Agenda packet, regular meeting — San Mateo City Council, February 22, 2022 (part 2 of 4)

Adaptive Insights.
293
Finance Budget Create a capital budget Ability to apply inflation factors to costs of CIP projects in years beyond the budget years. 5 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
294 Finance Budget Create a capital budget Ability to track budget and expense by project, sub-project, and phase. 2 4 Y - Yes Workday Projects 295
Finance Budget Budget for personnel System can maintain record of positions that are currently vacant and allow for these positions to be included in the budget without assigning a person. 1 5 Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
296
Finance Budget Budget for personnel System will allow one or more funding sources to be identified to cover the cost of an individual position and allow for a user-defined allocation by each funding source.
1 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis Yes, with Optional SKU: Workday Adaptive Planning. 297
Finance Budget Budget for personnel Users can submit new position requests as part of the budget process. 1 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis Yes, with optional SKU Workday Adaptive Planning. 298
Finance Budget Budget for personnel System can calculate position costs (wages and benefits) based on incumbent. 1 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis Yes with, Optional SKU Workday Adaptive Planning. 299
Finance Budget Budget for personnel System allows positions to be budgeted by a total dollar amount, FTE percentage, or total number of hours. 2 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
300
Finance Budget Budget for personnel System can calculate expected cost of new position based on position premium code and bargaining unit. 1 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
Yes, Workday HCM in conjunction with optional SKU Workday:

Adaptive Planning.
301
Finance Budget Budget for personnel System can calculate position cost for employee that is moving to a new position by including the salary of the new position and maintaining the employee's current benefit election costs.
1 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
302
Finance Budget Budget for personnel Ability to enter globally or provide calculation-only fields for: number of pay periods for upcoming budget year. 1 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis Yes, with Workday Adaptive Planning.
303
Finance Budget Budget for personnel Ability to enter globally or provide calculation-only fields for: Medicare calculation based on wages. 4 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis Yes, with optional SKU Workday Adaptive Planning. 304
Finance Budget Budget for personnel Ability to enter globally or provide calculation-only fields for: retirement system calculation based on wages. 4 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis Yes, with Workday Adaptive Planning.
305
Finance Budget Budget for personnel Ability to enter globally or provide calculation-only fields for: workers' comp calculation based on the combination of wages and a fixed rate. 4 5 Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis Yes, with optional SKU Workday Adaptive Planning. 306
Finance Budget Budget for personnel Ability to enter globally or provide calculation-only fields for: health insurance costs. 4 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis Yes, with Workday Adaptive Planning.
307
Finance Budget Budget for personnel Ability to enter globally or provide calculation-only fields for: scheduled merit increases. 4 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis Yes, with optional SKU Workday Adaptive Planning. 308
Finance Budget Budget for personnel Ability to enter globally or provide calculation-only fields for: scheduled cost of living adjustment (COLA). 4 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis Yes, with optional SKU Workday Adaptive Planning. 309
Finance Budget Budget for personnel Ability to enter globally or provide calculation-only fields for: other pay factors as identified by City. 4 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis Yes, with optional SKU Workday Adaptive Planning. 310
Finance Budget Budget for personnel Ability to perform position budgeting that includes the calculation of benefits specific to the type of position being budgeted. (i.e. benefits for new hire over 30 hours per week).
4 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
311
Finance Budget Budget for personnel System has integrated position budgeting functionality with the Payroll and HR modules. 3 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
312
Finance Budget Budget for personnel System can calculate new budget implications of live payroll changes (e.g. raises & transfers) performed during the budget development cycle. 3 4 Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
313
Finance Budget Budget for personnel Ability to calculate preliminary salary and benefits for unapproved/requested positions. 1 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis Yes, with optional SKU Workday Adaptive Planning. 314
Finance Budget Budget for personnel Ability to budget for hourly and seasonal partial-year positions and other non-full- time positions. 1 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
218 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
315
Finance Budget Budget for personnel Ability to budget for fixed term and limited term positions. 1 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
316
Finance Budget Create budget forecast Users can create revenue estimates based on prior year actuals and percentage change. 4 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis Yes, with optional SKU Workday Adaptive Planning. 317
Finance Budget Create budget forecast System can store multiple budget forecasts. 4 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis Yes, with optional SKU: Workday Adaptive Planning. 318
Finance Budget Create budget forecast System maintains history of previous years' budget forecasts to facilitate comparisons between forecasted amounts and actual expenditures/revenues. 4 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
Supported. After entering or uploading budget and/or forecast data, you can generate reports comparing budget/forecast to actual across comparable years or periods. When entering or uploading budget/forecast data, you have all the dimensions available. This supports multi-dimensional comparison of budget/forecast to actual amounts.
319
Finance Budget Create budget forecast System can generate multi-year expenditure forecasts based on budget data and user inputs (e.g. percentage increase from previous year, flat increase, etc.). 4 4 Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis Yes, with optional SKU: Workday Adaptive Planning. 320
Finance Budget Create budget forecast Ability to perform budget forecasting that incorporates planned salary and benefit adjustments at an employee, position, or organization-wide level. 4 5 Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis Yes, with optional SKU: Workday Adaptive Planning. 321
Finance Budget Create budget forecast Ability to provide forecast intervals for short-term (1-2 years), intermediate (3-4 years), and long-term (5 years) for the entire City as well as by object and department.
4 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis Yes, with optional SKU: Workday Adaptive Planning. 322
Finance Budget Create budget forecast Ability to perform budget forecasting that incorporates planned salary and benefit adjustments by either percentage, flat rate, or other variable to salaries and/or benefits provided by position, department, start and end date, or for other groups/all employees.
4 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis Yes, with optional SKU: Workday Adaptive Planning. 323
Finance Budget Create non-financial
performance measures
Ability to develop tables to accommodate input of performance measures (e.g., transactions per, number of staff/customer, etc.). 3 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis Entry sheets and calculations can be created to use statistical data. 324
Finance Budget Create non-financial
performance measures
Ability to establish non-financial strategic objectives and track actual performance against these objectives. 3 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
In Workday Custom Objects could be employed to track strategic objectives. Workday Prism is another option too.
325
Finance Budget Create non-financial
performance measures
Ability to import files with defined file formats from other external systems into the performance budgeting system to reflect actual performance tracked in other external systems.
3 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
326
Finance Budget Create non-financial
performance measures
Ability to associate performance indicators and metrics to chart of accounts segments. 3 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
327
Finance Budget Create budget book System can create a budget book document using the approved budget data and historical data. 3 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
328
Finance Budget Create budget book System can create charts and graphs for the budget book using a connection to system data. If the data in the system is updated, the charts and graphs will automatically update.
3 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
329
Finance Budget Create budget book System can store multiple versions of the budget book. 3 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
330
Finance Budget Control expenditures to
remain within budget
System will allow budget control at varying levels and combinations of the chart of accounts (e.g., 3rd level of fund; 2nd level of organization, 1st level of general ledger account).
1 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
331
Finance Budget Control expenditures to
remain within budget
System can control the budget by department by fund (e.g. department A can spend a total of $100,000 in fund 1 and $200,000 in fund 2). 2 4 Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
332
Finance Budget Control expenditures to
remain within budget
System can create alerts when a user will exceed a budgeted line item amount, but allow a transaction if it is under the budget control level threshold. 1 4 Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
333
Finance Budget Control expenditures to
remain within budget
Ability to perform funds availability checking at the project level or account level, based on configuration or if a project string is entered for a transaction. 2 5 Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
334
Finance Budget Control expenditures to
remain within budget
Ability to perform funds availability checking by WBS/Phases/Tasks (sub-units of project). 3 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
335
Finance Budget Control expenditures to
remain within budget
Ability to validate project budgets and prevent them from being overspent when an employee submits a timesheet charging time to a project. 5 4 Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis, Workday
Projects
336
Finance Budget Control expenditures to
remain within budget
Ability to view available budget during requisition/purchase order entry for any type of purchase order, journal entry, or accounts payable invoice transaction. 3 5 Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
This would require the user to manually "inquire" on the budget.

The budget "edit", and subsequent display of exact budget shortfall - will not occur until the transaction is entered and submitted.
219 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
337
Finance Budget Control expenditures to
remain within budget
Ability to support budget control rules by account (e.g. payroll accounts can be overspent). 2 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
338
Finance Budget Control expenditures to
remain within budget
Ability to support budget control rules by user defined account segment within the chart of accounts. 1 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
339
Finance Budget Control expenditures to
remain within budget
Ability to support budget warnings at the account level and project level. 2 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
340
Finance Budget Control expenditures to
remain within budget
Ability to support budget checking and warnings performed on all system transactions (requisitions, purchase orders, journal entries, budget change requests, etc.).
2 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
341
Finance Budget Control expenditures to
remain within budget
Ability to restrict transfers to/from specific accounts (e.g. Payroll). 1 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
Can be achieved using validations and conditions within the Business Process Flow.
342
Finance Budget Control expenditures to
remain within budget
Ability to restrict budget transfer requests to specific accounts by user or department. 2 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
343
Finance Budget Adjust the budget Users can request a transfer of budgeted funds between accounts, with workflow approval. 4 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
344
Finance Budget Adjust the budget System maintains a history for all budget adjustments, so users can see the original budget and all amended budgets. 3 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
345
Finance Budget Adjust the budget Ability to identify a budget adjustment as one-time (this year only) or permanent (affect future base budgets). 3 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
346
Finance Budget Adjust the budget Ability to provide extended comments with budget revision requests. Define the maximum character count in comments. 2 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
347
Finance Budget Adjust the budget Ability to enter budget amendments during the fiscal year (appropriations or revenue estimates). 1 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
348
Finance Budget Adjust the budget Ability to record and track multiple different budget amendment types during the year and inquire on the adjustments after the fact (one-time vs. recurring, Board Letter, etc.).
1 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
349
Finance Budget Rollover the budget System supports budget rollover process at the end of the year to roll forward unspent budget to the next budget year. 3 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
350
Finance Budget Rollover the budget User can select transactions to rollover to the next year and submit for approval via a workflow. 4 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
351
Finance Budget Rollover the budget Ability to view rollover encumbrance balances separate from current year budgeted amounts for an account.
1 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
Workday clearly separates "rolled-forward" encumbrances from current year encumbrances. There is no need to change the coding on the original transactions. Workday would require more information on current practices to understand the desired functionality.
352
Finance Budget Rollover the budget Ability to liquidate a rollover encumbrance while restricting the liquidated amount from being added to the current year budgeted amount (e.g., cancel an outstanding purchase order from a previous year that has an encumbered balance remaining).
4 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
353
Finance Budget Report on the budget Users can view budget to actuals by category, department, or fund. 1 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
354
Finance Budget Report on the budget System can create year-end estimations of expenses and revenues based on actual year to date amounts.
3 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
355
Finance Budget Report on the budget A report that shows each employee’s salaries, benefits, and total cost for all employee types (per diem, full-time, etc.).
2 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
356
Finance Budget Report on the budget Ability to report on any budget version or type. 3 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
357
Finance Budget Report on the budget Ability to provide a public portal for disseminating budget information. 4 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
358
Finance Budget Report on the budget Ability to drill down from an expenditure or revenue to the associated budget assumption. 3 3
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
359
Finance Budget Create a budget
Ability to have workflow approvals sent to a group of approvals, where any one approver can approve the request.
1 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
220 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
360
Finance Budget Create a budget Ability to copy budget from previous year. 1 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
361
Finance Cash Receipting Process payments Ability to quickly access a menu of receivable/charge code types when accepting payments over-the-counter. 3 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
362
Finance Cash Receipting Process payments Ability to filter the list of AR and charge codes when processing a payment based on the user's location or department. 3 4
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
363
Finance Cash Receipting Process payments Ability to restrict payment to cash only as directed by customer alerts. 5 3
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
364
Finance Cash Receipting Process payments Ability to calculate the amount of change due back from amount tendered. 2 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
365
Finance Cash Receipting Process payments Cashier can scan customer invoice, so system will automatically associate the payment with that invoice. 2 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
366
Finance Cash Receipting Process payments System identifies/flags duplicate payments for AR transactions at time of entry. 4 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller. Invoice payments are posted in real-time, so subsequent duplicate payments are evident and can be applied to alternate invoices or to the customer directly.
367
Finance Cash Receipting Process payments System will allow cashiers to apply payments to more than one outstanding payment across departments. 2 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
368
Finance Cash Receipting Process payments System will allow cashiers to collect payment in multiple forms of payment (cash, check, credit, etc.) in a single transaction. 2 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
369
Finance Cash Receipting Process payments System will flag payments received for which no match to an invoice has been determined (pre-payments, duplicates). 2 4
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
370
Finance Cash Receipting Process payments Payments files can be imported from multiple 3rd party payment organizations (e.g. lockbox, online payments, Kiosks, etc.). 4 4
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
371
Finance Cash Receipting Process payments Once a payment is entered on an account, staff across the organization can see the pending payment on the account. 1 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
372
Finance Cash Receipting Process payments Ability to take receipts offline in the system when the main system is non- operational (down for maintenance, etc.) and upload after the fact. 3 4 Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller. Yes, Teller can continue to operate if the main Financial system is unavailable, and receipts can be applied to Financial invoices after the fact.
373
Finance Cash Receipting Process payments System allows transactions to be voided and refunded if user has proper authority. 2 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
374
Finance Cash Receipting Process payments System allows cashier to select a pre-set transaction type for common transactions in the City.
2 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
375
Finance Cash Receipting Process payments System allows cashier to record transactions for both San Mateo Consolidated Fire Department and the City (two separate entities) without logging out of the system. 3 4
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller. Note that the fee is most commonly added by the City's credit processor. However, Teller can also be set up to add a fee directly in Cashiering.
376
Finance Cash Receipting Process payments System can automatically add a credit card fee to a transaction. 2 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
377
Finance Cash Receipting Process payments System can maintain different credit card fee percentages for each credit card provider.
3 4
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
378
Finance Cash Receipting Process payments System can process direct debit transactions. 3 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
379
Finance Cash Receipting Process payments System allows authorized user to refund a transaction. 2 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
380
Finance Cash Receipting Process payments Ability to designate whether a transaction was post-marked on-time to remove potential interest/fees that may be applied to the bill associated with that payment (e.g., use of effective dates).
5 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
381
Finance Cash Receipting Process payments Ability to specify the order in which receipts are processed against outstanding receivables with the option of overriding the order. This would include outstanding receivables across all modules.
2 4
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller. Via business rules from software application 382
Finance Cash Receipting Process payments Ability to assign each transaction a unique receipt number which is auto- generated by the system. 1 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
221 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
383
Finance Cash Receipting Process payments Ability to accept full or partial payments and payments without prior bill. 1 4
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
384
Finance Cash Receipting Process payments Ability to enter internal comments at time of transaction. 2 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
385
Finance Cash Receipting Process payments Ability to prompt user at time of entry/scan that the account being receipted to has had a history of bad checks/credit card chargebacks based on user defined rules.
4 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller. Via business rules from software application 386
Finance Cash Receipting Process payments Ability to enter in a cash receipt that does not have pre-defined codes where the clerk will have to enter in the GL account(s) manually. 2 5 Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
387
Finance Cash Receipting Process payments Ability to select from standard reason codes when canceling any payment. 2 4
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
388
Finance Cash Receipting Process payments Ability to support credit card refunds. 2 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller. Yes, details of how refunds are handled dependant on credit processor.
389
Finance Cash Receipting Process payments System will allow documents to be attached to transactions. 5 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
390
Finance Cash Receipting Print a receipt System can generate a receipt showing the amount paid for each item/service in the transaction. 1 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
391
Finance Cash Receipting Print a receipt Cashier can re-print a receipt for a transaction. 2 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
392
Finance Cash Receipting Print a receipt Cashier can opt not to print a receipt for a transaction. 1 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
393
Finance Cash Receipting Print a receipt Cashier can choose to print on normal paper or receipt paper, depending on equipment available to them. 2 4
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller. Note that receipt style is set up by System (department)
394
Finance Cash Receipting Print a receipt Ability to print configurable comments and messages on the receipt. 2 4
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
395
Finance Cash Receipting Print a receipt Ability to have an unlimited number of detail lines per receipt. 2 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
396
Finance Cash Receipting Print a receipt Cashier can email a receipt to the customer. 5 4
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
397
Finance Cash Receipting Hold a transaction Ability to place receipts on "hold" for subsequent release by authorized staff. 5 3
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
398
Finance Cash Receipting Hold a transaction Ability to release "held" receipts based on user authorization. 5 3
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller. Teller enables some methods of putting receipts on hold, but full implementation to occur later this year. 399
Finance Cash Receipting Hold a transaction Ability to define security between users who are allowed to place receipts on "hold" and those that are allowed to "post" receipts.
5 4
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller. Teller enables some methods of putting receipts on hold, but full implementation to occur later this year. 400
Finance Cash Receipting Balance cash receipts System supports maintaining and balancing multiple cash registers. 2 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller. Teller enables some methods of putting receipts on hold, but full implementation to occur later this year. 401
Finance Cash Receipting Balance cash receipts System will balance daily cash receipts to a bank deposit. 3 4
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
402
Finance Cash Receipting Balance cash receipts Ability to edit and correct transaction errors prior to posting with proper authorization.
2 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
403
Finance Cash Receipting Create deposits Ability to print a deposit ticket with appropriate deposit tracking code. 4 4
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
404
Finance Cash Receipting Create deposits Ability to assign a bank bag number to each deposit slip. 5 4
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
405
Finance Cash Receipting Create deposits Ability to provide end-of-day check list by user detailing each check included in a deposit. 4 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
222 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
406
Finance Cash Receipting Manage cash batches System imports (by batch) automated cash receipts and collections data from remote sites/third party systems (credit card processor, online banking, etc.). 2 5 Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller. Note that we have included 5 batches in scope; these interfaces can be performed to Teller or to the Financial software directly.
407
Finance Cash Receipting Manage cash batches System has the ability to create manual batches (e.g. drop box or mail-in payments). 3 4
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
408
Finance Cash Receipting Manage cash batches System allows back-dating the effective dates of batches. 1 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
409
Finance Cash Receipting Manage cash batches System allows a batch to be closed with a negative balance (e.g. when transactions were made as adjustments). 2 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
410
Finance Cash Receipting Manage cash batches System allows a batch to be closed with net zero balance. 2 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
411
Finance Cash Receipting Manage cash batches System allows users to change the description of a transaction during the batch review process.
5 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller. Teller's Revenue Submission module (optional) allows departments to create Cash Receipt submissions for review and approval by Finance.
412
Finance Cash Receipting Manage cash batches System allows batches to be entered and closed by a department and sent to finance via a workflow for final edits, approval, and posting. 5 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
413
Finance Cash Receipting Manage cash batches Ability to accommodate numerous P.O.S. terminals throughout the City and consolidate all P.O.S. terminal receipts at day's end. 5 5 Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
414
Finance Cash Receipting Manage customer
accounts
Ability to view customer's unpaid balance for all outstanding receivables. 2 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
415
Finance Cash Receipting Manage customer
accounts
System supports tracking of customer deposits.
3 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
416
Finance Cash Receipting Provide customer portal Customers can create an account on a customer portal that will allow them to pay invoices online.
4 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Supported. Workday includes a customer portal to simplify communication between you and your customers. With the
customer portal, customer contacts can view information related to open invoices, invoice adjustments, customer statements, recent payments, invoices in dispute, and invoices in collection.

Cashiering functionality would be handled by our
3rd party partner Teller.
417
Finance Cash Receipting Provide customer portal Customers can view prior invoice and payment history via the portal. 4 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Supported. Workday includes a customer portal to simplify communication between you and your customers. With the
customer portal, customer contacts can view information related to open invoices, invoice adjustments, customer statements, recent payments, invoices in dispute, and invoices in collection.

Cashiering functionality would be handled by our
3rd party partner Teller.
223 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
418
Finance Cash Receipting Provide customer portal Provide online e-payment portal and web customer account services/tools. 4 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Supported. Workday includes a customer portal to simplify communication between you and your customers. With the
customer portal, customer contacts can view information related to open invoices, invoice adjustments, customer statements, recent payments, invoices in dispute, and invoices in collection.

Customer contacts can also download and print your invoices and statements through the Customer Portal. Customers also have the ability to pay their outstanding invoices through the customer portal using a credit card, with the use of a 3rd party payment provider. As the Security Administrator, you can mass create login accounts for customer contacts to give them access to the Customer Portal. Cashiering functionality would be handled by our 3rd party partner Teller.
419
Finance Cash Receipting Provide customer portal System allows user to set up a recurring payment online. 4 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Supported. Workday includes a customer portal to simplify communication between you and your customers. With the
customer portal, customer contacts can view information related to open invoices, invoice adjustments, customer statements, recent payments, invoices in dispute, and invoices in collection.

Customer contacts can also download and print your invoices and statements through the Customer Portal. Customers also have the ability to pay their outstanding invoices through the customer portal using a credit card, with the use of a 3rd party payment provider. As the Security Administrator, you can mass create login accounts for customer contacts to give them access to the Customer Portal. Cashiering functionality would be handled by our 3rd party partner Teller.
420
Finance Cash Receipting Provide customer portal Ability to take website payments when the main system is non-operational (down for maintenance, etc.) and upload after the fact. 4 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Supported. Workday includes a customer portal to simplify communication between you and your customers. With the
customer portal, customer contacts can view information related to open invoices, invoice adjustments, customer statements, recent payments, invoices in dispute, and invoices in collection.

Cashiering functionality would be handled by our
3rd party partner Teller.
421
Finance Cash Receipting Provide customer portal Users can set up direct debit transactions. 4 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking E-check transactions online through integrated credit processor. 422
Finance Cash Receipting Provide customer portal Ability to take website payments when the main system is non-operational (down for maintenance, etc.) and upload after the fact. 4 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
423
Finance Cash Receipting Run cash receipting
reports
System can generate report showing all transactions by payment type by day. 2 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
424
Finance Cash Receipting Run cash receipting
reports
System can generate report showing transactions by cash register by day. 2 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Cashiering functionality would be handled by our 3rd party partner Teller.
425 Finance Contract Management Create a contract System can track pricing information, including quantity discounts, by contract. 3 5 Y - Yes Workday Procurement 426 Finance Contract Management Create a contract System can track freight terms and shipping information for each contract. 3 5 Y - Yes Workday Procurement 427 Finance Contract Management Create a contract System allows supporting documentation (such as quotes) to be stored with a contract.
2 5 Y - Yes Workday Procurement
428 Finance Contract Management Create a contract System supports various contract periods, including multiple year contracts (i.e., those that span fiscal and/or calendar years).
3 5 Y - Yes Workday Procurement
429 Finance Contract Management Create a contract System will accommodate attaching and linking all system documents that reference a contract and ability to drill down to specific documents. 3 5 Y - Yes Workday Procurement
Documents within Workday can be viewed. Certain screens will allow link to document management system.
430 Finance Contract Management Create a contract System can track vendor insurance requirements by contract. 5 5 Y - Yes Workday Procurement 431 Finance Contract Management Create a contract Users can create a contract document using standard templates in the system. 4 5 Y - Yes Workday Procurement 432 Finance Contract Management Create a contract Contract documents can be approved via a workflow in the system. 5 5 Y - Yes Workday Procurement 433 Finance Contract Management Create a contract Contract module can store standard terms and conditions that can be applied to a contract. 3 5 Y - Yes Workday Procurement
224 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
434 Finance Contract Management Create a contract Ability to convert awarded bids to approved contract. 4 5 Y - Yes Workday Procurement 435 Finance Contract Management Create a contract Ability to set prices on a blanket order and/or contract. 3 5 Y - Yes Workday Procurement 436 Finance Contract Management Create a contract Ability to allow multiple vendors per contract. 4 5 Y - Yes Workday Procurement 437 Finance Contract Management Create a contract Ability to allow for multiple phases per contract. 4 5 Y - Yes Workday Procurement 438
Finance Contract Management Create a contract System supports use of electronic signatures. 5 5
Y - Yes Workday Procurement
Electronic signatures can be used throughout Workday within the Business Process Framework in a couple of different ways: native e- signatures, and 3rd-party integration.

Using native e-signature functionality, you can require that employees "sign" that they have completed a task. For example, as part of the the onboarding process, you may configure a processing step which routes a document (for instance, an employee handbook) to the on-boarding employee, and then requires that they acknowledge that they have read and
understood the document by checking a checkbox online, or entering a written response. The text explaining this to the user is fully editable by customers, to make the context and implication of the ‘signature’ quite clear and this can include (or provide a link to) relevant disclaimer condition statements.

Workday’s Business Process Framework also provides the ability to capture electronic signatures through delivered 3rd-party integrations with Adobe Sign and DocuSign. Note that in this case the Workday customer must have an existing relationship with one of these third-party vendors.

Whether using native e-signature functionality, or integration with a 3rd-party vendor, the “signature” is captured in Workday as part of the audit trail of the process.
439 Finance Contract Management Create a contract Ability to notify user that there is already a contract based on vendor and commodity code when you are entering a new requisition. 3 5 Y - Yes Workday Procurement 440 Finance Contract Management Link contracts to
purchase orders
System links purchase orders to contracts and tracks associated expenses. 3 5 Y - Yes Workday Procurement 441 Finance Contract Management Link contracts to
purchase orders
System allows multiple purchase orders to be linked to a single contract. 3 5 Y - Yes Workday Procurement 442
Finance Contract Management Manage contracts System records and tracks contract limits or milestones at user-specified levels of detail over the life of the contract (e.g., 50% expended at half-way point in project).
4 5
Y - Yes Workday Procurement
443 Finance Contract Management Manage contracts System can send alerts when a contract limit or milestone is reached. 5 5 Y - Yes Workday Procurement 444 Finance Contract Management Manage contracts System will calculate and track retainage by contract. 4 5 Y - Yes Workday Procurement 445 Finance Contract Management Manage contracts Ability to record and calculate retainage based on: deliverables/tasks. 3 5 Y - Yes Workday Procurement 446 Finance Contract Management Manage contracts Ability to record and calculate retainage based on: percent completion. 3 5 Y - Yes Workday Procurement 447 Finance Contract Management Manage contracts Ability to record and calculate retainage based on: dollar amount. 3 5 Y - Yes Workday Procurement 448 Finance Contract Management Manage contracts System can notify users when insurance requirements must be renewed for a contract. 5 5 Y - Yes Workday Procurement
449 Finance Contract Management Manage contracts Ability to track multiple releases (i.e., payments) within a blanket contract/PO. 2 5 Y - Yes Workday Procurement 450 Finance Contract Management Manage contracts Ability to record and track contract limits (i.e. multi-year contracts) at user specified levels of detail over the life of the contract. 3 5 Y - Yes Workday Procurement 451 Finance Contract Management Manage contracts Ability to encumber a portion of a contract based on fiscal year. 4 5 Y - Yes Workday Procurement Multi-year 452 Finance Contract Management Manage contracts Ability to track the following contract information: Notice of award. 4 5 Y - Yes Workday Procurement 453 Finance Contract Management Manage contracts Ability to track the following contract information: Lien notices. 5 5 Y - Yes Workday Procurement 454 Finance Contract Management Manage contracts Ability to track the following contract information: Notice to proceed. 4 5 Y - Yes Workday Procurement 455 Finance Contract Management Manage contracts Ability to track the following contract information: Notice of Substantial Completion. 4 5 Y - Yes Workday Procurement
456 Finance Contract Management Manage contracts Ability to track the following contract information: Notice of Final Completion. 5 5 Y - Yes Workday Procurement 457 Finance Contract Management Manage contracts Ability to track the following contract information: Certificates of Insurance. 5 5 Y - Yes Workday Procurement 225 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
458 Finance Contract Management Manage contracts Ability to track the following contract information: Performance bonds. 3 5 Y - Yes Workday Procurement 459 Finance Contract Management Manage contracts Ability to track the following contract information: Payment bonds. 3 5 Y - Yes Workday Procurement 460 Finance Contract Management Manage contracts Ability to track the following contract information: DBE payment certification. 3 5 Y - Yes Workday Procurement 461 Finance Contract Management Manage contracts Ability to track the following contract information: DBE sub-contractor commitment. 3 5 Y - Yes Workday Procurement
462 Finance Contract Management Change a contract System has workflow approval for contract changes. 4 5 Y - Yes Workday Procurement 463 Finance Contract Management Change a contract Ability to configure workflow approval for only certain types of contract changes (e.g. dollar amount, but not description). 3 5 Y - Yes Workday Procurement 464 Finance Contract Management Change a contract System maintains version history when a contract is changed, so users can view the original version of the contract. 3 5 Y - Yes Workday Procurement 465 Finance Contract Management Close a contract Ability to automatically close out contracts with final payment requests or release of retention payment. 5 5 Y - Yes Workday Procurement Workday provides the ability to Mass Close Procurement
Documents as a part of the year end roll forward process. 466 Finance Contract Management Close a contract Ability to liquidate encumbrances where balances remain. 3 5 Y - Yes Workday Procurement 467 Finance Contract Management Close a contract Ability to place a contract on "hold" in the event of a contract dispute or termination request. 3 5 Y - Yes Workday Procurement
468 Finance Contract Management Close a contract Ability to reinstate a closed/terminated contract done in error and flag contract administrator (via workflow). 5 5 Y - Yes Workday Procurement 469 Finance Fixed Assets Add an asset System can accommodate workflow approval for the creation of an asset that is initiated by a purchase that is designated as a fixed asset. 3 3 Y - Yes Workday Procurement 470 Finance Fixed Assets Add an asset Ability to default various asset accounts during asset set-up based on asset class and type. 5 4 Y - Yes
Workday Core Financials -
Asset Management
471 Finance Fixed Assets Add an asset System supports mass additions with ability to add unique identifier to each asset (e.g. purchase 20 vehicles and add VIN for each vehicle). 5 1 Y - Yes Workday Core Financials -
Asset Management
472 Finance Fixed Assets Add an asset System allows assets to be categorized using user defined categories (e.g. infrastructure, land, etc.). 2 5 Y - Yes
Workday Core Financials -
Asset Management
473 Finance Fixed Assets Add an asset System can flag an asset as a donated asset. 2 2 Y - Yes Workday Core Financials -
Asset Management
474 Finance Fixed Assets Add an asset System can identify potential fixed assets based on invoice dollar amount and GL account. 5 4 Y - Yes
Workday Core Financials -
Asset Management
475 Finance Fixed Assets Add an asset System allows user to override potential fixed asset identified by the system if it is not a true fixed asset. 2 5 Y - Yes
Workday Core Financials -
Asset Management
476
Finance Fixed Assets Add an asset System allows user to modify information from the purchase when creating an asset (e.g. removing a line item from asset value). 5 5 Y - Yes
Workday Core Financials -
Asset Management,
Workday Procurement
477
Finance Fixed Assets Add an asset System allows user to aggregate multiple invoices into a single fixed asset. 5 3
Y - Yes
Workday Core Financials -
Asset Management,
Workday Procurement
478 Finance Fixed Assets Add an asset System allows users to create an asset not tied to a purchase/invoice. 2 5 Y - Yes Workday Core Financials -
Asset Management
479 Finance Fixed Assets Add an asset Ability to mark an asset as a replacement for another asset, with a link to that specific asset record. 5 3 Y - Yes
Workday Core Financials -
Asset Management
480
Finance Fixed Assets Create an asset via a
capital project
System is able to identify/record all capitalizable costs associated with the construction or purchase/acquisition of an asset as part of a capital project (pulls data from projects module without re-entry).
5 5
Y - Yes
Workday Core Financials -
Asset Management
481 Finance Fixed Assets Create an asset via a
capital project
A single project can be split into multiple assets. 5 3 Y - Yes Workday Procurement 482 Finance Fixed Assets Create an asset via a
capital project
Multiple projects can be combined to create a single asset. 5 4 Y - Yes Workday Core Financials -
Asset Management
483 Finance Fixed Assets Create an asset via a
capital project
Ability to capitalize a construction project when it reaches a specified percentage complete. 5 3 Y - Yes Workday Projects
484 Finance Fixed Assets Maintain asset master
file
System tracks key asset data including owner, value, acquisition date, and useful life. 2 5 Y - Yes
Workday Core Financials -
Asset Management
485 Finance Fixed Assets Maintain asset master
file
Ability to accommodate parent/child relationships between related assets, such as a master unit with one or more accessories. 2 5 Y - Yes Workday Core Financials -
Asset Management
486 Finance Fixed Assets Maintain asset master
file
Ability to reassign parent/child relationships. 5 5 Y - Yes Workday Core Financials -
Asset Management
487 Finance Fixed Assets Maintain asset master
file
Ability to track funding source (e.g. grant) for each asset. 5 1 Y - Yes Workday Grants
Management
488 Finance Fixed Assets Maintain asset master
file
Ability to maintain and track leased equipment. 5 1 Y - Yes Workday Core Financials -
Asset Management
489 Finance Fixed Assets Maintain asset master
file
Ability to attach memos, word documents, picture documents, etc. to asset file. 2 5 Y - Yes Workday Core Financials -
Asset Management
490 Finance Fixed Assets Maintain asset master
file
Ability to retain fully depreciated assets in the capital asset master file for inventory control purposes prior to disposition. 2 5 Y - Yes Workday Core Financials -
Asset Management
226 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
491 Finance Fixed Assets Maintain asset master
file
Ability to track replacement cost/insurance value of each asset. 5 1 Y - Yes Workday Core Financials -
Asset Management
492 Finance Fixed Assets Maintain asset master
file
System allows users to add comments to an asset record. 2 5 Y - Yes Workday Core Financials -
Asset Management
493 Finance Fixed Assets Tag assets System can automatically calculate depreciation based on asset value and useful life and post the corresponding journal entries to the GL. 3 4 Y - Yes Workday Core Financials -
Asset Management
494 Finance Fixed Assets Tag assets Ability to reclassify assets from one type to another and effectively manage the new depreciation amount. 3 4 Y - Yes
Workday Core Financials -
Asset Management
495
Finance Fixed Assets Track asset depreciation Ability to associate multiple capital accounts and multiple related depreciation expense accounts with an asset, and assign a percentage split between each. 3 5 Y - Yes
Workday Core Financials -
Asset Management
496 Finance Fixed Assets Track asset depreciation Ability to idle assets (suspend depreciation). 3 5 Y - Yes Workday Core Financials -
Asset Management
497 Finance Fixed Assets Track asset depreciation System supports barcoding labels for assets. 5 3 Y - Yes Workday Core Financials -
Asset Management
498 Finance Fixed Assets Track asset depreciation Ability to restrict the reuse of tag numbers. 5 3 Y - Yes Workday Core Financials -
Asset Management
499 Finance Fixed Assets Adjust an asset System accommodates user adjusting original asset cost/value subject to workflow/security constraints. 5 3 Y - Yes
Workday Core Financials -
Asset Management
500 Finance Fixed Assets Adjust an asset System can accommodate workflow approval of the transfer of assets. 5 3 Y - Yes Workday Core Financials -
Asset Management
501 Finance Fixed Assets Adjust an asset Ability to track improvements on an existing asset and adjust the value appropriately. 3 5 Y - Yes
Workday Core Financials -
Asset Management
502 Finance Fixed Assets Adjust an asset Ability to allow increases in asset values when asset lives have been extended due to asset remediation or preventive maintenance of an asset. 3 5 Y - Yes Workday Core Financials -
Asset Management
503 Finance Fixed Assets Dispose of asset System can accommodate workflow approval of the disposal of assets. 5 2 Y - Yes Workday Core Financials -
Asset Management
504 Finance Fixed Assets Dispose of asset Ability to add, transfer, or dispose of assets with retroactive dates, and "catch up" activity posts in current period. 3 5 Y - Yes
Workday Core Financials -
Asset Management
505
Finance Fixed Assets Dispose of asset Ability to automatically track gain or loss on a sale of asset and determine value of acquired asset (trade-in). 5 1
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
506 Finance Fixed Assets Dispose of asset Ability to reinstate disposed asset if found (stolen or lost) with appropriate accounting workflow. 5 1 Y - Yes
Workday Core Financials -
Asset Management
507 Finance Fixed Assets Track non-capital assets System can maintain records of non-capitalized assets (e.g. laptop that is under capital threshold, but City wants to track). 2 5 Y - Yes Workday Core Financials -
Asset Management
508 Finance Fixed Assets Create fixed asset
reports
System allows reporting and inquiry of assets by department or organization unit and by asset type. 2 5 Y - Yes
Workday Core Financials -
Asset Management
509
Finance General Ledger Support general
accounting
requirements
System can maintain separate ledgers for three entities (City, Fire, Public Financing Authority). 5 5
Y - Yes
Workday Core Financials -
Asset Management
510
Finance General Ledger Support general
accounting
requirements
System supports cash, modified accrual, and accrual basis of accounting based on fund. 4 3
Y - Yes
Workday Core Financials -
Asset Management
511
Finance General Ledger Support general
accounting
requirements
System supports GAAP reporting requirements.
5 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
The Workday reporting tool is capable of creating all the necessary reports for Statutory reporting and CAFR. Our customers utilize a variety of tools to take the data from Workday and actually create a "publishable" format.
512
Finance General Ledger Support general
accounting
requirements
System allow multiple fiscal years to be open and have transactions (including payables) processed against them simultaneously, including the ability to have related reversing entries automatically post to new year (i.e. AP, inter-fund journals, accruals).
5 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
513
Finance General Ledger Manage chart of
accounts
Ability to modify and customize the chart of accounts structure with flexibility to define number of digits in segments and number of segments. 5 5 Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
Workday provides an extremely flexible chart with both delivered and custom fields. We feel confident we can provide the city all the fields needed to capture required data both today and into the future!
514
Finance General Ledger Manage chart of
accounts
Ability to establish rules to validate segments of the components of the chart of accounts. 5 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
515
Finance General Ledger Manage chart of
accounts
Chart of accounts setup is flexible to allow for changes and maintain history (e.g. reassign chart of accounts segments to match organizational change, department merge, etc.). Changes can be made using effective dating. 5 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
516
Finance General Ledger Manage chart of
accounts
System allows chart of accounts field to be renamed, and each subsequent year will automatically use the new chart of accounts field name. 4 4 Y - Yes
Workday Core Financials -
Cash Management and
Banking
517
Finance General Ledger Manage chart of
accounts
System maintains complete history and audit trail of all changes made to the chart of accounts. 5 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
518
Finance General Ledger Manage chart of
accounts
System restrict users from posting transactions to inactivated accounts. 3 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
227 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
519
Finance General Ledger Manage chart of
accounts
System can generate list of accounts with no activity in a user defined time period. 3 3
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
520
Finance General Ledger Manage chart of
accounts
Ability to associate an account type (revenue, expense, fund balance, asset, liability, net assets, etc.) with each account when defining the chart of accounts. 4 4 Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
521
Finance General Ledger Manage chart of
accounts
Ability to provide options for account roll-up capabilities at any level of the chart of account segments. 4 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
522
Finance General Ledger Manage chart of
accounts
Ability to maintain a self-balancing set of accounts for each fund including assets, liabilities, fund balance, expenditures, and revenues including the ability to automatically close to fund balance (user defined) to open the new year. 3 4 Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
523
Finance General Ledger Account Information Ability for users to search for accounts by number or name (a portion, wild card, etc.). 4 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
524
Finance General Ledger Account Information Ability to accommodate up to a 180-character transaction description. 5 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
525
Finance General Ledger Account Information Ability to define master “account code shortcuts” (i.e. – abbreviated accounts) that cross-reference shortcut name to an account code. 5 4 Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
526
Finance General Ledger Account Information Ability to define master “account code cross reference” that cross-reference a previous account string. 5 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
Workday account segments (Worktags) can be setup to default related values automatically upon entry.
527
Finance General Ledger Account Information Ability to allow the user to use synonym/account names to inquire on accounts (user specific names that relate to specific account codes). 4 4 Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
528
Finance General Ledger Account Information System is consistent between budget and accounting classifications (i.e., mapping) and can synchronize to other deliverables (i.e., CAFR, budget book, grant reporting) that may require a different mapping scheme/structure. 5 4 Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
Workday provides mapping tools if needed. Most customers find the ability to use multiple hierarchies on a single chart element (Fund, Cost Center, Account, etc.) very helpful in classifying items differently for varying reporting needs.
529
Finance General Ledger Create Journal Entries System has journal entry functionality to provide assistance in performing allocations, by a percentage or based on a separate allocation table (allocation percentage may change month to month based on actuals). 5 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
530
Finance General Ledger Create Journal Entries Ability to automatically route a journal entry for approval based on a pre-defined workflow. 3 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
531
Finance General Ledger Create Journal Entries System prohibits the posting of journal entries and batches that are out of balance.
3 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
532
Finance General Ledger Create Journal Entries System can prohibit the same user from creating and posting a journal entry. 3 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
533
Finance General Ledger Create Journal Entries System restricts user from entering transactions outside of the user defined criteria (e.g. within specified department). 3 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
534
Finance General Ledger Create Journal Entries System allows importing of General Ledger transactions from external data sources, including Excel, with validation rules.
3 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
535
Finance General Ledger Create Journal Entries System allows users to establish, save, and use journal entry templates that will allow users to easily create new journal entries using pre-saved journal entry details.
4 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
536
Finance General Ledger Create Journal Entries Ability to export cash transactions so they can be imported into a third-party Treasury system.
4 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
537
Finance General Ledger Create Journal Entries Ability for the system to automatically create necessary entries for transactions that cross funds.
5 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
538
Finance General Ledger Create Journal Entries Users can drill down from journal entry to transaction details from the module. 4 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
539
Finance General Ledger Create Journal Entries Users can attach supporting documentation to a journal entry. 2 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
540
Finance General Ledger Create Journal Entries Ability to process automated/recurring journal entries. 5 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
228 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
541
Finance General Ledger Create Journal Entries System can create journal entry lines to support using pooled cash accounts. 5 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis, Workday Core
Financials - Cash
Management and Banking
542
Finance General Ledger Create Journal Entries Ability to automate recurring inter-departmental charges. 3 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
543
Finance General Ledger Create Journal Entries Ability to process system-generated transactions, such as automated accruals, closing entries, cost assignment transactions, and recurring payments. 4 4 Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
544
Finance General Ledger Create Journal Entries Ability to journal in batches. 3 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
545
Finance General Ledger Create Journal Entries Ability to allow entries to unlimited accounts with one journal entry (one credit and multiple debits, multiple debits and multiple credits, etc.) with validation of all transactions being in balance.
3 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
546
Finance General Ledger Create Journal Entries Ability to summarize distributions to the same account (e.g., cash) or show details of every transaction (i.e., multiple cash disbursements are displayed/stored online as a single, summary cash disbursement and shows the details of the balancing disbursements) based on user definition. 3 4 Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis, Workday Core
Financials - Cash
Management and Banking
547
Finance General Ledger Create Journal Entries Ability to make adjusting entries that do not affect the GL but allow for necessary reclassifications for financial reporting. 5 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
548
Finance General Ledger Create Journal Entries Ability to create an automated system posting to the specified GL Cash account as the other side of a journal entry within the same fund. 4 3 Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
549
Finance General Ledger Track financial audit
trail
Provide for traceability of changes made to previously posted transactions (i.e. provide audit trails that identify document input, change, approval, and deletions by journal entry originator).
4 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
550
Finance General Ledger Track financial audit
trail
Ability to track all workflow components. (i.e., creator, approver, attachments, date and time, status, changes). 4 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
551
Finance General Ledger Track financial audit
trail
Provide audit trails to trace transactions from source documents, original input, other systems, system-generated transactions, and internal assignment transactions.
4 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
Workday uses non-destructive updates, and previous data values are never overwritten. Workday's audit strategy is to always audit everything (including transactions down to the source document, the user ID, date, time, and any workflow approvals of the source transaction), and to retain this immutable audit data log in perpetuity. Our unique architecture allows us to do this with zero impact on system performance. This enables customers to access a complete audit history of any attribute or transaction within the Workday environment without the need for any third-party tools.

Other vendors have audit turned off by default or can only audit a subset of fields because of the potential performance impact. Also, other vendors sometimes rely on application middleware to handle workflow, and as a result, often have extremely limited capabilities when auditing workflow transactions.
552
Finance General Ledger Track financial audit
trail
Ability to drill down into fund/department/account/PO/expenditure/check issued/receipt detail.
4 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
553
Finance General Ledger Track financial audit
trail
Provide audit trails to trace source documents and transactions through successive levels of summarization to the financial statements and the reverse. 4 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
554
Finance General Ledger Track financial audit
trail
Provide audit trails to identify changes made to system parameters and tables that would affect the processing or reprocessing of any financial transaction. 4 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
555
Finance General Ledger Perform period end
close
Ability to record recurring accruals and the related reversing journal entries in the next period or next year.
4 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
556
Finance General Ledger Perform period end
close
System allows the rolling of specified balance sheet accounts to user specified destination accounts in conjunction with the year-end closing process (e.g. fund balance accounts are combined and rolled to a beginning fund balance). 4 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
557
Finance General Ledger Perform period end
close
System facilitates a closing process at the end of month or quarter. 4 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
As long as interest is captured either via bank transaction input or as an integration from another system. Interest can be allocated using Workdays allocation engine.
229 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
558
Finance General Ledger Perform period end
close
Ability to move prior year cancelled encumbrances to unencumbered fund balance. 4 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
559
Finance General Ledger Perform period end
close
Ability to move balance sheet accounts, unexpended available balances, and unreleased encumbrances over to a new year. 4 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
560
Finance General Ledger Perform period end
close
Ability to suppress roll forward of appropriations and encumbrances at fund level, department level, and/or the grant/project level based on user defined roll forward criteria.
4 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
561
Finance General Ledger Perform period end
close
Ability to start processing against any open period in the new fiscal year prior to close of last fiscal year. Retroactive transactions only to open periods are allowed.
4 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
562
Finance General Ledger Perform period end
close
Ability for authorized users to reopen closed periods.
4 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
563
Finance General Ledger Perform period end
close
Ability to provide year-end closing procedures that close-out revenues and expenditures/expenses, and carry forward the appropriate balances. 5 4 Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
564
Finance General Ledger Perform period end
close
Ability to process journals in multiple months simultaneously. 3 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
565
Finance General Ledger Perform period end
close
Ability to automatically reverse year end accruals.
4 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
566
Finance General Ledger Perform period end
close
Ability to have the last payroll of the year post across two years. 4 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
567
Finance General Ledger Perform period end
close
System supports pooled cash functionality.
4 4
Y - Yes
Workday Core Financials -
Cash Management and
Banking
568
Finance General Ledger Perform period end
close
System supports 13th month accounting period.
4 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
Workday provides the capability to close periods for transactions, while leaving the period open for adjustments. This allows for organizations to avoid the need for additional 'adjustment-only' periods. For example, when users change the ledger period status from Open to Close in Progress for Operational Accounting, users can't post journals from operational activities. Users can still record accounting journals, recurring journals, and depreciation.

Over time users can continue to lock down the activity that can occur by progressing through the various ledger period statuses. 569
Finance General Ledger Perform period end
close
System supports 14th month accounting period.
2 2
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
Workday provides the capability to close periods for transactions, while leaving the period open for adjustments. This allows for organizations to avoid the need for additional 'adjustment-only' periods. For example, when users change the ledger period status from Open to Close in Progress for Operational Accounting, users can't post journals from operational activities. Users can still record accounting journals, recurring journals, and depreciation.

Over time users can continue to lock down the activity that can occur by progressing through the various ledger period statuses. 570
Finance General Ledger Perform period end
close
System supports 15th month accounting period.
2 2
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
Workday provides the capability to close periods for transactions, while leaving the period open for adjustments. This allows for organizations to avoid the need for additional 'adjustment-only' periods. For example, when users change the ledger period status from Open to Close in Progress for Operational Accounting, users can't post journals from operational activities. Users can still record accounting journals, recurring journals, and depreciation.

Over time users can continue to lock down the activity that can occur by progressing through the various ledger period statuses. 571
Finance General Ledger GL Reporting Provide dashboard tools to define/report on key metrics of financial information, specific to the various department heads.
5 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
572
Finance General Ledger GL Reporting Ability to drill down from account balance to transaction details. 4 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
573
Finance General Ledger CAFR Creation System has CAFR builder functionality. 5 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
574
Finance General Ledger Create Financial Reports Ability to create financial reports for any set of dates, including overlapping fiscal years. 3 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
230 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
575
Finance General Ledger Create Financial Reports Ability to save templates of financial statements such as income statements, performance measures, and yearly reports. 4 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
576
Finance General Ledger Create Financial Reports Ability to generate a report on-demand that indicates those accounts with an abnormal balance (e.g., asset with a credit balance). 5 4 Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
577
Finance General Ledger Create Financial Reports Ability to prepare preliminary financial statements before period and year-end close. 3 3
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
578
Finance General Ledger Create Financial Reports Ability to run historical General Ledger reporting across fiscal and calendar years with a minimum of current and two previous years simultaneously. 3 4 Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
579
Finance General Ledger Create Financial Reports Ability to populate trend information for user-defined activity and time periods. 5 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
580
Finance General Ledger Create Financial Reports Ability to provide an option to list all detailed accounts that are combined into each line of the financial reports for verification of accounting accuracy. 5 4 Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
581
Finance General Ledger Create Financial Reports Ability to generate a trial balance, by fund and fund rollup (detail and summary) by account. Description field should display full description for fund and account.

Total should be generated for total assets and total liabilities & fund balance, revenue, expense, and other financing sources and uses. 3 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
582
Finance General Ledger Create Financial Reports Ability to download data to Excel or Access. 4 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
583 Finance Grant and Project
Accounting
Track grant application
process
System can track grant applications and status. 4 5 Y - Yes Workday Grants
Management
584 Finance Grant and Project
Accounting
Track grant application
process
System can track grant application dates and milestones and notify user when key dates are approaching. 4 5 Y - Yes
Workday Grants
Management
585 Finance Grant and Project
Accounting
Track grant application
process
Workflow can be configured to be dependent upon grant attributes (e.g. grantor, grant type, dollar amount, user-flagged). 5 5 Y - Yes
Workday Grants
Management
586 Finance Grant and Project
Accounting
Grant/Project Set Up System allows for grants/projects to have a fiscal year different from the City's fiscal year. 3 5 Y - Yes
Workday Grants
Management
587 Finance Grant and Project
Accounting
Grant/Project Set Up System can support projects with multiple funding sources. 1 5 Y - Yes Workday Grants
Management
588 Finance Grant and Project
Accounting
Grant/Project Set Up System can track and report on sub-recipients of grants. 5 5 Y - Yes Workday Grants
Management
589 Finance Grant and Project
Accounting
Grant/Project Set Up System can track phases, tasks, and sub-tasks within a project/grant. Each can have its own budget. 1 5 Y - Yes
Workday Grants
Management
590
Finance Grant and Project
Accounting
Grant/Project Set Up System can track projects that are for reporting purposes only (e.g. all expenses charged to non-project GL accounts, but total project costs are tracked). 1 5 Y - Yes Workday Projects
591 Finance Grant and Project
Accounting
Grant/Project Set Up Ability to set a project contingency budget that is either encumbered or not encumbered. 3 5 Y - Yes Workday Projects
592 Finance Grant and Project
Accounting
Grant/Project Set Up Ability to associate projects and sub-projects with grants, with the ability to link multiple grants to a project and multiple projects to a grant. 1 5 Y - Yes Workday Grants
Management
593 Finance Grant and Project
Accounting
Grant/Project Set Up Ability to associate a new project with one or more existing assets in the fixed assets module. 3 5 Y - Yes
Workday Grants
Management
594 Finance Grant and Project
Accounting
Grant/Project Set Up Ability to designate whether or not projects are to be capitalized. 3 5 Y - Yes Workday Projects 595 Finance Grant and Project
Accounting
Grant/Project Set Up Ability to capitalize only part of a project and expense the rest of the project. 5 5 Y - Yes Workday Projects 596 Finance Grant and Project
Accounting
Grant/Project Set Up Ability to have multi-level project/grant roll up. 3 5 Y - Yes Workday Grants
Management
597 Finance Grant and Project
Accounting
Grant/Project Set Up Ability to require attaching budget approval documents, with ability to drill down from project to supporting documentation. 1 5 Y - Yes
Workday Grants
Management
598 Finance Grant and Project
Accounting
Grant/Project Set Up Ability to set grant-specific criteria in the system and create a checklist to ensure all requirements are met. 4 5 Y - Yes
Workday Grants
Management
599
Finance Grant and Project
Accounting
Grant/Project Set Up Ability to automatically create project numbers with user-defined segments (e.g. first 2 digits are the year, next digit is the function, next is the project/grant designation, next is the sequential number, etc.).
3 5
Y - Yes Workday Projects
600 Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Department (responsible for the project or grant). 2 5 Y - Yes
Workday Grants
Management
601 Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Status (e.g. fully funded, partially funded, non-funded). 2 5 Y - Yes Workday Projects 602
Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Key dates (Approval date, start date, end date, extension date, date of last draw, final performance report).
3 5
Y - Yes Workday Projects
603 Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Council Order number and date. 3 5 Y - Yes Workday Projects Yes, with either with custom object or a custom field. 231 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
604 Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Granting agency number. 2 5 Y - Yes
Workday Grants
Management
605 Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Pass-through grant indicator and entity and grant #. 2 5 Y - Yes
Workday Grants
Management
606 Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Sub-grantee. 3 5 Y - Yes Workday Procurement Yes, with either with custom object or a custom field. 607
Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Contract number(s) for projects and grants--could have multiple contracts for each. 3 5 Y - Yes
Workday Projects,
Workday Grants
Management
608
Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Catalog of Federal Domestic Assistance (CFDA), if applicable. 2 4
Y - Yes
Workday Grants
Management, Workday
Projects Yes, with either with custom object or a custom field. 609
Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Amendments (dates, dollars, activity being amended) and allows for multiple amendments. 2 5 Y - Yes
Workday Grants
Management
610
Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Contractor(s) name associated with grants and projects e.g., who is performing the tasks for the grant, project, subproject, activities/task).
3 5
Y - Yes
Workday Grants
Management
611 Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Detail on contractor (name, contact, address, certifications, Fed ID number, EEO). 3 5 Y - Yes Workday Projects Yes, with either with custom object or a custom field. 612
Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Payments and balance available. 1 5
Y - Yes
Workday Grants
Management, Workday
Projects
613 Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Budget detail per grant, project, subproject, activities/task, objective. 1 5 Y - Yes Workday Grants
Management
614
Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Activity/Task. 1 5
Y - Yes
Workday Projects,
Workday Grants
Management
615
Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Objective. 3 5
Y - Yes
Workday Projects,
Workday Grants
Management
616
Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Function. 3 4
Y - Yes
Workday Projects,
Workday Grants
Management Yes, with either with custom object or a custom field. 617
Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Designation. 3 4
Y - Yes
Workday Projects,
Workday Grants
Management
618
Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Grant or project manager assigned with contact information from the Payroll/Personnel module for validation.
3 4
Y - Yes
Workday Grants
Management
619 Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Project/grant type. 1 5 Y - Yes
Workday Grants
Management
620
Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Relevant GL accounts (for revenues and expenditures). 1 5
Y - Yes
Workday Projects,
Workday Grants
Management
621
Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Retainage requirements, with the ability to adjust and track history. 4 5 Y - Yes
Workday Projects,
Workday Grants
Management
232 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
622
Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Accounting basis (e.g. cash vs. accrual).
2 5
Y - Yes
Workday Grants
Management, Workday
Projects
Supported. Virtually all enterprises fall under the jurisdiction of different authorities which require accounting and reporting according to different principles for the same business events.

Multi-book gives you the ability to maintain multiple books, so that your organizations can prepare financial statements and simultaneously report financial results for different authorities (such as IFRS, GAAP, and Management reporting) based on a single set of source events.

Using Workday's multi-book capabilities, you can:
• Capture adjustments and create different reports based on the requirements of each authority.
• Run financial reports within Workday for any book.
• Define unlimited book codes and configure books that include one or more book codes.
• Share a common book through the use of a blank book code. • Record journals to any book code.
• Run any delivered or user-defined financial report by book. • Define a manager report profile to reference a book so that organization managers can see their financial reporting results from a management perspective.
• Define and run an advanced financial report that references book code by report line.
• Create and run custom financial reports that reference book using journals Report Data Sources.
• Reference book code in journal web services.
• Use the delivered Book and Book Code web services to manage your configuration.
623 Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Indicator of whether or not there is Grant matching.
2 5 Y - Yes
Workday Grants
Management
624
Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Scope, including changes and approvals of those changes. 1 5
Y - Yes
Workday Projects,
Workday Grants
Management
625
Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: EEOC and Davis/Bacon information. 3 4
Y - Yes
Workday Projects,
Workday Grants
Management
626
Finance Grant and Project
Accounting
Track key project/grant
data points
System can track the following data points for each project/grant: Minority requirements. 3 3
Y - Yes
Workday Projects,
Workday Grants
Management
627
Finance Grant and Project
Accounting
Create and manage
project/grant budgets
Ability to designate projects/grants as multi-year or single-year. 3 5
Y - Yes
Workday Projects,
Workday Grants
Management
628
Finance Grant and Project
Accounting
Create and manage
project/grant budgets
Ability to track the total budget for a multi-year project/grant, but also assign estimated values for each fiscal year that can automatically be input into the annual budget.
3 5
Y - Yes
Workday Projects,
Workday Grants
Management
629 Finance Grant and Project
Accounting
Create and manage
project/grant budgets
Ability to automatically carry over project balances as well as project set-up information between fiscal years, unless flagged as closed. 1 5 Y - Yes Workday Grants
Management
630 Finance Grant and Project
Accounting
Create and manage
project/grant budgets
Ability to notify designated staff (by grant/project) a defined number of days prior to expiration. 3 5 Y - Yes
Workday Grants
Management
631
Finance Grant and Project
Accounting
Create and manage
project/grant budgets
Ability to integrate project cost planning with budget planning module. 3 5
Y - Yes
Workday Grants
Management, Workday
Projects, Workday Core
Financials - Financial
Reporting & Analysis
Supported with Workday Core Financials using easily configured custom reporting. Even more functionality is gained with Optional SKU: Workday Adaptive Planning, which can be used for
forecasting and estimating scenarios.
632
Finance Grant and Project
Accounting
Create and manage
project/grant budgets
Ability to enter and maintain time or phase-based budgets for a project, including multi-year projects.
3 5
Y - Yes
Workday Projects,
Workday Grants
Management
633 Finance Grant and Project
Accounting
Create and manage
project/grant budgets
Ability to forecast hours/fees required to complete the project based on remaining activities from project budget.
3 5 Y - Yes
Workday Grants
Management
634
Finance Grant and Project
Accounting
Create and manage
project/grant budgets
Ability to budget for a grant before the grant has been approved. 3 5
Y - Yes
Workday Projects,
Workday Grants
Management
635 Finance Grant and Project
Accounting
Create and manage
project/grant budgets
Ability to support entry of project/grant cost estimates prior to approval of the budget.
4 5 Y - Yes
Workday Grants
Management
Workday Adaptive Planning can be leverage for more complex budget/forecasting scenarios.
636 Finance Grant and Project
Accounting
Create and manage
project/grant budgets
Ability to provide drill down capabilities on budgets, cost estimates, and actuals. 1 5 Y - Yes Workday Grants
Management
637 Finance Grant and Project
Accounting
Track grants Ability to generate a notification based on effective/expiration dates for fixed term appointments/grant funded positions.
5 5 Y - Yes
Workday Grants
Management
638 Finance Grant and Project
Accounting
Track grants Ability to generate an asset for grant funded projects. 4 5 Y - Yes Workday Grants
Management
639 Finance Grant and Project
Accounting
Track grants Ability to notify designated staff (by grant/project) a defined number of days prior to deadline for grant reporting submission. 5 5 Y - Yes Workday Grants
Management
233 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
640 Finance Grant and Project
Accounting
Track grants Ability to electronically notify in advance of upcoming key grant completion dates. 5 5 Y - Yes
Workday Grants
Management
641 Finance Grant and Project
Accounting
Track grants Ability to electronically notify in advance of upcoming grant spending deadlines including final close out. 5 5 Y - Yes
Workday Grants
Management
642 Finance Grant and Project
Accounting
Track grants Ability to track and report on non-financial performance measures against a grant/project or sub-activity within a grant project. 5 5 Y - Yes Workday Grants
Management
643
Finance Grant and Project
Accounting
Track grants Ability to report on project/grant budget to actual status. 1 5
Y - Yes
Workday Projects,
Workday Grants
Management
644 Finance Grant and Project
Accounting
Track grants Ability to establish system wide grant rules that may disallow the charging of expenditures to grants that have a closed or inactive status. 2 4 Y - Yes Workday Grants
Management
645
Finance Grant and Project
Accounting
Track grants Ability to specify expenses that cannot be charged to a specific grant or group of grants (unallowable costs). 5 4
Y - Yes
Workday Projects,
Workday Grants
Management
646
Finance Grant and Project
Accounting
Track grants Ability to accumulate and report on project/grant equipment costs by establishing equipment rate schedules (this is a non-cash transaction--just an allocation to the proper project/grant coding).
3 4
Y - Yes
Workday Grants
Management
Need to better understand what is meant by Equipment Rate Schedule to fully respond to requirement. Equipment within Workday Business Assets can be associated to various Grants via an Asset Shares feature.
647 Finance Grant and Project
Accounting
Track grants Ability to track grant activity costs, until the new grant is awarded i.e. pre-award activities. 5 4 Y - Yes
Workday Grants
Management
648 Finance Grant and Project
Accounting
Track grants Ability to set-up grant matching from multiple funds. 3 4 Y - Yes Workday Grants
Management
649
Finance Grant and Project
Accounting
Track grants Ability for authorized users to reclassify the grant coding/reference number after transactions are posted, with detailed audit trail that is reportable. 5 5
Y - Yes
Workday Grants
Management
Workday provides the ability to view audits of transactions and it is "always on". Auditing can't be turned off. For some data, Workday uses effective dating to track transaction history.

Auditors can view audit history in reports, but can't make changes in the system.

Workday's non-destructive updates prevent data from being destroyed or overwritten, providing a complete audit trail of every change ever made in our business services. When data is updated, the Workday business service records these changes in the secure Workday database. Only users in the Auditor security group can access this data.

Workday records the details of every user-made change, including the new value, the old value, the name of the user who submitted the change, and a time stamp. Workday adds these details to the top of a stack of changes, enabling you to retrace the history of that value all the way back to the original data entry. This is especially important in compliance issues, such as with Sarbanes- Oxley section 404, which demands proof of tight controls to preserve data integrity.
650
Finance Grant and Project
Accounting
Track grants Supports annual and multi-year funding allocation process that allows for expenditures or carryover of remaining balance.
1 5
Y - Yes
Workday Projects,
Workday Grants
Management
651
Finance Grant and Project
Accounting
Manage different types
of grants
System can manage the following kinds of grants: In-Kind Contribution. 3 5
Y - Yes
Workday Projects,
Workday Grants
Management
652 Finance Grant and Project
Accounting
Manage different types
of grants
System can manage the following kinds of grants: In-Kind Match. 3 5 Y - Yes Workday Grants
Management
653 Finance Grant and Project
Accounting
Manage different types
of grants
System can manage the following kinds of grants: Federal. 1 5 Y - Yes Workday Grants
Management
654 Finance Grant and Project
Accounting
Manage different types
of grants
System can manage the following kinds of grants: State. 1 5 Y - Yes Workday Grants
Management
655 Finance Grant and Project
Accounting
Manage different types
of grants
System can manage the following kinds of grants: Foundation. 1 5 Y - Yes Workday Grants
Management
656 Finance Grant and Project
Accounting
Manage different types
of grants
System can manage the following kinds of grants: Local. 1 5 Y - Yes Workday Grants
Management
657 Finance Grant and Project
Accounting
Manage different types
of grants
System can manage the following kinds of grants: Other user defined grant types. 1 5 Y - Yes Workday Grants
Management
658 Finance Grant and Project
Accounting
Maintaining
grant/project ledgers
System can track labor for grants/projects on employee timesheets. 1 5 Y - Yes Workday Grants
Management
659 Finance Grant and Project
Accounting
Maintaining
grant/project ledgers
System will capture all financial grant/project activity through the grant/project ledger. 1 5 Y - Yes
Workday Grants
Management
660 Finance Grant and Project
Accounting
Maintaining
grant/project ledgers
System allows transactions to be recorded against a grant/project after they have already occurred.
3 5 Y - Yes
Workday Grants
Management
661
Finance Grant and Project
Accounting
Maintaining
grant/project ledgers
System can track allowable and unallowable expenses by grant/project, and not allow unallowable expenses to be posted.
3 5
Y - Yes
Workday Grants
Management
Yes. With configuration of expense items, organizations can control the expense items that workers are eligible to use.

Eligibility can be based on many factors including job level, location, number of hours, meals provided, and company. 662 Finance Grant and Project
Accounting
Maintaining
grant/project ledgers
System generate report showing which user created each transaction. 1 5 Y - Yes Workday Grants
Management
234 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
663 Finance Grant and Project
Accounting
Manage grant
reimbursements
Ability to create a bill/receivable for grant activity billed to funder based upon a user defined set of accumulated grant expenditures. 5 5 Y - Yes Workday Grants
Management
664 Finance Grant and Project
Accounting
Manage grant
reimbursements
Ability to configure a grant reimbursement request workflow. 4 5 Y - Yes Workday Grants
Management
665
Finance Grant and Project
Accounting
Manage grant
reimbursements
System alerts the project/grant manager in advance if spending is nearing the allowable reimbursable amount particularly as it relates to accumulating salary & benefits costs.
4 5
Y - Yes
Workday Projects,
Workday Grants
Management
666
Finance Grant and Project
Accounting
Manage grant
reimbursements
A system that can track reimbursement by project/grants, especially when there are multiple grants for a single project (e.g., vehicle) or multiple projects funded by a single grant.
3 5
Y - Yes
Workday Grants
Management
667
Finance Grant and Project
Accounting
Manage grant
reimbursements
System will accommodate the revenue associated with reimbursable grant funding. 4 5
Y - Yes
Workday Projects,
Workday Grants
Management
668 Finance Grant and Project
Accounting
Manage grant
reimbursements
System will track grant expenditures that have been reimbursed vs not reimbursed to prevent duplicate reimbursement requests. 5 5 Y - Yes Workday Grants
Management
669
Finance Grant and Project
Accounting
Manage grant
reimbursements
System will provide a real-time activity to ensure that grant billings comply with matching requirements. 4 5
Y - Yes
Workday Projects,
Workday Grants
Management
670
Finance Grant and Project
Accounting
Manage grant
reimbursements
System allows projects to have configurable funding sources for their transactions. E.g. 50/50 split for all transactions, only certain types of expenses are reimbursable, etc.
2 4
Y - Yes Workday Projects
671 Finance Grant and Project
Accounting
Manage project/grant
costing
Ability to set-up cost allocation plans on projects and grants. 5 5 Y - Yes Workday Grants
Management
672 Finance Grant and Project
Accounting
Manage project/grant
costing
Ability for the project/grant accounting module to allow for journal entry of costs. 3 5 Y - Yes
Workday Grants
Management
673
Finance Grant and Project
Accounting
Manage project/grant
costing
Ability to split any transaction by percent or flat amount (e.g., labor, inventory, equipment use, square footage, etc.) to one or more projects/grants. 3 5 Y - Yes
Workday Projects,
Workday Grants
Management
674 Finance Grant and Project
Accounting
Manage project/grant
costing
Ability to automatically allocate employee salary and benefit costs to grants based on hours worked and/or compensation type. 3 5 Y - Yes Workday Grants
Management
675 Finance Grant and Project
Accounting
Manage project/grant
costing
Ability to define specific employee benefit types that can be allocated to each project/grant. 5 5 Y - Yes
Workday Grants
Management
676 Finance Grant and Project
Accounting
Manage project/grant
costing
Ability to display unencumbered balance and unexpended balance for each project/grant. 1 5 Y - Yes
Workday Grants
Management
Workday Adaptive Planning can be used to accommodate more sophisticated forecasting scenarios.
677 Finance Grant and Project
Accounting
Manage project/grant
costing
Ability for automatic notification of cost overruns based on percentage or dollar amount, with the ability to configure by each project/grant. 4 5 Y - Yes Workday Grants
Management
678 Finance Grant and Project
Accounting
Manage project/grant
costing
Ability for automatic notification of cost overruns for a phase of a project. 5 5 Y - Yes Workday Grants
Management
679
Finance Grant and Project
Accounting
Manage project/grant
costing
Ability for automatic warning/notification when expenses surpasses budget by a defined percentage or dollar amount. 4 5
Y - Yes
Workday Projects,
Workday Grants
Management
680
Finance Grant and Project
Accounting
Manage project/grant
costing
Ability to recognize project expenditures and revenues on an accrual basis (when the work is performed) rather than when the invoice is received or when payroll is processed.
5 5
Y - Yes
Workday Projects,
Workday Grants
Management
681 Finance Grant and Project
Accounting
Manage project/grant
costing
Ability to recognize project expenditures and revenues on a cash basis 5 3 Y - Yes Workday Grants
Management
682
Finance Grant and Project
Accounting
Manage project/grant
costing
Ability to change an allocation formula without affecting prior allocations. 5 5
Y - Yes
Workday Grants
Management, Workday
Projects The allocations can be changed with proper security permissions. 683
Finance Grant and Project
Accounting
Manage project/grant
costing
Ability to allow standard overhead rates to be applied to a project. 3 5
Y - Yes
Workday Grants
Management
Workday allocation engine can be used to calculate the application of overhead rates to projects. Reports can be generate using Workday reporting tools.
684
Finance Grant and Project
Accounting
Manage project/grant
costing
System allows for different indirect cost rates to be applied to each grant/project. 5 5
Y - Yes
Workday Projects,
Workday Grants
Management
685
Finance Grant and Project
Accounting
Manage project/grant
costing
System allows for an indirect cost rate to be changed and have the rate be retroactively applied to previous transactions. 5 5
Y - Yes
Workday Projects,
Workday Grants
Management
686
Finance Grant and Project
Accounting
Close a project/grant When a user attempts to close a project /grant, the system will notify the user if there are outstanding pending items (e.g. labor charges, unpaid invoices, etc.). 2 5 Y - Yes
Workday Projects,
Workday Grants
Management
687 Finance Grant and Project
Accounting
Close a project/grant Users can close a project and grant which will restrict other users from posting expenses or time to that project/grant. 1 5 Y - Yes
Workday Grants
Management
688 Finance Grant and Project
Accounting
Close a project/grant Ability to hold a grant open after the grant term – to accumulate grant costs & accommodate end of grant corrections and reclassifications. 3 5 Y - Yes Workday Grants
Management
689
Finance Grant and Project
Accounting
Report on
projects/grants
System provides a dashboard to track real-time status of project/grant activity with graphical representation of information through charts. 2 5 Y - Yes
Workday Projects,
Workday Grants
Management
690 Finance Grant and Project
Accounting
Report on
projects/grants
Ability to report on a multi-year grant and view information covering all years of the grant at a summary level and broken down by each year. 1 5 Y - Yes Workday Grants
Management
235 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
691 Finance Grant and Project
Accounting
Report on
projects/grants
Ability to interface with the Fixed Asset module to generate reports on assets related to grants. 3 5 Y - Yes
Workday Grants
Management
692
Finance Grant and Project
Accounting
Report on
projects/grants
Ability to create reports in compliance with Single Audit Act. Indicates Federal and pass-through projects. Tracks EEOC and Davis/Bacon information for contractors, etc. including tracking revenue by CFDA number. 3 5 Y - Yes
Workday Projects,
Workday Grants
Management
693
Finance Grant and Project
Accounting
Report on
projects/grants
Ability to provide all requirements as defined by the various federal granting agencies. 3 5
Y - Yes
Workday Projects,
Workday Grants
Management
694
Finance Grant and Project
Accounting
Report on
projects/grants
Ability to report on variances and percent completion.
2 5
Y - Yes
Workday Projects,
Workday Grants
Management
695
Finance Grant and Project
Accounting
Report on
projects/grants
Ability to prepare a report for projects that summarizes financial data by fiscal year, as well as life-to-date. 1 5
Y - Yes
Workday Projects,
Workday Grants
Management
696
Finance Grant and Project
Accounting
Report on
projects/grants
Allow user-specified grouping of individual projects for summary reporting purposes (e.g. multiple projects associated with widening the same street over a number of years).
3 5
Y - Yes
Workday Projects,
Workday Grants
Management
697
Finance Grant and Project
Accounting
Report on
projects/grants
System provides project and grant status reports for project and grant managers to track status and progress. 3 5
Y - Yes
Workday Projects,
Workday Grants
Management
698
Finance Grant and Project
Accounting
Report on
projects/grants
Ability to create reports in compliance with Single Audit Act 5 5
Y - Yes
Workday Projects,
Workday Grants
Management
699
Finance Grant and Project
Accounting
Report on
projects/grants
Ability for users to create a report based on a user specified time period. 3 4
Y - Yes
Workday Projects,
Workday Grants
Management
700
Finance Grant and Project
Accounting
Report on
projects/grants
Ability to create a report showing project number, GL account number(s), project expenses, project budget remaining, assigned project lead, project address, and an additional user-defined project name for a third party software. 4 4 Y - Yes
Workday Projects,
Workday Grants
Management
701
Finance Inventory Maintain inventory item
master file
System tracks expiration/spoil date for inventory items. 5 1
Y - Yes Workday Inventory
Yes, with optional SKU - Inventory. You can group and sort inventory items with lots based on expiration date, to ensure you pick your products based on what expires first. For example, products with biological agents that expire, such as medication.

You can use lot and serial numbers for traceability, and item recall tracking for defective items.
702 Finance Inventory Maintain inventory item
master file
Items can be assigned to an inventory category. 3 5 Y - Yes Workday Inventory Yes, with Optional SKU - Inventory. 703 Finance Inventory Maintain inventory item
master file
Item record shows the last time an item was ordered. 5 3 Y - Yes Workday Inventory Yes, with Optional SKU - Workday Inventory. 704
Finance Inventory Maintain inventory item
master file
Item cost can be maintained using FIFO or average cost methodology. 5 3
Y - Yes Workday Inventory
Yes, with optional SKU: Workday Inventory, Workday enables you to monitor and control the movement of goods with lot identifiers.

This enhanced tracking ability helps you to minimize expired goods in your warehouse and identify items that are subject to recall. 705 Finance Inventory Track key inventory
data points
System can track the following data points for each inventory item: Vendor Part Number (as cross reference).
5 3 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 706 Finance Inventory Track key inventory
data points
System can track the following data points for each inventory item: Item Commodity.
3 5 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 707 Finance Inventory Track key inventory
data points
System can track the following data points for each inventory item: Item Description.
3 5 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 708 Finance Inventory Track key inventory
data points
System can track the following data points for each inventory item: Serial Number/Unique Identifier for each Inventory Item.
5 3 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 709 Finance Inventory Track key inventory
data points
System can track the following data points for each inventory item: Units of Measure for Purchase.
5 5 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 710 Finance Inventory Track key inventory
data points
System can track the following data points for each inventory item: Units of Measure for Issue.
5 5 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 711 Finance Inventory Track key inventory
data points
System can track the following data points for each inventory item: Ordering Account Number.
5 5 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 712 Finance Inventory Track key inventory
data points
System can track the following data points for each inventory item: Current Cost (last price paid).
5 3 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 713 Finance Inventory Track key inventory
data points
System can track the following data points for each inventory item: Current Cost Date.
5 3 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 714 Finance Inventory Track key inventory
data points
System can track the following data points for each inventory item: Average Cost. 5 3 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 715 Finance Inventory Track key inventory
data points
System can track the following data points for each inventory item: Latest Quantity Received.
5 3 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 716 Finance Inventory Track key inventory
data points
System can track the following data points for each inventory item: Received By. 5 3 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 236 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
717 Finance Inventory Track key inventory
data points
System can track the following data points for each inventory item: Received Date. 5 3 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 718 Finance Inventory Track key inventory
data points
System can track the following data points for each inventory item: Date Item Ordered. 5 3 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 719 Finance Inventory Track key inventory
data points
System can track the following data points for each inventory item: Date Item Entered Inventory. 5 3 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 720 Finance Inventory Track key inventory
data points
System can track the following data points for each inventory item: Date Item Withdrawn. 5 5 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 721 Finance Inventory Track key inventory
data points
System can track the following data points for each inventory item: Reorder Point (maximum/minimum) and Replenishment Quantity. 3 3 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 722 Finance Inventory Track key inventory
data points
System can track the following data points for each inventory item: Quantity on Hand. 3 5 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 723 Finance Inventory Track key inventory
data points
System can track the following data points for each inventory item: Total Value of Quantity on Hand. 3 5 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 724 Finance Inventory Track key inventory
data points
System can track the following data points for each inventory item: Warranty Information. 5 1 N - Not
Availabe
725 Finance Inventory Track key inventory
data points
System can track the following data points for each inventory item: Overhead Rate. 5 1 Y - Yes Workday Inventory
Yes, with optional SKU: Workday Inventory. Maintain Inventory Markups task.
726 Finance Inventory Allow users to withdraw
inventory
System will flag with warning error inventory requisitions based on user-defined characteristics (e.g., non-fleet users cannot order a car battery). 5 3 Y - Yes Workday Inventory Yes, using a custom validation with optional SKU: Workday Inventory.
727 Finance Inventory Allow users to withdraw
inventory
System creates issue tickets automatically with appropriate approval, based on electronic supply requisitions. 5 5 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 728 Finance Inventory Allow users to withdraw
inventory
System provides requisition self-service for employees to request inventory. 3 5 Y - Yes Workday Procurement Yes, supported with optional SKU: Workday Inventory. 729 Finance Inventory Allow users to withdraw
inventory
System can charge 1% overhead cost when items are withdrawn from inventory. 5 3 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory using Maintain Inventory Markup.
730
Finance Inventory Allow users to withdraw
inventory
Users can submit a request for an item that is out of stock and the item will be placed on back order for the user. Users will be notified when the item is in stock.
5 5
Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 731 Finance Inventory Allow users to withdraw
inventory
Users can specify a ship-to location when ordering inventory. 3 5 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 732 Finance Inventory Adjust inventory System will maintain an audit trail of all inventory processes. 5 5 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 733 Finance Inventory Adjust inventory System provides inventory adjustment capabilities with proper approval levels and audit trail. 5 5 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 734 Finance Inventory Adjust inventory System automatically interfaces with the general ledger for physical inventory adjustments with appropriate workflow approval and security. 5 5 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 735 Finance Inventory Manage inventory stock System will issue error warnings when stock is at minimum quantity. 5 3 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 736 Finance Inventory Manage inventory stock Users can set reorder points, or use system defined reorder points. 3 5 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 737 Finance Inventory Manage inventory stock System can generate a requisition in the purchasing module when an item reaches its defined reorder point. 5 1 Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 738
Finance Inventory Manage inventory stock System will allow manual overrides of reorder points and reorder quantities. 4 5
Y - Yes Workday Inventory
Yes, supported with optional SKU: Workday Inventory. You can use Workday to calculate a recommended reorder point for your items. We enable you to make frequent adjustments to minimum and maximum stocking quantities based on your usage activity.

Use this feature to help reduce constant manual data review, improve anomaly detection, and demand forecasting.
739
Finance Inventory Manage inventory stock System maintains location of each part using aisle, section, and row. 4 5
Y - Yes Workday Inventory
Yes, supported with optional SKU: Workday Inventory.

You can set up these inventory location types and organize them into location hierarchies to store inventory:
• Sites: Enable you to add stocking locations and zones within a location chain.
• Stocking locations: Use to store owned or consigned goods. • Zones: Use to subdivide stocking locations and help multiple workers pick in tandem.

Example: You set up a warehouse as an inventory site and designate a large aisle as a stocking location to store goods. You then split the aisle into zones, enabling multiple workers to pick from multiple locations at the same time.

You can manage space at your inventory locations by:
• Configuring stocking units of measure (UOMs) to store items according to their shape and size. Examples: Bag , Bottle , and Case .
• Converting existing UOMs to accommodate physical changes at inventory locations. Example: To accommodate large orders, you convert the UOM for exam gloves from Box to Pack . 237 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
740
Finance Inventory Support physical
inventory count process
System will create physical inventory reports to assist staff in counting inventory. 5 1
Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 741
Finance Inventory Support physical
inventory count process
System will provide inventory detail and summary reports sequenced by location. 5 1
Y - Yes Workday Inventory
Yes, supported with optional SKU: Workday Inventory.
• Create inventory sites and stocking locations.
• Put away inventory items in their stocking locations.

You can configure Workday to:
• Periodically count inventory items.
• Reconcile inventory levels based on inventory counts.

Workday supports these types of inventory counts:
• Physical: Typically conducted once or twice each year on the entire facility.
• Cycle: Completed periodically on an area within the facility.

This type of counting includes ad hoc counts
• In Workday, you can create Inventory Count Sheets. You can use Workday to schedule the automatic generation of lists for inventory item balances that need physical confirmation during the next count.
742
Finance Inventory Support physical
inventory count process
System can integrate with barcode scanner to facilitate performing a physical inventory process. 5 1
Y - Yes Workday Inventory Yes, supported with optional SKU: Workday Inventory. 743 Finance Purchasing Create requisitions for a
purchase
System can auto-fill GL fields based on user (e.g. department and fund), with the ability to override the auto filled values. 3 5 Y - Yes Workday Procurement 744 Finance Purchasing Create requisitions for a
purchase
System can auto-fill sales tax rate based on vendor's location. 3 4 Y - Yes Workday Procurement 745 Finance Purchasing Create requisitions for a
purchase
Ability to automatically pre-encumber funds upon entry of the requisition, including applicable sales and use tax. 2 5 Y - Yes Workday Procurement 746
Finance Purchasing Create requisitions for a
purchase
System will pre-encumber for future fiscal year(s) i.e. for multi-year contracts/POs. 4 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
747 Finance Purchasing Create requisitions for a
purchase
Requisitions can be tied to a project. 1 5 Y - Yes Workday Procurement A requisition can have a magnitude of distribution lines. 748 Finance Purchasing Create requisitions for a
purchase
System allows user to request a new vendor as part of the requisition process. 3 4 Y - Yes Workday Procurement 749 Finance Purchasing Create requisitions for a
purchase
System allows users to submit a requisition without specifying the vendor. 3 3 Y - Yes Workday Procurement 750
Finance Purchasing Create requisitions for a
purchase
Users can specify a ship-to location on the requisition. 1 5
Y - Yes
Workday Procurement,
Workday Core Financials -
AP and Payments
Workday has an external ship-to functionality and also has the agility to have multiple internal Deliver-to locations associated with the Ship-to address. These addresses can be customized to be automatically defaulted per user also, saving time on data entry of addresses.
751
Finance Purchasing Create requisitions for a
purchase
Ability to default the shipping address (with multiple locations) on requisitions based on the user that is requesting the goods/services. 1 4
Y - Yes
Workday Procurement,
Workday Core Financials -
AP and Payments
Workday has an external ship-to functionality and also has the agility to have multiple internal Deliver-to locations associated with the Ship-to address. These addresses can be customized to be automatically defaulted per user also, saving time on data entry of addresses.
752 Finance Purchasing Create requisitions for a
purchase
System can consolidate multiple requisitions into a single purchase order and maintain the price, quantity, and accounting details of each line item. 4 4 Y - Yes Workday Procurement 753 Finance Purchasing Create requisitions for a
purchase
Users can attach bids/quotes to a requisition. 1 5 Y - Yes Workday Procurement 754 Finance Purchasing Create requisitions for a
purchase
System accommodates both encumbered and unencumbered blanket purchase orders. 1 5 Y - Yes Workday Procurement
755
Finance Purchasing Create requisitions for a
purchase
Ability to copy blanket purchase orders from previous fiscal years. 4 5
Y - Yes
Workday Core Financials -
AP and Payments,
Workday Procurement
756
Finance Purchasing Create requisitions for a
purchase
System will automatically check if requisition is within budget and deny any out of budget requests. 3 4
Y - Yes
Workday Procurement,
Workday Core Financials -
AP and Payments
757 Finance Purchasing Create requisitions for a
purchase
Users can allocate a single line item to multiple general ledger accounts. 1 5 Y - Yes Workday Procurement 758 Finance Purchasing Create requisitions for a
purchase
Users can specify if a requisition will have sales tax applied. 1 5 Y - Yes Workday Procurement 759 Finance Purchasing Create requisitions for a
purchase
Ability to automatically generate recurring purchase orders for frequently ordered merchandise. 3 4 Y - Yes Workday Procurement
760 Finance Purchasing Create requisitions for a
purchase
Ability to save an in-progress requisition as a draft. 4 4 Y - Yes Workday Procurement 761
Finance Purchasing Create requisitions for a
purchase
Ability to require requisitions that are sole/single source to include requisite justification documentation.
2 4
Y - Yes Workday Procurement
A requisition type can be configured for "Sole Source" situations which can be configured in the Requisition Business Process Event as requiring additional actions required such as "completing sole source justification" documentation and attaching to requisition. 238 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
762 Finance Purchasing Create requisitions for a
purchase
Requisitions can have quantity, price, and description. 1 5 Y - Yes Workday Procurement 763 Finance Purchasing Create requisitions for a
purchase
System can retrieve vendor information based on a user search and automatically populate the requisitions with that information. 1 5 Y - Yes Workday Procurement 764 Finance Purchasing Create requisitions for a
purchase
Requisition can specify Unit of Measure (Ea., Ft, lb., C, M, etc.). 1 3 Y - Yes Workday Procurement 765 Finance Purchasing Create requisitions for a
purchase
Requisition can include Departmental contact, address, email, and phone number. 1 5 Y - Yes Workday Procurement
766 Finance Purchasing Create requisitions for a
purchase
Requisition can include freight terms (FOB). 1 5 Y - Yes Workday Procurement 767
Finance Purchasing Create requisitions for a
purchase
System can identify various funding sources for different procurement requirements including federal and state grants funds. 2 4 Y - Yes
Workday Procurement,
Workday Grants
Management
768 Finance Purchasing Create requisitions for a
purchase
Ability to inquire on historical purchase orders and copy them in as a new requisition. 1 5 Y - Yes Workday Procurement
Yes this is supported. In Workday one can either add from a templates or add from a previous requisition.
769
Finance Purchasing Categorize purchases
via commodity codes
System supports the use and reporting of commodity code (NIGP or other) (i.e. vendor classification, sourcing documents, contracts, purchase orders, dollars expended).
5 3
Y - Yes Workday Procurement
770 Finance Purchasing Approve requisitions via
workflow
Requisitions are automatically turned into a purchase order after the final approval is complete. 1 5 Y - Yes Workday Procurement
771 Finance Purchasing Approve requisitions via
workflow
Purchase order amount is automatically encumbered when the purchase order is created. 1 5 Y - Yes Workday Procurement
772 Finance Purchasing Approve requisitions via
workflow
Ability to email purchase orders to vendors. 1 5 Y - Yes Workday Procurement 773 Finance Purchasing Approve requisitions via
workflow
Ability to add attachments to a purchase order before it's emailed to the vendor. 4 4 Y - Yes Workday Procurement 774 Finance Purchasing Approve requisitions via
workflow
System can automatically print or email a purchase order based on preference stored in vendor file. 4 5 Y - Yes Workday Procurement
775
Finance Purchasing Approve requisitions via
workflow
System will accommodate modification of some non-monetary fields on requisitions during workflow and before approval, without sending requisition back to requestor. 2 5
Y - Yes Workday Procurement
Yes, Workday's business process workflow can be used to create approval steps that are desired or to skip, ignore a defined approval step while operating within Workday's security model. 776 Finance Purchasing Approve requisitions via
workflow
Ability to configure multiple requisition approval workflows based on department, dollar amount, or commodity type. 2 5 Y - Yes Workday Procurement 777 Finance Purchasing Approve requisitions via
workflow
System to notify requestor when a purchase order has been approved or not approved.
1 5 Y - Yes Workday Procurement
778 Finance Purchasing Approve requisitions via
workflow
Ability to forward an approval to another staff member on a one-time basis. 4 5 Y - Yes Workday Procurement 779
Finance Purchasing Approve requisitions via
workflow
Ability to view approval queues, status (open, received, invoiced, paid, partially filled/back ordered, partially paid), and audit trails of workflows (e.g., who approved each step), and drill into components of the workflow (e.g., purchase order and attached electronic documents).
1 5
Y - Yes Workday Procurement
780
Finance Purchasing Manage purchase
orders
System maintains history and relationships for all solicitation documents, vendor responses, requisitions, approvals, performance measures, invoices, credits, checks, receiving documents for all POs, contracts, and (if applicable) purchasing cards.
2 4
Y - Yes Workday Procurement
781 Finance Purchasing Manage purchase
orders
System lets users filter and mass close open purchase orders/encumbrances, and requisitions/pre-encumbrances.
3 5 Y - Yes Workday Procurement
782 Finance Purchasing Manage purchase
orders
System will accommodate change order workflows for purchase orders that require updated price and/or quantities. 2 5 Y - Yes Workday Procurement Yes, in Workday, you can mass open, mass close or mass reopen requisitions and purchase orders.
783
Finance Purchasing Manage purchase
orders
Ability to notify the user when a change order is processed that will exceed the budgeted amount available.
2 4
Y - Yes Workday Procurement
Yes. Supported. Multiple ways to handle this scenario. Approver can override the exception, can request additional budget funds, can also reject the requisition then the requester can make the necessary changes, etc.
784 Finance Purchasing Manage purchase
orders
System will identify purchase orders that have not been marked as good / item receive after a user-specified period of time. 4 3 Y - Yes Workday Procurement 785 Finance Purchasing Manage purchase
orders
System allows freight charges to be added to a purchase order amount, if the charges are under a defined threshold.
3 5 Y - Yes Workday Procurement
786 Finance Purchasing Manage purchase
orders
Ability to enter comments and/or special instructions on purchase orders, including canned statements and messages. 2 4 Y - Yes Workday Procurement Workday leverages BIRT form tool. 787
Finance Purchasing Manage purchase
orders
Ability to specify comments that are for internal reference only. 2 4
Y - Yes Workday Procurement
Yes, Supported. One can send messages internally within Workday using the @ command in the Activity section.

To speak to suppliers (vendors) you can use the supplier chat to send messages directly to a supplier to discuss a published or closed sourcing event. While the messages are private between the sourcing team and the supplier, the stakeholders for the buyer can view the messages. Stakeholders must have Answer Q&A or Read/Write permissions to send messages directly to suppliers. 788 Finance Purchasing Receive goods The system can be configured to only require receipting for certain departments. 5 3 Y - Yes Workday Procurement 239 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
789 Finance Purchasing Receive goods The system can be configured to only require receipting for certain accounts. 5 3 Y - Yes Workday Procurement 790 Finance Purchasing Receive goods Users can fully or partially receive a purchase order. 5 3 Y - Yes Workday Procurement 791
Finance Purchasing Receive goods Users can return a good to the vendor, and the system will automatically generate the reversing entry to reverse the initial receipt of the good. 5 4
Y - Yes Workday Procurement
Workday provides support to receive goods and return goods to suppliers providing greater accuracy in your organization's actual receipts and associated receipt accruals. You can also report on potential delivery issues with your suppliers and automate supplier invoice adjustments to streamline invoice processing when you return goods. Internal returns (e.g. to inventory sites) are also supported.The Create Return task supports returning goods to suppliers (vendors) against purchase orders, supplier (vendor) contract lines, or receipt lines. If desired, supplier invoice adjustments for returned goods can be initiated from the return task. Key elements such as Supplier Invoice number, Supplier RMA number, Return reason are supported.

Workday is 100% process-driven. Workday’s Business Process Framework (BPF) is Workday’s singular approach to process management, and enables business users to easily maintain workflow compliance and action across functional areas of your organization.

Workday's Business Process Framework also provides support for document distribution. This includes the ability to distribute documents to a defined audience and to include supporting documentation (example: Return Material Authorization
documents) to participants for reference in a business process. 792
Finance Purchasing Receive goods System can prohibit the following with the ability of authorized users to override:

The receiving date from being earlier than the requisition date. 4 4 Y - Yes Workday Procurement
Yes. Supported. Workday delivers many validations and business processes. You can also configure your own validations and business process to enforce business rules and requirements. 793
Finance Purchasing Receive goods System can prohibit the following with the ability of authorized users to override:

The unit price from being greater than the unit price approved on the purchase order.
3 4
Y - Yes Workday Procurement
Yes. Supported. Workday delivers many validations and business processes. You can also configure your own validations and business process to enforce business rules and requirements. 794
Finance Purchasing Receive goods System can prohibit the following with the ability of authorized users to override:

Where the total invoice amount/shipment amount is greater than the approved purchase order amount, the quantity received from being greater than the quantity approved on the purchase order/contract.
3 4
Y - Yes Workday Procurement
795
Finance Purchasing Receive goods System can prohibit the following with the ability of authorized users to override:

Where the total purchase price is greater than an established amount (i.e. X% higher than the total)..
3 5
Y - Yes Workday Procurement
Yes. Supported. Workday delivers many validations and business processes. You can also configure your own validations and business process to enforce business rules and requirements. 796 Finance Purchasing Receive goods System allows user to "receive all lines" in order to facilitate easier data entry. 4 3 Y - Yes Workday Procurement 797 Finance Purchasing Receive goods System allows user to add free form comments when receipting. 3 2 Y - Yes Workday Procurement 798 Finance Purchasing Receive goods System allows user to receive based on quantity of items received or dollar amount received.
4 2 Y - Yes Workday Procurement
799
Finance Purchasing Receive goods System can prevent the same user from submitting a purchase order and receiving that purchase order.
5 3
Y - Yes Workday Procurement
Yes. Supported. Workday delivers many validations and business processes. You can also configure your own validations and business process to enforce business rules and requirements. 800
Finance Purchasing Track purchases made
via a purchasing card
System will track expenditures made with purchasing cards/credit cards issued to employees.
4 4
Y - Yes Workday Procurement
Workday supports the use of p-cards & other credit cards as part of your purchasing process. As part of this, Workday provides various abilities, including the ability to track which employees have access to the cards, approve and pay card transactions, as well as generate the related accounting. However the
administration of access to the cards would be done with the card provider, rather than within the Workday software.
801 Finance Purchasing Track purchases made
via a purchasing card
System can import purchasing card transactions from a bank. 3 4 Y - Yes Workday Procurement 802
Finance Purchasing Track purchases made
via a purchasing card
Users can add supporting documentation to p-card transactions and submit for approval via a workflow.
3 4
Y - Yes Workday Procurement
Supported. Workday enables line-level routing for supplier invoice and procurement card transactions so that approvers only receive items relevant to them, improving efficiency.
803
Finance Purchasing Track purchases made
via a purchasing card
P-card transactions can be routed for approval based on the department or GL account.
5 4
Y - Yes Workday Procurement
Supported. Workday enables line-level routing for supplier invoice and procurement card transactions so that approvers only receive items relevant to them, improving efficiency.
804
Finance Purchasing Create solicitations and
accept bids
Ability to maintain bid lists of vendors qualified to provide certain goods/services.
5 3
Y - Yes Workday Procurement
In Workday, when using catalogs, you can rank suppliers for purchase items by priority to enable buyers to use primary suppliers when creating requisitions, and switch to secondary suppliers when required.
805 Finance Purchasing Create solicitations and
accept bids
Ability to create contracts from awarded solicitations. 5 4 Y - Yes Workday Procurement 240 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
806 Finance Purchasing Create solicitations and
accept bids
Ability to create solicitations from other documents (solicitations), from scratch, or from renewed contracts. 5 3 Y - Yes Workday Procurement 807 Finance Purchasing Create solicitations and
accept bids
Ability to maintain quote histories related to a solicitation. 3 3 Y - Yes Workday Procurement 808 Finance Purchasing Create solicitations and
accept bids
Ability for vendors to respond electronically and have the response encrypted and locked until the opening date and time specified by staff. 5 3 Y - Yes Workday Procurement 809
Finance Purchasing Create solicitations and
accept bids
Ability for vendors to withdraw their own solicitation response from the lockbox and modify/re-submit prior to opening date and time of the solicitation. 5 3 Y - Yes Workday Procurement
810
Finance Purchasing Create solicitations and
accept bids
Ability to create questions that can be made optional or mandatory. Vendor online responses cannot be submitted unless all mandatory questions are answered.
3 3
Y - Yes
Workday Procurement,
Workday Core Financials -
AP and Payments
811 Finance Purchasing Create solicitations and
accept bids
Ability to auto attach documents to the solicitation upon solicitation creation (i.e. terms and conditions). 5 3 Y - Yes Workday Procurement
812 Finance Purchasing Create solicitations and
accept bids
Ability to create a solicitation package by copying prior solicitations. 4 3 Y - Yes Workday Procurement 813
Finance Purchasing Create solicitations and
accept bids
Ability for a solicitation to go through an approval workflow prior to being released. The solicitation shall have a solicitation available date, upon which it will be made available online after all approvals are completed. 3 4
Y - Yes Workday Procurement
814 Finance Purchasing Create solicitations and
accept bids
Ability to amend a solicitation and automatically notify vendors. 5 3 Y - Yes Workday Procurement 815 Finance Purchasing Create solicitations and
accept bids
Ability to tabulate solicitations after solicitation opening and apply scoring preferences/penalties based on vendor categories. 5 3 Y - Yes Workday Procurement 816
Finance Purchasing Create solicitations and
accept bids
The system shall provide the ability to sole source to one vendor, recommend awards to multiple vendors for the same item, or single award of an item to a single vendor.
4 3
Y - Yes Workday Procurement
817 Finance Purchasing Create solicitations and
accept bids
Ability to provide a means to create/track evaluation teams for RFP evaluation. 4 3 Y - Yes Workday Procurement 818
Finance Purchasing Create solicitations and
accept bids
Ability to utilize weighted or point-based scoring for RFPs. 5 3
Y - Yes Workday Procurement
In Workday utilizing weight or point based scoring is possible using optional SKU Strategic Sourcing.

With Workday Procurement, alone, one can compare RFQ
responses from suppliers by selecting two or more bids.

You can also view:
• A side-by side comparison summary of supplier information and response totals.
• Bid requirement responses and line responses.
• Lowest quote per line, with an option to view it as a chart. 819 Finance Purchasing Create solicitations and
accept bids
Ability for evaluation team members to record their notes regarding a vendor's score.
5 3 Y - Yes Workday Procurement
820
Finance Purchasing Create solicitations and
accept bids
Ability for the evaluation team to enter raw scores for the evaluation criteria for the award and the system to calculate a weighted average score across evaluation criteria and scorers.
5 3
Y - Yes Workday Procurement
821 Finance Purchasing Create solicitations and
accept bids
Ability to route the award recommendation through approvals prior to creation of the awarded purchase order/contract. 5 3 Y - Yes Workday Procurement 822 Finance Purchasing Create solicitations and
accept bids
Ability to auto convert award recommendation to PO without rekeying data. 5 3 Y - Yes Workday Procurement 241 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
823
Finance Purchasing Create solicitations and
accept bids
Ability for vendors to identify subcontractors as part of their online solicitation response.
4 3
Y - Yes Workday Procurement
y g g p pp q
requirements for sourcing, management, and optimization of contingent labor within your organization—including
requisitioning, onboarding and administration, time tracking, and invoicing and payment. Workday addresses the unique
requirements of contingent labor management, so you no longer need to deploy a multitude of disparate systems in order to source, onboard, track, and pay contingent workers.
• Supplier Management
• Eliminate the need to create a separate supplier record for each independent contingent worker
• Track contingent workers as available personnel resources, not just as suppliers
• Requisitions
• Provide a self-service capability so employees can easily create requisitions for contingent workers
• Maintain proper spend controls through Workday's
configurable Business Process Framework
• Purchase Orders
• Use purchase orders (work orders) to procure contingent labor from a supplier
• Control the policies and procedures for managing
contingent workers with the Business Process Framework
• Configure alerts, approvals and integration steps specific to organizations or type of labor
• Link purchase orders to primary supplier contracts
• Use Work Order Extensions
• Onboarding and Offboarding
• Configure on- and off-boarding processes to meet the needs 824
Finance Purchasing Create solicitations and
accept bids
Ability for vendors to identify the subcontractor's project participation (by percentage, dollar amount, task, etc.).
4 3
Y - Yes Workday Procurement

requirements for sourcing, management, and optimization of contingent labor within your organization—including
requisitioning, onboarding and administration, time tracking, and invoicing and payment. Workday addresses the unique
requirements of contingent labor management, so you no longer need to deploy a multitude of disparate systems in order to source, onboard, track, and pay contingent workers.
• Supplier Management
• Eliminate the need to create a separate supplier record for each independent contingent worker
• Track contingent workers as available personnel resources, not just as suppliers
• Requisitions
• Provide a self-service capability so employees can easily create requisitions for contingent workers
• Maintain proper spend controls through Workday's
configurable Business Process Framework
• Purchase Orders
• Use purchase orders (work orders) to procure contingent labor from a supplier
• Control the policies and procedures for managing
contingent workers with the Business Process Framework
• Configure alerts, approvals and integration steps specific to organizations or type of labor
• Link purchase orders to primary supplier contracts
• Use Work Order Extensions
• Onboarding and Offboarding
• Configure on- and off-boarding processes to meet the needs 825
Finance Purchasing Create solicitations and
accept bids
Ability for vendors to identify the vendor category (minority, small business, women owned, etc.) for which the subcontractor is fulfilling a requirement, if applicable.
4 3
Y - Yes Workday Procurement
826
Finance Purchasing Year end processing System allows open purchase orders to be rolled forward to the next fiscal year. 2 5
Y - Yes
Workday Procurement,
Workday Core Financials -
AP and Payments
827
Finance Purchasing Year end processing System can generate list of open purchase orders, and allow user to select all purchase orders to roll over as part of one system process. 2 5
Y - Yes
Workday Core Financials -
AP and Payments,
Workday Procurement
828
Finance Purchasing Year end processing System allows users to filter open purchase orders and roll over only the selected PO's (e.g. filter by account, range, department, etc.). 3 4
Y - Yes
Workday Procurement,
Workday Core Financials -
AP and Payments
829 Finance Purchasing Create purchasing
reports
System can track total dollar amount spent with a vendor by department. 1 5 Y - Yes Workday Core Financials -
AP and Payments
830
Finance Purchasing Create purchasing
reports
System can automatically generate a notification when a vendor is close to the $10,000 per year spending limit and send the notification to departments that have purchased from this vendor.
4 4
Y - Yes
Workday Core Financials -
AP and Payments,
Workday Procurement
242 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
831
Finance Purchasing Create purchasing
reports
System allows inquiries as to the current status of a purchasing or contract transaction at any point in the "procurement chain" (requisition through check). 4 4 Y - Yes Workday Procurement
832
Finance Purchasing Create purchasing
reports
System allows user to see encumbered amounts in real time. 2 4
Y - Yes
Workday Procurement,
Workday Core Financials -
AP and Payments
833
Finance Purchasing Create purchasing
reports
System can run report showing number of days that each requisition was in each approval step. Report should include requisition/PO number, dollar amount, date started, date approved, and elapsed days between start and approval. 2 5 Y - Yes Workday Procurement
834
Finance Treasury Manage cash flow System will execute electronic transfers (e.g. wires, EFTs and ACH), from within the system. 3 3
Y - Yes
Workday Core Financials -
Cash Management and
Banking
835
Finance Treasury Manage cash flow System will show on a dashboard daily cash balances by bank account. 5 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis, Workday Core
Financials - Cash
Management and Banking

analytics reporting. The Cash Management dashboard is a configurable workspace that contains visualizations and multidimensional reports to help you effectively manage your cash.

The consolidated dashboard provides visibility into the daily cash positions and cash forecasts for your organization based on:
• Bank account balances.
• Bank fees.
• Generated cash forecasts using Worksheets.

Workday delivers these report worklets available for use on the dashboard:
• Bank Fees by Financial Institution
• Cash Balances and Bank Accounts by Financial Institution • Cash Forecast: Projected Cash Balance
• Cash Forecast: Projected Cash Inflows
• Cash Forecast: Projected Cash Outflows
• Cash Forecast by Reporting Currency
• Intraday Balance by Bank Account
• Intraday Balance Summary
• Intraday Cash Pool Balance Summary
• Prior Day Balance by Bank Account
• Prior Day Balance Summary
• Prior Day Cash Pool Balance Summary
• Prior Day Ending Balance by Bank Account
• Prior Day Ending Balance Summary
• Prior Day Statements by Date
• Total Bank Fees by Company
• Total Cash Balance by Company
836
Finance Treasury Manage cash flow Ability to manage and forecast cash flow based on projections and historical trends, with ability to manually override information.
5 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis, Workday Core
Financials - Cash
Management and Banking
Yes, using Workday Analytics, Dashboards, delivered reports and customs reports. There are also several cash forecasting reports such as, Expense Reports for Cash Forecasting, Intraday Bank Account Balances for Cash Forecasting, Payroll for Cash Forecasting, Prior Day Bank Account Balances for Cash Forecasting.

You can generate your cash forecast based on a cash forecast outline and time span profile. Workday creates a worksheet based on the cash forecast outline and time span with a zero-dollar cash forecast.
837
Finance Treasury Manage cash flow Ability to automate calendar import for federal reserve holidays, bank holidays, and City holidays.
5 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
Yes, possible with a custom integration using Holiday Calendar Load (EIB) Enterprise Interface Builder.
838
Finance Treasury Manage cash flow Ability to track daily accumulated balances and cash flows by fund, and compute an average balance based on user defined dates.
4 4
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
Yes, using Workday Analytics, Dashboards, delivered reports and customs reports. There are also several cash forecasting reports such as, Expense Reports for Cash Forecasting, Intraday Bank Account Balances for Cash Forecasting, Payroll for Cash Forecasting, Prior Day Bank Account Balances for Cash Forecasting.

You can generate your cash forecast based on a cash forecast outline and time span profile. Workday creates a worksheet based on the cash forecast outline and time span with a zero-dollar cash forecast.
839
Finance Treasury Manage cash flow Ability to automate input of pre-determined target balances into the current day cash position.
5 5 N - Not
Availabe
Workday allows users to enter "manual" adjustments to the cash forecast for items not present in the core system. However, there is no field in the system to input a "target" balance.
243 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
840
Finance Treasury Manage cash flow Ability to automate input of control disbursements, ZBA, lockbox, and bank balances into current day cash position worksheet.
5 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Workday allows you to configure matching rules that will enable the system to automatically reconcile bank statement transactions (1-to-1, many-to-1, many-to-many). This process can automatically generate and reconcile ad hoc bank transactions for first-notice items such as service charges and interest income. Additionally, you can automatically reconcile suggested items, which enables you to automatically reconcile one or more suggested items if their sum equals the bank statement line.

For the remaining un-reconciled items, Workday provides online worksheets to view suggested matches and create the account reconciliation entries. A Recurring journal template could also be used.
841
Finance Treasury Manage cash flow Ability to obtain detailed/drilled down information of daily bank BAI data from summary level to specific transaction detail. 5 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
Workday pulls in bank transaction via banking statements. Ability to have information on a daily basis is based upon the banking institutions frequency of transmission capability.
842
Finance Treasury Manage cash flow Ability to track daily bank balances to estimate bank fees related to bank balance, repurchase agreement costs, and interest income. 5 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
843
Finance Treasury Manage cash flow Ability to perform trend analysis for actual versus budget, and actual versus forecast.
5 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking, Workday Core
Financials - Financial
Reporting & Analysis
Supported. Using Workday's delivered and custom reports you can meet a wide variety of actual vs. budget reporting needs. Actual data is recorded and posted in real-time to the general ledger from operational transactions originating in Workday. Data from external systems can be loaded using standard connectors. When using Workday Adaptive Planning (Optional SKU), plan data can be synced and reporting can be done against multiple versions of plans/forecasts. Both actual and plan data can be generated across multiple dimensions so you can compare actual vs. budget by company, account, cost center, project, region, supplier, etc.

This ability is true across all reporting including income statement, balance sheet, cash flow and operational reports. Actual and budget amounts can also be reflected as metrics and reported on, e.g. actual gross margin vs. budgeted gross margin. All these reports can be segmented and distributed across the organization securely, giving insights and accountability to those outside of accounting. For instance, a single income statement can be shared to all divisional managers and each divisional manager sees only the actual vs. budget data for only their division(s).
844
Finance Treasury Manage cash flow Ability to track outstanding checks and warrants. 3 3
Y - Yes
Workday Core Financials -
Cash Management and
Banking
845
Finance Treasury Manage City debt Ability to analyze different financing options through analytics and "what-if" scenarios.
5 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
"What-if" scenarios can be analyzed using optional Workday Adaptive Planning.
846
Finance Treasury Manage City debt System will track various debt obligations. 5 5
Y - Yes
Workday Core Financials -
Financial Reporting &
Analysis
847
Finance Treasury Manage City debt System will accommodate amortization schedules related to the City's debt obligations. 5 5 T - Third
Party
Workday Core Financials -
Cash Management and
Banking Sympro
848
Finance Treasury Manage City debt System will, with workflow, automatically generate check requests or wire transfers for debt payments.
5 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
849
Finance Treasury Manage City debt System will calculate accrued interest due on the City's debt obligations for a specified period.
5 5 T - Third
Party
Workday Core Financials -
Cash Management and
Banking Sympro
850
Finance Treasury Manage City debt System will provide a warning when debt type or group exceeds the limits defined in the debt policy or indenture. 5 5 T - Third
Party
Workday Core Financials -
Cash Management and
Banking Sympro
851
Finance Treasury Manage City debt System will summarize debt outstanding by interest, principal, and total. 5 5 T - Third
Party
Workday Core Financials -
Financial Reporting &
Analysis Sympro
852
Finance Treasury Manage City debt Ability to generate a debt service schedule for each debt instrument type by year, broken down by program/principal/interest and total principal and interest across all programs.
5 5 T - Third
Party
Workday Core Financials -
Financial Reporting &
Analysis Sympro
853
Finance Treasury Create journal entries System will create journal entries for investment and interest activities and post with electronic workflow approval. 5 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking
244 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
854
Finance Treasury Create journal entries Ability to split debt payments across accounts and funds. 5 5
Y - Yes
Workday Core Financials -
Cash Management and
Banking, Workday Core
Financials - Financial
Reporting & Analysis
855
Finance Treasury Create journal entries Ability to automatically record interest receivable and revenue to the General Ledger for all investments including the estimated pool investment interest monthly.
4 4 T - Third
Party
Workday Core Financials -
Cash Management and
Banking
The system has the ability to automatically record investment interest receivable using, a third party integration with Sympro. 856
General and
Technical
General and Technical Managing addresses System has the ability to meet USPS Publication 28: Postal Addressing Standards for street address and street naming convention including segments for all addresses within the system.
1 4
Y - Yes Core Workday
857 General and
Technical
General and Technical Managing addresses System has the ability to accommodate foreign addresses. 3 3 Y - Yes Workday HCM 858 General and
Technical
General and Technical Managing addresses System has functionality to provide ability to import master City/State/ZIP file from a 3rd party (US Post Office).
1 4 Y - Yes Core Workday
859
General and
Technical
General and Technical Archiving data System can provide an archiving solution for all data elements which provide configuration options for archiving schedules, including the ability to set retention periods based on record category or record type. 1 5
Y - Yes Core Workday
Workday retains all system data as it does not perform destructive updates when the data values change within the system. This provides for the ability to lookup any data in Workday as of any date, and having a full record of every transaction that has occurred in the system. This is the true power of Workday’s in- memory, object-based design. This also eliminates the need for traditional data archive/restore procedures as the system will accommodate all historical data flagged with various states.

With Workday you will be able to have all your data since day one, no need to archive it, you can use it, report on it or delete it if you choose so. There are no limitations in terms of volume of data or years.

When the data is purged for compliance reasons, it is permanently removed from your tenant; however, to support ongoing statistical analysis, de-identified objects are retained in the system. 860
General and
Technical
General and Technical Archiving data System can provide authorized end user query access to archived records as per the organization's record retention policy.
1 5
Y - Yes Core Workday
With Workday you will have all your data since day one into the system, we do not delete any data, we just append the new values while the old ones are kept as well. This is the true power of Workday's in-memory, object-based design. This also eliminates the need for traditional data archive/restore procedures as the system will accommodate all historical data flagged with various states. However, to comply with global regulations, Workday does offer customers the ability to purge data.
861
General and
Technical
General and Technical Archiving data System has the ability to preserve historic transactional integrity when master data changes (e.g. chart of account changes but old transactions are still linked to old accounts).
1 5
Y - Yes Workday Core
Workday provides the ability to view audits of transactions and it is "always on". Auditing can't be turned off. For some data, Workday uses effective dating to track transaction history.

Auditors can view audit history in reports, but can't make changes in the system.

Workday records the details of every user-made change, including the new value, the old value, the name of the user who submitted the change, and a time stamp. Workday adds these details to the top of a stack of changes, enabling you to retrace the history of that value all the way back to the original data entry. 862
General and
Technical
General and Technical Archiving data System has the ability to automatically schedule purge process based on user defined criteria.
1 5
Y - Yes Core Workday
You may have an obligation under data protection laws to remove personal data when it is no longer needed. Workday enables you to purge select personally identifiable information and all documents that are about the worker. This includes Worker Documents, attachments to business processes where the worker is the sole subject. When the data is purged, it is permanently removed from your tenant; however, to support ongoing statistical analysis, de-identified objects are retained in the system. 245 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
863
General and
Technical
General and Technical Processing workflow System can override automatic purge schedule with manual purge process if and when required.
1 5
Y - Yes Core Workday
You may have an obligation under data protection laws to remove personal data when it is no longer needed. Workday enables you to purge select personally identifiable information and all documents that are about the worker. This includes Worker Documents, attachments to business processes where the worker is the sole subject. When the data is purged, it is permanently removed from your tenant; however, to support ongoing statistical analysis, de-identified objects are retained in the system. 864 General and
Technical
General and Technical Processing workflow System has the ability to attach supporting documents to transactions or profiles (e.g. contract document, vendor W-9 to vendor record, etc.) 2 5 Y - Yes Core Workday 865
General and
Technical
General and Technical Processing workflow System has the ability to provide workflow functionality, automating business processes within the system that can be controlled and managed by a trained end-user. This workflow includes routing based on roles defined in the system and assigned to each user and with rules determining how a process is handled and works consistently across all module areas and user interfaces within the application.
2 5
Y - Yes Core Workday
Workday delivers over 500 pre-defined, configurable business processes. A list of these business processes can be provided under non-disclosure (NDA).
866 General and
Technical
General and Technical Processing workflow System can set up workflows to allow for user-defined levels of approval. 2 5 Y - Yes Core Workday 867 General and
Technical
General and Technical Processing workflow System provides audit trail history of transaction approvals. 1 3 Y - Yes Core Workday Workday audits all activity in the tenant including approvals. 868 General and
Technical
General and Technical Processing workflow System provides workflow functionality that allows users to lookup a transaction and see the status in an approval tree. 2 5 Y - Yes Core Workday 869
General and
Technical
General and Technical Processing workflow System provides workflow functionality that is role-based such that departments can perform approvals in a “person independent” manner. 1 5
Y - Yes Core Workday
Functionally, Workday can support both role-based and user- based models through its configurable security model. Workday’s configurable security model allows different groups of users to have different levels of access to the system. These groups are called security groups. While Workday certainly supports role- based security, security groups can also reflect organization, organizational role, business site, job, system assigned (employee, contingent worker, applicant), cost center, etc.

Security policies allow for the association of security groups with sets of securable items that are delivered by Workday. For example, when an employee is promoted to manager, she is automatically and immediately removed from a “Contributor” security group and added to a “Manager” security group with specific responsibilities for individuals in her supervisory organization. This allows Workday users to inherit different access levels as their responsibilities change and eliminates any instance of double data maintenance.

Notifications are configured with the reporting framework provided with the service.
871
General and
Technical
General and Technical Processing workflow System has same workflow rules and engine regardless of the user interface that is used (i.e., web-based or client-based interface).
3 5
Y - Yes Core Workday
Workday accessed through a compatible web browser or mobile device. Business processes function on both types of devices with no additional setup required.
872
General and
Technical
General and Technical Processing workflow System has workflow functionality that allows a user to enter text and/or attach a document indicating the reason for the rejection and allows for complete viewing of this text by the user receiving the rejection notice. 3 5
Y - Yes Core Workday
873
General and
Technical
General and Technical Processing workflow System has workflow functionality that allows a user to forward workflow items for a user-designated period of time to another user who will act as a surrogate in being able to review, approve, and reject all workflow items in the first user's absence.
2 5
Y - Yes Core Workday
The Workday Business Process Framework includes a Delegation function to all for a surrogate to be set up to perform functions on a user's behalf. This includes the ability to set a timeframe for the delegation.
874
General and
Technical
General and Technical Processing workflow System has the ability to provide workflow functionality that allows for items to be put into workflow with a combination of parallel and/or sequential approvals. 2 5
Y - Yes Core Workday
875 General and
Technical
General and Technical Processing workflow System provides workflow functionality to approve, forward, hold, or reject items upon reviewing.
2 5 Y - Yes Core Workday
876
General and
Technical
General and Technical Processing workflow System allows for notification of the results of a workflow step to be sent to a user via email or be viewable internally within the application. The specific type of notification (email or internal to application) can be customizable for each individual user.
2 4
Y - Yes Core Workday
877
General and
Technical
General and Technical Processing workflow System allows for users receiving workflow updates via email to click on a link provided within the email that takes the user to the appropriate area within the application to perform the next steps on that workflow. 2 5
Y - Yes Core Workday
246 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
878
General and
Technical
General and Technical Processing workflow System has the ability to apply field-level security based on user role. 2 4
Y - Yes Core Workday
Workday solutions are grouped into distinct functional areas. Each functional area is further divided into domains and business processes. A domain is a predefined set of related securable items (reports, tasks, instance sets, report fields, and data sources).

Although you cannot change the securable items comprising a domain, you can control access to a domain through its domain security policy. The domain security policy is used to link a domain with any Workday security groups that should have access to the domain.

When you link a security group to a domain through the domain's security, you specify whether the security group has View or Modify access to the domain. (For integrations, access to the domain is governed by Get or Put permissions.) Secured items may be included in more than one domain security policy. Workers with different levels of access in different domains receive the least restrictive access.

Workday provides a feature called Securable Items that can be used to apply field level security in the Workday object data model very easily in comparison to legacy relational database systems. 879 General and
Technical
General and Technical Entering data System can control entry of data to ensure user enters data into all required fields on the screen. 2 4 Y - Yes Core Workday
880 General and
Technical
General and Technical Entering data System can allow for data entry fields automatically default to a specific value (e.g., date fields should default to current date).
3 4 Y - Yes Core Workday
881 General and
Technical
General and Technical Entering data System can perform batch data entry of transactions with batch totals. 1 4 Y - Yes Core Workday Workday provides an integration platform and tools as well as a process scheduler to perform batch loading of data.
882 General and
Technical
General and Technical Entering data System can provide data entry transaction templates (i.e. journal entries, requisitions, etc.), with custom defined fields as a default. 2 4 Y - Yes Core Workday 883
General and
Technical
General and Technical Entering data System has ability to configure tabbing order on all data entry screens. 3 4
N - Not
Availabe
Workday allows you to configure data entry screens in a couple different ways. First, fields on a page that you do not have security access to are automatically removed. This gives different users different views of the same page. Secondly, a lot of the pages are actually one or multiple reports showing the data on that page.

Workday built these pages in order for our customers to take and add new reports to these pages or change those reports for a tailored look for your organization. The tab order is defined by Workday on some screens. Columns in table/grid data entry screens can be moved around which also adjusts the tab order. 884
General and
Technical
General and Technical Entering data System has the ability to “auto fill” in field level information (e.g. vendor name, account name) based on information entered (e.g. enter vendor #, name populates, etc.).
3 4
Y - Yes Workday
885 General and
Technical
General and Technical Entering data System has the ability for back-ups or other transactions in one module to not block, delay, or otherwise interfere with transactions in other modules. 3 5 Y - Yes Core Workday 886
General and
Technical
General and Technical Entering data System provides record locking functionality which only allows viewing and query access to system records by users, while a user is making edits to the record. 3 4
Y - Yes Core Workday
887
General and
Technical
General and Technical Entering data System provides free form comments fields for all transactions – prior to posting or after the fact (multiple un-editable comments with user stamping and date stamping).
3 3
Y - Yes Core Workday
Workday provides the ability to enter unlimited text in Comments fields. All transaction and field updates are auditable including user and date/time stamp.
888
General and
Technical
General and Technical Entering data System has the ability to effective date transactions or updates to master data (i.e. benefits premiums during open enrollment).
3 3
Y - Yes Core Workday
Whenever a change is made in Workday, the system records new updated attributes with the entry date, and when appropriate the effective date, of the new data. Because Workday handles changes as non-destructive updates, previous attribute values are never deleted, but retained in perpetuity. This approach to data change capture facilitates reports and business logic having ready access to any and all prior-dated and future-dated information. The ability to track all changes made to data within the Workday platform is native to Workday’s in-memory object-based
architecture.

In addition to this intrinsic architectural capability, many Workday business objects also allow you to specify an effective (or "as of") date when you create or edit them. This allows you to define changes as taking effect on a date/time other than when the data entry actually takes place. This is useful, for example, when you need to hire a worker "retroactively" to the first day of this week, or to create a new organization to become available on the first day of a future time period.
889 General and
Technical
General and Technical Entering data Users can enter transactions for any of the three entities without logging out and logging in to a separate instance.
1 4 Y - Yes Core Workday
247 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
890 General and
Technical
General and Technical Entering data System supports data for three separate entities (City, Fire, Public Financing Authority). 1 4 Y - Yes Core Workday
891
General and
Technical
General and Technical Managing data System has the ability to interact with the relational database and offer robust querying and analysis tools that do not require programming knowledge, allowing users to pick and choose fields, link tables, and establish criteria under appropriate security controls.
2 5
Y - Yes Workday Core
Workday uses an in-memory object model. Simply put, Workday defines data as objects rather than relational tables. The use of an in-memory object model eliminates the need for report writers to understand complex RDBMS structures, as it was the case with legacy ERP solutions. Instead, Workday users can interact with the Workday Data Sources (similar in concept to a database view), which are business-term driven, and access the data in a relationship driven approach versus having to run complex SQL like queries. Users can explore data objects, data values and their related attributes and relationships to other objects based on their security through the same user interface (along with supporting documents provided through training and online portal). This approach drastically reduces the technical barrier that has existed for so long with legacy ERP solutions when it came to business users wanting access to their transactional data for reporting purposes.
892 General and
Technical
General and Technical Managing data System has ability to access tables from other systems using both SQL and non- SQL data sources. 1 4 Y - Yes Workday Core Workday can access external data sources via native web services. 893
General and
Technical
General and Technical Managing data System can support referential integrity through the use of data definitions. 2 5
Y - Yes Workday Core
Workday uses an in-memory object model. Simply put, Workday defines data as objects rather than relational tables. The use of an in-memory object model eliminates the need for report writers to understand complex RDBMS structures, as it was the case with legacy ERP solutions. Workday users can interact with the Workday Data Sources (similar in concept to a database view), which are business-term driven, and access the data in a relationship driven approach versus having to run complex SQL like queries. Users can explore data objects, data values and their related attributes and relationships to other objects through the same user interface (along with supporting documents provided through training and online portal). The joining of objects in Workday is defined by Workday and is automatically being done at all times. Workday provides a data dictionary in each tenant that documents the data relationships.
894
General and
Technical
General and Technical Managing data System has ability to access system database tables directly via ODBC with the ability to specify read versus write access
2 3
Y - Yes Core Workday
Workday solutions are grouped into distinct functional areas. Each functional area is further divided into domains and business processes. A domain is a predefined set of related securable items (reports, tasks, instance sets, report fields, and data sources).

Workday provides a feature called Securable Items that can be used to apply field level security in the Workday object data model very easily in comparison to legacy relational database systems. 895
General and
Technical
General and Technical Managing data System has the ability to add user-defined data fields and tables to meet changing requirements.
5 3
Y - Yes Core Workday
With Workday, you can create custom fields for business assets to meet your organization's specific needs. By leveraging our tools feature for creating custom objects, you can define custom fields and custom prompt lists, including custom date fields. You can also report on custom fields to provide visibility into data created in custom fields.
248 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
896
General and
Technical
General and Technical Processing errors System can customize or modify system provided error messages and store/log for future review and reporting. Error messages should be meaningful to the user versus being of a technical nature.
3 3
Y - Yes Core Workday
Yes. Custom validations help users identify transaction issues within a business process. They can be applied to many different processes and situations to:
• Display warning/error messages when a transaction meets certain conditions
• Prevent workers from submitting invalid transactions until they resolve an error
• Alert transaction approvers to conditions that need more careful review
• Configure error messages for end users in plain English. 897 General and
Technical
General and Technical Processing errors System allows user defined reporting from the error log. 4 3 Y - Yes Workday HCM 898 General and
Technical
General and Technical Processing errors System allows the system administrator or designated end-users to view the error log to provide support for the users. 3 5 Y - Yes Core Workday 899
General and
Technical
General and Technical Processing forms System can provide an integrated Forms Solution that allows for custom developed forms within the system that can be integrated with financial processes without having to modify application code.
1 5
Y - Yes Workday Extend
Workday provides a development tool called Workday Extend.

This toolset allows you to create extensions to the service without modifying delivered code.
900
General and
Technical
General and Technical Processing forms System allows for trained users to customize forms without the need for Vendor assistance. Customized forms will be able to be incorporated into future vendor releases without the need for retro-fitted changes.
3 5
Y - Yes Core Workday
Workday allows you to configure data entry screens in a couple different ways. First, fields on a page that you do not have security access to are automatically hidden. This gives different users different views of the same page. Secondly, a lot of the pages are actually one or multiple reports showing the data on that page. Workday built these pages in order for our customers to take and add new reports to these pages or change those reports for a tailored look for your organization.
901
General and
Technical
General and Technical Processing forms System provides the ability for all forms created within the vendor's solution to be stored to allow for future use of that form within the vendor's solution. 3 5 Y - Yes Workday Extend
Workday provides a development tool called Workday Extend.

This toolset allows you to create extensions such as custom pages to the service without modifying delivered code.
902
General and
Technical
General and Technical Integrating and
interfacing
System can import/export non-configuration data (e.g. transaction data) to/from a common data interchange format (e.g. ASCII, XML, etc.) with proper security restrictions. (Please provide list of areas where this will work in the comments). 3 5
Y - Yes Core Workday
Workday has a wide variety of interfaces to allow import and export of data to/from all functional areas in the Workday system to a customer’s supporting system. These interfaces can include:
• Pre-configured interfaces to common systems that Workday owns and maintains
• Spreadsheet/flat file interfaces that are configured by an authorized user in the Workday application
• An extensive Workday API that allows for read / update of data
• Custom interfaces that can be configured by the customer using the Workday development tool
903
General and
Technical
General and Technical Integrating and
interfacing
System allows for all data import functions in the system to observe all pre-set data validation rules to enforce data/database integrity. 5 5 Y - Yes Core Workday
Imported data goes through exactly the same validation that online entry of transactions go through to ensure a high level of data integrity.
904
General and
Technical
General and Technical Integrating and
interfacing
Ability to support web services as a means of real-time data exchange with other applications.
1 5
Y - Yes Core Workday
Workday Web Services provide a programmatic public API for our Workday Business Management Services. Web services are one of the central components of the Workday architecture and provide the core enablement tool to integrate with Workday. A list of publicly accessible APIs is available here:
https://community.workday.com/api
Workday Web Services are implemented using industry standard web services technology, which encompass WSDL, SOAP, REST, and the Web Service standards. In addition, WWS are versioned to ensure stability and backwards compatibility.

The Workday REST API is an addition to the public APIs supported by Workday. This RESTful interface is intended to support enterprise web and mobile applications characterized by small transactions initiated by end users. This REST API exists alongside the currently existing SOAP-based web services, but serves a different need. The SOAP-based interface is targeted for import and export of data needed for integration with enterprise business systems external to Workday. Integration support typically involves large quantities of data moving between systems, often scheduled and initiated automatically from one system to another. 906
General and
Technical
General and Technical Integrating and
interfacing
System can apply security restrictions to all imports performed by a user. 3 5
Y - Yes Core Workday
Workday has a single security model that includes role-based security restrictions assigned to what users can run integrations based upon their role.
907
General and
Technical
General and Technical Integrating and
interfacing
System has the ability to attach multiple documents/images to a single ERP transaction and have that attachment flow with the transaction throughout its life in the ERP (e.g. requisition to purchase order).
1 5
Y - Yes Core Workday
908
General and
Technical
General and Technical Reporting and printing System has the ability to interface with a third-party business intelligence solution/data warehouse. 1 4
Y - Yes Core Workday
Workday is built on an in-memory object data model. Workday defines data as objects rather than relational tables. This makes it possible to build, run, drill into, and take action on analytic reports quickly rather than accessing data from a separate data repository or warehouse. Workday's architecture supports actionable analytics directly from the real-time transactions. This is accomplished without the need for an external business
intelligence software. If an external tool is preferred however, customers can connect 3rd party BI tools to Workday through Workday's web services or by easily enabling a custom report as a Web Service, allowing them to quickly and easily build reports in those tools as well.
909
General and
Technical
General and Technical Reporting and printing System should include an easy to use report generator, with all data downloadable to MS Excel spreadsheet open-source file format such as .csv or .txt format for ad hoc reporting.
3 5
Y - Yes Core Workday
910
General and
Technical
General and Technical Reporting and printing System allows on screen data to be downloadable to MS Excel spreadsheet open- source file format such as .csv or .txt format for ad hoc reporting. 3 4
Y - Yes Core Workday
Reports can be exported into Excel or as PDF. Reports can also be built as web services for ease of integration with other systems if needed (e.g. csv, json, xml format).
911
General and
Technical
General and Technical Reporting and printing System has the ability to provide a user-configurable 'management dashboard' which allows users to identify and view key summary performance statistics from various components of the ERP system and drill into them for further detail. 3 4
Y - Yes Core Workday
912 General and
Technical
General and Technical Reporting and printing System allows for additions or deletions of fields from a query or report. 3 5 Y - Yes Core Workday Yes. Users with the appropriate security can modify a Workday report by adding or subtracting fields.
913
General and
Technical
General and Technical Reporting and printing System has report write capabilities with file organization structure consistent between all application modules. 3 5
Y - Yes Core Workday
Workday provides a single reporting framework for all reporting and analytics. New reports can easily be created by a business user. Workday delivered reports can be copied and modified to suit your needs based on security rights. The reporting framework is provided with the Workday service at no additional cost.

Workday provides organization structures - Supervisory
Organization for worker data, Cost Center for financial data, and Location. In addition, Workday customers can create custom organizations. All of these can be leveraged with the Workday reporting framework.
914
General and
Technical
General and Technical Reporting and printing System can run reports without impacting system performance. 1 5
Y - Yes Core Workday
Yes. Workday's object data model is architected in a way that reporting and batch processing will not impact system
performance. Workday guaranteed response time contractually in its Service Level Agreements.
250 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
915
General and
Technical
General and Technical Reporting and printing System has an integrated report writer with the following features: flexible report formatting, and ability to modify or create underlying reporting structure. 2 5
Y - Yes Core Workday
Workday provides a single reporting framework for all reporting and analytics. New reports can easily be created by a business user. Workday delivered reports can be copied and modified to suit your needs based on security rights. The reporting framework is provided with the Workday service at no additional cost.

Beyond our traditional report writer, Workday provides two other reporting experiences for ad hoc analysis:
• Worksheets: provides an excel-like experience for ad-hoc analysis and collaboration between multiple workers if needed. • Discovery Boards: Provides a drag and drop experience for data analysis similar to that of power BI or Tableau.
916 General and
Technical
General and Technical Reporting and printing System has the ability to retrieve information from multiple tables/files. 2 5 Y - Yes Core Workday 917 General and
Technical
General and Technical Reporting and printing System has the ability to specify desired subtotal breaks and totaling fields. 4 4 Y - Yes Core Workday 918 General and
Technical
General and Technical Reporting and printing System has the ability to obtain reports in different sort sequences. 4 4 Y - Yes Core Workday 919 General and
Technical
General and Technical Reporting and printing System has the ability to calculate percentages. 3 3 Y - Yes Core Workday 920 General and
Technical
General and Technical Reporting and printing User can specify the number of decimal places used when rounding calculations. 3 4 Y - Yes Core Workday 921 General and
Technical
General and Technical Reporting and printing System has the ability to calculate averages. 3 3 Y - Yes Core Workday 922
General and
Technical
General and Technical Reporting and printing System has the ability to make minor alterations to previously defined reports. 4 5
Y - Yes Core Workday
The Workday report designer is browser-based and runs as a natural part of the Workday user interface. This allows both casual report writers and more advanced users to safely create reports and analytics according to their security profiles. Customers can create or copy reports and configure that report including adding additional data objects and fields, sort, filter, group, format, set the output type, schedule, etc.
923 General and
Technical
General and Technical Reporting and printing System has the ability to prepare/print reports from any accounting period and across periods. 2 5 Y - Yes Core Workday
924 General and
Technical
General and Technical Reporting and printing System has the ability to set up menus of created reports for easy access and printing.
4 5 Y - Yes Core Workday
925 General and
Technical
General and Technical Reporting and printing System has the ability to generate sequentially numbered pages on reports. 2 5 Y - Yes Core Workday Pages are sequentially numbered for reports exported to PDF. 926
General and
Technical
General and Technical Reporting and printing Setup reports to accommodate optimized page size and layout (e.g. portrait and landscape orientations).
4 5
Y - Yes Core Workday
Workday’s browser-based user interface is delivered using 100% responsive design to provide a consistent experience such as viewing reports from any device, including supported mobile browsers which render HTML5 like Safari, Chrome, etc.
927 General and
Technical
General and Technical Reporting and printing System allows a user to select any account or range of accounts in the chart of accounts for inclusion in reports or exclusion. 2 4 Y - Yes Core Workday 928 General and
Technical
General and Technical Reporting and printing System has "Wildcard" and/or “Keyword” capability to allow easy accessing of a range of values when creating reports. 2 4 Y - Yes Core Workday 929
General and
Technical
General and Technical Reporting and printing System has the ability to quickly access a range or set of accounts for report creation by specifying a fund, account, department, division, and/or account type.
2 5
Y - Yes Core Workday
930 General and
Technical
General and Technical Reporting and printing System has the ability to define how data is displayed, including commas, decimal points, dollar signs, +/- signs, right or left justified, etc. 4 4 Y - Yes Core Workday 931
General and
Technical
General and Technical Reporting and printing System has the ability to "drill down" allowing a user to begin with a summary level screen/report and inquire on progressively more detailed (i.e., source) transactions.
1 5
Y - Yes Core Workday
932 General and
Technical
General and Technical Reporting and printing System has the ability to execute reports with an "as of" date. 3 5 Y - Yes Core Workday 933 General and
Technical
General and Technical Reporting and printing System allows search criteria on reports to be not-exact matches, partials, or similar. 2 5 Y - Yes Core Workday
934 General and
Technical
General and Technical Reporting and printing System has the ability to provide system-wide search functionality for keyword search, across all master and transaction records. 1 5 Y - Yes Core Workday 935 General and
Technical
General and Technical Reporting and printing System provides broad search functionality (i.e. first 3-4 letters of a name). 2 5 Y - Yes Core Workday 936 General and
Technical
General and Technical Reporting and printing System provides phonetic search (e.g. Soundex) capability. 3 4 N - Not Availabe
251 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
937
General and
Technical
General and Technical Reporting and printing System allows users to perform inquiries and searches by any field available. 2 5
Y - Yes Core Workday
Workday offers a user-friendly, consumer-like UI for both data entry and search.

Workday search supports partial word search and type-ahead predictive results across all functional areas, similar to what users experience on sites like Google.com. Workday search also supports filters similar to a consumer faceted search--where users may filter and refine search results using categories like location or skill or other relevant attributes.
938
General and
Technical
General and Technical Reporting and printing System has the ability to reprint reports, checks, or bills with restart capability when reports, checks, bills, W2's, 1099's, and/or other end of year submissions being printed are interrupted.
3 3
Y - Yes
Payroll for US &
__________
939 General and
Technical
General and Technical Reporting and printing System has the ability to report/query on all user defined fields. 3 3 Y - Yes Core Workday 940
General and
Technical
General and Technical Reporting and Printing System has the ability to allow for e-Signatures on forms and approvals. 4 5
Y - Yes Core Workday
Workday supports electronic signatures within the Business Process Framework as native e-signatures or via 3rd-party integration.

Using native e-signature functionality, it can be required that employees legally sign that they have completed a task. For example, as part of the onboarding process, a process step can route a document, e.g. employee handbook, to the on-boarding employee. Then the employee can be required to acknowledge that they have read and understood the document by checking a box or entering a written response. The text explaining this to the user is configurable to ensure that the context and implication of the signature is clear and can include or provide a link to relevant disclaimer condition statements.

The Workday Business Process Framework also provides the ability to capture electronic signatures through delivered 3rd-party integrations with Adobe Sign and DocuSign. In this case, the Workday customer must have an existing relationship with one of these third-party vendors.

Whether using native e-signature functionality or integration with a 3rd-party vendor, the electronic signature is captured in Workday as part of the audit trail of the process.
941
General and
Technical
General and Technical Security and auditing Ability to use Azure Active Directory (AD) or integrate with cloud-based Single Sign On (SSO) solutions via SAML.
1 5
Y - Yes Core Workday
y p p g g p g
OpenID Connect. The single sign-on integration may work alongside the delegated authentication mechanism. If an organization is making use of Active Directory, this means that Single Sign-on can be set up by invoking the Active Directory Federation Services (ADFS) function, with Workday supporting both IdP-initiated (Identity Provider initiated) and SP-initiated (Service Provider initiated) Single Sign-on. In addition, as part of Workday’s native authentication methods, Workday supports as a second-factor of authentication the use of an authenticator app, such as the Google Authenticator, for Time-based One Time Password (TOTP) authentication. Finally, Workday supports the ability to ‘step up’ for privileged authentication if the initial authentication into the service was done via SAML. In this scenario, a user logs into the Workday service but is then forced to authenticate with a stronger credential type when trying to access or perform sensitive functions.

Workday provides synchronization capabilities to ensure business data around employees is consistent between Workday and your directory – we recognize HCM events such as hire and terminate so that we can use this changed data to synchronize with your directory leveraging our delivered Directory Connector.

Please see the following for details - Tutorial: Azure Active Directory single sign-on (SSO) integration with Workday | Microsoft Docs (https://docs.microsoft.com/en-us/azure/active- directory/saas-apps/workday-tutorial).

In addition, Workday has partnerships with third party security providers including Okta and Duo. More details on these partnerships can be found at Workday Marketplace
942
General and
Technical
General and Technical Security and auditing Ability to integrate with third-party backup/recovery solutions to flexibly define and implement backup and recovery strategies using external on-premise or cloud-based environments (public or private).
1 5 N - Not
Availabe
Workday is a cloud software as service provider. As the Data Processor Workday manages all back/recovery and disaster recovery as part of the service.
252 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
943
General and
Technical
General and Technical Security and auditing The system must have the ability to prevent, detect, contain, and recover from security threats such as malware injection, side channel attacks, exploitation of API vulnerabilities, or distributed denial of service (DDoS) attacks. 1 5
Y - Yes Core Workday
To ensure services are available and that problems are identified, investigated, and resolved, Workday uses a combination of monitoring tools and incident response protocols. Network intrusion prevention systems (IPS) monitor critical network segments for atypical network patterns in the Customer Data environments as well as traffic between web servers and the load balancers. System generated alerts are sent to the Infrastructure staff if suspicious network activity is detected, for further investigation, analysis, and resolution as appropriate.

In an effort to stay current with the most cutting-edge security tactics, Workday partners with a leading provider to protect against DDoS attacks. This provider has massive Internet connectivity, and technology that filters out security threats and passes clean traffic to our data centers..
944
General and
Technical
General and Technical Security and auditing The system must provide detailed logs for forensic investigation of security incidents, that can aid in identifying the nature and extent of the affectation, including the data that was exfiltrated or compromised. 1 5
Y - Yes Core Workday
Workday’s Continuous Improvement (CI) program is activated immediately following a service disruption. A CI team member assembles a summary of events leading up to and during the incident and captures relevant forensic data (e.g.,
system/application logs, monitoring events, interviews of key personnel involved). From this data, both root cause and major contributing factors to the outage are identified.
945 General and
Technical
General and Technical Security and auditing System has the ability to restrict access for add/update/view/delete at the transaction level.
3 4 Y - Yes Core Workday This is a standard feature of Workday security. 946
General and
Technical
General and Technical Security and auditing System has the ability to deliver security in a layered format (i.e. data, database, application, network physical).
3 3
Y - Yes Core Workday
Workday provides a single security model across all functionality, which covers all aspects of our application, including online access, mobile, reporting/analytics and integration. Additionally, Workday provides a number of unique features to simplify the setup and maintenance of security such as automated account provisioning, automatic role assignment, etc. (all configurable). Everyone must login and be authorized through the Workday security model.

By contrast, in other competing systems, there is typically an application layer of security, which IT and DBA personnel can bypass to access the data directly at the database level. This is not possible with Workday. Also, many other solutions require customers to maintain two separate security models: one for the application and one for reporting. In some cases, there are even module specific security models. Because there is one single security model, it simplifies the administration of the application and minimizes the risk that a user will have unauthorized access to information. Please see the attached Workday Security
Whitepaper for further details.
947
General and
Technical
General and Technical Security and auditing System has the ability to deliver system security that includes security logging into the system.
3 5
Y - Yes Core Workday
The Workday application logs activity for each account, including failed and successful login attempts, as well as update activity by privileged Workday system users. Security Administrators can view the sign-on/failed sign-on reports, and individuals with the auditor role can run reports to view the updates an individual made in the system within a certain period of time. Additionally, user activity logs allow administrators and auditors to review what users have viewed within the tenant.
948 General and
Technical
General and Technical Security and auditing System has the ability to restrict a user's access to specific screens. 2 5 Y - Yes Core Workday 949 General and
Technical
General and Technical Security and auditing System can define standard security roles for entry, query, and reporting. 3 4 Y - Yes Core Workday 950
General and
Technical
General and Technical Security and auditing System has the ability to provide security at the record level. 3 4
Y - Yes Core Workday
Each customer has the ability to configure the Workday security settings to determine WHO can see WHAT based on things like organization structure, role, location etc., also if it should be constrained or unconstrained.
951
General and
Technical
General and Technical Security and auditing System has the ability to configure security access to restrict a user's access to individual fields.
3 4
Y - Yes Core Workday
Workday secures information to the field level. Security permissions are delivered out of the box, but are easily configurable. Workday leverages role-based and user-based security, as well as security based on many other attributes, such as segment, organization, location, and several others. This gives customers the ability to control at the field level, as well as the report level if desired.
952 General and
Technical
General and Technical Security and auditing System has the ability to maintain system security controls while using the system on mobile devices.
3 5 Y - Yes Core Workday
953 General and
Technical
General and Technical Security and auditing System has the ability to restrict user access to fields based on a certain range (e.g. a range of accounts). 3 4 Y - Yes Core Workday
253 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
954
General and
Technical
General and Technical Security and auditing System has the ability to log all transactions and master data changes in a detailed permanent audit trail, by user ID, based on user login. 1 5
Y - Yes Core Workday
Yes. Workday audits all data and transactions in the application as a standard feature of its architecture. This includes the actual definition of the business process when the transaction took place and the organizational structure at the time of the transaction, too. Some enterprise vendors don't have "always on" auditing due to architectural constraints. For these vendors, Workday provides online access to the audit information as a standard action within our system. All audits are retained perpetually and are part of the core application metadata rather than being archived out in another system. This audit model offers organizations the ability to investigate and interrogate any transaction performed in the system with a timestamp, user associated with the transaction, what the transaction was, and other relevant detail without having to perform a special restore, point in time recovery, etc. or even invoke IT services as these audits are kept in specific audit reports.

Workday also provides the ability to track user activity, which extends Workday’s default auditing to include ‘view’ audits for given users. When configured, full activity including where a user or set of users navigated in the system can be viewed and is fully logged.

You can review the audit online or export it as a PDF/Excel report.

A number of the audit reports are API-enabled and can be ported out to a SIEM solution.
955
General and
Technical
General and Technical Security and auditing System has the ability to provide role based system security; must be configurable and must establish rules for editing.
3 4
Y - Yes Core Workday
Functionally, Workday can support both role-based and user- based models through its configurable security model. Workday’s configurable security model allows different groups of users to have different levels of access to the system. These groups are called security groups. While Workday certainly supports role- based security, security groups can also reflect organization, organizational role, business site, job, system assigned (employee, contingent worker, applicant), cost center, etc.

Security groups and policies are delivered or can be created based on an organization’s unique access requirements. This provides a more flexible and manageable way of controlling access to all aspects of the Workday solution.
956
General and
Technical
General and Technical Security and auditing System has the ability to have locks on time/date stamp with limited and audited override authority.
3 4
Y - Yes Core Workday
Workday's audit strategy is to always audit everything (including transactions down to the source document, the user ID, date, time, and any workflow approvals of the source transaction), and to retain this immutable audit data log in perpetuity. Our unique architecture allows us to do this with zero impact on system performance. This enables customers to access a complete audit history of any attribute or transaction within the Workday environment without the need for any third-party tools. 957 General and
Technical
General and Technical Security and auditing System allows for an administrator to change a user's status to inactive. 3 4 Y - Yes Core Workday 958 General and
Technical
General and Technical Security and auditing System has the ability to identify users making inquiries or extracting reports from key databases.
3 4 Y - Yes Core Workday
959
General and
Technical
General and Technical Security and auditing System has the ability to support the encryption of data communications between the client and the server.
1 5
Y - Yes Core Workday
Users access Workday via the internet, protected by Transport Layer Security (TLS). This secures network traffic from passive eavesdropping, active tampering, and forgery of messages. All user communication with Workday’s Enterprise Cloud Applications must use industry standard encryption for the transmission of private or confidential information over public networks using a web browser. Workday has also implemented proactive security procedures, such as perimeter defense and network intrusion prevention systems.networks using a web browser.
254 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
960
General and
Technical
General and Technical Security and auditing System has the ability to support the encryption of stored data in the database. 1 5
Y - Yes Core Workday
Workday encrypts every attribute value of Customer Data within the application before it is stored in the database or persistent data stores. This is an inherent design characteristic of the Workday technology. Workday relies on the Advanced Encryption Standard (AES) algorithm with a key size of 256 bits. Each tenant is associated with a unique tenant encryption key.
961 General and
Technical
General and Technical Security and auditing System has the ability to restrict a user's access to records meeting certain criteria (I.e., certain divisions). 3 3 Y - Yes Core Workday 962
General and
Technical
General and Technical Security and auditing System has the ability to apply security restrictions to report writer utilities. 3 3
Y - Yes Core Workday
Workday has a single security model where administrators can control data access for both online tasks and reporting in one place.
963 General and
Technical
General and Technical Security and auditing System has the ability to apply security restrictions to global update functions. 3 5 Y - Yes Core Workday 964
General and
Technical
General and Technical Security and auditing System has the ability to apply security restrictions to all data connections such as ODBC, JDBC, OLE.
3 5
N - Not
Availabe
Our customers do not access data using direct calls from the database. With Workday, what's important to understand is there are no back doors to customer data. Workday’s developers and our customers can’t access the database where customer data is stored. All customer data is encrypted and is accessed only by the application server. Instead, Workday customers leverage the Workday Web Services (WWS) for data query/extraction. A list of publicly accessible APIs is available here:
https://community.workday.com/api . WWS are implemented using industry standard web services technology, which
encompass WSDL, SOAP, REST, and the Web Service standards. In addition, WWS are versioned to ensure stability and backwards compatibility.

Workday also provides an integrated ad-hoc query tool (Workday Report Writer). Reports are created by accessing Workday’s in- memory object data model; providing real-time information that is secured by Workday’s unified security.
965
General and
Technical
General and Technical Security and auditing System has the ability to differentiate access between ability to view versus update for specific data elements.
3 5
Y - Yes Core Workday
Workday solutions are grouped into distinct functional areas. Each functional area is further divided into domains and business processes. A domain is a predefined set of related securable items (reports, tasks, instance sets, report fields, and data sources).

Workday provides a feature called Securable Items that can be used to apply field level security in the Workday object data model very easily in comparison to legacy relational database systems. 966 General and
Technical
General and Technical Security and auditing System has the ability to restrict the accessing of security configuration and audit logs based upon user profiles or administrator level settings. 3 4 Y - Yes Core Workday
967 General and
Technical
General and Technical Security and auditing System can restrict System Administrator account from performing transactions on the system.
3 4 Y - Yes Workday Core
968
General and
Technical
General and Technical Security and auditing System has the ability to monitor concurrent users accessing the database through the application (e.g. open connections). 2 4
Y - Yes Core Workday
Workday provides a tool for administrators called the System Health Dashboard that provides visibility into online usage including concurrent users.
969 General and
Technical
General and Technical Security and auditing System has the ability to automatically log off an inactive user as configured based on the organization's needs.
2 3 Y - Yes Core Workday
970
General and
Technical
General and Technical Security and auditing System has the ability to ensure that system passwords are suppressed during entry (****** appears instead of the clear-text representation of the password when logging in).
1 4
Y - Yes Core Workday
971 General and
Technical
General and Technical Security and auditing System has the ability to allow management to review the system administrator's activities. 2 5 Y - Yes Core Workday
972 General and
Technical
General and Technical Installing the system System has the ability to retain user preferences when installing new releases of the vendor's software.
3 4 Y - Yes Core Workday
255 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
973
General and
Technical
General and Technical Installing the system System has 3 separate environments from production (e.g. test, dev, train). 1 5
Y - Yes Core Workday
Workday provides one Production, one Sandbox (a duplicate of the Production environment), and one Sandbox Preview
(populated with Production data but receives new features developed by Workday prior to being available in Production, allowing customer to test new features with their data) as part of the normal subscription cost. Additional implementation environments are available, if required, for an additional fee. 974
General and
Technical
General and Technical Installing the system System has the ability to transfer only selected configurations / data between environments (doesn't require copying all data / configurations). 1 4
Y - Yes Core Workday
Customers can migrate configurations between Workday Sandbox (which is a lower level environment used for testing) and Production. There is no need to re-key twice.

This is supported through “solutions” in Workday, as well as a tool called the Object Transporter, which is used to promote objects from one tenant to another. Customers migrate solutions between Workday tenants (instances) rather than having to reconfigure each tenant separately. Customers can also group multiple solutions into “bulk solutions,” which can then be migrated between tenants together.
975
General and
Technical
General and Technical Installing the system System has the ability to provide a configuration management solution to allow for easy management of moving data and programs between the various environments.
2 4
Y - Yes Workday
You can migrate configurations between Workday Sandbox and Production. There is no need to re-key twice. This is supported through “solutions” in Workday, as well as a tool called the Object Transporter, which is used to promote objects from one tenant to another. Customers migrate solutions between Workday tenants (instances) rather than having to reconfigure each tenant separately. Customers can also group multiple solutions into “bulk solutions,” which can then be migrated between tenants together. 976
General and
Technical
General and Technical Administering system
operations
System includes the appropriate administrative and programming toolsets to configure, modify, and customize the software applications. 3 3 Y - Yes Core Workday
Workday provides a broad set of configuration frameworks that include, but are not limited to reporting, integration, workflow, data extensibility, and others.
977
General and
Technical
General and Technical Interfacing for users System ensures that all features and functions within the application will be available and operate identically regardless of the user interface that is used (i.e., web-based or client-based, tablet vs. laptop, etc.).
5 4
Y - Yes Core Workday
Workday is a true cloud software as a service solution running on native HTML5 browsers. All functionality can be accessed via local or mobile browsers.
978
General and
Technical
General and Technical Interfacing for users System complies with accessibility standards including all system components. To comply with the Americans with Disabilities Act (ADA), Information technology must be accessible to people with disabilities. And the information technology's accessibility level must comply with accessibility standards set forth in Section 508 of the Rehabilitation Act. Section 508 requires that Federal agencies' electronic and information technology is accessible to people with disabilities. 4 5
Y - Yes Core Workday
Workday recognizes the importance of accessibility and is proud of our history of giving all users the opportunity to access our applications, regardless of their abilities. We continually focus on the needs of users with disabilities, evolving our software as technology continues to grow and mature. We believe everyone benefits from having a single unified and accessible experience.

Key Benefits
• Inclusive single user experience
• Continuous innovation
• Commitment to accessibility in design
• Works out of the box, no configuration needed
• Enhancements are released when ready
The “Accessibility in Workday Applications” documents serve as Workday Voluntary Product Accessibility Templates (“VPATs”), which reflect the results of accessibility testing. VPATs are updated periodically and currently available for Workday Financial Management & Workday Human Capital Management (HCM). The VPATs highlight compatibility with Section 508 and WCAG standards. They are available for review upon execution of a Non- Disclosure Agreement (NDA).
979
General and
Technical
General and Technical Interfacing for users System ensures that the software applications provide functionality for or are compatible with third party industry standard (Lunar, Supernova, Zoom Text, Magic) screen magnification products to enlarge the print on the computer screen and configure print size, contrast, and color selection for blind users.

Please note third party product compatibility in Comment field. 5 5
Y - Yes Core Workday
Workday accessibility experts perform internal evaluations of the software using assistive technology. Workday also engages third party subject matter experts to independently assess the software.

These assessments employ screen readers, and screen
magnification, as well as keyboard testing using the most common browser and assistive technology combinations (e.g., Jaws / IE, NVDA /Firefox and Zoomtext/IE).
980
General and
Technical
General and Technical Interfacing for users System has the functionality for or is compatible with third party industry standard (Hal, JAWS for Windows, Windows Eyes, etc.) screen reading software (used to operate a speech synthesizer, which voices the contents of a computer screen) for blind users. Please note third party product compatibility in Comment field.
5 5
Y - Yes Core Workday
Workday accessibility experts perform internal evaluations of the software using assistive technology. Workday also engages third party subject matter experts to independently assess the software.

These assessments employ screen readers, and screen
magnification, as well as keyboard testing using the most common browser and assistive technology combinations (e.g., Jaws / IE, NVDA /Firefox and Zoomtext/IE).
981 General and
Technical
General and Technical Interfacing for users System has the ability to ensure a consistent use of command keys and screen layouts across the application.
4 5 Y - Yes Core Workday
982 General and
Technical
General and Technical Interfacing for users System allows multiple screens to be open simultaneously within the same session. 2 5 Y - Yes Core Workday
256 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
983
General and
Technical
General and Technical Interfacing for users System allows any screen to be modified to suit a client's business needs (e.g.

XML code editing).
5 1
N - Not
Availabe
Workday allows you to configure data entry screens in a couple different ways. First, fields on a page that you do not have security access to are automatically removed. This gives different users different views of the same page. Secondly, a lot of the pages are actually one or multiple reports showing the data on that page.

Workday built these pages in order for our customers to take and add new reports to these pages or change those reports for a tailored look for your organization.

In addition to the above, Workday allows our customers to extend the application in a number of other ways including:
• Configuration of business process flows.
• Creation of validations on business processes to ensure data elements are valid.
• Addition of custom objects, custom fields, field type definitions and specification of valid values for custom fields. • Creation of custom reports
Workday also provides a feature called Custom Labels that can be set up and applied across the tenant with customized terminology. 984
General and
Technical
General and Technical Interfacing for users System allows unused data elements to be removed, hidden, or modified to conform to existing practices without compromising the ability to perform system updates that will result in these changes being lost. 3 1
Y - Yes Core Workday
Fields on a page that users do not have security access to are automatically removed.
985 General and
Technical
General and Technical Interfacing for users System has the ability to modify pull down menus and pick lists, with proper security authorization. 4 5 Y - Yes Core Workday
986
General and
Technical
General and Technical Interfacing for users System has the ability to provide a menu-driven system with comprehensive utility and "help" screen capabilities at the field and the page level. Help documentation is well written, specific, relevant, and useful, preferably with screenshots and examples.
3 5
Y - Yes Core Workday
Workday has been designed with a consumer-grade user interface to deliver a user experience similar to a Netflix, Amazon or Facebook. As such, users are not required to understand complex menu structures or undertake difficult navigation tasks – this limits the amount of training and guidance required for your end users.

Having said that, Workday also supports the ability to embed your organization’s help guides, FAQs and policies against key HR actions such as recruiting, compensation and talent/performance management tasks to ensure users have access to the relevant information when completing a task. Alerts and validations at a field level also support enforcement of your rules and processes to further guide users in execution of their tasks. Workday also provides guided tours that can be setup as field-level help text across various tasks. As a final point, Workday supports integrations with third-party plugins, which provide a deep, field- level click-guide guidance mechanism for those customers in need of a more detailed help function.
987
General and
Technical
General and Technical Interfacing for users System has the ability to provide field-level and screen level help throughout the application that can be customized by trained and authorized users. 3 5
Y - Yes Core Workday
Workday has been designed with a consumer-grade user interface to deliver a user experience similar to consumer-like experience applications. As such, users are not required to understand complex menu structures or undertake difficult navigation tasks – this limits the amount of training and guidance required for your end users. Workday delivers both guide tours to assist with navigation, and Workday People Experience (Journeys and Help) to embed your organization’s help guides, FAQs and policies against key HR actions such as recruiting, compensation and talent/performance management tasks to ensure users have access to the relevant information when completing a task. Alerts and validations at a field level also support enforcement of your rules and processes to further guide users in execution of their tasks. Workday also provides guided tours that can be setup as field-level help text across various tasks. As a final point, Workday supports integrations with third-party plugins, which provide a deep, field-level click-guide guidance mechanism for those customers in need of a more detailed help function.
988 Human
Resources
Benefits Management Administer benefits
payments
System can provide output files in regards to enrollment with benefits providers and 457(b)/403(b)/401K third party providers.
5 5 Y - Yes Core Workday
989
Human
Resources
Benefits Management Administer benefits
payments
System has the ability to integrate with Accounts Payable for the generation of payments to insurance/benefits providers based on benefit administration calculations.
5 2
Y - Yes
Human Resources &
Workday Financial
Management
257 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
990
Human
Resources
Benefits Management Administer benefits
payments
System has the ability to interface with benefit providers (e.g. retirement plan, health providers, etc.).
5 2
Y - Yes Cloud Connect for Benefits
Workday provides the Cloud Connect for Benefits offering to remove the burden of managing integrations to benefit carriers.

Workday currently manages over 300 vendor integrations and can add additional vendors as needed.

Cloud Connect for Benefits integrations are built, hosted, and maintained by Workday. For your organization, this would mean that when anything changes, Workday takes responsibility for ensuring that the integrations do not break.

Expanding network: Providers are constantly added to the Benefits Network, which covers the broad range of provider types an organization requires:
• Health insurance
• Flexible spending accounts
• Defined contribution plans
• Life and AD&D insurance
• COBRA/HIPAA administrators
991
Human
Resources
Benefits Management Administer benefits
payments
System has the ability to track part time employee's benefits payments to ensure that the appropriate amount is paid even if employees have not worked during that pay period.
5 5
Y - Yes
Human Capital
Management, Payroll for
US
992 Human
Resources
Benefits Management Enroll in benefits System can automatically assign future or retroactive effective end dates for benefits when employee is terminated, or employee is no longer eligible. 5 5 Y - Yes Human Capital
Management
993 Human
Resources
Benefits Management Enroll in benefits System can collect and maintain supporting documentation for benefits changes (e.g., birth certificate, marriage document, etc.). 5 1 Y - Yes Human Capital
Management
994
Human
Resources
Benefits Management Enroll in benefits System has the ability to determine benefit eligibility and automatically recalculate premiums based on an employee's department, position, hours, or group.
5 5
Y - Yes
Human Capital
Management, Payroll for
US
995 Human
Resources
Benefits Management Enroll in benefits System has the ability to perform update of employees benefit enrollment status for each benefit plan. 1 5 Y - Yes
Human Capital
Management
996 Human
Resources
Benefits Management Enroll in benefits System has the ability to track and report on all benefit enrollment history including employee and dependents' data. 5 4 Y - Yes
Human Capital
Management
997 Human
Resources
Benefits Management Manage benefits System can allow for future-dated transactions to be entered and held until effective (includes employee, employer, carrier information). 5 5 Y - Yes Human Capital
Management
998
Human
Resources
Benefits Management Manage benefits System has the ability to accommodate and identify benefit plans with multiple premium amounts that are employee and/or employer paid (individual, individual + spouse, individual + children, family).
5 5
Y - Yes
Human Capital
Management
999 Human
Resources
Benefits Management Manage benefits System has the ability to accommodate and identify multiple types of benefit plans (e.g., health, dental, life insurance, etc.). 1 5 Y - Yes Human Capital
Management
1000
Human
Resources
Benefits Management Manage benefits System has the ability to administer multiple pre-tax and post-tax deductions for flexible spending accounts (FSA) for medical and dependent care (e.g. employee and employer contributions).
1 5
Y - Yes
Human Capital
Management
1001 Human
Resources
Benefits Management Manage benefits System has the ability to mass update plan rates at the end of each year to reflect any changes to benefit plan rates. 1 5 Y - Yes
Human Capital
Management
1002
Human
Resources
Benefits Management Manage employee leave System has the ability to automatically re-activate an employee to the correct benefits when they return from a leave of absence. 5 5
Y - Yes
Human Capital
Management, Payroll for
US
1003 Human
Resources
Benefits Management Manage employee leave System has the ability to automatically send FMLA letters to employees when required without manual intervention. 5 1 Y - Yes
Human Capital
Management
1004
Human
Resources
Benefits Management Manage employee leave System has the ability to calculate the cost of lost work time due to an accident, illness, or FMLA. 5 1
Y - Yes
Human Capital
Management, Payroll for
US
1005 Human
Resources
Benefits Management Manage employee leave System has the ability to roll over leave hours up to a pre-defined maximum amount of hours. 5 1 Y - Yes
Human Capital
Management
1006
Human
Resources
Benefits Management Manage employee leave System has the ability to track FMLA eligibility and hours. 2 5
Y - Yes
Human Capital
Management, Payroll for
US
1007 Human
Resources
Benefits Management Report on benefits System can create an employee confirmation statement (new hire or open enrollment) to send to employees. 5 2 Y - Yes
Human Capital
Management
1008 Human
Resources
Benefits Management Report on benefits System can create an employee statement of current benefits. 5 2 Y - Yes Human Capital
Management
258 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
1009
Human
Resources
Benefits Management Report on benefits System can generate an 834 file for reporting to carriers with either all enrollees or just changes in enrollment during a specific time period. 5 1
Y - Yes
Human Capital
Management, Cloud
Connect for Benefits

Cloud Connect for Benefits provides you with a catalog of packaged integrations that connect to benefits providers, giving human resource organizations the ability to evaluate, select and offer the most appropriate plans for their workforce.

Cloud Connect for Benefits caters to the needs of Benefits Administrators by providing and maintaining integrations to a wide spectrum of providers. Workday works closely with
customers to understand their current and anticipated provider requirements. Organizations can reduce the amount of time, cost and complexity that would ordinarily be expected to create and maintain the appropriate integrations to individual benefits providers.

With Cloud Connect for Benefits, you can:
• Select from a wide catalog of providers across all benefit types • Simplify the integration process to popular benefits providers • Rely on Workday to maintain working connections to include providers
• Redeploy IT to focus on more strategic activities rather than building benefits integrations
Automatic Updates
Changes in the lives of employees are a given, and every change requires an update to each benefits provider used by the employee. With Cloud Connect for Benefits, maintaining and propagating these changes to benefits providers is greatly simplified. You can:
• Simplify the information update process by enabling Benefits Administrators to schedule updates and/or make ad hoc updates as needed.
1010 Human
Resources
Benefits Management Report on benefits System has the ability to create annual health insurance benefits summaries by carrier, employee or other field. 1 1 Y - Yes
Human Capital
Management
1011 Human
Resources
Benefits Management Report on benefits System has the ability to flag an employee when move from full time benefit eligible to less than full time benefit eligible or reverse. 5 3 Y - Yes
Human Capital
Management
1012
Human
Resources
Benefits Management Report on benefits System has the ability to produce a notice of benefit changes whenever any employee changes occur such as employee name change, change of pay status, cancelled deduction, etc.
5 2
Y - Yes
Human Capital
Management
1013 Human
Resources
Benefits Management Report on benefits System has the ability to view/print a list of employees contributing to any vendor or benefits provider and amount contributed. 1 4 Y - Yes Human Capital
Management
1014 Human
Resources
Benefits Management Report on benefits System has the ability to view/print benefit enrollment by benefit, employee class/group, department or by employee.
1 4 Y - Yes
Human Capital
Management
1015
Human
Resources
Benefits Management Track deferrals and
deductions
System can accrue any unpaid deductions to either take them out of the next pay check or the employee has the ability to set up on a payment structure. 5 5
Y - Yes Payroll for US
1016 Human
Resources
Benefits Management Track deferrals and
deductions
System can be configured with deduction caps in the system to automatically stop deductions when employee reaches a maximum. 1 5 Y - Yes Payroll for US 1017 Human
Resources
Benefits Management Track deferrals and
deductions
System has the ability to view/print deduction reports to document the amounts of the employee and employer contributions.
1 5 Y - Yes Payroll for US
1018
Human
Resources
Benefits Management Track dependents System can automatically remove dependents who are no longer eligible for coverage from applicable coverage, at month-end, regardless of pay cycle. 5 4
Y - Yes
Human Capital
Management, Payroll for
US
1019
Human
Resources
Benefits Management Track dependents System can check and flag dependents who no longer qualify for insurance benefits.
5 4
Y - Yes
Human Capital
Management
Workday uses Eligibility Rules (configured based on customer- defined criteria) to determine if dependents are eligible for various Benefit Plans. The system can be configured to automatically manage benefit eligibility based on factors such as a dependent’s age. With passive events, you can instruct Workday to identify and automatically route an enrollment task to anyone who has benefit gains or losses resulting from the event. Passive events can be scheduled to run at a set interval (ex. daily, weekly) to search for any dependents turning 26 and terminate coverage at the end of the month.
1020 Human
Resources
Benefits Management Track dependents System can flag disabled dependents to maintain eligibility for benefits. 5 4 Y - Yes Human Capital
Management
1021
Human
Resources
Benefits Management Track dependents System has the ability to enter dependents and beneficiaries and assign each person to multiple roles as dependents/beneficiaries against any benefit type. 4 1
Y - Yes
Human Capital
Management
1022
Human
Resources
Benefits Management Track dependents System has the ability to integrate with 3rd party COBRA vendor the eligible actions and notify employees/dependents as they become COBRA eligible. 1 1
Y - Yes
Human Capital
Management
With Workday, you can automatically detect qualifying events and create the COBRA records for each individual benefit plan for eligible employees or dependents. In the COBRA record, Workday includes the:
• Reason for COBRA eligibility
• Date of COBRA eligibility
• Date of qualifying event
• Coverage end date
259 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
1023 Human
Resources
Benefits Management Track dependents System has the ability to track all covered dependents and any beneficiaries directly in the benefits application. 1 3 Y - Yes
Human Capital
Management
1024 Human
Resources
Benefits Management Track dependents System is able to automatically notify employees prior to and when dependents no longer qualify for benefits. 1 3 Y - Yes
Human Capital
Management
1025 Human
Resources
Benefits Management Track dependents System is able to calculate premiums based on dependents who no longer qualify (aging out) and ability to process arrears or refunds. 1 2 Y - Yes Payroll for US, Human
Capital Management
1026 Human
Resources
Employee Self Service Accessing payroll
information
System has the ability for employees to opt out of receiving paper checks and paper advices through self-service. 5 3 Y - Yes
Human Capital
Management
1027 Human
Resources
Employee Self Service Accessing payroll
information
System has the ability for employees to see original paystubs and corrected pay stubs through Self -Service 1 3 Y - Yes Payroll for US
1028 Human
Resources
Employee Self Service Accessing payroll
information
System has the ability to enable employee to review all personal history of cash and non-cash compensation, such as base salary. 1 4 Y - Yes Human Capital
Management
1029
Human
Resources
Employee Self Service Accessing payroll
information
System has the ability to for employees/retirees to access year-end Forms (i.e., W- 2) via self-service. 1 4
Y - Yes Payroll for US
Workday supports year-end forms for W-2, T4, RL1, RL2, T4A, and worksite reporting. 1099s are currently utilized through Workday’s procurement feature or Workday can provide an integration to a third-party service or system.
1030 Human
Resources
Employee Self Service Accessing payroll
information
System has the ability to notify proper users if any changes are made or requested through Self-Service. 5 3 Y - Yes
Human Capital
Management
1031
Human
Resources
Employee Self Service Accessing payroll
information
System has the ability to produce employee copy of W-2 (1099-R for retirees) back seven years. 1 4
Y - Yes Payroll for US
Workday supports year-end forms for W-2, T4, RL1, RL2, T4A, and worksite reporting. 1099s are currently utilized through Workday’s procurement feature or Workday can provide an integration to a third-party service or system.
1032 Human
Resources
Employee Self Service Enrolling in benefits via
self service
System allows employees to self-enroll in available benefits during any time and/or during open enrollment, with appropriate approvals. 5 4 Y - Yes Human Capital
Management
1033 Human
Resources
Employee Self Service Enrolling in benefits via
self service
System has the ability for employee to create side-by-side plan comparison chart in employee self-service. 5 4 Y - Yes
Human Capital
Management
1034
Human
Resources
Employee Self Service Enrolling in benefits via
self service
System has the ability to provide modeling/tools in employee self-service for the employee to use in selecting benefits (e.g., FSA calculator, impact to net pay with benefit choices). 5 4
Y - Yes
Human Capital
Management
Workday provides live interaction with benefit enrollment transactions and on-the-fly calculations so employees can see exactly the impact on benefits costs as they go through the process. Hyperlinks to websites, documents, and shared folders can be incorporated into the system to accommodate a wealth of information.
1035 Human
Resources
Employee Self Service Enrolling in benefits via
self service
System has the self-service capabilities for employees to designate an emergency contact.
4 3 Y - Yes
Human Capital
Management
1036 Human
Resources
Employee Self Service Enrolling in benefits via
self service
System will allow employees to save elections and return at a later time to complete enrollment.
5 3 Y - Yes
Human Capital
Management
1037 Human
Resources
Employee Self Service Entering time via self
service
System allows employees to log into a self-service website to request time off or cancel time off as well as see their leave balances.
5 4 Y - Yes
Human Capital
Management
1038 Human
Resources
Employee Self Service Entering time via self
service
System can accommodate employee self-service for time entry. 3 3 Y - Yes Time Tracking 1039 Human
Resources
Employee Self Service Making changes via self
service
System allows employee to change home address, mailing address and emergency contact.
5 4 Y - Yes
Human Capital
Management
1040 Human
Resources
Employee Self Service Making changes via self
service
System can notify designated person when an employee updates their information via employee self-service.
5 4 Y - Yes
Human Capital
Management
1041 Human
Resources
Employee Self Service Making changes via self
service
System allows employees to change their own demographic data with appropriate workflows and approvals as required or needed. 5 5 Y - Yes
Human Capital
Management
1042 Human
Resources
Employee Self Service Making changes via self
service
System allows users to change personal passwords. 5 1 Y - Yes Workday Core 1043 Human
Resources
Learning Management Create training System allows HR and departments to establish training courses and curriculum. 5 4 Y - Yes Learning 1044 Human
Resources
Learning Management Create training System can categorize and create curriculum for training by various categories (management, supervisory, professional, technical, etc.). 5 4 Y - Yes Learning
1045 Human
Resources
Learning Management Create training System has the ability for departments to create and store their own department specific training programs.
5 3 Y - Yes Learning
1046
Human
Resources
Learning Management Create training System has the ability to restrict courses by job type (i.e. only supervisor can enroll for supervisory courses).
5 3
Y - Yes Learning
Workday Learning benefits from the Security framework within Workday, so learning content can be accessible to specific groups or audiences or the entire population – depending on security settings. Learning administrators can easily specify security categories for new pieces of content to create a system rich with relevant content for each individual or role.
1047 Human
Resources
Learning Management Create training System has the ability to store developmental program opportunities in addition to required trainings.
5 4 Y - Yes Learning
1048 Human
Resources
Learning Management Create training System has the ability to tie several courses to a specific curriculum. 5 4 Y - Yes Learning 1049
Human
Resources
Learning Management Create training System has the ability to track consortium training program (training program leveraged my multiple municipalities) opportunities by including a link to the consortium sign up site or importing program information for employees to sign up.
5 4
Y - Yes Learning
260 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
1050
Human
Resources
Learning Management Manage certifications System can track licenses, certifications, and continuing education. 4 4
Y - Yes
Human Capital
Management, Talent
Optimization, Learning
1051
Human
Resources
Learning Management Manage certifications System has the ability for staff to enter, maintain, record, and flag yearly training requirements and certifications, including expiration dates, as needed to keep professional licenses on a "learner" basis.
4 4
Y - Yes
Human Capital
Management, Talent
Optimization, Learning
1052
Human
Resources
Learning Management Manage certifications System has the ability to automatically notify employees and supervisors who are due for a training or certification renewal. 4 4
Y - Yes
Learning, Talent
Optimization, Human
Capital Management
1053 Human
Resources
Learning Management Manage certifications System has the ability to flag employees and supervisors who have not taken their required annual training. 4 4 Y - Yes Learning
1054 Human
Resources
Learning Management Register for training System allows employees to browse available training opportunities. 5 4 Y - Yes Learning 1055 Human
Resources
Learning Management Register for training System allows employees to register for available training opportunities. 5 4 Y - Yes Learning 1056 Human
Resources
Learning Management Register for training System allows managers to enroll their employees in training opportunities. 5 4 Y - Yes Learning 1057
Human
Resources
Learning Management Register for training System can generate all types of training notification messages (e.g., enrollment, waitlist, cancellations, changes, reminders, mandatory training, etc.) to employees and supervisors.
5 5
Y - Yes Learning
1058 Human
Resources
Learning Management Register for training System can notify employees when they are due for training. 5 4 Y - Yes Learning 1059 Human
Resources
Learning Management Register for training System can send automatic notifications to a waitlisted employee to inform them when a spot opens up in a waitlisted course. 5 4 Y - Yes Learning 1060
Human
Resources
Learning Management Register for training System can send calendar appointments (e.g., to Outlook calendar) when an employee enrolls in training.
5 4
Y - Yes Learning
With Workday learning, you can automatically send calendar invites when you schedule classroom training and webinars in course offerings. This enables Workday Learning to keep calendar event data in sync with updated offerings and enrolling events like mass enroll and drop, or learners enrolling or dropping courses.

You also you have the ability to download a calendar file (.ics) to your desktop or mobile device via the Workday mobile app and add it to your personal calendar via the Add to Calendar task. 1061 Human
Resources
Learning Management Register for training System can support course cancellation if someone is no longer able to attend and would like to withdraw from the course. 5 4 Y - Yes Learning 1062 Human
Resources
Learning Management Register for training System has the ability to cap attendees to any given program based on the number of available spots in the course.
5 5 Y - Yes Learning
1063 Human
Resources
Learning Management Register for training System has the ability to waitlist interested employees if a course has reached the maximum number of registered employees. 5 5 Y - Yes Learning 1064 Human
Resources
Learning Management Track and maintain
training
System allows employees to view their own training history. 5 4 Y - Yes Learning 1065 Human
Resources
Learning Management Track and maintain
training
System allows HR to view training history for a specific course. 4 4 Y - Yes Learning 1066 Human
Resources
Learning Management Track and maintain
training
System can create a report showing a summary of all training provided, attendance, training hours, and other data fields as required. 5 5 Y - Yes Learning 1067 Human
Resources
Learning Management Track and maintain
training
System can facilitate tracking an attendance roster of individuals who attend training. 5 4 Y - Yes Learning
1068 Human
Resources
Learning Management Track and maintain
training
System can track all training (external training, web-based training, videos, internal training) deadlines to remind employees when due. 5 4 Y - Yes Learning 1069 Human
Resources
Learning Management Track and maintain
training
System maintains historical record of all trainings that have occurred (both in- house and external trainings). 4 4 Y - Yes Learning
1070 Human
Resources
Learning Management Track and maintain
training
System supports workforce planning by reporting on training records and certifications. 5 4 Y - Yes Learning
1071
Human
Resources
Payroll Setting up payroll System can import time from the time and attendance system. 3 5
Y - Yes
Human Capital
Management
With built-in Workday features, configurable web services that identify only the relevant transactions to transmit, and validation tools to ensure accuracy and completeness, Integration is not needed for customers who use Workday time tracking since Workday is a single solution.
1072 Human
Resources
Payroll Setting up payroll System has the ability to configure employee pay ranges based on employee or job title.
2 5 Y - Yes
Human Capital
Management
1073
Human
Resources
Payroll Setting up payroll System can pay employees outside of their pay ranges. 2 5
Y - Yes
Human Capital
Management, Payroll for
US
1074
Human
Resources
Payroll Setting up payroll System has the ability to accommodate allocated workers (e.g., 50% of pay comes from one account and 50% from another).
1 5
Y - Yes
Human Capital
Management, Payroll for
US
1075 Human
Resources
Payroll Setting up payroll System can restrict access to Payroll/Personnel system to provide secure inquiry to information in the Payroll system.
1 5 Y - Yes Payroll for US This is a standard feature of Workday security. 1076 Human
Resources
Payroll Defining pay formulas System has the ability to provide mass update capabilities on payroll tables. 1 4 Y - Yes Payroll for US 261 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
1077
Human
Resources
Payroll Defining pay formulas System has the ability to maintain various user defined formulas for how pay or leave is calculated. 1 5
Y - Yes
Human Capital
Management, Payroll for
US
1078 Human
Resources
Payroll Defining pay formulas System has the ability to calculate pay by multiplying hours worked by formulas attached to associated pay codes. 1 5 Y - Yes Payroll for US 1079
Human
Resources
Payroll Managing calculations System has the ability to calculate payroll for personnel actions (e.g. increase of pay due to a promotion or position change). 2 5
Y - Yes
Human Capital
Management, Payroll for
US
1080 Human
Resources
Payroll Defining pay formulas System can accommodate bilingual pay formulas. 1 5 Y - Yes Payroll for US, Human
Capital Management
1081
Human
Resources
Payroll Managing calculations System can accommodate uniform allowance. 1 5
Y - Yes
Human Capital
Management, Payroll for
US
1082 Human
Resources
Payroll Managing calculations System has the ability to support regular and supplemental taxation by earnings type. 1 5 Y - Yes Payroll for US
1083
Human
Resources
Payroll Managing calculations System has the ability to pay earnings based on various calculations (having multiple pay rates per one employee) such as flat rate, percent of salary rate, fixed amount, etc.
1 5
Y - Yes
Human Capital
Management, Payroll for
US
1084
Human
Resources
Payroll Managing calculations System can calculate taxable wages for fringe benefit calculations. 1 5
Y - Yes
Human Capital
Management, Payroll for
US
1085
Human
Resources
Payroll Managing calculations System has the ability to pay out certain leave types (e.g. holiday pay) to employees who work during the leave time. 1 5
Y - Yes
Human Capital
Management, Payroll for
US
1086
Human
Resources
Payroll Managing calculations System has the ability to automatically calculate and generate retroactive pay that includes education stipends, incentives, and shift differentials to be included in the overtime.
2 5
Y - Yes
Human Capital
Management, Payroll for
US, Time Tracking
1087
Human
Resources
Payroll Managing earnings System has the ability to make adjustments (deductions) to employees' regular pay and define them as taxable/non-taxable, FLSA/non-FLSA, or Pensionable/non-pensionable.
1 5
Y - Yes Payroll for US
1088
Human
Resources
Payroll Managing earnings System has the ability to set up tiers for national union dues that charge employees a percentage based fees based on hours worked during a pay period. 1 5 Y - Yes
Time Tracking, Payroll for
US
1089
Human
Resources
Payroll Managing earnings System can pre-date and post-date employee transactions (i.e. calculations & deductions based on date can be done in advance). 2 5
Y - Yes
Human Capital
Management, Payroll for
US
1090
Human
Resources
Payroll Managing earnings System has the ability to have effective dates for stipends and other pays and deductions. 2 5
Y - Yes
Human Capital
Management, Payroll for
US
1091 Human
Resources
Payroll Managing earnings System has the ability to add one-time pays and deductions for employees on a given paycheck. 1 5 Y - Yes Payroll for US
1092 Human
Resources
Payroll Managing deductions System has the ability to support pre-tax, after-tax, and fringe deductions. 1 5 Y - Yes Payroll for US 1093 Human
Resources
Payroll Managing deductions System has the ability to track balance and limit information by deduction. 1 5 Y - Yes Payroll for US 1094 Human
Resources
Payroll Managing deductions System has the ability to identify a withholding frequency by deduction. 1 5 Y - Yes Payroll for US 1095 Human
Resources
Payroll Managing deductions System has the ability to allow deductions to be employee paid, employer paid, or a combination thereof. 1 5 Y - Yes Payroll for US
1096
Human
Resources
Payroll Managing deductions System has the ability to compute employee and employer contribution amounts based on flat dollar, percent of total contribution, percent of earnings, or a formula.
1 5
Y - Yes Payroll for US
1097
Human
Resources
Payroll Managing deductions System has the ability to establish the priority of the deductions, where an authorized user can change priority for all employees or for individual employees.
1 5
Y - Yes Payroll for US
1098 Human
Resources
Payroll Managing deductions System has the ability to generate automatic G/L journal entry for all deductions each pay period. 1 5 Y - Yes Payroll for US
1099 Human
Resources
Payroll Managing deductions System has the ability to add unlimited number of user-defined deductions. 1 5 Y - Yes Payroll for US 1100 Human
Resources
Payroll Managing deductions System can calculate garnishments for any employee type. 1 5 Y - Yes Payroll for US 262 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
1101
Human
Resources
Payroll Managing deductions System has the ability to process garnishments for third-parties, child support, bankruptcy, and federal levy.
1 5
Y - Yes Payroll for US
Workday maintains standard processing for all wage attachment types including prioritization and calculation of disposable earnings and minimum take home pay. Workday provides
standard reports for you to process garnishments internally or custom integrations to third-party payroll and garnishment processors to handle the reporting and payment of wage
attachments.

Workday delivers an integration with the federal Office of Child Support Enforcement (OCSE) portal for the administration of electronic income withholding orders for child support. This integration will retrieve valid electronic Income Withholding Orders from participating state government agencies via the federal OCSE web portal and update the corresponding income withholding orders for workers. Once withholding data is stored, Workday will send acknowledgments informing state government agencies of accepted or rejected records.
1102
Human
Resources
Payroll Managing deductions System has the ability to setup varying computational methods for each garnishment type, such as determining an employee' s disposable income by garnishment type.
2 5
Y - Yes Payroll for US
1103 Human
Resources
Payroll Managing deductions System can track multiple garnishments per employee. 1 5 Y - Yes Payroll for US 1104
Human
Resources
Payroll Managing deductions System has the ability to update garnishment calculations based on the most current federal and state regulations.
2 5
Y - Yes Payroll for US
Workday’s SaaS model provides tax updates automatically to keep you compliant with all US payroll tax requirements. Workday will maintain tax calculations at the federal, state, and local levels and has a payroll tax compliance team that monitors and validates all potential changes throughout the year. Should there be any updates or changes to the tax rules, Workday will apply them seamlessly via our SaaS service delivery model and will communicate all updates changes directly to clients via our Workday Community portal and payroll workgroups. Workday also delivers a payroll compliance dashboard to all customer tenants.

This dashboard highlights the compliance updates that have been applied to the application and provides insight into which employees will be impacted by the change.
1105 Human
Resources
Payroll Managing garnishments System has the ability to enter end dates for garnishments and other recurring items.
1 5 Y - Yes Payroll for US
1106 Human
Resources
Payroll Managing garnishments System has the ability to interface with a third-party vendor who handles workers compensation claims and payments.
3 3 Y - Yes Core Workday
1107 Human
Resources
Payroll Managing garnishments System has the ability to set different workers' comp rates for the different types of job classifications or type of job.
1 4 Y - Yes
Human Capital
Management
1108
Human
Resources
Payroll Managing garnishments System has the ability to easily calculate the 13-week average rate for workers' compensation rate calculation.
2 4
Y - Yes
Human Capital
Management, Payroll for
US
1109 Human
Resources
Payroll Managing garnishments System has the ability to set different workers' comp rules and internal/external mandates, for the different departments.
3 4 Y - Yes
Human Capital
Management
1110 Human
Resources
Payroll Managing garnishments System has the ability to pay employees with hourly rate and biweekly salary in the same payroll cycle.
1 5 Y - Yes
Payroll for US, Human
Capital Management
1111
Human
Resources
Payroll Managing workers
compensation
System has the ability to make payments to employees above their regular pay and define these payments as taxable/non-taxable, FLSA/non-FLSA, and pensionable/non-pensionable.
1 5
Y - Yes Payroll for US
1112
Human
Resources
Payroll Managing workers
compensation
System has the ability to track base pay (per contract hourly pay) and premium pays (i.e. shift differential, longevity, overtime, etc.) separately and list all of these earnings separately on the check stub, with complete names/descriptions for each category.
1 5
Y - Yes Payroll for US
1113
Human
Resources
Payroll Managing workers
compensation
System allows future changes to employee records if the date of change is after the current pay period ends.
2 5
Y - Yes
Human Capital
Management, Payroll for
US
1114 Human
Resources
Payroll Managing workers
compensation
System can make mass pay rate changes including and excluding certain pay types as needed.
2 5 Y - Yes
Human Capital
Management
1115 Human
Resources
Payroll Processing payroll System can run proposed current and future payroll and validate payroll results/paystub.
1 5 Y - Yes Payroll for US
1116 Human
Resources
Payroll Processing payroll System can run proposed current and future payroll and validate payroll results and report information.
1 5 Y - Yes Payroll for US
1117 Human
Resources
Payroll Processing payroll System allows running payroll multiple times before finalizing the payroll for further processing.
1 5 Y - Yes Payroll for US
1118 Human
Resources
Payroll Processing payroll System has the ability to rerun payroll, if needed. 1 5 Y - Yes Payroll for US 1119 Human
Resources
Payroll Processing payroll System has the ability to run special payroll runs at the same time as a normal payroll run. 1 4 Y - Yes Payroll for US
263 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
1120 Human
Resources
Payroll Processing payroll System supports multiple direct deposit institutions. 1 5 Y - Yes Payroll for US 1121 Human
Resources
Payroll Processing payroll System has the ability to create a file for direct deposit in ACH format. 1 5 Y - Yes Payroll for US 1122 Human
Resources
Payroll Processing payroll System has the ability to calculate retroactive pay if errors are identified. 1 5 Y - Yes Payroll for US 1123
Human
Resources
Payroll Processing payroll System has the ability to calculate variations in earnings, such as for pay during time off that falls within the FLSA or for payouts of accrued time or various shifts. 1 5 Y - Yes Payroll for US
1124 Human
Resources
Payroll Processing payroll System supports supplemental pay such as reimbursement requests. 1 5 Y - Yes Payroll for US 1125 Human
Resources
Payroll Processing payroll System can produce checks for employees and provide appropriate reports and reconciliations. 1 5 Y - Yes Payroll for US
1126
Human
Resources
Payroll Processing payroll System can allow for creation of separate "off-cycle" paychecks if necessary in order to minimize rework in payroll process with complete entry audit tracking. 1 5 Y - Yes Payroll for US
1127 Human
Resources
Payroll Processing payroll System has positive pay functionality for validating checks and detecting potential fraud. 1 5 Y - Yes Payroll for US
1128 Human
Resources
Payroll Processing payroll System supports standard payroll transaction processing including direct deposit, check processing. 1 5 Y - Yes Payroll for US
1129 Human
Resources
Payroll Processing payroll System can accommodate cashing out leave balances, such as earned holiday pay time. 1 5 Y - Yes Payroll for US
1130 Human
Resources
Payroll Processing payroll System can accommodate maximums for cashing out balances. 3 3 Y - Yes Payroll for US 1131 Human
Resources
Payroll Processing payroll System can accommodate exception and error reporting and review during the payroll process. 1 5 Y - Yes Payroll for US
1132
Human
Resources
Payroll Processing payroll System can automatically update the tax tables (rates and limits) for various tax categories (Federal, State, etc.) on an annual basis.
3 4
Y - Yes Payroll for US
Workday’s SaaS model provides tax updates automatically to keep you compliant with all US payroll tax requirements. Workday will maintain tax calculations at the federal, state, and local levels and has a payroll tax compliance team that monitors and validates all potential changes throughout the year. Should there be any updates or changes to the tax rules, Workday will apply them seamlessly via our SaaS service delivery model and will communicate all updates changes directly to clients via our Workday Community portal and payroll workgroups. Workday also delivers a payroll compliance dashboard to all customer tenants.

This dashboard highlights the compliance updates that have been applied to the application and provides insight into which employees will be impacted by the change.
1133 Human
Resources
Payroll Processing payroll System has the ability to adjust employees Federal, State, and City withholding taxes by pay period.
1 5 Y - Yes Payroll for US
1134 Human
Resources
Payroll Processing payroll System has the ability to retroactively adjust (withhold or refund) OASDI and Medicare by employee and pay period. 1 5 Y - Yes Payroll for US 1135
Human
Resources
Payroll Processing payroll System has the ability to adjust (debit or credit) OASDI and Medicare year-to- date totals for employee and employer withholding amounts and employee's gross wages.
1 5
Y - Yes Payroll for US
1136 Human
Resources
Payroll Processing payroll System can provide extensive audit trails of payroll transactions. 1 5 Y - Yes Payroll for US 1137
Human
Resources
Payroll Accommodating payroll
taxes
System has the ability to have user designed standard and ad hoc reporting, including detailed exception reporting (e.g., for auditing) and business analytics. 2 5
Y - Yes Payroll for US
All of Workday’s reporting and analytics are accomplished using built-in functionality (not a third-party tool) that takes advantage of Workday’s object management system to drill into detail and take action at any level of the analytic. The ad hoc reporting functionality is simple to use and does not require the user to understand database structure or file/field joins.
1138
Human
Resources
Payroll Accommodating payroll
taxes
System has the ability to view a Payroll Register in user-defined order, (i.e. showing gross pay, payroll fund, all system-calculated taxes and deductions, net pay, and check number).
1 5
Y - Yes Payroll for US
1139 Human
Resources
Payroll Accommodating payroll
taxes
System can produce all of the wage and tax reports required to comply with Federal and State laws, rules, and regulations.
1 5 T - Third
Party Payroll for US ADP's Smart Compliance Tax Filing Service. 1140 Human
Resources
Payroll Reporting on payroll System can produce a report of audit trail changes made to employees records and identify who made the changes. 1 5 Y - Yes Workday Core 1141
Human
Resources
Payroll Reporting on payroll System has the ability to generate a transmittable electronic file for W-2s and 1099s in compliance with IRS requirements. 2 4
Y - Yes Payroll for US
Workday supports year-end forms for W-2, T4, RL1, RL2, T4A, and worksite reporting. 1099s are currently utilized through Workday’s procurement feature or Workday can provide an integration to a third-party service or system.
264 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
1142
Human
Resources
Payroll Reporting on payroll System supports detailed payroll budgeting, including modeling, benefits budgeting, etc.
1 5
Y - Yes Adaptive Planning
In Workday you can model payroll costs by employee, including components like compensation and pay, allowances, overtime, and benefits. Those costs can also be modeled by supervisory organization, cost center, bargaining unit, benefit group, or any other way they City would want to summarize cost.
1143
Human
Resources
Payroll Reporting on payroll System will comply with state and federal reporting requirements. 1 5
Y - Yes Payroll for US
Workday’s SaaS model provides tax updates automatically to keep you compliant with all US, France, UK and Canadian payroll tax requirements. Workday will maintain tax calculations at the federal, state, province, and local levels and has a payroll tax compliance team that monitors and validates all potential changes throughout the year. Should there be any updates or changes to the tax rules, Workday will apply them seamlessly via our SaaS service delivery model and will communicate all updates changes directly to clients via our Workday Community portal and payroll workgroups. Workday also delivers a payroll compliance
dashboard to all customer tenants. This dashboard highlights the compliance updates that have been applied to the application and provides insight into which employees will be impacted by the change.

Unique organization level tax rates (i.e. SUI) can be configured in Workday for accurate calculation and reporting. The calculation engine is highly configurable so any calculations outside of standard regulatory taxes can also be configured within Workday. 1144 Human
Resources
Payroll Reporting on payroll System has report functionality for third-parties, such as state unemployment agencies and benefit providers. 2 4 Y - Yes Workday Core 1145 Human
Resources
Payroll Reporting on payroll System supports exception reports for items such as accrued leave balances, employees not paid, etc.
1 5 Y - Yes Payroll for US
1146 Human
Resources
Payroll Reporting on payroll System automatically calculates accrued payroll and leave balances for inclusion in interim and annual financial reports. 1 5 Y - Yes Payroll for US 1147
Human
Resources
Payroll Reporting on payroll System supports detailed payroll budgeting including modeling, benefits budgeting, etc.
1 5
Y - Yes Adaptive Planning
In Workday you can model payroll costs by employee, including components like compensation and pay, allowances, overtime, and benefits. Those costs can also be modeled by supervisory organization, cost center, bargaining unit, benefit group, or any other way they City would want to summarize cost.
1148 Human
Resources
Payroll Reporting on payroll System produces all standard reports for reconciling payroll banking and related transactions.
2 5 Y - Yes Payroll for US
1149 Human
Resources
Performance
Management
Initiate evaluations System allows electronic signature for performance evaluations. 5 4 Y - Yes Talent Optimization 1150 Human
Resources
Performance
Management
Initiate evaluations System allows manager or employee to initiate evaluation forms. 4 3 Y - Yes Talent Optimization 1151 Human
Resources
Performance
Management
Initiate evaluations System can capture employee commentary on goals, ratings, rebuttals, etc. in the performance evaluation during the review process.
4 3 Y - Yes Talent Optimization
1152 Human
Resources
Performance
Management
Initiate evaluations System can leverage workflow to move performance evaluations between the supervisor, employee, and Human Resources.
5 4 Y - Yes Talent Optimization
1153 Human
Resources
Performance
Management
Initiate evaluations System can notify employees and supervisors of upcoming performance evaluation due dates.
4 4 Y - Yes Talent Optimization
1154 Human
Resources
Performance
Management
Maintain evaluations System allows employees to access their own evaluation record. 5 4 Y - Yes Talent Optimization 1155 Human
Resources
Performance
Management
Maintain evaluations System has the ability to adjust evaluation due dates if an employee moves between evaluation cycles.
4 4 Y - Yes Talent Optimization
1156
Human
Resources
Performance
Management
Maintain evaluations System has the ability to perform reporting on all data elements (i.e., all evaluations due during certain period of time, evaluation status by supervisor or department, performance ratings, etc.).
4 4
Y - Yes Talent Optimization
1157 Human
Resources
Performance
Management
Maintain evaluations System has the ability to record and report on employee performance against goals on a quarterly or annual basis.
5 3 Y - Yes Talent Optimization
1158 Human
Resources
Performance
Management
Maintain evaluations System has the ability to restrict view of performance evaluations by role (employee, supervisor or HR only).
5 3 Y - Yes Talent Optimization
1159 Human
Resources
Performance
Management
Maintain evaluations System maintains historical record of all performance evaluations for each employee in a single location for ease of access.
5 4 Y - Yes Talent Optimization
1160 Human
Resources
Performance
Management
Manage evaluations System can accommodate completion of various types of forms (e.g. employee development plans and workplans) during the process.
5 5 Y - Yes Talent Optimization
1161 Human
Resources
Performance
Management
Manage evaluations System can accommodate multiple performance evaluation cycles. 3 4 Y - Yes Talent Optimization 1162 Human
Resources
Performance
Management
Manage evaluations System can accommodate multiple types of evaluation forms for various types of job classifications. 5 4 Y - Yes Talent Optimization
1163 Human
Resources
Performance
Management
Manage evaluations System can accommodate performance evaluation ratings by selecting appropriate rating from list (words not numeric rating). 4 5 Y - Yes Talent Optimization 265 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
1164
Human
Resources
Performance
Management
Manage evaluations System can link core competencies to performance evaluations. 5 4
Y - Yes
Talent Optimization,
Human Capital
Management
1165
Human
Resources
Performance
Management
Manage evaluations System has the ability to monitor probation status and deadlines. 4 4
Y - Yes
Human Capital
Management, Talent
Optimization
1166
Human
Resources
Performance
Management
Manage evaluations System has the ability to notify supervisors of upcoming probation deadlines for their employees. 5 4
Y - Yes
Human Capital
Management, Talent
Optimization
1167 Human
Resources
Personnel Actions Initiate personnel
actions
System allows for attachment of electronic documents (documents, spreadsheets, images, PDFs, emails saved to HTML, etc.). 5 4 Y - Yes Human Capital
Management
1168 Human
Resources
Personnel Actions Initiate personnel
actions
System allows supervisors to enter more than one personnel action at a time if required (e.g. salary increases for entire department). 5 4 Y - Yes Human Capital
Management
1169 Human
Resources
Personnel Actions Initiate personnel
actions
System can accommodate various types of personnel actions. 5 5 Y - Yes Human Capital
Management
1170 Human
Resources
Personnel Actions Initiate personnel
actions
System can require employee or supervisor to attach supporting documentation depending on the type of personnel action. 5 5 Y - Yes
Human Capital
Management
1171
Human
Resources
Personnel Actions Initiate personnel
actions
System has the ability to leverage workflow to route personnel actions for approval according to the type of personnel action or department initiating the personnel action.
5 5
Y - Yes
Human Capital
Management
1172
Human
Resources
Personnel Actions Review and approve
actions
Ability to save a draft transaction in progress so that a user may return to finish the transaction later. 5 5
Y - Yes
Human Capital
Management, Workday
Core
Most of the Workday business processes allow for this, however there are some that do not.
1173
Human
Resources
Personnel Actions Review and approve
actions
System allows users to submit future-dated personnel/payroll actions (i.e. the ability to submit actions at the time the actions are known rather than waiting until effective date).
5 5
Y - Yes
Human Capital
Management
1174
Human
Resources
Personnel Actions Review and approve
actions
System can automatically perform the payroll or deduction change once approved by the appropriate parties. 5 4
Y - Yes
Human Capital
Management, Payroll for
US
1175 Human
Resources
Personnel Actions Review and approve
actions
System can electronically validate any pay calculations while still requiring final approval by HR and Payroll before making changes. 5 4 Y - Yes Payroll for US 1176
Human
Resources
Personnel Actions Review and approve
actions
System has the ability to electronically calculate any pay adjustments that may be needed for the personnel action request. 4 4
Y - Yes
Human Capital
Management, Payroll for
US
1177
Human
Resources
Personnel Actions Track personnel actions System has the ability to perform both payroll and personnel functions from a single database with automatic update of information in both systems from a single transaction.
4 4
Y - Yes
Human Capital
Management, Payroll for
US
1178 Human
Resources
Personnel Actions Track personnel actions System maintains history of personnel actions. 3 4 Y - Yes Human Capital
Management
1179
Human
Resources
Position Control,
Classification and
Compensation
Manage employee
classifications
System can accommodate classification changes automatically across all positions in the classification. 5 4
Y - Yes
Human Capital
Management
1180
Human
Resources
Position Control,
Classification and
Compensation
Manage employee
classifications
System has the ability to handle several types of position classifications, including part time, full, temporary part/full time, seasonal, etc. 3 4 Y - Yes
Human Capital
Management
1181
Human
Resources
Position Control,
Classification and
Compensation
Manage employee
classifications
System has the ability to track class codes and salary relationships, including their connection to bargaining unit. 4 4
Y - Yes
Human Capital
Management
1182
Human
Resources
Position Control,
Classification and
Compensation
Track compensation System has the ability to track appropriate pay range or step schedule by position. 4 4
Y - Yes
Human Capital
Management
1183
Human
Resources
Position Control,
Classification and
Compensation
Track compensation System can manage salary range/salary structure. 3 5
Y - Yes
Human Capital
Management
1184
Human
Resources
Position Control,
Classification and
Compensation
Track compensation System can run a report by any union or pay group by the employees associated current rates for modeling purposes. 3 4
Y - Yes
Human Capital
Management
1185
Human
Resources
Position Control,
Classification and
Compensation
Track compensation System has the ability to incorporate pay grades/steps and pay ranges into system so that each employee can be assigned a particular step within a salary range.
3 3
Y - Yes
Human Capital
Management
1186
Human
Resources
Position Control,
Classification and
Compensation
Track compensation System has the ability to incorporate salary tables by steps. 5 4
Y - Yes
Human Capital
Management
1187
Human
Resources
Position Control,
Classification and
Compensation
Track compensation System has the ability to run salary schedule. 4 5
Y - Yes
Human Capital
Management
1188
Human
Resources
Position Control,
Classification and
Compensation
Track compensation System has the ability to include foot notes on the salary schedule. 5 3
Y - Yes
Human Capital
Management
266 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
1189
Human
Resources
Position Control,
Classification and
Compensation
Track positions System can accommodate a unique identifier for each position and job. 1 5
Y - Yes
Human Capital
Management
1190
Human
Resources
Position Control,
Classification and
Compensation
Track positions System can accommodate multiple employees filling a single position. 5 4
Y - Yes
Human Capital
Management
Workday position management allows one employee per position except when job overlap occurs.

Workday is designed to easily manage employees with multiple positions, regardless of FTE split, types of positions, allocations or the organizations. The employee profile will clearly show all positions that the employee holds, details of FTE totals, talent information and much more.

Workday supports two types of position control (listed below). For Position Management, Workday supports job overlap for when multiple employees temporarily hold the same position. Workday does require a unique position record with appropriate FTE designation when multiple, part-time employees split one position.

Two types of position management:

Position Management: Hiring managers fill only specific approved positions. Compensation packages may optionally be assigned to unfilled positions.

Job Management: Hiring managers hire as they see fit with no specific target, subject only to the hiring guidelines defined for the organization.
1191
Human
Resources
Position Control,
Classification and
Compensation
Track positions System can accommodate one to many job and position relationships (e.g. one person filling multiple positions).
5 4
Y - Yes
Human Capital
Management
Workday is designed to easily manage employees with multiple positions, regardless of FTE split, types of positions, allocations or the organizations. The employee profile will clearly show all positions that the employee holds, details of FTE totals, talent information and much more.
1192
Human
Resources
Position Control,
Classification and
Compensation
Track positions System can maintain a history of job creations, promotions, changes and abolishments to positions and their associated attributes (e.g., end dates, title, pay range, definitions, minimum qualifications).
5 4
Y - Yes
Human Capital
Management
1193
Human
Resources
Position Control,
Classification and
Compensation
Track positions System can perform electronic routing for approvals of new positions or changes to positions. 5 3
Y - Yes
Human Capital
Management
1194
Human
Resources
Position Control,
Classification and
Compensation
Track positions System has the ability to create and maintain organizational charts. 5 4
Y - Yes
Human Capital
Management
Workday provides dynamic, agile organizations that can be configured to reflect country, division, location, functional groups, departments, and more. The Workday system is unique in that you can define multiple organization structures simultaneously – for example your Supervisory organization may be a different roll-up than your Payroll Cost Center structure. Organizational charts are part of the Workday solution, not a bolt on tool, meaning they are always up to date as things in your organization change. 1195
Human
Resources
Position Control,
Classification and
Compensation
Track positions System has the ability to maintain position control history. 3 5
Y - Yes
Human Capital
Management
1196
Human
Resources
Position Control,
Classification and
Compensation
Track positions System has the ability to reference organizational charts for position vacancy reviews and reporting. 5 5
Y - Yes
Human Capital
Management
1197
Human
Resources
Position Control,
Classification and
Compensation
Track positions System can generate a report for all positions with position number, title, fund, actual FTE amount, fully loaded cost, department, salary group, notes and if position is vacant or filled.
4 4
Y - Yes
Human Capital
Management
1198
Human
Resources
Position Control,
Classification and
Compensation
Track positions System has the ability to run reports by each department and each employee on hours worked to determine seniority. 5 5
Y - Yes
Human Capital
Management
1199
Human
Resources
Recruitment Conduct applicant
testing
System can automatically update applicant status based on testing results to move the applicant forward in the process if passed.
5 4
Y - Yes Recruiting
Questionnaires can be used to assess candidates on predefined criteria. Dispositioning based on this candidate scoring and ranking is a process step, and can be performed for a group of candidates.

Candidates can be automatically knocked out of the process or automatically moved forward in the recruiting process based on how they answer questions. These features improve recruiter efficiency. Using our powerful rules framework customers can automate this process based on any attribute in the job application reducing clicks and manual work for recruiters.

Customers can configure condition rules on the Job Application Dynamic Business Process that can automatically move the process to a different stage based on data already captured in Workday.

This move does not involve any manual intervention by a user and allows customers to automate repetitive tasks that are always performed based on a rule.
267 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
1200 Human
Resources
Recruitment Conduct applicant
testing
System can integrate with 3rd party vendors who provide services such as background checks, testing, etc. 5 4 Y - Yes Recruiting 1201 Human
Resources
Recruitment Conduct applicant
testing
System can rank candidates based on testing results. 5 4 Y - Yes Recruiting 1202
Human
Resources
Recruitment Conduct applicant
testing
System has the ability to perform multiple levels and types of applicant testing such as written tests, assessments, performance demonstrations, etc. 5 4 Y - Yes Recruiting
1203
Human
Resources
Recruitment Conduct applicant
testing
System has the ability to schedule testing (exams, oral boards, interviews, assessments, physicals, etc.) through workflows.
5 4
Y - Yes Recruiting
Workday’s Candidate Self-Scheduling feature enables candidates to schedule their own appointments for specific recruiting events, increasing efficiency and reducing recruiters' manual efforts.

Candidate Self-Scheduling enables you to:
• Create predefined calendars for recruiting events, such as mass interviews or orientations, at any stage in the recruiting process.
• Schedule, reschedule, and cancel events on behalf of a candidate.
• Send tasks to candidates through Candidate Home so they can schedule themselves for an event.
• Track event activity and calendar availability.

Using Candidate Home, candidates can:
• Cancel a reserved time-slot.
• Reschedule a time-slot for an event.
• Reserve a time-slot for an event.
• View their scheduled events.

Reporting:
• Reports to view candidate rosters as and real-time calendar availability.
• Report data sources, business objects, and CRFs to support custom reporting needs.
1204 Human
Resources
Recruitment Conduct applicant
testing
System has the ability to track notes related to test results. 5 4 Y - Yes Recruiting 1205 Human
Resources
Recruitment Conduct applicant
testing
System has the ability to track various types of test results. 5 4 Y - Yes Recruiting 1206 Human
Resources
Recruitment Coordinate interviews Candidates can self-schedule their oral boards or interviews in an interview schedule that is pre-defined by HR and/or hiring manager. 5 4 Y - Yes Recruiting 1207
Human
Resources
Recruitment Coordinate interviews System can integrate recruitment schedules with Outlook calendars to coordinate interviews.
5 4
Y - Yes Recruiting
Workday Recruiting provides an interview collaboration tool that enables a hiring manager to identify an interview team, view calendar availability and send invitations, solicit input and feedback on specific skills/competencies, and review consolidated responses to make an informed decision about how to move forward with a candidate. In addition, you can view Room availability and schedule multiple rooms as part of the entire Interview process.

Recruiters can schedule interviews in Workday and send interview questionnaires to the team based on those interview dates.

Interview scheduling is available with Outlook 365 or Google Calendar. You can configure a simplified interview experience with minimal steps for interviewers without a calendar integration, and Workday will also propose the convenient scheduling options for you to choose from.
1208 Human
Resources
Recruitment Coordinate interviews System can maintain interview notes and scores from panel members. 5 4 Y - Yes Recruiting 1209 Human
Resources
Recruitment Coordinate interviews System has the ability to rank candidates based on their interview scores. 5 4 Y - Yes Recruiting 1210 Human
Resources
Recruitment Initiate requisition System can accommodate an electronic review of job requirements and pay range between the hiring manager and Human Resources.
5 4 Y - Yes
Recruiting, Human Capital
Management
1211 Human
Resources
Recruitment Initiate requisition System can assign and notify recruitment plan tasks to authorized users within each recruitment.
5 4 Y - Yes Recruiting
1212 Human
Resources
Recruitment Initiate requisition System can establish a closing date for job announcements to auto-expire after their closing date and automatically be removed from the posting sites. 5 4 Y - Yes Recruiting
1213
Human
Resources
Recruitment Initiate requisition System can establish a workflow for hiring manager to initiate a requisition and gain approves from appropriate individuals for the recruitment of a position. 5 5
Y - Yes
Recruiting, Human Capital
Management
1214 Human
Resources
Recruitment Initiate requisition System can post a job internally and/or externally depending on the type of recruitment as determined during the requisition request. 5 4 Y - Yes Recruiting
1215 Human
Resources
Recruitment Initiate requisition System can post requisitions to external job boards and other specialty job posting sites (LinkedIn, Handshake, etc.).
5 4 Y - Yes Recruiting
1216 Human
Resources
Recruitment Initiate requisition System can validate a requisition against vacancies. 5 5 Y - Yes Recruiting, Human Capital
Management
268 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
1217 Human
Resources
Recruitment Initiate requisition System has the ability to capture/maintain positions by type, characteristics, descriptions, etc. in the requisition. 5 4 Y - Yes
Human Capital
Management, Recruiting
1218
Human
Resources
Recruitment Initiate requisition System has the ability to create, print, and post job announcements to various sites in a customizable format.
5 4
Y - Yes Recruiting
Workday Recruiting provides you with configurable templates, that you will define for the look and content of a job posting.

Once you create a template, you can assign it to an external or internal career site. Workday enables you to create as many job posting templates as you need.
1219 Human
Resources
Recruitment Initiate requisition System has the ability to update and maintain job descriptions. 5 4 Y - Yes Human Capital
Management, Recruiting
1220 Human
Resources
Recruitment Onboard employees Ability for new employees to sign off on policies in the system. 5 4 Y - Yes Human Capital
Management
1221 Human
Resources
Recruitment Onboard employees System allows new hires to complete new hire information electronically, even without access to the ERP system.
5 4 Y - Yes
Human Capital
Management
1222
Human
Resources
Recruitment Onboard employees System can define and establish electronic forms and workflows that need to be completed for onboarding activities, which populate the appropriate HR and payroll information.
5 4
Y - Yes
Human Capital
Management
Yes. Workday Onboarding allows for the automation of new-hire business processes, forms management, and checklists. You can configure content such as new hire checklists, training, and pre- reading material to include relevant information for the worker, their new organization, and tasks that they need to complete before getting to work.

The unique Workday Business Process Framework enables you to define what new hire activities need to happen, when these should take place, and who should be alerted or notified (either that this action is happening or that they need to take an action).

These notifications can be tailored to match your organization’s requirements.

As employee’s complete tasks, or certain milestone dates are achieved, additional items can enter the employee’s inbox. For example, on day 1 you might have them complete their I-9, and benefits enrollment forms.

Along with completion of a task, additional tasks and notifications can be sent out to the others involved in the new hire process. For example, if an I-9 has not been completed by Day 3, a notification could be sent to the manager and HR representative.
1223
Human
Resources
Recruitment Onboard employees System can maintain a pre-hire checklist that includes: workflow notification to all stakeholders, links to new-hire forms for the incoming employee, checklists for hiring managers, etc.
5 4
Y - Yes
Human Capital
Management
1224
Human
Resources
Recruitment Onboard employees System can populate employee information using information submitted on the application, so the employee does not have reenter this data. 5 5
Y - Yes
Human Capital
Management, Recruiting
Workday created the Recruiting platform organically, meaning we did not acquire another technology and bolt it on to our HR platform. The advantage is that applicants are transitioned seamlessly from Recruiting to Onboarding to an Employee, no integrations required.

When an application is moved to hire, their record is converted to an employee record retaining the data captured at application stage such contact information, government and national IDs, career history and diversity information.
1225 Human
Resources
Recruitment Onboard employees System has the ability to automatically notify IT of new hire start date in order to initiate request for equipment.
5 4 Y - Yes
Human Capital
Management
1226 Human
Resources
Recruitment Onboard employees System has the ability to electronically send new hire packets of information to the new hire once they are selected.
5 5 Y - Yes
Human Capital
Management, Recruiting
1227 Human
Resources
Recruitment Onboard employees System has the ability to track progress of each onboarding activity. 5 5 Y - Yes Human Capital
Management
1228 Human
Resources
Recruitment Review applications System allows hiring manager to review applications based upon pre-defined highly desirable criteria for the position for scoring. 5 4 Y - Yes Recruiting
1229 Human
Resources
Recruitment Review applications System allows hiring managers to electronically score applications in the system. 5 4 Y - Yes Recruiting 1230 Human
Resources
Recruitment Review applications System allows hiring managers to electronically view all applications and associated documentation.
5 4 Y - Yes Recruiting
1231
Human
Resources
Recruitment Review applications System has the ability to show HR and hiring manager who the highly qualified candidates are based on pre-defined position requirements, minimum qualifications, education, etc.
5 4
Y - Yes Recruiting
1232 Human
Resources
Recruitment Select applicants Hiring managers and HR can view the employment list for selection. 5 4 Y - Yes Recruiting 1233 Human
Resources
Recruitment Select applicants System allows for hiring managers to electronically view all necessary applicant information in a single location to make a final selection. 5 4 Y - Yes Recruiting
1234 Human
Resources
Recruitment Select applicants System can automatically email offer and disposition letters to candidates when generated upon final selection.
5 4 Y - Yes Recruiting
1235 Human
Resources
Recruitment Select applicants System can automatically generate disposition letters to unsuccessful candidates from a menu of templates or generate custom ones as needed. 5 4 Y - Yes Recruiting 1236 Human
Resources
Recruitment Select applicants System can electronically create and maintain a list of applicants based on all testing and interviews throughout the process. 5 4 Y - Yes Recruiting 269 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
1237 Human
Resources
Recruitment Select applicants System can generate offer letters from a menu of templates or generate custom letters as needed. 5 4 Y - Yes Recruiting
1238 Human
Resources
Recruitment Select applicants System can send automatic thank you notifications to all panelists who participated in the interview process. 5 4 Y - Yes Recruiting 1239 Human
Resources
Recruitment Select applicants System can send notifications to staff (i.e. recruiter/hiring manager/human resources) related to employment list, selection made, etc. 5 4 Y - Yes Recruiting 1240 Human
Resources
Recruitment Select applicants System can send the hiring manager a notification to complete a survey (via survey tool such as SurveyMonkey) once the hiring process is complete. 5 4 Y - Yes Recruiting 1241
Human
Resources
Recruitment Track applicants System allows an applicant to create their own profile and provide security such that the applicant can view and modify only their data. 5 4
Y - Yes Recruiting
Candidates can create a Candidate Portal Account within the career site to review past job applications, check the status of applications, select interview date/time, sign an offer letter and view similar jobs – all designed to provide an engaging experience for candidates. Candidates with a an account on the Candidate Portal site will also be able to create alert criteria for job posts that they’re interested in so that they can be notified by email when new posts meet their preferences.
1242 Human
Resources
Recruitment Track applicants System allows applicants to apply for open positions by filling out an online application and attaching additional electronic documents. 5 4 Y - Yes Recruiting 1243 Human
Resources
Recruitment Track applicants System allows applicants to auto-populate application based on outside source (e.g. resume, Linked-In, other social media sources). 5 4 Y - Yes Recruiting 1244 Human
Resources
Recruitment Track applicants System allows applicants to track progress of the recruitment. 5 4 Y - Yes Recruiting 1245 Human
Resources
Recruitment Track applicants System can provide a public-facing recruiting portal for applicants to track the status of their application. 5 4 Y - Yes Recruiting
1246 Human
Resources
Recruitment Track applicants System can track all applications in progress. 5 4 Y - Yes Recruiting 1247
Human
Resources
Time and Attendance Scheduling time System can accommodate multiple shifts and employees changing shifts. 3 5
Y - Yes Time Tracking

templates/schedules where they can define default schedules (hours worked, in/out/break times, timing for different shifts, etc.). Customers can use the robust eligibility rules engine to associate the correct template to each employee population.

Schedules built within Workday are static in nature until new schedule is assigned or requested.

Basic Scheduling:
• Managers update long term or permanent changes to
employee work schedules
• Managers make ad hoc changes to when/what day of the
week an employee might work
• Eligibility based assignment of work schedules
• Ad Hoc Work schedule assignment can be managed through Workdays business process framework
• Schedules defined by the administrator
• Start, stop time with rotating schedule
• Mass assignment of schedules
• Schedule information can be used within business logic to configure rules around Time/Time Off Validations, Time
Calculations, and Pay calculations.

Workday allows you to create Schedule patterns. Schedule patterns are recurring sets of start, end, and mealtimes that occur over a 7-day period. Work schedule calendars can contain either schedule patterns or calendar events. Schedule patterns and calendar events can both support multiple sets of start and end times, and multiple meals, per day. However, self-service workers can't edit work schedule calendars that use calendar events. Self- service workers can edit work schedule calendars that use 1248 Human
Resources
Time and Attendance Scheduling time System has the ability to create an unlimited number of different shifts. 1 5 Y - Yes Time Tracking 1249 Human
Resources
Time and Attendance Scheduling time System can accommodate and auto-calculate shift differentials. 3 4 Y - Yes Time Tracking 1250 Human
Resources
Time and Attendance Scheduling time System can accommodate multiple work schedules, rotating schedules, and fluctuating work weeks.
2 5 Y - Yes Time Tracking
1251 Human
Resources
Time and Attendance Scheduling time System allows departments to change work schedules with approval from another department via a configurable approval workflow. 4 3 Y - Yes Time Tracking
1252 Human
Resources
Time and Attendance Scheduling time System allows mass updates to work schedules when they change for an entire group.
4 2 Y - Yes Time Tracking
1253 Human
Resources
Time and Attendance Scheduling time System has the ability to create an unlimited number of user-defined schedules which must adhere to FLSA rules.
1 5 Y - Yes Time Tracking
1254 Human
Resources
Time and Attendance Scheduling time System allows for scheduling of shift patterns to be automatically repeated for future weeks. 2 5 Y - Yes Time Tracking
1255 Human
Resources
Time and Attendance Scheduling time System can create schedule groups, and assign employees to those schedule groups. 4 3 Y - Yes Time Tracking
270 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
1256 Human
Resources
Time and Attendance Scheduling time System can account for pre-scheduled absences in the schedule generation, such as vacations, sick, FMLA, and other time off. 4 4 Y - Yes Time Tracking 1257 Human
Resources
Time and Attendance Scheduling time System can pre-schedule holidays by bargaining unit. 5 3 Y - Yes Time Tracking 1258 Human
Resources
Time and Attendance Entering time System allows for electronic time entry. 3 5 Y - Yes Time Tracking 1259 Human
Resources
Time and Attendance Entering time System allows for mobile time entry. 5 3 Y - Yes Time Tracking 1260 Human
Resources
Time and Attendance Entering time System supports biometric time entry. 3 2 Y - Yes Time Tracking Workday supports integration to any 3rd party time clock systems. 1261 Human
Resources
Time and Attendance Entering time System can accommodate recording time on a daily basis and leave on a daily or consolidated basis. 1 5 Y - Yes Time Tracking
1262 Human
Resources
Time and Attendance Entering time System can accommodate exception based time entry. 1 5 Y - Yes Time Tracking 1263 Human
Resources
Time and Attendance Entering time System can accommodate different time entry methods by department or division (e.g. exception vs timeclocks). 1 5 Y - Yes Time Tracking 1264 Human
Resources
Time and Attendance Entering time System has the ability to show recently used and valid project codes when employees are entering their time. 3 3 Y - Yes Time Tracking 1265 Human
Resources
Time and Attendance Entering time System has the ability to allow employees to post time to a project only if they are authorized to work on that project. 2 4 Y - Yes Time Tracking 1266 Human
Resources
Time and Attendance Entering time Ability to accommodate rounding of employee time transactions. 3 1 Y - Yes Time Tracking 1267 Human
Resources
Time and Attendance Entering time System allows for multiple pay types for each shift. 1 5 Y - Yes Time Tracking 1268 Human
Resources
Time and Attendance Entering time System allows employees and supervisors to enter time and attendance data for past, current, and future dates. 1 5 Y - Yes Time Tracking 1269 Human
Resources
Time and Attendance Entering time System prevents duplicate entries and time overlaps. 3 4 Y - Yes Time Tracking 1270 Human
Resources
Time and Attendance Approving time System will accommodate electronic routing and workflow approval for time and attendance transactions. 1 5 Y - Yes Time Tracking
1271 Human
Resources
Time and Attendance Approving time System has the ability for employees to approve their timesheets in the system before routing to supervisors for approval. 1 5 Y - Yes Time Tracking 1272 Human
Resources
Time and Attendance Approving time System allows for supervisors to electronically view employee timesheets that require approval (both summary and detailed). 1 5 Y - Yes Time Tracking 1273 Human
Resources
Time and Attendance Approving time System allows for supervisors to update the employees time when approving, for instance for missed punches, missing leave, etc. 1 5 Y - Yes Time Tracking 1274 Human
Resources
Time and Attendance Approving time System can allow for supervisors to change what grant or project time is allocated to (not change the time itself) after employee submits time. 1 4 Y - Yes Time Tracking 1275 Human
Resources
Time and Attendance Approving time System will track complete audit log behind any supervisor edits. 1 5 Y - Yes Time Tracking 1276 Human
Resources
Time and Attendance Approving time System has the ability to route back through approval workflow if changes are made to the timesheet. 1 4 Y - Yes Time Tracking
1277 Human
Resources
Time and Attendance Approving time System has the ability to prohibit employee from making updates to record after submitted to supervisor or department for approval. 1 5 Y - Yes Time Tracking Workday Time Tracking Period Schedule functionality dictates IF and WHEN a timesheet can be updated.
1278 Human
Resources
Time and Attendance Approving time System has the ability to notify the approver and Payroll if a timesheet has not been submitted by the deadline. 4 4 Y - Yes
Time Tracking, Payroll for
US
1279 Human
Resources
Time and Attendance Calculating time System has the ability to provide for the configuration of an unlimited number of time and attendance calculation rules. 1 5 Y - Yes Time Tracking 1280
Human
Resources
Time and Attendance Calculating time System has the ability to support time and attendance calculation rules that are parameter driven and able to set-up or change without vendor intervention or special programming or technical skills.
1 4
Y - Yes Time Tracking
1281 Human
Resources
Time and Attendance Calculating time System has the ability to maintain various hours formulas (overtime, holiday, uniform, etc.) in the time system. 1 5 Y - Yes Time Tracking 1282 Human
Resources
Time and Attendance Calculating time System can accommodate holiday pay formula which earns an employee 50% more holiday hours for hours worked on a holiday. 1 4 Y - Yes Time Tracking 1283
Human
Resources
Time and Attendance Calculating time System can accommodate library holiday pay formula which earns an employee .0519 hours of holiday pay per each base hour worked over a minimum. 1 5 Y - Yes Time Tracking
1284 Human
Resources
Time and Attendance Calculating time System can accommodate various types of PERS pension formulas by employee group or division. 1 5 Y - Yes Time Tracking
1285 Human
Resources
Time and Attendance Calculating time System can accommodate California sick leave calculations. 1 5 Y - Yes Human Capital
Management
1286
Human
Resources
Time and Attendance Calculating time System has the ability to define and assign specific hour codes to employees, employee groups, bargaining units, FLSA type, or departments (i.e. so staff only see the options they should enter).
1 2
Y - Yes Time Tracking
1287 Human
Resources
Time and Attendance Calculating time System has the ability for time and attendance calculation rules and other system settings to be effective dated where required. 1 4 Y - Yes Time Tracking 271 of 663
City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
1288
Human
Resources
Time and Attendance Calculating time System has the ability to apply time and attendance calculation rules (overtime, break rules, etc.) in accordance with federal, state, and local laws to reduce FLSA compliance risk.
1 5
Y - Yes Time Tracking
1289 Human
Resources
Time and Attendance Calculating time System will calculate overtime based on current FLSA law and/or union contract definitions. 1 5 Y - Yes
Payroll for US, Time
Tracking
1290 Human
Resources
Time and Attendance Calculating time System will allow for multiple calculations of overtime and FLSA depending on the various department thresholds for hours worked. 1 5 Y - Yes Payroll for US, Time
Tracking
1291 Human
Resources
Time and Attendance Calculating time System has the ability to manage holiday pay policies, including holiday pay and apply special rules for hours worked on a holiday. 2 3 Y - Yes Time Tracking 1292 Human
Resources
Time and Attendance Calculating time System has the ability to track holiday pay. 1 5 Y - Yes Time Tracking, Payroll for
US
1293 Human
Resources
Time and Attendance Calculating time System can provide for real time alerts to timekeeping exceptions, such as approaching overtime, comp time, and absences. 2 4 Y - Yes Time Tracking 1294 Human
Resources
Time and Attendance Calculating time System has the ability to recalculate all totals immediately after a value is changed. 1 5 Y - Yes
Time Tracking, Payroll for
US
1295
Human
Resources
Time and Attendance Reporting on time
entries
System has the ability to generate reports around employee hours worked, leave, time off, overtime, etc. 1 5
Y - Yes
Human Capital
Management, Payroll for
US, Time Tracking
1296 Human
Resources
Time and Attendance Reporting on time
entries
System has the ability to generate exception reports for scheduled hours vs actual hours worked. 1 5 Y - Yes Time Tracking
1297 Human
Resources
Time and Attendance Reporting on time
entries
System generates audit reports. 2 5 Y - Yes Workday Core 1298 Human
Resources
Time and Attendance Reporting on time
entries
System notifies supervisor of certain events or transactions entered. 3 3 Y - Yes Time Tracking 1299 Human
Resources
Time and Attendance Reporting on time
entries
System has ability to track and report on hours worked to particular activities or projects by employee or employee group. 1 5 Y - Yes Time Tracking 1300 Human
Resources
Time and Attendance Reporting on time
entries
System has the ability to compare an employee's actual hours worked to their budgeted labor allocations. 2 5 Y - Yes Time Tracking
1301 Human
Resources
Time and Attendance Managing leave time System has the ability to support floating holidays for certain employees, which are accrued bi-annually. 1 5 Y - Yes
Human Capital
Management
1302
Human
Resources
Time and Attendance Managing leave time System accommodates tracking various types of paid leaves. 1 5
Y - Yes
Human Capital
Management
y y
• Workers to record when they’re taking leave from work with an estimated or flexible end date.
• Administrators to manage the impacts a leave of absence can have on other areas of Workday and other systems. Example:

Headcount Reporting or Payroll.

Business Benefits
You can use Workday leave of absence functionality to:
• Track costs as you can use reports to view how much
absenteeism is costing your organization and calculate your absence liability.
• Minimize risks as you ensure that your leave policies are consistent with country-specific requirements.
• Improve efficiency in your organization as managers can use reports, predict trends, and plan resources accordingly. • Integrate with a Payroll solution to enable you to process payments to workers on leave.
• Streamline the process of moving workers from one leave type to another. Example: Paid to unpaid maternity leave.
• Create a variety of leave types and families that can suit the specific requirements of your organization. This functionality improves the user experience as they can quickly find the correct leave type for their request.

Use Cases
• Enable workers to view and request some types of leave, but not others.
• Place workers on, and return them from, a leave of absence. • Request documentation, other required information, or both from workers when they enter leave requests.
1303 Human
Resources
Time and Attendance Managing leave time System accommodates tracking various leaves that do not generate pay (workers comp, admin leave, FMLA, etc.). 1 5 Y - Yes
Human Capital
Management
1304 Human
Resources
Time and Attendance Managing leave time System maintains all time accruals for leave. 1 5 Y - Yes Human Capital
Management
1305 Human
Resources
Time and Attendance Managing leave time System supports workflow for employees to initiate leave of absence events and route to supervisors for approval. 5 3 Y - Yes
Human Capital
Management
1306 Human
Resources
Time and Attendance Managing leave time System has the ability to automatically update an employee timesheet for leave once approved by their supervisor. 5 3 Y - Yes
Time Tracking, Human
Capital Management
1307 Human
Resources
Time and Attendance Managing leave time System allows authorized staff to adjust leave balances manually, with audit trails and appropriate security. 1 5 Y - Yes
Human Capital
Management
1308 Human
Resources
Time and Attendance Managing leave time System has the ability to automatically adjust the leave balances by type when leave is taken. 1 5 Y - Yes
Human Capital
Management
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City of San Mateo, CA
RFP for the ERP Replacement Project
Requirements
1309 Human
Resources
Time and Attendance Managing leave time System can track paid leave until a certain point and then adjust to unpaid leave depending on pre-configured rules. 3 2 Y - Yes
Human Capital
Management
1310 Human
Resources
Time and Attendance Managing leave time System has the ability to support paid military leave up to 30 days, after which any military leave entered would be unpaid. 3 3 Y - Yes Human Capital
Management
1311 Human
Resources
Time and Attendance Managing leave time System has the ability to limit military leave being paid on weekends. 3 3 Y - Yes Human Capital
Management
1312
Human
Resources
Time and Attendance Managing leave time System has the ability to track FMLA eligibility and hours. 1 4
Y - Yes
Human Capital
Management, Time
Tracking, Payroll for US
1313
Human
Resources
Time and Attendance Managing leave time System has the ability to notify an employee when they are approaching their hours limit for FMLA or military leave. 4 3
Y - Yes
Human Capital
Management, Payroll for
US
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City of San Mateo Full Platform SOW (003) -
FINAL with Workbook
Final Audit Report 2022-02-03
Created: 2022-02-03
By: Antonia Plazibat ([email protected]) Status: Signed
Transaction ID: CBJCHBCAABAA9x2KxCXWxVSAAR5iEHzfk21uUkh7dj-B "City of San Mateo Full Platform SOW (003) - FINAL with Workb ook" History
Document created by Antonia Plazibat ([email protected]) 2022-02-03 - 5:38:04 PM GMT- IP address: 173.72.195.123 Document emailed to Bob Maller ([email protected]) for signature 2022-02-03 - 5:39:17 PM GMT
Email viewed by Bob Maller ([email protected]) 2022-02-03 - 5:45:26 PM GMT- IP address: 163.116.146.114 Document e-signed by Bob Maller ([email protected]) Signature Date: 2022-02-03 - 5:45:31 PM GMT - Time Source: server- IP address: 163.116.146.114 Agreement completed.
2022-02-03 - 5:45:31 PM GMT
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Teller Software as a Service Agreement
This is the Teller Software as a Service Agreement (“Agreement”) dated as of February 7, 2022 (the “Effective Date”) between Can/Am Technologies Inc. (“CanAm”) a company incorporated under the laws of Colorado, having its principal place of business at 1726 Cole Blvd, Suite 210, Lakewood, CO 80401 and the City of San Mateo, California, having its principal place of business at 330 W 20 th Ave, San Mateo, CA 94403 (hereinafter referred as "Client").

RECITALS

1. Pursuant to the terms of this Agreement, CanAm will provide a web-based system to manage point of sale processes for Client.

2. This system assists Client in managing revenue intake from cashiering to balancing, providing reconciliation workflows, and is intended to provide Client with reporting and visibility into financial transactions, increasing the accountability and transparency of financial management for Client.

AGREEMENT
Client and CanAm agree as follows:

1. DEFINITIONS

1.1. Agreement – this document and all schedules attached or incorporated by reference, and any subsequent addendums or amendments made in accordance with the provisions hereof.

1.2. Annual Software as a Service Fee – the annual fee payable by Client (either to CanAm directly or to an authorized CanAm reseller, as applicable) for the use of Teller software, including Teller support services and Hosting Services provided by CanAm under this Agreement.

1.3. Concurrent User – means the users who are logged on at the same time and sharing a finite number of licenses.

1.4. Confidential Information – has the meaning set out in section 13 of this Agreement.

1.5. Configuration(s) – all work required to configure Teller to reflect the business rules, workflow, security and data requirements of Client. Configuration includes any custom reports, Interfaces, Plugins, and conversion scripts developed for Client.

1.6. Defect – a program error that will cause Teller to crash, or program algorithms or logic that produce incorrect results. Defects pertain to the intended operation of Teller as delivered to Client, but do not pertain to subsequent errors brought about by Infrastructure changes made by Client or any other Third- Party. Defects do not include changing user preferences, report or screen aesthetics, presentation standards, or validity of converted data. Defects do not pertain to problems arising from Third-Party Software interfaced to Teller, or to problems arising from Teller Configurations not developed by CanAm.

1.7. Enhancement – any work requested by Client to alter existing Teller features, or to add any new features or functions to Teller software.

1.8. Force Majeure – circumstances beyond a Party’s reasonable control, including, without limitation, acts of God, acts of any governmental body, war, insurrection, sabotage, armed conflict, embargo, fire, flood, pandemics, unavailability or interruption in telecommunications or Third-Party services, virus attacks or hackers, failure of Third-Party Software, or inability to obtain power used in or equipment needed for provision of the Services.

1.9. Hosting Services – the services provided at the Third-Party hosting facility that are provided by CanAm to Client.

1.10. Hosting Services Site – the Third-Party hosting facility, at a U.S. location of CanAm’s choice, at which servers and related equipment are located.
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1.11. Hosting SLA – the Hosting Service Level Agreement as provided in Exhibit B, and any subsequent addendums or amendments made in accordance with the provisions herein.

1.12. Client Infrastructure – any Client owned, leased, or licensed information technology hardware and/or software that is required by Client to perform business functions. This hardware and/or software can be providing the infrastructure needed to perform these functions or can also be used as a gateway to an external, non-client owned, infrastructure that provides the necessary business functions.

1.13. Deliverables – the services deliverables, documentation and defined milestone objectives set forth in a Statement of Work. For greater certainty, Deliverables shall not include any Third-Party Software or related documentation licensed directly to Client from a Third-Party, or any modifications or enhancements thereto or derivatives thereof.

1.14. Intellectual Property – property that derives from the work of the mind or intellect, specifically, an idea, invention, trade secret, process, program, data, formula, patent, copyright, or trademark or application, right, or registration. Intellectual Property includes: a) Teller pre-existing software, or pre-existing software Configurations (including reports) of CanAm; b) CanAm methodologies, processes, tools, and general knowledge of the matters under consideration; and c) any pre-existing or newly-acquired material provided to Client by CanAm under separate license.

1.15. Interface – a connection with Third Party Software or hardware used to deliver a unified end user experience.

1.16. Named User – an individual internal to Client who has access to the Teller Production Database. A Named User may access the Teller Production Database from any workstation on Client's network or intranet, or via the Internet.

1.17. Party or Parties – referring to CanAm or Client or both.

1.18. Plugin – additional functionality that extends core Teller features. Plugins may be added to Teller to permit additional functionality. Licensed Plugins are fully supported and may have their own release cycle separate from the Teller product release cycle.

1.19. Production Environment – the environment provided to Client for end user official business use.

1.20. Release(s) – update to Teller issued by CanAm to general availability for Teller Clients.

1.21. Response Time – the target time for CanAm to respond to Critical, High, Medium and Low support requests (as defined in Section 6.3 of this Agreement).

1.22. Service(s) – the professional services to be provided pursuant to the Statement of Work (Exhibit C) or other written request.

1.23. Source Code – any and all program code or database definitions developed by CanAm programmers using a formal programming language and used by Teller software.

1.24. Specifications – means the requirements of the Deliverables as set forth in the Statement of Work (Exhibit C) or an amendment to this Agreement.

1.25. Statement of Work (SOW) – a document that describes the implementation services, software products, and other deliverables to be provided by CanAm (including its subcontractors if applicable) to Client under this Agreement. The Statement of Work is attached to this Agreement as Exhibit C.

1.26. Teller – an enterprise Point of Sale system that manages revenue intake from cashiering to balancing and reconciliation workflows in a single integrated database. Teller includes the reports and documentation that come with the Teller software.

1.27. Teller Annual Software as a Service Agreement – the document (i.e., this Agreement) which provides the terms and conditions under which the right to use Teller is provided to Client.

1.28. Teller System – a pre-existing set of Configurations that extends Teller by providing functionality specific to a business area.

1.29. Test Environment – the environment set up by CanAm to provide testing and training capability for Client.

1.30. Third-Party – a person, corporation, organization or entity other than Client or CanAm. 276 of 663

1.31. Third-Party Software – any identifiable product embedded in and/or linked to Teller software, but to which the proprietary rights belong to an independent Third-Party.

2. SCOPE OF AGREEMENT

2.1. By this Agreement, CanAm agrees to provide Client with a single Annual Subscription Software License to use the Teller System in the Production Environment at the edition specified in Exhibit A. This License includes the number of Interfaces, Concurrent Users, and/or Named Users identified in Exhibit A and subsequent purchase orders.

2.2. Client and CanAm agree that CanAm may opt to permit the use of this Agreement by broader public sector entities to procure Teller Software as a Service according to the terms and conditions of this Agreement as follows:
"Broader Public Sector Entities" means other political subdivisions, municipalities, tax-supported agencies and non-profit entities in the United States, including all local and state government agencies, academic institutions, school boards, special districts and any other public entities as acknowledged by the Federal government and any other public entities as agreed by Client.

With respect to purchases by Broader Public Sector entities, Can/Am acknowledges that such Broader Public Sector Entities shall make purchases in their own name, make payments directly to CanAm, and shall be liable directly to CanAm, holding Client harmless.

3. TERM OF AGREEMENT

3.1. This Agreement will remain in effect for a period of one (1) year from signing and will be renewed annually thereafter upon payment by Client of the Annual Software as a Service Fee within thirty (30) days of receipt of the renewal invoice, unless otherwise revised or terminated under the provisions of this Agreement. Each annual renewal invoice will be issued thirty (30) days prior to renewal.

4. GRANT OF LICENSE

4.1. This Agreement provides Client with a non-exclusive and non-revocable license for Teller as identified in Exhibit A of this Agreement. This license will be effective for as long as this Agreement is in place and Client remains current with payment of their Annual Software as a Service Fee.

4.2. Client is licensed to use Teller in one (1) Test Environment and one (1) Production Environment at CanAm hosting site.

4.3. Client is licensed to use Teller only for processing transactions associated with Client’s internal business or public purposes. Any other use of Teller by Client is not permitted.

5. SOFTWARE AS A SERVICE LICENSE FEE

5.1. Client agrees to pay an Annual Software as a Service Fee as specified in Exhibit A for license rights to Teller and for associated Teller support and Teller Hosting Services. The first year of the Teller Software as a Service Fee is billable upon execution of this agreement.

5.2. Client may subsequently add licenses and users throughout the Term for an additional price as set out in Exhibit A.

5.3. The Annual Software as a Service Fee does not include Configuration. CanAm may provide these Services for additional charge under a SOW or directly as professional services for the time and materials hourly rate established in Exhibit A.

5.4. Client agrees to remit payment annually within 30 calendar days of receipt of the invoice. CanAm reserves the right to charge Client one (1) per cent interest per month on the undisputed outstanding balance of any fees or expenses not paid with thirty (30) days of date of invoice. 277 of 663

6. SUPPORT SERVICES

6.1. CanAm agrees, during the term of this Agreement, to provide Teller support services in a timely and professional manner. CanAm will provide unlimited technical support for Client’s Teller support personnel described in Section 7.2 of this Agreement. Support pertains to Teller and licensed Teller Plugins.

6.2. The Teller support web site will be available 24 x 7 for submitting Client support requests. The Teller support desk will be staffed from 8:00 a.m. to 5:00 p.m. Pacific Time, Monday to Friday, excluding Colorado statutory holidays. Extended hours of coverage or on-call coverage outside of these working hours can be provided at additional rates per Section 8.

6.3. When Client submits a support request through the Teller support web site during normal CanAm hours for support, as specified in Section 6.2 of this Agreement, CanAm and Client will categorize, and CanAm will escalate as appropriate, the support request according to the following criteria. To ensure the listed Response Time, Client must call the provided Teller support toll-free number to report or confirm Critical and High priority issues.

Severity Definition Response
Time
Resolution Time
Critical Client site is down.

Major impact to operations of Client
site.
< 15
minutes
Immediate and ongoing effort, with
daily reporting to Client as
necessary until a work-around or
fix has been provided.

High Major impairment of at least one
important function at Client site.

Operations at Client site are
impacted.

All important Client functions are
working albeit with extra work.
< 1 hour Proceed with fix as high priority
work with reporting to Client as
necessary until a work-around or
fix has been provided.

Medium Client Operations not significantly
impacted.

One or more minor Client functions
not working.

Major usability irritations impacting
many staff at Client.
< 4 hours Proceed with fix as medium priority
work, according to schedule set by
CanAm.

Low Minor usability irritations.

Work-around exists.
< 2
business
days
Proceed with fix as low priority
work, according to schedule set by
CanAm

6.4. The Software as a Service Fee does NOT include technical support for Configurations and Third-Party Software not embedded within Teller, such as (but not limited to) operating system software and Microsoft Office products. Technical support for Teller related Third-Party hardware that may be used by Client, including scanners, printers, credit terminals, and other hardware peripherals is also not included.

6.5. CanAm will not begin charging Client for resolution of a non-Teller related problem until CanAm demonstrates to Client that the source of the problem is not related to a Teller Defect and Client has authorized work to resolve the issue. No time will be charged to Client for Teller Defects reported to CanAm.

6.6. Unless otherwise specified, Teller product warranty and support activities will be conducted at and deployed remotely. Travel and living expenses to provide on-site services deemed by CanAm at its sole discretion as required to repair a Teller Defect will not be charged to Client. 278 of 663

7. CLIENT OBLIGATIONS AND RESPONSIBILITIES
Unless otherwise stated in a separate agreement between the parties or in a Schedule of this Agreement, the following tasks will be the sole responsibility of Client:

7.1. Infrastructure Support –managing the local Internet Service Provider (ISP) providing Client its internet connection and/or its wireless service; managing its own networks; managing all desktop and mobile hardware for Client staff and implementing its own security policies and procedures.

7.2. First-Line Teller Support – Client is responsible for providing first-line Teller support to Client staff. First- line Teller Client support is responsible for researching issues and assessing if they are the result of a Teller Defect. Client will identify a limited number of Client staff entitled to submit Teller support requests.

7.3. Future Releases – Client acknowledges that future Releases of Teller software may require different or additional Client equipment and/or software in order to function properly. CanAm will provide Client with ninety (90) days advance notification of such requirements. Client will be responsible to fund, acquire, install, and maintain such different or additional equipment and/or software.

8. PROFESSIONAL SERVICES

8.1. At the request of Client, CanAm may provide any or all of the following professional services:
development of custom Configurations, report development, training, extended warranty, first line Teller support, and any other consulting activity. CanAm professional services may be purchased for an all- inclusive fixed-cost, or on a time-and-materials basis. All time and materials services will be approved in advance by the Client in a mutually agreed Statement of Work or other written request, and invoiced monthly based on the rates specified in Exhibit A. For fixed-cost services, all terms, conditions and costs will be specified in a mutually agreed Statement of Work.

8.2. CanAm will perform the Services and provide the deliverables that are described in each Statement of Work in accordance with the terms of the SOW and this Agreement, for the price and in accordance with the delivery dates and Specifications described in the Statement of Work.

9. PAYMENT FOR SERVICES

9.1. Client will pay (either to CanAm directly or to an authorized CanAm reseller, as applicable) the fees set out in the Statement of Work, plus all applicable taxes, upon acceptance of deliverables specified in the Statement of Work, subject to receipt of invoices from CanAm.

9.2. CanAm will submit invoices and other supporting documentation which may be required by Client describing the Services and deliverables for which payment is claimed.

9.3. Client will pay, without set-off or deduction, each invoice or undisputed portion of an invoice within thirty (30) days from receipt of the invoice. Any disputes will be resolved according to the dispute resolution process set out in Section 17 of this Agreement. CanAm reserves the right to charge Client one (1) per cent interest per month on any undisputed outstanding balance of any fees or expenses not paid within thirty (30) days of date of invoice.

10. SOURCE CODE

10.1. This license will provide Client with run-time only capability for Teller as described in Section 2 of this Agreement.

10.2. Source code (metadata) to custom Configurations, reports, and specialized code developed specifically for Client will be provided to Client upon request.
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11. REPRESENTATIONS AND WARRANTIES

11.1. CanAm will repair Teller Defects reported by Client during the term of this Agreement at no additional charge to Client. CanAm will make all reasonable efforts to resolve Defects quickly, via a patch Release if necessary.

11.2. The warranty on all CanAm-developed custom Configuration is defined in the applicable SOW. Subject to clause 11.4, standard Interfaces are warranted. Material changes to the Client environment may require additional fee-based work.

11.3. CanAm does not provide warranty for any custom Configuration or custom code not developed by CanAm, or developed by CanAm and subsequently altered by Client or any Third-Party.

11.4. CanAm warrants that it has full power and authority to grant this Teller license and that as of the effective date of this Agreement, the Teller software does not infringe on any existing Intellectual Property rights of any Third Party. If a claim of infringement is made by any Third Party, CanAm may, at its sole option either:
a) secure for CLIENT the right to continue using the Teller software; or b) modify the Teller software so that it does not infringe.

This represents Client's sole and exclusive remedy with respect to this warranty.

11.5. CanAm has no obligation for any claim of infringement based on a Client or Third Party modified version of the Teller software or based on the combination of the Teller software with any Third Party product not provided by CanAm. CanAm provides no warranty whatsoever for any Third Party software or hardware products.

11.6. TO THE MAXIMUM EXTENT PERMITTED BY LAW, CANAM AND ITS LICENSORS AND

SUPPLIERS DISCLAIM ALL OTHER WARRANTIES AND CONDITIONS, EXPRESS OR IMPLIED,

INCLUDING, WITHOUT LIMITATION, IMPLIED WARRANTIES OF MERCHANTABLE

QUALITY OR FITNESS FOR PARTICULAR PURPOSE, WHETHER ARISING BY STATUTE OR IN LAW OR AS A RESULT OF A COURSE OF DEALING OR TRADE USAGE.

11.7. THIS SECTION 11 SETS OUT THE SOLE AND EXCLUSIVE REMEDY WHICH APPLIES OR SHALL APPLY TO TELLER AND THE SERVICES. NO ORAL OR VERBAL ADVICE OR

INFORMATION GIVEN BY EITHER PARTY, THEIR AFFILIATES OR ITS OR THEIR AGENTS,

SERVANTS, EMPLOYEES, OR REPRESENTATIVES, SHALL CREATE A DIFFERENT OR

GREATER WARRANTY, AND THE PARTIES ACKNOWLEDGES THAT IT MAY NOT RELY

UPON ANY SUCH ORAL OR WRITTEN COMMUNICATIONS TO CREATE OR ESTABLISH WARRANTY RIGHTS IN EXCESS OF THE SOLE AND EXCLUSIVE WARRANTY HEREIN.

12. OWNERSHIP OF SOFTWARE AND DATA

12.1. CanAm has exclusive licensing and distribution rights for Teller software (Copyright © 2004 – 2020, all rights reserved), including Teller; licensed Teller Plugins, and licensed Teller Interfaces within the United States of America and Canada. Client will not remove any ownership or copyright notices from Teller software or documentation. Reproduction, disassembly, decompilation, transfer, reverse engineering, or disclosure to others, in whole or in part, of Teller is strictly prohibited.

12.2. CanAm is, and will remain, the exclusive owner, or is the authorized agent of the owner of Teller proprietary information, and all patent, copyright, trade secret, trademark, and other Intellectual Property rights remain solely with CanAm. No license or conveyance of any such rights to Client is granted or implied under this Agreement.

12.3. CanAm will retain ownership of the Intellectual Property associated with Enhancements or Interfaces developed by CanAm for Client.

12.4. Client is deemed to own any custom Configuration for their Teller installation. Client grants CanAm a non-exclusive, perpetual, irrevocable, royalty-free, worldwide license to use, reproduce, sublicense, 280 of 663
modify, and sell the custom Configuration developed pursuant to this Agreement without compensation to Client.

12.5. Notwithstanding anything to the contrary herein, each Party and its respective personnel and contractors shall be free to use and employ its and their general skills, know-how, pre-existing IP and expertise, and to use, disclose, and employ any generalized ideas, concepts, know-how, methods, techniques, or skills gained or learned during the course of any assignment, so long as it or they acquire and apply such information without disclosure of any Confidential Information of the other Party.

12.6. Client may not sell, rent, lease, give, distribute, assign, pledge, sublicense, loan, timeshare, or otherwise transfer Teller software or documentation to any other Party. Client agrees not to distribute Teller as part of any other software product, commercial or otherwise, without the prior written approval of CanAm.

12.7. Client will retain sole and complete ownership of its data at all times, regardless of the location of the data, and CanAm may not make any use of Client data other than for testing and Service delivery purposes, without the prior written consent of Client.

13. CONFIDENTIAL AND PROPRIETARY INFORMATION

13.1. Each Party will hold in confidence, and will not disclose to any unauthorized personnel, any confidential or proprietary information of the other Party. Each Party will use such confidential or proprietary information only for the purpose for which it was disclosed.

13.2. As used in this Agreement, the term “confidential or proprietary information” (“Confidential Information”) means all trade secrets or proprietary information designated as such in writing by one Party to the other. All software code in source of object format will be deemed to be proprietary information regardless of whether it is marked as such. Information which is orally or visually disclosed by one Party to the other, or is disclosed in writing without an appropriate letter, proprietary stamp or legend, will constitute proprietary information of the releasing Party if:
a) it would be apparent to a reasonable person, familiar with the business of the releasing Party and the industry in which it operates, that such information is of a confidential or proprietary nature; or b) The releasing Party, within thirty (30) calendar days after such disclosure, delivers to the receiving Party a written document describing such information and referencing the place and date of such oral, visual, or written disclosure, and the names of receiving Party personnel to whom such disclosure was made.

13.3. Each Party will only disclose Confidential Information received by it under this Agreement to personnel who have a need to know such Confidential Information for the performance of its duties and who are bound by an agreement to protect the confidentiality of such Confidential Information.

13.4. Each Party will adopt and maintain programs and procedures which are reasonably calculated to protect Confidential Information, and will be responsible to the other Party for any disclosure or misuse of Confidential Information which results from a failure to comply with this provision. Each Party will promptly report to the other Party any actual or suspected violation of the terms of this Agreement and will take all reasonable further steps requested by the offended Party to prevent, control, or remedy any such violation.

13.5. The obligations of each Party specified above will not apply with respect to any Confidential Information, if the receiving Party can demonstrate, by reasonable evidence, that such Confidential Information:
a) was generally known to the public at the time of disclosure or becomes generally known through no wrongful act on the part of the receiving Party;
b) was already in the possession of the receiving Party at the time of disclosure; c) becomes known to the receiving Party through disclosure by sources having the legal right to disclose such Confidential Information;
d) was independently developed by the receiving Party without reference to, or reliance upon, the Confidential Information; or
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e) was required to be disclosed by the receiving Party to comply with applicable laws or governmental regulations, provided that the receiving Party provides prompt written notice of such disclosure to the offended Party and takes reasonable and lawful actions to avoid and/or minimize the extent of such disclosure and, if possible, ensure that the confidentiality obligations of this Agreement are maintained.

13.6. If Client is subject to freedom of information legislation, CanAm agrees to adhere to the standards outlined in such legislation regarding protection of privacy and disclosure of records with respect to all work done for Client pursuant to this Agreement.

13.7. Upon termination of this Agreement, each Party will make all reasonable efforts to return to the other Party all tangible manifestations, and all copies thereof, of Confidential Information received by the other Party under this Agreement, if requested to do so by the disclosing Party. In addition, each Party shall certify in writing that it has not retained any copies of any materials belonging to or furnished by the other Party, and that any software provided by the other Party pursuant hereto has been deleted from that Party’s computer and no copies have been retained in any form. The foregoing obligation shall not apply to Confidential Information that: (i) a Party deems necessary to retain to comply with applicable laws and regulations; and (ii) exists only as part of regularly generated electronic backup data, destruction of which is not reasonably practicable.

14. LIMITATIONS OF LIABILITY AND INDEMNITY

14.1. CANAM’S MAXIMUM TOTAL LIABILITY FOR ANY ACTION, CLAIM, LOSS OR DAMAGE

ARISING OUT OF TELLER AND THE PERFORMANCE OF ANY SERVICES IN CONNECTION

WITH THIS AGREEMENT, REGARDLESS OF THE FORM OF ACTION, CLAIM, LOSS OR

DAMAGE, BE IT CONTRACT, TORT, STATUTE OR OTHERWISE, SHALL BE AN AWARD FOR

DIRECT PROVABLE DAMAGES THAT IN NO EVENT EXCEED THE AGGREGATE OF THE AMOUNTS PAYABLE TO CANAM UNDER THE TERM OF THIS AGREEMENT IN THE SIX (6) MONTH PERIOD PRIOR TO THE EVENT GIVING RISE TO THE CLAIM.

14.2. CLIENT SPECIFICALLY ACKNOWLEDGES AND CONFIRMS THAT UNDER NO

CIRCUMSTANCES WHATSOEVER WILL CANAM BE LIABLE FOR ANY INCIDENTAL,

INDIRECT, EXEMPLARY, SPECIAL OR CONSEQUENTIAL DAMAGES OF ANY NATURE OR

KIND, OR ANY LOSS RESULTING FROM BUSINESS DISRUPTION ARISING FROM THE USE OF

TELLER, OR FROM ANY SERVICES COVERED UNDER THE TERMS OF THIS AGREEMENT,

REGARDLESS OF THE FORM OF ACTION, WHETHER IN CONTRACT, TORT (INCLUDING

NEGLIGENCE), STRICT PRODUCT LIABILITY OR OTHERWISE, EVEN IN THE EVENT THAT CANAM HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

14.3. Subject to Section 14.1 and 14.2, CanAm will indemnify and hold harmless Client and its affiliates, employees and agents from and against any and all liabilities, losses, damages, costs, and other expenses (including attorneys’ and expert witnesses’ costs and fees) arising from or relating to any Third Party claim caused by the intentional misconduct or gross negligence of CanAm or any of its employees, agents or subcontractors in performing the Services.

14.4. Notwithstanding anything stated in this Agreement to the contrary, and to the extent that under the express terms of this Agreement or any other agreement then in effect between the Parties, neither Party will be liable under any provision under this Section if any patent, copyright, or trade secret infringement or any other claim is based upon or caused by the following: (i) a use for which the Services were not designed or specified; (ii) design specifications or any data, information, drawings, manuals, script, etc., provided from one Party to the other, which has resulted in the infringement action; (iii) the combination, operation or use of the Services with any other product or services, to the extent that such combination, operation, or use results in the loss, damage, claim or expense in question; and/or (iv) use of a superseded release of licensed software if the infringement would have been avoided by the use of a current release of the licensed software. Should any claim of infringement be made based upon (i) through (iv) above, the infringing party and its affiliates shall be indemnified and held harmless for all costs, expenses, loss, damage or liability arising therefrom.
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14.5. In the event of a Third Party claim for which Client is or may be entitled to indemnification hereunder, CanAm will assume the defense at CanAm’s sole expense. CanAm will consult with Client regarding any settlement of any Third Party Claim but shall not be required to receive Client’s consent to settle any such claim. Notwithstanding the foregoing, Client is entitled to be represented in any such action, suit, or proceeding at its own expense and by counsel of its choice.

15. TERMINATION AND DEFAULT CONDITIONS

15.1. CanAm may terminate this Agreement if: Client fails to make required payments within 90 days of due date, Client materially fails to fulfill its obligations and responsibilities or breaches any material term of this Agreement, Client becomes bankrupt or insolvent, or if a receiver is appointed to manage the property and assets of Client. If any of the above conditions are encountered, CanAm will provide written notice to Client and provide 30 calendar days for Client to remedy the default. If the default is not rectified within 30 calendar days, CanAm will have cause to terminate this Agreement.

15.2. Client may terminate this Agreement if: CanAm materially fails to fulfill its obligations and responsibilities or breaches any material term of this Agreement, CanAm becomes bankrupt or insolvent, or if a receiver is appointed to manage the property and assets of CanAm. If any of the above conditions are encountered, Client will provide written notice to CanAm and provide 30 calendar days for CanAm to remedy the default. If the default is not rectified within 30 calendar days, Client will have cause to terminate this Agreement.

15.3. Termination of this Agreement will not affect the provisions of this Agreement relating to the payment of amounts due under Section 5; Software as a Service License Fees, Section 14; Limitation of Liability and Indemnity, Section 13; Confidentiality; or any other obligations of the parties which by their nature are intended to survive termination of this Agreement.

16. RIGHTS AND OBLIGATIONS

16.1. If either CanAm or Client terminates this Agreement, CanAm will retain all fees for Services delivered to Client up to the date of termination. CanAm will refund a pro-rated portion of the Annual Software as a Service Fee to Client, based on the number of full or partial calendar months of service provided under the Agreement since the last annual renewal date.

16.2. Any termination by either Party as provided in this Agreement will not in any way operate to deny any right or remedy of the other Party, either at law or in equity, or to relieve a Party of any obligation to pay the sums due under this Agreement, or of any other obligation accrued prior to the effective date of termination.

16.3. Upon termination of this Agreement, Client agrees to cease any and all operational use of Teller and further agrees to delete all Teller software from the Client Infrastructure. CanAm agrees to make reasonable provision for an extract of Client’s operational data from Client’s Production Environment if requested by Client.

16.4. Teller is subject to the export control laws of the United States and other countries. Client may not export or re-export Teller software without the appropriate United States and foreign government licenses. Client must comply with all applicable export control laws and will defend, indemnify and hold CanAm harmless from any claims arising from Client’s violation of such export control laws.

17. DISPUTES

17.1. CanAm and Client will both separately and jointly use diligent efforts to establish positive and ongoing communications both within and between their respective organizations. Key personnel within CanAm and Client will communicate regularly in order to review the status and priorities for the provision of services by CanAm and Client.
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17.2. In the event of any dispute arising between CanAm and Client with respect to their rights and obligations under this Agreement, the Party feeling itself aggrieved will notify the other Party of the substance in writing of such grievance. Both parties agree to work in good faith and make all reasonable efforts to resolve the dispute, including, if necessary, escalating the dispute to:
First level: the Project Manager of CanAm and the Project Manager for Client; and Second level: the President/CEO of CanAm and the Chief Executive for Client.

17.3. In the event the grievance cannot be resolved to the mutual satisfaction of the parties within 30 calendar days, the Party feeling itself aggrieved may request mediation, based on the then-current commercial mediation rules of the American Arbitration Association. The award of the mediation body will be non- binding upon CanAm and Client.

18. RELATIONSHIP OF THE PARTIES

18.1. Each of the Parties is an independent contractor. Nothing herein shall be construed to place the Parties in a relationship of principal and agent, partners or joint venturers, and neither Party shall have the power to obligate or bind the other Party in any manner whatsoever.

19. WAIVER

19.1. No failure or delay on the part of either Party to exercise any right or remedy hereunder will operate as a waiver of such right or remedy.

20. ASSIGNMENT AND SUCCESSION

20.1. This Agreement, including all of its rights and obligations created hereunder, shall not be assigned or transferred in any manner whatsoever (except upon transfer of majority ownership of a Party's business by merger, or consolidation, in which case the Agreement may be assigned to the succeeding owner) unless with the prior written consent of the opposite Party signed by an officer thereof, which consent will not be unreasonably withheld. Subject to the foregoing, this Agreement shall be binding upon and shall inure to the benefit of the Parties and their respective successors and assigns.

21. NON SOLICITATION

21.1. Client agrees that for the duration of this Agreement, and for a period of one (1) year from the date of termination of this Agreement (or the date of termination of the final SOW if that date is later), it will not on its own behalf or on behalf of any other person or entity: (a) initiate contact for the purposes of hiring or contracting the service of, or (b) directly or indirectly solicit or induce for employment, or otherwise offer to hire or contract the services of, any employee, contractor or agent of CanAm who is directly related to the provision of services hereunder. Notwithstanding the foregoing, the provisions of this Section 21.1 shall not apply to the hiring of: (i) any individual who is hired as a result of responding to a general public “help wanted” type of solicitation by a Party; or (ii) any individual who, of his or her own volition, approaches, contacts, or solicits a Party for employment or other working arrangements and who such Party has not induced or solicited to make such approach, contact, or solicitation.

22. FORCE MAJEURE

22.1. Neither Party shall be under liability to each other by reason of non-performance or delay in performance of any obligation hereunder caused by Force Majeure, to the extent that non-performance or delay is attributable to such Force Majeure and only for the duration of the Force Majeure and the effect upon its ability to perform its obligation hereunder.

23. SEVERENCE

23.1. If any provision of this Agreement is declared by a court of competent jurisdiction to be invalid, illegal, or unenforceable, such provision can be severed from this Agreement and all other provisions will remain in full force and effect.
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24. INSURANCE

24.1. CanAm shall, at its own expense and without limiting liabilities under this Agreement, insure its operations under a contract of General Liability Insurance in an amount of not less than $1,000,000 inclusive per occurrence, insuring against bodily injury, personal injury and property damage including loss of use thereof, and such other insurance as CanAm deems necessary in its sole discretion, to provide standard protections of its business.

24.2. CanAm shall provide Client with acceptable evidence of insurance upon request.

25. CURRENCY

25.1. Unless otherwise noted, all reference to payment amounts in this Agreement are in U.S. dollars.

26. GOVERNING LAW

26.1. This Agreement will be governed by, construed, and enforced in accordance with the laws of the State of California. The parties irrevocably attorn to the jurisdiction of the courts of the State of California.

27. COUNTERPARTS

27.1. This Agreement may be executed in two or more counterparts, by facsimile or otherwise, each of which is an original, and all of which together constitute one and the same instrument, notwithstanding that all parties are not signatories to the same counterpart.

28. ENTIRE AGREEMENT

28.1. This Agreement, and any applicable attachments, SOWs, schedules, exhibits or other documents constitutes the entire agreement of the Parties with regard to the matters herein, and supersedes all other prior written or oral agreements, representations and other communications between the Parties. All terms of any order acknowledgement or other document provided by Client, including but not limited to any pre- printed terms thereon and any terms that are inconsistent, add to, or conflict with this Agreement, shall be null and void and of no legal force or effect. No modification of this Agreement is valid unless set out in writing by the Parties.

Can/Am Technologies, Inc. City of San Mateo, CA
________________________________ _____________________________ Signature Signature
_________________________________ _____________________________ Name Name
_________________________________ _____________________________ Title Title
_________________________________ _____________________________ Date Date
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Exhibit A
Licensed Teller Interfaces and Users
License Description Quantity Monthly Base
Amount
Teller Standard License Teller Standard License Package:
Production instance of Teller
Test instance of Teller
5 Named User Licenses
Credit Processing Interface
Unlimited read-only users
Hosting and Support Services
1 $2,495
Additional Named Users @
$50/month/user
Named User Licenses (total: 11 user licenses) 6 $300
Business System Interfaces at
$200/month/interface
Workday Interface 1 $200
End of Day Payment Import
Interfaces @ $75/interface
5 $375
Revenue (Deposit)
Submission License
Unlimited users operating Revenue Submission
functionality through Revenue Submission
module.
1 $500
Image Cash Letter License @
$300 / month
For deposit of scanned checks to bank 1 $300
Check Recognition
Processing License
For automatic read of check amount and
number
0 - 15,000 check scans per year: $150/mo
15,001 – 30,000 check scans per year: $300/mo
15,000 $150
Teller Online Online portal for citizen payment through Teller for up to 50,000 payments per year.

Up to 100,000 online payments per year:
$1,000/mo
1 $500
Monthly Total Pricing based on annual payment $4,820
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Annual Software as a Service Fees
License and all other fees are in US dollars and exclude any applicable taxes.

Time Period Fee
Year 1 $57,840
Year 2 $57,840
Year 3 $57,840
Year 4 $59,575
Year 5 $61,362
Professional Services **
All rates are in US dollars and exclude any applicable taxes.

Service Rate
Professional Services Hours $170/hr
*Additional licenses and/or users may be added throughout the Term of this Agreement. The price for each added license and/or user will be pro-rated to the annual renewal date, itemized accordingly in an invoice, and henceforth included in the annual invoice.
** After Year 1, hourly rates are subject to change with thirty (30) days written notice. Any applicable change will not increase by more than 5% annually.
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Exhibit B
Hosting Service Level Agreement

1. OWNERSHIP OF DATA

1.1. Regardless of the location of the hosting facility, Client will retain sole and complete, legal and beneficial ownership of its data stored on the Hosting Services Site.

1.2. CanAm’s responsibilities and rights regarding Client data are solely restricted to the provision of services described in this Hosting SLA. CanAm may not make any other uses of Client data for any reason whatsoever, without the express written consent of Client, unless ordered to release such data by a court of competent jurisdiction.

1.3. Client may request return of any or all of its data at any time, for any reason, and CanAm will provide such data within a reasonable period of time, in native format.

2. OVERVIEW OF HOSTING SERVICES

2.1. CanAm is committed to providing secure, reliable and dedicated Hosting Services to Client. For maximum protection and value to Client, CanAm will contract with Amazon AWS for provision of a hosting facility in the United States. The following Service Level Agreements apply to the Amazon Services being contracted:
-https://aws.amazon.com/s3/sla/
- https://aws.amazon.com/ec2/sla/
- https://aws.amazon.com/rds/sla/
- https://aws.amazon.com/cloudwatch/sla/
- https://aws.amazon.com/elasticloadbalancing/sla/
- https://aws.amazon.com/guardduty/sla/
- https://aws.amazon.com/inspector/sla/
- https://aws.amazon.com/directoryservice/sla/
- https://aws.amazon.com/lambda/sla/
- https://aws.amazon.com/vpn/site-to-site-vpn-sla/

2.2. CanAm reserves the right to change hosting providers to an alternate service providing comparable functionality, and meeting the standards in this document.

2.3. All hosting services will be provisioned from data centers located within the United States.

2.4. In return for Annual Software as a Service Fee from Client, CanAm will provide the following services to Client:

Service Description
Secure Hosting
Site
A secure hosting facility with 24/7 security control.

Internet Service
Providers
A facility with stable network connectivity across North America.

Internet services will be routed through multiple independent carriers to eliminate single-carrier points of failure.

Data and Service
Redundancy
Redundant storage across multiple zones providing failover in the event of a catastrophic failure at the primary hosting site.
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Software Operating System, Database and Virus Protection software as required to run the Teller environments.

CanAm will keep systems secure by keeping them up-to-date on security patches and security audits, and all Third-Party critical updates will be applied in a timely manner following Third-Party vendor notification.

Teller Software
Updates
CanAm will test and install into the Teller system at the Hosting Services Site all updates to the Teller system and Teller Interfaces for Client- specific emergency bug fixes, as well as all Teller point, maintenance and patch Releases which are made available during the term of this Agreement.

Performance
Monitoring
CanAm will monitor the performance of systems at the Hosting Services Site, to maintain system stability and performance.

CanAm will provide patch management, event log management and system tuning. CanAm will review system logs on a weekly or as-needed basis.

Data Backups Securing Client data against loss is a key provision within the SLA. Full backups will be performed on a regular basis.

3. AVAILABILITY COMMITMENT, ISSUE TRACKING, AND REMEDIES

3.1. While the Hosting Services Site availability will generally be expected to be 24 x 7 (except for scheduled or critical outages), the commitment of CanAm is to provide Hosting Services site availability during CanAm business hours (8:00 am – 6:00 pm Monday through Friday Mountain Time) for 99% uptime or better in a calendar month. Credits may be claimed only against loss of Hosting Services during CanAm business hours.

3.2. If CanAm during regular Client business hours fails to provide Hosting Services availability, as defined below, in any given calendar month, CanAm will issue a credit towards future Hosting Service Fees in accordance with the following schedule:

Hosting Services Site Availability Credit Percentage (of monthly fee)

99.0% to 100% 0%

98.0% to 98.9% 2.5%

97.0% to 97.9% 5%

95.0% to 96.9% 7.5%

90.0% to 95.0% 25%
Below 90.0% 100%

3.3. Can/Am will provide a monthly report identifying any downtime in the previous month. Downtime will be calculated to the minute from the time it is first detected (by our monitoring or by Client report) until service is restored, during the guaranteed availability time period defined in 3.1. Downtime percentage is calculated as: Minutes of Downtime / (Daily Guaranteed Availability Minutes X Number of Business Days in Month – Emergency Outage Minutes). Credits will be applied to the next billing cycle.

3.4. The total amount credited to Client for any given month under this Hosting SLA will not exceed the total Annual Software as a Service fee paid by Client for such month for the affected service. Except in cases of gross negligence, client specifically acknowledges and confirms that under no circumstances whatsoever will CanAm be liable for any incidental, indirect, exemplary, special or consequential damages of any nature or kind, or any loss resulting from business disruption arising from any services covered under the terms of this agreement, regardless of the form of action, whether in contract, tort (including negligence), 289 of 663
strict product liability or otherwise, even in the event that CanAm has been advised of the possibility of such damages.

3.5. Client will not receive any credits under this Agreement in connection with any failure or deficiency of CanAm Hosting Services caused by:
Scheduled Maintenance – Time allocated for scheduled monthly maintenance or critical updates of servers and other CanAm equipment will not be considered “down time” as used in the calculation of Hosting Services availability described in Section 3.2 of this Hosting SLA. Maintenance will be scheduled for outside of Client Business hours specified in Section 3.1 of this Hosting SLA. The schedule for regular monthly maintenance windows will be provided to the Client at least 4 weeks prior. Except for emergencies, maintenance outages will be communicated via e-mail to the Client at least 2 business days in advance of any such outage.
Client Equipment – Client is solely responsible for maintaining all Client equipment not at the Hosting Services Site and for ensuring that such equipment is in proper working order, has the correct software installed, and has the ability to connect to the CanAm Hosting Services for the exchange of data.
Client ISP Provider – Client is solely responsible for maintaining all Client connections with local Internet Service Providers (ISPs) and for resolving any problems that might arise with local ISP connections.
Internet Outages – CanAm is not responsible for Internet outages (including ISP peering) that may make CanAm Hosting Services appear inaccessible when others can still access it. Client Acts or Omissions – including acts or omissions of others engaged or authorized by Client, including, without limitation, any negligence, willful misconduct, or use of the Hosting Services in breach of the terms and conditions of this Hosting SLA. Force Majeure
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©2021 Can/Am Technologies, Inc.

Exhibit C: Statement of Work
City of San Mateo, CA
Teller Implementation Project
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Exhibit C: Statement of Work – Teller Implementation Project City of San Mateo, CA 02/07/2022
©2021 Can/Am Technologies, Inc.Page 11 of 12
Overview
This Statement of Work (“SOW”) is issued pursuant to the Teller Software as a Service agreement (the “Agreement”) between the City of San Mateo (“Client”) and Can/Am Technologies, Inc (“CanAm”). The SOW describes the scope and pricing of services and hardware for the Teller implementation project.

This Project has a fixed-price cost of $116,280 for professional services, not including travel costs and optional items which are itemized in this document. SaaS Licensing costs are specified in the Teller SaaS Agreement. Professional Services costs are fixed costs and payable as per the Payment Milestones section in this document.

The schedule will be discussed with the Client project team at the Project Kick-off meeting before a final schedule is established and will be contingent on several factors including Client staff availability and resources.
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Exhibit C: Statement of Work – Teller Implementation Project City of San Mateo, CA 02/07/2022
©2021 Can/Am Technologies, Inc.Page 11 of 12
Contact Information
Can/Am Technologies President: Joshua Langemann
Direct Phone: 303-847-4684
E-mail: [email protected]
Teller Project Manager: Jacqueline Daily-Malysa
Direct Phone: 720-930-4056
E-mail: [email protected]
Can/Am Technologies Information:

Mailing Address:
1726 Cole Blvd, Suite 210
Lakewood, CO 80401
Telephone:
1-844-583-5537 – toll-free
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Exhibit C: Statement of Work – Teller Implementation Project City of San Mateo, CA 02/07/2022
©2021 Can/Am Technologies, Inc.Page 11 of 12
Scope of Work
The implementation project includes project planning, project management and project administration services to execute the Project successfully within the stated timelines and budget. The scope includes the project kickoff, Teller setup/configuration, development/testing of all integrations, standard reporting, training, and UAT/Go-live support. The stated Target Month will be determined by CanAm and the Client and may be adjusted once an approved project timeline is completed.

Scope of Services
Target
Month
Activity Description Acceptance Criteria
1 Kickoff
Meeting,
Teller Analysis
Workshops,
and
Configuration
Meetings to include:
Teller Kickoff meeting with
implementation team members to
provide project overview and
demonstration of Teller.
Analysis workshops for configuration of
Teller software.
IT workshop for coordination of
deployment, hosting, and IT
requirements for equipment.
Project planning.

CanAm has completed
workshops and shared the
resulting initial decision
documentation.
2 Interface
Workshops
Meetings to including analysis of:
Workday A/R (Real-time)
Wells Fargo Credit
End-of-day batch interface 1
End-of-day batch interface 2
End-of-day batch interface 3
CanAm has completed
workshops and shared the
initial resulting decisions
and interface requirements.
2 Interface
Requirements
Interface specifications for all third-party
interfaces including:
Workday A/R (Real-time)
Wells Fargo Credit
CanAm has delivered
finalized Interface
Requirements documents
based on information
gathered with Client on
each interface.
3 Teller
Configuration
Completion of initial Teller Configuration and
Setup based on Workshops.

CanAm has performed
initial Teller configuration
available to Client in Test
environment and provided
the Teller Configuration
Spreadsheet and Analysis
Decisions Document.
3 Revenue
Submission
Configuration
Completion of initial Revenue Submission
configuration.

CanAm has performed
initial Revenue Submission
configuration available to
Client in Test environment.
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Exhibit C: Statement of Work – Teller Implementation Project City of San Mateo, CA 02/07/2022
©2021 Can/Am Technologies, Inc.Page 11 of 12
3 Interface
Workshops
Remote Analysis of interfaces to Batch Interfaces:
Workday Financials
Wells Fargo ICL
End-of-day batch interface 4
End-of-day batch interface 5
CanAm has completed
workshops and shared the
resulting decisions.
4 Teller Online
Configuration
Completion of initial Teller Online configuration. CanAm has performed initial Teller Online
configuration available to
Client in Test environment.
5 Interface
Development
Development of Teller interfaces to:
End-of-day batch interface 1
End-of-day batch interface 2
Configuration of Teller interfaces to:
Wells Fargo ICL
Workday A/R (Real-time)
CanAm has demonstrated
working integrations in
Client Test environment.
6 Interface
Development
Development of Teller interfaces to:
Wells Fargo Credit integration
End-of-day batch interface 3
End-of-day batch interface 4
End-of-day batch interface 5
Configuration of Teller interfaces to:
Workday Financials
CanAm has demonstrated
working integrations in
Client Test environment.
7 System
Integration
Testing
System Integration Testing with Client systems and
all interfaces and configuration in place.

CanAm has demonstrated
all integrations in Client
Test environment.
7 Training Trip Delivery of final configuration. Training preparation and training sessions over 3 days for
delivery of setup and training sessions:

1. Teller Usage training (Train the Trainer)

2. Teller Administrator training (Train the
Trainer)

3. Revenue Submission Training (Train the
Trainer)

4. Teller Online Support Training (Train the
Trainer)

5. Teller Reporting Training
Training sessions completed
including remedial sessions
as needed.
8 UAT Remote support for Client’s User Acceptance
Testing.

Client-led End-User Training.

CanAm has documented all
issues identified and
resolved any High or Critical
priority issues raised during
agreed-upon UAT period.
8 Go Live Provision Teller Production environment. Teller is utilized in Production by Client for two
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Exhibit C: Statement of Work – Teller Implementation Project City of San Mateo, CA 02/07/2022
©2021 Can/Am Technologies, Inc.Page 11 of 12
Provide 2 days of go live support by a Teller
technician.
1-week Post-Go Live Support by Implementation
team or until any critical or high priority issues
remain unresolved.

Transition to Teller Client Care for ongoing
support.
weeks with all in-scope
functions operational and
any High or Critical priority
issues resolved in
Production to Client’s
satisfaction.

Monthly Project
Management
Monthly
Plan and oversee all aspects of the Teller
implementation project to meet the Client’s
project goals on time and within budget.
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Exhibit C: Statement of Work – Teller Implementation Project City of San Mateo, CA 02/07/2022
©2021 Can/Am Technologies, Inc.Page 11 of 12
Optional Items
Estimated Travel Costs
Item Description Price
Custom Report Analysis, design, and development of moderate complexity custom report.

Configuration of report in Client environment.

Moderate Complexity is a report similar in field count and layout elements to the Teller Report of Collections or the Teller Close Out Report. $3,450
Additional On-Site
Support Trip
Provide 2 days of on-site support by a Teller technician.

Travel will be billed at cost in addition to quoted price. $3,320
Item Description Estimated Total
Travel (4 trips) Actual costs billed monthly as incurred in each month $19,550 297 of 663
Exhibit C: Statement of Work – Teller Implementation Project City of San Mateo, CA 02/07/2022
©2021 Can/Am Technologies, Inc.Page 11 of 12
Payment Milestones
Invoices will be sent once a month for PM services and the portion of the project attributable to the month per the schedule below. Hardware will be billed on separate invoices. Note that Project Management will continue to be billed monthly should the project go longer than anticipated, at the specified rate of $1,700 per month. Month 1 begins on the first month of the Teller implementation project, based on the overall ERP implementation project schedule.

Month Planned Activities Notes Amount
1 Kickoff Meeting, Teller Analysis
Workshops
Services, PM $14,500
2 Interface Workshops, Interface
Specifications
Services, PM $14,500
3 Teller Configuration, Revenue
Submission Configuration, Interface
Workshops
Services, PM $14,500
4 Teller Online Configuration, Interface
Development
Services, PM $14,500
5 Interface Development Services, PM $14,500
6 Interface Development Services, PM $14,500
7 System integration testing, Training Services, PM $14,500 8 Client-led End-User Training, Go Live Services, PM $14,780 $116,280
Pricing Terms
All quoted pricing is in US dollars and exclusive of any applicable taxes. All invoices are based on Net 30 payment terms.
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Exhibit C: Statement of Work – Teller Implementation Project City of San Mateo, CA 02/07/2022
©2021 Can/Am Technologies, Inc.Page 11 of 12
Hardware Options
Equipment prices are provided based on current rates and good for 6 months.

Item Model Unit Price Quantity Total
Receipt Printer Epson TM-M30/USB/Thermal Printer $250 0 $0 Check Scanner Digital Check CheXpress CX30 $406 5 $2,030 Cash Drawer APG Series 4000 Electronic Cash
Drawer with Multi-Pro interface cable
$292 0 $0
Credit/Debit
Device
Ingenico Lane 5000 USB credit/debit
PINPad with cables
$628 0 $0
Total Equipment 5 $2,030
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Exhibit C: Statement of Work – Teller Implementation Project City of San Mateo, CA 02/07/2022
©2021 Can/Am Technologies, Inc.Page 11 of 12
Assumptions
All quoted pricing is in US dollars and exclusive of any applicable taxes. All deliverables are provided on a Fixed Price basis.
First year of hosting/licensing will be billed upon contract signing. 25% of services are billed upon contract signing.
No data conversion of cashiering data is anticipated in this project or included in the scope. Usage training is on a “train the trainer” basis, designed to enable the Client’s key users to train existing and future staff on Teller. It is assumed that Can/Am will provide one set of training with documentation to key Client staff and trainers, who will perform end-user training for each area.
Statement of Work is based on the assumption of a single Teller implementation cycle. Online Payment and Credit Processing functionality assumes that Client will contract with Wells Fargo or a Teller-integrated credit/e-pay provider for electronic payment processing and online bill payment.
Image Cash Letter integration is based on an interface to Wells Fargo and assumes that the Bank will cooperate in testing and approval for ICL submission from Client’s Teller system. The CanAm Project Manager will coordinate the project with the Client, in conjunction with the Collaborative Solutions project team implementing the Workday solution. The travel and accommodation costs necessary to deliver the scope of this effort described in this document are estimated and will be billed based on actual travel costs per the Can/Am Travel Policy. Public health concerns may require a combination of remote and on-site implementation.

Client Responsibilities
Provide available current cashiering process documentation, including copies of any forms or receipts used.
Provide mandatory cash management controls required.
Provide list of items for sale with applicable price & account strings. Identify and provide subject matter experts to collaborate with CanAm. Attend analysis, demonstration, and training sessions. Create user acceptance testing scenarios and plans.
Provide training to end users prior to go live.
Acquire and set up all POS hardware and Credit Terminals (Through CanAm if desired). Client staff will be available when required. Delays caused by lack of access may impact cost and schedule.
For all business application interfaces, obtain and provide the Teller implementation team with all API specifications and/or database connections and/or example files as well as a dev/test environment suitable for development of the interfaces. Where a test environment is not 300 of 663
Exhibit C: Statement of Work – Teller Implementation Project City of San Mateo, CA 02/07/2022
©2021 Can/Am Technologies, Inc.Page 11 of 12
available, Client will provide a technical resource that will provide sample input data and validation of all output batch files.
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Exhibit C: Statement of Work – Teller Implementation Project City of San Mateo, CA 02/07/2022
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UAT and Change Management
UAT Acceptance
The process of UAT acceptance allows the project teams and other project stakeholders to confidently move the project forward to Go Live knowing that key deliverables have been completed to the satisfaction of both parties.

Upon completion of all deliverables and delivery of the complete system into the Client Testing Environment, Client will conduct User Acceptance Testing based on test plans that the Client develops.

CanAm will support Client in this process.

Within 2 weeks of start of testing, Client will deliver to CanAm a list of all issues the High or Critical of which must be resolved prior to go live, if any. Once the issues have been resolved, Client will test and either approve for Go Live or provide an additional list of items to resolve. This process will be documented with an Issues Log to enable tracking of issues and approval of results.

Change Requests
Scope management is a joint responsibility of the CanAm Project Manager and the Client Project Manager.

The project team naturally plays a significant role in the management of scope and ultimately the success of the project.

The change control process is initiated when CanAm and/or Client determine that a change is required to the current scope or schedule baseline at the time the change is identified. Changes to the project scope, schedule and costs will be documented and agreed to using Change Request forms executed by the Client Project Manager and the CanAm Project Manager. The Change request forms will be reviewed and rejected or approved by the Client’s ERP Project Steering Committee before approval is granted to CanAM. 302 of 663
Exhibit C: Statement of Work – Teller Implementation Project City of San Mateo, CA 02/07/2022
©2021 Can/Am Technologies, Inc.Page 11 of 12
Warranty

1. CanAm represents and warrants that:
a. it will perform the Services in a professional manner. This includes taking in good faith all reasonable measures to achieve the results described in the Statement of Work; b. the Deliverables created by CanAm in connection with this Agreement will conform to the terms and specifications provided herein;
c. it will not unreasonably delay deliverables beyond the estimated completion months set forth above, and it will immediately inform Client of any delays; d. it has the full power and authority to enter into this Agreement, to carry out the obligations under this Agreement and to grant to Client the rights granted hereunder.

2. Unless otherwise directed by Client, CanAm will commence the Services at the time specified in the Statement of Work or as otherwise agreed by the Parties. Unless otherwise specified by Client, the Services will continue without interruption, and the Services will be completed, and the Deliverables will be provided within the time specified. Notwithstanding the foregoing, Client acknowledges that CanAm’s performance of this Agreement is dependent in part on Client’s actions and that any dates or time periods relevant to the performance of this Agreement by CanAm will be appropriately extended to account for any delays caused by Client’s actions or omissions or failure to perform any of its obligations pursuant to this Agreement.

3. CanAm warrants the Services provided under this Agreement for a period of ninety (90) days after go-live.

4. TO THE MAXIMUM EXTENT PERMITTED BY LAW, CANAM DISCLAIMS ALL OTHER WARRANTIES

AND CONDITIONS, EXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, IMPLIED

WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE OR OF MERCHANTABLE QUALITY,

WHETHER ARISING BY STATUTE OR IN LAW OR AS A RESULT OF A COURSE OF DEALING OR TRADE USAGE.
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Contract Amendment Page 1 of 2
Rev 7/21
AMENDMENT NO. 1 TO THE AGREEMENT

BETWEEN THE CITY OF SAN MATEO AND

PLANTE & MORAN, PLLC FOR

PROFESSIONAL CONSULTANT SERVICES
($201,020 [Original Amount], $740,000 [added amount])

WHEREAS, the City of San Mateo (“City”), a municipal corporation of the State of California, and Plante & Moran, PLLC (“Plante Moran”), entered into an Agreement for professional consultant services for financial system replacement support (“Agreement”) on July 24, 2020; and

WHEREAS, City and Plante Moran wish to amend the Agreement effective February 22, 2022 to extend the term, modify the scope of services, and increase compensation of this Agreement.

NOW, THEREFORE, the parties agree as follows:

1. Section 1 of the Agreement is amended to read:

The scope of services to be performed by CONSULTANT under this Agreement is as described in Exhibit A and Exhibit D to this Agreement, attached and incorporated by reference.

2. Section 4 of the Agreement is amended to read:

The services to be performed under this Agreement shall commence on July 21, 2020 and be completed on or about September 30, 2023.

3. Section 5 of the Agreement is amended to read:

Payment shall be made by CITY only for services rendered and upon submission of a payment request. In consideration for the full performance of the services set forth in Exhibit A and Exhibit D, CITY agrees to pay CONSULTANT fees up to the amount of funds appropriated for this project, pursuant to rates stated in Exhibit B to this Agreement, attached and incorporated by reference.

4. The remaining terms of the Agreement remain in full force and effect.

[SIGNATURE PAGE FOLLOWS]

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Contract Amendment Page 2 of 2
Rev 7/21
IN WITNESS WHEREOF, CITY OF SAN MATEO and Plante & Moran, PLLC have executed this Amendment No. 1 on ___________________.

CITY OF SAN MATEO

CONTRACTOR

Drew Corbett
City Manager

Date Adam Rujan
Its Authorized Agent
Partner

If a Corporation, can be either 1)
President or 2) Vice President plus
an additional corporate officer
(i.e., Secretary, Treasurer) who
shall sign below.

Date

APPROVED AS TO FORM

ADDITIONAL CORPORATE

OFFICER
(if necessary per the above)

Linh P. Nguyen
Assistant City Attorney
Date Date

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AMENDMENT DATED:

FEBRUARY 04, 2022
Make the mark.

CITY OF SAN MATEO
Advisory Services for ERP Selection and Implementation
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Table of Contents

1. Key Personnel ................................................................................................................................. 4 Key Team Members ....................................................................................................................... 5 Resumes ............................................................................................................................................ 6

2. Project Approach ......................................................................................................................... 12 Proposed Implementation Services ........................................................................................... 13 Overview of Project Approach .................................................................................................. 13

3. Project Budget .............................................................................................................................. 16 Project Budget ............................................................................................................................... 17 Project Fee Assumptions ............................................................................................................. 18

4. Workplan Detail ........................................................................................................................... 19

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February 4, 2022

Rich Lee - Finance Director
City of San Mateo
330 W. 30th Avenue
San Mateo, CA 94403

RE: Proposed Amendment to the Agreement with Plante & Moran, PLLC for Professional Consultant Services for Financial System Replacement Support dated July 24, 2020

Dear Mr. Lee,
Plante & Moran, PLLC (Plante Moran) is pleased to submit this amendment to provide ERP Implementation Project Management services to the City of San Mateo. We look forward to working with the City to implement the new ERP solution.

Based on our previous conversations, this amendment will serve to define the services listed within phase 5 of our original proposal. Specifically, Plante Moran will serve as the City’s Project Manager throughout the implementation of City’s ERP implementation with Workday, Collaborative Solutions, and Can/Am’s Teller solution. Our scope and specific activities are defined in the following pages.

Thank you for the opportunity to continue to provide professional services to the City. We look forward to continue working with the City on this important project. If you have any questions concerning this proposal please contact me. If you are in agreement with this engagement letter, please sign below and send back to my attention.

Very truly yours,

PLANTE & MORAN, PLLC
Adam Rujan, Partner
248-223-3328 - [email protected]

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Advisory Services for ERP Selection and Implementation Plante Moran |4

1. Key Personnel

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Advisory Services for ERP Selection and Implementation Plante Moran |5 Key Team Members
The following table lists the key personnel for this project and a description of the role each will serve.

Availability assumes a project start date of February 28, 2022. Other staff may be assigned as needed.

Project Staff Project Role
Adam Rujan, Partner Project Engagement Partner
Alan McCarrick, Manager Project Manager
Jenna Houterloot, Consultant Project Consultant
Brian Pesis, Manager Project Advisor
Mike Blickhahn, Senior Manager Human Resources and Payroll Subject Matter Expert Diane Langham, Consultant Chart of Accounts and Finance Subject Matter Expert Additional Consultants Based on the unique needs the City identifies throughout the life of the project, we will identify and utilize additional consultants on this project. This may include areas such as internal controls and risk management, cybersecurity, infrastructure, or any other areas the City requires.

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Advisory Services for ERP Selection and Implementation Plante Moran |6 Resumes

Education
Master of Business Administration
University of Michigan
Bachelor of Science Engineering,
Wayne State University
Selected Presentations/
Publications
Cost Savings in Information
Technology: ICMA webinar 2012
Outsourcing IT: ICMA Annual
Conference 2011
Improving Performance through IT
Governance: Public Technology
Institute 2009, 2010
Effectively Capturing Business
Intelligence: ICMA Annual Conference
2013
Adam Rujan
Partner
Management Consulting
Summary of Experience
Adam has nearly thirty years’ experience consulting to government and public sector organizations. His experience includes assisting governmental units with organizational and operational analyses, IT Assessment, and system selection reviews. He has developed specific expertise in assisting organizations understand and implement new technology, including issues of IT governance and change management. Adam’s clients have included a wide range of local municipalities, counties, agencies and authorities and state government. He is a frequent presenter and has authored numerous articles on improving operational efficiency and effectiveness. He recently authored a chapter on IT Governance for the book CIO Leadership for Cities and Counties, published by the Public Technology Institute. Adam was/is the Partner responsible for all of the referenced public sector client engagements.

Selected Key Clients
 City of Palo Alto, CA
 Town of Hempstead, NY
 City of Asheville, NC
 Broward County, FL
 City of Augusta, GA
 Cook County, IL
 City of Detroit, MI
 City of Long Beach, CA
 Johnson County, KS
 City of Corpus Christi, TX
 St. Louis County, MO
 City of Colorado Springs, CO
 City of Flagstaff, AZ
 City of Santa Barbara, CA
 City of Seattle, WA
 Marin County, CA

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Education
Bachelor of Business Administration in
Computer Information Management,
Northwood University
Certifications
ITMLE (IT Management and
Leadership Executive) Certified
ITIL Foundations Certified
Certified Ethical Hacker (CEH)
FEMA
o Incident Command Structure –
ICS
o National Incident Management
System (NIMS)
Alan R. McCarrick
Manager
Management Consulting
Summary of experience
Proven background of increasing responsibility including direction and management of enterprise IT environment. Accomplished professional with over 20 years of experience in data and telecommunications management, implementation, and administration. Outstanding leadership abilities; able to coordinate and direct all phases of project-based efforts while managing, motivating, and leading project teams. Well-earned reputation as an organized, confident, and respected leader and manager. Noted for excellent communication and interpersonal skills. Proven capacity to implement solutions through full life cycle project management.

IT Service Management: Working in local government organizations throughout his career, Alan provides firsthand experience enabling business units to increase the business value derived from enterprise IT systems and applications. As client services manager for a mid-sized, full-service municipality, he was responsible for the delivery of IT services from concept through implementation as well as day-to-day IT operations and customer satisfaction.

Public Sector IT Leadership: As a former department head and administrative leader in municipal government, Alan led multiple enterprise technology initiatives leveraging cost/benefit and ROI analysis and justification. His clients recognize his ability to shepherd teams and build relationships through organizational development and positive change.

Technology Planning: Alan has experience in developing strategic technology transition and consolidation plans whether moving from on-premise to cloud, datacenter refresh, security operations planning, or enterprise application acquisitions and migrations.

Selected key clients
 City of Lansing, MI
 City of East Lansing, MI
 Applied Innovation Inc., Dublin, Ohio
 United States Air Force, McClellan AFB, Sacramento, CA

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Advisory Services for ERP Selection and Implementation Plante Moran |8

Education:

Bachelor of Business Administration,
Ross School of Business,
University of Michigan
Selected Presentation:

Creating an Enterprise View of Asset
Information at the City of Arvada, CO:

APWA Colorado Chapter Conference
2015
Professional Affiliations:

Member, American Water Works
Association
Member, Colorado Government
Finance Officers Association
Brian Pesis
Manager
Project Manager
Summary of Experience
As a Manager, Brian has 7 years of experience providing consulting services to government and public sector organizations. His experience is focused around providing ERP software needs assessments, system selections, and software implementations, coupled with business process mapping and optimization. Within ERP systems, his focus is on Financial, Human Resources, Customer Information (CIS) and Utility Billing Systems (UB), and Enterprise Asset Management (EAM) systems.

Furthermore, Brian has experience in performing IT assessments and strategic plans.

During software projects, Brian plays a key role in both managing the project, and performing project tasks, such as report development, process mapping, the development of functional requirements and the RFP, performing proposal analysis, and assisting with due diligence. Throughout all projects, he conducts interviews with process owners and end users to understand current organizational needs, functional gaps, opportunities for improvement, and how to apply best practices. During software implementation projects, Brian utilizes tools to track project action items, monitor the project budget, and ensure vendor compliance with the statement of work and contract, among other activities.

Selected Key Clients
 City of Arvada, CO
 City of Bend, OR
 City of Bismarck, ND
 City of Cheyenne, WY - Board of
Public Utilities
 City of DeLand, FL
 City of Fort Collins, CO
 City of Independence, MO
 City of Glenwood Springs, CO
 City of Greeley, CO
 City of Kirkwood, MO
 City of Longview, TX
 City of West Palm Beach, FL
 County of Adams, CO
 County of Boone, MO
 County of Midland, MI
 County of St. Lucie, FL
 Cuyahoga County Public Library,
OH
 Hillsborough County
Aviation Authority, FL
 Santa Margarita Water
District, CA
 Town of Longboat Key, FL
 Town of Pembroke Park, FL
 Village of Park Forest, IL

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Advisory Services for ERP Selection and Implementation Plante Moran |9 Education
Bachelor of Science, University of
Illinois
Professional training &
affiliations
Society for Human Resource
Management (SHRM)
International Public Management
Association (IPMA)
International Association for Human
Resources Information Management
(IHRIM)
Mike Blickhahn
Manager
Management Consulting
Summary of experience
Mike has over 25 years of experience leading various human resource operational functions in healthcare, government, and retail pharmacy. Mike has human resources leadership and operational experience at employers ranging from 500 to 200,000 employees. He has significant experience in employee compensation, benefits, and the administration of human resource systems, including several years at a Fortune 50 company overseeing all aspects of human resources for all mergers, acquisitions, and divestitures.

Mike has led human resource teams through systems assessments at all levels, including overseeing the selection, data conversion, and management training programs needed for new HRIS systems. Mike is well versed in the design of post- implementation human resource processes and team structures, including the necessary change management techniques to ensure user acceptance.

Mike has extensive management experience and operational knowledge of all areas of human resources, including:
o HRIS and payroll administration
o Compensation and benefits plan design and administration o Talent acquisition and employee onboarding
o Human resources policies and procedures
Selected key clients
 Milwaukee County, WI
 Jefferson County, CO
 Kent County, MI
 City of Baton Rouge, LA
 Baton Rouge Recreational
Authority, LA
 Miami Dade County, FL
 Great Lakes Water Authority, MI
 Gwinnett County, GA

 Prince William County, VA
 King County Library System, WA
 City of St. Louis, MO
 Broward County, FL
 West Palm Beach, FL
 Elk Grove Village, IL
 Southwest Ohio Waste
Management Authority, OH
 Shelby County, TN

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Advisory Services for ERP Selection and Implementation Plante Moran |10 Education
Master of Science in Information
Systems and Bachelor of Science in
Informatics
Indiana University - Bloomington

Jenna Houterloot
Consultant
Management Consulting
Summary of experience
Jenna is a recent graduate of Indiana University, where she earned her Master of Science in Information Systems from the Kelley School of Business as well as her Bachelor of Science in Informatics. She has taken various classes in IT strategy, data analytics, database management, project management, and operations management. During her master’s program, she also worked on a capstone project where she had the opportunity to work with a client who provides a modern-day data analytics software tool. Her work consisted of aggregating a large dataset for a new industry vertical to create real time business insights for the client to use in future demonstrations. This enabled the client to better advertise their software and business capabilities.

Jenna’s ability to quickly adapt to change and easily work with others enhances her performance as a consultant and makes her a valuable asset to the team.

Throughout her time working in technology consulting at Plante Moran, she has experience assisting various government and public sector clients. Her experience includes work such as assistance with proposal development, RFP response analysis, technology system requirements gathering, and system analysis/cleanup.

Selected key clients
 City of Denton, TX
 City of Pflugerville, TX
 State of Washington

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Education
Master of Professional Accountancy
Mississippi State University
Bachelor of Professional Accountancy
Mississippi State University

Professional Certifications &
Affiliations
Certified Public Accountant
Previous member of and continued
involvement with the National
Association of State Auditors,
Comptrollers, Treasurers
Previous Executive Committee Member
for the National Association of State
Comptrollers

Employment History:

Plante Moran (2019-Present)
MS Department of Finance &
Administration (1987-2001, 2008-2018)
MS Department of Education (2001-
2008)
Ross, Eubank, Betts & Co., CPA’s (1985-
1987)
Diane Langham, MPA, CPA
Consultant
Management Consulting

Summary of Experience

Diane is an expert in government finance with thirty-one years’ experience in statewide government and state agency level financial management. During her state career, she was responsible for the state’s Comprehensive Annual Financial Report, served as state comptroller, managed statewide agency internal controls, and was a state agency accounting director. She was the finance lead on her statewide ERP implementation, transforming the business processes for over 100 agencies and ended her state career as the ERP Operations Director.

Since joining Plante Moran, Diane advises her former peers on ERP projects on system procurement and implementation strategies. Diane is a recognized expert on redesign of charts-of-accounts required for ERP projects.

Needs Assessment: Diane assists in the assessment of current capabilities and definition of future requirements for clients considering major transformation of systems. She creates fit-gap analyses and develops recommendations for implementations.

Systems Selection: With exposure to all the major SaaS products she has led groups through the definition of requirements and developed the evaluation materials to educate participants on the selection process. She has led vendor demonstrations and performed analysis on scoring for software and system implementation selection.

System Design and Implementation: Diane has assisted multiple ERP project teams from developing workplans to managing deployment timelines through stabilization, starting with her role on the State of Mississippi’s SAP ERP implementation. She provides expert advice to peers who seek to understand the impacts of system transformation and advises on best-practices for financial system design and deployment.

Business Process Design: Diane is skilled in the development of process maps to analyze and identify areas of improvement, as well as impacts on staff. She has trained staff and clients in various roles during ERP implementations.

Selected Key Clients
 State of Washington
 Valley Metro Transit, AZ
 Anoka County, MN
 Gwinnett County, GA
 Miami-Dade County, FL

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Advisory Services for ERP Selection and Implementation Plante Moran |12

2. Project Approach

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Advisory Services for ERP Selection and Implementation Plante Moran |13 Proposed Implementation Services
Project Management Services
The City seeks a Project Manager to lead and coordinate the implementation of the selected ERP solution.

Plante Moran proposes the creation of a project management office (PMO), led by Plante Moran’s Project Manager with support from City staff and other consultants as needed, to direct all Project Management activities and oversee the completion of implementation objectives in each of the project phases above.  Implementation planning
 Management and oversight of scope, schedule and budget  Assistance with transition to production
 Project close activities
A summary of the specific activities for each of these services is further described below.

Implementation Subject Matter Expertise
Throughout the course of the ERP implementation, Plante Moran anticipates providing a variety of subject matter expertise to the City on an as-needed basis. This will include, but is not limited to, assistance in the following areas:
 Chart of accounts design and guidance
 Human resources and payroll best practices
 Internal controls and risk management
 Cybersecurity
 Infrastructure and technical guidance
Overview of Project Approach
Phase 5: Implementation Management Assistance

Phase Objective and Summary of Activities: The purpose of this phase is to assist the City in the implementation and acceptance of the selected Workday and Can/Am solution. Based on the preliminary schedule as defined in the SOW, we anticipate the implementation timeline will be 18 months. However, this 318 of 663

Advisory Services for ERP Selection and Implementation Plante Moran |14 timeline may change based on a variety of factors (staff availability, functionality ultimately implemented, etc.).

We would expect to develop a detailed implementation schedule in conjunction with the City’s team as well as the ERP vendors during the plan phase of the project. The following summary activities are examples of the types of services Plante Moran team can provide the City. A detailed sample listing of tasks can be found in section 4.

1. Project Initiation and Implementation Planning
As part of the initiation and planning phase of an implementation project, there are a number of project activities that will be performed to ensure that a solid foundation for moving forward has been established.

We would envision working with the City, Collaborative Solutions, Workday, and Can/Am throughout these planning activities to conclude on the roles and responsibilities of all parties.

Specific deliverables include:
 Project charter, including project governance structure and roles and responsibilities  Project management plan, including risk and issue management  Project implementation plan and schedule
 Project RACI matrix
 Staffing plan
 Budget plan
 Scope change management plan
 Organizational change and communication management plan, with associated stakeholder analysis

2. Project Execution and Controlling
Upon completion of the initiation and planning phases of the project, the project will migrate to an execution and controlling phase in which the project tasks defined during the planning phases will be performed. In essence, this phase of the project is where the large majority of activities and time will be spent managing and controlling the project. Specifically, we will:
 Serve as the Project Manager for the City
 Work with Collaborative Solutions, Workday, and Can/Am to manage the project scope and schedule  Work with the City and vendors to manage the project budget  Attend project meetings
 Coordinate project resources
 Maintain and report on project risks, issues, action items, and decisions  Track and report project status
 Provide written project status summaries as needed to the project team, ERP Steering Committee, and executive sponsor
 Oversee the execution of the project communications plan 319 of 663

Advisory Services for ERP Selection and Implementation Plante Moran |15  Manage and coordinate organizational change activities  Work with the vendors to manage and coordinate implementation activities, including design, configuration, data conversion, testing, and training
 Review deliverables and provide recommendations for acceptance/conditional acceptance/non- acceptance to the City
 Maintain the project collaboration site and manage project artifacts

3. Project Closing and Post Implementation Support
Upon completion of the executing and controlling phases of the project, the project will transition to a project closing and transition to support phase in which much of the time will be spent on resolving go-live issues and transitioning from an implementation to an on-going operational state of the system. Specifically, we will:
 Coordinate training activities
 Ensure proper documentation is provide to administrators, power users, and end users  Develop a transition plan
 Manage the transition to production support
 Conduct a post-implementation debrief and document lessons learned

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Advisory Services for ERP Selection and Implementation Plante Moran |16

3. Project Budget

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Advisory Services for ERP Selection and Implementation Plante Moran |17 Project Budget
Phase 5
Plante Moran proposes a not-to-exceed fee schedule for the scope of services provided not to exceed $740,000*, exclusive of travel and incidental expenses. Invoices will be generated monthly based on staff hours incurred in the previous month at the agreed upon all-inclusive rate.

We would like to emphasize that our cost and work plan are flexible and the City is only billed as services are incurred. As part of the implementation planning task, we will work with the City to finalize a more detailed, preliminary work plan. Subject matter experts will be brought into the project on an as needed basis with approval of the Project Sponsor.
* Pricing outlined is based upon the project fee assumptions provided within this cost proposal.

Tasks Hours Fees
Project Management Services – Approx. 120 hours/month, plus 200 hours for implementation planning and project closure. 2,360 $590,000 Implementation Subject Matter Expertise
 Chart of accounts design and guidance - 200 hours
 Human resources and payroll best practices - 200 hours  Other areas (Controls, cybersecurity, infrastructure) – 200 hours 600 $150,000
Total 2,960 $740,000

Blended Hourly Rate: $250/hour for all staff. Project estimates provided above are intended as “Not to Exceed” budget amounts, actual final costs may be lower.

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Advisory Services for ERP Selection and Implementation Plante Moran |18 Project Fee Assumptions
Our project fees are based on the following assumptions. Should these assumptions change, we would adjust our professional fees accordingly in consultation with the City.  Based on the current COVID-19 conditions, Plante Moran envisions it will complete most project tasks off-site. The City reserves the right to request on-site activities. In this case, the travel and expense cost for on-site visits can be directly billed to the City in line with our firm travel guidelines or we can apply a fully loaded rate that will include travel. Both parties acknowledge at the onset of the project, the expectation is that interviews, status meetings, project meetings, and presentations will be completed remotely.
 All onsite work activity will be confirmed at least two weeks prior to the agreed upon travel date; any travel change costs incurred after such date will be expensed to the City at actual cost. This additional cost will be over and above the not-to-exceed fee amount.  Executive sponsorship represents all business areas and actively serves the needs of the project throughout its duration.
 City subject matter experts are available for scheduled implementation activities and complete their assigned activities on a timely basis.
 A project management or governance structure is developed with the City’s core team meeting on a regular basis to discuss project issues and manage change requests so their impact on schedule, resource commitments, costs, and quality can be determined.  Information presented by Plante Moran is well organized and thorough such that project related decisions are made in a timely manner whenever possible.  Stakeholders scheduled to attend meetings are present and ready to fully participate.  Decisions are made among the appropriate City staff in a timely manner.  City staff are open to considering business process changes and are willing to share their experiences surrounding current process challenges and desires for the future state processes in addition to those presented by Plante Moran for consideration.

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Advisory Services for ERP Selection and Implementation Plante Moran |19

4. Workplan Detail

Detailed Sample Project Activities
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Advisory Services for ERP Selection and Implementation Plante Moran |20 Below are typical activities we would include during the implementation phase. We can adjust what activities are performed based on the City’s needs. We will work to identify the correct activities

1. Project Initiation and Implementation Planning
The following table identifies the list of activities that we would anticipate occurring during the initial start-up phase of the project.

Activities Deliverables / Tools

1. Define project organizational structure including roles and responsibilities for the following major project functions as needed:
 Executive sponsor(s)
 Project managers (Collaborative, Workday, Can/Am, Plante Moran)  Project steering committee
 Process teams
 Process team leaders and backups
 Communications and change management team
 Technical team to include following functions as needed:
o System administrator
o Configuration management coordinator
o Interfaces and modifications coordinator
o Help desk
o Report development
o Interfaces development
 Training team
 Collaboration environment administrator
 Rights administrator(s)
 Testing coordinator
 Room and meeting scheduling coordinator
 Project plan management
 Documentation development coordinator
 Report development coordinator
 Meeting minutes coordinator
 Data conversion
 Roll-out coordinator
 Post implementation coordinator
Project Organizational Chart
Roles and Responsibilities
Matrix
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Advisory Services for ERP Selection and Implementation Plante Moran |21 Activities Deliverables / Tools

2. Develop an implementation phase project charter that is signed by the business champion that will define the following:
 Project title and description
 Project vision
 Project manager assigned and authority level
 Project objectives
 Project constraints
 Project influences
 Critical success factors
 Key project assumptions
 Business case for doing the project
 Product description and/or major deliverable
Project Charter

3. Define the on-going system support structure to include:
 Governance body (i.e., Steering Committee)
 Project manager
 IT project lead
 Help desk
 System administrator
 Report development
 Rights administrator
 Database administrator
 Programmer/analyst
 Module leads
 Training and documentation administrator
System Support Plan

4. Develop the project scope statement that includes the following:
 In-scope areas, functions and activities
 Out-of-scope areas, functions and activities
 List of deliverables and timing
 Milestones and timing
Scope Statement

5. Develop the Work Breakdown Structure (WBS). WBS

6. Develop an overall project timeline that incorporates vendor and City tasks and responsibilities.

Project Timeline

7. Develop procedure for updating and reviewing project timeline including:
 What needs to be updated
 Who makes the updates
 How frequently are the updates made and reviewed
 Who reviews the timeline and where
 What reports are generated for review
Schedule Management Plan
Project Timeline
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Advisory Services for ERP Selection and Implementation Plante Moran |22 Activities Deliverables / Tools

8. Determine whether there will be one centralized project plan that incorporates all tasks or whether there will be a master plan with milestones and that the individual teams are responsible for development of detailed project plans that roll-up to the master project plan.

Project Timeline

9. Define project deliverables and milestones and track with the following information:
 Deliverable/milestone name
 Deliverable/milestone description
 Area of responsibility
 Expected due date
 Actual due date
Project Deliverables /
Milestones Tracking Sheet

10. Complete the Stakeholder Impact Matrix that includes:
 Stakeholder group
 Expectations on the outcome of the project
 Impact to them as a result of performing the project
Stakeholder Impact Matrix

11. Establish expectations on City team member commitment.

12. Identify methods to handle additional staff workload including:
 Staff backfill
 Comp time
 Others

13. Procure facility locations for the following purposes (if on-site activities occur):
 City project management team
 Vendor project management team
 Vendor consultant resources
 Consulting rooms
 Training rooms
 Testing area
 General meeting rooms

14. Procure necessary physical and other resources for the project (if on-site activities occur), including:
 Personal computers (for training)
 White boards
 Printers
 Office furniture (desks)
 Network connections
 Network ID and password
 SharePoint access
 VPN access
 Physical security access including badge

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Advisory Services for ERP Selection and Implementation Plante Moran |23 Activities Deliverables / Tools
 Materials and other supplies
 Phones
 Etc.

15. When multiple project management and quality assurance entities are involved, clearly define roles and responsibilities between each of the entities.

Implementation
Management Responsibilities
Matrix

16. Determine the location of the Project Calendar including:
 Where the calendar will be located
 Who will be able to update the calendar and how
Project Calendar
Project Calendar Coordinator

17. Identify the individual(s) who will be responsible for scheduling of all meetings and facilities on the project.

Meeting and Room
Scheduling Coordinator

18. Review “lessons learned” from previous projects and those gathered by the client from their previous experiences.

Lessons Learned

19. Describe the anticipated project life cycle to the various project participants and the stages that the project will go through.

20. Define and discuss client expectations of what is to be expected during the project and once the project is completed for each of the functional areas and executive sponsors.

Client Expectations

21. Determine how the client will define project success (be as specific and tangible as possible with quantifiable measures).

Client Success
Characteristics

22. Identify all costs required to implement the system including:
 Hardware (desktop, server, printers, storage, peripherals, etc.)  Software (application, database, reporting, utilities, etc.)  Communications
 Services / staff (training, consulting, process redesign, project mgmt., travel and lodging, etc.)
 Other cost areas (facilities, travel for internal staff, technical training for IT staff, admin support, staff overtime, internal staff time, etc.)
Estimated Budget

23. Determine what costs are going to be tracked and charged to the project and how they will be charged including staff time.

24. Define budget sources for project.

25. Develop a projected cash flow for the project. Cash Flow Matrix

26. Define the templates, tools and a process for budget monitoring including:
 What is tracked
 Who is responsible for tracking
 Where is it tracked
 How often is it reported
Budget Monitoring Tool
Cost Management Plan

27. Conduct a project risk assessment session to define:

Risk scenario
Project Risk Assessment
Matrix
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Advisory Services for ERP Selection and Implementation Plante Moran |24 Activities Deliverables / Tools
Risk trigger
Controllability of risk
Probability of risk occurring
Risk impact (quantitative and qualitative)
Mitigation factors
Contingencies if the risk occurs
Risk owner

28. Define procedure for on-going project risk management including:
 How often it is reviewed and updated
 Who is responsible for monitoring and updating risks
Risk Management Plan
Risk Tracking Database

29. Define a process for acceptance of project deliverables. Deliverable Acceptance Form

30. Define the templates, tools and a process for tracking issues and action items including:
 How are action items identified
 How and where action items are logged
 Who is responsible for tracking and resolving action items  Frequency of reviewing the open action items list and who is involved in the review
Issues and Action Items
Database

31. Define the templates, tools and a process for meeting management including:
 Meeting protocol
 Template for documenting meeting minutes
 Definition as to how meeting minutes are archived
 Definition of how often teams should meet
Meeting Minutes Summary
Form
Meeting Protocol
Meeting Frequency

32. Define the templates, tools and a process for status reporting including:
 Who needs to develop status reports
 How often are status reports developed
 Where and who reviews status reports
Status Report Template
Status Report Frequency

33. Define the templates, tools and a process for initiating, reviewing, approving and tracking of change orders that may include impacts to cost, time and scope.

Change Order Form
Change Order Summary
Form
Change Management Plan

34. Determine who is responsible for the scheduling of rooms and staff for technical and consulting resources and coordinating these activities with the vendor.

35. Document the following with respect to decision-making on the project:
 How are decisions to be made
 Who needs to review decisions
 How are decisions documented
Decision-Making Log
Decision-Making Process
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36. Define project procurement procedures including:
 How project purchases are processed
 Who handles project purchases
 What purchases are tracked and by whom
Procurement Management
Plan

37. Develop a Communications Management Plan that documents the methods for gathering, storing and distributing various types of project information.

Communications
Management Plan

38. Define the communications needs of the various project stakeholders to include:
 Stakeholder group
 Information needs
 Methods/tools to satisfy those needs
Stakeholder Communication
Needs

39. Develop and implement a Project Collaboration Center:
 Define information to be tracked
 Define structure of collaboration environment
 Define collaboration administrator
 Implement structure
Project Collaboration Center

40. Determine and define a Quality Management Plan and Quality Review process for the project.

Quality Management Plan
Quality Review Process

41. Determine whether any team development activities will be conducted during the project.

Team Development Activities

42. Conduct a project kick-off meeting to include the following:
 Provide an overview of the project including reasons for the project  Describe how the project is organized including roles and responsibilities
 Define how success will be achieved
 Describe how the project will operate
 Define the project timeline
Project Kick-Off Meeting,
agenda and presentation

2. Project Execution and Controlling
Upon completion of the initiation and planning phases of the ERP implementation project, the project will migrate to an execution and controlling phase in which the project tasks defined during the planning phases will be performed. In essence, this phase of the project is where the large majority of activities and time will be spent managing and controlling the project. We would anticipate the following activities being performed in this phase of the project:

Activities Deliverables / Tools

1. Prepare site for system installation.

2. Define database and code environments to install and configure (e.g., test, training, production).

Defined Environments
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3. Define hardware specifications for both desktop and server environment that includes the maximum requirements for all software being used including 3rd party software.

Hardware Specifications

4. Procure hardware. Procured Hardware

5. Install and conduct hardware configuration. Installed Hardware

6. Install and conduct software configuration. Installed Software

7. Acquire, install and configure any other physical items (printers, desktop hardware and software, etc.).

8. Define and document process for deployment of client installs. Client Deployment Process

9. Define and document configuration management processes and coordinator.

Configuration Management
Process

10. Document installed technical environment. Documented Technical Environment

11. Document technical installation process that is unique to the client environment.

Documented Installation Process

12. Define FTP site for transferring of large files between the client and vendor.

FTP site

13. Define and develop Disaster Recovery Plan. Disaster Recovery Plan

14. Conduct team leads meeting.

15. Conduct project management status meetings.

16. Conduct Project Steering Committee meetings.

17. Conduct ad-hoc meetings, as needed.

18. Document and archive meeting minutes. Meeting Minutes

19. Prepare and present project status reports. Status Reports

20. Track project costs.

21. Prepare and present budget status reports on the project. Budget Status Reports

22. Identify processes to be mapped and redesigned. Processes and sub-processes

23. Identify process for reviewing and approving recommendations for redesigned processes.

24. Schedule process mapping and redesign sessions.

25. Conduct process mapping and redesign activities. Current process maps Redesigned Processes

26. Implement redesigned processes. Redesigned Processes

27. Execute changes to policies and procedures resulting from process redesign sessions.

Policy and Procedural
Modifications

28. Develop and implement a Communications and Change Management Plan. Communications & Change Mgmt. Plan
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29. Identify major project milestones and how these can be celebrated by the project.

30. Develop and Implement a Workforce Transition Plan. Workforce Transition Plan

31. Execute Communications and Change Management Plan.

32. Maintain and manage the Issues and Action Items Log. Issues and Action Items Log

33. Maintain and manage the Decision Log. Decision Log

34. Maintain and manage the overall project schedule. Project Schedule

35. Monitor progress related to completion of interface development, report development, data conversion, training, testing and other major components of the project.

36. Maintain and manage the individual team schedules. Project Schedule

37. Monitor completion of team homework assignments.

38. Identify, initiate, review and track change order activity.

39. Prepare project communications.

40. Resolve project issues.

41. Manage project staffing issues.

42. Assign and coordinate resources to conduct project activities.

43. Coordinate logistics around staff, vendor and facilities scheduling.

44. Schedule technical and application consulting sessions.

45. Monitor compliance of vendor(s) to their contract(s).

46. Monitor the overall status of the project and raise issues to the appropriate level within the project.

47. Review and comment, as needed, on the overall project timeline.

48. Monitor and report on project risks.

49. Review and approve/deny all vendor invoices. Vendor Invoices Memo of Approval/Denial

50. Conduct bi-monthly Quality Review sessions between the Client and Software Vendor.

Quality Review Feedback Form

51. Conduct training for rights administrators.

52. Define security needs.

53. Implement security classes.

54. Assign staff to security classes.

55. Determine application modifications, interfaces and forms required.

56. Confirm modifications, interfaces and forms requirements.

57. Develop modifications, interfaces and forms.

58. Test and deploy modifications, interfaces and forms. 332 of 663

Advisory Services for ERP Selection and Implementation Plante Moran |28 Activities Deliverables / Tools

59. Define required custom reports.

60. Review and prioritize custom report requests.

61. Develop custom report specifications.

62. Develop, test and implement custom reports.

63. Define testing processes to conduct to include:
 Static environment testing
 System testing
 Stress testing
 User acceptance testing
 Integration testing

64. Define test coordinator and role.

65. Develop mechanism in which to track test issues.

66. Develop test packets and scenarios as part of testing.

67. Conduct various levels of testing.

68. Resolve issues discovered during testing.

69. Conduct software consulting sessions.

70. Develop mechanism for tracking of attendees at the training sessions.

71. Define training curriculum(s). Training curriculum

72. Identify trainers. Trainers

73. Identify training locations. Training locations

74. Procurement training equipment.

75. Develop training material. Training Material

76. Schedule training sessions.

77. Copy and distribute training material.

78. Prepare training classrooms and conduct training sessions

79. Define and develop decentralized end-user documentation.

80. Define and develop centralized user documentation.

81. Define and develop technical support documentation.

82. Confirm data conversion requirements.

83. Develop data conversion maps. Data Conversion Maps

84. Develop data conversion programs. Data Conversion Programs

85. Extract data from legacy systems and send to vendor.

86. City to receive, load and reconcile converted data.

87. Archive legacy data for historical reporting.
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Advisory Services for ERP Selection and Implementation Plante Moran |29 Activities Deliverables / Tools

88. Conduct data conversion clean-up. Converted Data

89. Develop a transition strategy. Transition Strategy

90. Develop and execute go-live checklist. Go-Live Checklist

91. Define vendor support requirements both on-site and off-site for the go- live period and shortly thereafter. This would include support for integrated third-party products.

92. Go-Live.

Activities Deliverables / Tools

1. Identify post-implementation team activities that still require resolution.

2. Develop a post-implementation project plan. Post-Implementation Plan

3. Define vendor post go-live support requirements both on-site and offsite.

4. Transition City from implementation to support.

5. Develop a transition plan from the vendor to the client. Transition Plan

6. Develop and document on-going system support procedures. On-Going System Support Procedures

7. Develop and execute a script of activities to prepare for and conduct year-end fiscal cut-over.

Year-end cutover
checklist

8. Determine who will maintain issues log for each of the teams and at a PMO level.

9. Determine who will be monitoring error logs for the system on a regular basis.

10. Finalize the on-going support structure including roles and responsibilities of the different stakeholders.

11. Become involved in the vendor’s user group.

12. Archive project records.

13. Close-out all contracts.

14. Conduct debriefing sessions on the product and services portion of the project.

15. Conduct a process audit (6 – 9 months after implementation). Process Audit

16. Conduct a system audit (6 – 9 months after implementation). System Audit

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Adam Rujan
Engagement Partner
248-223-3328
[email protected]
We look forward to working with you.

Please contact us with any questions.
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CITY OF SAN MATEO
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5 2

CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 8 Section Name: CONSENT CALENDAR File ID: 21-5569 TO: City Council
FROM: Drew Corbett, City Manager
PREPARED BY: Parks and Recreation Department
MEETING DATE: February 22, 2022
SUBJECT:

East Hillsdale Park – Deed Restriction
RECOMMENDATION:

Adopt a Resolution to approve and authorize recordation of a deed restriction, satisfying Prop 68 Per Capita grant application requirements enabling the City to receive $241,821 towards the rehabilitation of East Hillsdale Park, and authorize the Mayor to sign the deed restriction on behalf of the City in substantially the form presented.

BACKGROUND:

In 2020, the City Council adopted a resolution enabling the Parks and Recreation Department to apply for Prop 68 Per Capita funds for the purpose of funding park rehabilitation, creation or enhancement projects. The Parks and Recreation Department successfully applied for and secured a $241,821 grant from the California Department of Parks and Recreation. Staff recommends that the funds be directed towards park and playground improvements at East Hillsdale Park. One of the requirements of the grant is that the City record a deed restriction ensuring that funds are committed to a park property that will not be rezoned for purposes other than a park for the next thirty years to reflect the terms of the grant contact. The property was originally granted to, and accepted by, the City for park purposes only (original grant deed included as Attachment 2 for reference) and is therefore already limited to use for park purposes. However, the California Department of Parks and Recreation requires that a deed restriction be recorded against the property as well. (See Deed Restriction attached to proposed resolution in Attachment 1.) BUDGET IMPACT:

While the deed restriction has no budget impact, the grant will contribute $241,821 towards the rehabilitation of East Hillsdale Park and will reduce the amount of park in-lieu funds required to complete the rehabilitation project.

ENVIRONMENTAL DETERMINATION:

This resolution recordation of a 30-year deed restriction is not a project subject to CEQA, because the use of the property is already restricted to park purposes and recordation of the deed restriction required by the California Department of Parks and Recreation is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Proposed Resolution and Deed Restriction
Att 2 – Original Grant of Parkland to City
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CITY OF SAN MATEO
2 7
5 2

STAFF CONTACT
Nicholas Tsiorvas, Business Manager
[email protected]
(650) 522-7408
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CITY OF SAN MATEO
RESOLUTION NO. (2022)

APPROVING THE RECORDATION OF A DEED RESTRICTION FOR EAST HILLSDALE PARK

WHEREAS, the State Department of Parks and Recreation has been delegated the responsibility by the Legislature of the State of California for the administration of the Per Capita Grant Program, setting up necessary procedures governing application(s); and

WHEREAS, the State Department of Parks and Recreation has awarded a grant to the City of San Mateo for improvements at East Hillsdale Park; and

WHEREAS, the procedures established by the State Department of Parks and Recreation require the City Council to certify by resolution the recordation of a deed restriction prior to the disbursement of grant monies; and

WHEREAS, staff is recommending that the City record a deed restriction with the County Recorder’s Office of the County in order to obtain the state funding and complete the improvements.

hereby:

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA,

1. Approves the recordation of a deed restriction, in substantially the form attached to this Resolution, for the Per Capita program grant project; and

2. Certifies that the City has ownership of the property; and

3. Certifies that the City will abide by the grant contract terms included herein for reference, and

4. Certifies that all projects proposed are consistent with the Park and Recreation Element of the City of San Mateo’s General Plan (Public Resources Code §80063(a)), and

5. Certifies that these funds will be used to supplement, not supplant, local revenues in existence as of June 5, 2018 (PRC §80062(d)).
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RECORDING REQUESTED BY:

California Department of Parks and Recreation
Office of Grants and Local Services

WHEN RECORDED MAIL TO:

Office of Grants and Local Services
PO Box 942896
Sacramento, CA 94296-0001
Attn: Mary Baum
SPACE ABOVE THIS LINE RESERVED FOR RECORDER’S USE

DEED RESTRICTION

I. WHEREAS, the City of San Mateo (hereinafter referred to as “Owner” is the

recorded owner of the real property described in Exhibit A, attached and incorporated herein by reference (hereinafter referred to as the “Property”); and
II. WHEREAS, the California Department of Parks and Recreation (hereinafter referred to as “DPR”) is a public agency created and existing under the authority of section 5001 of the California Public Resources Code (hereinafter referred to as the “PRC”). And
III. WHEREAS, Owner applied to DPR for grant funds available pursuant to the California Drought, Water, Parks, Climate, Coastal Protection, and Outdoor Access for All of 2018 Parks Bond Act, 2018 Parks Bond Act Per Capita Program for: Renovate existing neighborhood park on the Property; and IV. WHEREAS, on _July 1, 2020 , DPR’s Office of Grants and Local Services conditionally approved

Grant 18-41-014 and 18-41-013, (hereinafter referred to as “Grant”) for: Renovate existing neighborhood park on the Property, subject to, among other conditions, recordation of this Deed Restriction on the Property; and 339 of 663

V. WHEREAS, but for the imposition of the Deed Restriction condition of the Grant, the Grant would not be consistent with the public purposes of the 2018 Parks Bond Act, 2018 Parks Bond Act Per Capita Program and the funds that are the subject of the Grant could therefore not have been granted; and VI. WHEREAS, Owner has elected to comply with the Deed Restriction of the Grant, so as to enable Owner to receive the Grant funds and perform the work described in the Grant; NOW, THEREFORE, in consideration of the issuance of the Grant funds by DPR, the undersigned Owner for itself and for its heirs, assigns, and successors-in-interest, hereby irrevocably covenants with DPR that the condition of the grant (set forth at paragraph(s) 1 through 5 and in Exhibit B hereto) shall at all times on and after the date on which this Deed Restriction is recorded constitute for all purposes covenants, conditions and restrictions on the use and enjoyment of the Property that are hereby attached to the deed to the Property as fully effective components thereof.

1. DURATION. (a) This Deed Restriction shall remain in full force and effect and shall bind Owner

and all its assigns or successors-in-interest for the period running from July 1, 2018 through June 30, 2048.

2. TAXES AND ASSESMENTS. It is intended that this Deed Restriction is irrevocable and shall

constitute an enforceable restriction within the meaning of a) Article XIII, section 8, of the California Constitution; and b) section 402.1 of the California Revenue and Taxation Code or successor statue.

Furthermore, this Deed Restriction shall be deemed to constitute a servitude upon and burden to the Property within the meaning of section 3712(d) of the California Revenue and Taxation Code, or successor statue, which survives a sale of tax-deeded property.

3. RIGHT OF ENTRY. DPR or its agent or employees may enter onto the Property at times

reasonably acceptable to Owner(s) to ascertain whether the use restrictions set forth above are being observed.

4. REMEDIES. Any act, conveyance, contract, or authorization by Owner whether written or oral

which uses or would cause to be used or would permit use of the Property contrary to the terms of this Deed Restriction will be deemed a violation and a breach hereof. DPR may pursue any and all available legal and/or equitable remedies to enforce the terms and conditions of this Deed Restriction up to and including a lien sale of 340 of 663

the property. In the event of a breach, any forbearance on the part of DPR to enforce the terms and provisions hereof shall not be deemed a waiver of enforcement rights regarding any subsequent breach.

5. SEVERABILITY. If any provision of these restrictions is held to be invalid, or for any reason

becomes unenforceable, no other provision shall be affected or impaired.

Dated: , 20

Business Name (if property is owned by a business):

Owner(s) Name(s):

Signed: Signed:

PRINT/TYPE NAME & TITLE OF ABOVE PRINT/TYPE NAME & TITLE OF ABOVE

(GRANTEE’S AUTHORIZED REPRESENTATIVE) (ADDITIONAL SIGNATURE, AS REQUIRED)

**NOTARY ACKNOWLEDGEMENT ON THE NEXT PAGE**
341 of 663

State of California

County of

On before me, , a Notary Public, personally
appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Signature (Seal)
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
342 of 663

I
Exhibit A

DEED OF DEDICATION FOR PARK
This indenture made and entered into this _g,µ day of February, 1941 wherein the owner, DAVID D. BOHANNON, hereinafter referred to as the Grantor, and CITY OF' SAN MATEO, hereinafter referred to as the Grantee:

WITNESSETH:

That the Grantor hereby grants, conveys and dedicates unto the Grantee the herein described real property situated in said City for park pursoses, to wit:

0 b
'l-

PARCEL "A": BEGINNING at the most westerly corner of that certain subdivision shown upon the map entitled "UNIT NO. l HILLSDALE SAN MATEO, CALIFORNIA", which map was filed in the office of the County Recorder of San Mateo County on the 28th day of May, 1940 and re corded in Volume 22 of Maps at page 68, said most westerly corner being located on and along the southeasterly line of 31st Avenue South 63° 151 West 15.00 feet from the most westerlycorner;f Lot 21 as shown on said map of said subdivision; running thence from said point of beginning on and along the southwesterly boundary line of said subdivision South 26° 45' East 462.00 feet; thence South 63° 15' West 79.34 feet; thence North 26u 45' West 371.00 feet; thence North 63•15' East 64.34 feet; thence North 26° 451 West

91.00 feet to the above mentioned southeasterly line of 31st Avenue; thence on and along said southeasterly line of 31st Avenue North 63° 15' F.ast 15.00 feet to the point of beginning.

Containing 0.7071 acres of land more or less.

PARCEL "B": BEGINNING at the most norther:cy corner of the above mentioned subdivision entitled "UNIT NO. 1 HILLSDALE SAN I\IATEO, CALIFORNIA", said point being also located on and along_the south easterly line of Jlst Avenue North 63° 151 Ea.st 15.00 feet from the most northerly corner of Lot las said lot is shown upon the above mentioned map of said subdivision; running thence from said point of beginning on and along the easterly and southeaster:cy boundary lines of said subdivision South 26° 45' East 91.00 feet, South 6° 041 West 138.01 feet, South 17° 16' East 334 58 feet and South 63° 151 West 67.64 feet to the most easterly corner of Lot 70 as said lot is shown upon said map of said subdivision; thence South 12° 55' East 115.00 feet; thence North 68° 401 East 180.00 feet; thence North 20° 42' 15" West 577.87 feet; hence North 26 ° 45' West 91.00 feet to a point in the above mentioned southeasterly line of 31st Avenue; thence on and along said southeasterly line of 31st Avenue South 63° 151 West

15.00 feet to the point of beginning.

Containing l.2962 acres of land more or less.

IN WITNESS WHEREOF said Granter bas executed these presents, the day and year first above written.
_da,,,;,
€,.

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Grantee
DocuSign Envelope ID: 7B4A234E-7E82-460F-B289-231363647B5A Exhibit B State of California - Natural Resources Agency

DEPARTMENT OF PARKS AND RECREATION

GRANT CONTRACT
2018 Parks Bond Act
Per Capita Grant Program
GRANTEE City of San Mateo

THE PROJECT PERFORMANCE PERIOD is from July 01, 2018 through June 30, 2024

CONTRACT PERFORMANCE PERIOD is from July 01, 2018 through June 30, 2048

The GRANTEE agrees to the terms and conditions of this Contract, and the State of California, acting through its Director of the Department of Parks and Recreation, pursuant to the State of California, agrees to fund the total State grant amount indicated below.

The GRANTEE agrees to complete the GRANT SCOPE(s) as defined in the GRANT SCOPE/Cost Estimate Form or acquisition documentation for the application(s) filed with the State of California.

The General and Special Provisions attached are made a part of and incorporated into the Contract.

City of San Mateo
By

(Signature of Authorized Representative)

STATE OF CALIFORNIA

DEPARTMENT OF PARKS AND RECREATION
Title
Date
Director
9/23/2021
By
Date

10/11/2021

CERTIFICATION OF FUNDING

CONTRACT NO
C9801624
AMENDMENT NO FISCAL SUPPLIER I.D.
0000012045
PROJECT NO.
18-41-014

AMOUNT ENCUMBERED BY THIS DOCUMENT
$177,952.00
FUND.

Drought, Water, Cln Air, Cstl Protc, Outdoor Fund

PRIOR AMOUNT ENCUMBERED FOR THIS

CONTRACT
ITEM
3790-101-6088

CHAPTER
29 STATUTE
18 FISCAL YEAR
2021/22

TOTAL AMOUNT ENCUMBERED TO DATE
$ $177,952.00
Reporting Structured.
37900091
Account/Alt Account.
5432000-5432000000

ACTIVITY CODE
69801

PROJECT / WORK PHASE
379000001841014
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DocuSign Envelope ID: 7B4A234E-7E82-460F-B289-231363647B5A 1 I. RECITALS

This CONTRACT is entered into between the California Department of Parks and Recreation (hereinafter referred to as “GRANTOR,” “DEPARTMENT” or “STATE”) and City of San Mateo (hereinafter referred to as “GRANTEE”).

The DEPARTMENT hereby grants to GRANTEE a sum (also referred to as “GRANT MONIES”) not to exceed _$177,952 , subject to the terms and conditions of this AGREEMENT and the 2018/19 California State Budget, Chapter 29, statutes of 2018, Item number – 3790-101-6088 (appropriation chapter and budget item number hereinafter referred to as “PER CAPITA GRANT”). These funds shall be used for completion of the GRANT SCOPE(S).

The Grant Performance Period is from _July 01, 2018_ to _June 30, 2024_.

II. GENERAL PROVISIONS

A. Definitions

As used in this CONTRACT, the following words shall have the following meanings:

1. The term “ACT” means the California Drought, Water, Parks Climate, Coastal Protection, and Outdoor Access for All Act of 2018, as referred to in section I of this CONTRACT.

2. The term “APPLICATION” means the individual project APPLICATION packet for a project pursuant to the enabling legislation and/or grant program process guide requirements.

3. The term “DEPARTMENT” or “STATE” means the California Department of Parks and Recreation.

4. The term “DEVELOPMENT” means capital improvements to real property by means of, but not limited to, construction, expansion, and/or renovation, of permanent or fixed features of the property.

5. The term “GRANTEE” means the party described as the GRANTEE in Section I of this CONTRACT.

6. The term “GRANT SCOPE” means the items listed in the GRANT SCOPE/Cost Estimate Form or acquisition documentation found in each of the APPLICATIONS submitted pursuant to this grant.

7. The term “PROCEDURAL GUIDE” means the document identified as the “Procedural Guide for California Drought, Water, Parks, Climate, Coastal Protection, and Outdoor Access For All Act of 2018 Per Capita Program.” The 345 of 663
DocuSign Envelope ID: 7B4A234E-7E82-460F-B289-231363647B5A 2 PROCEDURAL GUIDE provides the procedures and policies controlling the administration of the grant.

B. Project Execution

1. Subject to the availability of GRANT MONIES, the STATE hereby grants to the GRANTEE a sum of money not to exceed the amount stated in Section I of this CONTRACT, in consideration of, and on condition that, the sum be expended in carrying out the purposes as set forth in the scope described in the enabling legislation and referenced in the APPLICATION, Section I of this CONTRACT, and under the terms and conditions set forth in this CONTRACT.

The GRANTEE shall assume any obligation to furnish any additional funds that may be necessary to complete the GRANT SCOPE(S).

The GRANTEE agrees to submit any change or alteration from the original GRANT SCOPE(S) in writing to the STATE for prior approval. This applies to any and all changes that occur after STATE has approved the APPLICATION. Changes in the GRANT SCOPE(S) must be approved in writing by the STATE.

2. The GRANTEE shall complete the GRANT SCOPE(S) in accordance with the time of the Performance Period set forth in Section I of this CONTRACT, and under the terms and conditions of this CONTRACT.

3. The GRANTEE shall comply with the California Environmental Quality Act (Public Resources Code, Section 21000, et seq., Title 14, California Code of Regulations, Section 15000 et seq.).

4. The GRANTEE shall comply with all applicable current laws and regulations affecting DEVELOPMENT projects, including, but not limited to, legal requirements for construction contracts, building codes, health and safety codes, and laws and codes pertaining to individuals with disabilities, including but not limited to the Americans With Disabilities Act of 1990 (42 U.S.C. §12101 et seq.) and the California Unruh Act (California Civil Code §51 et seq.).

C. Project Costs

1. GRANTEE agrees to abide by the PROCEDURAL GUIDE.

2. GRANTEE acknowledges that STATE may make reasonable changes to its procedures as set forth in the PROCEDURAL GUIDE. If STATE makes any changes to its procedures and guidelines, STATE agrees to notify GRANTEE within a reasonable time.

D. Project Administration

1. If GRANT MONIES are advanced for DEVELOPMENT projects, the advanced funds shall be placed in an interest bearing account until expended. Interest earned on the advanced funds shall be used on the project as approved by the STATE. If grant monies are advanced and not expended, the unused portion of the 346 of 663
DocuSign Envelope ID: 7B4A234E-7E82-460F-B289-231363647B5A 3 grant and any interest earned shall be returned to the STATE within 60 days after project completion or end of the Grant Performance Period, whichever is earlier.

2. The GRANTEE shall submit written project status reports within 30 calendar days after the STATE has made such a request. In any event, the GRANTEE shall provide the STATE a report showing total final project expenditures within 60 days of project completion or the end of the grant performance period, whichever is earlier. The Grant Performance Period is identified in Section I of this CONTRACT.

3. The GRANTEE shall make property or facilities acquired and/or developed pursuant to this contract available for inspection upon request by the STATE.

E. Project Termination

1. Project Termination refers to the non-completion of a GRANT SCOPE. Any grant funds that have not been expended by the GRANTEE shall revert to the STATE.

2. The GRANTEE may unilaterally rescind this CONTRACT at any time prior to the commencement of the project. The commencement of the project means the date of the letter notifying GRANTEE of the award or when the funds are appropriated, whichever is later. After project commencement, this CONTRACT may be rescinded, modified or amended only by mutual agreement in writing between the GRANTEE and the STATE, unless the provisions of this CONTRACT provide that mutual agreement is not required.

3. Failure by the GRANTEE to comply with the terms of the (a) PROCEDURAL GUIDE, (b) any legislation applicable to the ACT, (c) this CONTRACT as well as any other grant contracts, specified or general, that GRANTEE has entered into with STATE, may be cause for suspension of all obligations of the STATE unless the STATE determines that such failure was due to no fault of the GRANTEE. In such case, STATE may reimburse GRANTEE for eligible costs properly incurred in performance of this CONTRACT despite non-performance of the GRANTEE. To qualify for such reimbursement, GRANTEE agrees to mitigate its losses to the best of its ability.

4. Any breach of any term, provision, obligation or requirement of this CONTRACT by the GRANTEE shall be a default of this CONTRACT. In the case of any default by GRANTEE, STATE shall be entitled to all remedies available under law and equity, including but not limited to: a) Specific Performance; b) Return of all GRANT MONIES; c) Payment to the STATE of the fair market value of the project property or the actual sales price, whichever is higher; and d) Payment to the STATE of the costs of enforcement of this CONTRACT, including but not limited to court and arbitration costs, fees, expenses of litigation, and reasonable attorney fees.

5. The GRANTEE and the STATE agree that if the GRANT SCOPE includes DEVELOPMENT, final payment may not be made until the work described in the GRANT SCOPE is complete and the GRANT PROJECT is open to the public.

F. Budget Contingency Clause
347 of 663
DocuSign Envelope ID: 7B4A234E-7E82-460F-B289-231363647B5A 4 If funding for any fiscal year is reduced or deleted by the budget act for purposes of this program, the STATE shall have the option to either cancel this contract with no liability occurring to the STATE, or offer a CONTRACT amendment to GRANTEE to reflect the reduced grant amount. This Paragraph shall not require the mutual agreement as addressed in Paragraph E, provision 2, of this CONTRACT.

G. Hold Harmless

1. The GRANTEE shall waive all claims and recourse against the STATE including the right to contribution for loss or damage to persons or property arising from, growing out of or in any way connected with or incident to this CONTRACT except claims arising from the concurrent or sole negligence of the STATE, its officers, agents, and employees.

2. The GRANTEE shall indemnify, hold harmless and defend the STATE, its officers, agents and employees against any and all claims, demands, damages, costs, expenses or liability costs arising out of the ACQUISITION, DEVELOPMENT, construction, operation or maintenance of the property described as the project which claims, demands or causes of action arise under California Government Code Section 895.2 or otherwise except for liability arising out of the concurrent or sole negligence of the STATE, its officers, agents, or employees.

3. The GRANTEE agrees that in the event the STATE is named as codefendant under the provisions of California Government Code Section 895 et seq., the GRANTEE shall notify the STATE of such fact and shall represent the STATE in the legal action unless the STATE undertakes to represent itself as codefendant in such legal action in which event the GRANTEE agrees to pay the STATE’s litigation costs, expenses, and reasonable attorney fees.

4. The GRANTEE and the STATE agree that in the event of judgment entered against the STATE and the GRANTEE because of the concurrent negligence of the STATE and the GRANTEE, their officers, agents, or employees, an apportionment of liability to pay such judgment shall be made by a court of competent jurisdiction.

Neither party shall request a jury apportionment.

5. The GRANTEE shall indemnify, hold harmless and defend the STATE, its officers, agents and employees against any and all claims, demands, costs, expenses or liability costs arising out of legal actions pursuant to items to which the GRANTEE has certified. The GRANTEE acknowledges that it is solely responsible for compliance with items to which it has certified.

H. Financial Records

1. The GRANTEE shall maintain satisfactory financial accounts, documents, including loan documents, and all other records for the project and to make them available to the STATE for auditing at reasonable times. The GRANTEE also agrees to retain such financial accounts, documents and records for five years following project 348 of 663
DocuSign Envelope ID: 7B4A234E-7E82-460F-B289-231363647B5A 5 termination or issuance of final payment, whichever is later.

2. The GRANTEE shall keep such records as the STATE shall prescribe, including records which fully disclose (a) the disposition of the proceeds of STATE funding assistance, (b) the total cost of the project in connection with such assistance that is given or used, (c) the amount and nature of that portion of the project cost supplied by other sources, and (d) any other such records that will facilitate an effective audit.

3. The GRANTEE agrees that the STATE shall have the right to inspect and make copies of any books, records or reports pertaining to this contract or matters related thereto during regular office hours. The GRANTEE shall maintain and make available for inspection by the STATE accurate records of all of its costs, disbursements and receipts with respect to its activities under this contract. Such accounts, documents, and records shall be retained by the GRANTEE for at least five years following project termination or issuance of final payment, whichever is later.

4. The GRANTEE shall use a generally accepted accounting system.

I. Use of Facilities

1. The GRANTEE agrees that the GRANTEE shall operate and maintain the property acquired or developed with the GRANT MONIES, for the duration of the Contract Performance Period.

2. The GRANTEE agrees that, during the Contract Performance Period, the GRANTEE shall use the property acquired or developed with GRANT MONIES under this contract only for the purposes of this grant and no other use, sale, or other disposition or change of the use of the property to one not consistent with its purpose shall be permitted except as authorized by the STATE and the property shall be replaced with property of equivalent value and usefulness as determined by the STATE.

3. The property acquired or developed may be transferred to another entity if the successor entity assumes the obligations imposed under this CONTRACT and with the approval of STATE.

4. Any real Property (including any portion of it or any interest in it) may not be used as security for any debt or mitigation, without the written approval of the STATE provided that such approval shall not be unreasonably withheld as long as the purposes for which the Grant was awarded are maintained. Any such permission that is granted does not make the STATE a guarantor or a surety for any debt or mitigation, nor does it waive the STATE’S rights to enforce performance under the Grant CONTRACT.
349 of 663
DocuSign Envelope ID: 7B4A234E-7E82-460F-B289-231363647B5A 6 5. All real property, or rights thereto, acquired with GRANT MONIES shall be subject to an appropriate form of restrictive title, rights, or covenants approved by the STATE. If the project property is taken by use of eminent domain, GRANTEE shall reimburse STATE an amount at least equal to the amount of GRANT MONIES received from STATE or the pro-rated full market value of the real property, including improvements, at the time of sale, whichever is higher.

6. If eminent domain proceedings are initiated against GRANTEE, GRANTEE shall notify STATE within 10 days of receiving the complaint.

J. Nondiscrimination

1. The GRANTEE shall not discriminate against any person on the basis of sex, race, color, national origin, age, religion, ancestry, sexual orientation, or disability in the use of any property or facility developed pursuant to this contract.

2. The GRANTEE shall not discriminate against any person on the basis of residence except to the extent that reasonable differences in admission or other fees may be maintained on the basis of residence and pursuant to law.

3. All facilities shall be open to members of the public generally, except as noted under the special provisions of this project contract or under provisions of the enabling legislation and/or grant program.

K. Severability

If any provision of this CONTRACT or the application thereof is held invalid, that invalidity shall not affect other provisions or applications of the CONTRACT which can be given effect without the invalid provision or application, and to this end the provisions of this CONTRACT are severable.

L. Liability

1. STATE assumes no responsibility for assuring the safety or standards of construction, site improvements or programs related to the GRANT SCOPE.

The STATE’S rights under this CONTRACT to review, inspect and approve the GRANT SCOPE and any final plans of implementation shall not give rise to any warranty or representation that the GRANT SCOPE and any plans or improvements are free from hazards or defects.

2. GRANTEE will secure adequate liability insurance, performance bond, and/or other security necessary to protect the GRANTEE’s and STATE’S interest against poor workmanship, fraud, or other potential loss associated with completion of the grant project.

M. Assignability
350 of 663
DocuSign Envelope ID: 7B4A234E-7E82-460F-B289-231363647B5A 7 Without the written consent of the STATE, the GRANTEE’S interest in and responsibilities under this CONTRACT shall not be assignable by the GRANTEE either in whole or in part.

N. Use of Grant Monies

GRANTEE shall not use any grant funds (including any portion thereof) for the purpose of making any leverage loan, pledge, promissory note or similar financial device or transaction, without: 1) the prior written approval of the STATE; and 2) any financial or legal interests created by any such leverage loan, pledge, promissory note or similar financial device or transaction in the project property shall be completely subordinated to this CONTRACT through a Subordination Agreement provided and approved by the STATE, signed by all parties involved in the transaction, and recorded in the County Records against the fee title of the project property.

O. Section Headings

The headings and captions of the various sections of this CONTRACT have been inserted only for the purpose of convenience and are not a part of this CONTRACT and shall not be deemed in any manner to modify, explain, or restrict any of the provisions of this CONTRACT.

P. Waiver

Any failure by a party to enforce its rights under this CONTRACT, in the event of a breach, shall not be construed as a waiver of said rights; and the waiver of any breach under this CONTRACT shall not be construed as a waiver of any subsequent breach.

_City of San Mateo

GRANTEE

By:

Signature of Authorized Representative

Title:

Date:

Director of Parks and Recreation

9/23/2021

STATE OF CALIFORNIA

DEPARTMENT OF PARKS AND RECREATION

By:

Date: 10/11/2021

351 of 663
DocuSign Envelope ID: 7B4A234E-7E82-460F-B289-231363647B5A 8 352 of 663
DocuSign Envelope ID: 7B4A234E-7E82-460F-B289-231363647B5A

State of California - Natural Resources Agency

DEPARTMENT OF PARKS AND RECREATION

GRANT CONTRACT
2018 Parks Bond Act
Per Capita Grant Program
GRANTEE City of San Mateo

THE PROJECT PERFORMANCE PERIOD is from July 01, 2018 through June 30, 2024

CONTRACT PERFORMANCE PERIOD is from July 01, 2018 through June 30, 2038

The GRANTEE agrees to complete the GRANT SCOPE(s) as defined in the GRANT SCOPE/Cost Estimate Form or acquisition documentation for the application(s) filed with the State of California.

The General and Special Provisions attached are made a part of and incorporated into the Contract.

City of San Mateo

By
(Signature of Authorized Representative)

STATE OF CALIFORNIA

DEPARTMENT OF PARKS AND RECREATION

Title
Date
Director
9/23/2021
By
Date

10/11/2021

CERTIFICATION OF FUNDING

CONTRACT NO
C9802314
AMENDMENT NO FISCAL SUPPLIER I.D.
0000012045
PROJECT NO.
18-41-013

AMOUNT ENCUMBERED BY THIS DOCUMENT
$63,869.00
FUND.

Drought, Water, Cln Air, Cstl Protc, Outdoor Fund

PRIOR AMOUNT ENCUMBERED FOR THIS

CONTRACT
ITEM
3790-101-6088

CHAPTER
23 STATUTE
19 FISCAL YEAR
2021/22

TOTAL AMOUNT ENCUMBERED TO DATE
$ $63,869.00
Reporting Structured.
37900091
Account/Alt Account.
5432000-5432000000

ACTIVITY CODE
69803

PROJECT / WORK PHASE
379000001841013
Grantee
353 of 663
DocuSign Envelope ID: 7B4A234E-7E82-460F-B289-231363647B5A 1 I. RECITALS

The DEPARTMENT hereby grants to GRANTEE a sum (also referred to as “GRANT MONIES”) not to exceed _$63,869 , subject to the terms and conditions of this AGREEMENT and the 2019/20 California State Budget, Chapter 23, statutes of 2019, Item number – 3790-101-6088 (appropriation chapter and budget item number hereinafter referred to as “PER CAPITA GRANT”). These funds shall be used for completion of the GRANT SCOPE(S).

The Grant Performance Period is from _July 01, 2018_ to _June 30, 2024_.

II. GENERAL PROVISIONS

A. Definitions

As used in this CONTRACT, the following words shall have the following meanings:

1. The term “ACT” means the California Drought, Water, Parks Climate, Coastal Protection, and Outdoor Access for All Act of 2018, as referred to in section I of this CONTRACT.

2. The term “APPLICATION” means the individual project APPLICATION packet for a project pursuant to the enabling legislation and/or grant program process guide requirements.

3. The term “DEPARTMENT” or “STATE” means the California Department of Parks and Recreation.

4. The term “DEVELOPMENT” means capital improvements to real property by means of, but not limited to, construction, expansion, and/or renovation, of permanent or fixed features of the property.

5. The term “GRANTEE” means the party described as the GRANTEE in Section I of this CONTRACT.

6. The term “GRANT SCOPE” means the items listed in the GRANT SCOPE/Cost Estimate Form or acquisition documentation found in each of the APPLICATIONS submitted pursuant to this grant.

7. The term “PROCEDURAL GUIDE” means the document identified as the “Procedural Guide for California Drought, Water, Parks, Climate, Coastal Protection, and Outdoor Access For All Act of 2018 Per Capita Program.” The 354 of 663
DocuSign Envelope ID: 7B4A234E-7E82-460F-B289-231363647B5A 2 PROCEDURAL GUIDE provides the procedures and policies controlling the administration of the grant.

B. Project Execution

The GRANTEE shall assume any obligation to furnish any additional funds that may be necessary to complete the GRANT SCOPE(S).

2. The GRANTEE shall complete the GRANT SCOPE(S) in accordance with the time of the Performance Period set forth in Section I of this CONTRACT, and under the terms and conditions of this CONTRACT.

3. The GRANTEE shall comply with the California Environmental Quality Act (Public Resources Code, Section 21000, et seq., Title 14, California Code of Regulations, Section 15000 et seq.).

C. Project Costs

1. GRANTEE agrees to abide by the PROCEDURAL GUIDE.

D. Project Administration

1. If GRANT MONIES are advanced for DEVELOPMENT projects, the advanced funds shall be placed in an interest bearing account until expended. Interest earned on the advanced funds shall be used on the project as approved by the STATE. If grant monies are advanced and not expended, the unused portion of the 355 of 663
DocuSign Envelope ID: 7B4A234E-7E82-460F-B289-231363647B5A 3 grant and any interest earned shall be returned to the STATE within 60 days after project completion or end of the Grant Performance Period, whichever is earlier.

3. The GRANTEE shall make property or facilities acquired and/or developed pursuant to this contract available for inspection upon request by the STATE.

E. Project Termination

1. Project Termination refers to the non-completion of a GRANT SCOPE. Any grant funds that have not been expended by the GRANTEE shall revert to the STATE.

F. Budget Contingency Clause
356 of 663
DocuSign Envelope ID: 7B4A234E-7E82-460F-B289-231363647B5A 4 If funding for any fiscal year is reduced or deleted by the budget act for purposes of this program, the STATE shall have the option to either cancel this contract with no liability occurring to the STATE, or offer a CONTRACT amendment to GRANTEE to reflect the reduced grant amount. This Paragraph shall not require the mutual agreement as addressed in Paragraph E, provision 2, of this CONTRACT.

G. Hold Harmless

Neither party shall request a jury apportionment.

H. Financial Records

1. The GRANTEE shall maintain satisfactory financial accounts, documents, including loan documents, and all other records for the project and to make them available to the STATE for auditing at reasonable times. The GRANTEE also agrees to retain such financial accounts, documents and records for five years following project 357 of 663
DocuSign Envelope ID: 7B4A234E-7E82-460F-B289-231363647B5A 5 termination or issuance of final payment, whichever is later.

4. The GRANTEE shall use a generally accepted accounting system.

I. Use of Facilities

1. The GRANTEE agrees that the GRANTEE shall operate and maintain the property acquired or developed with the GRANT MONIES, for the duration of the Contract Performance Period.

3. The property acquired or developed may be transferred to another entity if the successor entity assumes the obligations imposed under this CONTRACT and with the approval of STATE.

4. Any real Property (including any portion of it or any interest in it) may not be used as security for any debt or mitigation, without the written approval of the STATE provided that such approval shall not be unreasonably withheld as long as the purposes for which the Grant was awarded are maintained. Any such permission that is granted does not make the STATE a guarantor or a surety for any debt or mitigation, nor does it waive the STATE’S rights to enforce performance under the Grant CONTRACT.
358 of 663
DocuSign Envelope ID: 7B4A234E-7E82-460F-B289-231363647B5A 6 5. All real property, or rights thereto, acquired with GRANT MONIES shall be subject to an appropriate form of restrictive title, rights, or covenants approved by the STATE. If the project property is taken by use of eminent domain, GRANTEE shall reimburse STATE an amount at least equal to the amount of GRANT MONIES received from STATE or the pro-rated full market value of the real property, including improvements, at the time of sale, whichever is higher.

6. If eminent domain proceedings are initiated against GRANTEE, GRANTEE shall notify STATE within 10 days of receiving the complaint.

J. Nondiscrimination

K. Severability

L. Liability

1. STATE assumes no responsibility for assuring the safety or standards of construction, site improvements or programs related to the GRANT SCOPE.

M. Assignability
359 of 663
DocuSign Envelope ID: 7B4A234E-7E82-460F-B289-231363647B5A 7 Without the written consent of the STATE, the GRANTEE’S interest in and responsibilities under this CONTRACT shall not be assignable by the GRANTEE either in whole or in part.

N. Use of Grant Monies

O. Section Headings

P. Waiver

_City of San Mateo

GRANTEE

By:

Signature of Authorized Representative

Title: Director of Parks and Recreation

Date:
9/23/2021

STATE OF CALIFORNIA

DEPARTMENT OF PARKS AND RECREATION

By:

Date: 10/11/2021

360 of 663
DocuSign Envelope ID: 7B4A234E-7E82-460F-B289-231363647B5A 8 361 of 663
 
362 of 663

 
363 of 663

 
364 of 663

CITY OF SAN MATEO
2 8
1 1

CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 9 Section Name: CONSENT CALENDAR File ID: 22-5710 TO: City Council
FROM: Drew Corbett, City Manager
PREPARED BY: Public Works Department
MEETING DATE: February 22, 2022
SUBJECT:

Clean Water Program Construction Special Inspection Services – Agreements RECOMMENDATION:

Approve professional services agreements with Signet Testing Laboratories, Inc. and Smith Emery San Francisco to provide as-needed construction special inspection services for various Clean Water Program projects in amounts not-to-exceed $1,500,000 each; and authorize the Public Works Director to execute each agreement in substantially the form presented, issue project-specific task orders, and exercise up to three, one-year extensions with not-to-exceed budgets of $250,000 per year for each of these agreements.

BACKGROUND:

The Clean Water Program (CWP) includes improvements to the City’s wastewater system to comply with regulatory requirements. Construction special inspection services are needed to support for the remainder of the CWP’s improvement projects, including: the Wastewater Treatment Plant Expansion and Upgrade, various new capacity relief sewers, sewer rehabilitation/repairs, and lift station improvements.

Signet Testing Laboratories Inc. (Signet) and Smith Emery San Francisco (Smith Emery) have been performing construction special inspection services satisfactorily for the City as a subcontractor to Jacobs (the CWP’s Program Management Consultant). To reduce overhead costs, City staff will take on direct supervision of the construction special inspection contracts.

On January 5, 2022, the City received proposals for special construction inspection services from Signet and Smith Emery.

It was determined that Signet and Smith Emery are qualified to provide these as-needed services for the CWP. The selection of the firms is consistent with Municipal Code 3.60.040(c) for professional services, because in 2018, the City issued a request for proposals for construction special inspection services, and selected Signet and Smith Emery after review of the responses. At that time, Jacobs subcontracted with Signet and Smith Emery for their services. This was the preferred route as the City did not have adequate staffing resources available to directly manage the contracts. The City now has resources available to manage these contracts directly with Signet and Smith Emery and desires to do so.

The two agreements, with not-to-exceed budgets of $1,500,000 each for a term of two (2) years with an option for three (3) one-year extensions with a not-to-exceed budget of $250,000 per year for each agreement, include anticipated support on in-progress and upcoming CWP projects. Staff believes this to be a reasonable budget for the potential scope of work and expertise required and recommends the award of agreements to Signet and Smith Emery. Scope of work for project- specific task orders will be determined as needed and issued by the Public Works Director.

BUDGET IMPACT:

There are sufficient funds in the various Clean Water Program projects available to fund these agreements. 365 of 663

CITY OF SAN MATEO
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1 1
ENVIRONMENTAL DETERMINATION:

The City prepared a Final Programmatic Environmental Impact Report (Final PEIR) in accordance with the California Environmental Quality Act (CEQA) (SCH No. 2015032006). The PEIR was certified by Council on June 6, 2016. In accordance with CEQA, the Final PEIR serves as the primary environmental compliance document for implementation of the Clean Water Program. The City prepared Addenda to the Final PEIR that were approved on July 16, 2018 (Addendum 1) and April 15, 2019 (Addendum 2). This work is within the scope of the project evaluated in the PEIR and Addendum.

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Agreement (Signet Testing Laboratories, Inc.)
Att 2 – Agreement (Smith Emery San Francisco)

STAFF CONTACT
Thomas Ruark, Project Manager II
[email protected]
650-522-7280
Azalea Mitch, Director of Public Works
[email protected]
(650) 522-7309
366 of 663
Professional Services – Estero (PW)
Rev 7/21

Page 1 of 9 ends

San Mateo City CouncilFebruary 22, 2022

San Mateo City Council
February 22, 2022