Here are sample functional requirements for the ERP RFP template:
|
| ►
Inventory
|
| Maintain and convert purchase, stock and selling units of measure for inventory items. |
| Maintain item class (e.g. raw materials, finished goods, assembly, supplies, stores, tooling, etc.) in inventory master file. |
| Maintain multiple revision levels for same item in inventory master file. |
| Maintain phantom item source type (e.g. non-stock, non-controlled) in inventory master file. |
| Support machine variable overhead costing allowing assignment and tracking of variable overhead as measured by machine hours, cycles or other units. |
| ►
Purchasing / Receiving
|
| Support automatic vendor selection based on criteria such as preferred source, balanced among vendors, and lowest price or lead time. |
| Support Internet WWW hyperlinks to vendors' web sites for ordering through vendor sites, but still record orders within purchasing system. |
| Support flexibility in PO line item entry to specify different warehouses by item that will receive product. |
| Provide interface or data integration with Accounts Payable system to transfer item quantities received for matching with invoices. |
| Print cash flow requirements report showing time-phased value of outstanding purchase orders. |
| ►
Order Processing
|
| Support pricing and discount categories based on combinations of parameters. |
| Support customer order processing through Internet (e.g. web site) with software accepting order into internal sales order system. |
| Provide available-to-promise inquiry projecting shipping dates based on scheduled receipts and work-in-process. |
| Provide flexibility to add ship-to addresses, credit terms, freight and tax codes, etc. during order entry without exiting order screens. |
| Provide option to automatically place orders on hold when order is over credit limit / terms. |
| ►
Sales Analysis
|
| Provide open orders reporting including accounts, dollar amount, items, status, etc. |
| Print forecast detail report showing forecast performance data and one-year forecasts in units for individual items. |
| Provide gross profit analysis with COGS at standard cost, actual costs, using multiple price lists. |
| Provide territory levels/groups with "roll-up" capability. |
| Provide product line P&Ls and cost of sales reporting. |
|
►
Project Management
|
| Provide ability to maintain client account data including
engagement information, employee in charge, billing responsibility and
activity, account balances, etc. |
| Provide ability to maintain professional staff data
including name, initials, position, seniority level, billing rates, billable
and non-billable balances, etc. |
| Provide ability to generate client invoices upon completion
of project phases or milestones. |
| Print current period, previous period, year-to-date, current
period last year amounts on billing and productivity reports. |
| Provide data integration and interface with accounts payable
system to produce employee expense reimbursement checks. |
| ►
Accounts Receivable
|
| Supports customer classes for sales history tracking or pricing purposes. |
| Calculate multi-level finance charges. |
| Calculate sales commissions from invoices. |
| Support entry and processing of customer deductions, recording reason and customer debit or credit memo number. |
| Provide option to print user-defined text on customer statements. |
| ►
Accounts Payable
|
| Support automatic assignment of vendor numbers. |
| Ability to handle multiple divisions as separate entities with divisional and corporate-wide reporting. |
| Track MTD and YTD total payments for current and prior year by vendor. |
| Print report of vendor invoices that exceed purchase order terms by user-defined criteria (e.g. price is 10% higher). |
| Print trend analysis report showing summary of activity for current month, last twelve months, and YTD by vendor. |
| ►
Payroll
|
| Support and process multiple payrolls for different companies within multi-entity organizations. |
| Provide "self-service" ability for employees to access current pay period, MTD, and YTD payroll detail through web browser or centrally located kiosks. |
| Support prioritizing the order in which deductions are taken in event that an employee's pay is insufficient to cover all deductions. |
| Provide ability to calculate wages on multiple pay rates per employee in the same day and/or period. |
| Provide ability to perform regular payroll processing (e.g. print checks, reports) on two week, bi-monthly, or monthly cycles for different companies. |
| Print labor variance report by department of budget to actual productive and non-productive hours. |
| ►
Human Resources
|
| Maintain employee master file including demographics, positions held, assignments, licenses, education, work history, emergency contact, and other information. |
| Allow applicants to enter electronic job applications through a web browser, direct an application to job postings, and check the status of an application. |
| Maintain position control data for positions including job class, department, cost center, salary, position, number, name and status (e.g. proposed, authorized), etc. |
| Track COBRA eligibility for employees and produce standard notification letters |
| Track employee grievances/complaints and steps in the grievance process, effective dates, and comments associated with each grievance. |
| ►
Fixed Assets
|
| Support 12 or 13 period fiscal year. |
| Provide user-definable asset coding scheme by function, services, structure, cost center, or operational group. |
| Maintain cost of improvements to existing assets as component of asset value. |
| Print asset recap showing cost, salvage value, accumulated & current depreciation, and book value. |
| Maintain manufacturer data including serial number and model number in asset master file. |
| ►
Budgeting
|
| Use account numbers from General Ledger system for budget preparation (e.g. no re-keying of account codes). |
| Provide ability to visually "drill down" to supporting detail in inquiry screens (e.g. mouse click will explode detail of higher level lines in an outline or tree format). |
| Support flexible budgeting of revenue, expense, and labor data based on user-defined volumes. |
| Print budget reports in same format as G/L reports, using G/L report format parameters. |
| Print monthly departmental exception reports of actual amounts that exceed a user-defined budget variance. |
| ►
General Ledger
|
| Process multiple general ledgers for multi-entity organizations. |
| Maintain, analyze and report general ledger data for twelve or thirteen month periods. |
| Retain budget, actual, statistical and dollar amounts for 24 months of historical data. |
| Compare current month and YTD to prior year's month and YTD (and variances) on revenue and expense reports. |
| Support uploading of data from standard microcomputer file formats to general ledger system. |
| ►
Technical & Support
|
| Provide complete turnkey on-site implementation and project management support. |
| Support the use of "drag-and-drop" with mouse as option to visually initiate system functions (e.g. drag a file icon to printer icon to start printing a report, etc.) |
| Support ODBC (Open Database Connectivity) protocols for data access. |
| Use RAID, disk mirroring, volume shadowing and/or other fault tolerant technology to increase reliability of disk storage and also minimize data loss due to hardware failure. |
| Provide future software releases and updates to all applications as part of regular software maintenance fees. |
| ►More
requirements are included in the actual RFP template. |
