MCE ERPIP FUNCTIONAL REQUIREMENTS DOCUMENT

ATTACHMENT U

MARYLAND CORRECTIONAL ENTERPRISES (MCE)

ENTERPRISE RESOURCE PLANNING IMPLEMENTATION PROJECT

(ERPIP)

FUNCTIONAL REQUIREMENTS DOCUMENT

Version 1.2
March 17, 2015

My signature indicates approval of this Functional Requirements Document

Prepared by:

Kelly Price, Project Manager

Approved by:

Steve Shiloh, Executive Sponsor

Approved by:

Mark Rowley, Project Sponsor

Approved by:

Karen Dullnig, Agency CIO

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TABLE OF CONTENTS
GLOSSARY ........................................................................................................................................................... 4
1 GENERAL ...................................................................................................................................................... 5
1.1 Project Description.................................................................................................................................. 5
1.1.1 Background ......................................................................................................................................... 5
1.1.2 Purpose................................................................................................................................................ 5
1.1.3 Assumptions and Constraints .............................................................................................................. 6
1.2 Points of Contact ..................................................................................................................................... 6
1.3 Document References ........................................................................................................................... 67
2 DATA AND FUNCTIONAL REQUIREMENTS ......................................................................................... 7
2.1 Data Requirements .................................................................................................................................. 7
2.2 Functional Requirements ........................................................................................................................ 8
2.2.1 User Functional Baseline ............................................................................................................ 1012
2.2.2 Workflow Functionality ............................................................................................................. 1112
2.2.3 Core Reporting and Business Intelligence Functionality ........................................................ 1213
2.2.4 Financial Management – Financial Reporting ......................................................................... 1314
2.2.5 Financial Management - General Ledger (G/L) ...................................................................... 1314
2.2.6 Financial Management – Accounts Payable (A/P)................................................................... 1516
2.2.7 Financial Management – Fixed Assets (FA) ............................................................................. 1618
2.2.8 Financial Management – Cost Accounting (CA) ..................................................................... 1718
2.2.9 Financial Management – Cash Management ........................................................................... 1820
2.2.10 Financial Management – Budgeting...................................................................................... 1920
2.2.11 Financial Management – Accounts Receivable (A/R) ......................................................... 1921
2.2.12 Production Management ........................................................................................................ 2022
2.2.13 Production Planning ............................................................................................................... 2123
2.2.14 Inventory Management .......................................................................................................... 2224
2.2.15 Purchasing Management – Vendor and Suppliers .............................................................. 2325
2.2.16 Quality Management .............................................................................................................. 2427
2.2.17 Sales Management – Customer Order Management .......................................................... 2527
2.2.18 Security .................................................................................................................................... 2730
2.2.19 Audit Trail ............................................................................................................................... 2830
2.2.20 Interfaces and Business Needs ............................................................................................... 2931
3 IMPLEMENTATION REQUIREMENTS ............................................................................................... 3032
3.1 Data Currency ................................................................................................................................... 3032
3.2 Reliability.......................................................................................................................................... 3133
3.3 Recoverability ................................................................................................................................... 3235
3.4 System Availability........................................................................................................................... 3335
3.5 Fault Tolerance ................................................................................................................................. 3336
3.6 Performance ...................................................................................................................................... 3336
3.7 Capacity ............................................................................................................................................ 3436
3.8 Data Retention .................................................................................................................................. 3436
3.9 Data Mapping and Conversion ......................................................................................................... 3437
3.10 Design, Testing, Implementation, and Acceptance .......................................................................... 5760
3.11 Training and Documentation ............................................................................................................ 5860
3.12 Support Operations and Maintenance ............................................................................................... 5860
4 REQUIREMENTS TRACEABILITY MATRIX ..................................................................................... 5861
5 FILE STRUCTURES OF DATA PROVIDED BY EXTERNAL APPLICATIONS .............................. 5961
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6 ADDITIONAL DESIRED FEATURES (OPTIONAL) ........................................................................... 6163
6.1 Customer On-line Shopping Cart...................................................................................................... 6163
6.2 Advanced E-commerce ..................................................................................................................... 6164
6.3 Advanced Customer Relationship Management functionality ......................................................... 6164
6.4 Human Resource and Workforce Management ................................................................................ 6264

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GLOSSARY

A/P Accounts Payable

A/R Accounts Receivable
AS/400 Current Accounting System Platform
BoM Bill of Materials
Computer-Aided Design/Computer-Aided Manufacturing
CAD/CAM (software)
CO Customer Order (number)
COTS Commercial Off The Shelf (software product)
CPIW Component Part Inventory Withdrawal
CRM Customer Relationship Management
DOC Department of Corrections
DPSCS Department of Public Safety and Correctional Services
ERP Enterprise Resource Planning
ETL Extract / Transform / Load
FA Fixed Asset
FIFO First In First Out
FMIS Financial Management Information System (State of Maryland)
FTE Full Time Equivalent
FTP File Transfer Protocol
GAAP General Accepted Accounting Principles
G/L General Ledger
Headquarters (for MCE - also includes some warehouse
HQ locations)
IHPO In House Purchase Order
Infor / XA Current Accounting System Vendor / Product
ITCD Information Technology and Communications Division
LIFO Last In First Out
MCE Maryland Correctional Enterprises
OA Order Acknowledgement
OOTB Out Of The Box
PO Purchase Order (number)
RMIW Raw Material Inventory Withdrawal
ROG Receipt of Goods
RTM Requirements Traceability Matrix
SaaS Software as a Service
SMR Stock Movement Report
UAT User Acceptance Testing
USB Universal Serial Bus
WIP Work In Progress (Process)

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1 GENERAL Commented [ITPO1]: Check for SHALLs throughout document

1.1 Project Description Also, it’s confusing- some portion of these requirements are
duplicated in the RFP and another unmarked section of them are not
The purpose of this project is to acquire and implement a new Enterprise Resource Planning (ERP) solution in the RFP.
that shall meet the current and future needs of Maryland Correctional Enterprise (MCE). MCE is a self-funded
agency who manages over $50 million dollars per year in sales and services, and who employs over 2,000
inmates in Maryland correctional facilities. This document focuses on the functional requirements of the new
ERP System.

The new ERP solution shall replace an existing order entry, order management, financial management, and
inventory management system which resides on an IBM AS/400 platform (which itself shall also be replaced
with a different enterprise architecture). The new Contractor will need to specify recommended hardware and
platform for the optimal use of the ERP software solution.

In addition the new ERP System shall incorporate functionality for manufacturing job costing, job status,
detailed inventory tracking, production control, and cost accounting. These functions are currently performed
using manual processes, spreadsheets, and standalone PC systems developed within MCE HQ and in each
manufacturing facility.

1.1.1 Background
In order to accomplish its mission and accommodate expected growth, MCE requires a high level of
financial accountability and manufacturing process insight throughout all facets of its organization. This
has been increasingly difficult given the current processes (which are very paper driven) and the main
computer system (which is over 15 years old).

MCE’s primary financial and manufacturing management system (called MAPICS now an INFOR
product) provides basic accounting and customer order management services and was installed in the
late 1990s. It runs on an IBM AS/400 platform. Other than a Y2K fix, neither the hardware platform nor
the application software have been updated since its original installation.

In addition not all core modules were purchased (including a production control and cost module). The
lack of this type of a module integrated into the core financials has created a situation where each plant
uses desktop tools (Microsoft Access / Excel) to build departmental systems to manage their respective
production lines. There is no system integration between these systems and the main MCE
headquarters systems.

While the current HQ software and hardware have performed faithfully and with few service
interruptions, it is becoming increasingly difficult to find replacement components (such as green screen
terminals, backup tape drives, analog modems) and staff or professional resources to maintain the
current legacy environment. Because of these factors, there is a very real risk that a failure of a major
component (loss of the AS/400 or critical IT / Headquarters staff) could severely affect MCE’s ability to
conduct business on a day to day basis.

1.1.2 Purpose
The ERP project is directly aligned to MCE objectives as described by the business’ Managing for
Results (MFR) strategic goals. Reliance on the current system cannot meet or advance the objectives
below while a new ERP solution shall be both a contributor and facilitator to meet MCE goals. These
MFR goals include:
a. Use of technology to enhance customer service and satisfaction. This objective includes
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operational efficiency and financial transparency with a consideration for the impact on customer
relations and the customer experience.
b. Maintenance of MCE’s self-supporting status for existing operations and future expansion.
c. The ability to analyze revenues and expenditures to control costs.
d. To identify and focus sales efforts on high volume/high profit product groups.
e. To facilitate the evaluation of purchasing practices of customers to determine trends and
analysis of data.
f. To perform analysis of the order process, production, and delivery (in order to reduce delivery
times)

1.1.3 Assumptions and Constraints

Assumptions are future situations, beyond the control of the project, whose outcomes influence the
success of a project. The following are assumptions for the ERP project:

a. The new Contractor ERP solution shall leverage DPSCS / ITCD resources and networks to the
fullest extent possible to take advantage of existing security protocols (physical and logical) and
system facilities.
b. The new Contractor ERP solution shall accommodate the functional requirements of the wide range
of products and services provided by MCE (both at the HQ and in the manufacturing plants).
c. The selected Contractor product and implementation services shall be delivered at a high level of
quality.

Constraints are conditions outside the control of the project that limit the design alternatives. The
following are constraints for the ERP project:

a. Recommended solution shall work within a prison and provide appropriate security of data and
access to limit outside resources based on DPSCS / ITCD security protocols.
b. Funding and final scope of the COTS ERP may be a constraint as it is not known what a COTS
ERP solution (or components of an ERP solution) may actually cost to implement.

1.2 Points of Contact

a. Contract Manager:
MCE Chief Administrative Officer, Mark Rowley, [email protected] 410-540-5412
b. Procurement Officer
Rosetta Butler, [email protected], 410-339-5013
c. MCE CIO:
Karen Dullnig, [email protected], 410-540-5469
d. MCE Project Manager (Contract):
Kelly Price, [email protected], 410 540-5491
e. Development project leader TBD (COTS ERP Contractor)
f. User contacts TBD
g. Agency employee whose signature constitutes acceptance of the Functional Requirements
Document (FRD):
Mark Rowley

1.3 Document References

MCE utilizes an internal file server (the X drive) which houses all project documentation. These
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documents are both works in progress and finished goods. The locations of all documents are found in
the X:/ERP/ERP Project Manager folder. This drive contains SDLC documentation including
a. Project Concept Proposal
b. Project Charter
c. Project Scope
d. Project Management Plan – including the following sections
i. Scope Management
ii. Schedule Management
iii. Cost Management
iv. Quality Management
v. Change Management
vi. Staffing Management
vii. Communication Management
viii. Risk Management
ix. Procurement Management
e. Functional Requirements Document (this document)

This list shall be added to throughout the project’s lifecycle. All project artifacts shall reside within this
MCE “X:\ drive” folder.

2 DATA AND FUNCTIONAL REQUIREMENTS

The functional requirements describe the core functionality of the application. This section includes the
data and functional process requirements.

NOTE: For pricing and evaluation of this section, the Contractor shall complete and submit the
Software Functionality Worksheet (See RFP Attachment V) which contains these requirements. Commented [ITPO2]: Fix xref

2.1 Data Requirements

2.1.1 As a COTS implementation, the data model and entity relationship diagram shall be provided by
the selected Contractor. Section 3.9 provides a reference to the files for the desired minimal / core
fields of the major database objects used by MCE and which are believed to be required within the
new ERP System. MCE understands that the current AS/400 System field names defined in
Section 3.9 will not match exactly with a proposed COTS ERP solution. These fields are provided
for data conversion planning and as an aid in assisting Contractor understanding of the current
state at MCE.

In addition to the core fields, actual file structures from the current core system (Infor/XA) have been
included to document the extent of field level information that is available if it is desired within the future
ERP System. A preliminary analysis of data contained within the current system has shown that many
fields were “optional” in nature and therefore are blank or contain incomplete or inconsistent information.

2.1.2 The following are the core reference data objects that shall be minimally required in the new
System based on current system data.
a. General Ledger (G/L) – Including A/P and A/R histories
b. Vendors
c. Customers – Including purchase histories
d. Products / Catalog Items
e. Fixed Assets
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f. Inventory
g. Quotes / Orders

These objects shall be the basis of all historical, transactional, and reference data that shall be clean,
transformed, and loaded into the new ERP System. Other personnel related information (which is not
carried in any detail within the current system) shall need to be created and entered into the new ERP
System by MCE.

2.2 Functional Requirements

The following sections describe the data required and the functional requirements that shall be
performed in the new ERP System for both the HQ and factory-based staffs. These functional
requirements include the on-going System maintenance, daily / monthly transactional functions (for
fiscal management and operations) and the creation and production management reports for all areas
of MCE.

Examples of current MCE reports developed from programs written in house are presented to visualize
the requirement of MCE staff to use selected data and fields to generate customized reports and
queries in addition to the reports and queries which are provided by the ERP.

Report #1. New Order Report

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Report #2. Open Order Report

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Report #3 Aged Orders Over 90 days

2.2.1 User Functional Baseline

2.2.1.1 The System shall have a common database core which allows integration of data
and transactions between all financial, operational, production, and customer service
functions within the ERP System.
2.2.1.2 The System shall have a graphic user interface (GUI) implemented either as a Web-
based interface (preferred) or as a Microsoft Windows client program.
2.2.1.3 The System shall run on client PCs that are using Windows 7 or newer operating
systems
2.2.1.4 The System shall use Microsoft Office 2010 or newer productivity software for any ad

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hoc data or file exchanges.
2.2.1.5 The System shall run on Microsoft Internet Explorer 8 or newer.
2.2.1.6 The System’s GUI shall include an online help system.
2.2.1.7 The System shall create export files and have the capability to import files between
the ERP System and the State’s FMIS system in the format specified in Section
5.1.1. These files must be encrypted before transfer to or from FMIS system.
2.2.1.8 The System shall be able to export selected records (either reference tables or
transactions) into .xml file formats.
2.2.1.9 The System shall have the capability to exchange information with State systems
and with manufacturing systems that are provided by 3rd parties (currently in use at
MCE factories) either with simple file exchanges or via more complex open data
protocols.
2.2.1.10 The System shall have administrator ERP System and user security functionality to
include:
a. Setting Up a New User
b. Updating an Existing User (name or address)
c. Restricting User Access to Certain Roles

2.2.1.11 The System shall allow MCE to use a single management reporting database
i. To create customized report pages (management dashboards)
ii. To create, store, and share standard queries
iii. To export results and analyze data in standard desktop tools (MS Office)

2.2.2 Workflow Functionality

The System shall include the following workflow functionality:
2.2.2.1 The System shall allow MCE staff to route and approve transactions (such as
purchase orders or customer credits). These routing paths and rules shall be
customizable and maintainable by MCE staff.
2.2.2.2 The System shall include journaling functionality which allows MCE users to create
reminders and to-do / follow up lists for customer service and other in-house
functions.
2.2.2.3 The System shall include automated reports distribution features (like e-mail list
distribution, web publishing).
2.2.2.4 The System shall notify designated MCE supervisors if certain inventory or products
needs approval before it is moved from one location to another (to be determined by
MCE). Typically an MCE supervisor needs to authorize a move from a plant to a
warehouse. Therefore the System shall not recognize or permit a move request
unless a supervisor has entered the ERP System and formally accepted the move.
2.2.2.5 The System shall notify designated MCE supervisors if inventory committed to a
Work in Progress (WIP) order exceeds a specific amount. Upon receiving such a
notification, the MCE supervisor may stop the inventory commitment or allow the
order to proceed and create a request to re-order / replenish the inventory supply.
2.2.2.6 The System shall follow the rules regarding inmate use of computer resources. Note
that inmates do not have e-mail access so any offered solution must not have
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functionality for task assignment or communication to inmates that is wholly
dependent upon e-mail messaging.

2.2.3 Core Reporting and Business Intelligence Functionality

The System, and or its components, shall have the following core reporting and business intelligence
functionality:

2.2.3.1 The users shall be able to create reports using parameters (such as for date
ranges or for specific plants or products) and be able to customize “out of the
box” reports
2.2.3.2 The System shall have the ability to allow users to create charts and graphs
from underlying data
2.2.3.3 Ad hoc online reporting created by users shall have the ability to be saved at
any point for future reuse and reference
2.2.3.4 The System report selects shall have limiting filters to reduce the number of
records returned
2.2.3.5 The System's reporting facility shall contain drill down capabilities on result
sets to lower levels of detail
2.2.3.6 Data analysis and reporting shall be accomplished using a business
intelligence functionality, without requiring a knowledge of SQL
2.2.3.7 The System's reporting facility shall be web-based and not require additional
software add-ins be purchased or installed on end user PCs
2.2.3.8 Reports shall be exportable to desktop tools (including but not limited to
Microsoft Excel)
2.2.3.9 Reports shall have the ability to be scheduled to run automatically (for both
execution and distribution / publishing)
2.2.3.10 The System shall have the ability for the user to perform “What-if’ analysis
using near-real time data that shall not impact performance
2.2.3.11 The System shall have the ability to customize forms and reports with the
ability to add and remove user fields and layouts customizable by the user
2.2.3.12 The System report generation shall be robust and allow authorized
personnel to select data fields and manipulate relationships to develop
queries and programs to produce reports.
2.2.3.13 The System shall have data fields and operations available for users to
access and select and easily accessible to allow for the customization of the
input fields, level of agency scope, and other factors desired by users and
not require the additional purchase of software to create, enhance or
customize the inputs and outputs to these queries and reports.
2.2.3.14 The System shall have the ability for generated reports to be savable and exportable
to numerous devices and mediums including printers, other software for further
analysis or for presentations

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2.2.4 Financial Management – Financial Reporting
The ERP software shall produce core reports to support all financial management functionality.

The application shall have the following minimum reporting functionality:

2.2.4.1 The System shall produce consolidated financial reports by:

a. Business units
b. Region managers
c. Product line
d. Sales ratios
e. Ad hoc lines of business as created by MCE
2.2.4.2 The System shall provide the ability to configure and maintain standard
reports distribution functionality for any System generated reports which
need to be routed to specific managers and executives
2.2.4.3 The System shall provide the ability to produce online graphical displays of
selected data
2.2.4.4 The System shall produce standard daily and monthly financial reports by
each business unit
2.2.4.5 The System shall produce detail financial reports which roll up subunit line
items to business units
2.2.4.6 The System shall provide financial analysis capability to forecast growth,
revenues, expenses based on prior period trends

2.2.5 Financial Management - General Ledger (G/L)

The ERP software shall support G/L daily / monthly / annual transactional and financial functionality for
MCE’s HQ financial management and executive staff. Reports shall be available for individual
products, individual business units, regions, or companywide as desired

The application shall have the following minimum functionality:

2.2.5.1 The System shall have a flexible and expandable chart of accounts structure
(for both length of segments and number of segments)
2.2.5.2 The System shall allow user controlled and automatic postings of all financial
accounting transactions from any ledger or sub-ledger into a single database
2.2.5.3 The System shall allow all business units with appropriate user security to
view their financial information
2.2.5.4 The System shall allow monthly pre-closing proof closes for trial balances
2.2.5.5 The System shall allow journal entries to be created for repeating
occurrences for automatic processing in future accounting periods and that
can be automatically reversed when set by MCE following General Accepted
Accounting Principles (GAAP)
2.2.5.6 The System shall allow vouchers to be entered as journal entry transactions
both in batch and individual entries
2.2.5.7 The System shall allow MCE users to set up and maintain accounting codes,
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account structures, and ledgers including reporting structures and
departmental or factory / product line roll ups
2.2.5.8 The System shall allow the creation and maintenance of a project cost ledger
(sub ledger) and include the following information:
a. Project number
b. Project name
c. Project location
d. Start date
e. Finish date
f. Status
g. Costs (baseline, budgeted, actual)
h. Cost variances

2.2.5.9 The System shall provide five years of historical / periodic variance analysis
data for comparisons of actual G/L balances and details vs. prior balances
and details at the business unit level
2.2.5.10 The System shall allow postings for prior period adjustments
2.2.5.11 The System shall provide for automatic year-end rolling of balances in sub-
ledgers and general ledger control accounts
2.2.5.12 The System shall provide for the automatic Accounts Payable, Inventory,
Payroll, and Cash Account entries and automated accruals
2.2.5.13 The System shall allow the creation of a suspense account to hold
transactions with errors that can be processed and classified at a later date
2.2.5.14 The System shall provide the capability to maintain an audit trail from the
original postings to the final posting
2.2.5.15 The System shall provide the capability to post and maintain balances for the
current period and prior period until the prior period closing is complete
2.2.5.16 The System shall have the capability to provide controls to prevent the
creation of duplicate transactions

The application shall have the following minimum reporting functionality:

2.2.5.17 The System shall produce Trial Balance reports
2.2.5.18 The System shall produce Balance Sheets
2.2.5.19 The System shall produce Chart of Accounts detail reports
2.2.5.20 The System shall produce Journal Entries, Adjustments, and Journal History
detail reports
2.2.5.21 The System shall produce General Ledger detail reports
2.2.5.22 The System shall produce Income Statements
2.2.5.23 The System shall produce Profit and Loss Statements
2.2.5.24 The System shall produce Statement of Changes in Financial Position
2.2.5.25 The System shall produce Comparative General Ledger reports for current
and prior periods for both actuals and budgeted
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2.2.5.26 The System shall provide standard audit control reports to balance and
validate ledgers to include:
a. General Journal Proof report
b. General Ledger Journal Audit report
c. General Ledger Detail Audit list
d. Suspense Account activity report
e. General Ledger File Maintenance report
f. General Journal Entry
g. General Ledger Posting

2.2.6 Financial Management – Accounts Payable (A/P)

The ERP software shall support A/P daily / monthly / annual transactional and financial functionality for
MCE’s HQ financial management and executive staff. Check payments are made by FMIS based on
reported batch information sent daily from MCE to vendors. The flow of A/P data into the FMIS batch
would be verified by the A/P staff prior to being transferred to FMIS.

The application shall have the following minimum functionality:

2.2.6.1 The System shall allow the creation of scheduled bill payments for suppliers
2.2.6.2 The System shall provide a means to determine all monies owed to suppliers
2.2.6.3 The System shall provide a means to track due dates for all monies owed
2.2.6.4 The System shall maintain vendor standard discounts (percent, volume or
other), when discounts were offered / accepted, effective date, and end date
2.2.6.5 The System shall provide a means to track when available discounts could
be used, by dates and by suppliers
2.2.6.6 Information added to the ERP System from the A/P module shall be
available for review within the purchasing module with the ability to drill down
to the purchase transaction detail
2.2.6.7 Information added to the ERP System from the A/P module shall be
available for review within the inventory control module with the ability to drill
down to the inventory item transaction detail level
2.2.6.8 The System shall process payments made by credit card, checks, and
journal transfers, at a minimum
2.2.6.9 The System shall process journal vouchers both in batch and individual
entries
2.2.6.10 The System’s data inputs shall post to the general ledger both under user
control and automatically when a batch is closed
2.2.6.11 The System shall contain, at a minimum, all the validated data elements in
the current MCE system Vendor Master and Invoice / Payment History files
(See Section 3.9)
2.2.6.12 The System shall allow MCE to configure current payables policies and
procedures following GAAP

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2.2.6.13 The System shall allow MCE to configure and maintain supplier and voucher
data including setting order entry and re-entry levels and receipt of materials
into the System
2.2.6.14 The System shall provide the capability to consolidate multiple payments to a
single supplier

The application shall have the following minimum reporting functionality:

2.2.6.15 The System shall produce standard audit control reports to balance and
validate payments to include:
a. Cash Disbursements Journal
b. Invoice Batch Control Report
c. Invoice Audit Report
d. General Ledger Entry Report
2.2.6.16 The System shall produce Aging Reports for Payables
2.2.6.17 The System shall produce a Purchase Invoice Journal
2.2.6.18 The System shall produce a Vendor Master report
2.2.6.19 The System shall produce Vendor Master File Maintenance reports

2.2.7 Financial Management – Fixed Assets (FA)

The ERP software shall support FA daily / monthly / annual transactional and financial functionality for
MCE’s HQ fixed asset manager.

The application shall have the following minimum functionality:

2.2.7.1 The System shall allow MCE to configure and maintain FA data
2.2.7.2 The System shall track depreciation for all FA’s in MCE including all tangible
assets (buildings, property, and equipment)
2.2.7.3 The System shall automatically post monthly depreciation to the general
ledger
2.2.7.4 The System shall contain and support all FA records including re-evaluations
and tax reporting (exempt)
2.2.7.5 The System shall support all FA transactions (updates, transfers, retirement)
2.2.7.6 The System shall contain, at a minimum, all the validated data elements in
the current MCE system Fixed Asset file (See Section 3.9)
2.2.7.7 The System shall provide for the automatic calculation of amortization and
depreciation of assets

The application shall have the following minimum reporting functionality:

2.2.7.8 The System shall produce Fixed Asset Lists (Additions, Retirements,
Changes, Valuations at user determined points in time)

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2.2.7.9 The System shall produce Fixed Asset Depreciation Schedules
2.2.7.10 The System shall produce Fixed Asset ID reports
2.2.7.11 The System shall produce Fixed Assets by location reports
2.2.7.12 The System shall produce Fixed Assets File Maintenance reports

2.2.8 Financial Management – Cost Accounting (CA)

The ERP software shall support cost accounting functionality for MCE’s HQ financial management staff.

The application shall have the following minimum functionality:

2.2.8.1 The System shall contain functions to calculate product overhead at an order
level
2.2.8.2 The System shall support multiple cost accounting approaches by business
unit, as determined and configured by MCE to include:
a. Support better ways of adding and deleting item numbers and changing
unit cost
b. A warning not to add an item number with the same description or sales
price to avoid duplication
c. Option to do a mass base price change without going into individual item
numbers (e.g – increase sales price by 20% on all OEI products)
2.2.8.3 The System shall support standard accounting for manufactured products
2.2.8.4 The System shall support FIFO accounting
2.2.8.5 The System shall support LIFO accounting
2.2.8.6 The System shall support Average Cost Accounting
2.2.8.7 The System shall support Activity Based Costing (ABC)
2.2.8.8 The System shall support job costing for standard and non-standard
(special) orders
2.2.8.9 The System shall allow MCE to configure and maintain standard cost data
for materials, labor and overhead
2.2.8.10 The System shall allow MCE to configure and maintain cost allocation
definitions
2.2.8.11 The System shall allow MCE to configure and maintain cost allocation
processes to allocate costs to the business units and manage cost recovery
2.2.8.12 The System shall maintain cost and sales price calculations to support
special orders

The application shall have the following minimum reporting functionality:

2.2.8.13 The System shall produce reporting and analysis of ABC in standard and ad
hoc reports

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2.2.8.14 The System shall produce Cost Center reports for expenses and revenues
2.2.8.15 The System shall produce a Distribution Report for total overhead expenses
in each cost center
2.2.8.16 The System shall produce an Average Cost Comparison Report for current
versus prior average cost
2.2.8.17 The System shall produce a Budget versus Cost Accounting Report for
General Accounts
2.2.8.18 The System shall produce a Cost Accounting Reconciliation to ensure that
expenses and revenues are posted to correct period
2.2.8.19 The System shall produce FIFO and LIFO Transaction Reconciliation
Reports
2.2.8.20 The System shall produce Accounting Cost Summary reports

2.2.9 Financial Management – Cash Management

The ERP software shall support daily / monthly / annual transactional and financial functions for MCE’s
HQ cash management staff.

The application shall have the following minimum functionality:

2.2.9.1 The System shall allow the recording of cash charges / payments and
deposits / receipts
2.2.9.2 The System shall provide cash position projections (reporting) based on
sales
2.2.9.3 The System shall calculate expected cash uses by sources including
administration and business units
2.2.9.4 The System shall hold and display current cash positions
2.2.9.5 The System shall provide online alerts when cash positions reach configured
pre-selected levels
2.2.9.6 The System shall post cash transactions to the General Ledger and update
Accounts Receivable

The application shall have the following minimum reporting functionality:

2.2.9.7 The System shall produce Cash Requirements reports

2.2.9.8 The System shall produce Cash Receipts journals
2.2.9.9 The System shall produce Cash Disbursements journals
2.2.9.10 The System shall produce Cash Flow reports

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2.2.10 Financial Management – Budgeting
The ERP software shall support budget development and budget control functionality for MCE’s HQ
financial management and executive staff.

The application shall have the following minimum functionality:

2.2.10.1 The System shall provide online alerts to budget managers when actual
amounts approach selected configured levels (ex. Within 10% of budget for a
given time period)
2.2.10.2 The System shall provide budget development functionality to include on-line
preparation and allow upload of spreadsheets
2.2.10.3 The System’s budget development function shall include a method to
allocate gross budget amounts across various areas (ex. Product lines,
plants, or cost centers)
2.2.10.4 The System shall have the ability to rollup to different accounting levels
2.2.10.5 The System shall provide the capability to manage and perform comparisons
of historical actual expenditures and budgets to current period
2.2.10.6 The System shall provide the capability for an unlimited number of budget
versions for analysis and budget modeling

The application shall have the following minimum reporting functionality:

2.2.10.7 The System shall produce Budget Preparation File report

2.2.10.8 The System shall produce Budget Posting Status report
2.2.10.9 The System shall produce the capability to analyze budget variances via
standard and ad hoc reports
2.2.10.10 The System shall produce the Business Units and Department Budget
reports
2.2.10.11 The System shall produce Budget versus Actual analysis reports and
report across multiple years

2.2.11 Financial Management – Accounts Receivable (A/R)

Accounts receivable tracks payments due to a company from its customers. The ERP software shall
support daily / monthly / annual transactional and financial functionality for MCE’s A/R department.

The application shall have the following minimum functionality:

2.2.11.1 The System shall process and track credit management

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2.2.11.2 The System shall process receipts and cash payments of receivables,
including the capability to apply collections to more than one receivable
2.2.11.3 The System shall process journal vouchers
2.2.11.4 The System shall post to the General Ledger both under user control and
automatically when a batch is closed
2.2.11.5 The System shall allow MCE to configure and maintain this function in
accordance with MCE’s A/R policies and procedures following GAAP
2.2.11.6 The System shall allow MCE to configure and maintain master data records
for customers and vouchers
2.2.11.7 The System shall process billing adjustments
2.2.11.8 The System shall allow for late payment charges and automatically calculate
interest
2.2.11.9 The System shall have the capability to process credit card collections
2.2.11.10 The System shall have the capability to record the waiver and write-off of
receivables, including interest, penalties, and administrative charges
2.2.11.11 The System shall contain, at a minimum, all the validated data elements
in the current MCE system Invoice Header physical file (See Section 3.9)

The application shall have the following minimum reporting functionality:

2.2.11.12 The System shall produce customer invoices which are in a format that
can be printed or emailed to customers
2.2.11.13 The System shall produce Aging Reports for Receivables
2.2.11.14 The System shall produce monthly statements to customers showing
account activity
2.2.11.15 The System shall produce collection letters for overdue Receivables
2.2.11.16 The System shall produce Delinquency reports
2.2.11.17 The System shall produce General Ledger posting reports

2.2.12 Production Management

Production management monitors capacity and use of resources.

The application shall have the following minimum functionality:

2.2.12.1 The System shall provide for the setup of plant-level capacity planning
metrics to include:
a. Baseline outputs
b. Lead times
c. Manufacturing time by product line individual product
d. Number of personnel required
e. Machinery required
f. Inventory Turnover
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g. Hours of usage
h. Capacity
i. Demand time
j. Retooling
2.2.12.2 The System shall provide plant-level resource allocations and what
percentage of usage each resource experiences in actual production
activities
2.2.12.3 The System shall allow MCE to schedule production activities at a plant and
work center level

The application shall have the following minimum reporting functionality:

2.2.12.4 The System shall produce reports to show how the plant-level capacity
planning metrics are being met in actual production activities
2.2.12.5 The System shall be able to track and report inventory (raw materials or
components) utilized in the production of an order or project (where a project
is made up of multiple orders)

2.2.13 Production Planning

Production planning assists MCE management at the HQ and at the plants.

The application shall have the following minimum functionality:

2.2.13.1 The System shall allow MCE to configure and maintain raw material and
finished good standard costs
2.2.13.2 The System shall allow MCE to configure and maintain labor cost tables for
inmate workers and plant overhead (civilian management)
2.2.13.3 The System shall allow MCE to configure and maintain any number of non-
labor related standard or customized overhead costs
2.2.13.4 The System shall allow MCE to access and update inventory levels as
production and assembly activities are performed
2.2.13.5 The System shall allow MCE to forecast and model changes in product
levels and production inputs (labor, processes, machinery)
2.2.13.6 The System shall allow MCE to create and monitor, at a project level,
percentages of completeness (projects are multiple orders) based upon
progression of work through work stations
2.2.13.7 The System shall allow MCE to monitor levels of raw materials consumed by
plants / projects / orders
2.2.13.8 The System shall allow MCE to create and monitor projected dates for
completion of a project / order including assembly of products from multiple
business units for a single delivery or as a completed delivery depending on
the customer’s desires

The application shall have the following minimum reporting functionality:

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2.2.13.9 The System shall allow MCE to report on product production based on configurable
levels of completeness (percentages of completion based on progression through
work centers)
2.2.13.10 The System shall allow MCE to report on order completeness based on
configurable levels of completeness (percentages of completion based on
progression through multiple work centers for an entire order consisting of multiple
products)
2.2.13.11 The System shall produce MCE reports that breaks out product costs between all
labor and inventory categories
2.2.13.12 The System shall produce MCE reports that breaks out overhead costs by plant /
product / project / product / order lines
2.2.13.13 The System shall allow MCE to analyze overall project profitability at a detail level
including all production related inputs and costs
2.2.13.14 The System shall allow for analysis and reports of forecast versus demand

2.2.14 Inventory Management

MCE management needs to greater organizational transparency into inventory control and usage.

The application shall have the following minimum functionality:

2.2.14.1 The System shall update inventory levels within locations when stock is moved from
one location to another both to the warehouse location and location within the
warehouse
2.2.14.2 The System shall allow for multiple locations of the same materials
2.2.14.3 The System shall provide inventory reorder points and forecasts based on historical
drawdowns indicating when the reorder point may be reached (days / weeks)
2.2.14.4 The System shall allow for material available on hand for a proposal but not yet
committed to a project and then commit the raw material once a project is
confirmed. WIP is valued monthly at the business cycle close and includes raw
materials used by percent of completion to final cost.
2.2.14.5 The System shall contain inventory categories which can be configured by MCE
and are retrievable as reporting groups or queries by type such as:
a. All finished goods that contain components from vendor ABC
b. Raw Materials that are classified as Green products by their suppliers
c. All products that are of a particular type (i.e. Furniture or Chair)
2.2.14.6 The System shall have the ability to differentiate production supplies from raw
materials to include the usage and cost of the production supplies
2.2.14.7 The System shall allow configuration to recognize MCE’s multiple warehouse and
production facilities locations
2.2.14.8 The System shall contain, at a minimum, all the validated data elements in the
current MCE system Inventory Transaction Master and Inventory Balances files
(See Section 3.9)

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The application shall have the following minimum reporting functionality:
2.2.14.9 The System shall produce reports of warehouse inventory (Locations of Raw
Materials, Finished Goods Awaiting Delivery, Finished Goods on hand and
available for immediate purchases)
2.2.14.10 The System shall produce inventory movement Reports (transactions, stock
movements, locations of Raw Materials and Finished Goods)
2.2.14.11 The System shall produce reports containing Inventory Levels and Reorder Points
2.2.14.12 The System shall produce Inventory Stock Status Reports
2.2.14.13 The System shall produce an Item Balance File report
2.2.14.14 The System shall produce Bills of Material (for Kits or Component Products)
2.2.14.15 The System shall produce a report containing all materials that are received into
MCE
2.2.14.16 The System shall produce a report containing all raw materials in inventory
including location and current quantities
2.2.14.17 The System shall produce MCE a report containing physical upper capacity for
inventory materials and what percent is currently on-hand in warehouses and plants
2.2.14.18 The System shall produce reports of any inventory that has been allocated or
moved by rules (such as by it becoming committed inventory by the creation of an
order)

2.2.15 Purchasing Management – Vendor and Suppliers

Purchasing management includes features to review and select suppliers and to track their
performance.

The application shall have the following minimum functionality:

2.2.15.1 The System shall maintain vendor standard prices and historical prices (for a period
of three years) and when any special pricing was offered / accepted
2.2.15.2 The System shall allow State purchasing limits to be electronically approved by
supervisors and also by purchasing for blanket purchase orders and for shop PO’s
up to user set limits
2.2.15.3 The System shall provide notification when inventory levels are at reorder points and
provide recommended inventory levels and lead times for orders based on turnover
and sales volumes
2.2.15.4 The System shall allow MCE to configure and maintain master data records for
vendor contracts and agreements
2.2.15.5 The System shall have the ability to configure and select codes for suppliers by
materials provided
2.2.15.6 The System shall have the ability to configure and select codes for suppliers by
material costs
2.2.15.7 The System shall have the ability to configure and select codes for suppliers by their
MCE rated timeliness of historical deliveries
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2.2.15.8 The System shall have the ability to configure and select codes for product types
which can be then used as for queries
2.2.15.9 The System shall have the ability to configure and select codes for suppliers by their
overall quality of goods (all products)
2.2.15.10 The System shall have the ability to allow MCE to add their own rankings of vendors
which can be then used as filters for searches
2.2.15.11 The System shall provide Just-In-Time management capabilities, based on historic
vendor supply lead time, which include the ability to transmit reorder amounts
directly to vendor / suppliers when reorder points are met
2.2.15.12 The System shall maintain multiple quotes from potential vendors and maintain
histories for seven years of which were selected vs. rejected (and reason for
rejection)
2.2.15.13 The System shall provide order acknowledgement correspondence that can be
printed and/or e-mailed to customers
2.2.15.14 The System shall accept for purchasing orders, customer letters of credit,
correspondence, and documentation
2.2.15.15 The System shall have the ability to reconcile orders (from various sources of
customer order / payment options) to provide, at a minimum, payments, balance,
and date processed information
2.2.15.16 The System shall maintain complete payment histories for vendors
2.2.15.17 The System shall provide queries for comparisons of prices between Vendors
2.2.15.18 The System’s shall provide queries for price trends changes by item and over time
as offered by each vendor
2.2.15.19 The System shall require sign off approvals by authorized managers, including
purchasing managers, to approve a purchase orders

The application shall have the following minimum reporting functionality:

2.2.15.20 The System shall produce Purchase Orders
2.2.15.21 The System shall produce Current/Pending Orders report
2.2.15.22 The System shall produce Completed/Historical Orders report
2.2.15.23 The System shall produce partially fulfilled orders reports by location / plant
2.2.15.24 The System shall produce Purchase Order Entry and Audit reports

2.2.16 Quality Management

Quality management tracks the quality factors of products produced.

The application shall have the following minimum functionality:

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2.2.16.1 The System shall track the cost of field repairs to products and track cost of
incorrect orders needing remake
2.2.16.2 The System shall track loss of raw materials used for remakes and machine
calibration
2.2.16.3 The System shall maintain and track MCE designated quality output
indicators for:
a. Raw materials
b. Manufacturing processes
c. Finished goods (products)
d. Supplier materials
2.2.16.4 The System shall the ability to collect, track and maintain MCE customer
satisfaction survey information
The application shall have the following minimum reporting functionality:
2.2.16.5 The System shall produce quality control checklists
2.2.16.6 The System shall produce quality output indicator reports for materials,
products and processes
2.2.16.7 The System shall produce customer satisfaction survey results reports
2.2.16.8 The System shall produce reports of supplier quality that include QC
incidents, severity, and trending over time (including if corrective action on
the part of a vendor is indicated) to include:
a. Quality Control Incidents resolved
b. Quality Control Incidents unresolved
c. Quality Control Incident trends

2.2.17 Sales Management – Customer Order Management

Sales management allows MCE to enter, track, and change customer orders and quotes.

The application shall have the following minimum functionality:

2.2.17.1 The System shall contain all products, pricing, and options offered by MCE including
special orders
2.2.17.2 The System shall allow customer quotes to be changed into confirmed orders by MCE
with minimal rekeying of the order
2.2.17.3 The System shall provide a mechanism to allow batch orders created outside of the
ERP System (by the current furniture and space planning design CAD/CAM
software and the current customer-facing shopping cart) to be uploaded to the ERP
System with minimal to no re-keying of information and allow updates without
programming. The data structure is specified in Section 5.1.2.
2.2.17.4 The System shall be able to interface with and process orders from the current MCE
customer-facing shopping cart e-commerce Web application or provide similar
functionality
2.2.17.5 The System shall allow MCE to view and edit customer accounts
2.2.17.6 The System shall allow MCE to view and edit sales order status for customers
2.2.17.7 The System shall allow MCE to capture user information (user ID, Date, Time,
Change Made) for any changes made to a customer order
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2.2.17.8 The System shall allow MCE to create and manage requests for quotations, and then
convert these to acknowledged orders with minimal re-keying
2.2.17.9 The System shall allow authorized MCE users to view available inventory
2.2.17.10 The System shall allow authorized MCE users to view production status of WIP,
Ready to Deliver, and Delivered Orders
2.2.17.11 The System shall allow authorized MCE users to view current or projected
production capacity plans (backlogs, utilization levels) by plant and/or production
line
2.2.17.12 The System shall provide real time / online availability of order status:
a. Ordered
b. In Production WIP %
c. Picked
d. Packed
e. Shipped
f. Invoiced
2.2.17.13 The System shall provide real time / online inventory status both promised and
confirmed
2.2.17.14 The System shall provide online access to historical account information
2.2.17.15 The System shall contain, at a minimum, all the validated data elements in the
current MCE system Customers file (See Section 3.9)
2.2.17.16 The System shall contain, at a minimum, all the validated data elements in the
current MCE system Product Catalog Item – Summary and Product Catalog Item
Master files (See Section 3.9)
2.2.17.17 The System shall contain, at a minimum, all the validated data elements in the
current MCE system Quote/Order Header Physical and Line Item Physical files
(See Section 3.9)
2.2.17.18 The System shall contain, at a minimum, all the validated data elements in the
current MCE system Shipment Physical Header and Shipment Release Physical
files (See Section 3.9)
2.2.17.19 The System shall allow for easy changes in purchasing manager of state units
2.2.17.20 The System shall allow multiple delivery addresses for the same customer billing
address
2.2.17.21 The System shall provide confirmation of order correctness as entered for product,
quantity, color, etc., signed by purchaser agent and also end user customer if
possible
2.2.17.22 The System shall convert Bill of Materials to itemized quantity, model number and
MCE raw material purchase cost as well as MCE sale price

The application shall have the following minimum reporting functionality:

2.2.17.23 The System shall produce Master Lists of Customers
2.2.17.24 The System shall produce Customer Master File Maintenance reports
2.2.17.25 The System shall produce Product Catalog Item Master File Maintenance reports

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2.2.17.26 The System shall produce Customer Quotes
2.2.17.27 The System shall produce Customer New Orders reports
2.2.17.28 The System shall produce Customer Backorder reports and include the number
of days on backorder
2.2.17.29 The System shall produce Open Order reports to include:
a. Open Orders for Quick Ship Items
b. Aged Orders Over 90 Days
c. Open Orders by Plant
2.2.17.30 The System shall produce Master Lists of Products / Services Offered (including
base pricing) reports
2.2.17.31 The System shall produce the following forms:
a. Order Pick Tickets
b. Packing Slips
c. Order Acknowledgement
2.2.17.32 The System shall produce Sales Management – Customer Order Management
reports to include
a. Sales Forecasts
b. Sales Analysis
c. Customer Sales by Territory
d. Customer Sales by Sales Representative
e. Sales by Item
f. Credit Card Sales
g. Month To Date Sales Journal
h. Sales Forecast based on historical trends

2.2.18 Security

The ERP System will be used by MCE civilian staff members located in the MCE headquarters and in
prison-based manufacturing centers and plants. The System will be used by inmate clerks. Depending
upon the application functionality offered by a vendor product, the need for inmate clerk access to the
new system may be highly restricted.

Section 11.2 (Alternative Descriptions and Evaluation) of the Project Scope document describes the Commented [ITPO3]: Will this be made available to the
offerors?
various possible scenarios of inmate usage of the new ERP System in greater detail.

The System shall have the following minimum functionality:

2.2.18.1 The System shall follow standard DPSCS Information Technology and
Communication Department (ITCD) network and security standards in addition to
FBI and State of Maryland security protocols for data access and system usage.
2.2.18.2 Overall System security for MCE ERP users shall also meet the guidelines and
protocols described in the current State of Maryland DoIT document:
http://doit.maryland.gov/Publications/DoITSecurityPolicy.pdf

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2.2.18.3 The System shall ensure that any prison inmates who access a
computer/internet for any official reason cannot:
a. Access the DPSCS main network.
b. Have a network / Active Directory account.
2.2.18.4 The System shall ensure that inmates cannot access any computer or device that is
attached to a DPSCS-ITCD network and inmates cannot have a Windows ID /
account.
2.2.18.5 The System shall ensure that inmates cannot access the Internet unless to a directed
site
2.2.18.6 The System shall disable all redirects from the System website and access to any
external System or internet
2.2.18.7 The System shall ensure that civilian staff ERP application-level security will follow
these guidelines:
a. Must use a permission based scheme to limit access to application
functions and data.
b. Must provide user password management functionality that supports
password policies including:
i. Password expiration and renewal
ii. Password complexity
iii. Must provide a way to grant / revoke user permissions without affecting
the application data
2.2.18.8 See also Security Requirements in the RFP document Section 3.4.

2.2.19 Audit Trail

The System shall have the following minimum functionality:
2.2.19.1 Any changes made to ERP reference tables or financial transactions shall require that
information about who and when the change was made be captured.
2.2.19.2 Newly created or changed information made to customer orders entered into the ERP
System via an Order Entry system or via a transfer from a Pre-Order Quote system
(which includes transfers of Bills of Material from a furniture design system used by
MCE Design) must retain information about the changes. This type of information is
added and changed daily as orders are received, processed, and forwarded to
plants for manufacturing and / or distribution.

2.2.19.3 All changes made to data by any ERP System user shall need to have the
following data points captured:
a. Date and Time of Change.
b. User Making Change (ID)
c. Database Table Change Made In
d. Previous (Old) Value
e. New (Changed) Value
f. Any change to production data that is accomplished by automated workflow
processes or triggered activities should note this in the audit logs (an example might
read “System User: Inventory Low on Item xyz”).
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g. Audit logs of changes made to data within the ERP System shall be available to
System and application administrators in addition to operations managers.
h. Audit activity logs shall be maintained or archived for an indefinite period of time.
Logs shall remain part of the live (current) ERP database until their size impacts
overall production System responsiveness. At this point logs shall be moved to an
archive (backup) state.
i. Any change to production data made manually by a System or database
administrator (which would not be captured by audit logging) must be approved by
the operations manager before any such change is made. Production changes
cannot be done by MCE IT staff without express permission of the MCE Operations
Manager. These types of changes should be done rarely and only to address
emergency situations that cannot be remedied using automated processes.
2.2.19.4 Depending upon round-trip System integrations ultimately designed (such as when
changes made to data in the MCE furniture design System update the ERP order
master file), external systems shall capture the change in the same manner they
currently track audit activities and shall note that the source of the change was the
ERP System and the ERP user (at a minimum).
2.2.19.5 Capturing ERP user information shall also be required if any part of the ERP System
updates in an automated fashion any State of Maryland fiscal or human resources
systems of record.

2.2.20 Interfaces and Business Needs

Additional Application Interfaces to Peripheral Devices or Desktop Systems. The following are
interfaces that MCE sees as necessary in an ERP product, but that may not be critically needed for
an initial production deployment.

a. Scanners / Scanned Images – MCE would like to expand current use of scanned documents
(such as hard copy purchase orders).

2.2.20.1 The System shall have the ability to store scanned images within customer order
records.
2.2.20.2 The System shall be able to access external scanner devices as input devices.

b. Fax Servers – While not used currently, MCE sees the capability to utilize faxes sent to an
electronic fax server (which in turn shall allow fax documents to be added to customer records).

2.2.20.3 The ERP product shall have the capability to access fax servers as input devices.
2.2.20.4 The System shall have the ability to store faxed images within customer order
records.

c. Bar-Code Labels – This functionality may not be introduced in an initial deployment

2.2.20.5 The ERP product shall have the ability to produce bar code labels for
a. Fixed Assets
b. Job Jackets
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c. Larger Inventory Items
d. Finished Goods
e. Shipping Cartons
f. Shipping Pallets
g. Customer Orders (to track completed products from shop floors to warehouses to
the delivery to customers)

d. Bar-Code Readers – MCE desires the capability to utilize bar code readers to scan the location
of assets and the progress of finished goods from manufacturing through to customer
deliveries).
2.2.20.6 The ERP product shall have the ability to use bar-code information from scanner
devices to track the location of assets, the use of inventory, and the progress and
location of finished goods from manufacturing to warehouse, through customer
deliveries.

3 IMPLEMENTATION REQUIREMENTS

3.1 Data Currency

The ERP System in envisioned as a real-time system. However as noted in the Project’s Scope
document (sections 11.2 and 11.3); depending upon final decisions on use of the System by inmate
clerks, the actual data currency may vary.
3.1.1.1 At a minimum, HQ access to data within the ERP System shall be nearly
instantaneous for all final (posted / approved) fiscal transactions and intraday
updates to customer orders.
3.1.1.2 Plant managers need (at a minimum) information from the ERP System regarding
customer orders (such as bills of material) that must be no older than one day
behind what is current within the HQ databases.
3.1.1.3 While immediate (near real-time) access to all data by both the HQ and
manufacturing plants is preferred, it is not an essential requirement for a minimal
implementation of the ERP solution.
3.1.1.4 Price changes may need to be made to categories, specific items or across the board
by percentages. Price changes are effective when the published web page has
been changed. The catalog prices are not the record.
3.1.1.5 If the selected ERP System’s technology requires that reporting databases be out of
synchronization with operational (transactional) data for any period of time (such as
during monthly closing activities), the ERP solution must have a facility to
automatically update reporting databases without the manual intervention of MCE IT
staff.
3.1.1.6 The minimally acceptable functionality is that MCE staff is able to re-synch data
sources by initiating a scripted / programmatic routine. They shall not need to
resubmit any batch data or retype any user transactions.

3.1.1.7 At a minimum, operational and reporting databases shall not be out of

synchronization for more than 24 hours (one working day). If the process of keeping
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reporting databases in synch with operational databases affects the performance of
the operational database and main ERP System, the need for timeliness of the
reporting database shall be reconsidered.

3.2 Reliability
Reliability is the probability that the System will be able to process work correctly and completely without
being aborted.

The proposed ERP System has varying degrees of impact on areas of MCE should parts of the System
fail.

If the HQ Core Financial Systems (including updates from the ERP to external State systems) and
Customer Servicing (taking and updating orders and processing payments) functional areas of the
System fail (becomes unusable) for a period of time the impact on MCE would be as follows:

Length of Time of Impact to MCE Revenues and Employee Productivity

Outage
One Hour Some Impact to processing transactions.
One Day Medium to Large Impact to process transactions and enter
customer orders.
One Week Very Large to Catastrophic Impact.

3.2.1.1 The minimum acceptable level of reliability for HQ Core Financial Systems would be
one (1) day. Beyond this timeframe, MCE’s ability to conduct business would be
significantly affected. Back up operational processes (relying on manual methods)
would be deployed but the results of these processes would need to be re-entered
into the ERP System once it again becomes available.

If the Plant Operations or Manufacturing groups cannot access the ERP System (data about new orders
or inventory levels is unreachable and/or no changes can be made in the System) the impact on MCE
would be as follows:

Length of Time of Impact to MCE Plant Management and Manufacturing

Outage Processes
One Hour Minimal Impact – Would use workarounds similar to
current processes based on last known data to continue
manufacturing efforts.
One Day Minimal to Medium Impact – Would use workarounds as
noted above. However if there is more than two days of
outage, MCE worker productivity and ability to proactively
manage on-going MCE communications between HQ and
the plants for customer order inquires and inventory /
resource planning would revert to phone calls between the
plants and HQ (similar to what is done currently).

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One Week Large Impact – If the System was unusable for a week,
current processes (use of many phone calls and manual
documents) would be deployed. Worker productivity would
be greatly affected as a backlog of manual work would be
created and would later have to be re-entered in ERP
when the System again became operational.

3.2.1.2 The minimum acceptable level of reliability for Plant Operations or Manufacturing
groups aspect of the System would be no more than two (2) days.

If the Business Intelligence / Reporting part of the System fails (meaning access to ad hoc reporting data
sources or tools, was unavailable to HQ fiscal or executive management) the impact to MCE would be as
follows, unless information was requested from the Governor or Secretary offices:

Length of Time of Impact to MCE HQ Functionality

Outage
One Day Minimal Impact – On a day to day basis, MCE would
continue to work without access to non-transactional data
sources (such as sales trend reports for example).
One Week Medium Impact – By the end of a week, there would be
impact to MCE if this functionality was unavailable.

3.2.1.3 The minimum acceptable level of reliability for the Business Intelligence / Reporting
aspect of the System would be no more than five (5) days (one work week).

3.3 Recoverability
Recoverability is the ability to restore function and data in the event of a failure.

3.3.1.1 In the event the ERP application is completely unavailable to users (down) because of
a System failure, it should be restored within 2 hours after the failure is detected.
This timeframe assumes that a locally controllable event (such as a hardware issue)
has caused the outage. If the application software is at issue and requires
Contractor intervention, then the expected restoration time shall follow expected
levels that shall be stated in the Service Level Agreement.

3.3.1.2 In the event that the operational database is corrupted, the database must be capable
of being restored to its condition no more than 2 hours before the corruption
occurred. In the event that a secondary database (such as reporting / read only
database) is corrupted (if applicable) the database must be restored to its most
recent point in time prior to the corruption. (This condition is currently a preference.
Once a Contractor is selected a final data recovery strategy shall be determined).

MCE IT or DPSCS-ITCD will perform periodic backups of all databases and will store these backups off-
site. At a minimum daily incremental changes to the database shall be captured and stored and on a
weekly basis and a full database backup should be performed. Daily backups shall be retained for at least

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six weeks (approximately one monthly close cycle) and weekly backups should be retained for at least
fourteen weeks (one quarterly close cycle).

In the event that the entire data center (either at MCE or in a DPSCS data center location) is destroyed, the
following steps shall be required:
I. New Application and Database Servers would need to be located and
installed
II. Operating Systems shall need to be set up on the Servers
III. Applications (including the ERP core System) shall need to be installed on the
Servers
IV. The last off-site back up of the ERP application database shall be restored to
the Servers

3.4 System Availability

System availability is the time when the application must be available for use. Required System
availability is used in determining when maintenance may be performed.

3.4.1.1 The System must be available from 5:00 AM – 8:00 PM EST Monday – Friday (State
Holiday and Service Reduction Days not included). Any scheduled down time for
maintenance shall be scheduled around these core hours.

In general the peak times for use at the HQ occur between mid-mornings through mid-afternoon. The
plants start earlier in the day (5:00 – 5:30 AM) and end their work day by early afternoon.

3.5 Fault Tolerance

Not Applicable for the MCE ERP System as there are manual processes that can be used until the ERP
again becomes available after a failure.

3.6 Performance
3.6.1.1 The current preference is that accessing any transactional screen and updating data
fields should take no more than 3 seconds.

3.6.1.2 Management reports and longer running ad hoc reports can take longer than three (3)
seconds with a preference being that no report should take longer than 30 seconds
to render. It is understood that very complex reports may take longer and may need
to be executed in a batch or background manner (to be determined depending upon
the reporting architecture of the selected COTS product).
3.6.1.3 System performance should be measured using up to 250 concurrent users and 100
connected devices.

3.6.1.4 Offeror shall provide how their solution will meet the performance criteria in their
response. Provide solutions to meet performance in production and non-production
environments.

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3.7 Capacity
3.7.1.1 The ERP System shall have the capacity to handle the types of volumes described
below:
Transactional Sizes

a. 4,000 A/P entries per month

b. 1,800 invoices per month.

On Hand Items

a. At any point in time throughout the year the MCE organization will have 2,700
types of raw materials on hand (in varying quantities);

b. 3,700 product components ; and over

c. 5,750 finished goods awaiting shipping or on-hand in anticipation of near term

orders.

Master File Contents

a. Customer Master File – 3,000 unique customers

b. Product Catalog – 1,000 unique products

c. Vendor / Supplier Master File – 3,000 vendors

d. Fixed Assets Master File – 8,000 items

3.8 Data Retention

The ERP System is the primary System of record for MCE.
3.8.1.1 The ERP System information shall be retained indefinitely at both a summary and
detail (transactional) level. It is envisioned that only current clients (those with
purchases from MCE in the prior three years) and any client with an open invoice
balance shall be retained in an active System.
3.8.1.2 All client and fiscal information shall be accessible, even if this is in an archived
database source (method to be proposed by Contractor).
3.8.1.3 Prior year data (closed fiscal year data) may be physically stored off-site if on-site /
on-disk storage limitations are encountered.
3.8.1.4 Off-site data shall be available for re-load (or be accessible in a secure manner from
the off-site location) for use by MCE should the need arise (such as for audits).

3.9 Data Mapping and Conversion

3.9.1.1 The Contractor shall be responsible for all mapping of data from the current
MCE System and data conversion of the data to the new ERP databases
and shall support multiple iterations of the conversion process.
3.9.1.2 In addition, the Contractor shall be responsible for obtaining data information
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that is not included in the data migration but required for the new System for
each business unit.

3.9.1.3 Conceptually the following transactional files from the current system shall
be required so that history and in-process transactions can be migrated and
used within the new System.
a. Invoice Payments
b. G/L Transactions
c. Inventory Balances
d. Shipments

The following tables describe the data in the current system. The file structures and data in the current
system are housed in IBM DB/2 tables but are not truly relational in design. Therefore, columns noted
with a (*) act as unique or linking fields for operations, queries, and reporting purposes.

3.9.1.4 As noted in the Project Scope Document (Section 6 – Data Migration

Strategy) the data described below shall be the source values for all
conversion activities from the current system into the new ERP System.

Field Types are based upon current system data values.

A = Alphanumeric
D = Date
N = Numeric
P = Packed variable
S = Signed variable

These exact types are not required in the new system though the core data elements shall be.

Current Reference Data

General Ledger (G/L)

Ref Description Field Current Function / Note Field Length
Type (Bytes)
1 Record Code A Reference 1
2 Company Number * N System Assigned 2
3 G/L Account Number N Reference 15
4 G/L Account Type Code N Reference 1
5 G/L Account Description A Reference 25
6 Account Type A Reference 2
7 Currency ID A Type of Currency 3
8 Roll Up Company Number N Reference for Reporting 2
9 Roll Up Company Account Number N Reference for Reporting 15
10 Spaces / User Defined A Not Used 10

Customers

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Ref Description Field Current Function / Note Field Length
Type (Bytes)
1 Company number* N Assigned by MCE 2
2 Customer number* N Assigned by MCE 8
3 Backorders A If exist 1
4 Partial ship A If exist 1
5 Credit limit P 13
6 Shipment lead time P If known based on prior
products purchased 2
7 Invoice language format A 1
8 Print backorder quantity A 1
9 Print item tax amount A 1
10 Alpha sort name A Used for reports /
queries 35
11 Accept substitute A 1
12 Credit check required A 1
13 Date customer established P 7
14 Date first invoiced P Summary History 7
15 Highest credit limit P 13
16 Date last CR limit Change P 7
17 Consolidate invoices A 1
18 Number of invoice copies P 3
19 Requires adv ship notice A 1
20 Address format A 1
21 Commissionable percent P 7
22 Purchase order required A Required for only
certain customers 1
23 Automatic credit hold A 1
24 A/R consolidation code A 1
25 User ID last CR limit chg A 10
26 Credit limit currency A 1
27 Customer status A Active customers are
any customer who has
purchased from MCE
within 3 years. 1
28 LC credit limit P 13
29 Invoice total discount A 1
30 Duns number S Only available for non-
Profit entities.
Generally not used. 9
31 Packing hierarchy code A 1
32 Maintenance logging indicator A 1
33 Packing list format opt A 1
34 Warehouse A Which MCE Warehouse 3
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 MCE ERPIP FUNCTIONAL REQUIREMENTS DOCUMENT
is closest to customer
35 Credit limit code A 1
36 Bill to Company number N If different from #1
above 2
37 Bill to Customer number N If different from #2
above 8
38 Priority ID A Assigned by MCE as
required 2

Product Catalog Items File – Summary (used by reference systems)

Ref Description Field Current Function / Note Field Length
Type (Bytes)
1 Item Number * A System Assigned 15
2 Item Description A MCE description 30
3 Stocking Unit of Measure A 2
4 Item Type Code A Reference 1
5 Standard Batch Quantity A Single or multiple 11
6 Base Price A Current approved price
per unit 15
7 Unit Cost A Current approved unit
cost (if external
component) 19
8 Unit Weight A Reference 9
9 Warehouse Stock Location A Primary storage area
upon receipt of product
(one of three
warehouses in MCE
system) 3
10 Vendor-Primary A (optional) Reference if
there is a primary
vendor for this product 1
11 Shelf Life A (optional) Reference 4

Product Catalog Item Master File - Detail

Ref Description Field Current Function / Note Field Length
Type (Bytes)
1 Item number* A 15
2 Record identifier A 1
3 Inventory flag S 2
4 Low level code S 2
5 Number single level assembly P
components 5
6 Number of parent assemblies P
where used 5
7 Number of additional routing P
descriptions 7
8 Number of routing operations P To create finished 3
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 MCE ERPIP FUNCTIONAL REQUIREMENTS DOCUMENT
product (reference)
9 Run activity control number S 3
10 Feature/options template suffix S 1
11 Item description A Full description 30
12 Engineering drawing number A 15
13 Base price P 15
14 Unit cost default P 19
15 Unit of measure A 2
16 Item type code A 1
17 Item class A 4
18 Value class A 1
19 Vendor number A If provided by a specific
vendor 6
20 Warehouse stock location A Primary location 3
21 Department number A 4
22 Unit weight P 7
23 Standard setup cost per lot P 19
24 Carrying rate P 3
25 S-number flag A 1
26 Unit price discount/markup code A 1
27 Unit price discount/markup percent P 5
33 Sales analysis flag S 1
34 Packing code A 2
35 Shelf life in days S 4
36 Purchase price P 15

Vendor Master File

Ref Description Field Current Function / Note Field Length
Type (Bytes)
1 Vendor Number * N 6
2 Name A Full name 25
3 Short Name A 25
4 Address Line 1 A 25
5 Address Line 2 A 25
6 Address Line 3 A 25
7 Address Line 4 A 25
8 City A 25
9 State A 2
10 Postal Code A 10
11 Country A 3
12 Telephone Number A 20
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13 FAX Number A 20
14 Contact A Primary Contact name 25
15 Require PO Accept A Y/N 1
16 Allow Multiple Lines on PO A Y/N 1
17 Allow Blanket PO A Y/N 1
18 Print Vendor Catalog # on PO A Y/N 1
19 Ship Via A 3
20 Terms A Net 30 etc. 3
21 Last Payment D Reference 7
22 Tax ID EIN/SSN A If applicable for non-
profit entities 25

Transactional (History) Data

Invoice / Payment History Files

Ref Description Field Current Function / Note Field Length
Type (Bytes)

1 Active Record Code A 1

2 Company Number* S 2
3 Payment Type A 2
4 Payment Date S 7
5 Check Number S 6
6 Total Payment Amount (payment P
currency) 13
7 Amt Applied to Invoice (payment P
currency) 13
8 Amt Applied to Order (payment P
currency) 13
9 Invoice Number A 10
10 Invoice Date P 7
11 Invoice Gross Amount P 13
12 Invoice Description A 20
13 Due Date P 7
14 Invoice/Credit type A 2
15 Vendor Number* A 6
16 Vendor Name A 25
17 Assignee Name A 6
18 Order Number A 7
19 Amount for invoice/check (payment A
currency) 13
20 Active Record Code P 1
21 Payment Selection Number P 5
22 G/L account number A 15
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 MCE ERPIP FUNCTIONAL REQUIREMENTS DOCUMENT
23 Journal reference number A 12
24 Item number A 15
25 G/L debit or credit code A 1
26 Bank Account A 3
27 Payment Method A 1
28 Payment Currency id A 3
29 Trading Currency id A 3
30 Trading Currency amount P 13
31 Trading Currency amount applied to P
invoices 13
32 Trading Currency amount applied to P
purchase orders 13
33 Trading Curr gross amount P 13
34 Trading Curr discount amount P 13
35 Discount Date P 7

Fixed Asset File

Ref Description Field Current Function / Note Field Length
Type (Bytes)
1 Company number* S All fixed assets are
tagged and tracked by
MCE 2
2 Serial number A 3
3 Code for depreciation schedule A 15
4 Asset description A 20
5 Type of asset A 1
6 Location A 5
7 Capitalized date P 7
8 Retirement date P 7
9 Selling price P 13
10 Accumulated depreciation ytd P 13
11 Accumulated depreciation P 13
12 Investment tax credit % P 7
13 Investment tax credit recapture S
percent 3
14 Investment tax credit amount P 13
15 Expense deduction amount P 13
16 General ledger credit account A
number 15
17 General ledger debit account A
number 15
18 Estimated salvage P 13

Inventory Transaction Master File

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Ref Description Field Current Function / Note Field Length
Type (Bytes)
1 Active record code A 1
2 Batch number P From processing of
inventory draw down or
transfer 3
3 Work station ID A Who performed
transaction 10
4 Transaction code A 2
5 Order number* A 7
6 Item number* A 15
7 Warehouse A 3
8 Update period date P 7
9 Update time S 6
10 Transaction quantity P 10
11 Transaction amount P 15
12 Transaction date P 7
13 Previous quantity on hand P 10
14 Previous quantity on order P 10
15 Previous allocations P 10
16 Current stp cost P 19
17 Completion code A 1
18 Reversal code A 1
19 Previous STP cost P 19
20 Entry unit of measure A 2
21 Vendor number* A 6
22 Reference number A Provided by MCE 10
23 Customer allowance A 1
24 New quantity on hand P 10
25 New quantity on order P 10
26 New allocations P 10
27 Batch type A 1
28 Last date affect qty on hand P 7
29 Inventory flag S 2
30 Sales analysis flag S 1
31 Blanket P.O. sequence number P 4
32 Reason code A 6
33 Transfer warehouse A 3
34 User sequence A 4
35 Last physical/cycle inventory date P 7
36 Average unit cost P 19
37 Batch/lot number A 10

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 MCE ERPIP FUNCTIONAL REQUIREMENTS DOCUMENT
38 Goods received note number A 26
39 Location in warehouse A Warehouse managers
track items within
warehouses 7

Inventory Balances (starting position for initial conversion)

Ref Description Field Current Function / Note Field Length
Type (Bytes)
1 Active record code A 1
2 Item number* A 15
3 Warehouse A Location (MCE
maintains multiple
warehouses) 3
4 Item class A 4
5 Manufacturing allocated quantity P 10
6 Quantity sold this period P All quantities are points
in time balances based
on inventory draw
downs and once a year
a physical inventory
counts 11
7 Quantity issued this period P 13
8 Quantity received this period P 13
9 Quantity adjusted this period P 13
10 Beginning inventory P 10
11 Lead time code A 1
12 Lead time manufacturing P 4
13 Lead time adjustment S
manufacturing 3
14 Lead time purchase P 4
15 Vendor lead time P 4
16 Safety lead time P 4
17 Review lead time P 4
18 Lead time adjustment purchase S 2
19 On hand total quantity P 10
20 Average unit cost P 19
21 Last unit cost P 19
22 Standard unit cost P 19
23 Order point P 10
24 Fixed order quantity P 10
25 Safety stock P 10
26 On order production quantity P 10
27 On order purchase quantity P 10
28 Quantity used this year P 13
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 MCE ERPIP FUNCTIONAL REQUIREMENTS DOCUMENT
29 Date of last activity issue P 7
30 Last date affecting quantity on hand P 7
31 Cycle count activity flag A 1
32 Cycle count compare P 7
33 Cycle count code S 1
34 Cycle count transaction activity P 7
35 Last physical/cycle inventory date P 7
36 Date for next cycle count P 7
37 Vendor number A 6
38 Purchase unit of measure A 2
39 Unit of measure conversion P 10
40 Warehouse stock location A 7
41 Cost deviation code A 1
42 Quantity issued this year P 13
43 Quantity used this period P 13
44 Quantity sold year-to-date P 13
45 Item sales amount period to date P 15
46 Item sales amount year-to-date P 15
47 Item cost amount period to date P 15
48 Item cost amount year-to-date P 15
49 Usage cost period-to-date P 15
50 Usage cost year-to-date P 15
51 Estimated annual usage P 13
52 Average period end balance P 15
53 Average sales per period P 15
54 Date of last sale P 7
55 Date of last usage P 7
56 Requirements planning activity flag S 1
57 Quantity sold since last plan P 7
58 Pick list requirements P 10
59 Physical on hand at count P 10
60 Floor stock code A 1
61 Date this record last maintained P 7
62 Quantity received since last plan P 10
63 Quantity pending release P 10
64 Quantity sold since last plan P 7
65 Future allocation quantity P 10
66 Shipments before MPS current P
date 7
67 Shipments after MPS current date P 7
68 Receipts before production date P 10
69 Receipts after production date P 10
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 MCE ERPIP FUNCTIONAL REQUIREMENTS DOCUMENT
70 Force cycle count flag A 1
71 Pending manufacturing allocations P 10
72 Cumulative material lead time P 4
73 Cumulative manufacturing lead P
time 4
74 Average manufacturing lead time P 4
75 Average purchase lead time P 4
76 Variable manufacturing lead time P 4
77 Quantity scrapped this period P 13
78 Quantity scrapped year-to-date P 13
79 Scrap cost period-to-date P 15
80 Scrap cost year-to-date P 15
81 Date of last scrap P 7
82 MPS future allocations P 10
83 Shipments before production date P 7
84 Shipments after production date P 7
85 Last program to maintain A 1
86 Item balance CRPLB update S
control 1
87 Shipments last period P 9
88 Receipts last period P 13
89 Item process flag S 1
90 Allocation retrieval control byte P 3
91 Item schedule control code S 1
92 Extract source code A 1
93 Carry forward code S 1
94 Primary production line A 5
95 Carry forward option A 1
96 Schedule group A 5
97 Smoothing code A 1
98 Smoothing start date P 7
99 Container description A 4
100 Quantity per container P 10
101 Model code A 4
102 Finished goods code S 1
103 Control group ID A 2
104 Group number for accuracy A
allowance 3
105 Bill of materials accuracy allowance A
group code 3

Quote/Order Header File

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Ref Description Field Current Function / Note Field Length
Type (Bytes)
1 Company number * S 2
2 Internal header type A 1
3 Quote/order number * A 7
4 Quote/order date P 7
5 Manuf due date override A 1
6 Request date P 7
7 Header order value P 13
8 Discount percent P 5
9 Shipping instructions A 30
10 Ship to override code A 1
11 Sold to override code A 1
12 LC order value P 13
13 Pro forma invoice flag A 1
14 Current SA month/period S 2
15 Invoice procedure code S 1
16 Ship lead time P 2
17 Unit price discount S 1
18 Current order cost P 13
19 Override exchange rate P 11
20 Tax override date P 7
21 Override exch rate date P 7
22 Order total volume P 10
23 Order total weight P 11
24 Export designator A 1
25 Sales code A 1
26 Header status A 2
27 Quote/acknowledgement ind A 1
28 Completion date P 7
29 Print item tax amount A 1
30 Print tax summary A 1
31 Page 5 Pricing? A 1
32 Order number reference A 12
33 Source company S 2
34 Source order type A 1
35 Source order number A 7
36 Manual invoice number S 6
37 Proforma pack list print? A 1
38 Variable trade discount % P 7
39 Order origin A 1
40 Cancel after date P 7
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 MCE ERPIP FUNCTIONAL REQUIREMENTS DOCUMENT
41 Offline order token P 11
42 Do not ship before P 7
43 User Field - Switch A A 1
44 User Field - Code A A 5
45 User Field - Code B A 5
46 User Field - Code C A 5
47 User Field - Date 1 S 7
48 User Field - Date 2 S 7
49 User Field - Amount 1 P 15
50 User Field - Amount 4 P 15
51 AS/400 JOB NUMBER A 6
52 Installment method id A 10
53 Tax transaction type A 10
54 Note method id A 10
55 Interbranch trade partner A 10
56 Interbranch trans refer P 7
57 Amount invoice printed A 1
58 Invoice series id A 4
59 Complementary reference number P 7
60 Language code A 3
61 Currency ID A 3
62 Territory ID S 2
63 Contract number S 5
64 Contract/promo indicator A 1
65 Salesrep number P 5
66 Customer price code A 2
67 Priority ID A 2
68 Trade discount code A 2
69 Terms code A 2
70 Surcharge code A 3
71 Customer number S 8
72 Ship to number A 8
73 Commission header ID P 7
74 Price book ID A 5
75 Invoice amount P 13
76 Sold to override address P 5
77 Warehouse A 3
78 Delivery terms code A 3
79 Bill to Company number S 2
80 Bill to Customer number S 8
81 Tax suffix A 5
82 Carrier ID A 10
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 MCE ERPIP FUNCTIONAL REQUIREMENTS DOCUMENT
83 Sale code A 1
84 Create date P 7
85 Create time P 6
86 Created by user A 10
87 Created by program A 10
88 Change date P 7
89 Change time P 6
90 Changed by user A 10
91 Changed by program A 10

Line Item File

Ref Description Field Current Function / Note Field Length
Type (Bytes)
1 Company number * S 2
2 Internal header type A 1
3 Quote/order number * A 7
4 Line item sequence P 7
5 User entered sequence no. A 7
6 Order qty in order u/m P 10
7 Kit item A 1
8 Selling price in order U/M P 17
9 Selling price in price U/M P 15
10 Net sales amount P 15
11 Line item status A 2
12 Price source code A 1
13 Stocking quantity P 10
14 Unit cost per stock U/M P 19
15 Base price P 15
16 LC - base price P 15
17 LC - selling price P 15
18 LC converted selling price P 17
19 LC - net sales amount P 15
20 S-number A 20
21 Credit memo code A 1
22 Discount percent P 5
23 Page 5 Pricing? A 1
24 Base price accumulator P 15
25 Item source A 7
26 Source company S 2
27 Source order type A 1
28 Source order number A 7
29 Source line item sequence P 7
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 MCE ERPIP FUNCTIONAL REQUIREMENTS DOCUMENT
30 Item type code A 1
31 Item class code A 4
32 Item description A 30
33 User Field - Switch A A 1
34 User Field - Code A A 5
35 User Field - Code B A 5
36 User Field - Code C A 5
37 User Field - Quantity 1 P 11
38 User Field - Amount 1 P 15
39 User Field - Date 1 S 7
40 User Field - Date 2 S 7
41 Carrier - SP Reserved A 10
42 Item accounting class A 3
43 Tax transaction type A 10
44 Tax class A 15
45 Tax include net sales -LC P 15
46 Tax include net sales P 15
47 Tax include sell prc - lc P 17
48 Tax include sell prc P 17
49 Total shipped quantity P 11
50 Total backordered quantity P 11
51 Blanket item indicator A 1
52 Line item type A 1
53 Salesrep number P 5
54 Price book ID A 5
55 Surcharge code A 3
56 Contract number S 5
57 Contract/promo indicator A 1
58 Tax indicator A 3
59 Ship to override Customer S 8
60 Ship to number override A 8
61 Commission header ID P 7
62 Credit/debit reason code A 3
63 Customer number S 8
64 Customer item number A 30
65 Item industry class id A 3
66 Industry item number A 30
67 U/M A 2
68 Pricing unit of measure 1 A 2
69 Stocking unit of measure A 2
70 Item number A 15
71 Warehouse A 3
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 MCE ERPIP FUNCTIONAL REQUIREMENTS DOCUMENT
72 Original item number A 15
73 KBC item indicator A 1
74 Create date P 7
75 Create time P 6
76 Created by user A 10
77 Created by program A 10
78 Change date P 7
79 Change time P 6
80 Changed by user A 10
81 Changed by program A 10

Shipment Header File

Ref Description Field Current Function / Note Field Length
Type (Bytes)
1 Company number * S 2
2 Internal header type A 1
3 Quote/order number * A 7
4 Shipment header number P 7
5 Shipment consolidate seq P 3
6 Shipment weight P 11
7 Shipment status A 2
8 Lading no. of containers P 7
9 Packed by A 25
10 Time shipped P 6
11 Shipment date P 7
12 Trailer number A 25
13 Truck number A 25
14 Pro bill number A 25
15 Ship to type A 1
16 Customer number S 8
17 Ship to number A 8
18 Ship to name A 35
19 Ship to address 1 A 35
20 Ship to address 2 A 35
21 Ship to address 3 A 35
22 Ship to address line 4 A 35
23 Ship to address line 5 A 35
24 Ship to city A 35
25 Ship to state A 2
26 Ship to zip A 10
27 Ship to country name A 25
28 Shipping instructions A 30
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 MCE ERPIP FUNCTIONAL REQUIREMENTS DOCUMENT
29 Tax suffix A 5
30 Shipping weight override P 9
31 Shipment lead time P 2
32 Warehouse A 3
33 Warehouse description A 30
34 Backordered items A 1
35 Picklist number P 7
36 Archive status A 1
37 User Field - Switch A A 1
38 User Field - Code A A 5
39 User Field - Code B A 5
40 User Field - Code C A 5
41 User Field - Date 1 S 7
42 User Field - Date 2 S 7
43 User Field - Text 40 A 40
44 Tax transaction type A 10
45 Sale code A 1
46 Company number S 2
47 Invoice number S 6
48 Invoice sequence P 7
49 Carrier ID A 10
50 Transport mode code A 2
51 Userid A 10
52 Trigger sequence number P 7
53 Pack list printed? A 1
54 Bill of lading printed? A 1
55 Processed by MMA A 1
56 Market analysis code A 5
57 Price book ID A 5
58 Customer price code A 2
59 Bill of lading number P 7
60 Packing list number P 7
61 Ship location identifer A 10
62 Shipment ID A 25
63 Originating ship to A 8
64 ASN (856) sent? A 1
65 Reprocess type A 1
66 Purpose code A 2
67 Weight qualifier A 3
68 U/M A 2
69 Consolidate invoices A 1
70 Invoice group sequence P 7
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71 Invoice ship to sequence P 7
72 Delivery confirmation date P 7
73 Shipment number P 7
74 Turnaround file designator S 2
75 Turnaround sequence no. P 9
76 Turnaround check digit S 1
77 Create date P 7
78 Create time P 6
79 Created by user A 10
80 Created by program A 10
81 Change date P 7
82 Change time P 6
83 Changed by user A 10
84 Changed by program A 10

Shipment Release File

Ref Description Field Current Function / Note Field Length
Type (Bytes)
1 Company number * S 2
2 Internal header type A 1
3 Quote/order number * A 7
4 Shipment header number P 7
5 Ship release sequence P 7
6 Kit release sequence P 5
7 Shipment consolidate seq P 3
8 Shipped quantity P 10
9 Salesrep number P 5
10 Contract number S 5
11 Contract/promo indicator A 1
12 Release quantity P 10
13 Release request date P 7
14 Release number 1 P 5
15 Item number A 15
16 Tax indicator A 3
17 Surcharge code A 3
18 Stocking unit of measure A 2
19 Order unit measure A 2
20 Order qty in order u/m P 10
21 Pricing unit of measure A 2
22 Order price U/M conv rate P 11
23 Order stock U/M conversion rate P 11
24 Item type code A 1
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25 Item class A 4
26 S-number A 20
27 Warehouse stock location A 7
28 Stock unit cost P 19
29 Item description A 30
30 Inv language item desc A 30
31 Non inventory item? A 1
32 Non-inventoried item no. A 15
33 Non-inventoried item desc A 30
34 Latest release request date P 7
35 Manufacturing due date P 7
36 Extended weight P 11
37 Extended weight override P 11
38 Backordered quantity P 10
39 LC - net sales amount P 15
40 Net sales amount P 15
41 LC - selling price P 15
42 Selling price P 15
43 LC - base price P 15
44 Base price P 15
45 Price source code A 1
46 Kit/component indicator A 1
47 Total code discount % P 7
48 Total quantity discount % P 7
49 Converted selling price for EDI P 17
50 LC converted selling price P 17
51 Sales analysis flag S 1
52 Extended item cost P 19
53 Booking adjustment qty P 10
54 Customer item number A 30
55 Customer item description A 30
56 Credit memo code A 1
57 Source company S 2
58 Source order type A 1
59 Source order number A 7
60 Source line item sequence P 7
61 Kit component quantity per P 11
62 User entered sequence no. A 7
63 Shipment release status A 1
64 Commodity code A 8
65 Original order quantity P 10
66 Manufacturing order no. A 7
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67 Release time P 4
68 Original manufacturing due date P 7
69 Original promise date P 7
70 Latest promise date P 7
71 Shipment ID A 25
72 SKU number A 12
73 Industry item number A 30
74 User Field - Switch A A 1
75 User Field - Code A A 5
76 User Field - Code B A 5
77 User Field - Code C A 5
78 User Field - Quantity 1 P 11
79 User Field - Amount 1 P 15
80 User Field - Date 1 S 7
81 User Field - Date 2 S 7
82 Item accounting class A 3
83 Tax transaction type A 10
84 Tax class A 15
85 Tax include net sales -LC P 15
86 Tax include net sales P 15
87 Tax include sell prc - lc P 17
88 Tax include sell prc P 17
89 Extended volume P 11
90 Extended volume override P 11
91 Standard average cost P 19
92 Line item sequence P 7
93 Shipment number P 7
94 Turnaround file designator S 2
95 Turnaround sequence no. P 9
96 Turnaround check digit S 1
97 KBC item indicator A 1
98 Create date P 7
99 Create time P 6
100 Created by user A 10
101 Created by program A 10
102 Change date P 7
103 Change time P 6
104 Changed by user A 10
105 Changed by program A 10

Invoice Header File

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Ref Description Field Current Function / Note Field Length
Type (Bytes)
1 Company number * S 2
2 Invoice number * S 6
3 Invoice sequence P 7
4 Print EDI invoice A 1
5 Invoice type S 1
6 Net due date P 7
7 Print previous backordered items A 1
8 Print previous invoice number A 1
9 Previous invoice number S 6
10 Previous invoice sequence P 7
11 Print fully backordered items A 1
12 Total invoice amount P 13
13 Total special charge 1 amount P 13
14 Total special charge 2 amount P 13
15 Total special charge 3 amount P 13
16 Total surcharge amount P 13
17 Total item tax amount P 13
18 Total special charge tax amount P 13
19 Total surcharge tax amount P 13
20 Total special charge discount P 13
21 Total surcharge discount P 13
22 Total item cost P 13
23 Total surcharge cost P 13
24 Total special charge 3 cost P 13
25 Total trade discount P 13
26 Total terms discount P 13
27 Total item amount P 13
28 Invoice date P 7
29 Tax transmittal # P 7
30 Print count P 3
31 LC total invoice amount P 13
32 LC Special charge 1 amount P 13
33 LC special charge 2 amount P 13
34 LC special charge 3 amount P 13
35 LC total surcharge amount P 13
36 LC item tax amount P 13
37 LC total special charge tax amount P 13
38 LC total surcharge tax P 13
39 LC total trade discount P 13
40 LC total item amount P 13
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41 LC - total terms discount P 13
42 Purchase order number A 22
43 Purchase order revision A 7
44 Purchase order date P 7
45 Bill to customer number P 8
46 Bill to customer name A 35
47 Bill to address code A 6
48 Bill to address instruct A 25
49 Bill to address line 1 A 35
50 Bill to address line 2 A 35
51 Bill to address line 3 A 35
52 Bill to address line 4 A 35
53 Bill to address line 5 A 35
54 Bill to city A 35
55 Bill to state code A 2
56 Bill to postal code A 10
57 Bill to country code A 3
58 Bill to country name A 25
59 Territory code S 2
60 Territory description A 25
61 Order value P 13
62 LC order value P 13
63 Order cost P 13
64 Unit price discount S 1
65 Discount percent P 5
66 Terms code 1 A 3
67 Terms percent P 7
68 Terms description A 25
69 Currency ID 1 A 3
70 Currency description A 15
71 Override exchange rate date P 7
72 Tax override date P 7
73 Exchange rate P 11
74 Language code 1 A 3
75 Optional invoice date P 7
76 Invoice discount code A 1
77 Invoice discount percent P 7
78 Credit memo invoice S 6
79 Sales analysis period S 2
80 General ledger period S 2
81 Posting year S 3
82 Future age month S 2
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83 Aging date P 7
84 Sales code A 1
85 Print backorder quantity A 1
86 Print item tax amount A 1
87 Print tax summary A 1
88 Customer class A 5
89 Sold to customer number S 8
90 Sold to address instruct A 25
91 Sold to customer name A 35
92 Sold to address line 1 A 35
93 Sold to address line 2 A 35
94 Sold to address line 3 A 35
95 Sold to address line 4 A 35
96 Sold to address line 5 A 35
97 Sold to city A 35
98 Sold to state code A 2
99 Sold to postal code A 10
100 Sold to country code A 3
101 Sold to country name A 25
102 Document language format A 1
103 Terms discount days P 3
104 Terms net due days P 3
105 Tax suffix A 5
106 Export designator A 1
107 Salesrep number P 5
108 Invoice procedure code S 1
109 User invoice status A 1
110 Address format A 1
111 Serial number print A 1
112 Invoice layout A 1
113 Invoice previous process A 1
114 Reprocess type A 1
115 User Field - Switch A A 1
116 User Field - Code A A 5
117 User Field - Code B A 5
118 User Field - Code C A 5
119 User Field - Date 1 S 7
120 User Field - Date 2 S 7
121 Tax transaction type A 10
122 Invoice series id A 4
123 Multi-order invoice flag A 1
124 Internal header type A 1
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125 Quote/order number A 7
126 Detail invoice sequence P 7
127 Complementary reference number P 7
128 Create date P 7
129 Create time P 6
130 Created by user A 10
131 Created by program A 10

Financial Transaction History Files (G/L Journal History)

Ref Description Field Current Function / Note Field Length
Type (Bytes)
1 Entry year S 3
2 Entry month/period S 2
3 Entry day S 2
4 Journal reference number A 12
5 G/L account number A 15
6 G/L debit or credit code A 1
7 Transaction source A 10
8 Description A 15
9 Check number S 6
10 Active record code A 1
11 G/L amount P 13

3.10 Design, Testing, Implementation, and Acceptance

The Contractor shall be responsible for:
3.10.1.1 The design and configuration of the new ERP System based on MCE
business requirements.
3.10.1.2 Developing a phased in implementation incremental schedule by business
unit to include parallel processing runs to be validated against the current
MCE system.
3.10.1.3 Installation of the ERP System in a test environment
3.10.1.4 Loading the test database with sufficient data to perform the required User
Acceptance Testing. This task shall be on-going until successful completion
of the User Acceptance Testing. MCE will provide the User Acceptance
Testing Matrix.
3.10.1.5 Setup of the software and activation of the modules.
3.10.1.6 Setup of the master files and tables and work with MCE management to
verify the data.
3.10.1.7 Testing and issues remediation during the User Acceptance phase utilizing
the test plan matrix.
3.10.1.8 Obtaining final validation of the data and processing before final cutoff to
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ERP production.
3.10.1.9 Implementation of the ERP System into the final production environment.
3.10.1.10 Issues resolution during the initial period for performance acceptance (warranty
period).

3.11 Training and Documentation

The Contractor shall be responsible for:
3.11.1.1 Training of up to 180 MCE end users and technical staff and 60 to 90 inmate
clerks at the MCE HQ facility and within manufacturing centers throughout
the State to support the ERP System to include:
a. End user training by job function
b. Business Unit Managers
c. Clerical staff
d. IT Operations staff
e. Senior Managers
f. Users at some remote locations within the State prison facilities
3.11.1.2 Providing a train the trainer approach
3.11.1.3 Retraining for personnel as needed or requested by management
3.11.1.4 Creating a learning team of “super users” who can support others in all basic
and some advanced functions
3.11.1.5 Providing and/or creating training materials and technical documentation of
the ERP System to include Quick Reference guides and an inmate self-
learning module

3.12 Support Operations and Maintenance

Upon MCE acceptance of the ERP software as a working and error-free production system, the
Contractor shall be responsible for:
3.12.1.1 Providing Operations and Maintenance Support Services of the ERP
software product to MCE IT staff to include Help Desk support from 5:00 AM
to 8:00 PM EST Monday through Friday (State Holiday and Service
Reduction Days not included)

4 REQUIREMENTS TRACEABILITY MATRIX

The requirements traceability matrix (RTM) provides a method for tracking the functional requirements and
their implementation through the development process. Each requirement is included in the matrix along
with its associated section number. As the project progresses, the RTM is updated to reflect each
requirement’s status. When the product is ready for system testing, the matrix lists each requirement, what
product component addresses it, and what test verify that it is correctly implemented.

4.1 The Contractor shall be responsible for providing and maintaining the RTM. Columns in the RTM
shall include:

a. Requirement Number
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b. Requirement Description
c. Requirement reference in FRD
d. Verification Method
e. Requirement reference in Test Plan
f. Comments
g. Requirement Status
h. Requirement Version
i. Final Decision Date
j. Target Release
k. Criticality
l. Requirement Type

5 FILE STRUCTURES OF DATA PROVIDED BY EXTERNAL APPLICATIONS

5.1 The following are the minimal data elements that are provided / required for systems that shall
provide data to or shall require data from the new ERP System. Field Types are based upon current
system data values.

A = Alphanumeric
D = Date
N = Numeric
P = Packed variable
S = Signed variable

5.1.1 State FMIS System – Consumer of ERP data

The minimum functional requirement to exchange data between the ERP and the FMIS system is the
ability to create a flat file for export. The layout and process for the FMIS interface are fixed and not
something MCE is able to modify.

Ref Description Field Current Function / Note

Type
1 Vendor Number* A
2 Vendor Mail Code N
3 Invoice Number* N
4 Invoice Description A
5 Invoice Date D
6 Invoice Gross Amount N
7 Line Item Description A
8 G/L Account Number N
9 Line Item Gross Amount N
10 Invoice Sequence Number N
11 Detail Service Date D
12 Detail Effective Date D

5.1.2 CAD/CAM System – Provider of data to ERP

Ref Description Field Current Function / Note
Type
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1 Project or Drawing Number A Reference of project number
from the CAD/CAM system
2 Number of Items A Number of items required
3 Vendor Model # (item number) A Item detail (alphanumeric
supplied by vendor)
4 Code A A three digit code that
designates fabric, trim color,
and laminate details
5 Description A Description of item

5.1.3 Current e-Commerce Web App – Provider of data to ERP

NOTE: The current e-Commerce Web App does not interface to current MCE MAPICS system.
The Contractor may describe current capabilities but propose optional pricing.

Ref Description Field Current Function / Note

Type
1 Order Number A Reference number from
shopping cart application
2 Customer Number (ID) N Matches customer ID number
in the MCE accounting system
(assigned by MCE customer
services)
3 Date of Purchase P
4 Payment Method A
5 Card Type A
6 Card Name A
7 Card Number A Masked Card Number
8 Billing Name A Person who placed order
9 Billing Company A
10 Billing Address A
11 Billing City A
12 Billing State A
13 Billing Zip A
14 Billing Phone A
15 Shipping Name A Contact person for delivery
16 Shipping Company A
17 Shipping Address A
18 Shipping City A
19 Shipping State A
20 Shipping Zip A
21 Shipping Phone A
22 Product Ordered (Description) A Multiple rows for each item
ordered
23 Product Item Number A
24 Quantity P

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25 Unit Price P
26 Sub total P For all order detail rows
27 Shipping Fee P
28 Tax P
29 Total P Grand total for order
30 Transaction ID A Internal reference number from
shopping cart application

6 ADDITIONAL DESIRED FEATURES (OPTIONAL)

The following features shall be beneficial to MCE but are not critical to an initial deployment of the
System. While MCE is soliciting software that contains the following features, it may defer these
items (if they are available) for a later deployment phase or not purchase these at all.

6.1 Customer On-line Shopping Cart

The System shall have the capability for a customer-facing on-line shopping cart (currently a
standalone web application not integrated to the AS/400 system) and shall need to be linked to or
replaced by similar functionality within the proposed ERP solution. The current data structure is
specified is Section 5.1.3

6.2 Advanced E-commerce

(Would replace the current separate shopping cart application)

a. The System shall allow MCE access to customer views and information within the e-
Commerce module for customer service, issues resolution, or trend analysis
b. The System shall have the facility for approved external customers to access the e-
commerce function for account self-service.
c. The System shall allow external customers to view the product catalog, create orders,
and track order status and planned delivery dates.
d. The System shall have the capability to allow customer notifications (if requested) which
shall send e-mail updates to customers of order status and planned delivery dates
whether product ordered via the web or directly through the sales or customer service
department

6.3 Advanced Customer Relationship Management functionality

a. The System shall allow MCE to view all customer touch points (inquiries, quotes, sales
histories) within various customer contexts (on a customer or company basis)
b. The System shall have the capability to analyze customer buying behavior and if
desired, create separate account management and sales strategies for various buyer
segments
c. The System shall create and track sales pipelines through the following steps:
1. Leads
2. Inquiries (for products or services)
3. Quotes
4. Approved quotes / sales
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d. The System shall have the capability to create sales campaigns and track efficacy of
efforts (number of leads, inquires, quotes, and sales generated by the campaign)
e. The System shall provide the capability for our Mobile Sales Staff to access Customer
Information on a variety of mobile platforms (Tablets, smart phones, etc)

6.4 Human Resource and Workforce Management

The use of a separate HR system for Inmate time and attendance and payroll functions is
desirable. It will need to be designed with MCE personnel, Finance and Field Operations input.

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