LOGIS Blog

The Purpose of Archiving in RecTrac

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ArchivingLOGIS support has noted some confusion lately about the purpose of “archiving” in RecTrac. The word “archiving” as it relates to RecTrac refers to a very specific process. It is the “clearing out” of Activity Section enrollees from the last season or period before making that Activity Section available again for new enrollees.

For example, say an aquatics course from the summer of 2016 will be offered again this summer (2017). Unlike our previous Parks and Rec system (Class), RecTrac will recycle course numbers. That is, it will use the same course number year after year for the same course. While this approach does have its distinct advantages (such as continuity in brochures and other material) it does require that the old data associated with the course number from the year before be removed. The process of this removal is called “archiving” in RecTrac.

Note that in RecTrac, the only module that requires archiving is Activity Registration. Because of the way the system works, none of the other modules—Facility Reservation, Membership Passes, Point of Sale, League Scheduling, etc.—have the archiving feature.

Archiving is typically performed just before the affected Activity Sections are about to be opened for registration for the new year. In the example above, archiving for the summer session 2016 aquatics course is now being done in preparation for offering the course in the summer 2017 session.

The actual process of archiving is too complex to get into in this short article, but a detailed document explaining it is available on the LOGIS portal at http://portal.logis.org. Go to the Parks and Recreation application site and look in the library titled “Shared Documents.” The document is called “How to Archive Activity Sections in RecTrac 3-1.” You can also contact the LOGIS RecTrac support team at rectrac@logis.org with questions.

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Category: Parks and Recreation Systems

Enhancement to Cash Flow Report

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cash flow and signs over white background design over white

One of the many enhancements included in the latest release of the Property Data System was a much-anticipated improved Cash Flow report. The previous version of the report remains intact and would only display the cash flow for selected assessments for a maximum of 10 years.

The new version of the report will now display the cash flow of selected assessments for the term of the assessment.

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Category: Property Data

Form 1099 Processing completed; Now Preparing for Annual Financial Audits

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1099 FormsAlmost 1,200 1099s were printed for the LOGIS consortium members this year, which was a little more than a 5% increase over last year.  With this process completed, members and LOGIS Support Staff gear up for the annual Financial Audits.  This of course includes year end entries, and updating Fixed Asset activity for the year.  While some members process these changes throughout the year, many members complete all the asset activity in February, meaning support calls won’t slow down any time soon.

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Category: Financial Systems

City of St. Louis Park Live on Electronic Plan Review

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Tungsten-2We are pleased to announce the City of St. Louis Park is now live using Electronic Plan Review!

As of January 2017, St. Louis Park is now offering permits online that require a plan review. In the past, only permits that did not require a plan review were offered online, now cities will have the opportunity to offer all permits online.

For permits that require a plan review, our PIMS software begins the process by allowing the applicant to apply for a permit online. Once submitted and fees are collected, a permit is created in PIMS.  The permit has not been issued at this point, but a percentage of the permit fees have been collected.

Documents and drawings (plans) are submitted electronically. All plans can be reviewed by multiple departments within a city at the same time.

Once a plan is approved, an approved date will be transferred from the electronic plan review software to the PIMS system.  This action will alert the applicant (via email) that the submitted plans for the permit have been approved, and final payment needs to be completed before the permit can be issued.

More and more cities are planning to incorporate this solution to completely renovate plan review and document storage.

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Category: Permits & Inspections Management

Happy New Year!

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Happy-New-YearLOGIS GIS has had a very dynamic 4th quarter of 2016 and are expecting an even more exciting 2017.  Below are some the highlights.

As you may know, we are very close to a preliminary release of a new LOGISmap.  This release will be limited to only a few cities and a few staff in order to solicit feedback on the initial functionality and user experience.  We will continue to add features and functionality to the product until each of our member cities is ready to fully replace their current LOGISmap.  This new version of LOGISmap is not constrained by browser or device type.  It will run on your desktop PC or mobile device in IE, Chrome, Safari, or Firefox.  And a general access version will not require a log in.

Our ArcGIS Server site is in the process of being upgraded, including new, faster servers and a dedicated subnet.  This upgrade will be complete by March 1.  We are also evaluating ArcGIS 10.5.  An Enterprise software upgrade will be dependent upon compatibility with our member’s asset management products, but Desktop 10.5 presents very little change from any 10.x version.  One of our two license managers already supports ArcGIS Desktop 10.5.

We are working toward scheduling a GIS Technology Review at several of our cities this month.  This presentation and round table discussion is primarily directed toward our smaller member cities and those transitioning through our GIS Specialist staff change.  However, if you’ve not been contacted and would like LOGIS GIS staff to coordinate a GIS technology presentation at your city, please call or e-mail me as soon as possible.

We are also welcoming two more cities to the LOGIS GIS group in 2017; White Bear Lake (Nov 2016) and South St. Paul (Jan 2017).  Our GIS membership now stands at thirteen cities.

As has been typical of the past few years, our member cities determine their unique staff augmentation requirements for the coming year and LOGIS GIS staff coordinate our time to fulfill each city’s needs.  Our 2017 schedule has a few dates that still need to be verified but will be finalized by the end of this week.

Finally, a reminder that Derrick Frese started in mid-September as our new GIS Specialist.  He has been working diligently to take over many of the tasks and staff augmentation responsibilities of our previous GIS Specialist as well as many other things we toss his way.  Derrick is now fully engaged with Edina, Golden Valley, and Richfield.  He will likely take on one more of our member cities early this year.

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Category: Geographic Information Systems (GIS)

New Release of PDS & eProperty

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NewsThe much anticipated new release of PDS & eProperty software was rolled out to the LOGIS members on Friday, January 13, 2017. This version is packed with many new requests for enhancements. Included were some major changes to the payment engine.

eProperty changes included updates to the interface to connect to the bank for processing ePayments.

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Category: Property Data

RecTrac has System Output “Time Machine”

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Document CenterMost RecTrac users know about the Document Center, where they can retrieve and reprint reports that they have run recently. However, some may not know that the Document Center goes much further than that; it allows users to display and reprint any report, no matter when that report was originally generated.

Furthermore, it allows users to retrieve report design exports, ACH Export files, log files, passes, and many more from any time one was generated. To access the Document Center, click on the printer icon from the row of buttons on the top right of the main RecTrac screen.

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Category: Parks and Recreation Systems

Residential Sewer Billing Based Upon Winter Quarter Water Consumption/LOGIS Utility Billing Support Staff wishes you all a ‘Happy New Year’!

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SnowflakeAlong with welcoming a new year, it is also time for the majority of LOGIS members to begin the process of billing residential sewer charges based upon winter quarter water consumption. Using the WAV (Winter Average Volume) process, the cities will bill the Winter Consumption OR the ‘lesser’ of Current or Winter Consumption. Each city selects their Winter Quarter months and updates the ‘Winter Consumption multiplier’ on the Sewer service of each residential account. The WAV (Winter Average Volume) program in CIS Infinity updates the Winter Consumption multiplier with the current winter quarter water consumption. During billing throughout the remainder of the year, the system compares the Winter Consumption multiplier to the current water consumption and bills whichever is less.  Note: There are some member cities that bill sewer charges based upon Winter Consumption only and do not compare that consumption to the current usage during other quarters of the year.

Typically, cities will use November-March as their winter months.  For example, if a city bills quarterly and is cycle billing in February, the system will use the current pending water consumption (consumption used during November, December, and January) to update the Winter Quarter multipliers on the accounts in CIS Infinity:

February Billing (Winter Quarter consists of water consumed Nov/Dec/Jan):

  • Current Water Consumption: 16
  • Updated Winter Consumption Multiplier: 16
  • Both Water and Sewer are billed 16 units in February.

May/August/November Billings (bills lesser of current or winter):

  • Water Consumption: 18
  • Winter Consumption Multiplier: 16
  • Water is billed 18 units and Sewer 16 units (lesser of current or winter)

As you can tell by looking outside, it is surely ‘winter quarter’ in Minnesota, therefore…

  1. Please remember to run the WAV process BEFORE calculating your winter quarter cycle billings.
  2. Before doing the WAV process, make sure all water readings have been uploaded in CIS, including re-reads.
  3. Make any necessary corrections of water readings in CIS.
  4. After the above steps have been completed, you are now ready to calculate the cycle billing.
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Category: Utility Billing

Accounts Payable Automation Update

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Automation_UpdateBoth the City of Minnetonka and the City of Edina are now live on the Tungsten software for Accounts Payable Automation!!  The City of Minnetonka went live on November 7th 2016, and the City of Edina went live on December 27th 2016.

LOGIS staff and the staff from the two cities, with assistance from Tungsten staff, completed these two implementations in less than seven months from start to finish.

The kickoff meetings for Eagan and Golden Valley implementations were completed in December. The kickoff meetings provide a two way flow of information; LOGIS gains an understanding of the business processes in place at these cities, and the city staff learn more about the functionality of the Tungsten software.  City staff are then able to determine how they would like the software configured for their implementation. The information acquired during the kickoff meeting and a follow-up visit will be compiled into a Detailed Design document to develop their workflow processes.

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Category: Financial Systems

Welcome Coon Rapids

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welcome1LOGIS is happy to announce the addition of the City of Coon Rapids to the Special Assessments application. Data conversion went very smooth and LOGIS was able to maintain their historical data. They started hard parallel in December and will go live at the beginning of January, 2017.

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Category: Special Assessments

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