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City of IvTorth Olmsted, N Y' / xxx xxxx _ 69 EXHIBIT N: Functional Specifications And Acceptance Criteria MULTIPLE ENTITY REOUIREMENT The City is required to report on a consolidated basis all its component units to the State of Ohio. The component units are comprised of several separate legal entities that all have individual tax identification numbers, payroll processes, and vendor payments. The City provides these accounting processes to many of these individual cornponent units. The application system must be designed to encompass these multiple entities both on an individual basis and a citywide consolidated basis without maintaining multiple volumes of the software on the hardware system. The separate entities are not tied to unique funds. As an example, a Water Board utilizes capital and debt service funds in addition to the City using the same funds. A Urban Renewal Agency might use the special grants fund but so does the City. The separate entities are as follows: All entities process payrolls and require separate reporting both internally and electronically for all payroll Federal and State mandated requirements. (W-2, WT-4, 941, 945, 1099R, Social Security, Retirement System, etc.) All entities issue vendor payments and must be able to issue and file separate 1099 reports and forms. The City also is desirous of issuing vendor payments for all entities on a single check for that vendor with appropriate due to/due from entries being automated. Basically the City will act as a financial services processing center for the other component units but needs separate reporting functionality. The initial payment to the VENDOR based on contract acceptance is refundable to the CITY should VENDOR fail to on delivery to provide the general ledger software application capable of satisfactorily additional handling of multiple entities as described below: a. use of general ledger, accounts payable, and payroll such that the user does not have to maintain multiple versions of the software in multiple and separate directories b. general ledger account numbering such that the application can provide separate reporting of each entity and consolidated reporting of all entities c. ability to handle reporting of diffe.rent time periods for each entity Payment for the general ledger module is based otl the above functional criteria. The multiple entity capability is to be extended to the following functions by October l, 2004. Prepared by Barry Strock Consulting Associates, Inc. O 2004