A.Technical Integration No.DescriptionPriority*Fit Code**Comments 1. The product provides a common database for all system

Transcription

1 Request for Proposal UK Page 36 A. TECHNICAL, FUNCTIONAL AND ORGANIZATIONAL INTEGRATION Functional integration among all the components in the total suite of application software is of prime importance to the University. As noted previously in this RFP, the university will insist on an integrated and comprehensive suite of software all developed and supported by a single vendor. The following items attempt to indicate those areas that UK believes to be of the greatest importance in achieving integration of its total system. It is not an exhaustive list; vendors are invited and encouraged to demonstrate other areas in which their systems show evidence of operating in concert with other system elements. A.Technical Integration. The product provides a common database for all system 4 components.. The product provides a single point of access for all system components. 3. The product provides a single security system for all 4 components. 4. The product provides a messaging or workflow process that 4 crosses all components and modules of the system. Explain how the workflow capability is open and can incorporate other products, processes, or software. 5. The product provides electronic approval routing across all 4 components of the system. 6. The product provides validation of accounts across all 4 components, (e.g.. Financial Aid to FR for disbursements or HR to FR in position budgeting). 7. The product provides automatic update of accounts from one 4 component to another (e.g. salary payment in HR automatically deducts from FR account). 8. The product provides a single source for address and 3 telephone data. 9. The product provides a single ID for all entities in the system (students, employees, third parties, etc.). 4 *Priority Code Values: 4 Mandatory; 3 High; Medium; Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; 4 Future release (next months); 3 Update of Table Values; Must be modified with vendor supplied Tool Kit; Requires modifications to Base Code;

2 Request for Proposal UK Page 37 A.Technical Integration 0. The product provides a common help function for all 3 components.. The product provides automatic workload processing for Faculty in HR based on SIS teaching assignment.. The product provides ability to move from one system component screen to a screen in another component without signing or resigning on, given proper security clearance. (e.g. from a position control screen in FR to a budget screen in HR and back again.) 3 *Priority Code Values: 4 Mandatory; 3 High; Medium; Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; 4 Future release (next months); 3 Update of Table Values; Must be modified with vendor supplied Tool Kit; Requires modifications to Base Code;

3 Request for Proposal UK Page 38 B. FUNCTIONAL AND ORGANIZATIONAL INTEGRATION The University of Kentucky s administrative functions are currently supported by the three previously described systems; FRS, HRS, and SIS. There is some integration between these systems internally and more has been added externally. Due to the disparate nature of the University and its activities, as well as a somewhat limited scope of functionality within these core systems, many of the subdivisions of the University have developed systems to provide local support with feeds, usually batch and monthly, to the university-wide core systems. Attachment 5 provides a graphic representation of this network of systems. An example of the need for a high level of local support while integrating it with other, different, local entities as well as the University as a whole, is the following description from the University of Kentucky Medical Center: University of Kentucky Hospital Financial Accounting System The University Hospital (Hospital), a division of the University of Kentucky Medical Center (the University), is a 480 bed teaching facility. The Hospital also holds the principle interest in two for-profit entities, a primary care physician service, Health Associates of Kentucky, and CHA Service Company, whose principle business is an HMO. The audited financial statement of the Hospital includes these investments as well as others. The Hospital is a department of the University, and as such, is part of the consolidated University s financial reporting. The Hospital has substantial transactions with the University, including purchases of various supplies and services. Additionally, the University provides certain administrative support functions to the Hospital. The Hospital provides accounting transactions that feed both an internal Hospital financial system plus the University s financial system. These transactions relate to payroll and accounts payable activity. The dual feeding of both financial systems generates a monthly University financial statement for the University, which includes the Hospital, based on government fund accounting concepts. At the same time, the Hospital produces a monthly financial statement using not-for-profit financial accounting standards (AICPA financial standards for health care organizations). The Hospital accounting systems are also integrated with a supply management system, multiple departmental revenue systems, a hospital patient accounting system, a cost reporting system, a cost accounting system, a budgeting system, and a clinical decision support system. Financial information is essential in the business decision making process of the Hospital. The major challenge in health care today is balancing the dichotomy of a competitive environment with our mission and the culture of public service. We must remain driven by our mission, yet fully leverage the business practices used in other industries. One of these is the strict adherence to budget and financial management. The following uses of financial information are important in the decision making process:. Evaluating the financial condition of the Hospital. Evaluating stewardship within the Hospital 3. Accessing the effectiveness and efficiency of operations at various levels 4. Monitoring the compliance of operations with budget *Priority Code Values: 4 Mandatory; 3 High; Medium; Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; 4 Future release (next months); 3 Update of Table Values; Must be modified with vendor supplied Tool Kit; Requires modifications to Base Code;

4 Request for Proposal UK Page 39 The systems the Hospital operates, therefore, provide general-purpose financial statements or reports to aid many decision-making groups for both internal and external organizations. The primary outputs of financial accounting are the balance sheet, statement of revenues and expenses, statement of cash flows, and the statement of changes in fund balances. In addition to the four primary statements, certain third party payers require that the Hospital submit an annual cost report for Medicare and Medicaid payers. As the health care environment changes, the need for timely, accurate, and uniform financial information has became a very vital component of the Hospital strategic planning process. In order to enhance effective policy making, the accounting system must be capable of providing data on cost, revenue, and investment along program lines. The computation of return on investment (ROI) by program area should be an important criterion in system capabilities. The Hospital, as a component of the Medical Center, has developed fairly sophisticated financial systems to support its needs. The Medical Center now feels it must expand this level of financial management and reporting to the other Colleges of the Medical Center. Therefore, in concert with the development of a new administrative system, many of the aspects of the systems the Hospital has will be created for the Colleges of the Medical Center. A successful bidder to this RFP must be able to support the Hospital and Medical Center Colleges financial accounting needs and integrate those with the University financial accounting systems. *Priority Code Values: 4 Mandatory; 3 High; Medium; Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; 4 Future release (next months); 3 Update of Table Values; Must be modified with vendor supplied Tool Kit; Requires modifications to Base Code;

5 Request for Proposal UK Page 30 B.Functional and Organizational Integration 3. The offeror shall describe how the product will provide for the 3 No fit code required requirements expressed above while at the same time supporting the University as a whole. Attention should be paid to how the product would provide all of the financial, procurement, and other non-medical management support to the Hospital and Medical Center Colleges, taking into account the specific requirements of a major health care facility as described. The product will provide an integration platform to seamlessly incorporate information and business practices of the individual departments and the systems which have been developed to support their unique needs. 4. The offeror shall describe how the product will support the unique issues of one large segment of the University, such as the Medical Center, can be provided while at the same time provide similar, but unique in other ways, support to other organizations such as the College of Agriculture. Explain how the complexities of a product capable of supporting this diverse population with these diverse needs can be minimized for a particular population and customize to it. 3 No fit code required There are a number of functions, which are pervasive across the University. Time and Leave accounting, billing for services and/or goods, project or work order planning, and scheduling/facilities management are examples. The following requirements have been pulled together from the original sets of requirements provided by the units within several areas of the University. *Priority Code Values: 4 Mandatory; 3 High; Medium; Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; 4 Future release (next months); 3 Update of Table Values; Must be modified with vendor supplied Tool Kit; Requires modifications to Base Code;

6 Request for Proposal UK Page 3 B.Functional and Organizational Integration Time and Leave Accounting 5. Each timesheet record has a unique ID for report writer and feed purposes. 6. Timesheets can be submitted daily, weekly, bi-weekly, or monthly by each user. 7. The product will provide validation of employee, projects, work orders, and tasks input on timesheets to existing valid values in the database. 8. Timesheets can be entered via either the University network or the Internet. 9. Timesheet data can be entered while working in a disconnected mode. 0. Time data is presented in multiple views including a matrix (calendar) format with daily columns and project or work order rows.. Project tasks can have time budgeted to an Employee Role such as electrician instead of having to specify the exact employee by name.. The offeror shall provide a list of all of the standard prewritten time reports that come with the system and a copy of a page from each report to show its content. 3. Automatic reports are provided to highlight when an employee has not submitted his timesheet for the reporting period. 4. Project time charges are fed to the project accounting module to update project costs (plan vs. actual). 5. Employees can record non-billable and administrative time (e.g. vacation) in addition to projects. Multiple user-defined categories of non-billable time can be set up and the product will accumulate those times. *Priority Code Values: 4 Mandatory; 3 High; Medium; Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; 4 Future release (next months); 3 Update of Table Values; Must be modified with vendor supplied Tool Kit; Requires modifications to Base Code;

7 Request for Proposal UK Page 3 B.Functional and Organizational Integration Time and Leave Accounting 6. The Product will deliver a budgeted level of detail on a project by project basis. Some projects will have time budgeted at a very high level while others may need to be budgeted to task, or even down to employee role or employee. 7. The product will allow the University to determine minimum time increments for entry such as hour or half-hour increments only. 8. Users can input descriptive information upon entry to provide information for an individual day s time entry and expense. Project Planning/Scheduling 9. Version control is maintained on project budgets in order to evaluate full project history. 30. Standard project templates are maintained to allow a copy feature. 3. Change orders are used to separately track cost increases due to scope changes. 3. The product provides a delivered interface to Microsoft Project. *Priority Code Values: 4 Mandatory; 3 High; Medium; Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; 4 Future release (next months); 3 Update of Table Values; Must be modified with vendor supplied Tool Kit; Requires modifications to Base Code;

8 Request for Proposal UK Page 33 BFunctional and Organizational Integration No. Description Priority* Fit Code** Comments Project Accounting/Reporting 33. Project cost containment reports are automatically generated showing planned versus actual expenses. Report also shows planned hours and completion dates per task versus actual hours and completion dates plus the current estimate of hours to complete, if any. Billing 34. The product supports different billing rates for an employee depending on the role being performed. 35. The product supports multiple billing rates for an employee by project (for the same role). 36. The employee s hourly pay rate and various billing rates are stored in the system. 37. The system administrator can manually override the employee s billing rate, when necessary. 38. The product provides a delivered out of the box invoice format and can generate invoices on demand. 39. Effective dates can be assigned to rates so that next year s rates can be input well ahead of the start of the new year and automatically take effect at the beginning of the new year. 40. The product allows project manager to review a bill online and make adjustments prior to printing it. 4. The product allows predefined accounting distributions. *Priority Code Values: 4 Mandatory; 3 High; Medium; Low **Fit Code Values (must be supplied by the offeror): 5 Meets the Requirements/No Modifications; 4 Future release (next months); 3 Update of Table Values; Must be modified with vendor supplied Tool Kit; Requires modifications to Base Code;