina
Code of Laws, ITMO is authorized to act as the statutory procurement agent for every South Carolina
Governmental Body (as defined by S.C. Code Ann. § 11-35-310(18), as amended) covered by the South
Carolina Consolidated Procurement Code. Pursuant to Section 11-35-4810, ITMO is authorized to conduct
and administer cooperative purchasing agreements on behalf of South Carolina Public Procurement Units
(as defined by S.C. Code Ann. § 11-35-4610(5), as amended), both state and local. Consistent with its
statutory authority, ITMO is acting solely in a representative capacity and on behalf of Licensees. ITMO is
not a party to this Agreement. Notwithstanding any other provision of this Agreement, ITMO bears no
liability for any party's losses arising out of or relating in any way to this Agreement.
Licensee means all South Carolina Governmental Bodies (as defined by S.C. Code Ann. § 11-35-310(18), as
amended), except those entities exempted from the South Carolina Consolidated Procurement Code by
S.C. Code Ann. § 11-35-710, as amended. Licensee also means any South Carolina Public Procurement
Unit (as defined by S.C. Code Ann. § 11-35-4610(5), as amended) which has executed a copy of the
Enrollment Agreement attached as Exhibit A.
Distributor Contract means a contract between a Licensee and a Distributor by which Licensee can acquire
licenses of the Software.
46
Software means any computer program or computer data base referenced on Exhibit "B". Upon notice to ITMO,
Licensor may remove any item of Software from Exhibit "B" if the Software is no longer commercially
available for licensing from Licensor.
Attachments
Exhibit A - SC Public Entities Enrollment Agreement
Exhibit B - Authorized Software
Exhibit C - Authorized EULA
1.
LIMITED SCOPE OF AGREEMENT.
1.1 This Agreement and any authorized EULA apply only to (a) the direct licensing of Software by Licensee and
(b) technical support or software maintenance services which a Licensee must acquire in order to continue
licensing the Software (hereinafter "mandatory support services"). All terms in a EULA regarding services
are void except to the extent they regard mandatory support services.
1.2 Subject to the limits of paragraph 1.1, this Agreement and any authorized EULA apply to all licenses of
Software licensed from Licensor by a Licensee during the term of this Agreement, whether acquired directly
from Licensor or indirectly through a Distributor. This Agreement and any authorized EULA is independent
of, and does not form a part of any other contract for the acquisition of goods, services, supplies, or
information technology. This Agreement does not authorize any Public Procurement Unit to pay any funds
directly to Licensor.
1.3 Subject to the limits of paragraph 1.1, this Agreement and any authorized EULA agreed to pursuant to this
Agreement apply to all licenses of Software licensed from Licensor by a Licensee prior to execution of this
Agreement, unless the license was acquired pursuant to a written agreement negotiated and signed in pen
and ink by an authorized representative of a Licensee.
1.4 This Agreement does not authorize any Public Procurement Unit to enter any type of financing arrangement
with Licensor or any affiliate of Licensor. State Government Bodies are advised to comply with S.C. Code
Ann. Regs 19-445.2152 and S.C. Code Ann. § 1-1-1020 (Supp. 2002), both as amended, as financing
transactions are subject to the Consolidated Procurement Code.
2.
RELATIONSHIP BETWEEN THIS AGREEMENT AND LICENSOR'S EULAs.
2.1 Authorized EULA. Subject to the provisions of this Agreement, Licensee agrees to the terms and conditions
of any EULA attached as Exhibit "C". Upon the written approval of both Licensor and ITMO, Exhibit C may
be amended to include an additional EULA.
2.2 Entire Agreement. Within the scope of this Agreement, as defined in paragraph 1, this Agreement and any
authorized EULA constitute the entire agreement between the Parties and supersede all other prior or
contemporaneous agreements, representations, or discussions, whether oral or written. This Agreement
and any authorized EULA shall apply notwithstanding any provisions in either (a) a purchase order or other
instrument submitted by Licensee, (b) any invoice or other document submitted by Licensor. Any EULA that
is not attached as an agreed exhibit to this Agreement shall be void and of no effect.
2.3 Primacy of Agreement. The terms of this Agreement shall be given full effect prior to the application of any
term in any authorized EULA. To the extent of any inconsistency or conflict, the terms of this Agreement
take precedence over any similar terms in an authorized EULA. To the extent an authorized EULA provides
Licensee with options or rights in addition to or beyond those available under this Agreement, nothing in
this Agreement is intended to limit Licensee's exercise of such options or rights.
3.
TERM OF AGREEMENT.
3.1 With regard to any particular license of Software, the terms of this Agreement and any authorized EULA
shall continue for the duration of the applicable authorized EULA.
3.2 This Agreement shall be in effect for one year from the Effective Date. On each anniversary of the Effective
Date, this Agreement shall automatically renew for a term of one year unless ITMO or Licensor sends the
other written notice, at least thirty days before the anniversary date, that this Agreement shall not
automatically renew. This Agreement shall terminate no later than seven years after the Effective Date.
4.
LICENSE GRANT.
4.1 Any rights granted by Licensor to Licensee in an authorized EULA are in addition to any rights granted by
this Paragraph 4. Licensor agrees that Licensee shall have the rights that are set forth in subparagraphs
4.2, 4.3, and 4.4 below.
47
4.2 For each license acquired, the Software may be:
4.2.1 Used or copied for use in or with the computer or computers for which it was acquired, including
without limitation use at any of Licensee's installations to which such computer or computers may be
transferred;
4.2.2 Used or copied for use in or with a backup computer if any computer for which it was acquired is
inoperative;
4.2.3 Reproduced for safekeeping (archives) or backup purposes;
4.2.4 Adapted or combined with other computer software, provided that such adaptation or combination is
done in accordance with the applicable Documentation;
4.2.5 Disclosed to and used by support service contractors or their subcontractors for the benefit of the
Licensee, subject to the restrictions set forth in this Agreement; and,
4.2.6 Used or copied for use in or transferred to a replacement computer.
4.3 If the license acquired is a single CPU license and Licensee has available at the same site multiple suitably
configured CPUs, Licensee may operate Software on any such CPU at the site provided that such Software
is not in productive use on more than one CPU at any given time and that, if greater license fees are
required for a more powerful model of CPU, that any use of such more powerful model shall only be for
temporary or backup use.
4.4 If usage is expressly restricted to an authorized site or an authorized CPU serial number, Licensee may
change any authorized site to an alternate site or an authorized CPU serial number designation to that of
an alternate CPU after providing Licensor written notice of the new site or serial number. If greater license
fees are required for use on a more powerful model of CPU, Licensee shall pay then current difference in
fees to Licensor.
5.
INTELLECTUAL PROPERTY INFRINGEMENT.
5.1 In the event of any claim by any third party against Licensee, its instrumentalities, agencies, departments,
boards, political subdivisions and all their respective officers, agents and employees (hereinafter
Indemnitee) asserting or involving an IP right which concerns any acquired item(s), Licensor shall defend
Indemnitee, at its expense, against all actions, proceedings or claims of any nature and shall, without
limitation, indemnify Indemnitee for and against any loss, cost, expense, attorneys' fees and expenses
(including inside counsel), or liability, resulting from such claim whether or not such claim is successful.
5.2 Indemnitee must notify Licensor in writing within a reasonable period of time after Indemnitee first receives
written notice of any such claim or action, reasonably cooperate with Licensor's defense of such claims or
suits, and allow Licensor sole control of the defense so long as the defense is diligently and capably
prosecuted. Licensee may participate in the defense of any action. Licensee's consent is necessary for any
settlement that requires Licensee to part with any right or make any payment or subjects Licensee to any
injunction, except for an injunction requiring cessation of use of an acquired item that is the subject of the
claim.
5.3 In the event an injunction or order shall be obtained against Licensee's use of any acquired item, or if in
Licensor's reasonable opinion, the acquired item is likely to become the subject of a claim of infringement
or violation of an IP right, Licensor shall, without in any way limiting the foregoing, and at its expense,
either: (a) procure for Licensee the right to continue to use, or have used, the acquired item, or (b) replace
or modify the acquired item so that it becomes non-infringing but only if the modification or replacement
does not adversely affect the functionality of the acquired item or its use by Licensee. If neither (a) nor (b)
above is practical, Licensee may require that Licensor remove the acquired item from Licensee, refund to
Licensee any charges paid by Licensee therefor, and take all steps necessary to have any Idemnitees
released from any further liability.
5.4 Licensor's obligations under this paragraph do not apply to a claim to the extent (a) that the claim is caused
by Licensor's compliance with specifications furnished by Licensee unless Licensor knew its compliance
with the Licensee's specifications would infringe an IP right, or (b) that the claim is caused by Licensor's
compliance with specifications furnished by Licensee if the State knowingly relied on a third party's IP right
to develop the specifications provided to Licensor and failed to identify such product to Licensor.
5.5 As used in this paragraph 5, these terms are defined as follows: "IP right(s)" means a patent, copyright,
trademark, trade secret, or any other proprietary right. "Acquired item(s)" means the rights, goods,
software, or services, if any, furnished under this Agreement or any authorized EULA. "Specification(s)"
48
means a detailed, exact statement of particulars such as a statement prescribing materials, dimensions,
and quality of work.
5.6 Notwithstanding any other provision, Licensor's obligations pursuant to this clause are without any limitation
whatsoever. Contractor's obligations under this clause shall survive the termination, cancellation, rejection,
or expiration of this Agreement.
6.
LIMITATION OF RECOVERY.
6.1 Limitation of Damages – Licensor. Notwithstanding any type of exclusion or limitation on liability, damages,
or remedies, Licensor's liability to a specific Licensee for any type of claim or loss may not be limited in any
way to less than an amount equal to twice the cumulative fees paid by Licensee to license Software and for
any mandatory support services.
6.2 Limitation of Damages - Licensee. Except as provided in paragraph 7 (Audit), the maximum liability, if any,
of Licensee for all direct, indirect, incidental, punitive, consequential, or special damages, including without
limitation contract damages, statutory damages, and damages for injuries to persons or property, whether
arising from Licensee's breach of this Agreement, an EULA, breach of warranty, negligence, strict liability,
statutory liability, or other tort, shall in no event exceed an amount equal to twice the cumulative fees paid
by Licensee to license Software and for any mandatory support services.
7.
AUDIT.
7.1 Right to Audit. For the duration of the authorized EULA, Licensor has the right to audit Licensee at
Licensor's expense. Licensor shall conduct an audit and use the information obtained in an audit only to
enforce Licensor's rights and to determine whether Licensee is in compliance with the terms of this
Agreement and the authorized EULA. Any audit will be subject to a confidentiality obligation and will take
place upon not fewer than 30 days notice, during Licensee's normal business hours, and in a manner that
does not interfere unreasonably with Licensee's operations. Licensor's sole audit right regarding Licensee
is provided by this paragraph 7.
7.2 Remedy; Exclusivity. If an audit reveals unlicensed use of Software by Licensee, Licensee shall either (a)
promptly order sufficient licenses to permit all Software usage disclosed, or (b) immediately terminate any
unlicensed use of Software and pay any applicable license fees for any noncompliance disclosed by the
audit. If a Distributor Contract exists, Licensee may order licenses from, and pay license fees to, a
Distributor at a price established by a Distributor Contract. If Licensee's unlicensed use of the Software
would be within the scope of license rights granted by this Agreement and any authorized EULA but for
Licensee's failure to acquire an adequate number of licenses or an available license, Licensor's exclusive
remedy for the unlicensed use shall be the remedy provided by this paragraph 7.2. If Licensee fails to
execute either option within a reasonable time, Licensor may pursue all remedies available to it at law or in
equity, subject to the terms of this Agreement.
7.3 If Licensor undertakes an audit and does not find material unlicensed use of Software, Licensor shall not
require another audit of Licensee for at least one year. Licensor's right to conduct an audit is limited by any
applicable statutory or regulatory limitations on access to public records.
8.
LICENSEE'S RECORDS. For each license of Software acquired pursuant to this Agreement, Licensee
agrees to retain records of that license for one year beyond the duration of that license, provided that
Licensee has no obligation to retain records of a license beyond one year after Licensee ceases to retain a
copy of the Software to which a license applies. Licensor may access Licensee's records as provided in the
South Carolina Freedom of Information Act and any other applicable law. Except as stated in this
Agreement, Licensor agrees that Licensee has no obligation to retain any records.
9.
CONFIDENTIALITY & NONDISCLOSURE. This Agreement and any EULA are subject to public disclosure.
All provisions of an authorized EULA regarding confidentiality or nondisclosure are subject to the South
Carolina Freedom of Information Act and other applicable laws. Any duty of confidentiality or nondisclosure
established by an authorized EULA does not apply to material or information developed by or received from
Licensor if such material or information has not been conspicuously marked with the words confidential,
proprietary, or trade secret.
10. TERMINATION. Licensor may not terminate either this Agreement or an authorized EULA in the absence
of a material breach by Licensee. Termination of one Licensee does not constitute grounds for termination
of a different Licensee. If Licensor exercises any termination rights under any authorized EULA, Licensee
may, in addition to any rights provided in the EULA, continue using software pursuant to this Agreement for
a period of six months in order to allow Licensee to convert from the use of Software. During the conversion
period, Licensee shall pay any applicable license fees at the price last available from Licensor to Licensee
49
prior to termination or, at Licensee's option, at the price established by an applicable Distributor Contract, if
any.
11. WARRANTIES. The warranties provided in this paragraph 11 are in addition to any other warranties
provided by law and not excluded or provided in an authorized EULA. Licensor warrants (a) that an item of
Software, without unauthorized modification, will perform substantially in accordance with the
Documentation applicable to the Software for a period of 365 days from the date the item of Software is
delivered to Licensee, (b) that Licensor has all necessary right and authority to grant the licenses granted
hereunder, and (c) that there is currently no actual or threatened suit against Licensor by any third party
based on an alleged violation of an intellectual or proprietary property right that has not been disclosed to
ITMO. Licensor agrees that it will not electronically repossess, trigger any lock, or use any device capable
of halting operations or erasing or altering data or programs with regard to any Software that it has licensed
to Licensee.
12. BANKRUPTCY.
12.1 Notice of Insolvency. Licensor shall provide ITMO and Licensee with written notice immediately upon the
filing by Licensor of a petition in bankruptcy or insolvency or upon any other proceeding or action by or
against Licensor under the relevant law on insolvency or bankruptcy, or after the making by Licensor of any
assignment or attempted assignment for the benefit of creditors or upon or after the institution of any
proceedings for the liquidation or winding up of Licensor's business or for the termination of its corporate
charter.
12.2 Rejection of Executory License. The Parties agree that the Software is "intellectual property" as defined in
Section § 101(35A) of the U.S. Bankruptcy Code. Upon the filing by Licensor of a petition in bankruptcy or
insolvency or upon any other proceeding or action by or against the Licensor under the relevant law on
insolvency or bankruptcy, this Agreement and any authorized EULA shall be governed by Section 365(n) of
the U.S. Bankruptcy Code. If any person seeks to reject this Agreement or an authorized EULA pursuant to
bankruptcy law, Licensee shall have the option of using the Software for either the original term of the
authorized EULA or a period of two years after rejection is requested.
13. RIGHTS IN LICENSEE-DEVELOPED COMPUTER PROGRAM OR DATA BASE. Nothing in this
Agreement or any authorized EULA shall be construed to give Licensor any rights with regard to computer
programs or databases developed by Licensee, regardless of whether or not such programs or databases
are connected to or embedded in Software or are functionally similar, in whole or part, to Software.
14. GENERAL
14.1 Choice of Law & Choice of Forum. Both the rights and obligations of the Parties and this Agreement and
any EULA, as well as any dispute, claim, or controversy arising out of or relating to this Agreement or any
EULA, shall, in all respects, be established, interpreted, construed, enforced and governed by and under
the laws of the State of South Carolina, without regard to any provision governing conflicts of law. All
disputes, claims, or controversies arising out of or in any way relating to this Agreement or any EULA shall
be resolved exclusively by the appropriate Chief Procurement Officer in accordance with Title 11, Chapter
35, Article 17 of the South Carolina Code of Laws, or in the absence of jurisdiction, only in the Court of
Common Pleas for, or a federal court located in, Richland County, State of South Carolina.
14.2 Sovereign Immunity. Title 11, Chapter 35, Article 17 constitutes a limited statutory waiver of sovereign
immunity. Licensor agrees that any act by either ITMO or Licensee regarding this Agreement and any
EULA is not a waiver of either their sovereign immunity or their immunity under the Eleventh Amendment of
the United State's Constitution.
14.3 Subject to Applicable Law. This Agreement is entered into pursuant to the South Carolina Consolidated
Procurement Code (Title 11, Chapter 35 of the South Carolina Code of Laws.) As a public entity, all of
Licensee's obligations are subject to any applicable laws.
14.4 Alternative Dispute Resolution. Unless mandated by law, no method of mandatory alternative dispute
resolution shall apply to any dispute, claim, or controversy arising out of or relating to this Agreement or any
authorized EULA.
14.5 CISG / UCITA. Neither the UN Convention on the International Sale of Goods nor the Uniform Computer
Information Transactions Act (nor any non-uniform version) shall apply to this Agreement or any authorized
EULA.
14.6 ITMO Participation In Contract Disputes. Consistent with its statutory authority, ITMO is acting solely in a
representative capacity and on behalf of Licensees. Accordingly, ITMO is not a party to this Agreement and
need not be joined as a party to any dispute that may arise out of this Agreement. With regard to this
50
Agreement, the officers, agents and employees of ITMO are acting solely in their official capacity and need
not be joined as a party to any dispute that may arise out of this Agreement.
14.7 Notices. In addition to any other obligations the parties may have regarding notice, all NOTICES OR OTHER
COMMUNICATIONS REGARDING THIS AGREEMENT SHALL BE COPIED TO ITMO AT THE FOLLOWING ADDRESS. LICENSOR
AGREES THIS OBLIGATION IS A MATERIAL PROVISION OF THIS AGREEMENT.
Information Technology Management Office
Office of the State CIO
4330 Broad River Road
Columbia, SC 29210
14.8 Third Party Beneficiary. This Agreement and any EULA is made solely and specifically among and for the
benefit of the Parties hereto, and their respective successors and assigns, and no other person will have
any rights, interest, or claims hereunder or be entitled to any benefits under or on account of this
Agreement or any EULA as a third party beneficiary or otherwise.
14.9 Assignment. Except as set forth below, neither party may assign or transfer this Agreement, any authorized
EULA, or any rights regarding either, without the prior written consent of the other party. Such consent shall
not be unreasonably withheld. Any attempted assignment, delegation or transfer in derogation of this
paragraph shall be null and void.
14.9.1 This Agreement, and any authorized EULA, or any rights regarding either, may be assigned to
affiliates of the Licensor, or to successors in interest of substantially all the assets of the Licensor, if the
assignee expressly assumes the Licensor's obligations under the assigned agreement. Licensor must give
Licensee reasonable notice of any assignment.
14.9.2 If Licensee is reorganized such that certain operations or functions are transferred from one Licensee
to another, then in connection with such reorganization, a Licensee may, upon written notice to Licensor,
transfer licenses to another Licensee provided that the transferee is performing some substantially similar
business and/or operational functions as the original Licensee. Both Licensees shall execute such
paperwork as Licensor may reasonably require.
14.10 Interpretation. Any question of interpretation or construction shall not be resolved by any rule providing
for interpretation or construction against the party who causes the uncertainty to exist or against the
drafters of this Agreement.
14.11 Headings. The headings contained in this Agreement are for the purposes of convenience only and are
not intended to define or limit the contents of this Agreement.
14.12 Publicity. Licensor agrees not to refer to Licensees in such a manner as to state or imply that either
Licensor or its Software is endorsed or preferred by Licensee, the State of South Carolina, or any unit of
either. The foregoing shall not prohibit the Licensor from identifying a Licensee as a customer in a
customer list.
14.13 Relationship of the Parties. Licensor is an independent contractors and neither party is an employee,
agent, partner, or joint venturer of the other. Neither party has the right or ability to bind the other to any
agreement with a third party or to incur any obligation or liability on behalf of the other party.
14.14 Relationship Among Public Entities. Each Licensee's obligations and liabilities are independent of every
other Licensee's obligations and liabilities.
14.15 Language of Agreement & Notices. The language of this Agreement is English. If translated into another
language, this English version of the Agreement shall be controlling. All notices required or permitted to be
given hereunder shall be written in the English language.
14.16 Survival of Obligations. The Parties' rights and obligations which, by their nature, would continue beyond
the termination, cancellation, rejection, or expiration of this Agreement shall survive such termination,
cancellation, rejection, or expiration, including, but not limited to, the rights and obligations created by the
following clauses: Indemnification, Records, Audit, Bankruptcy, Termination, and General.
14.17 Waiver & Modification. No waiver of any default by either party shall act as a waiver of a subsequent or
different default. The provisions of this Agreement and any authorized EULA may not be modified or waived
except by another agreement in writing executed by the Chief Procurement Officer for Information
Technology and an authorized representative of Licensor.
14.18 Anti-Indemnification. Any provision in any authorized EULA is void to the extent it requires ITMO or a
Licensee to indemnify anyone.
51
14.19 Statute of Limitations. Any provision in any authorized EULA is void to the extent that it modifies the
statute of limitations or alters the time period within which an action must be brought.
14.20 Non-appropriations. Payment and performance obligations for succeeding fiscal periods shall be subject
to the availability and appropriation of funds therefore. When funds are not appropriated or otherwise made
available to support continuation of performance in a subsequent fiscal period, the contract shall be
cancelled.
14.21 Attorneys' Fees. Except as otherwise provided herein, each party waives any claim it may have to
recover attorneys' fees from any other party.
14.22 Payment & Interest: Any provision regarding payment or interest is void.
IN WITNESS WHEREOF, the Parties hereto have executed this Agreement, by their duly authorized agents,
each of whom personally warrants that he or she has full and legal authority to enter into this Agreement
and to consummate the transactions contemplated hereby.
LICENSOR.
_______________________________________
By:
Its:
INFORMATION TECHNOLOGY MANAGEMENT OFFICE, acting on behalf of Licensee.
_______________________________________
By:
Its:
52
IMPORTANT TAX NOTICE - NONRESIDENTS ONLY
Withholding Requirements for Payments to Nonresidents: Section
12-8-550 of the South Carolina Code of Laws requires persons
hiring or contracting with a nonresident conducting a business
or performing personal services of a temporary nature within
South Carolina to withhold 2% of each payment made to the
nonresident. The withholding requirement does not apply to (1)
payments on purchase orders for tangible personal property when
the payments are not accompanied by services to be performed in
South Carolina, (2) nonresidents who are not conducting business
in South Carolina, (3) nonresidents for contracts that do not
exceed $10,000 in a calendar year, or (4) payments to a
nonresident who (a) registers with either the S.C. Department of
Revenue or the S.C. Secretary of State and (b) submits a
Nonresident Taxpayer Registration Affidavit
Income Tax
Withholding, Form I-312 to the person letting the contract.
The withholding requirement applies to every governmental entity
that uses a contract ("Using Entity"). Nonresidents should
submit a separate copy of the Nonresident Taxpayer Registration
Affidavit - Income Tax Withholding, Form I-312 to every Using
Entity that makes payment to the nonresident pursuant to this
solicitation. Once submitted, an affidavit is valid for all
contracts between the nonresident and the Using Entity, unless
the Using Entity receives notice from the Department of Revenue
that the exemption from withholding has been revoked.
----------------------Section
12-8-540
requires
persons
making
payment
to
a
nonresident taxpayer of rentals or royalties at a rate of
$1,200.00 or more a year for the use of or for the privilege of
using property in South Carolina to withhold 7% of the total of
each payment made to a nonresident taxpayer who is not a
corporation and 5% if the payment is made to a corporation.
Contact the Department of Revenue for any applicable exceptions.
----------------------For information about other withholding requirements (e.g.,
employee withholding), contact the Withholding Section at the
South Carolina Department of Revenue at 803-898-5383 or visit
the Department’s website at www.sctax.org.
----------------------This notice is for informational purposes only. This agency does
not administer and has no authority over tax issues. All
registration questions should be directed to the License and
Registration Section at 803-898-5872 or to the South Carolina
Department of Revenue, Registration Unit, Columbia, S.C. 292140140. All withholding questions should be directed to the
Withholding Section at 803-898-5383.
53
STATE OF SOUTH CAROLINA
DEPARTMENT OF REVENUE
NONRESIDENT TAXPAYER
REGISTRATION AFFIDAVIT
INCOME TAX WITHHOLDING
I-312
(Rev. 5/7/04)
3323
The undersigned nonresident taxpayer on oath, being first duly sworn, hereby certifies as
follows:
1. Name of Nonresident Taxpayer:
2. Trade Name, if applicable (Doing Business
As):
3. Mailing Address:
4. Federal Identification Number:
5.
Hiring or Contracting with:
Name:
Address:
Receiving Rentals or Royalties
From:
Name:
Address:
Beneficiary of Trusts and
Estates:
Name:
Address:
6. I hereby certify that the above named nonresident taxpayer is currently registered with
(check the appropriate box):
‫ ڤ‬The South Carolina Secretary of State or
‫ڤ‬The South Carolina Department of Revenue
Date of Registration:
7. I understand that by this registration, the above named nonresident taxpayer has agreed to be
subject to the jurisdiction of the South Carolina Department of Revenue and the courts of South
Carolina to determine its South Carolina tax liability, including estimated taxes, together with any
related interest and penalties.
8. I understand the South Carolina Department of Revenue may revoke the withholding exemption
granted under Code Sections 12-8-540 (rentals), 12-8-550 (temporarily doing business or
professional services in South Carolina), and 12-8-570 (distributions to nonresident beneficiary by
trusts or estates) at any time it determines that the above named nonresident taxpayer is not
cooperating with the Department in the determination of its correct South Carolina tax liability.
The undersigned understands that any false statement contained herein could be punished by
fine, imprisonment or both.
54
Recognizing that I am subject to the criminal penalties under Code Section 12-54-44 (B) (6) (a)
(i), I declare that I have examined this affidavit and to the best of my knowledge and belief, it is
true, correct and complete.
(Seal)
Signature of Nonresident Taxpayer (Owner, Partner or Corporate Officer, when relevant)
Date
If Corporate officer state title:
(Name - Please Print)
Mail to: The company or individual you are contracting with.
55
The Citadel ERP Specifications
56
Table of Contents
Chapter 1 General System Attributes
58
Chapter 2 Student System
70
Chapter 3 Financial Aid
107
Chapter 4 Human Resources
62
Chapter 5 Financial System
126
Chapter 6 Data Warehouse
147
Chapter 7 Cadet Information System
1476
Chaper 8 Implementation and Support
103
Chapter 9 Portal
158
Chapter 10 Attachments
1597
Attachment A
162
Attachment B
164
Attachment C
165
Attachment D
166
Attachment E
168
57
Chapter 1 General System Attributes
1. Design Philosophy
1.1.
The software product suite is an integrated system causing information to be shared
automatically throughout the system.
1.2.
New strategies and technologies are implemented without making current application
software obsolete.
1.3.
Vendor research and development activities focus on meeting emerging client
requirements
1.4.
Software product is designed specifically for the higher education/post secondary market
2. Standards Compliance
2.1.
The software complies with open system architecture standards.
2.2.
The approach to open systems allows clients to augment solutions with special access
capabilities, such as touch screen, imaging and card and biometric access systems.
2.3.
The system must be able to generate and receive XML documents that interact at the
application layer (not only the database).
2.4.
The software solution adheres to and facilitates compliance with standards commonly
used in higher education, such as those used by AACRAO, NACUBO, FERPA and
HIPAA.
3. Application Architecture
3.1.
The system must present a consistent user interface, including formats, menu structure,
documentation, and help facilities.
3.2.
End-users must have the ability to build a custom menu of frequently used forms and
reports.
3.3.
Self-service components must use a standard web browser interface.
3.4.
The system must perform edit checks, cross-reference checks, and consistency checks
against data being entered.
3.5.
Systems should be table and business rule driven; i.e., most common customization must
be possible through table entries without reprogramming or recompiling modules.
3.6.
The system should provide tables that include both parameters and logic rules.
3.7.
Client customization procedures are designed so that customization survives new
releases.
4. Hardware, Operating System Architecture
4.1.
The system is able to operate on client workstations running Windows XP and Vista.
4.2.
The system is able to operate on client workstations running Macintosh OS X.
4.3.
The vendor commits to support all future versions of Microsoft Windows and Apple
Macintosh operating systems and web browsers for client workstations.
4.4.
The server software can be run on multiple operating systems including the Microsoft
Windows Server family and various types of UNIX or Linux environments.
4.5.
The system may be moved from one operating system to another without having to relicense the product.
4.6.
Transactions over a network must support TCP/IP and be encrypted end to end.
5. Database Architecture
58
5.1.
Vendor’s solution must use Microsoft SQL Server or Oracle. RDBMS.
6. Operations, Backup, and Recovery
6.1.
The system must be available to end users for query and update during backup and batch
processing windows.
6.2.
System must be capable of scheduling jobs for later (“batch”) execution.
6.3.
Software must be robust with respect to hardware and operating system problems. For
example, software must respond gracefully to such conditions as insufficient disk space.
6.4.
Functions are available to control recovery procedures.
6.5.
The system provides job-scheduling tools to automate regularly scheduled database
backups
6.6.
The system must provide for restoring files to an earlier state.
6.7.
The system can be configured in a cluster configuration to facilitate high availability
should a hardware problem occur
6.8.
The system can be configured with a backup database server in a remote location for the
possibility of a physical catastrophe on the primary database server site.
7. System Security
7.1.
The system must support “single sign on” with authentication provided by Microsoft
Active Directory.
7.2.
The system provides integrated security throughout the product suite.
7.3.
The system provides administrative tools to monitor unauthorized access.
7.4.
The system is able to restrict access by job function or roles
7.5.
The system is able to restrict access by application.
7.6.
The system is able to restrict access by group.
7.7.
The system is able to restrict access by table, row, or column.
7.8.
The system is able to restrict access to inquiry only for an entire form.
7.9.
The system is able to restrict access for an individual field on a form.
7.10. The system is able to restrict access to individual attributes, such as social security
number.
7.11. Control can be centralized for aspects of security for the operating system, the database
management system, and the application software.
7.12. Each user has a unique username and password.
7.13. The system is able to authorize access to specific menu items, data fields, or input fields
using user IDs.
7.14. The system enables the institution to designate which users are able to enter new data,
delete data, modify data, query data, or view data.
7.15. Special security controls exist in particularly sensitive areas, such as payroll or financial
aid.
7.16. Functions are available to establish control for software security definition.
7.17. The system allows for restricted access and protection of FERPA information (Family
Educational Rights and Privacy Act)
7.18. The system includes the ability to maintain specific privacy flags and to issue warning
messages to authorized users when displaying protected information.
59
7.19.
The system has the ability to mask the values displayed on any screen based upon
predefined user access security configurations. (i.e. only display the last 4 digits of credit
card number, mask the entire SSN, mask the year of birth date
8. Systems Upgrade and Release Management
8.1.
The system administration functions include special utilities to perform database updates.
8.2.
The release system is automated and able to incorporate minor releases to make loading
easier and able to skip minor releases in some cases.
8.3.
Each release provides a set of instructions with guidelines for processing each step in the
procedure.
8.4.
A comprehensive Management Control System is provided for project and software
management services and is designed to facilitate, organize, manage and control software
development and distribution.
8.5.
Modifications can be easily tracked and managed.
8.6.
When a new release is received, the software in the repository is compared against the
release, so that changes may be reapplied when necessary.
8.7.
Locally developed enhancements can be easily applied during a release load.
8.8.
Multiple application environments of the application software can reside on the system at
one time.
8.9.
The system may be installed on additional servers for testing and/or training purposes
without the requirement of additional license or maintenance fees.
8.10. Vendor patches can be downloaded from a secure support site.
9. Audit Ability
9.1.
Audit logging can be controlled at the data element level.
9.2.
The system provides a detailed activity/error message-tracking log.
9.3.
The solution is delivered with automatic transaction logging for transactions
9.4.
The solution is able to tailor audit function to include any additional transactions desired
9.5.
The audit features capture the time, date, and operator ID of the change to a data element.
9.6.
The information kept in the audit files includes time, date, and person making change.
9.7.
The information tracked includes the author of the update.
9.8.
The information tracked is available for viewing through standard and ad hoc reports.
9.9.
The logs are maintained online until the institution’s policies have them deleted or
archived.
10. Interfaces to Third Party Products
10.1. The system has open interfaces that can easily support external system integration.
10.2. The system provides tools that can be used to create real-time integration with third party
products.
10.3. The system provides tools that can be used to create batch interfaces, and allows flat file
data to be easily mapped and exchanged between systems.
10.4. The system is ODBC-2 compliant, allowing exchange of data using standard technology.
10.5. The system includes the ability to import and export data between the administrative
system and standard PC applications.
10.6. The system uses a variety of interface techniques, including upload/download, cut and
paste, and dynamic data exchange, for importing and exporting data.
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10.7.
The system has the ability to export the query results from any screen to a CSV format
file.
10.8. The addition of faculty, staff, students or other constituents within the ERP application
must trigger automatically the creation of a unique username, email address, email
account and security profile for each individual, as well as synchronization with the
Active Directory
10.9. Change of role or status, including termination, death, withdrawal or graduation, of any
constituent within the ERP application must trigger automatically the appropriate action
with regard to system and email accounts, update of Active Directory, and other
institutional procedures.
10.10. In addition to third party interface requirements specified elsewhere in this document, the
proposed solution must provide the following:
10.10.1.
All credit card and eCheck processing must be accomplished via Touchnet
payment gateway compliant with VISA CISP/PCI compliance
10.10.2.
Export to Blackbaud Raisers’ Edge.
10.10.3.
Interface to Perkins Loans/ECSI
10.10.4.
Integration with the Blackboard/WebCT Course Management Systems in support
of both asynchronous and synchronous learning
10.10.5.
Synchronization of phone, pager, email addresses and group memberships with
Connect-ED
10.10.6.
Accept file transfer from Point of Sale systems: Budgetext, The Retailer and
B&C Retail Systems
10.10.7.
Interface to ID Card System by Control Managerment, Inc.
11. Rules
11.1. Rules are interpreted in real-time
11.2. Rules are not hard-coded
11.3. Rules can be easily created and maintained by a knowledgeable end-user, not just IT staff
11.4. Form used to create rules guides users step-by-step through the process
11.5. Rules can be created in the form of true/false logic criteria
11.6. Access to rules creation and maintenance is determined by the institution’s security setup
12. Date Sensitivity
12.1. Effective start and end dates are provided throughout the software
13. Demographics
13.1. Accommodates demographic information on prospects, applicants, students, employees,
contact persons, parents, spouse, alumni and others
13.2. Able to capture an unlimited number of group codes for cohort tracking
13.3. Able to convert upper case to upper/lower case automatically; with override capability at
the time the data is entered
13.4. Captures an unlimited number of names, former names, and a maiden name, if
applicable, which can be used for name access to a person’s record
13.5. Maintains first, middle, and last as standard fields for all types of names, including
former names and maiden name
13.6. Includes user-defined suffixes (e.g., Jr., Sr., III), courtesy titles, military and/or UMSC
rank and prefixes as standard fields
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Able to indicate a person’s preferred name
Allows staff to track nicknames of the person
Able to capture other names the person has had
Stores the history of name changes
Maintains a mailing name to appear on system generated mailing labels
Allows users to change the mailing name as is appropriate
Able to track an unlimited number of user-coded names for special purposes, such as
purchase orders or checks
13.14. Enables the college to define how a name is displayed on a form or screen
13.15. Able to maintain the order in which names should be used, such as mailing label name,
preferred name or check name
13.16. Allows the staff to capture Social Security number providing record access capability and
checking for duplicate entries
13.17. Accommodates birthplace, birth date, date of death, current status, such as active or
deceased, and marital status
13.18. Able to capture country of citizenship, gender, and ethnic origin
13.19. Able to indicate the right to privacy on each record
13.20. Able to capture an unlimited number of origin code that allows the institution to indicate
how or why the person came to be in the database, such as mailing list, Web, walk-in
registration
13.21. Tracks any mailing or solicitation restrictions the person may have
13.22. Able to maintain veteran type and selective service number
13.23. Able to capture user-defined religious denomination codes for the person
13.24. Enables users to maintain alternate ID’s the person may have had
13.25. Maintains alien status and registration number
13.26. Able to track the person’s immigration status
13.27. Enables users to maintain the person’s visa type and dates associated with the visa
13.28. Captures the person’s country of residence
13.29. Captures the person’s secondary or native language
13.30. Is compliant with the SEVIS requirements
13.31. Able to track ADA disability data and special needs
13.32. Tracks unlimited insurance information
13.33. Able to maintain unlimited user-defined health conditions, such as asthmatic, diabetic,
etc.
13.34. Maintains multiple immunizations and dates of the immunizations
13.35. Allows user-defined definitions of messages in conjunction with privacy codes placed on
a person’s record, such as do not release the person’s phone number
13.36. Associates users with roles
13.37. Captures the location where the person works
14. Address Information
14.1. Allows unlimited address listings to include home, business, and emergency address
14.2. Includes fields for capturing sufficient address lines per address
14.3. Captures e-mail addresses and the type of e-mail
13.7.
13.8.
13.9.
13.10.
13.11.
13.12.
13.13.
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Able to automatically link a person’s address record to the person’s biographic
information
14.5. Able to indicate a person’s preferred mailing address
14.6. Includes fields for countries, counties, and postal sorting route codes
14.7. Able to maintain international address formats
14.8. Includes fields for capturing seasonal addresses with multiple start and end dates
14.9. Able to capture who made an address change and the source of information for the
address change, such as returned mail etc.
14.10. Able to capture an unlimited number of user-coded telephone numbers (including fax
numbers) per address
14.11. Able to track residency information, including state and county
14.12. Can limit the types of address records a given office can maintain
14.13. Allows for designated staff members to override the limitations on address changes
15. Relationship Information
15.1. Includes the ability to enter and view data about spouse, children, parents, contacts, and
friends
15.2. Includes fields for names, maiden name, addresses, date of birth, gender, and reunion
class years for each person listed
15.3. Able to view from a summary form all relationships for a person
15.4. Able to access additional details from the summary form without leaving the summary
form
15.5. Allows for an unlimited number of relationship entries for each person
15.6. Able to maintain spouse information, including marriage date, marital status, and divorce
date as standard fields
15.7. Provides the option for reciprocal updating of relationship records. For example, if a
person marries and the record is updated to reflect the marriage, the spouse’s relationship
record is automatically updated with the spouse information
16. Academic Information
16.1. Includes an institutions attended summary form to present a composite view of all
institutions a person has attended
16.2. Automatically updates records for students when transfer course equivalencies are
processed
16.3. Maintains organization information about high schools or secondary schools
16.4. Able to capture an unlimited number of high schools or secondary schools attended
16.5. Captures graduation year, grade point average, and class rank as standard fields
16.6. Enables users to record unlimited free-form comments regarding high school or
secondary school information
16.7. Captures organization information about colleges and universities or post-secondary
schools
16.8. Able to capture an unlimited number of other colleges, universities or post-secondary
schools a person has attended
16.9. Maintains transfer credits received, and grade point average as standard fields
16.10. Able to capture degree and degree date, and years of attendance as standard fields
14.4.
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16.11. Captures student program, majors, and honors for other colleges, universities or postsecondary schools attended
16.12. Enables users to record unlimited free-form comments regarding college, university, or
post-secondary school information
17. Organization Information
17.1. Provides organization demographic data about corporations, vendors, contractors, and
associations
17.2. Able to maintain corporate information for matching gift policies
17.3. Includes corporate information for vendors
17.4. Able to capture and maintain information about the legal name of the corporation or
organization
17.5. Able to capture the names of any of a corporation’s subsidiaries or branches, and any
other names by which it might be known
17.6. Able to capture a variety of mailing addresses, telephone numbers, and the employer
identification number
17.7. Able to capture information about the type of corporation it is and in what businesses the
corporation is involved
17.8. Able to capture industry class information, FICE number, and the principle contact for
each corporation
17.9. Able to track an unlimited number of addresses for each corporation
17.10. Able to track an unlimited number of phone numbers for each corporation
17.11. Able to track an unlimited number of former corporate names to access corporate records
and prevent duplicate record creation
17.12. Enables users to associate organizations to persons
18. Communications and Correspondence
18.1. Fully integrates and automates all aspects of the institution’s correspondence across all
areas of the institution
18.2. Ensures efficient and economical management of correspondence sent and received from
heavy correspondence areas such as the Financial Aid, Activities and Events,
Registration, Academic Records, Commandant’s Office, Recruitment/Admissions and
HR components
18.3. Able to track correspondence
18.4. Tracks telephone calls and personal visits
18.5. Provides full contact management features for individuals
18.6. Includes full contact management functionality for organizations
18.7. Enables users to track documents and contacts
18.8. Links distribution lists generated by specific queries with particular documents for highvolume mailings
18.9. Maximizes the institution’s postal budget with bulk mail features
18.10. Able to monitor the success of mailing campaigns
18.11. Generates mass mailing lists based on data contained in the system or from outside
sources
18.12. Maintains a complete history of correspondence and other contacts with prospects,
students, employees, and vendors
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18.13. Develops customized correspondence tracks, identifying specified mailing dates,
expected return dates for correspondence, and subsequent mailings
18.14. Allows the institution to develop multiple correspondence “tracks” that automatically
generate customized letters on specific mailing dates
18.15. Enables users to generate letters to targeted groups daily, weekly, bi-weekly, monthly, or
on any combined schedule to meet the needs of the institution
18.16. Automatically tracks incoming correspondence to determine when documentation
requirements are complete and when assignment to a new correspondence track is
warranted
18.17. Records all mailings to any individual to eliminate duplicate mailings
18.18. Eliminates duplicate mailings by identifying when one name may have been submitted by
more than one source
18.19. Processes large batches of correspondence quickly and easily, with personalized
salutations and other variables within letters
18.20. Tracks all incoming correspondence, noting received documentation and generating
reminders for missing information
18.21. Supports e-mail hierarchies
18.22. Able to override e-mail hierarchies
18.23. Able to send joint mail and to identify when to send joint or individual correspondence
depending upon a joint mail type
18.24. Provides family and sibling definition forms to add children quickly when adding a
spouse
18.25. Can download documents to PC-based word processors for all jobs and/or
correspondence that require further customization
19. Facilities Information
19.1. Able to describe every aspect of the infrastructure of the campus, including buildings,
rooms, equipment within rooms, and other facilities such as playing fields or running
tracks
19.2. Able to maintain facilities information to be used by all components for activities such as
scheduling classes, assigning residence hall rooms, developing office space plans, and
calculating fixed asset depreciation
19.3. Enables the institution to perform a wide variety of queries on facilities data to assess and
analyze the effectiveness of space utilization
19.4. Able to produce datasets required for reporting to South Carolina Commission on Higher
Education
19.5. Able to track any item, room, or person as a resource
19.6. Enables users to define the location of their campus or multi-campus sites
19.7. Links buildings to specific locations
19.8. Provides a contact person or persons with a contact role to be associated to a campus
location
19.9. Enables users to create a record for each building the campus uses
19.10. Able to maintain facilities data including building codes, descriptions, and sector
locations
65
19.11. Able to maintain facilities information about who owns the building, when it was built,
and when it was renovated
19.12. Able to maintain facilities data including the type of construction, current condition of the
building, and building access codes
19.13. Able to maintain facilities data including the size, area, and perimeter measurements of
buildings
19.14. Includes an unlimited number of rooms for each building, or none, if appropriate
19.15. Able to maintain facilities data, such as a room-by-room description of each building,
including location, capacity, available equipment, square footage, primary and secondary
usages, and telephone numbers
19.16. Maintains facilities data including the department and coordinator who are responsible
for the room
19.17. Supports classroom facility, equipment, and scheduled vs. available times information in
classroom characteristics
19.18. Able to assign equipment to specific facilities/rooms
20. Scheduling and Calendar
20.1. Creates a central campus calendar to monitor activities
20.2. Schedules miscellaneous activities to include in the schedule, such as freshmen
orientation
20.3. Enables users to view the usage of a building and room calendar activities
20.4. Able to view all the activities in which a person is involved
20.5. Searches for buildings and rooms, which are available for a requested time
20.6. Updates the calendar when staff appointments are created
20.7. Modifies the calendar when a faculty member is assigned to teach a course section
20.8. Updates the calendar when buildings and rooms are assigned to course sections
20.9. Updates the calendar when staff members are assigned to activities or events
20.10. Modifies the calendar when facilities, buildings, and rooms are booked for activities or
events
20.11. Enables users to create campus calendars to indicate any special occurrences that take
place on the campus, such as holidays and exams
20.12. Able to maintain unlimited special days, such as holidays
20.13. Allows users to associate a location or event to special days on the calendar.
20.14. Able to associate calendars by term, year long, eternal, etc.
20.15. Captures an e-mail notice type to be used when generating e-mails associated to events
20.16. Provides a summary form to find detailed information about a person’s schedule
20.17. Lists the person’s involvement with activities and events
20.18. Supports miscellaneous schedules
20.19. Lists faculty office hours, and/or a faculty-teaching schedule
20.20. Provides views of the person’s daily and weekly calendars, as well as views of only
contacts and appointments
20.21. Includes a building and room calendar summary form that shows activities that have been
scheduled in a particular room
20.22. Provides a description, days, dates, and times of the activity
66
20.23. Provides inquiry options to search for a room that is available on a particular day and
time
21. Activities and Events
21.1. Able to establish and plan an unlimited number of activities and events
21.2. Allows an umbrella activity or event with numerous component events
21.3. Defines specific information for activities, events and component events, including
description, and start and end times and dates
21.4. Assists staff in managing facilities and other resources needed for the activity or event
21.5. Able to look up available rooms for each sub event based on user defined attributes, time
availability, and desired location
21.6. Enables users to assign off-campus locations, such as a hotel conference room, to an
activity or event
21.7. Allows the school to create various resources, such as tables, rooms, groups, etc. within a
facility
21.8. Creates a participation list and invitations for an activity or event
21.9. Able to identify the invitation letter, an RSVP date, the committee assisting, planned
attendance, break even attendance, and location for each function within an event.
21.10. Permits users to select participants based on pre-determined characteristics, such as
interest groups
21.11. Invites participants as well as organizations to an activity or event
21.12. Able to define the mailings for a function where each mailing can be associated with a
target audience and/or a specific letter code from the system (i.e. from letter generation).
21.13. Able to define any meals that might be served for a function.
21.14. Enables users to confirm invited participants for an activity when they reply to an
invitation
21.15. Tracks a variety of details about individuals such as amount paid and number of guests
they may be bringing
21.16. Provides a form to confirm the guest count, to indicate if any applicable fees have been
paid, and to assign participants to a specific facility
21.17. Able to confirm participation in activities that have multiple component events
21.18. Records assignments for staff members and volunteers pertaining to the activity or event
21.19. Tracks information regarding the role of the staff members or volunteers
21.20. Able to enter reminders (ticklers) for the staff members and volunteers assigned to an
activity or event
21.21. Able to define the revenue expected for a function, identifying the budgeted and actual
amount for each revenue item while the system calculates the difference.
21.22. Able to define the expenses expected for a function, identifying the budgeted and actual
amount for each expense item while the system calculates the difference.
21.23. Able to define the fee structure for a function which provides for different rates to be
applied for the same fee based on user defined characteristics (e.g. senior rate for
admission is $10 while regular rate for admission is $20).
21.24. Tracks anticipated expenses for activities and events
21.25. Maintains the funding sources for activities and events
21.26. Able to record any corporate sponsors for the activity
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21.27. Able to define any meals that might be served for a function
21.28. Able to define an unlimited number of tasks associated with a function using user defined
task types, identifying the type of task (e.g. administrative, clerical), status of the task,
date when it should be completed, and who should be performing the task.
21.29. Able to query on tasks online that are not completed or in any user defined status.
21.30. Able to identify an unlimited number of participants for a function using user defined
participant types (e.g. emcee, caterer, speaker, primary contact, location contact).
21.31. Able to indicate if a participant is also attending a function.
21.32. Able to record attendance for an event/function indicating the RSVP status, fee status,
meal to be served, guests, place card and name tag name(s), # of tickets, and free format
comments.
21.33. Able to produce name tags and place cards or download information to Microsoft Word
to produce the name tags and place cards.
21.34. Able to identify who received and who responded to the invitation letter.
21.35. Able to record an unlimited amount of free format comments associated with the
function. Allow for free format comments to be associated with key words for ease of
reporting and viewing online.
21.36. Able to get counts online of people that meet certain user defined criteria about the event
or function regarding RSVP status, meals requested, guests attending, attended vs. not
attended, and fee status.
21.37. Able to view online all events/functions a person has been involved with as a participant
and/or as an attendee.
21.38. Able to get an online view of functions within an event and drill down to the detail of any
function.
21.39. Able to view online those people who meet a user defined criteria for a function (e.g.
those who have guests attending) and drill down to the detail (e.g. who are the guests).
21.40. Able to define the details of the invitation letter (i.e. the information about the event and
the people that you want in the letter) and the population of people that should get the
letter. The invitation letter can either be produced within the system or the variable
information can be downloaded to Microsoft Word.
21.41. Accommodates Protocol’s additional Invitation requirements.
21.41.1.
Allows Protocol to create a constituent base or directory of possible invitees.
21.41.2.
Designates constituents as being listed in Protocol’s directory.
21.41.3.
Allows user to create activity and affiliation groups.
21.41.4.
Designates groups as being owned by Protocol.
21.41.5.
Allows user to assign constituents to one or more groups.
21.41.6.
Allows user to browse constituents by group.
21.41.7.
Allows user to browse all constituents.
21.41.8.
Allows user to perform a search of constituents by partial or full name.
21.41.9.
Allows user to add, change, or delete a constituent, constituent’s child, or
constituent’s affiliation with a group.
21.41.10. Allows user to review constituent records maintained since a designated date.
21.41.11. Allows user to add, change, delete, or review events, activities, and guest lists.
21.41.12. Allows user to add or delete guests by selecting from single-group list.
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21.41.13.
21.41.14.
21.41.15.
21.41.16.
21.41.17.
21.41.18.
21.41.19.
Allows user to add or delete guests by selecting from multiple-group list.
Allows user to add or delete guests by selecting from entire constituent directory.
Allows user to specify whether or not above lists should be globally checked
before selection process.
Allows user to print mailing labels.
Allows user to print guest lists.
Allows user to review constituent’s history of activity.
Includes, but is not limited to, the elements and relationships listed in attachment
A. (Prefix ‘sp’ designates constituent’s spouse.)
22. Appointments
22.1. Displays a given week’s appointments for a staff member
22.2. Identifies appointment reminders or descriptions
22.3. Able to indicate whom the person is meeting
22.4. Provides a mechanism to record more detailed information about the meeting, such as
start and end date, start and end time, purpose, and appointment summary
22.5. Shows a summary of all contacts and appointments an “appointee” has had
22.6. Enables contact information such as phone calls, correspondence or brief introductions
from another meeting or event
22.7. Able to maintain contact history
22.8. Enables users to maintain free-form comments about a visit, phone call, or letter etc.
23. Survey Capability
23.1. System will interface with third party survey software package to create and analyze
surveys.
23.2. Able to easily query and download system data to merge into survey software package.
23.3. Electronic surveys can be “pushed” through portal to recipient, e.g., student, faculty, staff
member, sets of recipients.
23.4. Survey analyses/graphs/reports can be “pushed” through portal to specified recipients.
24. State and Federal reporting
24.1. Produce datasets necessary for all required South Carolina and federal reports
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Chapter 2 Student System
1. Student System Self-Service (via Web)
1.1. Prospect and Applicant Self-Service – allows prospects and applicants to
1.1.1.
securely apply for admissions
1.1.2.
complete their application at one time or save their application and complete it at a later
date
1.1.3.
view real-time information regarding admissions decision status, required and missing
documents and application status
1.1.4.
view the results of admissions tests, placement tests, other standardized tests and test
score summaries
1.1.5.
1.1.6.
pay the application fee
1.1.7.
check the availability of course sections by searching for courses alphabetically, by
subject, day and time, instructor, schedule type, attribute and by campus
1.2. Current Student Self-Service
1.2.1.
Allows students to:
1.2.1.1.
view real-time information regarding missing and required documents
1.2.1.2.
view the results of admissions tests, placement tests & other standardized tests
1.2.1.3.
create and maintain a planned list of courses [D]
1.2.1.4.
enter comments about their plan[D]
1.2.1.5.
access their degree audit or academic program evaluation
1.2.1.6.
search and select course sections for registration using a degree audit evaluation
as a search filter[D]
1.2.1.7.
check the availability of course sections by searching for courses alphabetically,
by subject, day and time, instructor, schedule type, attribute and by campus
1.2.1.8.
view the institution’s course catalog and prerequisites and search for courses,
course descriptions
1.2.1.9.
register for and add and drop classes
1.2.1.10. drop courses during appropriate drop periods regardless of registration or
admission holds
1.2.1.11. add a new course to schedule before old course is made available to others
(conditional drop-add)
1.2.1.12. make payments for tuition and fees and automatically assess, manage and charge
credit card convenience fees
1.2.1.13. select and pay for optional items such as parking, athletic and activity fees
1.2.1.14. access their course schedule
1.2.1.15. print a copy of their course schedule
1.2.1.16. check faculty schedules[D]
1.2.1.17. view advisor(s)
1.2.1.18. email their advisor(d)
1.2.1.19. view a profile of common information maintained about their demographic and
academic histories[D]
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1.2.1.20. view or update their addresses, phone numbers and e-mail addresses, depending
upon institutional policy
1.2.1.21. view final grades and show course, course earned hours, quality hours, and
quality points; term totals of same plus term GPA; cumulative totals of same plus
cumulative GPA
1.2.1.22. view their current GPA
1.2.1.23. view midterm grades and show course, course earned hours, quality hours, and
quality points; term totals of same plus term midterm GPA; cumulative GPA at
midterm.
1.2.1.24. view and print their transcript
1.2.1.25. order and pay for transcripts
1.2.1.26. apply for graduation
1.2.1.27. print their schedules, view their account information, including financial aid, and
make credit card or eCheck payments via a payment gateway
1.2.1.28. request enrollment verifications be sent to other institutions and to third party
agencies
1.2.1.29. accept awards in full or partial amount or decline
1.2.1.30. view financial aid summary
1.2.1.31. request that their transcript be sent to a another institution or person
1.2.1.32. enter bank account information
1.2.1.33. view 1098T information
1.2.1.34. view academic standing, classification, earned hours and program of study
1.2.1.35. view SC LIFE Scholarship Earned Hours and SC LIFE Scholarship GPA
1.2.1.36. fill out faculty course evaluations and record results
1.2.1.37. submit a request to withdraw from a class with appropriate routing to obtain any
necessary permissions (e.g. coach, registrar), record the withdraw grade and notify all
participants[D]
1.2.1.38. register their vehicles
1.2.2.
Allows institution to customize Web registration and its vocabulary to meet unique
registration needs
1.2.3.
Accommodates registration or pre-registration by term, with concurrent term
registration possible
1.2.4.
Ensures that all data entered by the student is acceptable and within the parameters set
up by the registrar, including proper codes for courses and sections
1.2.5.
Allows institution to require a PIN for registration in addition normal user
authentication[D]
1.3. Faculty Self-Service
1.3.1.
Provides self-service access for faculty schedules and advising
1.3.2.
Allows faculty to
1.3.2.1.
view real-time information regarding class schedules and rosters
1.3.2.2.
view real-time information regarding advisees, including contact information
1.3.2.3.
view published schedules of classes and ability to search course sections
1.3.2.4.
perform degree audits for students, including what-if capability
1.3.2.5.
view student test scores
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1.3.2.6.
view student transcripts
1.3.2.7.
view student holds, based on security
1.3.2.8.
create student educational plans for unlimited terms[D]
1.3.2.9.
maintain comments on a student’s educational plan[D]
1.3.2.10. view common information maintained about a student’s demographic and
academic history
1.3.2.11. view final and midterm grades for a student showing course, (the rest based on
final grade) course earned hours, quality hours, and quality points; term totals of same
fields plus term GPA; cumulative totals of same fields through term viewed plus
cumulative GPA.
1.3.2.12. view midterm grades for a student showing course, course earned hours, quality
hours, and quality points; term totals of same plus term midterm GPA; cumulative
GPA at midterm.
1.3.2.13. give student a permit to register for a course
1.3.2.14. enter mid-term, intermediate and final grades
1.3.2.15. access a self service grade book
1.3.2.16. retrieve data for any student depending upon security by entering student’s name
or ID
1.3.2.17. take attendance/report class absence (See Cadet Information System)
1.3.2.18. view course evaluation results
1.3.2.19. enter grade changes, recording the reason for the change and all other grade audit
information, and notify student and registrar[D]
1.3.2.20. view incomplete grades and convert them to final grades, recording all grade
audit information, and notify student and registrar[D]
1.3.2.21. record advising comments[D]
1.4. Continuing Education Self-Service [D]
1.4.1.
Allows CE students to
1.4.1.1.
instantly enroll and pay for Continuing Education classes
1.4.1.2.
quickly search the Continuing Education catalog
1.4.1.3.
make selections and place them in a “shopping cart”
1.4.1.4.
provide only the necessary personal information
1.4.2.
Provides real-time e-commerce payment authorization
1.4.3.
Includes configurable duplicate person prevention
1.4.4.
Automatically assigns the User ID and Password for new persons
1.4.5.
Notifies learners of their User ID and Password via two separate e-mails to enhance
security
1.4.6.
Provides marketing and outreach tracking fields to capture the reason for enrollment
1.4.7.
Enables staff to track how the learner heard of the offering
1.4.8.
Able to track the learner’s educational goal
1.4.9.
Includes unique registration settings to govern the Continuing Education department’s
registration policies separately from other institution offerings
1.4.10. Provides an automatic de-registration process when payment is not received
2. Integration with other Software Components
2.1. General
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2.1.1.
2.1.2.
2.1.3.
Integrates with all other ERP components, including the Cadet Information System
Provides real-time data entry with immediate update to all databases
Seamlessly integrates demographic and biographic data on prospects, applicants,
students, faculty, staff, etc.
2.1.4.
Enables admissions officers to view financial aid information about each applicant
2.1.5.
Automatically generates general ledger entries
2.1.6.
Automatically posts miscellaneous charges from other modules to the general ledger
2.1.7.
Able to handle scholarships, grants, and other credits from the Financial Aid module
2.1.8.
Automatically credits approved financial aid
2.2. Document Imaging
2.2.1.
Allows matching of orphaned documents to the applicant’s record
2.2.2.
Provides functionality to route transcripts for transfer credit evaluation and route folders
to academic units for selection decisions
2.2.3.
Includes integrated image retrieval
2.2.4.
Provides a secure and instantly accessible repository for documents which authorized
counselors and admissions staff can access from anywhere on campus
3. Recruitment Marketing/Application Management
3.1. Recruitment via Web
3.1.1.
Able to create a prospect record from information entered via the Web
3.1.2.
Provides prospects and applicants the ability to apply via the Web. Direct and easy realtime access includes viewing missing and required documents, application status and
financial aid award information.
3.1.3.
Enables integrated e-mail campaigns
3.1.4.
Provides engaging Web presence for prospective students
3.1.5.
Prospective students can customize their Web experience by supplying both personal
and academic interests
3.1.6.
Institution can personalize the content presented based on the interests of prospects
3.1.7.
3.1.8.
Allows applicants to make campus appointments via online visit request form
3.1.9.
Provides a personalized “To Do List”
3.1.10. Institution can create and maintain timely news information targeted to specific user
interests
3.1.11. Provides personalized information throughout the entire admissions process
3.2. General Prospect Information
3.2.1.
Accepts and works with lists of prospects supplied on tape by outside services
3.2.2.
Eliminates duplicate names that may have been submitted by more than one source
3.2.3.
Able to create a prospect record by manually entering prospect information
3.2.4.
Able to capture data on prospective students’ areas of interests in terms of specific
programs or majors and extracurricular activities
3.2.5.
Able to capture data on where prospective students first heard about the institution
3.2.6.
Able to track secondary schools attended by prospective students
3.2.7.
Able to record multiple applications for the same prospect
3.2.8.
Able to maintain multiple addresses per prospect
3.2.9.
Able to indicate if a prospect reactivates or reapplies for admission
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3.2.10.
3.2.11.
3.2.12.
Able to record the level of interest the prospect has in attending the institution
Supplies a database of recruiting institutions, i.e., high schools, other colleges, etc.
Tracks the origin of recruits through the application and admissions process with
analysis reporting
3.2.13. Able to assign a priority value to the individual based upon the institution’s interest in
recruiting the individual
3.2.14. Enables users to grade and qualify all prospects and inquiries
3.2.15. Able to automatically invite prospects to recruiting events based on user-defined
parameters
3.2.16. Tracks attendance at recruiting events
3.2.17. Generates follow up for the attendees and non-attendees
3.2.18. Enables users to plan recruiting events either on or off campus
3.2.19. Record basic information about the recruit’s source characteristics (military school,
religious organization, fine arts orientation, etc.) and outside interests.
3.2.20. Store free-form text (e.g., directions on how to drive to a source).
3.2.21. Record year-to-year source demographic information (i.e., source enrollment, number
of seniors, mean test scores of students, ethnic makeup of the student body, and average
family income).
3.2.22. Load prospects and test scores from ACT, SAT, GRE, GMAT, Peterson’s, TOEFL,
Praxis and Private Colleges and Universities data loads.
3.2.23. Enter, change, or delete prospect information by the term for which they were a
prospect.
3.2.24. Able to maintain self-reported data about a prospect’s academic qualifications (GPA,
test scores, etc.).
3.2.25. Record a prospect’s interest, such as intended major or extra-curricular activities.
3.2.26. Delete prospects after a user-defined period of time if an application for admission has
not been received.
3.2.27. Process quick recruit data for a prospect for a specific term.
3.2.28. Provides ability for institution to define multiple web inquiry types that capture
different data based on the type.
3.2.29. Able to create and maintain these web inquiry types without the need for technical
assistance.
3.2.30. Able to temporarily store web inquiry information and match the data to reduce
duplicate entries in the database. Matching process should be defined by the institution
and not be hard-coded.
3.2.31. Able to purge temporary database when desired by the institution.
3.2.32. Able to load new entries to database without redundant data entry by staff.
3.2.33. Able to generate letters utilizing Word or Word Perfect, or email to prospective students
3.2.34. Track cohorts for each prospective student to support institutional reporting.
3.3. Contact Management Prospects/Applicants
3.3.1.
Generates rosters and labels for initial mailings to prospects loaded from tapes
3.3.2.
Able to create customized correspondence mailing tracks meeting certain user-defined
criteria or rules
3.3.3.
Able to design a personalized flow of communication for an individual
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3.3.4.
Able to design a personalized flow of communication for a group of prospects or
applicants
3.3.5.
Maintains a complete history of all correspondence
3.3.6.
Sends a series of customized letters automatically on specific mailing dates, or on dates
determined by a response from the recipient
3.3.7.
Tracks automatically incoming correspondence to determine when documentation
requirements are complete and when assignment to a new correspondence track is
warranted
3.3.8.
Controls the timing between documents sent
3.3.9.
Provides lists of those not receiving specified documents
3.3.10. Allows users to target specific groups for specific mailings
3.3.11. Allows for target groups to be changed at any time to suit tactics for particular efforts
3.3.12. Able to make information and materials available via mail or e-mail
3.3.13. Ensures that files are kept up-to-date and that appropriate correspondence is
generated to reflect the receipt of application materials
3.3.14. Supports the automatic generation of e-mails
3.3.15. Notifies applicants when certain documents or steps are missing using an automated
notification generation process
3.3.16. Automatically default a communication plan for correspondence based on prospect’s
major, interests, recruitment type, and recruitment contacts.
3.3.17. Record material requested by and sent to each prospective student.
3.3.18. Generate letters for mailings to each prospect.
3.3.19. Able to maintain an unlimited number of contacts with each prospective student
3.3.20. Able to maintain first contact information, such as Web, phone call, campus visit and
date
3.3.21. Includes a tracking system for contacts made during recruiting by various offices
3.3.22. Able to track contact activity via phone calls, Web, campus visits, recruiters, etc.
3.3.23. Includes the ability to summarize all contacts throughout the admissions process
3.3.24. Able to track contacts made during both credit and non-credit recruiting
3.3.25. Enables users to view the summary of calls made to a prospect or applicant, including
who has called, why call was made and results of the call
3.3.26. Able to identify and generate a list of caller follow-up activities
3.3.27. Maintain a list of counselor visits scheduled to each source
3.3.28. Store information about contact people at the source, including office telephone
numbers, and indicator for the primary contact person.
3.4. Relationship Management Prospects/Applicants
3.4.1.
Assigns recruiters automatically to a group based on school, region, academic
programs, extracurricular activities, athletics, and combinations of these attributes
3.4.2.
Able to assign staff to prospects or applicants for recruitment purposes
3.4.3.
Build and update counselor schedules
3.4.4.
Able to associate more than one parent to the applicant
3.4.5.
Able to maintain more than one parent address
3.5. High School Data
3.5.1.
Able to track high schools attended by prospective students
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3.5.2.
3.5.3.
3.5.4.
Able to maintain information from high school prospects
Able to define the source of a prospect as being a high school
Able to track the high school name, phone number, high school grades and graduation
date
3.5.5.
Able to evaluate the prospect’s high school GPA and rank in class
3.6. Application Record
3.6.1.
Updates the system when a prospect becomes an applicant without any duplicate data
entry
3.6.2.
Able to automatically create an applicant record when an ISIR record is loaded into the
system’s financial aid module
3.6.3.
Provides a one page ‘quick entry’ page for staff to get a record created immediately in
the system for an applicant
3.6.4.
Provides a preliminary applicant file system for documents that arrive before the
application
3.6.5.
Able to collect, validate and process application information submitted through the Web
3.6.6.
Enables admissions officers to view the current status of each applicant
3.6.7.
Able to process semester credit, continuing education, and quarterly student applicants
separately and combined
3.6.8.
Able to handle all admission applications for multiple campuses[D]
3.6.9.
Tracks the reason an applicant withdraws and where the withdrawn applicant is
attending instead
3.6.10. Updates the applicant file to a student file automatically whenever the institution wants
to do so, such as after acceptance, upon receipt of tuition deposit, or upon initial
registration
3.7. General Applicant Information
3.7.1.
Tracks admissions special conditions, such as certain GPA required, or summer
program required
3.7.2.
Maintains admissions specific types of admission, such as freshman, early, or transfer
3.7.3.
Creates only one demographic record for each applicant
3.7.4.
Provides the ability for applicants to submit multiple applications concurrently to
different programs at different levels, each of which may have different rules and
requirements
3.7.5.
Able to record an admissions decision for each application
3.7.6.
Able to establish specific admission requirements based on applicant’s immunization
records
3.7.7.
Records unlimited basic information about the applicant’s characteristics such as
extracurricular activities, academic interests, outside interests, work, and military
experience
3.7.8.
Able to monitor money collected for admissions fees, housing deposit or tuition deposit
3.7.9.
Able to waive application fees for an applicant.
3.7.10. Tracks the origin of applicants through the application and admissions process with
analysis reporting
3.7.11. Able to assign a priority value to the individual based upon institution’s interest in
recruiting the applicant
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3.7.12. Enables users to grade and qualify all applicants
3.7.13. Track cohorts for each applicant to support institutional reporting
3.7.14. Maintain institutionally defined data elements.
3.8. Corps of Cadets Applicant Medical Information
3.8.1.
Track and view overall medical clearance level and date of status changes
3.8.2.
Track and view status of medical laboratory tests (CBC and Urinalysis)
3.8.3.
Track and view status of orthopedics (Ankle, Back, Knee, Shoulder, Wrist, Hand, Foot,
Leg, Arm, Hear, Finger, Hip, Other)
3.8.4.
Track and view status of immunizations (Tetanus, Polio, Chicken Pox, MMR,
Tuberculin, HEP B)
3.8.5.
Track and view status of Medical Emergency Forms (Treatment Authorization,
Insurance, Military Dependent, Prescription Card)
3.8.6.
Track and view status of Other Medical Concerns (Blood Pressure, Heart, Asthma,
Diabetes, Height/Weight, Hearing, Vision, ADD, Psych)
3.8.7.
Track and view status of infirmary personnel contact with student (date and type of
contact (e-mail, phone, letter))
3.8.8.
Ability to add or delete items listed above as requirements change based on security
settings
3.9. Applicant Rating Capability
3.9.1.
Able to calculate and compare ratings of applicants
3.9.2.
Provides an automated rating system through a rules-based process[D]
3.9.3.
Able to automatically apply specific criteria to characteristics of an admissions
application and apply a numeric value to those characteristics
3.9.4.
Evaluates all application rating rules and assigns a cumulative rating that is the sum of
all ratings associated with all rules that are true for that application
3.10. Document Tracking
3.10.1. Able to define the list of documents required for each application
3.10.2. Includes the ability to automatically assign and maintain required application
documents
3.10.3. Able to track an unlimited number of documents per applicant
3.10.4. Enables users to establish specific admission requirements based on applicant’s
application type, program residency, visa etc.
3.10.5. Tracks the status of each applicant’s application materials and generates reminder lists
when telephone calls or other types of contact should be made
3.10.6. Controls the timing between documents sent to each applicant
3.10.7. Provides lists of applicants not receiving specified documents
3.10.8. Able to track the status of missing documents
3.10.9. Enables applicants to view their application documents and status via the Web
3.11. Test Scores
3.11.1. Loads test scores in mass from testing services via tape load generated by companies
such as Admission Tape Services, ACT, CSS, ETS, MCAT, GRE, GMAT, SAT,
TOEFL, Praxis and others
3.11.2. Provides mechanism to help ensure admissions data is not altered on the system if when
test scores are subsequently loaded.
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3.11.3.
3.11.4.
3.11.5.
3.11.6.
3.11.7.
3.11.8.
Able to record test scores that are manually entered
Includes the ability to track an unlimited number of test scores
Enables users to enter a single test score for an individual
Allows users to record multiple test scores for an individual
Able to record advanced placement results
Supply annual PRAXIS-score tables, together with algorithm to calculate Pass/Fail
status of incoming score for each student who has taken the test.
3.11.9. Display Pass/Fail flag for PRAXIS score of each student who has taken the test
3.12. Transcripts and Transfer Credit
3.12.1. Able to store and track high school and college transcript information from an unlimited
number of transfer institutions
3.12.2. Able to rate high school and college transcript information
3.12.3. Able to store and track unlimited transcript information
3.12.4. Able to track the transfer work of an applicant from an unlimited number of transfer
institutions – high schools and colleges
3.12.5. Able to maintain transfer institution equivalency information and to apply that course
work toward meeting institutional requirements for any number of external institutions
3.12.6. Able to send or receive transfer work electronically through EDI and/or XML format
3.12.7. Enables users to automate the transfer evaluation, make adjustments as necessary, and
post transfer credits to an applicant’s record, updating degree audit
3.12.8. Allows users to update and maintain records of transfer credits from other institutions
online
3.12.9. Able to define articulation agreements for the evaluation of transfer credits from other
institutions, and permit the registrar to enter subjective decisions regarding course
equivalencies
3.12.10. Able to automatically update the applicant’s transcript with the appropriate information
or equivalencies
3.12.11. Maintains a record of equivalent courses from other institutions
3.12.12. Able to have effective dates attached to equivalents
3.13. Admissions Decisions
3.13.1. Enables admissions officers to view the current status of each applicant
3.13.2. Able to automatically track applicant progression and display it online
3.13.3. Assigns user-defined applicant statuses such as accepted, denied, deferred, pending,
waitlisted, etc.
3.13.4. Records an admissions decision for each application that the individual may have filed
3.13.5. Able to record an unlimited number of admissions decisions with associated dates,
times, as well as who made the decision
3.13.6. Records all changes to admissions decisions
3.13.7. Able to automatically determine when an application is complete
3.13.8. Provides user-defined academic program admit rules
3.13.9. Enables users to automatically notify applicants of admissions decisions in a
personalized and timely manner, such as through email and self-service.
3.13.10. Able to cancel an admissions decision
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3.13.11. Able to create rules for the calculation and posting of automated admissions decisions
by program, college, major, campus, level, etc. The rules should have the ability to
include any calculated rating(s) and high school, prior college and test score
information.
3.14. Purge Prospects or Applicants
3.14.1. Enables users to delete prospects after a user-defined period of time if an application for
admission has not been received
3.14.2. Allows users to remove only the information they no longer need
3.14.3. Able to delete applicants after a user-defined period of time if applicant did not enroll
3.14.4. Enables users to remove application information
3.15. Recruitment Marketing and Application Management Reporting
3.15.1. Able to query and report on any piece of information in the system, such as how many
prospects/applicants are from a certain state, how many have SAT scores of 1,200 or
better, or how many prospects/applicants there are for the School of Engineering, etc.
3.15.2. Able to generate various lists and reports as needed, such as an individual applicant
profile, applicant characteristics reports, comparative enrollment reports, no-show lists,
individual admissions reports and school visit information etc.
3.15.3. Able to run weekly statistical reports on the number of applicants, how many
completed, how many interviewed, and accepted, etc.
3.15.4. Provides the ability for users to perform statistical analysis on recruitment data to aid in
determining recruiting effectiveness by types of activity
3.15.5. Provides lists of prospects/applicants not receiving specified documents
3.15.6. Enables users to generate summary statistics regarding recruiting activities
3.15.7. Able to create standard and user-defined reports
3.15.8. Provides reporting tools to track and report applicant information on an ad-hoc basis by
user-defined parameters
3.15.9. Provides a detailed or summary report of selected prospects, and/or applicants
3.15.10. Provides an application status summary report
3.15.11. Provides an applications list report for applicants who have applied to selected
academic programs
3.15.12. Able to print prospect labels for a group of prospects or applicants
3.15.13. Includes an accepted applications report
3.15.14. Provides an application counts report for accepted applications, and enrolled applicants
for any group of applications
3.15.15. Provides an admissions waitlist report
3.15.16. Provides reporting tools to analyze admissions data and yield dates to improve the
enrollment process
3.15.17. Includes the ability to report on trends that are evident from this year to analogous
information from preceding years
3.15.18. Includes the ability to report on the yield rate for this term compared to same term last
year based on institution pre-defined areas such as Recruitment Cycle, by Week, and by
Cumulative Week
3.15.19. Able to report on the cumulative yield rate for pre-defined recruitment cycles compared
to those from the last two years for the same point in the cycle
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3.15.20. Able to report on the demographic breakdown of applicants
3.15.21. Provides reporting tools to report on how many accepted applicants from a particular
geographic region have enrolled
3.15.22. Able to report on the career goals of accepted applicants who decided to attend other
institutions
4. Events Management
4.1. Establish events, such as homecoming, and create an unlimited number of functions associated
with the event.
4.2. Allow for events to be scheduled in the available rooms without causing conflict to other
activities using the room.
4.3. Allow for invitation letters to be created for an event.
4.4. Record the revenue and expenses associated with an event or function.
4.5. Record the numerous tasks that must be performed for the event, such as room setup or sending
invitations.
4.6. Record speakers and other participants at an event.
4.7. Track the attendance at a function, including RSVP information, fees paid, and the attendee’s
menu selection.
5. General Student Records Information
5.1. Maintain numerous IDs, names, addresses, email addresses, and phone numbers.
5.2. Maintain the social security number of a person separately from the identification number,
while ensuring it is searchable by staff.
5.3. Able to store and search on the SSN without having it display on administrative pages
5.4. Access a student by name, using name search capabilities, SSN or ID
5.5. Provides user-defined parameters for moving an applicant record to student record
5.6. Provides for identification of transfers as first-time, re-admission, or summer, etc.
5.7. Provides for recording academic records, including high school grades and ranking
5.8. Tracks honors, awards, and organization participation
5.9. Assures students’ right to privacy by adhering to FERPA , Buckley Amendment and other
applicable standards
5.10. Able to automate the tracking of student information
5.11. Able to track Case management (e.g., DSPS, EOPS, Vocational Education, Disabled,
Calworks)[D]
5.12. Track a student’s residency as changes over time
5.13. Provides available residency information
5.14. Integrates with an imaging solution to provide the ability to show ID Photo of student on
student information forms
5.15. Includes the capability to interface with a campus electronic ID card system
5.16. Provides an emergency form that can identify where a student may be contacted in an
emergency situation
5.17. Records a student’s term demographic information
5.18. Tracks completion of enrollment requirements
5.19. Able to maintain multiple academic programs per student
5.20. Track and maintain numerous programs, majors minors and concentrations that a student may
be pursuing at the institution from prospect to graduation
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5.21.
5.22.
5.23.
5.24.
Able to track information regarding student disabilities
Enables users to record information regarding special accommodations
Able to track the type of student for categorical funding
Record and maintain an unlimited number of user-defined student attributes and cohort
groupings on a per term basis
5.25. Record and maintain numerous types of advisor for students
5.26. Record and maintain numerous advisors for each student
5.27. Enables the college to track co-curricular information
5.28. Maintain information on support services provided to students and non-students
5.29. Track Assistantship/Fellowship and Internship information for graduate students, including
tasks and duties.
5.30. Track committee information, including participation, committee members, committee role,
and status.
5.31. Able to capture Co-op information on a student and link that to a registered course and place in
academic history.
5.32. Able to record leave of absence information
5.33. Able to maintain information on non-traditional students (i.e., Educational Opportunity
Program and Services Information, apprenticeship, and employment expectations).
5.34. Able to record multiple sets of next-of-kin (NOK) data for a student.
5.34.1. NOK elements should include, but not be limited to: NOK’s relationship to student,
NOK’s name (include prefix and suffix) in various formats for inclusion in personalized
letters, labels, and lists, multiple types of mailing address, multiple types of phone
number, multiple types of email address, and occupation.
5.34.2. Provide easy reporting access to all NOK data.
6. International Students
6.1. Able to record, maintain, and report pertinent information on international students according
to SEVIS requirements
6.2. Able to establish specific admission requirements for international students
6.3. Allows institution to track student’s immunization records
6.4. Able to maintain specific data for international students, such as Complete name, Date and
place of birth, Country of citizenship, Student identification number, Tracks multiple
addresses, Maintains permanent address, Tracks visa type and date of visa issuance or
classification granted
6.5. Maintains the date of non-immigrant alien student’s entry into the United States, including
initial date and all subsequent re-entry dates
6.6. Includes the ability to track the student’s status, such as full-time or part-time
6.7. Includes the date of commencement of studies
6.8. Maintains the student’s degree program and field of study
6.9. Provides tracking of the student’s dates and hours worked for all on-campus employment
6.10. Includes the ability to track the student’s expected date of completion
6.11. Includes the actual completion date
6.12. Maintains the verification of academic status, such as in good standing, on probation
6.13. Able to track disciplinary actions taken against the student due to criminal conviction
6.14. Tracks authorized leaves of absence from school by international students
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6.15. Able to track the drivers’ license number, issuing state and the expiration date
6.16. Enables institutions to track whether the student has been certified for practical training, the
type of training, and the beginning and ending dates of certification
6.17. Able to track a termination date
6.18. Enables institutions to maintain the reason for termination, if known
6.19. Able to keep track of a non-immigrant student’s Tax Identification Number (TIN) and/or
Social Security Number (SSN)
7. Provides a procedure that produces a file(s) which meets NCAA requirements and which can be
uploaded into NCAA’s Compliance Assistant database which includes term data, continuing
eligibility data (which includes hours completed toward degree), and degree received data.
8. Extra Curricular Student Activities
8.1. Able to produce student rosters
8.2. Able to produce directories in compliance with FERPA
8.3. Tracks social organization membership
8.4. Tracks membership rosters and lists of officers for clubs, organizations, fraternities, sororities,
and other social groups
8.5. Allows for easy maintenance of social organization membership files for current and new
members
8.6. Accesses student information from the registrar’s area
8.7. Processes membership assignments in batch or individually
8.8. Enables users to record characteristics about a campus organization
8.9. Able to maintain information about an organization’s advisors
8.10. Able to indicate member’s role in the campus organization
8.11. Able to track student sports activities
8.12. Able to record sports participation and eligibility
8.13. Maintain historical record of intercollegiate sport participation
8.14. Maintains information about individuals and organizations that are involved with athletics,
such as volunteers, officials, coaches, friends and athletic club
8.15. Allows access to the student athlete’s academic schedule and GPA for athletic eligibility based
on user’s security
9. Holds or Blocks
9.1. Able to place holds or blocks on activities such as registration, release of grades, transcripts
and diplomas for reasons such as:
9.1.1.
Non-Sufficient Funds (NSF) checks[D]
9.1.2.
unpaid fees or fines
9.1.3.
unpaid account balances
9.1.4.
admissions conditions not met or if needed forms are not provided by a certain point in
time
9.1.5.
other academic requirements not met
9.1.6.
other cadet-related deficiencies
9.2. Able to create user-defined administrative holds with associated effective dates, reason text,
and audit information
9.3. Able to take a user-defined population and apply holds to that group
9.4. Able to release holds automatically when the reason for the hold no longer applies
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9.5.
9.6.
10.
11.
12.
13.
Able to temporarily override the holds at registration without actually releasing the hold
Displays warning messages at registration for student restrictions/holds, such as open accounts
receivable, outstanding fines, or other academic or financial restrictions
9.7. Provides the ability for students to look up explanations for any hold on their records
Comments
10.1. Maintains an unlimited number of textual comments
10.2. Associate unlimited personal text with each particular comment related to a person. Comments
should be unlimited in quantity for each person
10.3. Record general student comments or person comments specific to any term.
10.4. Provides enough space for each comment for thorough notations
Academic Calendar
11.1. Allows course sections to have begin and end dates which overlap standard term dates while
ensuring the proper functioning of all student system features including billing, aged
receivables, refunding, course registration, drop and add, grading, enrollment certification, and
financial aid. For example, we currently experience a problem with billing when a session start
date is prior to the beginning of the term and a problem with aged receivables when a session
end date is later than the term end date.
11.2. Able to define an unlimited number of academic years
11.3. Provides a flexible term structure that can accommodate an unlimited number of terms or
sessions
11.4. Able to define term and session assignment by specific locations
11.5. Enables the institution to define the start and end dates of a course section
Define Academic Program Attributes
12.1. Allows users to create unlimited academic programs
12.2. Enables users to associate a catalog year to each academic program
12.3. Able to associate multiple catalog years to each academic program
12.4. Able to assign the catalog year to a student’s academic program
12.5. Maintain a historical record of past and current major declarations
12.6. Allows students to simultaneously pursue double or multiple degrees, majors, and minors.
12.7. Maintains a complete history with dates of academic program changes
12.8. Able to associate Federal CIP with programs
12.9. Able to associate Federal CIP with minors
Define Course Attributes
13.1. Store institutionally defined data pertaining to a course
13.2. Associate multiple user-defined attributes to a course
13.3. Track and update course information as needed, by future effective term, without impacting the
current process (e.g. course revision date, effective terms)
13.4. Able to have numerous lines for course title and description
13.5. Able to have course title up to 100 characters in length
13.6. Assign different titles and descriptions to the same course
13.7. Maintain extensive textual information about a course
13.8. Able to build a course catalog automatically
13.9. Able to use web self service component to search and drill-down into catalog entries
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13.10. Restrict a course to only those students within a specific class (i.e., freshman, sophomore),
major, level, program, campus, degree and/or college, etc
13.11. Able to maintain a history of changes made to a course
13.12. Able to identify CEU’s and credits for a course
13.13. Offer a course for CEU credit instead of regular credits
13.14. Able to offer a course for fixed or variable credits
13.15. Maintain separate academic credit hours and billing hours
13.16. Track instructional workload
13.17. Ability for a course to be taught in multiple teaching modes (e.g. lecture, lab, online)
13.18. Associate a course with multiple approved grading options
13.19. Grant credit for a course at multiple levels depending on the level of the student enrolling in
the course
13.20. Able to designate a class maximum for a group of classes, as well as for an individual class
13.21. Allows users to associate a course with a course type, such as a remedial course
13.22. Provides for an unlimited number of pre-requisite and co-requisite courses
13.23. Able to associate an unlimited number of co requisites and prerequisites
13.24. Enables co-requisite non-course work to be associated with each course
13.25. Able to establish different repeat policies for undergraduate and graduate courses
13.26. Able to record information about costs to the institution of offering a course
13.27. Includes the ability to track funding sources
13.28. Able to track the funding accounting method
13.29. Enables users to associate multiple course fees to a course
13.30. Able to default course fees to the course section level
13.31. Includes functionality to modify or add fees at the course section level
13.32. Able to associate Federal CIP with subjects
13.33. Able to associate Federal CIP with Course
13.34. Able to associate subjects with departments
13.35. Able to associate courses with departments
13.36. Able to support cross-listed courses. Cross-listing
13.37. Able to track and monitor different courses that meet in the same room, at the same time, with
the same instructor for registration error checking purposes (e.g. Math 101 and Stat 101).
13.38. Allows course to be renumbered and continue to produce correct degree audits
14. Define Course Section Attributes
14.1. Section attributes may default from the course
14.2. Update specific course information at the section level, from rules built at the catalog level
without redundant data entry
14.3. Provides a mechanism to roll course section information forward to be used when creating a
new term’s schedule of courses
14.4. Enables users to copy course sections based upon user-defined selection criteria
14.5. Able to easily duplicate a course section from an existing section to reduce data entry
14.6. Associate a section with an appropriate sub-term
14.7. Support traditional academic course schedules as well as non-traditional course schedules
14.8. Assign to a section any set of start and end dates that fall within the sub-term associated with
the section
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14.9. Able to associate a section with specific start and end dates that are not defined in the sub term
rules. This requirement is important for non-traditional course offerings
14.10. Associate an unlimited number of attributes to a section (e.g., Humanities Requirement,
Business Elective)
14.11. Grant credit for a section at multiple levels (i.e., undergraduate, graduate, non-credit).
14.12. Able to define course tuition and fees at the section level
14.13. Allows users to define cross-listed courses at the section level
14.14. Able to set overall cross-listed capacity limits and monitor those limits during registration
14.15. Provides user-defined or system generated synonym numbers at the section level
14.16. Allows courses to have multiple section-level topics
14.17. Allows an unlimited number of sections for each course
14.18. Enables users to link seemingly unrelated course sections together
14.19. Establish waitlist maximums for each section and maintain counts and sequencing of same
14.20. Offer a section for CEUs versus credit hours
14.21. Restrict registration in a section to only those students within a specific class (i.e., freshman,
sophomore), major, level, program, campus, degree and/or college, etc
14.22. Restrict the enrollment in a section to those students in an unlimited number of majors and/or
programs
14.23. For articulation purposes, link sections (lectures and labs) together in a one-to-one, many-toone, or one-to-many relationship
14.24. Able to assign an unlimited number of special fees to a section
14.25. Able to define course meeting dates and times at the section level
14.26. Able to perform system search of available buildings and rooms through use of user-defined
attributes within each building/room
14.27. Able to search for available instructors that meet criteria for teaching a class
14.28. Assign an unlimited number of faculty members to a section, checking for time conflicts,
indicating the primary instructor, and associating percentage of teaching responsibility to each
person
14.29. Able to define a different instructor each day at the section level
14.30. Functionality to define the instructor load at the section level
14.31. Maintain course contact hour information
14.32. Maintain course faculty workload information
14.33. Create faculty course evaluations and record results
14.34. Able to query classes through various elements: term, sub term, enrollment, subject course
number, title, status and dates
14.35. Maintain accurate, up-to-the-minute enrollment counts for viewing online and through self
service components
15. Maintain Catalog and Schedule of Classes
15.1. Able to create course catalogs
15.2. Allows users to copy course catalog descriptions and information
15.3. Able to display course offerings, including meeting dates and times and location via the Web
15.4. Provides immediate up-to-date open/closed class inquiry and reporting
15.5. Provides real-time scheduling and modification with immediate update
15.6. Able to print semester class offerings or semester class schedules
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15.7. Enables users to perform individual or batch changes in the schedule
15.8. Able to automatically notify affected students and faculty of changes in the schedule
16. Define Classrooms and Assign Rooms to Sections
16.1. Able to define building characteristics
16.2. Allows users to associate a location with each building
16.3. Provides online inquiry capability for room scheduling
16.4. Provides functionality to assign classes and labs to multiple rooms
16.5. Assists in the planning and scheduling of facilities’ projects to minimize impact to class size,
availability, or classroom assignments
16.6. Able to schedule seminars and other meetings
16.7. Allows users to alter demand and resource variables to plan for future space needs
16.8. Allows users to request and reserve rooms meeting certain user-specified criteria for various
meetings or other non-scheduled activities
16.9. Able to maintain numerous user-defined equipment codes for each room
16.10. Able to coordinate classroom facilities and characteristics with course requirements, such as
handicapped access, lab, recitation, lecture, seating capacity, departmental control, special
equipment
16.11. Includes functionality to assign classrooms and facilities based on the requirements of a
meeting
16.12. Able to do online interactive room scheduling with automatic conflict checking
16.13. Able to schedule in a multi-campus setting
16.14. Provides monitoring of which classrooms are not scheduled
16.15. An interface to Resource25 or equivalent product is available
17. Course Management Reporting
17.1. Provides room scheduling reports for all classrooms with data on room size, restrictions, and
utilization reporting
17.2. Allows users to create standard and user-defined reports
17.3. Able to forecast course demand
17.4. Allows a course catalog to be exported in a standard document interchange format
17.5. Provides a summary list or detailed list of selected courses
17.6. Provides a report by building and room, includes the section schedules, room capacity, section
enrollment, and percent of section enrollment capacity used
17.7. Provides a course sections availability report
17.8. Provides a section roster that indicates the status of each student with regard to completion of
the prerequisites, including academic level taken, academic program, admit status, and
anticipated completion date.
17.9. Provides a course waitlist based on user-defined criteria
18. General Faculty Information
18.1. Able to schedule faculty office hours[D]
18.2. Record data such as status, category, staff type, contract type, tenure status and date, and
appointment date
18.3. Capture faculty degree, granting institution, degree date, and transcript received date and CIP
code
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18.4. Provides faculty with real-time information about their class schedules, student rosters,
advisees, grading, and personal information
18.5. Tracks the committees on which the faculty serves, including role and status[D]
18.6. Maintains faculty military and academic rank
19. Faculty Assignment and Load
19.1. Maintains information on the academic level, departments, subjects, course levels and
qualifications to serve on dissertation committees
19.2. Record faculty department, college, home indicator, CIP code and percentage of responsibility
to the department and college
19.3. Maintain attributes about the faculty member or instructor which may be used to specify
information such as department chairperson, full-time coach, or special advisor
19.4. Able to generate a faculty load report for a single term or multiple terms
19.5. Maintains an instructional workload value associated with a specific schedule type on a catalog
record, such as one workload value if it is taught as a lecture, and another if it is taught as a
lecture/lab
19.6. Able to define team teaching assignments for a course with multiple instructors each with their
defined load portion
19.7. Assign a faculty member to teach sessions (specific days and times) within sections and
percent responsibility for the session assigned
19.8. Enter faculty assignments individually at the class schedule level or all at once for a faculty
member
19.9. Establish faculty workload calculation rules broken out by workload term rules and workload
contract rules, and perform the analysis on-line
19.10. Associate faculty assignments with multiple contract types
19.11. Able to search for an available faculty member for scheduling courses.
19.12. Ability for advisors to view information pertinent to advising students through self service
component. Information should include bio-demographic, transcript, grades, holds, test scores,
degree audit, what-if analysis and current schedule
19.13. Able to capture workload values and non-instructional assignments
19.14. Fully integrates with the HR system
19.15. Provides automatic creation of the faculty contract
19.16. Ability for instructors to enter attendance efficiently by recording only absences and lates
19.17. Able to limit attendance entry such that only the one day is available each day for sections
scheduled that day. Entry not allowed for a day which has past or is yet to come
20. Course Management Systems
20.1. Provides a real-time dynamic exchange of data between student data and the Course
Management System
20.2. Enables students to get their schedule of classes via the Web and hyperlink into the Course
Management System
20.3. Seamlessly integrates administrative and academic workflow
20.4. Provides integration with Blackboard Learning Suite
21. Advising
21.1. Able to designate parameters to determine how many students are assigned to each advisor
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22.
23.
24.
25.
21.2. Enables users to designate whether the advisor must be on the faculty of the program to which
the student is enrolled
21.3. Able to perform batch advisor assignments and re-assignments
21.4. Enables users to assign and re-assign advisors to individual students
21.5. Provides the ability for advisors and/or counselors to view a list of their assigned advisees and
drill down to view the details of their academic records
21.6. Provides the ability for advisors and/or counselors to view advisee transcripts, schedules, test
scores and degree audits
21.7. Allows advisors to register the student during the advising meeting
21.8. Able to maintain student appointments with faculty
21.9. Able to define criteria by which students are assigned to advisors
21.10. Allows multiple advisors to be assigned to a student
Faculty Management Reporting
22.1. Provides a list of faculty office hours[D]
22.2. Allows faculty to create standard and user-defined reports[D]
22.3. Performs grade analysis by course and instructor
22.4. Provides a listing of Advisees sorted by student or advisor and, optionally, the course sections
for each term selected
22.5. Provides report used to generate a listing of faculty members’ active assignments, both
instructional and non-instructional, for a specified date range
General Registration Information
23.1. Accommodate registration or pre-registration by term and session, with concurrent term
registration possible
23.2. Gives up-to-the-minute information about course enrollments and revenues
23.3. Able to register students with no Social Security number, and then later add in the Social
Security number
23.4. Provides online real-time transaction entry and update, including drops and adds
23.5. Allows any continuing education course that also accepts regular students for credit to be cross
listed with regular courses[D]
23.6. Has parameter-driven registration to conform to the institution’s procedures
Add or Drop Courses
24.1. Checks the academic calendar before allowing classes to be added or dropped or withdrawn
24.2. Student can perform add/drop functions based on effective-dated rules
24.3. Able to determine student section add or drop eligibility (e.g. restrictions, prerequisites)
24.4. Able to do a mass add of specific course sections without individually accessing each student’s
registration
24.5. Able to do a mass drop of specific course sections without individually accessing each
student’s registration
24.6. Enables users to drop students from courses for non-payment of tuition fees
24.7. Able to notify students who have been dropped from courses for non-payment of tuition fees
24.8. Able to notify appropriate offices and individuals when a student withdraws from a course
24.9. Able to record withdraw reason and notify appropriate offices when a student withdraws from
a term
Dates for Processing Registration Events
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25.1.
25.2.
25.3.
25.4.
25.5.
25.6.
25.7.
25.8.
Able to define pre-registration and registration date ranges for an academic term
Able to define pre-registration and registration dates ranges for a specific location
Able to have different pre-registration and registration date ranges for multiple locations
Enables users to override pre-registration and registration dates at the course-section level
Able to define course section add and drop dates using effective start and end dates
Enables users to have different add and drop date ranges for multiple locations
Enables users to override add and drop dates at the course-section level
Able to define the date after which the student cannot drop a course without receiving a grade,
such as a “W”
26. Registration Times
26.1. Able to assign registration times or registration appointments to students based on priorities,
such as seniors
26.2. Able to notify students of their registration appointment
26.3. Able to generate a report of student’s registration times[D]
26.4. Enables students to register for terms that are not subjected to registration times
27. Registration Checking
27.1. Able to maintain user-defined registration checking for in person registration and registration
via the Web.
27.2. Able to verify pre-requisites and co-requisites during pre-registration, registration, and when a
student adds a course
27.3. Check for co-requisite courses during the add and drop processing
27.4. Able to set registrar-defined limitations for course restrictions and time conflicts
27.5. Process time conflicts based on actual begin and end times
27.6. Display the sections causing a time conflict to occur
27.7. Indicates when the student is registering for courses with conflicting schedules
27.8. Indicates when the student is repeating a course at point of registration
27.9. Indicates when the student is repeating a course based on user-defined parameters
27.10. Able to determine whether a course has been taken previously and whether a repeat is allowed
27.11. Notify the student when a course is closed, student is waitlisted, or error restricts registration
27.12. Provides a waitlist option for closed classes
27.13. Provides the ability for authorized users to override closed classes
27.14. Records the user ID, date and time associated with the override
27.15. Calculate time status of student dynamically as enrollment changes
27.16. Able to set registrar-defined limitations for each class
27.17. Verifies that instructor approval, petition requirements, and other prerequisites have been met
27.18. Able to verify that the student has met with an advisor
27.19. Able to validate that a student is eligible to register for a term based on the academic program
and academic status
27.20. Ability for a page outlining academic requirements to display and be acknowledged prior to
students registering. Acknowledgement is recorded. Applies only to cadet students[D]
27.21. Restrict a course to only those students who have obtained a minimum score on assessment or
other tests, or have met course prerequisites, or who have met a combination of test scores and
course prerequisites
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27.22. Restrict registration in a section to only those students within a specific class (i.e., freshman,
sophomore), major, level, program, campus, degree and/or college, etc
27.23. Able to establish limits on the number of credit hours a student can register for during the term
27.24. Prohibits students from exceeding overload limits without permission
27.25. Allows institutions to assign override authority to staff members who register students
27.26. Provides the ability for authorized users to override pre-requisites, co-requisites, repeats and
time conflicts
28. Other Registration Requirements
28.1. Ability for staff to process a student registration request for a section through use of subject
area, course number, and section number in addition to the course reference number
28.2. Enables authorized staff to manually pre-register, register, add, drop or withdraw students
28.3. Able to admit/register a student online with minimal data input, completing the student’s
detailed record later
28.4. Ability for staff to identify sections of a course that are open and do not conflict with a
student’s current schedule
28.5. Able to create a block of courses that can be associated with one or more terms
28.6. Able to register students manually or automatically into predefined blocks of courses
28.7. Record a reason for registration each term a student enrolls (such as first-time freshman,
readmit, continuing)
28.8. Able to view real-time enrollment counts for a course section
28.9. Ability for staff to generate student schedules and bills at point of registration
28.10. Able to automatically drop unpaid students
28.11. Able to select a group of students based on user-defined selection criteria and to drop the
students
28.12. Enables automatic notification of students who are dropped
28.13. Tracks the statuses of a course drop by date of change
28.14. Able to automatically cancel enrollments if the student fails to satisfy any prerequisite, corequisite or other enrollment requirements and notify student
28.15. Able to automatically notify students of a class cancellation
28.16. Mass drop students from a specific section without having to access each student’s registration
individually
28.17. Cancel students who have registered but failed to make appropriate arrangements for payment
28.18. Able to set a hold on registration if admissions conditions are not met or if needed forms are
not provided by a certain point in time
28.19. Displays warning messages at registration for student restrictions/holds, such as open accounts
receivable, outstanding fines, or other academic or financial restrictions
28.20. Verifies that no holds have been placed on a student’s registration
28.21. Able to check student’s dismissal status during registration
29. Waitlist
29.1. Includes waitlist functionality for closed classes
29.2. Able to waitlist students for closed classes and monitor the sequence for registration
29.3. Enables users to indicate whether or not a course section can have a waitlist
29.4. Able to establish waitlist maximums by course section
29.5. Able to add a student to a waitlist for a course if the class is closed
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29.6. Indicates to the student when a course has waitlisted students
29.7. Allows users to prioritize a student on a waitlist based upon student’s level, credits completed,
graduation status, or major etc.
29.8. Provides the option for placement on a waitlist to also be determined by the time and day the
student registered and was placed on the list
29.9. Checks and enforces registration business rules and policies before a student goes on the
waitlist
29.10. Able to automate the movement of students from a waitlist into a class according to userdefined parameters
29.11. Allows students to waitlist for multiple sections of the same course for the same time period
(term) based on course or course location parameters
29.12. Lets students register in a waitlisted course section and drop another course section at the same
time when they have permission to do so
29.13. Gives the registrar the option to place waitlisted students in open classes when a space
becomes available with notification being sent to the students
29.14. Allows the enrollment in waitlisted courses to be managed by course location, course, and
section
29.15. Able to close the waitlist at any time
30. Registration Billing
30.1. Define tuition and fee assessment rules and use this information during registration and
add/drop, and have the calculated assessments available to Accounts Receivable/Bursar
processing
30.2. Able to calculate charges for different semesters according to different fee structures
30.3. Includes flexible fee and tuition structures for lab and fee charges
30.4. Able to charge third parties for student tuition and fees
30.5. Allows registration information to be automatically transferred to the student’s accounts
receivable account once a student has registered for a class
30.6. Enables users to automatically charge late fees to selected groups
30.7. Automatically applies special discounts to fees at registration, such as for senior citizens
31. Academic History
31.1. Record conversion information for students who have academic history records but for whom
there is not detailed supported data
31.2. Display on-line, audit trails showing course, grade option, grade, or credit hour changes made
to a student’s academic record
31.3. Record and maintain an unlimited number of student courses for a particular academic term.
32. Transfer Credit
32.1. Able to update and maintain records of transfer credits from other institutions
32.2. Enter transfer credit on a course-by-course or block credit basis for an unlimited number of
institutions
32.3. Articulate other institutions with our institution’s catalog to provide for automated transfer
articulation
32.4. Able to define articulation agreements for the evaluation of transfer credits from other
institutions, and permit the registrar to enter subjective decisions regarding course
equivalencies
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32.5. Automate the transfer evaluation, make adjustments, and post transfer credits to a student’s
record
32.6. Maintains a record of equivalent courses from other institutions
32.7. Able to have effective dates attached to equivalencies
33. Transcript Maintenance
33.1. Define official and unofficial transcripts with varying content
33.2. Includes optional transcript formats with the capacity for the school or the vendor to modify
the form
33.3. Maintain an institutional, transfer, and overall grade point average for each student
33.4. Able to create a CEU transcript
33.5. Provides updates of transcripts through grade input
33.6. Flag repeated courses for display on a transcript
33.7. Allows users to post accepted transfer courses to student transcripts without re-entry
33.8. Provides the ability, if needed, to consolidate continuing education transcripts with registrar’s
transcripts
33.9. Able to produce and/or print online transcripts Enables users to store, track, and report receipt
of unofficial vs. official documents
33.10. Provides transcripts for continuing education students, undergraduate and graduate students,
etc.
33.11. Maintain an unlimited number of academic events for a student
33.12. Maintain an unlimited number and amount of textual comments
34. Transcript Processing
34.1. Display on-line detailed information for each student about transcripts requested, pending or
produced, including
34.1.1. Date and time of request
34.1.2. Number of copies
34.1.3. Destination
34.1.4. Payment identifier, such as free or paid
34.2. Able to maintain an online transcript request log for students
34.3. Tracks the request originator
34.4. Maintains an audit trail of transcript requests
34.5. Enables students to request a transcript be sent to other institutions and to third party agencies,
and to be able to pay for the transcript via the Web
34.6. Notifies students via e-mail of when the transcript was sent
34.7. Able to identify any hold at the time of an online or batch transcript request that may prevent
the transcript from being issued
34.8. Able to override the hold based on security access of user
34.9. Provides accounting information for charges for transcripts
34.10. Supports charging additional fees for special services such as overnight mailing
34.11. Prints student transcripts on request
34.12. Able to print an individual student’s transcript or a group of transcripts
34.13. Able to select which transcripts to print based on user-defined selection criteria
34.14. Able to send and receive transcripts via EDI/SPEEDE
34.15. Supports the PESC XML transcript exchange format
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34.16. Provides a standard process to select students and print their transcripts based on user-defined
criteria
35. Grades/Grading
35.1. Able to create user-defined grade schemes
35.2. Supports a three-character grade, if needed
35.3. Supports a wide variety of grading schemes including letter grades, plus and minus grades,
numeric grades, credit/no credit, satisfactory/unsatisfactory, and incomplete
35.4. Define the grades permitted within a specific grading mode (pass/fail, normal, audit, etc.) and
the effect of each grade on credit hours attempted, earned and completed, and grade point
average
35.5. Translate a specific grade earned within a grade mode into another valid grade (e.g., an “A”
grade recorded under a pass/fail grade mode would be translated into a “P”).
35.6. Produces printed and/or online grade rosters
35.7. Provides the ability for faculty to enter grades via the Web
35.8. Produce class rosters and grade reports for the faculty
35.9. Provides an electronic grade book with ability to define grading scales, graded components,
their weighting, and logic to select ‘best of’ X number of quiz grades to be included in a
calculation
35.10. Record and validate on-line reported grades for a section
35.11. Able to enter and store midterm or intermediate grades separately from final grades
35.12. Prevents a letter grade from being assigned to an inappropriate course, for example an “A”
given to an auditing student
35.13. Able to automatically assign a grade to an incomplete course after a specified date
35.14. Able to record an unlimited number of grade changes for a student
35.15. Able to automatically create an audit trail of old and new grades, student ID, operator and date
and time of the change
35.16. Calculates GPA automatically during the grade input process for both mid-term and final
grades
35.17. Provides automatic calculation of GPA by term
35.18. Provides automatic calculation of the overall cumulative GPA
35.19. Able to calculate and easily retrieve GPA by major, minor, teaching field and professional
education
35.20. Enables schools to calculate additional GPA’s as needed
35.21. Able to automatically recalculate a student’s GPA when a grade is changed
35.22. Provides automatic calculation of GPA by credit type, such as institutional credit, continuing
education, undergraduate and graduate
35.23. Able to print mid-term or final grade reports for a user-selected population
35.24. Provides notification to a student when a grade changes
35.25. Able to record midterm grades
35.26. Ability for registrar to set date ranges during which midterm and final grading is allowed.
35.27. Ability for registrar to set different date ranges during which final grading is allowed to
accommodate an earlier entry of grades for graduation candidates.
35.28. Ability for due dates for grades message to display on instructor grading pages.
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37.
38.
39.
40.
35.29. Able to store term statistics associated with midterm grades such as earned hours, quality
hours, quality points, and GPA using the same calculations that apply to final grades.
35.30. Able to store cumulative statistics associated with midterm grades such as earned hours, quality
hours, quality points, and GPA using the same calculations that apply to final grades.
35.31. Able to calculate eligibility for academic awards based on institutional policy
35.32. Able to maintain and view historic, cumulative statistics by term
Academic Standing
36.1. Tracks suspension and probation dates
36.2. Able to calculate the academic standing for a student such as good standing, probation, Dean’s
list, dismissal in accordance with The Citadel’s catalog
36.3. Able to calculate academic classification in accordance with The Citadel’s catalog (includes
total earned hours which vary form program to program, catalog to catalog, and the completion
of a set of degree requirements)
36.4. Supports calculation of academic deficiency in accordance with The Citadel’s catalog
36.5. Calculates class rank in accordance with The Citadel’s catalog
Enrollment Verification
37.1. Supports an automated enrollment verification system for the National Student Clearinghouse
37.2. Allows a student to request enrollment verifications through self service component
37.3. Notifies students via e-mail when the enrollment verification is sent
37.4. Able to produce and mail enrollment verifications for students, their employers, and third-party
contract agencies
37.5. Maintains an online history of the verification requests and to whom the information was sent
Attendance
38.1. Able to drop a student from a class or classes for non attendance with optional automatic
notification
38.2. Maintains the reasons for a student’s absence from a course section
38.3. Able to track attendance by student within a section or by a complete section
Student Withdrawal
39.1. Able to maintain specific withdrawal dates for a student’s course registration
39.2. Able to maintain specific withdrawal dates for a student’s housing assignments
39.3. Able to maintain specific withdrawal dates for a student’s meal plans
39.4. Able to track approvals needed for a student to withdraw from the institution
39.5. Enables notification of appropriate offices and persons when a student withdraws from the
institution
Graduation Processing
40.1. Produce a list of students potentially eligible for graduation in a term
40.2. Report students who have applied for graduation for a term or range of terms
40.3. Able to create graduation information for an individual student or a group of students
40.4. Allows users to maintain graduation checkout processing
40.5. Able to print degree audits for potential graduates
40.6. Enables users to automatically flag the graduation process that a student has met all program
requirements required for graduation
40.7. Able to record degrees to the graduate’s permanent record
40.8. Includes functionality to notify graduates of upcoming commencement activities
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40.9. Able to notify potential graduates of the graduation checkout process
40.10. Able to calculate graduation honors based on user-defined criteria
40.11. Allows users to assess, post and report on honor awards
40.12. Able to compute departmental honors based up user-defined rules
40.13. Able to update a student’s record with rank in graduating class
40.14. Able to record an official name for the diploma
40.15. Enables institutions to produce diplomas
40.16. Schedule graduation ceremonies and maintain information on attendance
40.17. Record cap, gown and hood sizing information on faculty, staff and students
40.18. Able to schedule commencement activities
40.19. Maintain numerous degrees and certificates for a student
40.20. Record check-out term of student and record status of check-out process.
40.21. Specify whether or not the student plans on participating in the graduation ceremony.
40.22. Able to run as a “batch” degree audits for all graduation candidates for a particular term and
produce a summary listing of students who have completed requirements and those who have
not.
41. Student Academic Management Reporting
41.1. Provides functionality to analyze student characteristics for institutional research
41.2. Able to create standard and user-defined reports
41.3. Performs grade analysis by course, instructor and other user-defined parameters
41.4. Able to produce and store census data files using snapshots of data based on dates
41.5. Includes reporting tools that can perform trend analysis and/or longitudinal studies of student
progress and cohort analysis
41.6. Identify student overloads of credits
41.7. Provides a list of students and their associated academic standing, such as dean’s list, academic
probation, academic suspension, academic warning
41.8. Provides a report of graduates for a final review prior to posting academic credentials or
degrees
41.9. Able to print student course schedules based on user-defined criteria such as term, academic
program, location,
41.10. Provides a standard process to verify that all the information is valid prior to submitting the
information to the National Student Clearinghouse[D]
41.11. Provides a process to generate labels of user-defined students.
41.12. Able to print a roster of students in a selected list of course sections, including drops and
waitlisted students
41.13. Provides a report displaying statistics about enrollment during a given time period, based on
user-defined term or start and end dates
41.14. Provides a report of registration activity for user-defined sections
41.15. Provides a process to generate a printed record of a student’s schedule
41.16. Provides a listing of students repeating a course within a certain timeframe
41.17. Provides a process to indicate mismatches between the pre-requisite courses, co-requisite
courses, co-requisite sections, and co-requisite non-courses required for a course section and
what the student’s record actually indicates
42. Students and Advising
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42.1. Enables students to create and modify a plan of courses to take for the next term or for their
entire academic program[D]
42.2. Allows students to create a separate course plan if they have more than one academic
program[D]
42.3. Enables students to select course sections for registration using their academic program as a
search filter
42.4. Provides the ability for students to enter notes in their course plan that can be seen by their
advisors, as well as enter comments that cannot be seen by advisors[D]
42.5. Lets students see which courses and/or educational plan have been approved by their
advisor[D]
42.6. Provides the ability for students to e-mail their advisors
43. Advisors and Advising
43.1. Display a student’s record in chronological or subject order to facilitate academic advising
43.2. Enables an advisor working with a student to create a specific academic educational plan for
the student for unlimited terms in the future[D]
43.3. Allows advisors to search for courses to add to a student’s educational plan using the student’s
academic program as a course planning tool and/or specified criteria as a search filter[D]
43.4. Gives advisors the ability to record advising comments for the student to view
43.5. Allows advisors to see the courses planned by their advisees and approve these courses[D]
43.6. Enables advisors to see the students’ public comments about their education plan[D]
43.7. Notifies students by e-mail that their advisor has updated their education plan[D]
44. Degree Audit/Academic Program Information
44.1. Integrates with the Registrar/Records information to use up-to-date course registration and
completion data in the determination of progress toward degree requirements
44.2. Able to evaluate transfer credits, waivers, and substitutions on student records
44.3. Waive course requirements, credit requirements, or non-course requirements
44.4. Able to check requirements and issue appropriate warning during registration
44.5. Able to analyze student coursework with requirements for designated academic program(s)
using completed and registered courses
44.6. Provides online degree audit that takes into account current courses when determining progress
toward degree requirements
44.7. Perform a degree audit for a student and be able to review the results immediately
44.8. Able to perform a degree audit for students with dual degrees
44.9. Able to perform a degree audit for students with double or multiple majors/minors
44.10. Able to conduct audits under the specified course catalog applicable to a student
44.11. Able to build academic program requirements
44.12. Track degree program attributes as identified in catalog and/or schedule. Attributes may be
used to identify how a course may be used to satisfy degree requirements
44.13. Indicate which requirements may be reused for other requirements
44.14. Define non-course requirements for a program of study
44.15. Enables users to link the requirements to appropriate academic programs
44.16. Able to perform degree audits for students with double or multiple degrees, majors and minors
44.17. Able to copy degree requirements to create new academic programs
44.18. Able to modify degree requirements
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44.19. Able to specify the number of credits required in various areas to earn a specific degree
44.20. Able to customize a degree program on an individual basis for any student record
44.21. Able to override the course equivalency on an individual basis for any student record
44.22. Includes ability to track outstanding courses
44.23. Allows users to track course substitutions
44.24. Enables users to track waivers accepted by the registrar
44.25. Able to review all course substitutions and waivers whenever a student’s degree program has
changed
44.26. Provides a means to include additional program requirements based on student attributes. For
example, an additional requirement for a cadet which includes required physical education and
ROTC classes.
44.27. Performs proper degree audits when a course has been renumbered regardless of whether to
student took the course under the “old” or “new” course number.
45. Degree Audit Content
45.1. Able to easily customize the format of the audit report based on level, such as undergraduate
versus graduate
45.2. Tracks credits completed and grades earned, major, minor, teaching field, professional
education GPA’s, and courses in progress
45.3. Report the course and non-course requirements a student has completed or not completed
45.4. Identifies courses still required to complete a program
45.5. Able to design an easy-to-read format with custom blocks available
45.6. Provides degree audits that include transfer credit
45.7. Identifies on the degree audit repeat courses, substitutions, waivers, and exceptions
45.8. Allows college to “double” count courses in more than one category, if needed
46. Activities and Events
46.1. Allows users to establish events and create an unlimited number of functions associated with
the event
46.2. Provides an integrated scheduling facility for room reservations for classes and other activities
46.3. Allow for invitation letters to be created for an event.
46.4. Record the revenue and expenses associated with an event or function
46.5. Record the numerous tasks that must be performed for the event, such as room setup or sending
invitations
46.6. Record speakers and other participants at an event
46.7. Track the attendance at a function, including RSVP information, fees paid, and the attendee’s
menu selection
46.8. Able to track special events by event, client or sponsor
47. Career Services Functionality
47.1. Able to identify students at risk for leaving
47.2. Enables users to track and record a list of students on leave with return status
47.3. Maintains a daily, weekly, monthly, and semester calendar for counseling service
47.4. Maintains contacts, issues discussed and actions taken
47.5. Able to track graduates and to supply transcripts for internship candidates
47.6. Retains a history of employment for all learners and employers
47.7. Enables users to schedule employer/student interviews
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47.8. Includes communications tracking tools to administer interview reminders and follow-up
information
47.9. Allows students to post their resumes using a portal solution
47.10. Lets students search for jobs online using a portal solution
47.11. Provides the ability for students to apply for jobs online through a portal solution
47.12. Able to track appointments, explanations and results of activity and placement with employers
47.13. Includes an organization profile component that is able to track employees and their roles and
relationships with the school
47.14. Enables users to track all activity associated with any organization
47.15. Gives the institution the ability to track an unlimited history of all employment associated with
both current students and alumni
47.16. Allows the institution to utilize user-defined codes to track different categories of employment,
such as student co-op work terms
48. Health Services Functionality
48.1. Associate multiple medical and special equipment needs codes to a person
48.2. Maintains emergency and health information for each person, including contact names and
telephone numbers
48.3. Able to capture an unlimited number of codes for insurance information
48.4. Able to capture an unlimited number of codes for special health conditions or special needs
48.5. Includes functionality to automatically charge health services fees for students who are in
specific registration and health program categories
48.6. Tracks student health insurance fees, including waivers and refunds
48.7. Able to record and track information regarding Measles, Mumps, and Rubella and other
immunizations and medical notes for institution reporting
48.8. Able to maintain confidential basic records concerning student health including allergies,
immunizations, medications, illnesses, family doctors and insurance information
48.9. Able to integrate with the Business Office to determine who did and did not pay a health fee
48.10. Allows users to capture an unlimited number of codes for immunizations and their associated
dates
48.11. Able to add or remove registration holds automatically based on changes in immunization
status
48.12. Able to support automated correspondence to students who are not in compliance with
immunization regulations
49. Student Services Reporting
49.1. Able to generate residence room availability reports
49.2. Has the ability to generate residence waitlist reports
49.3. Able to perform analysis on prospective students
49.4. Produces standard and user-defined reports
49.5. Provides a report of students in residence halls
49.6. Provides a residence room assignment notices report
49.7. Includes a process to generate room request and preference cards for an individual or several
people
49.8. Provides a report to indicate room vacancies, based on user-defined criteria such as staff,
gender, academic program, academic level, and class level of the student
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49.9. Delivers a process to generate and either print or file the meal plan assignment notices
49.10. Includes a process to set selection criteria to run a report of room assignments that are waiting
to be made or changed
49.11. Provides a process to generate and print labels for meal plan assignments
49.12. Delivers a process used to generate room assignment labels
49.13. Includes a report used to generate a list of room assignments, based on user-defined criteria
such as academic levels, terms, building types, student loads, student term statuses, or
additional selection criteria
49.14. Delivers a report to request the printing of a roster for one or more campus organizations
49.15. Provides a process to print campus organization advisor labels.
49.16. Includes a process to print mailing labels of members’ names and addresses associated with
specified campus organizations
49.17. Delivers a process used to generate and/or print ID cards for members of campus organizations
Continuing Education/Distance Learning
50.1. Able to maintain Continuing Education and Distance Education registration
50.2. Enables users to maintain records for Continuing Education and Distance Learning students
50.3. Able to process Continuing Education and Distance Learning transcripts
50.4. Able to track non-traditional students by subsets, such as visiting scholars, senior adults,
summer students, etc.
50.5. Allows users to maintain codes unique to Continuing Education
50.6. Able to print Continuing Education transcripts
50.7. Allows the Continuing Education department to set up options for each course as to whether
regular credits, continuing education units, or both can be recorded on transcripts
50.8. Able to associate an unlimited number of course fees to a Continuing Education course
50.9. Allows users to maintain billing information at the section level for Continuing Education
courses
50.10. Able to modify or add Continuing Education fees at the course section level
50.11. Allows staff to register Continuing Education students manually
50.12. Able to identify CEU’s for a course offering
Federal and State reporting
51.1. Vendor is committed to keeping the software compliant with federal and state reporting needs
51.2. Specific State of South Carolina reporting needs include the ability to compute a State of South
Carolina LIFE Scholarship GPA and LIFE Scholarship Earned Hours
Mass Communication
52.1. Able to email a group based on user determined attributes, such as all cadets in Bravo
Company, all engineering majors, all soccer and football athletes, all cadet seniors, etc.
52.2. Able to select a population, address, and other pertinent info to generate letters.
Student Accounts Management
53.1. General Information
53.1.1. Provides for the aging of receivables
53.1.2. Includes unlimited subsidiary ledgers for different types of receivables, such as student,
employee, and miscellaneous fees
53.1.3. Allows online or batch processing of invoices for selected groups or individuals
53.1.4. Provides a complete audit trail for all transactions
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53.1.5.
Enables users to view logged transactions as they relate to the invoice, term, the
semester, the year or any date range required
53.1.6. Generates a daily cash receipts register by cashier and payment type
53.1.7. Able to process NSF checks
53.1.8. Able to assess a service charge for NSF checks
53.1.9. Enables users to define a default charge for assessing late fees on NSF checks as well as
a set of rules with associated charges
53.1.10. Allows authorized users to override these late fees and other charges for NSF checks
53.1.11. Provides a way to prohibit students from paying by check when they have had
numerous NSF checks
53.2. Holds or Blocks
53.2.1. Allows the business office to specify withholding registration and transcript privileges
for any student with an accounts receivable balance for a variety of user-defined
reasons
53.2.2. Removes financial holds automatically so the institution does not have to manually add
and delete hold flags in a student’s record
53.2.3. Includes processing for student holds and releases for various departments by the
respective office that placed the hold
53.3. Billing and Billing Statements/Receipts
53.3.1. Enables users to define billing criteria based on an unlimited number of institution
defined billing setups and various tuition rates and charges for undergraduate and
graduate programs, continuing education programs, etc.
53.3.2. Provides automatic invoicing of tuition and fees based on user timing and selection
criteria
53.3.3. Reflects student schedule modifications affecting tuition and/or financial aid
adjustments
53.3.4. Calculates the changes automatically in real-time
53.3.5. Enables institutions to bill students attending multi-campus locations
53.3.6. Able to calculate fees for two or more different campuses with different billing rates
53.3.7. Reflects the charges for all campuses on the same invoice without extra setup
53.3.8. Calculates late fee charges based on user-defined criteria.
53.3.9. Able to automatically drop all unpaid students
53.3.10. Calculates and applies finance charges or interest
53.3.11. Enables students to access their accounts via the Web, such as billing and payment data
53.3.12. Able to enter miscellaneous charges and credits for individuals or groups
53.3.13. Allows users to generate invoices unrelated to student billings, such as facility rental
and grant related billings, without duplication of data entry
53.3.14. Includes a batch process to post a charge or credit to a group of individuals
53.3.15. Delivers a standard accounts receivable statement, an invoice, and a registration
statement – paper and online
53.3.16. Allows institutions to modify the registration statement to meet individual school needs
53.3.17. Generates bills in online or batch mode for subsequent billings
53.3.18. Generates bills that may selectively show either all prior transactions or only those
since a user-specified date
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53.3.19. Allows users to create statements by start date, cutoff date and academic period
53.3.20. Able to define the output as print or e-mail
53.3.21. Allows a user to choose to print a receipt immediately for hand-delivered payments
53.3.22. Routes the receipt to a batch printing process for payments received in the mail
53.3.23. Able to not print any receipt at all
53.4. Payments
53.4.1. Includes a system-wide parameter that allows term-based payments to be applied to the
actual term where the oldest charges are due, without splitting payments
53.4.2. Can apply a single payment to multiple accounts
53.4.3. Can apply a single cash receipt to multiple receivable records
53.4.4. Able to automatically match debits and credits, with the ability to override this feature
53.4.5. Provides tools to interface a magnetic strip credit card reader to a cashier’s
workstation[D]
53.4.6. Enables cash receipt entry forms to interface directly with a third party payment
verification provider when processing credit card payments
53.4.7. Accepts payment by an electronic voucher that takes the place of a check
53.4.8. Able to accept a variety of electronic payments such as, E-checks and debit cards
53.4.9. Able to accept payments for tuition and fees via self-service and assess, manage and
charge a credit card convenience fee
53.4.10. Able to manage multiple merchant accounts
53.5. Installment Payment Plans
53.5.1. Includes a deferred payment plan process
53.5.2. Accommodates institutionally defined criteria, such as down payment percent, setup
charge, payment frequency, number of payments, number of grace days, late charges
and late interest rates
53.5.3. Provides the option to calculate the payment plan automatically based on user-defined
criteria
53.5.4. Enables users to override the calculated amount by manually including or excluding
individual invoices after the amount has been calculated
53.5.5. Allows institutions to obtain a printed record of a student’s deferred payment plan,
reflecting the activity associated with a plan for a given time period
53.5.6. Able to print payment plan coupons to provide students with reminders of when
payment amounts are due
53.5.7. Able to assess late charges and interest charges automatically, based on user-defined
parameters and defaults
53.5.8. Provides a process used to generate coupons for one or more payment plans. The
process generates one payment plan coupon for each scheduled payment for selected
payment plans
53.5.9. Delivers a process used to obtain a printed record of a student’s payment plan. The user
can choose how to sort the statements and whether the institution wants only past due
payment plans
53.6. Third Party or Sponsored Billing
53.6.1. Allows institutions to define default sponsorship statement settings
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53.6.2.
Able to charge third parties for student tuition and fees separately, as well as record
third party mailing information
53.6.3. Balances student and third party subsidiary accounts with the appropriate general ledger
account
53.6.4. Generates reports for third party payers in summary and in detail by student
53.6.5. Able to perform online inquiries to third party billing data by student or payer
53.6.6. Tracks funds awarded to students by sponsors, maintaining an audit trail for financial
aid records and accounts receivable
53.6.7. Generates invoices for third party sponsors that are paying for all or part of a student’s
charges
53.6.8. Combines on one invoice the total charges for all students if the third party is
sponsoring more than one student.
53.6.9. Applies sponsor payments against the sponsor’s invoice total balance, as well as reflects
the payments in each student’s accounts receivable balance
53.6.10. Generates summary and detail reports for each sponsor, listing each student’s charges
for the term the sponsor is being billed
53.6.11. Generates reports showing a total of all charges for each student, as well as the amount
that the sponsor has committed to pay
53.6.12. Enables users to copy the sponsored persons’ information from a sponsor’s existing
sponsorship to a new sponsorship for the same sponsor
53.6.13. Provides the option of printing a separate page for each sponsored person on a student
scholarship statement
53.7. Refunds
53.7.1. Allows the institution to set up refund parameters describing the terms under which the
school will return specific charges incurred by an individual
53.7.2. Automatically calculates refunds using decreasing percentages, with an option to refund
in full
53.7.3. Able to define refunds for registration, housing and meal plan changes
53.7.4. Able to post refunds in a group process
53.7.5. Updates the accounts receivable subsidiary ledger, as well as each account holder’s
account being refunded
53.7.6. Creates the general ledger transaction at the time a refund is posted
53.8. Student Accounts Management Reporting
53.8.1. Provides a process to print, or have available on-line, invoices for any accounts
receivable account holders
53.8.2. Provides a routine to generate a printed and downloadable summary of an individual’s
or group of individual’s accounts receivable accounts
53.8.3. Provides the report to generate a listing of all invoices in selected invoice batches
53.8.4. Includes a report used to generate a report by AR code that lists each invoice in the
selected group that includes the selected AR code
53.8.5. Provides a process to reprint specific student sponsorship statements
53.8.6. Includes a process to generate mailing labels and email addresses for accounts
receivable account holders
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Provides a process used to generate a printed record of a student’s schedule and tuition
charges
53.8.8. Delivers a process to generate a report by receipt tender code that lists each cash
receipt in the selected group that included the selected receipt tender code
53.8.9. Generates a report of all cash receipts associated with one or more cash receipt sessions
prior to reconciling that session
53.8.10. Provides a report to search for payments by the amount, date range and/or check
number
53.9. Student Accounts Receivable
53.9.1. Able to calculate charges for different semesters according to different fee structures
53.9.2. Includes flexible fee and tuition structures for lab and fee charges
53.9.3. Allows registration information to be automatically transferred to the student’s accounts
receivable account once a student has registered for a class
53.9.4. Automatically generates registration billing through accounts receivable
53.9.5. Automatically applies special discounts to fees at registration, such as for senior
citizens
53.9.6. Able to assess a student an unlimited number of special fees associated with enrollment
in a section.
53.9.7. Generate billing statements both on-line and in batch mode, with the option of selecting
accounts, or only selected accounts, and all students or only selected students.
53.9.8. Record the collection agency to which a past due account has been transferred.
53.9.9. Produce a trial balance report on demand.
53.9.10. Produce an aged listing report (paper and/or electronic) on demand
53.9.11. Record an unlimited number of deposits against an account.
53.9.12. Associate an unlimited number of contracts to a third-party with the conditions of the
contract specified.
53.9.13. Associate an unlimited number of recipient individuals to a specific third-party contract.
53.9.14. Apply a specific charge to a group of individuals with the detail code, date, and dollar
amount.
53.9.15. Record payments against an account and to apply those payments to charges using the
institution-defined set of rules and priorities.
53.9.16. Reapply payments to charges in an account upon request.
53.9.17. Ages past due accounts (e.g. current, 30, 60 90 and 120 days) and provides staff the
ability view the aging analysis based on transaction date and age-based on billed or
billing due date
53.9.18. Able to adjust manually (charge or credit) for a fee, such as library or parking
53.9.19. Track short-term loan repayment schedules and bill for amounts at appropriate times.
53.9.20. Manually write-off an account or specific charges on an account.
53.9.21. Generate accounting entries either for accrual or cash.
53.9.22. Record financial type comments.
53.9.23. Validate account codes used in Accounts Receivable against the Finance System
General Ledger.
53.9.24. Provide integration with Financial Aid and Student System.
53.9.25. Track and apply exemption credits to accounts.
53.8.7.
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53.9.26. Provide on-line cashiering detail and roll-up to be used when balancing the cashier’s
drawers.
53.9.27. Maintain non-student customer accounts, including a unit X rate calculation.
53.9.28. Process payments (cash, check, charge and electronic transfer of funds), produce a
physical receipt, and record the receipt number as part of the payment information
53.9.29. Produce a descriptive receipt, with the option of listing the student’s classes and
charges.
53.9.30. Support automatic receipt numbering and varying receipt sizes.
53.9.31. Tuition, student fees, and course fees should have the capability of being
proportionally charged and refunded by cash, check, or credit card.
53.9.32. Provide flexible charges and adjustments during pro-rated refund periods as well as for
incidental adjustments occurring in the normal course of business.
53.9.33. Maintain and apply various tuition rates consistent with business rules. The billing
program must interface with the student registration module to generate accurate
statements.
53.9.34. Help ensure that each transaction is entered by date, reference, amount, account
number, and description for transfer to the General Ledger.
53.9.35. Student Account billing statements will need to pull data out of a message file for
printing on the appropriate month’s statement.
53.9.36. Message file data will be stored in a chronological fashion for historical purposes.
53.9.37. Student Accounts Receivable System must provide for a comprehensive account by
account analysis showing a student’s account balance, missing financial aid amounts,
missing payments or portions of payments, and ending balance.
53.9.38. Automatically calculate the amount of financial aid refund to be disbursed to students
from each program, generate the checks, print a check distribution ledger, and post to
appropriate financial aid ledger.
53.9.39. Provides on-line student financial aid history with amounts, check numbers, and date
of disbursement, with the option of viewing history or by semester.
54. Housing
54.1. General Housing Information
54.1.1. Able to assign an individual to housing depending on the length of the housing
assignment, such as term, monthly, or daily
54.1.2. Enables the institution to make room waitlist assignments
54.1.3. Allows for the accommodation of those students requiring special housing assignments
due to disabilities
54.1.4. Able to schedule housing for one-time events (i.e. meetings, seminars)
54.1.5. Enables users to indicate a lottery number that is automatically used when a room
assignment is made
54.1.6. Maintains residence hall information at the hall and room level
54.1.7. Maintains a complete history of room assignments
54.1.8. Able to generate room and board agreement letters
54.1.9. Able to generate meal plan assignments and to have the respective charges applied to
the student’s statement of account
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54.1.10. Enables users to define an unlimited number of rooms to any floor and wing of any
building
54.1.11. Is an integrated system providing access to all student information based on userdefined security
54.1.12. Assigns en masse any population the user defines, such as an athletic team to a
particular building, floor and/or wing
54.1.13. Able to assign en masse the entire student population or subsets defined by the user
54.1.14. Able to define buildings with associated category, attributes and comments
54.1.15. Able to create rooms within each building with associated description, capacity, gender,
type, dimensions, attributes, and comments
54.1.16. Assign an individual to a meal plan depending on the length of the meal assignment
(i.e., term, monthly, or daily), assess the associated fees and have the information
immediately available to Accounts Receivable.
54.1.17. Able to record a housing application request.
54.1.18. Control the number of assignments made to a room so that room capacities are
enforced.
54.1.19. Maintain inactivation of rooms by effective date to restrict assignments.
54.1.20. Display the housing and meal plan assignments for a student both current and historic.
54.1.21. Provides a mechanism to automate room assignment processing based on algorithms
defined by the institution.
54.1.22. Schedule one-time events (i.e., meetings, seminars, etc.)
54.1.23. Able to integrate, in real-time, a third party housing system to the administrative system
to maintain a single student A/R record (via API).
54.2. Housing Fees
54.2.1. Able to assess the associated fees of housing depending on length of the housing
assignment, such as term, monthly, or daily
54.2.2. Posts room, board and other housing-related fees automatically to the student’s
accounts receivable account for billing purposes
54.2.3. Allows the posting of miscellaneous charges to each student’s accounts receivable
account for items such as lost keys or dormitory damage
54.2.4. Able to define an unlimited number of rules-driven refund parameters
54.2.5. Enables users to define the refunds by days used or by percent of time used
54.2.6. Enables users to define the formulas by days before start
54.2.7. Able to define housing cancellation charges
54.2.8. Is integrated with the account receivables module for easy viewing of deposits, charges,
and payments
55. Quarter Master Account.
Able to operate an additional (Quarter Master) ledger system for cadets and employees which
enables those groups to purchase items from auxiliary enterprises on campus and allows the
charges to be posted to a separate ledger within the student record. The school then bills this
ledger separately from a Tuition/Registration statement. Charges and payments are
transferred periodically between the Tuition/Registration ledger and the Quarter Master
ledger.
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The Citadel will consider various solutions, including, but not limited to (1) Declining
balance card, (2) Multiple ledgers which allow for multiple billing cycles, with integration to
the ERP, (3) Same ledger as ERP.
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Chapter 3 Financial Aid
1. Applicant Information
1.1. Accept Central Processing System (CPS) applications including NSLDS data.
1.2. Create data base records from electronic files, or information entered on-line.
1.3. Provides option to create name, ID, address, and recruiting records in the Student System if no
records exist[D]
1.4. Maintain multiple application records per student, per year, as well as multiple years[D]
1.5. Load CSS Financial Aid Profile applicant data[D]
1.6. Identify “current record” for use in need analysis and other system functions[D]
1.7. Enter, maintain, and calculate parent contribution from non-custodial parent[D]
1.8. Freeze existing records or lock from future updates.
1.9. Compare data loaded into certain fields in a student’s record against the corresponding field in
the current need analysis record and note any differences[D]
1.10. List of students on the electronic media and whether they currently have records on the Student
System or the Financial Aid System, and if a student record was created[D]
1.11. List of students not loaded to the Financial Aid System with reasons for why they were not
loaded[D]
1.12. List of students with data discrepancies between the Student and Financial Aid Systems[D]
1.13.
1.14. Integrates with the other areas in the student system to ensure that financial aid is appropriately
administered and distributed.
1.15. Provides seamless access to all critical student demographic, biographic and institutional
information needed to manage all aspects of financial aid processing.
1.16. Able to file financial aid applications[D]
1.17. Enables users to enter financial aid application data before a student is in Admissions or
Student Records.
1.18. Able to send financial aid application data to the Department of Education as an initial FAFSA
application[D]
1.19. Supports electronic applications, corrections and payment reporting to Department of
Education.
1.20. Provides forms that parallel the structure of the Free Application for Federal Student Aid[D]
2. Requirements Tracking
2.1. Allow applicants to be assigned into one of an unlimited number of tracking groups with an
unlimited number of standard and unique individual document requirements[D]
2.2. Allow documents to be assigned as part of a tracking group requirement or by the awarding of
a particular fund.
2.3. Allow for documents to be designated as required for packaging, memoing or disbursement.
2.4. Post requirements and their status across tracking groups based on user-defined selection
criteria[D]
2.5. Provides for the recording of receipt dates of requirements and whether or not the requirement
is satisfied[D]
2.6. Mass enter receipt or satisfaction of requirements[D]
2.7. Update or review user-defined rules tables on-line[D]
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2.8.
Provides for loan entrance/exit interviews to be tracked and required for disbursement of a
particular fund.
2.9. Provides a list of requirements and their status by student[D]
2.10. Able to electronically capture financial aid documents, such as student aid reports, promissory
notes, date of birth verifications[D]
2.11. Enables users to link imaged documents directly to the student’s record[D]
2.12. Uses the institution’s business rules to route incoming documents to staff members assigned to
process them[D]
2.13. Tracks incoming correspondence to determine when application and financial aid
documentation requirements are complete
2.14. Provides the ability for students to view their received and required documents via the Web.
2.15. Able to generate notifications to the student and/or the parent for missing or incomplete
documents.
2.16. Allows institutions to determine the frequency of printing and mailing notifications.
3. Budgeting
3.1. Provides for automatic group assignment, calculation, and assignment of cost of attendance
values to each applicant based on budget categories in effect at the institution[D]
3.2. Allow for assignments to be made on a batch or on-line basis[D]
3.3. Create or update user-defined system tables on-line
3.4. Provides for the calculation or recalculation of applicant financial need based on expected
family contribution data
3.5. Provides an automatic on-line transaction log of changes in Need Analysis, Budgeting, and
Packaging which records dates, times, user IDs, and from and to values of changes.
3.6. Allow anecdotal comments to be maintained on-line to further explain user actions on an
individual applicant basis[D]
3.7. Provides system recalculation of cost due to changes in student load or part-year attendance.
3.8. Automatically flag manually-changed or overridden budgets to identify non-standard budgets
on-line[D]
3.9. Able to develop financial aid budgets for multiple types of students (including standard
budgets and Pell budgets).
3.10. Supports tracking of student costs versus financial aid available.
3.11. Allows for assignment of students to budget groups with user-selected data from the student
system and financial aid system online.
3.12. Able to automatically flag manually changed or overridden budgets to identify non-standard
budgets[D]
4. Need Analysis
4.1. Provides for on-line and batch need analysis calculations.
4.2. Provides for the calculation of Federal Methodology (FM) and an Institutional Methodology
(IM).
4.3. Simulate results for both IM and FM data element modifications[D]
4.4. Perform Early Decision processing from loading of applicant data and calculating need to
producing preliminary award letters[D]
4.5. Provides timely need analysis updates for the Institutional Need Analysis System (INAS®)
from the College Scholarship Service (CSS) [D]
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4.6.
Allow need analysis data to be entered into the system either on-line or via electronic files from
the Central Processing System (CPS) or CSS Profile® electronic application files[D]
4.7. Support multiple years of need analysis data and calculation versions on-line.
4.8. Provides for optional batch calculation when the electronic media files are loaded into the data
base[D]
4.9. Provides for batch or on-line calculation at a date after the initial application load (e.g., prior to
packaging) [D]
4.10. Maintain dual data streams for methodology-specific changes allowing one value for FM and a
different value for IM, and on-line side-by-side display and processing of the data[D]
4.11. Provides an automatic on-line transaction log of changes which records dates, times, user lDs,
and from and to values of need analysis data changes[D]
4.12. Maintain data element specific comments within the applicant’s need analysis processing
data[D]
4.13. Provides users with the option to select projected year data or base year data in the calculation
of FM and IM[D]
4.14. Provides for the locking of individual bottom line results for each methodology[D]
4.15. Identify students selected for verification and those whose applications will be rejected due to
incomplete data[D]
4.16. Provides ISIR transaction history[D]
4.17. Enables institutions to print the ISIR[D]
4.18. Able to manually enter, edit and verify FAFSA data[D]
4.19. Assures that data is exchanged seamlessly with immediate updates from the Department of
Education and other trading partners.
4.20. Gives users the flexibility of creating an estimated financial aid profile prior to the receipt of
the FAFSA record[D]
5. Verification Process
5.1. Provides an on-line or batch verification process[D]
5.2. Allow tolerances to be set determining which fields are updated when run in batch[D]
5.3. Maintain the federally required items for verification including earned income data[D]
5.4. Provides on-line a screen displaying current data with a column for entry of verified data to
easily identify discrepancies[D]
5.5. Provides an automatic on-line transaction log of changes which records dates, times, user IDs,
and from and to values of need analysis data changes[D]
5.6. Allow anecdotal comments to be maintained on-line to further explain user actions on an
individual applicant basis[D]
5.7. Simultaneously log verification changes to the EDE correction file for use in EDE corrections
processing[D]
5.8. Able to generate worksheets for final verification of all financial aid applicants, such as
comparing original FAFSA data with tax returns[D]
5.9. Able to print the results of the verification process on verification worksheets[D]
5.10. Able to enter data from various verification forms[D]
5.11. Enables users to analyze verification data[D]
5.12. Able to update verifications in batch mode[D]
6. Electronic Data Exchange
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6.1.
Create and transmit Common Origination & Disbursement (COD) records for Federal Pell
Grants, Direct Loan programs, ACG Grants and SMART Grants.
6.2. Provides an automatic on-line transaction log of changes which records dates, times, user IDs,
and from and to values of COD and need analysis data changes.
6.3. Allow anecdotal comments to be maintained on-line to further explain user actions on an
individual applicant basis[D]
6.4. Able to import and export financial aid data with appropriate agencies.
6.5. Provides the automation of routing data transfers[D]
6.6. Includes automatic data exchange of FAFSA information[D]
6.7. Incorporates automatic data exchange of Pell Payment data[D]
6.8. Includes the ability to accept all central processor applications and corrections electronically
6.9. Able to fully participate in the Department of Education’s Common Origination and
Disbursement (COD) initiative.
6.10. Complies with the Department of Education’s Common Origination and Disbursement (COD)
initiative
6.11. Able to collect all data that an institution would need to create a file for submitting applications
to the Department of Education.
6.12. Able to create and transmit Student Aid Report corrections to the Central Processor System[D]
6.13. Able to create and transmit ESAR corrections to the central processor.
6.14. Provides pre-populated FISAP grids[D]
7. Packaging
7.1. Allow users to define an unlimited number of packaging groups and formulas for groups of
students who should be packaged in the same way[D]
7.2. Provides for each packaging group to have its own individual packaging formula with its own
fund awarding sequence[D]
7.3. Allow for batch or on-line assignment of applicants to packaging groups using user-defined
selection criteria including student system data[D]
7.4. Allow for batch or on-line awarding of funds within a group by aid year-based on user-defined
rules[D]
7.5. Allow for overriding of automatic results on an individual on-line[D]
7.6. Print custom designed letters to students informing them of their eligibility for financial aid,
including award letters and no-need letters.
7.7. Track on-line award status by student and fund including offer, accept, decline, canceled,
authorized for disbursement, paid, and memoed.
7.8. Provides maintenance of federal program rules.
7.9. Provides automatic repackaging of a group, multiple groups, or a single fund across groups
based on user-defined selection criteria[D]
7.10. Maintain dates that students were packaged or repackaged
7.11. Provides for locking a fund or a student from repackaging.
7.12. Provides for the optional use of equity packaging techniques[D]
7.13. Provides support for FFELP processing utilizing CommonLine standards with a specific data
screen of application information and EFT/check tracking[D]
7.14. Provides an automated cancellation of awards that have expired or for students who were “no
shows,” and Provides for an automated generation of a cancellation letter[D]
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7.15. Allow anecdotal comments to be maintained on-line to further explain user actions on an
individual applicant basis[D]
7.16. Includes an auto-packaging component with simulated packaging
7.17. Able to consider academic information when making awards in the Financial Aid office[D]
7.18. Ensures automatically that each student is taking enough courses to retain his or her financial
aid eligibility[D]
7.19. Able to track continued student eligibility for financial aid[D]
7.20. Able to post financial aid awards to accounts receivable when appropriate.
7.21. Provides sponsor information for stewardship purposes[D]
7.22. Supports institution-defined criteria for full- and part-time status.
7.23. Provides rules-based awarding criteria[D]
7.24. Provides event-driven awarding criteria[D]
7.25. Able to modify awards in batches (e.g., change a batch of awards by a dollar figure) [D]
7.26. Includes areas for extensive descriptions of each award with associated general ledger
accounts[D]
7.27. Able to process grants, waivers and scholarships.
7.28. Includes a supplemental methodology that is highly customizable for scholarship funds[D]
7.29. Able to store the hours on which the award package is based[D]
8. Funds Management
8.1. Establish and monitor an unlimited number of funds, fund types, and fund-associated eligibility
rules for purposes of awarding and disbursing financial aid as defined by the user.
8.2. Automatically identify new tracking requirements if a specific fund is awarded
8.3. Identify special comment messages to be printed on award letters for students who receive a
specific fund
8.4. Provides for the definition of special disbursement patterns (i.e., awards are not equally divided
between terms) [D]
8.5. Provides the following reports:
8.5.1. Account balance report - showing amounts currently awarded, accepted, declined, canceled,
authorized, paid, and remaining available by fund[D]
8.5.2. Fund descriptions - showing the names of each fund, their fund code, fund description, fund
source, fund type, federal identifier, fund characteristics, and fund assignment rules[D]
8.6. Able to establish limitations for transmittals that update a student’s accounts receivable
record[D]
9. Disbursement
9.1. Provides a Financial Aid disbursement function that takes financial aid awards, as awarded,
and scheduled in the packaging function, and posts payment transactions to student accounts in
the Student Accounts Receivable Module, either on-line or through a batch process for selected
students.
9.2. Automatically check to help ensure that tracking requirements necessary for disbursement have
been satisfied.
9.3. Allow funds to be defined as:
9.3.1. Disbursable - these awards should be passed to the billing module on-line or in batch and
applied directly to a student’s account[D]
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9.3.2. Deferrable - these awards should be passed to the student billing module as memo
transactions and can be defined with an expiration date[D]
9.3.3. Authorized aid - this is the difference between what has been disbursed and the amount
remaining to be disbursed in a particular disbursement period. Available aid should be
displayed in the student billing module for use by the accounts receivable office[D]
9.4. Provides for the posting of memo credits (deferrable awards) with expiration dates removing
the credit as appropriate[D]
9.5. Provides for the recalculation of Federal Pell Grant Awards and disbursement transactions
based on actual enrollment, Budget, and Expected Family Contribution (EFC) [D]
9.6. Provides the following reports:
9.6.1. detail and summary disbursement reports detail and summary COD reports[D]
9.6.2. batch rejects for EDE program[D]
9.7. Permits online and/or batch transmittal of awards to accounts receivable.
9.8. Able to establish limitations for transmittals that update a student’s accounts receivable
record[D]
9.9. Able to restrict academic transcripts from being generated for students who are in default on a
previous federal educational loan[D]
9.10. Verifies student eligibility each time users allocate awards or transmit awards to the accounts
receivable solution.
10. FFELP Loan Processing
10.1. Enter multiple federal loan applications on-line. This includes subsidized, unsubsidized, PLUS
and Grad PLUS loans for the Federal Family Education Loan program[D]
10.2. Provides automatic scheduling of loans across terms for use in the awarding process[D]
10.3. Provides automatic scheduling of expected disbursements across terms with the option of
reducing the awarded amount based on estimated origination fees[D]
10.4. Provides on-line loan summary that displays the student’s loan history[D]
10.5. Provides an on-line loan check tracking screen for entry of received checks and electronic
upload of EFT transactions[D]
10.6. Post received check amounts as memo transactions to the student’s account with an expiration
date[D]
10.7. Generate notices to students that the check has been received[D]
10.8. Provides on-line loan check disbursement from the cashiering screens in the student billing
module once the check is endorsed[D]
10.9. Able to transmit loan proceeds directly to the borrower’s bank account[D]
10.10. Provides automatic update of award and fund records based on loan EFT and check
processing[D]
10.11. Provides CommonLine Functionality[D]
10.12. Provides automatic data exchange of FFELP data [D]
10.13. Allows a student to request a change to the total FFELP subsidized and unsubsidized loan
amount within parameters set by the institution[D]
10.14. Displays the amount of the student’s FFELP subsidized and unsubsidized loan amount for the
year selected[D]
11. Direct Loan Processing
11.1. Award Direct Loans for subsidized/unsubsidized, Plus and Grad PLUS loans.
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11.2. Create and maintain direct loan origination records on-line.
11.3. Log direct loan origination corrections automatically as data is modified.
11.4. Track and generate direct loan promissory notes[D]
11.5. Track electronic Master Promissory Notes[D]
11.6. Export direct loan originations and corrections directly to the COD system.
11.7. Import direct loan origination and correction acknowledgments.
11.8. Disburse direct student loans to the student account and reconcile funds.
11.9. Export direct loan disbursement and reconciliation information to the COD system.
11.10. Import disbursement and reconciliation acknowledgments from the COD system.
11.11. View batch status information on-line[D]
11.12. Provides support for printing of direct loan disclosure statement[D]
11.13. Provides the automation of routing data transfers[D]
11.14. Supports automatic data exchange of Direct Loan data.
11.15. Able to record comments and dates for entrance and exit interviews
11.16. Includes automated change transaction processing for loans
11.17. Provides a loan summary that displays the student loan history[D]
11.18. Provides the institution the functionality to enforce annual and aggregate loan limits[D]
11.19. Able to evaluate loan eligibility[D]
11.20. Includes functionality required for participating in the federal direct loan program
11.21. Provides full compliance for direct lending institutions.
11.22. Includes functionality required by the Common Origination and Disbursement (COD) system.
11.23. Maintains application and interview records[D]
11.24. Provides reports on application and loan data[D]
11.25. Able to transmit roster amounts to accounts receivable[D]
11.26. Able to print direct loan promissory notes[D]
11.27. Able to reprint a promissory note as non-negotiable[D]
11.28. Includes data for the entrance interview confirmation process[D]
12. Student Employment
12.1. Enter an unlimited number of job referrals for a student in a particular aid year[D]
12.2. View the student’s satisfactory academic progress status from the job referral screen[D]
12.3. Provides user-defined student employment fund rules and the ability to define an unlimited
number of student employment funds[D]
12.4. Provides an unlimited number of student employment awards per student, per aid year[D]
12.5. Provides multiple pay rates per job[D]
12.6. Enter hourly or flat stipend pay rate[D]
12.7. Ability of your Human Resources System to provide time sheets as a result of employment
authorizations in the financial aid office[D]
12.8. Provide the production of letters to departments and/or students regarding status of their
allocation[D]
12.9. Maintain awarded student employment funds through the use of a screen showing awarded
amount, earnings paid to date, date of job assignment, and employing department[D]
12.10. Provide for the creation of a transaction file of student employment authorization information
for institutional use[D]
12.11. Provides verification of limits for work-study payroll[D]
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13.
14.
15.
16.
12.12. Provides verification of limits for non-work-study payroll[D]
12.13. Links work-study dollar amount limits with the payroll solution[D]
12.14. Debits the work-study payroll earnings in the student’s financial aid file[D]
Return of Title IV Funds
13.1. Provide for the calculation of Return of Title IV Funds.
13.2. Provide for a simulated Return of TIV Funds calculation.
13.3. Provide integration with Student system and Student Accounts Receivable system data
required for Return of TIV Funds calculation.
13.4. Allow for inquiry access only to Return of TIV Funds calculation[D]
13.5. Provide comments section for capturing specific notes applicable to the individual student’s
calculation[D]
13.6. Allow for calculation lock[D]
13.7. Track USERID and Activity Date for auditing purposes.
13.8. Provide for Student indication of preferences for Authorizations (hold excess TIV funds for
future, Pay prior year minor institutional charges, and Pay non-institutional charges with Title
IV funds) allowing the student to change/rescind Authorizations at any time[D]
13.9. Is adaptable to meet the requirements of the Return of Title IV funds.
Award History and Transcripts
14.1. View and update extracted FISAP data on-line.
14.2. Allow the system to support maintenance of a student’s financial aid record to meet award
packaging, audit, and transcript requirements.
14.3. Provide for user options to permit the recording of funds awarded and/or disbursed in detail or
summary form by fund for each year and term[D]
14.4. Maintain history records as global records and, as such, are carried across aid year[D]
14.5. Support request and loading of Transfer Student Monitoring (TSM ) and Financial Aid History
(FAH) records from NSLDS[D]
14.6. Provide the addition and maintenance of prior college’s information on-line[D]
14.7. Provide information to packaging and disbursement functions for eligibility determination[D]
14.8. Provide detail and summary reports of award history by student/ fund/year[D]
14.9. Able to view award history information[D]
14.10. Able to view award history by fund and by year[D]
14.11. Able to view a student’s award history[D]
Satisfactory Academic Progress
15.1. Allows the Financial Aid Office to set a standard of satisfactory progress for students to qualify
for various forms of financial aid[D]
15.2. Has the capability of checking satisfactory academic progress during the award packaging
process[D]
15.3. Able to set user-defined parameters based on any data element in the system to determine
satisfactory academic progress[D]
15.4. Can be used in real-time or batch mode to flag students who are not making satisfactory
progress to qualify for their designated financial aid[D]
Reporting
16.1. Provide tools to produce user-defined ad-hoc reports against the database.
16.2. Provide all federally required reports, including
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16.2.1. System parameters that calculate enrollment credits for the Fiscal Operations Report for
Federal Student Aid Programs (FISAP).
16.2.2. Reports to aid in meeting FISAP reporting requirements.
16.2.3. Reports to aid in IPEDS reporting.
16.3. Provides an audit trail of student aid totals through registration, accounting for adds/drops. [D]
16.4. Includes reports on aid, scholarships, loan totals by student, and types of awards. [D]
16.5. Provides a process to generate a report showing the current financial aid budget components
for a selected group of individuals. [D]
16.6. Provides a report used to generate a list of all the budget rules for a selected year. [D]
16.7. Able to generate a report that will verify all conditions of the rules for a given set of students
for a given academic year. [D]
16.8. Provides a process to compare two copies of the student’s financial aid application as a means
to identify fields where differences occur. [D]
16.9. Provides a list for the personnel office of the students who are eligible for work-study or other
payroll-related awards. [D]
16.10. Delivers a report to identify students who have over-awarded funds, including negative unmet
needs and negative unmet cost values.
16.11. Able to generate a report of SAP results by student and SAP type.
16.12. Provides a detail and summary report of the awards that have been entered for a specific
academic year[D]
16.13. Delivers a report to list multiple copies of a student’s financial aid application, including a
comparison of parent and student financial information for a given group of calculation input
types and for a specific academic year[D]
16.14. Provides a report to compare financial aid information with registration information[D]
16.15. Delivers a report to identify applicants who have received an award for which they are not
qualified due to restrictions that have been defined for specific funds[D]
16.16. Includes a process to generate mailing labels for a group of financial aid applicants
16.17. Delivers a report to list total award amounts, total award amounts by action category, and total
transmitted award amounts by award, office, and student[D]
16.18. Provides a process to produce a variance or comparison report for Direct Loan application
data[D]
16.19. Delivers a process used to produce a variance or comparison report for Direct Loan actual
disbursement data[D]
16.20. Provides a report to compare the solution’s application and loan data to Response File
application and loan data from a CommonLine service provider[D]
16.21. Includes a report that lists a history of the Disbursement Roster File records from a
CommonLine service provider[D]
16.22. Provides a report that lists the data in the Disbursement Roster File records from a
CommonLine service provider for a selected creation date range[D]
16.23. Includes a report to compare the solution’s disbursement data to Response/Disbursement
Roster File disbursement data from a CommonLine service provider[D]
16.24. Delivers a report used to produce a variance or comparison report for Direct Loan anticipated
disbursement data[D]
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16.25. Provides a process to print a Financial Aid Transcript that follows the NASFAA standard for
printing FA transcripts[D]
16.26. Includes an unconverted records report that lists unlinked Response File application records
that are not linked to a student’s application[D]
17. Self-service (via Web)
17.1. Includes full self-service options for applicants and students
17.2. Enables applicants and students to apply for a loan
17.3. Lets applicants and students view their financial aid award letter[D]
17.4. Displays the applicant’s or student’s financial aid package for the year
17.5. Allows the applicant or student to accept/reject awards within parameters set by the
institution[D]
17.6. Displays the applicant’s or student’s financial aid package for the term and year selected,
including any changes the applicant or student made to accept/reject the awards.
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Chapter 4 Human Resources
1. Work Flow
1.1. Create an on-line Personnel Action Form (PAF) through rule-based structure.
1.2. Present the originating department with only those fields needing entry based on user-defined
personnel actions (e.g., new hire, termination, merit increase, change in labor distributions,
etc.).
1.3. Present user-friendly field names to originating departments, eliminating the need for those
departments to have in-depth knowledge of system field names
1.4. Ability for approvers to identify a proxy to act on the approver’s behalf when authorized.
1.5. Provide additional security when creating, approving, or viewing Personnel Actions.
1.6. Query Personnel Actions regardless of their status in the queue (e.g., pending approval,
approved, disapproved, void, canceled, returned for correction, etc.).
1.7. Track PAF history (e.g., date created, originator, date submitted for approval, date of
application to the data base).
1.8. Easily determine which personnel actions are currently in progress and are to become effective
within user-defined time periods to save payroll delays and to eliminate the need for manual
checks due to late processing of personnel actions.
1.9. Define one or more proxies who have the authority to act for each approver in the queue
1.10. Ability for approvers to approve or disapprove a transaction and return the transaction to the
originator for correction.
1.11. Ability for individuals identified to receive PAF on an “FYI” basis to acknowledge the on-line
document without keeping the document from progressing through the approvers’ queues.
2. Applicant Tracking
2.1. Maintain all biographical/demographic data required by the Federal and SC state governments.
2.2. Maintain multiple addresses, phone numbers, emails, etc.
2.3. Maintain education background including degrees, majors, minors, and areas of concentration
2.4. Maintain prior employment background including name of employers, dates of employment,
position held for applicants, and brief description of duties.
2.5. Maintain results from required tests and examinations
2.6. Maintain a skills inventory for applicants.
2.7. Perform on-line queries for applicants’ skills.
2.8. Maintain unlimited free-form text
2.9. Maintain applicants’ certifications and licenses including license number, expiration date, and
any endorsements.
2.10. Maintain an applicant’s publication history including publication title, type of publication, date
of publication, and publisher.
2.11. Capture the applicant’s current and desired salary.
2.12. Capture the applicant’s preference for a full-time assignment, part-time assignment, or either
assignment.
2.13. Capture the source of an applicant.
2.14. Manage applications for promotion or transfer from current employees.
2.15. Allow applicants to apply for a generic position classification and/or a specific position.
2.16. Allow an applicant to apply for multiple positions.
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2.17. Produce and maintain standard applicant correspondence such as acknowledgment of the
application, notifications for interviews, and rejection letters.
2.18. Provide for an applicant to be queried by current or previous name and current or previous ID
number.
2.19. Generate an applicant tracking number for each applicant.
2.20. List applicants for a generic position classification or a specific position
2.21. Provide for an unlimited number of user-defined applicant status tracking codes.
2.22. Provide an employment requisitioning process.
2.23. Create job posting notices.
2.24. Capture and store job descriptions
2.25. Capture and store optional and mandatory skill requirements for a position.
2.26. Capture and store optional and mandatory education requirements for a position.
2.27. Automatically match candidates based upon position requirements
2.28. Capture and store optional and mandatory license and certification requirements for a position.
2.29. Track applicant references.
2.30. Track the status of each applicant through the recruitment process.
2.31.
3. Employee Relations
3.1. Track attendance history for absences.
3.2. Track grievance activity.
3.3. Track I-9 information
4. Employment and Compensation
4.1. Provide for an employee to be queried by current or previous name and current or previous ID
number.
4.2. Allow employees to view and/or update addresses online.
4.3. Allow employees to view and/or update phone numbers online.
4.4. Track an employee’s emergency contact information.
4.5. Allow employees to view and/or update emergency contacts online.
4.6. View employees who are eligible to return to work
4.7. Track an employee’s medical information.
4.8. Identify the supervisor scheduled to review an employee’s performance.
4.9. Track and maintain a user-defined rating for employee reviews.
4.10. Have an employee fill multiple positions.
4.11. Provide for automatic notification of upcoming events such as expiring I9s, pending
performance reviews, and employees scheduled to return from leave.
4.12. Track a faculty member’s tenure status.
4.13. Track a faculty member’s discipline.
4.14. Track a faculty member’s rank.
4.15. Track an employee’s previous, current, and pending sabbaticals.
4.16. Track faculty qualifications.
4.17. Capture and store job descriptions
4.18. Capture and store optional and mandatory skill requirements for a position.
4.19. Perform faculty deferred salary calculations when an employee works 9 or 10 months and
wishes to be paid over 12 months.
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4.20.
4.21.
4.22.
4.23.
4.24.
4.25.
4.26.
4.27.
4.28.
4.29.
4.30.
4.31.
4.32.
4.33.
4.34.
4.35.
4.36.
4.37.
4.38.
4.39.
4.40.
4.41.
4.42.
4.43.
4.44.
4.45.
4.46.
4.47.
4.48.
4.49.
4.50.
4.51.
4.52.
4.53.
4.54.
4.55.
4.56.
Support multiple flexible salary structures.
Enter labor distributions tagged to take effect at a future date.
Enter salary information tagged to take effect at a future date.
Enter default earnings tagged to take effect at a future date.
Enter default work schedules tagged to take effect at a future date.
Perform automatic salary step increases without manual intervention.
Perform mass salary changes in flat amount and/or percentages for groups of employees.
Automatically calculate encumbrances for employment and salary actions.
Perform “what if” salary budget calculations.
Automatically accrue leaves.
Provide an on-line inquiry of available leaves for each employee.
Define leave accrual maximums and annual rollover limits.
Define an unlimited number of leave types.
Define multiple leave accrual methods and rates
Provide for user-defined leave eligibility categories.
Support grandfather leave eligibility categories.
Calculate prorated leaves.
Provide for users to specify the actions if an employee reports time to take leaves that are not
available
Provide for users to automatically cascade to another leave code if in excess of their current
balance.
Automatically dock an employee’s pay if an employee reports time in excess of their current
balance.
Optionally prohibit employees from taking leave before it is earned.
Track an employee’s employment history including all leaves and breaks in service.
Track FMLA leave information.
Track an employee’s assignment history.
Track an employee’s performance review history including the identity of the reviewer and the
ratings.
Track an employee’s salary history including effective dates and reasons for changes.
Track attendance history for absences such as sick, jury duty, and bereavement.
Provide for the proper counting of employees with multiple assignments.
Produce datasets required for reporting to the South Carolina Commission on Higher Education
and IPEDS reporting
Produce Workforce and Utilization Analysis reports.
Produce the IPEDS Fall Staff Survey.
Automatically calculate retroactive pay.
Create a job classification and job classification description on-line.
Create a position/job description using the default job classification with the ability to add
to/delete from defaulted job classification descriptions
Define minimum requirements for each position (such as skills, education, exams and
certifications).
Weigh minimum requirements by position.
Capture job classification points for each position.
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4.57. Track worker’s compensation information.
4.58. Define a Fair Labor Standards Act (FLSA) classification for each position.
4.59. Define an Equal Employment Opportunity (EEO) category for each position.
4.60. Associate a specific salary structure for each position and position/job classification.
5. Student Employment
5.1. Integrates with Financial Aid solution.
5.2. Able to monitor earnings against award amounts.
5.3. Creates and maintains employment records for college work-study students.
5.4. Processes student work-study and student non-work-study on any payroll frequency.
5.5. Provides online maintenance and inquiries to work-study and non-work-study wages by
department.
5.6. Tracks expenditures by department on work-study and non-work-study accounts with year-todate totals.
5.7. Generates reports on eligible funds remaining for each work-study or non-work-study student.
5.8. Able to report student earnings and benefits to Financial Aid.
5.9. Able to integrate with Student System and the Financial Aid solution to track hours and wages
of work-study participants.
5.10. Able to identify FICA exempt jobs.
5.11. Refer students to employing departments.
5.12. Track student employee referral activity.
5.13. Capture award amount for federal or state work study.
5.14. Monitor earnings to award amount.
5.15. SEVIS compliance
6. Health and Safety
6.1. Capture potential hazards for each position.
6.2. Capture hazard types and precautions.
6.3. Record type of incident.
6.4. Record information on incidents including date, status, and location.
6.5. Record hazards involved with an incident.
6.6. Record involved parties to an incident.
6.7. Record health conditions resulting from an incident.
6.8. Record follow-up actions to be taken as a result of an incident.
6.9. Track costs associated with each incident.
6.10. Track lost hours as a result of an incident.
6.11. Query incidents by hazard.
6.12. Query incidents by incident type.
6.13. Query incidents by position.
6.14. Query incidents by involved person(s).
6.15. Produce the OSHA 200 report.
7. Benefits
7.1. Define an unlimited number of benefits and benefit plans
7.2. Provide for multiple benefit employer and employee premium calculation methods including
flat amounts, percentages, and monthly, yearly and lifetime limits.
7.3. Define eligible benefits by employee/benefit eligibility grouping.
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Define benefits/deductions with default values (e.g., single status and ‘O’ exemptions for
Federal Tax) which can be overridden during the setup of individual benefits/deductions.
7.5. Define effective dates of each benefit/deduction based on service date, first actual work day,
beginning of current month, beginning of next month, or user-specified date.
7.6. Provide for multiple payroll deduction frequencies.
7.7. Allow employees the option of using pre-tax or post-tax dollars for benefits.
7.8. Enter data with future effective dates.
7.9. Define preclusion rules to prevent employees from selecting competing benefits.
7.10. Define required and optional information to establish a benefit for the employee.
7.11. Designate and calculate imputed income for taxable fringe benefits.
7.12. Capture biographic and demographic data for dependents and beneficiaries.
7.13. Allow employees to view and/or update dependents and beneficiaries online.
7.14. Support multiple grandfathered benefit program structures.
7.15. Associate dependents and beneficiaries with specific benefits and coverages.
7.16. Allow employees to enter specific benefits and coverages for dependents and beneficiaries
online.
7.17. Produce premium and census reports.
7.18. Produce a benefits summary for each employee that can be viewed online.
7.19. Support an unlimited number of flexible spending accounts
7.20. Automatically notify the administration of COBRA qualifying events.
7.21. Automatically perform date calculations for COBRA notification, enrollment, and length of
coverage.
7.22. Automatically produce COBRA correspondence.
7.23. Administer COBRA billing and payment administration.
7.24. Automatically notify Administration of upcoming events such as dependents losing eligibility
for benefits.
7.25. Support an unlimited number of tax sheltered annuities under a deferred compensation
maximum.
7.26. Provide for a mass benefit update function.
7.27. Provide for the Open Enrollment function.
8. Position Control
8.1. Provide for an unlimited number of positions
8.2. Provide for an unlimited number of job families or position classifications.
8.3. Provide for the creation of positions for a single incumbent.
8.4. Provide for the creation of pooled positions with multiple incumbents.
8.5. Allow job sharing where multiple part-time employees fill a position.
8.6. Define full-time equivalency (FTE) for each position.
8.7. Define reporting relationships for each position.
8.8. Ability for an employee to fill multiple positions.
8.9. Prohibit hiring for canceled positions.
8.10. Prohibit hiring for frozen positions.
8.11. Prohibit hiring for terminated temporary positions.
8.12. Have hiring actions validated against the available full-time equivalency (FTE) of the position.
8.13. Have hiring actions validated against the available budget for the position.
7.4.
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8.14. Provide an on-line roster of current and previous incumbents for each position.
8.15. Provide an on-line comparison of available and filled full-time equivalents (FTE) for each
position.
8.16. Provide an on-line roster of positions by department/job classification
8.17. Create organization charts.
8.18. Space for comment during approval workflow
8.19. Establish proxy approvers for absent employees
8.20. Able to disapprove a workflow item.
8.21. Partial-year employees that get rehired each year.
8.22. Rehire in bulk (with exclusions for those not returning).
8.23. Dual employment
8.24. Able to split fund from multiple accounts based on a percentage or specific dollar amount, or a
combination of the two
8.25. Add-pay.
8.26. Annual performance raises flow thru Budget Dept for approval/disapproval based on HR
entries with approved entries posting to funding budgets without Budget staff manually
entering them
8.27. Funding increases for annual performance raises (EPMS) be automatic (at base rate) on
anniversary date if the supervisor hasn’t submitted for a higher amount with Budget Approval
8.28. Position funding information rolls into the future year without staff re-entering.
8.29. Allows for entering of criteria to select a funding source eligible for percentage increase.
8.30. Able to show original vs. revised budgets
8.31. Able to control the amount that is rolled forward into new year by position type or account
number
8.32. Provides an on-line roster of positions by funding account
8.33. Posts original salary and fringe benefits to the finance system
8.34. Automatically calculates salary and fringe encumbrances by position based on annual salary
8.35. Posts original salary and fringe encumbrances to the finance system
8.36. Posts salary and fringe encumbrance adjustments to the finance system
9. Time Reporting
9.1. Report an unlimited number of earnings for each employee.
9.2. Report time on a daily, weekly or pay period basis
9.3. Define an unlimited number of shifts
9.4. Define an unlimited number of shift differentials.
9.5. Define default entries for earnings, hours, and labor distributions.
9.6. Default standard holiday data.
9.7. Make date sensitive changes to default entries for earnings, hours, and labor distributions.
9.8. Override default entries.
9.9. Enter time worked on-line.
9.10. Report time on a positive basis.
9.11. Report time on an exception basis.
9.12. Provide the capability for on-line attendance pattern inquiry.
9.13. Provide the capability for users to define which types of attendance to monitor.
9.14. Provide the capability for users to define whose attendance to monitor.
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9.15. Capture reasons for absence.
9.16. Enter time by individual and/or by department.
9.17. Provide for time sheets to be entered online by employees.
9.18. Provide for institutional configuration of the information provided on the online time sheet.
9.19. Provide for advance leave requests to be entered by employees.
9.20. Provide for leave to be recorded outside of payroll by employees.
9.21. Able to create routing queues for online time and leave entry.
9.22. Allow managers to review and approve time entered by employees.
9.23. Allow managers to review and approve advance leave requests entered by employees.
9.24. Allow managers to review and approve leave entered outside of payroll by employees.
9.25. Provide notification to employees that time sheet entry is now open for the pay period.
9.26. Provide interface for Kronos timekeeping system
10. Payroll Calculation and Distribution
10.1. Define multiple pay frequencies including weekly, bi-weekly, semi-monthly, and monthly.
10.2. Provide the capability for user-defined pay frequencies.
10.3. Define multiple direct deposit accounts for each employee.
10.4. Define multiple earnings.
10.5. Define multiple shift differentials.
10.6. Define multiple payment methods.
10.7. Support employees in multiple job assignments.
10.8. Support employees in multiple labor distributions.
10.9. Automatically adjust calculations for mid-pay period salary and employment actions.
10.10. Process payroll for hourly and/or salaried employees.
10.11. Process payroll for need and non-need student employees.
10.12. Process stipends in payroll.
10.13. Run the payroll in an audit mode without affecting historical information.
10.14. Automatically recover salary advances.
10.15. Support faculty deferred salary calculations (work 9 months, pay over 12 months).
10.16. Track worker’s compensation information.
10.17. Automatically post expenditures, liabilities, cost accounting information, and encumbrance
liquidations to the Finance System.
10.18. Print pay checks and advices of direct deposit.
10.19. Provide pay stub online for employee viewing.
10.20. Provide job history online for employee viewing.
10.21. Provide earnings history online for employee viewing.
10.22. Allow employees to view and/or update direct deposit allocations.
10.23. Create magnetic media in NACH format for direct deposits.
10.24. Provide the capability for an unlimited number of deductions.
10.25. Provide the capability for individual overrides of specific deductions.
10.26. Withhold garnishments.
10.27. Withhold tax levies.
10.28. Withhold court ordered collections.
10.29. Withhold deductions for Savings Bond purchases.
10.30. Track Bond purchases.
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10.31. Calculate deductions by age or age range.
10.32. Calculate deductions by flat amounts.
10.33. Calculate deductions by percentages.
10.34. Calculate deductions with monthly limits.
10.35. Calculate deductions with fiscal year/plan year limits.
10.36. Calculate deductions with annual limits.
10.37. Calculate deductions with lifetime limits.
10.38. Calculate deductions with protected earnings.
10.39. Recover amount of deduction arrearage in one payroll.
10.40. Recover deduction arrearages over multiple pay periods.
10.41. Provide user-controlled tax calculation tables.
10.42. Factor cross jurisdiction reciprocity into tax calculations.
10.43. Maintain a separate filing status for each tax.
10.44. Provide tax calculations tables for United States jurisdictions.
10.45. Perform tax calculations based on tax treaty requirements.
10.46. Specify which deductions are to be included for or excluded from tax calculations.
10.47. Specify which earnings are to be included for or excluded from tax calculations.
10.48. Provide for proper tax calculations for one-time payments.
10.49. Perform “what if” tax calculations as needed.
10.50. Provide one-time payment processing for such persons as guest lecturers and speakers.
10.51. Automatically post alumni gifts and pledges from a payroll deduction.
10.52. Accrue leave on one schedule but have it available on another schedule.
10.53. Accept a tape from a bank and perform bank account reconciliation.
10.54. Automatically calculate overtime in accordance with the Fair Labor Standards Act.
10.55. Automatically calculate retroactive pay.
10.56. Calculate pay differentials based upon length of service.
10.57. Calculate deductions based upon an employee’s hourly rate.
10.58. Calculate deductions based upon an employee’s hours worked.
10.59. Remove selected deductions to prevent the production of a check with a negative amount.
10.60. Provide a method for recording compensatory time.
10.61. Calculate taxes in conformance with tax treaties and other rules pertaining to non-resident
employees
11. Payroll Adjustments and History
11.1. Calculate one-time payments and deductions.
11.2. Create manual checks on-line.
11.3. Void checks on-line.
11.4. Reissue checks on-line.
11.5. Redistribute expended labor dollars on-line.
11.6. Perform check adjustments on-line.
11.7. Perform “what if” check calculations on-line.
11.8. Have payroll adjustments update the totals maintained in payroll history.
11.9. Maintain multiple years of pay history on-line.
11.10. Maintain current pay period, monthly, quarterly and fiscal and calendar year totals for
employees, their assignments, benefits, deductions, and earnings.
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12.
13.
14.
15.
11.11. Maintain an on-line pay stub for each pay event.
Payroll Reporting
12.1. Produce the W-2 report and MMREF-1 file.
12.2. Print/reprint individual W-2s.
12.3. Enter/update consent to receive an electronic version of the W-2.
12.4. View/Print an Electronic W-2.
12.5. View/Print an Electronic W-2c.
12.6. Produce the federal 941 report.
12.7. Produce the 1099-R report and magnetic media.
12.8. Print/reprint individual 1099-R reports.
12.9. Produce the 1042 report and magnetic media.
12.10. Print/and reprint an individual 1042-S report.
12.11. Product Time and Effort Reports for Grant reporting and tracking.
12.12. Produce standard payroll reports in the audit mode.
12.13. Provide standard payroll reports such as payroll, registers, deduction registers, and labor
distribution reports.
12.14. Provide a summary report of annual/sick leave balances, earned and used in current period as
well as balance.
12.15. Able to track Compensatory time.
Payroll Expense Processing
13.1. Interface payroll transactions to the Finance System.
13.2. Automatically override salary labor distributions to employee liability accounts, employer
liability accounts, and/or employer expense accounts by benefit/deduction by employee
category.
Required Reports.
14.1. Labor costs for temporary employees
14.2. Departmental reports for temporary employees
14.3. Comparison of personal services YTD total (excluding fringe) HRS vs. FRS.
14.4. Lapse Account Analysis
Employee Self-Service
Provide employee self-service functions to include the ability to view and request changes for
personal information, benefits, payroll, employment history and leave balances
15.1. Provide a workflow application to allow leave requests and approvals via self-service
15.2. Provide a mechanism for employees to register their vehicles and reserve and pay for oncampus parking
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Chapter 5 Financial System
1. Accounts Payable
1.1. Able to utilize embedded workflow to route and approve accounts payable documents
electronically.
1.2. Able to provide on-line entry of invoices
1.3. Able to provide on-line maintenance of vendor data.
1.4. Able to prevent inadvertent entry of duplicate vendor data.
1.5. Able to prevent entry (and payment) of duplicate invoices.
1.6. Able to prohibit display of sensitive vendor data.
1.7. Able to default vendor information into the data entry processes for requisitions, purchase
orders, and invoices.
1.8. Able to calculate automatically discounts and payment schedules based on user-defined rules.
1.9. Able to provide automatic generation of General Ledger transactions on a real-time basis
1.10. Allows multiple addresses for each vendor.
1.11. Able to provide a “type” code for each vendor, designating minority or other special status.
1.12. Able to designate individual invoices as reportable income on Misc Form 1099
1.13. Able to generate Form 1099-MISC, as well as the magnetic media for reporting to the IRS.
1.14. Able to provide for the establishment of discount and payment terms for each vendor.
1.15. Allows invoice data to be processed on-line.
1.16. Able to retrieve automatically vendor name and address, goods ordered and received, and unit
prices based on purchase order number.
1.17. Able to calculate automatically discount amount and payment date on invoices.
1.18. Able to allow on-line changes to the retrieved data.
1.19. Able to allow for the addition of freight and bulk charges.
1.20. Able to calculate multiple taxes, as appropriate, by item.
1.21. Able to calculate tax rebates at the time of invoice entry.
1.22. Able to enter the net amount payable on a vendor invoice with the system automatically
calculating purchase price and the related tax.
1.23. Able to check account validity and available budget automatically.
1.24. Able to calculate currency conversion for purchases from foreign vendors.
1.25. Able to liquidate associated encumbrances automatically as invoices are processed.
1.26. Able to handle partial payments.
1.27. Able to process credit memos on-line.
1.28. Able to store credit memos for each vendor.
1.29. Able to provide for the identification of capitalized items as invoices are processed.
1.30. Able to automatically assign a temporary tag number in Fixed Assets for capitalized items.
1.31. Able to automatically generate payable checks based on due date.
1.32. Able to automatically calculate payment due date to take advantage of available discounts.
1.33. Able to provide for the definition of grouping rules by vendors to produce one check per invoice
or vendor or to designate multiple checks
1.34. Able to provide for the issuance of “on demand” checks produced at a local printer.
1.35. Able to provide an “on demand” check process that automatically updates the General Ledger
and liquidates associated encumbrances
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1.36. Able to interactively check account number and available budget.
1.37. Able to automatically handle recurring payments.
1.38. Able to establish “one-time” vendors.
1.39. Able to establish a vendor record with a separate “Doing Business As” designation.
1.40. Able to designate a third party payee with these features:
1.40.1. Establishes a permanent third party relationship for any vendor
1.40.2. Establishes third party payee on individual invoices
1.40.3. Maintains payment history with audit trail on original vendor
1.41. Provides for the recording of void checks on-line with automatic generation of the appropriate
accounting entry
1.42. Provides a bank reconciliation process.
1.43. Able to match institutional receipts with bank deposits.
1.44. Provides for the matching of outstanding checks with cleared checks.
1.45. Able to make payments to vendors in the Automated Clearing House (ACH) format.
1.46. Able to query by vendor for detailed transaction history by paid invoices, open invoices, credit
memos, or by accounts payable documents. The query will display detailed information about
each document such as voucher number, vendor invoice number, status indicator, and the check
number.
1.47. Able to query by vendor for summary information such as aggregate number of documents and
aggregate dollars within the document type of open invoices, paid invoices, and credit memos.
1.48. Able to query on receiving/matching status by vendor in both summary and detail format.
1.49. Able to query detailed information about items paid by a specific check by querying on the
combination of check number and bank. The query also able to drill-down into the supporting
invoice documents paid by the related check.
1.50. Provides procure to pay document history retrieval on-line, displaying purchase requisitions,
bids, purchase orders, stores issues, receivers, returns, invoices, checks, fixed asset tags, and
fixed asset adjustments. The display includes cancelled documents to provide a history for audit
purposes. For instance, after selecting a check number, the system will display related procure
to pay documents, with their current status, in one window.
1.51. Provide the following standard reports:
1.51.1. Cash requirements predicted by payment due date
1.51.2. Invoices awaiting the final receiving/matching process
1.51.3. Vendor alphabetical listing
1.51.4. Vendor numerical listing
1.51.5. Vendor History report
1.51.6. Form 1099 reporting/withholding information by payee
1.52. Able to provide ad hoc management reports through the delivered reporting views of accounts
payable data.
1.53. Able to provide “voucher” processing and combine multiple vendor invoices on a single
payment document.
1.54. Able to number vouchers automatically
1.55. Able to maintain information about individual vendor invoices for query and reporting.
1.56. Able to place a vendor payment on “hold”.
1.57. Able to update payment due dates on invoices as required.
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1.58. Able to maintain information on procurement card recipients
1.59. Able to default, review and assign accounting distributions for procurement card charges.
1.60. Able to attach and view vendor invoice or other supporting documents to the invoice.
1.61. Able to route invoice documents for approval electronically.
1.62. Able to notify users of invoice documents needing approval.
1.63. Able to provide application programming interfaces (APIs) to enable custom integration with
electronic invoicing or other external invoice data.
2. Accounts Receivable
2.1. Able to provide for user-defined entity types to classify customers.
2.2. Able to establish customer credit limits.
2.3. Able to secure users to specific types of transactions with the accounts receivable process.
2.4. Able to provide user-defined charge and payment codes.
2.5. Able to provide user-defined accounting distributions associated with charge and payment
codes.
2.6. Able to specify different accounting distributions for revenue recognition based on term.
2.7. Able to establish recurring receivables.
2.8. Able to establish installment plans.
2.9. Able to establish deposits to be associated with a customer/student without affecting the
customer/student account balance.
2.10. Able to release deposits onto the customer/student account to change the customer/student
account balance, either manually or automatically.
2.11. Able to create “memo” transactions for future items that can either be included or excluded
from the customer/student account balance.
2.12. Able to execute a batch entry of charges, payments, deposits, and memo entries.
2.13. Able to generate either an invoice or statement (paper and electronic)
2.14. Able to generate a combination schedule and invoice document.
2.15. Able to establish third party contracts by term.
2.16. Able to generate a third party invoice.
2.17. Able to roll third party contracts forward to subsequent terms
2.18. Able to automatically create third party credits and charges to the customer/student, and third
party accounts, based on user defined contract rules.
2.19. Able to bill by type of charge, and/or type of customer.
2.20. Able to assess late charges and penalties by percentage, dollar amount and other user-defined
criteria
2.21. Able to provide for refund checks from Accounts Receivable to Accounts Payable.
2.22. Able to define cashiers and supervisors uniquely.
2.23. Able to allow individual cashiers to close-out sessions.
2.24. Able to allow supervisory review of cashier sessions.
2.25. Able to allow supervisory adjustments to closed cashier sessions.
2.26. Able to execute an automated process to:
2.26.1. Close cashier sessions
2.26.2. Finalize cashier sessions
2.26.3. Close and finalize cashier sessions
2.27. Able to provide for cashier checkout.
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2.28. Able to delete cashier sessions and transaction detail records interfaced to the general ledger.
2.29. Able to purge account detail records from an account and create balance forward transactions.
2.30. Able to process miscellaneous cash not related to receivables.
2.31. Able to identify accounts sent to collection agencies.
2.32. Able to provide lockbox interface processing.
2.33. Able to define multiple addresses, including the ability to determine which address prints on
receipts, statements, invoices, and refund checks, and late charge/penalty charge notifications.
2.34. Able to establish “holds” on a student/customer account.
2.35. Able to automatically execute a process to establish and release student/customer “holds”
2.36. Able to generate a user executable process designed to apply and reverse payments to specific
charges.
2.37. Provides a user executable process to age accounts either by effective date, or billing date.
2.38. Able to make payments to students in the Automated Clearing House (ACH) format.
2.39. Able to provide students with a summary of charges, payments, and account balances via selfservice
2.39.1. Account balances
2.39.2. Detail transactions
2.39.3. Receipts
2.39.4. Aging analysis
2.39.5. Financial Aid information
2.39.6. Application of payments
2.39.7. Collection agency assignments
2.40. Provides the following on-line student query capability:
2.40.1. Student current and prior contract assignments
2.40.2. Student current and prior exemption assignments
2.40.3. Students assigned to third party contracts
2.40.4. Students attached to an exemption
2.40.5. Student transactions by term
2.41. Able to query AR subsidiary ledger query transactions interfaced to the general ledger.
2.42. Able to generate standard reports and processes for a specific population. For example, a user
could select graduate students as a population and generate refunds only for that group.
2.43. Able to generate a general ledger reconciliation report that displays accounts receivable
subsidiary ledger information.
2.44. Provide the following standard reports:
2.44.1. Cashier detail report
2.44.2. Aging Analysis report which can age account transactions by their due date as well as by
the actual transaction date
2.44.3. Account Detail report
2.44.4. Transaction Summary report
2.44.5. Student Summary report
2.44.6. Delinquency report
2.45. Provides ad hoc management reports through the delivered reporting views of accounts
receivable data.
2.46. Able to designate individual refunds as reportable income on form 12S, by income type.
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2.47. Provides for the processing and reporting of all data for Hope scholarships and Lifelong
Learning Credits
2.48. Provides for the generation of the Tax Relief Act (TRA) 1T data file and submission of the
same to the IRS or to an available third party vendor
2.49. Allows students to view their 1T report via self-service.
3. Budgeting
3.1. Budget development and entry
3.1.1. Departments can submit preliminary entries using standard formatting directly into the
system.
3.1.2. Notations and comments longer than currently allowed on budget entries supported.
3.1.3. Tracking of changes from what was submitted by the department to the final.
3.1.4. Multiple budget scenarios supported, including ability to save multiple scenarios and
eventually convert one to the accepted budget and apply it to the future year.
3.1.5. Able to establish test budget scenarios with variables such as student enrollment, tuition
amount, student fees and appropriations
3.1.5.1. Able to link those scenarios so variables do not have to be adjusted in each one if a
base assumption changes (such as tuition or # of students).
3.1.6. Calculated budget entries supported (percentages of other entries, multipliers times
assumptions such as # of cadets, step-fixed ranges)
3.1.6.1. By expense pool
3.1.6.2. By object code
3.1.7. Multiple budget year projections supported (2, 3, 5, and 10 years out).
3.1.8. Budgeting personnel, esp. adjuncts.
3.1.8.1. Position funding information “rolls” into the future year without staff re-entering.
3.1.8.2. Able to enter percentage increases for funding for large groups of staff and edit
individual entries (exceptions) prior to the increase going into effect (such as for
COLAs).
3.1.8.2.1. Selectivity by account or position number (Able to include and exclude
individual position numbers or accounts).
3.1.9. Show original vs. revised budgets.
3.1.9.1. Able to remove non-recurring budget changes or revenues out of the budget the
following year (currently shown as original versus revised budgets).
3.1.9.2. Able to review list of all changes to the budget from original.
3.1.10. Able to roll cash balance into future year budget (as a revenue entry and setting the misc
expense pool) automatically or enter a limit on the amount rolling by account or group of
accounts. Include an option/ checkbox/ entry field to allow selection of entire amount for
carry-forward or set a portion of it ($ amount).
3.1.11. Able to roll budget forward at year end into the new fiscal year.
3.2. Budget Maintenance
3.2.1. Transfers.
3.2.1.1. Able to restrict type of transfers by personnel assignment or employee group,
including the specific levels below:
3.2.1.1.1. Forbid transfers from one account to another if either one of the accounts is
not within that person’s list of assigned accounts.
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3.2.1.1.2. Forbid transfers between certain groups of accounts (appropriated, revenue
generating, grants, capital accounts, etc.) assigned to the same person.
3.2.1.1.3. Forbid any transfers between accounts.
3.2.1.2. Able to track who made a transfer/ budget entry.
3.2.1.3. Able to comment budget transfers longer than currently allowed.
3.2.1.4. Able to attach scanned/ saved reference documents to budget transfers.
3.2.1.5. Able to print budget entry data/ comments for a log.
3.2.2. Able to enter future year’s budgets before the close of the current fiscal year without
creating a recurring budget for future years.
3.2.3. Multiple ABR rules.
3.2.3.1. Notification of improper transfers sent to Budget Dept.
3.2.4. Able to encumber of grant/ project accounts in advance for multiple years and have salary
and expense encumbrance totals span multiple years
3.2.5. Able to see multiple years on the same screen and/ or toggle between years easily.
3.2.6. Screen to view budget and actuals data as of any given month-end.
3.3. Position control
3.3.1. Setting up workflow.
3.3.1.1. Space for comments during approval workflow.
3.3.1.2. Establish “alternate” approvers for absent employees.
3.3.1.3.
Able to disapprove a workflow item (currently only have the ability to approve
then put disapproval in comments).
3.3.2. Handling of special issues.
3.3.2.1. Partial-year (seasonal) employees that get re-hired each year.
3.3.2.1.1. Rehire in bulk (with exclusions for those not returning).
3.3.2.2. Dual employment.
3.3.2.3. Split funding.
3.3.2.3.1. Able to fund by a specific amount rather than just a % of total.
3.3.2.4. Add-pay.
3.3.3. Annual increases.
3.3.3.1. Annual performance raises flow through Budget Department for approval/
disapproval based on HR entries with approved entries posting to funding budget
without Budget staff manually entering them.
3.3.3.1.1. Funding increases for annual performance raises (EPMS) be automatic (at
base rate) on anniversary date if the supervisor hasn’t submitted for a higher
amount (with Budget approval).
3.4. Provides for a pool budget for a class of expenditures.
3.5. Allows users to develop budget forecasts using base-year budgets.
3.6. Allows forecasts to be expressed in terms of percentage increases or decreases.
3.7. Provides a process to apply inflation factors to a budget model.
3.8. Automatically records budgets to the General Ledger as original budgets once they are
approved.
3.9. Allows for partial rolls of the budget prior to final approval of a fiscal year budget.
3.10. Able to budget and encumber fringe benefits separately from salary amounts.
3.11. Able to define encumbrance and budget policies during year-end processing.
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3.12. Able to monitor departmental budget requests as they occur and update recommended
allocations based on established guidelines.
3.13. Able to make mass budget changes for a selected range of departments, individual
classifications of accounts, or accounts within a classification.
3.14. Able to download budgets, revenues, expenditures, and transfers from the operating ledger into
a spreadsheet.
3.15. Able to download budgets, revenues, expenditures, and transfers from established budget
versions in the budget development module.
3.16. Able to download Position Control data for salaries and fringe benefits.
3.17. Allows decentralized budget data entry such as budget transfers.
3.18. Able to budget by pool.
3.19. Able to budget by object code.
3.20. Supports multiple budget year projections up to 10 years out
3.21. Position assignments roll into future year with reentry
3.22. Percentage increase for funding large groups of staff and edit exception entries prior to increase
going into effect
3.23. Removes non-recurring budget changes or revenues out of the budget for the following year
3.24. Rolls cash balances into future year budget automatically or enter a limit on the amount being
rolled by account or group of accounts with an option to allow selection of entire amount for
carry forward or set portion.
3.25. Able to restrict transfer types by personnel assignments or employ groups.
3.26. Forbids transfers from one account to another if either is not within the person’s list of assigned
accounts
3.27. Forbids transfers between specified groups of accounts assigned to the same person.
3.28. Audits person making transfers.
3.29. Able to comment budget transfers (unlimited length).
3.30. Image reference documents and attach electronically to specific entries
3.31. Able to enter future year budgets before the close of the current fiscal year without creating a
recurring budget for future years.
3.32. Supports multiple ABR rules with ability to notify Budget of improper transfers.
3.33. Able to encumber grant/project accounts in advance for multiple years and have salary and
expense encumbrance totals span multiple years.
3.34. Able to see multiple years on the same screen and/or toggle between years easily.
3.35. Required reports
3.35.1. Account Analysis - Revenue Analysis
3.35.1.1. Account.
3.35.1.2. Account description
3.35.1.3. Object Code
3.35.1.4. Object Code description
3.35.1.5. Current Budget
3.35.1.6. Encumbrances
3.35.1.7. YTD spending (actual)
3.35.1.8. Variance (Budget minus Encumbrance minus YTD Spending Actual)
3.35.1.9. Pool Balance for Account
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3.35.2. Account Analysis - Expenses over budget analysis.
3.35.2.1. Account.
3.35.2.2. Account description
3.35.2.3. Object Code
3.35.2.4. Object Code description
3.35.2.5. Current Budget
3.35.2.6. Encumbrances
3.35.2.7. YTD spending (actual)
3.35.2.8. Variance (Budget minus Encumbrance minus YTD Spending Actual)
3.35.2.9. Available balance for account (total over/ under budget)- expenses only
4. Endowment Accounting
4.1. Able to create and maintain unitized pools for endowment and similar funds, including gift
annuities, charitable trusts, and pooled income funds.
4.2. Able to set the frequency of unitization for each pool defined in Finance. Unitization may be
performed on a periodic basis (monthly, quarterly, semi-annually, or annually).
4.3. Able to define, at the pool level, the elements of the chart of accounts to be utilized by the
distribution processes for spendable endowment income and by the process for distribution of
gains/losses.
4.4. Able to define the profile of an endowment fund, including endowment type (true, term, quasi),
income restriction classification, spendable fund for the specific principal fund, and special
instructions for distribution of spendable income
4.5. Able to create and maintain user defined fields about the endowment fund in addition to the data
available on the endowment fund profile.
4.6. Able to identify an appropriate spendable fund for each endowed principal fund in a pool.
4.7. Able to query on all of the data elements that comprise the profile of an endowed principal fund.
4.8. Able to unitize gift additions to endowed principal funds on a periodic basis (monthly,
quarterly, semi-annually, or annually).
4.9. Able to feed gifts from Alumni/Development in summary or in detail.
4.10. Able to unitize withdrawals from endowed principal funds on a periodic basis (monthly,
quarterly, semi-annually, or annually).
4.11. Able to unitize transfers between endowed principal funds on a periodic basis (monthly,
quarterly, semi-annually, or annually).
4.12. Able to run unitization process in “audit mode” to enable review detail report prior to running
the unitization process in “update mode”.
4.13. Able to distribute spendable endowment income automatically to each spendable fund in a
unitized pool. Distribution of spendable endowment income may be done on a periodic basis
(monthly, quarterly, semi-annually, or annually) determined for each pool.
4.14. Able to run the distribution of spendable income process in “audit mode” to enable review of a
detailed report prior to running the distribution process in “update mode”.
4.15. Able to make corrections for spendable endowment income that has been previously distributed
in any period of an open fiscal year.
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4.16. Able to distribute spendable endowment income to a spendable fund in a different chart of
accounts. Although the principal fund and spendable fund may exist in totally different charts,
the distribution process will enable the cross-chart posting of spendable endowment income.
4.17. Able to distribute realized gains/losses (trading activity) on a per unit basis to each principal
fund participating in the pool. Distribution may be done on a periodic basis (monthly, quarterly,
semi-annually, or annually) determined for each pool.
4.18. Able to distribute spending formula variance on a per unit basis to each principal fund
participating in the pool. Distribution may be done on a periodic basis (monthly, quarterly,
semi-annually, or annually) determined for each pool.
4.19. Able to distribute unrealized gains/losses (market fluctuation) to each principal fund
participating in the pool. Distribution may be done on a periodic basis (monthly, quarterly,
semi-annually, or annually) determined for each pool.
4.20. Able to provide on-line access to detailed information about the status of individual principal
funds in pooled endowment to end-users. These details include market value per unit, number of
units owned, aggregate market value of the endowed fund, book value of the endowed fund,
endowment type, FASB net asset class, current year spendable income, spendable fund code
and description, financial manager of the spendable fund. Access to such information is
provided within existing fund/organization security.
4.21. Able to provide on-line access to detailed information about the status of individual principal
funds in non-pooled endowment to end-users. For non-pooled endowment, this information
limited to book value. Access to such information is provided within Finance fund/organization
security.
4.22. Able to generate a Principal Fund Activity Report in summary mode for the funds in a given
pool. Summarization may be performed based on FASB net asset class (PRNA, TRNA,
URNA), endowment type (true, term, quasi), income classification, or by financial manager.
4.23. Able to generate a Principal Fund Activity Report in detail mode for the funds in a given pool.
The detail mode may display each fund in the pool, subtotaled and sorted by FASB net asset
class (PRNA, TRNA, URNA), endowment type (true, term, quasi), or by income classification.
4.24. Able to generate Spendable Endowment Fund Summary report by financial manager for the
spendable funds within a given endowment pool within a specified fiscal year. Spendable funds
are sorted by financial manager and data for each spendable fund is summarized by beginning
balance, endowment income, other income, expenses, transfers/additions/deductions, ending
balance, encumbrances, and available balance. Selection criteria include specific financial
manager or all financial managers.
4.25. Able to generate an Endowment Fund History Report. This report includes information about
endowed funds for each fiscal period from the inception date of the fund to the current date. The
report displays the following information by unitization period (monthly, quarterly, semiannually, or annually): the net change, for the unitization period, the cumulative number of
units, and the book value for each fund.
4.26. Able to designate the Fund Balance account to which an Operating Ledger Account will close.
4.27. Provides ad hoc endowment management reports through the delivered reporting views of
endowment accounting data.
5. Fixed Assets
5.1. Able to track the following property record data for fixed assets:
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5.1.1. Origination/temporary asset tags
5.1.2. Permanent asset tags
5.1.3. Identification codes
5.1.4. Commodity classification
5.1.5. Acquisition data and dates
5.1.6. Supplier information
5.1.7. Maintenance data
5.1.8. Disposition data
5.1.9. Make
5.1.10. Model
5.1.11. Serial number/VIN
5.1.12. Part number/vehicle tag
5.1.13. Asset useful life
5.1.14. User reference number
5.1.15. Bar code number
5.1.16. In service date
5.1.17. Last inventory date
5.2. Provides for the definition of funds, asset accounts, equity accounts, depreciation, and funding
sources for accounting entries.
5.3. Allows for the definition of user-defined categories of fixed assets, acquisition methods, asset
condition, asset title to codes, and disposal methods.
5.4. Able to track transfer of assets.
5.5. Able to maintain detail property records for insurance purposes.
5.6. Able to maintain cost, net book, insurance, market, and replacement values.
5.7. Provides for automatic calculation of depreciation
5.8. Allows user definition of various types of depreciation.
5.9. Allows depreciation to be calculated on either a monthly, quarterly, or annual basis.
5.10. Provides the option of having depreciation data updating the General Ledger or being stored in
Fixed Assets for information purposes only.
5.11. Able to create subordinate asset relationships (components and attachments).
5.12. Allows for the definition of user-defined asset status codes.
5.13. Able to designate that an asset is in use.
5.14. Able to display Funding Source and Capitalization accounting distribution records
5.15. Able to designate responsible chart of accounts, organization, location, grant, custodian, and
equipment manager.
5.16. Able to store user-defined attributes and related text.
5.17. Provides the following on-line query capability:
5.17.1. Fixed or moveable asset records
5.17.2. List of fixed assets by permanent or origination tag
5.17.3. Fixed asset procurement records
5.17.4. Fixed asset adjustment records
5.17.5. Fixed asset adjustment history
5.18. Able to replace asset permanent tags due to loss, damage, theft, etc.
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5.19. Able to display and automatically link system procurement data to asset records (purchase order
and invoice/credit memo). Displayed data includes
5.19.1. Vendor
5.19.2. Purchase order number
5.19.3. Receiving document number
5.19.4. Receiving date
5.19.5. Invoice number
5.19.6. Invoice date
5.19.7. Cancellation date
5.20. Able to designate the point in time for automatic capitalization to occur.
5.21. Able to designate the threshold amount for automatic capitalization.
5.22. Able to classify an asset as a non-procured asset or as a gift/donation.
5.23. Able to make the following asset adjustments:
5.23.1. Sale of fixed assets
5.23.2. Fixed assets write-off
5.23.3. Fixed assets write-up/write-down
5.23.4. Manual asset capitalization
5.23.5. Depreciation adjustments
5.23.6. Recording past depreciation
5.23.7. General ledger fund, equity account, and asset account changes
5.23.8. Reverse asset capitalization
5.24. Able to dispose of non-capitalized assets.
5.25. Able to remove non-capitalized assets and assets associated with cancelled invoices from the
system
5.26. Able to interface updates to asset tags from related journal voucher entries in the operating
ledgers.
5.27. Provides the following standard reports:
5.27.1. Listing of origination/temporary tags
5.27.2. Grouping of asset attachments or components
5.27.3. Asset record
5.27.4. Procurement and payable information related to each asset
5.27.5. Property listing for physical inventory
5.28. Provides procure to pay document history retrieval on-line, displaying purchase requisitions,
bids, purchase orders, stores issues, receivers, returns, invoices, checks, fixed asset tags, and
fixed asset adjustments. The display includes cancelled documents to provide a history for audit
purposes. For instance, after selecting a fixed asset tag number, the system will display related
procure to pay documents, with their current status, in one window.
6. General Ledger
6.1. Conforms to standard AICPA, GAAP, and NACUBO guidelines.
6.2. Adheres to the principles of fund accounting by encompassing a general ledger, subsidiary
ledger, and encumbrance ledger, as prescribed by College and University Business
Administration (CUBA) and Financial Accounting and Reporting Manual for Higher Education,
issued by the National Association of College and University Business Officers (NACUBO).
6.3. Provides for the encumbrance of purchase orders, requisitions, and other transaction types.
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6.4. Optionally utilizes embedded workflow to route and approve journal voucher documents
electronically.
6.5. Able to automatically liquidate encumbrances for partial and complete payments
6.6. Able to define encumbrance and budget policies during year-end processing.
6.7. Allows concurrent month processing during the year, as well as at year end.
6.8. Supports program budgeting, analysis, and reporting.
6.9. Allows for the definition of hierarchical structures that allow for reporting of individual as well
as aggregate revenues and expenditures.
6.10. Allows budget roll forward.
6.11. Provides extensive drill-down capability from account status to source document.
6.12. Provides transaction level detail queries of subsidiary ledgers.
6.13. Able to develop queries within queries, on-line.
6.14. Provides for on-line review of supporting tables during transaction processing.
6.15. Allows user-defined budgetary control options
6.16. Allows budget periods to be defined as monthly, quarterly, or annual for specified
organizational units.
6.17. Provides on-line funds availability checking for transactions.
6.18. Able to post summary and/or detail transactions to the General Ledger.
6.19. Provides authorized user overrides to by-pass funds availability checking.
6.20. Provides standard reports at the lowest level of detail, with consolidation of the data according
to the user-defined chart of accounts.
6.21. Provides on-line maintenance and control of tables for definition of the chart of accounts.
6.22. Provides for the chart of accounts to be defined in a hierarchical structure with flexible coding
configurations.
6.23. Provides a translation table for definition of external report codes to the institution’s chart of
accounts for reporting to external agencies
6.24. Provides for user-controlled rule-based transaction processing and editing.
6.25. Able to designate the Fund Balance account to which an Operating Ledger Account will close.
6.26. Provides the following on-line query capability
6.26.1. Operating revenues and expenditures by fiscal year
6.26.2. Operating revenues and expenditures by fund
6.26.3. Operating revenues and expenditures by type of fund
6.26.4. Operating revenues and expenditures by department
6.26.5. Operating revenues and expenditures by object code
6.26.6. Operating revenues and expenditures by type of object code
6.26.7. Operating revenues and expenditures by any combination of chart of account attributes
6.26.8. Balance sheet accounts by fiscal year
6.26.9. Balance sheet accounts by fiscal period
6.26.10.Balance sheet accounts by fund
6.26.11.Balance sheet accounts by type of fund
6.26.12.Balance sheet accounts by either assets or liabilities
6.27. Able to generate the Comprehensive Annual Financial Report (CAFR) with these standard
reports:
6.27.1. Combined Balance Sheet—Funds
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6.27.2. Combining Balance Sheet
6.27.3. Comparative Balance Sheet
6.27.4. Statement of Revenues, Expenditures, and Changes in Fund Balance
6.27.5. Combining Statement of Revenues, Expenditures, and Changes in Fund Balance
6.27.6. Comparative Statement of Revenues, Expenditures, and
6.27.7. Changes in Fund Balance—Budget & Actual
6.28. Provides ad hoc management reports through the delivered reporting views of balance sheet
data, operating statement data, and transaction detail
6.29. Provides additional ad hoc management reporting by allowing the assignment of user defined
attribute for chart of accounts elements.
6.30. Able to generate GASB and Reports
6.31. Able to define additional chart of account attributes to facilitate financial reporting and
management.
6.32. Able to restrict user access to see and review only authorized departmental funding sources
6.33. Provides recurring journal vouchers
6.34. Able to reverse or copy any journal voucher transaction in the system.
6.35. Provides accounting distribution defaults or data entry short cuts.
6.36. Provides an electronic approval process for journal vouchers.
6.37. Able to define criteria for documents needing approval.
6.38. Provides application programming interfaces (APIs) to enable custom integration from external
journal voucher data.
7. Inter-Departmental Chargebacks
7.1. Provides a mechanism for recovery of both direct and indirect costs for delivery of services.
7.2. Provides for the recovery of costs including direct and indirect labor, overhead, equipment
usage, and stores usage.
7.3. Allows for the definition of customers as either internal or external to the institution.
7.4. Provides for the development of charge rates based on estimates of costs to be incurred during
future billing periods.
7.5. Able to support the collection of service/product delivery data by customer and cost accounts.
7.6. Able to support the billing of customers and the recording of appropriate accounting entries.
7.7. Able to perform the appropriate accounting as billing occurs.
7.8. Able to automatically create interfund transactions.
7.9. Able to automatically update the Accounts Receivable account in the General Ledger for
external customers.
7.10. Allows for the calculation and maintenance of internal rates.
7.11. Provides a mechanism to reconcile actual data to estimated data.
7.12. Able to integrate with Human Resources for salary and earnings information and charges.
8. Purchasing and Receiving
8.1. Able to optionally utilize embedded workflow to route and approve procurement documents
such as purchase requisitions, purchase orders, and change orders electronically.
8.2. Allows authorized departmental users to enter their requests for goods and services on-line in a
decentralized mode.
8.3. Allows users to specify a vendor and price.
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8.4. Allows for unlimited text to be applied to requisitions and purchase orders at either the
document or commodity level.
8.5. Able to pre-define unlimited text to be associated with a unique commodity code.
8.6. Able to pre-define unique institution text to be associated with procurement documents.
8.7. Able to derive price from vendor agreements.
8.8. Allows buyers to override either user-specified or system-generated vendors and prices.
8.9. Provides automatic, on-line budget account validation
8.10. Able to create a pre-encumbrance or reservation, automatically, at the point of entering a
purchase request
8.11. Able to liquidate a pre-encumbrance or reservation, automatically, at the point of entering a
purchase requisition is converted to a purchase order.
8.12. Provides sufficient funds checking.
8.13. Provides on-line and hard copy reporting of purchase orders issued and goods received.
8.14. Provides an on-line list of candidate vendors
8.15. Allows for consolidation of several requests in a single purchase order.
8.16. Allows for multiple budgetary accounts to be applied to each purchase order line item.
8.17. Able to charge accounts at the purchase order document level.
8.18. Provides tables to store descriptive information that is automatically included on the purchase
order document including vendor name and address, shipping instructions, and special
instructions.
8.19. Provides for immediate printing of the purchase order.
8.20. Provides on-line posting of the encumbrance transaction to the General Ledger
8.21. Provides up-to-the-minute purchasing reports showing goods requested versus goods ordered
and available balance.
8.22. Allows for change orders to be processed against an existing purchase order.
8.23. Able to change accounting distributions and create the accounting adjustments automatically.
8.24. Able to change line item detail such as quantity, price, and unit or measure and create the
accounting adjustments automatically.
8.25. Allows for the creation of blanket orders with limits on specific amounts or dates.
8.26. Able to track Purchase Orders and Payments issued against Blanket Orders
8.27. Able to support the RFP and bidding process.
8.28. Able to maintain the list of prospective bidders for each bid document.
8.29. Able to record evaluation results of proposals.
8.30. Provides for the receipt of goods and services to be recorded on-line by purchase order number.
8.31. Allows for the receipt of goods and services process to be centralized or decentralized.
8.32. Provides on-line query capability for purchase orders and purchase requisitions
8.33. Allows the user to define specific search criteria and limits while performing an on-line inquiry
of procurement documents.
8.34. Allows for the tracking of items received and the recording of goods returned to the vendor
8.35. Allows for the designation of items to be capitalized with an immediate update to Fixed Assets.
8.36. Able to automatically update Accounts Payable with the receipt of goods including the
associated purchase order number.
8.37. Provides a three-way match of the receipt of goods.
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8.38. Able to set a dollar threshold at which the three way match process is required for a
procurement document or an invoice.
8.39. Able to change matching requirements for individual transactions in progress.
8.40. Able to specify a tolerance for receipt of goods against a purchase order.
8.41. Able to create procurement documents that reference balance sheet accounts as well as
operating ledger accounts.
8.42. Able to process changes to Purchase Orders without having to reenter purchasing information.
8.43. Able to manually input a discount amount on procurement documents.
8.44. Able to automatically calculate discount amount on procurement documents.
8.45. Allows for additional charges on procurement documents.
8.46. Able to calculate multiple taxes, as appropriate, by item on procurement documents.
8.47. Able to calculate currency conversion for purchases from foreign vendors on procurement
documents
8.48. Able to manually input discount amount on procurement documents.
8.49. Able to automatically calculate discount amount on procurement documents.
8.50. Able to copy an existing purchase requisition to create a new document
8.51. Able to copy an existing purchase requisition for use as a department template.
8.52. Able to copy an existing purchase order to create a new document.
8.53. Able to copy an existing purchase order for use as a department template.
8.54. Provides Electronic Data Interchange for the following procurement transaction sets:
8.54.1. Purchase order – transaction set
8.54.2. Purchase order acknowledgement – transaction set
8.54.3. Purchase order change – transaction set
8.54.4. Purchase order change acknowledgement – transaction set
8.55. Provides procure to pay document history retrieval on-line, displaying purchase requisitions,
bids, purchase orders, stores issues, receivers, returns, invoices, checks, fixed asset tags, and
fixed asset adjustments. The display includes cancelled documents to provide a history for audit
purposes. For instance, after selecting a purchase requisition, the system will display related
procure to pay documents, with their current status, in one window
8.56. Provides ad hoc procurement management reports through the delivered reporting views of
procurement data.
8.57. Provides on-line document entry forms with consistent look and feel for all procurement
documents allowing a reduction cross form training of end users.
8.58. Able to enter default purchase requestor data as part of user profile information including name,
telephone number, fax number, e-mail address and shipping information.
8.59. Able to enter delivery comments (up to fifty characters) for a procurement document to further
define the delivery requirements of the requestor.
8.60. Able to enter shipping information at both the document and commodity level of procurement
documents to facilitate processing of bulk and/or combined orders.
8.61. Able to adjust shipping contact information on the procurement documents as needed.
8.62. Able to enter unlimited text as well as a pre-defined reason information when canceling a
procurement document to provide detailed audit trail
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8.63. Allows the user to overwrite pre-defined commodity code descriptions on the fly on
procurement documents while still maintaining commodity transaction history for reporting
purposes.
8.64. Able to assign requisitions to buyers by document or by commodity item.
8.65. Able to assign requisitions to purchase orders by document or by commodity item.
8.66. Able to enter commodity items with a zero dollar unit price.
8.67. Able to enter purchase orders for dollar amount only (no quantity required).
8.68. Able to identity receiving documents as partial or final and carry this information forward to
invoice for appropriate processing.
8.69. Able to enter adjustments to previously entered receiving documents in order to maintain audit
trail.
8.70. Provides an on-line form to allow for the closing of requisitions and purchase orders and
automatically liquidate remaining encumbrance balance.
8.71. Provides an on-line form to allow for the reopening of closed purchase orders with or without
the re-establishment of encumbrance
8.72. Provides a process to automatically close purchase orders and liquidate remaining encumbrance
based on user defined parameters for encumbrance balance, date, and/or a range of documents.
8.73. Provides integration with e-procurement providers.
8.74. Able to attach detailed documents and specifications to requisitions and purchase orders.
8.75. Able to default frequently used user information into the requisition and purchase order.
8.76. Able to route procurement documents for approval electronically
8.77. Able to notify users of procurement documents needing approval.
9. Research Accounting
9.1. Indirect Cost Calculations
9.1.1. Able to calculate indirect costs up to a maximum amount per grant.
9.1.2. Able to calculate indirect costs up to a threshold amount per account (i.e. subcontracts).
9.1.3. Provides for standard indirect cost rates with rate overrides for a range of object codes.
9.1.4. Provides for standard indirect cost rates with rate overrides for categories of object codes.
9.1.5. Able to exclude a range of object codes from the indirect cost calculation.
9.1.6. Provides for standard indirect cost rates with rate overrides for location (on-campus or off
campus).
9.1.7. Able to capture the difference between institution/organization actual rates and negotiated
rates in a memo ledger. (Memo ledger entries are completely separate from Finance
ledger entries).
9.1.8. Able to set a maximum amount on indirect cost (indirect costs foregone) calculations in
the memo ledger.
9.1.9. Able to calculate indirect costs on a transaction by transaction basis or on an institution
defined interval.
9.1.10. Able to designate one or multiple object codes as the recipient of indirect charges on a
grant/contract.
9.1.11. Able to designate one or multiple accounts as the offset of indirect charges from a
grant/contract.
9.1.12. Able to re-calculate indirect costs on a grant/contract for retroactive rate changes.
9.1.13. Able to identify a federally negotiated indirect cost rate
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9.2. Cost Share (Matching Fund) Calculations
9.2.1. Able to calculate cost share up to a maximum amount per grant.
9.2.2. Able to calculate cost share up to a threshold amount per account.
9.2.3. Provides for standard cost share rates with rate overrides for a range of object codes.
9.2.4. Provides for standard cost share rates with rate overrides for categories of object codes.
9.2.5. Able to exclude a range of object codes from the cost share calculation.
9.2.6. Able to distinguish by object code the amount of cost share in a grant. For instance, cost
share calculated on salary object codes can be distinguished from cost share calculated on
fringe object codes.
9.2.7. Provides for standard cost share rates with rate overrides for location (on-campus or off
campus).
9.2.8. Able to capture the difference between institution/organization actual rates and negotiated
rates in a memo ledger. (Memo ledger entries are completely separate from Finance
ledger entries).
9.2.9. Able to set a maximum amount on cost share calculations in the memo ledger.
9.2.10. Able to calculate cost share on a transaction by transaction basis or on an institution
defined interval.
9.2.11. Able to designate one or multiple object codes as the recipient of cost share credit on a
grant/contract
9.2.12. Able to designate one or multiple accounts as the offset of cost share charges from a
grant/contract.
9.3. Pre-Award
9.3.1. Provides for the entry and maintenance of proposal information and budget information
for submission to an agency.
9.3.2. Automatically calculate indirect costs on-line, within the budget process, from user
definable variables.
9.3.3. Automatically calculate cost share on-line, within the budget process, from user definable
variables.
9.3.4. Automatically calculate fringe benefits on-line, within the budget process.
9.3.5. Automatically calculate waived indirect on-line, within the budget process, from user
definable variables
9.3.6. Provides and maintains standard CFDA codes as baseline data for use in generating
proposals. Updates to the CFDA codes will be provided as a result of standard software
maintenance.
9.3.7. Allows for an unlimited number of client definable fields to capture essential information
on a proposal.
9.3.8. Provides organizational security with the Proposal process.
9.3.9. Able to track status changes as well as the date of the change.
9.3.10. Provides copy capability from one proposal to another, to save on data entry.
9.3.11. Able to store a title of up to 2 characters.
9.3.12. Able to view pertinent proposal information such as responsible department, responsible
PI, agency, title, sponsor ID number, category, status, and CFDA code on one window of
the proposal
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9.3.13. Accommodate the association of an unlimited number of personnel to a proposal; storing
personnel title, salutation and department.
9.3.14. Accommodate unlimited text on a proposal.
9.3.15. Store proposal type, category and sub-category.
9.3.16. Allows for the creation of budgets by project year or project.
9.3.17. Allows for multiple iterations of proposal budgets for review and consideration.
9.3.18. Able to consolidate multiple iterations of proposal budgets into one budget.
9.3.19. Able to enter direct costs by either object code or title, within the budget process
9.3.20. Provides copy capability of one proposal budget to another.
9.3.21. Provides ad hoc management reporting capability through the delivered reporting views
of proposal data.
9.3.22. Able to attach and view supporting documentation to the proposal.
9.3.23. Allows for Agency Account code creation for cross reference and query to Institution
account codes.
9.3.24. Able to track events and/or reminders with automatic notification of when they are due.
9.3.25. Able to specify the number of days for automatic notification of an event.
9.3.26. Able to assign responsible persons/proxies to events and/or reminders.
9.3.27. Track the individual, and the date of an event’s completion.
9.3.28. Able to automatically create events with pre-determined cycles, such as annual, quarterly,
monthly, weekly, and on-demand.
9.3.29. Able to associate a single or group of events with a proposal.
9.3.30. Automatically transfer proposal information to a grant, upon award notification.
9.3.31. Provides on-line query and report capability for proposals
9.4. Post-Award
9.4.1. Allows for the entry of grant, contract and other award information for tracking and
reporting purposes.
9.4.2. Provides copy capability from one grant to another.
9.4.3. Able to maintain the grant code, used in the copy function, as a related grant reference.
9.4.4. Able to link proposal information to a grant automatically.
9.4.5. Able to edit and update grant information carried forward from a proposal.
9.4.6. Provides and maintains standard CFDA codes as baseline data. Updates to the CFDA
codes will be provided as a result of standard software maintenance.
9.4.7. Allows for an unlimited number of client definable fields to capture essential information
on a grant.
9.4.8. Provides fund and organization security throughout the grant process.
9.4.9. Able to track status changes as well as the date of the change, on each grant
9.4.10. Able to store a title of up to 2 characters.
9.4.11. Able to view pertinent information such as responsible department, responsible PI,
agency, title, sponsor ID number, category, status, and CFDA code on one window of the
grant.
9.4.12. Able to associate an unlimited number of personnel to a grant; storing personnel title,
salutation and department.
9.4.13. Able to accommodate unlimited text on a grant.
9.4.14. Able to store grant type, category and sub-category, for each grant.
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9.4.15. Allows for the creation of budgets by project year or project.
9.4.16. Automatically calculate indirect costs on-line, within the budget process, from user
definable variables.
9.4.17. Automatically calculate cost share, within the budget process, from user definable
variables.
9.4.18. Allows for multiple iterations of grant budgets for review and consideration.
9.4.19. Provides copy capability of one grant budget to another.
9.4.20. Allows for the entry of grant budget information for update to the financial ledgers.
9.4.21. Allows for Sponsor Agency account code creation for cross reference and query to
Institution account codes.
9.4.22. Able to track events and/or reminders with automatic notification of when they are due.
9.4.23. Able to specify the number of days for automatic notification of an event.
9.4.24. Able to assign responsible persons/proxies to events and/or reminders.
9.4.25. Track the individual, and the date of an event’s completion.
9.4.26. Able to automatically create events with pre-determined cycles, such as annual, quarterly,
monthly, weekly, and on-demand.
9.4.27. Able to associate a single or group of events with a grant.
9.4.28. Able to associate one or multiple funding sources to a grant.
9.4.29. Able to associate multiple cost codes by grant
9.4.30. Automatic revenue recognition upon the posting of expense calculations.
9.4.31. Able to define the order of indirect cost and cost share calculations
9.4.32. Maintains grant ledger information for online query access and for reconciliation to the
finance ledgers.
9.4.33. Able to track trail in and trail out activity on a grant.
9.4.34. Allows restricted access for expenditure close out entries.
9.4.35. Provides for the calculation of indirect costs on each grant by transaction basis or
deferred basis.
9.4.36. Provides for the calculation of cost share on each grant by transaction basis or deferred
basis
9.4.37. Provides for the calculation of revenue recognition on each grant by transaction basis or
deferred basis.
9.4.38. Deferred grant calculations may be run in audit mode, prior to update
9.4.39. Able to maintain retroactive indirect cost rates for recalculation of indirect costs.
9.4.40. Maintenance of a separate grant ledger for inception-to-date access.
9.4.41. Allows for the reconciliation of the grant ledger to the financial ledgers.
9.4.42. Provides on-line query and report capability for grants
9.4.43. Provides ad hoc management reporting capability through the delivered reporting views
of grant/contract data.
9.4.44. Provides an interface process for importing data from external pre-award systems
9.4.45. Able to attach and view supporting documentation to the award
9.5. Accounts Receivable & Billing
9.5.1. Allows Expense related billing types such as Cost Recovery or Letter of Credit.
9.5.2. Allows Scheduled Billing types such as Fixed.
9.5.3. Able to bill single or multiple grants.
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9.5.4.
9.5.5.
9.5.6.
9.5.7.
9.5.8.
9.5.9.
Allows audit capability of bills.
Supports plain paper or standard bill formats such as SF2, SF1, and SF1A.
Allows reprints of original bills.
Able to generate standard reports to sponsoring agencies such as SF2A and SF2
Provides detailed AR query capability
Provides reconciliation reports between the accounts receivable subsidiary ledgers, and
the general ledger.
9.5.10. Provides the following exception reports:
9.5.10.1. Bill without a billing address
9.5.10.2. Expenses that are not included in the bill
9.5.10.3. Billed amounts that exceed the budget amount
9.5.10.4. Billed amounts less than the minimum amount defined by the agency
9.5.11. Provides an Aging Analysis report.
9.5.12. Able to view a bill or report on line with editing capability for updates and changes.
9.5.13. Able to reverse a bill and then generate the revised bill.
9.5.14. Provides budget checking capability to assure that the billed amount will not exceed the
budgeted amount.
9.5.15. Able to place un-allowable expenses on “hold.” Holds can be placed on expenses either
manually or automatically.
9.5.16. Able to release expenses from hold status, and then include the expenses in a future bill.
9.5.17. Able to calculate withholding/retainage on a bill.
9.5.18. Able to record payments received from a sponsor agency.
9.5.19. Able to apply payments received from a sponsor agency to billed grant/contract expenses.
9.5.20. Able to reverse agency payments that were incorrectly applied to billed grant/contract
expenses.
9.5.21. Provides cashiering controls for payments received from sponsoring agencies.
9.5.22. Able to track collection attempts for bills generated to sponsoring agencies.
10. Stores Inventory
10.1. Able to integrate with Purchasing, Receiving, Accounts Payable, and General Ledger.
10.2. Able to maintain multiple warehouse/stockroom locations.
10.3. Able to service internal and external customers.
10.4. Able to initiate stores requisitions on-line and optionally subject to electronic document routing
and approvals.
10.5. Able to support the average unit cost method for valuing inventory.
10.6. Able to support materials management. Information available on-line includes on-hand
quantities, re-order point, safety stock, and ABC classification for inventory.
10.7. Able to specify rack/shelf/bin designations within a warehouse/ stockroom.
10.8. Able to process and fill stores requisitions at the stockroom window.
10.9. Allows the processing of stores documents (requisitions, receipts, etc.) to immediately update
inventory balances in the warehouse/stockroom on accounting records, as appropriate, in the
General Ledger
10.10.
Provides on-line and hard copy catalog capability for stores items.
10.11.
Provides on-line stock transfer screens.
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10.12.
Able to define the warehouse/stockroom as a profit center for recognition of Cost of
Goods Sold and Warehouse Income.
10.13.
Able to automatically adjust the value of the inventory for price changes between receipt
and invoicing.
10.14.
Able to take a physical inventory of warehouse/stockroom items.
10.15.
Able to generate physical inventory worksheets.
10.16.
Able to record inventory adjustments on-line.
10.17.
Able to record inventory receipts on-line.
10.18.
Able to track receipts on-line.
10.19.
Provides procure to pay document history retrieval on-line, displaying purchase
requisitions, bids, purchase orders, stores issues, receivers, returns, invoices, checks, fixed asset
tags, and fixed asset adjustments. The display includes cancelled documents to provide a history
for audit purposes. For instance, after selecting a purchase requisition, the system will display
related procure to pay documents, with their current status, in one window.
10.20.
Provides ad hoc management reports through the delivered reporting views of stores
inventory data.
11. Travel Authorization
11.1. Ability to create a request that captures data relevant to travel authorization for faculty and staff.
11.2. Ability for the travel request to calculate estimated costs.
11.3. Ability to review or change a previously created travel request.
11.4. Provide routing and approvals for travel authorization requests at the department head, vicepresident and various administrative levels.
11.5. Assignment of a travel authorization number when a travel request has been approved.
11.6. Ability for department heads, vice-presidents and administrative users to review all of the
following travel requests:
11.6.1. Unapproved requests
11.6.2. Approved but not reimbursed requests
11.6.3. Reimbursed requests
11.6.4. Approved and reimbursed requests
11.6.5. Pre-paid expenses before reimbursement
11.7. Ability for administrative users to search all travel requests by the employee name.
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Chapter 6 Data Warehouse
1. General Requirements
1.1. A data warehouse application must be provided with the system
1.2. Solution provides a higher education data model to support functional self-service reporting
and analysis instead of relying on technical support.
1.3. Data model should support all of the institution’s administrative areas (e.g. student, financial
aid, human resources, finance, and cadet information).
1.4. Solution supports The Citadel’s choice of any ODBC-compliant report writing tool.
1.5. Solution provides multi-dimensional analysis features, allowing users to “slice and dice” using
different variables on-the-fly, hence seeing the cause and effect of different variables.
1.6. Solution provides online analysis that allows the tracking of individuals, departments,
programs, and the institution as a whole.
1.7. Solution provides security levels that can be set based on user-defined criteria.
1.8. Solution provides the ability for user-defined ‘time-slices’ for appropriate trend reporting and
analysis.
1.9. Solution provides integration to ERP system with regards to initial loads and incremental
refresh.
1.10. Solution provides a Web-based administrative system to set up and monitor ETL processes
(including transformation and cleansing processes), security, and metadata.
1.11. Solution provides a fully integrated architecture that supports reporting and analysis by
multiple users with common definitions of business concepts (e.g. enrolled student).
1.12. Solution provides a metadata layer about the data model with the ability for the institution to
modify and add to it without it being overwritten with subsequent upgrades of the data store
product. Meta data contains source information as well as textual information about the
purpose and use of the data model to support report generation.
1.13. Solution should provide an architecture that is extensible for additional data model
enhancements from non vendor systems (e.g. library, bookstore systems)
1.14. System is able to operate off the application’s transactional data sets as well as providing the
ability to integrate data from other applications into the data warehouse.
1.15. System provides tools to extract transactional data, as well as data from the institution’s legacy
system, into the same warehouse.
1.16. The warehousing solution provides easy and timely access to data regardless of the data
sources or platforms.
2. The system should provide prebuilt OLAP cubes to include (but not be restricted to):
2.1. Course Registration Detail
2.2. Enrollment Detail
2.3. Financial Aid Student Detail
2.4. Graduation/Completion Detail
2.5. Recruiting/Admission Pipeline Detail
2.6. Financial Aid Pre-Student Detail
2.7. Operating Ledger Detail
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2.8. General Ledger & General Ledger by Event Detail
2.9. Budget Detail
2.10. Receivable Customer Detail
2.11. Receivable Revenue Detail
2.12. Grants & Projects Detail
2.13. Employee Profile Detail
2.14. Employee Position Profile Detail
2.15. Employee Degree Profile Detail
2.16. Employment Application Profile Detail
3. Able to customize / create additional cubes to include additional institutional data in Data Warehouse.
4. Operational and Ad-Hoc Reporting
4.1. Reports are definable in terms of content and format, location of data elements, multiple-field
sort keys, sort order, totals and subtotals, time-dependency of data, selection and exclusion of
data, and permissions (for online viewing).
4.2. End user is able to select display medium for any query or report (form, local printer, system
printer, PDF or excel file formats, email, other peripheral device).
4.3. Query and reporting tools incorporate set operations, Boolean logic, arrays, input parameters,
multiple output files, and temporary storage of results of a query to be used in a later query.
4.4. The reporting capability includes, or is compatible with, a database query tool with access
(search/select) to all fields, which would support a variety of ad-hoc reporting needs.
4.5. System permits saving ad-hoc query as a permanent report; i.e., adding it to the list of reports.
4.6. Vendor-designed reports can be easily modified to suit the needs of the institution using tools
provided.
4.7. System data is protected by appropriate security measures, which prohibit access by anyone to
data unless they have specific permission to access it, including reporting access.
4.8. Users can quickly/easily develop comparative reports by selecting data from a current year or
other period and from a past year or other period.
4.9. The reporting tools support phonetic queries (“sounds like”), fuzzy matches (“is close to”), and
regular expressions (“wildcard matches”) in addition to both case-sensitive and case-insensitive
exact matches.
4.10. Standard reports come with the system.
4.11. Customized standard reports can easily be placed on a user’s menu.
4.12. Ad-Hoc reporting capabilities can be accessed via the web.
4.13. Report writing application provided with system.
4.14. Able to embed reports in applications.
4.15. Able to insert dynamic images (e.g. charts, jpegs) into reports (i.e. automatically update images
as data changes)
4.16. Able to publish reports in different formats, e.g., pdf, Word, html
4.17. Able to publish reports via secure web, e.g., via portal, html, and email.
4.18. Graphing capabilities include, but not limited to, pie, line, column, mapping, with user-defined
options for all aspects of visual display.
4.19. Graphing capabilities to be interactive and dynamic.
4.20. Able to integrate data from all systems to produce compilation reports.
4.21. Able to save queries, reports and graphs for later modification and republishing.
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5. Analytic and Strategic Reporting (Business Intelligence)
5.1. The analytics can access information stored in non-administrative databases, regardless of
format.
5.2. Data from non-administrative databases can be incorporated with data from the administrative
database for analysis.
5.3. The analytics can be used to identify key business trends, data relationships, and exceptions.
5.4. The analytics model business processes and provide powerful mechanisms for “what-if”
simulation analyses.
5.5. Reporting solution provides forecasting capabilities
5.6. The reporting solution is able to build models using vast data stores to uncover previously
unknown patterns, or data mining.
5.7. Only pertinent data fields are included in search algorithms to speed up processing.
5.8. The results of queries can be generated in user-defined formats, such as charts, graphs, or
tables.
5.9. Users can drill down into the results to get more details about a particular area.
5.10. Pre-defined cubes will be delivered for Human Resources, Financials, Student System, Cadet
Information System and other areas of administration
5.11. Analytics are web enabled.
5.12. Dashboards and KPIs can be created and deployed to the web to assist strategists in decision
making.
5.13. The analytics are easy to use for end-users who may have minimal computer experience.
5.14. The data can be refreshed on a user-defined schedule, such as daily or the first day of every
month.
5.15. The vendor provides consulting support to the institution to determine its key performance
indicators and how they should be tracked.
5.16. The vendor provides assistance in the development of customized analytical views.
5.17. The vendor provides training on the use of the analytics for end users as well as the technical
support staff.
5.18. System provides or supports the capability for management-level information to feed the
planning process throughout the institution in all areas: what-if scenarios, modeling, statistics,
and trend analyses.
5.19. Report writing application provided with system.
5.20. Able to embed reports in applications
5.21. Able to insert dynamic images (ex. charts, jpegs, etc.) into reports.
5.22. Able to publish reports in different formats, e.g., pdf, Word, html
5.23. Able to publish reports via secure web, e.g., via portal, html, and email.
5.24. Graphing capabilities include, but not limited to, pie, line, column, mapping, with user-defined
options for all aspects of visual display.
5.25. Graphing capabilities to be interactive and dynamic.
5.26. Able to integrate data from all systems to produce compilation reports.
5.27. Interactive/dynamic dashboards and scorecards publishable in different formats such as, html,
email, pdf, and Microsoft Word
5.28. Able to save queries, reports and graphs for later modification and republishing
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5.29. Support annotations of data (similar to cell comments in Excel) and maintain these connections
as data is updated.
5.30. Able to export large sets of transaction-level data for use in Excel/ Access.
5.31. Graphics
5.31.1. Charting capabilities equal to or greater than that available in Excel or PowerPoint.
5.31.1.1. Line, bar, pie, column, stacked column graphs.
5.31.1.2. Combo charts (esp. stacked columns with lines on secondary axis).
5.31.1.3. Number of data series per chart at least 15
5.31.1.4. Data labels (on series and points)
5.31.1.5. Data tables can be added on graphs (with data populated automatically, not
manually entered).
5.31.1.6. Freeform text and graphics can be added
5.31.1.7. Text boxes can include concatenated text and formatted values.
5.31.1.8. Primary and secondary axes
5.31.1.9. Control over axes min and max values.
5.31.1.10. Control over number format shown in axes and labels independent from one
another.
5.31.1.11. Control over colors (min of 256).
5.31.1.12. Able to set standard or “favorite” colors palette
5.31.1.13. Able to set preferred styles of charts.
5.31.1.14. Graphics or reports can be exported to Excel or PowerPoint.
5.32. Data Manipulation
5.32.1. Able to add calculated fields (5-year average, % of budget remaining, etc.) to reports
5.32.2. Drill down to source data from a report/ graphic, including data export to Excel or
Access.
5.32.3. Able to save report formats and refresh with updated data or data as of a given month-end
5.32.4. Able to “try out” scenarios or run “what-if” analyses.
5.32.5. Able to load the results of these “what-if” scenarios back into the ERP system.
5.32.6. Can be manipulated and managed by end users without information technology skills
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Chapter 7 Cadet Information System
1. General System Features
1.1. Allow screen and element access according to various criteria, including, but not limited to,
user’s need for functionality, and/or user group, and/or user type, and/or user’s position in a
hierarchy.
1.2. Allow a user to perform a combination of functions, e.g. a member of the Academic Board
who needs information related to class absences for decision making might also be an
instructor who needs to post absences.
1.3. Allow a user’s combination of functions to change from semester to semester, e.g. the
Academic Board member might remain on the Board from semester to semester, but he might
not teach class every semester.
1.4. Record and process disciplinary and other matters pertaining to cadet military and academic
life.
1.5. Enforce cadet accountability, according to specifications listed below.
1.6. Integrate fully all modules comprising CIS, e.g. if a cadet takes an assigned leave and signs out
for that leave, update his leave record to indicate that the leave is no longer available.
1.7. Integrate fully with The Citadel’s proposed ERP system.
1.8. Archive all cadet data in data warehouse
2. Accountability (Provide real-time accountability of the Corps of Cadets to designated administrative
leadership positions)
2.1. Allow designated positions in designated roles to view a report of all cadets who are currently
signed out at any given time.
2.2. Enable all cadets to sign- in/out from any computer on the system, including from their room.
2.3. Provide all cadets with access to the Sign- In/Out screen from a Citadel Web page.
2.4. Authenticate cadet Sign- In/Out through The Citadel’s Active Directory
2.5. Base permission or denial to sign out on multiple criteria, including, but not limited to:
2.5.1. Available leave
2.5.2. Punishment
2.5.3. Academic proficiency
2.5.4. Conduct proficiency
2.5.5. Physical proficiency
2.5.6. Infirmary stay
2.5.7. Guard duty
2.5.8. On-campus requirement
2.5.9. Already signed out.
2.6. Provide menu of locations, including, but not limited to, buildings and barracks.
2.7. Access elements from all CIS and ERP modules impacting cadet accountability.
2.8. Include links to other CIS modules, e.g. If the absence is the result of a special order, provide a
link to the appropriate published special order.
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2.9.
Additionally, include, but do not limit to, these elements: Cadet ID, Cadet Name, Cadet
Company, Current Date and Time, Sign- In/Out Date and Time, Absence Type, Absence
Description.
2.10. Allow designated administrative positions to override denial or permission for individual cadet,
designated groups, or entire corps.
2.11. Enable cadet to provide destination information by selecting from list, e.g. “Home”
2.12. Relate destination selection to cadet’s bio-demo in ERP.
3. Class Absences
3.1. Allow faculty to take class roll by entering daily Lates and Absences, and make the daily
postings available for adjudication.
3.2. Restrict posting of class rolls to the day class is held.
3.3. Create an audit trail for all adjudicated Lates and Absences.
3.4. For each cadet, automatically compare Lates and Absences for the current day with Special
Order, Leave, Infirmary, and Guard Duty records, and designate status as ‘Excused’ or
‘Unexcused’ as appropriate.
3.5. Send individual email notification to cadets of Unexcused Lates and Absences on the day Lates
and Absences are earned.
3.6. Before punishment is assigned, allow designated counselors to excuse, after counseling and
when appropriate, the Lates and Absences not excused by Special Order, Leave, Infirmary or
Guard Duty records.
3.7. In the case of instructor error, and before punishment is assigned, allow designated counselors
to delete, after counseling and when appropriate, the Lates and Absences not excused by
Special Order, Leave, Infirmary or Guard Duty records. (Do not physically delete.)
3.8. Allow counselors to view a detailed history of their counseling sessions by session date.
3.9. For Lates and Absences which have not been adjudicated in the counseling process and are
older than a specified number of days, automatically change their status to ‘Unexcused’.
3.10. Compute punishment associated with unexcused Lates and Absences according to a predetermined punishment hierarchy.
3.11. After punishment is assigned, and when appropriate, allow designated counselors to adjust
status of unexcused Lates and Absences.
3.12. After an adjustment which follows punishment, re-compute punishment according to the predetermined punishment hierarchy.
3.13. For adjustments following punishment, provide a punishment audit trail.
3.14. Allow cadets to view their individual absence records.
3.15. Compute cadets who are ‘at risk’ from a military standpoint.
3.16. Compute cadets who are ‘at risk’ from an academic standpoint.
3.17. Archive cadet records by semester for immediate access.
3.18. Compute counts according to multiple criteria.
3.19. Provide menu-driven ad hoc and scheduled reporting from current and archived semesters.
3.20. Allow backup instructor to post class roll when primary instructor cannot, even if backup is not
officially assigned to teach class.
3.21. When more than one instructor is assigned to teach a section, allow multiple instructors to post
class roll.
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3.22. The Citadel allows a single course section to meet more than once on the same day. An
example of such a section would be a Biology class having both a lecture and a lab.
Accommodate taking class roll for both class-meet times.
3.23. Provide a matrix for instructors to view class attendance for all students in a designated course
section. Class-meet days for entire semester would be listed across top, and students would be
listed in leftmost column. Matrix would be for viewing only.
3.24. Include, but do not limit to, the tables, elements, and relationships specified in attachment B.
For elements common to CIS and The Citadel’s proposed ERP system, change the attributes in
CIS to match those in The Citadel’s proposed Student ERP system.
4. Special Orders
4.1. Enable the Commandant’s Office and other administrative departments to create request to
place cadets on Special Orders.
4.2. Enable requesters to add cadets to a request one at a time.
4.3. Enable requesters to add a batch of cadets to a request from a class list or other population. If
adding in batch, provide pre-checked check boxes by each cadet in list.
4.4. Enable requester to change or withdraw an unpublished request.
4.5. Enable requester to change or cancel a published request.
4.6. Enable requester to create a request using a previous request.
4.7. Enable requester to proof a request.
4.8. Enable approver to approve, modify, or disapprove a request.
4.9. Using a report writer with a flexible sorting ability publish a special order.
4.10. As special order is published, assign a number to the order.
4.11. Restrict viewing of published special orders to campus.
4.12. Provide year-to-date and other reports.
4.13. Enable viewers to search published orders by name and other elements.
4.14. Provide a workflow to include approval, proofing, and publication process.
4.15. Accommodate 2 meeting-time scenarios: 1. Once-only activity, with one pair of Start-End
Date-Time elements; 2. Recurring activity, encompassing multiple meetings of the same
activity.
4.16. For a recurring activity, require the requester to enter only one pair of Start-End Time elements
for the individual meetings of that activity.
4.17. For a recurring activity, enable the requester to enter the Start Date-Time and End Date-Time
of the entire period spanning the individual meets.
4.18. For a recurring activity, ensure that the cadet is only excused from class (or other required
activity) for each individual meeting time in the series of meetings, e.g. If a team meets weekly
during a period spanning May 1 thru May 15 from 7pm to 8pm, ensure that the cadet on orders
is only excused from other required activities for May 1, May 8, and May 15 from 7pm to 8pm,
and not for every hour of every day between May 1 and May 15.
4.19. Excuse Lates and Absences in Class Absences adjudication process as appropriate.
4.20. Provide input to Accountability.
4.21. Include, but do not limit to, the tables, elements, and relationships specified in attachment C.
For elements common to CIS and The Citadel’s proposed ERP system, change the attributes in
CIS to match those in The Citadel’s proposed Student ERP system.
5. Punishment Orders
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5.1.
5.2.
5.3.
5.4.
5.5.
5.6.
5.7.
5.8.
5.9.
5.10.
5.11.
Enable the Commandant’s Office to enter punishments into cadet records.
Enable the Commandant’s Office to publish a weekly punishment order from those weekly
entries.
For data entry into the cadet record, give user option of selecting an offense code or typing it.
Display maximum punishment for the offense, and give user option of retaining or decreasing
the punishment.
For display of maximum punishment, allow for multiple punishment types. (Several
punishment types can be awarded at the same time for a single offense.)
When punishment order is published, assign a number to the order.
Make order available to designated users in Commandant’s Office, Athletics Department and
other users in designated roles.
List published punishment orders in reverse chronological order.
Allow users to select a punishment order by punishment order number.
Allow users to drill down to cadet’s punishment history for the semester and for cadet’s entire
career
Provide totals, including, but not limited to, corps totals of all punishment types
(Commandant), and team totals of tours, confinements, and demerits (Athletics).
Track punishment served.
Include, but do not limit to, the tables and elements in attachment D.
5.12.
5.13.
6. Tours
6.1. Enable the Commandant’s Office to add and delete tours earned by a cadet.
6.2. Enable the Commandant’s Office to add and delete tours served by a cadet.
6.3. Relate every tours entry to associated offense in cadet record.
6.4. Enable cadet to view own tours record.
6.5. Allow Commandant’s Office to designate day and time periods during which cadets can walk
tours.
6.6. Enable cadet to sign-off electronically every hour a tour is walked
6.7. As cadet signs-off, electronically increase the number of tours served.
6.8. As the number of tours earned or served is changed, re-compute balance of tours served.
6.9. Archive cadet records by semester for immediate access.
6.10. Include, but do not limit to, these elements: Multiple occurrences of Tours Earned, Date
Earned, Offense, Note; Tours Earned Total; multiple occurrences of Tours Served, Date
Served, Note; Tours Served Total; Tours Remaining.
7. Confinements
7.1. Enable the Commandant’s Office to add and delete confinements earned by a cadet.
7.2. Enable the Commandant’s Office to add and delete confinements served by a cadet.
7.3. Relate every confinement entry to associated offense in cadet record.
7.4. Enable cadet to view own confinements record.
7.5. Enable cadet to sign-off electronically, in a designated area, every hour a confinement is served
7.6. As cadet signs-off, increase electronically the number of confinements served.
7.7. As the number of confinements earned or served is changed, re-compute balance of
confinements served.
7.8. Archive cadet records by semester for immediate access.
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7.9.
Include, but do not limit to, these elements: Multiple occurrences of Confinements Earned,
Date Earned, Offense, Note; Confinements Earned Total; multiple occurrences of
Confinements Served, Date Served, Note; Confinements Served Total; Confinements
Remaining.
8. Leave
8.1. Enable the Commandant’s Office to record leave awarded and leave taken by cadets.
8.2. Compute and indicate which leave types are available for a designated cadet, e.g. the number
of weekends a cadet can take depends upon the semester and the cadet’s academic
classification and proficiency
8.3. Allow Commandant’s Office to override dates and times of leave taken by cadet.
8.4. Enable cadets to view their individual leave record.
8.5. Interface with Class Absences and Accountability.
8.6. Include, but do not limit to, these elements: Cadet ID, Cadet Name, Company, Academic
Classification, Cadre, Academic Proficiency, Weekends (multiple), Overnights (multiple),
Dean’s List, Commandant’s List, President’s List, Gold Star, Incentives, including, but not
limited to Performance Pass, PB Color Guards, Blood Drive (multiple), Community Service
Hours; Cadre Weekend, Special (multiple), 24-Hour Pass, Gold Star Pass, 48-Hour Pass,
National Guard/Reserve.
8.7. For Incentives, compute achievements such as cadet merits, PT test score, cadets with highest
Semester GPA in company by class.
8.8. Generate report of cadets who are on leave, together with their destination information, for
multiple viewers.
8.9. Enforce granting of permission before leave can be taken.
8.10. Enforce proficiency requirement before granting incentives leave
8.11. Enable hierarchy of users in designated roles to authorize leave.
8.12. Provide batching of leave requests for authorization.
8.13. Enforce cut-off times for submission of leave requests.
8.14. Provide override capability of cut-off time for emergencies and other special situations.
9. Conduct Deficiency
9.1. Enable the Commandant’s Office to identify cadets who are ‘conduct deficient’ based on
excess demerits.
9.2. Include demerits for all cadet offenses, including, but not limited to, Punishment Orders and
Class Absences.
9.3. Include merits which are not yet processed to offset demerit total.
9.4. Compute and report ‘excess demerit’ status based on monthly (four calendar weeks) demerit
allotment for Cadet Academic Classification, Semester and Year.
9.5. Include, but do not limit to, these elements: Cadet ID, Cadet Name, Company, Academic
Classification, Student Type, Demerits, Offense Code, and Offense Date.
10. Amnesty
10.1. Enable the Commandant’s Office to make blanket deletion of demerits and other punishment
for special groups of cadets.
10.2. Include, but do not limit to, these elements: Cadet ID, Cadet Name, Company, Academic
Classification, Student Type, Demerits, Offense Code, Offense Date, Amnesty/No Amnesty
flag
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11. Merit-Demerit Report
11.1. Enable the Commandant’s Office and cadets to view merits and demerits earned by cadets in a
one-week period.
11.2. Enable the Commandant’s Office and cadets to view merits and demerits earned by cadets in a
one-month period.
11.3. Provide table of merit/demerit codes.
11.4. Include, but do not limit to, these elements: Cadet ID, Cadet Name, Company, Academic
Classification, Student Type, Merits, Demerits, Offense Code, Offense Date, Merit Totals for
Cadet and Company, and Demerit Totals for Cadet and Company.
12. Cumulative Suitability
12.1. Enable the Commandant’s Office to view all merits and demerits earned by a specific cadet
throughout the semester.
12.2. Include, but do not limit to, these elements: Cadet ID, Cadet Name, Company, Academic
Classification, Student Type, Merits, Demerits, Offense Code, and Offense Date.
13. Discipline Log
13.1. Enable the Commandant’s Office to track cadet punishment records through the adjudication
process until they are entered into a punishment order.
13.2. Set up a workflow to control the adjudication process.
13.3. Include, but do not limit to, these elements: Cadet ID, Cadet Name, Company, Academic
Classification, Merits, Demerits, Offense Code, Offense Date, Adjudication Points,
Adjudication Decisions, Adjudicator IDs, and Adjudication Dates.
14. Awards
14.1. Enable the Commandant’s Office to record awards for Cadet’s Record Detail.
14.2. Generate Dean’s List, Gold Stars List, Commandant’s List, President’s List, and Awards
Certificates.
14.3. Include, but do not limit to, these elements: Cadet ID, Cadet Name, Company, Rank, Dean’s
List, Gold Star, Commandant’s List, President’s List, Protestant: Choir, Color Guard, Bible
Study Leader, Group Rep, Usher, Praise Team, Company Rep, Prayer Ministry; Episcopal:
Choir, Vestry/Warden, Acolyte/Server/Usher; Catholic: Choir, Acolyte/Cantor, Usher,
Ensemble Musician, Lector/Eucharistic Ministry; Gospel Choir, Certificates
15. Physical Deficiency
15.1. Enable the Commandant’s Office and others to specify physical requirements.
15.2. Enable the Commandant’s Office and others to track and/or update cadet progress.
15.3. Provide input to Accountability regarding cadet’s physical proficiency/deficiency.
15.4. Include, but do not limit to, these elements: Cadet ID, Cadet Name, Company, Academic
Classification, Student Type, Gender, Male and Female Test Requirements for Push-ups (Reps)
by Age Range, Sit-ups (Reps) by Age Range, 2 Mile Run (Time) by Age Range; Test Scores;
Height, Weight, Diet, Alternate Test(s), Deficiency/Proficiency Flags, Proficiency Dates,
Excused Physical Training, Excused Military Duty.
16. Guard Duty
16.1. Provide Guard Duty rosters.
16.2. Provide cadet Sign- In/Out capability in multiple locations.
16.3. Excuse Class Absences when appropriate
16.4. Interface with multiple systems
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17. Infirmary
17.1. Captures data relevant to medical staff and cadet accountability
17.2. Allows cadet to sign-in from single PC located in the infirmary. Sign-in creates a time stamped
visit.
17.3. Provides capability for limited infirmary staff under special conditions to create the visit for the
cadet and/or adjust sign-in/sign-out times
17.4. Allows recording of person entering visit information, diagnosis, dispositions such as released
to full duty, released with restrictions, assigned to bed rest, admission to infirmary, etc,
restrictions with associated begin and end dates/times such as no physical training, no military
duty, uniform exceptions, etc., and return visit date if needed.
17.4.1. Include AMA coding of medical conditions, procedures, labs, and medications
17.4.2. Link the codes to a statement of services. The Infirmary bills cadets for these services on
their QM accounts, and the parents (usually) file for reimbursement from their insurance
companies. The insurance companies require a CPT code for lab work (e.g., 80048 for a
complete metabolic panel blood test) and procedures (e.g., 10080 for incision and
drainage of a pilonidal cyst). They also require ICD-9 codes for medical conditions (e.g.,
461.9 for a sinus infection). Only users (roles) with proper authorization (such as
designated infirmary staff) should have access to codes and description.
17.5. Able to print a check-out sheet for the cadet. Checking-out generates the visit’s sign-out time
stamp. This sheet contains limited information regarding the cadet’s visit, such the time in and
out, disposition, and restrictions.
17.6. Infirmary visits may excuse cadet class absences
17.7. Able to produce a list of cadets whose visits exceed a user specified number of days. For
example, an infirmary admission may have spanned a few days from sign-in to sign-out, or a
cadet may have had a restriction for physical training which spans many days from restriction
begin date to restriction end date --- taking in to account that visits, dispositions, restrictions,
etc, may have overlapping days.
17.8. Allows limited infirmary staff to produce reports by date range, for example:
17.8.1. Summarizing diagnoses by cadet company
17.8.2. List a single cadet’s visits
17.8.3. List all visits for a particular diagnosis, disposition, or restriction
17.9. Allows limited infirmary staff to add or deactivate diagnoses
17.10. Allows infirmary staff to search diagnoses
17.11. Allows limited infirmary staff to record medications dispensed with amount charged, lab fees,
etc., and allows printing of a statement at the cadet’s request for insurance filing.
17.12. Interface with Accountability.
17.13. Integrate with Cadet Record Detail to list number of Infirmary visits.
17.14. Include, but do not limit to, the tables, elements, and relationships specified in attachment E.
For elements common to CIS and The Citadel’s proposed ERP system, change the attributes in
CIS to match those in The Citadel’s proposed Student ERP system.
18. Cadet Record Brief
18.1. Capture all data pertaining to cadet career
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Chapter 8 Implementation and Support
1. Provide sufficient on-site consulting, training and implementation services in order to deliver an
operational system meeting the functional requirements specified in this RFP.
2. Provide services to convert data from existing ERP, ancillary systems and archived data to the
proposed system.
3. Provide assistance with developing and testing of temporary interfaces to the legacy systems during
phased implementation.
4. Provide assistance with developing and testing interfaces to 3rd party applications currently in use,
such as Kronos timekeeping, Point of Sales systems and ID card systems.
5. Provide services to recreate and integrate existing workflow applications, including, but not limited
to:
5.1. Travel authorization and reimbursement
5.2. Employee leave authorization
5.3. Personnel action forms
6. All institutional codes (high school and higher education) must be transferred from The Citadel’s
current system to the new ERP system.
6.1. Because the code of a defunct institution can be re-used for a new institution, it is possible to find
a single code assigned to more than one institution in The Citadel’s system. The problem of a
single code being assigned to more than one institution must be addressed in such a way that all
institutions having the same code are retained and accessible in the new ERP system.
7. Specify recommended hardware configuration to provide acceptable system performance for a
minimum of three years operation beyond completion of implementation.
8. Demonstrate a history of successful conversions from the “Plus” system currently used by the college
to the proposed system
9. Provide sample implementation schedule, with estimated implementation time, to include
departments, modules, and the length of time each module would take, and the overlap of processes.
10. Provide timely reports with regard to project status in conformance with State of SC requirements.
11. On site consulting for, and assistance with special report writing during implementation.
12. Consulting for ad hoc report writing during post implementation phase
13. Post-implementation and operational support available via phone with guaranteed response time
(preferably within 2-4 hours)
Implementation Services
3/9/2016 1:28 AM
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Chapter 9 Portal
1. Portal General Requirements
1.1. Must be delivered as a working system, configured to provide functions established elsewhere
in this RFP.
1.2. Seamlessly integrates Microsoft Exchange (for faculty and staff) and web-based email products
(for students)
1.3. Provides users with authentication to external applications through the use of a single username
and password.
1.4. Supports integration with the institution’s existing authentication services (Active Directory)
1.5. Supports the distribution of role-based content determined on user profiles.
1.6. Requires no client-side configuration.
1.7. Generates automatic, event-driven e-mail messages based upon the occurrence of an “event” in
any of the ERP modules
1.8. Provides out-of-box channels or portlets to ease access to backend applications.
1.9. Provides application program interface and accompanying documentation to institution in order
to facilitate the integration of other applications
2. User Experience/Customization/Personalization
2.1. Supports the distribution of content, applications and overall user experience based on predefined or custom created attributes and overall user profiles.
2.2. Provides sophisticated channel and portlet development tools.
2.3. Provides packaged, out-of-box channels/portlets.
2.4. Provides software development kits (SDK) to support custom application development and
able to extend upon baseline product to meet unique needs of institution.
2.5. Provides application program interface allowing the institution to create and integrate seamless
add-on applications.
2.6. Provides automatically created course homepages.
2.7. Provides a system administrator with the ability to assign content authoring privileges to select
users based on pre-defined and custom created attributes and overall user profiles.
2.8. Able to support multiple portal environments within one instance of system.
2.9. Provides easy-to-use tools for creating, publishing and maintaining web content.
2.10. Provides templates that allow an institution to customize and “brand” the system based on
granular attributes and overall user profiles.
2.11. Allows individual users to personalize or filter campus-created content
2.12. Provides users with customizable, personalized Internet content.
2.13. Allows faculty members to customize web content using web-based administration templates
for courses.
2.14. Provides custom channel and portlet integration which includes the ability to integrate an
institution created channel or link to external URLs for weather, sports, etc.
2.15. Provides option to set required channels or tabs/sections for user communities or profiles.
2.16. Provides easy to use tools for single sign and session management to external applications.
2.17. Provides integration capabilities to integrate with learning management systems.
2.18. Able to classify users into granular groups for the setting of security policy.
2.19. Provides and integrates with an enterprise content management system.
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2.20. Provides support for the WSRP specification.
2.21. Able to lock down channels and tabs for college use while still allowing end users to customize
the rest of the channel and tab environment.
3. Collaborative Applications
3.1. Provides communication tools and Group Rooms with support for photos, member roster, email, calendar, news, links, file sharing, chat and threaded discussions that are pre-configured
into groups based on information from the Student Information and HR systems.
3.2. Allows a student to send broadcast e-mail messages to all persons enrolled in a particular
course or group without providing the student personal e-mail addresses of the course
members.
3.3. Provides tools for school to distribute targeted communications with students based on predefined or custom created attributes and overall user profile.
3.4. Provides tools for PDA Synch of calendar and e-mail content to Palm and Windows Mobile
devices.
3.5. Provides communication tools that can send targeted messages to wireless devices.
3.6. Able to create private and public, ad hoc and automatic system collaborative groups within the
platform that have access to group specific collaborative applications.
3.7. Provides overall system monitoring and analytics capabilities.
4. ERP/Student System Integration
4.1. Provides event-based integration with the ERP/Student system for synchronous data integration
between the two systems.
4.2. Provides single sign-on session management between ERP and portal.
4.3. Provides faculty members or teaching assistants the ability to easily customize course resource
pages.
4.4. Supports the ability to automatically create group e-mail lists based on course enrollment
information
4.5. Generates automatic, event-driven e-mail messages based upon the occurrence of an “event” in
the Student Information System.
4.6. Provides the ability for username and password information to be derived from and integrated
with data in the administrative database.
4.7. Provides out-of-the-box, secure channels that link to specific data or functions within the
administrative system.
4.8. Provides automatic customizations of the portal interface to reflect the roles defined in the
administrative system.
4.9. Able to synchronously update calendar, community groups, course information/home pages,
and security profiles with changes in the administrative system.
4.10. Provides a web-based calendaring system that can be automatically populated with academic
information from the Student Information System.
4.11. Provides the integration foundation and components to integrate third-party software products
so the administrative system is able to pass information synchronously to one or more systems
based on specified events.
5. Portal Security
5.1. Provides users with authentication to all external applications through the use of a single
username and password.
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Integrates with the institution’s existing authentication servers.
Provides fall-through authentication capabilities.
Provides optional SSL support for each platform HTTP connection.
Provides administrative capabilities to delegate security permissions to users.
Provides the security capabilities to accommodate a wide range of access policies by group or
sub-group through account management utilities.
5.7. Provides secure administrative console for user, application and policy management.
5.8. Provides granular access control to various administrative and portal functions based on
predefined and custom attributes and overall user profile.
5.9. Provides the ability for users to reset forgotten passwords without staff intervention by means
of a “shared secret.”
5.10. Provides school and user-defined time-out parameter (so if student walks away from machine
after logging into portal, it automatically times out after x minutes).
5.11. Provides the choice to encrypt the web entry of passwords via SSL.
5.2.
5.3.
5.4.
5.5.
5.6.
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Chapter 10 Attachments
Attachment A
See file inv.pdf
Page 162
Page 163
Attachment B
See file cas.pdf
Page 164
Attachment C
See file sos.pdf
Page 165
Attachment D
Tables and Elements
po.txt
Student Bio/Demo
Cadet Citadel ID
Cadet name
Term
Company
Battalion
Gender
Ethnic origin
Academic classification
Student type
GPA
Academic action
Email address
Phone number
Athlete code
Cadet Punishment Record
Cadet Citadel ID
Offense code
Offense published
Punishment
Demerits
Tours
Confinements
Suspension
Dismissal
Expulsion
Amnesty
Pay for damages - dollar amount
Permanent battalion/company transfer
Mandatory Commandant's Board
Loss of parking privilege for 1 year
Academic Review Board
Punishment order number
Punishment served (future enhancement)
Punishment Order
Punishment order number
Punishment order date
Punishment
Offense code
Offense description
Offense class
Punishment
Demerits
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Tours
Confinements
Suspension
Dismissal
Expulsion
Amnesty
Pay for damages - dollar amount
Permanent battalion/company transfer
Mandatory Commandant's Board
Loss of parking privilege for 1 year
Academic Review Board
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Attachment E
See file inf.pdf
Page 168