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HomeMy WebLinkAboutProposals - Computer Equipment Upgrade - Bid #1 �. AL REQUEST FOR PROPOSALS - COMPUTER UPGRADE STUDY Bids Due: 4:00 P.M., Friday, April 21, 1995. 4/3/95 1. NSA Computer Exchange Corp. , 27 Audrey Ave, Oyster Bay, NY 11771 Attn: Sal Sciortino 4/3 2. Koncept Communications, 25 Carle Road, Suite 102, Westbury, NY 11590 333-5500 Attn: Mary Lou 4/4/95 3. ADIL Business Systems, Attention: Jim Chachra, PO Box 715, Syosset, NY 11791 921-6677 4/4/95 4. MPX, P.O. Box 18, Aldie, VA 22001 4/5/95 5. P.C. Plus, 30-09 Avenue L, Brooklyn, NY 11210, (718) 692-2260 - Martin Sprecher 4/6/95 6. A Best International, 83-09 Northern Blvd, Jackson Hts. , NY 11372 4/7 7. Computer Technology Link, 9315 Southwest Nimbus, Beavertown, Oregon 97005 Att: Stacy Muller 503 646-3733 (fax 526-9135 8. Computer Media, 88C Union Ave. , Center Moriches, NY Attn: L. Bulson 878-4840 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. APR 25195 15:19 FR IBM RADE AREA 516 349 3367 TO 9763 P.02 Consul n g Q1Zd SeTViCP..S Intens Business Machines CoWazkm Two Jericho P1m Jericho,?kw York 11753 (516)349-3728 April 14, 1995 Ms. Jeanne Ruland Data.Control Supervisor Town of Southold Office of the Supervisor P.O. Box 1179, 53095 Main Road Southold, New York 11971-0959 Dear Jeannie, IBM is pleased to provide the Town of Southold with Consulting Services. IgM will generate a Requirements Report through the performance of a study for the Office of the Supervisor. The focus will be to: • Review the current system operations and application usage in the various departments. • Recommend short term systems enhancements. if appropriate. • Recommend the systems environment to reef the Town of Southold's requirements as determined by this study. The existing NIIS In and operating platforms will be taken into consideration, but if VPmPnate,other platforms may be recommended. 1.0 Statement of Work This section defines the scope of work to be accomplished by IBM under the terms and conditions of the 1BM Customer Agreenem (Agreement). The tasks to be performed by IgM are defined, and an estimated schedule is provided. In addition, the responsibilities of the Town of Southold are listed. Changes to this Statement of Work wW be processed in accordance with the procedure described in "Project Change Control Procedure", The investigation and the implementation of changesmay result in modifications to the Estimated Schedule, Charges, and/or other terms of the Agreement APR 25'95 15:19 FR IBM RADE AREA 516 349 3367 TO 9723 P.93 1.1 Project Scope IBM will provide the Town of Southold with a Requirements Report. This report will focus on identified key applications and associated system requirements for the Office of the Supervisor. The result will be a document that identifies system requirements and a recommended system environment. Included will be recommendations on the potential use of alternative platforms as well as use of the currently installed AS/400. The Following summarizes the responsibilities of both IBM and the Town of Southold, plus the deliverables to be provided. 1.2 Key Assumptions • Work will be performed during regular business hours of 8:30 a.m. to 5:15 p-m., except IBM holidays, unless other arrangements are made between IBM and the Town of Southold. • The Town of Southold will provide the appropriate personnel knowledgeable in the areas to be addressed to participate in the study sessions. • The Town of Southold will coordinate meetings between IBM and the Town of Southold personnel. • The Town of Southold will provide IBM with all available documentation regarding any existing systems or procedures, if requested. • A recommendation on application software packages is beyond the scope of this study. • The following departments will be interviewed as part of this study: Accounting, Clerk, Zoning Board, Supervisor, Town Attorney, Tax Receiving, Assessor, Planning, Building, Trustees, and Justice. • One representative from each department will be interviewed. • The total number of hours to be expended on the interview process will not exceed fifteen (15) hours. • To expedite this study, IBM will create a survey prior to the start of the interview process. The Town of Southold employees to be interviewed will complete the survey before being interviewed. 1.3 IBM Responsibilities • IBM will provide project management for the IBM Responsibilities in this Statement of Work. The objective of this task is to establish a framework for the project communications, reporting, procedural and contractual activity. The IBM Project Manager will be responsible for this task. The following subtasks will be performed: 1.3.1 Project Planning Review the Statement of Work and the contractual responsibilities of both Parties with the Town of Southold's Project Manager. Prepare a detailed project plan which identifies and assigns tasks, major milestones, and estimated dates. 1.3.2 Project Tracking And Reporting APR 25'95 15:20 FR IBM 4RADE AREA 516 349 3367 TO 97623 P.04 Measure, track and evaluate progress against the project plan. Resolve deviations from the project plan with the Town of Southold's Project Manager. Review project tasks, schedules, and resources and make changes or additions, as appropriate. Administer the project change control procedure. Review and analyze project change requests_ 1.3.4 Current Operation Review and Requirements IBM will review the current Town of Southold's Office of the Supervisor system operations and environment. This review will focus on identifying current system and application use and on obtaining and validating requirements for the future system environment though interviews with the various departments of the Office of the Supervisor. The purpose of these interviews is to understand the Town of Southold's end user"wants"and requirements. Much of the time on site at the Town of Southold will be spent reviewing the current operations. This will be an investigation of the information flow for each identified department. The focus is to understand what responsibilities are performed. in each area and what is liked and disWced about current systems and procedures,where exposures exist,and what impediments may exist. 13.5 Presentation of Results and Recommendations IBM will prepare and present a description of the work performed, analysis completed, results, and recommendations. This presentation is intended, to be a discussion between the IBM team and the Town of Southold participants so that the recommendations are fully understood. 1.4 Town of Southold Responsibilities The responsibilities listed in this section are in addition to those responsibilities specified in the Agreement and are to be provided at no charge to IBM. IBMs performance is predicated upon the following responsibilities being firlfiled by the Town of Southold. Project Manager - the Town of Southold will designate a person, called the Town of Southold Project Manager, to whom all IBM communications will be addressed and who has authority to as for the Town of Southold in all aspects of the contract. Session Participants - the Town of Southold will identify and provide appropriate for the study session. The participants should include department supervisors, where appropriate. • Security - the Town of Southold is responsible for the actual content of any data, selection and implementation of controls on its access and use, and security of the stored data. • Federal, State, and Local Laws - the Town of Southold will identify and make the correct interpretation of any applicable federal, state, or local laws, regulations and statutes and insure that products of the system meet those requirements. Project Deliverablea - the Town of Southold will provide written approval of the project deliverables within one (I) week of receipt from IBM. If after one (1) week IBM has not received this written approval, the deliverables will be deemed complete and approved by the Town of Southold. APR 25'95 15:20 FR IBM W RADE AREA 516 349 3367 TO 9723 P.05 1.5 Deliverable Materials The following items will be delivered to the Town of Southold under this Statement of work. • Requirements Report-IBM will address, at a minimum, the following. 1. The Town of Southold's Current Operations 2. Recommended System Environment 1.6 Completion Criteria The project will be considered complete when the IBM tasks described in this Statement of work have been fiAfilled, including delivery of the materials described in 'Deliverable Materials". 1.7 Estimated Schedule and Charges IBM will provide these Services over a period of thirty (30) hours. IBM will provide Services to address the Town of Southold objectives at a fixed charge of$4500 to be invoiced upon completion Of the work. IBM willI issue a credit to the Town of Southold of up to $2200 based on the purchase and installation of additional IBM hardware and software by the Town of Southold before December 31,1995. Upon establishment of the project plan, any delays caused by the Town of Southold which impact IBM's ability to perform within the scheduled parameters will result in additional charges to the Town of Southold at the then prevailing IBM daily rate per individual. Invoices are payable upon receipt. 1.8 Project Change Control Procedure The following provides a detailed process to follow if a change to this Statement of Work(SOW) is required. • A Project Change Request (PCR) will be the vehicle for communicating change. The PCR must describe the change, the rationale for the chwge and the effect the change will have on the project. • The designated Project Manager of the requesting party will review the proposed change and determine whether to submit the request to the other party. • Both Project Managers will review the proposed change and approve it for further investigation or reject it. IBM will specify any charges for such investigation. If the investigation is authorized, the Project Managers will sign the PCR which will constitute approval for the investigation charges. IBM will invoice the Town of Southold for any such charges. The investigation will determine the effect that the implementation of the PCR will have on price, schedule and other terms and conditions of the Agreement. • A written Change Authorization must be signed by both parties to authorize implementation of the investigated changes. APR 25'95 15:21 FR IBM RADE AREA 516 349 3367 TO 9763 P.06 By signing below, 1W and the Town of Sowhold agree that the complete agreement between us reglwl"g these Services will consist of 1) tkis Statement of Work and 2) Ste IBM Cagoner Agreement(or any equivalent agremsent signed by both WM and the Town ofSouthold). This offer is valid for 30 days. Thank you for your interest in IBM's Consulting and Services team. We look forward to a successful consulting engagement working with you. Sincerely, &14t�j E. IC_ Oliver Solutions Manager cc. Mr_ S. B_ Lettis Agreed to: Accepted by-- The y:The Town of Southold IBM Corporation By By Name(type or print): Name(type or print): Date: Date: IBM Customer Agreement Number: Contract Number: ** TOTAL PAGE.006 ** � • i ■ 1 BOWNE 1 PROPOSAL FOR ' NEED ASSESSMENT - S ' OF INFORMATION PROCESSING REQUIREMENTS prepared for: TOWN OF SOUTHOLD ' Town Hall Main Road - P.O. Box 1179 Southold, NY 11971 1 1 prepared by: 1 BOWNE MANAGEMENT SYSTEMS, INC. 235 East Jericho Tpke. ' Mineola, NY 11501 1 October 25, 1994 1 1 ■ BOWNE BOWNE MANAGEMENT SYSTEMS, INC. r October 26, 1994 r Ms. Jeanne Ruland ' Data Control Supervisor Town of Southold Town Hall, Main Road ' P.O. Box 1179 Southold, NY 11971 ' Dear Ms. Ruland: I am pleased to provide you with this proposal to assist the Town of Southold in r evaluating its needs for information processing requirements. The challenges you face have been addressed in other Long Island governments. r The combination of rapidly changing technology, reduced budgets and staffing, and increasing user demands can challenge meeting the information needs of the Town. In order to address these issues and position the Town to meet the challenges of the future, we feel it is necessary to carefully evaluate the overall status, needs, and direction of the Town's information processing requirements. Solutions which are short term, or fail to address the global issues, will no longer satisfy the needs of the Town ' and the end users that are supported. Data in the Town of Southold is a valuable resource. Over the years much data has been collected, stored, updated, and maintained at a great cost to the Town. We ' believe that protecting this significant investment should be a key goal of this study and we will insure that this is accomplished. Data alone, won't bring success to the Town. The knowledge gained through information captured from data will ultimately bring rsuccess to the Town. Our proposal for a "Needs Assessment of Information Processing Requirements" for the ' Town of Southold addresses the issues that will allow the Town to effectively and efficiently meet the information needs of the present and the future. The results of the study will enable the Town to move forward in a well structured aggressive manner to ' meet the challenges of the "Information Revolution". The evaluation of information requirements including data, word, image, and geographic characteristics will insure an integrated plan for the Town of Southold. r i 1 235 East Jericho Turnpike • P.O.Box 109 • Mineola, New York 11501 • (516) 248-6840 BOWNE MANAGEMENT SYSTEMS, INC. October 26, 1994 ' Page 2 ' Bowne Management Systems is in the unique position of being the best qualified firm to assist the Town in this challenging project. The reasons for choosing Bowne Management Systems as your partner in this project include: ' 1) Our knowledge of the Town of Southold 2) The experience of our staff in all identified information areas. 3) Our track record in all of the identified information processing requirements r (data,work, image, and geographic). 4) Our accessibility to the Town. ' 5) Similar work performed for other municipalities. We look forward to helping you on this most important project and thank you for the ' opportunity to participate. If you have any further questions please don't hesitate to call. ' Very truly yqurs, ' Jerry Stbultheis Vice President ' JS:eg 1ASOUTHOLD19474_L.DOC � i • Town of Southold ' INFORMATION PROCESSING REQUIREMENTS ' PROPOSAL Information Revolution ' At the present time we find ourselves in an Information Revolution. Digital technology is changing the way we work and live. The digital tide is reshaping the world of government. The capture, manipulation, transmission, and consumption of information in digital form has become a critical function in our economy. The spectacular proliferation of digital computing and networking has rewritten the rules In business and government. In the Information Revolution we see the accelerating shift from material ' information media including paper, photographic film and videotape to computer-based simulations of those media. The computer is quite unique. It is by far the most powerful tool ever for recording and communicating representations of human knowledge in coded or symbolic form. It's a universal manipulator of symbols. The traditional, self contained computer is merging ' into the collective identity of the network. The Town of Southold needs to step back and look at its information resources ' requirements. There are many technologies involved with information resources. The Town's intent to evaluate the information processing requirements across technologies is the proper path to take. Data Processing, Word or Text Processing, Image and ' Document Processing and Geographic Information Systems share similar hardware platforms yet have unique technology requirements. The common denominator is data and the value it provides to the Town. The Town has a significant investment on all the ' data contained in computer storage, file cabinets, microfilm, maps, plans, etc. Evaluating the use and proliferation of this data is necessary to insure an integrated as well as cost effective information processing investment for the Town. Planning ' An often asked question is "Why should I plan for Information Processing Services?" The simple reason to plan is to address the potential savings in the "Bottom Line" costs. ' Planning will assist in meeting your overall business needs. You will be able to identify duplicate functions. A framework for information requirements will be developed. An architecture for information systems processing can evolve. Integrated application solutions will be built. Development efforts can be prioritized. The basis for developing hardware, software and network strategies will be provided. Information and processing problems and opportunities can be identified. Shareable data can be provided to users. ' Finally you will be able to maximize your return on resources. Planning needs to be done at all levels of management. Senior management can provide scope and objectives. Key end users contribute operational knowledge, problems and opportunities. ' The following issues need to be managed: ' 0 Bowne Management Systems,Inc. October 25, 1994 Town of Southold ' INFORMATION PROCESSING REQUIREMENTS ' • Future Direction • User Requirements/Relationships • Technology Improvements ' • Cost Control • Priority of Systems Development • Information Resource Management ' • New Requirements A proper job of planning will provide benefits to the Town. Top level direction will be ' facilitated. Overall Town priorities will be coordinated with information system priorities. The Information Processing Management Plan will be responsive to the Town's overall time frame. The Plan can be used as input to annual evaluation and change in the Town ' planning effort. The Town will be able to maximize its return on information system investments. The success of implementing the Information Processing Management Plan depends on ' critical success factors. These include: sound direction, management commitment, staff acceptance, practical methods, correct technology, adequate staffing, adequate funding and an acceptable rate of change. ' The challenge is to find the stable aspects of your business around which to plan. Bowne Management Systems will work with the Town of Southold to achieve this goal. ' Issues ' In an organization such as the Town of Southold, you need to direct and manage changing technical environments. It is helpful to look at trends in similar information systems environments. There is a marked increase in the use of small computers. ' Networking and communication plans continue to expand. End-User computing is promoted more and more. Sufficient financing to support information system requirements is a continual challenge. ' The Town may experience an increased demand for information in the future. Maximum information productivity will be desired. You will need to get the right information to the ' right people at the right time. Strategic and tactical plans that conform to the Town's business objectives and needs ' will be necessary. Standards are becoming more prevalent. Information System organizations are ' interested in common standards. Standardized information components (data) in databases need to be addressed. Application development presents numerous issues for information systems. Increased reliability of system requirements is desirable. Reduced system development and maintenance lead time is necessary. System life cycle cost will be reduced. System ' 0 Bowne Management Systems,Inc. October 25,1994 Town of Southold ' INFORMATION PROCESSING REQUIREMENTS ' flexibility and usability will be increased. The end-user role in system development will be optimized. The cost of training for new technology is an issue. The Town presently has an IBM AS/400 Processor installed. Utilization of the processor needs to be analyzed to determine if it has the capacity for additional applications. The overhead to support the system also should be examined. This includes hardware ' maintenance costs, power consumption, annual software charges, support personnel requirements, etc. ' To address data integrity and data sharing, systems need to improve the utilization of information between Town departments as well as between the Town and its citizens. This entails defining ways whereby Town employees can easily know who has what information, the extent to which this information can be shared, and the procedures for gaining access to the information. It also involves defining ways citizens can obtain public information in a way that minimizes Town employee effort and preserves data security. We have evolved into an era that is dominated by increased pressure to find ways of reducing the cost of implementing automation solutions. Data Processing must ' continually look for ways to deliver more functionality and increased productivity from both existing systems and from new technology, while maintaining a sensitivity to cost. ' The concept of client/server computing is the ability to distribute processing requirements across a range of systems and the capability to spread data servers and tools among systems enterprise-wide. The Town needs to establish a policy with regard to client/server or distributed computing environments, and the advantages and disadvantages of client/server computing need to be examined. This policy must consider the requirements and needs of the individual departments and divisions, as well ' as the Town as a whole. The policy should address issues of multi-platforms, databases, data exchange, security, ' and cost-effectiveness as well as the need for timely information by Town employees and citizens. This Town-wide policy must also recognize the Town's responsibilities with regard to data storage, maintenance, and retrieval. New technology is becoming available at a rapid rate. The Town needs to formulate a strategy for incorporating imaging, multimedia, electronic mail, geographic information systems, voice response, word processing and a variety of related capabilities. Mechanisms for evaluating these technologies from a cost-benefit perspective must be identified. Issues of training, equipment upgrades, software standards, and departmental/divisional requirements must be considered. Policies for Technical and Executive review of planned hardware and software acquisition should be reviewed. ' Qualifications In light of the environment at the Town of Southold, Bowne Management Systems will ' work with the Town in order to: ' 0 Bowne Management Systems,Inc. October 25, 1994 Town of Southold ' INFORMATION PROCESSING REQUIREMENTS ' • Evaluate the requirements for hardware and software technologies and other computer resources to cost-effectively support the Town's operational, administrative and management activities for information resources. • Identify opportunities for extending the use of computer resources and technologies currently employed and describe resources and technologies ' the Town should consider for future deployment. • Propose administrative, organizational and operating structures to enhance the information processing services provided to the Town. The technique proposed to perform the needs assessment has been proven with the success of similar efforts by Bowne Management Systems at municipalities such as ' Town of Brookhaven, Nassau County, Town of Southampton, Town of Islip, Town of Oyster Bay, Village of Port Jefferson, Village of Garden City, the City of Atlanta, etc. The Proposal outlines our understanding and ability to accomplish the project to be undertaken. The personnel that will be assigned to the project represents decades of experience in all facets of the Town's requirements. Bowne Management Systems, Inc. (BMS), was formed in 1982 to assist clients with their ' information management needs. BMS is an affiliate of Sidney B. Bowne & Son, a Consulting Engineering Partnership, which traces its roots back to 1895. From its inception, the company's emphasis has been to apply specific skills to provide practical ' solutions to client problems. BMS has continued to build in its successes, and remains at the leading edge of ' technology in solving these client's problems. Major emphasis has been given to the development of solutions which produce benefits over a short period of time while protecting the investment to implement the complete system. ' BMS differs from most firms because of the diversity of skills of its staff. A leader in the field, BMS consists of licensed professional engineers, graduate computer application ' specialists, and highly trained programming and operations technicians. BMS is housed in a building designed and constructed expressly for its needs. A variety ' of networks are installed which serve to tie together the workstations, file servers, personal computers, terminals, printers, digitizers, plotters and mini computers utilized within the company. Terminals to client mainframes are used for application development. Specialized and configurations are used to develop custom application software. ' PROJECT REQUIREMENTS AND OBJECTIVES The goal of the proposed Town of Southold, Information Processing Requirements Study, is to determine the requirements of information processing. This will be ' 0 Bowne Management Systems,Inc. October 25, 1994 Town of Southold ' INFORMATION PROCESSING REQUIREMENTS 1 accomplished by performing a Needs Assessment for the Town. The departments which need to be considered to be included should be: Town Board, Town Justice, Town Clerk, Receiver of Taxes, Superintendent of Highways, Assessors, Town Attorney, Planning Board, Police Department, Building Department, Board of Appeals and the Trustees. ' Major tasks to be performed in the Needs Assessment include: • Joint Bowne and Town definition of project goals and objectives • Interviews with key individuals from designated divisions and departments • Inventory of existing systems and applications ' • Itemization of user needs ' • Analysis of findings • Recommendations ' The results of the needs assessment will be utilized to define the Information Processing Requirements for the Town of Southold. ' The objectives of the Needs Assessment will be to define overall goals and directions, and to gather information regarding the Town's current resources, work flows, and problem areas with respect to the management of information processing including data, word, image, and geographic characteristics. The following sections will describe the steps necessary to fulfill these objectives. ' Interviews and Information Collection The first task will be to interview the selected departments. Following identification of the appropriate individuals, personal interviews will be set up to collect the necessary information. The purpose of these interviews is to define the following three major types of information: ' • Methods - work tasks, procedures, and any forms or tools for accomplishing them. • Resources - levels of experience and training, information (data, map sets, etc.), computer hardware and software, etc. which is currently available within ' the Town. • Requirements - existing, mandated and anticipated of each department. ' 0 Bowne Management Systems, Inc. October 26, 1994 Town of Southold ' INFORMATION PROCESSING REQUIREMENTS ' The interview process is a task that Bowne regards as most critical, and as such, we advise our clients to devote a reasonable amount of time for it. Appropriate interviews with each designated department will be conducted. Generally speaking, at least two hours should be allocated to each interview, with additional time required for those people who may already be involved in related activities. ' To further insure consistency throughout the process we will utilize a small team of experienced interviewers for the entire Town. In this way each interviewer develops and enhances his own perspective of all departments within the Town and can contribute equally to the following analysis stages. We feel that this approach provides a better end ' product. To complete the Information Collection stage, we will review with each department or ' division various aspects of current work activity. Some of the specific information to be collected includes: ' • Existing systems and applications • Outstanding requests for new or modified applications. • Software products being used or evaluated. ' • Existing and planned hardware networks and communications protocols being utilized as well as the physical operating environments. • Standards, and procedures which are utilized. • Status of documentation for hardware, software and internal procedures. ' • Structures to support the delivery of information processing within the Town. • Perception of information processing services provided to the Town. ' • Data processing requirements. • Word or Text processing requirements. Image or document processing requirements. • Geographic Information System requirements. • Levels of training and experience, both on an individual basis and within departments and divisions in general. ' • Existing computer facilities, including hardware, application software, and databases. Special attention will given to ongoing Town information processing efforts including application definition and data sharing capabilities ' and procedures. Present utilization and future plans will be addressed. ' 0 Bowne Management Systems,Inc. October 25, 1994 Town of Southold tINFORMATION PROCESSING REQUIREMENTS ' • Identification of additional services which the Town is not currently capable of providing but which could be accommodated. • On-going Federal, State, County and Municipal activities which may benefit the Town. Analysis and Recommendations ' The final portion of the Needs Assessment consists of an analysis of findings and a series of recommendations for information processing resources in the Town of ' Southold. Within this section of the study, requirements of the Town will be identified in terms of data needs, organizational functions, software, and hardware. Recommendations will provide the Town with the guidance needed to move forward in a ' quick, efficient, and cost effective manner. Presentation of Findings The study team will collect all of the pertinent information obtained during the interviews and information collection process and present a structured report to the Town of Southold. This report will be a snapshot of the Town's current activities in which information resources are utilized or required. Non-technical language will be used. ' The study will result in a plan for the Town that will contain: • An overview of findings. ' A mission statement to reflect a direction for the Town's information processing for data, word, image and geographic elements. ' • An evaluation of existing conditions in the Town. • Recommended goals and objectives for information processing requirements with an implementation plan including associated costs and potential benefits. • A short and long term information management plan to include requirements for Data Processing, Word and Text Processing, Image and Document Processing and Geographic Information Systems. A presentation of the results of the study will be made by Bowne to the designated executives of the Town of Southold. ' PROJECT SCHEDULE AND COSTS ' The time and cost to complete the proposal will depend on the degree of departmental involvement the Town of Southold desires to achieve. The best plan will include all Departments in the Town. ' 0 Bowne Management Systems,Inc. October 25, 1994 International Business Machines Corporation Two Jericho Plaza Jericho, New York 11753 516/349-3700 March 20, 1995 Jeanne Ruland Town Of Southold 53095 Main Road Southold, NY 11971-0959 Dear Ms . Ruland: Your business demands cost-effective solutions that give you access to vital information quickly and flexibly, no matter where it' s located. These solutions should help you use technology to serve your customers better, and should grow and change easily with your business . IBM understands the need of your business . The IBM AS/400 Ad- vanced Series supports today' s demanding business environment with powerful information handling capabilities, excellent appli- cation portability and connectivity. We hope you will agree that IBM' s first objective is to try to help the Town Of Southold solve your business problems faster and more easily. Secondly, IBM is providing a family with the IBM AS/400 Advanced Series that will grow and be a foundation for the future growth of the town. In the initial phase, we provide a system that has a relative performance of 6 . 0 compared to your current system which has a relative performance of 3 . 7 . In addition we increase the amount of memory on the system to 80MB compared to your present 32MB to handle the workload and the additional applications that you are currently planning for and future personal computer attachments . Since you maintain an abundance of history data on your present system( 8 .2GB DASD) , we added additional disk for a total of 20GB. Since you presently have the DASD mirrored this would give you 10GB available or twice the current space available today. The new system provides access from remote sites to access the AS/400 menus and data. In addition, we planned for the towns future of networking the Personal Computers by installing a File Server adapter within the AS/400 Advanced Series . We have upgrade all of your current licensed software to V3R1M0 with the exception of the on-line education modules . In addition, we added the new Client Access software which allows your personal computers to run using Windows 3 . 1 or higher along with Rumba support for screen sizing and doing file uploads and downloads. Lan Server/400 allows your PC' s with token ring adapters to attach to the AS/400 and use the File Serving functions of the AS/400. The ability to send documents from OfficeVision/400 through the Facsimile support is also included in this phase. As per your request we also added the Cobol compiler and SQL sup- port. You also have the capability to download RPG programs using CODE/400 to your personal computer for program maintenance and development. We have also included 7 licenses for ShowCase Vista, which allows users to download and query data into an Excel spreadsheet. The total cost to the Town Of Southold for this phase is $139,682 . This amount also includes IBM services in migrating from your present system over to the new AS/400 Ad- vanced Series as well as training on Client Access and Showcase. We look forward to working with the Town Of Southold to provide the best business computer solution currently available, the IBM AS/400. Sincerely yours, Steve Lettis Marketing Representative ichard Tencza Senior Marketing Specialist International Business Machines Corporation Two Jericho Plaza Jericho, New York 11753 516/349-3700 March 22, 1995 Ms. Jeanne Ruland Data Control Supervisor Town Of Southold 53095 Main Road Southold, NY 11971-0959 Dear Jeanne, Enclosed you will find the AS/400 configuration that 1 discussed with you on March 21 st. You will find that we included everything to meet your current business needs. The first page includes the hardware and software detail of the configuration, while the second page illustrates the services that IBM will perform to migrate your data to the AS/400 Advanced Series. I recommend installing this proposal by March 30, 1995 to ensure that The Town of Southold gets the maximum promotions available. Sincerely, Richard Tencza Steve Lettis IBM Hardware Processor Upgrade to Advanced Series 9406-300 6.0 Processor Upgrade to 80MB memory 8 Disk Unit Storage Expansion System Unit Expansion Tower (10) 1.96GB Internal DASD Tower Attach Power Supply Convert Primary Rack to Secondary Rack 7.OGB 8MM tape cartridge 64MB File Server IOP ASCII Workstation Controller Total (price reflects20% Discount) $ 89,743 IBM Software V2-V3 Upgrade Charge OS/400 75 Users Client Access 75 Users OfficeVision 75 Users Application Development tools RPG Performance Tools Facsimile Support Code/400 Lan Server/400 AS/400 V RPG PC Lan Requester 75 Users Language Dictionaries Query/400 Query Manager/SQL Cobol S/38 Utilities Showcase Vista 7 users / 1 yr warranty Total $ 40,839 Total Price $130,582 IBM Services & Miscellaneous Costs IBM system migration from 9406-1345 to 9406-30 $9,100 Alter subsystems for additional memory Education on Showcase Vista(1/2 day) Install & train staff on Client Access/windows using Rumba (1 day) Install IBM Fax /train staff(1 Day) Cables(6) part 69X7016 for ASCII controller IBM Alert for 3 years WYLE Friday, April 21, 1995 Town of Southold Southold Town Hall P.O. Box 1179 Southold, NY 11971-0959 Attention: Town Clerk/Computer Upgrade Reference: Invitation to Vendors for the Town of Southold Computer Upgrade, Dated 3/21/95 Ladies and Gentlemen: We are in receipt of above referenced invitation. Please note that the invitation was forwarded to Wyle Electronics by Digital Equipment, Melville, New York. As a major Digital reseller, Wyle has been asked to respond on behalf of Digital. Therefore we submit the following outline to fulfill proposal requirements indicated in the invitation. Wyle Background: Wyle Electronics is a National distributor of electronics components and computer systems. The public corporation, which is traded on the New York Stock Exchange, is headquartered in Irvine, California. Wyle has 25 offices across the country including our facility in Melville, New York. It is expected that the company will surpass$1 B in sales at the end of the current fiscal year. Qualifications and Experience: Our Computer Products Division combines products from Digital Equipment Corporation with other various value added products and services to support commercial end user computer users. We have been providing custom solutions for a broad spectrum of customers requiring expertise in areas including government, education, finance and banking, publishing, and manufacturing applications for many years. This is accomplished as follows: Local Wyle field applications engineers are available to support our systems sales representatives in the analysis and qualification of customer applications. Our sales and technical support team are trained by Digital Equipment and certified on the product line. This team , using additional resources provided by our corporate marketing group, develops the basis of an application solution. In this process, Wyle and Digital have the benefit of established relationships with various value added resellers/integrators and other independent software vendors to gain application specific expertise. We also have our ISO 9000 Certified System Enhancement Center, located in Garden Grove CA, to support custom configuration assembly and testing to customer specification. Electronics Marketing Group 20 Chapin Road, Suite 1013•Pine Brook, NJ 07058•(201)882-8358• FAX(201)882-9109 4W Page Two of Three Anticipated Report Detail: /. Define the application performance requirements needed to maintain optimum functionality for the town incrementally over some long term period of time to be specified. This will be an analysis based on the information we get from various users and town computer systems administrators, managers, and technical support staff to understand town goals. A. Real time data availability to the users who need it when they need it.. B. Data integrity and security C. Maintain 'open systems" approach. ll. Recommend/deal application software solutions based on the list of established applications enumerated in the invitation and the information gained from above described definition. ///. Recommend operating systems most suitable for the applications software. IV. Recommend suitable hardware. A. Servers. B. Desktop Clients C. Mass storage D. Peripherals V. Recommend additional required hardware and software. A. Networking B. "Middleware"for optimum data distribution. C. Data back up Determine what hardware and software currently owned by the town can used over the short and long term. A. Server, PC clients, networking, and peripheral hardware. B. Operating systems, application, and networking software. C. Recommend disposition of unusable product. Page Three of Three Vll. Recommend required support services. A. Consultative B. Installation C. System management D. System maintenance and repair E. Training F. Disaster recovery Vlll. Recommended strategy for implementation over the period of time indicated in above section I. A. Features and benefits B. Required investment C. Financial alternatives References: I am in the process of having a list of customer references and copies of past proposals sent to the town under separate cover. In the interim, Mr. Laurie Folkes, Digital Equipment marketing development specialist, can substantiate the relationship with Wyle Electronics. He can be reached at 201-243-1840 Other Information: Please find copies of attached Wyle annual report and Wyle line card describing the various product lines available. Summary: I believe that a team composed of both Wyle and Digital Equipment would be quite effective in assisting the Town of Southold in the development of a long term systems strategy that will provide the required functionality and open environment necessary to gain substantial cost savings while effecting superior performance. Please advise of any questions or comments you may have. In the interim, we look forward to hearing from you. I can be reached at 800-862-9953. Sincereo, Andrew Benners Systems Sales Representative • Headquarters: 390 N. Orange Ave., Suite 2000, Orlando, FL 32801-1693 • (407) 841-3235 Application Solutions for Government April 18, 1995 • Town Clerk Town of Southold Southold Town Hall Box 1179 Southold,New York 11971 To the attention of the Town Clerk: I am proud to present you with the HTE response to your Request for Proposals. Enclosed you • will find what we believe to be the finest analysis solution offered to local governments on the market today. Our Professional Services Division is prepared to assist you in developing a thorough and documented analysis of your current and future needs. We take great pride in our services and the successful track record we have built over the years. We have in excess of 500 local government installations around the country. We maintain a high level of customer satisfaction in a very competitive market, and believe that is evidence of the value our clients find in our products and services. Our services staff is extremely competent and well versed in the requirements of local governments. We are an IBM Premier Business Partner based on our high product quality and client satisfaction. We are more than a software and services provider. We are your partner in the strategic use of information technology in government. Our goal is excellence. Our intent in responding to your RFP is to provide all the necessary information to establish our qualifications for providing the service you have requested. Our professional services staff and I would enjoy the opportunity to provide you this service. In our vast experience in dealing with local governments, we are uniquely qualified to perform such an analysis. Our hourly rate for performing this type of service is $125 plus customary travel and living expenses. Based on our initial interpretation of your request, we expect the effort to take between 80 and 120 hours. • • • Town of Southold April 18, 1995 Page Two I thank you for the opportunity to provide you with this response. We look forward to speaking with you and your staff directly in the near future. If you should have any questions regarding this response,please contact me at 908-901-2672. • Sincerely, C&�� f Q� • Chris Meehan Account Executive • • • • • • • • • ::::: ..... • xxx-XI . .......... ... ... .......... .X: ......... .. .... ...... ... ...... .. .... ...... . .... ...... ...... .... 'X ..... ...... ... .. ...... ..... ............. .......... ......... .................... ......... . . ................. ....... .. .... ........ ................... -.1 ................... .......... ..I. ......... ................... ... ... .......... ................. .......... .................. ..... ................... ............ ... ................... ............. .. ............ ... ................... .xI ..... ............. .. ................... ........ .................. ............ . ................... ................. ................ ................. ................... ................... .................... ... ................... .. ..................... ................. ......... ..... ........ ......... ...................... ....................... ...................... .... ... . .... ... . ..... ................ ... ................. .. ..... .. ................ .. .... ... ................. ... ................ . ................. ............. -:-X .. .... ..... .... ............ .. .... ... .. XX ... ........ ........ . .. .... ........ . .. .... ............ X.. .... .... .. ....... ... NX... ........ ....... ...... ... .. ............ ... ....... . ..... .... .... ... .. ...... ..... ..... ...... .... ....... ... .... ... ...... ................... ........... .......... ........... .... .............. ............... ....... .............. x. ... ........... ........... ... .... ....... .... ... • New York April 21,1995 HTE, Inc. 390 N. Orange Ave., Suite 2000 Orlando, FL 32801 Contact: Chris Meehan (800)727-8088 • • Proposal for • Town of Southold Table of Contents • Introduction...........................................................Section 1 ♦ HTE Mission ♦ Executive Summary • ♦ HTE Corporate Overview ♦ HTE Product Direction Software Information ...........................................Section 2 ♦ Features Common to All HTE Applications • ♦ Proposed Application Software HTE Capabilities...................................................Section 3 ♦ Product Team Approach ♦ Key HTE Personnel • ♦ Implementation Process ♦ Conversion Services ♦ Modification Services ♦ Training ♦ Documentation • ♦ Annual Maintenance Services ♦ HTE Users' Group ♦ Client Reference List Cost Proposal.........................................................Section 4 • ♦ Terms and Conditions ♦ HTE Services Additional Information ........................................Section 5 ♦ Needs Analysis Approach • ♦ Sample Report ♦ HTE Sample Contract • • Non-Disclosure Statement • The terms and conditions contained in this proposal will automatically expire 90 days from the date of the proposal, unless renewed, extended or terminated earlier by written notice from HTE, Inc. Unless otherwise stated,taxes that may be applicable are not reflected and will need to be paid by the client. • If applicable,the prices for IBM products and services are subject to change and are submitted for your information only. The terms and policies of the IBM Corporation govern any portion of this proposal relating to IBM products and services. If applicable,the prices and information on any third party products and services are subject to • change and are submitted for your information only. The terms and policies of any third party vendor govern any portion of this proposal relating to those products and services. This proposal is protected by copyright law and contains proprietary information and confidential trade secrets belonging to HTE, Inc. This proposal is furnished and accepted on the express • condition that it shall not be duplicated or disclosed, in whole or in part, except to your staff and agents when necessary for evaluation pruposes, without prior written consent of HTE, Inc. CONFIDENTIAL AND PROPRIETARY © Copyright 1995 by HTE, Incorporated • ALL RIGHTS RESERVED • • • • SII • � � :®�x • �� \�% _�� $� % �, _ � ® � : �� � �. �. . . � � a � ��\ �~��` + o `may � z. x%C � :* y&\� \ y. .� • • • 1 1 � . � 1 HTE's Mission • • The mission of HTE is to deliver the highest quality Total Application Solutions to local governments, utilities,public safety agencies, and transit authorities worldwide. In delivering these solutions,it is our intent to. • ♦ Conduct business with unquestioned INTEGRITY and PROFESSIONALISM ♦ LEAD and INNOVATE in the software industry Be CREATIVE in delivering new products and serving new markets • ♦ RESPOND to the needs of our staff, our customers, and the communities in which we do business Goals • In seeking to fulfill our mission to the highest possible degree,our goals are to: 1 Develop long-term partnerships with customers. • 2. Deliver products and services desired by our customers, with: ♦ The highest level of customer service ♦ Consistently high quality and value Professionalism and integrity • 3. Actively recruit and retain highly qualified,personnel. The staff is to be well-trained, highly motivated,and competitively,compensated. The organizational climate is to encourage research,creativity, individual initiative, and other opportunities for self-fulfillment,recognition, and advancement. • 4. Exploit state-of-the-art technology, implementing hardware and software that will increase our efficiency as well as that of our customers. 5. Generate,the highest level of growth that will enable us to serve an ever-increasing 40 number of new customers while providing greater support to our existing customer base. 6. Earn profits to meet future corporate needs and opportunities. • Executive Summary • or the past 14 years, HTE has dedicated cut above" other vendors. What you will itself to developing the most discover is that we view our clients as partners comprehensive state-of-the-art and more importantly they view HTE as their • applications offered to local governments. We partner. continue to enhance our existing applications, while developing additional products for an HTE Experience and Qualifications for the ever broadening scope of local government Town of Southold requirements. Our efforts have been rewarded • by an increasing acceptance of our products and We have been working closely with local services throughout the country. Our growth governments for the past 14 years in has not blurred our focus on our most important understanding the unique requirements for this business partners, our clients. We now have in marketplace. We have developed a thorough excess of 500 installations around the country. and complete understanding of the needs, • All of our efforts are directed at maintaining a requirements, processes, and constraints faced high level of client satisfaction by supporting by local governments. We are experienced in and delivering the best products available. helping our clients meet these demands and capitalize on the benefits of technology, while IBM recognized our commitment to quality and improving productivity and reducing costs. • customer satisfaction by awarding us the status While we offer a broad range of application of Premier Business Partner. This status is software for the AS/400 platform, the skill of awarded to business partners based on strict our staff is our greatest asset. In developing our customer satisfaction and quality criteria. state-of-the-art applications, we have built a foundation of common knowledge and • Our clients reward us as well, and they have experience. This allows us to act as your continued to fuel our success. We believe that, partner and resource. Our highly skilled staff is second only to system functionality,the single knowledgeable in a variety of areas, from greatest consideration in choosing a long term functional skills within a given area of service partner as your software provider must be the to specific technical skills in integrating • vendor's reputation for service and support, as advanced technology into the everyday well as that vendor's continued dedication to workplace. reinvesting in their product. We also believe that you should examine as many references as We have recently added the glue which possible from all vendors involved in the effectively binds these skills together. Our • evaluation. We have provided a client reference Professional Services Division(PSD) list and invite you to contact as many clients as coordinates the skills of trained professionals you wish. If you should so desire, we can and brings an objective view to any analysis or arrange for visits or you can arrange them implementation effort. When the professional yourself. services staff is retained for analysis and • review,they provide an unbiased view of the The following information is provided to needs found and the scope of the effort to be familiarize you with HTE and what makes us "a undertaken. PSD is charged with the mission of HTE, Inc. Town of Southold providing you with technical and management advantage of the AS/400's broad capabilities. support. The specific areas of focus include: We also have made a commitment to utilizing state-of-the-art development tools in order to ♦ Project Management decrease development time and increase the ♦ Procedure Development quality of our products. We accomplish this by ♦ Strategic Information Systems Planning utilizing SYNON, a 4GL CASE tool. We are ♦ Disaster Recovery also committed to IBM's System Application ♦ Diagnostic Reviews/Technology Architecture (SAA)which provides for Assessments Common User Access (CUA), Common ♦ Business Process Reengineering Programming Interfaces (CPI), and Common ♦ System and Parallel Testing Communication Support(CCS). This approach provides you with a standardized set of This group has a vast amount of experience and applications. Our dedication to SAA, and skill in managing implementations for the particularly compliance with the CUA aspect of public sector and consulting experience with SAA, is a distinctive goal and undertaking on Big 6 Firms and project management. PSD can our part. CUA provides you with a consistent work with you in all phases of our unique means of navigating our applications and approach to project analysis, which we call accessing help. It represents a significant Government Enterprise Methodology (GEM). commitment to you in the important area of This approach offers you a documented and usability. organized approach to project analysis, development, and implementation. The phases We develop all our applications from the of this methodology include project planning, standpoint of maintaining one "base" system. which leads to a project work plan, system This means each application offers you the full implementation,production cut-over and function availability, and additional modules system effectiveness reporting. Our final report are offered at no additional charge. This to you would follow the outline developed approach also allows us to continually enhance jointly by PSD and your management as the and add functions to applications by issuing evaluation and analysis were conducted. PSD releases. These releases are offered as part of has provided the types of services detailed in the Annual Software Maintenance Agreement. your request in the past. We have provided you Thus, you are able to continually realize a list of PSD clients for your review. Please additional returns on your initial investment. feel free to contact them for references. HTE's Strategy PSD can also draw upon the resources of our technical services group to provide you with all Our strategy for the future is to evolve our the available connectivity and networking application offerings to a client/server model. options. Their skill in these communication We believe we are uniquely positioned to technologies can offer you an approach that provide you with a complete exploitation of the provides for your current needs but is flexible workgroup or enterprise-wide client/server for future requirements. model. We find that our chosen hardware and The HTE Development Approach operating system environment provides us the proper platform for doing so. We have also Our philosophy is to develop the most robust made a strategic commitment to an advanced applications available while taking full object-oriented development environment that will give us added capability. These tools HTE, Inc. Town of Southold provide us with a rich set of classes to consistent data across applications and the implement communications and a variety of elimination of redundant input of data. host(server) services,which allows us to focus on the business solution and not the deliverable Our goal is to provide you with the most mechanics. The AS/400 provides the logical flexible set of applications available. For this and physical link between the AS/400 and the reason, our applications are designed using a workstation with its use of multiple network table and menu approach. This permits you to protocols and PC Support. Its strength in the develop familiar codes that drive the system. areas of system and network management add This strategy rewards you with improved to its client/server inclination. Additionally, the productivity and reduced start-up and integrated relational database and security orientation time. We have even developed our capabilities make it a strong offering in this own productivity tool for customizing menus. evolving computing model. Our Menu Driver allows you to fully customize our standard menus to suit your individual work HTE Application Integration habits. It also allows for the addition of items such as frequently used ad-hoc reports. Our design approach also demands that each application may be used on a stand-alone basis, While we provide a significant number of on- yet offer you the power of a fully integrated demand and period-end reports, you are not environment where multiple applications are limited to these reports and formats. Through used. At the end this document you will find a the use of IBM's Query, you can develop your chart that graphically represents our integration own ad-hoc reports. The basic use of Query or strategy. any HTE application does not require programming skills. Because our applications are written in the native AS/400 environment,they make full use Our applications make extensive use of function of the integrated relational database. This keys for navigation of the system, providing allows us to provide applications that share you with additional ease of use in moving from common data and virtually eliminate redundant one area of an application to another or even data entry. One example of this integration is moving between applications. Because of our our Purchasing/Inventory (PI)application. If a CUA approach, the use of function keys is work order generated by our Work consistent among applications. One example of Orders/Facility Management (WO/FM) our CUA compliance and our use of function application requires items from inventory, the keys is the area of online documentation. PI application is updated as items are used. Across all applications, the use of the F I key Furthermore, a project created in our brings you to our extensive online Governmental Management& Budgetary documentation. This online help is context Accounting (GMBA) application will reflect the sensitive and brings you to the area of costs of items removed from inventory and documentation relating to the application and charged to that project. Another example is our even the field you are on when you access help. innovative approach to shared data among land based applications used in our Land All our applications provide online data entry, Management(LM) system. All land based editing, and inquiry. This capability extends to applications, such as Tax Billing (TX) and any historical information that is stored on the Building Permits (BP), share common parcel system. The amount of historical data you can data from the LM system. This provides for HTE, Inc. Town of Southold maintain is essentially a function of disk addressability, a high level machine interface, storage. integrated relational database, and object 0 orientation. The AS/400 operating system, HTE's Team Approach OS/400, is an integral part of the system's architecture and operates across the entire We take a unique approach with respect to our product line. This overall approach marries the application teams,these teams are called project function of the hardware with the operating teams. Each team is composed of a product system yet protects you from changes made at manager, support programmers, application the hardware level. OS/400 is a key contributor specialists and documentation specialists. The to the system's significant ease of use and product manager is responsible for overseeing minimal system administration demands, all development, installation, and support of the because it manages and administers the given application. Support programmers are majority of the low level system functions. responsible for all client support, requested modifications, and planned enhancements. The The AS/400 high level machine interface application specialists are responsible for provides us with the ability to write applications product demonstrations and installation without regard to the actual processor training. The documentation specialists are implementation at the machine level. Because responsible for developing and maintaining the of this, you are freed from concerns about the application's documentation. This approach lifecycle of the processor architecture and the fosters a true sense of ownership among team ensuing overhaul effort at the end of the members. lifecycle. In fact,this architecture will shield you and your applications from the upcoming This team concept also enhances our support change to 64-bit RISC processors that will be capabilities; requests for support are routed to utilized in the AS/400 product line. It also the appropriate team and not a generalist. Our protects the original investment of the 250,000 documented problem resolution process has this AS/400 installations worldwide by making this S team concept as its centerpiece. Additionally, change available as a field upgrade. the individual who demonstrates our product is likely to be the person involved in your The AS/400 as a Relational Database Engine implementation. This approach also ensures that documentation is revised with software The AS/400 utilizes an integrated relational enhancements. database within the operating system. This 4GL relational database is embedded in the The AS1400's Integrated Architecture operating system, and this approach enhances system performance. This architecture allows Our applications have all been developed us to take advantage of the power of the utilizing the IBM AS/400 4GL integrated database with all our applications being written relational database. We are committed to this native to OS/400. This approach also provides platform for some very compelling reasons. additional ease of use and system administration because it relieves you of The IBM AS/400 is a platform that establishes a version/release complications between new class of computer system. The AS/400 operating system and relational database. The architecture differs from any other presently AS/400 also allows for scalability within the offered by IBM or any other vendor. The product line. The same operating system runs AS/400 utilizes single level storage with 48-bit on the smallest to the largest AS/400 system HTE, Inc. Town of Southold offered. This provides you with a potential standards include the following: OSIX, OSF, growth of over 20 times throughout the entire X-Open, TCP/IP, Token-Ring, Ethernet, SNA, product line. This also implies that any X.25, OSI, SQL , DRDA, DCE, CICS and application written for the AS/400 is also multiple languages. Through IBM's statements portable across the product line. of intent, IBM is also seeking formal open system compliant designation for the AS/400. This environment is optimal for the type of The X/OPEN Foundation's X/Open Portability commercial application being proposed. The Guide (XPG4) Base Branding identifies a set of AS/400 was designed to perform optimally in common standard elements making applications an interactive, online transaction processing portable across compliant platforms. It is IBM's mode. The hardware implementation utilizes intent to receive this designation for the multiple processors in addition to a central AS/400. processing complex. There are separate processors to handle communication AS/400 Capabilities subsystems and I/O subsystems. This approach frees the CPU to handle the application The AS/400 integrates security capabilities processing workload. Overall,this architecture within the operating system. This security is provides a much more balanced and enhanced both application and device level enabled. This performance. feature allows us to offer you a flexible approach to security. Security is established at The OS/400 environment also provides you the user level with a user profile. Within our with a rich set of other utilities that are applications, users can be given the ability to integrated and therefore contribute to the authorize access by menu or even menu item. system's overall ease of use. These utilities A given user can be granted full access, partial include such items as communication tools, access, limited processing, inquiry only or no configuration tools, and systems management access to an application. In addition, AS/400 and network tools. The integration of such can limit access to the system on a device level. tools once again reduces the complexity of This capability also applies to system function version/release compatibility maintenance. The as well. systems management and networking tools also contribute to the AS/400's strength in the The advanced capabilities of the AS/400 client/server model. provide you with the ability to automate daily operations more fully than any other platform The AS/400 is an Open System available. The system is capable of performing unattended backup, shutdown, and IPL. The AS/400 is an open system. While there can Advances in AS/400 I/O equipment have be no single, universal definition of"open' , brought the system to outstanding levels of there are certainly some basic criteria to which reliability, serviceability, and availability. any system must adhere in order to put forth Other features such as save-while-active, this claim. The AS/400 currently adheres to a journaling and checksum contribute to the high variety of industry and de facto operating level of data protection. system, database, and communications standards. Additionally, IBM has provided a Analysts' View of the AS/400 statement of direction which outlines IBM's intent to continue to adhere to existing open We believe that the AS/400 is the most standards and meet evolving standards. These efficient, cost effective platform on the market HTE, Inc. Town of Southold today. Our belief has been borne out in a recent available for supporting enterprise server independent consultant's study. This study was platforms and their client/server applications." 0 conducted by the International Data Corporation (IDC). The study utilized IDUs "The AS/400 continues to articulate a Cost-to-Use model, which takes into comprehensive Enterprise Server Platform consideration all aspects of system ownership direction. New function combined with future and operation. This study found that the RISC platforms should be seriously considered AS/400 on average was 30% less expensive to by potential new AS/400 users looking for a own and operate than a comparable Unix relatively painless approach to client/server system or PC LAN. This fact is attributable to computing. " the AS/400's integrated approach. A copy of this study is available for your review. It is obvious that the AS/400 is the appropriate 0 platform for local governments contemplating In addition, recent articles in the industry press an overhaul of their IS investment. It should have discussed the outstanding value the not be ignored, given its integrated approach, AS/400 is bringing to the client/server ease of use, and maintainability as well as its marketplace. The most recent AS/400 advanced technology. announcements, with respect to client/server and open systems, have even won over past HTE's Commitment to You critics of the platform. With the statement of support by IBM for the SPEC 1170 standard We are confident in our continued success and and the rewritten operating system,there seems viability as a software provider. We owe this to be no doubt that the AS/400 is leading the success to our continuous development and industry by leaps and bounds in delivering an enhancement of our products. We view integrated and open client/server solution. The excellence as an on-going process that never quotes below are excerpted from Gartner Group ends, rather than as an end in itself. notices regarding the AS/400. We sincerely believe that any reasonable "The AS/400 will overcome proprietary and evaluation of our products and services, such as performance stigmas by 1996 and be positioned the effort you are undertaking, will ultimately as a preferred enterprise offering." lead you to the realization that we offer you true "OS/400 V3R1 is a massively redesign and value and a genuine partnership. We are not, recoding (C++) of OS/400 and its related however, complacent about our products and middleware subsystems. This should help avoid services. We are committed to not just some of the 'dirty code'problems of previous maintaining our reputation but improving it. competitive 'open proprietary'systems and set a clean base for continued enhancement." r "A preliminary analysis of the (AS/400) database features comparing DB2/400, Oracle v.7 and Informix shows that DB2/400 will match or better the competitive products. " "The Gartner Group Midrange Computing Strategies service considers the Advanced Series (AS/400) to be the best technology HTE, Inc. Town of Southold HTE Application I FINANCIALS Work Orders/Facility Management G General Ledger M Accounts Payable LAND BASED i B Budgets Land Management A Projects Customer Info System Extended Reporting Building Permits Accounts Receivable Cash Planning & Zoning Citation Management ReceiPtS Tax Billing Citation Management Business Licenses Code Enforcement • Purchasing/Inventory Geographic Information Fleet Management System (GIS) Asset Management OfficeVision Payroll/Personnel HTE Corporate Overview Industry Focus available through the relational database inherent in these processors. TE was founded in 1981 to provide a fully integrated line of software products to As the IBM midrange computers advanced to local governments and utilities. For more incorporate new technology, our applications grew than 10 years we have specialized in that market, with them,providing customers with the latest and that market only. Our products have evolved features and functions without requiring an and matured through the input of our customer additional investment in software. base, which now numbers more than 500. Our corporate headquarters is located in Orlando, Today, our commitment to your future remains Florida, and we have offices across the nation. strong as we further develop our products to operate on a variety of platforms. This offers you We believe that our industry focus and experience the best of all worlds--proven software,true have enabled us to grow and prosper in the face of hardware flexibility, and the ability to operate in tough economic times, constantly changing an open systems environment. technology, and increased competition. While other firms have diversified and stretched their Standards Compliance development and support in many directions, we continue to allocate 100% of our resources to the Our applications conform to well-established same market in which we began more than a industry standards recognized by government decade ago. professional organizations such as GFOA and GASB. Many of our developers and application Commitment to Your Future specialists are members of such organizations and are aware of changing trends and reporting Commitment to your future is the cornerstone requirements. As a result, our applications are upon which our company is built. This constantly updated and enhancements are released commitment began when our company founders, periodically to address these requirements. Dennis and Jack Harward, chose to develop applications exclusively for the newer, more In addition, our customers always have access to powerful IBM midrange processors that were governmental specialists at HTE who can provide introduced in the mid-1980s. Our applications support and advice on both application and were designed to provide advanced functionality procedural matters. HTE, Inc. Town of Southold Our Pledge to You In little more than a decade,HTE has>grown from a start-up company of seven people to a government software leader with more than 200 employees. Our history of growth, success,and stability in your »industry is the best proof you have that we will be there to provide you with ongoing support and product • enhancements. We continue to'strengthen our support and development efforts and constantly look for new ways to ensure that we provide you with "More Than Software..." • Significant Corporate Events 1983 IBM Marketing Assistance Program helped us attain our goal of dominance in the small and medium-sized municipal market in Florida. • 1984 We developed a fully integrated utility billing and financial system, which led to national recogition as a provider of turnkey integrated solutions. 1987 IBM granted us national Business Partner status, which reflected our growing reputation i in the industry for providing quality products and service to our customers. 1987 We began to shift our application development from a third-generation programming language to a computer aided software engineering (CASE) environment, using a development tool that generates cross-system product code. • 1989 The HTE Users Group (HUG) was established to promote interaction among HTE customers and to provide direction for development of new products and product enhancements. • 1992 We expanded into the international market with our first Canadian and Caribbean customers. 1992 We were one of the first business partners worldwide to be selected by IBM as a Premier • Business Partner, a special designation awarded mainly for our commitment to customer satisfaction and quality initiatives. 1993 We acquired two public safety software companies, which became known as HTE Public Safety,providing us with mobile data technology and expanding our product line to • include applications for Police, Fire, and Emergency Medical Services. 0 HTE, Inc. Town of Southold 1993 The cities of Anaheim, California and Ft. Worth, Texas selected HTE to provide them • with a state-of-the-art Customer Information System, which led to our recognition as a solution provider for larger markets. 1993 The Atlanta Committee for the Olympic Games and IBM chose us to develop a touch-screen kiosk information system for the 1996 Summer Olympic Games. This opportunity provided us with new development tools and technology, which we began to apply to our own applications. 1993 Our financial and utility billing applications incorporated bar code and OCR scanning technology. 1994 An object-oriented programming tool was adopted for development of new products, enabling us to offer client/server applications with multimedia components and a graphical user interface. • 1994 We began using a new CASE tool that generates code for several different Unix environments. Use of this tool ensures that our customers have a truly open environment, which is not only hardware independent, but also allows our customers to choose from a • variety of database management systems without affecting the software applications. 1994 We achieved the Bronze Level designation in IBM's Mark of Quality Award program in recognition of our continued high level of customer satisfaction and quality processes. • 1994 We established a partnership with Hewlett-Packard, enabling us to offer our applications on their HP Unix platform. 1994 We acquired pen-based computing technology, which is being applied throughout our product line as an alternative to manual forms. • • HTE, Inc. Town ojSouthold HTE Product Direction 0• ver the past decade, we have system, result in reduced training time developed a solid reputation as a and cost. provider of highly flexible software applications to meet the growing business ♦ Alternatives to keyboard data entry -- requirements of our public sector customers. Ability to use a mouse, scanner, voice But past success has not kept us from looking commands, pen, and other technologies to the future. We realize that flexible enables you to enter data faster, more applications are not enough. Rapidly efficiently. changing technology and ever-shrinking • municipal resources demand that we provide ♦ Multi-tasking capability -- Performing hardware flexibility as well. And this is the multiple tasks at the same time allows you direction in which we are headed. to complete your business tasks more quickly. We plan to evolve our highly successful suite of applications to function in a client/server Making Our Plans a Reality environment. This aggressive strategy requires significant effort. However, we feel To deliver client/server products that provide that the benefits to you are such that we have all of these benefits, requires specialized committed the resources to accomplish it. development tools. We have selected tools • that allow us to capitalize on our strength of HTE's client/server products will offer you: providing solutions to business problems while working in a platform-independent ♦ Platform-independence -- Hardware environment. These tools will enable us to platform, database, and workstation deliver reliable applications faster at less cost. • operating system are independent from the With use of these tools, emerging applications, providing you freedom of technologies such as multimedia, voice choice today--and in the future. recognition, pen-based computing, and others can be easily incorporated as your business ♦ Choice of productivity tools -- Word needs demand. • processing, spreadsheets, and other tools enable you to easily manipulate data from Protecting Your Investment the server. Our direction towards client/server products ♦ Business graphics -- Graphical has a single goal: to protect your investment. • presentation of data improves your ability Rapidly changing technology should not to analyze data, leading to more informed mean that the choices you make today result business decisions. in a worthless investment tomorrow. We intend to provide applications independent of ♦ Intuitive, work-centered applications -- technological trends to ensure that the • Business applications modeled after the investment you make today is your foundation real workplace, instead of as required by for the future. the computer hardware or operating • HTE, Inc. Town of Southold Section 2 i { In on • • • • Features Common to All HTE Applications • ince our inception,we have developed applications depending on the needs of each our software solutions for one market individual. • only --the public sector-- specifically cities, counties,utilities,public safety The menu driver system provides you with a agencies, and other government agencies, great deal of flexibility by allowing you to: such as transit authorities. We provide solutions to help you attain the following ♦ Easily set-up new employees to a general • goals: model or to a highly specific set of menu options, based on the options they are ♦ Increase productivity most likely to use. ♦ Improve timeliness and accuracy of ♦ Authorize an individual to control exactly information what menu options each user is authorized • ♦ Improve information flow to or can even see. ♦ Decrease costs ♦ Exit a particular function, enter another authorized function, then re-enter How HTE Helps You Achieve Your Goals the previous function exactly where you left off. • We help you achieve the above listed goals by The menu driver system allows you to providing the following in every HTE software work with multiple applications and product: options in a single work session without ♦ 'Easy-to-use, menu-driven applications the hassle of stopping one session and • ♦ Security starting another. This helps you save ♦ Application integration time and improve efficiency. ♦ User-defined information Security-- By controlling user access to ♦ Extensive online documentation information, you ensure that the ♦ Land Management centralized location database integrity and confidentiality of sensitive • ♦ Custom report generation information is maintained. Each application has security capabilities to Major Features of HTE Applications control user access. This is provided through an enhanced menu option security procedure • designed to permit employees to access only Menu Driver-- Our Menu Driver system is the online functions to which they are included with the purchase of any of our software products. The menu driver system authorized (see the menu driver explanation provided above). You can set up the enables you to work with information in different application menus and options. restrictions for an individual, or you can• With the menu driver, you set up customized group individuals together and specify the menus containing options from different authority for all individuals in that group. 0 HTE, Inc. Town of Southold • • • You can also set up authority to view field. The Function 3 (F3)key will always information only, but not to alter it. exit the function. User profile maintenance screens enable you Why is SAAICUA important to you? to control access to defined areas of information within the applications. You can SAA/CUA standardsreduce;the training time provided unlimited access to all menu options needed to learn'screen functionality, allowing 0 within an application or limited access to you to move easily from one application to options within a specific menu. another, secure in the knowledge that each application has the same look and feel. User profile information is defined on both the system and application level. This allows you to establish security at a system level for User-Defined Information users of multiple applications or at the specific application level for restricted access. Table Files and Code Files Integration -- Application integration is the Our products are designed with maximum 0 ability of applications to work seamlessly to flexibility in mind, and with an eye to making share data and functions without unnecessary our software products your software solution. duplication. Beginning at the design stage, To help us achieve this goal, we make HTE applications share common functions extensive use of table and code files that and data access in a way that is most logical allow you to determine as much of the 0 and natural for you. Our application application definition as possible. For integration eliminates redundancy, resulting example, you select the types of services in: offered in utility billing or the number of decimal positions you desire in your hourly ♦ Timely accurate information rates in payroll. Use of this programming 0 ♦ Reduced data storage technique gives you the power you need to ♦ Easy access to detail information make the application software yours. If we did not use this type of programming, you With application integration, each data would be forced to call our programmers to element is stored in a single location make a simple change, such as what your cash 0 regardless of the number of applications that account may be in your general ledger. use it. Duplication of common functions is Documentation -- Our documentation is avoided. presented in a context-sensitive, online SAAICUA -- System Application Architecture format. It is written by Documentation (SAA) and Common User Access (CUA) are Specialists who, as part of the Product Team, standards developed by IBM for screen have a thorough knowledge of the application. presentation. Since we adhere to these Our writers work closely with their team's standards, all HTE applications conform to developers, trainers, and customer support specific criteria in the design process. For representatives to ensure that the example, the Function 4 (F4) key will always documentation contains the information that provide a list of valid entries in the selected you will find most useful. HTE, Inc. Town of Southold • • • Land Management-- Early in our history, we saw the importance of a geo-based land • management concept. The Land Management philosophy used in HTE applications allows our applications to share a database of information, such as a common location, parcel-based land file. This centralizes many • functions and eliminates the redundancy typically found in applications that are not designed to be integrated. Custom Report Generation -- In addition to • the standard reports that are part of each HTE application, you can generate custom reports through the use of an ad hoc report writer. The report writer provides you with almost unlimited access to fields within HTE • applications, allowing you virtually unlimited reporting opportunities. You can even save these custom generated report options and make them part of a menu to be easily retrieved at any time. We can train you in the • most efficient use of the report writer. Using a report writer is just another way we give you power over your system and help to truly make it your software. • • • • • HTE, Inc. Town of Southold Government Management and Budgetary Accounting (GMBA) • • TE's GMBA Features Government HManagement ♦ GFOA standard format chart of accounts and Budgetary ♦ Transaction entry ♦ Disbursement processing Accounting (GMBA) ♦ General ledger posting software application ♦ Budgeting offers a complete ♦ Project tracking fund-oriented ♦ Investment tracking encumbrance ♦ Standard and customized reporting • accounting system that ♦ Financial reports (with the Extended Reporting includes many module) features, some of which are listed on the right. The chart of Receive Transactions From accounts setup and variety of user-defined ♦ Cash Receipts ♦ Purchasing/Inventory information allow you ♦ Accounts Receivable • to tailor GMBA to ♦ Building Permits your organization's ♦ Asset Management specific needs. GMBA ♦ Fleet Management can work alone or with ♦ Business Licenses other HTE ♦ Payroll/Personnel • ♦ Planning and Zoning applications. In ♦ Tax Billing and Collections GMBA you may ♦ Customer Information System receive transactions ♦ Work Orders/Facility Management from all the • applications listed on the right. • HTE, Inc. Town of Southold Primary Features of GMBA needs. You can specify the accounts you want to participate in pooling. Customized control GMBA allows you to adjust journalizing Available budgeted funds control guidelines to your specific requirements, GMBA helps you keep track of account including account range, automatic vendor budget limits with an automatic warning if a and invoice numbering, duplicate invoice transaction exceeds the budget. You can set validation, report specification, and pooled the level of warning, including transaction equity. refusal. Security Copy/reverse transaction groups You can control which users have access to You can retrieve transaction groups to copy or menus and menu options, account data, reverse. You can copy groups to speed up transaction groups, budget information, and routinely recurring payments. You can budget worksheets. reverse groups to correct group errors. 0 User-defined information Encumbrance liquidation You can set up codes to track or control a GMBA can automatically liquidate variety of information, including: encumbrances during transaction entry. ♦ Banks and other financial institutions Online transaction editing and updating ♦ Kinds of transactions You can edit and update transactions ♦ Projects, project types, sub-types, and immediately after entry, without waiting for other factors the edit list. ♦ Informational notes and justifications ♦ Kinds of investments and securities Payment selection ♦ Budget levels You can withhold vouchers from payment, ♦ 1099 form types select vouchers for immediate payment, or preset the payment date for a list of accounts Multiple accounting periods and fiscal years payable. Vouchers automatically move to the Daily activity can be updated without closing Expenditure Approval List when the payment out the previous month. You may open a new date occurs. fiscal year while closing out the current one. Payment consolidation Online account data GBMA can automatically accumulate all You can quickly retrieve all account data payments due to a vendor and print a single online. You can search for an account using check for the total. all or part of its number and view all information posted. Custom AP checks You can select the items your organization 0 Pooled equity or due to/due from accounts wants to include on check stubs. HTE can You can choose pooled equity or due to/due also help you design your checks so that from accounting to suit your organization's GMBA can use a laser printer to print them 0 HTE, Inc. Town of Southold on plain paper, eliminating the need for Investment tracking pre-printed check blanks. GMBA maintains investment portfolio or • pledged security information. You can also Vendor activity tracking distribute interest to accounts you select. You can track vendor activity by name and invoice. You can view the information online Customized reports or print an activity report. Vendor You can tailor reports to your organization's • information is available by encumbrance, as needs, selecting guidelines for transactions, well as by current and paid invoices. activities, tracking, and printouts. You can choose which reports print automatically, Project tracking and reporting select the number of copies, and specify You can track and report on projects by a whether GMBA files the report information • selection of user-defined criteria. You can online or discards it after printing. track one project, or multiple projects with one or more common factors, and you can Custom options track projects across one year or multiple With the custom options feature,your data years. processing staff can set up special programs, • such as queries, that users can run from a Project budgeting simple menu option. You can budget projects by project, account, or fund. You can assign multiple accounts to a project, or multiple projects to an account. • You can set up funds dedicated to a project or projects. Budget planning Using worksheets for which you define the • specifications,you can prepare an unlimited number of budget variations. You can also perform "what if' budget financial scenarios. Budget preparation • You can prepare budgets using customized reporting, monthly allocation,justification narrative, and projection capabilities. Next year's chart of accounts creation • You can create the next year's chart of accounts, complete with budget estimates, in one easy operation. Online budget inquiry • You can view account status, actual balance, and monthly budget comparisons with previous year figures. • HTE, Inc. Town of Southold Accounts Receivable TE's Accounts • Cash Receipts ! Receivable Accounts Receivable receives cash payments and deposits from Hsoftware Cash Receipts. application is a flexible • Government Management and Budgetary Accounting billing, processing, and (GMBA) • record keeping system GMBA receives transaction information from Accounts for all types of Receivable and processes refunds. receivables. You can tailor Accounts • Land Management Receivable to your You can use parcel and street address records in Land • Management to associate charges with locations. organization by defining certain codes, such as ♦ Building Permits charge types and You can process charges and bill contractors for their customer types. application and permit fees. 0 Accounts Receivable offers optional modules • Work Orders/Facility Management You can enter information and process charges associated with for loans and ambulance work requests. billing, and can work alone or with the HTE ♦ Case Management software applications You can process charges associated with court cases, monitor listed in the next column. delinquencies, and issue notices. ♦ Citation Management • You can process charges for citations, monitor delinquencies, and issue notices. ♦ Purchasing/Inventory You can track inventory through charge codes with associated ! inventory records. • ` HTE, Inc. Town of Southold Primary Features of Accounts Penalty4l"nance charge calculations Receivable You can establish penalty and finance charge calculations for delinquent charges by setting up Customer record management calculation tables that include minimum dollar Accounts Receivable allows you to assign amounts,percentages, or flat fees. Penalties and primary and alternate billing information for finance charges calculate according to the age of customers. In addition to billing information, you the charge. can create customer records that store loan detail. You can maintain customer records by changing, Aging updates transferring, and merging customer types. Accounts Receivable ages charges daily to provide up-to-date inquiry information. An aging + User-defined information update is initiated when the first user signs onto You define the type of information you want to the system. Charges are also aged when you work with by setting up codes tailored to the update transactions in Accounts Receivable. specific needs of your organization. You can view user-defined codes online and print a list of Information processing Accounts Receivable provides a variety of them. processing methods that allow you to update Flexible charge entry and maintenance specific transaction information in customer Accounts Receivable provides a variety of ways records. Accounts Receivable processing to enter and maintain charges. You can enter prepares transaction entries and sends them to charges for specific customers, multiple HTE's GMBA (Accounting) software application. customers, or by charge group code. You can In AR, the following processing methods are change, delete, and view pending charge records. available: Online charge adjustments and transfers allow you to maintain updated charge records. Cost • Statement processing r breaks for varying quantities can also be set up. Updates charge,payment, deposit, and adjustment transactions and prints customer Automatic charge generation statements. You can select whether you You can eliminate charge entry time by setting up want to generate automatic charges. charge records that contain established billing Free-form messages can also be created to schedules. In statement processing and invoice print on customer's statements. processing, you select whether you want automatic charges to generate. • Invoice processing Updates invoiced charges and prints Customer zero charge maintenance invoices. You can select whether you want You can keep records for charges when you do to generate automatic charges. not yet know the charge amount. These records remain pending on customer accounts until you • Update processing change them. You can change zero charges by Updates payments, deposits, and entering a charge amount or applying payment to adjustments. a zero charge. ♦ Refunds processing HTE, Inc. Town of Southold Generates refund transactions for Detailed online inquiry overpayments or deposits. Accounts Receivable provides a variety of • inquiries to allow you to easily access the ♦ Write-off processing information you need. Generates write-off transactions for uncollectible debts. Customer correspondence Accounts Receivable works with IBM's 9 Customized invoice and statementforms OfficeVision/400 word processing software to Accounts Receivable provides statement and provide delinquency notices and form letters. invoice forms tailored to your organization's Employees familiar with word processing can needs. Statements and invoices automatically create customer correspondence documents. print when you perform billing updates. You can 0 reprint statements and invoices on demand. Refund capabilities You can process refunds for overpayments and Payment posting priority deposits on customer accounts. Refunds can also You can apply payments to specific charges or be processed for payments which have been invoices on customer accounts. Or you can received and entered into the system but have not 0 predefine a payment order by assigning posting as yet been posted to the account. Accounts priority numbers and payment sequence numbers Receivable works with GMBA to process to charges. refunds. Accounts Receivable sends voucher transaction information to GMBA. Then GMBA Reverse and transfer payments issues the refund check. Online reverse and transfer for payments allows you to maintain payments on customer accounts. Write-off capabilities Accounts Receivable allows you to write off your NSF transactions organization's uncollectible debts. You can You can reverse payments for checks returned process write-offs by customer, charge age, because of insufficient funds(NSF) and assess charge group code, and maximum dollar amounts. charges for the NSF transaction. Accounts Or you can use the online write-off to remove Receivable creates the appropriate general ledger uncollectible debts on customer accounts. entries. A record of the NSF transaction remains on account history. Comprehensive reporting capabilities Accounts Receivable allows you to print reports Customer deposits and listings on demand. You can print many Accounts Receivable maintains deposit balances reports for user-specified customers and other on customer accounts until you determine printing selections. Examples of demand reports whether to refund or apply deposits. Online are: options to refund and apply deposits allow you to maintain deposit information in customer ♦ Customer Activity Listing accounts. ♦ Customer Aging Report ♦ Pending Cash Listing ♦ Customer Paid Charge Listing • HTE, Inc. Town of Southold In addition, Accounts Receivable automatically ♦ Provides response statistics for patients, prints update reports when you process along with supply/medication usage transactions. statistics for on-line viewing and reporting ♦ Prints HCFA insurance forms for qualified Mailing labels ambulance charges Accounts Receivable can generate mailing labels ♦ Automatically bills primary and secondary for customers. These labels print on standard 1 insurance providers 1/3" by 4" label stock. You can modify the label ♦ Offers automatic account write-off if format. ambulance charges are not paid ♦ Generates a variety of reports and listings Subset selection Accounts Receivable provides subset selection for Special Assessments charges and customers. Subsets allow you to select specific information to work with. You can ♦ Automatically creates loans for a selected use subsets to reduce clerical tasks when you group of parcels view or maintain information. You can also use ♦ Automatically calculates loan amounts subsets to select customers for processing. based upon the unit of measurement used for each parcel of property Optional modules ♦ Assigns loan numbers ♦ Automatically tracks loans and generates Loans loan charges • ♦ Automates payment of principal, interest, ♦ Assigns loan numbers and penalties ♦ Automatically tracks loans and generates ♦ Prints statements, invoices, or coupons loan charges ♦ Calculates payment schedules, payoff, and ♦ Automates payment of principal, interest, per diem rates • and penalties ♦ Prints statements, invoices, or coupons from your printer ♦ Generates actual and scheduled amortization for reports and inquiries ♦ Calculates payment schedules, payoff, and per diem rates Ambulance Billing ♦ Maintains Ambulance Service Membership and dependent information ♦ Maintains insurance information, including primary and secondary coverage for each dependent ♦ Prints renewal notices ♦ Automatically renews memberships and creates membership fees HTE, Inc. Town of Southold Asset Management • TE's Asset When interfaced with GMBA (Accounting), Asset Management sends Management accounting adjustment groups to GMBA for the following • software transactions: application is an ♦ Acquisition of assets and asset improvements automated system for ♦ Depreciation(monthly or yearly) of depreciable assets and asset tracking an improvements • organization's fixed ♦ Disposal of assets and asset improvements assets by asset number, description, and type; Asset Management can stand alone or work with the following other HTE software applications: location; cost center; tag or reference number; ♦ Governmental Management and Budgetary Accounting • and serial number. The (GMBA) same information is Asset Management transmits accounting adjustment transactions tracked independently to GMBA for editing and posting. These transactions are for up to 99 generated by Asset Management when assets or asset • improvements to each improvements are added, depreciated, or disposed. Asset base asset. Management also validates account information with GMBA. ♦ Purchasing/Inventory Asset Management receives pending asset records from • Purchasing/Inventory for items purchased from capital accounts. Asset Management uses this information to create a list of pending fixed asset records. The asset manager may add records of eligible items on this list to the Asset Management assets file as assets and asset improvements. • ♦ Fleet Management Asset Management notifies Fleet Management when the status of fleet equipment is changed to "D" (disposed). ♦ Work Orders/Facility Management Work Orders/Facility Management uses records in Asset Management to track use of assets in facility development and maintenance. • HTE, Inc. Town of Southold Primary Features of Asset Management • Depreciation schedule Rapid information retrieval Generate a schedule of remaining depreciation for Retrieve asset records for inquiry and the depreciable life of any selected depreciable maintenance by asset number, description, and asset or asset improvement. type; by cost center; by serial number; or by tag/reference number. Asset transfer Generate the accounting transaction adjustment Automated listing of pending fixed asset items groups and maintain an audit history for the Continuously update the Pending Fixed Asset transfer of base assets or asset improvements: Item file of items purchased from capital accounts. Using minimal key strokes, you can ♦ From one location to another add complete records of listed items to the asset ♦ From one cost center to another master file as base assets or asset improvements. ♦ From one tag/reference number to another ♦ From one base asset to another Generation of GMBA accounting transaction User-defined information groups Generate and transmit accounting transaction Set up custom information codes in each of the groups to GMBA (Accounting) and print reports following categories for managing the asset for acquisition, disposal, and straight-line master file: depreciation(depreciable assets) of assets and 0 asset improvements. ♦ Asset type ♦ Asset location Barcoding support for inventory control ♦ Method of acquisition Collect data using barcode scanners for physical ♦ Miscellaneous information inventory of fixed assets. (Requires some ♦ Method of disposal 0 additional hardware and software.) ♦ Transaction type Depreciation forecast report Inquiry and demand reports Print a forecast of the amount of depreciation that Generate inquiries and standard reports about will be taken at the end of the current depreciation records contained in the asset master file. You 0 period for all depreciable assets and asset can also display or print the history of improvements. You can review this information transactions sent to GMBA accounts, the audit before Asset Management updates the next log, the Pending Fixed Asset Item List, and the scheduled depreciation. Codes List. Asset Management maintains the following information about each asset and asset Depreciation update report improvement: Review depreciation taken for all assets and asset improvements. ♦ Asset description ♦ Asset tag/reference number Fixed assets- GMBA interface report ♦ Asset serial number Print a list of accounting transaction groups ♦ Acquisition date transmitted to GMBA (Accounting). ♦ Acquisition method (code) 0 HTE, Inc. Town of Southold ♦ Asset status and type (codes) ♦ Whether new or used • ♦ Purchase order number ♦ Vendor number ♦ Check number and date ♦ Project number ♦ Manufacturer, commodity, location codes • ♦ Asset class (governmental or proprietary) ♦ Purchase cost, capitalized cost, and salvage value ♦ Cost center, insurance coverage ♦ If nondepreciable or depreciable and • depreciation amounts ♦ Accounting transactions ♦ Disposal date and sale price (if sold) ♦ Miscellaneous information • • • • • • • HTE, Inc. Town of Southold Extended Reporting • • HTE's Extended ♦ Tailor financial statements and reports for specific needs and Reporting (ER) requirements software ♦ Establish report and column titles, number of report columns, and line item descriptions application generates the ♦ Select the fiscal year for a report and for each individual column data for user-defined on the report general purpose ♦ Set up each column for a period or a range of periods 0 financial reports. It ♦ Specify the kind of amount you want in each column: creates draft report - Original budgets printouts and files that - Revised budgets by period can be downloaded to a - Actual account balances - Variances generated by subtracting one column from another wordprocessing or - Percentages generated by dividing one column by another • graphics program. - Proration calculations performed on amounts for a specified Extended Reporting period, as set up in a proration table allows you to: ♦ Specify the rounding factor for amounts in each report ♦ Cross-reference accounts from your accounting application to ER • for line item and column balances ♦ Cross-reference project accounts from your accounting application to ER for line item and column balances ♦ Generate line item balances, column totals, sub-totals, and final totals • ♦ Cross-reference line items and columns for totals ♦ Link columns on one report to columns on another report for column amounts ♦ Copy line item descriptions or entire reports from one report to another report • ♦ Manually enter line item column amounts ♦ Adjust line item column amounts, break adjustments into individual portions, and attach text to adjustments ♦ Select a pre-formatted report for Federal Transportation Administration Section 15 reporting • ♦ Produce statements that conform to the guidelines of GFOA's Governmental Accounting, Auditing nd Financial Reporting (GAAFR). ♦ Shorten the time needed to prepare audit data and reduce fees charged by most auditing firms • 0 HTE, Inc. Town of Southold Primary Features of Extended combined totals for any or all of the detail lines Reporting above the specific totalling line. Variety of report types You can set up ER reports with as many columns ER allows you to create a variety of reports, (to a maximum of 200) as your printer can print. 0 including: You can assign specific report columns to each General orspecial moose financial reports -- detail line item, to establish which columns will Flexible user-defined reports allow you to set up contain balances for the line items. You can reports to suit your organization's financial assign each column to as many of the report's reporting needs. You can format them to retrieve detail lines as you want. You can set up each and combine account and project account column to retrieve amounts from any fiscal year balances in ways specific to your needs. You can for which data exists in your system. You can adjust the balances on the reports without designate the period or a range of periods for each changing balances in your accounting files. column. 0 Comprehensive Annual Financial Reporting You can set up columns that contain the result of (CAFR) -- CAFR reports retrieve information subtracting one column from another, dividing from your financial application. You can format one column by another, or calculating percentages them to meet GAAFR standards,then download of monthly amounts. You can set up totals them to a word processing or graphics program columns that contain the combined balance of for final preparation. selected column amounts across selected detail lines. Federal Transportation Administration(FTA) Section 15 -- Section 15 reports retrieve Cross-referencing accounts information from your fleet management ER uses cross-reference to retrieve account and 0 application. They are pre-formatted to meet budget balances from your accounting application Federal Transportation Administration financial and combine them for line item amounts on reporting specifications. financial statements. Multi-line report titles Cross-referencing allows you to connect accounts 0 Extended Reporting allows you to establish report and project accounts in your accounting titles with up to nine lines. You can establish a application with specific columns for specific line multi-line report title with text on all the lines, or items on reports. with blank lines between the text lines. ER automatically centers the title lines on the printed You can cross-reference the same accounts to page. more than one ER line item or column. You can use cross-referencing to combine funds in an ER User-defined line items and columns line item column. Extended Reporting report line items and columns are completely user-defined. You can Cross-references work one way only. That is, they do not affect account balances in your set up header, detail, and total line items. You can set up subtotal and total lines that contain the accounting application. 0 HTE, Inc. Town of Southold Cross-referencing for totals balance created from the cross-references. You You can create totals or subtotals by column by can attach text to each adjustment. i cross-referencing detail lines to a totalling line. You can create cross-report line item totals by Rounding factors cross-referencing columns to a totals column. You can set the factor by which balances and totals are rounded. You can set the factor for Account combination for balances each report, or can set a base factor that applies to You can subtract the balances of user-specified all reports. The rounding factors are 1, 10, 100, accounts in your accounting application from the and 1000. balances of other user-specified accounts to produce results that print as line item amounts. Page printing format You can select the direction and number of • Linking columns columns that print on report pages. You can You can link a specific line item and column to a choose vertical or horizontal page direction. You designated line item and column on a different can choose between two or four columns to the report. When you process the report, ER brings page for the vertical direction, and four or seven the amount from the linked report and prints it on columns to the page for the horizontal direction. • the specified line item and column. Cross-reference Listing Copy line items or reports The Cross-reference Listing allows your to check You can copy specific line items to a different which accounts in your accounting application are report. You can set up a report that is a cross-referenced to specific ER line items and • 'dictionary' of all the line items you commonly columns. use in reports. When you need a new report, you set up the report's format and copy the needed The printout includes line item balances, budget line items to it. balances, calculated totals, and adjustments (if any). • You can copy a complete report to a new report name. If you need a report that is similar to an Adjustment Report existing report, you can copy the report, then You can print a report that shows all adjustments change the new report as needed. If you want the made to report balances. same report but for a different fiscal year, you can • copy the report and change the fiscal year. Section 15 reports Extended Reporting (ER) contains partially Manual amount entry completed FTA Section 15 reports. You can You can manually enter amounts or totals that select the desired report from the list and cannot be generated by cross-references, for complete it by: either detail or total line items. You can attach text to each manual entry. ♦ Creating the columns ♦ Setting up the cross-references Adjustments ♦ Building the totals You can make adjustments to cross-reference generated line item balances. You can enter an amount you want to add or subtract from a balance. The adjustment is added to the column HTE, Inc. Town of Southold Once the report is completed,you can download the file to the appropriate software application for final processing and printing. Personal computer file For each report, you can create a file that you can download to a personal computer(PC) for word processing and graphics. You can create the file with character data or numeric data. • • • • • • • 0 HTE, Inc. Town of Southold Payroll/Personnel TE's Payroll/ ♦ Governmental Management and Budgetary Accounting Personnel offers (GMBA) flexible, The interface to GMBA enables you to update Payroll/Personnel expenditures and liabilities automatically to the proper general accurate control over ledger accounts when you close a payroll. Payroll/Personnel payroll accounting and creates debit and credit journal entries for each expenditure and employee personnel liability account. Payroll/Personnel expense and liability account 0 records. You can tailor numbers are validated against the general ledger chart of Payroll/Personnel to accounts. your organization by ♦ Work Orders/Facility Management defining certain codes, When Payroll/Personnel works with HTE's Work Orders/Facility such as hours types and Management software application, employees in various accruals. All departments enter job labor directly onto the Payroll/Personnel information is Hours Entry/Update screen. The payroll department then uses maintained online, the information to process the pay period. offering in-depth inquiry ♦ Applicant Tracking 0 and reporting Payroll/Personnel provides Applicant Tracking with codes you capabilities. Payroll/ use to maintain applicant information; including codes for Equal Personnel can work Employment Opportunity (EEO), disabilities, and family alone or with the relationships; codes for the skills you use to rank applicants; and 0 following other HTE codes to write applicant histories. Positions must be authorized software applications: in Payroll/Personnel before requisitions can be created using Applicant Tracking. Information about employees and applicants is transferred between Applicant Tracking and Payroll/Personnel. • Primary Features of Payroll/Personnel Unlimited user-defined codes You may set up an unlimited number of codes such as deductions, taxes, benefits, accruals, pay frequencies, and work schedules. This 0 means that the codes are meaningful to your organization. User-defined registers You can customize your registers by choosing the amounts included on the register. You also determine when the registers print. This S enables you to combine different types of amounts, such as benefits and deductions, on one report. 0 HTE, Inc. Town of Southold Direct deposit into multiple accounts Check reconciliation f Direct deposit allows employees at your Payroll/Personnel enables you to manually or organization to deposit their pay checks into magnetically reconcile checks that have cleared multiple accounts at various banks without ever the bank each month against the outstanding receiving a "real" pay check. Employees may checks you have processed. If your bank also elect to direct deposit only part of their pay provides you with a tape of the information from and receive a check for the remainder. your bank statement, you may use the tape to automatically reconcile you checks. If you Savings bond deductions cannot use a tape to reconcile, you enter the check Savings bonds are a special type of deduction that number and the amount for each check that you withhold from employees' pay. The money cleared the bank account. deducted is held in a savings bond account until enough money is accumulated to purchase a State reporting for unemployment and bond. Payroll/Personnel produces a Savings retirement Bond Bank Report and a tape that you send to the For employees at your organization who bank used by your organization to purchase bonds participate in a state retirement plan or on behalf of employees. unemployment insurance plan that requires you to submit reports and tapes to the state office that Multiple hours types administers the plan, Payroll/Personnel (PR) You may set up unlimited hours type codes to produces that report and tape for you. represent the types of hours your organization's Payroll/Personnel allows you to maintain the employees work or accrue. Every type of hour information before the report prints or the tape is employees work or accrue has a unique code, generated. including premium hours for FLSA overtime calculations. Vendor voucher batches Payroll/Personnel automatically generates vendor * Scheduled hours voucher batches for GMBA (Accounting). The Scheduled hours allow you to assign work GMBA user may then work with the batch just as schedules to employees so that at time entry you he would any other accounts payable group. only need to record exceptions such as sick time or vacation. Each employee in your organization may have a different schedule. Pre-tax deductions Adjustment before taxes codes represent the types of nontaxable deductions withheld from employee pay. The federal government allows employers to deduct certain items, such as deferred compensation and flexcomp plan contributions, from an employee's taxable pay to reduce the amount of taxable earnings. You may set up and assign an unlimited number of pre-tax deductions to employees at your organization. r HTE, Inc. Town of Southold Land Management • TE's Land ♦ Accounts Receivable Management Uses parcel and street address records to associate charges with • (LM software locations. application is a ♦ Building Permits centralized database of Uses parcel records to issue building permits to locations. land and location information. Property ♦ Business Licenses information is stored in Uses parcel and street address records to issue and renew parcel and street address business licenses for locations. location records. LM ♦ Code Enforcement assigns a unique Uses parcel records to track code enforcement complaints for • identification number to locations. each location. ♦ Customer Information System All land and location Uses parcel and street address records to track utility services and • information stored in LM service rates for locations. can be retrieved by other ♦ Planning and Zoning HTE software Uses parcel records to track zoning projects for locations. applications. These • applications are referred ♦ Tax Billing and Collections to as 'Geo-based ' Uses parcel records and property valuations to bill real and Sharing this data personal property taxes for locations. eliminates the need to ♦ Work Orders/Facility Management store duplicate land and Uses parcel and street address records to indicate the location of location information in work requests and facilities. other applications. The following geo-based • software applications can access LM location information: • ` HTE, Inc. Town of Southold Primary Features of Land Management You can also copy valuations from one year to the • next. Centralized land and location information LM stores land and location information that can Unlimited freeform text to store miscellaneous be accessed by all geo-based software information applications. This information includes: LM can store an unlimited number of lines of f notes, comments, and other miscellaneous ♦ Location identification number location information. You can mark important ♦ Location address lines of information as special notes. Special ♦ Owner information notes can'pop-up' when you retrieve location ♦ Land key (parcel identification) information within geo-based software ♦ User-defined alternate identification number applications. ♦ Legal property description ♦ Property valuations User-defined codes ♦ Miscellaneous information The centralized land and location information ♦ User-defined codes stored in LM contains many user-defined codes. User-defined codes allow you to customize the User-defined and user formatted land key data stored to your organization. LM has LM stores a land key for every parcel. The land user-defined codes for property uses, zoning, key is a user-defined and user-formatted field that Jurisdictions, subdivisions, commissioner represents the physical location of the property. It districts, and others. You can also set up an • unlimited number of user-defined code fields to is commonly named as the parcel or map number. You determine the number of sections in the store additional location information. When you field, the number of characters per section and the set up user-defined code fields, you name the names of each section. fields and determine entries allowed and required. User-defined alternate identification number Street dictionary that ensures consistent address LM provides a user-defined alternate location records identification key field to access locations. You You can set up a dictionary of all valid street determine the type of information stored as the names and number ranges for your area. LM can alternate location ID and the name for this field. use the street dictionary to verify every location address and display messages if you type invalid Legal property descriptions addresses. LM can create a street dictionary You can maintain a legal property description for using existing location addresses. every location. LM provides an unlimited number of freeform text lines for property Zip codes file that retrieves city and state descriptions. The zip codes file stores all valid postal zip codes and their associated cities and states. You never User-defined property valuations need to type the city and state for any address as You can set up an unlimited number of valuation LM retrieves this information from the zip codes codes to classify taxable property values and file. You can also add new zip codes on the fly. exemptions. LM stores property valuations and exemptions for an unlimited number of years. HTE, Inc. Town of Southold b Street name and location aliasAutomated journal management You can set up nicknames or commonly used LM journalizes all changes made to land and terms as alias' for street names or locations. The location data. Your organization determines the alias should not be the legal address, but another length of time to keep this history of changes. way of referring to the street or location. You can LM uses this information to record and display retrieve the locations using either the property changes to location and land data. address or alias. Location lien information Owner history You can assign liens to LM locations. You can LM can track all owner information changes, also view and report on liens assigned to locations such as name, address, and phone. Owner history in the following other geo-based software provides a record of previous owners, changed applications: owner information, dates changes were made, and users who made the changes. ♦ Code Enforcement ♦ Customer Information System Versatile location selection process ♦ Tax Billing and Collections You can retrieve location information using any of the following selection methods: Location database allows Geographic Information Systems integration ♦ Location ID (unique location identification The database of land and location information number) facilitates implementation of a Geographic ♦ Land key (parcel identification) Information System (GIS). GIS systems can ♦ Owner name utilize the unique location and parcel ♦ Property address identification numbers stored. ♦ User-defined alternate identification number Mass change capability for location information You can change street address and other information quickly for multiple locations. The mass change process provides ranges for locations to be changed. If a street name is changed within your community, you can use a single process to change the street name for all applicable locations. Mass location addition capability If you need to add a group of locations that have similar characteristics, such as a new street in a subdivision, you can add groups of locations quickly. When you add multiple locations, you indicate the information they will have in common. After the locations are created, you can maintain individual location information. HTE, Inc. Town of Southold r � • Planning And Zoning • TE's Planning ♦ Land Management and Zoning Use of Land Management is required for Planning and software Zoning because you use parcel records in Land Management application manages to track zoning projects for locations. planning and zoning projects through the ♦ Building Permits review and approval Planning and Zoning can display project and condition information in Building Permits about ongoing Planning and processes. Codes that Zoning projects. Planning and Zoning can also halt new you define allow you to building activity for properties involved in a project. tailor the system to meet the needs of your ♦ Cash Receipts organization. Planning You can collect revenue associated with Planning and and Zoning tracks all Zoning activities. phases of the project review process for you. ♦ Government Management and Budgetary Accounting Planning and Zoning (GMBA) Automatically updates Planning and Zoning works with word revenues to the general ledger. processing software so you can pull information Primary Features of Planning & Zoning from Planning and Project information entry and maintenance Zoning into meeting Your organization determines much of the information that is documents such as required for each type of Planning and Zoning project. Planning agendas and project and Zoning displays areas for you to enter project information. master documents. You can also use Project conditions maintenance WordPerfect to edit During the review process, your organization establishes the Planning and Zoning conditions of approval for a Planning and Zoning project. You documents. can set up standard, recurring conditions as user-defined codes and assign them to projects. Planning and Zoning E can also work with the Receipt collections and corrections other HTE software You can process payments for planning and zoning fees using applications listed in the features in the Planning and Zoning and Cash Receipts software applications. Processed payments update to Planning and next column. Zoning and then to your organization's general ledger accounts. You can also make corrections to payments before and after they post. ` HTE, Inc. Town of Southold Key project dates maintenance You can set up a list of important dates for a Planning and Zoning project. Key dates can include project milestones or personal reminders. • Document generation Project information serves as a valuable resource for creating meeting documents (such as agendas) and master project documents (such as staff reports). You can pull information from Planning and Zoning files to produce documents. You can edit documents using IBM's OfficeVision/400 or WordPerfect word processing software. • Project notification letters You can create notification letters to mail to individuals affected by Planning and Zoning projects. Data from Planning and Zoning can be merged with notice letter text. • • A • • HTE, Inc. Town of Southold Tax Billing & Collections • TE's Tax Billing Tax Billing works with the following HTE software applications (TX) software to provide a completely automated property tax billing and • application collections solution: adapts to your ♦ Land Management(LAI) organization, allowing Integration with Land Management allows access to flexible billing and centralized parcel information for real property tax • collections for single accounts. This information may also be linked to personal or multiple taxing property tax accounts. In addition, LM provides street entities. TX uses dictionary and zip code files for street address validation. property information Use of LM is required for TX. updated from your ♦ Cash Receipts (CR) appraisal district or Cash Receipts functions as the cash receiving center for tax assessor's office to payments. CR receives the payments and posts them to process tax bills. TX. As soon as payments are entered in CR,they display Using TX, you can as pending transactions on tax accounts. Use of CR is • calculate property required for TX. taxes and collect ♦ GMBA (Accounting) revenues for real GMBA serves as the financial backbone for TX revenue property, personal reporting. Integration with GMBA allows automatic 0 property, and motor generation of journal entries and apportionment to general vehicle tax accounts. ledger accounts. Use of GMBA is optional for TX. If your organization does not use GMBA, you can use journal entry reports provided by TX to manually update a general ledger. • Primary Features of Tax Billing & Collections Real property account information Real property tax accounts are based on Land Management 0 parcel locations. TX retrieves parcel information from LM, such as owner information,property addresses, property valuations, legal property descriptions, property uses, and acreage. TX stores billing information, such as entity and combined bill codes, roll codes, and loan company information. • • HTE, Inc. Town of Southold Personal property account information Yearly and supplemental tax calculations • Personal property tax accounts can be based TX can calculate property taxes by roll code on Land Management parcels or can exist for single or multiple billing periods each tax independently. Land-based personal property year. In addition, you can run supplemental accounts store the same information as real billing period and corrected bill calculations property tax accounts. Personal property throughout the year. • accounts set up in TX contain all owner and billing information. These accounts can also User-defined penalty schedule be attached to LM parcels. Your organization sets the penalty rates, interest rates, collection fee rates or flat Motor vehicle account information amounts, and discounts for each entity. TX • All motor vehicle tax account owner and can calculate delinquency fees using daily or billing information is stored within TX only monthly rates. and is not linked to Land Management parcel locations. Motor vehicle information stored Online calculation of delinquency fees ranges from make, model, and registration TX calculates penalties, interest, collection • numbers, garage addresses, and colors to fees, and discounts online based on owner and second owner names, addresses, user-specified effective dates. During inquiry and social security numbers. and payment entry, you can change the effective date to recalculate fees online based User-defined property valuations on any past or future date. • You can set up an unlimited number of valuation codes to classify taxable property Centralized collection of property taxes values and exemptions. TX stores property All tax collection is done in the Cash Receipts valuations and exemptions for an unlimited software application. Cashiers can accept all number of years. types of tax payments in addition to payments • for other HTE software applications. When Electronic valuations update you collect tax payments, you can store the HTE can update valuations electronically each payer information and override how payments tax year from your appraisal district or will apply to tax accounts. assessor's office. TX can also copy valuations • from one year to the next and can Payment application priority automatically generate adjustments for tax Your organization sets the guidelines for accounts in mass based on valuations payment application priority. You can apply changes. taxes to current year taxes first or to oldest year taxes first. You can apply taxes to • User-defined taxing entities delinquency fees first or evenly distribute You can set up an unlimited number of entity them among open taxes and fees. You can codes and combined bill codes (groups of have payments pay any open years or just entity codes)to identify taxing jurisdictions years specified. TX uses the rules you and their tax rates each year. Entity codes are establish as the standard for payment • also used to separate revenues disbursed to the application. However, during payment entry general ledger. you can override these rules. • HTE, Inc. Town of Southold i • Partial payment processing and roll. If you use the GMBA (Accounting) TX can accept partial payments. Your software application, TX generates and sends • organization determines whether partial journal entries to the general ledger when you payments apply to tax accounts as they are update calculations, payments, and received or are deferred. Deferred partial adjustments. payments are held until you receive the full bill amount. Then you can apply them to the Comprehensive adjustment process for bills account. and payments The adjustment process allows you to work Lock box payment processing with existing bills and payments in the Lock box payment processing is a custom following ways: feature that allows you to generate payment entries from computer-readable data. Your ♦ Increase existing bills and create new organization can accept magnetic media from billed records payment processing services or mortgage ♦ Decrease existing paid or unpaid bills companies and use it to generate applicable ♦ Refund applied and unapplied payments payment entries. ♦ Void payments 0 ♦ Transfer payments from one account or Versatile tax selection process bill to another You can retrieve tax account information ♦ Adjust taxes due without affecting bill using any of the following selection methods: amounts • ♦ Tax account ID (unique tax account Automatic bill adjustments number) TX can generate corrected bill entries ♦ Location ID (unique location automatically based on changed valuations or identification number) deductions. Corrected bill entries include ♦ Land key (parcel or map number) increases and decreases to existing bills. You ♦ Owner name can also transfer credits to new billed amounts ♦ Billed owner name in mass and generate credit refunds in mass ♦ Second owner name for accounts that have unapplied payments. ♦ Tax agent name ♦ Property address Online account history ♦ Real property alternate ID (user-defined Account history contains all billing, payment, key field) and adjustment transactions for tax accounts ♦ Personal property alternate ID for an unlimited number of tax years. In (user-defined key field) addition, online history of changes to property ♦ Motor vehicle alternate ID (user-defined valuations and deductions can also be stored. key field) Year summary inquiry Automated revenue distribution You can view all bills, payments, and Your organization determines the general adjustments for a tax account for a particular ledger accounts and funds to which journal tax year. This inquiry includes the total billed entries are made for TX transactions. You and paid for the year and a running balance by can set up multiple fund splits for each entity billing period. HTE, Inc. Town of Southold Customized tax statements and other forms these accounts. Lien transactions can be HTE custom designs tax statements for every processed through separate general ledger • organization. Your statements can include accounts. any information stored in Tax Billing or Land Management. TX can address bills to loan Uncollectible tax accounts companies or agents and also send notices to You can deem tax accounts as uncollectible if owners. you do not expect payment. You can write • off or purge uncollectible accounts. TX TX also provides the following customized maintains uncollectible account information, documents: such as reason code, amount, and date. You can exclude uncollectible amounts from ♦ Delinquent account statements receivable totals. An uncollectible status • ♦ Payment receipts displays for these accounts. You can accept ♦ Tax certificates payments for uncollectible accounts. Uncollectible transactions can be processed Comprehensive reporting capabilities through separate general ledger accounts. TX allows you to print and reprint tax • statements, delinquent account statements, Unlimited freeform text to store payment receipts, and other forms on demand. miscellaneous information You can print many reports on demand for TX can store an unlimited number of lines of user-specified date ranges and other printing notes, comments, and other miscellaneous selections. Examples of demand reports are: information about tax accounts. You can also • mark important lines as special notes. Special ♦ Payment Listing notes can pop-up when you retrieve account ♦ Outstanding Account Listing information and during payment entry. ♦ Adjustment Listing ♦ Tax Period-To-Date Recap • In addition, TX automatically prints audit reports when you process transactions, such as payment or adjustment updates. • Tax contracts You can set up individual payment plans or contracts for tax accounts. Your organization determines the terms of the contracts, including the contract amount, monthly • payment amount, maturity date, and others. TX accumulates the paid to date amount. Tax liens You can assign liens to tax accounts. TX • maintains lien information such as lien type, amount, and date and displays a lien status for 9 HTE, Inc. Town of Southold Building Permits • TE's Building Building Permits works with these other HTE software Permits applications: • software ♦ Land Management application manages Use of Land Management is required for Building your permit Permits because you assign application records to applications, structure property records. • specifications, and permit information. ♦ Business Licenses You can use Building Allows you to verify that contractors are valid before Permits to track plans issuing them permits. through the plan ♦ Cash Receipts review process. This Automates payment processing. With Cash Receipts, application also your organization can establish a central cashier. handles all facets of inspection processing. ♦ Government Management and Budgetary Accounting • (GMBA) Automatically updates revenues to the proper general ledger accounts. ♦ Accounts Receivable • Allows you to bill contractors for their application and permit fees. Primary Features of Building Permits • Flexible, user-defined application types You define application type codes for all types of building requests that your organization receives. These codes control the information you enter for a building request and the review process. You use these codes to tailor the way your organization processes different types of permits. User-defined permit types You define a permit type code for each kind of permit your organization produces. With these codes, you can set up a fee • schedule for each kind of permit. 0 HTE, Inc. Town of Southold Numerous search methods Display of free form contractor information If you don't know the number for an in Building Permits application record,you can easily access an You can type free-form contractor application or permit using Building Permits' information for contractors you set up in numerous search capabilities. Business Licenses or Building Permits. You specify where you want the free-form Automatic fee calculations information to display in Building Permits. User-defined permit fee calculations are available with Building Permits. Your Payment processing and payment organization can calculate permit fees based transaction corrections on units (fixtures, outlets, etc.), valuation, or a You can process payments using either HTE's combination. Cash Receipts or Building Permits software applications. You can also make corrections Easy, user-controlled fee changes to payment transactions. You can implement fee changes quickly in Building Permits. If your fee schedule Permit and other document printing changes in an upcoming year, you do not have You can automatically generate permits, to change each permit. For example, your inspection tickets, certificates of occupancy, organization may change only the fees and temporary certificates of occupancy. associated with unit charge codes. After you change the unit charge code, Building Permits Plan review uses the new fee schedule to calculate fees for Building Permits tracks applications through new permits. the plan review process. You can set up a different plan review sequence for each Monitoring of required and optional fees application type. You indicate which application fees are required or optional for application types. Notice letters for expiring permits Building Permits displays the fees you You can create and print notice letters for indicate when you select application charges. expiring permits. Building Permits works with word processing software so you can User-defined maintenance path for pull Building Permits information into your application maintenance tasks notice letters. You can set up your own maintenance path for application processing. Your maintenance Inspection scheduling, results, and path determines the areas of information you reassignment work with when you use your path to perform Building Permits has a complete range of application maintenance tasks. inspection processing features including: Automatic contractor requirements checking ♦ Inspection scheduling You can store contractor information in ♦ Required inspection sequences Building Permits, Business Licenses, or both. ♦ Inspection results entry Building Permits uses contractor information ♦ Inspection reassignment from one to verify that contractors are valid before you inspector to another issue permits to them. HTE, Inc. Town of Southold ♦ Daily Inspections List printing Escrow accounts ♦ Inspection penalty assessment You can set up escrow accounts in Building 0 ♦ Inspection inquiry Permits to hold money on account for ♦ Standard inspection request comments contractors. Contractors can pay permit fees directly from their escrow accounts. Touchtone telephone interface for inspection processing Inspector area assignments 0 Callers can use a touchtone telephone to With Building Permits, you can assign schedule inspections and find out inspection inspectors to specific geographic areas. results. Inspectors can use a touchtone telephone to enter their inspection results. Bond setup and tracking You can setup bonds in Building Permits and 9 Valuation calculations track those bonds until you release them. You can use Building Permits and user-defined valuation codes to calculate or Image enabled verify the estimated value of work being Building Permits works with a scanning done. system to allow you to scan documents into the Building Permits software application, and Hard holds on processing activity then store, view, and print them. (Additional Building Permits allows you to prevent all hardware and software is required.) application processing activity (except the entry of inspection results)by placing hard holds. Standardized permit Building Permits has a standardized permit you can use for printing permits. By using 0 HTE's standard permit, you can set up different print formats for each type of permit. Departmental responsibility The departmental responsibility feature allows 0 you to make specified departments accountable for processing certain kinds of applications and permits. An employee must be assigned to a department in order to process that department's applications and permits. • 0 HTE, Inc. Town of Southold MORE Computer Aided Dispatch (Multiple Operation Real-time Environment) HTE's System Overview • Computer Aided If desired, MORE can be configured with multiple screens. For Dispatch software, instance, if your agency has Automatic Vehicle Location(AVL) capabilities, one screen can display a map of your jurisdiction. MORE, allows a Icons that represent the location and the type of incident are dispatcher to perform placed on the map when incident addresses are verified. Vehicle more than twenty locations can also be plotted on the map. A second screen can be different tasks, all in a configured to display only unit and incident status for quick and real-time environment. easy reference. The primary screen would be dedicated to As many as eight incident entry and dispatching. • different tasks can be Additional workstations can operate in other areas of the station. displayed on a single For example, where records management personnel work they screen, including can enter information without disrupting other workstations, communications, even the dispatcher's. While records management and dispatch • incident information, functions use a common database,the Token Ring network unit status and others. controls data transfer between computers, allowing each As the dispatcher workstation to operate simultaneously and independently. completes each task, More important, because every workstation maintains • information is updated information on the same database, information entered or immediately without updated by records personnel is immediately available to interfering with other dispatchers. tasks or workstations. Scenario • 1. It is 4:38 P.M. A call comes in to the dispatcher from a young woman at the scene of a four car accident. At least two people are seriously hurt and a traffic jam is forming in all four directions at the scene of the wreck. • 2. Meanwhile, a two alarm fire rages in another section of town and is threatening to spread to a warehouse where hazardous chemicals might be stored. • 3. Another officer, busy at a traffic stop, is looking for information about a driver he believes may have been involved in a crime committed the night before. HTE, Inc. Town of Southold Continuation of scenario • 4. In another area of the station,two 11. Various other officers and personnel officers are entering data from the are handling computer data for a previous shift and are updating variety of tasks, which may include information about a number of name and location database • disturbances that occurred the night maintenance, incident inquiry or before. reporting. 5. In the office next door, a detective is trying to find connections between three or four robberies of local convenience stores. 6. Behind the station,two officers are performing follow-up duties on property taken in connection with an arrest. 7. In yet another office, a sergeant is compiling data from various printed • reports to see if his officers have time to conduct public safety seminars in local schools. 8. Down the hall in the administrative • area, a shift commander is comparing data to see which officers are most efficient at handling traffic stops. 9. The Police Chief is scanning data to determine if shifts are adequately staffed to handle the recent crime surge. 10. A staff person is preparing reports for state and federal officials that document the number of violent crimes committed so far this year. • • HTE, Inc. Town of Southold w w Case Management 0 H TE's Case Case Management incorporates HTE's Cash Receipts and Management Accounts Receivable software applications for processing case software costs, fines, and penalties. They enable you to assess and collect receivables,post payments to general ledger funds, monitor application is a delinquencies, and issue notices. flexible and centralized case Your organization may integrate HTE's Citation Management • system. Case and Case Management software applications. Integration Management adapts to provides two alternate methods of handling citation violations. multiple court After you enter citations, you can turn a citation into a case by either manually transferring a citation to Case Management or environments. automatically transferring a citation to Case Management upon Extensive user-defined entry. features enable you to tailor the system to fit Primary Features of Case Management your organization's specific needs. By Activity monitoring • defining areas of Case Management is a powerful tool that enables you to monitor the timeliness of case activities. This automated system tracks processing within Case deadlines more efficiently than a manual system. To monitor Management, you can case activity, your organization defines events that must occur manage cases from for specific types of cases. Since you define the events, the • any of the following system conforms to your organization's requirements. court levels: Case Management uses event information as a means to: ♦ Civil ♦ Generate calendar and docket entries ♦ Criminal ♦ Ensure that events occur by a specific due date • ♦ Trac ♦ Maintain case history ♦ Juvenile ♦ Generate documents ♦ Domestic relations ♦ Generate electronic mail items ♦ Claims ♦ Create financial activity • ♦ Appellate ♦ Dispose of cases Event calendaring Case Management provides you with a flexible, user-defined calendar system. A master calendar adapts to the various people • involved in cases (judges, attorneys, clerks, law enforcement officers). You can add, review, or change calendar items, as well as group multiple cases for a specific hearing date. 0 HTE, Inc. Town of Southold Multiple case access paths Case history • Case Management provides extensive case Case Management maintains a chronological indexing capabilities. You can retrieve cases list of events that transpire for cases. Case through a number of alternate access paths, Management displays pertinent dates including case number, type and caption; full associated with each event. You can add, or partial names; and filing date. change, or delete event information and track ! documents associated with an event. Common partyfile Case Management provides a user-defined Court charges common party file. This feature enables you Case Management provides flexible cash to maintain a centralized file for all people receipts and accounts receivable procedures to • from your organization involved in cases. adapt to various court situations. You You set up information for judges, attorneys, establish fees, fines, or court cost amounts as clerks, court reporters, and other court-related part of case event information. These parties. amounts are then automatically assessed according to the event. • Duplicate information related to these parties can be effectively eliminated by maintaining You can establish user-defined delinquency and updating information in one area only. schedules that adapt to your court Address history maintains the most current requirements. Case Management address to use on notifications or forms. automatically assesses penalties on the • appropriate dates. You can also identify that User-defined case codes other events must take place to satisfy a You determine the case code sequences for delinquency, or that a document(such as a processing cases. This user-defined method notice or a warrant) be produced as a result of enables you to tailor the system to meet your the delinquency. • organization's needs. Document production and tracking User-defined case number format In IBM's OfficeVision/400 word processing Case Management enables a court to define software, you can set up all forms and notices the case number format. For example, your your organization mails or serves to case • court may select one or more formats from a parties. Case Management generates case type, filing month, year, court number, documents as a result of an event that occurs and sequence. This capability enables you to with a case, or with any one of the statutes adapt the sequencing to match your specific applied to a case. The documents are created format. using case-specific information. • Online inquiries You can print documents online or through You can perform various types of inquiries batch processing. Case Management enables online. For example, you can view cases by you to track specific documents for follow-up person, case, or calendar. events. • 0 HTE, Inc. Town of Southold Image processing of your documents is an Distribute payments to multiple funds available option with HTE's Case Case Management allows you to set up • Management software application. payment distribution funds your organization may use. You can establish multiple docket Online accounts receivable inquiry fees and associated statutory funds that You can view case accounts receivable receive payment for the costs involved in information online. You can determine if a processing cases. • payment was received and, if so,the date of payment. The accounts receivable Batch entry of events information displays all charges assessed to a You can decrease your staff s data entry time case. You can also view accounts receivable by using Case Management's batch entry of information by charge code, which displays events feature. This feature allows you to • the current amount due, any amounts past enter events, in batch mode, to a number of due, and total amount due. different cases. You can also include corresponding scheduled dates for events, Case bonds such as for hearing dates. You do not have to Case Management enables you to track bond access each individual case for the events you • information by bond type, amount, surety choose to enter in this manner. name, and other user-defined miscellaneous fields. You can distribute bond amounts, by party, for ordered amounts within one case or across a number of cases. • Statistical reporting You can produce a variety of user-defined statistical reports with Case Management's statistical report generator. For example, you • can produce a report that lists the average time between two events or the average time to dispose of a case. You can also produce reports that meet your state reporting requirements. • Case-related reporting Case Management's extensive report selection enables you to structure information according to your organization's needs. You • can produce reports that reflect user-defined case information. You can print that information by court, case, event, or event status. In addition, you can select report sorting so that you can define the range of • information that prints on a report. HTE, Inc. Town of Southold Business Licenses • • HTE's Business ♦ Land Management Licenses Enables you to assign business records to addresses. Use so)tware of Land Management is required for Business Licenses. application manages ♦ Building Permits your business licensing Enables you to store contractor information and issue and renewal licenses to contractors using Business Licenses. You can 0 processing functions. select contractors set up in Business Licenses when you Business Licenses issue permits in Building Permits. works with the other HTE software ♦ Cash Receipts Automates your license payment processing. HTE applications, listed in provides your organization with three methods to use • the next column, to Business Licenses and Cash Receipts together. This provide a complete flexibility allows your organization to adapt the software business licensing applications to your licensing environment. solution. • ♦ Government Management and Budgetary Accounting (GMBA) Enables your organization to update license revenues to the proper general ledger accounts automatically. • Primary Features of Business Licenses User-defined license classifications Your organization defines codes for each type of license you issue. License classifications allow you to set up additional • charges and requirements for each type of business. Numerous search methods You can retrieve a business or license record using a variety of search methods. • Departmental license processing Your organization can identify separate departments that process licenses independently. This feature allows your organization to assign users to departments. Users can work with only those licenses whose responsible department matches theirs. • HTE, Inc. Town of Southold Multiple renewal notices Penalty calculations Business Licenses automatically tracks Business Licenses applies all appropriate unrenewed business licenses and generates up penalties against the license record. to six notices. Partial year fee calculations Fee calculations Business Licenses can calculate partial year Business Licenses can calculate license fees fees. These fees enable you to establish a using a base fee or using a calculation table table to compute license fee discount based on gross receipts. After calculating the percentages. license fee, Business Licenses can add additional charges you specify. Multiple licensing periods With Business Licenses, you can indicate Interest calculations when license renewal processing occurs. You Business Licenses can calculate interest can issue monthly, quarterly, semi-annual, charges for licenses. This allows your annual, and multi-year licenses. organization to assess interest charges as well as penalties. Simplified license fee changes You can implement fee changes easily in Business Licenses. If your fee schedule changes in an upcoming year, you do not have to change each license. For example, your organization may change only the fees associated with calculation codes. After you change the calculation code, Business Licenses uses the new fees to calculate fees for new and renewed licenses. Flexible license and renewal notice printing Your organization can generate renewal notices easily by selecting a Business Licenses menu option. You can also print licenses, either all at once or individually. Tag and sticker issuance With Business Licenses, you can automate tag and sticker issuance. Tag numbers assigned to a license can be used to retrieve information about the business that holds the license. i HTE, Inc. Town of Southold Applicant Tracking • TE's Applicant Applicant notification Tracking is an Using word processing software, Applicant Tracking enables you to N automated, generate personalized standard letters to send to candidates that apply flexible recruitment for an open requisition. You can also create labels for applicant mailings. management tool. Applicant Tracking Applicant ranking by skills and experience maintains your applicant Applicant Tracking ranks applicants based on their skills and process from job opening experience and veteran status, then produces a ranked list of the to employee selection, applicants. You can then print the list for review by the person thereby reducing your making the hiring decision. paperwork. Applicant Advertising tracking Tracking works with Advertising tracking enables you to compare the media where you HTE's Payroll/Personnel advertised a requisition with the media through which applicants said software application, an they learned of the job. By comparing applicants' responses with your integration that allows advertising plan, you can evaluate the effectiveness of your for data exchange from advertising. applicants to employees. Nepotism tracking You may note employees related to an applicant in the applicant's file. Important features of the If the applicant has any relatives in your organization, this is indicated 0 Applicant Tracking on the Ranked Applicants Report. If the applicant is hired, this system are listed in the information becomes part of the applicant's employee record. next column. Applicant history Applicant Tracking writes applicant history records when an r applicant's status or skills change, you write a letter to the applicant, or an applicant applies to fill a new requisition. You may review all of the requisitions for which an applicant has applied, letters written, and any changes in an applicant's status, skills, or skill levels. ! Customized position postings Applicant Tracking includes a shell form that you can use to create internal postings for an open requisition using the word processing software. A posting includes the following information: date, requisition number, position, department, salary range,job 0 description, skills, status of the position, and date the posting will be removed. HTE, Inc. Town of Southold Cash Receipts • TE's Cash Cash Receipts can work with the following HTE software Receipts (CR) applications: • software ♦ Accounts Receivable application offers you ♦ Building Permits rapid, accurate control ♦ Business Licenses over all cash ♦ Case Management • transactions and ♦ Customer Information System deposits. Simply enter ♦ Government Management and Budgetary Accounting receivables using a ♦ Planning and Zoning terminal, printer and ♦ Purchasing/Inventory ♦ Tax Billing • cash drawer combination or a cash Primary Features of Cash Receipts register point-of-sale device that interfaces User-defined payment types directly with your system Payment processing is driven by user-defined payment type codes. • processor. All Payment type codes determine which prompts display for transactions are stored transactions,to which applications payments are distributed,the general ledger account numbers affected, and other processing factors. online, offering in-depth You can set up an unlimited number of payment type codes. inquiry and reporting 0 capabilities. CR can Centralized cash collection stand alone or work with CR enables you to collect a variety of payment types at a single other HTE software location. This centralized cash receiving saves time and increases applications as a cash control. A centralized cash Cash drawer balancing receiving system. CR provides detailed cash reconciliation reports and edit listings. Cashiers can use these reports in conjunction with cash register and adding machine tapes to balance transactions entered to deposits. • Deposit reports You can generate deposit control information and totals when you print Cash Edit Listings and Cash Postings. • • HTE, Inc. Town of Southold Automatic message display Unlimited payment comments The payment entry process mimics standard cash You can type an unlimited number of lines of register functions, including message displays. payment comments and descriptions for CR warns of partial payments, overpayments, transactions during payment entry. CR stores duplicate payments, and cash only customers. If payment comments with transaction information you receive more than the payment amount, CR in payment history. You can also print comments also calculates and stores the change due. on payment receipts. Online payment history inquiry Customer information access CR stores transactions for a user-specified length CR provides the current balance and pending of time. You can view and print stored payment transactions for each customer's account, up to the history. last transaction entered. During payment entry you can easily access additional customer/account Audit trail of all transactions information and balances in other applications Cash Receipts provides detailed tracking of all integrated with CR. Two user-defined inquiries cash transactions. Receipt numbers identify all are also available. 0 transactions -pending, history and deleted. You determine whether receipt numbers are reset on a Flexible payment entry monthly or fiscal year basis. CR provides many payment entry options. You determine acceptable tender methods and types of Ability to process payments when your system payments. CR allows you to enter single or 0 processor is offline multiple transactions per receipt and accept single You can collect payments on a cash register when or multiple tender methods per receipt. You can your system processor is offline. Later you can review, change, and delete transactions until you generate the payment entries in CR using an post them. upload file from the cash register. 0 Lock box processing Centralized payment reversals Lock box payment processing is a custom feature Payments that have been updated to other HTE that allows you to generate payment entries from software applications can be reversed centrally in computer-readable data. Your organization can Cash Receipts. You must indicate a reason for accept magnetic media from payment processing A each payment you reverse. You can also design services or mortgage companies and use it to customized notices for each type of reversal. generate applicable payment entries. Rapid information access Detailed reporting Transactions entered are available for inquiry and Many flexible reports are included with CR, such • review immediately in other applications as the Payment Listing and Generated Journal integrated with CR. Report. In addition, CR automatically prints audit reports when you process transactions, such Special notes display as the Cash Edit Listing and Cash Posting. You control whether special notes from other i applications display during payment entry. Special notes are high priority miscellaneous account or customer information. 0 HTE, Inc. Town of Southold Automatic system purges Cash Receipts stores payment history for entered and posted transactions for a user-specified period of time. After payment information has been stored for this amount of time, CR purges payment details automatically. You can reorganize files periodically to take advantage of the freed disk space. Automatic distribution to the general ledger When you post payments in CR, transactions are sent to the application indicated in the payment type code. The other applications then send general ledger entries to GMBA (Accounting). Payments can also be posted directly to GMBA from CR. In that case, CR sends the general ledger entries to GMBA. If you do not use • GMBA, you can use generated journal reports to manually update entries to a general ledger. User-defined codes CR contains many user-defined codes that allow • you to tailor tender methods, batch types, payment types, denominations, and endorsements to best suit your organization. Validation options • You can print detailed validation information on the back of checks and other documents used for payment. If you use several banks or accounts for deposits, you can set up different validation endorsements. You can validate as many • documents as you want per receipt. Validity checking for dates CR can validity check payment dates you enter. You determine the number of days allowed before • or after the system date. CR verifies that dates fall within this range. • HTE, Inc. Town of Southold Code Enforcement • TE's Code ♦ Land Management Enforcement Use of Land Management is required for Code Enforcement • software because you assign code enforcement cases to property application processes, records. organizes, and tracks ♦ Accounts Receivable all complaints and Enables you to bill individuals and companies for code • violations for your violations. code enforcement department. • Government Management and Budgetary Accounting (GMBA) Automatically updates revenues to the proper general ledger • Code Enforcement accounts. works with the other HTE software Primary Features of Code Enforcement applications listed in the next column. Flexible, user-defined case and violation types • You define case type codes and violation type codes to handle the complaints and violations your organization processes. You use these codes to tailor the way your organization processes different types of cases and violations. • Case information storage and retrieval You use Code Enforcement to set up cases and assign them to land parcels. You attach code violations to cases, which store information about the code violations your organization processes. With Code Enforcement, information is easy to • retrieve and organize for reporting purposes. Actions for resolving cases Each case has a sequence of actions that must be taken in order to resolve the case. The sequence of actions becomes an outline • you can use to ensure that all necessary steps are taken to resolve the case. Common actions include inspections, board meetings, notice letters, and user-defined actions. Inspection entry and results Code Enforcement allows you to set up inspections and enter results for cases you investigate. • HTE, Inc. Town of Southold Generic inspections Lien creation and processing • You can set up inspections such as health Code Enforcement handles all facets of lien inspections that are not related to Code processing from the time you create a lien to Enforcement cases or Building Permits the time you close it. You can create liens for applications. These are called generic unpaid Code Enforcement charges. inspections. Follow-up inspections are • scheduled automatically. Cash receipts entry and corrections You can process payments for penalties and Follow-up report for cases fees as well as make corrections to payments Code Enforcement also has a Case Action you processed. Follow-up Report,which provides detailed • information about unscheduled and overdue Notice letter maintenance and printing actions for all active cases. You can use this Code Enforcement works with the word report as a reminder to ensure that actions are processing software so that you can easily handled in a timely manner. create and print notice letters for code violations. You can include violation • Penalty assessments information in the notice letter. You can assess a fine or penalty at any time. Typically, you assess fines as part of a Image enabled violation. You can scan documents into the Code Enforcement software application,then store, • view, and print scanned documents. • • • • • HTE, Inc. Town of Southold Continuing Property Records • TE's Primary Features of Continuing Property Records Continuing • Property Support for multiple companies or divisions Records software Continuing Property Records allows you to track and maintain assets separately for each utility company or division supported application is a by your organization. It can support assets from an unlimited complete utility asset number of divisions. All asset and financial information is tracking system. It maintained separately for each division. allows you to track individual assets and Individual and mass asset records groups of similar Continuing Property Records can record your organization's assets as individual or mass asset records. Individual asset assets for each utility records represent specific items, fixtures, equipment, or division supported by structures. Mass asset records represent groups of individual your organization. assets that share the same installation year, length of service, purpose, and location. The Continuing You create mass asset to simplify asset tracking for large • Property Records numbers of similar assets. You can install, transfer, and retire software application is individual items from within a mass asset when necessary. a subsidiary ledger for the plant in service Straight-line and composite rate depreciation • accounts within your Continuing Property Records supports both straight-line and organization's general composite rate depreciation. You can select the appropriate ledger. This method for each type of asset your organization maintains. arrangement is ideal Straight-line depreciation is based on a specified length of • for organizing service. The asset depreciates the same amount each month. At financial information the end of the specified time,the asset will be completely about your assets for depreciated. reports. Composite rate depreciation is based on an annual depreciation • rate. Continuing Property Records calculates a monthly rate and uses that rate to calculate depreciation. Unlike straight-line depreciation, you can adjust the assigned rate to extend or shorten the life of the asset. Composite rate depreciation can also continue even after the asset is fully depreciated. • 0 HTE, Inc. Town of Southold Asset construction tracking HTE's Work Orders/Facility Management Continuing Property Records records each (WF) software application works with asset transaction you perform. It also uses Continuing Property Records to provide asset information from your assets and asset construction tracking features. You can use transactions to create appropriate general WF to plan, schedule, and track the ledger transactions. The general ledger • construction work. WF uses other HTE transactions communicate the actual changes software applications to track labor hours, to the appropriate asset accounts. materials, and work-related expenses. You can also view or report on these Once the work is completed, you can then use transactions as part of the audit trail for your the WF unitization feature to translate the organization's utility assets. materials and work-related expenses into assets and capitalized costs in Continuing Asset transaction inquiry Property Records. Continuing Property Records maintains permanent historical information for every • Specialized asset transactions asset transaction that takes place. You can Continuing Property Records helps you track view this information for selected assets or and maintain your organization's asset records groups of assets at any time. using a number of predefined asset transactions. These transactions include: You can view asset transactions in order by: • ♦ Installations ♦ Transaction description You add a new asset or mass asset into ♦ Transaction date Continuing Property Records. ♦ Retirement unit Depreciation begins immediately for new • asset(s). Subsidiary ledger inquiries and reports Continuing Property Records includes a Transfers customized subsidiary ledger, an assortment You transfer the specified asset(s)to a of information that supports a specific general different classification, use, company, or ledger account. For Continuing Property • location. Records,the subsidiary ledger contains information from your organization's utility ♦ Adjustments asset and depreciation accounts. You change or correct the quantity, cost, or depreciation information for the You can use this subsidiary ledger as a • selected asset. grouping mechanism for general ledger transactions. If your organization has HTE's ♦ Retirements GMBA (Accounting) software application, You remove the specified assets from you can view these transactions online. You service and deactivate them. can also generate a variety of asset reports • Depreciation stops for assets when they based on information contained in the are retired. subsidiary ledger. • HTE, Inc. Town of Southold Customer Information System • TE's Customer ♦ Land Management Information Integration with Land Management allows access to • System (CIS) centralized parcel information for locations. This information may also be linked to customer accounts. In software application addition, Land Management provides street dictionary and provides a full range zip code files for street address validation. CIS requires the of services, including use of Land Management. • calculating charges for flat and metered rate ♦ Cash Receipts services and Cash Receipts functions as the cash receiving center for utility payments. It receives the payments and posts them generating bills for to CIS. As soon as payments are entered in CIS, they customer accounts. display as pending transactions on customer accounts. CIS • CIS lets you establish requires the use of Cash Receipts. and maintain codes to tailor the application ♦ Government Management and Budgetary Accounting to your unique utility (GMBA) • needs. CIS works with GMBA serves as the financial backbone for CIS revenue reporting. Integration with GMBA allows automatic the HTE software generation of journal entries and apportionment to general applications listed in ledger accounts. Use of GMBA is optional for CIS. If the next column to your organization does not use GMBA, you can use journal • provide a completely entry reports provided by CIS to manually update a general automated utility ledger. solution: Primary features of the Customer Information System • Working with these other HTE applications, CIS provides the following features: User-defined services • CIS allows you to define and set up an unlimited number of utility services for your organization. Monetary and consumption history CIS retains history of all customer account charges, adjustments, 0 payments, meter reading, and consumption. 0 HTE, Inc. Town of Southold Meter inventory processing Meter reading interaction S CIS tracks information on meters, including You can transfer meter reading information to meter size, meter manufacturer, and the and from hand-held meter reading devices. number of dials. Special metering junctions Metered and flat rates You can perform special metering functions, You can set up multiple rates for all types of including multiple meters per service, power services and classes. You can create rates factor, master/deduct, and check/totalizer. based on actual usage, set dollar amounts, or both. You can also maintain flat, metered, User-defined service orders and one-time charge rates. You can also You set up the service orders your • prorate charges for a service. organization needs. CIS can automatically generate and print them. You can also use Delinquency processing hand-held service order reading devices to You establish the delinquent dates, and CIS transfer service order information. tracks unpaid charges and prints delinquency 0 notices and cut-off lists on the specified date. Deposidrefund processing You can set up exemptions and extensions CIS can calculate interest on deposits. You and maintain a detailed credit history for can also transfer or refund deposits. This active and final customer accounts. feature lets you process refunds for customers who have good credit and produce 1099 • Penalty processing information for a customer account. You can assess penalty charges for customer accounts based on one of four penalty User-defined miscellaneous information processing methods. Depending on the This feature allows you to attach additional method you choose, you can assess multiple information and comments to a customer • penalties, penalize final customer accounts, account. You can use this information for change penalty dates for a group, or for reporting purposes. individual customer accounts. Miscellaneous inventory Credit history maintenance and inquiry You can track information on items such as • To ensure accurate customer credit trash bins and containers that are associated information, CIS maintains credit history for a with a service and customer account or a customer, regardless of their service warehouse location. addresses. Online code access 0 Customer and location information When you need to enter a code, you can This feature provides you with full access to access a list of user-defined information all customer/service-related information. You already set up by your organization. You can can review a specified customer account and use this list of codes as a reference. decide how you want to bill the account. 0 Menu option security This option lets you limit access to CIS by authorizing individual users. 0 HTE, Inc. Town of Southold Listing and reporting Bank drafting This feature permits you to generate lists and This feature permits you to apply electronic reports from CIS information. Available debits to the customer's bank account after reports include: billing occurs. ♦ Delinquency reports Third party notification ♦ Adjustment reports CIS enables you to association an additional ♦ Deposit reports party with a customer account. You can send ♦ Meter information reports a duplicate notice to this third party. ♦ Service order report ♦ Customer history report Seasonal billing ♦ Trial balancing report This feature allows you to establish different ♦ Inactive balance report rates for different seasons. ♦ Revenue report ♦ Write-off report Billed deposits ♦ Cycle billing consumption summary This feature lets you bill a customer account report in order to collect the required deposit. You ♦ Billing register establish the number of payments necessary to collect the deposit. User-defined aging This feature allows you to define aging Route re-sequencing periods for trial balance reporting for unpaid You can re-sequence routes without changing balances. account numbers. Customer accessibility Corrected bills You can retrieve customer information using CIS lets you select, correct, and reprint the a variety of access methods, such as name, last issued bill for a customer account. address, and owner. Write-off processing Winter quarter averaging This feature helps you to process and This feature lets you calculate average eliminate uncollectible accounts. consumption over a specified period of time. 0 This information is used to bill the customer Lien processing account for user-defined billing periods. You can process customer accounts for liens. Liens may be assessed to customer accounts Budget billing to secure payment of debts owed to your CIS lets you calculate a customer account's organization. monthly average based on prior history. You may bill the customer account based on that Update recovery average. This feature allows you to restore lost or incomplete information to its original state prior to the last update. Recovery is 0 accomplished through a joumaling technique on the AS/400 computer. HTE, Inc. Town of Southold Posting priority payment plan. You can schedule the You can establish priorities among individual payment amount and the frequency • outstanding receivables when partial payment with which a customer is expected to make on a customer's account is received. payments. Automatic posting to general ledger Advance Termination If your organization has HTE's GMBA You can identify customers you want • software application, CIS allows you to post terminated by a future date. You continue all monetary transactions to the general ledger billing these customers for a pre-defined in GMBA automatically. number of days before termination. This prevents final bills from being generated for a Online journal inquiry large number of days. You can display changes made to customer account records since the last update. You Deposit Interest can display changes by the file that was This feature allows for simple or compound changed or by the user ID of the employee interest with the ability to prorate interest who made the change. rates. • Billing schedules Customer Confidentiality CIS allows you to set up a billing schedule as CIS allows you to designate a customer's data far into the future as you want. The date as confidential. Any place this customer is information you enter for a billing schedule is accessed, the word'Confidential' or an • the date information that CIS uses for billing asterisk (*) displays blinking on your screen. and updating. You set up a schedule for a cycle/route and billing period. Key Tracking This feature lets you assign keys to locations. Individual account calculation In addition, you can indicate if you want This feature allows you to recalculate charges information about the key printed on a service for individual customer accounts you specify. order. You can also check keys in or out using this feature. Credit rating information CIS maintains credit rating information on • customer accounts. You can use this information to determine a deposit amount or to verify fraudulent information. Online rate calculation You can calculate charges based on a metered rate and consumption information you specify. CIS immediately calculates a charge and displays it. • Customer payment plan You can select delinquent and non-delinquent customer account charges and put them on a • HTE, Inc. Town of Southold Fleet Management • TE's Fleet Management software Primary Features of Fleet Management application collects the • information necessary to control Equipment inventory and analyze fleet costs. Fleet Managment Fleet Managment allows you to set up an provides you with a means of tracking and equipment record for each piece of equipment in your fleet. The information you can specify in reporting both equipment and employee each record includes: • performance. It also allows you to schedule equipment for both maintenance ♦ Manufacturer, make, and model and usage. ♦ Fuel type and tank capacity ♦ Account numbers for billing Fleet Management can work alone or with the ♦ Tire sizes • following other HTE software applications: Job order entry ♦ Government Management and Budgetary You can use the job order feature of Fleet Accounting (GMBA) Management to track and report the following Fleet Management creates automatic entries information for each piece of equipment in your • for fleet costs to general ledger account fleet: numbers in GMBA. GMBA also validates the general ledger account numbers used in ♦ Types of maintenance performed Fleet Management. ♦ Cost per type of maintenance performed ♦ Number of jobs performed per equipment • ♦ Purchasing/Inventory (PI) and mechanic Purchasing/Inventory maintains the ♦ Rate of system failure per equipment inventory on fleet parts and fluids. Fleet ♦ Labor costs per equipment and mechanic Management does not maintain an inventory ♦ Cost of internal labor versus external labor of its own. ♦ Out-of-service time • ♦ Asset Management The job order feature allows you to attach parts, Asset Management tracks and report the labor, or outside repair(commercial)to each job value of fleet fixed assets such as an order. This feature also notifies you of equipment automobile, a maintenance garage, or a under warranty, or equipment with pending recall • hydraulic lift. maintenance or scheduled maintenance. ♦ Work Orders/Facility Management Scheduled maintenance Fleet Management provides equipment Fleet Management allows you to schedule information for tracking equipment-related equipment for maintenance according to a preset • work expenses in Work Orders/Facility number of elapsed days, elapsed meter, or fuel Management. quantity used. For example, you can schedule a piece of equipment for an oil and filter HTE, Inc. Town of Southold • changeevery 90 days, 3,000 miles, or 100 gallons ♦ Project cost tracking of gasoline, whichever comes first. Fleet Management can attach a project number to each expense account number Scheduled maintenance features include: debited for a fleet cost. ♦ Both automatic and manual scheduling of Automated refueling systems equipment Fleet Management works with many types of 4 ♦ Capability to project next maintenance due card-operated automated refueling systems. date for each piece of equipment Automated refueling systems help reduce ♦ User-defined task list for each type of transaction errors by reducing the number of scheduled maintenance keystrokes required to enter a fuel transaction. ♦ Notification report printed by department Most of the information you would normally key that lists the equipment due for maintenance in manually is coded on a fuel card. and the date ♦ Capability to create schedules for different Transaction entry maintenance locations Transaction entry allows you to track and report the costs and quantities involved in operating the 0 Billing equipment in your fleet. It also allows you to Fleet Management provides the following billing charge the appropriate departments in your features: organization for costs incurred by the equipment assigned to them. ♦ Automatic accounting entries 0 Fleet Management works with your You can enter the following types of transactions accounting software application to in Fleet Management: automatically create both debit and credit entries to general ledger account numbers. ♦ Parts ♦ Fluids (fuel, oil, antifreeze, and lubricants) 0 ♦ Automatic fund balancing ♦ Labor Fleet Management works with HTE's GMBA ♦ Commercial (outside repairs) accounting software application to ♦ Adjustments automatically create debit or credit entries to ♦ Amortization any funds that are out of balance at the end ♦ Insurance of a billing procedure. ♦ Pool equipment usage ♦ Monthly usage ♦ Trial billing ♦ Special equipment surcharge You can review the account numbers that will be debited or credited before you Pool equipment perform the actual billing procedure. The pool equipment feature enables you to assign fleet equipment to departments on a rental basis. ♦ Percentage billing This in turn allows you to charge these You can divide costs accumulated by a piece departments for the following types of usage: of equipment between the departments in your organization that use that equipment. ♦ Hourly ♦ Daily HTE, Inc. Town of Southold s ♦ Monthly ♦ Mileage • User-defined information You can customize codes used in Fleet Management so that they are meaningful to your organization. These codes identify many types of information. For example, action taken codes identify the action a mechanic took to repair a piece of equipment. Inquiries • Fleet Management's inquiries allow you to quickly find and view the following types of information: ♦ Codes ♦ Equipment details (manufacturer, make, model) ♦ Equipment fuel usage (elapsed meter and quantity used) ♦ Equipment costs and quantities ♦ Equipment maintenance history (job orders, parts, labor) ♦ Flat rates Demand reports • Fleet Management reports allow you to track many types of information, such as costs and quantities, employee labor, and maintenance. You can print most reports of these reports on demand. • • • HTE, Inc. Town of Southold • Purchasing/Inventory • TE's Purchasing/Inventory may stand alone or work with the following Purchasing/ HTE software applications: • Inventory ♦ Government Management and Budgetary Accounting (GMBA) software application Purchasing/Inventory passes encumbrance, voucher, and provides complete adjustment transactions directly to GMBA for editing and purchasing and posting. These transactions are generated by issues,transfers, • inventory functions to orders, receipts, and invoicing of goods and services. PI also serve as a central validates account information with GMBA. purchasing system for an ♦ Asset Management entire organization or as Purchasing/Inventory continuously updates the Pending Fixed a system for individual Asset Item File maintained by Asset Management to identify and departments. track depreciable and non-depreciable assets procured by the Purchasing/Inventory's purchasing department. requisition process enables departments to ♦ Fleet Management • ask for items carried in Purchasing/Inventory provides purchasing data to Fleet Management to track resources used to maintain fleet equipment. inventory or to forward detailed specifications to ♦ Works Orders/Facility Management buyers for the purchase Purchasing/Inventory provides purchasing data to Work • of non-inventory items. Orders/Facility Management to track resources used to maintain These requisitions speed municipal facilities. requests from user Primary Features of Purchasing/Inventory departments through approval stages to Automated purchasing and inventory operations warehouse personnel or Enter requisitions, generate purchase orders, receive goods and buyers. services,process invoices, issue from inventory, and transmit the resulting accounting transaction groups to GMBA (Accounting). • Standards conformity Use a commodity and sub-commodity structure similar to the National Institute of Governmental Purchasing (NIGP), which conforms to all major purchasing standards. • HTE, Inc. Town of Southold Online purchase requisition processing Expenditure account security Enter detailed purchasing specifications for items, Limit a requestor's access to specific expenditure suggested vendors,multiple vendor quotes, accounts for use on purchase requisitions and accounting information, and date required; and purchase orders. process through multiple approval levels. Vendor/commodity cross-reference Online purchase order processing Display and print a list of vendors that supply Transfer requisition data automatically to the selected commodities or commodities. purchasing department, allowing buyers to edit the data, generate regular and blanket purchase Bid processing support orders, confirming orders, and change orders. Publish formal bids using standardized base documents,then track and evaluate responses to Automated inventory reordering award the purchase order. This feature is fully Reorder inventory items automatically through integrated with requisition processing for minimum/maximum and economic order seamless document flow. quantities; these quantities may be different at each location where an item is stocked. ABC inventory analysis Evaluate inventory investment based on each Automated inventory control item's value, unit cost, and total usage. Track usage and average unit cost for inventory items at each location using a history of each Months of inventory report 0 item's usage for orders, receipts, issues and Automatically calculate the number of months of returns, and adjustments and transfers. inventory in stock for each item based on the previous twelve months of usage. Items not used Barcoding support in the past twelve months are also identified. Collect data from barcode scanners to process physical inventory counts and inventory issues. Purchase order report Compare purchase orders by vendor, status, Physical inventory support buyer, purchase order type, and other criteria. Print inventory worksheets by bin location for recording physical inventory counts; print Automatic reports exception reports based on the counts, then Automatically print receiving reports, vendor automatically adjust the perpetual inventory exception reports, and end-of-month reports. based on the exception reports. Automated cycle inventory Randomly select inventory items for physical inventory counts throughout the year to reduce the need for annual warehouse shutdowns. Selective inventory security Provide additional security for inventory locations and commodities to prevent unauthorized inventory manipulation. HTE, Inc. Town of Southold Work Orders/Facility Management • TE's Work ♦ GMBA (Accounting) Orders/Facility Serves as the financial backbone for WF cost accounting. Management Integration with GMBA provides actual cost information from (WF) software the general ledger for WF inquiries and reports. application contains the ♦ PayroUlPersonnel following separate Serves as the payroll system for work tracked by WF. You can functional modules: enter labor hours through WF into Payroll/Personnel. ♦ Complaint/request WF can use labor hours and information from Payroll/Personnel as well as payroll charges from GMBA for various calculations, tracking inquiries, and reports. � ♦ Departmental work orders ♦ Purchasing/Inventory ♦ Facility management Serves as the inventory system for work tracked by WF. You can allocate, issue, and backorder materials for specific jobs. You Departments can use can also select Purchasing/Inventory materials to create parts lists these modules for facilities and preventive maintenance tasks. individually or together WF can retrieve material information from Purchasing/Inventory to meet their specific and actual cost information from the general ledger for various needs. When used cost calculations, inquiries, and reports. • together, these modules provide a complete • Accounts Receivable Performs customer billing for work tracked within WE You can facility management and select existing customers or create new customers for billing maintenance solution. purposes. An inquiry feature allows you to view up-to-date � billing information for selected customers. WF provides cost tracking, billing, and ♦ Continuing Property Records information tracking and Serves as the asset record system for your organization's utility retrieval functions for assets. Interprets and records the results of WF utility � construction work. your department or organization using the ♦ Customer Information System following HTE software Provides customer service and billing features for utilities. WF applications.. can retrieve customer and location information directly from CIS and include this information on service-related job orders. • HTE, Inc. Town of Southold ♦ Land Management -Administration Provides location references for work - Data Processing requests and facilities. - Finance ♦ Fleet Management Departmentalized information, security, and Provides equipment information for tracking control equipment-related work expenses. WF allows your organization to separate and protect the information for each department or ♦ Asset Management division using the department-level security Provides information for creating facilities feature. This feature allows users to actively use for your organization's fixed assets. only the work requests and facilities for the departments that they are authorized to. The Departments can combine information from these inquiry features for work requests and facilities applications and from their requests and facilities can be left available to all users whenever for department-level analysis. You can also necessary. utilize the same departmental information for organization-wide analysis and reporting. Each department can also customize the request category codes used by WF to route their work Primary Features of Work requests. This departmental customization Orders/Facility Management includes: Cross departmentJlexibility ♦ Automatic notification WF features can be utilized differently by each Notify a user or list of users immediately department throughout your organization. when a work request is entered for your Typical users of WF include: department. ♦ Public Works ♦ Required information - Streets Maintenance Require specific information on the work - Building Maintenance request before WF will accept the request and assign it to your department. ♦ Parks& Recreation ♦ User-defined fields - Park Maintenance - Grounds Maintenance Define up to three user-defined fields on the - Facility setup and maintenance work request. These can include two user-defined code fields with separate lists of ♦ Utility Operations codes and one user-defined numeric field. - Water Line setup and maintenance - Sewer Line setup and maintenance ♦ Job order authorization - Electric Line setup and maintenance Require entry of a password to authorize - Refuse collection work requests. Each work requests must be ! - Cable television authorized before you can schedule job orders on that request. ♦ General City Operations HTE, Inc. Town of Southold ♦ Job order creation materials in HTE's Purchasing/Inventory software Determine when WF proceeds directly from application. adding a work request to adding a job order. This feature can enforce or bypass both WF allows you to create three separate types of departmental and menu security. estimates. These include: ♦ Contents of printed job orders ♦ Planning estimates r Determine what optional information ♦ Construction estimates displays on printed job orders. This includes ♦ As-built estimates primary contact information, request comments,productivity information, and job Planning estimates represent possible plans for site input fields. completing the requested work. Construction • estimates represent the selected or chosen path for Flexible point of entry completing the work. As-built estimates WF was designed to allow anyone to enter work represent a survey or inspection of the completed requests without having extensive knowledge work. about the departments and divisions within your i organization. WF also allows each department to When your organization uses HTE's customize the requirements and procedures for Purchasing/Inventory software application, you the work requests they receive. can use construction estimates to reserve inventory materials to jobs. When your Your organization can implement WF for organization uses HTE's Continuing Property centralized customer service, departmental Records software application, you use as-built complaint tracking and request processing, or a estimates to convert your construction work into combination of both. Continuing Property Records assets. As a centralized system, your organization can set When your organization uses OfficeVision/400, i up a customer service area to take requests for the you can also customize and print these estimates entire organization. As a departmentalized from within WF whenever necessary. system, each department can take service calls and complaints and enter requests for themselves Cost accounting and to other departments. Regardless of the WF can use information recorded and maintained • source, WF automatically routes each request to within other HTE software applications to the appropriate department for action. determine the actual cost for your work. WF uses the following HTE software applications to Who takes the requests and who responds to them perform cost accounting functions: is determined by your organization's procedures. f These procedures can be enforced using WF ♦ GMBA (Accounting) menu option and department-level security. ♦ Payroll/Personnel ♦ Purchasing/Inventory Job estimating WF allows you to create work request and job NOTE: WF contains simplified labor and material entry order estimates to help plan for requested work. features. When your organization does not use HTE's You can then use these estimates to reserve Payroll/Personnel or Purchasing/Inventory software HTE, Inc. Town of Southold applications,you can use these stand alone features to request to build an Accounts Receivable customer track your labor hours and materials at a standard cost. record. When your organization uses these applications For interdepartmental billing, WF allows you to with WF,you can enter labor and issue materials specify a department on the work request. Each using features in these applications. The charges department contains separate billing and created by your labor and material entries are receivable accounts. WF uses these accounts to automatically verified and communicated to the build appropriate transactions for general ledger as part of routine processing. interdepartmental billing. WF can retrieve detailed information about labor After the work is completed, you can then bill or materials directly from Payroll/Personnel or that customer or department for the actual cost of Purchasing/Inventory respectively. WF can also the work. WF also permits you to override the retrieve the actual cost information directly from actual cost with another amount whenever the general ledger. This information can be necessary. displayed online using the work request inquiry feature. WF can also combine this information Overhead charges for reports and billing. WF calculates overhead charges for work requests during month end processing. You determine When your organization uses WF to track which overheads apply to each work request by construction costs for HTE's Continuing Property assigning the appropriate overhead codes to them. Records software application,the construction After calculating overhead charges, WF prints a � costs feed directly into designated Work In report to document the charges and sends the Process (WIP) accounts. Ultimately, your charge transactions to the general ledger. construction-related charges are recorded within the Continuing Property Records plant-in-service WF also calculates and displays overhead charges ledger where you can draw upon them for asset on work request estimates. When you set up reporting. estimates for a work request, WF applies the overheads from the work request to the estimates NOTE: This plant-in-service ledger can be set up in automatically. When necessary, you can also set accordance with a variety of published asset reporting guidelines. up and assign special overhead codes that affect the estimate without calculating actual overhead r Customer and departmental billing charges during month end processing. WF allows you to bill out the work performed by your department to individual customers or Work notification departments. WF uses OfficeVision/400 to provide electronic and printed notification about requested work. • Customer billing uses features from HTE's You can generate notification about the following Accounts Receivables software application. WF events for each work request: allows you to select an Accounts Receivable customer on each work request. When the ♦ Work request entry customer does not exist within Accounts ♦ Job order print + Receivable, WF uses information from the work ♦ Work request completion HTE, Inc. Town of Southold NOTE: You set up separate notification for each work information to customize the information for each request. You can preset certain types of notification based of these facilities. on the origin of each work request. Electronic notification can be either a predefined When recording large or detailed facilities, you message or a customized memo. You can send can create separate facility records for each this notification to selected OfficeVision users or component, floor, or section that makes up the distribution lists. Distribution lists represent large facility. You can then use the parent facility ! feature to group these component facilities into groups of OfficeVision users. vertical and logical relationships. Printed notification is based on a customized shell EXAMPLE: You have been asked to record a document or letter. This notification is printed variety of manufacturer and maintenance from the designated printer at the appropriate information for the computers and workstations time. You must then mail or deliver the used by your organization. notification to the selected individual. During work request entry,you can capture the mailing aYou first create appropriate facility sub-type address for this individual using the contact information feature. codes for each basic type of workstation in use. ! You then customize the user-defined fields for Utility construction management each sub-type to track appropriate information for When your organization uses HTE's Continuing each type of workstation. You then use these Property Records software application to record sub-types to create facility records for each and track utility assets, you can use WF to track "Workstation. construction information and costs associated Your workstations are connected to the AS/400 with the installation or removal of Continuing through one of several PC networks. You use the Property Records assets. parent facility feature to group the appropriate WF can determine the capitalizable portion of the Workstations under each network. You then total construction cost and divide that amount group all of the networks under the AS/400. among the assets being installed or removed. WF even creates or changes the asset records in Preventive maintenance for facilities Continuing Property Records to accommodate the WF allows you to use the request processing installed or retired assets. feature to maintain your department's facilities. • You can then report this maintenance by facility Facility information management or facility family. WF allows your organization to record any item, area, or structure as a facility. WF then permits You can schedule work requests to facilities . individually by selecting the appropriate facility you to request and schedule work for that facility. � ID on the request. The facility management features allow you to You can also define preventive maintenance tasks record any object, area, or structure as a facility. for specific facilities based on scheduled dates, You can also record intangible objects like art festivals and service routes as facilities. You can metered use, or both. You can then use the use the unique mix of system and user-defined recurring maintenance features within WF to schedule these tasks at the appropriate times. HTE, Inc. Town of Southold Each scheduled task creates a separate work request and job order automatically. Inventory parts lists for both tasks and facilities You can store complete parts lists with each facility. You can also store more specific parts lists with each preventive maintenance task. Each M parts list can include specific material and equipment requirements for the task being performed or facility being maintained. Support for digitized documents, drawings, and photographs Work Orders/Facility Management(WF) is image enabled. You can scan digitized documents, drawings, and photographs and store these documents online with selected work requests or f facilities. You can print scanned documents from properly configured system or local printers. You can also display scanned documents on properly ! configured workstations. • • • HTE, Inc. Town of Southold Section 3 • • Mies \�.. °° • • • • • • • • HTE's Product Team Approach • ach HTE application Product Teams are composed of the following professionals: is developed and fully supported by a Product Managers -- Coordinate the overall product Product Team, ensuring that development, maintenance, and support. They: you receive the best possible software and support. This ♦ Provide development direction innovative organizational ♦ Assist with customer support • approach results in ♦ Work with you to develop new enhancements knowledgeable Product ♦ Assist other team members Team members, capable and available to support you and Some larger teams have Product Leaders who help manage the answer any questions you daily programming and support activities from a technical may have about the products perspective. and services we offer. Each Product Team consists of a Product Managers and Product Leaders are active team product manager, system members who stay in close contact with you through front-line, consultants, application hands-on activities. They are experts in their application area specialists, and and receive leadership training to help them carry out their documentation specialists. complex duties. Product Teams are completely responsible for System Consultants -- Design and program new applications, all aspects of their enhancements to existing applications, customer-requested application, from modifications, and program fixes that may be needed. System development and support to Consultants also provide customer support, answering questions documentation and training. and helping to ensure that you get the maximum advantage This provides you with the from your software applications. assurance that all of the people involved with any HTE's System Consultants are experienced professionals who aspect of an application are are dedicated to putting current technology to work to meet truly experts in that system your business needs. and are fully devoted to supporting you. Annlication Specialists -- Provide the expert training you need to become proficient in the use of your new application software. Application Specialists provide training at your site and at our headquarters in Orlando, FL. Like all Product Team members, Application Specialists are available to answer any support questions you may have. • Documentation Specialists -- Analyze our software applications in terms of how you will use them. They develop • HTE, Inc. Town of Southold • online documentation that is thorough, yet concise and easy to understand. Documentation Specialists work closely with other team members to ensure that the documentation: ♦ Is technically accurate • ♦ Addresses your actual needs ♦ Is updated with software enhancements ♦ Is easy to use and understand • Team Work All Product Team members work together, incorporating innovative techniques and upholding high quality • standards. The Product Team approach ensures that applications are developed and supported by employees who have: ♦ Complete application knowledge • ♦ An awareness of your needs ♦ The power to help you and to put your needs above everything else The work of the Product Team keeps your • software solution on the leading edge of technology,providing the functionality and ease of use you expect, as well as the highest level of qualified support in the industry. • • • • HTE, Inc. Town of Southold • Biographies of Key HTE Personnel • we are happy to provide you with application you purchase, as well as making biographies of some key members sure that you are satisfied with the training • of HTE's Product Teams. We will and support you receive. Ron's be able to identify the implementation team responsibilities also include staffing and members that will be assigned to your oversight management of our application implementation shortly after contract signing teams. and project initiation. In the unlikely event • you reject an assigned implementation team Dennis Wipper, Vice President of member, we will make our best effort to Finance ensure your implementation progresses without delay. Joined HTE: 1988 Any of the Team members identified here are • Education: Stetson University available to answer your questions about implementation, support, and functionality of Qualifications and Current Responsibilities: the proposed software. Dennis brings to HTE more than 20 years of experience in accounting, finance, and • Ron Goodrow, Vice President of administration in industries ranging from food Operations service to energy. His accounting background includes 16 certified audits performed by Joined HTE: 1988 independent Certified Public Accounting firms. Throughout his career, he has worked • Education: Cleveland State University, for companies that experienced periods of Business Administration and Computer rapid growth and expansion. As a result, he Science has gained extensive experience in mergers, acquisitions, corporate structure, and growth Qualifications and Current Responsibilities: management. • Ron has more than 20 years of experience in data processing operations. Before joining Dennis's association with HTE executives HTE, he held senior management positions Dennis Harward and Jack Harward began with two Fortune 500 companies, where he almost 20 years ago at Pepsico. A study that gained extensive experience managing data Dennis Wipper prepared for the company led processing departments, overseeing a staff of to the formation of a data processing more than 500 programmers and application department, which Jack Harward was hired to specialists. manage. Jack's son, Dennis,joined the company shortly thereafter as a programmer. As HTE's Vice President of Operations, • Ron's ultimate responsibility is customer Since Dennis Wipper joined HTE as Vice satisfaction. He is responsible for ensuring President of Finance, our annual revenue has the proper installation of every software grown more than 500%, the number of • HTE, Inc. Town of Southold employees has increased by 330%, and the Qualifications and Current Responsibilities: company has shown a profit every year. Prior to joining HTE, Gary spent seven years in local government MIS departments in the Tom Freeman, Director of Technical positions of programmer, analyst, and Services manager. From 1984-1990, Gary was the Project Manager for Utility Billing, where he Joined HTE: 1982 developed our first Utility Billing system and designed the geo-base concept it is built upon. Education: University of Iowa and Iowa Next Gary managed the development of the State University, Computer Science and Work Orders/Facility Management and Mathematics Continuing Property Records applications. Qualifications and Current Responsibilities: As Director of Application Development, Tom has worked in the data processing field Gary is responsible for working with all teams since 1973. After two years as a programmer on new application development, major at HTE, Tom became Project Manager of the enhancements, application interfaces, and GMBA team. In 1985 he managed the programming standards. Gary is currently development of the Payroll/Personnel coordinating the development of our new application, then in 1987 he directed the generation of cross-platform products and is development of the Miscellaneous managing the development of INFO 96 Receivables application. In 1988 Tom Olympics project. developed the Cash Receipts module, making it a separate application from Utility Billing. Brenda Likovetz, Director of Tom later managed the CAFR development Customer Information Systems project. He was promoted to Director of Technical Services in 1989. Joined HTE: 1985 Tom's current responsibilities include Education: Los Angeles Metropolitan coordination of our technical services team College, Business Data Processing members, who serve as technical consultants for your staff and ours. The technical services Qualifications and Current Responsibilities: team provides productivity tools, installation Brenda has worked in the data processing services, and technical support for all field since 1978. She served in the United hardware and software products. States Navy from 1977-1983. Gary Beresheim, Director of Currently Brenda directs the activity of the Application Development Customer Information Systems application (formerly called Utility Billing), including Joined HTE: 1984 development, training, scheduling, and Education: Seminole Community College conversions. Brenda also assists with the and University of Central Florida, Computer development of the Cash Receipts, Land Science Management, and Accounts Receivable applications. In addition to working with these applications, Brenda serves as a HTE, Inc. Town of Southold facilitator for HTE's leadership training applications. He later designed and developed courses. our Business License and Building Permits • applications. John Van Horn, Operations Manager Currently Don manages the daily operations of the Community Development applications, • Joined HTE: 1989 which include Building Permits, Code Enforcement, Business Licenses, and Education: Florida International University Planning &Zoning. Qualifications and Current Responsibilities: Alicia Mizell, Product Manager for • John has been a Certified Public Accountant Payroll/Personnel and Applicant since 1983. He has held managerial positions Tracking in the fields of accounting,personnel, governmental compliance, and investment Joined HTE: 1986 performance analysis. He earned the AICPA's • Certificate of Educational Excellence in Education: University of Tampa, Computer Governmental Auditing and Accounting, and Science and Chemistry is an instructor of governmental accounting classes at the college level. Qualifications and Current Responsibilities: Alicia has worked in the data processing field • John began his career at HTE as an since 1984. She has worked with HTE's Application Specialist for the Payroll/Personnel application since 1986, and Purchasing/Inventory team. Now as became Product Manager in 1990. Currently Operations Manager, John coordinates Alicia is responsible for managing the daily implementation,training, conversion, and activities of the Payroll/Personnel and • modification arrangements for new and Applicant Tracking application team. existing customers. Bill Barnett, Product Manager for Don Marcum, Product Manager for Case Management and Citation Community Development Management • Joined HTE: 1985 Joined HTE: 1988 Education: University of Florida, Industrial Education: University of Florida, Political Engineering Science • Qualifications and Current Responsibilities: Qualifications and Current Responsibilities: Don brings to HTE 10 years of industrial Bill has worked in data processing since 1984. management experience. He has worked in Bill worked on the Utility Billing system, data processing since 1983 in areas such as then later managed our Fleet Management and • application design and coding. Don began his Tax Billing applications. Recently Bill career at HTE working with the Fleet designed and began development of a new Management and Purchasing/Inventory Fires application for HTE's Public Safety • HTE, Inc. Town of Southold • customers. Bill currently manages the Courts Pete Thorne, Product Manager for team, which consists of the Case Management INFISYS and Citation Management applications. Joined HTE: 1991 Rick Williams, Product Manager for Purchasing/Inventory and Asset Education: North Carolina State University • Management (Physics), University of Florida(Computer Science) Joined HTE: 1987 Qualifications and Current Responsibilities: Education: Eastern Kentucky University Pete has worked in the data processing field since 1984. He joined HTE's Work Qualifications and Current Responsibilities: Orders/Facility Management team in 1991, Rick has worked in the data processing field then became product manager of the GMBA since 1983, and has been programming team in 1993. In 1994 Pete's focused shifted Purchasing and Inventory applications since to managing the development of our next • 1987. Rick became Product Manager of generation of accounting software, INFISYS HTE's Purchasing/Inventory team in 1990. (integrated accounting system). Pete's current He currently manages the daily operations of responsibilities include managing the daily the Purchasing/Inventory and Asset activity of the INFISYS project. Management application teams. • Sandy Kirwin, Product Manager for Bob Horejs, Product Manager for Tax Billing Extended Reporting Joined HTE: 1989 Joined HTE: 1993 • Education:University of Massachusetts, Education: Bowling Green State University, Mathematics Education Qualifications and Current Responsibilities: Qualifications and Current Responsibilities: Sandy has worked in the data processing field • Bob has been in the data processing field since 1962, initially as a programmer at Bell since 1984. Since that time he has been a Labs. She has been involved with municipal Form Corporate Vice President for a multi- governments as a programmer/analyst since million dollar company, developed numerous 1973. Currently Sandy manages the daily accounting systems, been responsible for a activity of the Tax Billing software • large multi-AS/400 system with 42 remote application team. sites, and implemented a 42 drop digital communication network. Bob developed the Extended Reporting application and as its Product Manager manages the daily activity • of the Extended Reporting software application. • HTE, Inc. Town of Southold • Stan Rose, Product Manager for Karen Kimball, Product Leader for • Work Orders/Facility Management, Accounts Receivable Continuing Property Records, and Fleet Management Joined HTE: 1990 Joined HTE: 1989 Education: University of Central Florida • Education: Miami University (Ohio), Qualifications and Current Responsibilities: Accountancy and Education Karen has worked in the data processing field since 1985. Before joining HTE, Karen was Qualifications and Current Responsibilities: the lead programmer on a financial • Stan has more than twenty years of experience development team. Currently, Karen manages in both private and public accounting, the daily activity of the Accounts Receivable including more than 10 years working with application, including the Ambulance Billing, job costing and work order related systems. Loans, and Special Assessments modules. Stan assisted in the development of the • Continuing Property Records and the Work Dan Morejon, Product Leader for Orders/Facility Management applications. GMBA Currently Stan manages the Work Joined HTE: 1989 Orders/Facility Management, Continuing • Property Records, and Fleet Management Education:Facultad Ciencias Economicas applications. (Argentina) David Jensen, Product Leader for Qualifications and Current Responsibilities: Land Management and Cash Dan has worked in data processing since • Receipts 1981. Dan's experience ranges from programming to communications. He has Joined HTE: 1989 worked on several different application teams at HTE, including: Accounts Receivable, Education: University of Central Florida and Fleet Management, and Courts. Currently, • Purdue University, Data Processing and Dan manages the daily activity of the GMBA Government Studies application. Qualifications and Current Responsibilities: • Dave has worked in data processing since 1983. Before joining HTE, he worked as a systems analyst and programmer in the information services department for a local government. Currently Dave manages the • daily activities of the Cash Receipts and Land Management applications. 0 HTE, Inc. Town of Southold • Town of Southold Implementation Process • specific responsibilities can be outlined we Implementation Overview need detailed information on your situation. TE's Operations department is We are ready to assist you in the successful • responsible for working with you completion of each phase of the directly during the implementation implementation. If you need additional process. We are there to help you during the assistance with your installation or are trying to process, but not to control it. Your role is meet an ambitious schedule, you may consider crucial to the overall success of the retaining an HTE Project Manager. The Project • implementation. Manager is responsible for the coordination, scheduling, and reporting of all phases of the We encourage you to select one or more people project. They work closely with your project from your staff and authorize them to act as manager to ensure that the issues of task "Project Manager"to monitor the assignments, resource allocation, and project • implementation process. This role is usually priorities are reviewed with you on a regular handled by someone with data processing basis. The services offered with an HTE experience and is sometimes shared with other Project Manager are detailed at the end of this management personnel. This person works section. with us to design the implementation plan and • to identify the appropriate people to be Planning involved in the various phases of the implementation. Implementation planning begins with a conference call between you, our operations Key personnel from various departments who personnel, and the marketing representative • will be working on portions of the project responsible for your account. This call helps should be involved in the planning phases. ensure a smooth transition from our Marketing Appropriate departments should also be department to the teams responsible for the involved in the implementation process as it implementation of your new system. pertains to hardware installation, code loads, • system training, conversion efforts, or other Implementation plans are individually designed related areas. to meet your needs. Factors affecting the plan include the number of people using the system, Specific responsibilities related to the the hardware involved, and the amount of data implementation process vary widely among our history retention you desire. We provide the customers and are dependent on many factors, guidance needed to ensure a smooth installation including your personnel resources, time in terms of application setup,training, constraints, and financial limitations. Before acceptance, and conversion. The • HTE, Inc. Town of Southold • implementation plan will be finalized following are available for telephone assistance 24 hours contract execution. a day, 7 days a week to ensure a smooth and • productive installation. Implementation Installation Training • Hardware Installation - Typically, your We have established a recommended number of hardware vendor will be responsible for the training hours for each application based on our installation of the hardware. We can assist you experience with hundreds of previous in site planning and preparation, cabling and installations. Training sessions include time to power supply recommendations, and air set system parameters,process transactions, run • conditioning and inquiries, and fireMinimum Implementation Responsibilities produce reports. extinguishment Variations in this requirements. We HTE Customer schedule may be can also provide Install all application software, if Install all application software, if necessary and guidance in System Operator training is System Operator training is not appropriate h purcased. purchased. • peripheral depending on Provide training to your Provide sufficient and integration (old your and new), personnel(detailed later in this appropriate test data and file circumstances. document). layouts of existing data files. network Flexibility is connectivity (the Provide recommendation for Install all network wiring,up to built-in to ensure backup resources should they be the wall plate,to support the • most effective and needed. system. that your productive Assist in development of Install system hardware if you implementation method), short implementation plan in provide. goals are met. term and long conjunction with your chosen term equipment "Project Manager." Training on each acquisitions, and Assist with system tests to ensure Review of system test results by application is • recommendations that all required features are the contract administrator,who conducted by for the use of incorporated in the software. will recommend either experienced HTE existing hardware acceptance or modifications and Application components to retests. Specialists with ensure the best Design and perform all requested Provide for the orientation of several years of modifications(process detailed management,administrative,and use of previous experience in • hardware later in this document). clerical personnel. their area of purchases. discipline. We Further discussions and planning will use a"train-the-trainer" approach, which determine the exact hardware installation incorporates training groups of 6 to 10 key responsibilities. personnel at your location who will be • responsible for training others and future Software Installation - Following your employees. We have found this to be the most successful hardware installation, the software cost-effective and efficient training technique, can be installed by your staff or our personnel. and it enables you to be more productive and If we are contracted for System Operator self-sufficient. However, if this approach is not satisfactory for your situation, we have • training, code is loaded by our Technical sufficient resources to provide training for all Services team during the training visit. If we users. are not on-site for the software installation, we • HTE, Inc. Town of Southold Online Documentation as an Educational Tool The online documentation that HTE provides with your software purchase is an excellent training tool and offers the following benefits: ♦ Current up-to-date information Documentation updates are automatically received with • software updates. ♦ Cost-effective system documentation that does not get lost. ♦ All users have documentation available at all times. ♦ Users have the ability to explore applications at their own pace. ♦ Flexibility on an individual basis. Trainers make use of documentation in training sessions, encouraging continued use. • ♦ Context-sensitivity. usually addressed during contract negotiations. Live Processing The procedures regarding how the acceptance • or rejection of the application is handled Where appropriate, our training and depends on the agreement. In most cases, you implementation process includes a period of have a predetermined period of time, time to parallel with your current system before subsequent to the"live"visit for each going "live" on your new system. This period application,to identify unresolved issues. It is • is determined by your personnel resources, data in both of our best interests to quickly address processing capabilities, time constraints, and any issues that prevent you from using the implementation goals. The need to interface applications as they are designed. the new and existing system is usually evaluated on an individual application basis. • The decision whether to have a data interface programmed or have you perform duplicate Upon the completion of the "live"visit you data entry is determined by other should have: implementation costs and considerations. This Computer hardware, system software, and parallel run time is critical to provide both of us application software installed and • with an opportunity to verify data and confirm running. that applications are fully operational before ♦ Context-sensitive online documentation. you move over to the new system. ♦ Source code for all application software. Operational versions of all application Software applications are tested internally software -'modifications may not be • before they are provided to you. Only after the complete. applications have met the intended purpose are • Completed design for all requested programming efforts considered complete. modifications. Although there are different criteria by which • Your personnel trained and productive on you will judge the system, in most instances, the installed system. • once the applications have gone "live,"you have had adequate opportunity to test the system. Testing or acceptance agreements are HTE, Inc. Town of Southold provide the required guidelines and answer any Conversion technical questions. Data conversion is accomplished through Modifications programming, manual data entry, or a combination of both. Considerations include Our software applications make extensive use data volumes,personnel resources, of user-defined codes that enable you to implementation schedules,programming costs, personalize operating environments. Flexible and whether both current and historical data menus can be designed through the use of will be converted. Programming costs vary HTE's Menu Driver system, which enables you between applications and are also determined to be more productive and ensures system by the complexity of the data files. While security. However, after installation and • programming time cannot be precisely training, you may decide that modifications are determined at this stage, we have provided necessary to meet your operating and reporting estimates of hours required to convert certain needs. You may contract with us to perform applications or application groups. If an the modifications, or you may program them application is not included on this list,then it is yourself. • not typically converted. Should you decide to have us program the Conversion Effort Estimate modifications, we will begin the System Change Request (SCR)process. An HTE Estimated Product Manager will forward a completed • Application Hours SCR form to you indicating the programming GMBA 30 involved, hours required, and total cost. Asset Management 24 Following your approval, work will begin. Accounts Receivable 30 Fleet Management 40 If your staff is capable of performing the • Payroll/Personnel 40 modifications, we recommend using the Utility Billing 215 Modification Library that is provided with each Tax Billing & Collections 88 system. Modifications that alter the processing Court Case Management 215 of a base application should be contained in this Does not include history. library, thereby allowing updates and • 2 Demographic information only. enhancements to the base library while maintaining the benefits of customized code. The actual timespan over which the conversion occurs depends on many factors and can range Maintenance from a few weeks to several months. • Following contract award, we will develop a We are proud of our applications and their detailed conversion plan in conjunction with capabilities, and we make every effort to ensure the implementation plan. that you are satisfied with us and our products. It is our goal that once you become a customer, During most installations, our programmers you will never leave. We have a number of • program and test the conversion data. If you services following the initial installation to help have a data processing staff that is capable of us in this effort, as described in the following doing the required programming, we will table. • HTE, Inc. Town of Southold On-going Support Services Service Description On-going Training We offer training seminars on various subjects, including new features and enhancements at regional locations and at our headquarters. The cost for these seminars varies depending on duration and location. Annual Maintenance This is a contract that is renewed annually. It entitles you to 24 • hours-a-day, 7 days-a-week telephone support, free updates and enhancements for the covered software, and a subscription to our newsletter. The cost of this contract is included in the proposal price. HTE Users' Group HUG is a national organization of HTE application users. They (HUG) hold annual meetings to which HTE sends many people and provides full support. This group provides an excellent opportunity for learning and exchange of ideas. There are regional users groups as well. HUG membership must be renewed annually. • HTE Project The scope of services for project management includes: Management Services ♦ Development of a total project plan that includes all tasks to be HTE's Professional Services completed by you and HTE. • Division brings an independent perspective to the ♦ Preparation of biweekly status reports that include a summary of implementation process that is all project teams' status. a benefit in the development of a consensus regarding ♦ Preparation of monthly executive status reports, including systems objectives and generation of a Gantt chart and project budget tracking reports. • formation of specific implementation requirements ♦ Definition, coordination, and monitoring of all related project for the HTE applications. resources (internal and external). The Professional Services ♦ Preparation of training visit schedules with dates and duration of • Division is composed of each visit. highly experienced information systems ♦ Preparation of training visit agendas that will identify who professionals with in-depth should attend, required information for the meetings, and project management objectives of the training visit. experience. Our team • includes senior-level ♦ Coordination of all project-related technical, educational, consultants who specialize in documentation, and support services. government information systems and have extensive ♦ Coordination of all system changes and modifications requested experience in all aspects of in conjunction with the accepted project plan. information systems. They have the credentials critical ♦ Tracking and resolution of all project issues. for successful project management. ♦ On-site support, as required. • HTE, Inc. Town of Southold • Town of Southold IRV Conversion Services • TE offers you comprehensive and site approximately one month prior to the "go complete data conversion services. We live" date. We will support the installation and Hhave more than ten years of experience run of the conversion programs from Orlando via providing this service to prior users of remote modem connection. both IBM and non-IBM platforms. This includes • various S/36 and S/38 IBM software vendors, The timespan for the conversion process varies plus DEC, Unisys,NCR, Prime, Hewlett Packard, depending upon the applications purchased. and others. Exact dates are difficult to project without a meeting between you and our Operations staff. Factors that impact the overall timespan include Several factors must be considered before any your staff s availability, "live" date goals, and the • conversion process takes place. The means of previously mentioned conversion project analysis. conversion varies,depending upon some of the following: Conversion Costs ♦ Data volumes on existing computer system We charge an hourly rate of$85 for conversion • ♦ File records/file layouts of existing software services (plus any applicable travel and ♦ Desired historical data(transaction history out-of-pocket expenses). Since the conversion files) cost issue is a significant factor in your decision- ♦ Data field compatibility between prior and making process, we can offer the following current system information as a guideline for projecting Availability and format of data conversion costs. Estimated programming hours • ♦ Amount of manual input required required to convert certain applications are listed (regardless of conversion) below. If an application is not included on this list, then it is not typically converted. We will help you explore all viable alternatives before you make a conclusive conversion Conversion Effort Estimate decision. Our goal is to ensure the • Application Estimated implementation process, especially the I conversion, is as timely and cost-effective as Hours possible. GMBA 30 Asset Management 24 We will obtain all the appropriate information Accounts Receivable 30 • needed from you as part of the conversion Fleet Management 40 service. It can be gathered during the payroll/Personnel 40 demonstration/evaluation process or during the initial system implementation consultation with Utility Billing 215 our staff. Tax Billing & Collections 88 � Court Case Management 215 Typically, the conversion programs are analyzed, created, completed, and tested at our offices. 'Does not include history. They are then delivered, installed, and run at your 2 Demographic information only. • HTE,Inc. Town of Southold many ways,this supplements the training The preceding information will vary substantially, we provide during this time. Again, if we based on your needs, and the size and complexity perform the conversion, your staff will not of the conversion will significantly impact the be as heavily involved. total conversion cost. If the conversion cost is a significant decision factor,more precise costs can Summary be obtained through a consultation with our Operations staff. We will perform any conversion services you would like. Our business philosophy is to ensure Conversion Alternatives that all prospective clients are fully aware of the various options available to them prior to • There are alternatives for conversion incurring additional time and expenses. With this programming that you may want to consider. For in mind, we have presented two alternatives instance, you may choose to manually key in the within this document that ultimately provide the appropriate data from your previous system. same result. We feel it is in your best interest to Please consider the following factors: understand the viable alternatives available with • our software and the related service, so you can 1. Manual input of data may still be required, make the decision that best suits you. even if a conversion program is completed. For instance,there are fields of data in our applications that may not have a • corresponding or coexistent field in your existing software. In other words, your staff may still have to manually input a certain amount of data into the application. This cannot be avoided, since no vendor • has a system exactly like your existing applications. 2. Your staff can ensure data integrity for the new system by manually keying in data. • For example, any unwanted, inappropriate, or invalid data from your old system will not be transferred(or converted) into your new system, simply because you will be closely involved with this process. You • can expect a higher level of data integrity by conducting a manual conversion. 3. While your staff is manually keying in data, they will be using and working with the • new system. In essence, your staff will be more familiar with our systems by sheer exposure during the conversion process. In • HTE, Inc. Town of Southold Modification Services Am Your software modification needs If you decide to perform the modification, can be addressed one of two you may add supplemental programs in • ways. We would be happy to the modification library that is included in provide modification services for you, or each HTE application. We strongly if you would prefer, you can perform the encourage you to use this library so as not modification yourself. to impact future updates and enhancements released by HTE. • When you contract with us to perform a modification,the appropriate HTE Modification Support Product Manager forwards a completed System Change Request(SCR)to you for Modifications developed by HTE are approval. The SCR outlines the warranted for 90 days from date of modification required,the programming delivery and are covered under the annual involved,the hours needed, and the total maintenance agreement. If you need cost of the modification. Your approval is assistance with modifications that you required before we can begin work on performed, these services from HTE will your modification. Modification services be billed at the rate of$85 per hour. • are available at the rate of$100 per hour. SCR Process • -- Customer Customer Phone Request Written Request • Does Analysis and "NO" SCR meet "YES" Cost Prepared requirement Customer Approval 7 • SCR Mailed to Customer Created for Approval Work Performed • a 0 Mail to HTE Modification Delivered • HTE, Inc. Town of Southold Training HTE application and technical training are critical Additional Training components of your total implementation. Shortly • after your contract is finalized, we conduct a Application Specialists are conference call between your implementation team, your available to conduct training Account Executive, and our Operations department to discuss for additional application your implementation goals. Then we develop a training software purchased or for new schedule that meets your requirements. employees. When significant software Application Training Environment enhancements or changes Training are released, additional ♦ Separate training room(free from training may be To maximize the interruption] recommended to ensure ♦ Appropriate number of workstations ' success with the • effectiveness of your Y training, we use the *' Maximum of 8 students our new software. "train the trainer" •' Overhead projector approach. Our • Either a greaseboard or chalkboard In addition to on-site Application Specialists training, we offer • train your key staff members, then they are qualified to train regional training workshops other employees as needed. This approach minimizes your designed to enhance your training expenses, and it ensures that you have the ability to application and system train new employees consistently, in a way that utilizes the expertise. If you have not system fully. We have found this approach to be efficient and already received one, a • cost-effective. If you desire, alternative training methods are training catalog with a current available to meet your requirements. course schedule and registration information is The environment in which your training occurs is an available through your important factor in your staff's education process. If possible, Account Executive or our • the ideal environment would be that outlined in the inset. Operations department. Technical Training HTE technical training is available for an additional fee and is • recommended to ensure maximum productivity from your new system. Although there are alternate sources for hardware installation services and training, we feel it is important that we participate in this phase of your implementation. Technical training can include system • operations, HTE menu and security system, office automation and report writer instruction. HTE, Inc. Town of Southold Government Management and Budgetary Accounting (GMBA) lift elcome to HTE and the GMBA We will need a room for your training (Accounting) software application. sessions that should be separate from any public work areas and that contains computer To ensure a smooth transition from your terminals for the people who will attend the existing system to the GMBA application, we training sessions. request that you complete the enclosed Client Information Questionnaire. The HTE Attendees Application Specialist uses this information to tailor the HTE training program to your To facilitate a successful training specific needs. environment, no more than eight people should attend the training sessions. Refer to In addition to the completed Client the training agenda for a detailed list of 0 Information Questionnaire, HTE requests that recommended attendees. Please indicate the you provide the following item: names of the attendees on the enclosed Client Information Questionnaire. ♦ Copy of your chart of accounts If you have specific needs or requirements Please return the completed questionnaire and that are not covered in the training agenda, other items to HTE at least two weeks prior to include your requests with the questionnaire. your training visit. Send them to: We look forward to working with you on the implementation of the HTE GMBA software HTE,Inc. application. 0 GMBA(Accounting)Team 390 N. Orange Avenue,Suite 2000 Orlando, FL 32801-1693 If you have any questions regarding the 0 requested information, please call HTE Customer Support. Training Sessions 0 Many important decisions about how you will use the GMBA software are made during your training sessions. The enclosed training agenda lists the topics that will be covered, 0 although it may be modified to meet your goals. Please photocopy this agenda and give a copy to everyone who will attend. HTE, Inc. Town of Southold Government Management and Budgetary Accounting (GMBA) Training Agenda Overview . During the meeting, the our HTE Application Specialist has prepared a Application Specialist training program that explains the features of the discusses: HTE system and the GMBA (Accounting) software application. This training agenda is designed to bring ♦ HTE terminology • maximum benefits from your training sessions. The agenda ♦ GMBA concepts outlines the topics that your HTE Application Specialist will ♦ GMBA processing discuss during your on-site visits, although these topics may ♦ How to use GMBA change slightly to adjust to your needs. menu options • By the end of the training sessions,you will beable to: Materials ♦ Create the chart of accounts What you should,provide: ♦ Enter and process transactions,from entry to update ♦ Record and monitor your organization's investment ♦ Classroom with a • portfolio computer terminal for ♦ Print;accounts payable checks each person who will ♦ Develop next fiscal year's operating budgets attend the training ♦ Close an accounting period and fiscal year sessions Use the online documentation ♦ Blackboard, • greaseboard, or chart Preparation for Training and easel Telephone Before your GMBA software application installation and training begins, you need to: What provides: • ♦ Review and assess your organization's accounting Training handouts ♦ .Online documentation policies and procedures ♦ Review and assess your organization's current reporting • requirements Prior to the first training session, your HTE Application Specialist conducts a pre-training meeting, which usually lasts less than two hours. During this meeting, an overview of the GMBA system is provided. Key personnel from the Finance/Accounting department should attend. 0 HTE, Inc. Town of Southold • Who Should Attend Agenda Anyone who works directly with the GMBA Visit 1 (Accounting) system, as well as personnel primarily responsible for training other During the first visit (2-3 days), we discuss employees, can attend the training sessions. the following topics: The decisions you make during these sessions should follow current accounting policies and ♦ Customizing the GMBA software procedures, since these decisions set the application to meet your organization's foundation for future GMBA system uses. needs HTE recommends that the following ♦ Establishing system guidelines and personnel attend: standards using the GMBA system • control file ♦ A person who will function as your ♦ Defining project reporting requirements future in-house trainer(HTE ♦ Establishing the vendor master file recommends that you designate a ♦ Establishing user profiles supervisor or manager for training other ♦ Defining user security users.) ♦ Online documentation ♦ System manager ♦ Director or supervisor of the We conclude the first training visit with an Finance/Accounting department explanation of the preparations you should ♦ Key data entry or administrative support make for the second training visit. representatives ♦ As alternates, you can include: Visit 2 - Individuals responsible for performing the actual functions being During the second visit(4 days), we discuss taught the following topics: - Backup personnel ♦ Transaction processing, including entry, User Training edit, and update ♦ Disbursement processing, including 0 The HTE Application Specialist uses your printing accounts payable checks and responses to the Customer Information check reconciliation Questionnaire to ensure that GMBA training ♦ Inquiry options meets your needs. During the training period, ♦ Demand reports the Application Specialist helps you set up the ♦ Period end closing GMBA software to work efficiently within your current accounting policies and We conclude the second training visit with an procedures. explanation of the preparations you should make for the third training visit. • HTE, Inc. Town of Southold Visit 3 The third on-site training visit(3 days) is your go-live visit. This is the time that you make the final transition to the new HTE software application. During this visit, we discuss the following topics: ♦ Fiscal year end procedures, including preparation of the next fiscal year's budget ♦ Investment tracking • ♦ Review--Any remaining questions are answered. ♦ Actual data-- Your HTE Application Specialist clears the GMBA system of all processing history created during training • to prepare the system for actual use. ♦ Preparations for actual go-live or actual entry of live transaction data Additional Visits • For additional on-site training, call the HTE Operations Department(1-800-727-8088). If you have questions or comments after your on-site training visits,please call HTE Customer Support. • • • 9 HTE, Inc. Town of Southold Accounts Receivable elcome to HTE and the Accounts agenda lists the topics that will be covered, Receivable(AR) software although it may be modified to meet your application. goals. Please photocopy this agenda and give a copy to everyone who will attend. To ensure a smooth transition from your existing system to the Accounts Receivable We will need a room for your training application,we request that you complete the sessions which should be separate from any • enclosed Client Information Questionnaire. public work areas and contain at least one The HTE Application Specialist uses this computer terminal for every two persons information to tailor the HTE training attending the training sessions. program to your specific needs. Attendees • In addition to the completed Client Information Questionnaire, HTE requests that To facilitate a successful training you provide the following items: environment, no more than eight people should attend the training sessions. Refer to ♦ List of charges your organization currently the training agenda for a detailed list of bills recommended attendees. Please indicate the ♦ General ledger chart of accounts names of the attendees on the enclosed Client ♦ Your organization chart Information Questionnaire. Please return the completed questionnaire and If you have specific needs or requirements • other items to HTE at least two weeks prior to that are not covered in the training agenda, your training visit. Send them to: include your requests with the questionnaire. We look forward to working with you on the HTE Inc. implementation of the HTE Accounts Accounts Receivable Team Receivable software application. 390,N. Orange Avenue, Suite 2000 Orlando,FL 32801-1693 If you have any questions regarding the requested information, please call HTE • Customer Support. Training Sessions Many important decisions about how you will use the AR software are made during your training sessions. The enclosed training HTE, Inc. Town of Southold • Accounts Receivable Training Agenda Overview During the meeting, the • Application Specialist our HTE Application Specialist has prepared a discusses: training program that explains the features of the HTE system and the Accounts Receivable (AR) ♦ HTE terminology software application. This training agenda is designed to ♦ AR concepts 0 bring maximum benefits from your training sessions. The ♦ AR processing agenda outlines the topics that your HTE Application ♦ How to use AR menu Specialist will discuss during your on-site visits, although options these topics may change slightly to adjust to your needs. Materials • By the end of the training sessions,you wg. `,e able to: What you should provide: Enter receivablesand payments Track revenues, assessments, and deposits online on ♦ Classroom with at least daily basis one terminal for every • ♦ Generate invoices and statements which provide for two persons attending the receivables aging training sessions ♦ Use the online documentation ♦ Blackboard, greaseboard, or chart Preparation for Training and easel • ♦ Phone Zine Before your AR software application installation and training begins, you need to: What HTE provides: ♦ Ensure that the enclosed questionaire has been completed ♦ Training handouts • ♦and returned to HTE Online documentation ♦ Establish a chart of accounts for AR to work effectively with the general ledger • Prior to the first training session, your HTE Application Specialist conducts a pre-training meeting which usually lasts less than two hours. During this meeting, an overview of the AR system is provided. Key personnel from your Accounts Receivable department should attend. • 0 HTE, Inc. Town of Southold AZ • Who Should Attend Agenda Anyone who works directly with the Visit 1 Accounts Receivable system, as well as personnel primarily responsible for training During the first visit (2-3 days), we discuss • other employees, can attend the training the following topics: sessions. The decisions you make during these sessions should follow current Accounts ♦ Defining or customizing the AR software Receivable department policies and application to meet your needs procedures, since these decisions set the ♦ Establishing AR system guidelines and foundation for future AR system uses. HTE standards using the AR system control recommends that the following personnel file attend: ♦ Setting up all code files ♦ Customer setup and maintenance ♦ A person who will function as your ♦ Charge entry procedures • future in-house trainer(HTE ♦ Invoice, statement, and update processing recommends that you designate a concepts supervisor or manager for training other ♦ Report generation (e.g., trial balance, users.) pending listings) ♦ System manager ♦ Online documentation ♦ Director or supervisor of the Accounts Receivable department We conclude the first training visit with an ♦ Key data entry or administrative support explanation of the preparations you should representatives make for the second training visit. ♦ Employee who is familiar with your cash receipts system Visit 2 • User Training During the second visit(2-3 days), we discuss the following topics: The HTE Application Specialist uses your • responses to the Customer Information ♦ Inquiries Questionnaire to ensure that AR training ♦ Charge entry meets your needs. During the training period, ♦ Adjustments the Application Specialist helps you set up the ♦ Demand reports AR software to work efficiently within your ♦ Cash receipts entry and posting current Accounts Receivable department ♦ Update processing policies and procedures. ♦ Payment application ♦ Statement and invoice processing We conclude the second training visit with an 0 explanation of the preparations you should make for the third training visit. 9 HTE, Inc. Town of Southold Visit 3 The third on-site training visit (2-3 days) is your go-live visit. This is the time that you make the final transition to the new HTE software application. During this visit,we discuss the following topics: • ♦ Customer correspondence ♦ Refunds and write-offs ♦ Review--Any remaining questions are answered. r ♦ Actual data-- Your HTE Application Specialist clears the AR system of all processing history created during training to prepare your system for actual use. s Additional Visits For additional on-site training, call the HTE Operations department(1-800-727-8088). If you have questions or comments after your on-site training visits, please call HTE Customer Support. f HTE, Inc. Town of Southold _ • i Asset Management elcome to HTE and the Asset although it may be modified to meet your Management(FA) software goals. Please photocopy this agenda and give application. a copy to everyone who will attend. To ensure a smooth transition from your We will need a room for your training session existing system to the Asset Management which should be separate from any public application, we request that you complete the work areas and contain at least one computer enclosed Client Information Questionnaire. terminal set up for training purposes. The HTE Application Specialist uses this information to tailor the HTE training Attendees program to your specific needs. To facilitate a successful training In addition to the completed Client environment, no more than eight people Information Questionnaire, HTE requests that should attend the training session. Refer to you provide the following items: the training agenda for a detailed list of recommended attendees. Please indicate the ♦ File layout of your present fixed asset names of the attendees on the enclosed Client software application Information Questionnaire. ♦ Your organization chart If you have specific needs or requirements Please return the completed questionnaire and that are not covered in the training agenda, other items to HTE at least two weeks prior to include your requests with the questionnaire. your training visit. Send them to: We look forward to working with you on the implementation of the HTE Asset HTE, Inc. Management software application. Asset Management Team 390 N. Orange Avenue, Suite 2000 • Orlando,FL 32801-1693 If you have any questions regarding the requested information, please call HTE Customer Support. • Training Session Many important decisions about how you will use the FA software are made during your r training session. The enclosed training agenda lists the topics that will be covered, HTE, Inc. Town of Southold Asset Management Training Agenda Overview Prior to the training session, 0 your HTE Application our HTE Application Specialist has prepared a Specialist will conduct a training program that explains the features of the pre-training meeting, which HTE system and the Asset Management(FA) usually lasts less than two software application. hours. During this meeting, 0 an overview of the FA system This training agenda is designed to bring maximum benefits is provided. Key personnel from your training session. The agenda outlines the topics from your Finance and that your HTE Application Specialist will discuss during your Purchasing departments on-site visits, although these topics may change slightly to should attend. 0 adjust to your needs. During the meeting, the By the end of the training session,you will be able to Application Specialist discusses: ♦ Add, maintain, and dispose offixed assets in the asset master file ♦ HTE terminology ♦ Update depreciation of depreciable assets • FA concepts ♦ Process fixed asset transactions for GMBA (Accounting) Ho• processing posting ♦ How to use FA menu ♦ Process pending fixed asset records options Use the online documentation Materials Preparation for Training Whatyou should provide: Before your FA software application installation and training • ♦ Classroom with at least begins, you need to: one computer terminal ♦ Establish a chart of accounts if FA is going to work with • Blackboard, GMBA (Accounting) greaseboard, or chart ♦ Set up account numbers for the following types of and easel i accounts: • Phone line - Investment in assets accounts (for nondepreciable What HTE provides: assets) - Depreciation expense accounts (for depreciable assets) - Accumulated depreciation accounts (for depreciable • Training handouts r ♦ Online documentation assets) 0 HTE, Inc. Town of Southold Who Should Attend the Application Specialist helps you set up the FA software to work efficiently within your Anyone who works directly with the Asset current Finance department and Purchasing Management system, as well as personnel department policies and procedures. primarily responsible for training other employees, can attend the training session. Agenda The decisions you make during this session should follow current Finance department and During the training visit(I day), we discuss Purchasing department policies and the following topics: procedures, since these decisions set the foundation for future FA system uses. HTE ♦ Defining or customizing the FA software w recommends that the following personnel applicatio n to meet your needs attend: ♦ Establishing FA system guidelines and standards us ing the FA system control ♦ A person who will function as your file future in-house trainer(HTE ♦ Establishing FA codes that you define recommends that you designate a ♦ Processing and tracking assets and asset supervisor or manager for training other improvements, to include: users.) -Acquisitions ♦ System manager - Transfers ♦ Directors or supervisors of the Finance - Depreciation and Purchasing departments - Disposals ♦ Key data entry or administrative support ♦ Processing pending fixed asset records representatives ♦ Using the FA Inquiry Menu and Demand ♦ As alternates, you can include: Reports Menu - An individual from your Finance ♦ Online documentation department ♦ Review--Any remaining questions are - An individual from your Purchasing answered. department -An individual from your Information Additional Visits Systems department ♦ In addition, an employee who is familiar For additional on-site training, call the HTE with your general ledger chart of Operations department(1-800-727-8088). If accounts should be available to provide you have questions or comments after your general ledger account numbers for fixed on-site training visits, please call HTE asset-related transactions. Customer Support. User Training The HTE Application Specialist uses your 0 responses to the Customer Information Questionnaire to ensure that FA training meets your needs. During the training period, 0 HTE, Inc. Town of Southold Extended Reporting elcome to HTE and the Extended Attendees Reporting (ER) software application. To facilitate a successful training environment, no more than eight people To ensure a smooth transition from your should attend the training session. Refer to existing system to the Extended Reporting the training agenda for a detailed list of application, HTE requests that you provide recommended attendees. » the following items: If you have specific needs or requirements ♦ Samples of your current reports that are not covered in the training agenda, include your requests with the questionnaire. Please return the items to HTE at least two We look forward to working with you on the • weeks prior to your training visit. Send them implementation of the HTE Extended to: Reporting software application. HTE, Inc. Extended Reporting Team 390 N. Orange Avenue, Suite 2000; Orlando, FL 32801-1693 If you have any questions regarding the requested information, please call HTE • Customer Support. Training Session Many important decisions about how you will use the ER software are made during your training session. The enclosed training agenda lists the topics that will be covered, although it may be modified to meet your goals. Please photocopy this agenda and give a copy to everyone who will attend. We will need a room for your training session which should be separate from any public work areas and which contains computer terminals for the people who will attend the training session. HTE, Inc. Town of Southold Extended Reporting Training Agenda Overview During the meeting, the • Application Specialist our HTE Application Specialist has prepared a discusses: training program that explains the features of the HTE system and the Extended Reporting (ER) • HTE terminology software application. ♦ ER concepts • ♦ ER processing This training agenda is designed to bring maximum benefits ♦ How to use ER menu from your training session. The agenda outlines the topics options that your HTE Application Specialist will discuss during your on-site visits, although these topics may change slightly to Materials • adjust to your needs. Whatyou should provide By the end of the training session,you will be able to ♦ Classroom with a Set up system defaults for reports terminal far each person • ♦ Set up, change, and copy reports attending the training ♦ Print listings session Print reports ♦ Blackboard, ♦ Use the online documentation greaseboard, or chart and easel • Preparation for Training ♦ Phone line Before your ER software application installation and training What HTE provides: begins, you need to: ♦ Training handouts • ♦ Print samples of your current executive summary reports • Online documentation ♦ Print samples of your CAFR reports Prior to the training session, your HTE Application Specialist • conducts a pre-training meeting, which usually lasts less than two hours. During this meeting, an overview of the ER system is provided. Key personnel from all departments that print and use financial reports should attend. • 0 HTE, Inc. Town of Southold Who Should Attend Agenda • Anyone who works directly with the During the training visit(1-2 days), we Extended Reporting system, as well as discuss the following topics: personnel primarily responsible for training other employees, can attend the training ♦ System overview session. The decisions you make during this -Purpose session should follow your organization's - Modular design current policies and procedures, since these - Group/cross-referencing decisions set the foundation for future ER - Online documentation system uses. HTE recommends that the - Interface to personal computer (PC) following personnel attend: ♦ Establish ER system control defaults ♦ Report setup and maintenance ♦ A person who will function as your - Define report future in-house trainer(HTE - Define line items recommends that you designate a - Cross-referencing and calculation of supervisor or manager for training other column totals users.) ♦ Additional functions ♦ System manager - Copy/reuse reports ♦ Director or supervisor of the Financial - Link to other reports department - Copy line items ♦ Key data entry or administrative support ♦ Build report balances representatives ♦ Printing ♦ As alternates, you can include: - Reports - Individuals who will use the reports - Cross-reference Listing - Individuals familiar with the application - Adjustment Listing from which ER report information will ♦ Interface to PC be retrieved ♦ Review ♦ In addition, an individual who is familiar - Any remaining questions are answered. with your general ledger chart of accounts should be available to provide Additional Visits general ledger account numbers. For additional on-site training, call the HTE User Training Operations department(1-800-727-8088). If you have questions or comments after your . During the training period,the Application on-site training visits, please call HTE Specialist helps you set up the ER software to Customer Support. work efficiently within your current policies and procedures. HTE, Inc. Town of Southold • • Payroll/Personnel • elcome to HTE and the Training Sessions Payroll/Personnel (PR) software application. Many important decisions about how you will use the PR software are made during your To ensure a smooth transition from your training sessions. The enclosed training existing system to the Payroll/Personnel agenda lists the topics that will be covered, application, we request that you complete the although it may be modified to meet your • enclosed Client Information Questionnaire. goals. Please photocopy this agenda and give The HTE Application Specialist uses this a copy to everyone who will attend. information to tailor the HTE training program to your specific needs. We will need a room for your training sessions which should be separate from any • In addition to the completed Client public work areas and contain at least one Information Questionnaire, HTE requests that computer terminal for every two persons you provide the following items: attending the training sessions. ♦ General ledger chart of accounts Attendees • ♦ Sample check/direct deposit form ♦ Pay grade/step table To facilitate a successful training ♦ Employee work schedules environment, no more than eight people ♦ List of pay types, benefits, and should attend the training sessions. Refer to deductions the training agenda for a detailed list of ♦ List of positions and job authorizations recommended attendees. Please indicate the names of the attendees on the enclosed Client Please return the completed questionnaire and Information Questionnaire. other items to HTE at least two weeks prior to your training visit. Send them to: If you have specific needs or requirements • that are not covered in the training agenda, HTE, Inc. include your requests with the questionnaire. Payroll/Personnel Team We look forward to working with you on the 390 N. Orange Avenue, Suite 2000, implementation of the HTE Payroll/Personnel Orlando,FL 32801-1693 software application. • If you have any questions regarding the requested information,please call HTE Customer Support. • HTE, Inc. Town of Southold • PayrolMrsonnel • Training Agenda Overview ♦ Prepare a list of the benefits you offer employees our HTE Application Specialist has ♦ Prepare a list of the deductions prepared a training program that employees at your organization may have explains the features of the HTE withheld, including those that are pre-tax system and the Payroll/Personnel (PR) ♦ Prepare a list of hours types you want to software application. track ♦ Prepare a chart of accruals This training agenda is designed to bring ♦ Prepare a list of any possible work maximum benefits from your training schedules for employees in all sessions. The agenda outlines the topics that departments your HTE Application Specialist will discuss ♦ If you offer direct deposit, prepare a list during your on-site visits, although these of the banks your employees use, their topics may change slightly to adjust to your addresses, and the transit/American needs. Bankers Association number for each bank. By the end of the training sessions,you will • Prepare a list of budgeted authorizations be able to: you have in each department by position, e.g., Clerk I is a position, and you have a Record employee hours total of four Clerk I authorizations,two ♦ Calculate pay in finance, one in personnel, and one in 0 ♦ Print checks public works. ♦ Create batches to send to the general • If your pay plans are not broken out to ledger hourly rates, taken to four decimal ♦ Enter new employee records into PR places, you need to do this prior to your ♦ Work with deductions, taxes, and benefits first training visit. 0 for employees ♦ Compile the information needed to set up ♦ Process employee W2forms at year end all codes files ♦ Perform personnel budgeting Use the.online documentation Prior to the first training session, your HTE Application Specialist conducts a pre-training meeting, which usually lasts less than two Preparation for Training hours. During this meeting, an overview of the PR system is provided. Key personnel Before your PR software application from your Payroll, Accounting, and Personnel installation and training begins, you need to: departments should attend. 0 ♦ Review the methodou use to calculate Y During the meeting,the Application Specialist overtime pay discusses: HTE, Inc. Town of Southold • Payroll/Personnel department policies and ♦ HTE terminology procedures, since these decisions set the • ♦ PR concepts foundation for future PR system uses. HTE ♦ PR processing recommends that the following personnel ♦ How to use PR menu options attend: Materials ♦ A person who will function as your • future in-house trainer(HTE What you should provide: recommends that you designate a supervisor or manager for training other ♦ Classroom with at least one computer users.) terminal for every two persons attending ♦ System manager • ♦the training sessions Director or supervisor of the ♦ Blackboard, greaseboard, or chart and Payroll/Personnel department easel ♦ Key data entry or administrative support ♦ Phone line representatives ♦ Current one-year calendar and a ♦ Someone familiar with personnel • schedule of pay period check dates activities ♦ Current Circular E and the equivalent for your state tax tables User Training ♦ Your personnel policy regarding the method of accruing and spending time. If The HTE Application Specialist uses your you have bargaining units that vary, you responses to the Customer Information need to have this information available Questionnaire to ensure that PR training also, meets your needs. During the training period, ♦ Latest EEO4 Report the Application Specialist helps you set up the ♦ Pay plans in effect at your organization PR software to work efficiently within your • A copy of your state retirementreport current Payroll/Personnel department policies ♦ . ♦ Time sheets or cards that you currently and procedures. key employees'time from Agenda • What HTE provides: Visit 1 ♦ Training handouts ♦ ; Online documentation During the first visit(4-5 days), we discuss the following topics: • Who Should Attend ♦ Defining or customizing the PR software Anyone who works directly with the application to meet your needs ♦ Establishing PR system guidelines and Payroll/Personnel system, as well as standards using the PR system control personnel primarily responsible for training file • other employees, can attend the training ♦ All codes files -- To the right of the code, sessions. The decisions you make during you will see the field size for the code these sessions should follow current 9 HTE, Inc. Town of Southold and whether it is an alphanumeric or alphanumeric code within each type numeric code. code) --Used heavily for tracking of • - Bank(2 digit, alphanumeric code) -- disciplinary actions, dependent Used for the banks that you allow your information, beneficiary information, etc. employees to direct deposit their This is an area where you type in paychecks into their accounts. free-form information regarding an Driver's license type (1 digit, employee. • alphanumeric code) --Used to define the - Next review type (2 digit, alphanumeric class/type of driver's license that your code) -- Used to define the type of review employees have. an employee is due for next. With the Education(3 digit, alphanumeric code) -- use of this code and the date recorded in Used to define the highest level of the employee's record, PR generates a 0 education your employees have achieved. monthly listing indicating which - Check location(2 digit, alphanumeric employees are due a review and the type code) --Used to sort checks. Paychecks of review it is. sort alphabetically by department unless - Pay frequency (2 digit, alphanumeric you attach a check location code to an code) -- Used to define the number of 0 employee, forcing that check to sort pay periods that you have in a year. elsewhere. - Relationship (2 digit, alphanumeric code) EEO category (2 digit,numeric code) -- -- Used for the tracking of nepotism, as Predefined code provided on your EE04 well as defining the employee's Report. relationship to the emergency contact • - EEO function(2 digit, numeric code) -- person you have set up. Predefined code provided on your EE04 - Status change (2 digit, alphanumeric Report. code) -- Used to identify the type of Employee status (2 digit, alphanumeric changes that you make to an employee's code) --Used to identify the status of the status/position file. PR uses this to create • employee, i.e., regular, seasonal, history records of all pay increases, temporary, etc. You do not define a position transfers, etc. status of full-time or part-time because - Termination (2 digit, alphanumeric code) PR requires you to record whether the -- Used for tracking reasons of employee is full-time or part-time on termination. When you terminate an • each employee record. employee, you must give a reason why. Ethnic (1 digit, alphanumeric code) -- PR includes this information on Predefined code provided to you on your termination statistic listings. EE04Report. - Tax marital status (1 digit, alphanumeric - Handicap (2 digit, alphanumeric code) -- code) --Used to define the employee's 0 Used to track types of disabilities tax filing status. employees may have. - Tax (2 digit, alphanumeric code) -- Used Marital status (1 digit, alphanumeric to set up your tax tables. code) --Used to define employees' actual - Additional pay (2 digit, alphanumeric marital status, not related to their tax code) -- Used to define any types of pay 9 filing status. that can be paid on a given frequency, - Miscellaneous information(4 digit, e.g., longevity, incentive pays, car alphanumeric type code, 3 digit, allowance, etc. 0 HTE, Inc. Town of Southold FLSA cycles (2 digit, alphanumeric employer's share of FICA, Medicare, code) --Used to define the length and health insurance, etc. 0 number of days in any FLSA cycle used - State retirement plan(2 digit, within your agency. You need to know if alphanumeric code) --Used to define the the fire department,police department, or deductions and benefits that are used to any other departments have cycles create your state retirement report. different than a 40 hour/7 day cycle, - Worker's compensation(4 digit, numeric which is the normal cycle for code) --Used to calculate the amount of administrative employees. If they have a the worker's compensation insurance different cycle, you need to know the benefit based on the rates charged by beginning date of the first cycle in your insurance carrier. January. If you bring a current year ♦ Grade/step table (3 digit, alphanumeric 0 calendar with you to your training code) -- Grade and step categories are session, your Application Specialist will assigned to employment positions and assist you in determining this are used to validate the hourly rate in information. each employee's individual record. Accruals (3 digit, alphanumeric type ♦ Position control file(5 digit, numeric 9 code, 2 digit, alphanumeric code within code) -- Contains all positions and each type code) --Used to define your authorizations, or slots, for filled or various type of leave accruals, e.g., unfilled positions. vacation, sick, compensatory, floating ♦ Employee schedules (2 digit, holidays, etc. alphanumeric code) -- Schedules attached 4 - Hours type (2 digit, alphanumeric code) to each employee's master file to create a -- Used to set up pay type codes that you default number of hours so that only key in during time input. These codes exception hours need to be entered can be a percentage of the employee's during time entry. hourly rate, such as regular hours as ♦ Flexible compensation plans (2 digit, 0 100% of an employee's hourly rate. They alphanumeric code) -- Schedules attached can also be a dollar amount only. In that to each employee's master file to define case, you type an amount in the 'amount' the flexible spending accounts they have. field during time input. Amounts can be This feature allows you to perform a fixed amount per hour, such as beeper reimbursements and claims through 0 pay paid at$20 for every hour that an payroll and shows you the history of each employee carries a beeper. employee's flexible compensation plan. Adjustment before taxes (2 digit, ♦ Employee master file alphanumeric code) -- Used to define - You learn the employee add process on your pre-tax deductions, e.g., state you last day of training. From this, you 0 retirement or deferred compensation. should be able to determine the Deduction(2 digit, alphanumeric code) -- information that you need to compile, Used to define your after tax deductions, either from your current computer system e.g., union dues, insurance not in your or through employee personnel files, to 125 plan, tax levies, etc. finish the set up of your employees. - Benefit(2 digit, alphanumeric code) -- ♦ Paychecks Used to define all benefits paid by your agency on behalf of the employee, e.g., HTE, Inc. Town of Southold - Your trainer needs a voided paycheck if you are going to continue to use your We conclude the second training visit with an • current checks. explanation of the preparations you should ♦ Online documentation make for the third training visit. We conclude the first training visit with an Visit 3 explanation of the preparations you should • make for the second training visit. The third on-site training visit (3 days) is your go-live visit. This is the time that you make Visit 2 the final transition to the new HTE software application. During this visit, we discuss the During the second visit(4 days), we discuss following topics: • the following topics: ♦ Daily processing ♦ Pay period processing ♦ Review--Any remaining questions are - Open a pay period answered. - Create hours ♦ Actual data-- Your HTE Application • - Enter exception hours Specialist clears the PR system of all - Print the Hours Proof Listing that you processing history created during training use to verify hours entered to prepare your system for actual use. - Run payroll calculations and verify the accuracy of payroll information on the Additional Visits • preliminary payroll register by comparing the payroll information on the For additional on-site training, call the HTE register to the same payroll period on Operations department (1-800-727-8088). If your current system you have questions or comments after your ♦ Paychecks -- How to print on-site training visits,please call HTE • ♦ Updates and reports Customer Support. - How to run updates using the PR software application - How payroll distribution is handled using the PR software application • ♦ Check management - Check voiding -Manual checks - Check reconciliation ♦ Period end processing • - Month-end - Quarter-end - Fiscal year-end - Calendar year-end - W2 processing ♦ Budgeting --A brief overview of budgeting will be given if time permits. HTE, Inc. Town of Southold • Planning and Zoning • elcome to HTE and the Planning agenda lists the topics that will be covered, and Zoning (PZ) software although it may be modified to meet your application. goals. Please photocopy this agenda and give a copy to everyone who will attend. To ensure a smooth transition from your existing system to the Planning and We will need a room for your training Zoning application,we request that you sessions which should be separate from any 0 complete the enclosed Client Information public work areas and contain one computer Questionnaire. The HTE Application terminal for every person attending the Specialist uses this information to tailor the training sessions. HTE training program to your specific needs. Attendees 0 In addition to the completed Client Information Questionnaire, HTE requests that To facilitate a successful training you provide the following items: environment, no more than eight people should attend the training sessions. Refer to ♦ A list of all project types processed the training agenda for a detailed list of • through your department recommended attendees. Please indicate the ♦ A list of fees collected for Planning and names of the attendees on the enclosed Client Zoning activities Information Questionnaire. Please return the completed questionnaire and If you have specific needs or requirements • other items to HTE at least two weeks prior to that are not covered in the training agenda, your training visit. Send them to: include your requests with the questionnaire. We look forward to working with you on the HTE,Inc. implementation of the HTE Planning and Planning and Zoning Team Zoning software application. • 390 N. Orange Avenue, Suite 2000 Orlando,FL 32801-1693 If you have any questions regarding the requested information, please call HTE • Customer Support. Training Sessions Many important decisions about how you will use the PZ software are made during your training sessions. The enclosed training HTE, Inc. Town of Southold • Planning and Zoning • Training Agenda Overview • During the meeting, the our HTE Application Specialist has prepared a Application Specialist training program that explains the features of the discusses: HTE system and the Planning and Zoning (PZ) software application. ♦ HTE terminology • ♦ PZ concepts This training agenda is designed to bring maximum benefits ♦ PZ processing from your training sessions. The agenda outlines the topics ♦ How to use PZ menu that your HTE Application Specialist will discuss during your options on-site visits, although these topics may change slightly to • adjust to your needs. Materials By the end of the training sessions,you will be able to: What'you should provide: ♦ Process PZ projects through the system ♦ Classroom with one • ♦ Apply fees to general ledger accounts affected by receipt computer terminal per offees ifyour organization uses HTE's GMBA person (Accounting) application ♦ Blackboard, Notify Building Permits(BP) of yourPZ projects and any greaseboard, or chart building restrictions if your organization uses HTE's BP and easel • application ♦ Phone line Use the online documentation What HTE provides: Preparation for Training ♦ :Training handouts • Before your PZ software application installation and training ♦ Online documentation begins, you need to: ♦ Develop a list of all project types you process ♦ Identify the general ledger account numbers to which • fees are applied Prior to the first training session, your HTE Application Specialist conducts a pre-training meeting, which usually lasts less than two hours. During this meeting, an overview of the PZ system is provided. Key personnel from the Planning and Zoning department should attend. • HTE, Inc. Town of Southold Who Should Attend ♦ Defining or customizing the PZ software Anyone who works directly with the PZ application to meet your needs system, as well as personnel primarily ♦ Establishing PZ system guidelines and responsible for training other employees, can standards using the PZ system control attend the training sessions. The decisions file you make during these sessions should follow ♦ Creating folders and documents with current Planning and Zoning department your word processing application policies and procedures, since these decisions ♦ Establishing PZ code files set the foundation for future PZ system uses. ♦ Online documentation HTE recommends that the following personnel attend: We conclude the first training visit with an explanation of the preparations you should ♦ A person who will function as your make for the second training visit. future in-house trainer(HTE recommends that you designate a Visit 2 supervisor or manager for training other users.) During the second visit (2 days), we discuss ♦ System manager the following topics: ♦ Director or supervisor of the Planning and Zoning department ♦ Adding or making changes to code files ♦ Key data entry or administrative support ♦ How to create and maintain projects representatives ♦ Locating and applying locations to ♦ As alternates, you can include clerical projects using Land Management (LM) staff. ♦ Producing PZ documents using your word processing application User Training ♦ How to collect fees The HTE Application Specialist uses your We conclude the second training visit with an responses to the Customer Information explanation of the preparations you should 40 Questionnaire to ensure that PZ training meets make for the third training visit. your needs. During the training period, the Application Specialist helps you set up the PZ Visit 3 software to work efficiently within your current Planning and Zoning department The third on-site training visit(2 days) is your policies and procedures. go-live visit. This is the time that you make the final transition to the new HTE software Agenda application. During this visit, we discuss the following topics: Visit 1 ♦ Additions and/or changes to your code � files During the first visit(2 days), we discuss the following topics: ♦ Entering "live" projects into the system HTE, Inc. Town of Southold • ♦ Printing reports ♦ Establishing procedural steps to follow • while using PZ ♦ Review-- Any remaining questions are answered. ♦ Actual data-- Your HTE Application Specialist clears the PZ system of all • processing history created during training to prepare your system for actual use. Additional Visits • For additional on-site training, call the HTE Operations department(1-800-727-8088). If you have questions or comments after your on-site training visits, please call HTE • Customer Support. • • • • • HTE, Inc. Town of Southold Tax Billing & Collections • elcome to HTE and the Tax Billing If you have any questions regarding the & Collections (TX) software requested information, please call HTE application. Customer Support. • To ensure a smooth transition from your Training Sessions existing system to the Tax Billing application, we request that you complete the enclosed Many important decisions about how you will Client Information Questionnaire. The HTE use the TX software are made during your Application Specialist uses this information to training sessions. The enclosed training tailor the HTE training program to your agenda lists the topics that will be covered, specific needs. although it may be modified to meet your goals. Please photocopy this agenda and give In addition to the completed Client a copy to everyone who will attend. Information Questionnaire, HTE requests that you provide the following items: We will need a room for your training sessions which should be separate from any ♦ Tax bills (blank& completed forms) public work areas and contain at least one ♦ A section from your current tax roll computer terminal set up for training 0 ♦ Delinquent notices (blank& completed purposes. forms) ♦ Current and prior year tax rates Attendees ♦ Penalty, interest, and collection fee schedules To facilitate a successful training 0 ♦ List of assessment and exemption environment, no more than six people should categories attend the training sessions. Refer to the ♦ List of tax deductions or credits and training agenda for a detailed list of applicable amounts recommended attendees. Please indicate the ♦ Tax certificates (blank& completed names of the attendees on the enclosed Client • forms) Information Questionnaire. ♦ Tax receipts (blank& completed forms) ♦ Copy of a tax contract If you have specific needs or requirements that are not covered in the training agenda, Please return the completed questionnaire and include your requests with the questionnaire. • other items to HTE at least two weeks prior to We look forward to working with you on the your training visit. Send them to: implementation of the HTE Tax Billing software application. HTE, Inc. • Tax Billing Team 390 N. Orange Avenue, Suite 2000 Orlando,FL 32801-1693 HTE, Inc. Town of Southold • Tax Billing & Collections Training Agenda Overview During the meeting,the 0 Application Specialist our HTE Application Specialist has prepared a discusses: training program that explains the features of the HTE system and the Tax Billing (TX) software ♦ HTE terminology application. ♦ TX concepts 0 ♦ TX processing This training agenda is designed to bring maximum benefits ♦ How to use TX menu from your training sessions. The agenda outlines the topics options that your HTE Application Specialist will discuss during your on-site visits, although these topics may change slightly to Materials 0 adjust to your needs. What you should provide: By the end of the training sessions,you will be able to: Classroom with at least ♦ Calculate property taxes one terminal 0 ♦ Accept tax payments ♦ Blackboard, ♦ Inquire into tax accounts greaseboard, or chart Adjust tax accounts and easel ♦ Use the online documentation ♦ Phone line 0 Preparation for Training What HTE provides: Before your TX software application installation and training ♦ Training handouts begins, you need to: ♦ Online documentation 0 ♦ Print the 'Tax Billing Training Tools/TOO' section of the Tax Billing Online User Guide. ♦ Print the 'Tax Billing Installation Checklist/INS' section of the Tax Billing Online User Guide. Prior to the first training session, your HTE Application Specialist conducts a pre-training meeting, which usually lasts less than two hours. During this meeting, an overview of the TX system is provided. Key personnel from the Tax Collector's, Treasurer's, Auditor's, and Assessor's departments should attend. HTE, Inc. Town of Southold Who Should Attend current Tax Billing department policies and procedures. Anyone who works directly with the Tax Billing system, as well as personnel primarily Agenda responsible for training other employees, can attend the training sessions. The decisions Visit 1 you make during these sessions should follow current Tax Billing department policies and During the first visit(4-5 days), we discuss procedures, since these decisions set the the following topics: foundation for future TX system uses. HTE recommends that the following personnel ♦ Defining or customizing the Land attend: Management (LM) software application to meet your needs ♦ A person who will function as your ♦ Establishing LM system guidelines and future in-house trainer(HTE standards using the LM system control ` recommends that you designate a file supervisor or manager for training other ♦ Land Management file maintenance: users.) -Valuation codes ♦ System manager - Property use codes ♦ Director or supervisor of the Tax Billing - Miscellaneous information codes department -User-defined codes ♦ Treasurer or someone familiar with tax - Zip codes collection - User profile security ♦ As alternates, you can include: ♦ How to set up a Land Management - Key data entry or administrative parcel location support representatives ♦ Defining or customizing the TX r - Information systems staff member software application to meet your needs ♦ Representative from your Finance ♦ Establishing TX system guidelines and department standards using the TX system control file NOTE: This person should be familiar with the chart ♦ Tax Billing file maintenance: of accounts and general ledger transactions for the Tax - Roll codes Billing system. We will need approximately two hours of this person's time on the second day of the visit. -- CombinedEnt codes bill codes User Training - Loan company codes • -Adjustment codes The HTE Application Specialist uses your - Status codes responses to the Customer Information - Contract codes Questionnaire to ensure that TX training - Deduction codes meets your needs. During the training period, - Penalty and interest schedule the Application Specialist helps you set up the - Revenue distribution file TX software to work efficiently within your -User profile security ♦ Tax account selection HTE, Inc. Town of Southold ♦ How to set up a tax account ♦ Adjustments ♦ Defining or customizing the Cash ♦ Corrected bill calculations Receipts(CR) software application to ♦ Mass credit refunds meet your needs ♦ Voucher processing ♦ Establishing CR system guidelines and ♦ Tax payment entry through Cash standards using the CR system control Receipts file - Single and multiple payment entry ♦ Cash Receipts file maintenance: - Multiple tender - Batch type codes - Supplemental program - Endorsement codes - Printing receipts and validations - Payment type codes - Reviewing payments - Tender method codes - Editing batches - Tax codes - Balancing batches - Reason codes -Posting batches - Denomination codes -User profile security We conclude the second training visit with an ♦ Online documentation explanation of the preparations you should make for the third training visit. We conclude the first training visit with an explanation of the preparations you should Visit 3 make for the second training visit. The third on-site training visit(3-4 days) is Visit Z your go-live visit. This is the time that you make the final transition to the new HTE Before the second on-site training visit,the software application. During this visit, we following items should occur: discuss the following topics: i ♦ Complete Land Management(LM), Tax ♦ Review: Billing (TX), and Cash Receipts (CR) - Property tax billing process code files - Payment processing within CR ♦ Complete LM conversion -Adjustments ♦ Start TX conversion - Online documentation • ♦ Reporting and recommended balancing During the second visit(3-4 days), we discuss procedures the following topics: ♦ Purging tax accounts ♦ Changing tax account and location IDs ♦ Review: ♦ Review--Any remaining questions are - LM, TX, and CR code files answered. - How to set up an LM parcel location ♦ Actual data-- Your HTE Application - Tax account selection Specialist clears the TX system of all - How to set up a tax account processing history created during - Online documentation training to prepare your system for ♦ Tax calculations process actual use. ♦ Inquiries HTE, Inc. Town of Southold Additional Visits For additional on-site training, call the HTE Operations department(1-800-727-8088). Post-live visits are encouraged to help users with follow-up questions. If you have questions or comments after your on-site training visits,please call HTE Customer Support. w i • • • HTE,Inc. Town of Southold Building Permits elcome to HTE and the Building agenda lists the topics that will be covered, WPermits (BP) software application. although it may be modified to meet your . goals. Please photocopy this agenda and give To ensure a smooth transition from your a copy to everyone who will attend. existing system to the Building Permits application, we request that you complete the We will need a room for your training enclosed Client Information Questionnaire. sessions which should be separate from any • The HTE Application Specialist uses this public work areas and contain one computer information to tailor the HTE training terminal for every person attending the program to your specific needs. training sessions. In addition to the completed Client Attendees • Information Questionnaire, HTE requests that you provide the following items: To facilitate a successful training environment, no more than eight people ♦ Fee schedule that includes all permit and should attend the training sessions. Refer to application fees the training agenda for a detailed list of ♦ Samples of application documents, recommended attendees. Please indicate the current permits, and a certificate of names of the attendees on the enclosed Client occupancy Information Questionnaire. Please return the completed questionnaire and If you have specific needs or requirements other items to HTE at least two weeks prior to that are not covered in the training agenda, your training visit. Send them to: include your requests with the questionnaire. We look forward to working with you on the HTE,Inc. implementation of the HTE Building Permits Building Permits Team software application. 390 N. Orange Avenue, Suite 2000 Orlando,FL 32801-1693 If you have any questions regarding the requested information, please call HTE • Customer Support. Training Sessions Many important decisions about how you will use the BP software are made during your training sessions. The enclosed training HTE, Inc. Town of Southold • Building Permits Training Agenda Overview During the meeting, the our HTE Application Specialist has prepared a Application Specialist training program that explains the features of the discusses: HTE system and the Building Permits (BP) software application. ♦ HTE terminology • ♦ BP concepts This training agenda is designed to bring maximum benefits ♦ BP processing from your training sessions. The agenda outlines the topics ♦ How to use BP menu that your HTE Application Specialist will discuss during your options on-site visits, although these topics may change slightly to 0 adjust to your needs. Materials By the end of the training sessions,you will be able to What you should provider ♦ Key in applications and route them through plan ♦ Classroom with one 0 tracking computer terminal per ♦ Calculate permit fees and issue permits person ♦ Schedule and sign-off inspections ♦ Blackboard, ♦ Issue certificates of occupancy via system and/or close greaseboard, or chart out applications and easel ♦ Use the online documentation ♦ Phone line Preparation for Training What HTE provides: Before your BP software application installation and training ♦ Training handouts 0 begins, you need to: ♦ Online documentation ♦ Establish a chart of accounts if BP is going to work with GMBA(Accounting) ♦ Set up account numbers for each type of fee assigned to an account number Prior to the first training session, your HTE Application Specialist conducts a pre-training meeting, which usually lasts less than two hours. During this meeting, an overview of the BP system is provided. Key personnel from departments that issue permits should attend. HTE, Inc. Town of Southold Who Should Attend the Application Specialist helps you set up the • BP software to work efficiently within your Anyone who works directly with the Building current Building department policies and Permits system, as well as personnel primarily procedures. responsible for training other employees, can attend the training sessions. The decisions Agenda you make during these sessions should follow current Building department policies and Visit I procedures, since these decisions set the foundation for future BP system uses. HTE During the first visit (3-4 days), we discuss recommends that the following personnel the following topics: • attend: ♦ Defining or customizing the BP ♦ A person who will function as your software application to meet your needs future in-house trainer(HTE ♦ Overview of how BP works with the recommends that you designate a Land Management (LM) Software supervisor or manager for training other Application users.) ♦ Establishing BP system guidelines and ♦ System manager standards using the BP system control ♦ Director or supervisor of the Building file department ♦ Establishing LM system guidelines • ♦ Key data entry or administrative support using the LM system control file representatives ♦ Options for land file and data file ♦ As alternates, you can include: conversions - Individuals familiar with daily ♦ Defining codes and descriptions for BP procedures of the Building department code files - Inspectors or building officers who ♦ Fee schedules will be responsible for BP daily ♦ Plan tracking procedures ♦ Permit print programs - An individual from your Information ♦ Online documentation Systems department ♦ In addition, an employee who is familiar We conclude the first training visit with an with your general ledger chart of explanation of the preparations you should accounts should be available to provide make for the second training visit. general ledger account numbers for permit-related charges. Visit 2 • User Training During the second visit (3 days), we discuss the following topics: The HTE Application Specialist uses your ` responses to the Customer Information ♦ Completing your permit and certificate Questionnaire to ensure that BP training of occupancy prototypes meets your needs. During the training period, HTE, Inc. Town of Southold ♦ Creating and maintaining information you have questions or comments after your for application records on-site training visits, please call HTE • ♦ Creating and maintaining structure Customer Support. specification information ♦ Setting up, issuing, and maintaining permits ♦ Application tracking • ♦ HTE's Cash Receipts software application ♦ Printing permits ♦ Creating and maintaining inspection information for permits • ♦ Issuing and printing temporary and permanent certificates of occupancy ♦ Accessing BP information using inquiries • We conclude the second training visit with an explanation of the preparations you should make for the third training visit. Visit 3 • The third on-site training visit(3 days) is your go-live visit. This is the time that you make the final transition to the new HTE software application. During this visit,we discuss the • following topics: ♦ Printing reports ♦ Processing application records ♦ Printing permits • ♦ Review--Any remaining questions are answered. ♦ Actual data-- Your HTE Application Specialist clears the BP system of all processing history created during training to prepare your system for actual use. Additional Visits For additional on-site training, call the HTE Operations department (1-800-727-8088). If HTE, Inc. Town of Southold Business Licenses Welcome to HTE and the Business although it may be modified to meet your Licenses (BL) software goals. Please photocopy this agenda and give • application. a copy to everyone who will attend. To ensure a smooth transition from your We will need a room for your training existing system to the Business Licenses sessions which should be separate from any application, we request that you complete the public work areas and which contains . enclosed Client Information Questionnaire. computer terminals for the people who will The HTE Application Specialist uses this attend the training classes. information to tailor the HTE training program to your specific needs. Attendees In addition to the completed Client To facilitate a successful training Information Questionnaire, HTE requests that environment, no more than eight people you provide the following items: should attend the training sessions. Refer to the training agenda for a detailed list of ♦ License fee schedule recommended attendees. Please indicate the ♦ Copies of current license and renewal names of the attendees on the enclosed Client a notices Information Questionnaire. Please return the completed questionnaire and If you have specific needs or requirements other items to HTE at least two weeks prior to that are not covered in the training agenda, your training visit. Send them to: include your requests with the questionnaire. We look forward to working with you on the HTE, Inc. implementation of the HTE Business Licenses Business Licenses Team software application. 390 N. Orange Avenue, Suite 2000 • Orlando, FL 32801-1693 If you have any questions regarding the requested information, please call HTE Customer Support. • Training Sessions Many important decisions about how you will use the BL software are made during your training sessions. The enclosed training agenda lists the topics that will be covered, HTE, Inc. Town of Southold 0 Business Licenses Training Agenda • Overview 0 During the meeting,the our HTE Application Specialist has prepared a Application Specialist training program that explains the features of the discusses: HTE system and the Business Licenses (BL) software application. ♦ HTE terminology • ♦ BL concepts This training agenda is designed to bring maximum benefits ♦ BL processing from your training sessions. The agenda outlines the topics ♦ How to use BL menu that your HTE Application Specialist will discuss during your options on-site visits, although these topics may change slightly to • adjust to your needs. Materials By the end of'the>training sessions,you will be able to: Whatyou should provide: ♦ Set up and maintain system control functions ♦ Classroom with a • ♦ Setup and maintain user-deftned codes terminal for each person ♦ Set up and maintain business and license records attending the training Process new and renewal<licenses sessions Collect and process fees ♦ Blackboard, ♦ Produce reports greaseboard, or chart ♦ Use the online documentation and easel ♦ Phone line Preparation for Training What HTE provides: Before your BL software application installation and training � begins, you need to: ♦ Training handouts ♦ Online documentation ♦ Establish a chart of accounts in the GMBA (Accounting) software application, if BL will be working with GMBA ♦ Set up general ledger account numbers for the New 0 Licenses and Renewal Licenses accounts Prior to the first training session, your HTE Application Specialist conducts a pre-training meeting, which usually lasts less than two hours. During this meeting, an overview of the BL system is provided. Key personnel from departments that issue licenses should attend. • HTE, Inc. Town of Southold Who Should Attend Agenda • Anyone who works directly with the Business Visit 1 Licenses system, as well as personnel primarily responsible for training other During the first visit (3 days), we discuss the employees, can attend the training sessions. following topics: • The decisions you make during these sessions should follow current licensing department ♦ Defining or customizing the BL policies and procedures, since these decisions software application to meet your needs set the foundation for future BL system uses. ♦ BL and Land Management(LM) HTE recommends that the following software application overview personnel attend: ♦ Establishing BL system guidelines and standards using the BL system control ♦ A person who will function as your file future in-house trainer(HTE ♦ Establishing LM system guidelines recommends that you designate a using the LM system control file • supervisor or manager for training other ♦ Options for land file and data file users.) conversions ♦ System manager ♦ Defining codes and descriptions for BL ♦ Director or supervisor of the licensing ♦ Creating and maintaining fee schedules department ♦ Setting up the partial year fee file • ♦ Key data entry or administrative support ♦ Renewal notice print options representatives ♦ License print options ♦ As alternates, you can include: ♦ Creating and maintaining business - Licensing department clerical backup records staff ♦ Creating and maintaining license 0 records User Training ♦ Online documentation The HTE Application Specialist uses your We conclude the first training visit with an responses to the Customer Information explanation of the preparations you should Questionnaire to ensure that BL training make for the second training visit. meets your needs. During the training period, the Application Specialist helps you set up the Visit 2 BL software to work efficiently within your • current licensing department policies and The second on-site training visit(2 days) is procedures. your go-live visit. This is the time that you make the final transition to the new HTE software application. During this visit, we discuss the following topics: 0 ♦ Going live ♦ Printing reports 0 HTE, Inc. Town of Southold ♦ Processing license records ♦ Printing licenses and renewal notices • ♦ Review--Any remaining questions are answered. ♦ Actual data-- Your HTE Application Specialist clears the BL system of all processing history created during • training to prepare your system for actual use. Additional Visits • For additional on-site training, call the HTE Operations department(1-800-727-8088). If you have questions or comments after your on-site training visits, please call HTE • Customer Support. • • • • • • HTE, Inc. Town of Southold • Applicant Tracking • Welcome to HTE and the Applicant Training Session Tracking(AT) software • application. Many important decisions about how you will use the AT software are made during your To ensure a smooth transition from your training session. The enclosed training existing system to the Applicant Tracking agenda lists the topics that will be covered, application, we request that you complete the although it may be modified to meet your • enclosed Client Information Questionnaire. goals. Please photocopy this agenda and give The HTE Application Specialist uses this a copy to everyone who will attend. information to tailor the HTE training program to your specific needs. We will need a room for your training session which should be separate from any public • In addition to the completed Client work areas and contain one computer terminal Information Questionnaire, HTE requests that for each person attending the training session. you provide the following items: ♦ Job postings -- This should include Attendees . printed forms. To facilitate a successful training ♦ Application-- A sample of a job environment,no more than eight people application. ♦ should attend the training session. Refer to Letters sent to applicants - Send any form the training agenda for a detailed list of letters you use that pertain to hiring and rejecting applicants. recommended attendees. Please indicate the • names of the attendees on the enclosed Client Information Questionnaire. Please return the completed questionnaire and other items to HTE at least two weeks prior to If you have specific needs or requirements your training visit. Send thein to: that are not covered in the training agenda, • include your requests with the questionnaire. HTE, Inc. We look forward to working with you on the Applicant Tracking Team implementation of the HTE Applicant 390 N. Orange Avenue, Suite 2000 Tracking software application. Orlando,FL 32801-1693 • If you have any questions regarding the requested information, please call HTE Customer Support. • HTE, Inc. Town of Southold • Applicant Tracking Training Agenda Overview During the meeting, the • Application Specialist our HTE Application Specialist has prepared a discusses: training program that explains the features of the HTE system and the Applicant Tracking (AT) ♦ HTE terminology software application. ♦ AT concepts • ♦ AT processing This training agenda is designed to bring maximum benefits * How to use AT menu from your training sessions. The agenda outlines the topics options that your HTE Application Specialist will discuss during your on-site visit, although these topics may change slightly to Materials 0 adjust to your needs. What you should provide: By the end of the training session,,you will be able to: Classroom with a ♦ Record pertinent applicant information using the terminal for each person Applicant Tracking software application attending the training ♦ Create a requisition for an open position session ♦ Select the best applicant for a requisition ♦ Blackboard, greaseboard, ♦ Use the online documentation or chart and easel Phone line Preparation for Training What HTE provides: Before your AT software application installation and training begins, you need to: ♦ Online documentation Training handouts • ♦ Ensure that users are enrolled in IBM's OfficeVision/400 word processing software ♦ Review your organization's recruitment policies • Prior to the first training session,your HTE Application Specialist will conduct a pre-training meeting, which usually lasts less than two hours. During this meeting, an overview of the AT system is provided. Key personnel from your Human Resources department should attend. • HTE, Inc. Town of Southold Who Should Attend ♦ Recording applicant information ♦ Opening requisitions Anyone who works directly with the ♦ Attaching applicants to requisitions Applicant Tracking system, as well as ♦ Ranking the applicants for a requisition personnel primarily responsible for training ♦ How AT works with Payroll/Personnel other employees, can attend the training ♦ Online documentation sessions. The decisions you make during ♦ Review--All remaining questions are these sessions should follow current applicant answered. tracking policies and procedures, since these decisions set the foundation for future AT Additional Visits system uses. HTE recommends that the following personnel attend: For additional on-site training, call the HTE Operations department (1-800-727-8088). If ♦ A person who will function as your future you have questions or comments after your in-house trainer(HTE recommends that on-site training visits, please call HTE you designate a supervisor or manager for Customer Support. training other users.) ♦ System manager ♦ Director or supervisor of Personnel ♦ Key data entry or administrative support representatives User Training The HTE Application Specialist uses your responses to the Customer Information Questionnaire to ensure that AT training meets your needs. During the training period, the Application Specialist helps you set up the AT software to work efficiently within your current applicant tracking policies and procedures. Agenda During the training visit(1-2 days), we discuss the following topics: ♦ Defining or customizing the AT software application to meet your needs ♦ Establishing AT system guidelines and standards using the AT system control file ♦ Setting up codes used for applicant and requisition processing HTE, Inc. Town of Southold Cash Receipts • Welcome to HTE and the Cash computer terminal set up for training Receipts (CR) software purposes. � application. Attendees To ensure a smooth transition from your existing system to the Cash Receipts To facilitate a successful training application, we request that you complete the environment, no more than six people should • enclosed Client Information Questionnaire. attend the training sessions. Refer to the The HTE Application Specialist uses this training agenda for a detailed list of information to tailor the HTE training recommended attendees. Please indicate the program to your specific needs. names of the attendees on the enclosed Client Information Questionnaire. • Please return the completed questionnaire to HTE at least two weeks prior to your training If you have specific needs or requirements visit. Send into: that are not covered in the training agenda, include your requests with the questionnaire. HTE, Inca We look forward to working with you on the Cash Receipts Team implementation of the HTE Cash Receipts 390 N. Orange Avenue, Suite 2000 software application. Orlando,FL 32801-1693 If you have any questions regarding the • requested information,please call HTE Customer Support. Training Sessions Many important decisions about how you will use the CR software are made during your training sessions. The enclosed training agenda lists the topics that will be covered, although it may be modified to meet your goals. Please photocopy this agenda and give a copy to everyone who will attend. We will need a room for your training sessions which should be separate from any • public work areas and contain at least one HTE, Inc. Town of Southold • Cash Receipts Training Agenda Overview During the meeting,the • Application Specialist our HTE Application Specialist has prepared a discusses: training program that explains the features of the HTE system and the Cash Receipts (CR) software ♦ HTE terminology application. ♦ CR concepts 0 ♦ CR processing This training agenda is designed to bring maximum benefits ♦ How to use CR menu from your training sessions. The agenda outlines the topics options that your HTE Application Specialist will discuss during your on-site visits, although these topics may change slightly to Materials 0 adjust to your needs. What you should provide:_ By the end of the training sessions,you will be able to: ♦ Classroom with at least Enter, change, review, and delete payments one computer terminal • ♦ Edit and post batches or groups of payments ♦ Blackboard, Print reports and inquire on posted payments greaseboard, or chart ♦ Use the online documentation and easel ♦ Phone line Preparation for Training � 'What HTE provides: Before your CR software application installation and training begins, you need to: ♦ Training handouts ♦ Online';documentation 0 ♦ Create a list of the types of payments you collect ♦ Print a copy of the Cash Receipts Installation Checklist from the Cash Receipts Online User Guide ♦ Print a copy of the Cash Receipts Daily Checklist from the Cash Receipts Online User Guide 9 Prior to the first training session, your HTE Application Specialist conducts a pre-training meeting, which usually lasts less than two hours. During this meeting, an overview of the CR system is provided. Key personnel from departments that 0 collect revenue should attend. 0 HTE, Inc. Twon of Southold Who Should Attend current Cash Receipts department policies and • procedures. Anyone who works directly with the Cash Receipts system, as well as personnel Agenda primarily responsible for training other employees, can attend the training sessions. During the training session, we discuss the The decisions you make during these sessions following topics: should follow current Cash Receipts department policies and procedures, since ♦ Defining or customizing the CR these decisions set the foundation for future software application to meet your needs CR system uses. HTE recommends that the ♦ Establishing CR system guidelines and following personnel attend: standards using the CR system control file ♦ A person who will function as your ♦ File maintenance: future in-house trainer(HTE -Batch type codes recommends that you designate a - Endorsement codes • supervisor or manager for training other - Payment type codes users.) - Tender method codes ♦ System manager - Tax codes ♦ Cash Receipts director or supervisor - Reason codes ♦ Key data entry or administrative support - Denomination codes representatives - User profile security ♦ As alternates, you can include: - Custom options -An experienced cashier ♦ Payment entry - Information systems person - Single and multiple payment entry ♦ Representative from your Finance - Multiple tender department - Supplemental programs ♦ Printing receipts and validations NOTE: This person should be familiar with ♦ Reviewing payments the chart of accounts and general ledger ♦ Editing batches transactions for the Cash Receipts system. ♦ Balancing batches • We will need approximately two hours of this ♦ Posting batches person's time on the first day of the visit. ♦ Payment inquiry ♦ Payment Listing User Training ♦ Lock box payment processing . ♦ Generated Journal Report The HTE Application Specialist uses your ♦ Online documentation responses to the Customer Information ♦ Review-- Any remaining questions are Questionnaire to ensure that CR training answered. meets your needs. During the training period, ♦ Actual data-- Your HTE Application the Application Specialist helps you set up the Specialist clears the CR system of all CR software to work efficiently within your processing history created during HTE, Inc. Twon of Southold training to prepare your system for actual use. • At the end of your training session, you are able to go live with the Cash Receipts software application. The Application Specialist assists you with tasks that you • perform once you go live. Additional Visits For additional on-site training, call the HTE Operations department(1-800-727-8088). If you have questions or comments after your on-site training visits, please call HTE Customer Support. • • 0 • • 0 HTE, Inc. Twon of Southold s � � Code Enforcement elcome to the HTE Code Attendees Enforcement(CE) software application. Since many important decisions are made during the training visit, HTE recommends A CE training agenda is enclosed. Please that the following personnel attend training. give a copy to everyone who will attend the However,to maintain an optimal training training sessions. The training agenda lists environment, no more than eight people topics typically covered during your training should attend. visit. However, it can be modified to meet your organization's needs and requirements. ♦ System manager ♦ Manager of the code enforcement To ensure a smooth transition from your department existing system to your new Code ♦ Key data entry representatives or Enforcement, HTE requests that you complete administrative support representatives the enclosed Client Information from the code enforcement department Questionnaire. The Application Specialist ♦ As alternates you can include: will use the information on the questionnaire - Individuals familiar with daily to tailor training to your specific needs. procedures of the code enforcement department Please send the completed questionnaire and - Inspectors or code enforcement the above items to HTE at least two weeks officers who will be responsible for CE prior to your training visit. Send them to: daily procedures - An individual from information HTE, Inc. systems Code Enforcement Team 390 N. Orange Avenue, Suite 2000 Please indicate the names of the attendees on Orlando, FL 32801-1693 the enclosed Client Information Questionnaire. In addition, a room must be available for training sessions. This training room should We look forward to working with you on not be located in a public work area and implementing the HTE Code Enforcement should have at least one computer terminal set software application. up for training purposes. It will be used during the entire on-site training visit. If you have any questions regarding the requested information, please call HTE Customer Support. HTE, Inc, Town of Southold Code Enforcement Training Agenda Overview ♦ HTE terminology ♦ CE concepts o ensure that you receive the maximum ♦ CE processing benefit from the Code Enforcement ♦ How to use CE menu options (CE) software application, your HTE Application Specialist will explain the system User Training features and how they can work best for you. The Application Specialist uses your Based on your organization's needs, the responses to the Customer Information training topics listed in this agenda may vary Questionnaire to ensure that training meets slightly during your on-site visit. The training your needs. agenda outlines the topics that will be discussed during your HTE Application During the training period, the Application Specialist's three on-site visits. The sessions Specialist helps you set up CE to work should be attended by personnel responsible effectively with your current code for training others on the topic being enforcement policies and procedures. addressed as well as by personnel who work directly with the Code Enforcement system. Agenda The decisions you make during training set Visit I the foundation for using the HTE CE system. Your decisions should closely follow your During this visit, your Application Specialist current code enforcement policies and will give you an overview of the CE software procedures. application before teaching you how to set up CE to meet your organization's needs. NOTE: If you have questions or comments after your on-site training visits,please call You will discuss: HTE Customer Support. ♦ Defining or customizing the CE Pre-training software application to meet your organization's needs � Prior to training, your HTE Application ♦ How the CE and Land Management Specialist will present an overview of the CE (LM) software applications work system. Key personnel from the code together enforcement department should attend this ♦ Establishing CE system guidelines and pre-training meeting, which usually lasts less standards using the CE system control than two hours. In the overview,the file Application Specialist will discuss: ♦ Establishing LM system guidelines using the LM system control file HTE, Inc. Town of Southold . • s ♦ Defining codes and descriptions for CE ♦ Going live code files - The third on-site training visit is your 0 ♦ Fee codes go-live visit, when your organization ♦ Action type codes makes the final transition to the new ♦ Case data codes HTE software application. ♦ Case type codes ♦ Printing reports ♦ Violation codes ♦ Processing case records 0 ♦ Notice letters ♦ Printing notice letters ♦ Online documentation ♦ Review - Your HTE Application Specialist will Visit 2 conclude by answering any remaining questions you may have. 0 During this visit, your Application Specialist ♦ Actual data will start with a review of CE codes and - Your HTE Application Specialist will processing options you set up between the clear the CE system of all processing first and second visits. Then your Application history created during training. Clearing 40 Specialist will teach you how to process cases CE will prepare your system for actual using the codes and processing options. use. You will discuss: Additional Visits ♦ Creating and maintaining information For additional on-site training, call the HTE 0 for cases Operations Department(1-800-727-8088). ♦ Case action scheduling ♦ Case inspection maintenance ♦ Case board meeting maintenance ♦ Case penalty fee maintenance 0 ♦ Case cash receipts ♦ Case inquiry Visit 3 0 Your Application Specialist will begin this final visit with a review of your codes and processing procedures. Then your Application Specialist will help you go live with the CE software application. You will discuss: • HTE, Inc. Town of Southold Customer Information System • Welcome to HTE and the Customer - Signed numeric fields have a trailing Information System(CIS) software sign. • application. -File layouts corresponding to the tape are included. To ensure a smooth transition from your existing system to the Customer Information Please return the completed questionnaire and System application, we request that you other items to HTE at least two weeks prior to complete the enclosed Client Information your training visit. Send them to: Questionnaire. The HTE Application Specialist uses this information to tailor the HTE, Inc. HTE training program to your specific needs. Customer Information System Team In addition to the completed Client 390 N. Orange Avenue, Suite 2000Arland©,FL 3.2801-1693 Information Questionnaire, HTE requests that you provide the following items: If you have any questions regarding the ♦ Bills (both blank forms and printed requested information,please call HTE forms) Customer Support. ♦ All of your delinquent notices (both blank and printed forms) Training Sessions ♦ Ordinances and rate schedules (pertaining to utility billing) Many important decisions about how you will ♦ Service order(if you currently use use the UT software are made during your service order forms) training sessions. The enclosed training ♦ Customer application (if you currently agenda lists the topics that will be covered, use customer application forms) although it may be modified to meet your ♦ Billing schedule goals. Please photocopy this agenda and give ♦ A small sample (less than 300 accounts) a copy to everyone who will attend. of your current customer information on tape. The tape should have the We will need a room for your training following characteristics: sessions which should be separate from any public work areas and contains at least one - Unlabeled computer terminal for the first training visit - 1600 BPI (6250 BPI is also and a terminal for each attendee at each acceptable.) subsequent training visit. - Fixed block or unblocked - Fixed field lengths Attendees - Fixed length records - Packed data, in most cases, has been To facilitate a successful training unpacked environment, no more than four people should HTE, Inc. Town of Southold • i • • attend the training sessions. Refer to the training agenda for a detailed list of • recommended attendees. Please indicate the names of the attendees on the enclosed Client Information Questionnaire. If you have specific needs or requirements that are not covered in the training agenda, include your requests with the questionnaire. We look forward to working with you on the implementation of the HTE Customer Information System application. • • • • • HTE, Inc. Town of Southold • Customer Information System Training Agenda Overview - Suspense cash ♦ Include account numbers for the our HTE Application Specialist has following accounts only if you use these prepared a training program that accounts: explains the features of the HTE - Write-off system and the Customer Information System - Lien (CIS) software application. - Discount - Customer deposit This training agenda is designed to bring maximum benefits from your training Prior to the first training session, your HTE sessions. The agenda outlines the topics that Application Specialist conducts a pre-training 40 your HTE Application Specialist will discuss meeting, which usually lasts less than two during your on-site visits, although these hours. During this meeting, an overview of topics may change slightly to adjust to your the CIS system is provided. Key personnel needs. who will use the CIS software application should attend. 0 By the end of the trainingsessions,you will During the meeting, the Application Specialist be able to: discusses: ♦ Set up user-defined codes ♦ HTE terminology ♦ Perform maintenance functions on ♦ CIS concepts • customer accounts ♦ CIS processing ♦ Perform billing functions ♦ How to use CIS menu options ♦ Use the online documentation A representative from your Customer Information System department and your Preparation for Training system coordinator should be available at this meeting to provide a short overview of your Before your CIS software application current system. This overview familiarizes installation and training begins, you need to: the HTE Application Specialist with your current procedures and processing. ♦ Establish a chart of accounts covering all CIS transactions ♦ Include account numbers for the following required accounts: - Revenue i - Receivable - Cash - Suspense HTE, Inc. Town of Southold Materials NOTE: A representative from the Finance or 40 Customer Information System departments should be available to discuss your chart of accounts and rate What you should provide schedules. These two topics are crucial for a successful CIS system installation. ♦ Classroom with one terminal for the first training visit and a terminal for User Training each attendee at each subsequent training visit The HTE Application Specialist uses your ♦ Blackboard, greaseboard, or chart and responses to the Customer Information easel Questionnaire to ensure that CIS training Phone line meets your needs. During the training period, the Application Specialist helps you set up the What HTE provides: CIS software to work efficiently within your current Customer Information System ♦ Training handouts department policies and procedures. Online documentation Agenda Who Should Attend Visit 1 The decisions you make during these sessions • During the should follow current Customer Information first visit(3-4 days), we discuss System department policies, ordinances, and the following topics: rate schedules since these decisions set the foundation for future CIS uses. No more than • Defining or customizing the CIS four people should attend the training software application to meet your needs r sessions. HTE recommends that the • Establishing CIS system guidelines and following personnel attend: standards using the CIS system control file ♦ Customer Information System ♦ Generic codes supervisor(decision maker) • Receivable codes • ♦ Customer Information System project • Service codes coordinator ♦ Conversion requirements ♦ Someone knowledgeable about the • Overall CIS implementation plan billing process (if other than the Customer Information System We conclude the first training visit with an � supervisor) explanation of the preparations you should su ♦ sAs ualternates, you can include: make for the second training visit. Before the - Someone familiar with customer second visit, you should: service operations -Meter reading supervisor • Define all system options and codes, and � - Information systems person enter this information into the CIS software application ♦ Send HTE: HTE, Inc. Town of Southold - Your conversion requirements ♦ Train your customer service personnel - All of your established codes in the topics covered in the second visit ♦ Clean up all data files on your old ♦ Complete your second conversion system to eliminate duplication, etc. ♦ Complete the first run-through of the Visit 3 conversion process The third visit (3-5 days) completes the CIS Visit 2 training and precedes the parallel test time period. During this visit, we discuss the During the second visit (3-5 days), we discuss following topics: the following topics: ♦ Meter reading transactions ♦ Geo-based concepts ♦ Billing charge creation ♦ Rate groups ♦ Final bills and corrected bills ♦ Location information ♦ Entering payments ♦ Customer account information ♦ Entering adjustments ♦ How to navigate through CIS using ♦ Delinquency processing function keys ♦ Write-off(collections)processing ♦ How your system processes: ♦ Daily update processing - Service orders - Deposits NOTE: A representative from your Finance - Third-party notifications department should be available to discuss your chart of i - Meter information accounts and related general ledger transactions. - Miscellaneous charges We conclude the third training visit with a ♦ How to determine overrides for locations/customers project meeting. Topics addressed at this ♦ meeting include: Deposit maintenance 0 ♦ Termination/reactivation ♦ Credit history ♦ Parallel time period ♦ ♦ Go live (start billing with the HTE Initial billing ♦ system) Budget billing calculations ♦ Identify items not able to be handled by ♦ Meter inventory � the conversion - Meter installation - Removal functions ♦ Review conversion reports to identify ♦ Online documentation data cleanup We conclude the second training visit with an The parallel time period is your opportunity to 0 explanation of the preparations you should completely utilize the system prior to your make for the third training visit. Before the go-live visit. During the parallel time period, third visit, you should: you should: ♦ ♦ Consider and outline procedural changes Complete training of all of yourpersonnel ♦ Consider and outline your parallel ♦ Verify rates and balancing schedule HTE, Inc. Town of Southold ♦ Complete all items on the parallel checklist ♦ Implement all of your procedural changes ♦ Discuss all conversion or system questions with HTE Before the fourth visit, you should: ♦ Perform all cleanup on your old system ♦ Complete the final conversion t Visit 4 The fourth on-site training visit (4-5 days) is your go-live visit. This is the time that you make the final transition to the new HTE software application. During this visit, we discuss the following topics: ♦ Printing regular and final bills ♦ Delinquency is established ♦ Printing delinquent notices ♦ Data clean up is performed. ♦ Review-- Any remaining questions are answered. Additional Visits For additional on-site training, call the HTE Operations department(1-800-727-8088). If you have questions or comments after your on-site training visits, please call HTE Customer Support. i • HTE, Inc. Town of Southold r Fleet Management elcome to HTE and the Fleet public work areas and contain at least two Management(FM) software computer terminals and a printer set up for application. training purposes. To ensure a smooth transition from your Attendees existing system to the Fleet Management application, we request that you complete To facilitate a successful training • the enclosed Client Information environment, no more than eight people Questionnaire. The HTE Application should attend the training sessions. Refer to Specialist uses this information to tailor the the training agenda for a detailed list of HTE training program to your specific recommended attendees. Please indicate the needs. names of the attendees on the enclosed • Client Information Questionnaire. Please return the completed questionnaire to HTE at least two weeks prior to your If you have specific needs or requirements training visit. Send it to: that are not covered in the training agenda, include your requests with the questionnaire. HTE,Inc. We look forward to working with you on the Fleet Management Team implementation of the HTE Fleet 390 N. Orange Avenue, Suite 2000 Management software application. Orlando, FL 32801-1693 If you have any questions regarding the requested information, please call HTE Customer Support. Training Sessions • Many important decisions about how you will use the FM software are made during your training sessions. The enclosed i training agenda lists the topics that will be covered, although it may be modified to meet your goals. Please photocopy this agenda and give a copy to everyone who will attend. We will need a room for your training sessions which should be separate from any HTE,Inc. Town of Southold Fleet Management • Training Agenda Overview Materials • our HTE Application Specialist has prepared a What you should provide: training program that explains the features of the HTE system and the Fleet Management (FM) ♦ Classroom with at least software application. two computer terminals • and a printer This training agenda is designed to bring maximum benefits ♦ Blackboard, from your training sessions. The agenda outlines the topics greaseboard, or chart that your HTE Application Specialist will discuss during your and easel on-site visits, although these topics may change slightly to ♦ Phone line adjust to your needs. What HTE provides: By the end of the training sessions,you will be able to: ♦ Training.materials ♦ Create detailed equipment records for your ♦ Online documentation • organization's equipment ♦ Process job orders for preventive maintenance and inspections ♦ Schedule maintenance ♦ Inquire about fleet equipment and maintenance records • ♦ Use the online documentation Preparation for Training • Prior to the first training session, your HTE Application Specialist will conduct a pre-training meeting, which usually lasts less than two hours. During this meeting, an overview of the FM system is provided. Key personnel from your Fleet or Vehicle Maintenance department should attend. f During the meeting, the Application Specialist discusses: ♦ HTE terminology ♦ FM concepts 9 ♦ How FM works with other HTE software applications ♦ How to use FM menu options HTE, Inc. Town of Southold Who Should Attend ♦ Company and system control files ♦ Menu and menu option authorization Anyone who works directly with the Fleet ♦ Online documentation Management system, as well as personnel ♦ Employee file primarily responsible for training other ♦ Codes files employees, can attend the training sessions. ♦ Equipment inventory file The decisions you make during these sessions ♦ Job orders should follow current Fleet or Vehicle Maintenance department policies and We conclude the first training visit with an procedures, since these decisions set the explanation of the preparations you should foundation for future FM system uses. HTE make for the second training visit. recommends that the following personnel attend: Visit 2 ♦ A person who will function as your During the second visit (3 days), we discuss S future in-house trainer(HTE the following topics: recommends that you designate a supervisor or manager for training other ♦ Review and answer of questions users.) ♦ Job orders ♦ System manager ♦ Scheduled maintenance ♦ All employees who will use FM ♦ Fluids ♦ A representative from your Finance ♦ Pool equipment department ♦ Inquiry ♦ Daily, monthly, and yearly procedures User Training ♦ Special needs -- programming modifications + The HTE Application Specialist uses your responses to the Customer Information We conclude the second training visit with an Questionnaire to ensure that FM training explanation of the preparations you should meets your needs. During the training period, make for the third training visit. . the Application Specialist helps you set up the FM software to work efficiently within your Visit 3 current Fleet or Vehicle Maintenance department policies and procedures. The third on-site training visit (1-2 days) is your go-live visit. This is the time that you • Agenda make the final transition to the new HTE software application. During this visit, we Visit 1 discuss the following topics: During the first visit (2 days), we discuss the ♦ Period-end processing following topics: ♦ Go-live ♦ Review-- Any remaining questions are answered. HTE, Inc. Town of Southold ♦ Actual data-- Your HTE Application Specialist clears the FM system of all processing history created during training to prepare your system for actual use. Additional Visits r For additional on-site training, call the HTE Operations department (1-800-727-8088). If you have questions or comments after your on-site training visits,please call HTE Customer Support. • • • • s f HTE, Inc. Town of Southold Purchasing/Inventory • Welcome to HTE and the goals. Please photocopy this agenda and give Purchasing/Inventory (PI) software a copy to everyone who will attend. i application. We will need a room for your training To ensure a smooth transition from your sessions which should be separate from any existing system to the Purchasing/Inventory public work areas and contain at least one application, we request that you complete the computer terminal set up for every two • enclosed Client Information Questionnaire. persons attending the training sessions. The HTE Application Specialist uses this information to tailor the HTE training Attendees program to your specific needs. To facilitate a successful training In addition to the completed Client environment, no more than eight people Information Questionnaire, HTE requests that should attend the training sessions. Refer to you provide the following items: the training agenda for a detailed list of recommended attendees. Please indicate the ♦ Copy of your purchase order form names of the attendees on the enclosed Client A ♦ Your organization chart Information Questionnaire. Please return the completed questionnaire and If you have specific needs or requirements other items to HTE at least two weeks prior to that are not covered in the training agenda, your training visit. Send them to: include your requests with the questionnaire. We look forward to working with you on the HTE, Inc. implementation of the HTE Purchasing/Inventory Team Purchasing/Inventory software application. 390 N. Orange Avenue, Suite 2000 Orlando,FL 32801-1693 f If you have any questions regarding the requested information,please call HTE Customer Support. Training Sessions Many important decisions about how you will use the PI software are made during your training sessions. The enclosed training agenda lists the topics that will be covered, although it may be modified to meet your HTE, Inc. Town of Southold • Purchasing/Inventory Training Agenda f Overview PI system is provided. Key personnel from your our HTE Application Specialist has prepared a Purchasing, Inventory, and training program that explains the features of the Finance departments should HTE system and the Purchasing/Inventory (PI) attend. software application. During the meeting, the This training agenda is designed to bring maximum benefits Application Specialist from your training sessions. The agenda outlines the topics discusses: that your HTE Application Specialist will discuss during your on-site visits, although these topics may change slightly to ♦ HTE terminology adjust to your needs. ♦ PI concepts ♦ PI processing By the end of the training sessions,you will be able to. ♦ How to use PI menu options ♦ Key in requisitions and process them into purchase Materials orders ♦ Receive purchase order line items and process invoices ♦ Key in stock requisitions and process issues from What you should provide: inventory ♦ Process Purchasingllnventory reports and accounting ♦ Classroom with at least transactions one computer terminal Use the online documentation for every two persons attending the training Preparation for Training sessions ♦ Blackboard, Before your PI software application installation and training greaseboard, or chart begins, you need to: and easel Phone line ♦ Establish a chart of accounts if PI is going to work with GMBA(Accounting) What HTE provides: ♦ Set up asset account numbers and over/short(expense) account numbers to be used with each inventory site used • Training routs by your organization ♦ Online documentation Prior to the first training session, your HTE Application * Specialist conducts a pre-training meeting, which usually lasts less than two hours. During this meeting, an overview of the HTE, Inc. Town of Southold Who Should Attend User Training Anyone who works directly with the The HTE Application Specialist uses your Purchasing/Inventory system, as well as responses to the Customer Information personnel primarily responsible for training Questionnaire to ensure that PI training meets other employees, can attend the training your needs. During the training period, the sessions. The decisions you make during Application Specialist helps you set up the PI these sessions should follow current software to work efficiently within your Purchasing department and Inventory current Purchasing department and Inventory department policies and procedures, since department policies and procedures. these decisions set the foundation for future PI system uses. HTE recommends that the Agenda following personnel attend: Visit I ♦ A person who will function as your future in-house trainer(HTE During the first visit(3 days), we discuss the recommends that you designate a following topics: supervisor or manager for training other users.) ♦ Defining or customizing the PI software ♦ System manager application to meet your needs ♦ Directors or supervisors of the ♦ Establishing PI system guidelines and Purchasing and Inventory departments standards using the PI company file and ♦ An accounts payable representative from system control file the Finance department ♦ Levels of security provided by: ♦ Key data entry or administrative support - User profiles representatives -User authorized accounts 'f ♦ As alternates, you can include: - Inventory buildings - Individuals familiar with daily - Commodities procedures of the Purchasing and ♦ Item description and building/location Inventory departments files - An individual from your Finance ♦ Codes, vendor, and standard remarks 0 department files -An individual from your Information ♦ Purchasing/receiving processing Systems department - Purchase requisitions ♦ In addition, an employee who is familiar - Purchase orders with your general ledger chart of - Receiving G accounts should be available to provide - Invoices (for accounts payable general ledger account numbers for personnel) purchase- and issue-related charges. ♦ Online documentation We conclude the first training visit with an explanation of the preparations you should make for the second training visit. HTE, Inc. Town of Southold Visit 2 GMBA(Accounting)vendor file data into PI • During the second visit(3 days), we discuss ♦ Review--Any remaining questions are the following topics: answered. ♦ Actual data-- Your HTE Application ♦ Purchasing/receiving processing review Specialist clears the PI system of all ♦ Issuing/allocation processing processing history created during training • - Stock requisitions to prepare your system for actual use. - Issues and returns - Allocations Additional Visits - Transfers -Inventory item reorders For additional on-site training, call the HTE ♦ File maintenance Operations department(1-800-727-8088). If - Posting inventory item adjustments and you have questions or comments after your credits on-site training visits, please call HTE -Merging and changing vendors Customer Support. - Processing stock number changes • - Entering initial inventory item balances ♦ Accounting report and GMBA batch processing - Orders/Receipts Activity Report - Issues/Returns Activity Report - Adjustment/Transfers Activity Report - PI/GMBA Interface Generated Journal Entries Report ♦ Inquiry and demand reports 0 We conclude the second training visit with an explanation of the preparations you should make for the third training visit. Visit 3 • The third on-site training visit (2 days) is your go-live visit. This is the time that you make the final transition to the new HTE software application. During this visit, we discuss the • following topics: ♦ Period end processing - Month end and related reports - Year end ♦ Go-live activities, including initiating the journalizing process and transferring • HTE, Inc. Town of Southold Work Orders/Facility Management • Welcome to HTE and the Work although it may be modified to meet your Orders/Facility Management(WF) goals. Please photocopy this agenda and give • software application. a copy to everyone who will attend. To ensure a smooth transition from your We will need a room for your training existing system to the Work Orders/Facility sessions which should be separate from any Management application, we request that you public work areas and contain at least one • complete the enclosed Client Information computer terminal for every two persons Questionnaire. The HTE Application attending the training sessions. Specialist uses this information to tailor the HTE training program to your specific needs. Attendees In addition to the completed Client To facilitate a successful training Information Questionnaire, HTE requests that environment, no more than eight people you provide the following items: should attend the training sessions. Refer to the training agenda for a detailed list of ♦ Samples of current work orders or recommended attendees. Please indicate the requests names of the attendees on the enclosed Client * ♦ Samples of current project estimates Information Questionnaire. Please return the completed questionnaire and If you have specific needs or requirements other items to HTE at least two weeks prior to that are not covered in the training agenda, 0 your training visit. Send them to: include your requests with the questionnaire. We look forward to working with you on the HTE, Inc. implementation of the HTE Work Work Orders/Facility ManagementOrders/Facility Management software 390 N. Orange Avenue, Suite 2000 application. Orlando, FL 32801-1693 If you have any questions regarding the requested information, please call HTE Customer Support. • Training Sessions Many important decisions about how you will use the WF software are made during your • training sessions. The enclosed training agenda lists the topics that will be covered, HTE, Inc. Town of Southold • Work Orders/Facility Management Training Agenda • Overview Materials • our HTE Application Specialist has prepared a What you,should provide: training program that explains the features of the HTE system and the Work Orders/Facility ♦ Classroom with at lesat Management(WF) software application. one computer terminal • for every two persons This training agenda is designed to bring maximum benefits attending the training from your training sessions. The agenda outlines the topics sessions that your HTE Application Specialist will discuss during your ♦ Blackboard, on-site visits, although these topics may change slightly to greaseboard, or chart • adjust to your needs. and easel ♦ Phone line By the end of the training sessions,you will be able to: What HTE provides: ♦ Enter work requests and open job orders in response to • work requests ♦ Training materials Prepare and print estimates for work requests ♦ Online documentation Enter and track work-related costs ♦ Generate>a variety of work- and cost-related reports ♦ Use the online documentation • Preparation for Training Prior to the first training session, your HTE Application Specialist conducts a pre-training meeting, which usually lasts • less than two hours. During this meeting, an overview of the WF system is provided. Key personnel from departments that will use WF should attend. During the meeting,the Application Specialist discusses: • ♦ HTE terminology ♦ WF concepts ♦ How work requests and job orders are entered, tracked, and completed ♦ How facilities are created and maintained 0 HTE, Inc. Town of Southold ! ! Who Should Attend ♦ Establishing WF system guidelines and ! standards using the WF system control file Anyone who works directly with the Work ♦ File and code maintenance Orders/Facility Management system, as well as ♦ Entering work requests and opening job personnel primarily responsible for training other orders employees, can attend the training sessions. The ♦ Creating and maintaining facility records decisions you make during these sessions should ♦ Online documentation follow current department policies and procedures, since these decisions set the We conclude the first training visit with an foundation for future WF system uses. HTE explanation of the preparations you should make recommends that the following personnel attend: for the second training visit. ♦ A person who will function as your future Visit 2 in-house trainer(HTE recommends that you designate a supervisor or manager for During the second visit (3-4 days), we discuss training other users.) the following topics: ♦ System manager ♦ Operational or clerical staff and department ♦ File maintenance and code review supervisors from all departments who plan ♦ Breakout sessions to use the system - Optimization of departmental features ♦ Customer service representative -Additional breakout sessions (optional) ♦ Finance director(or a designate) ♦ Overview and hands-on training - Work-related cost tracking User Training - Estimates ♦ Financial system interface preparations The HTE Application Specialist uses your - Identifying appropriate general ledger responses to the Customer Information accounts Questionnaire to ensure that WF training meets - Setting up summary group codes your needs. During the training period, the ♦ Review-- Any remaining questions are Application Specialist helps you set up the WF answered. software to work efficiently within your current ♦ Actual data-- Your HTE Application department policies and procedures. Specialist clears the WF system of all processing history created during training to Agenda prepare your system for actual use. ! Visit 1 Additional Visits During the first visit (3 days), we discuss the For additional on-site training, call the HTE following topics: Operations department (1-800-727-8088). If you have questions or comments after your on-site ♦ Defining or customizing the Work training visits,please call HTE Customer Orders/Facility Management(WF) software Support. application to meet your needs HTE, Inc. Town of Southold HTE Documentation • he documentation Major Documentation Sections you receive with your software Topics - Thorough background and conceptual information, which includes many examples to help illustrate concepts. applications is designed to answer the Tasks - Step-by-step procedures that explain how you perform a job. typical questions most Tasks also serve as context-sensitive screen-level help. • often asked when using HTE software Menu Overviews - Introductory information about each menu and applications. HTE's menu option. documentation is Checklists - Broad procedures which are often used on a weekly, • presented in a monthly, or yearly basis. Checklists can help remind you of steps that context-sensitive, online need to be taken at a certain time. format. It is written by application specialists Glossary - Descriptions of each entry field, as well as general terms who, as part of the used in the application. Glossary terms provide explanations of each • Product Team, have possible input into the field and relevant implications of each choice. thorough knowledge of Index & Table of Contents - Reference tools to help you easily find the the application. information you need. Documentation writers • work closely with the Benefits of Online Documentation team's developers, ♦ Unlike a paper manual, all your employees can use the trainers, and customer documentation at the same time. It is available at the touch of support representatives to the Help (or F1) key. • ensure that the documentation contains ♦ The documentation is always current. Software updates the information that you automatically include the updated documentation. When new will find most useful. features are developed or changes are made to the software, the documentation can be updated quickly. • ♦ You don't have to fumble with insert pages when you receive a software update. ♦ Context-sensitivity makes it easy to retrieve information that • pertains to the screen or field you are working with. 0 HTE, Inc. Town of Southold • • Frequently Asked Questions about HTE's Documentation • Can we print the The documentation is designed to be read online and is easiest to use in documentation? this format. However, for those times when you want to take some documentation home, for example, you can print it easily through the use of the print help function key. We recommend that you print only the sections that you need rather than the entire guide. Can we customize the online If you have in-house procedures or information that you want to make documentation to our own accessible to your employees in an online format, you can hook them needs? up online using the step-by-step instructions that HTE provides. However, you cannot change the documentation provided by HTE. How many copies of the Technically, you receive one copy of the documentation, which is • documentation do we receive? loaded onto your server. However, you actually have as many copies Can we purchase additional of the documentation as you have user-terminals. Each PC or terminal copies? can access the documentation as often as necessary at any time. There is no need to purchase additional copies. • How do we get updated Updated documentation is provided automatically each time you documentation? What is the receive a software update. There is no additional cost for cost? documentation updates. • Do we receive a separate HTE's online documentation is designed as both a training guide and a training manual? reference manual. Your trainers will use the online documentation during training to provide information and step-by-step instructions. They will also show you how to use the online documentation as a reference manual after training is complete. • • HTE, Inc. Town of Southold HTE Annual Maintenance Services • HTE's number one priority is troubleshoot a problem,you can be sure that continually supporting you in your your call will be handled quickly and • use of our software and services. We professionally (see inset). are proud of having the most responsive customer support in the industry. Our goal is Your maintenance agreement entitles you to to provide you with a solution to your unlimited telephone support(via an"800" problem the first time you call. number) 7 days a week, 24 hours a day. What to expect when you call Warranty �P Y Electronic All HTE When you call our toll free support line, an Customer Support applications are automated attendant instructs you on how to We offer Electronic warranted for 90 directly access the proper application team. Customer Support that days from the date You can press the team's number any time y enables our support of the first training during the message. We make every effort to staff to "dial onto" visit. We warrant ensure that you are greeted by a qualified your system to help that each licensed team member who can answer your questions. diagnose and correct conforms If all`team'members are assisting other program problems. Because to the Licensed customers, you may receive a voice mail you initiate the phone a messy Simply leave our name, number, Program g • p y Y call, your system's Specifications. If and a detailed description of your problem; p integrity is protected. you believe there is Your call will be'returned promptly. During Y Use of the Electronic • a defect in a our normal working hours (8:OOam 8:OOpm Customer Support licensedro ram, EST),you either talk directly to a product P g facility allows our notifyd team member or have the option to leave a us anwe representatives to see will correct the message. From 8:OOpm to 8:00am EST, when your actual screens, problem. you select the application,you have the option P eliminating the need to page the specialist by labeling your for you to send us After the warrantymessage "urgent" or to leave a message to libraries, files, and period, you may have your call returned the next business day. reports for evaluation. decide to enter into We save you time and an annual maintenance agreement with HTE. money through use of this facility. • This agreement entitles you to the following: During the initial installation process, our Telephone Support technical consultants set up the link that allows your system and ours to communicate. Support calls are handled by professionals This link is a crucial factor in our ability to • trained to answer your questions in a prompt, provide rapid problem resolution. courteous manner. Whether you call to find out how to process a transaction or to HTE, Inc. Town of Southold 0 • To take advantage of our Electronic Customer is sent, as well as the associated user and Support services, all you need is: technical documentation. The user 0 documentation describes the functions that ♦ Communications adapter have changed and the technical ♦ EIA adapter interface documentation describes issues of a technical ♦ Modem nature. Support logs Prior to loading any enhancements onto your system, you should decide who will be Each support call that we receive is responsible for retrofitting any modifications documented and tracked through our support that have been made to your system. If you log system. Every conversation and all like, we are always available to take that 0 activity concerning each support situation is responsibility. detailed within the log. Your log is not considered closed until you report it as closed. Newsletters 0 Each log is assigned a unique number We are very proud of our award-winning enabling it to be recalled or updated. The logs newsletter, Solutions. As part of your can also be accessed by call type, client, maintenance agreement, you receive this person working it, etc. Closed logs are publication which keeps you abreast of what retained for future reference and are is happening at HTE. A major feature of the 0 monitored by our Product Managers as well newsletter is the list of product enhancements, as our management to ensure that you are which most customers find invaluable for receiving the best support possible. These keeping informed of the latest changes to their logs are used for quality control checks; you HTE applications. may receive a call asking for your evaluation • of our performance. This helps us find better ways to serve you. Enhancements 0 A current maintenance agreement entitles you to receive all our software enhancements. Enhancements are released twice a year. We enhance our products as much as possible in order to avoid the pitfalls of major releases. 0 We have discovered that if we provide frequent enhancements, as opposed to major releases, additional on-site training services are rarely needed. 0 When it is time for you to receive an enhancement, we contact you to schedule a mutually acceptable shipment time. The tape HTE, Inc. Town of Southold • HTE Users' Group (HUG) • Background Membership • he HTE Users' Group (HUG) is an active organization of HUG is a non-profit HTE software users formed to further the continued organization, separate from HTE. improvement and It operates under its own board expansion of HTE of directors, elected by the products and services. Founded in membership, which currently 1989, HUG promotes open numbers about 200 communication among HTE users organizations. HUG and provides a forum for membership dues are $50 recommending product annually per organization. • enhancements and new product development. HUG also promotes President: coordination and cost-sharing Carl Sedoryk among members. Long Beach Transit, CA (310) 591-8753 cret Benefits of HUG Membership Jose Palacios Travis County, TX ♦ Entitles you to a vote on revisions and enhancements to HTE (512)473-9125 • products. It also allows you to vote on the priority assigned to development of those enhancements and revisions. Treasurer: Joyce Sagal ♦ Provides you the opportunity to participate in the HUG Town of Manchester, CT Forum,a nationwide electronic bulletin board. (203) 647-3105 • ♦ Ensures that you will receive a copy of all enhancement Member-at-Large: design/development materials distributed at the annual HUG Kathy Whitman conference,even if no_one from your organization attends. City of Stockton, CA (209) 937-8673 • ♦ Encourages networking among users and sharing of Member-at-Large: information. Marcel Pultorak City of Dearborn, MI (313) 943-2113 • • HTE, Inc. Town of Southold Annual Conference Regional User Groups • The annual four-day HUG Regional user groups have been formed to facilitate communication conference alternates yearly between users and HTE at the regional level. These groups also share between Orlando and various information with each other and offer help to new customers during . client locations across the installation, conversion, going live, and eventually with streamlining country. More than 600 users their daily operations. attended the 1994 conference in Orlando, Florida. The The regional groups elect their own officers and set policy regarding 1995 conference is planned membership dues and meetings. for May 22-25 in Long Beach, California, where we Existing regional user groups include: anticipate attendance to exceed 1,000. The 1997 ♦ Midwestern HTE Users' Group (MHUG) conference is slated for ♦ Texas HTE Users' Group (THUG) • Austin, Texas. ♦ Western HTE Users' Group (WHUG) ♦ Northeastern HTE Users' Group (MHUG) Although attendance is large, the conference is highly The regional group in your area is the Northeast HTE Users' Group productive. There is a general (MHUG). This group was organized in 1994 and held its first meeting session, which lasts a at the Town of Manchester, CT. NHUG meets quarterly, with one of maximum of four hours. The those meetings being the annual HTE Users' Group (HUG) conference. remainder of the conference About 100 users attended the most recent conference. consists of small group sessions that target a specific product. These sessions are • totally interactive between you and HTE Product Managers and are designed to determine enhancements that would benefit you and other • users. By the end of the conference, each HTE Product Manager has a list of enhancements to be included in their product for the next • year. • • HTE, Inc. Town of Southold Acronyms Used on The HTE Reference List • AS/400 IBM's AS/400 Computer System S/38 IBM's System/38 Computer System • AB Ambulance Billing AT Applicant Tracking BP Building Permits CE Code Enforcement • CP Continuing Property Records CR Cash Receipts CS Case Management CT Citations CX Customer Information System • ER Extended Reporting FA Asset Management FM Fleet Management GM or GN Government Management& Budgetary Accounting HR Human Resources HT HTE General Purpose Library LM Land Management LO Loans Processing module LX Land Management(new) MR Accounts Receivable OL Business Licenses PI Purchasing/Inventory PMI Project Management Services PR Payroll/Personnel • PT Parking Ticket Tracking PZ Planning & Zoning TX Tax Billing & Collections UT Utility Billing • WF Work Orders/Facility Management I This is not a software application but rather the project management services offered by our Professional Services Division. • • 4/05/95 T.E. , INC. CLIENT LIST • PAGE 1 City of Aiken SYSTEM AS/400 CONT. 01/95 • 214 Park Avenue S.W. Aiken, SC 29801 Population: 25000 Applications : CR FA GM GN HT LM MR OL PR TX UT • Alachua County SYSTEM AS/400 CONT. 08/94 12 S E 1st Street Marsha Greenberg, Project Leader MI P 0 Box 939 (904 ) 338-7305 Population: 176000 Gainesville, FL 32602 Applications : CR ER FA FM GM GN HT MR PI PR • Alachua County Sheriff ' s Ofc SYSTEM AS/400 CONT. 04/94 913 SE 5th Street R W (Andy) Hamilton P 0 Box 1210 ( 904 ) 955-2627 Population: Gainesville, FL 32602 Applications : CR ER FA GM GN HT MR PI PR • Alameda County Fair Assoc SYSTEM AS/400 CONT. 03/93 4501 Pleasanton Avenue Liberty Smith, Sr Accounting Tech Pleasanton, CA 94566 (510) 426-7515 Population: 10000 Applications : CR GM GN HT MR PR City of Alamogordo SYSTEM AS/400 CONT. 11/92 301 Texas Avenue Maurice Gutierrez, Finance Director Alamogordo, NM 88310 (505) 439-4222 Population: 30000 Applications : AT BP CE CR CS CT ER FA FM GM GN HT LM MR OL PI PR PT PZ UT WF • City of Allen SYSTEM AS/400 CONT. 10/93 One Butler Circle Jay Cofield, Data Processing Allen, TX 75002 (214) 727-0114 Population: 23000 Applications : BP HT LM • Allen County SYSTEM AS/400 CONT. 03/91 Auditors Office Renee Burkholder, Data Processing One Main Street Room 102 (219 ) 428-7696 Population: 303900 Fort Wayne, IN 46802 Applications : CR FA GM GN HT PI PR • City of Altamonte Springs SYSTEM AS/400 CONT. 11/81 225 Newburyport Ave Jim Poulalion, Deputy Finance Direc Altamonte Springs, FL 32701 ( 000) 830-3869 Population: 30000 Applications : AT CR FA FM GM GN HT LM OL PI PR UT • • • • PAGE 2 City of Ames SYSTEM AS/400 CONT. 07/90 515 Clark Avenue Alice Carroll, Finance Director Ames, IA 50010 (515) 239-5114 Population: 44000 Applications : BP CR ER FA GM GN HT LM MR PI PR UT City of Anaheim SYSTEM AS/400 CONT. 10/93 201 S. Anaheim Blvd. Bonnie Woodson Suite 401 (714 ) 254-4270 Population: 250000 Anaheim, CA 92805 Applications : CR CX HT LM PM WF i County of Arlington SYSTEM AS/400 CONT. 03/95 1 Courthouse Plaza Randy Rice, Project Manager 2100 Clarendon Blvd Ste 612 ( 703) 358-3199 Population: 180000 Arlington, VA 22201 Applications : CR HT LM UT • Athens - Clarke County SYSTEM AS/400 CONT. 06/90 325 East Washington St RM-370 Lanny Robinson, Team Leader Public P 0 Box 1868 (706) 613-3089 Population: 43000 Athens, GA 30601 Applications : AT BP CE CR FA FM GM GN HR HT LM MR • OL PI PR TX UT City of Atlantic Beach SYSTEM AS/400 CONT. 03/91 800 Seminole Road Kim Lienbach, City Manager Atlantic Beach, FL 32233 ( 904 ) 247-5800 Population: 8300 • Applications : CR ER FA GM GN HT LM OL PI PR UT City of Aurora SYSTEM AS/400 CONT. 10/90 44 East Downer Place Ric Gee, MIS Manager Aurora, IL 60507 (708) 844-3610 Population: 85000 Applications : AT BP CE CR CT ER FA GM GN HT LM MR OL PI PR PT UT • City of Avon Park SYSTEM AS/400 CONT. 01/85 110 E Main Street Virginia Henderson, City Manager Post Office Box 467 ( 813) 452-4400 Population: 8000 Avon Park, FL 33825 Applications : CR GM GN HT LM OL PR UT • Government of Bahamas SYSTEM AS/400 CONT. 10/93 Ministry of Finance/Govt Ctr Gaynell Bullard PO Box N13 Valuation Section (809 ) 325-1171 Population: 266000 Nassau Bahamas, 000000 Applications : CR HT LM OL PM TX • • • PAGE 3 City of Bakersfield SYSTEM AS/400 CONT. 10/94 • 1501 Truxtun Ave Mike Kennedy, MIS Manager Bakersfield, CA 93301 ( 805) 326-3759 Population: 202000 Applications : CR ER FM GM GN HT LM MR OL PI PM PR UT WF • City of Banning SYSTEM AS/400 CONT. 12/91 99 East Ramsey Street John Murphy, Purchasing Manager P O Box 998 ( 909) 922-0384 Population: 16000 Banning, CA 92220 Applications : CR GM HT LM PI PR UT • Barnes County SYSTEM AS/400 CONT. 07/94 230 4th Street NW Pat Kelly, MIS Director Room 202 (701) 845-8500 Population: 13000 Valley City, ND 58072 Applications : CR GM GN HT • LM PR TX City of Beaumont SYSTEM AS/400 CONT. 03/90 801 Main Street Ste 350 Phyllis Boudreaux, MIS Director Beaumont, TX 77704 (409) 880-3752 Population: 119000 • Applications : AT FA GM GN HT PI PR City of Bend SYSTEM AS/400 CONT. 09/89 710 N W Wall Steve Meyers, Information Systems M • Bend, OR 97701 (503) 388-5512 Population: 19000 Applications : AB BP CE CR DT ER FA FM GM GN HT LM MR OL PI PR PZ UT WF Village of Bensenville SYSTEM AS/400 CONT. 09/91 700 W Irving Park Road Tom Truty, Director Managment Servi Bensenville, IL 60106 (708) 350-3397 Population: 18000 Applications : CE CR GM GN HT LM PI PR UT WF • City of Berkeley SYSTEM AS/400 CONT. 02/91 2180 Milvia Street Nader Kury, Principal Sys Analyst 2nd Floor (510) 644-8840 Population: 104000 Berkeley, CA 94704 Applications : BP CE CR ER FA FM GM GN HT LM LX MR • OL PI PR PZ WF 0 • PAGE 4 City of Bettendorf SYSTEM AS/400 CONT. 12/89 • 1609 State Street Terry Allen, IS Coordinator Bettendorf, IA 52722 ( 319) 344-4124 Population: 27000 Applications : BP CE CR FA GM GN HT LM MR OL PI PR PZ • City of Billings SYSTEM AS/400 CONT. 10/89 220 North 27th Street Bob Rice, MIS Director Billings, MT 59101 (406 ) 657-8381 Population: 80000 Applications : BP CR FA FM GM HT LM MR OL PI PR • Black Hawk County SYSTEM AS/400 CONT. 05/92 316 E Fifth Street Robert Canney, DP Manager Black Hawk County Courthouse ( 319 ) 291-2418 Population: 124000 Waterloo, IA 50703 Applications : HT PR • City of Bloomington SYSTEM AS/400 CONT. 11/93 2215 W. Old Shakopee Road Don Erickson, MIS Director Bloomington, MN 55431-3096 ( 612 ) 948-3877 Population: Applications : AT CR ER FA • GM GN HT LM MR OL PI PR WF City of Bossier City SYSTEM AS/400 CONT. 12/91 Post Office Box 6216 Charles Glover, Finance Director • 620 Benton Road ( 71111 ) ( 318) 741-8500 Population: 42000 Bossier City, LA 71111 Applications : CR GM GN HT LM PR UT City of Boulder City SYSTEM AS/400 CONT. 03/91 • 401 California Avenue Dean Allen, Data Processing Manager Boulder City, NV 89005 ( 702 ) 293-9222 Population: 11000 Applications : CR ER FA GM HT LM MR PR UT • City of Boynton Beach SYSTEM AS/400 CONT. 11/85 100 E Boynton Beach Blvd Michael Munro, Director DP Post Office Box 310 (407 ) 375-6071 Population: 42000 Boynton Beach, FL 33435 Applications : BP CE HT LM Town of Branford SYSTEM AS/400 CONT. 01/95 Town Hall Peter Eirich, Data Processing Manag PO Box 150 (203) 488-8394 Population: 25000 Branford, CT 06405 Applications : BP CE CR ER FA GM GN HT LM LN LO MR • PI PZ TX • PAGE 5 City of Broken Arrow SYSTEM AS/400 CONT. 07/92 • 220 S. 1st St. Stephen Stewart, MIS Director P 0 Box 610 ( 74013) (918) 259-8321 Population: 60000 Broken Arrow, OK 74012 Applications : AB AT BP CE CR CS CT FA FM GM GN HT LM MR OL PI PR PT PZ UT WF • City of Brooklyn Park SYSTEM AS/400 CONT. 08/91 5200 85th Avenue North LuAnn Schliep, MIS Director Brooklyn Park, MN 55443-4300 ( 612) 493-8152 Population: 57000 Applications : AT BP CE CR • ER FA FM GM HT LM LO MR OL PI PR PZ UT WF City of Broomfield SYSTEM AS/400 CONT. 11/85 # 6 Garden Center Ron Heimbecker, MIS Director • Broomfield, CO 80020 ( 303) 438-6318 Population: 24000 Applications : BP CR ER GM GN HT LM PI PR UT Broward County SYSTEM AS/400 CONT. 07/91 • 955 S Federal Highway Cos Tornese, Bldg. Permits Director Building & Permit Division ( 305) 765-5074 Population: 1187000 Ft Lauderdale, FL 33316 Applications : BP CE CR HT LM OL • City of Bryan SYSTEM AS/400 CONT. 07/93 300 S. Texas Roger Earwood, Computer Services P 0 Box 1000 (409 ) 821-5790 Population: 50000 Bryan, TX 77805 Applications : HT PI • Burlington Electric Dept SYSTEM AS/400 CONT. 09/86 585 Pine Street Joel Sheehey, Data Processing Burlington, VT 05401-4891 ( 802 ) 865-7440 Population: 38000 Applications : CR HT LM UT • Camden County SYSTEM AS/400 CONT. 09/91 520 Market Street Charles Hood, DP Director Camden County Courthouse ( 609 ) 225-5396 Population: 503000 Camden, NJ 08102 Applications : CR FA GM GN HT MR PI PR • City of Cape Coral SYSTEM AS/400 CONT. 03/93 P.O. Box 150027 Mitzi Fitch, MIS Manager 815 Nicholas Parkway ( 813) 574-0460 Population: 75000 Cape Coral, FL 33990 Applications : BP CE CR ER FA FM GM GN HT LM LO MR • OL PI PR PZ UT WF • • • PAGE 6 Cape May Co Mun Utility Auth SYSTEM AS/400 CONT. 01/90 • Route 9 Cape May Courthouse Susan Cassidy, Data Manager Swainton, NJ 08210 ( 609) 465-9026 Population: 91000 Applications : GM GN HT PI City of Carrollton SYSTEM AS/400 CONT. 06/89 • 1945 Jackson Road Randy Keltner, DP Manager Carrollton, TX 75006 (214) 466-3279 Population: 84000 Applications : BP CE CR HT LM TX UT WF • City of Carson City SYSTEM AS/400 CONT. 09/90 2621 Northgate Lane Brett Windle, DP Manager Suite 54 (702 ) 887-2162 Population: 35000 Carson City, NV 89706 Applications : BP CE CR ER FA FM GM GN HT LM MR OL PI PR UT WF • Town of Cary SYSTEM AS/400 CONT. 08/89 P 0 Box 1147 Bill Stice, MIS Manager 316 Academy Street (27513) ( 919 ) 469-4027 Population: 40000 Cary, NC 27512-1147 Applications : AT BP CE CR • FA FM GM GN HT LM LX MR OL PI PR PZ UT WF Central Contra Costa San Dist SYSTEM AS/400 CONT. 01/93 5019 Imhoff Place Gail Chesler, Associate DP Engineer • Martinez, CA 94553-3890 ( 510) 229-7294 Population: 130000 Applications : AT BP CR FA FM GM GN HT LM MR PI PR Central Lincoln PUD SYSTEM AS/400 CONT. 09/91 • 2129 North Coast Highway Doug Townsend, Information Systems P 0 Box 1126 (503) 265-3211 Population: Newport, OR 97365 Applications : CR HT LM PR UT • City of Cheney SYSTEM AS/400 CONT. 03/95 609 Second Street Grant Murie, Finance Director Cheney, WA 99004-1698 (509) 235-7216 Population: Applications : CR ER GM GN HT LM PR UT • City of Cheyenne SYSTEM AS/400 CONT. 02/87 2101 O'Neil Avenue Theresa Snyder, Director Data Proce Cheyenne, WY 82001 (307 ) 637-6338 Population: 53000 Applications : FM GM GN HT PI PR • • • • PAGE 7 City of Chino Hills SYSTEM AS/400 CONT. 02/92 • 2001 Grand Avenue Raymond Hansen, Finance Director Chino Hills, CA 91709 (909 ) 590-1511 Population: 51000 Applications : CR FA GM GN HT LM MR OL PI PR • City of Cincinnati SYSTEM AS/400 CONT. 04/87 City Hall Room 328 Bob Heheman, Central Services Dir. 801 Plum Street (513) 352-3641 Population: 369000 Cincinnati, OH 45202 Applications : BP CE CR HT LM • Clark County SYSTEM AS/400 CONT. 03/92 401 South Fourth Street Dean Friedli, Project Manager Las Vegas, NV 89101 ( 702 ) 455-3030 Population: 600000 Applications : BP CE HT LM PZ • City of Cocoa SYSTEM AS/400 CONT. 06/92 603 Brevard Avenue Ric Holt, Director of Finance Cocoa, FL 32922 (407 ) 639-7516 Population: 18274 Applications : CR FA GM GN • HT LM OL PI PR UT City of Cocoa Beach SYSTEM AS/400 CONT. 01/95 2 South Orlando Avenue Jeff Theil, Data Processing Manager Cocoa Beach, FL 32932-2430 (407 ) 868-3225 Population: 12000 • Applications : BP CE CR FA FM GM GN HT LM OL PI PR PZ UT WF City of College Station SYSTEM AS/400 CONT. 11/88 • 1101 Texas Avenue Kathy Hubbard, Chief Accountant College Station, TX 77840 (409) 764-3566 Population: 45000 Applications : AT CR ER FA FM GM GN HR HT MR PI PR • Collin County SYSTEM AS/400 CONT. 11/91 County Courthouse Pasco Parker, County Auditor 210 S McDonald (214 ) 548-4641 Population: 210000 McKinney, TX 75069 Applications : CR ER FA FM GM GN HT LM MR PI PR WF • State of Connecticut SYSTEM AS/400 CONT. 01/90 190 Huyschope Avenue Ed Urbansky, Asst Dir Fleet Mgmt Office of Fleet Operations (203) 566-7748 Population: 3288000 Hartford, CT 06106 Applications : FA FM HT PI • • • PAGE 8 Coos County SYSTEM AS/400 CONT. 12/92 • 250 N. Baxter Mary Barton Coquille, OR 97432 (503) 396-3121 Population: 61000 Applications : GM GN HT PR City of Coral Springs SYSTEM AS/400 CONT. 03/91 • 9551 West Sample Road Laura Norwalk, Controller Coral Springs, FL 33075-4501 ( 305) 344-1090 Population: 70000 Applications : AT BP CE CR ER FA FM GM GN HT LM LX MR OL PI PR UT WF • City of Cortez SYSTEM AS/400 CONT. 01/95 210 E Main Street Rick Smith, General Services Direct Cortez, CO 81321 ( 303) 565-3402 Population: 7200 Applications : BP CR CS CT FA FM GM GN HT LM MR OL • PI PR PT PZ UT Cucamonga County Water Dist. SYSTEM AS/400 CONT. 10/92 9641 San Bernardino Rd. Shawna Whallon, Finance Director Rancho Cucamonga, CA 91730 ( 909) 987-2591 Population: • Applications : CR FA GM GN HT LM MR PI PR UT City of Dalton SYSTEM AS/400 CONT. 08/94 Municipal Court • 501 West Waugh Street Population: Dalton, GA 30720 Applications : CR CS CT HT MR PT Town of Davie SYSTEM AS/400 CONT. 12/90 • 6591 S W 45th Street Frank Apicella, DP Manager Davie, FL 33314-3399 ( 305) 797-1063 Population: 44687 Applications : AT BP CE CR ER FA GM GN HT LM MR OL PI PR UT WF • City of Davis SYSTEM AS/400 CONT. 02/90 23 Russell Blvd Susan Errington, Systems Analyst Davis, CA 95616 (916 ) 757-5619 Population: 41000 Applications : BP CE CR CS CT ER FA FM GM GN HR HT • LM MR OL PI PR PT UT WF • • • 0 PAGE 9 City of Dearborn SYSTEM AS/400 CONT. 03/91 4500 Maple Marcel Pultorak, Finance Director Dearborn, MI 48126 ( 313) 943-2113 Population: 85000 Applications : AT BP CE CR ER FA FM GM GN HT LM LX MR OL PI PR TX UT WF • City of Deerfield Beach SYSTEM AS/400 CONT. 08/86 150 N E 2nd Avenue Jim Frederick, DP Manager Deerfield Beach, FL 33441 ( 305) 480-4231 Population: 44000 Applications : BP CE CR FA FM GM GN HT LM LX OL PI • UT City of Delray Beach SYSTEM AS/400 CONT. 10/85 100 N W 1st Avenue Richard Zuccaro, MIS Officer Delray Beach, FL 33444 (407 ) 243-7140 Population: 44000 • Applications : BP CE CR FA FM GM GN HT LM MR OL PI PR UT The Denver Public Library SYSTEM AS/400 CONT. 11/94 • 1330 Fox Street Chris Veasey, Director of Finance Denver, CO 80204-2602 ( 303) 640-8911 Population: 800000 Applications : AT FA GM GN HT PI PR • Dept Natural Resource Protectn SYSTEM AS/400 CONT. 06/94 218 SW 1st Ave Linda Loiodice, Manager of Data Pro Ft. Lauderdale, FL 33301 ( 305) 519-1465 Population: Applications : BP CE CR HT LM OL PZ • City of Dickinson SYSTEM AS/400 CONT. 03/94 122 Second Avenue West Audrey Cline, Acting City Manager P 0 Box 1037 (58602-1037) ( 701) 264-7744 Population: Dickinson, ND 58601 Applications : BP CE CR FA GM GN HT LM MR PR TX UT • City of Dinuba SYSTEM AS/400 CONT. 12/91 405 East E1 Monte Way Kenneth Grover, Fin Services Mgr Dinuba, CA 93618 (209 ) 591-5900 Population: 11000 Applications : CR GM HT LM • OL PR UT • • • • PAGE 10 • City of Dothan SYSTEM AS/400 CONT. 02/85 126 N St Andrews St Greg Dean, MIS Director Post Office Box 2128 (205) 793-0330 Population: 53000 Dothan, AL 36302 Applications : • City of Douglasville SYSTEM AS/400 CONT. 03/95 P O Box 219 Bob Harper 6730 Church Street (404 ) 920-3021 Population: Douglasville, GA 30133 Applications : AT BP CE CR CS CT FA FM GM GN HT LM MR OL PI PM PR PT PZ • Douglasville-Douglas Cty Water SYSTEM AS/400 CONT. 07/87 8763 Hospital Drive David Sauls, MIS Supervisor Douglasville, GA 30134 (404 ) 949-7617 Population: 68000 Applications : CR FA GM GN • HT LM PI UT WF Village of Downers Grove SYSTEM AS/400 CONT. 12/91 801 Burlington Jean Zack, MIS Manager Downers Grove, IL 60515 ( 708) 964-0300 Population: 42000 Applications : HT PR • City of Dublin SYSTEM AS/400 CONT. 08/92 100 Church Street Glynis Soles, Finance Supervisor Dublin, GA 31040 ( 912) 277-5005 Population: 17000 Applications : BP CR GM HT • LM OL PI PR TX UT City of Dumas SYSTEM AS/400 CONT. 04/93 124 W 6th Street Sandy Kent, Data Processing Manager P O Box 438 ( 806 ) 935-4101 Population: 12000 • Dumas, TX 79029 Applications : CR GM GN HT LM PR UT Township of East Brunswick SYSTEM AS/400 CONT. 03/89 1 Jean Walling Civic Center Steve Williams, IS Manager (DP) • East Brunswick, NJ 08816-0218 ( 908) 390-6865 Population: 42000 Applications : BP CE CR FM GM GN HT LM MR PI PR PZ TX UT WF • City of Elgin SYSTEM AS/400 CONT. 07/91 150 Dexter Court James Nowicki, Finance Director Elgin, IL 60120 ( 708) 931-5626 Population: 78000 Applications : BP CE CR ER FA FM GM GN HT LM MR OL • PI PR PZ UT WF • PAGE 11 • Village of Elk Grove SYSTEM AS/400 CONT. 09/90 901 Wellington Avenue Hilda Ingebrigsten, Finance Dir Elk Grove, IL 60007 ( 708) 439-3900 Population: 32000 Applications : CR HT LM OL PR UT County of Elko SYSTEM AS/400 CONT. 12/90 Elko County Courthouse Dennis Gilligan, DP Manager Elko, NV 89801 ( 702 ) 738-4038 Population: 24000 Applications : GM GN HT PR City of Elmhurst SYSTEM AS/400 CONT. 06/94 209 North York Street Tom Trosien, Asst Finance Director Elmhurst, IL 60126 ( 708) 530-3106 Population: Applications : BP CE CR CS CT FA GM GN HT LM MR OL PI PR PT PZ UT WF City of Encinitas SYSTEM AS/400 CONT. 03/91 505 S . Vulcan Avenue Dawn Casey, MIS Department Encinitas, CA 92024-3633 ( 619 ) 633-2661 Population: 47000 Applications : AT BP CE CR ER FA GM GN HT LM MR PI PR PZ UT Englewood Water District SYSTEM AS/400 CONT. 01/89 201 Selma Avenue Susan Albrecht, Computer Coord. Englewood, FL 34223 ( 813) 474-3218 Population: 40000 Applications : CR HT LM UT Enstar Natural Gas Company SYSTEM AS/400 CONT. 10/94 3000 Spenard Road Bob Hill, Systems Resource Analyst Anchorage, AK 99503 ( 907 ) 264-3667 Population: Applications : CR CX HT LM LX PM . City of Erie SYSTEM AS/400 CONT. 05/85 304 Municipal Building Ron Loader, Capital Improve. Mgr. Erie, PA 16501 ( 814 ) 870-1353 Population: 125000 Applications : FM HT PI • Erie City Water Authority SYSTEM AS/400 CONT. 07/93 901 West 12th Street Mark Dolan, Director of Finance 3rd Flr (814) 455-1049 Population: Erie, PA 16501 Applications : CR HT LM UT • PAGE 12 • Escambia Cty Utilities Auth SYSTEM AS/400 CONT. 03/84 9250 Hamman Street Susan Ragland, Programmer/Analyst Post Office Drawer 15311 (904) 969-3340 Population: 270000 Pensacola, FL 32514-0311 Applications : CR FA FM GM GN HT LM PI PR UT WF Essex County Gas Company SYSTEM AS/400 CONT. 05/93 7 North Hunt Road Edward Redmond, Data Processing Mgr Post Office Box 500 (508) 388-4003 Population: 43000 Amesbury, MA 01913 Applications : CR CX HT LM PR • City of Estes Park SYSTEM AS/400 CONT. 05/92 P O Box 1200 Monte Vavra, Director of Finance 170 McGregor Avenue ( 303) 586-5331 Population: 8500 Estes Park, CO 80517 Applications : CR FA GM GN HT LM PI PR UT • Etowah County SYSTEM AS/400 CONT. 08/92 827 Forrest Avenue Matt Sims, Director of Data Process Gadsden, AL 35901 (205) 549-5395 Population: 102000 Applications : FA GM HT PI • PR City of Farmers Branch SYSTEM AS/400 CONT. 12/93 13000 William Dodson Parkway Kenneth Campbell, DP Director Farmers Branch, TX 75234 (214 ) 919-2563 Population: 24000 Applications : CR FA FM GM GN HT LX MR PI PR UT City of Farmington SYSTEM AS/400 CONT. 09/89 • 800 Municipal Drive Rick Weinstein, MIS Director Farmington, NM 87401 (505) 599-1240 Population: 39000 Applications : AT CP CR ER FA FM GM GN HT LM MR PI PR UT WF City of Flagstaff SYSTEM AS/400 CONT. 02/89 211 West Aspen Avenue Mary Jo Jenkins, Adm Services Dir Flagstaff, AZ 86001 ( 602) 774-5281 Population: 39000 Applications: CR ER FA GM GN HT LM MR PI PR UT • City of Florence SYSTEM AS/400 CONT. 02/94 7431 US Highway 42 Ron Epling, Finance Director Florence, KY 41042 ( 606) 647-5413 Population: 16000 Applications : CR ER FA GM GN HT LM OL PAGE 13 City of Fort Worth SYSTEM AS/400 CONT. 10/93 1000 Throckmorton St Pat Grisafi, Water Customer Service Fort Worth, TX 76102 ( 817) 871-8260 Population: 500000 Applications: CB CR CX HT LN LX MR WF City of Foster City SYSTEM AS/400 CONT. 12/92 610 Foster City Blvd. Kristi Chappelle, Asst City Manager Foster City, CA 94404 (415) 349-1200 Population: 70000 Applications : BP CE CR ER FA FM GM GN HT LM MR OL PI PR PZ UT WF • City of Fresno SYSTEM AS/400 CONT. 01/90 2600 Fresno Street Jim Ellisor, Info Systems Mgr Room 1098 (209) 498-1325 Population: 284000 Fresno, CA 93721-3608 Applications : BP CE CR HT • LM MR OL PZ UT City of Fridley SYSTEM AS/400 CONT. 07/91 6431 University Avenue N E Dawn Weigel, MIS Coordinator Fridley, MN 55432 ( 612 ) 571-3450 Population: 29000 • Applications : BP CE CR FA GM HT LM LO MR OL PR UT City of Ft Pierce SYSTEM AS/400 CONT. 09/86 P 0 Box 1480 Peg Mahoney, DP Coordinator 100 North U S Highway One (407 ) 460-2299 Population: 36000 Ft. Pierce, FL 34954-1480 Applications : BP CE CR ER FM GM GN HT LM OL PI PR City of Ft Walton Beach SYSTEM AS/400 CONT. 06/94 107 Miracle Strip Parkway SW Dominick A Fiorentino, MIS Director Ft Walton Beach, FL 32549 (904) 243-3141 Population: 24000 Applications : CR FA FM GM GN HT LM MR OL PI PR UT City of Gallup SYSTEM AS/400 CONT. 12/92 110 West Aztec Helen Kirk, Exec Dir of Admin Sery Gallup, NM 87301 ( 505) 863-1230 Population: 35000 Applications : CR HT LM UT City of Gillette SYSTEM AS/400 CONT. 05/85 201 East 5TH Lauren Gieser, DP Manager Gillette, WY 82716 ( 307) 686-5210 Population: 23000 Applications : GM HT PI • • • • PAGE 14 • City of Goodyear SYSTEM AS/400 CONT. 05/93 119 N. Litchfield Henry Padilla, Info Sys Mgr Goodyear, AZ 85338 (602) 932-3910 Population: 6500 Applications : BP CE CR FA GM GN HT LM LN LO MR OL PI PR PZ UT • Grand Bahamas Port Authority SYSTEM AS/400 CONT. 05/93 8355 NW 68th Street Alvira Smith c/o Unifreight Services, Inc (809 ) 352-5002 Population: Miami, FL 33166 Applications : CR HT • City of Grand Prairie SYSTEM AS/400 CONT. 10/89 317 West College Sophronia Johnson, Revenue Manager Grand Prairie, TX 75050 (214 ) 237-8222 Population: 95000 Applications : CR HT LM MR UT • City of Great Falls SYSTEM AS/400 CONT. 09/89 Civic Center Building Tim Magee, Finance Director Park Drive and Central (406 ) 771-1180 Population: 57000 Great Falls, MT 59401 Applications : AT BP CE CR • ER FA FM GM GN HR HT LM MR OL PI PR UT Great Lakes Power Limited SYSTEM AS/400 CONT. 10/94 122 East Street Frank Robinson, Supervisor of data • P.O. Box 100 ( 705) 759-7617 Population: Sault Ste Marie,Ont, CN P6A5L4 Applications : CR ER GM GN HT LM PR UT Town of Greenburgh SYSTEM AS/400 CONT. 08/94 • P O Box 205 Dipak Pandya, Systems Manager 320 Tarrytown Road ( 914 ) 993-1558 Population: Elmsford, NY 10523 Applications : CR HT LM UT • City of Greenfield SYSTEM AS/400 CONT. 08/92 7325 W Forest Home Avenue Kathy Kasza, Asst. Finance Director Greenfield, WI 53220 (414 ) 543-5500 Population: 32100 Applications : CR ER FA GM GN HT LM MR PI PR • City of Greenville SYSTEM AS/400 CONT. 04/90 201 W Fifth Street Rex Wilder, Data Processing Manager Greenville, NC 27835 ( 919) 830-4458 Population: 48000 Applications : AT BP CE CR FA FM GM GN HR HT LM MR • OL PI PR • PAGE 15 • Guelph Hydro SYSTEM AS/400 CONT. 12/94 104 Dawson Road Nick van der Meulen, Division Mgr I Guelph, Ontario, CN N1H lA7 (519 ) 822-3017 Population: Applications : CB CP CR CX ER FA FM GM GN HT LM MR PI PR UT WF • City of Gulf Breeze SYSTEM AS/400 CONT. 09/94 1070 Shoreline Drive Nancy Millay, Finance Office Manage Gulf Breeze, FL 32561 ( 904) 934-5100 Population: 6000 Applications : CR ER FA GM GN HT LM MR OL PI PR UT • City of Gulfport SYSTEM AS/400 CONT. 09/94 2401 53rd Street South Sandy Boerker, Dir Administrative S P.O. Box 5187 ( 33737 ) (813) 893-1014 Population: 11700 Gulfport, FL 33707 Applications : CR FA GM GN • HT LM PI PR UT City of Hallandale SYSTEM AS/400 CONT. 07/88 308 South Dixie Highway Ernie Paredes, MIS-Programer/Analys Hallandale, FL 33009 ( 305) 457-1351 Population: 36000 • Applications : BP CE CR FA FM GM GN HT LM MR PI PR PZ UT WF Village of Hanover Park SYSTEM AS/400 CONT. 02/91 • 2121 West Lake Street Bob Whyte, Finance Director Hanover Park, IL 60103 ( 708) 837-3800 Population: 30000 Applications : BP CE CR CS CT ER GM HT LM MR OL PI PR PT UT • Town of Harrison SYSTEM AS/400 CONT. 12/92 1 Heineman Place Eleanor McDonald, Controller Alfred F Sulla Municipal Bldg ( 914 ) 835-2000 Population: 22000 Harrison, NY 10528 Applications : BP CE CR FA • FM GM GN HT LM MR PI PR PZ TX UT WF City of Haverhill SYSTEM AS/400 CONT. 04/92 City Hall Room 312 Pam Carr, D P Manager • 4 Summer Street (508) 374-2371 Population: 45000 Haverhill, MA 01830-5875 Applications : BP CE CR HT LM OL TX • • � PAGE E 1 P G 6 City of Hayward SYSTEM AS/400 CONT. 10/88 25151 Clawiter Road Rick Rohrer, Civil Engineer Hayward, CA 94545 (510) 293-5288 Population: 101000 Applications : BP HT LM PZ Hennepin Parks SYSTEM AS/400 CONT. 08/93 • 12615 County Road # 9 Dick Keifer, MIS Manager Plymouth, MN 55441 ( 612 ) 559-6776 Population: Applications : AT CR FA GM GN HT PI PR • City of Hercules SYSTEM AS/400 CONT. 02/90 111 Civic Drive Kay Woodson, City Clerk/ISO-DP Cont Hercules, CA 94547 (510) 799-8215 Population: 10000 Applications : BP CE CR FA GM GN HT LM OL • Town of Herndon SYSTEM AS/400 CONT. 03/91 200 Spring Street 1st Floor Nancy Souders, Chief of Billing/Acc P O Box 427 (703) 435-6815 Population: 16000 Herndon, VA 22070 Applications : AT BP CR FA GM GN HT LM MR OL PI PR • TX UT City of Hesperia SYSTEM AS/400 CONT. 02/94 15776 Main Street #A Don Fraser, Director of Finance Hesperia, CA 92345 ( 619 ) 947-1000 Population: 54500 • Applications : CR HT LM OL City of Hickory SYSTEM AS/400 CONT. 06/90 76 N Center Street Rex Rhoney, Data Processing Manager Hickory, NC 28601 (704) 323-7475 Population: 27000 • Applications : AT BP CE CR CS CT FA FM GM GN HT LM MR OL PI PR PT UT WF City of Holyoke Gas & Electric SYSTEM AS/400 CONT. 11/92 70 Suffolk Street Earle Smith, Office Manager-Finance Holyoke, MA 01040 (413) 536-9316 Population: 18000 Applications : CR HT LM UT City of Homestead SYSTEM AS/400 CONT. 03/90 790 N Homestead Blvd Mark Coopersmith, Director of CIS Homestead, FL 33030 ( 305) 247-1801 Population: 22000 Applications : CR ER GM GN HT LM PI PR UT • • PAGE 17 • City of Hoover SYSTEM AS/400 CONT. 04/93 100 Municipal Drive David Donaldson, DP Coordinator P 0 Box 360628 (205) 444-7576 Population: 39000 Hoover, AL 35216 Applications : AT BP CE CR CS CT ER GM GN HT LM MR OL PI PM PR PT PZ WF • Indian River County SYSTEM AS/400 CONT. 07/89 1840 25th Street Lori Kowalski, UT supervisor Vero Beach, FL 32960 (407) 770-5310 Population: 81000 Applications : CR HT LM MR UT • City of Inver Grove Heights SYSTEM AS/400 CONT. 01/92 8150 Barbara Avenue Dan Maiers, Finance Director Inver Grove Heights, MN 55104 ( 612 ) 450-2516 Population: 22477 Applications : CR FA GM HT • LM PI PR UT Island Water Assoc Inc SYSTEM AS/400 CONT. 11/85 3425 Sanibel-Captiva Road Rusty (William) Isler, Purch. Agent P 0 Box 509 ( 813) 472-1502 Population: 4000 Sanibel, FL 33957 Applications : CR GM HT LM PI PR UT City of Jackson SYSTEM AS/400 CONT. 10/92 . P 0 Box 17 Kenneth Taylor 429 South West Street Room 109 (601 ) 960-1161 Population: 210000 Jackson, MS 39205 Applications : BP CE CR HT LM OL • City of Jacksonville SYSTEM AS/400 CONT. 03/95 211 Johnson Boulevard Charles Stallings, Data Processing Jacksonville, NC 28541 ( 910) 938-5263 Population: 70000 Applications : CE CR ER FA FM GM GN HT LM LN LO MR OL PI PR UT • City of Jacksonville Beach SYSTEM AS/400 CONT. 01/87 11 North Third Street Richard A Paul, DP Supervisor Jacksonville Beach, FL 32250 ( 904 ) 247-6290 Population: 18000 Applications : AT BP CE CR • FA GM GN HT LM MR OL PI PR UT • PAGE 18 • Jacksonville Transport Auth SYSTEM AS/400 CONT. 01/93 100 N. Myrtle Avenue Mark Moore, Asst Finance Director Jacksonville, FL 32203 ( 904 ) 630-3116 Population: 650000 Applications : AT CR ER FA FM GM GN HT MR PI PR • City of Janesville SYSTEM AS/400 CONT. 03/91 18 North Jackson Street Herb Stinski, Finance Director Janesville, WI 53545 ( 608) 755-3000 Population: 51000 Applications : BP CE CR GM GN HT LM MR • Jefferson County SYSTEM AS/400 CONT. 03/89 1149 Pearl Street Gordon Gentry, Auditor' s Office Beaumont, TX 77701 (409 ) 835-8500 Population: 249000 Applications : CR ER FA GM • GN HT MR PI PR City of Jersey City SYSTEM AS/400 CONT. 03/93 280 Grove Street John Mercer, Systems Analyst/Projec Jersey City, NJ 07302 (201) 547-5426 Population: 250000 Applications : GM GN HT PR • City of Joliet SYSTEM AS/400 CONT. 06/92 150 W Jefferson Street Rich Yucius, Director of Finance Joliet, IL 60431-1108 ( 815) 740-2495 Population: 77956 Applications : CR ER FA GM HT LM MR PI PR UT Town of Jupiter SYSTEM AS/400 CONT. 10/94 210 Military Trail Diana Hicks, Senior Programmer/Anal • Jupiter, FL 33458 (407 ) 746-5134 Population: 14000 Applications : BP CE HT LM OL PZ County of Kane SYSTEM AS/400 CONT. 03/95 • Finance Department Jerry Sapp, Chief Accountant/System 719 South Batavia Avenue ( 708) 208-5114 Population: Geneva, IL 60134 Applications : CR ER FA GM GN HT MR PI PM Kansas Highway Patrol SYSTEM AS/400 CONT. 07/94 122 S W Seventh Street Bob Eckhardt, Data Processing Manag Topeka, KS 66603 ( 913) 296-5953 Population: Applications : FM HT PI r • • PAGE 19 County of Kauai SYSTEM AS/400 CONT. 08/90 4444 Rice Street Michael Veith, Director of Finance Building A Suite 427 ( 808) 241-6525 Population: 46000 Lihue Kauai, HI 96766 Applications : BP CR FA GM HT LM PI PR UT City of Kent SYSTEM AS/400 CONT. 09/87 325 S. Depeyster Street Barbara Rissland, Dir of Finance Kent, OH 44240 (216) 678-8102 Population: 27000 Applications : CR HT LM UT Kent County SYSTEM AS/400 CONT. 06/90 414 Federal Street Joyce Melvin, Tax Collector Dover, DE 19901 ( 302 ) 736-2082 Population: 105000 Applications : AT BP CE CR HR HT LM PR TX City of Key West SYSTEM AS/400 CONT. 07/94 525 Angela Street Patti McLauchlin, Data Processing D Key West, FL 33040 (305) 292-8120 Population: 25000 Applications : BP CE CR CS CT ER FA FM GM GN HT LM MR OL PI PR PT PZ UT WF City of Kingman SYSTEM AS/400 CONT. 09/92 310 North 4th Street Jim Jordan, Finance Director Kingman, AZ 86401 (602 ) 753-8106 Population: 12500 Applications : CR GM GN HT LM MR PI UT City of Kingsport SYSTEM AS/400 CONT. 10/89 225 W Center Street Mike Yeck, Chief Acct/Auditor Kingsport, TN 37660 ( 615) 229-9479 Population: 31000 Applications : BP CE CR ER FA FM GM GN HT LM MR OL PI PR TX UT WF City of Kissimmee SYSTEM AS/400 CONT. 05/88 101 Church Street Peggy Sousa, MIS Director Kissimmee, FL 34741 (000) 847-2821 Population: 25000 Applications : AT BP CE CR ER FA FM GM GN HT LM MR • OL PI PR PZ • • • PAGE 2 AG 0 Kissimmee Utility Authority SYSTEM AS/400 CONT. 04/87 Post Office Box 3219 Dennis Wick, Information Systems Ma 8 West Broadway (000) 933-7777 Population: 25000 Kissimmee, FL 34742-3219 Applications: CP CR ER FA FM GM GN HT LM MR PI PR UT WF • Kitsap County SYSTEM AS/400 CONT. 08/94 614 Division Street John Humen, Project Manager Port Orchard, WA 98366 ( 360) 895-3719 Population: 250000 Applications : BP CE CR HT LM OL PZ • City of Lacey SYSTEM AS/400 CONT. 05/93 420 College Street, SE Stephen Schopfer, Information Servi Lacey, WA 98503 ( 360) 438-2627 Population: 15000 Applications: CR ER GM GN HT LM PI PR UT Lake Apopka Natural Gas SYSTEM AS/400 CONT. 06/92 1500 East Highway 50 Jan Crews, DP Manager Winter Garden, FL 34787 (407 ) 656-2734 Population: 7500 Applications : CR GM HT LM UT City of Lake Charles SYSTEM AS/400 CONT. 12/94 326 Pujo Street Ed Duplantis, Data Processing Direc • Lake Charles, LA 70602 ( 318) 491-1401 Population: 70000 Applications : CR ER GM GN HT LM LN LO MR PI PR City of Lake City SYSTEM AS/400 CONT. 08/89 • P 0 Box 1687 Ronny Minchin, City Clerk 150 North Alachua Street ( 904) 752-2031 Population: 9000 Lake City, FL 32056 Applications : BP CR ER FA GM GN HT LM OL PR UT • County of Lake County SYSTEM AS/400 CONT. 12/93 255 North Forbes Street Kelly F Cox, Administrative Dir Courthouse ( 707) 263-2580 Population: 50000 Lakeport, CA 95453 Applications : HT PR • City of Lake Elsinore SYSTEM AS/400 CONT. 04/90 130 South Main Street Larry Russell, Bldg Inspector Dir Lake Elsinore, CA 92330 ( 909 ) 674-3124 Population: 11000 Applications : BP CE CR FA GM GN HT LM OL PR PZ • r PAGE 21 • City of Lake Jackson SYSTEM AS/400 CONT. 05/89 25 Oak Drive Mary Sholders, Computer Operator Lake Jackson, TX 77566-5289 (409) 297-2481 Population: 20000 Applications : BP CE CR ER FA FM GM GN HT LM MR OL PI PR TX UT City of Lake Mary SYSTEM AS/400 CONT. 10/91 P O Box 950700 Randy Knight, Finance Director 100 West Lake Mary Blvd( 32746) (407 ) 324-3009 Population: 6000 Lake Mary, FL 32795 Applications : BP CR ER GA GN GP HT LM OL PR UT Laramie County SYSTEM AS/400 CONT. 09/91 19th & Carey Janet Whitehead, County Clerk County Building ( 307 ) 638-4268 Population: 75300 Cheyenne, WY 82001 Applications : CR FA GM GN HT LM MR PI PR City of Laredo SYSTEM AS/400 CONT. 03/88 P O Box 579 Diana Arredondo, Finance Director 1110 Houston Street (210) 791-7425 Population: 117000 Laredo, TX 78042 Applications : AT BP CE CR ER FA FM GM GN HT LM MR OL PI PR TX UT City of Lawrence SYSTEM AS/400 CONT. 10/87 i 6 East 6th Street Ron Hall, Information Systems Manag Lawrence, KS 66044 ( 913) 832-3320 Population: 56000 Applications : CR ER FA GM GN HT LM MR OL PI PR UT City of League City SYSTEM AS/400 CONT. 09/88 300 West Walker Rhonda Burgess, DP Supervisor League City, TX 77573 ( 713) 338-4849 Population: 22000 Applications : BP CE CR ER FA FM GM GN HT LM MR OL • PI PR TX UT WF City of Lebanon SYSTEM AS/400 CONT. 09/90 400 South 8th Street Ann Achey, DP Supv (also after hrs) Lebanon, PA 17042 ( 717 ) 228-4495 Population: 26000 Applications : BP CE CR FA GM GN HT LM MR OL PI PR TX UT • PAGE 22 • City of Leesburg SYSTEM AS/400 CONT. 02/89 P O Box 490630 Stan Carter, DP Manager 501 Meadow Street ( 904 ) 728-9735 Population: 13000 Leesburg, FL 34749-0630 Applications : AT BP CE CP CR ER FM GM GN HT LM LX MA MR OL PI PR UT WF • County of Lincoln SYSTEM AS/400 CONT. 02/95 302 North Academy Street Dante' Patterson, Data Processing M Lincolnton, NC 28092 ( 704) 736-8485 Population: 60000 Applications : BP CE HT LM PZ City of Logan SYSTEM AS/400 CONT. 06/88 255 N Main Street Jeff Compton, Data Processing Manag Logan, UT 84321 ( 801) 750-9835 Population: 28000 Applications : BP CE CR FA FM GM GN HT LM MR OL PI PR UT Village of Lombard SYSTEM AS/400 CONT. 03/95 631 E Butterfield Road Suite 306 Population: Lombard, IL 60148 Applications : BP CE CR ER FA GM GN HT LM LN MR OL PI PR PZ UT WF Long Beach Transit Company SYSTEM AS/400 CONT. 11/90 1300 Gardenia Avenue Carl Sedoryk, MIS Director Long Beach, CA 90801 ( 310) 599-8546 Population: Applications : FA FM GM HT PI PR City of Longmont SYSTEM AS/400 CONT. 12/84 Civic Center Complex Jim Golden, Director of Finance Longmont, CO 80501 ( 303) 776-6050 Population: 48000 Applications : • City of Longwood SYSTEM AS/400 CONT. 07/88 155 W Warren Avenue Dan McNutt, Finance Director Longwood, FL 32750 ( 000) 260-3475 Population: 12000 Applications : BP CE CR FA GM HT LM MR OL PI PR UT • • w • • PAGE 23 City of Loveland SYSTEM AS/400 CONT. 04/86 500 East Third Street Bill Westbrook, MIS Manager Loveland, CO 80537 (303) 962-2330 Population: 35000 Applications : BP CE CP CR ER FA FM GM GN HT LM LX PI PR PZ UT WF • City of Lumberton SYSTEM AS/400 CONT. 09/94 501 East 5th Street Joann Edwards, Director of Data Pro Lumberton, NC 28358 ( 910) 671-3813 Population: Applications : BP CR FA GM GN HT LM MR OL PI PR TX UT Town of Manchester SYSTEM AS/400 CONT. 07/90 41 Center Street Jack McCoy, Director of Information Manchester, CT 06040 (203) 647-3071 Population: 49000 • Applications : AT BP CE CR ER FA GM GN HT LM MR PI PR TX UT WF City of Manhattan SYSTEM AS/400 CONT. 09/90 1101 and Poyntz Avenue Gregg Gibson, Man. Info. Officer Manhattan, KS 66502 (913) 537-0056 Population: 33000 Applications : CR HT LM UT City of Mankato SYSTEM AS/400 CONT. 10/90 • P O Box 3368 Kerry Koepp, DP Director 202 East Jackson Street (507 ) 387-8600 Population: 28651 Mankato, MN 56002-3368 Applications : HT PR City of Manteca SYSTEM AS/400 CONT. 04/92 • 1001 W Center Street Frances King, Accountant Manteca, CA 95336 (209) 239-8489 Population: 30000 Applications : BP CR FA GM HT LM MR OL PI PR UT City of Margate SYSTEM AS/400 CONT. 01/94 5790 Margate Boulevard George Costa, MIS Director Margate, FL 33063 ( 305) 972-6454 Population: 45000 Applications : BP CR HT LM UT • City of Marianna SYSTEM AS/400 CONT. 04/88 P O Box 936 Phil McCrary, City Clerk/Finance Di 220 North Green Street (904) 482-4353 Population: 7000 Marianna, FL 32446 Applications : CR FA GM HT LM PR UT PAGE 24 . City of Marietta SYSTEM AS/400 CONT. 03/89 205 Lawrence Street Al Hallum, MIS Director Marietta, GA 30060 (404) 528-0769 Population: 38000 Applications : AT BP CE CR FA FM GM GN HT LM MR OL PI PR TX UT Marion County School Board SYSTEM AS/400 CONT. 08/84 512 S E 3rd Street Ron Lehmann, DP Supervisor Ocala, FL 34471 (904) 620-7760 Population: 171000 Applications : FM HT PI Mariposa County SYSTEM AS/400 CONT. 08/92 P.O. Box 784 Rick Campbell, Programmer/Analyst 4982 10th Street (209 ) 742-6022 Population: 13000 Mariposa, CA 95338 Applications : BP CR ER GM . GN HT LM PR TX City of Medford SYSTEM AS/400 CONT. 02/95 411 W 8th Street Steve Ruesel, Information Systems C City Hall - Room 251 (503) 770-6570 Population: Medford, OR 97501 Applications : BP CE CR ER FA FM GM GN HT LM LN LO MR OL PI PR PZ WF City of Merced SYSTEM AS/400 CONT. 06/90 678 West 18th Street Thomas Fil, Asst. Finance Dir. Merced, CA 95344 (209) 385-4753 Population: 47000 Applications : AT BP CE CR ER FA FM GM GN HT LM MR PI PR WF City of Miami Springs SYSTEM AS/400 CONT. 06/94 201 Westward Drive Larry Napier, Finance Director Miami Springs, FL 33166-5659 (305) 885-4581 Population: 14000 Applications : BP CE CR FA FM GN HT LM LN MR OL PI PR UT WF • City of Milledgeville SYSTEM AS/400 CONT. 09/88 P 0 Box 1708 Martha Pounds, City Clerk 119 East Hancock Street ( 912) 453-5725 Population: 13000 . Milledgeville, GA 31061 Applications : GM GN HT PR PAGE 25 Minnehaha County SYSTEM AS/400 CONT. 06/94 501 North Dakota Avenue Anne Retzlaff, Director of Data Pro Sioux Falls, SD 57104 ( 605) 339-7072 Population: 120000 Applications : HT PR City of Minot/Ward County SYSTEM AS/400 CONT. 10/91 r 515 Second Avenue SW Jim Rakness, DP Manager Minot, ND 58701 (701) 857-4772 Population: 60500 Applications : CR ER FA FM GM GN HT LM MR PI PR UT • Mishawaka Utilities SYSTEM AS/400 CONT. 12/91 126 N Church Street Marilyn Martynowicz, MIS Director Mishawaka, IN 46544-0363 (219) 258-1645 Population: 25000 Applications : CR FA GM HT LM PR UT • City of Moline SYSTEM AS/400 CONT. 03/89 619 16th Street Kathy Carr, Finance Director Moline, IL 61265 ( 309) 797-0733 Population: 44000 Applications : AT BP CE CR FA FM GM GN HT LM MR OL • PI PR UT Monroe Co Planning & Zoning SYSTEM AS/400 CONT. 10/86 5100 College Road Gary Jarstfer, DP Manager Wing II Stock Island ( 305) 292-4478 Population: 72000 Key West, FL 33040-4399 Applications : BP CE CR HT LM OL City of Montgomery SYSTEM AS/400 CONT. 11/83 103 North Perry Peggy Spaeth, Director of Data Proc • Montgomery, AL 36104 (205) 241-2907 Population: 194000 Applications : ER FA FM GM GN HT PI City of Mount Dora SYSTEM AS/400 CONT. 07/88 P O Box 176 Jim Schuster, Finance Dir 510 Baker Street (904 ) 735-7120 Population: 6000 Mount Dora, FL 32757 Applications : CR FA GM GN HT LM OL PI PR UT City of Muskego SYSTEM AS/400 CONT. 12/91 W182 S8200 Racine Avenue Chuck Dykstra, Dir. of Bldg. Insp. P O Box 903 (414 ) 679-4110 Population: 15000 Muskego, WI 53150 Applications : BP CE CR HT LM • • • PAGE 26 City of Naperville SYSTEM AS/400 CONT. 08/90 400 S Eagle Street Donald J Carlsen, MIS Director Post Office Box 3020 (708) 420-6050 Population: 88000 Naperville, IL 60566-7020 Applications : AB BP CE CP CR CS CT ER FA GM GN HT LM MR OL PI PR PT PZ UT WF • Naperville Police Department SYSTEM AS/400 CONT. 04/92 1350 Aurora Avenue Jim Pautlitz, Sergeant Naperville, IL 60540 ( 708) 420-4151 Population: 88000 Applications : CR CS CT HT • MR PT City of Naples SYSTEM AS/400 CONT. 09/94 735 8th Street South Bill Harrison, Director of Finance Naples, FL 33940 ( 813) 434-4710 Population: 20000 • Applications : AT BP CE CR CS CT FA GM GN HT LM LN MR OL PI PR PT UT Town of Needham SYSTEM AS/400 CONT. 07/93 • 1471 Highland Ave. Bob Burke, Director of MIS Needham, MA 02192 ( 617 ) 455-7516 Population: 28000 Applications : CR ER GM GN HT LM MR PR TX UT • City of Needles SYSTEM AS/400 CONT. 01/95 1111 Bailey Ave Alistair Waddell, Finance Director Needles, CA 92363 ( 619) 326-2113 Population: 6000 Applications : BP CR FM GM GN HT LM MR OL PI PR UT • City of Neenah SYSTEM AS/400 CONT. 11/92 211 Walnut Theodore Bauer, Dir of Finance Neenah, WI 54956 (414 ) 751-4642 Population: 23700 Applications : CR ER FA GM • GN HT MR City of Neptune Beach SYSTEM AS/400 CONT. 10/91 1517 Atlantic Blvd James Barrington, City Manager P 0 Box NB700 ( 904 ) 270-2400 Population: 7000 Neptune Beach, FL 32266 Applications : CR GM GN HT • LM OL PR UT • PAGE 27 New Braunfels Utilities SYSTEM AS/400 CONT. 10/93 263 East Main Plaza Judy McConnell, Purchasing Mgr New Braunfels, TX 78131 (210) 629-8400 Population: Applications : CP CR ER FM GM GN HT LM MR PI PR UT WF City of New Haven SYSTEM AS/400 CONT. 02/94 City Hall Helen O'Keefe 200 Orange Street (203) 946-6074 Population: 126109 New Haven, CT 06510 Applications : CR HT LM PR TX f City of New Port Richey SYSTEM AS/400 CONT. 03/84 5919 Main Street Tony Jakusovas, MIS Director New Port Richey, FL 34652-2785 ( 813) 841-4518 Population: 13000 Applications : BP CE CR CS FM GM HT LM MR OL PI PR UT City of Newark SYSTEM AS/400 CONT. 07/93 920 Broad St Peter Kritzer, RMS Inc Room 117 (201) 733-3938 Population: 320000 Newark, NJ 07102 Applications : CR HT LM TX City of Newport SYSTEM AS/400 CONT. 07/92 810 S W Alder Street Sam Sasaki, City Manager Newport, OR 97365 (503) 265-5331 Population: 8000 Applications : BP CR CS CT FA GM GN HT LM MR OL PI PR PT UT City of Norman SYSTEM AS/400 CONT. 03/95 PO BOX 370 Zip Code 73070 Karen Montgomery, Finance Director 201-C West Gray Street (405) 366-5413 Population: 80000 Norman, OK 73069 Applications : BP CE CR CS CT HT LM OL PM PR PT UT North Charleston Sewer Dist. SYSTEM AS/400 CONT. 03/92 P O Box 63009 Al Knapp, Data Systems Manager 7225 Stall Road (29418) (803) 764-3072 Population: 15000 North Charleston, SC 29419 Applications : CR FA GM GN HT LM PI UT • • PAGE 28 City of North Port SYSTEM AS/400 CONT. 03/93 • 5650 North Port Blvd. Russ Pearl, DP Manager(To Retire en North Port, FL 34287 (813) 423-3123 Population: 12000 Applications : CR FA FM GM GN HT LM PI PR UT • City of Novato SYSTEM AS/400 CONT. 12/94 900 Sherman Ave. Chris MacFarlane, Accountant Novato, CA 94945 (415) 897-4318 Population: 41000 Applications : CR ER FA GM GN HT LM MR OL PI PR • Town of Ocean City SYSTEM AS/400 CONT. 09/93 301 Baltimore Avenue Nancy Bloxom, Data Processing Mgr Ocean City, MD 21842 (410) 289-5701 Population: 5000 Applications: CR HT LM PR UT • City of Odessa SYSTEM AS/400 CONT. 12/93 411 W. 8th Street Don Carlton, Computer Service Dir Odessa, TX 79760 ( 915) 337-7381 Population: 79000 Applications : AB AT BP CE • CR FA FM GM GN HT LM MR OL PI PR PZ UT WF Okaloosa County Gas District SYSTEM AS/400 CONT. 02/92 364 Highway 190 Patrick Cole, Data Processing Mgr • P 0 Box 548 (904 ) 729-4830 Population: 141000 Valparaiso, FL 32580 Applications : CR GM HT LM LN PI PR UT WF Okaloosa Cty Water & Sewer SYSTEM AS/400 CONT. 11/88 • 1804 Lewis Turner Blvd #300 Mike McGuire, MIS Coordinator Ft Walton Beach, FL 32547-1268 (904) 651-7177 Population: 141000 Applications : CR HT LM UT City of Olympia SYSTEM AS/400 CONT. 09/89 • 900 Plum Street SE Stuart Bothwell, CIS Manager Olympia, WA 98507 ( 360) 753-8069 Population: 29000 Applications : BP CE CR ER FA FM GM GN HT LM MR OL PI PZ UT WF • City of Opelika SYSTEM AS/400 CONT. 09/93 204 South 7th Street John Findley, DP Manager P 0 Box 390 ( 36803) (205) 705-5140 Population: 25000 Opelika, AL 36801 Applications : AT BP CE CP CR CS CT ER FA FM GM GN HT LM LN MR OL PI PR PT PZ UT WF PAGE 29 • Orange County Water District SYSTEM AS/400 CONT. 12/89 P O Box 8300 Barbara Heatherly 10500 Ellis Avenue (714) 963-5661 Population: 2166000 Fountain Valley, CA 92708 Applications : CR ER FA GM GN HT MR PI PR WF Village of Orland Park SYSTEM AS/400 CONT. 09/92 14700 Ravinia Ave Mary Klinger, DP Manager Orland Park, IL 60462 ( 708) 403-6190 Population: 35720 Applications : BP CE CR FA GM GN HT LM MR OL PI PR PZ UT WF City of Ormond Beach SYSTEM AS/400 CONT. 03/88 22 South Beach Street Jackie Carkhuff, Accounting Manager P 0 Box 277 ( 904 ) 676-3268 Population: 28000 • Ormond Beach, FL 32174-0277 Applications : BP CE CR ER FA GM GN HT LM OL PR UT City of Oxnard SYSTEM AS/400 CONT. 06/88 300 West Third Street Fin Polk, System Administrator Room 203 ( 805) 385-7554 Population: 126000 Oxnard, CA 93030-5790 Applications : BP CE CR HT LM MR OL PZ UT City of Paducah SYSTEM AS/400 CONT. 05/94 • 300 South 5th Street Usha Raval, Information Systems Man Paducah, KY 42002 (502 ) 444-8701 Population: 30000 Applications : AT BP CE CR ER FA FM GM GN HT LM MR OL PI PM PR PZ TX WF Palm Beach County COTRAN SYSTEM AS/400 CONT. 01/86 3700 Belvedere Road Tien Lee, Financial Analyst West Palm Beach, FL 33406 (407 ) 233-4552 Population: 755000 Applications : John K Clark Palm Beach Cty SYSTEM AS/400 CONT. 10/89 Tax Collector Sandra Kirkland, Director Human Res 301 North Olive Avenue (407 ) 355-3934 Population: 755000 West Palm Beach, FL 33401 Applications : GM GN HT PR Palm Coast Utility Corporation SYSTEM AS/400 CONT. 07/91 2 Utility Drive Candy Clary, Cust Billing Sup Palm Coast, FL 32137 ( 904) 446-6112 Population: 12000 Applications : CR HT LM UT • • • PAGE 30 • City of Palm Desert SYSTEM AS/400 CONT. 11/91 73-510 Fred Waring Drive Paul Gibson, Finance Director Palm Desert, CA 92255 (619 ) 346-0611 Population: 16000 Applications: BP CE CR ER FA FM GM GN HT LM OL PI PR PZ WF City of Palmetto SYSTEM AS/400 CONT. 11/94 516 8th Avenue West Susan Dann, Finance Director Palmetto, FL 34221 ( 813) 723-4570 Population: 12000 Applications : BP CE CR FA GM GN HT LM MR OL PI PR UT WF City of Parma SYSTEM AS/400 CONT. 08/91 6611 Ridge Road Roger Poole, Deputy Auditor Parma, OH 44129 (216 ) 885-8100 Population: 92000 Applications : FA HT Pasco County SYSTEM AS/400 CONT. 12/93 13921 South 7th Street William Compton, Information Mngmnt Dade City, FL 33525 (904) 521-4201 Population: Applications : HT PR City of Pawtucket SYSTEM AS/400 CONT. 01/95 137 Roosevelt Avenue Ray Duarte, MIS Director Pawtucket, RI 02860 (401 ) 728-0500 Population: 70000 Applications : AT CR HT MR PM PR City of Pearland SYSTEM AS/400 CONT. 02/94 • 3519 Liberty Street Janet Eastburn, Director of Finance Pearland, TX 77581 (713) 485-2411 Population: 20000 Applications : CR FA GM GN HT LM MR PI PR UT WF City of Peoria SYSTEM AS/400 CONT. 10/90 419 Fulton Street Lori Fleming, Finance Director Peoria, IL 61602 ( 309 ) 672-8625 Population: 117000 Applications : AT BP CE CR ER FA FM GM GN HT LM MR OL PI PR PZ Philadelphia Housing Dev Corp SYSTEM AS/400 CONT. 03/91 1234 Market Street 10th Floor Russell Semen, MIS Director Philadelphia, PA 19107 (215) 448-3165 Population: Applications : GM GN HT • PAGE 31 • Pinellas County Sheriff Dept SYSTEM AS/400 CONT. 09/83 10750 Ulmerton Road Lea A Demeire, Chief Accountant Post Office Box 2500 (813) 582-6260 Population: 815000 Largo, FL 34648 Applications : AT CR ER FA FM GM GN HT MR PI PR WF City of Pinole SYSTEM AS/400 CONT. 11/90 2131 Pear Street Cathy Heater, Accounting supervisor Pinole, CA 94564 (510) 724-9008 Population: 14000 Applications : BP CE CR GM HT LM OL PI • Pompano Beach SYSTEM AS/400 CONT. 09/94 100 West Atlantic Blvd Paul Hildebrandt Pompano Beach, FL 33061 (000) 678-2095 Population: 75000 Applications : BP CE CR CS CT CX ER FA GM GN HT LM LN LO MR OL PI PM PR PT PZ UT WF City of Port Arthur SYSTEM AS/400 CONT. 12/92 444 Fourth St. Walter Thomas, Finance Director • P 0 Box 1089 (409 ) 983-8150 Population: 58724 Port Arthur, TX 77640 Applications : AT BP CE CR ER FA FM GM GN HT LM MR OL PI PR PZ UT WF City of Port Orange SYSTEM AS/400 CONT. 08/88 1000 City Center Circle Betty Barnhart, DP Manager Port Orange, FL 32119 ( 904) 756-5234 Population: 29000 Applications : BP CE CR ER FA FM GM GN HT LM OL PI PR UT • Prince William Cty Svc Auth SYSTEM AS/400 CONT. 07/86 4 County Complex Court Bliss Bourne, Customer Service Supe P 0 Box 2266 (703) 335-7951 Population: 175000 • Woodbridge, VA 22193-0266 Applications : CR FA FM GM HT LM PI PR UT City of Punta Gorda SYSTEM AS/400 CONT. 08/86 326 W Marion Avenue Laura Peters, Computer Sys . Coord. Punta Gorda, FL 33950 ( 813) 575-3333 Population: 9000 Applications : AT BP CE CR ER FA FM GM GN HR HT LM MR OL PI PR UT WF • • • PAGE 32 Putnam County SYSTEM AS/400 CONT. 01/85 • 410 St Johns Avenue Robert Moore Post Office Box 758 ( 904 ) 329-0385 Population: 59000 Palatka, FL 32077 Applications : CR ER FA GM GN HT LM MR PI PR • Rhode Island Pub Trans Auth SYSTEM AS/400 CONT. 05/90 265 Melrose Street Ed Scott, Data Processing Providence, RI 02907 (401) 784-9540 Population: 750000 Applications : AT CR FA FM GM GN HT MR PI PR • City of Richardson SYSTEM AS/400 CONT. 03/90 411 W Arapaho Road Ken Brownfield, DP Manager Richardson, TX 75080-4542 (214 ) 238-4146 Population: 78000 Applications : AT CR CS CT ER FA FM GM GN HT LM MR • PI PR PT TX UT City of Ridgecrest SYSTEM AS/400 CONT. 03/88 100 W California Roger Ward Ridgecrest, CA 93555 ( 619 ) 371-3761 Population: 24000 • Applications : BP CE CR ER FA GM GN HT LM OL PI PR City of Rochester SYSTEM AS/400 CONT. 07/92 2122 Campus Drive SE Teryl Apel, Data Processing Supervi • Rochester, MN 55904-4744 (507 ) 287-2175 Population: 58000 Applications : BP CE HT LM City of Rock Hill SYSTEM AS/400 CONT. 11/88 155 Johnston Street Brenda Roof, MIS Supervisor • Rock Hill, SC 29731 (803) 329-7056 Population: 41000 Applications : BP HT LM City of Rock Springs SYSTEM AS/400 CONT. 06/91 212 D Street Joe Carter, Payroll • Rock Springs, WY 82901 ( 307 ) 362-3911 Population: 19050 Applications : CR ER FA GM HT LM MR PI PR UT Village of Rosemont SYSTEM AS/400 CONT. 11/90 • 9501 West Devon Avenue John Hochstettler, Finance Dir. Rosemont, IL 60018 ( 708) 825-4404 Population: 4000 Applications : CR ER FA GM GN HT LM MR OL PI PR UT • • PAGE 33 • City of Roswell SYSTEM AS/400 CONT. 03/89 105 Dobbs Drive Ed Sweeney, Lieutenant - MIS Roswell, GA 30075 (404 ) 640-4206 Population: 33000 Applications : FM HT Royal Palm Beach Village SYSTEM AS/400 CONT. 06/85 1050 Royal Palm Beach Blvd Dan Roberts, DP Director Royal Palm Bch Vill, FL 33411 (407) 790-5176 Population: 7000 Applications : BP CE CR ER GM GN HT LM OL PR UT • Sacramento Regional Transit SYSTEM AS/400 CONT. 02/89 P 0 Box 2110 Radine Harrison, IS Manager 1400 29th Street ( 916 ) 321-3817 Population: 323000 Sacramento, CA 95812-2110 Applications : CR ER GM GN HT MR PI PR • City of Safety Harbor SYSTEM AS/400 CONT. 05/93 750 Main Street Joanne Ryan, Finance Director Safety Harbor, FL 34695 ( 813) 724-1555 Population: 15200 Applications : BP CR FA GM GN HT LM MR OL PI PR UT • WF City of Salina SYSTEM AS/400 CONT. 02/93 300 W. Ash Hank Corcoran Salina, KS 67402-0736 (913) 826-7300 Population: 42000 • Applications : CR HT LM UT City of San Jacinto SYSTEM AS/400 CONT. 05/89 201 E Main Street Anna Vega, Finance Director San Jacinto, CA 92383 ( 909 ) 654-7337 Population: 11000 • Applications : BP CE CR GM GN HT LM OL PR City of Sanford SYSTEM AS/400 CONT. 04/88 • P O Box 1788 Carolyn Small, Finance Director 300 N Park Avenue ( 000) 330-5600 Population: 29000 Sanford, FL 32772 Applications : BP CE CR FA GM GN HT LM MR OL PI PR UT • City of Sanibel SYSTEM AS/400 CONT. 03/95 800 Dunlop Road Charmaine Yeadon-Kornieck, Assistan Sanibel, FL 33957 (813) 472-9615 Population: 7500 Applications : BP CE CR GM GN HT LM MR OL PI PR PZ • UT • PAGE 34 • City of Santa Fe SYSTEM AS/400 CONT. 03/91 P 0 Box 909 200 Lincoln Avenue ( 87501) Population: 60000 Santa Fe, NM 87504 Applications : BP CE CR ER FM GM HT LM OL PI PZ Santa Fe County SYSTEM AS/400 CONT. 12/90 P 0 Box 276 Sam Page, MIS Director 102 Grant Avenue (505) 986-6214 Population: 100000 Santa Fe, NM 87504-0276 Applications : CE CR ER FA GM HT LM MR PI PR PZ TX • Santa Margarita Water Dist SYSTEM AS/400 CONT. 04/89 26101 Marguerite Parkway Kenneth P Weel, Chief Financial Off Mission Viejo, CA 92692 (714 ) 459-6440 Population: 26000 Applications : AT CR ER FA GM GN HR HT LM MR PI PR • UT City of Seguin SYSTEM AS/400 CONT. 10/93 210 East Gonzales Street Le Ann Piatt, Finance Director Seguin, TX 78155 (210) 401-2451 Population: 20000 • Applications : AT BP CE CR FA GM GN HT LM MR OL PI PR UT City of Sierra Vista SYSTEM AS/400 CONT. 09/94 • 2400 E Tacoma Street Joelle Rubenstein, MIS Manager Sierra Vista, AZ 85635 (602 ) 458-3315 Population: Applications : BP CR ER FA GM GN HT LM MR OL PI PR UT • City of Silver City SYSTEM AS/400 CONT. 03/95 101 W Broadway Rene' Saenz, Purchasing Supervisor P 0 Box 1188 (505) 538-3731 Population: Silver City, NM 88061 Applications : CE CR CS CT • FA FM GM GN HT LM MR OL PI PR PT UT WF City of Sioux Falls SYSTEM AS/400 CONT. 01/91 224 West Ninth Street Ed Castle, DP Manager • Sioux Falls, SD 57102 ( 605) 339-7018 Population: 82000 Applications: AT BP CE CR FA GM GN HT LM MR OL PI PR • • PAGE 35 • Village of Skokie SYSTEM AS/400 CONT. 09/93 5127 Oakton Street Jeff Massey, Assistant Finance Dir/ Skokie, IL 60077 ( 708) 673-0500 Population: 60000 Applications : CR ER FA GM GN HT LM MR PI PR UT Small Business Dev Center SYSTEM AS/400 CONT. 05/89 2059 Chicopee 1180 E Broad Cindy Wood, Business Manager FPO #7289512 (706) 542-6802 Population: 43000 Athens, GA 30602-5412 Applications : GM HT • Town of Smyrna SYSTEM AS/400 CONT. 01/94 Municipal Court Mike Beach, Data Processing Head 315 South Lowry Street (615) 459-6644 Population: Smyrna, TN 37167 Applications : CR CS CT HT MR PT • Snowmass Village SYSTEM AS/400 CONT. 11/93 P.O. Box 5010 Marianne Rakowski, Finance Director 16 Kearns Road ( 303) 923-3796 Population: 2000 Snowmass Village, CO 81615 Applications : CR FA GM GN HT MR PI PR • Software Management Inc SYSTEM AS/400 CONT. 02/95 1175 Lucerne Drive John Van Horn Mount Dora, FL 32757 ( 904 ) 735-0030 Population: Applications : GN HT PI PR • City of South Bend SYSTEM AS/400 CONT. 08/90 227 W Jefferson Boulevard Dennis Singleton, MIS Manager County/City Building/12th flr (219 ) 235-9216 Population: 107000 South Bend, IN 46601 Applications : CR FA FM GM HT LM MR OL PI PR UT City of Springfield SYSTEM AS/400 CONT. 12/92 76 East High Street Peter Husenitza, MIS Manager • Springfield, OH 45502 (513) 324-7747 Population: 73000 Applications : AT BP CE CR ER FA GM HT LM MA MR OL PI PR PZ UT . City of St Cloud SYSTEM AS/400 CONT. 09/87 1300 9th Street Bob Smallback, DP Manager St. Cloud, FL 34769 ( 000) 957-7330 Population: 11000 Applications : BP CE CR FA FM GM GN HT LM OL PI PR UT • • PAGE 36 St Louis Water Division SYSTEM AS/400 CONT. 03/88 1640 South Kingshighway June Dedeke, MIS Manager St Louis, MO 63110 ( 314 ) 664-6839 Population: 429000 Applications : HT City of St Petersburg SYSTEM AS/400 CONT. 06/91 P O Box 2842 Louis Moore, Purchasing Dir. 600 1st Ave North (813) 893-7171 Population: 240000 St Petersburg, FL 33731 Applications : BP CE CR HT LM UT WF • City of Statesville SYSTEM AS/400 CONT. 06/90 301 Center Street Michael Morris, Systems Analyst Statesville, NC 28677 (704) 878-3590 Population: 18000 Applications : CR FA GM GN HT LM MR OL PI PR UT • City of Stockton SYSTEM AS/400 CONT. 08/88 425 N Eldorado Street Pat Samsell Stockton, CA 95202-1997 (209 ) 937-8460 Population: 183000 Applications : AT BP CE CR CS CT ER FA FM GM GN HT • LM MR OL PI PR PT PZ UT WF Sudbury Hydro SYSTEM AS/400 CONT. 12/92 500 Regent Street Greg Field, Supervisor Information • Sudbury, Ontario, CN PH 4P1 (705) 675-7536 Population: Applications : CP CR CX GM GN HT LM LX MR PI PR UT WF City of Sugar Land SYSTEM AS/400 CONT. 05/93 10405 Corporate Drive Sugar Land, TX 77478 Population: 25000 Applications : AT BP CE CR FA FM GM GN HT LM MR OL r PI PR PZ TX UT WF Summit County Engineer SYSTEM AS/400 CONT. 08/89 538 E South Street Brian Scheetz, Computer Programmer/ Akron, OH 44311 (216) 643-2850 Population: 507000 • Applications : CR FA FM GM GN HT LM MR PI PM • • • • PAGE 37 City of Sunrise SYSTEM AS/400 CONT. 06/93 10770 W. Oakland Park Blvd Ruth Castellon, Finance Director Sunrise, FL 33351 ( 305) 746-3217 Population: 66800 Applications : AT BP CE CR ER FA GM GN HT LM OL PI PR UT WF • Town of Surfside SYSTEM AS/400 CONT. 01/89 9293 Harding Avenue Jeff Naftal, Town Clerk Surfside, FL 33154 ( 305) 993-1057 Population: 3000 Applications : BP CR GM GN HT LM OL PR UT • Sweetwater County SYSTEM AS/400 CONT. 03/93 80 W Flaming Gorge Sonny Carrier, Data Processing Mgr Green River, WY 82935 ( 307 ) 872-6431 Population: 45000 Applications : CR ER GM GN • HT LM PR TX City of Tarpon Springs SYSTEM AS/400 CONT. 01/88 324 E Pine Street Ron Harring, Accounting Manager P O Box 5004 ( 813) 942-5612 Population: 15000 • Tarpon Springs, FL 34688-5004 Applications : BP CE CR ER FA FM GM GN HT LM MR OL PI PR UT WF City of Temple Terrace SYSTEM AS/400 CONT. 06/91 • 11250 North 56th Street Dan Klein, Finance Director Temple Terrace, FL 33687 ( 813) 989-7103 Population: 16500 Applications : CR ER FA FM GM GN HT LM MR OL PI PR UT • Texas Municipal League SYSTEM AS/400 CONT. 03/93 211 East 7th Street 5th Floor Hank Domeracki, Chief Financial Off Intergovernmental Risk Pool (512) 320-1331 Population: Austin, TX 78701 Applications : CR ER FA GM • GN HT MR PI PR City of Thousand Oaks SYSTEM AS/400 CONT. 07/87 2400 Willow Lane John Augustyn, Information Systems P O Box 1496 ( 805) 449-2231 Population: 93000 Thousand Oaks, CA 91360 Applications : BP CE CR ER GM GN HT LM PI PR UT • • • • PAGE 38 Three Affiliated Tribes SYSTEM AS/400 CONT. 12/91 P O Box 220 Marcus Wells, Sr. , Finance Director Hwy 23 West (701) 627-4786 Population: 4000 Newtown, ND 58763 Applications : CR ER GM GN HT LM MR OL PR • City of Topeka SYSTEM AS/400 CONT. 06/90 215 S E 7th Street Steve Tallen, Info. Services Dir. Topeka, KS 66603 (913) 295-3812 Population: 118000 Applications : AT CR ER FA FM GM GN HT LM MR PI PR UT • Travis County SYSTEM AS/400 CONT. 01/90 Post Office Box 1748 Frank Curcio, MIS Director 315 W 11th Street Suite 550 (512) 473-9666 Population: 750000 Austin, TX 78767 Applications : AT CR ER FA • FM GM GN HR HT MR PI PR WF City of Tucson SYSTEM AS/400 CONT. 11/94 481 W. Paseo Redondo Mike Brown, Mike Brown • Tucson, AZ 85701 (520) 791-4204 Population: 480000 Applications : CR CX HT LX PM WF City of Venice SYSTEM AS/400 CONT. 10/87 • 401 W Venice Avenue Steve Randall, DP Manager Venice, FL 33595 ( 813) 485-3311 Population: 14000 Applications : AT BP CE CR ER FA GM GN HT LM MR OL PI PR PZ UT WF • Virgin Island Wtr & Power Auth SYSTEM AS/400 CONT. 12/92 Building 18, Subbase Roy Estrill, Project Manager St. Thomas US, VI 00804 ( 809 ) 778-5064 Population: Applications : CR FM HT LM UT • Virgin Islands W+P St Croix SYSTEM AS/400 CONT. 01/94 St Croix Virgin Islands, US 45455 Population: Applications : • • • • PAGE 39 Volusia County (Clerk) SYSTEM AS/400 CONT. 09/88 Post Office Box 43 Christie Johnson 120 W Indiana Avenue ( 904) 736-5915 Population: 320000 Deland, FL 32720 Applications : CR FA GM GN HT MR PI PR City of Waco SYSTEM AS/400 CONT. 05/92 100 Washington St. Bill Johnston, Director of Computer Waco, TX 76702 ( 817 ) 750-5703 Population: 103590 Applications : AT CE CR CS CT ER FA GM GN HT LM MR OL PI PR PT UT WF • Walton County SYSTEM AS/400 CONT. 07/90 Post Office Box 1260 Newton Peters, DP Support County Courthouse Floss Ave ( 904 ) 892-8115 Population: 26000 DeFuniak Springs, FL 32433 Applications : CR FA GM HT • LM OL PI PR Town of West Hartford SYSTEM AS/400 CONT. 03/95 50 South Main Street Donna Sims, Director of Finance West Hartford, CT 06107 (203) 523-3100 Population: 59100 • Applications : CR CS CT ER FA HT LM MA MR PI PR PT TX City of West Melbourne SYSTEM AS/400 CONT. 12/84 • 2285 Minton Road Charlotte Luikart, Finance Director West Melbourne, FL 32904 (407 ) 727-7700 Population: 7000 Applications : BP CE CR FA GM GN HT LM OL PR UT • Williamsburg County SYSTEM AS/400 CONT. 08/92 147 West Main Street Jerry Tumblin, Data Processing Dire P 0 Box 330 (803) 354-5604 Population: 38000 Kingstree, SC 29556 Applications : CR FA GM GN HT LM PI PR TX • City of Wilmington SYSTEM AS/400 CONT. 12/94 409 Market Street Brent McAbee, Finance Director P 0 Box 1810 ( 910) 341-7822 Population: Wilmington, NC 28402 Applications : AT ER FA GM • GN HT PI PR • • • • PAGE 40 Town of Wilton SYSTEM AS/400 CONT. 09/92 • Town Hall Joseph Dolan, Finance Director 238 Danbury Road (203) 834-9203 Population: 16000 Wilton, CT 06897 Applications : GM GN HT City of Winter Garden SYSTEM AS/400 CONT. 02/85 • P O Box 771005 Betty Swann, Finance Director 251 W Plant Street 34787 ( 000) 656-4111 Population: 7000 Winter Garden, FL 34777-1005 Applications : CR GM HT LM PR UT • City of Winter Park SYSTEM AS/400 CONT. 06/87 401 Park Avenue South Michael Dunn, MIS Director Winter Park, FL 32789 (000) 623-3279 Population: 23000 Applications : BP CE CR CT FA FM GM GN HT LM MR OL PI PR PT UT WF • County of Woodbury Info/Comm C SYSTEM AS/400 CONT. 08/94 520 Pierce Street John Meyers, Interim Director Room 716 ( 712 ) 279-6207 Population: Sioux City, IA 51002 Applications : AT BP CE CR • ER FA FM GM GN HT LM LN LO LX MR OL PI PM PR PZ UT WF City of Wyandotte SYSTEM AS/400 CONT. 12/94 • 3005 Biddle Avenue Lisa Brendle, Supv Acct and Data Pr Wyandotte, MI 48192 ( 313) 282-7100 Population: Applications : AT BP CB CE CP CR CX ER FA GN HT LM LN LO MA MR OL PI PR TX UT WF • York County Natural Gas SYSTEM AS/400 CONT. 02/89 P 0 Box 370 Kaye Carter, Controller 979 W Main Street ( 803) 327-7162 Population: 120000 Rock Hill, SC 29731 Applications : CR ER FA GM • GN HT LM MR PI PR UT WF County of Yuba County SYSTEM AS/400 CONT. 04/92 D G S 938 14th Street Dave McBride, IS Director Marysville, CA 95901 ( 916 ) 634-7655 Population: 100000 • Applications : ER FA GM GN HT PI • Section 4 � • �� ,.. fes. �;: �;� �. ���..: .x. ,. �zl �.. ...:,n:; • • • • • Proposal Terms and Conditions s Valid Proposal Warranty • This proposal is valid for 90 days All HTE application software is following the date printed on its warranted for 90 days following cover page. the date of the first training visit. • License Fees Documentation The license fees quoted herein are Our online documentation is one-time fees that include source included in the quoted costs. You code for each application. will receive one online copy of the • documentation that can be Training accessed by multiple users at the same time. Training costs quoted do not include travel and reasonable Implementation • living expenses. These costs are billed as incurred. Our basic implementation services are included with the cost of the Modifications software. Additional services such as System Operator training We can perform modifications to (which includes software the base software should they be installation), conversion, and necessary. All modifications are project management must be billable at $100/hour. purchased separately. These services may be included in your Payment Terms proposal, but are not included with the license fees. License fees are due, in full, at contract execution. Training costs are payable as follows: 50%due • upon contract execution, with the remaining amount billed as incurred. All travel and living expenses are billed as incurred. Maintenance fees are due annually, prior to the year for which they apply. • HTE, Inc. Town of Southold HTE Services • Conversion We offer conversion services to help you make a smooth transition from $85/hour your old system to the HTE solution. We will coordinate your entire conversion or simply assist your staff in the process. Following contract • award and receipt of more information about your environment, we will help determine the level of assistance necessary. Network Services Our Technical Services staff is available to provide the setup and $95/hour integration of your network. We will perform such tasks as • communications setup, workstation connection, and remote connections. We will conduct the complete planning, design, acquisition, and implementation of your network. Modifications After you install your application software, you may decide that • $100/hour modifications are necessary. We can program them for you, or you may choose to program them yourself with our support. In either case, we recommend they be placed in the modification library provided with the application software. Project Management Our Professional Services Division offers complete project management Individual basis services to help you get the most from your available resources during the installation. This can include monthly progress reports and onsite assistance. If not included in this proposal, we can provide a complete workplan and estimate for your review, upon your request. • Technical Assistance Our Technical Services staff is available to help if you are combining $95/hour your new hardware and software with existing products or setting up a complicated network with remote locations. We can provide support for these types of installation obstacles that you may not have the resources to handle. Additionally, we offer System Operator training to enable you to carry out related tasks following implementation. Training Included in the cost of this proposal are the recommended number of $85/hour hours for initial training on all the proposed application software • packages. These recommended hours are based on our years of experience in system installation, but we can provide additional training if necessary. Ongoing training seminars are offered throughout the country as well. There is a per day charge for these seminars that varies depending on location and duration of the class. • NOTE: Costs listed in this document do not include travel or reasonable living expenses. • HTE, Inc. Town of Southold IIS k� i F In `on • • • • • • • • OUR UNDERSTANDING Based on your Invitation to Vendors, we understand that you desire a long-range information systems plan identifying application priorities, hardware capacity requirements, network topology requirements, information systems personnel requirements, and estimated operational and capital costs over the next three(3)to five(5) years. Based on the components of your stated objectives for the study, it is our understanding that The Town of Southold desires to accomplish the following: 1. A review of the existing investment and capabilities of current hardware and software; • 2. Development of a network topology plan; 3. Development of a software purchase plan in priority order; 4. Development of an estimated budget; and 4. Development of an overall strategy for implementation and purchase over a multi- year period. 0 OUR APPROACH The overall approach proposed for this planning project is consistent with the goals and objectives expressed in our understanding of your stated objectives. It includes the necessary elements, skills, commitments and control for efficient completion of the planning process as it relates to The i Town of Southold. In completing this project, we will use our proprietary strategic information systems long-range planning methodology. The concept underlying our methodology is that a strategic information systems plan should support and be an integral part of the overall business plan of the city. The methodology focuses on primary questions such as: - Where is the city at? - Where is the city going? 'r - How will the city get there? - What is the best technological approach for this city based on available technology and the cities capacity of resources including financial and personnel to achieve the desired results? • Our planning process will address the following information technology issues; • - Computer linkage/connectivity within the AS/400 environment; - Size and configuration of required AS/400; - Work station access to information processing resources; • - Information system personnel requirements; - Operational and capital costs to support information systems; • - Application purchase and implementation priority; - Interfacing/integration of data between systems; Whether or not the current planning environment remains the same, the methodology should • continue to serve as the basis for future I/T planning at The Town of Southold. The plan itself will be developed in a way which provides for annual updating at a minimum, to reflect changing priorities and technological improvements in hardware and software capabilities. The work elements of the planning process are designed to gather data which properly identifies information systems needs, objectives, priorities, and finally, to produce a recommended plan. • The process will result in a plan which describes the direction and strategy for implementation of information systems technology for The Town of Southold. The plan will address long-range needs related to hardware, software, communications and personnel which are consistent with the overall information process needs and objectives as identified during the process. • The primary vehicle for gathering and analyzing data will be interviews completed by the HTE Professional Services division. Structured interviews -- individual as well as group interviews -- will be conducted by our project team. In this capacity, our team will develop an understanding of the strategic vision of The Town of Southold and help assure that the future information • technologies identified during the project will be compatible with and fully support, the long-range mission and direction of The Town of Southold. The on-site fact finding, coupled with the project team's experience and knowledge of environments similar to that of The Town of Southold, will provide the basis from which the long-range information systems plan will evolve. The resulting three (3) to five (5) year plan will, • therefore, reflect the specific needs and input of The Town of Southold. When completed, it will result in a comprehensive action plan for implementing integrated computer technology and applications at The Town of Southold. • • The specific activities and deliverables are as follows: Task 1: Project Initiation: - Review project scope and objectives; - Confirm Southold personnel to be interviewed and interview schedule; - Complete project work plan and schedule; - Identify possible operational or policy constraints; - Manage project. Deliverables: • - Interview Schedule; - Project Work Plan. Task 2: Interview Town of Southold Personnel: • - Interview Personnel (limited to 8 interview sessions) to gain a perspective of the key goals, strategic issues, long-range plans/programs and expectations from the plan; - Review current operational and capital information system budget; - Review existing systems issues such as long-term contracts and sunk costs; • - Review existing application capabilities; - Document findings. Deliverables: • - Interview findings; - Preliminary application priorities; - The Town of Southold strategic goals and objectives. Task 3: Complete Information Systems Cost Comparison Survey: • - Contact approximately 10 cities of comparable size and with similar operational budgets to conduct an information systems survey; - Compile survey results. Deliverables: • Cost comparison report outlining your current investment in information systems as compared to cities of similar size. • • • r • Task 4: Assess AS/400 and Network/ Technology Requirements: • Assess AS/400(s) configuration requirements; - Assess local area network (LAN) requirements; - Determine personal computer (PC ) requirements; - Determine network system software requirements; • - Determine cable and communication requirements; - Determine PC software requirements. Deliverables: • - Recommended network solution; Recommended AS/400(s) configuration; Task 5: Identify Priority Applications: • - Identify required applications; Prioritize applications; Identify estimated license, implementation and maintenance costs. Deliverables: - Prioritized application and estimated costs. Task 6: Assess Information Systems Personnel Requirements: Review current staff budget, filled positions and skill levels, • - Assess level of information support required by The Town of Southold Departments; Determine staff and skills required to support future information systems. Deliverables: • Recommended information system organization chart: • • • Task 7: Document Long-Range Information Systems Plan: A - Prepare hardware migration plan and costs; - Prepare application implementation plan and costs; - Prepare network migration plan and costs; - Prepare human resource requirements. • Deliverables: Long-Range information systems plan; - Estimated operational and capital costs for the proposed plan. • TASK 8: Present report to the Town Board: - Prepare presentation; Present report. • PROJECT HOURS We recognize The Town of Southold's desire to complete this project in an expeditious manner. Based on our approach our estimated hours for each task is as follows: • TASK HOURS Task 1 8 Task 2 40 • Task 3 60 Task 4 60 Task 5 8 Task 6 8 Task 7 40 Task 8 16 Total 240 • • ANTICIPATED BENEFITS OF OUR SERVICES It has been our experience that there are substantial benefits to be gained from our consulting assistance including: ■ More concise determination and prioritization of specific system goals and objectives that helps to establish a practical and achievable "blueprint" for future automation; • ■ More realistic user expectations resulting from the education focus maintained throughout the planning process; ■ Involvement of city personnel in the establishment of a systems strategy and the ongoing • development of information requirements that results in a city wide change; ■ More tangible means of justifying expenditures for new and improved systems through the determination of costs and schedules for planned systems. • ENGAGEMENT PERSONNEL AND EXPERIENCE Our proposed project team consists of senior level personnel with combined experience of over 40 years of information systems planning and implementation work. A brief description of each persons qualification follows: • Mr. Robert W. Laughlin: Mr. Laughlin is our Vice President of Professional Services. He has over 13 years of consulting experience primarily with Big 6 accounting firms. He has managed numerous planning and implementation engagements both in the government and private sector. Mr. Laughlin has completed numerous plans that included the estimating of costs and • prioritization of technology solutions. Mr. Frank Dorrien: Mr. Dorrien is a manager in our Professional Services Division. He has over 10 years of consulting experience primarily with Big 6 accounting firms. He has conducted numerous planning and implementation engagements both in the government and private sector. • Mr. Dorrien is primarily responsible for the management of projects implementing government applications. He has extensive knowledge with understanding operational needs that can be supported with technology solutions. Mr. Craig Copeland: Mr Copeland is our manager for Business Partner Services. He has over 15 years of IBM mid-range technical experience. He is primarily responsible for all capacity • planning and sizing for implementations of HTE applications on the AS/400. He works very closely with IBM and is always current to what is available within the AS/400 environment. • 0 • 0 • Mr. Joe Weinstein: Mr. Weinstein is a systems engineer in our Technical Services Group. He is a Certified Network Engineer (CNE) and has over 10 years of experience with PC networks and • configuration. Mr. Weinstein has extensive experience with configuring local area networks with AS/400's. His primary responsibility is providing Network support for our clients. REFERENCES • Upon request HTE can provide you with an extensive list of References. For your specific purpose I have provided you with two references that are current and specific to your requirements: • Sioux City: Contact: Mr. John Myers Director of Finance (712) 279-6206 HTE was contracted to perform services to complete a long-range information • systems plan. This plan consisted of determining application requirements and priorities,Network and AS/400 configuration, Information Systems Personnel requirements, cost comparison survey and estimated costs. A copy of this plan is provided for your reference. This report is being provided to you as an example of • a completed plan. Please review it as an example of the format and content that HTE can provide as a completed long-range plan. Topeka Kansas: Contact: Mr. Steve Tallon Information Systems Director • (913) 295 3812 HTE has just completed an AS/400 sizing and capacity plan for the city of Topeka Kansas. This report provided a 3 year estimate for the siziuig and capacity requirements of the AS/400 for current and planned applications and resource • usage. • • • 1d l Uyu TABLE OF CONTENTS 1 . EXECUTIVE SUMMARY � 2. COST COMPARISON SURVEY 3. DISASTER RECOVERY STUDY 4. ESTIMATED CAPACITY 5. NETWORK PLAN 6. WCICC ORGANIZATION 7. WCICC ESTIMATED BUDGET � 8. IMPLEMENTATION PLAN JI L �floux • 1 . EXECUTIVE SUMMARY EXECUTIVE SUMMARY Woodbury County Information and Communication Commission (WCICC) provides data processing support for both Sioux City and Woodbury County. Applications have been primarily in-house developed with some vendor purchased software. Consideration with the increasing cost of supporting the current operating environment prompted the WCICC to establish the following system goals: I. Reduce WCICC operating costs' 25% FY95 and 33% FY96. 2. Develop five(5) year plan for equipment, software and training based on functional goals with applications developed by customers. • a. Utilize networked intelligent workstations and modern software for Word Processing, Data Analysis, etc. b. Utilize CD ROM technology. C. Utilize E-Mail inside and outside. d. Reduce paper handling and storage requirements through the use of efficient document management systems. e. Utilize electronic data interchange. f. Provide geographical information system. g. Provide for citizen access to data and information. • h. Provide for interactive remote automated services. 3. Define benefits before purchasing or developing software by assisting with work flow analysis and recommending appropriate reengineering and appropriate computer systems. 1 • • • • • • • • • • • I N The above system goals prompted WCICC to contract with HTE Professional Services to assist them in assessing their current environment and develop a multi-year strategy for the use of information technology at Sioux City and Woodbury County. Through the planning process, the following key tasks were completed: • Compared information systems cost for WCICC with comparable cities; • Assessed the network topology and provided recommendations for future growth; • Reviewed and provided recommendations for the WCICC Disaster Recovery Plan; • Provided estimated capacity requirements for the AS/400; • Reviewed the current staffing roles and assessed the resource requirements for a package software environment; • Provided an estimated budget identifying the costs of implementing the package software solution; and • • Developed an implementation plan for installation of the packaged solutions. During the planning process, interviews with the following personnel were conducted: WCICC Interviews Woodburn Coun Sioux .i Elliot Linafelter Bill Goldbuff John Meyers John Popevis George Boykin Kathy Drake Doug Bock Donald E. Linduski Harry Kearins Marcia Brunken Raymond L. Burnight Arlen Wiggs Donna Hassler Treasury Personnel Marty Dougherty • Lisa Felts Auditor Personnel Connie Bock Maurice Welte Terry Christensen Laura Kellen 2 MAJOR FINDINGS • WCICC has developed in-house applications over the past 10 years. Documentation is not available and information is resident with key personnel within the department. Dependency from imbedded knowledge of application software should be minimized as much as possible. • Sioux City is moving to a packaged software solution. Woodbury County has not expressed a decision as to whether they will move to the packaged software solution. Should WCICC be required to support both the packaged software solution and the current custom applications, costs will be higher than what has been projected for the estimated multi-year budget. • The applications are currently being supported by various analysts and programmers based on what they have previously • worked on. No clear leadership or responsibility for an application was evident during the interviews. • WCICC has invested comparatively high in informations stems as compared to cities and counties of similar size. This A Y g Y p investment has provided a rather functional system with sufficient integration. However, costs will continue to increase as support and changes for the in-house developed programs continue. • WCICC has a formal Disaster Recovery Plan in place. The plan covers the backup and recovery procedures necessary to restore the system. The plan is well organized, contains important information and procedures, but lacks actual processes and detailed information. In the case of a true disaster(Tornado, fire, etc.), the plan lacks the ability for any individual or group to do more than restore the data. • The first step to the development of a disaster recover plan should be to establish a Disaster Recovery Planning team. This team would construct and implement a fully operational and tested Disaster Recovery Plan. This team should investigate the • business requirements, alternative solutions and associated costs. The current Disaster Plan should be used as a starting point. • As greater demand for PC access to the system increases, the need for a comprehensive system wide networking strategy is required. • The investment in information systems for the next couple years will increase. Within 3 years information systems costs should begin to be lower than they currently are now. 3 0 • WCICC is staffed somewhat higher than cities of comparable size. WCICC has approximately 9.5 FTEs while the average of the cities surveyed is seven (7). • WCICC provides data processing support for both Sioux City and Woodbury County. The other cities and counties that were surveyed for the cost comparison did not have a combined data center. • WCICC is currently preparing to move from in-house developed software to a packaged software solution. A restructuring of the department would provide better support and direction for the City and County. • WCICC's staff expressed extreme concern about the current organizational changes that are underway. Several understood the need for cost reduction but felt that the communication of the changes was poor. The WCICC staff is having problems adjusting to associating costs and benefits to user requests. It appears that the staff traditionally did whatever the user requested. Because of these problems the interim managements time has been greatly increased to about 85% of Kathy Drake's time and about 50% of John Meyers'time compared to the 50% combined time anticipated for the position. The current implementation planning is included as part of Kathy and John's time being dedicated to data processing. • Even though Kathy and John are dedicating a large portion of time toward data processing, the WCICC staff has assumed responsibility for prioritizing and budgeting their workloads. Some of the staff appreciate the challenge and responsibility, while others are frustrated by it. • The on-line service request system that Kathy had implemented works well when the users take the time to use it. However, WCICC staff are continually interrupted by users through the course of the day. • The current WCICC staff is becoming inundated with user requests related to both modifications to current systems and adding new applications. • The amount of time that is being demanded of the interim management and the number of management issues that are facing WCICC demonstrate a need for a full-time Director/Manager. This position should play a key role in planning future projects, supervising staff, organizing and prioritizing workloads, and representing the department. The key to this position is a knowledgeable person who can work well with the user community and be respected by the WCICC staff. This candidate should also be technically competent to handle the responsibility of supporting one of the applications areas. 4 • 2 . COST COMPARISON SURVEY COST COMPARISON SURVEY • Cities and counties with comparable populations, operating budgets and data processing staffs were selected for comparison. • Approximately 16 cities and counties were surveyed. • Cities with high and low deviations with respect to budget and the number of Data Processing personnel were eliminated. • Eight cities were identified as good candidates for comparison. • Functionality score was determined by whether an application was installed, interfaced or integrated and if the interface was manual or automated. • Scores and data for each city used for comparison is provided at the end of this section. • • • • • • • • • • • COST COMPARISON SURVr_. ---- MAJ(IMUM AMES bvn City Davenport Ikurom Dearborn Naperville Richardson tux Falb sprinoftm WCICC SCORE 1 2 S 4 — i 8 7 8 8— AVERAGE APPLICATION FUNCTIONALITY - - - - -- - Account Payable 10 10 7 10 10 10 10 10 10 _ 10 9,67 10� Installed_ _ 6 6 ----6 - 6 - --- 6 ---,6 _-6 -- s Stand Alone r Alto In ed_ted(2) -- - t- _-- _- 10 7 - -12 -10 10 10 1-- 9.33 10 Manual(1 or Automated 2 Interface 2 0 2 2 2 2 2 2 2 2 i — - Account (6) - - ----10-7 6 6 --6 —_ 6 - —6 6 6 6 --- _-6 _ 6 Installed ------- --- Stand Alone III or Integrated 2 2 -- 1 2 -- 1 - 2 --_ _ 2 -------2 2 -- 2 - -- Manual(1 or Automated(2)Interface --- - 2 --- 0 _—_ 2 0 -- 2 -- _-- 2 2 ? _ --- ---2 Applicant Tracking 8 0 0 3 0 0 _ 0 0 0 6 100 0 Installed 2 2 -- -- Stand Alone(1)or Integrated(2) 1 2 Manual 1 or Automated 2 Interface0 2 _ -- -- - - ---- --- -- --- - - -- - Budgeting 10 10 9 10 10 10 10 10 10 - 9.89 10 Installed 6 - 6 6 ---6 __- 6 - 6 6 _ 6 6 -- 6 -- --6 Stand Alone(1)or Iterated(_2Z___ _ 2 -- 2 2 2 ---- 2 -- -_2 -2 2 2 2 • Manual(1)or Automated 2)Interface ___- — ---2 -- 1 -_ 2 _ - 2 2 2 2 - --2--,- -? _. - -- _-_-2 Building Permits 8 5 ---5-- 7 _ 8 -- 8 8-- 0 -8 8 6.33 8 Installed 4 4 4 4 4 4 4 Stand Alone 1 or Int rated(2) - 1 1 - 2 --- 2 ----- 2 _-- 4' - -- - __- -_ - 2 Manual(1)or Automated(2)Interface - -- 0 0 - 1 - 2 2 ----2 -- ---------2 - ---2 - -_- -2 Case Management Courts 8 0 0 0 0 0 0 8 8 5 2.33 8 - - - - -- -4 - -- -4 -- 4 -- -- 4 Installed 4 -- - - - 2 2 - - - - - ---2 Stand Alone 1 or Into rated - - --.-- ----. Manual 1 or Automated 2 Interface -_-_ -- _ — _ - 2 ---- 2 - 0 - ---8- Cash 2 Cash Receipts8 8 5 8 10 - 10 -- 10----10— Installed(4) 0 -10 10 10 - 900 - 8 Installed 4 ---- -- 4 4 4 6 6 - 6---. 6.----- 6 --6 --- 4 Stand Alone 1 or Integrated(2) - - - - 2 1 2 2 2- 2 2-- 2 -- 2 -- 2 Manual 1 or Automated(2)Interface 2 0 2 2 2 2 2 _____2__ 2 - 2 Citations Court 8 0 5 8 0 0 _ 0 8 0 0 2.33 8 Installed 4-- _ - - 2 - - 2 Stand Alone 1 or I rated(2) _ --- ---- - -- - - + --- - - --2 - -- -- _- - - Manual 1 or Automated 2 Interface 2 0 2_- _ --- ---- -- --- Code Enforcement --- -- 8 - 0 - 5 -- 0 8 8 8 0 8 8 5.00 0 Installed 4 4 4 4 _ 4 4 -- -- 4 -- Stand Alone 1 or Integrated(2) 1 2 2 2 2 Manual 1 or Automated(2)Interface 0 2---2- 2 2 2 Computer Aided Distch CAD _ --- --8 8 7 8 _0 —,.-0-- -- 0 -_-- 0 -0 8------- .3.44 ---- -_- Installed 4 4 4 4 • Stand Alone 1 or integrated(2) 2 1 2 2 2 Manual 1 or Automated(2)Interface 2 2 2 _ __ ContinuingPro Records --- 8 0 0 0 0 --- 0 8— 0 - 0 -__ 0-- 0.89 -------- 0 Installed 4 - - 4 Stand Alone 1 or Integrated 2 - -- - - -- Manual 1 or Automated(2)Interface -8 8 0 7 0 _ 4 _2 __ _ 0 - 4 6.22 -2 Fbced Asset { Installed 4 4 t -- 2 2 -- 2 2j } Stand Alone 1 or Int rated 2 2 1 Manual 1 or Automated 2 Interface __ _ _- 2 _ 0 - 2 ____ _? 2 2 2 Fleet Mana meat 8 6 7 5 0 8 __ 0 8 _ 5 -5 4.89 -8 - —- - Installed 4 -- -- -- 4 - 4 - 4 -- 4 _- 4 4 4 4 Stand Alone 1 or Integrated(2) _ 1 1 _ 1 2 2 1 1 2 Manual 1 or Automated 2 Interface- - -_ 2 - - -$ - - - 2 General Ledger __-__ - 9 44 10 - 6 - 3 _6 _ 6 6 6- Installed 6 �0 10 5 10 10 10 10 10 10 10 I 8 Stand Alone J or Inge rated - -_ - _ 2 __1 2 _-2 .- 2 - 2 - -_ 2 2 - - 2 Manual 1 or Automated 2 Interface - - 2 1 - _-- 2 - 2 2 -- 2 - _ 2 2 ? 21 COST COMPARISON SURVt MAXMUM AMES Iowa City Davenport Ikurcra Dearborn Naperville Richardson Sioux Folk Springfield WCICC 8WRE 1 2 0 4 6 ---6 7 ! AVERAGE In Into Control 10 16 0 7 16 16 16 16 10 - 10 856 16 Installed 6 6 6 6 _ 6 6 6 6 6 Stand Alone 1 or Integrated(2) 2 1 --2 2 2 2 -- ? - _-_2 -----_ _ -_ _? - - - Manual(1)or Automated(2)Interface- _ _-_ _2 —U _- 2 2 - 2 - _ 2 __ __ _2 2 Loans 6 0 0 6 0 0 0 0 0 0 0.67 0 Installed 2 _ Stand Alone(ILor Integrated(2) 2 Manual(1)or Automated(2)Interface -- --- -- -- -- -- - - Occupational Licensing - ---8 0 5 7 8 8 8 0 8 8 5.78 5 Installed(4) 4 4 4 4 4 _ - 4 __- 4 -_--- -- 4 ---_-_ 1 ----- - - -- 1 Stand Alone(1)or In"rated 2) 2 2 2 ---- -2 - - --2 2- - - Manual(1)or Automated(2)Interface 0 1 2 2 2 2 2 0 OfficceAutomation ord Processing,E mall,etcl _ 6 6 6 6 6 6 _6 6 6 _- 5 5.89 _5 Installed 2 2 2 2 2 2 - --2 -- 2 -- - -_-2 - - --- Stand Alone(1)or Integrated(2) 2 2 —--2 2 --- 2 2 - - -2 2 2-- - --_ -- Manual(1)or Automated(2)Interface - 2 2 2 _ 2 _ --? _ - _ - 2 -- _- - _ 1 Payroll/Personnel 10 16 16 10 16 16 16 16 16 16 1000 16 • Installed(6) 6 6 6 - - 6. _ -s - - -s -- 6 - - 6 - 6- --- --. -6 Stand Alone 1 or Integrated(2) - 2 2 2 2 2 2 2 2 Manual(1)or Automated(2)Interface- -- _ _ 2 _ 2 -- 2- 2 __-- 2 --.__2 -2 -- -. 2 --- -? _-- -_ __2 Planning and Zoning____-- 10 0 0 0 0 0 8 0 0 10 2.00 - Installed 6 2 6 Stand Alone_1L or Integrated(2) - - ---- - - - -- - Z -- -- -z -- Manual 1 or Automated(2)Interface -- Public Sage Fire and Police - _- 10 8 8 8 0 7 - -6 0 _- 0 16 5.67 - _ 16 Installed(6) - 6 6 4 -- 6 -- 6 - ---6 -- -- - -- 6 2 Stand Alone(1)or Integrated(2) 1 1 2 1 2 - - Manual(1)or Automated(2)Interface _ -_- _ _ 1 1 2 --_-- 0 _ -?_ -- -- - --_-_ --2 2 Purchasing 10 10 7 5 10 10 10 10 10 _ 10 _ 9.11 10 -- --- - – ---- — 1l Installed 6 - - - 6 6 - 6 - 6 - -_6 -- 6 6 - - - _ Stand Alone 1 d(y or Integrate2 1 4 2 2 2 2 2 2 2 Manual 1 or Automated 2 Interface __- 2 0 __- _1 _____2 - 2 - 2 ----- 2 - -2 - 2 2 Tax/EN[ling Collection - -8 0 0 0 0-.- -- 8 -_- _ 0---,--8-- 0 -._- -- 5 --233 8 - - - - --- - - -- - Installed 4 2 2 1� ---- _ 2 Stand Alone 1 2 2 or In rated(2) - --- - Manual 1 or Automated 2 Interface - - ----- Li it Billi Customer Information S tem(CIS 10 10 10 10 10 7 10 10 10 10 9.87 10 Installed 6 6 6 6 6 6 6 _ 6 6 Stand Alone 1 or Integrated 2 2 2 2 2 1 2 — 2 2 2_ _2 • Manual 1 or Automated 2 Interface 2 2 2 2 0 2 ----2 2 2 _ -2- Work orders/FacilityMan ment 8 0 5 8 0 0 8 0 0 0 2-- 6 4 Installed 4 4 4 4 -- - - Stand Alone 1 or Integrated 2 1 2 2 ------- ---- -- Manual 1 or Automated 2 Interface 0 2 2 0 TOTAL FUNCTIONALITY INDEX SCORE 214 129_ 113 153 117 148 162 136 133 176 140.78 169 COST COMPARISON SURo,r -- - - MAXIMUM AMES Iowa City Davenport Ikurore Dearborn Naperville Richardson bux polls prinyliald WCICC SCORE 1 2 i 4 f _ a - 7 B_-- _ S--_ AVERAGE CITY/COUNTY INFORMATION _ -- - - - - - -- - -- - - 47,198 59,738 - 95,333 _ 100,000 89,000 100,372 76,700 _ 98276 Population - -_ erational Budget _]V7,522,000 $80,698,988 $67.762.326,$115.000.000 $100,000,000 $200,000,000 $65,289,912 - -- $100,896179 $97 500,000 857 Number of Full Time Employees 499.25 527.84 796 _ 1,000 --- 836 1,50 - 850 -- - - - DATA PROCESSING INFORMATION ____ _ _ Total Budget --__- - - 50 $645,104 $346,660 $1,220,836 $500,000 - _$7900 _$1,100,000 $610,904 - J�of000000 -- $776,688 $1,403,794 - -- - - - -- _ _ operational budget his fisgl years _ ____$0 __$0 $337,060 $804,836 _$450,000 _5713,000 $800 000 $0 _ $500,000 5450,812 $714448 Salaries $0 $0 _$255,996 $369,526 $130,000 _ 5434,000 $400,000 _ $0 $0 $176,814 $420,496 Supplies -- -- _$0 $0 $0 $0 $0 $0 $0 $0 $0 __ $0Communication Costs $0 $0 $0 $33,334 $0 $0 $0 _ -i0 30 $3,704-Maintenance Contracts $0 $0 $0 $0 $0 $0 $0 $0 $0 $O -- -__ - -- Other operating Costs -_ $0 - _ $O $0 _- $0 $O _ $0 _-_- $0 __- _$0 $O _$0 - Debt Service costs __ -_$0 $0 $0 $O $0 $0 00 $0 --- - so -- $0 Ca itaI bud at his fiscal year) _- _-Eo $645,104 $9,600 $416,000 $50,000 _ _ $77,000 $300,000 _ $0 _SO $500,000 $249,713 $689.346 Number of Personnel 8 6rPRIME 8 3 8 6 9 10 5 - 6.9 9.5 Director/Manger 1 1 Supervisors 1 Application Analysts - -3 -- - - 2 19 3 -App lication Pr rammers 2 2 -- - -1System Programmers 2 12 1 1 0.5Operators - - - - _1- PCINetwork Support 23"t5 miners) 1 - --- - - - - -_- Administration Support0.5 0 8 T of main rocessor ASl400 2 VAXES B60 F45 E60 F50 D60 F45,2 VAX S D60,S/38 -- Number of Terminals 65700125 200 30 30 200 40 133 302 Number of PCs attached to the main processor 180 6020 _ 2 _ 120 _450 150 ___ 50 _____60 -___ 121 _-__220 Number of stand alone PCs 20 40 25 100 0 _- 0 15 _70 34 8 ---- 19 40 __ 35 9 50 8 22 60_ Number of rinters attached to the mam�rocessor 6 _ 9 _- _-_- _ - _-. - - - --- - - NumberofstandalonePCriP nten -_- _ _ m -- -- 12 -- _- _ 15t-_ ? --- WCICC Operational Budget is comprised of Woodbury County and Sioux City. s FUNCTIONALITY COMPARISON by CITY 200 176 169 162 cf) 153 14 150 141 cc 136 129 13 4' 11 11 100 z z 50 W z ccj L w ;' W �at3' z 0 r DP BUDGET COMPARISON BY CITY BASED 4N 94/95 BUDGET 1 ,500 11403 19400 1 ,300 19221 w1 ,200 - °' • � 1 ,100 m 1 , 100 m �1 ,000 CL z z 9008 Q _ s Q h 79 792 777 Tele= 800 hone p O 700 6450 Budget ( � �r ° 600h a z O Q 50 500 Uj I— � -J • Q 400 - 34 ,. 0 300cn- z 200 g > 100 - Q o 0 r ; Sls, t tI � ,t tt 2 3; "Oux :"7 DP BUDGET % of TOTAL BUDGET BY CITY 2.5 BASED ON 94/95 BUDGET 2 1 .8 1 .8 1 .5 1 ./4 1 .4 ULJ Q � a w 0.8 H- 0.8 Q a. N14� z Ir i,i �c ® a. z a � f • 4.5 w >, ' to �. Industry average for information systems is 1.5% - 2% of total operating budget DATA PROCESSING FTE COMPARISON 12 10 10 - 9.5 9 � 8 8 8 _ r - 6 J 6 x Yr • 2 «rr . o z ;.� r f r 0 _ i= pF5uotlx STAFF POSITIONS COMPARISON ANALYSTS MGRS 0.3 ANALYSTS 3 i DIR 1 PG MVI S 2 D I R 0.5 Y'S- P 1 .6 " y ADMIN 0.2x ;' ' ADMIN 0.8 P,C, SUPPORT 1 1 OPERATIONS 1 OPERATIONS 2.2 PC SUPPORT AVERAGE Wc1cc 7 9®5 iloux HARDWARE COMPARISION 300 273 250 - 220 200 uj 150 - 13 � f 121 P 1 ®® 1 L ' 60 50 34 ( : 22 r, 8 0 DUMB ATTACHED STAND ALONE ATTACHED TERMINAL NBC's PC's PRINTERS COST TO FUNCTIONALITY COMPARISON $$1 ,500 HIGH COST/LOW FUNCTION HIGH COST IGH FUNCTION 11400 - WCICC $1 ,300 '94- '95 ILI $1 ,200 o $1 , 100 - ■ a $1 ,000 a Z z $900 wc1cc800 '93 '94 $ --- uLUo $700 4xwcicc 0 ■ m Im- $600 '96 '97 0. z $500 ■ $400 . $300 $200 $100 LOW COST/LOW FUNCTION LOW COST/HIGH FUCTION $0 ,U g 50 100 150 200 Functionality Index • 3 . DISASTER RECOVERY STUDY DISASTER RECOVERY STUDY Introduction The intent of this section of the plan is to outline the findings of the interviews, the review of the current disaster recovery plan and make recommendations. In any disaster recovery plan there are three basic levels of security: Mandatory measures, Necessary measures and Desirable measures. These measures are put into place to protect against two types of disasters: Natural disasters and man-made disasters. In any case, the maintenance of vital information and data must be kept in a secure place and available at a moments notice any time or day. Current WCICC Disaster Recovery Plan • WCICC has taken the necessary steps to protect and insure the restoration of the data: • Adequate backup schedule (daily and monthly); • Documented process for restoring the data; • Utilizing journaling procedures to maximize the save and restore efforts; and • Taking full advantage of current technology in regards to disk mirroring and the use of user/system ASPS. • WCICC has a formal Disaster Recovery Plan in place. The plan covers the backup and recovery procedures necessary to restore the system. The plan is well organized, contains important information and procedures but lacks actual processes and detailed information. In the case of a true disaster(a tornado, a severe fire, etc.), the plan lacks the ability for any individual or group to do more than restor the data. There is mention of teams, locations and processes, but lacks actual duties, detailed processes, milestones or designated true alternative sites. • Three months of backups are being stored off-site at the school administration facility. However, the storage media is not being kept in a fire proof environment. This off-site storage of backup media is just as important as the data center itself. The data center is protected with a Halon system, the off-site facility should at a minimum be using a fire proof safe or cabinet to house the backups. • There is no individual responsible for the maintenance or future enhancements to the plan. Recommendations • A more comprehensive plan needs to be developed to more adequately protect the City and County's assets. The plan should consist of: • Detailed steps for protection from a disaster; • Detailed recovery processes; • A designated and prepared alternate processing site; • Designated recovery teams with detailed duties; • Defined probable disasters with corresponding recovery procedures; and • Executed formal, detailed test plan. • • Once developed and implemented the Disaster Recover Plan should be tested at least once a year with a written analysis of the test including any recommendations. • An individual needs to be identified and assigned as the Disaster Recovery Administrator. This individual should have the ability to plan, develop, test and implement the Disaster Recovery Plan. • The current plan outline the associated individuals but lists no duties or responsibilities. These roles need to be clearly defined so that multiple people are able to fill the role. • The current data center is adequately setup with the following preventive measures: • Halon system for fires; • UPS and generator to prevent power fluctuations and outages, • Appropriate security and physical access controls; . • Sufficient backups, and • Disk mirroring and journaling provide data protection. • Consideration needs to be given to the current disk utilization of the system which is running around 90% on a regular basis. This warrants attention for several reasons: • Disk Utilization in excess of 85% is usually detrimental to system performance; • Managing the disk space is taking staff away from other task; and • The probability of a problem bringing down the entire system is greatly increased. • During normal operations the processor usage is between 30% and 40%. However, when there is heavy batch usage, the percentage rises and maintains a constant 100%. The size of the current processor needs to be evaluated in more detail to identify the appropriate solution. Note: This usually indicates the system either needs tuning, more memory, more disk, a processor upgrade or any combination.. IThere are several alternatives when considering an off-site facility: • Cold Site facility: A cold site facility needs to be equipped with the adequate electrical supply, appropriate tele-communications wiring and cabling, and sufficient space for equipment and workers. Arrangements need to be made to have a backup processor available within a short period of time. WCICC will need to be able to setup this site in a matter of hours. The facility needs to be located in an area that would not necessarily be damaged by the same type of disaster that would warrant its use. Note: • This site requires either a UPS and/or electrical generator service available in case electrical service is not available. • Hot Site facility: A hot site facility offers the fastest implementation of operations. This site can be either a data center in close proximity or a professional disaster recovery service. Using another city's or business's data center is frowned upon because they have typically turn out to have inadequate size, availability and accessibility. A professional service such as IBM, Comdisco or Sun Gard offer several benefits: • Reliable off-site processing facility; • Planning assistance; • Scheduled testing times, and • Different levels of support. Note: These companies charge either a monthly or annual fee for their services and some of these companies charge startup and usage fees. • Mobile Data Center: The mobile unit is contained in a tractor trailer rig complete with office space, telephones, generator, UPS, • communication and electrical hookups and a computer configuration larger than your current system. The unit can usually be at any location within 24 hours and ready for use within 8 hours. Note: Only a select number of vendors provide mobile data centers. �4>10 `"VJ� 4. ESTIMATED CAPACITY • ESTIMATED CAPACITY "ac6 AS1400 Sizing Assumptions • Average Response time should be under four(4) seconds. • Five (5) years of data history will be required to be accessible on-line. • Disk requirements for HTE applications are based on the sizing information provided by WCICC. • Disk utilization is not to exceed 90% excluding 12% work space. • The following device access was provided by WCICC: APPLICATION MIX END-USERS PEAK LOAD USE Application Development 2 1 Office/Query Functions 40 20 High Function native applications (Billing 175 88 Calculations) Low function native applications(Inquiry) 275 138 Totals 1492 1247 I Memory Estimate Base system AS/400 Model 310/320 8 MB Native application users - High Function (88 x 400K) 35MB - Low Function(138 x 300K) 41MB Office/Query Users (20 x 500K) IOMB Application development users (I x 600K) .60MB Communication lines (6 x 125K) .75MB Number batch jobs (50 x 500K) 25MB Number of print writers(Max 250K) .25MB Number of LANs (5 x 250K) 1.25MB Total number of jobs (200 x 20k) 4MB Total estimated memory 126MB 2 Disk Storage Estimate APPLICATION PROGRAMS FIVE YEARS OF DATA HTE system software 10MB 0.0MB GMBA and Extended Reporting 70MB 1500MB Purchasing/Inventory 55MB 1500MB PayrolUPersonneUApplicant Tracking 80MB 1500MB • Utility Billing 87MB 4000MB Cash Receipts 10MB 500MB Accounts Receivable/Loans 34MB 500MB Land Management 8MB 200MB Fleet Management 41 MB 800MB Asset Management 8MB 200MB Work Orders/Facility Mgmt 90MB 1500MB Tax Billing and Collections 16.6MB 4000MB Building Permits 16.5MB 1000MB i Planning and Zoning 8MB 250MB Occupational Licenses 9MB 500MB Code Enforcement 7.5MB 500MB IBM Office 18MB 4000MB Total Estimated Disk Space 577.5MB 122.45GM 3 Capacity Estimates • Phase I will require 8 to IOGB of storage for the first year and 17GB of storage within five (5)years. • Phase II will require an additional 2GB of storage for the first year and 5.5GB of storage within five (5) years. • Phase III will require an additional 1 GB of storage. • Total estimated disk storage is 32GB. • Total estimated memory is 148MB. • HTE recommends the following IBM system software: - Operating system/400 - OfficeVision/400 - Language Dictionaries - Query/400 - Client Access - RPG/400 - Application Development tools - Performance Tools 4 • 5. NETWORK PLAN NETWORK PLAN Current WCICC Network Environment • Technical services provides detailed technical support for nearly all host systems, networking hardware and IBM OS/2 LAN server network operating system. • All host systems are installed at the WCICC data center located at the Court House. All network and point to point circuits originate in the Court House. • Remote users from approximately 14 locations access the host systems from IBM 5251 type terminals or PC workstations that • emulate 5251 terminals over local area data service circuits. All except one of these locations are connected to the same US West Central Office in Sioux City. • One remote location, a sheriffs office, is situated in Climbing Hill, Iowa, about 40 miles from Sioux City. • Thirteen remote locations are communicating to the host system at 9.6 kilo baud or 19.2 kilo baud. One location is communicating at 56 kilo baud and the other location is communicating at 4.8 kilo baud. • A Token Ring topology LAN provides network services for municipal operations located in the city. All workstations are connected to the same ring even though they are in different buildings throughout the city. The 16mps Token Ring employs MAU technology and IBM type 1 cable in most interior locations. Aerial fiber optic cable is installed outside, between buildings. • The Token Ring in the Court House data processing area provides network connectivity for five Data Processing workstations. . The ring extends from the Data Processing are in the Court House over aerial fiber to the Orpheum building. The Orpheum building is the temporary location for the city administrative offices. • The Token Ring installation in the Orpheum building incorporates several distinct work groups: • 5 workstations allocated to clerks; • 12 workstations in the engineering department; • 3 workstations in Planning, and • 2 workstations for Utilities. These work groups are segregated but share the same physical LAN. Aerial fiber extends from the Orpheum building and completes the ring back to the Court House. • The new systems and the existing AS/400 are planned to be networked together using a 16 MB Token Ring. The hosts will be bridged off of the global Token Ring to minimize traffic. An Ethernet connection will be provided on the law enforcement host to facilitate a link to the National Crime Information Center. • New controllers and peripherals were also acquired as part of the upgrade. • A workstation replacement program is being planned for the first of next year. Workstations with processors less powerful than an Intel 486 are planned to be replaced with 486 DX 33 MHZ workstations configured with 8 MB of RAM and 329 MB HDD. This processor configuration is designated as a future standard. • Daisy chained twin axial cable is used throughout all facilities to provide IBM 5251 terminal connectivity to the AS/400 and System 38 hosts. This cable plan is expected to remain in place until the IBM 5251 devices are replaced. Local Area Network Services • OS/2 LAN Server 3.0 advanced network operating system and Novell Netware 3.12 network operating systems are used to provide LAN applications over the network. • • Currently, there are 2 Novell Netware LANs in operation, one 25 user license that supports the Health Department and a 10 user license that supports the City Assessor. • The installation of Netware was a deviation from the WCICC standard but was deemed necessary because of the strength of the 'niche' application. The City Assessor wants to expand the installed Novell network and provide remote access to the Novell based Vangar appraisal system. • • • The engineering department uses OS/2 LAN server to provide office automation applications and graphics files over the network. • Currently, the implementation of Novell Network is underway for an application which provides on-line access to law texts. • The city has begun to standardize on the Microsoft Office suite of products for all PC workstation users. These products will be used to replace obsolete products over a period of time. Personal Computer Operations • This area is responsible for the operational aspects of workstation support. This includes installing workstation network • software, PC hardware maintenance, and troubleshooting user issues. • Network driver software must be installed and setup in workstation config.sys files for each of the three different Token Ring adapter cards in use. They include IBM, SMC, and Olicom. Observations • As LAN applications continue to be installed in'niche' areas, new methods of backup and recovery must be investigated. • All Token Ring installations have used MAU technology and IBM type 1 cable configured according to a physical ring topology. This topology is less flexible than the star to star topology that can be designed using newer technology. Intelligent hubs, which are the general direction of the networking industry, allow the use of unshielded twisted pair for station cabling. • There are multiple LAN operating systems in use. This creates a significant demand on WCICC. • Network support personnel require the capability to remotely inventory software and hardware products and gain control of • technology resource inventories. There is a vast array of different products installed at multiple release levels. • As new network technologies are deployed, WCICC personnel and users will require retraining. • As LANs spread throughout the organization, the need for a comprehensive system wide networking strategy is apparent. • Metropolitan are networking has been provided using aerial fiber between two locations. Other technologies and locations may be considered in the future. 0 0 0 0 0 0 0 Proposed WCICC Networking Options and Recommendations The issues facing WCICC are typical of an organization going through technological, infrastructure and organizational changes. The options available can generally be grouped into short term and long term processes. Short term options are actions that can be implemented within the next twelve months to address the issued at hand and represent the highest priority tactical issues. The long term options are more strategic in nature and should be carefully evaluated through a structured process. Short Term • Multiple LAN operating systems are currently being supported. It would benefit the organization to centralize LAN operating system support and select one LAN operating system. WCICC research has shown OS/2 LAN server performs optimally. However, Novell Netware requires less hardware resources to operate and is much more popular with application vendors. Personnel with Novell Netware training and experience will be much easier for management to locate. Ultimately Microsoft NT or some other network operating system may supersede the popularity of Novell, but this can not occur until these new products mature and application vendors rewrite their software products. • Backup and recovery schemes need to be developed as the new environment evolves. • Techniques for performing remote workstation inventories should be investigated. This will assist in gaining control of inventories. Long Term • WCICC should develop a longer term network strategy based on their requirements, product and support availability. The trend in the telecommunications networking industry is toward using intelligent hubs with unshielded twisted pair wiring and away from using IBM type 1 cable with MAUs. The newer technology is much more flexible and can be less expensive in many cases. However, IBM may not be willing to support this environment in your area. • • Metropolitan area network Technologies should be investigated. Aerial fiber is often unreliable and subject to weather interruptions and other physical abuse. Alternate paths or alternate carriers should be evaluated. CITY OF SIOUX CITY • TYPICAL NETWORK SCHEMATIC Orphium Building or Future Location • Future Hubs in Wiring Departmental Novel] Servers closets Health Department Fiber Optic Backbone City Assesor Intelligent. Hub or r-oncentrator • Collapsed It) mbps Token Rinq Net-work Printer-, ASCII SDLC Twisted Pair Patch Panel • Cluster Controller Network Attached PC Workstations Metropolitan Area • Network Amon 94xx Attached Terminals • Court House, WCICC Computer Center Departmental Novell Servers Network Data Processing management Office automation Intelligent Hub or Concentrator Collapsed 16 mbps Token Ring SDLC ASCII Ethernet Network Printers • Fiber Optic Backbone Twisted Pair Patch Panel Intelligent Hub or Concentrator uses Cluster Collapsed 16 mbps Token Ring Controller -UWE UU-_ Network Attached PC Workstations 94xx Attached Terminals Network File and Communications 9402-2100 Communications Center Server Servers W 9402-200 Law Enforcement. Server • 9406-060 Government Operations Server • AM WCICC ORGANIZATION • • • • • i • • • • • WCICC STAFFING ANALYSIS Current&a_ rng: • WCICC is comprised of 9 FTEs: • 2 Senior Systems Analysts; • 1 Systems Analyst; • 2 Programmers; • 1 Micro-Computer Specialist; and • 3 Computer Technicians (Operators){Note: One operator spends 80% of her time performing administrative tasks). • • WCICC is overseen by the Director of Finance and Assistant Director of Finance (There Combined time is approximately .5 of an FTE). • A majority of the systems that WCICC supports are custom developed. The systems and programs are typically supported by the analyst or programmer who developed them. • The city and county are utilizing separate systems. Therefore, the economies of scale that can be derived from having a combined DP department are not being fully realized. • An on-line service request system has been established for users to report problems and request modifications. Use of the on- line service request system varies by user and several users interrupt DP staff members with non-critical problems. Users are continually seeking enhancements to the systems and WCICC is unable to control the backlog of user service requests. • Recently the direction has been given to WCICC to empower the users. Queries and reports the WCICC runs on demand for • users are beingput on user menus. Some users are currently writing their own queries and there is a need to provide query P Y g q P q rY training to additional users. • An on the job training approach has been prevalent at WCICC, therefore, minimal training has been given to WCICC personnel. • Computer Technicians are assisting with the set-up and installation of the PC's. 1 Proyosed Stag. City and County utilizing HTE applications • The Director/Manager of WCICC position should be filled with a full time employee. This position will be responsible for: • Participating in high-level planning relating to information technology; • Providing direction and supervision to WCICC personnel; • Prioritizing WCICC's projects with users and staff, • Establishing project parameters (timeframes, personnel, budgets, etc.); • Manages the selection, training and development, and evaluation and discipline of WCICC personnel; • Prepares, administers, and evaluates WCICC's operating and capital budget; • Project Manager for large systems implementations; and • Should function as one of the application specialists. • Micro Computer and Networking should be combined. The current projects that relate to these areas require expertise from both areas. However, the responsibilities can be such that one (1)FTE focuses on the micro computer aspects and another FTE focuses on the networking aspects. The plan should be for these two (2) positions to cross-train each other. Note: Training for the Network Administrator should focus on classes directed toward CNE certification. • The Systems/Application support should be three(3) FTE's. The Director/Manager of the department will also need to provide application support. The fact that there is not a full-time Director/Manager demonstrates there should be time available for application support. Because of the size of the city the applications should be grouped in three categories: 1.)Land Based Applications, 2.) Financial applications, and 3) Public Safety. Responsibilities should be assigned based on the strengths of the system application specialists. • Currently, there are two (2) Full time operators and the third operator functions in an administrative role and as a back-up operator when necessary. It may be possible to reduce the operations staff to two (2) by utilizing an automatic job scheduler and a tape drive that has automatic cartridge loading. However, reducing operations to two (2) FTE's will require identifying other WCICC staff to assist with operations for vacations and backup support.. 2 NOTE: IF THE COUNTY REMAINS ON THE CUSTOM DEVELOPED SYSTEMS • The System/Application support area will be required to support the county systems along with the HTE applications and the related interfaces. A minimum of two (2) additional FTE's would be required to support the county systems. These FTE's would provide the programming and analysis support necessary to maintain these systems. Any major enhancements to the county systems stems would require additional support. q pp • Supporting custom developed software will also mean that all user calls will be directed to WCICC. A centralized help desk would benefit the department by reducing the number of distractions. The help desk would not be necessary with the HTE applications because the users will be able to utilize the HTE support line for a majority of their system questions. 3 • • • • • i • • ! • • 010 U7 PROPOSED DATA PROCESSING ORGANIZATION -Plan DIRECTOR/ -Supervisie - Organize MANAGER -Represent the Department i -Management Meetings -Strategic Planning -Admininstration SYSTEM/APPLICATION MICRO COMPUTER NETWORK OPERATIONS SUPPORT MANAGEMENT MANAGEMENT • Support Application Software - Purchase Hardware & - Set up Network - Schedule Jobs Develop & Support Application Software - Install Hardware & - Distribute Output Interfaces - Set up Hardware Software - Monitor On-line Service •Assist with System Problems - Install Software - Network Administration Requests • Respond to User Requests - Trouble shoot PC problems - Evaluate Network Packages -Answer Help-line - Train End-Users - PC Maintainance - Schedule Backups Query Training - User Training(PC) - Resolve Hardware Problem Office Vision Training - Inventory Control of PCs & Peripherals ti, • 7 . WCICC ESTIMATED BUDGET • • • • • • • • • • • WCICC MULTI-YEAR COST ESTIMATES BUDGET SUMMARY ITEMS FISCAL YEAR 84 FISCAL YEAR 95 FISCAL YEAR 96 FISCAL YEAR 87 FISCAL YEAR 88 FISCAL YEAR 88 FISCAL YEAR 00 FISCAL YEAR 01 TOTAL OPERATING- __ JUL 83-JUN 94 JUL 94-JUN 95 JUL 95-JUN 96 JUL 96-JUN 87 JUL 87-JUN 98 JUL 98-JUN 99 JUL 99-JUN 00 JUL 00-JUN 01 MULTI-YR COSTS EMPLOYEE SERVICES $404,126 5420,700 $435,996 $450047 $472,887 ---!V49-2.556-----41.#9Q-1f6_ OFFICE SUPPLIES - - - $7,700 --$2,500 $2,500 $2,500 $2,500 $2,500 $2,500 - $2,500 $25,200 COMMUNICATION COSTS____-- ---- $13,810 $6,500 $6,760 $7,030 $7,312 _-_ $7,604 - -- $7,908 $8,225 - --$65,149 POSTAGE AND SHIPPING/ ELIVERV -- - $492 $549 $571 $594 $618 $642 --- ---_ $668 - $695 --46-2-8 MEMBERSHIP&PUBLICATIONS _ - $1,325 - $1,000 $1,040 $1,082 $1,125 -- _ - --fl-.265$1,170 $1,217 - --__$1,265 $9,223 DATA PROCESSING COSTS - - $46,250 -- _ $20,000 $20,000 $20,000 $20,_000 - $20,000 OFFICAL CITY BUSINESS _ - - ---- $1,200 $2,500 _ $2800 $2,704 $2,812 $2,925 ---- $3042 $3,163 $20,946 CONFERENCES ---- ---__ $1800 --_$1,800 _ $1,872 $1947 $2,025 $2,106 - - $2,190 - -- $2278 $16,017 LEASE RENTAL -- $0 $0 $0 $0 -- - 50 _-_ $0 - $0-- $0 $0 PROFESSIONAL 8 TECHNICAL SERVICES $4,800 $25,000 $22,500 $20,000 $18,225 $16,400 $16,400 _$16,400 __$139,725 SOFTWARE MAINTENANCE -- - - $6,000 $6,000 $42,250 $48,500 $69,500 $69,500 _ $69,500 $69,500 $380,750 MAINTENANCE HARDWARE -- - $114,301 _ $114,000 $81,000 $84,240 $87,610 $91,114 04,759 $98,549 - $765,573 EQUIPMENT REPAIR 8 MAINTENANCE - $0 $276 $300 $300 $300 $300 5300 $300 $2,076 OPERATING SUPPLIES AND MATERIALS----- - -- $0 -- $0 $0 $0 - $0 --- $0 -------- S0 $0 -- SO PROPERTY/BUILDING AND CONTENT INSURANCE $731 $716 $800 $832 $865 $900 _ $936 - $973 $6,753 GENERAL LIABILITY INSURANCE - - -- $795 $799 $1,000 $1,040 $1,082 51,125 51,170 _ $1,217 _ $8_228 RESERVE __ $0 $112,312 $0 $0 - 50 -- - 50 -- 50 $0 $112,312 PAYMENT TO OTHER AGENCIES _ $39 71 S $0 $0 _ $0 -$0 -- $ O -_ --- $39,715 • TOTAL ESTIMATED OPERATINO COSTS _._ $111211,943 _ S714MS $587 318 $611 9 864_9L69 -_ $670,333 -_ $683,478 $717,814 _$5 73 71 CAPITAL COSTS SOFTWARE&TRAINING -- - $30,000 ---$272,116 $94,000 $112,490 $0 $0 --- SO - $0 HARDWARE -- ---- $29,500 $317,230 $494,500 - $0 $0 CONTIGENCY - $0 $0 $150,000 --- S0 -46 -� -- ---. -- __ S0 . $150.006 COMMUNICATIONS(telepones,voice mail and data linen $0 $100,000 $166,100 $0 $0 ---- SO $0-- -----$o TOTAL ESTIMATED CAPITAL COSTS 858,500 $689,341 $904,600 $112,490 $0 _ 80 $0 80 81,76SA38 I TOTAL ESTIMATED BUDGET- $888,343 $1 78481 81818 8723 959 864 --"70,333----__8683,476 _ --_8717,814 _-_ --VP9,407 HTE has assisted WCICC In assembling these cost estimates for the purpose of estimating capital and operating expenses for the next 7 years. NTE does not express any form of assurance or warrant the cost estimates that have been provided.There will usually be dHMrences between estimated and actual costs because events and circumstances frequently do not occur as expected,and those differences could be material. • WCICC SALARY ESTIMATES CURRENT SALARY STRUCTURE ERAGE F POSITION SALARY P SIITIO SEAMOUNT rector ana er J 0 Senior Systems Anal st $45,045.00 2 $90,090.00 Systems Anal st $43,042.00 1 $43,042.00 Pr rammer Analyst $37,672.00 2 $75,344.00 Mico Computer Specialist $30,638.00 1 $30,638.00 Data Processing Technician $24,717.00 3 $74,151.00 TOTF- $313,265.00 PROPOSED SALARY STRUCTURE -- F EITASASAD- POSITION LOW SLARY AVG.SALARY HIGH LA -POSITIONS AMOUNT • DirectodMana er 5,000 $52,500 $60,000 1 $52,500 Application Specialist $35,000 _ $42,500 $50,000 3 _ $127,500 Networking Specialist $35,000 $42,500 $50,000 1 $42,500 Mico Computer Specialist $25,000 $30,000 $35,000 _ 1 $30,000 Data Processing Technician $18,000 $23,000 $28,000 2 $46,000 TOTALS $1158,0001 $190,500 $223,0 L:= - 8jF_ 298,500 '*_EXTENDED AMOUNT IS AVG SALARY TIMES NUMBER OF POSITIONS ESTIMATED SALARY FORCAST FISCAL YEAR 01 JUL 93-JUN 94 JUL 94-JUN 95 JUL 95-JUN 96 JUL 96-JUN 97 JUL 97-JUN 98 JUL 98-JUN 99 TOTAL � ST SALARY EXPENSES FISCAL YEAR 94 FISCAL YEAR 95 FISCAL YEAR 95 FISCAL YEAR 97 FISCAL YEAR 98 FISCAL YEAR 99 FISCAL YEAR 00 JUL 99-JUN 00 JUL 00-JUN 01 MULTI--YR CO Full time regular salaries $456,529 $313,265 $298,500 $310,440 $322,858 $335,772 $349,203, $363,171 $2,749,737 Longevity pay $1,2001 $959 $1,200 $1,200 $1,200 $1,200'' $1,2001 $1,200 $9,3591 Overtime Pay $3,2001 $3,200 $3,200 $3,200 $3,200 $3,200 $3,200 $3,200 $25,600 Workers Comp Premium $2,444 $2,828 $2,969 $3,118 $3,2741 $3,437 $3,6091 $3,79011, $25,470 FICA 6.2%-City Share $28,281 $19,482 $18,581 $19,322 $20,092 $20,892 $21,725 $22,591 $170,966 Medicare 1.45%City Share I $6,620 $4,556 $4,346 $4,519 $4,699 $4,886 $5,081 $5,283 $39,990 IPERS 5.75%City Share $24,626 $17,832 $17,233 $17,919 $18,633 $19,376 $20,148 $20,951 $156,719 • Group Health Insurance $58,556 $42,9111 $45,486 $48,215; $51,108, $54,174 $57,425 $60,870 $4181744 Employer Life Insurance Premiu^� $1,128 $672 $712 $755 $800 $848 1 $8991 $953 $6,769 Group Disability Insurance $4,340 $1,791 $1,898 $2,012 $2,133 $2,261 $2,397 $2,541 $19,373 Education and Training $3,0001 $13,000 $10,000 $10,000 $8,000 $8,000 $8,000 $8,000 $68,000 Car AllowanTOTALS $589,924 $420,496 $404,126 $420,700 $435,996 $454,047 $472,887} - _ , $492,550 $3,690,726 8 . IMPLEMENTATION PLAN • SIOUX CITY PHASE I IMPLEMENTATION CHART MTHS!, 1 1 2 1 3 i 4 j 5 I 6 i 7 8 9 1 10 11 12 13 14 PROJECT MGMT :_. TECH. ENVIRONMENT GM13m PURCH INVENTORY FLEET MANAGMENT FIRES 2000 FIXED ASSETS PAYROLL/PERSONNEL APPLICANT TRACKING E3 UTILITY BILLING CASH RECEIPTS ACCTS RECV/LOANS -7 OCCUPATIONAL LIC BUILDING PERMITS CODE ENFORCEMENT PLANNING & ZONING EXTENDED REPT Last Revision 8/31/94 PLANNED M% COMPLETE L REVISED SCHEDULE IV, ORIGINAL COMPLETION DATE CURRENT DATE H.T.E., INC. SOFTWARE LICENSE AND SERVICES AGREEMENT This Agreement for Licensed Program(s) and related Support Services, subject to the limitations and conditions set forth in this Agreement, as more specifically described in the attached Supplement and Schedule(s), is entered into by and between: H.T.E., Inc. (HTE), a Florida Corporation, with its principal place of business at: 390 North • Orange Avenue, Suite 2000, Orlando, Florida 32801; AND -'CUSTOMER", • with its principal place of business at HTE and Customer agree that when this Agreement is signed by both parties, all terms and conditions contained in this Agreement will apply to any Licensed Program(s) and/or service(s) offered under • this Agreement. HTE will furnish to the Customer by this Agreement: 1. The HTE Licensed Program(s) listed in the Supplement to this Agreement. 2. Grant of a nonexclusive, nontransferable license to use the Licensed Programs on HTE supplied or approved equipment. 3. Support service(s) as described herein. With respect to the Licensed Program(s), the Customer agrees to accept responsibility for: 1. The installation of the Licensed Program(s) plus any enhancements and/or updates. 2. Use of the programs to achieve the Customer's intended results. I . DEFINITIONS "Licensed Program(s)" or "Program Product" shall mean a licensed data program or set of programs, or routines and subroutines, consisting of a series of instructions or statements in machine readable form and any related licensed program materials provided for use in connection with the program. "Machine" or "CPU" shall mean computer hardware designated, supplied or approved by HTE for operation of any Licensed Program or Program Product. "Installation Date" shall mean the date that the Licensed Program is installed/loaded on a designated machine. "Delivery Date" shall mean the date that the Licensed Program is received by the Customer, or no later than ten (10) calendar days after shipment by HTE. For services, the "Delivery Date" refers to the date services are performed. "Acceptance" shall mean that the installed/loaded Licensed Program(s) has gone through the program testing and acceptance period as described in Section VI. "Support Services" shall mean the maintenance and support call service provided to customers, if the option is exercised, after the ninety (90) day warranty period has expired. II . LICENSE • The license granted under this Agreement permits the Customer to: a. Use the Licensed Program(s) on the designated Machine(s). b. Copy or translate the Licensed Program(s) in machine readable or printed form to provide sufficient copies to support the Customer's use of the Licensed Program(s) as authorized under this Agreement. • C. Transfer the Licensed Program(s) to a back-up CPU to be used when the designated CPU is temporarily inoperable. d. Modify any Licensed Program(s) to form an updated work for the Customer's use, provided that: 1. The Customer supplies HTE with written notification of the modification. • 2. The modification is made according to the HTE conventions of the HTE Modification Library and not to the base system. The Licensed Program should not be reverse assembled or reverse compiled in whole or in part. . Failure to modify the programs in the manner prescribed may negate the ability to maintain the Licensed Program(s) by HTE and will relieve HTE of any responsibility to provide support services. Any updated work using portions of the Licensed Program(s) that meets the above criteria will continue to be subject to all terms of this Agreement. a. Have access to a copy of the Licensed Program(s) Source Code, subject to the provisions of • Sections VIII, IX, X and XII of this Agreement. III . TERM This Agreement is effective from the date on which it is signed by both parties and will remain in effect until terminated by the Customer upon one (1) month written notice or by HTE as stated in this section. This Agreement may be terminated by the Customer only when all Licensed Programs have been returned to HTE or destroyed. An authorized representative of HTE, upon request, shall be afforded sufficient access to Customer's premises to verify that all use of Licensed Program(s) have been discontinued. Notice of discontinuance of any or all licenses shall not be considered notice of termination of this Agreement unless specifically stated. License(s) granted under this Agreement may be discontinued by the Customer upon written notice, effective immediately, during the testing period described in Section VI. NTE may discontinue any license or terminate this Agreement upon written notice immediately if the Customer fails to comply with the terms and conditions of this Agreement. 1/95 2 IV. HTE SUPPLIED PRODUCT(S) AND/OR SERVICES HTE shall supply the Licensed Program(s) specified in the Supplement. In addition, HTE shall supply related services and/or maintenance, and may supply specialized hardware products necessary for the performance of certain special features or functions. These services and deliverables, if any, shall be identified and more specifically described in the Supplement and Schedule(s), and shall constitute the complete list of deliverables provided by HTE. HTE assumes no liability for any hardware products beyond manufacturers' warranty specified in the Supplement and applicable Schedule(s). Customer acknowledges that these products were selected by Customer to support features desired by Customer, and that they are included in the Agreement solely for that purpose. V. PRICING AND PAYMENT TERMS All pricing and terms associated with Licensed Program(s) and any other HTE products and services are specified in the Supplement. Fees for Support Services are payable prior to the commencement of Support Services. Should Customer require Support Services prior to receipt of payment and the contractual start date of such . Service, Customer will be billed at the then prevailing hourly rate until payment is received. Any taxes resulting from this Agreement or activities resulting from this Agreement, including but not limited to sales and/or use tax, will be the responsibility of the Customer. VI . LICENSED PROGRAM TESTING AND ACCEPTANCE Beginning on the date ten (10) days after delivery of the Licensed Program(s) by HTE, the Licensed Program(s) will be available for non-productive use for testing for a period of thirty (30) days. This testing period is to determine whether the Licensed Program(s) functions operate together and whether the Licensed Program(s) meet the Customer's specifications and/or requirements. • At any time during the testing period, upon written notice, the Customer may discontinue the Licensed Program(s) and receive full credit or refund for the amount of the license fee. If written notice of discontinuance is not received by NTE prior to the end of the testing period, or if the Customer uses the Licensed Program(s) for other than non-productive use during the testing period, the Licensed Program(s) shall be deemed to be accepted under the provisions of this Agreement. VII . LICENSED PROGRAM SUPPORT SERVICES HTE will provide the Customer with the following services for the Licensed Program(s) listed in the Supplement for a warranty period of ninety (90) days from the end of the testing period without additional charge. Thereafter the Services will be provided on a year-to-year basis provided the Customer exercises the option and pays HTE's annual support fee. a. Toll free telephone support line; twenty-four (24) hours a day, seven (7) days per week. b. Electronic support. C. Product enhancements, updates and new releases of the covered Licensed Program(s). d. Response time to calls within approximately two (2) hours of call. e. Error corrections as made. 1/95 3 HTE shall not supply any support services nor be liable for any damages in the event that any portion of the Program Products is used on equipment or with software products or software systems other than those supplied or approved by HTE. Customer shall receive written authorization from HTE before attaching to the computer system any equipment not supplied or approved by HTE. Authorization shall not be withheld unless said equipment will cause operational damage to the system, or require undue system support from HTE. Customer acknowledges that the systems supplied by HTE have unique operating properties and are a matched system of components which must not be altered, modified, or tampered with without specific assistance from HTE designated personnel. HTE shall not be liable for any damage or loss of • function which results from violating the approved operating environment by personnel not approved by HTE. In the event of the failure of any hardware component supplied under this Agreement to function or operate in conformance within specifications, HTE shall have no obligation for warranty beyond that of the hardware manufacturer or that specified in the Supplement and Schedule. • VIII . PROTECTION AND SECURITY OF PROPRIETARY MATERIALS The Customer acknowledges that the Licensed Program(s) constitute proprietary materials and trade secrets of HTE and will remain the property of HTE. The Customer will not provide or make available • the Licensed Program(s) in any form except to the Customer's employees, HTE employees or other persons during the period they are on the Customer's premises for purposes specifically related to the Customer's authorized use of the Licensed Program(s). IX. WARRANTY • The Licensed Program(s) listed in the Supplement will perform in substantial compliance with the reference documentation supplied by HTE, provided the Licensed Program(s) are used in the proper operating environment. HTE does not warrant that the functions contained in the Licensed Program(s) will meet the Customer's requirement or will operate in the combinations which may be selected for use by the Customer after the completion of the Licensed Program testing described in Section VI. • Any other utility or incidental software distributed by IITE will be on an "AS IS" and "WITH ALL FAULTS" basis without warranty of any kind either expressed or implied. HTE shall be responsible only for the Licensed Program(s) and products as originally supplied and accepted by Customer, and for changes made to the Licensed Program(s) by HTE's authorized representatives. NTE will not be responsible for the consequences of attempts at changes or modifications to the products and Licensed Program(s) made by the Customer or any other unauthorized party. • HTE warrants that it has the right to license the Licensed Program(s) listed in the Supplement and that the Licensed Program(s) does not infringe any intellectual property of any third party. HTE agrees to indemnify Customer against expenses, including reasonable attorneys' fees, and liability arising from any claim of infringement provided NTE shall have the right to control the defense or settlement of any such claim. If use of the Licensed Program(s) by the Customer is enjoined by any • infringement proceeding, HTE shall, if possible, obtain without unreasonable expense the right of License for the Customer to use the Licensed Program(s) or if that is not possible, HTE shall refund to the Customer the license fee paid under this Agreement. HTE MAKES NO WARRANTIES, OTHER THAN AS STATED HEREIN, WITH RESPECT TO TIIE PARTICULAR LICENSED PROGRAM(S), EITHER EXPRESSED OR IMPLIED, INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY OR OF • FITNESS FOR A PARTICULAR PURPOSE. 1/95 4 • • X. COPY AND USE Customer shall have the right to use the Licensed Program(s) in equipment or systems supplied or approved by HTE while this Agreement is in effect. Customer shall have the right to make copies of the Licensed Program(s) and the associated reference documentation for archival and/or backup purposes only. Any copies made by Customer shall be the property of HTE. XI . LIMITATION OF LIABILITY AND REMEDIES Except for HTE's obligations to indemnify the Customer under infringement actions and claims for personal injury or damages to real or tangible personal property caused by HTE's negligence, as noted in Section %II of this Agreement, HTE's liability for damages to the Customer for any cause whatsoever under this Agreement, regardless of the form of action, is limited to the total amount of fees paid by Customer under this Agreement for HTE Licensed Program(s) and services, not including any fees associated with HTE project management and related out-of-pocket expenses. In no event will HTE be liable for any consequential damages, including lost profits, savings or reprocurement costs, even if HTE has been advised of their possibility. In situations involving performance or nonperformance of Licensed Program(s) furnished under this Agreement, the Customer's remedy is (1) the correction by HTE of Licensed Program defects, or (2) if, after repeated efforts, HTE is unable to make the Licensed Program(s) operate as warranted, the Customer shall be entitled to recover damages to the limits set forth in this section. XII . PATENT AND COPYRIGHT INDEMNITY HTE will, at its expense, defend the Customer against any claim that the Licensed Program(s) . supplied hereunder infringe a patent or copyright in the United States or Puerto Rico, and, subject to the limitation of liability set forth in the section entitled •'Limitation of. Liability and Remedies," HTE will pay all costs, damages and attorney's fees that a court finally awards as a result of such claim. To qualify for such defense and payment, the Customer must: a. Give HTE prompt written notice of any such claim, and • b. Allow HTE to control, and fully cooperate with HTE in the defense and all related settlement negotiations. However, if the damages attributable to a claim of infringement of a patent in the United States or Puerto Rico exceed such limitation of liability, the Customer may elect to defend against the claim provided that HTE may fully participate in the defense and/or agrees to any settlement of such claim. • The Customer agrees to allow HTE, at HTE's option and expense, if such claim has occurred or in HTE's judgement is likely to occur, to procure the right for the Customer to continue using the Licensed Program(s) or to replace or to modify them so that they become non-infringing. If neither of the foregoing alternatives is available on terms which are reasonable in HTE's judgement, upon written request, the Customer will return the Licensed Program(s) to HTE. For Licensed Programs whose total charges are fully paid, the Customer may receive a credit as established by HTE. HTE shall have no obligation with respect to any such claim based upon the Customer's modification of the Licensed Program(s) or their combination, operation or use with data or programs not furnished by HTE or in other than the specified operating environment. This section states HTE's entire obligation to the Customer regarding infringement or the like. 1/95 5 • XIII . COPYRIGHT PROTECTION The software and any written documentation associated therewith are protected under the Copyright • Laws of the United States. Customer acknowledges that HTE has the following exclusive rights with regard to the Licensed Program(s): a. To reproduce the Licensed Program(s) in any or all forms. b. To adapt, transform or rearrange the Licensed Program(s). C. To prepare other products derivative of the Licensed,Program(s). • d. To control the distribution of the Licensed Program(s). Customer agrees not to violate any of HTE's rights or to assist or aid others in doing so. Customer agrees to preserve all copyright and other notices in the Licensed Program(s) and written documentation. • XIV. MISCELLANEOUS Binding Agreement. The individual signing this Agreement and any Supplement(s) to this Agreement for the Customer warrants that they have been duly authorized to do so and that the Agreement and any Supplement to the Agreement are a valid and binding obligation of the Customer. • Assignment. This agreement and the rights, title, and interest may not be assigned or transferred by the Customer without the prior written consent of HTE. HTE may assign its rights, title and interest by providing prior written notice to the Customer, but without the consent of the Customer. Entire Agreement. This Agreement and any Supplement(s)and/or Amendments to this Agreement constitute the entire Agreement between the parties, and there are no representatives, conditions, warranties, or collateral agreements, expressed or implied, statutory or otherwise, with respect to this Agreement other than as contained herein. This Agreement may not be modified, omitted or changed in any way except by written agreement signed by persons authorized to sign agreements on behalf of the Customer and of HTE. • Force Majeure. HTE is not responsible for failure to have fulfilled its obligations under this Agreement due to causes beyond its control. Applicable Law. This Agreement shall be governed by the laws of the State of Florida. • Both parties acknowledge that they have read this Agreement and agree to be bound by the terms and conditions herein. H.T.E., INC. (CUSTOMER) • By: By: Signature Signature Name: Name: Dennis J. Wipper • Vice President-Finance Title Date Title Date 1/95 6 • • SUPPLEMENT TO H.T.E., INC. SOFTWARE LICENSE AGREEMENT FOR: ---------------- "CUSTOMER" I. DESIGNATED MACHINE • Model: AS/400 MODEL ---- CPU Number: Use of the Licensed Program(s) provided in this agreement on platforms other than specified above, without written permission from HTE, may be subject to an upgrade charge. S II.. LICENSED PROGRAMS) AND FEES HTE will provide the Licensed Program(s) in a machine readable form with instructions for installation by the Customer., Standard form options, if applicable, will be provided by HTE. Licensed Programs: • Prices for HTE Licensed Program(s) and related Services are specified in Schedule A. HTE may increase its prices without notice. Unless specified to the contrary, prices quoted in this Supplement are valid for ninety (90) days from the date of HTE's acceptance of this Agreement. These prices are predicated on the following payment terms: 1. License fees are due at contract execution. . 2. Training fees are due upon the completion of each training session. 3. Support fees are prepaid annually, the initial payment due at the end of the ninety (90) day warranty period and thereafter within thirty (30) days after invoicing. 4. Additional service fees will be due within (30) days after invoicing unless specified. III. APPLICATION TRAINING The number of training sessions and the number of hours of training vary per application. Schedule A of this agreement lists the number hours and the standard fee per application. The fee quoted is for application training only. Reasonable travel or related expenses incurred by HTE for on-site training will be billed to the Customer as incurred. Additional training can be provided upon request at the standard billing rate in effect at that time. IV. SUPPORT SERVICES Support services include telephone support, extended warranty coverage and annual product enhancements. Telephone support will be provided using a dedicated support telephone number 24 hours per day, 7 days per week. The Customer must have ECS installed on their AS/400. Support requests relating to IBM hardware or software will be directed either to IBM or the IBM Agent. If HTE Technical Services performs support services on IBM hardware or software, this time will be billed to the Customer at the standard billing rate in effect at that time for those services. The rate in effect at the time of the execution of this Agreement is $100 per hour., excluding expenses if applicable. H.T.E., INC. iCustomer) By: By: Dennis J. Wipper Vice President-Finance Title Date Title Date IBM and AS/400 are registered trademarks of International B1lsiness Machines Corporation. r 1/95 n � BID ADMINISTRATION REQUEST FOR PURCEASING BID BID Co�,np�'k y �Q}GYG OPENING DA E, BID $ OPENING DATE BID # OPENING DATE BID I OPENING DATE BID # OPENING DATE c����. BID # OPENING DATE * RC\e��ID # OPENING DATE v, r o� BID # OPENING DATE BID # OPENING DATE BID # OPENING DATE COMPANY NAME: 0 4\ ) " C, ADDRESS: C . YY1Ur ,c;heS N CITY: ZIP: l93 STATE: ATTENTION: �wl,Sa� TELEPHONE: v' �� DATE V I-� P/U l M CITY RECORD BID R. P. l--—I STATE CONTR. REPORTER i DIRECT MAIL �I OTHER �I NEWSDAY SIDNEY �I FOR BID AD-aNISTRATION STAFF SIGNATURE*. DATE: 6831A - 6 - i STATE OF NEW 'IRK) ) SS: COUNTY OF SUFFOLK ) L A N I enr�5�n G WOW- of Mattituck, REQUESTS FOR PROPOSALS In said County, being duly sworn, says that he/she Is TOWN OF SOUTHOLD COMPUTER UPGRADE Principal Clerk of THE SUFFOLK TIMES, a Weekly NOTICE IS HEREBY GIVEN that Newspaper, published at Mattituck, in the Town of the Town Board of the Town of Southold wishes to plan future, long Southold, County of Suffolk and State of New York, range investments in the IBM AS/400 midrange computer system or an and that the Notice Of which the annexed is a upgraded processor, personal comput- printed copy, has been regularly published in said ers, and personal computer networks for optimum efficiency utilizing a cen- tralized database for Town govern- successively, commencing on the day of ment,and is prepared to invite vendors Nato) 1�.✓n 4� 1 to conduct a study for that purpose. I a U I The study would provide the Town with a plan for upgraded computer capacity in Town Hall and related off;ces. A detailed Invitation to 0ju Vendors which provides background information and the study criteria is CHRISTINA VOUNSKI available in the Office of the Town Notery PubliC,State of New York Principal Clerk Clerk,Town Hall, 53095 Main Road, N0.6004884 Southold,NY 11971(516-765-1800). Qualified in Suffolk County • , Proposals must be received by 4:00 Commission Ex i e November 1, 19,90, P.M.,Friday, April 21, 1995. Submit a W.J"vj proposals to Judith Terry,Town Clerk, Town Hall,at the above address. Notary Public Dated:March 21,1995. JUDITH T.TERRY SOUTHOLD TOWN CLERK 8288-ITM30 Sworn t fore me this ^T ^^ day of 19 'I I STATE OF NEW YORK) SS: tj COUNTY OF SUFFOLK) JUDITH T. TERRY, Town Clerk of the Town of Southold, New York, being duly sworn, says that on the 24th day of March 1995, she affixed a notice of which the annexed printed notice is a true copy, in a proper and substantial manner, in a most public place in the Town of Southold, Suffolk County, New York, to wit: Town Clerk's Bulletin Board, Southold Town Hall, Plain Road, Southold, New York 11971 . i i Requests for Proposals, Town of Southold computer upgrade, proposals to Town Clerk by April 21 , 1995. i I Judith T. 'Terry j Southold Town Clerk j Sworn to before me this 24th day of March 1995. I Notar f Public I I M St",v of Nvw York 0 LEGAL NOTICE REQUESTS FOR PROPOSALS TOWN OF SOUTHOLD COMPUTER UPGRADE NOTICE IS HEREBY GIVEN that the Town Board of the Town of Southold wishes to plan future, long range investments in the IBM AS/400 midrange computer system or an upgraded processor, personal computers, and personal computer networks for optimum efficiency utilizing a centralized database for Town government, and is prepared to invite vendors to conduct a study for that purpose. The study would provide the Town with a plan for upgraded computer capacity in Town Hall and related offices. A detailed Invitation to Vendors which provides background information and the study criteria is available in the Office of the Town Clerk, Town Hall, 53095 Main Road, Southold, NY 11971 (516- 765-1800) . Proposals must be received by 4:00 P.M. , Friday, April 21, 1995. Submit proposals to Judith Terry, Town Clerk, Town Hall, at the above address. Dated: March 21 , 1995. JUDITH T. TERRY SOUTHOLD TOWN CLERK i PLEASE PUBLISH ON MARCH 30, 1995, AND FORWARD ONE (1 ) AFFIDAVIT OF PUBLICATION TO JUDITH TERRY, TOWN CLERK, TOWN HALL, PO BOX 1179, SOUTHOLD, NY 11971 . Copies to the following: The Suffolk Times Town Board Members Town Attorney Data Processing Dept. Dodge Reports Brown's Letters Burrelle's Information Services Town Clerk's Bulletin Board f I� Fou(�o 8 Town Hall, 53095 Main Road Ln 4F P.O. Box 1179 Southold,New York 11971 41 FAX(516)765-1823 JUDITH T.TERRY TELEPHONE(516)765-1801 TOWN CLERK REGISTRAR OF VITAL STATISTICS OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD 1. Request for Proposals, Computer Upgrade Study 2. Position Available - Planning Board Member 3. Position Available - Traffic Control Officer 4. Position Available - Tax Receiver Clerk 5. Position Available - Board of Assessment Review member 6. Position Available - Clerk Typist, temporary 7. Position Available - Ordinance Inspector 8. Position Available - Computer Support Technician INVITATION TO VENDORS TOWN OF SOUTHOLD COMPUTER UPGRADE BACKGROUND The Town of Southold owns and utilizes an IBM AS/400, Model D45-9406 midrange computer system. In addition to various peripherals, twelve personal computers are emulated to the AS/400. Several personal computers are used as stand-alone systems. A Novell network is installed at the Southold Landfill Scalehouse. The following applications are performed on the AS/400: Accounting: General Ledger, Accounts Payable, Accounts Receivable, Payroll, Fixed Assets Assessors: Real Property System Tax Receiver: Tax Collection Building Dept. : Building Permit System Police Dept. : Communications and Police Protection Justice Court: Online Court Assistant Town Clerk: Miscellaneous Permits These applications perform unsatisfactorily or not at all on the AS/400: Word Processing; Desktop Publishing Electronic Mail; Conferences Communications; Faxing Spreadsheets; Database Geographical Information Systems Police Booking The Town Board of the Town of Southold wishes to plan future, long range investments in the AS/400 or an upgraded processor, personal computers, and personal computer networks for optimum efficiency utilizing a centralized database for Town government, and is prepared to invite vendors to conduct a study for that purpose. THE STUDY The study would provide the Town with a plan for upgraded computer capability in Town Hall and related offices, such plan taking into account: 1. The existing AS/400 model D45 and related software, 2. A possible network of personal computers, 3. A network among the personal computers and an interface between them and the AS/400 or other processor, 4. A detailed investment plan which should be anticipated for both the AS/400 and the PCs, including software. -1- 5. A report to be provided to the Town including but not limited to these sections: a) A section dealing with current and probable capability of the AS/400 including software acquistions; b) A section describing those applications best handled by the AS400 alone, those best handled by PCs, and those best handled together; c) A section outlining cost-effective steps the Town could take to put into place the applications recommended in (b) above; and d) A budget related to (c) above. 6. Presentation of the report to the Town Board in Southold. PROPOSAL REQUIREMENTS Firms wishing to respond to this invitation must provide information on but not limited to the following: 1. List of specific experience and qualifications in closely-related work, 2. Outline of how the report would be organized, 3. Copies of similar reports conducted for other clients, 4. References, 5. Any other information helpful to the Town, e.g. one or more areas of emphasis that the firm would give extra attention to. Please address all correspondence to: Southold Town Hall Box 1179 Southold, N.Y. 11971 Att: Town Clerk/Computer Upgrade DATES All proposals must be received on or prior to the close of business on April 21, 1995. All submissions will be reviewed by the Town of Southold no later than May 12, 1995. -2- o��S�FfO(,�coG 0 JOHN CUSHMAN ti JEANNE RULAND Senior Accountant 0 .� Data Control Supervisor ACCOUNTING&FINANCE DEPARTMENT 1i 0� CENTRAL DATA PROCESSING Telephone(516)765-4333 �Q! �a P.O.Boz 1179,53095 Main Road Fax(516)765-1823 Southold,New York 11971-0959 OFFICE OF THE SUPERVISOR TOWN OF SOUTHOLD March 21, 1995 Data General Corporation 445 Broad Hollow Road Melville, NY 11747 Attention: Mr. Robert Lastorka Dear Mr. Lastorka: The Town of Southold wishes to plan for future, long range investments in computer hardware and software for optimum efficiency of Town government. The Town is prepared to invite vendors to conduct a study for that purpose. Enclosed please find the Invitation to Vendors for the Town of Southold Computer Upgrade. This document outlines the background of current computer capacity, as well as study and proposal requirements. Please accept this letter as notification to respond to the invitation by April 20, 1995. Questions regarding proposals may be directed to my attention: Jeanne Ruland, Data Control Supervisor, Town of Southold, 53095 Main Road, Southold, NY 11971; (516) 765-4333. Sincerely, Jeanne Ruland Data Control Supervisor Enclosure O��S�FFO(,�►�QG JOHN CUSHMAN yat JEANNE RU>LAND Senior Accountant 1;51 Data Control Supervisor ACCOUNTING&FINANCE DEPARTMENT *1 � 0� CENTRAL DATA PROCESSING Telephone(516)765-4333 l �� P.O.Boz 1179,53095 Main Road Fax(516)765-1823 Southold,New York 11971-0959 OFFICE OF THE SUPERVISOR TOWN OF SOUTHOLD March 21, 1995 Wang Laboratories 30 Jericho Executive Plaza Jericho, NY 11753 Attention: Mr. Steve Haber Dear Mr. Haber: The Town of Southold wishes to plan for future, long range investments in computer hardware and software for optimum efficiency of Town government. The Town is prepared to invite vendors to conduct a study for that purpose. Enclosed please find the Invitation to Vendors for the Town of Southold Computer Upgrade. This document outlines the background of current computer capacity, as well as study and proposal requirements. Please accept this letter as notification to respond to the invitation by April 20, 1995. Questions regarding proposals may be directed to my attention: Jeanne Ruland, Data Control Supervisor, Town of Southold, 53095 Main Road, Southold, NY 11971; (516) 765-4333. Sincerely, Jeanne Ruland Data Control Supervisor Enclosure o�V41 FO�,��QG 0 JOHN CUSHMAN y at JEANNE RULAND Senior Accountant Data Control Supervisor ACCOUNTING&FINANCE DEPARTMENT �A � O�� CENTRAL DATA PROCESSING Telephone(516)765-4333 �Ql .*� P.O.Boz 1179,53095 Main Road Fax(516)765-1823 Southold,New York 11971-0959 OFFICE OF THE SUPERVISOR TOWN OF SOUTHOLD March 21, 1995 Hewlett Packard 7 Old Sod Farm Road Melville, NY 11747 Attention: Mr. Carmine Orcivolo Dear Mr. Orcivolo: The Town of Southold wishes to plan for future, long range investments in computer hardware and software for optimum efficiency of Town government. The Town is prepared to invite vendors to conduct a study for that purpose. Enclosed please find the Invitation to Vendors for the Town of Southold Computer Upgrade. This document outlines the background of current computer capacity, as well as study and proposal requirements. Please accept this letter as notification to respond to the invitation by April 20, 1995. Questions regarding proposals may be directed to my attention: Jeanne Ruland, Data Control Supervisor, Town of Southold, 53095 Main Road, Southold, NY 11971; (516) 765-4333. Sincerely, Jeanne Ruland �/ = Data Control Supervisor Enclosure SigfO[,��QG o - JOHN CUSHMAN y JEANNE RULAND Senior Accountant • Data Control Supervisor ACCOUNTING$FINANCE DEPARTMENT CENTRAL.DATA PROCESSING Telephone(516)765-4333 "'/Ql �� P.O.Boz 1179,53095 Main Road Fax(516)765-1823 Southold,New York 11971-0959 OFFICE OF THE SUPERVISOR TOWN OF SOUTHOLD March 21, 1995 IBM Corporation Two Jericho Plaza Jericho, NY 11753 Attention: Mr. Stephen Lettis Dear Steve: The Town of Southold wishes to plan for future, long range investments in computer hardware and software for optimum efficiency of Town government. The Town is prepared to invite vendors to conduct a study for that purpose. Enclosed please find the Invitation to Vendors for the Town of Southold Computer Upgrade. This document outlines the background of current computer capacity, as well as study and proposal requirements. Please accept this letter as notification to respond to the invitation by April 20, 1995. Questions regarding proposals may be directed to my attention: Jeanne Ruland, Data Control Supervisor, Town of Southold, 53095 Main Road, Southold, NY 11971; (516) 765-4333. Sincerely, Jeanne Ruland Data Control Supervisor Enclosure FO(��QG JOHN CUSHMAN CA at JEANNE RULAND Senior Accountant • Data Control Supervisor ACCOUNTING&FINANCE DEPARTMENT iJr Q� CENTRAL DATA PROCESSING Telephone(516)765-4333 �Q1 .*� P.O.Boz 1179,53095 Main Road Fax(516)765-1823 Southold,New York 11971-0959 OFFICE OF THE SUPERVISOR TOWN OF SOUTHOLD March 21, 1995 Digital Equipment Corporation 80 Ruland Road Melville, NY 11747 To whom it may concern: The Town of Southold wishes to plan for future, long range investments in computer hardware and software for optimum efficiency of Town government. The Town is prepared to invite vendors to conduct a study for that purpose. Enclosed please find the Invitation to Vendors for the Town of Southold Computer Upgrade. This document outlines the background of current computer capacity, as well as study and proposal requirements. Please accept this letter as notification to respond to the invitation by April 20, 1995. Questions regarding proposals may be directed to my attention: Jeanne Ruland, Data Control Supervisor, Town of Southold, 53095 Main Road, Southold, NY 11971; (516) 765-4333. Sincerely, Jeanne Ruland Data Control Supervisor Enclosure FO�,��oG o JOHN CUSHMAN H D JEANNE RULAN Senior Accountant Data Control Supervisor ACCOUNTING&FINANCE DEPARTMENT .fi � 0� CENTRAL DATA PROCESSING Telephone(516)765-4333 �Q! �a P.O.Boz 1179,53095 Main Road Fax(516)765-1823 Southold,New York 11971-0959 OFFICE OF THE SUPERVISOR TOWN OF SOUTHOLD March 21, 1995 Sun Microsystems 135 Pinelawn Road Melville, NY 11747 To whom it may concern: The Town of Southold wishes to plan for future, long range investments in computer hardware and software for optimum efficiency of Town government. The Town is prepared to invite vendors to conduct a study for that purpose. Enclosed please find the Invitation to Vendors for the Town of Southold Computer Upgrade. This document outlines the background of current computer capacity, as well as study and proposal requirements. Please accept this letter as notification to respond to the invitation by April 20, 1995. Questions regarding proposals may be directed to my attention: Jeanne Ruland, Data Control Supervisor, Town of Southold, 53095 Main Road, Southold, NY 11971; (516) 765-4333. Sincerely, 4,4—� 12� Jeanne Ruland Data Control Supervisor Enclosure JUDITH T.TERRY y< Town Hall, 53095 Main Road TOWN CLERK N Z P.O.Box 1179 v' Southold,New York 11971 REGISTRAR OF VITAL STATISTICS O Fax(516)765-1823 MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER Telephone(516)765-1800 FREEDOM OF INFORMATION OFFICER OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION WAS ADOPTED BY THE SOUTHOLD TOWN BOARD AT A REGULAR MEETING HELD ON MARCH 21, 1995: RESOLVED that the Town Board of the Town of Southold hereby authorizes and directs the Town Clerk to advertise for proposals for computer equipment upgrade for the Town. �VUdith T. Terry Southold Town Clerk March 22, 1995 INVITATION TO VENDORS TOWN OF SOUTHOLD COMPUTER UPGRADE BACKGROUND The Town of Southold owns and utilizes an IBM AS/400, Model D45-9406 midrange computer system. In addition to various peripherals, twelve personal computers are emulated to the AS/400. Several personal computers are used as stand-alone systems. A Novell network is installed at the Southold Landfill Scalehouse. The following applications are performed on the AS/400: Accounting: General Ledger, Accounts Payable, Accounts Receivable, Payroll, Fixed Assets Assessors: Real Property System Tax Receiver: Tax Collection Building Dept. : Building Permit System Police Dept. : Communications and Police Protection Justice Court: Online Court Assistant Town Clerk: Miscellaneous Permits These applications perform unsatisfactorily or not at all on the AS/400: Word Processing; Desktop Publishing Electronic Mail; Conferences Communications; Faxing Spreadsheets; Database Geographical Information Systems Police Booking The Town Board of the Town of Southold wishes to plan future, long range investments in the AS/400 or an upgraded processor, personal computers, and personal computer networks for optimum efficiency utilizing a centralized database for Town government, and is prepared to invite vendors to conduct a study for that purpose. THE STUDY The study would provide the Town with a plan for upgraded computer capability in Town Hall and related offices, such plan taking into account: 1. The existing AS/400 model D45 and related software, 2. A possible network of personal computers, 3. A network among the personal computers and an interface between them and the AS/400 or other processor, 4. A detailed investment plan which should be anticipated for both the AS/400 and the PCs, including software. -1- 5. A report to be provided to the Town including but not limited to these sections: a) A section dealing with current and probable capability of the AS/400 including software acquistions; b) A section describing those applications best handled by the AS400 alone, those best handled by PCs, and those best handled together; c) A section outlining cost-effective steps the Town could take to put into place the applications recommended in (b) above; and d) A budget related to (c) above. 6. Presentation of the report to the Town Board in Southold. PROPOSAL REQUIREMENTS Firms wishing to respond to this invitation must provide information on but not limited to the following: 1. List of specific experience and qualifications in closely-related work, 2. Outline of how the report would be organized, 3. Copies of similar reports conducted for other clients, 4. References, 5. Any other information helpful to the Town, e.g. one or more areas of emphasis that the firm would give extra attention to. Please address all correspondence to: Southold Town Hall Box 1179 Southold, N.Y. 11971 Att: Town Clerk/Computer Upgrade DATES All proposals must be received on or prior to the close of business on April 21, 1995. All submissions will be reviewed by the Town of Southold no later than May 12, 1995. -2-