Here are sample functional requirements for the ERP RFP template:
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Inventory
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| Maintain and convert purchase, stock and selling units of measure for inventory items. |
| Maintain item class (e.g. raw materials, finished goods, assembly, supplies, stores, tooling, etc.) in inventory master file. |
| Maintain multiple revision levels for same item in inventory master file. |
| Maintain phantom item source type (e.g. non-stock, non-controlled) in inventory master file. |
| Support machine variable overhead costing allowing assignment and tracking of variable overhead as measured by machine hours, cycles or other units. |
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Bill of Material |
| Support engineering view of bill of material for designing products. |
| Support phantom bill of material format for designing products and facilitate
building bills with common groupings of components. |
| Display on-line inquiry that identifies parent items that will be affected by an
engineering change to warn of potential problem orders or items. |
| Print costing reports showing actual or simulated cost buildup at current and
standard costs flagging items with missing or incomplete costs. |
| Print routing reports showing uncosted or costed routings for an item at either
current or standard costs. |
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Master Production Scheduling
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| Provide on-line, real-time master production scheduling functions incorporating current customer orders, forecasts, production orders, purchase orders and inventory changes. |
| Support multi-level master production schedules allowing any level in an item's BOM (e.g. end-item deliverable or lower-level such as spare part) to be master scheduled. |
| Provide on-line inquiry of item production plans, master production schedules and resource profiles by item number, planner or production family. |
| Provide rough-cut capacity testing of master production schedules with on-line review of available resources to check if capacity can meet master-schedule quantities. |
| Print projected inventory value report, based on MRP, that shows total inventory investment required at any time in planning horizon. |
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MRP
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| Calculate requirements for materials, components and sub-assemblies using bill of material, inventory data and master production schedule. |
| Support multi-level MRP to correlate with multi-level master production schedule (e.g. features and options, modularity). |
| Support bucketless storage of all pegging detail (e.g. MRP kept by date needed--not limited to weekly, monthly, periodic buckets). |
| Support multiple order policies including: least total cost (e.g. lot size in which carrying cost and ordering cost are equal). |
| Print cash flow analysis report projecting sales income and expenditures for material, labor and overhead, as well as net movement for a 12-month period. |
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Shop Floor Control
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| Maintain on-line work center definitions including plant, department, capacity and other attributes. |
| Support use of primary, alternate, reserve and rework job routings to schedule jobs and plan capacity requirements at work centers. |
| Provide ability to drill down via on-line inquiry into work center load by day and by job to see detail of underlying jobs. |
| Maintain history of actual methods, processes and parts used to build specific configurations on manufacturing orders. |
| Provide graphic displays of expected load at work station and compared to capacity at work station. |
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Maintenance
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| Provide ability to include maintenance and calibration tasks and activities (with expected start and finish times) in the production schedule. |
| The maintenance and calibration tasks must be planned and constrained by available capacity with production and other activities. |
| Maintenance planning must be constrained by the availability of maintenance parts. |
| Record labor and material consumption for maintenance and calibration with associated costs. |
| Provide ability to record history and statistics by line by machine by device for analysis. |
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Quality Control
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| Support on-line entry to record quality information (e.g. items accepted, reworked, rejected, returned) and support electronic routing process for required approvals. |
| Support problem resolution logging by part. |
| Provide QC SOP's and record sampling process. |
| Provide integration of all quality related data generated within multiple departments to be stored within one system. |
| Provide electronic time, date and inspector initial stamps for automated documentation within the system for the inspection process. |
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Document Control
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| Support security levels of access to documents based on a process / document model to restrict access based on processing conditions, customer requirements or regulatory procedures. |
| Track information for assessing recommended changes and tracking change requests, document revisions, document revision levels, dates and status codes. |
| Support electronic forms and workflow to document and track quality control processes (e.g. Defect Report from product inspection on plant floor) and eliminate paper forms. |
| Provide ability to identify all released material produced from using a specific component using forward traceability. |
| Support tracking of the identification, documentation and appropriate review and approval of all design changes and modifications. |
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Purchasing / Receiving
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| Support automatic vendor selection based on criteria such as preferred source, balanced among vendors, and lowest price or lead time. |
| Support Internet WWW hyperlinks to vendors' web sites for ordering through vendor sites, but still record orders within purchasing system. |
| Support flexibility in PO line item entry to specify different warehouses by item that will receive product. |
| Provide interface or data integration with Accounts Payable system to transfer item quantities received for matching with invoices. |
| Print cash flow requirements report showing time-phased value of outstanding purchase orders. |
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Forecasting
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| Support horizontal forecasting with equal amounts for each period. |
| Provide ability to override forecast based on planner judgement. |
| Provide ability to calculate standard deviation of the demand for an item over the lead time. |
| Calculate safety stock based on prior history of fluctuation from forecasts. |
| Print projection summary report showing aggregate projections over future years in units and standard cost for each product line, value class, or life cycle code. |
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Order Processing
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| Support pricing and discount categories based on combinations of parameters. |
| Support customer order processing through Internet (e.g. web site) with software accepting order into internal sales order system. |
| Provide available-to-promise inquiry projecting shipping dates based on scheduled receipts and work-in-process. |
| Provide flexibility to add ship-to addresses, credit terms, freight and tax codes, etc. during order entry without exiting order screens. |
| Provide option to automatically place orders on hold when order is over credit limit / terms. |
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Sales Analysis
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| Provide open orders reporting including accounts, dollar amount, items, status, etc. |
| Print forecast detail report showing forecast performance data and one-year forecasts in units for individual items. |
| Provide gross profit analysis with COGS at standard cost, actual costs, using multiple price lists. |
| Provide territory levels/groups with "roll-up" capability. |
| Provide product line P&Ls and cost of sales reporting. |
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Customer Relations
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| Support calendaring of sales calls, meetings, follow-up, etc. |
| Provide ability to centrally track all account management business interactions (e.g. calls, appointments, demos, proposals) from sales lead to order fulfillment. |
| Generate revenue forecasts based on pipeline information. |
| Report new customers sales cycle detail. |
| Include comprehensive method to segment customer and target customer databases based on product groups. |
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Customer Service
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| Support on-line tracking and reporting for customer service requirements including repair and service orders. |
| Provide a searchable FAQ database in which reps can type in key words and view typical or previously asked questions on topics with answers. |
| Provide productivity reporting of customer service metrics including time spent per call, # of calls per day, calls by type (e.g. return, order, product questions), etc. |
| Provide ability to manually override restrictions on shipment of replacement product until original unit received. |
| Provide ability to enter receiving destination for RMA products when RMA is generated. (e.g. receive to stock or receive to repair). |
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Call Management
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| Provide functions that automate collecting and managing information for support or service requests. |
| Support submission of service requests via "free form" e-mail and help desk software automatically retrieves the text, creates a new work order, assigns a number to it, etc. |
| Track work-order costs and support charge-backs to benefiting departments, organizations, etc. |
| Provide ability to create and track call tickets containing information including caller demographics, devices involved in the incident, previous case history and actions taken toward resolution. |
| Support automatic notification of overdue work orders or call tickets. |
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Accounts Receivable
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| Supports customer classes for sales history tracking or pricing purposes. |
| Calculate multi-level finance charges. |
| Calculate sales commissions from invoices. |
| Support entry and processing of customer deductions, recording reason and customer debit or credit memo number. |
| Provide option to print user-defined text on customer statements. |
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Accounts Payable
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| Support automatic assignment of vendor numbers. |
| Ability to handle multiple divisions as separate entities with divisional and corporate-wide reporting. |
| Track MTD and YTD total payments for current and prior year by vendor. |
| Print report of vendor invoices that exceed purchase order terms by user-defined criteria (e.g. price is 10% higher). |
| Print trend analysis report showing summary of activity for current month, last twelve months, and YTD by vendor. |
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Payroll
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| Support and process multiple payrolls for different companies within multi-entity organizations. |
| Provide "self-service" ability for employees to access current pay period, MTD, and YTD payroll detail through web browser or centrally located kiosks. |
| Support prioritizing the order in which deductions are taken in event that an employee's pay is insufficient to cover all deductions. |
| Provide ability to calculate wages on multiple pay rates per employee in the same day and/or period. |
| Provide ability to perform regular payroll processing (e.g. print checks, reports) on two week, bi-monthly, or monthly cycles for different companies. |
| Print labor variance report by department of budget to actual productive and non-productive hours. |
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Human Resources
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| Maintain employee master file including demographics, positions held, assignments, licenses, education, work history, emergency contact, and other information. |
| Allow applicants to enter electronic job applications through a web browser, direct an application to job postings, and check the status of an application. |
| Maintain position control data for positions including job class, department, cost center, salary, position, number, name and status (e.g. proposed, authorized), etc. |
| Track COBRA eligibility for employees and produce standard notification letters |
| Track employee grievances/complaints and steps in the grievance process, effective dates, and comments associated with each grievance. |
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Fixed Assets
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| Support 12 or 13 period fiscal year. |
| Provide user-definable asset coding scheme by function, services, structure, cost center, or operational group. |
| Maintain cost of improvements to existing assets as component of asset value. |
| Print asset recap showing cost, salvage value, accumulated & current depreciation, and book value. |
| Maintain manufacturer data including serial number and model number in asset master file. |
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Budgeting
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| Use account numbers from General Ledger system for budget preparation (e.g. no re-keying of account codes). |
| Provide ability to visually "drill down" to supporting detail in inquiry screens (e.g. mouse click will explode detail of higher level lines in an outline or tree format). |
| Support flexible budgeting of revenue, expense, and labor data based on user-defined volumes. |
| Print budget reports in same format as G/L reports, using G/L report format parameters. |
| Print monthly departmental exception reports of actual amounts that exceed a user-defined budget variance. |
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Project Management
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| Provide ability to maintain client account data including engagement
information, employee in charge, billing responsibility and activity, account
balances, etc. |
| Provide ability to maintain professional staff data including name,
initials, position, seniority level, billing rates, billable and non-billable
balances, etc. |
| Provide ability to generate client invoices upon completion of project
phases or milestones. |
| Print current period, previous period, year-to-date, current period last
year amounts on billing and productivity reports. |
| Provide data integration and interface with accounts payable system to
produce employee expense reimbursement checks. |
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General Ledger
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| Process multiple general ledgers for multi-entity organizations. |
| Maintain, analyze and report general ledger data for twelve or thirteen month periods. |
| Retain budget, actual, statistical and dollar amounts for 24 months of historical data. |
| Compare current month and YTD to prior year's month and YTD (and variances) on revenue and expense reports. |
| Support uploading of data from standard microcomputer file formats to general ledger system. |
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Technical & Support
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| Provide complete turnkey on-site implementation and project management support. |
| Support the use of "drag-and-drop" with mouse as option to visually initiate system functions (e.g. drag a file icon to printer icon to start printing a report, etc.) |
| Support ODBC (Open Database Connectivity) protocols for data access. |
| Use RAID, disk mirroring, volume shadowing and/or other fault tolerant technology to increase reliability of disk storage and also minimize data loss due to hardware failure. |
| Provide future software releases and updates to all applications as part of regular software maintenance fees. |
| ►More requirements
are included in the actual RFP template. |
