Each of the main applications for the upcoming public safety suite are being upgraded in the month of June. The TriTech CAD and Mobile products were upgraded just last week. The upgrade was completed within a short time, and we will be spending a few days testing. The TriTech RMS/FBR product is about to be upgraded and brings with it many interfaces. The application and interfaces will undergo testing in the coming weeks. Before the first agencies go live there will be a couple more CAD/Mobile upgrades and one more RMS/FBR upgrade. The go live versions will all be installed during the month of October.
New code has been received from Oracle / JDE to provide ‘Hours of Service Reporting’.
In April, the first phase of ACA reporting capability was put into production for the LOGIS membership. After some setup has been completed, a “build” report can be run in Proof mode and then Final mode to update a new ACA Employee Eligibility table with the appropriate data. Reports and inquiries are available to review the data populated into this table. LOGIS staff continues to work with the Oracle / JDE E1 ACA Focus Group on the design, planning and rollout of the additional data definition and reporting requirements. More to come in future months!
The City of Apple Valley went live on DocuSphere (A/P Automation Workflow) on Tuesday, May 26th. The new functionality is fully integrated with the JD Edwards financial system. Now, vendor invoices are scanned into the system by Finance (or sent via email) and the OCR read data is verified / corrected. Once the scanned image verification has been completed, a work item is created in the DocuSphere workflow process, routing the invoice for GL Coding and through pre-defined levels of approval. At each stage in the automated workflow, users can add notes, view the scanned images and notes added by others, and continue the process through the workflow. After all approvals are completed, Finance does a final review / update, and then the work items are vouchered automatically into JDE. Once the batch is posted and paid in JDE, the payment information is updated in DocuSphere for future data retrieval.
Since we rolled out the new and improved ePermits website back in 2013, the search function has become a very valuable tool for many different users (Property Insurance Agents and Realtors) just to name a few.
In order to continually grow with the advancement of the website, we will be adding a new search field which will allow the end user to enter an issue date parameter (from and to dates), in order to filter permits issued between specific dates. We will also include an export feature that will enable the retrieved permit records the option of exporting to an Excel spreadsheet.
All search fields can be used individually or in conjunction with other search fields to retrieve desired permit records.
We trust this will greatly enrich the search effectiveness within the ePermits website.
Cities that have fitness centers and pools with membership passes will often allow customers to pay for their passes on a monthly installment basis rather than in one lump sum, annually. This is friendlier to people’s budgets and allows city membership income to be spread out evenly throughout the year. However, there must be some way for the city to accept these payments—either with an electronic fund transfer involving the customer’s bank account or with a recurring credit card payment.
A problem that inevitably crops up with this situation is changing bank account or credit card information. When these changes occur—and it happens quite often with credit cards, especially—there must be a way to update the information in the Parks and Recreation system, or the installment payments will fail.
LOGIS’ new Parks and Recreation system offering—RecTrac—has an effective solution for a city’s customers: they can update their installment billing information through WebTrac, RecTrac’s Internet interface for course registrations, league registrations, facility reservations, etc. To update billing information, the customer need only log into the household account and navigate to My Account > Update > Auto Debit. They would then change the payment information and click on the Update button.
It is important to note that even though a customer is updating credit card data, that data is never stored in the RecTrac database, nor does it even pass through the RecTrac program. Instead, the action of updating the credit card information communicates directly with a secure bank site that is designed to store such sensitive information. The only information stored in RecTrac is a “token” or placeholder that allows the system to contact the bank site and communicate regarding the transaction. The bank site does the actual credit card transaction and lets RecTrac know the transaction has indeed been made. As for a client’s bank account information, that must be kept in the RecTrac database, but it is stored only in an encrypted format that is not readable.
Each year the assessing staff receives requests from private vendors for public information about property characteristics for commercial, industrial, residential and multi-family properties. This year the Assessors decided the reporting should be standardized so everyone reports the data in the same format in the future.
Using Stonefield Query as the data extraction tool, four files can be created for each member and transferred to the requesting vendor. The files are in CSV format so they can easily be opened by the vendor with Excel. This process has been copied to each member for reporting next year.
The Spring 2015 Utility Billing User Group meeting was held Tuesday, June 9 at the LOGIS offices from 12:30-3:30 pm. This meeting is historically well-attended by our Utility Billing application members and this assembly was no exception!
These semiannual meetings provide a forum that fosters communication, networking, and the sharing of best utility billing practices among our members. User discussion topics are solicited from the members in advance of the meeting and the agenda is constructed to include those inputs as well as cover LOGIS updates and news.
Topic highlights of the Spring meeting were a review by our Executive Director regarding the results of the User Survey conducted last fall, the 2015 Utility Billing Work Plan, a new approach to CIS Infinity build testing and application, future meeting format changes, changes in user training delivery, a transition review of Infinity.Link outsourcing progress, and a review of CIS Infinity business process tips and tricks.
Discussion on the subjects of recurring credit cards as a payment option and final billing policies and procedures were led and facilitated by users from the cities of Minnetonka and Lakeville, respectively. We wish to extend our heartfelt thanks to these users for sharing their knowledge and expertise in these fields.
We also wish to thank all of the meeting attendees for their invaluable participation and making this another productive and informative session!