# City Schools of Decatur — ERP Demo Scripts (Combined)

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## ERP Demo Script – Accounts Payable, Travel Expenses & Purchasing Cards (P-Cards)

### Demo Script Instructions

The vendor should use the background data provided below or other similar data to provide a scripted demo based on the Vendor Demo Script following this background data within the time allotted for this functionality in the Demo Schedule. Vendors are welcome to use other similar data however the background data does focus on common CSD processes. Expectations are that vendors set up demo scenarios in advance so individual demo transactions and actions can validate numerous script requirements. The vendor may choose to interactively demonstrate a particular script, and simply show the field / action that would be used for other scripts related to that transaction in the interest of time. If the scripted demo for this script topic is not completed within the time allotted, you will be asked to move onto another script topic and potentially come back to this section if time remains at the end of another demo section or all demo sections.

### Staff (All Demo Scripts)

- Wanda Ramirez, CFO / Executive Management
- Ted Cain, Accounts Payable Accountant
- Terra Burton, Oakhurst Elementary Principal
- Patrice Allison, Oakhurst Elementary Bookkeeper
- Tori Williams, Glennwood Elementary Principal
- Jennifer Jones, Glennwood Elementary Bookkeeper

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### Accounts Payable – Background Data

#### Invoices For Payment Processing

| Vendor Name | Date | Invoice # | PO # | 1099 | Amount | Account |
|---|---|---|---|---|---|---|
| ABC School Supply (Glennwood Elem) | 12/14/2024 | 69781 | 25-217 | | $1,050 | School Supplies |
| Georgia Assn of Educators (Oakhurst) | 01/20/2025 | 3697 | NA | | $2,500 | Dues & Fees |
| State Health Benefit Plan (Payroll) | 01/22/2025 | 5416 | NA | | $27,500 | Employee Benefits |
| DeKalb County (December Bus Gas) | 01/29/2025 | 97821 | NA | | $41,500 | Bus Fuel |
| Melvin Smith Custodial Services | 01/30/2025 | 67 | NA | YES | $12,500 | Oakhurst Custodial |
| Catapult Learning (Oakhurst Elem) | 02/07/2025 | 14776 | 25-265 | | $2,250 | Professional Development |
| Oriental Trading (Glennwood Elem) | 02/14/2025 | GE-6914 | 25-412 | | $1,212 | School Supplies |
| Tom's Transmission Service | 02/17/2025 | 365 | NA | YES | $5,010 | Bus Repairs |
| ABC School Supply (Oakhurst Elem) | 02/18/2025 | 17998 | 25-466 | | $2,123 | School Supplies |
| Midwest Bus Parts | 02/24/2025 | 987461 | 25-513 | | $7,500 | Bus Parts |
| DeKalb County (January Bus Gas) | 02/27/2025 | 101212 | NA | | $48,500 | Bus Fuel |
| Melvin Smith Custodial Services | 02/28/2025 | 68 | NA | YES | $12,500 | Oakhurst Custodial |
| Conagra Food Service (Glennwood SFN) | 03/03/2025 | 25-6379 | 25-545 | | $9,010 | Glennwood Food Supplies |
| Georgia State University (Counseling) | 03/06/2025 | 6971 | NA | | $7,500 | Professional Services |
| Oriental Trading | 03/12/2025 | 87941 | 25-603 | | $1,030 | School Supplies |
| Georgia Public Broadcasting (Oakhurst) | 03/17/2025 | 3268 | NA | | $3,500 | Professional Development |
| Atlanta Zoo (Glennwood Elem) | 03/18/2025 | 4991 | NA | | $4,500 | Field Trips |
| Beverage Air (Oakhurst SFN Cooler) | 03/21/2025 | D-4578 | 25-639 | | $12,950 | Oakhurst SFN Equipment |
| School Specialty (Oakhurst Elem) | 03/24/2025 | 105987 | 25-645 | | $1,090 | School Supplies |
| NAESP (Glennwood Elem) | 03/26/2025 | 9736 | NA | | $3,000 | Dues & Fees |
| Melvin Smith Custodial Services | 03/28/2025 | 69 | NA | YES | $12,500 | Oakhurst Custodial |
| Tom's Transmission Service | 03/31/2025 | 366 | NA | YES | $3,450 | Bus Repairs |
| DeKalb County (February Bus Gas) | 03/31/2025 | 103987 | NA | | $46,500 | Bus Fuel |

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### Travel Expenses – Background Data

Tori Williams needs to travel to the 2025 UNITED: The National Conference on School Leadership, a National Association of Elementary School Principals (NAESP) and National Association of Secondary School Principals (NASSP) event on July 9 through July 13, 2025 in Seattle, WA. The member rate for conference registration is $885 and Toni is a NAESP member. She will be staying at the Mayflower Park Hotel, as it is close to the Seattle Convention Center – Arch Center where the conference is being held. On July 8, 2025 Toni used his personal vehicle to drive from her home in Decatur, GA to the Atlanta International Airport (ATL). She left her car parked in the garage at the airport. On July 13, her return flight arrived at ATL, and Toni drove her car back to her Decatur residence.

Tori Williams is the Glennwood Elementary Principal who reports to Karen Adams, Deputy Superintendent. Karen's Administrative Secretary is Mary Campbell who coordinates all travel authorizations and expense reimbursements for school principals. After processing travel authorizations and expense reports, Karen provides them to Karen Scott for approval. The Glennwood Elementary Bookkeeper, Jennifer Jones, assists Principal Williams by preparing travel authorizations and expense reimbursements for her approval and tracking the progress of these documents after submittal to Mary Campbell.

CSD employees who are authorized to travel as part of their assigned duties will be reimbursed in accordance with the policies prescribed by Georgia State Accounting Office (SOA). Reimbursement for such expenses must be approved by the employee's immediate supervisor and the Superintendent or the Superintendent's designee (Deputy Superintendent in this case).

SOA travel guidelines provide that travelers who stay at a hotel/motel that is holding a scheduled meeting or seminar may incur lodging expenses that exceed the rates generally considered reasonable. The higher cost may be justified to avoid excessive transportation costs between a lower cost hotel/motel and the location of the business function. Travelers traveling overnight, are eligible for 75% of the total meal reimbursement per diem rate on the first and last day of travel. For example, if the per diem rate allows a $50 total reimbursement, $37.50 would be allowable on a travel departure or return day ($50 x .75 = $37.50) As a result, the time of departure and time of return are not considerations for calculating the Meal Per Diem when associated with overnight travel. Out-of-State meal reimbursement per diem allowances follow the GSA rates (Seattle WA rate table below).

| Breakfast | Lunch | Dinner |
|---|---|---|
| $23 | $26 | $38 |

The conference fee was required to be paid in advance so this payment was processed after travel authorization approval and sent to the conference host. After returning from this conference Jennifer Jones (as delegate for Tori Williams) initiates a travel expense reimbursement in the system that includes the expenses for the flight, meal costs, airport deck parking and mileage. The meal reimbursement per diem allowance amounts were adhered to with the exception of a group dinner on July 10 of $57 and a group lunch of $42 on July 13 at the Seattle airport. Jennifer scanned the travel receipts and attached them to the travel reimbursement request. Mary Campbell denied the excessive meal amounts and sent Toni a textbox message explaining the reason for the denial (not an allowable expense per GSA rates), and references the GSA policies (with link). After Toni received this notification while at a system leadership meeting, she was able to use her IOS smartphone to open the Travel and Expense module, open the expense report workflow to the reviewer's note, remove the excessive meal charges and resubmit this expense report.

**Air Travel Information:** Flight from ATL to Seattle, WA for a round-trip flight arriving July 8 and returning July 13

- Fare: $728.00
- First Checked Bag Fee: $70.00
- Total Price: $798.00

**Lodging:** Mayflower Park Hotel for five-nights

- Deluxe King Room Rate: $450.75
- Tax: $405.67
- Total Price: $2,659.42

**Mileage & Parking Information:**

- SOA Rate per Mile: $0.70/mile
- Total miles travelled round-trip: 15 miles
- Total Mileage Expense: $10.50
- Atlanta International Airport (ATL) Airport Deck Parking: $30/day ($180.00)

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### Purchasing Card (P-Card) – Background Data

The City Schools of Decatur has issued P-Cards to all schools to be used solely for the purpose of purchasing items and services that are directly related to the duties of the City Schools of Decatur. CSD purchasing cards are not allowed to be used to purchase cash advances, gift cards (stored value cards, calling cards, and similar products), entertainment (e.g. in-room movies for district employees traveling on business), and tips. Both Oakhurst Elementary and Glennwood Elementary have used these P-Cards in June 2025 to make the following purchases.

**Oakhurst Elementary**

| Vendor Name | Charge Date | Amount | Expenditure Account |
|---|---|---|---|
| Professional Association of Georgia Educators (PAGE) | 06/09/2025 | $180 | Professional Fees |
| Target (Leadership Meeting Gift Cards) | 06/17/2025 | $350 | School Supplies |
| Atlanta Zoo (4th Grade group purchase for Fall) | 06/30/2025 | $1,780 | Field Trips |

**Glennwood Elementary**

| Vendor Name | Charge Date | Amount | Expenditure Account |
|---|---|---|---|
| Teachers School Supply (A/V Equipment) | 06/20/2025 | $550 | Small Equipment |
| Oriental Trading | 06/30/2025 | $126 | School Supplies |

The school principals review these charges and then they are submitted by the school bookkeeper for account distribution to the appropriate general ledger accounts. As a policy requirement, the Superintendent or designee is responsible for conducting a quarterly review of the purchasing card program to ensure that purchases made are related to the duties of City Schools of Decatur. The Superintendent has delegated this responsibility to the Deputy Superintendent.

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### Vendor Demo Script – Accounts Payable

1. Demonstrate the system capabilities to create and manage vendors by group or classification including any unique system capabilities that can be enabled for specific types of vendor groups (e.g., 1099 vendors, Employees)
2. Demonstrate the workflow process to correct invoice errors (e.g., Purchase Order (PO) closed, PO line closed, item not on PO, needs receipts, receipt discrepancy, quantity discrepancy, vendor name discrepancy, PO cost differences, budget exceeded, closed activity, inactive accounting unit, out of balance, invoice is out of date range for the contract)
3. Demonstrate the capability for automation/flagging of payments needing special handling (attachments) and auto print attachment documents with check payments
4. Demonstrate the capability for duplicate invoice checking for Invoice Number and Supplier (Vendor) ID (e.g., when an invoice is keyed, the system checks all companies for duplication of the invoice number)
5. Demonstrate the process for initiation of a check request without a purchase order that requires an attachment to be included with a check (e.g. membership dues) including the automation of this check request process by generating a one-time/non-vendor payment for a conference registration
6. Demonstrate the workflow process for creating a check request (e.g., membership dues, conference registration) by an end-user and approving it through organizational hierarchy defined in workflow
7. Demonstrate how multiple document images can be attached / viewed for each check request
8. Demonstrate the capability to reconcile the RNI (Received Not Invoiced) account with the GL and locate any discrepancies within the GL; demonstrate how the system processes expenses vs. inventory
9. Demonstrate how to create a month end RNI (Received Not Invoiced) accrual
10. Demonstrate the ability to provide system matching rules (e.g., 2-way and 3-way matches, match exception rules) and how to develop detailed line-item matching rules with flexibility to reduce the level of granularity to improve match success
11. Demonstrate the capability to print checks and configure check printing images / logos based on organizational unit and the capability to configure check layouts including logos without a third-party tool
12. Demonstrate the capability to generate all 1099 forms and IRS files (e.g., MISC, INT, S), compliant with current and ongoing IRS standards with system-generated 1099 forms editable or adjustable (e.g., adjustment invoice amount for 1099 reportable due to valid reasons)
13. Demonstrate the capability to mass print 1099s (all companies at one time) or print one 1099 on demand
14. Demonstrate the availability of on-demand report of all invoices flagged as 1099 reportable
15. Demonstrate where 1099 information is stored along with the system capability of loading external data for 1099 processing
16. Demonstrate how to process a recurring voucher where each monthly voucher has a unique invoice number (e.g., each month the rent invoice number would be unique)
17. Demonstrate how to make the invoices unique for each month since the invoice number is not unique
18. Demonstrate how to stop a recurring payment and the effect of doing so on the General Ledger
19. Demonstrate how to process a future dated expense based on an effective date

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### Vendor Demo Script – Travel Expenses

1. Demonstrate the ability to support the initiation and approval of a pre-authorization travel requisition form through workflow options that establish cost estimates relating to hotel and airfare reservations that is linked to the employee traveling
2. Demonstrate the ability to support tools to help prepare the expense report (e.g., "how-to" or "help" features) and support expense report preparation through mileage calculators, per diem tables and location calculators that leverage locations and booking tools, meet GSA and State of Georgia SOA mileage and expense requirements
3. Demonstrate the ability to link a booking tool (e.g., Expedia, Booking.com, Google Flights) to pull travel reservation data and assist with completion of the pre-authorization travel requisition form using this reservation information.
4. Demonstrate how spending limits/controls for business travel in a particular location can be applied based on policy for expense report entry (e.g. meal limits, hotel limits).
5. Demonstrate how mileage can be calculated based on locality (the user enters the start and end point of the travel and the system determines the miles, not the employee).
6. Demonstrate the ability for employees to initiate reimbursement for their travel or business expenses using the system or accessing through a Smartphone application, easily access expense policies at the time of expense entry.
7. Demonstrate the ability to define expense types and link types to default account numbers, automate expense management interface with general ledger with drill down drill down capabilities to view travel/expense details, enable per diem expenses, attach electronic receipts, and support spending limits / controls for business travel (e.g., hotel limits, meal limits, gift cards, alcohol) with hard and soft stops
8. Demonstrate the ability to detect duplicate expense submissions (e.g., duplicate flights in multiple expense reports) and to audit expense reports with sorting and filtering capabilities
9. Demonstrate the ability for an integrated employee expense audit function in real-time to review employee expenses and payments supported by system reporting and analytical capabilities
10. Demonstrate the system's ability to delegate another user to process an expense report on another's behalf, split expenses on the expense report to different accounting codes, and review expenses through workflow options (e.g., apply business rules / logic-based rules and route expenses differently, expense classifications requiring special approvals)
11. Demonstrate the ability to provide user-defined fields, allow configurable notifications, and link and attach relevant documents to the workflow process for expense reimbursements
12. Demonstrate the ability to integrate real-time with the Accounts Payable module to automate the process of paying employees for non-P-Card expenses (e.g., per diem)
13. Demonstrate the ability to define employee bank accounts for employee reimbursements and the reimbursement payment methods in real-time for employees or non-employees (e.g., contactors) to include direct deposit, ACH or system check
14. Demonstrate the ability to generate a recurring report that shows the details and summary for expense report transactions
15. Demonstrate the ability for employees to query on the status of their pending travel reimbursements (including status of workflow approval) and view expense report details and status in a display-only mode

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### Vendor Demo Script – Purchasing Cards (P-Cards)

1. Demonstrate the ability to manage P-Card set up, P-Card expenditure business rules, administration and reporting and the capability to validate GL account, expense type and budget at the time of entry
2. Demonstrate the ability to approve and reconcile P‐card transactions and to provide P-Card transaction analysis
3. Demonstrate the ability to integrate real-time with P-Card provider to automatically import and reconcile card transactions and expenses
4. Demonstrate how the workflow process operates after expense submission and the review process including the ability of the submitter to view steps of the reimbursement review
5. Demonstrate the ability to review the reimbursement and approve / deny it so that the submitter can correct and resubmit the reimbursement
6. Demonstrate the ability to post P-Card transactions to the appropriate general ledger expenditure account

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## ERP Demo Script – Budget

### Demo Script Instructions

The vendor should use the background data provided below or other similar data to provide a scripted demo based on the Vendor Demo Script following this background data within the time allotted for this functionality in the Demo Schedule. Vendors are welcome to use other similar data however the background data does focus on common CSD processes. Expectations are that vendors set up demo scenarios in advance so individual demo transactions and actions can validate numerous script requirements. The vendor may choose to interactively demonstrate a particular script, and simply show the field / action that would be used for other scripts related to that transaction in the interest of time. If the scripted demo for this script topic is not completed within the time allotted, you will be asked to move onto another script topic and potentially come back to this section if time remains at the end of another demo section or all demo sections.

### Staff (All Demo Scripts)

- Wanda Ramirez, CFO / Budget Owner
- Sandra Turner, Budget Accountant
- Melinda Fitzpatrick, Department Director, Athletics and Activities Department
- Cynthia White, Department Clerk, Athletics and Activities Department
- Terra Burton, Oakhurst Elementary Principal
- Patrice Allison, Oakhurst Elementary Bookkeeper
- Tori Williams, Glennwood Elementary Principal
- Jennifer Jones, Glennwood Elementary Bookkeeper

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### Budget – Background Data

Preliminary school budgets are based on the projected enrollment associated with the full-time enrollment reports submitted by the Georgia Department of Education (GDOE), instructional plans, strategic initiatives, estimated resources, contractual requirements, and anticipated inflationary issues. Forecasting of available resources and requested appropriations is used to identify the funding available and the financial capability of the budget to sustain projected expenditures. The primary district funding sources are:

- State GDOE Allocations / QBE: Revenue assumptions are made based primarily on student enrollment
- Preliminary Appraisal: The County Tax Commissioner provides the preliminary appraisal values.
- Tax Millage Rates

All budget requests are developed with the support and analysis provided by the Finance Division though a template with an itemized list of the department / school account numbers, account descriptions, and the budget and actual expenditures for the last two years. Individual budget managers (e.g., Division Directors, School Principals) are responsible for entering budget requests with a narrative to justify each request as previous budget data does not automatically roll to the next fiscal year.

The school district develops and adopts a budget for each fund:

- **General Fund:** The school system's primary operating fund for the accounting of all financial transactions except those funds required to be accounted for in another fund (e.g., grants).
- **Special Revenues Funds (Grants):** These funds account for the proceeds of specific revenue that are legally restricted to specified purposes (e.g., grant-related funds for special Federal programs such as Title I, Title II-A, Title VI-B).
- **School Nutrition Program Fund:** This fund accounts for the United States Department of Agriculture (USDA) approved School Nutrition Program that should be self-supporting and financed exclusively through Federal resources and users' charges.
- **Capital Projects Funds:** These funds manage Special Purpose Local Option Sales Tax for Education (E-SPLOST) resources specified in a referendum approved by voters to be used for acquiring school sites, constructing and equipping school facilities, renovating existing facilities, technology, and textbooks, and purchasing long-term assets.

The City Schools of Decatur's fiscal year begins on July 1st and ends on June 30th. The Finance Division consistently reviews and modifies individual budgets to ensure that the school district is on target with projected spending. The School Board receives a monthly report of the expenditures and revenue and what percentage of the budget has been used for the year.

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#### General Fund Budget – Athletics and Activities Department

| Object Code | Object | FY2023-2024 | FY2024-2025 | FY2025-2026 |
|---|---|---|---|---|
| | **Budgets Developed and Managed Centrally** | | | |
| 142 | Clerical | $56,190 | $58,999 | |
| 146 | Athletics Personnel | $323,127 | $557,524 | |
| 199 | Other Salaries | $1,000 | $0 | |
| 210 | State Health Insurance | $13,780 | $60,900 | |
| 220 | FICA | $4,375 | $22,445 | |
| 230 | Teacher Retirement System | $11,227 | $60,968 | |
| | **Budgets Requests Made by Department Head and Managed Locally** | | | |
| 310 | Professional Services | $125,494 | $118,000 | |
| 441 | Rental of Land/Buildings | $10,000 | $10,000 | |
| 530 | Communication | $1,714 | $12,000 | |
| 595 | Other Purchased Services | $216,265 | $150,000 | |
| 810 | Dues and Fees | $8,090 | $4,000 | |
| | **TOTALS** | **$771,262** | **$1,044,835** | |

*Vendors May Use Some or All of This Illustrative Budget to Support Demonstration Objectives.*

Melinda Fitzpatrick needs to pay for another professional association in FY2024-2025 requiring an additional $2,000 be moved to the Dues and Fees account from the Communication account. Cynthia White enters this budget adjustment detail for Melinda's approval.

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#### General Fund Budget – Glennwood Elementary School

| Object Code | Object | FY2023-2024 | FY2024-2025 | FY2025-2026 |
|---|---|---|---|---|
| | **Budgets Developed and Managed Centrally** | | | |
| 110 | Teachers | $1,177,717 | $1,165,354 | |
| 113 | Substitute for Certified | $37,776 | $37,776 | |
| 114 | Substitute for Non-Certified | $10,409 | $10,409 | |
| 118 | Art, Music, PE, Foreign Lang | $132,756 | $208,281 | |
| 130 | Principal | $113,091 | $130,291 | |
| 131 | Assistant Principal | $118,605 | $124,357 | |
| 140 | Paraprofessionals | $146,231 | $163,267 | |
| 142 | Clerical | $71,487 | $69,057 | |
| 161 | Technology Specialist | $31,914 | $33,510 | |
| 163 | Nurse | $64,604 | $70,020 | |
| 165 | Media Specialist | $45,710 | $49,221 | |
| 172 | Elementary Counselor | $91,349 | $85,514 | |
| 174 | School Psychologist | $0 | $55,512 | |
| 176 | School Social Worker | $0 | $6,494 | |
| 186 | Custodial Personnel | $95,544 | $86,904 | |
| 191 | Other Admin Personnel | $86,278 | $95,418 | |
| 199 | Other Salaries | $38,500 | $0 | |
| 210 | State Health Insurance | $536,558 | $552,476 | |
| 220 | FICA | $167,345 | $179,255 | |
| 230 | Teacher Retirement System | $412,836 | $461,183 | |
| | **Budgets Requests Made by Department Head and Managed Locally** | | | |
| 310 | Professional Services | $386 | $286 | |
| 530 | Communication | $571 | $244 | |
| 532 | Comm – Web Based Subscript | $2,617 | $1,500 | |
| 580 | Travel | $4,537 | $3,000 | |
| 595 | Other Purchased Services | $590 | $0 | |
| 610 | Supplies | $13,016 | $8,500 | |
| 611 | Technology Supplies | $985 | $500 | |
| 612 | Computer Software | $1,908 | $500 | |
| 615 | Expendable Equipment | $3,240 | $715 | |
| 642 | Books & Periodicals | $4,757 | $4,200 | |
| 810 | Dues and Fees | $1,074 | $1,000 | |
| | **TOTALS** | **$3,412,391** | **$3,604,744** | |

*Vendors May Use Some or All of This Illustrative Budget to Support Demonstration Objectives*

Glennwood Elementary School had a number of teachers out and as a result they had already expended $36,918 against the FY2024-2025 budget of $37,776 in the Substitute for Certified budget account. Jennifer Jones, Glennwood Elementary Bookkeeper, noted that the current month certified substitute expenditures were $2,134 and informed Tori Williams, Glennwood Elementary Principal.

Jennifer Jones, Glennwood Elementary Bookkeeper, was asked by Tori Williams, Glennwood Elementary Principal, to issue a purchase order in amount of $2,678 for FY2024-2025 computer software and Jennifer needs to make that adjustment before she can finalize this purchase order.

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#### General Fund Budget – Oakhurst Elementary School

| Object Code | Object | FY2023-2024 | FY2024-2025 | FY2025-2026 |
|---|---|---|---|---|
| | **Budgets Developed and Managed Centrally** | | | |
| 110 | Teachers | $1,582,501 | $1,873,934 | |
| 113 | Substitute for Certified | $50,954 | $50,954 | |
| 114 | Substitute for Non-Certified | $7,050 | $7,050 | |
| 118 | Art, Music, PE, Foreign Lang | $218,848 | $240,988 | |
| 130 | Principal | $98,066 | $112,973 | |
| 131 | Assistant Principal | $118,605 | $124,357 | |
| 140 | Paraprofessionals | $241,733 | $203,151 | |
| 142 | Clerical | $32,867 | $35,265 | |
| 161 | Technology Specialist | $56,876 | $61,099 | |
| 163 | Nurse | $52,458 | $54,231 | |
| 165 | Media Specialist | $57,998 | $64,940 | |
| 172 | Elementary Counselor | $96,755 | $92,424 | |
| 174 | School Psychologist | $0 | $6,494 | |
| 176 | School Social Worker | $0 | $6,494 | |
| 186 | Custodial Personnel | $41,383 | $43,452 | |
| 191 | Other Admin Personnel | $90,765 | $108,219 | |
| 199 | Other Salaries | $39,500 | $0 | |
| 210 | State Health Insurance | $651,985 | $687,946 | |
| 220 | FICA | $208,796 | $231,147 | |
| 230 | Teacher Retirement System | $529,707 | $529,707 | |
| | **Budgets Requests Made by Department Head and Managed Locally** | | | |
| 310 | Professional Services | $286 | $345 | |
| 530 | Communication | $505 | $1,200 | |
| 532 | Comm – Web Based Subscript | $0 | $0 | |
| 580 | Travel | $6,479 | $2,000 | |
| 595 | Other Purchased Services | $3,721 | $2,500 | |
| 610 | Supplies | $17,038 | $9,500 | |
| 611 | Technology Supplies | $1,429 | $700 | |
| 612 | Computer Software | $2,329 | $1,500 | |
| 615 | Expendable Equipment | $1,247 | $2,000 | |
| 642 | Books & Periodicals | $5,286 | $5,000 | |
| 810 | Dues and Fees | $2,568 | $1,500 | |
| | **TOTALS** | **$4,217,734** | **$4,645,692** | |

*Vendors May Use Some or All of This Illustrative Budget to Support Demonstration Objectives*

Patrice Allison, Oakhurst Elementary Bookkeeper, was informed by Terra Burton, Oakhurst Elementary Principal, that she wants to get a few online subscriptions that will cost $175 and Patrice needs to set that budget transfer up for her approval.

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#### School Nutrition Fund - School Nutrition Budget

| Object Code | Object | FY2023-2024 | FY2024-2025 | FY2025-2026 (PROJ) |
|---|---|---|---|---|
| | Revenue | $2,784,716 | $3,520,423 | $3,626,036 |
| | **Total Revenue** | **$2,784,716** | **$3,520,423** | **$3,626,036** |
| | Expenditures | $3,424,265 | $4,363,833 | $4,494,748 |
| | **Total Expenditures** | **$3,424,265** | **$4,363,833** | **$4,494,748** |
| | **Revenue Over/(Under) Expend** | **$(639,649)** | **$(843,410)** | **$(868,712)** |
| 100 | Salaries | $1,289,330 | $1,449,603 | $1,493,091 |
| 200 | Benefits | $89,065 | $667,124 | $687,138 |
| 300 | Purchased Pro/Tech Services | $36,725 | $24,225 | $24,952 |
| 310 | Professional Services | $11,075 | $5,575 | $5,742 |
| 430 | Repairs & Maintenance | $10,000 | $6,500 | $6,695 |
| 532 | Comm – Web Based Subscript | $11,000 | $11,000 | $11,330 |
| 580 | Travel | $13,000 | $6,500 | $6,695 |
| 581 | Community Hauling | $11,000 | $9,000 | $9,270 |
| 595 | Other Purchased Services | $7,500 | $7,500 | $7,725 |
| 610 | Supplies | $154,350 | $206,596 | $212,794 |
| 612 | Computer Software | $400 | $400 | $412 |
| 615 | Expendable Equipment | $13,000 | $11,000 | $11,330 |
| 616 | Expendable Computer Equip | $3,200 | $3,200 | $3,296 |
| 630 | Purchased Food | $1,522,453 | $1,690,013 | $1,740,713 |
| 635 | Food Acquisitions – USDA | $203,870 | $220,000 | $226,600 |
| 730 | Equipment & Tools | $40,097 | $40,097 | $41,300 |
| 734 | Computer Equipment | $0 | $0 | $0 |
| 810 | Dues & Fees | $8,200 | $5,500 | $5,665 |
| 890 | Other Expenditures | $0 | $0 | $0 |
| | **Total Expenditures** | **$3,424,265** | **$4,363,833** | **$4,494,748** |

*Vendors May Use Some or All of This Illustrative Budget to Support Demonstration Objectives*

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#### Capital Fund - E-SPLOST VI

Special Purpose Local Option Sales Tax for Education (E-SPLOST) is a major fund source for the Capital Projects fund. Although E-SPLOST was initially projected at $8.0 million annually for five years, collections for the last two years have been approximately $7.0 million annually. The decrease in E-SPLOST collection is due to a decline in DeKalb County purchases.

The anticipated collection of E-SPLOST proceeds for FY2024-2025 is:

| Month | Amount |
|---|---|
| July 2025 | $583,333 |
| August 2025 | $583,333 |
| September 2025 | $583,333 |
| October 2025 | $583,333 |
| November 2025 | $583,333 |
| December 2025 | $583,333 |
| January 2026 | $583,333 |
| February 2026 | $583,333 |
| March 2026 | $583,333 |
| April 2026 | $583,333 |
| May 2026 | $583,333 |
| June 2026 | $583,333 |
| July 2026 | $583,333 |
| **TOTAL** | **$7,000,000** |

Eligible expenses for the state capital outlay program are new construction projects required as a result of increased enrollment; renovating, upgrading, or replacing facilities that have become obsolete or unsafe to provide new additions to existing facilities or relocation of existing facilities; and consolidating facilities.

E-SPLOST has allowed the school district to create universally accessible ADA compliance, improve student connectivity, support data warehousing and provide network services for infrastructure versatility.

| Locations | FY2023-2024 | FY2024-2025 | FY2025-2026 | FY2026-2027 |
|---|---|---|---|---|
| Revenue | $8,000,000 | $7,000,000 | | |
| **Total Revenue** | **$8,000,000** | **$7,000,000** | | |
| Central Office (Network) | $500,000 | $500,000 | $500,000 | $500,000 |
| School ADA Upgrades | $2,250,000 | $273,000 | $57,000 | $147,000 |
| Decatur High Renovations | $1,245,000 | $7,363,833 | $3,494,748 | $2,156,000 |
| **Total Expenditures** | **$3,995,000** | **$8,136,833** | **$4,051,748** | **$2,803,000** |
| **Revenue Over/(Under) Expend** | **$4,005,000** | **$(1,136,833)** | | |

The school district has approved a new Legacy Track & Field facility to be funded through E-SPLOST VI and the budgeted expenditures for this new project are as follows:

| Project | FY2024-2025 | FY2025-2026 | FY2026-2027 | FY2027-2028 |
|---|---|---|---|---|
| Legacy Track & Field Facility | $355,422 | $2,500,000 | $0 | $50,000 |

Melinda Fitzpatrick, Department Director of the Athletics and Activities Department, was responsible for submitting the Legacy Track & Field Facility project budget that needed to be approved by Wanda Ramirez, CFO / Budget Owner. Both Melinda and Wanda asked Cynthia White, Department Clerk of the Athletics and Activities Department to provide them periodic updates on the financial status of this project.

---

### Vendor Demo Script – Budget

#### Budget Planning and Forecasting

1. Demonstrate the ability to create budgeting models with version control, calculation capabilities and business rules engine functionality that can pre-populate or seed the preliminary budget
2. Demonstrate the ability to create alternate salary projection models based on different economic outlooks for the General Fund Budgets provided above
   - **Salary Projection Model 1:** All educational professional salaries to be increased by 4.5% (includes teachers, principals, assistant principals, counselors, media specialists, art/music/physical education specialists, athletics personnel) with all other salaries to be increased by 5.25% (includes clerical, paraprofessionals, custodial, technology specialists, nurses)
   - **Salary Projection Model 2:** All educational professional salaries to be increased by 2.5% (includes teachers, principals, assistant principals, counselors, media specialists, art/music/physical education specialists, athletics personnel) with all other salaries to be increased by 3.25% (includes clerical, paraprofessionals, custodial, technology specialists, nurses)
3. Demonstrate the ability to allow budgets to be available for more than one year (carry forward) and support multi-year budgets and multi-funding pools
4. Demonstrate the ability to use multiple versions of budgets / forecasts that allows the copying or data seeding from one budget / forecast version to other plans (e.g., long-range, other plans)

#### Budget Development

5. Demonstrate how the central support departments and local schools can access user-friendly input processes through either system budget input forms or user dashboards
6. Demonstrate the ability to do revenue or expenditure allocations across cost centers, departments and objects
7. Demonstrate the ability use budget development calendar capabilities that allows budget end-users to input comments relating to each budget, CIP or operational line accordingly
8. Demonstrate how an end-to-end budget process works for a central support department and at least one local school starting with a salary projection that includes projected benefit and then using budget user requests for the operational accounts.
9. Demonstrate how the budget facilitates the revision of budget submissions including approval for these revisions through a workflow process
10. Demonstrate the key features that can be used in budget development including but not limited to:
    - Ability to budget by job code, position, pay code, employee (e.g., FTE planning and position control)
    - Ability to budget individuals at the fund source and location level across all entities (e.g., individual employee with multiple assignments at different locations)
    - Ability to build benefit budgets (e.g. FICA) based on system rates that can be updated throughout the budget process
    - Ability to use workflows and approval processes for budget development (e.g., built-in workflows to route and track approval across the organization)
    - Ability to develop scenarios (e.g., forecast based on current year and user-defined assumptions)
    - Demonstrate ability to allocate across cost centers (e.g. chairman's fund /chairman's "tax")
    - Ability to copy historic budget information
    - Ability to support zero based budgeting
    - Ability to incorporate notes, comments and documents in budget requests
    - Ability to adjust for inflation at multiple stages through the cycle, on both cost and revenue (e.g. using a global assumption master)
    - Ability to compare budget amounts to targets or benchmarks (e.g., local school operational budget limits based on previous year)
11. Demonstrate the ability to tie Position Control to the budget so that each position has an established budget and new positions cannot be created before budget funds can be moved to cover
12. Demonstrate the ability to tie Position Control to leave and how each position type earns leave
13. Demonstrate the ability to identify true position vacancies during budget development
14. Demonstrate the ability to use versioning and versioning lock-down (e.g., specific budget / forecast versions can only be changed by specific authorized users)
15. Demonstrate the ability to create and publish a budget book within the system that combines budget data with charts / graphs and other documents for School Board review and approval
16. Demonstrate the ability to move all approved budget amounts into the new fiscal year budget accounts.

#### Budget Management

17. Demonstrate how budget adjustments can be submitted and approved for different budget account groups (e.g., substitute teachers)
18. Demonstrate how a workflow action can be created when budget has been exceeded and transactions cannot be processed so that funds can be moved within allowable budget account groups (e.g., operational expenditure accounts) that then allows this transaction to be processed (e.g., check request, purchase order)
19. Demonstrate the ability to use configurable budget control on some individual budget accounts so they do not go negative (e.g., substitute teachers)
20. Demonstrate the ability to use configurable budget control over selected budget account groups so they do not go negative (e.g., total of all operational expenditure accounts at a specific location)
21. Demonstrate the ability to maintain and track all budget additions and changes (e.g., teachers with additional certificates getting salary additions, positions moved between locations)
22. Demonstrate the ability to provide an operational dashboard for budget managers to monitor and react to budget variances. Including the capability to easily drill down into the details to analyze any variances

#### Budget Integration

23. Demonstrate the ability to provide seamless integration in real-time to other systems / applications across the business environment (e.g., procurement, project management, inventory management, fixed assets, human resources, and payroll)

#### Budget Reporting

24. Demonstrate the ability to drill down from high-level overall budget vs actuals, for 6 months, 12 months, 2 years
25. Demonstrate the ability to drill down into financial statement lines, then into cost centers, then into GL lines, then into actual data populated, and then into invoice / receiving / PO detail
26. Demonstrate the ability to provide dashboard so that decentralized departments / schools (e.g., Patrice Allison, Oakhurst Elementary Bookkeeper) can see status of their budget
27. Demonstrate the ability to run a budget report off the dashboard
28. Demonstrate the ability to generate monthly budget progress reports that can be electronically routed for review in workflow (e.g., Patrice Allison generates an Oakhurst Elementary budget report that she then sends to Principal Terra Burton for approval)
29. Demonstrate the ability to provide a current (weekly, mid-week, mid-month) executive dashboard showing actual vs. budgeted results for any area that management wants to track

#### Capital Budgeting

30. Demonstrate how approved capital gets processed and communicated; for project and requisitions, demonstrate workflow steps in the system and automated project level approval (instead of line-item approvals)
31. Demonstrate the budgeting of a few capital items from start to finish incorporating the request process, detail build up, review, and approval including status tracking (can start at any point of the year)
32. Demonstrate the capability to encumber expenses and all purchasing activity against a capital budget and show budget to actual comparison on a periodic basis
33. Demonstrate how depreciation can be automatically pulled into capital projects and capital planning and vice versa
34. Demonstrate the capability to provide broad categories of Capital Spend that is not tracked to projects and how to manage the entire portfolio of Capital Projects, (strategic, routine, tagged to a specific project, generic categories)
35. Demonstrate the project tracking capability and being able to track plan and performance of non-capitalizable and expensed items
36. Demonstrate how to configure intake to include necessary data elements needed for all related areas (e.g., Finance, IT, supply chain, facilities)
37. Demonstrate how capital budget integrates with fixed assets
38. Demonstrate the scoring process the submitter has to go thru in describing the capital item and the functional review process and how it manages the approval process
39. Demonstrate how to project depreciation expense at a project level (e.g., project that hasn't started, project that has been partially spent, project that has been spent but that hasn't been capitalized)
40. Demonstrate the ability to forecast cash flow for monthly for current year, year and / or life of project that can be tracked to actual performance (incorporating actuals is important)
41. Demonstrate the capability to track actual-to-budget performance on approved capital projects
42. Demonstrate Cash Flow Statement Reporting Capabilities for actual and projections
43. Demonstrate the capability to manage changes of capital spend to plan, mix of spend changes

---
---

## ERP Demo Script – Cash Receipts & Cash Management / Accounts Receivable

### Demo Script Instructions

The vendor should use the background data provided below or other similar data to provide a scripted demo based on the Vendor Demo Script following this background data within the time allotted for this functionality in the Demo Schedule. Vendors are welcome to use other similar data however the background data does focus on common CSD processes. Expectations are that vendors set up demo scenarios in advance so individual demo transactions and actions can validate numerous script requirements. The vendor may choose to interactively demonstrate a particular script, and simply show the field / action that would be used for other scripts related to that transaction in the interest of time. If the scripted demo for this script topic is not completed within the time allotted, you will be asked to move onto another script topic and potentially come back to this section if time remains at the end of another demo section or all demo sections.

### Staff (All Demo Scripts)

- Wanda Ramirez, CFO / Executive Management
- Ted Cain, Accounts Payable Accountant
- Terra Burton, Oakhurst Elementary Principal
- Patrice Allison, Oakhurst Elementary Bookkeeper
- Sue Williams, Oakhurst Elementary School Nutrition Manager
- Tori Williams, Glennwood Elementary Principal
- Jennifer Jones, Glennwood Elementary Bookkeeper

---

### Cash Receipts & Cash Management – Background Data

#### Georgia State Department of Education Example Earnings Sheet

| Direct Instructional Cost | QBE Earnings | Less Local 5 Mills | State Funds |
|---|---|---|---|
| Kindergarten | 2,146,070 | 463,870 | 1,682,200 |
| Kindergarten Early Intervention | 151,115 | 32,663 | 118,452 |
| Primary Grades 1-3 | 5,578,388 | 1,205,761 | 4,372,627 |
| Primary Grades 1-3 Early Intervention | 745,166 | 161,067 | 584,099 |
| Upper Elementary Grades 4-5 | 3,227,397 | 697,597 | 2,529,800 |
| Upper Elementary Grades 4-5 Early Intervention | 426,773 | 92,246 | 334,246 |
| Middle School 6-8 | 5,788,641 | 1,251,207 | 4,537,434 |
| High School 9-12 | 6,403,510 | 1,384,110 | 5,019,400 |
| Special Education Category 1 | 1,257,336 | 271,771 | 985,565 |
| Special Education Category 2 | 390,240 | 84,350 | 305,890 |
| ESOL | 460,085 | 99,447 | 360,638 |
| **Total Direct Instruction** | **26,574,721** | **5,744,089** | **20,830,351** |
| Central Administration | 1,858,020 | 401,609 | 1,456,411 |
| School Administration | 2,403,477 | 519,508 | 1,883,969 |
| Facility M&O | 1,579,996 | 341,541 | 1,238,482 |
| Staff & Professional Development | 154,082 | 33,298 | 120,754 |
| **QBE Formula Earnings** | **5,995,575** | **1,295,956** | **4,699,616** |
| **Categorical Grants** | | | |
| Pupil Transportation Program | 145,844 | | 145,844 |
| Nursing Services | 122,963 | | 122,963 |
| **Total Funding on Allotment Sheet** | **32,839,103** | **7,040,045** | **25,798,774** |

#### Bank Cash Receipts (ACH / Local School Deposits)

- During Month 1, CSD received a QBE deposit (ACH) from the Georgia State Department of Education for 1/12 of total allotment sheet funding ($2,149,897.83) that needs to be recorded in the General Fund and school district primary account
- During Month 1, the bank credited $27,981 in interest to the school district primary account
- During Month 1, the Glennwood Elementary Bookkeeper deposited $1,345 through a local branch bank to reimburse CSD for field trip bus expenses
- During Month 2, CSD received a QBE deposit (ACH) from the Georgia State Department of Education for 1/12 of total allotment sheet funding ($2,149,897.83) that needs to be recorded in the General Fund and the school district primary account
- During Month 2, a School Nutrition manager took daily lunchroom receipts to the bank to be deposited in the school district primary account
  - Day 1: $5,431
  - Day 2: $4,234
  - Day 3: $6,107
- During Month 2, the DeKalb County Government deposited $47,945 (ACH) in ad valorem tax receipts to the school district primary account

#### Bank Reconciliations

- Each week Central Office School Nutrition staff reconciles bank deposit slips against the monthly bank statement
- Each month Finance staff perform a bank reconciliation for the school district primary account against the monthly bank statement

---

### Accounts Receivable – Background Data

#### After School Child Care

Oakhurst Elementary School has a number of enrollees in their after-school care program and these enrollees need to be in the financial system so the parents can be billed automatically at the end of each month.

| Student Name | Parent Name | Address | Monthly After School Fee |
|---|---|---|---|
| Melissa | Karoline Durbin | 1714 Leyden Street, Decatur, GA | $225 |
| Devon | Melissa Bass | 4719 Gordon Street, Decatur, GA | $225 |
| Todd | Natalie & Ben Beisner | 6709 Adams Street, Decatur, GA | $215 |
| Diana | Gina & Frank Sanchez | 2908 Lenore Street, Decatur, GA | $235 |

Patrice Allison, Oakhurst Elementary Bookkeeper, receives after school payments from parents and records them in the financial system documenting the payment purpose. Patrice has previously set up an automatic billing to each of these parents and is responsible for managing these after school payments. Patrice provides a monthly accounts receivable report to the School Principal.

The payment status for the current month shows that Karoline Durbin and Gina & Frank Sanchez paid these after school fees in full. Melissa Bass only made a $100 payment while Natalie & Ben Beisner did not make a payment.

#### K-12 tuition

Glennwood Elementary School has two students who reside outside the district and need to pay tuition to attend Glennwood Elementary. Jennifer Jones, Glennwood Elementary Bookkeeper, enters this tuition data into the financial system to bill the parents of these students.

| Student Name | Parent Name | Address | Monthly Tuition Fee |
|---|---|---|---|
| Hernando | Thomas Decker | 892 Gwen's Trail, Lilburn, GA | $1,500 |
| Maria | Raymond & Sue Leonard | 993 Stonington Circle, Dunwoody, GA | $1,500 |

These parents usually mail checks to the District Central Office in care of the CFO and they are recorded in the financial system by Accounts Payable staff. Jennifer sets up an automatic billing to each of these parents based on the number of students currently paying tuition and is responsible for managing these tuition payments. Jennifer provides a monthly accounts receivable report to the School Principal.

The payment status for the current month shows that Raymond & Sue Leonard paid in full but Thomas Decker only made a $1,250 payment and the balance will need to be collected before Hernando can continue at Glennwood.

---

### Vendor Demo Script – Cash Receipts & Cash Management

1. Demonstrate the ability to be a single source for processing one-time and repetitive cash receipts
2. Demonstrate how to automatically update customer balances when the payment is received and creating the accounting information to be passed to the general ledger in real-time
3. Demonstrate the ability to classify transactions received from external systems (e.g., Cash App, Venmo) and the source of the data (e.g., parent name)
4. Demonstrate the ability to automate the journal entries upon receipt of payment and create tagging rules with override capability by user, bank account, or overall system to direct where the cash transactions are posted to the general ledger
5. Demonstrate how to bring in a BAI file from the bank and demonstrate how the bank reconciliation works for AP and AR
6. Demonstrate automated interfaces with banks with few restrictions on the number of banks and bank accounts
7. Demonstrate that the system can match up credit card fund receipts to reports/information obtained from the credit card merchant provider's system (e.g., P-card provider)
8. Demonstrate how to generate a cash position report / worksheet that is continuously updated by cash forecast
9. Demonstrate the ability to store future cash position information based on business requirements that can be done daily, monthly, quarterly, and longer-term
10. Demonstrate how to create "what if" cash forecasting scenarios
11. Demonstrate how the system supports bank account numbers for each bank (e.g., functionality of associating multiple account numbers per bank); demonstrate process to add new banks and/or bank accounts to the system with a notification if a new account is received through the bank file
12. Demonstrate how the bank accounts are associated with GL accounts (1:1 vs. other options)
13. Demonstrate how ACH and/or Wire payments can be processed inside the system with associated templates and linkages with AP functionalities
14. Demonstrate the ability to load remittance details from bank / checks
15. Demonstrate the ability to create a payment schedule that can be sorted by various criteria
16. Demonstrate how the BAI file codes can be automatically coded and sent to the general ledger
17. Demonstrate how the system polls the banks for current day balance and detailed transaction data as well as prior day
18. Demonstrate the ability to book the ZBA (Zero Balance Account) or cash sweep account transfers for both sides (the sub bank account BAI file and the main bank account BAI file) without double booking the transfer
19. Demonstrate the capability to access and read the prior day BAI file for recurring transactions (i.e. ZBA transfers, lockbox deposits, credit card deposits and related fees, bank account transfers between different banks but under the overall cash structure, etc.) and then book those transactions to the ledger system
20. Demonstrate the capability to read the bank's prior day BAI file to generate and post journal entry transactions (including interests earned) into the ledger
21. Demonstrate how to book manual (not-ZBA) transfers between bank accounts, and how the system prevents these transactions from being double booked
22. Demonstrate how users can initiate payment transfers and accommodate all funds transfer methods (e.g., automated: repetitive and non-repetitive, manual: repetitive and non-repetitive, draw-down transfers, free-form transfers, internal/book transfers, ACH transfers)
23. Demonstrate how cash management functionality integrates with accounts payable
24. Demonstrate the workflow functionality for payment request processing approval (e.g., wires that originate out of Treasury) and that uploaded support documents can be accepted
25. Demonstrate how to generate standardized cash management reports and dashboards
26. Demonstrate the ability to perform reconciliations between the general ledger and bank accounts (e.g., book-to-bank reconciliation) and confirm that a daily BAI reconciliation process is available
27. Demonstrate how return transactions and notifications of changes from the banks are received and processed (e.g., management of returns against bank files sent, notices received from banks)
28. Demonstrate how incoming payments are coded to the general ledger (e.g., coding is determined at the time payment is received)
29. Demonstrate how the originator can be required to enter coding during the wire request process (e.g. the payment needs to have GL coding (either default or ad hoc) before the payment can be processed)
30. Demonstrate the process for month end reconciliation for the bank accounts (e.g., the general ledger balance is $497,000 but the bank statement shows a $497,200 balance)
31. Demonstrate the account management ability to track banks, bank accounts, bank contacts, account signers and to scan in agreements / paperwork that can be shared
32. Demonstrate the ability to assign responsibility (a person) for reconciling each bank account
33. Demonstrate how the system can connect to an external bank for payment initiation and confirm that it will work with more than one bank
34. Demonstrate how payment confirmations are provided to the system from the bank
35. Demonstrate the set up for the rules and coding for the BAI files, including how the user can maintain the configuration
36. Demonstrate that the process is locked once the month is reconciled; any adjustments need to happen in the current month
37. Demonstrate how to generate a wire log / payment out report and confirm it can be produced in a pdf, csv and/or excel format

---

### Vendor Demo Script – Accounts Receivable

1. Demonstrate the available payment methods supported (e.g., checks, cash, credit cards, lockbox, wire, on-line payment systems)
2. Demonstrate how to fully apply a payment and how to apply a partial payment and the remainder of the invoice is still due to be paid
3. Demonstrate the ability to allow the entry of detailed receipt transactions for cash collected and then can automatically apply the receipts against appropriate AR balances or invoices
4. Demonstrate the capability to provide a set of system delivered rules to automatically apply payments to open items (e.g., applying multiple invoices to open balance).
5. Demonstrate how to write-off balances for doubtful accounts associated with specific invoices
6. Demonstrate how to post a non-invoice payment (e.g., cobra check, miscellaneous/non-AR cash, unidentified monies)
7. Demonstrate the capability to perform online analysis of customer AR balance and transaction history (e.g., an aging analysis of outstanding ARs based upon user-defined aging buckets (for example 30, 60, 90, 120, and greater than 120 days) using the original invoice date and current system date)
8. Demonstrate how manual AR adjustments are supported
9. Demonstrate the ability to upload external transactions into AR
10. Demonstrate the ability to create Reconciliation Queries of AR accounts
11. Demonstrate standard AR inquiry pages and functionality to allow users to select customer information, billing data, and receivables data based on various user defined criteria
12. Demonstrate the customer conversation functionality and how to track communications with customers with customer notes attached to a customer, an invoice etc., including adding comments to a specific set of invoices
13. Demonstrate that the AR system can be closed based on user-defined schedule
14. Demonstrate how to generate reports or query results of invoices billed, paid, or voided, cash receipt source, receipt class, etc. within a user-defined timeframe
15. Demonstrate the ability to record and deposit unidentified payments to a suspense account for later application
16. Demonstrate the ability to support or interface with grant receivables and collections
17. Demonstrate the capability to generate an audit trail for the AR module
18. Demonstrate how to reverse or reclassify a payment
19. Demonstrate how to generate a customer statement that can be emailed directly to the customer

---
---

## ERP Demonstration Agenda & Schedule (Version 1)

### Demo Script Instructions

The vendor should use the background data provided or other similar data to provide a scripted demo based on the Vendor Demo Script following this background data within the time allotted for this functionality in the Demo Schedule. Vendors are welcome to use other similar data however the background data does focus on common CSD processes. Expectations are that vendors set up demo scenarios in advance so individual demo transactions and actions can validate numerous script requirements. The vendor may choose to interactively demonstrate a particular script, and simply show the field / action that would be used for other scripts related to that transaction in the interest of time. If the scripted demo for this script topic is not completed within the time allotted, you will be asked to move onto another script topic and potentially come back to this section if time remains at the end of another demo section or all demo sections.

### Demo Script Agenda / Schedule

| Script Topic Time | Script Topic Length | Script Topic |
|---|---|---|
| 7:45am – 8:15am | 30 Minutes | Vendor Demonstration Set Up |
| 8:15am – 9:15am | 60 Minutes | General Ledger & Accounting |
| 9:15am – 9:45am | 30 Minutes | Accounts Payable / Travel Expenses / P-Cards |
| 9:45am – 10:00am | 15 minutes | Break |
| 10:00am – 10:30am | 30 minutes | Cash Receipts / Accounts Receivable |
| 10:30am – 11:15am | 45 Minutes | Budget |
| 11:15am – 12:00pm | 45 minutes | Grant & Project Management |
| 12:00pm – 12:15pm | 15 minutes | Fixed Assets |
| 12:15pm – 12:45pm | 30 minutes | Lunch |
| 12:45pm – 1:15pm | 30 minutes | Supply Chain Management / Purchasing |
| 1:15pm – 1:45pm | 30 minutes | Talent Acquisition / Onboarding |
| 1:45pm – 2:30pm | 45 minutes | Workforce Administration / Learning |
| 2:30pm – 2:45pm | 15 minutes | Break |
| 2:45pm – 3:15pm | 30 Minutes | Employee Benefits |
| 3:15pm – 3:45pm | 30 minutes | Time Management |
| 3:45pm – 4:30pm | 45 minutes | Payroll |
| 4:30pm – 5:00pm | 30 minutes | Technical Overlay (Dashboards, Reporting, Integration) |

---
---

## ERP Demo Script – Employee Benefits

### Demo Script Instructions

The vendor should use the background data provided below or other similar data to provide a scripted demo based on the Vendor Demo Script following this background data within the time allotted for this functionality in the Demo Schedule. Vendors are welcome to use other similar data however the background data does focus on common CSD processes. Expectations are that vendors set up demo scenarios in advance so individual demo transactions and actions can validate numerous script requirements. The vendor may choose to interactively demonstrate a particular script, and simply show the field / action that would be used for other scripts related to that transaction in the interest of time. If the scripted demo for this script topic is not completed within the time allotted, you will be asked to move onto another script topic and potentially come back to this section if time remains at the end of another demo section or all demo sections.

### Staff (All Demo Scripts)

- Wanda Ramirez, CFO / Budget Owner
- Elba Mena, Decatur High School Principal
- Belinda Boles, Human Resources Director
- Winona Webb, Human Resources Specialist

---

### Employee Benefits – Background Data

- **EMPLOYEE LAST NAME, FIRST NAME:** Lowell, Samantha
- **SOCIAL SECURITY NUMBER:** 123-72-4568
- **DATE OF BIRTH:** 12/01/1987
- **ADDRESS:** 111 Ridley Lane, Decatur, GA 30030
- **EMERGENCY CONTACT:** Pete Lowell (Father), 678-227-4545
- **HIRE DATE:** May 12, 2025
- **ORIENTATION:** July 7 - 9, 2025
- **REPORT DATE:** July 18, 2025

#### INITIAL BENEFIT ENROLLMENT (July 18, 2025)

- Georgia Teachers' Retirement System: Yes, eligible employees must contribute 6% of gross salary to Georgia Teachers Retirement System
- Health Insurance: Opt In, $143.46 Monthly for State Health Benefit Plan for Major Medical
- Dental: Opt In, $18.35 Semi-Monthly Low Plan for Employee (MetLife)
- FLEXIBLE SPENDING ACCOUNT (FSA): Opt In, $2,600 yearly for Medical FSA (WageWorks)
- 403(B) PLAN / 457 (B) PLAN: Opt In, 3% contribution (Lincoln National)

#### LIFE EVENT (Married on August 15, 2025, and changed emergency contact to Fred Lowell (spouse) 770-427-1234)

- Georgia Teachers' Retirement System: Yes, eligible employees must contribute 6% of gross salary to Georgia Teachers Retirement System
- Health Insurance: Moved to Family Plan, $327.15 Monthly for State Health Benefit Plan for Major Medical
- Dental: Moved to Family Plan, $32.27 Semi-Monthly Low Plan for Employee Family (MetLife)
- FLEXIBLE SPENDING ACCOUNT (FSA): No Change
- 403(B) PLAN / 457 (B) PLAN: No Change

#### OPEN ENROLLMENT (October 13, 2025 to November 7, 2025)

- Plan Year: January 1, 2026 – December 31, 2026
- Georgia Teachers' Retirement System: Yes, eligible employees must contribute 6% of gross salary to Georgia Teachers Retirement System
- Health Insurance: Moved to Low-Deductible Family Plan, $499.75 Monthly for State Health Benefit Plan for Major Medical
- Dental: Moved to Low-Deductible Family Plan, $48.17 Semi-Monthly Low Plan for Employee Family (MetLife)
- FLEXIBLE SPENDING ACCOUNT (FSA): No Change
- 403(B) PLAN / 457 (B) PLAN: No Change
- LEGAL INSURANCE: Opt In, $8.75 Semi-Monthly Low Plan (MetLaw)

#### Leave Policies

In accordance with City Schools of Decatur policy, Samantha earns sick leave at a rate of 1.25 days per month worked, with a maximum accumulation of 150 days. In addition, Samantha transferred 34 days of unused sick leave to the City Schools of Decatur from her employment at Valdosta High School. She can use this sick leave for personal illness, injury, childbirth, or, with approval, for adoption leave or paternity leave related to the birth of a child.

Employees may use up to (3) days of accumulated sick leave for personal or professional leave if prior approval has been given and if the presence of the employee requesting absence is not essential for effective school operation. The employee requesting leave must receive approval at least five days prior to leave. Employees are not required to disclose the purpose for which such absence is sought but may be required to state whether the absence is for "personal" or "professional" reasons.

When employees are absent due to death in the immediate family, bereavement leave will not be charged against the employee's accumulated sick leave. Employees may use personal leave for absence due to death of individuals other than immediate family members upon approval of the Superintendent or designee. If the employee desires to take bereavement leave in excess of the days allowed for personal leave, the employee may request to take unpaid leave.

The Family and Medical Leave Act (FMLA) benefit is provided to employees who:

- have been employed with the school district for at least 6 months; and
- are unable to return to work due to a personal medical necessity or that of a spouse or child; and
- are at the end of an approved FMLA leave, or are not FMLA-eligible; and
- have exhausted all paid leave; and
- provide appropriate medical documentation.

If the unpaid medical leave is granted, the leave will be from the system and not from a specific job assignment. Any benefits-eligible employee who meets the above criteria may request unpaid medical leave, which will begin when all paid leave is exhausted or at the end of an approved FMLA leave, whichever occurs later. Unpaid leave may be granted for a period of time up to 60 scheduled work days or until the end of the school year, whichever occurs first.

The employee on unpaid medical leave may continue as an active employee of the school district with all rights afforded to active employees with the exception of benefit premium payments, which must be paid by the employee and is inclusive of both the employee premium and any appropriate employer subsidy rate or employer contribution. Failure to make such payments will result in a lapse and forfeiture of the benefit in question. An employee who has been granted unpaid medical leave may return to active employment upon written request for reassignment and contingent upon a vacancy for which he/she is qualified. Requests should be submitted as soon as an employee knows that he/she plans to return to work.

#### BEREAVEMENT LEAVE: Samantha Lowell, death of parent

- DATE: September 17, 2025
- EXPECTED DATE OF RETURN: September 22, 2025

#### PTO LEAVE: Samantha Lowell

- DATES: October 20, 2025 to October 24, 2025

#### BENEFITS STATEMENT

Annually CSD provides each employee a benefits statement that details all forms of compensation and benefits. Benefit Year 2025 details for Samantha include:

**Direct Compensation:**
- Regular Pay: $33,010
- Paid Time Off: $1,737
- Other Pay (Stipends): $750

**Indirect Compensation:**
- Social Security Tax: $2,525
- Unemployment Tax: $802
- Workers Compensation: $366

**Indirect Compensation – Employer Paid Benefits:**
- Health Insurance: $5,941
- Term Life Insurance: $624
- FSA Match: $1,000

---

### Vendor Demo Script – Employee Benefits

1. Demonstrate the ability to maintain and administer multiple benefits programs and plans that may vary based on the employee's group or category
2. Demonstrate the ability to store, at minimum, the benefit plan identification, eligibility criteria (e.g., minimum job grade, length of service, union designation, age), eligibility date, eligibility hours (minimum hours) and eligibility earnings (e.g., base salary, benefits salary, YTD earnings)
3. Demonstrate the ability to maintain plan summaries and other information online along with the enrollment experience and supporting documentation links
4. Demonstrate the ability to notify the user of a change to benefits eligibility resulting from a change in key employer-owned data elements via email linking to enrollment site (e.g., change in employment status, change in scheduled hours)
5. Demonstrate the ability to define deductions for retroactive processing
6. Demonstrate the ability to define participating benefit programs, validation and finalization actions
7. Demonstrate the ability to provide on-line enrollment capability for initial, annual enrollment and ongoing life events (e.g., marriage, birth, divorce) including but not limited to mobile enablement, reminders and notifications
8. Demonstrate the ability to leverage a third-party benefit firm for flexible benefit plan on-line enrollment and ongoing life events (e.g., marriage, birth, divorce) including but not limited to mobile enablement, reminders and notifications with real-time integration of employee benefit elections
9. Demonstrate the ability to leverage the State Health Benefit Plan (SHBP) for on-line medical plan enrollment and ongoing life events (e.g., marriage, birth, divorce) including but not limited to mobile enablement, reminders and notifications with real-time integration of employee benefit elections
10. Demonstrate the ability to accommodate for the flexibility to effective date the employee population
11. Demonstrate the ability to control the allowable benefit changes based on life event and regulations
12. Demonstrate the ability to track and record start and end of work restrictions (e.g. light duty) as appropriate including specific restrictions
13. Demonstrate the ability for manager to confirm online that employee has started and returned to work from a leave of absence
14. Demonstrate the ability to monitor / track / document Leave of Absence (LOA) according to rules and regulations encompassing both paid and unpaid time to include medical certification process date due, date received and notifications to employee (e.g., PTO, vacation, holiday, FMLA)
15. Demonstrate the ability to configure employee and supervisor notices to be triggered based on event type
16. Demonstrate the ability to determine leave eligibility for federal FMLA and state FMLA
17. Demonstrate the ability to provide a year-end rollover calculation and process for leave plans (e.g., reset or do not reset eligibility according to plan rules)
18. Demonstrate the ability to support multiple concurrent leaves
19. Demonstrate the ability to support premium sharing policy (employee pays 100% while on leave)
20. Demonstrate the ability to track leave duration, and trigger a change in leave status when appropriate
21. Demonstrate the workflow to monitor leave processes and trigger / create worklist for appropriate employee and/or supervisor follow-up (e.g., e-mail, correspondence)
22. Demonstrate the ability to tailor benefits packages by employee type (e.g., certificated, classified, non-benefited employees)
23. Demonstrate the ability to support online accrual of leave rules and calculations
24. Demonstrate how an employee transfers from old to new plan, how balances and history are transferred and how old plans are ended based on employee changes to status or FTE
25. Demonstrate the ability to add Affordable Care Act (ACA) and legwork around ACA benefits process (e.g., assess/determine impact on requirements for benefits)
26. Demonstrate the ability to automate benefits eligibility maintenance to include start and end dates as well demographic information for dependents
27. Demonstrate the ability to trigger automatic employment events data updates and/or additional "transaction wizards" to enforce necessary downstream changes to all other modules (e.g. time and attendance, benefits, payroll, compensation)
28. Demonstrate the ability to integrate benefits workflow with workflows between payroll and finance (reconciliation tools between payroll and finance)
29. Demonstrate the ability to track multiple retirement plans ensuring appropriate IRS limits are applied accurately
30. Demonstrate the ability to track multiple retirement vesting / service dates / periods
31. Demonstrate the ability to track number of hours worked by pay codes or categories for retirement/OSHA reporting
32. Demonstrate the ability to integrate the Paid Time Off (PTO) accrual within the human resources system with automated PTO journal entries within the ledger for each cost center
33. Demonstrate the ability to maintain multiple enrollment periods for multiple employee groups regardless of employment status
34. Demonstrate how multiple benefit concurrent events (open enrollment and life events at the same time) are handled
35. Demonstrate a typical time accrual plan set up (plan set up features include eligibility requirements, accrual rates, annual accrual limits, accrual ceilings; be based on status, FTE, location, job, hours worked or a combination of these items; will include accrual tiers, based on years of service)
36. Demonstrate the ability to support interfaces to / from third party vendors (e.g., workers compensation administrator)
37. Demonstrate the ability to report on personnel actions, including hires / promotions / terms by job and employee group
38. Demonstrate the ability to produce a benefits statement for each employee that details all forms of compensation and benefits, including base salary, bonuses, insurance, retirement plans, paid time off, and other perks along with the employer's contributions to these benefits, with a clear explanation of their value to the employee
39. Demonstrate ability to initiate / track and report other employee event processes as appropriate (e.g., termination, extension of leave)
40. Demonstrate the ability to maintain primary and secondary beneficiaries, including trusts.
41. Demonstrate the ability to configure and trigger appropriate forms / letters to automatically advise carrier, managers, and other key stakeholders of leave beginnings and endings
42. Demonstrate the ability to support a variety of leave plans (e.g. FMLA, military, personal, unpaid, disability, sickness)
43. Demonstrate the ability to support different calendars for tracking leave (e.g. anniversary date, calendar year, rolling forward, rolling backward)
44. Demonstrate the ability to configure process to calculate accruals only when an employee has worked a portion (e.g., 70%) of their scheduled hours
45. Demonstrate the ability to track and report on employee accommodations as defined by the Americans with Disabilities Act (ADA)
46. Demonstrate the ability to track information relating to retirees and pensioners

---
---

## ERP Demo Script – Fixed Assets

### Demo Script Instructions

The vendor should use the background data provided below or other similar data to provide a scripted demo based on the Vendor Demo Script following this background data within the time allotted for this functionality in the Demo Schedule. Vendors are welcome to use other similar data however the background data does focus on common CSD processes. Expectations are that vendors set up demo scenarios in advance so individual demo transactions and actions can validate numerous script requirements. The vendor may choose to interactively demonstrate a particular script, and simply show the field / action that would be used for other scripts related to that transaction in the interest of time. If the scripted demo for this script topic is not completed within the time allotted, you will be asked to move onto another script topic and potentially come back to this section if time remains at the end of another demo section or all demo sections.

### Staff (All Demo Scripts)

- Wanda Ramirez, CFO / Budget Owner
- Sandra Turner, Budget Accountant
- Roberta Owens, Procurement Officer
- Hillary Padilla, Transportation Director
- Elba Mena, Decatur High School Principal

---

### Fixed Assets – Background Data

#### School Bus Assets

CSD decided to purchase two new electric, 60-foot buses at a total cost of $1,500,000 ($750,000 for each 60' electric bus).

- CSD was awarded $3,012,240 from the Pupil Transportation Program on the FY2025-2026 Georgia State Department of Education Earnings Sheet (includes bus replacement funds of $2,225,000)
- The average lifetime of the electric buses is 12 years

Hillary Padilla, Transportation Director, initiated a purchase order on August 13, 2025 to acquire these two electric school buses and assign them to Decatur High School. Roberta Owens, Procurement Officer, processed this purchase order with approval obtained by Hillary Padilla, Transportation Director, and Elba Mena, Decatur High School Principal. The buses were labeled as EF001 and EF002.

CSD has determined that they will sell one electric school bus (EF001) to DeKalb County Schools on January 6, 2026 for $600,000.

#### HVAC Assets

The Oakhurst Elementary School facility is valued at $7,500,000 including four (4) Heating, Ventilation, and Air Conditioning (HVAC) units labeled as HVAC1, HVAC2, HVAC3, and HVAC4 in the fixed asset system. All four HVAC units are valued at $40,000 each and have a standard life of 10 years:

- HVAC1 was purchased in June 2016
- HVAC2 was purchased in May 2017
- HVAC3 was purchased in August 2020
- HVAC4 was purchased in January 2021

CSD determined in June 2025 that HVAC2 requires a replacement. This replacement HVAC unit is purchased on July 23, 2025 and labeled as HVAC 2.1.

---

### Vendor Demo Script – Fixed Assets

#### Asset Lifecycle

1. Demonstrate how the background data, record and asset go through the asset life cycle by creating the assets and acquire assets (from asset clearing to asset balance sheet account) showing the workflow process
2. Demonstrate how to enter unique asset numbers (e.g., electric buses EF001, EF002)
3. Demonstrate the ability to account for the asset by location and category
4. Demonstrate the ability to consolidate multiple detail lines into a single asset and show the split of a single detail line into multiple assets
5. Demonstrate real-time integration with procurement or project management cost processes
6. Demonstrate the ability to show the corresponding fixed asset journal entry in the A/P and G/L modules
7. Demonstrate the ability to manually adjust the value of a fixed asset (e.g., value increase of EF001 to $800,000, manual adjustment decreasing the value for EF002 to $250,000)

#### Depreciation/ Retirement/ Disposition

8. Demonstrate the ability to show the asset's depreciation via the straight-line method and depreciation convention
9. Demonstrate the ability to show a partial and full year depreciation
10. Demonstrate the ability to produce updated depreciation schedule after the value of fixed assets have been adjusted
11. Demonstrate how to initiate the asset disposal process by showing how to access the disposal form via a workflow process that includes the managerial approvals and demonstrate the ability for attachments
12. Demonstrate how to track asset retirements and how to show the tracking of reinstating the asset
13. Demonstrate the ability to run a year end depreciation schedule

#### Capitalization

14. Demonstrate how capitalization works how this is reflected in the GL (e.g., capitalization of assets EF001 and EF002)
15. Demonstrate the capability to create capitalized assets at project completion
16. Demonstrate that the system delivers integration from the grant and capital project modules to the asset module to create a new asset or add additional costs to an existing asset at any time during the project life cycle

#### Tracking

17. Demonstrate the ability to track fixed assets by asset tag and by funding sources, bonds, grants, and GDOE sources (e.g., Pupil Transportation Program)
18. Demonstrate the capability to differentiate between a purchased asset and a leased asset (e.g., copier)
19. Demonstrate the capability of an audit trail for fixed assets (e.g., changes made for EF001 and EF002)

#### Asset within assets

20. Demonstrate the capability to carry a parent asset (e.g., school facility) with child assets (e.g., HVAC units), and link them through a message indicator prompt
21. Demonstrate the ability to predict the replacements for fixed assets
22. Show the message to the end-user that HVAC2 is nearing the end of its lifecycle and ask the end-user confirm if the asset is new or requires a replacement
23. Demonstrate the ability to remove an asset and replace it with a new asset

#### Period End Close / System Governance Features

24. Demonstrate how to run an online inquiry listing of fixed assets, including non-fixed assets carried for inventory tracking purposes (e.g., computers, printers, filing cabinets)
25. Demonstrate the ability to use standard reporting templates for life-to-date balances and transactions
26. Demonstrate the ability to create and track detail closing activities for fixed assets
27. Demonstrate the ability to electronically close the Fixed Asset subsidiary module to the GL module at the user transaction levels
28. Demonstrate full compliance with GASB 34 fixed assets reporting, and produce the financial statements to show the retirement / purchase of specific assets listed in this module
29. Demonstrate the ability to roll forward balances / perform year-end close while tracking multi-year expenditures

---
---

## ERP Demo Script – General Ledger

### Demo Script Instructions

The vendor should use the background data provided below or other similar data to provide a scripted demo based on the Vendor Demo Script following this background data within the time allotted for this functionality in the Demo Schedule. Vendors are welcome to use other similar data however the background data does focus on common CSD processes. Expectations are that vendors set up demo scenarios in advance so individual demo transactions and actions can validate numerous script requirements. The vendor may choose to interactively demonstrate a particular script, and simply show the field / action that would be used for other scripts related to that transaction in the interest of time. If the scripted demo for this script topic is not completed within the time allotted, you will be asked to move onto another script topic and potentially come back to this section if time remains at the end of another demo section or all demo sections.

### General Ledger - Background Data

#### Staff

- Melissa Roberts, General Ledger Executive Management
- Jane Smith, General Ledger Manager
- Sam Jones, General Ledger Accountant

#### Chart of Accounts (COA)

| COA Account Name | Type |
|---|---|
| Operating Account | Asset |
| Payroll Account | Asset |
| Concentration Account | Asset |
| Local School Funds | Asset |
| Investments - Cash Equivalents | Asset |
| Intergovernmental Receivables | Asset |
| Property Tax Receivables | Asset |
| Capital Assets | Asset |
| Accounts Payable | Liability & Net Position |
| Salaries Payable | Liability & Net Position |
| Accrued Accounts Payable | Liability & Net Position |
| Compensated Absences Payable | Liability & Net Position |
| Net investment in capital assets | Liability & Net Position |
| Net Position Restricted for Capital Projects | Liability & Net Position |
| Net Position Restricted for School Food Operations | Liability & Net Position |
| Net Position Restricted for State Grant Programs | Liability & Net Position |
| Unrestricted Net Position | Liability & Net Position |
| Property Taxes | Revenue |
| Intergovernmental Revenue – State | Revenue |
| Intergovernmental Revenue – Federal | Revenue |
| Charges For Services | Revenue |
| Investment Income | Revenue |
| Instruction | Expenditures |
| Support Services – Pupil Services | Expenditures |
| Support Services – General Administration | Expenditures |
| Support Services – Business Administration | Expenditures |
| Support Services – Maintenance and Operations | Expenditures |
| Food Services Operation | Expenditures |
| Debt Service - Principal Retirement | Expenditures |
| Debt Service - Interest and Fiscal Charges | Expenditures |

#### Master General Ledger Data Attributes

FUND: General (100) → PROGRAM: 6-8 Grades (1081) → FUNCTION: Instruction (1000) → OBJECT: Supplies (610) → LOCATION: Oakhurst Elementary → DEPARTMENT: (0000)

#### Journal Entry (JE) Examples

| Date | Account | Debit | Credit | Notes |
|---|---|---|---|---|
| 10/22/2025 | Cash | $2,675,059 | | Initial Receipts |
| 10/22/2025 | Property Taxes | | $2,675,059 | Initial Receipts |
| 10/22/2025 | Cash | $1,701,047 | | September QBE |
| 10/22/2025 | Intergovernmental Revenue – State | | $1,701,047 | September QBE |

#### Journal Entry (JE) Validation Rules

- Journal Source Field is populated with a valid source and Journal Header Date is populated with a valid date (month, year)
  - a. If the Journal Header Date is not for an open period (month and year), a warning message will appear
  - b. The user will be asked to either stop the process (YES) so the date can be resolved, or to continue with the validation (NO) without changing the date
  - c. A journal will not load with an invalid date
- Journal IDs can only be populated with alpha numerical characters
  - a. Alpha numerical characters may not be duplicated on the same JE template
  - b. JEs only loaded to the accounting system if Operating Unit, Account, and Amount fields are populated and valid
- Journal IDs and Journal Header Dates are not valid if the same Journal ID and Header Date combination already exists in the accounting system
- Journal IDs and Header Descriptions must exist on the same row, precede Journal Line Detail and not be on the same row as Journal Line D

#### Period-End Closing Calendar

| Task | | Cycle Days | Responsibility |
|---|---|---|---|
| 1 | Revise Closing Schedule / Distribute to Staff | 4 Days Prior to Period End | Jane Smith |
| 2 | Verify Recurring JEs Are Correct for Period | 4 Days Prior to Period End | Jane Smith |
| 3 | Update Fixed Asset Schedules & Depreciation | 2 Days Prior to Period End | Sam Jones |
| 4 | Complete Online Preliminary Bank Reconciliation | 1 Day Prior to Period End | Jane Smith |
| 5 | Process Period-End Closing Program | Day of Period End | Jane Smith |
| 6 | Generate Period-End Reports | Day of Period End | Jane Smith |
| 7 | Complete Accruals / Close Payables & Receivables | First Day After Period End | Sam Jones |
| 8 | Update Detailed Balance Sheet Schedules | First Day After Period End | Sam Jones |
| 9 | Complete Financial Statements | 2 Days After Period End | Jane Smith |
| 10 | Distribute Closing Package to Executive Management | 3 Days After Period End | Jane Smith |
| 11 | Distribute Financial Information to External Parties | 3 Days After Period End | Melissa Roberts |

#### Banking System: Lockbox

**Bank of Central Decatur**

| Description: Lockbox | Balance: |
|---|---|
| Name | Customer Account | Amount | Invoice Number |
| DeKalb County | 12301 | | |

#### Multi-Year Trial Balance

**FY2023 Trial Balance (12/01/2022 – 04/03/2023)**

| Account | Debit | Credit |
|---|---|---|
| Grant Revenue – State of Georgia | $7,250,000 | |
| Investment Income | $12,500 | |
| Salaries Payable | | ($295,000) |
| Accounts Payable | | $(49,500) |
| Food Services Operation | | ($175,000) |
| **TOTALS** | **$7,262,500** | **$(519,500)** |

**FY2024 Trial Balance (12/01/2022 – 04/03/2023)**

| Account | Debit | Credit |
|---|---|---|
| Grant Revenue – State of Georgia | $12,150,000 | |
| Investment Income | $17,500 | |
| Salaries Payable | | ($416,000) |
| Accounts Payable | | $(27,500) |
| Food Services Operation | | ($237,000) |
| **TOTALS** | **$12,167,500** | **$(680,500)** |

#### Income Statement

| | Amount |
|---|---|
| Property Taxes | $37,225,000 |
| Intergovernmental Revenue – State | $18,117,000 |
| Intergovernmental Revenue – Federal | $7,019,000 |
| Investment Income | $614,000 |
| **Total Revenues** | **$62,975,000** |
| | |
| Instruction | $42,225,000 |
| Support Services – Pupil Services | $891,000 |
| Support Services – General Administration | $435,000 |
| Support Services – Business Administration | $2,475,000 |
| Support Services – Maintenance and Operations | $1,146,000 |
| Food Services Operation | $3,701,000 |
| **Total Expenditures** | **$50,873,000** |
| | |
| **Excess (deficiency) of Revenues Over Expenditures** | **$12,102,000** |
| | |
| Transfers Out | $579,900 |
| **Changes In Fund Balance** | **$11,522,100** |

#### Account Balances

**Revenue Balance: $3,469,200**
- DeKalb County Government, $761,200 (Invoice 001)
- DeKalb County Government, $591,000 (Invoice 002)
- State of Georgia, $2,117,000 (QBE # 9)

**Expenditures Balance: $771,100**
- Purchase of two school buses, $719,250
- Purchase of Replacement HVAC unit, $51,850 – create this JE but do not post (will be needed for a pre-close activity)

**Accounts Payable Balance: $68,000**
- DeKalb County Gas Payment

#### Out of Balance Transaction

**Accurate Journal Entry**

| Date | Account | Debit | Credit | Notes |
|---|---|---|---|---|
| 05/30/2025 | Georgia Power | $63,000 | | Power Expense |
| 05/30/2025 | Accounts Payable | | $63,000 | Power Expense |

**Journal Entry That Actually Posted**

| Date | Account | Debit | Credit | Notes |
|---|---|---|---|---|
| 05/30/2025 | Georgia Power | $68,000 | | Power Expense |
| 05/30/2025 | Accounts Payable | | $63,000 | Power Expense |

#### Grant Revenue Adjustment

**Accurate Grant Revenue**

| Item | Amount | Local Share Costs | Grant Reimbursement |
|---|---|---|---|
| Grant 001 | $750,000 | $187,500 | $562,500 |
| Grant 002 | $750,000 | $187,500 | $562,500 |
| **Totals** | **$1,500,000** | **$375,000** | **$1,125,000** |

**Posted Grant Revenue**

| Item | Amount | Local Share Costs | Grant Reimbursement |
|---|---|---|---|
| Grant 001 | $750,000 | $562,500 | $187,500 |
| Grant 002 | $750,000 | $562,500 | $187,500 |
| **Totals** | **$1,500,000** | **$1,125,000** | **$375,000** |

#### HVAC Journal Entry

JE to be created but do not post

| Date | Account | Debit | Credit | Notes |
|---|---|---|---|---|
| 12/15/2024 | Expense | $51,850 | | New HVAC Unit |
| 12/15/2024 | Accounts Payable | | $51,850 | New HVAC Unit |

---

### Vendor Demo Script – General Ledger

#### System Governance

1. Demonstrate the ability to retain a common chart of account structure for use in consolidated reporting, track changes to the chart of accounts, store reasons for the change, maintain records of historical chart of accounts and provide shortcuts for data entry of chart of account information
2. Demonstrate the ability to incorporate attributes determined by CSD by showing how the system is able to block an account for posting
3. Demonstrate the ability to have multiple / unlimited user defined categories within the master data
4. Demonstrate the ability to post JEs automatically based on subledger transaction type and other criteria as determined by CSD
5. Demonstrate the ability to create and manage auto reversals for journal entries
6. Demonstrate the ability to allow users to create validation rules (use data under validation rules above) for posting transaction header and detail level
7. Demonstrate the ability to provide approval capabilities for establishing chart of account values and initiate workflow approval for any new segments
8. Demonstrate the ability to support the governmental basis of accounting (e.g., cash basis, budget basis, modified accrual basis, accrual basis)
9. Demonstrate the ability to maintain data capture and reporting standards to meet new GASB statements at their effective date per GASB

#### Technical Accounting

10. Demonstrate the ability to provide for flexible closing rules based upon specific accounting segments (e.g., closing rules)

#### Period End Reporting

11. Demonstrate how to load a bank e-file and post lockbox deposits (not reflected in the revenue account nor the General Ledger) and demonstrate the ability to create reconciliation reports for data feeds from other systems (e.g., e-banking systems, state revenue /federal revenue sources)
    - a. Support and balance intercompany reconciliations and automate account reconciliations
    - b. Use AP Account balance data to support auto reconciliation of accounts and supporting workflow
12. Demonstrate the ability to perform a quick user created system queries of AP on 4/1/2025 with user access limited to data sets (e.g., departments, operating units) based on security rules
13. Demonstrate the ability to have subtotals on reports, show only subtotal on reports and generate a report by function with deficits
    - a. Configure and group general ledger accounts from one COA section to another for reporting purposes
    - b. Run financial statements at any period of time for any fiscal year including current fiscal year
    - c. Distribute financial reports to a pre-defined distribution list and automatically e-mail or notify of year-to-date financials to departments / executive management
14. Demonstrate the ability to provide the following financial statements:
    - a. Detailed Trial Balance
    - b. Consolidated Financial Statements
    - c. Chart of Accounts Reports
    - d. General Ledger Reports
    - e. Income Statements with a user defined start and end date (Start date: October 1, End Date: September 30)
    - f. Revenue Reports
    - g. Cash Flow Reports and Balance Sheets
    - h. Basic statements of the Comprehensive Annual Financial Report (CAFR) and external reports like the 13th month income statement for financial statements
15. Demonstrate the ability to inquire on journal entries using a delivered page and to inquire on specific ledgers for ledger activity and balances
16. Demonstrate the ability to create and manage a period-end close calendar with task dependencies (including hotlinks and drill-down capabilities to see dependencies) with the ability for escalation that is part of the workflow
    - a. Demonstrate how a discrepancy in Payroll could be identified during Task 2 of the Period-End Close (underpayment for employee, George Ramirez)
    - b. Demonstrate this account is resolved and balanced through a dynamic workflow and approval process
    - c. Demonstrate the period closing of 03/01/2025 – 03/31/2025
    - d. Demonstrate the ability to see during Task 2 the depreciation posting for two school bus purchases
17. Demonstrate the ability to produce driven dates that can be reported in a dashboard or by email, and show the ability to track changes made by user in a log file for all users

#### Pre-Close Activities

18. Demonstrate the ability to perform on-line "drill downs" from general ledger summary balances to detail transactions and referenced documents, when searching for the Accounts Payable (AP) out of balance data as seen above
19. Demonstrate the ability to close modules / ledgers (including multiple ledgers simultaneously) at pre-defined times while others remain open for period processing (e.g., close AP prior to closing GL) and to process manual journal entry adjustments to any open accounting period (use the adjustment made from the Out of Balance data)
20. Demonstrate the ability to automatically create balancing journal entries by business unit, audit journal transactions by person, date, and time, enter journal entries and, provide comments detailing the error at transaction line level for lines in error in a journal (transaction attributes) with the ability to provide users access to attachments before JE's have been approved to post
21. Demonstrate the ability to validate journal entries for accuracy as they are entered based on business rules
22. Demonstrate the ability to allow for journal entries to be reversed (e.g., posted in error), then how the JE can be deleted if not posted to the general ledger accordingly
23. Demonstrate the ability to provide users with notifications when there are journal entries pending for their review
24. Demonstrate how to save documents descriptions and JE initiators within the JE, attach supporting documents and notes, copy JEs from current / prior period JEs and to accept JE requests from users outside of the designated departments
25. Demonstrate the ability to upload journal entries from flat files or from spreadsheets (e.g., Excel) subject to the same validation requirements including the use of templates that support copy and paste capabilities
26. Demonstrate the ability to provide users access to attachments before JE's have been approved to post
27. Demonstrate the ability to post JEs with a reference number to allow for cross referencing when the JE is regarding a grant and support journal entry categories to sort entries or search of entries under specific identifiers
28. Demonstrate the ability to support journal entry (JE) processing including manual JEs, recurring JEs, automatically recorded JEs, top-side JEs, JE allocations based on specific dates, JE reversals and auto-reversals, JE templates and JE scheduling, and requires both debit/credit for each journal entry (e.g., preventing one-sided entries). Journal entry capabilities should also include statutory entries
29. Demonstrate the ability to determine which journal entries have not been interfaced and posted from the sub modules to the general ledger (GL)

#### General Ledger Close

30. Demonstrate the ability to see "available balance" of any revenue, expenditure, or expense GL account (including unposted, posted, encumbered, and year-to-date)
31. Demonstrate the ability to compare amounts in the general ledger accounts with the amounts in the related subsidiary records and create reports for those accounts that are out of balance
32. Demonstrate the ability to provide an option to not allow for ledgers / sub-ledgers to be out of balance and validate a chart of account string for all financial transactions (e.g., fund, department, location, account type, account number, category)
33. Demonstrate the ability to create and capture audit trails on the change done to the JE (run audit trail on account where changes have been made)
34. Demonstrate the ability to accommodate prior period and prior year adjustments, with the ability to secure and lock down these adjustments with an ability to update Retained Earnings / Fund Balance Equity and re-run the close process
35. Demonstrate the ability to generate year-end closing entries which zero out all revenue and expense/expenditure accounts, posts the Excess (deficiency) of Revenues Over Expenditures to Fund Balance, and carries forward the balance-on-balance sheet accounts

---
---

## ERP Demo Script – Grants & Project Management

### Demo Script Instructions

The vendor should use the background data provided below or other similar data to provide a scripted demo based on the Vendor Demo Script following this background data within the time allotted for this functionality in the Demo Schedule. Vendors are welcome to use other similar data however the background data does focus on common CSD processes. Expectations are that vendors set up demo scenarios in advance so individual demo transactions and actions can validate numerous script requirements. The vendor may choose to interactively demonstrate a particular script, and simply show the field / action that would be used for other scripts related to that transaction in the interest of time. If the scripted demo for this script topic is not completed within the time allotted, you will be asked to move onto another script topic and potentially come back to this section if time remains at the end of another demo section or all demo sections.

### Grants & Project Management – Background Data

#### Staff

- Wanda Ramirez, CFO / Budget Owner
- Sandra Turner, Budget Accountant
- Roberta Owens, Procurement Officer
- Elba Mena, Decatur High School Principal
- Kia Brown, Decatur High School SFN Manager
- Belinda Boles, Human Resources Director
- Jerica Waters, Instructional Services Manager
- Elina Nickson, Grants & Projects Project Manager
- Stephen Kinsley, Project Manager, XYZ Health Consultant Group

---

#### National School Lunch Program (NSLP) Equipment Assistance Grant

The State Board of Education approved a grant award of $30,000 in Federal Funds for the reimbursement of expenses for the purchase of school nutrition equipment at Decatur High School. Grant period ends September 30, 2026.

**Key Grant Deliverables:**
- Finance Department: Budget/cost structure documents
- Procurement Department: Vendor Contract agreements, Procurement Plans and Agreements

**Grant Task:** Roberta Owens, Procurement Officer, develops and issues an RFP for the installation of a replacement freezer at Decatur High School and awards the contract to Acme Refrigeration, LLC

- Grant Task Start Date: April 2, 2026 (RFP development)
- Grant Task End Date: August 19, 2026
- CSD publishes the RFP, and awards the contract to the Acme Refrigeration, LLC on May 12, 2026 in the total amount of $28,745
- CSD issues a Notice to Proceed (contract execution) on May 13, 2026
- Acme Refrigeration, LLC issues an invoice for $10,000 on May 15, 2026 as an equipment order deposit that is approved by Elina Nickson, Grants & Projects Project Manager and submitted to Wanda Ramirez, CFO / Budget Owner for payment
- Acme Refrigeration, LLC issues the remaining invoice of $18,745 upon completion on August 19, 2026 that is approved by Elina Nickson, Grants & Projects Project Manager and submitted to Wanda Ramirez, CFO / Budget Owner for payment

**Grant Expenditures (All Tasks)**

| Grant Expenditure Description | FY2024-2025 | FY2025-2026 | FY2026-2027 |
|---|---|---|---|
| Acme Refrigeration, LLC | | $10,000 | $18,745 |
| DeKalb County (Inspections) | | | $850 |

---

#### School-Based Health Center (SBHC) Startup Grant

The State Board of Education approved a $1,046,000 grant award in Federal Funds to CSD for school-based health center startup costs. Grant period ends October 31, 2026.

**Key Grant Deliverables:**
- Finance Department: Budget / cost structure documents, grant completion reports
- Procurement Department: Procurement Plans and Agreements, Vendor Contract agreements
- Project Management Department: Engineering Design, Project Planning, Construction Plan, Funding and Cost Monitoring

**Grant Task 1:** Roberta Owens, Procurement Officer, develops and issues an RFP to hire a health center consultant that will help plan a school-based health center and build the project budget and project plan

- Grant Task Start Date: October 21, 2024 (RFP development)
- Grant Task End Date: December 3, 2024
- CSD publishes the RFP, and awards the contract to the XYZ Health Consultant Group on December 2, 2024 in the total amount of $227,000
- CSD issues a Notice to Proceed (contract execution) on December 3, 2024
- Grant Completion: 7%

**Grant Task I CSD Resources**
- Roberta Owens, Procurement Officer (1 FTE): 160 Effort Hours, $50/hour Standard Rate
- Wanda Ramirez, CFO / Budget Owner (1 FTE): 10 Effort Hours, $100/hour Standard Rate
- Sandra Turner, Budget Accountant (1 FTE): 20 Effort Hours, $50/hour Standard Rate
- Elina Nickson, Grants & Projects Project Manager (1 FTE): 30 Effort Hours, $50/hour Standard Rate

**Grant Task II:** XYZ Health Consultant Group develop plans and design for a school-based health center including the project budget and project plan and Roberta Owens, Procurement Officer, develops an RFP and contracts with a construction firm for the modification of existing Decatur High School square footage

- Grant Task Start Date: December 10, 2024
- Grant Task End Date: July 25, 2025
- XYZ Health Consultant Group develops all health center plans and receives School board approval on July 22, 2025
- CSD publishes the RFP, and awards the construction renovation contract to Georgia Renovations, LLC on September 23, 2025 in the total amount of $814,000
- CSD issues a Notice to Proceed (contract execution) on September 24, 2025
- Grant Completion: 25%

**Grant Task II CSD Resources**
- Roberta Owens, Procurement Officer (1 FTE): 140 Effort Hours, $50/hour Standard Rate
- Wanda Ramirez, CFO / Budget Owner (1 FTE): 10 Effort Hours, $100/hour Standard Rate
- Sandra Turner, Budget Accountant (1 FTE): 10 Effort Hours, $50/hour Standard Rate
- Elina Nickson, Grants & Projects Project Manager (1 FTE): 40 Effort Hours, $50/hour Standard Rate

**Grant Task III:** Georgia Renovations, LLC performs the renovations to the existing Decatur High School square footage and these renovations are accepted by CSD with DeKalb County issuing a Certificate of Occupancy on October 7, 2026

- Grant Task Start Date: September 25, 2025
- Grant Task End Date: October 7, 2026
- Georgia Renovations, LLC issues periodic milestone invoices during the renovation process that are approved by Elina Nickson, Grants & Projects Project Manager and submitted to Wanda Ramirez, CFO / Budget Owner for payment
- Project completion: 100%

**Grant Task III CSD Resources**
- Roberta Owens, Procurement Officer (1 FTE): 80 Effort Hours, $50/hour Standard Rate
- Wanda Ramirez, CFO / Budget Owner (1 FTE): 10 Effort Hours, $100/hour Standard Rate
- Sandra Turner, Budget Accountant (1 FTE): 10 Effort Hours, $50/hour Standard Rate
- Elina Nickson, Grants & Projects Project Manager (1 FTE): 240 Effort Hours, $50/hour Standard Rate

**Grant Expenditures (All Tasks)**

| Grant Expenditure Description | FY2024-2025 | FY2025-2026 | FY2026-2027 |
|---|---|---|---|
| XYZ Health Consultant Group | $113,500 | $113,500 | |
| DeKalb County (Inspections) | | $2,250 | $500 |
| Georgia Renovations, LLC | | $627,055 | $186,945 |

---

#### FY2024-2025 Title II, Part A Grant

The State Board of Education approved a Title II, Part A grant award for CSD not to exceed $72,096 in Federal Funds for the purpose of improving teacher and principal quality and effectiveness. These grants are designed to increase student achievement, particularly for students from low-income families and minority groups. Grant period ends September 30, 2025.

**Key Grant Deliverables:**
- Finance Department: Budget / cost structure documents, grant completion reports
- Human Resources Department: Teacher recruitment program
- Instructional Services Department: Professional development courses focusing on student achievement

**Grant Task I:** Belinda Boles, Human Resources Director, works with Roberta Owens, Procurement Officer, to develop and issue an RFP to hire a recruitment consulting firm that will create a teacher recruitment program

- Grant Task Start Date: January 6, 2025 (RFP development)
- Grant Task End Date: August 26, 2025
- CSD publishes the RFP, and awards the contract to the Recruitment Kingpins on March 11, 2025 in the total amount of $12,750
- CSD issues a Notice to Proceed (contract execution) on March 12, 2025
- Recruitment Kingpins issues two invoices of $6,375 each on June 27, 2025 and August 15, 2025

**Grant Task I CSD Resources**
- Roberta Owens, Procurement Officer (1 FTE): 80 Effort Hours, $50/hour Standard Rate
- Belinda Boles, Human Resources Director (1 FTE): 20 Effort Hours, $100/hour Standard Rate
- Sandra Turner, Budget Accountant (1 FTE): 20 Effort Hours, $50/hour Standard Rate

**Grant Task II:** Jerica Waters, Instructional Services Manager, works with Roberta Owens, Procurement Officer, to develop and issue an RFP to acquire professional development courses focusing on student achievement

- Grant Task Start Date: March 11, 2025 (RFP development)
- Grant Task End Date: December 3, 2024
- CSD publishes the RFP, and awards the contract to Catapult Learning on May 6, 2025 in the total amount of $55,649 for three (3) professional development courses
- Catapult Learning delivers one course on June 3, 2025 and invoiced $15,000 for this course
- Catapult Learning delivers a second course on July 15, 2025 and invoiced $18,600 for this course
- Catapult Learning delivers a third course on August 6, 2025 and invoiced $22,049 for this course
- The Catapult Learning invoices are approved by Jerica Waters, Instructional Services Manager and submitted to Wanda Ramirez, CFO / Budget Owner for payment

**Grant Task II CSD Resources**
- Roberta Owens, Procurement Officer (1 FTE): 80 Effort Hours, $50/hour Standard Rate
- Jerica Waters, Instructional Services Manager (1 FTE): 40 Effort Hours, $75/hour Standard Rate
- Sandra Turner, Budget Accountant (1 FTE): 20 Effort Hours, $50/hour Standard Rate

**Grant Expenditures (All Tasks)**

| Grant Expenditure Description | FY2024-2025 | FY2025-2026 | FY2026-2027 |
|---|---|---|---|
| Recruitment Kingpins | $6,375 | $6,375 | |
| Catapult Learning | $15,000 | $40,649 | |

---

### Vendor Demo Script – Grants & Project Management

#### Project Initiating & Approval

1. Demonstrate the ability to create standardized, automated grant / project proposals with corresponding data
2. Demonstrate the ability to convert the approved proposals to active grants / project through auditable workflow processes throughout the project management / lifecycle
3. Demonstrate the ability to capture contract number, contracting entity, bid results, awards details, start / end dates, associated account numbers (e.g., general ledger, banks)
4. Demonstrate the ability to create projects and project proposals across fiscal years supporting a variety of grant / project types
5. Demonstrate the ability to create project proposals that can be assign multiple projects to a grant and multiple grants to a project
6. Demonstrate the ability to create fiscal year budgets for a grant / project (e.g., fiscal year, calendar year, custom period)
7. Demonstrate the ability to create a budget for a grant / project and to track the budget vs. actuals from the inception date
8. Demonstrate the ability to create custom grant / project checklists
9. Demonstrate the ability to identify multiple funds, funding sources, expenditure types, and fixed assets for each project
10. Demonstrate the ability to identify key project dates (e.g., start date, Notice to Proceed, substantial completion, end date)
11. Demonstrate the ability to create and maintain activity codes and generate a pre-defined project activity list to better track depreciation and costs per department
12. Demonstrate the ability to create what-if scenario planning and analysis to support decision making
13. Demonstrate the ability to manage resource planning
14. Demonstrate the ability to support project risk assessment and risk mitigation planning, including the quantification of project risk

#### Project Planning

15. Demonstrate the system is able to support the development of a project management plan that includes a scope management plan, a project team / resource management plan and a schedule management plan that includes creation of a work breakdown structure (WBS)
16. Demonstrate the ability to execute procurement through Notice to Proceed
17. Demonstrate the ability to create requisitions for capital items that will automatically be created in the financial module
18. Demonstrate the ability to manage contract performance and capture contract number, contracting entity, bid results, awards details, contract bid terms, retainage by contractor, start / end dates, and associated account numbers (e.g., general ledger, banks, and sync with all modules accordingly)

#### Project Execution

19. Demonstrate the ability to build grant / project scheduling to include cost load / estimates at completion, actual costs, remaining costs, encumbrances, fiscal year, percent complete, start, finish, actual start, actual finish
20. Demonstrate the ability to build grant / project costing to define and modify grant / project cost estimates and update cost data via manual input or integration
21. Demonstrate the ability to provide stage gate approvals to transition to the next fiscal year
22. Demonstrate the ability to track and maintain project budget and actual data in real time at the project and general ledger levels, record obligations or federal funds as a result of awards, track "hard costs," support budget adjustments, estimate replacement cycle costs and track committed funds for the project (both actual expenditures and future commitments).
23. Demonstrate the ability to provide flexible methods for reporting status back to the project manager to make it efficient for people to update the system without having to directly access the system (e.g., Google task, email, web)
24. Demonstrate the ability to administer the change management process: CSD decides to substitute another professional development course for the course delivered on July 15, 2025 that is $17,950 and wants to capture the requestor, description, need by date, and criticality of change
25. Demonstrate the ability to provide workflow with an audit trail for the review, approval, and procurement and financial execution of the change request and provides auditable workflow for approval of changes and fund transfers

#### Project Monitoring & Controlling

26. Demonstrate the ability to capture and track previous task orders, capture unspent budget dollars from the previous fiscal year and transition to the next fiscal year
27. Demonstrate the ability to use task order and budget data to track and maintain project and grant budget and actual data at the project and general ledger levels and record obligations or federal funds as a result of awards
28. Demonstrate the ability ensure status change of the project after all costs are booked
29. Demonstrate the ability to provide high-level project tracking where detailed tracking is not required: CSD purchase of school nutrition equipment
30. Demonstrate the ability to track grant / project progress payments and budget reconciliations including reconciliations with all system modules
31. Demonstrate the ability to manage project contracts, contract modifications and contract change orders: CSD issues purchase change order to Catapult Learning

#### Manage Project Billing and Revenue

32. Demonstrate the ability to use budget, labor rates, and task order data to generate invoices based on calendar, milestone or material / labor rates and generate grant reimbursements during the fiscal year in order to prepare the Schedule of Expenditures of Federal Awards (SEFA)
33. Demonstrate the ability to report on grant activity by general ledger account(s) and to review unbilled project expenditures
34. Demonstrate the ability to report on projects by award or award by projects including user-defined views and ad hoc reporting
35. Demonstrate the ability to support user-defined project analytics, including an Earned Value Analysis (EVA), forecasts and scenario analysis

#### Project Closing

36. Demonstrate the ability to track and generate a report that details outstanding invoices due based on user-defined criteria (e.g., pre-defined time period, project, contractors, partners) to support reimbursements due from contractors and partners: CSD approval for the third Catapult Learning course is delayed and not paid until October 24, 2025
37. Demonstrate the system is able to track the project closeout process and document the activities and approvals with a dynamic workflow system
38. Demonstrate the system is able to record and track operating expenditures as well as budget actuals for grants / projects
39. Demonstrate how the system can generate Project Manager notifications when project is undergoing closeout and provide users a historical overview of the projects in closeout
40. Demonstrate the ability to secure approvals and signatures from project manager and CSD management during closeout process
41. Demonstrate the ability to provide access to closeout ad-hoc reports (e.g. financial reports, performance reports)

#### Period End Close / Reporting Analytics

42. Demonstrate the ability to automate grant / project billing and revenue forecast to integrate with the project system draw down process
43. Demonstrate the ability close project purchase orders and project codes, validate deliverables against contract requirements and acceptance criteria, and produce and include project expenditures comparative reports at project closeout
44. Demonstrate the ability to record and track all capitalized costs and create assets before and during project completion through real-time integration with the Fixed Assets module
45. Demonstrate the ability to rack and generate project reimbursements during the fiscal year to support the Schedule of Expenditures of Federal Awards (SEFA)

---
---

## ERP Demo Script – Payroll

### Demo Script Instructions

The vendor should use the background data provided below or other similar data to provide a scripted demo based on the Vendor Demo Script following this background data within the time allotted for this functionality in the Demo Schedule. Vendors are welcome to use other similar data however the background data does focus on common CSD processes. Expectations are that vendors set up demo scenarios in advance so individual demo transactions and actions can validate numerous script requirements. The vendor may choose to interactively demonstrate a particular script, and simply show the field / action that would be used for other scripts related to that transaction in the interest of time. If the scripted demo for this script topic is not completed within the time allotted, you will be asked to move onto another script topic and potentially come back to this section if time remains at the end of another demo section or all demo sections.

### Staff (All Demo Scripts)

- Wanda Ramirez, CFO / Budget Owner
- Nancy Lin, Payroll Analyst
- Elba Mena, Decatur High School Principal
- Samantha Lowell, Decatur High School Media Specialist
- Elliott Alexander, Transportation Supervisor
- Belinda Boles, Human Resources Director
- Winona Webb, Human Resources Specialist

---

### Payroll – Background Data

CSD would like to pay their employees on November 24, 2025 as opposed to November 30, 2025 so Winona Webb, Human Resources Specialist, has been asked to revise the published biweekly payroll schedule and distribute the revised schedules to all managers.

Samantha Lowell, Decatur High School Media Specialist, has worked her regular media specialist schedule during August and Nancy Lin, Payroll Analyst, is preparing her paycheck for the bi-weekly period August 18, 2025 to August 29, 2025 based on her salary and current deductions.

**INITIAL BENEFIT ENROLLMENT (July 18, 2025)**
- Georgia Teachers' Retirement System: Opt In, 6% of gross salary
- Health Insurance: Opt In, $143.46 Monthly for State Health Benefit Plan for Major Medical
- Dental: Opt In, $18.35 Semi-Monthly Low Plan for Employee (MetLife)
- FLEXIBLE SPENDING ACCOUNT (FSA): Opt In, $2,600 yearly for Medical FSA (WageWorks)
- 403(B) PLAN / 457 (B) PLAN: Opt In, 3% contribution (Lincoln National)

**LIFE EVENT (Married on August 15, 2025)**
- Georgia Teachers' Retirement System: Opt In, 6% of gross salary
- Health Insurance: Moved to Family Plan, $327.15 Monthly for State Health Benefit Plan for Major Medical
- Dental: Moved to Family Plan, $32.27 Semi-Monthly Low Plan for Employee Family (MetLife)

**GARNISHMENT (Effective August 1, 2025)**
- Internal Revenue Service: $25 per bi-weekly paycheck

Before the August 29 payroll cut-off, Elba Mena, Decatur High School Principal, sent Nancy Lin a list of staff development stipends to be paid for Decatur High School staff. Samantha was included on that list with stipend earnings of $500.

During this same payroll period Samantha worked as a bus monitor and reported hours through Transportation time entry.

**Employee:** Samantha Lowell
**Bi-Weekly Payroll Period:** August 18, 2025 to August 29, 2025

| Job Assignment | SAT 16 | SUN 17 | MON 18 | TUE 19 | WED 20 | THUR 21 | FRI 22 | TOTAL |
|---|---|---|---|---|---|---|---|---|
| Bus Monitor | | | 2.0 | 2.0 | 2.0 | 2.0 | 2.0 | 10.0 |

| Job Assignment | SAT 23 | SUN 24 | MON 25 | TUE 26 | WED 27 | THUR 28 | FRI 29 | TOTAL |
|---|---|---|---|---|---|---|---|---|
| Bus Monitor | | | 2.0 | 2.0 | 3.5 | 2.0 | 2.0 | 10.0 |

Before the August 29 payroll cut-off, Nancy Lin accessed Decatur High School substitute hours to be paid and verified that Elba Mena, Decatur High School Principal, had approved these hours for payment.

- Lauren David: Two days as a substitute teacher (certified)
- Bri Matthew: One day as a substitute paraprofessional (non-certified)

The CSD substitute rates are $175/day for Substitute Teachers (Certified) and $150/Day for Paraprofessionals (Non-Certified)

Before the August 29 payroll cut-off, Elba Mena, Decatur High School Principal sent Nancy Lin a list of staff development stipends to be paid for Decatur High School staff. Samantha was included on that list with stipend earnings of $500.

Nancy Lin validated time and benefit deductions and calculated gross and net pay for this pay period and ran a pre-list to reconcile and compare amounts. After the August 29 payroll was run, pay statements were posted to individual ESS accounts and Samantha was able to check this statement to verify her reduction was due to an Internal Revenue Service garnishment. At the 2025 calendar year end, Nancy Lin generated 2025 Forms W-2 and posted these PDF files to individual ESS accounts.

In September 2025, Samantha realized she had charged incorrect hours to her Transportation time entry. She also supported a field trip as a bus monitor on Monday, August 25, 2025 and worked 3.5 hours instead of the 2.0 hours originally recorded. Samantha informed Elliott Alexander, Transportation Supervisor, about this error and Elliott updated Nancy Lin, Payroll Analyst, who processed this additional time in an off-cycle payroll in September 2025.

Nancy Lin generated all quarter end and year end payroll reports (FICA / GA tax report, Quarterly reports, 1095 reports, multi-worksite report) and provided them to Belinda Boles, Human Resources Director, for approval prior to submission through the governmental on-line portals.

---

### Vendor Demo Script – Payroll

1. Demonstrate the ability to complete a gross up for all payroll
2. Demonstrate the ability to load payroll data from a list or Excel template (e.g., one-time payments, stipends, benefit deductions)
3. Demonstrate the ability to process additional pay or allowances
4. Demonstrate how the system vendor maintains all tax and legislative requirements, tables and payroll functionality
5. Demonstrate the ability to restrict access during payroll blackout (e.g., what is not able to be accessed / updated while payroll is processing)
6. Demonstrate how changes to salaries are documented and processed using effective dating and change documentation attachments
7. Demonstrate the ability to pay an employee across multiple process levels (e.g., departments, cost centers)
8. Demonstrate how payroll process handles employee salary splits / labor cost allocations (e.g. part of a salary is covered by a grant and part of the salary is covered by another funding source)
9. Demonstrate the ability to set up new garnishments and to allow multiple garnishments with all garnishments interfaced to Finance
10. Demonstrate the employee deduction set up process including how multiple deduction types (e.g., descending balance, flat, one-time) are maintained
11. Demonstrate the ability to process substitute payroll sourced from a third-party substitute system (e.g., AESOP substitute system, Frontline Absence & Substitute Management) that documents teacher absences and substitutes
12. Demonstrate the ability to process semi-annual payroll (e.g., athletic supplements paid twice a year).
13. Demonstrate ability to handle retro pay by date entry to calculate correct pay amounts
14. Demonstrate ability to automatic retro calculations on effective dated transactions
15. Demonstrate ability to support US / Georgia SUI (State Unemployment Insurance) state override options with the ability to retroactively calculate taxes based on changes
16. Demonstrate the ability to integrate the PTO accrual within the human resources system with automated PTO journal entries within the ledger for each cost center
17. Demonstrate the ability to mass load information from Excel templates (e.g., pay, deductions, employee data changes, direct deposit, YTD adjustments)
18. Demonstrate the ability to ensure that withholding allowances cannot be changed by an employee with a garnishment that would be affected by the change
19. Demonstrate the ability for managers to view labor costs in aggregate, by pay component
20. Demonstrate the ability for managers to view overtime worked, shift differential paid, etc. by employee
21. Demonstrate the ability to set up and maintain direct deposits
22. Demonstrate the ability to make correction or changes to employee record
23. Demonstrate the ability to set up pay and deduction codes, control taxation and provide visibility on checks as well as account mapping to flow to general ledger
24. Demonstrate the ability to make correction or changes to employee record.
25. Demonstrate the ability to process special payments (e.g., staff development stipends)
26. Demonstrate how arrears deductions are managed and followed throughout a payroll
27. Demonstrate the ability to calculate gross and net payroll, perform reconciliations on the payroll and address system warnings / messages to validate time and benefit deductions and calculated pay (audit) using a trial payroll run (e.g., pre-list)
28. Demonstrate the ability to support a review of current payroll amounts versus the previous payroll amounts through the pre-list process
29. Demonstrate the ability to capture trial payroll adjustments
30. Demonstrate the ability to create post payroll audit reports
31. Demonstrate the ability to enter payroll data and process off-cycle payroll checks and utilize direct deposit on these off-cycle checks
32. Demonstrate the ability to identify payroll underpayments and to process like retroactive payments
33. Demonstrate the ability to identify and track payroll overpayments including direct deposit reversals if caught early enough. These overpayments are often identified in the pre-list review of current payroll amounts versus the previous payroll amounts. HR maintains a list of these overpayments and reaches out to employees but CSD does not have a big problem with overpayments or collections.
34. Demonstrate the ability to create and report on Fiscal Year-To-Date (YTD), Quarter-To-Date (QTD) and Month-To-Date (MTD) accumulators
35. Demonstrate the ability to calculate FLSA rate due to varying pay (e.g., stipends)
36. Demonstrate the ability to create paychecks along with the ACH File and garnishment file used to upload to bank
37. Demonstrate how the month end accrual is calculated after the last pay period of the month
38. Demonstrate the ability for alignment of all hours / wages as well as overtime hours / wages tracking between human resources and finance (e.g., hours are classified in the general ledger (GL) by account, classified in the payroll application by pay code)
39. Demonstrate the ability to create annual payroll reporting documents (e.g., W-2s, W-2Cs)
40. Demonstrate how the system prepares the month end entry for accrued PTO liability to interface to GL including employee with multiple positions and/or department or cost center allocations
41. Demonstrate the ability to support quarter end and year end reporting processes (e.g., FICA / GA tax report, Quarterly reports, 1095 reports, multi-worksite report)
42. Demonstrate the ability to support check printing for non-direct deposit payments
43. Demonstrate the ability for labor reporting for salary, PTO accruals, and other pay classifications by category (e.g., Certificated Employees, Classified Employees)
44. Demonstrate the ability to retroactively redistribute the labor distribution on an exception basis when informed of an error by an employee or their time approver
45. Demonstrate how the PTO plan balance is paid when employee terminates employment and is eligible for a plan balance payout
46. Demonstrate the ability to provide payroll accruals
47. Demonstrate ability to enter YTD adjustments to employee wages
48. Show a new hire employee record that has been created from Talent Acquisition.
49. Demonstrate the ability to drill down through employee history.
50. Demonstrate ability to provide online check replacement request for lost check (need to include a disclaimer)

---
---

## ERP Demo Script – Supply Chain Management / Purchasing

### Demo Script Instructions

The vendor should use the background data provided below or other similar data to provide a scripted demo based on the Vendor Demo Script following this background data within the time allotted for this functionality in the Demo Schedule. Vendors are welcome to use other similar data however the background data does focus on common CSD processes. Expectations are that vendors set up demo scenarios in advance so individual demo transactions and actions can validate numerous script requirements. The vendor may choose to interactively demonstrate a particular script, and simply show the field / action that would be used for other scripts related to that transaction in the interest of time. If the scripted demo for this script topic is not completed within the time allotted, you will be asked to move onto another script topic and potentially come back to this section if time remains at the end of another demo section or all demo sections.

### Staff (All Demo Scripts)

- Wanda Ramirez, CFO / Budget Owner
- Ted Cain, Accounts Payable Accountant
- Roberta Owens, Procurement Officer
- Jerica Waters, Instructional Services Manager
- Terra Burton, Oakhurst Elementary Principal
- Patrice Allison, Oakhurst Elementary Bookkeeper
- Tori Williams, Glennwood Elementary Principal
- Jennifer Jones, Glennwood Elementary Bookkeeper

---

### Supply Chain Management / Purchasing – Background Data

#### New Supplier

- Name: Dell Computers
- Address: 1 Dell Way Round Rock, TX 78682
- Alternate Address: Dell EMC Atlanta: 1117 Perimeter Center West, Suite E407, Atlanta, GA
- Telephone Number: (877) 289-3355
- Website: http://www.dell.com
- Account Representative: Mark Wilson (Email mwilson@dell.com, Cell 770-678-0123)
- Account Executive: Ken Simmons (Email ksimmons@dell.com)
- TIN: 75-5639799

#### Computer Purchase

Patrice Allison, Oakhurst Elementary Bookkeeper, created a requisition for 25 laptops from Dell Computers and routed it for approval. This approval requires three approval levels because of the dollar amount (Oakhurst Elementary Principal, Instructional Services Manager, CFO / Budget Owner). Around the same time, Jennifer Jones, Glennwood Elementary Bookkeeper, created a requisition for 50 laptops from Dell Computers and routed it for approval (Glennwood Elementary Principal, Instructional Services Manager, CFO / Budget Owner). After these requisitions were approved, Roberta Owens, Procurement Officer, combined the requisitions into a purchase order to Dell Computers using the state bid contract amount for student laptops and separating the order by delivery location.

- Supplier: Dell Computers
- Type: Purchase Order
- Item: 14" Dell Laptop
- Quantity: 75
- Unit Price: $825
- Total: $61,875
- Purchase Order Date: April 14, 2025
- Charge Accounts: 100-1051-1000-611-105 (Oakhurst Elementary), 100-1051-1000-611-212 (Oakhurst Elementary)

Dell delivered 25 laptops to Oakhurst Elementary on May 21, 2025 and 25 laptops to Oakhurst Elementary on May 28, 2025. The school bookkeepers entered these receipts into the system and Dell issued an invoice on June 10, 2025 ($41,250) for the 50 laptops delivered noting that 25 laptops were back-ordered.

#### Procurement Contract

CSD entered into a procurement contract with MARTA for supplemental student transportation.

- Contract Date: April 25, 2025
- MARTA will bill CSD on a monthly basis for transit passes issued to CSD students the previous month
- MARTA agrees to honor a 30% discount for passes for government entities
- MARTA agrees to waive the $2 per-transaction processing fee
- Vendor Name: Metropolitan Atlanta Rapid Transit Authority (MARTA)
- Contact Name: David Morgan
- CSD Credit Limit: $5,000
- Transit 30-Day Pass Cost: $95
- Payment Term: 30 days
- Statement Cycle: every 30 days

MARTA issued an invoice on June 2, 2025 for 42 student transit passes in May 2025 that reflected the government entity discount. This invoice was due on July 2, 2025.

#### Requests for Proposal (RFP)

Roberta Owens, Procurement Officer, received a request from Tori Williams, Glennwood Elementary Principal, for some minor roof repairs and Roberta deemed that this would require an RFP. This RFP was developed in conjunction with CSD Maintenance staff and they suggested some companies that could provide these services.

- ABC Roofing, 3478 Fourth Street, Decatur, GA 30031
- Superior Roofing, 639 Smith Street, Decatur, GA 30036
- XYZ Roofing. 719 Milroy Avenue, Decatur, GA 30034

After securing release approval, Roberta issued REQUEST FOR PROPOSAL No.25-002 – Glennwood Elementary School Roofing Repair:

- RFP Issue Date: November 21, 2024
- RFP Scope: It is the desire of CSD to engage the services of Roofing Firm to perform Roofing Repairs. It is the desire of CSD to work with the selected Roofing Firm to develop a specific plan of action to achieve the necessary improvements while minimizing the impact on the operating facilities. Therefore, CSD is seeking Offerors based on their experience, qualifications, and proposals.
- Service Period: January 2025 through June 2025
- Addendum Issued: December 5, 2024 (page revisions)
- Response Due Date: December 18, 2024

There were four responses received on the due date of December 18 with another response (On Time Roofing) received on December 19.

- ABC Roofing: All mandatory requirements met
- Marginal Roofing: Did not return a completed Debarment Certificate
- Superior Roofing: All mandatory requirements met
- XYZ Roofing: All mandatory requirements met

As a result, Marginal Roofing was eliminated from the written RFP response evaluation, and the CSD Evaluation Team selected XYZ Roofing on December 20 as the winning vendor based on experience and references.

Jennifer Jones, Glennwood Elementary Bookkeeper, has requested a purchase order in the amount of $5,000 for the initial roof repairs based on the award of this RFP to XYZ Roofing.

---

### Vendor Demo Script – Supply Chain Management

#### Supplier Management

1. Demonstrate the ability to automatically number suppliers.
2. Demonstrate the ability to inquire on a purchase order (PO) number to retrieve all invoices/vouchers processed with the specified PO, workflow status of all invoices/vouchers for the PO and checks issued for the PO
3. Demonstrate the ability to inquire on an Invoice number to retrieve invoice workflow status (e.g. pending approval), PO linked to invoice and check number
4. Demonstrate the ability to create and maintain a listing of preferred vendors.
5. Demonstrate the ability to identify duplicate suppliers by Tax Identification (ID) number during supplier import
6. Demonstrate the ability to assign a default tax code to the supplier and the ability to override it during transaction entry
7. Demonstrate the ability to manage the suppliers' records from the purchasing department
8. Demonstrate the ability to capture supplier's Federal ID / Taxpayer ID or social security number and a user defined vendor type (e.g., corporation, municipality, employee, individual, etc.)
9. Demonstrate the ability to enter Vendor business address and mailing address (e.g., street, P.O. box, city, state or province, country, postal code)
10. Demonstrate the ability to enter multiple alternate vendor business addresses (locations) including remit-to addresses
11. Demonstrate the ability to enter vendor contacts (minimum of three) with contact information (e.g., primary telephone numbers, fax numbers, email addresses, website addresses, alternate phone numbers (e.g., cell phone))
12. Demonstrate the ability to record default payment terms and default shipping methods and terms
13. Demonstrate the ability to record specific supply designations (e.g., Disadvantaged Business Enterprise (DBE), Small Business Enterprise (SBE)) using user defined coding (supplier classification) and expiration dates
14. Demonstrate the ability to capture insurance / bonding information for suppliers and commodity code designations (unlimited) specifying the products and services provided by the vendor
15. Demonstrate how to manage on-line vendor information through edits and deletions by authorized users
16. Demonstrate how to designate user defined vendor status, update vendor status effective dates (e.g., beginning date, ending date) and capture additional comment field (minimum of 40 characters) for vendor status
17. Demonstrate how to allow for internal vendors (e.g., CSD Maintenance, CSD Transportation for local field trips)
18. Demonstrate how users can record vendor performance status for multiple commodity codes and establish dollar spending limits for a vendor
19. Demonstrate the ability to allow the user to combine multiple vendors into a single vendor and allow text comments / notes for a vendor profile
20. Demonstrate the ability to attach external documents to a vendor record (e.g., contracts, tax forms)
21. Demonstrate a method of purging inactive vendors with user defined approvals for the purge
22. Demonstrate the ability to build a supplier scorecard to track supplier performance that can interface with third party information and internal feedback / surveys to achieve a supplier score

#### Requests for Information (RFI), Requests for Quote (RFQ) and Requests for Proposal (RFP)

23. Demonstrate the ability to create a RFI /RFQ / RFP (bid / bid package) before creating a purchase order
24. Demonstrate the ability to create a bid package by selecting standard clauses and provisions on-line
25. Demonstrate how a user can designate requisitions and lines to include in the bid, and to provide text comments or notes for a bid
26. Demonstrate the ability to edit the bid package terms and clauses and/or add new terms and clauses including the specification of a DBE goal (percent of total dollars) for the bid
27. Demonstrate how a user can enter or edit a statement of work and include purchase requisition supporting documents in the bid package (e.g., Excel templates, drawings, specifications)
28. Demonstrate the ability to print a bid solicitation package on demand and create a PDF file of that package
29. Demonstrate how a user can define and enter key bid schedule dates, designate tasks as complete on the bid schedule (with actual completion dates) and update bid status (e.g., distributed, closed) on-line
30. Demonstrate the ability to create / edit addendum and bid changes on-line and to record addenda history and issue dates
31. Demonstrate how an authorized user can edit a bid package and generate a "rebid"
32. Demonstrate the ability to create a list of potential bidders using a variety of selection factors (e.g., commodity code, DBE status)
33. Demonstrate the ability to allow a user to add / delete vendors from the list and to send a bid to a restricted number of suppliers
34. Demonstrate the ability to include vendors from a pre-approved list for designated commodities (e.g., State of Georgia approved vendor list)
35. Demonstrate the ability to enter bid package contract pricing online
36. Demonstrate the ability to view, query or print a bid package
37. Demonstrate the ability to approve a created bid package for release through workflow
38. Demonstrate how an approved bid package can be posted on an external procurement registry (e.g., Georgia Procurement Registry (GPR), PlanetBids, GovWin, BidNet) and the district website
39. Demonstrate how to record vendor solicitations, responses, results including the ability to record bid / no bid responses (e.g., vendor number, price detail) and maintain vendor bid history (e.g., solicitations, responses, awards)
40. Demonstrate how print / electronically distribute a bid tabulation sheet upon demand
41. Demonstrate the ability to allow user entry of multiple stages of evaluation data (e.g., mandatory requirements, written bid evaluation) with pass / fail or point assignments based on bid evaluation components
42. Demonstrate the ability to record a result code for each bid (e.g., award, not responsive, other than best / lowest bid)
43. Demonstrate how vendors can check on the status of bids and solicitations, including posting bid awards
44. Demonstrate the ability to designate the successful vendor and allow an authorized user to designate a purchase justification (e.g., team evaluation score, low bid, sole source)
45. Demonstrate the ability to create a purchase order or contract on-line from purchase requisition(s) related to the bid
46. Demonstrate the ability to create a purchase order (PO) from one or multiple bids and enter selected vendor and unit prices (or carry-over from bid)
47. Demonstrate the ability to select / edit standard terms / clauses / provisions (or carry-over from bid) for subsequent purchase orders or contracts

#### Procurement Contracts

48. Demonstrate the ability to create a procurement contract using standard clauses and conditions and to edit / delete contract clauses and conditions on-line
49. Demonstrate the ability to transfer procurement information from bid specification
50. Demonstrate the ability to designate general or prime contractor by name and vendor number and to designate major subcontractors by name, vendor number and subcontract amount
51. Demonstrate the ability to attach scanned images or other electronic attachments (e.g., word processing, spreadsheet files, e-mails, blue prints, specifications) to the contract file
52. Demonstrate the ability to automatically carryover all contract data for multi-year contracts
53. Demonstrate the ability to track multiple funding sources by line item for each contract
54. Demonstrate the ability to handle task order type contracts by contract number, where individual task orders are issued to the contractor to perform various work under the master contract
55. Demonstrate the ability to allow for on-line routing of contract invoices for approval
56. Demonstrate the ability to provide drill down capability on total contract funds by invoice and track contract expenditures and dates
57. Demonstrate the ability to track DBE expenditures, including subcontractor payments
58. Demonstrate the ability to track expenditures against the budget and track fiscal year and total remaining dollars
59. Demonstrate the ability to track insurance data (types and expiration dates of policies)
60. Demonstrate the ability to maintain standard terms/clauses/provisions for bid preparation
61. Demonstrate the ability to define document sequences for contract clauses and to define contract clause types

#### Requisitions and Purchase Orders

62. Demonstrate how look-up options are available for material requests (e.g., online catalogs, parts listings) during requisition creation
63. Demonstrate the ability to process and attach requisition supporting documents (e.g., phone quotes, emails, specifications, drawings) during requisition creation
64. Demonstrate how a purchase requisition can be routed for on-line approval with date and time for all approval actions (e.g., approval, rejections, return for edits) automatically and electronic "signature" for designated reviewers
65. Demonstrate the ability to allow modification / cancellation of a requisition during approval with routing to originator and notifications as part of a workflow process for requisition approval
66. Demonstrate how the originator or staff can maintain requisition status based on routing and approvals (can locate where a requisition is during the approval process)
67. Demonstrate the ability to allow temporary substitution (e.g., for vacations) for routing list
68. Demonstrate the capability to review budget or funding availability during the approval process
69. Demonstrate the ability to automatically route requisitions to specific approver(s) based on funding source and to control approvals by category and account
70. Demonstrate the ability to create a requisition for fixed price services, rate-based temporary labor, fixed price temporary labor and non-catalog templates specifically for services
71. Demonstrate how to enter all purchase order data on-line, include manufacturer's part numbers, include effective dates / expiration dates, include delivery dates and terms and define a release date to control PO distribution
72. Demonstrate the ability to specify a G/L account number distribution for each line item or for the entire PO, allow multiple project designations for each line item by line-item quantity or percent of total quantity and review budget or funding availability prior to releasing the PO for approval
73. Demonstrate the ability to support several PO types (e.g., standard, blanket purchase order, contract) and to create a PO from a template for a specific PO type (e.g., standard terms, conditions and clauses)
74. Demonstrate the capability to enter or edit a statement of work, include purchase requisition supporting documents with the PO (i.e., drawings, specifications, etc.), allow editing of all PO data prior to PO release and allow deletion / cancellation of a PO or line item prior to PO release
75. Demonstrate the ability to convert only approved requisitions into a purchase order and create purchase orders from one or multiple requisitions and line items
76. Demonstrate the ability to pre-encumber funds when purchase requisitions are approved
77. Demonstrate the ability to maintain a standard routing list based on department, requisitioner, estimated cost or other requirements
78. Demonstrate the ability to merge approved requisitions onto a purchase order and to automatically generate purchase orders from approved online requisitions
79. Demonstrate how to automatically generate purchase order numbers, modify purchase orders, change the accounting distribution information on open purchase orders and include reference quotation numbers on purchase orders
80. Demonstrate the ability to create purchase orders with grants funds or expense funds
81. Demonstrate how to route purchase orders for on-line approval, approve purchase orders by Job and Position, approve purchase orders by dollar amount, notify employees when approvals are required, notify approvers when purchase orders require approval and control approvals by category and account
82. Demonstrate the ability to view and approve / reject purchase orders from notifications and to view and approve / reject purchase orders from e-mail
83. Demonstrate the ability to maintain a standard routing list based on PO type and cost, allow temporary substitution (e.g., vacations) for routing list, allow modification / cancellation of PO during routing, allow re-routing following changes to the PO and record on-line approval/rejection and electronic "signature" for designated reviewers
84. Demonstrate how to automatically return rejected POs to originator
85. Demonstrate the ability to reverse pre-encumbrance and encumber funds when POs, BPO releases, price agreement orders, and contracts are approved and issued
86. Demonstrate the ability to prevent purchase order from being sent to suppliers that are on hold (e.g., accounts payable)
87. Demonstrate how to capture discounts purchase orders, enter a single ship to or multiple ship to, on a purchase order line, edit an open purchase order, cancel a purchase order and automatically email a purchase order to the supplier on approval
88. Demonstrate how to manually close open purchase order lines, automatically close purchase orders lines based on a percentage tolerance for receipts and invoices and split approved requisition lines in order to source items from multiple vendors for the same requisition
89. Demonstrate the ability to generate blanket purchase orders (BPOs) with designed dollar limits and expiration dates, release limitations for designated BPO line items and release limitations for a specified commodity code
90. Demonstrate how to enter BPO releases on-line by purchasing and other staff (e.g., maintenance, transportation) specifically identified for the BPO, record the release date and user, automatically retrieve BPO terms / clauses and prices for the release and include multiple line items per release
91. Demonstrate the ability to automatically accumulate total BPO dollars, prohibit releases exceeding dollar limits or beyond expiration date, notify originator when BPO is within a specified percent of dollar limit
92. Demonstrate the ability to notify originator when BPO is a specified number of days from expiration
93. Demonstrate the ability to automatically carryover BPO balances for multi-year BPOs
94. Demonstrate the ability to print and distribute BPO releases (same as for POs)
95. Demonstrate the ability to create change orders for P.O.'s, contracts and BPO's (after release)
96. Demonstrate the ability to provide option to cascade all changes at the BPO level down to the release level including person(s) authorized to generate releases
97. Demonstrate the ability to require a change order for price and/or quantity changes after release
98. Demonstrate the ability to automatically create blanket releases
99. Demonstrate the ability to mass close and mass cancel a group of purchase orders
100. Demonstrate the ability to allow exclusion of selected bid line items or requisition lines
101. Demonstrate how to automatically e-mail a PO to vendor directly and auto fax a PO to vendor directly from purchasing system without human intervention
102. Demonstrate the ability to allow creation of a change order on-line for price / quantity changes, including being able to record all changes to delivery dates and/or expiration dates and automatically update the PO data for receiving and payment voucher
103. Demonstrate how to cancel a PO or change order after release and how to distribute a PO cancellation notice for vendor
104. Demonstrate the ability to print or view back-ordered items by location, purchase order or date

#### Receiving and Payment

105. Demonstrate the ability to confirm services performed by supplier(s) and to record receipts against services and labor
106. Demonstrate the ability for requesters to review orders and to confirm they have received requested services
107. Demonstrate how purchase order lines can be closed when invoices are matched to the purchase order
108. Demonstrate the ability to match invoices to purchase orders (2-way match) and to match invoices to purchase orders and receipts (3-way match)
109. Demonstrate the ability to allow for invoice payment on approval (no receipt required) for specific services designated by the user
110. Demonstrate how to allow holding percent or actual dollar retainage for invoices and to track invoice and project-to-date retainage with the ability to allow release of retainage for payment on approval
111. Demonstrate the ability to automatically apply retainage to appropriate invoices
112. Demonstrate the ability to track warranty retention

#### Period End Close / System Governance

113. Demonstrate how to reverse the encumbrance and record the expenditure when invoices are received and approved
114. Demonstrate the ability to provide a method for liquidating pre-encumbrances and encumbrances when requisitions or POs are cancelled or altered
115. Demonstrate the ability to generate accruals for un-invoiced receipts at month end
116. Demonstrate the ability to transfer all purchasing transactions into General Ledger for proper accounting
117. Demonstrate the ability to open and close the purchasing periods
118. Demonstrate the ability to automatically carry forward pre-encumbrances and encumbrances into the new year at year end
119. Demonstrate how to produce standard purchasing reports, reports by supplier and commodity code and supplier report by vendor type
120. Demonstrate the ability to create a user configured purchase order format unique to CSD
121. Demonstrate the ability to print Terms and Conditions as a separate document to accompany the purchase order.
122. Demonstrate how to maintain number of awards, dollar volume, commodities purchased by vendor and include disadvantaged business enterprise (DBE) designation
123. Demonstrate how to maintain a SCM dashboard to visualize data in a number of different ways with the ability to get a quick overview of the data and then be able to zoom, drill down, and filter on particular aspects and then get further details as required

---
---

## ERP Demo Script – Talent Acquisition / Onboarding

### Demo Script Instructions

The vendor should use the background data provided below or other similar data to provide a scripted demo based on the Vendor Demo Script following this background data within the time allotted for this functionality in the Demo Schedule. Vendors are welcome to use other similar data however the background data does focus on common CSD processes. Expectations are that vendors set up demo scenarios in advance so individual demo transactions and actions can validate numerous script requirements. The vendor may choose to interactively demonstrate a particular script, and simply show the field / action that would be used for other scripts related to that transaction in the interest of time. If the scripted demo for this script topic is not completed within the time allotted, you will be asked to move onto another script topic and potentially come back to this section if time remains at the end of another demo section or all demo sections.

### Staff (All Demo Scripts)

- Wanda Ramirez, CFO / Budget Owner
- Elba Mena, Decatur High School Principal
- Belinda Boles, Human Resources Director
- Winona Webb, Human Resources Specialist

---

### Talent Acquisition – Background Data

#### Open Job Requisition (Position) 1

- **POSITION TITLE:** Decatur High School Media Specialist
- **DEPARTMENT:** Schools
- **REPORTS TO:** Principal
- **FLSA STATUS:** Non-exempt
- **WORK SCHEDULE:** 190 days
- **TERMS OF EMPLOYMENT:** Salary and length of contract to be established by the Board of Education.

**PRIMARY FUNCTION:** Supports Instructional Technologists in providing a well-managed, safe, and welcoming environment that supports personalized learning, includes flexible and equitable access to physical and digital resources, ensures a well-rounded education, and encourages respect for all.

**ESSENTIAL DUTIES AND RESPONSIBILITIES:** Under the direction of the principal, supports the management of the resource collection through processing, organization, inventory, repair, and weeding to ensure the collection is accurate, accessible, and current.

- Support the facilitation of a climate of respect and communicates expectations for student behavior.
- Establishes a good rapport with students and faculty.
- Supports the maintenance of physical and digital learning spaces for diverse and evolving learning structures and accommodates a range of teaching methods, learning tasks, and outcomes.
- Supports equitable use of space and resources, allowing for any-time, anywhere learning opportunities.
- Supports circulation, reserving library resources, and scheduling library spaces to provide optimal student access.
- Supports a climate of respect and communicates expectations for student behavior.
- Participates in professional learning to increase skills and proficiency related to job responsibilities and serves on committees when needed.
- Evaluates, selects, and modifies culturally-responsive resources and activities to match learners' needs and meet the curriculum standards.
- Prepares adequately for responsibilities to be assumed when absent
- Participates in daily duties and responsibilities within the school including extracurricular responsibilities.
- Supports the district and local school vision, mission, and goals in words, actions, and behaviors.
- Complies with the Georgia Code of Ethics for Educators.
- Perform all other duties as assigned.

**QUALIFICATION REQUIREMENTS:** To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

**EDUCATION And/or EXPERIENCE:** Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to Master's degree (M.A.) and current certification from the State Department of Education as a Library Media Specialist. Prior experience working with children is desirable.

**EVALUATION:** Performance of this job shall be evaluated annually in accordance with provisions of the board's policy on evaluation of classified personnel.

**PHYSICAL DEMANDS:** To perform the duties of this job, the employee is required to stand, walk, sit, or hear. Lifting up to 30 pounds may be required on an occasional basis. The employee is occasionally required to stoop, kneel, crouch or crawl. Specific vision abilities required of this job include close vision and distance vision.

---

#### Open Job Requisition (Position) 2

- **POSITION TITLE:** Decatur High School Special Education Intervention Paraprofessional
- **DEPARTMENT:** Schools
- **REPORTS TO:** Principal / Director
- **FLSA STATUS:** Non-exempt
- **WORK SCHEDULE:** 185 days
- **TERMS OF EMPLOYMENT:** Salary and length of contract to be established by the Board of Education.

**PRIMARY FUNCTION:** Assists the teacher in general daily classroom activities.

**ESSENTIAL DUTIES AND RESPONSIBILITIES:** Other duties may be assigned.

- Communicates, collaborates, and cooperates with colleagues, supervisors, and students
- Assists teacher in routine classroom operation
- Demonstrates understanding of student's disability
- Maintains positive behavior management of students
- Demonstrates initiative and creativity with students and their program
- Assists students in the restroom as necessary, and may have to change diapers
- Attends open house conferences on a voluntary or a requested basis
- Loads/unloads wheelchair bound students on bus, and or waits with students for transportation
- Manages and instructs small groups of students when the teacher is not available
- Operates standard school equipment such as laminator, copier, audiovisual, etc.
- May escort children to and from various rooms
- Participates in physical activities, which are part of the students' basic program
- Helps or assists with duplicating and collecting educational paperwork
- Participates in training programs to increase skills and proficiency related to the assignment
- Ensures adherence to good safety procedures

**SUPERVISORY RESPONSIBILITIES:** Supervises students.

**QUALIFICATION REQUIREMENTS:** To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

**EDUCATION and/or EXPERIENCE:** An Associate's degree or higher; or completion of at least two years of study at an institution of higher education; or passing score on Georgia paraprofessional assessment. Experience with disabled children preferred.

**EVALUATION:** Performance of this job shall be evaluated annually in accordance with provisions of the board's policy on evaluation of classified personnel.

**PHYSICAL DEMANDS:** To perform the duties of this job, the employee is required to stand, walk, sit, or hear. Lifting up to 30 pounds may be required on an occasional basis. The employee is occasionally required to stoop, kneel, crouch or crawl. Specific vision abilities required of this job include close vision and distance vision.

---

### Onboarding – Background Data

#### New Hire Employee Information

- **EMPLOYEE LAST NAME, FIRST NAME:** Lowell, Samantha
- **SOCIAL SECURITY NUMBER:** 123-72-4568
- **DATE OF BIRTH:** 12/01/1987
- **ADDRESS:** 111 Ridley Lane, Decatur, GA 30030
- **EMERGENCY CONTACT:** Pete Lowell (Father), 678-227-4545
- **POSITION:** Media Specialist, Decatur High School
- **REPORTS TO:** Elba Mena, Decatur High School Principal
- **FLSA STATUS:** Non-exempt
- **WORK SCHEDULE:** Full-Time (8 hours), 190 days
- **JOB TYPE:** FTE
- **SALARY:** Teacher Salary Schedule, PROF T5, Step 1 (see below)
- **SEX / MARITAL STATUS:** Female / Single
- **RACE:** White
- **ETHNICITY:** Non-Hispanic
- **DIRECT DEPOSIT:** Yes
- **BANK:** Bank of America
- **ACCOUNT NUMBER:** 435009123112
- **ROUTING NUMBER:** 122898657

#### Teacher Salary Schedule

| SALARY STEP | YEARS OF SERVICE | Bachelors PROV (BT4) | Bachelors PROF (T4) | Masters PROV (BT5) | Masters PROF (T5) | Specialists PROV (BT6) | Specialists PROF (T6) | Doctorate PROV (BT7) | Doctorate PROF (T7) |
|---|---|---|---|---|---|---|---|---|---|
| E | 0 | $56,173 | $60,008 | $60,249 | $65,722 | $66,578 | $71,419 | $72,886 | $76,866 |
| E | 1 | $56,173 | $60,008 | $60,249 | $65,722 | $66,578 | $71,419 | $72,886 | $76,866 |
| E | 2 | $56,173 | $60,008 | $60,249 | $65,722 | $66,578 | $71,419 | $72,886 | $76,866 |
| 1 | 3 | $56,173 | $60,241 | $60,848 | $66,025 | $67,256 | $71,793 | $73,643 | $77,309 |
| 2 | 4 | $56,173 | $60,682 | $61,332 | $66,525 | $67,805 | $72,351 | $74,255 | $77,922 |
| 3 | 5 | $56,173 | $61,127 | $61,822 | $67,028 | $68,359 | $72,912 | $74,875 | $78,539 |
| 4 | 6 | $56,173 | $61,576 | $62,318 | $67,538 | $68,919 | $73,480 | $75,500 | $79,163 |
| 5 | 7 | $56,173 | $62,030 | $62,817 | $68,051 | $69,485 | $74,054 | $76,131 | $79,793 |
| 6 | 8 | $56,173 | $62,729 | $63,595 | $69,395 | $71,118 | $76,309 | $78,910 | $82,553 |
| 7 | 9 | $56,173 | $63,644 | $64,955 | $70,820 | $73,301 | $77,936 | $80,714 | $85,725 |
| 7 | 10 | $56,173 | $65,156 | $66,966 | $72,355 | $74,536 | $79,186 | $82,370 | $86,008 |
| L1 | 11 | $56,173 | $67,097 | $68,422 | $73,867 | $76,211 | $80,895 | $84,263 | $87,903 |
| L1 | 12 | $56,173 | $68,644 | $70,961 | $75,860 | $79,374 | $83,466 | $87,764 | $91,391 |
| L2 | 13 | $56,173 | $70,685 | $72,529 | $78,110 | $81,178 | $85,931 | $89,801 | $93,432 |
| L2 | 14 | $56,173 | $70,822 | $73,105 | $78,664 | $81,753 | $86,484 | $90,376 | $93,987 |
| L3 | 15 | $56,173 | $72,280 | $74,718 | $80,344 | $83,610 | $88,381 | $92,474 | $96,136 |
| L3 | 16 | $56,173 | $72,835 | $75,294 | $80,897 | $84,185 | $88,935 | $93,051 | $96,718 |
| L4 | 17 | $56,173 | $74,335 | $76,959 | $82,622 | $86,099 | $90,886 | $95,212 | $98,991 |
| L4 | 18 | $56,173 | $74,888 | $77,535 | $83,177 | $86,674 | $91,441 | $95,788 | $99,574 |
| L5 | 19 | $56,173 | $76,436 | $79,247 | $84,956 | $88,644 | $93,450 | $98,014 | $101,916 |
| L5 | 20 | $56,173 | $76,991 | $79,824 | $85,509 | $89,220 | $94,004 | $98,591 | $102,498 |
| L6 | 21 | $56,173 | $78,584 | $81,588 | $87,341 | $91,250 | $96,121 | $100,885 | $104,911 |
| L6 | 22 | $56,173 | $79,138 | $82,164 | $87,897 | $91,827 | $96,701 | $101,460 | $105,491 |
| L6 | 23 | $56,173 | $80,781 | $83,981 | $89,783 | $93,916 | $98,941 | $103,823 | $107,977 |
| L6 | 24 | $56,173 | $81,334 | $84,557 | $90,339 | $94,491 | $99,523 | $104,399 | $108,559 |
| L6 | 25 | $56,173 | $83,024 | $86,429 | $92,281 | $96,645 | $101,828 | $106,831 | $111,120 |
| L6 | 26 | $56,173 | $83,579 | $87,005 | $92,837 | $97,221 | $102,411 | $107,408 | $111,702 |
| L6 | 27 | $56,173 | $83,856 | $87,005 | $93,113 | $97,221 | $102,411 | $107,408 | $111,702 |
| L6 | 28 | $56,173 | $84,134 | $87,580 | $93,390 | $97,798 | $102,993 | $107,984 | $112,285 |
| L6 | 29 | $56,173 | $84,411 | $87,580 | $93,667 | $97,798 | $102,993 | $107,984 | $112,285 |
| L6 | 30 | $56,173 | $84,687 | $88,157 | $93,945 | $98,373 | $103,575 | $108,560 | $112,865 |
| L6 | 31 | $56,173 | $84,964 | $88,157 | $94,222 | $98,373 | $103,575 | $108,560 | $112,865 |
| L6 | 32 | $56,173 | $85,240 | $88,733 | $94,806 | $98,950 | $104,468 | $109,136 | $113,759 |

#### Benefit Elections

- HEALTH INSURANCE: Opt In, $143.46 Monthly for State Health Benefit Plan for Major Medical
- DENTAL: Opt In, $18.35 Semi-Monthly Low Plan for Employee (MetLife)
- OPTIONAL LIFE INSURANCE PLAN: Opt Out
- SHORT / LONG-TERM DISABILITY PLANS: No
- CRITICAL ILLNESS PLAN: Opt Out
- HOSPITAL INDEMNITY PLAN: Opt Out
- CREDIT UNION: Opt Out
- ACCIDENT, DEATH AND DISMEMBERMENT PLAN: Opt Out
- LEGAL INSURANCE: Opt Out
- LONG-TERM CARE INSURANCE: Opt Out
- FLEXIBLE SPENDING ACCOUNT (FSA): Opt In, $2,600 yearly for Medical FSA (WageWorks)
- 403(B) PLAN / 457 (B) PLAN: Opt In, 3% contribution (Lincoln National)
- GEORGIA TEACHERS' RETIREMENT SYSTEM: Yes, eligible employee must contribute 6% of gross salary to Georgia Teachers Retirement System

#### Key Dates

- HIRE DATE: May 12, 2025
- ORIENTATION: July 7 - 9, 2025
- REPORT DATE: July 18, 2025

#### Education & Credentials

- **EDUCATION (From Employment Application):** Master of Library and Information Science (MLIS) degree from Valdosta State University, Valdosta, GA (2023)
- **CERTIFICATIONS (From Employment Application):** Successfully passed the Georgia Assessments for the Certification of Educators (GACE). Obtained the Standard Professional Certificate in the field of Media Specialist, valid 2023-2028.
- **EXPERIENCE (From Employment Application):** Two years' experience as Media Specialist, Valdosta High School, Valdosta, GA (2023-2025)

---

### Vendor Demo Script – Talent Acquisition

1. Demonstrate the ability to create a recruiting strategy for key positions (e.g., special education teachers)
2. Demonstrate how to use leverage external recruiting sites for position advertisements and to identify possible candidates (e.g., Teach Georgia, K-12 Jobspot, LinkedIn, Indeed)
3. Demonstrate the ability to organize recruiting candidates outreach and communications
4. Demonstrate the ability to integrate with social networking sites
5. Demonstrate the ability to create pipeline marketing by sending job notifications to groups of candidates / employees (e.g., recent School of Education graduates)
6. Demonstrate how a School Principal / Department head can create a talent requisition for an open position and use workflow for approval routing, including Finance for cost center allocation
7. Demonstrate the ability to track open requisitions by various categories such as job / location and set the close date for new applications
8. Demonstrate the ability to author and publish the job advertisements / job description and position to internal and external sites (CSD website, Teach Georgia, K-12 Jobspot, LinkedIn, Indeed) along with the ability to link these external sites on the CSD site
9. Demonstrate how to insert position descriptions into job advertisements that can be modified for external postings
10. Demonstrate the ability to create and manage a talent pool of both internal and external candidates
11. Demonstrate the ability to filter / search the talent pool using keywords / criteria (e.g. skills, languages, ethnicity) and functionality to generate correspondence (e.g. email, letters) to targeted groups within the talent pool.
12. Demonstrate how an applicant can initiate the application process online through self-service, save an application part way through for submission later and create / save job search alerts
13. Demonstrate how an applicant can initiate the application process through external sites (e.g., CSD LinkedIn site)
14. Demonstrate the ability to provide candidate self-service that enables candidate to express their interest in a position or apply for a particular advertised job; through use of multiple platforms including via mobile
15. Demonstrate how a candidate has the ability to see multiple statuses given various jobs they have applied for
16. Demonstrate the ability for candidates to submit both applications and related attachments (e.g., resume, identity documentation) through multiple file types (e.g., PDF, MS Word, JPEG) and on all operating systems (e.g., Windows, MAC)
17. Demonstrate the ability to allow the recruiters / human resources staff to have a view of all applications including status (e.g. new, awaiting documentation from candidate)
18. Demonstrate the ability to track the origination of all job applications (e.g., CSD website, Teach Georgia, K-12 Jobspot, LinkedIn, Indeed) and the results of those applications by source
19. Demonstrate the ability to automatically pre-screen / categorize information supplied by candidates as they apply for positions or are entered into the talent pool using a variety of screening methods (e.g., knock out questions, weighting, test scores, qualitative answers)
20. Demonstrate the ability to have multiple, customizable recruitment workflows based on job criteria (e.g., teacher workflow vs general staffing workflow)
21. Demonstrate how to automatically assign applications to specific staff through the recruitment process based on rules (e.g., location, type of application)
22. Demonstrate how a supervisor can control candidate panel viewing and review all candidates approved by Human Resources for requisition and status of each with flexibility allowed where by Human Resources can limit which candidates are available for a hiring manager to view such as a select group, selected individuals or all
23. Demonstrate the ability to track job postings and results by user-defined attribute: supervisor, location, department
24. Demonstrate the ability for system to be fully mobile enabled permitting candidate and hiring managers to complete recruiting transactions and workflow from all standard mobile devices
25. Demonstrate the ability to differentiate internal applicant from external applicant when applying for position from outside CSD and to have some limited employee self-service access from outside CSD
26. Demonstrate the ability of candidate to utilize self-service to self-select time and date to schedule interviews with the ability to integrate to Outlook / Google calendars
27. Demonstrate the ability to track employees and candidates considered and decision results for each step for jobs filled through a selection process including the ability to highlight and note rationale for exceptions to guidelines that can be attached to candidate record
28. Demonstrate the ability to support the generation of rejection letters to unsuccessful applicants
29. Demonstrate the ability to auto-generate an offer letter that can be configured to include information on the type of agreement, employee benefits, job titles, rate of pay, start date, pre-employment instructions
30. Demonstrate the ability to auto-generate an Employment Contract for new hires that can be configured with standard language and new hire employment information (e.g., report date, job title, salary schedule, work schedule)
31. Demonstrate the ability to include a link in the offer letter (e.g., link to a discrepancies Google form to be completed if an employee believes there is a discrepancy in salary, or grade level)
32. Demonstrate the ability to document and build the complete offer package
33. Demonstrate the ability to have all data elements of a requisition, offer and applicant record flow through to hire
34. Demonstrate ability to trigger a notification of offer acceptance to hiring manager
35. Demonstrate ability to initiate pre-hire employment requirements/checks (e.g., background) and to integrate with a Background Check vendor

---

### Vendor Demo Script – Onboarding

36. Demonstrate the ability to automate onboarding pre-day one information and forms and verifications by employee type, FTE employee vs. intern
37. Demonstrate the ability to transfer personal data from applicant as entered into the Recruiting module / system to onboarding documents and application without duplication of effort
38. Demonstrate the ability to provide online access to new hires for the review and completion of pre-day one information and forms (e.g., direct deposit, tax forms, background check authorization, US I-9, benefit elections) through an end-to-end process for both online via web browser and utilizing mobile technologies including on multiple platforms and operating systems (e.g., Apple, Android)
39. Demonstrate ability to automate onboarding 'paperwork' and verifications by employee type (e.g., certificated employees have one type of packet, classified employees have slightly different packet)
40. Demonstrate the ability to present new hire materials and instructions to complete via a new hire onboarding portal / dashboard (e.g. handbook, contract, conflict of interest, code of conduct)
41. Demonstrate the ability for the onboarding administrator (e.g., HR staff) to view, take action, and access reports on the onboarding process status via an onboarding online portal / dashboard
42. Demonstrate the ability to trigger notification when onboarding steps are not completed by expected due dates
43. Demonstrate the ability to utilize an onboarding checklist for tracking and to report onboarding status by new hire, by recruiter, by hiring manager, and overall (e.g., status pipeline with drill down capability)
44. Demonstrate the ability of new hire to complete required training and onboarding activities via the new hire portal/dashboard
45. Demonstrate the ability to perform batch transactions through file imports (e.g., new hires, terminations / severance, transfers) with these batch transactions able to utilize all the same business logic and validation rules as the equivalent single record, online event, and able to trigger all the same downstream activities
46. Demonstrate the ability to have customized onboarding assignments based on job characteristic. For example, a nurse automatically having a LMS assignment pushed to him/her
47. Demonstrate the ability to include E-Verify in workflow as needed
48. Demonstrate the ability to track, manage and validate multiple work permits and foreign work statuses (Visa validation)
49. Demonstrate the ability to add unlimited data fields and automate end to end process as part of offer of employment documentation / communication/status throughout entire process, capture an electronic signature, set rules to default verbiage in requisition; generate and send notices/emails to hiring manager depending on whether the candidate accepts or declines; verify complete background check after the offer and electronically generate appointment letters
50. Demonstrate how to create unique online checklist to collect related new hire documents/documentation during the process (signed receipt of handbook, signed contract, conflict of interest, code of conduct, etc.).personnel actions (e.g., new hire, transfer) in addition to ALL employee checklists, these would be specific by business unit
51. Demonstrate the ability for the new hire to electronically acknowledge and authorize selected onboarding tasks
52. Demonstrate the ability to track and communicate (send and receive) onboarding status, alerts, files throughout the process
53. Demonstrate the ability of the onboarding module to provide notifications triggered by configurable onboarding actions to non-human resources departments (e.g., Hiring Department, Technology, Maintenance)

---
---

## ERP Demo Script – Time Management

### Demo Script Instructions

The vendor should use the background data provided below or other similar data to provide a scripted demo based on the Vendor Demo Script following this background data within the time allotted for this functionality in the Demo Schedule. Vendors are welcome to use other similar data however the background data does focus on common CSD processes. Expectations are that vendors set up demo scenarios in advance so individual demo transactions and actions can validate numerous script requirements. The vendor may choose to interactively demonstrate a particular script, and simply show the field / action that would be used for other scripts related to that transaction in the interest of time. If the scripted demo for this script topic is not completed within the time allotted, you will be asked to move onto another script topic and potentially come back to this section if time remains at the end of another demo section or all demo sections.

### Staff (All Demo Scripts)

- Wanda Ramirez, CFO / Budget Owner
- Elba Mena, Decatur High School Principal
- Samantha Lowell, Decatur High School Media Specialist
- Ted Arnold, CIO / Technology Owner
- Transportation Supervisor Elliott Alexander
- Belinda Boles, Human Resources Director
- Winona Webb, Human Resources Specialist

---

### Time Management – Background Data

Samantha Lowell, Decatur High School Media Specialist, has been assigned to a salary schedule maintained in the financial system and does not need to submit hours worked for this assignment. She does however need to submit hours for her work as a bus monitor so she enters these hours worked for the past biweekly period into the system.

**Employee:** Samantha Lowell
**Bi-Weekly Payroll Period:** August 18, 2025 to August 29, 2025

| Job Assignment | SAT 16 | SUN 17 | MON 18 | TUE 19 | WED 20 | THUR 21 | FRI 22 | TOTAL |
|---|---|---|---|---|---|---|---|---|
| Bus Monitor | | | 2.0 | 2.0 | 2.0 | 2.0 | 2.0 | 10.0 |

| Job Assignment | SAT 23 | SUN 24 | MON 25 | TUE 26 | WED 27 | THUR 28 | FRI 29 | TOTAL |
|---|---|---|---|---|---|---|---|---|
| Bus Monitor | | | 2.0 | 2.0 | 3.5 | 2.0 | 2.0 | 10.0 |

At the end of the biweekly period, Transportation Supervisor Elliott Alexander pulls up the hours for all bus monitors and approves them for processing and payment. He then checked to see that all the bus monitors had submitted time for this biweekly pay period. Since Samantha's scheduled daily work hours was 2.0/hours a day the system highlighted these hours for review.

Elliott asked Samantha about the extra hours worked on August 27 and learned that a field trip caused a delay and these hours were justified. After time and attendance had been closed, Samantha did admit this charge should have only been 3.0 hours for August 27 and not 3.5 hours and asked to correct her submitted time.

Wanda Ramirez, CFO / Budget Owner, was curious about the budget overage for bus monitor pay in this pay period and ran an audit log report to see who had entered, corrected and approved these time charges for Samantha.

---

### Vendor Demo Script – Time Management

1. Demonstrate the ability for approvers to view time entries that require approval (both summary and detailed level)
2. Demonstrate the ability for approvers to approve the employee's time (where required)
3. Demonstrate the ability for approvers to update the employee's time when approving (where required)
4. Demonstrate the ability for separate approvals of each timesheet for an employee if an employee works in multiple job positions each with a separate supervisor
5. Demonstrate the ability to allow for overtime, or any other special payment or calculation, to be approved by a supervisor before being paid
6. Demonstrate ability to allow for and/or customize ad hoc reports / custom reports / dashboards / batch reporting of time and attendance
7. Demonstrate the ability to create, support and publish a period schedule (e.g., a biweekly payroll schedule where core hours of 8 hours/day can be applied) that can be used to identify what is unfilled to allocate hours to the unfilled hours
8. Demonstrate the ability to modify the current period schedule (e.g., changing a biweekly payroll schedule to a semimonthly schedule through a dynamic workflow)
9. Demonstrate the ability to track locations where employees' clock in and out
10. Demonstrate the ability to enter time at decentralized locations (e.g., transportation, school food nutrition, maintenance) by web browser, employee prepared timesheets, timekeeper prepared timesheets and mobile input
11. Demonstrate the ability to collect substitute hours sourced from a third-party substitute system (e.g., AESOP substitute system, Frontline Absence & Substitute Management) that documents teacher absences and substitutes
12. Demonstrate the ability to support validation of data entered into the system (e.g., account codes, dates, overtime availability, earning codes) against user pre-defined criteria for the specific functions.
13. Demonstrate the ability to configure pop-up links that provide user-definable functional instruction / help for time and attendance input and processing
14. Demonstrate the ability to restrict users to make changes to their own timesheets after approval and acceptance
15. Demonstrate the ability to provide an audit trail for all time and attendance transactions
16. Demonstrate the ability to reconcile schedule / changes / corrections to time entered
17. Demonstrate the ability to trend time and attendance data and run predictive analyses and export these analyses (e.g., csv, xml, pdf)
18. Demonstrate the ability at the manager level and above to have proxy and exceptions for time approvals
19. Demonstrate the ability to program / configure all the pay rules into the system (e.g., overtime, lunch, working through lunch, customize pay rules on the fly, configure by employee criteria, adjusted pay period vs weekly pay period, PTO backfill, PTO, holiday benefit)
20. Demonstrate the ability to take actions and approve time and attendance after the pay period has been closed
21. Demonstrate the ability to view the availability of the overall workforce through time and attendance data (e.g., job class, role)
22. Demonstrate the ability to differentiate between scheduled and unscheduled time off
23. Demonstrate how time entry and approval can be accomplished through a mobile device
24. Demonstrate the ability to retroactively redistribute the labor distribution on an exception basis when informed of an error by an employee or their time approver
25. Demonstrate the ability of an administrator to approve time for their direct reports and any proxy reports
26. Demonstrate the ability to track lost signature or approval and ability to audit approval process / automate notification of lost signature
27. Demonstrate ability to tie the time and attendance rules to pay rules to the employee schedules (e.g., integrate pay rules to scheduling requirements and absence management / accruals)
28. Demonstrate ability to upload mass time and attendance changes
29. Demonstrate ability to tie system action items in payroll based on time code rules

---
---

## ERP Demo Script – Workforce Administration & Learning

### Demo Script Instructions

The vendor should use the background data provided below or other similar data to provide a scripted demo based on the Vendor Demo Script following this background data within the time allotted for this functionality in the Demo Schedule. Vendors are welcome to use other similar data however the background data does focus on common CSD processes. Expectations are that vendors set up demo scenarios in advance so individual demo transactions and actions can validate numerous script requirements. The vendor may choose to interactively demonstrate a particular script, and simply show the field / action that would be used for other scripts related to that transaction in the interest of time. If the scripted demo for this script topic is not completed within the time allotted, you will be asked to move onto another script topic and potentially come back to this section if time remains at the end of another demo sections or all demo sections.

### Staff (All Demo Scripts)

- Wanda Ramirez, CFO / Budget Owner
- Elba Mena, Decatur High School Principal
- Tori Williams, Glennwood Elementary Principal
- Dorothy Morgan, Glennwood 4th Grade Lead Teacher
- Transportation Supervisor Elliott Alexander
- Belinda Boles, Human Resources Director
- Winona Webb, Human Resources Specialist
- Jerica Waters, Instructional Services Manager

---

### Workforce Administration – Background Data

- **EMPLOYEE LAST NAME, FIRST NAME:** Lowell, Samantha
- **SOCIAL SECURITY NUMBER:** 123-72-4568
- **DATE OF BIRTH:** 12/01/1987
- **POSITION:** Media Specialist, Decatur High School
- **REPORTS TO:** Elba Mena, Decatur High School Principal
- **FLSA STATUS:** Non-exempt
- **WORK SCHEDULE:** Full-Time (8 hours), 190 days
- **JOB TYPE:** FTE
- **HIRE DATE:** May 12, 2025
- **ORIENTATION:** July 7 - 9, 2025
- **REPORT DATE:** July 18, 2025

In advance of her report date, all of Samantha Lowell's personal data was transferred from the recruiting module to the human resources module creating her new hire record.

Samantha works in the Decatur High School organization hierarchy that includes Assistant Principal Ben Garmin and School and Media Clerk Sally Smith who reports to Samantha. This organization hierarchy also includes a School Technologist position that is vacant but reports directly to Elba Mena and indirectly to Samantha. Jerica Waters, Instructional Services Manager, is making a presentation to the School Board about Decatur High School Media Services and wants to include an organizational chart in her presentation.

Beginning on July 31, 2025, Samantha also accepted a bus monitor position reporting to Transportation Supervisor Elliott Alexander. She will be paid hourly (Step 0 @ $17.32/hour) and has been assigned to a daily two-hour afternoon route.

Transportation Supervisor Elliott Alexander hired three new bus monitors effective July 31, 2025 and wants to load them into the system from a list:

- Samantha Lowell, part-time, 185 days, 2 hours daily (Step 0 @ $17.32/hour)
- Martha Fabrice, full-time, 185 days, 5 hours daily (Step 0 @ $17.32/hour)
- Fatima Khali, full-time, 185 days, 5 hours daily (Step 3 @ $18.17/hour)

#### Employee: Martha Fabrice

- **SOCIAL SECURITY NUMBER:** 123-99-4568
- **DATE OF BIRTH:** 01/07/1998
- **POSITION:** Bus Monitor, Decatur High School
- **REPORTS TO:** Transportation Supervisor, Elliott Alexander
- **INDIRECT REPORT:** Elba Mena, Decatur High School Principal
- **FLSA STATUS:** Non-exempt
- **WORK SCHEDULE:** Full-Time (5 hours), 185 days
- **HIRE DATE:** July 31, 2025
- **REQUIRED ORIENTATION VIDEO COMPLETED:** August 1, 2025
- **REPORT DATE:** August 4, 2025

#### Employee: Fatima Khali

- **SOCIAL SECURITY NUMBER:** 123-01-4568
- **DATE OF BIRTH:** 11/27/1996
- **POSITION:** Bus Monitor, Decatur High School
- **REPORTS TO:** Transportation Supervisor, Elliott Alexander
- **INDIRECT REPORT:** Elba Mena, Decatur High School Principal
- **FLSA STATUS:** Non-exempt
- **WORK SCHEDULE:** Full-Time (5 hours), 185 days
- **HIRE DATE:** July 31, 2025
- **REQUIRED ORIENTATION VIDEO COMPLETED:** August 5, 2025
- **REPORT DATE:** August 11, 2025

#### Transportation Salary Schedules

| STEP | BUSDVR HOURLY | BUSDVR | BUSMON HOURLY | BUSMON | Bus Driver II (8hrs) | BUSDVR11 |
|---|---|---|---|---|---|---|
| 0 | $21.52 | $23,887 | $17.30 | $16,003 | $21.52 | $32,710 |
| 1 | $21.98 | $24,398 | $17.60 | $16,280 | $21.98 | $33,410 |
| 2 | $22.44 | $24,908 | $17.88 | $16,539 | $22.44 | $34,109 |
| 3 | $22.91 | $25,430 | $18.17 | $16,807 | $22.91 | $34,823 |
| 4 | $23.36 | $25,930 | $18.46 | $17,076 | $23.36 | $35,507 |
| 5 | $23.83 | $26,451 | $18.74 | $17,335 | $23.83 | $36,222 |
| 6 | $24.28 | $26,951 | $19.03 | $17,603 | $24.28 | $36,906 |
| 7 | $24.74 | $27,461 | $19.32 | $17,871 | $24.74 | $37,605 |
| 8 | $25.21 | $27,983 | $19.61 | $18,139 | $25.21 | $38,319 |
| 9 | $25.66 | $28,483 | $19.90 | $18,408 | $25.66 | $39,003 |
| 10 | $26.13 | $29,004 | $20.18 | $18,667 | $26.13 | $39,718 |
| 11 | $26.58 | $29,504 | $20.47 | $18,935 | $26.58 | $40,402 |
| 12 | $27.05 | $30,026 | $20.75 | $19,194 | $27.05 | $41,116 |
| 13 | $27.50 | $30,525 | $21.05 | $19,471 | $27.50 | $41,800 |
| 14 | $27.97 | $31,047 | $21.34 | $19,740 | $27.97 | $42,514 |
| 15 | $28.43 | $31,557 | $21.62 | $19,999 | $28.43 | $43,214 |
| 16 | $28.89 | $32,068 | $21.91 | $20,267 | $28.89 | $43,913 |
| 17 | $29.35 | $32,579 | $22.20 | $20,535 | $29.35 | $44,612 |
| 18 | $29.81 | $33,089 | $22.48 | $20,794 | $29.81 | $45,311 |
| 19 | $30.27 | $33,600 | $22.78 | $21,072 | $30.27 | $46,010 |
| 20 | $30.74 | $34,121 | $23.06 | $21,331 | $30.74 | $46,725 |

#### Paraprofessional Salary Schedules

| STEP | OSPara | OS 0.25 | OS2 | OS3 | OS4 | OS5 |
|---|---|---|---|---|---|---|
| 0 | $27,134 | $23,381 | $27,867 | $29,689 | $31,656 | $33,622 |
| 1 | $27,836 | $23,981 | $28,588 | $30,467 | $32,433 | $34,399 |
| 2 | $28,537 | $24,581 | $29,308 | $31,245 | $33,211 | $35,177 |
| 3 | $29,239 | $25,180 | $30,029 | $32,024 | $33,990 | $35,956 |
| 4 | $29,941 | $25,780 | $30,750 | $32,801 | $34,768 | $36,734 |
| 5 | $30,642 | $26,380 | $31,470 | $33,579 | $35,545 | $37,511 |
| 6 | $31,343 | $26,979 | $32,190 | $34,357 | $36,323 | $38,289 |
| 7 | $32,045 | $27,579 | $32,911 | $35,135 | $37,101 | $39,067 |
| 8 | $32,747 | $28,179 | $33,632 | $35,912 | $37,878 | $39,845 |
| 9 | $33,449 | $28,778 | $34,353 | $36,691 | $38,657 | $40,623 |
| 10 | $34,150 | $29,378 | $35,073 | $37,469 | $39,435 | $41,401 |
| 11 | $34,851 | $29,978 | $35,793 | $38,247 | $40,213 | $42,179 |
| 12 | $35,553 | $30,577 | $36,514 | $39,024 | $40,990 | $42,957 |
| 13 | $36,254 | $31,177 | $37,234 | $39,802 | $41,768 | $43,734 |
| 14 | $36,956 | $31,777 | $37,955 | $40,580 | $42,546 | $44,512 |
| 15 | $37,657 | $32,376 | $38,675 | $41,359 | $42,325 | $45,291 |
| 16 | $38,359 | $32,975 | $39,396 | $42,136 | $44,102 | $46,069 |
| 17 | $39,061 | $33,575 | $40,117 | $42,914 | $44,880 | $46,846 |
| 18 | $39,762 | $34,174 | $40,837 | $43,692 | $45,658 | $47,624 |
| 19 | $40,464 | $34,774 | $41,558 | $44,469 | $46,436 | $48,402 |
| 20 | $41,165 | $35,374 | $42,278 | $45,247 | $47,213 | $49,180 |
| 21 | $41,866 | $35,973 | $42,998 | $46,026 | $47,992 | $49,958 |
| 22 | $42,569 | $36,573 | $43,720 | $46,804 | $48,770 | $50,736 |
| 23 | $43,270 | $37,173 | $44,439 | $47,581 | $49,548 | $51,514 |

There was not a funded part-time bus monitor position in CSD Position Control but Transportation Supervisor Elliott Alexander justified the need to add this position based on some bus conduct situations. Elliott asked for this position to be created even though the annual budget was already set. The Bus Monitor position had to be modified to include a part-time position. Winona Webb, Human Resources Specialist drafted this new position for approval by Belinda Boles, Human Resources Director, and Wanda Ramirez, CFO / Budget Owner, who applied the funding information for this new position.

On August 6, 2025, Martha Fabrice transferred to a 4th Grade Paraprofessional position at Glennwood Elementary School reporting to Dorothy Morgan, Glennwood 4th Grade Lead Teacher. This transfer was approved by Transportation Supervisor Elliott Alexander and Tori Williams, Glennwood Elementary Principal. Martha's salary was set at $27,134 based on Step 0 of the OSPara salary schedule.

Four weeks later it was determined by Winona Webb, Human Resources Specialist, that Martha did not receive credit for working two years previously as an elementary school paraprofessional in DeKalb County Schools. Winona made the corrections in the system to get Martha on Step 2 of the OSPara salary schedule and retroactively calculate a salary adjustment. Winona processed this salary adjustment through a workflow approval that included Tori Williams, Glennwood Elementary Principal and Belinda Boles, Human Resources Director with a workflow notification to Martha Fabrice. Martha provided employment verification from DeKalb County Schools and Winona attached this documentation to Martha's employee record.

On November 10, 2025, Tori Williams, Glennwood Elementary Principal reported to Belinda Boles, Human Resources Director that Martha's performance was not as expected and asked for assistance with an individual development plan. This plan was written by Toni and approved by Belinda on November 19, 2025 through workflow and presented to Martha on November 21, 2025.

#### Performance Evaluation Calendar (School Year 2025-2026)

Belinda Boles, Human Resources Director distributed the following performance evaluation calendar for School Year 2025-2026 to all district managers:

- Interim classified (employees without educational certifications) performance evaluations to be completed by January 16, 2026 and posted in the human resources system
- Certificated performance evaluations to be completed by January 16, 2026 and posted in the Georgia Teacher Keys Effectiveness System (TKES) system
- Final classified performance evaluations to be completed by May 29, 2026 and posted in the human resources system
- All certificated performance evaluations to be completed by May 29, 2026 and posted in the Georgia Teacher Keys Effectiveness System (TKES) system

Based on this performance evaluation calendar, Samantha Lowell received two interim and two final performance evaluations:

- Elba Mena, Decatur High School Principal, completed the certificated evaluations for Samantha's work as Media Specialist and posted them to the TKES system
- Transportation Supervisor Elliott Alexander completed the classified evaluations for Samantha's work as a Bus Monitor and posted them to the human resources system. But for the final evaluation Elliott did not submit it until June 15, 2026

Belinda Boles, Human Resources Director, requested that Winona Webb, Human Resources Specialist, provide her with a list of overdue performance evaluations as of May 30, 2026 and to send notifications to all managers with overdue performance evaluations. Belinda also asked for both of Samantha's final evaluations since she was working in two very different positions.

#### Learning Background

A new on-line communications training course was made available to all CSD staff in September 2025. Transportation Supervisor Elliott Alexander felt this course would be beneficial for all bus monitors and enrolled both Samantha Lowell and Fatima Khali with a stipulation that they needed to completed this training by Thanksgiving Break (November 24, 2025). They both completed this training and Elliott verified that by running an ad-hoc report for verification.

After completing this process, Elliott learned that Fatima Khali had received a Communications Specialist certification from Georgia State University for a three-day course. Fatima entered this information into the human resources system and attached the certification document. This action initiated an approval workflow process with Elliott and Winona Webb, Human Resources Specialist, approving the addition of this certification to Fatima's learning record.

---

### Vendor Demo Script – Workforce Administration (Core Human Resources)

1. Demonstrate the ability to create, modify, print and export organizational charts from human resource data at multiple levels that can be created based on positions or people
2. Demonstrate the ability of the organization chart to display direct (solid line), indirect (dotted line), matrixed (dual solid line and/or solid & dotted line), and pooling relationships within the organization chart
3. Demonstrate ability for organization chart to allow for the modeling of future relationships.
4. Demonstrate the ability to support maintenance and reporting for matrix reporting relationships (e.g., employee reports to more than one supervisor and both supervisors have complete access to the employee record as well as the case where one supervisor is fully responsible for some employee actions like performance, time card approvals or expense reports
5. Demonstrate the ability to allow for open / vacant positions that are easily identifiable for reporting.
6. Demonstrate the ability to integrate and maintain appropriate alignment between org structure (human resources) and cost center (finance) modules
7. Demonstrate the ability to support interfaces to / from third party vendors (e.g., leave administrator, benefits administrator)

### Vendor Demo Script – Workforce Administration (Core Human Resources Terms, Transfers and Maintenance)

8. Demonstrate the ability for administrators to set up and maintain core human resource structure (e.g., cost centers, location codes, tax ID's, organization levels, supervisor set up)
9. Demonstrate the ability for secondary managers to access employee data
10. Demonstrate the ability to use effective dates associated with data changes as criteria in business rules, eligibility logic, workflow and data validations with the ability to maintain audit trails
11. Demonstrate the ability to future date transactions, store and report on transactions
12. Demonstrate the ability to track and maintain changes to reporting hierarchy
13. Demonstrate the ability to track / maintain full history of employees throughout career and across career events including job attributes, location, etc.
14. Demonstrate the ability to automate / maintain checklists associated with multiple human resources functions (e.g., off boarding checklist)
15. Demonstrate the ability to create user defined fields at the employee level and at job / position level
16. Demonstrate the ability to track multiple supervisors to an employee (e.g., solid line supervisor, multiple dotted line supervisors)
17. Demonstrate the ability to track multiple variations for organization structure including divisions, departments, schools, grade levels)
18. Demonstrate the ability to provide human resources regulatory reporting (e.g., FMLA, OSHA, Georgia DOL)
19. Demonstrate the flexibility to use multiple separation reasons for terminating employees and the related process (e.g., notification of separation / retirement, collection of assigned assets, notification to asset stakeholders)
20. Demonstrate the ability for administrators to access employee information through a search on any field through full or partial matching returning one or multiple records
21. Demonstrate the ability to configure employee transactions, including definition of fields including user defined fields
22. Demonstrate the ability to add CSD specific employment status codes and build rules / logic associated to the additional status codes
23. Demonstrate the ability to administer, track and maintain data related to the exit interview process for internal (transfers) and external exits
24. Demonstrate the ability to approve human resources transactions in bulk (e.g., select all items in a worklist for approval)
25. Demonstrate the ability to create and manage employee profiles
26. Demonstrate the ability to create pending future-dated transactions and/or transactions with future-dated triggering elements (e.g., severance end date)
27. Demonstrate the ability to pay a terminated employee while the employee is active in the non-pay pay group
28. Demonstrate the ability to maintain an employee in multiple cost centers or multiple positions simultaneously
29. Demonstrate the ability to transfer personal data from applicant as entered into the recruiting module / system to human resources module without duplication of effort (e.g., onboarding to the creation of the new hire record)
30. Demonstrate the ability to trigger payroll notification upon termination for pay-out as required
31. Demonstrate the ability to enter multiple future change actions without overriding each other (e.g., employee hired while incumbent still occupies that position)
32. Demonstrate the ability to enter retroactive change actions without overriding other fields that are not changing retroactively
33. Demonstrate the ability for automated notifications to go out to employees and their manager who have a change to any part of their assignment (e.g. notification of job title, salary and union change with corresponding benefits changes identified)
34. Demonstrate the ability for ad-hoc reporting related to human resources data by financial analysts, while human resources specialists need accurate data on financials (e.g., budgeted FTEs)
35. Demonstrate the ability to integrate the PTO accrual within the human resources system with automated PTO journal entries within the ledger for each cost center
36. Demonstrate the ability for labor reporting for salary, PTO accruals, and other pay classifications by category (e.g., Physician, Mid-Level, Others) should be easily generated by the system
37. Demonstrate the ability to implement a pay-code clean-up process as part of the ERP implementation as well as a part of on-going data governance process
38. Demonstrate the ability of the system to provide payroll accrual flexibility
39. Demonstrate how to set-up multiple PTO plans with various requirements
40. Demonstrate the flexibility of rehires and reinstates specifically how data or programs are ended and/or restarted
41. Demonstrate the ability to use various end dates and how notices such as Cobra are generated
42. Demonstrate the flexibility of notifications to update security for employee terminations, transfers and changes in status
43. Demonstrate administrator functionality such as setting up status codes, defining employee types, personnel actions and reasons, employee groups
44. Demonstrate the ability to report on personnel actions, including hires, promotions, terms, etc. by job and employee group
45. Demonstrate the ability to capture and report on employee accident data.
46. Demonstrate the ability to automatically attach barcoded documents to employee record (e.g., attach documents throughout the application)
47. Demonstrate the ability to use standard reports to track and report new hires, internal moves, promotions, terminations and training as required for EEO, OSHA, ADA, states or other regulators

### Vendor Demo Script – Workforce Administration (Position Control)

48. Demonstrate the ability to request to add and remove a position outside of the annual budgeting process
49. Demonstrate the ability to configure and adjust to modify positions / FTE control
50. Demonstrate the ability to create new job title and job description that is then linked to a job code (a single location that can be referenced throughout the organization and if there is a change, then they only need to change it once)
51. Demonstrate the ability to create and configure position control process flows
52. Demonstrate the ability to manage FTE, turnover, and vacancy reports and ability for users to access details of their positions (e.g., vacant, filled)
53. Demonstrate the ability to capture and track the number of budgeted FTEs / headcounts by position
54. Demonstrate the ability to integrate into talent acquisition / requisition request the financial data that is required for hiring managers to identify and provide to justify the request to add headcount / requisition
55. Demonstrate the ability to manage the annual position planning process including ability to perform position forecasting / budgeting functions and the requisite approval process
56. Demonstrate the ability to structure and track positions for 'one to many employees' and/or 'one to one'
57. Demonstrate the ability to maintain data for user defined fields at the job / position level
58. Demonstrate the ability to create position code / number if it doesn't exist (e.g., process level, department, job code = position code)
59. Demonstrate the ability to maintain an employee in two or more cost centers or two more positions simultaneously
60. Demonstrate how positions are budgeted when multiple departments or cost center allocations are involved

### Vendor Demo Script – Workforce Administration (Compensation)

61. Demonstrate the ability for employees to have multiple positions or secondary roles (e.g., primary teaching role with secondary coaching role)
62. Demonstrate the ability to provide a workflow for off-cycle salary adjustment approval
63. Demonstrate the ability to provide a full employee history (e.g., pay rates, FTEs, annual hours, titles, title appointment dates, grades, steps, employment status)
64. Demonstrate the ability to automate effective dates associated with all pay types (e.g., automate rate changes at individual employee level for step increases)
65. Demonstrate the ability to view multiple pay types and values in employee profile, including additional compensation such as one-time lump sum payments (e.g., stipends)
66. Demonstrate the ability to provide links to PDFs of official documentation for compensation actions, to attach documents to the job and or to the transaction history for changes made to the job
67. Demonstrate ability to initiate / track and report other employee event processes as appropriate (e.g., redeployment, termination, extension of leave)
68. Demonstrate the ability to store and provide salary scales within the system (e.g., current, historical, future)
69. Demonstrate the ability to consider applicable salary factors
70. Demonstrate the ability to maintain and provide history of compensation actions for a title (e.g., differentials, re-allocations, re-classifications)
71. Demonstrate the ability to search for all active employees in a given title with salary information
72. Demonstrate the ability to perform proactive salary and job benchmarking (e.g., predictive trending)
73. Demonstrate the ability to capture a user defined number of pay types and related rules
74. Demonstrate the ability for managers to model various financial scenarios at the budget level

### Vendor Demo Script – Workforce Administration (Performance)

75. Demonstrate the ability to have an Integrated Talent Profile that is easily customizable and that display pictures, capture employee information (e.g., name, years in position, business unit, reports to, span of control, skills, experience, career interests, performance ratings, succession plans, development plans, direct connection to LinkedIn)
76. Demonstrate the ability to integrate with performance management, talent acquisition, job description, career development, and succession planning applications.
77. Demonstrate the ability to use dynamic, user-friendly, effective Talent Search Function and Filtering capabilities
78. Demonstrate the ability to have document ongoing performance conversations with ongoing documentation in a user-friendly fashion, that includes templates so they can section based on key topics / feedback that make up those regular conversations.
79. Demonstrate ability to support an annual performance process that includes default rating from the most recent rating and rating assignments in mass (e.g., 9-box)
80. Demonstrate the ability to log performance events (e.g., achievements, special projects) which validate the performance rating ultimately awarded to the employee
81. Demonstrate the ability for manager to score an employee's performance online
82. Demonstrate the ability to change performance management forms / criteria / process as needed year over year (e.g., based on updated strategic plan) and ability to have multiple forms that can be assigned based on system-driven criteria
83. Demonstrate the ability to automate two (or more) rating systems and the ability to configure rating systems according to business rules, and board policy
84. Demonstrate the ability of the employee to acknowledge a performance conversation has occurred with their manager
85. Demonstrate the ability to support individual development plans
86. Demonstrate the ability for managers to be able to attach documentation for each step in the corrective action process
87. Demonstrate the ability to have proxy rights that can be easily assigned to various leaders at the administrator level
88. Demonstrate the ability to automate evaluation cycle and rules to trigger calendar dates and completion rates and the ability to configure date-based rules to send notices / alerts throughout the process
89. Demonstrate the ability for administrators to be able to send notifications independently of any automatic rules
90. Demonstrate the ability for human resources staff to monitor progress for a department / school / business group (e.g., school nutrition)
91. Demonstrate the ability to use human resources data to forecast needs and to create "what if" scenarios for succession planning
92. Demonstrate the ability to provide readiness "rating" of candidates for succession planning from drop down list (e.g., ready in 2 - 3 years, ready in 5 years)
93. Demonstrate the ability to easily track, highlight, and categorize departure / flight risk (e.g., retiring within 1-5 years) so that positions can be identified where no succession exists and flag for recruiting
94. Demonstrate the ability to push out recognition / feedback to individuals from anyone in the system (e.g., leaders, individual contributors that may or may not have reporting relationships)
95. Demonstrate ability to automate multiple rules associated with 'provisional' and 'probation' timelines and status
96. Demonstrate ability to store and manage Georgia Teacher Keys Effectiveness System (TKES) certificated evaluations along with the internal classified employee evaluations

### Vendor Demo Script – Learning

97. Demonstrate the ability to establish configurable security groups for Training Administrator, Trainer, Learner, Manager and Other Self-Defined Training Groups
98. Demonstrate the ability to support Instructor Lead Training (ILT) and eLearning; allow for hands on creation of an activity going through the various processes and option windows
99. Demonstrate the ability for audiences to be assigned to training activities based on position type, location and start date
100. Demonstrate the ability to support reporting of training completed by learner, by course, by department, by skills, by instructor and by location
101. Demonstrate the ability to provide email notifications of impending training deadlines
102. Demonstrate the ability for employee to view / save / print training transcripts
103. Demonstrate the ability for employees to register for courses (self-service) and managers to view employee course registrations
104. Demonstrate the ability for employees / managers to see expiration dates for certifications and to be sent certification expiration notifications (e.g., Managers to see all direct report certifications in list view)
105. Demonstrate the ability to link or access instructional certifications maintained by the Georgia Professional Standards Commission (PSC)
106. Demonstrate the ability for employees to submit licenses they have completed, including the attachment of documentation, that can be reviewed and approved by an administrator through a configurable workflow
107. Demonstrate the ability for supervisors, managers, or department administrators to view training compliance and status for their employees
108. Demonstrate the ability to provide authoring capability, to create content and secure use by role; track and report author, changes, dates
109. Demonstrate the ability for departments / schools to create courses and manage their own content and compliance
110. Demonstrate the ability to register someone else (with restrictions as needed)
111. Demonstrate the ability for activities to be combined into a curriculum with a course catalog
112. Demonstrate the ability to launch eLearning education from an emailed notification
113. Demonstrate the ability to integrate with a learning compliance vendor that facilitates the distribution of videos throughout the district so that course completion information flows back to the district site
114. Demonstrate the ability to provide online learning courses through external vendor connections (e.g., LinkedIn Learning) so that employees can access these courses from within the district site and course completion information flows back to the district site
115. Demonstrate the ability for employees to complete correspondence or web-based training and submit course completion information for their learner record
116. Demonstrate the ability to view / print training rosters
117. Demonstrate the ability to generate and distribute periodic reports at a unit, division and company level across multiple dimensions
118. Demonstrate the ability to report on costs to be charged to a specific organization (e.g., central department) or to the learner's home location
119. Demonstrate the ability to create and maintain job specific competencies and ability to create a role that would allow supervisors to manage job specific competencies
120. Demonstrate the ability for central training content approval prior to publishing
121. Demonstrate the ability to create, edit and manage job aids
122. Demonstrate the ability to integrate learning management to performance management process for compliance / non-compliance
123. Demonstrate the ability to integrate with human resources to deploy training on varying factors (e.g., onboarding training, district initiatives)
124. Demonstrate the ability to create and manage a single learner record supplemented by a district wide record, department level record, position level record, etc.
125. Demonstrate the ability to provide electronic 'post-test' or other notification to measure effectiveness of class.
126. Demonstrate the ability to use auditing tool features such as activity edit records and notification edit records

---
---

## Additional Demo Scenarios

### 1. Employee Relations & Grievance Management

**Goal:** Verify if the system can handle sensitive, non-standardized documentation and timelines.

**Scenario:** An employee files a formal Stage 1 grievance regarding a disciplinary suspension.

**Script Questions:**
- "Show us how an HR Administrator initiates a new grievance case and links it to an existing disciplinary action record."
- "Demonstrate how the system tracks key dates (e.g., filing date, response deadlines) and how it alerts staff if a step is overdue."
- "How does the system restrict access to these files so they are not visible to the employee's immediate supervisor but are visible to the Labor Relations team?"

### 3. Health, Safety, and Workers' Compensation

**Goal:** Validate compliance reporting and third-party data exchange.

**Scenario:** An employee slips and falls in a hallway, resulting in a medical claim and three days of lost time.

**Script Questions:**
- "Walk us through the entry of a workplace injury. How does the system automatically populate the OSHA 300 log and Form 301?"
- "Show us how the system tracks 'Return to Work' restrictions or light-duty assignments."
- "Demonstrate the process for exporting a claim file to a Third-Party Administrator (TPA) for workers' compensation processing."

### 4. Voluntary Sick Leave Bank (Donations)

**Goal:** Test the logic for "pooling" hours across different employee records.

**Scenario:** Employee A wants to donate 16 hours of sick leave to the District's Voluntary Bank. Employee B, who has exhausted their leave, applies to withdraw 40 hours.

**Script Questions:**
- "Show the workflow for an employee to submit a 'Leave Donation' request. Does the system automatically verify if they have the minimum balance required to donate?"
- "How does a supervisor or committee approve a 'Withdrawal Request' from the bank?"
- "Demonstrate the audit trail that shows the movement of hours from an individual's balance into the collective bank 'bucket'."

### 5. COBRA Administration Lifecycle

**Goal:** Confirm the system handles the legal "paper trail" and financial tracking.

**Scenario:** An employee resigns, triggering a COBRA qualifying event. They later elect coverage for themselves and a dependent.

**Script Questions:**
- "Show the automated trigger that generates a COBRA Election Notice once a termination is processed in Payroll/HR."
- "Demonstrate how the system records the receipt of a monthly COBRA premium check and applies it to the correct coverage month."
- "How does the system flag a COBRA participant for termination if their payment is more than 30 days late?"

---
---

## ERP Demonstration Agenda & Schedule (Version 2)

### Demo Script Agenda / Schedule

| Script Topic Time | Script Topic Length | Script Topic |
|---|---|---|
| 8:15am – 8:30am | 15 Minutes | Vendor Demonstration Set Up |
| 8:30am – 9:15am | 45 Minutes | General Ledger & Accounting |
| 9:15am – 9:45am | 30 Minutes | Accounts Payable / Travel Expenses / P-Cards |
| 9:45am – 10:15am | 30 minutes | Grant & Project Management |
| 10:15am – 10:30am | 15 minutes | Fixed Assets |
| 10:30am – 10:40am | 10 minutes | Break |
| 10:40am – 11:00am | 20 Minutes | Cash Receipts / Accounts Receivable |
| 11:00am – 11:45am | 45 minutes | Budget |
| 11:45am – 12:30pm | 45 minutes | Lunch |
| 12:30pm – 1:15pm | 45 minutes | Payroll |
| 1:15pm – 1:45pm | 30 minutes | Supply Chain Management / Purchasing |
| 1:45pm - 2:15pm | 30 minutes | Time Management |
| 2:15pm – 2:45pm | 30 minutes | Employee Benefits |
| 2:45pm – 3:00pm | 15 minutes | Break |
| 3:00pm – 3:45pm | 45 Minutes | Workforce Administration / Learning |
| 3:45pm – 4:15pm | 30 minutes | Talent Acquisition / Onboarding |
| 4:15pm – 4:45pm | 30 minutes | Technical Overlay (Dashboards, Reporting, Integration) |
| 4:45pm – 5:00pm | 15 minutes | Closing Remarks |

---
---

## ERP Demo Script – Technical Overlay (Workflow, Self-Service, Dashboards, Reporting, Integration, Security, Application Management)

### Demo Script Instructions

The vendor should use the background data provided below or other similar data to provide a scripted demo based on the Vendor Demo Script following this background data within the time allotted for this functionality in the Demo Schedule. Vendors are welcome to use other similar data however the background data does focus on common CSD processes. Expectations are that vendors set up demo scenarios in advance so individual demo transactions and actions can validate numerous script requirements. The vendor may choose to interactively demonstrate a particular script, and simply show the field / action that would be used for other scripts related to that transaction in the interest of time. If the scripted demo for this script topic is not completed within the time allotted, you will be asked to move onto another script topic and potentially come back to this section if time remains at the end of another demo section or all demo sections.

### Staff (All Demo Scripts)

- Wanda Ramirez, CFO / Budget Owner
- Sandra Turner, Budget Accountant
- Jerica Waters, Instructional Services Manager
- Terra Burton, Oakhurst Elementary Principal
- Patrice Allison, Oakhurst Elementary Bookkeeper
- Elba Mena, Decatur High School Principal
- Samantha Lowell, Decatur High School Media Specialist
- Ted Arnold, CIO / Technology Owner
- Belinda Boles, Human Resources Director
- Winona Webb, Human Resources Specialist

---

### Technical Overlay – Background Data

#### Workflow

Sandra Turner, Budget Accountant, wants to create a budget process workflow that allows the Oakhurst Elementary Principal and the CFO / Budget Owner to approve special program budget requests for that school. Once developed, Terra asked Patrice Allison, Oakhurst Elementary Bookkeeper to initiate a special program budget request for external instructors in the amount of $2,500. Patrice attaches a proposal from Allied Resources for these external instructors. While this request is in the approval process, Terra asks Patrice to provide a status of where the approval process stands. After the workflow item gets to Wanda Ramirez, CFO / Budget Owner, it is returned to the originator for clarification before being re-routed again for approved.

#### Self-Service

Terra Burton, Oakhurst Elementary Principal, is applying for a mortgage and needs to provide her 2024 W-2 along with a recent pay statement to her mortgage originator. She accesses her Employee Self Service (ESS) to view and download these documents so they can be emailed. Terra realizes she needs a day off work to get all the mortgage paperwork submitted so makes this request through ESS for approval by Jerica Waters, Instructional Services Manager.

Jerica Waters accesses her Manager Self Service (MSS) and sees that Terra has requested a day off. After checking for time off requests from all her direct reports and seeing there will be back-up for that day off, Jerica approves Terra's request. A day later when Terra returns to work, she checks her leave balance through Employee Self Service (ESS) using her iPhone and verified it is correct after a day has been deducted.

Ted Arnold, CIO / Technology Owner, has had complaints about the ability of employees to request emergency contact changes and so makes changes to the ESS configuration to remove that capability.

#### Dashboards

Ted Arnold, CIO / Technology Owner, is assisting Jerica Waters, Instructional Services Manager with an administrative dashboard that will show her the current Instructional Services Department budget status. After this dashboard has been set up, Jerica is asked to provide a three-year review of budget vs. expenditure in her program area.

#### Reporting

Elba Mena, Decatur High School Principal, wishes to understand the number of hours being worked in total by Samantha Lowell, Decatur High School Media Specialist. Elba creates an ad hoc report that details Samantha's hours worked as a media specialist and as a bus monitor in the Transportation Department since her hire date of May 12, 2025.

Sandra Turner, Budget Accountant, is looking for a standard budget to actual report and accesses the system reports library to see what may be available.

Wanda Ramirez, CFO / Budget Owner, wants to generate an analytical report that compares the percentages of budget expenditures against total budget for the Transportation Department as of September 1, 2025 and December 31, 2025.

#### Integration

Ted Arnold, CIO / Technology Owner, has been asked to add an email notification to leave approval initiators after their leave has been fully approved. Ted tests this configuration by asking Terra Burton to let him know if she gets an email after her day off was approved.

Sandra Turner, Budget Accountant, develops a supporting document stored in Google Drive and wants to attach it to a budget amendment request before it goes to Wanda Ramirez, CFO / Budget Owner. Subsequently Sandra wants to update this item and access it through Google Docs.

In her role as Media Specialist, Samantha Lowell, Decatur High School Media Specialist needs her district worksite and job title updated and synced with the Student Information System (SIS) Infinite Campus and Google Workspace directory so that instructional processes can be performed. Ted Arnold, CIO / Technology Owner, sets that sync process up for daily updates of new and terminated employees so that both systems have all current employees recorded.

#### Security

Ted Arnold, CIO / Technology Owner, was asked to set up a new user account for Media Specialist Samantha Lowell before her report date of July 18, 2025. Samantha should have access to Decatur High School media accounts but does not need access to any Transportation accounts in her role as a bus monitor. She needs to be added to the appropriate worksite distribution groups via the Google Workspace Groups directory.

#### Application Management

Ted Arnold, CIO / Technology Owner, was asked to extend the standard working hours for fulltime bus monitors from 5 hours daily to 6 hours daily. Ted discovers this change can be made by him through a configuration and updates the system. Wanda Ramirez, CFO / Budget Owner, is curious who made this change as it impacts budget accounts and she accesses the audit log report to see the date and time that Ted made this configuration change.

Ted Arnold, CIO / Technology Owner, was asked to build a knowledge base for common questions and answers for employees and users of the system to be used as learning resource. Ted set this knowledge base up and authorized access to Jerica Waters, Instructional Services Manager, to add the content and maintain the knowledge base.

---

### Vendor Demo Script – Workflow

1. Demonstrate the ability to create and maintain "chain of approval" rules to support workflow
2. Demonstrate the ability to configure role-based workflow and also role-based proxy capabilities
3. Demonstrate the ability to track an action and where it is within the workflow
4. Demonstrate the ability to attach documents to the workflow
5. Demonstrate the ability to use event-driven workflows whereby end users are prompted to enter related information depending on transaction
6. Demonstrate the ability to provide full workflow capabilities including workflow status, parallel approval capabilities, escalation, proxy and audit capabilities

### Vendor Demo Script – Self-Service

7. Demonstrate the ability to support and write Employee Self Service (ESS) and Manager Self Service (MSS) rules to configure, assign security roles, track and report
8. Demonstrate the ability to include real-time employee transactions in an ESS environment, including but not limited to Direct Deposit, Tax Change Requests, Current Contact Info and Requested Changes, Emergency Contacts and Requested Changes, Pay Information Viewing and Printing (including W-2s), Current Benefits and Benefit Change Requests, and Time Off Requests
9. Demonstrate the ability to include real-time manager transactions in an MSS environment, including but not limited to Direct Reports Personal Information (e.g., contact details, emergency contacts), Employee Requested Approvals (e.g., time-off requests, expense reports, training requests) and Employee Team Data Views (e.g., team's time-off calendar, team's performance evaluation calendar and status)
10. Demonstrate the ability to configure the security or fields that someone can access based on employee group or status (e.g., retirees.)
11. Demonstrate the flexibility to configure self-service for items such as approvals and delegates
12. Demonstrate the flexibility as a human resources administrator to select which options are available for employee and manager self service
13. Demonstrate how ESS and MSS compatibilities can be accessed through mobile devices
14. Demonstrate the ability to limit remote access for employees using self-service
15. Demonstrate the ability to upload and/or download information from self service (e.g., pay statements, annual W-2, benefit change request)

### Vendor Demo Script – Dashboards

16. Demonstrate the ability to create and view a real-time administrative dashboard that provides a visual overview of key business performance indicators (including historical data) allowing users to monitor operations and make informed decisions
17. Demonstrate the ability to create and view a real-time administrative dashboard that can integrate data from various departments (e.g., Human Resources, Finance, Procurement) and include user-defined fields and/or calculations (formula-based fields)
18. Demonstrate the ability for authorized users to configure an administrative dashboard from a system template, and identify system-delivered dashboards
19. Demonstrate the ability to drill down on administrative dashboard data, reports and graphics to access multiple layers of detail
20. Demonstrate that ability for help / tutorials / documentation (e.g., board policies) to be included on dashboards

### Vendor Demo Script – Reporting

21. Demonstrate the ability to report on employees in multiple departments / schools separately and combined
22. Demonstrate the ability to report and run analytics on both organization and managerial hierarchy
23. Demonstrate the ability to configure complex reports including comparison of historical and current information on the same report and dynamic date parameters (e.g., as in the last week)
24. Demonstrate the ability to generate and distribute periodic reports at a department or school level across multiple dimensions
25. Demonstrate the ability to report on an unlimited number of fields in system and to create join relationships between any field in the system where there is a common value (e.g., no predefined list of table relationships)
26. Demonstrate the capability for user-defined fields and/or calculations in reports, where minimums/maximums can be defined
27. Demonstrate how to create an easy-to-use ad hoc reporting tool for retrieving information, without requiring any particular technical expertise or assistance
28. Demonstrate the ability to maintain a library of standard reports that users can access and add new reports, and identify system reports already in that library
29. Demonstrate how to configure electronic as well as paper distribution of reports
30. Demonstrate the ability to view on screen an audit trail of current changes (e.g., approvals, dates, times, who, what) as well as provide a comprehensive audit report including when data is updated as the result of an interface / integration with another application
31. Demonstrate the ability to schedule reports and downloads to run at predetermined times as triggered by an end user
32. Demonstrate any limitations to the fields that are available for entry / data collection that are NOT available for reporting
33. Demonstrate ability for a report/dashboard to include
34. Demonstrate the ability to create a custom report that includes input parameters by the user to execute and utilizes user / application security to hide / display field values
35. Demonstrate the ability to suppress scheduled distributions of reports with empty record sets.
36. Demonstrate the ability to hide fields / data based on security / organization structure (both employee records and field level security)
37. Demonstrate the ability to report and run analytics on both organization and managerial hierarchy

### Vendor Demo Script – Integration

38. Demonstrate the ability to use email for integrations and triggering (e.g., email integration enablement / configuration, email within workflow for notifications / escalations)
39. Demonstrate the ability to incorporate e-signature and scanning tools (e.g., Adobe Sign, Doc Hub)
40. Demonstrate the ability to add links to policies and related forms
41. Demonstrate the ability to leverage external links and identify system delivered links
42. Demonstrate the ability to seamlessly integrate with Google Drive (e.g., native Google docs are stored on the Google Drive should remain there, Google Docs attached to ERP transactions and stored in ERP system)
43. Demonstrate the ability to integrate employee data with the district Student Information System (SIS) Infinite Campus (e.g., sync employees in both applications) and Google Workspace Identity Provider (IDp), and the mechanism for those integrations (e.g. API vs. recurring automatic file export)

### Vendor Demo Script – Security

44. Demonstrate the ability to create, manage, and delete user accounts and how user management integrates with Google Workspace IDp
45. Demonstrate the ability to use Google Workspace as the primary identify provider and multi-factor authentication (MFA) tool for users, applications, files, records, and fields
46. Demonstrate the ability to comply with the Web Content Accessibility Guidelines (WCAG) international standard

### Vendor Demo Script – Application Management

47. Demonstrate the extent to which the system can be configured, extended, or customized (e.g., where any configurations, extensions, or customizations would impact the nature of the maintenance provided).
48. Demonstrate the ability to show and describe the overall system status via a web-based management console for a variety of functions (e.g., user management, restricting or enabling services and features, supplying system health or status information including uptime, downtime)
49. Demonstrate the ability to migrate / promote objects (e.g., jobs, configurations, reports, integrations) from environment to environment including data masking / scrambling features that can be leveraged on fields containing sensitive data in non-production environments
50. Demonstrate the ability to provide a data dictionary structure and how this data is structured (e.g., XML, other formats (identify))
51. Demonstrate the ability to provide a Business Continuity Plan for disaster recovery that includes documentation for data center and system recovery
52. Demonstrate the ability to provide logs of system activity including incorporating or downloading these logs to the user's system
53. Demonstrate the ability to provide access to online training content and knowledge base cases