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Home My WebLink AboutOpening of Proposals - Utility Billing System - Cogsdale Corporation - Part 2CogsdaWs implementation approach is based on methodologies used by leaders in project implementations, Microsoft Dynamics Sure, Step and Project Management Institute (PM I). Cogsdale uses this as the basis for the implementation, adding experience and best practices from previous projects to address the intricacies of utility organizations. This approach allows flexibility in aligning Cogsdale's implementation approach with client requirements, goals and objectives. Organize projecttearn Official kick-off with Cogsdale implementation team Software installation occurs Discovery workshops for modifications, interfaces & reports Data definition/ mapping, plan for conversion established & test cases defined Review business process& map to Cogsdale solution Configure and build the new system, start building reports System setup, testing conversions, build extraction routines Development starts building integrations Conversion testing, integration testing Ulser acceptance testing, functional testing Start system training Contingency planning Mock conversions Go -live prep, criteria forgo/no go decision is determined • Production run (data is in production environment) • Final conversion All supporting activities to move to the production, environment to continue daily operations • Post go live support with project team, project close out • Transition to Cogsdale's support group 6 Go -live refresher training, production and performance tuning PROJECT MANAGEMENT Cogsdale will provide overall project management for the implementation. The Project Manager will use Cogsdale's standardimplementation methodology to ensure successful completion of the project on time and on budget. A sample pro -forma project plan, based on current knowledge of the project, is included with this proposal. An updated project plan will be provided upon completion of the Analysis phase, with a revised version presented before system implementation. Cogsdale will provide experienced team members for the project. It is essential that the client provide a senior sponsor as well as other key staff members to be part of the project team, these members will: Provide input in the development of the project plan, as well as other required information, • Keep abreast of developments at each stage of the planning process, • Make decisions about the direction or organization of the IT function. Information such as project team organization, project goal, objectives, expectations and scheduling is discussed and agreed upon during implementation planning meetings. The project team will also provide problem tracking and scheduled meetings throughout the duration of the project to ensure any new issues are promptly identified and appropriate solutions applied. The project is evaluated throughout its lifecycle and status reports are provided to the client management team on a routine basis. The reporting period begins with the award of contract and continues to final system acceptance. TRAINING Cogsdale's team will provide all training and process documentation. The training phase is an opportunity to get everyone committed to accomplishing the project's goals. As such, training objectives are designed to bring the organization together with a focus on efficient workflow to meet the needs of internal and external customers; providing staff with the skills and confidence to do their job and build in-house expertise. Each training agenda reflects the learning objectives and are presented in three stages: Comprehensive Overview — how information flows through Cogsdale, ensures staff has an understanding of how processing in real-time, based on workflow, impacts existing processes. The people involved in this stage have decision making authority and are leaders on the team. Train Key Users — this group becomes internal subject matter experts, involved in overview training and system setup. Key users gain an understanding of workflow, develop functional area expertise and contribute to the workflow process discussions. They will be involved during set-up, training and testing and act an internal support during and after implementation, eventually becoming internal training resources. This group must be willing and able to learn, have functional knowledge of the organization's processes, a positive attitude and be able to communicate effectively with their peers. Train End Users — provide end users with the knowledge and skills required to process daily workflow to assist the organization in meeting objective. This group of participants will see how work flows and understand how their contributions fit in the overall process flow. They will get hands-on training and will demonstrate their ability and understanding required to process their daily workflow. DATA CONVERSION Data conversion is a key element of any software implementation. It is imperative that all data be reviewed prior to data conversion. Completing the data conversion plan effectively requires that the client, as well as Cogsdale, know the results expected from the new system. Cogsdale follows a collaborative approach to data conversion with responsibilities divided between Cogsdale and client staff. As the client is familiar with the legacy system and data, they will be responsible to extract and prepare the data as well as documenting any source data mapping. In some cases, Cogsdale will lead the imports, in other instances, Cogsdale will provide training and assistance to client staff, to lead the limports. TESTING Cogsdale will develop a test plan outlining the testing approach, methods, participants and other information, required for successful product testing. Cogsdale will conduct comprehensive tests utilizing the client environment and data. Cogsdale assumes responsibility for conducting a product integration test to ensure the delivered product modifications andl interfaces work to specifications and do not adversely impact the system. Additional testing responsibilities include: 0 Conducting and reporting on an product volume test to ensure batch and on-line performance meets performance and service levels, 0 Provides resources for product fixes resulting from errors identified during the system testing process, 0 Performing parallel testing. Cogsdale will be responsible for all testing, however, client staff has to be involved in all aspects of the testing phase and must verify all testing. Go -LIVE While transitioning to production, Cogsdale will be onsite to ensure a smooth transition and that the system is functioning properly. During this phase, the client also prepares for the Operations Phase. Activities during this phase include: 0 Onsite support for predefined period of time 0 Assist in addressing ands troubleshooting questilons/issues when and if they arise 0 Cogsdale PM completes internal documents summarizing details of the client and project iincluding; go -live software version, customizations, etc. 0 Schedule meeting with Coigsdalle support team for knowledge transfer and team introductions. ACTIVITIES Task Name South Bend Project Plan Project Initiation Project Organization Organize project team Outline project assumiptions/constraints Determine risks & critical success factors Develop general project timelines Project Kick off Prepare Kick off Presentation Kick off presentation Conduct presentation Participate in presentation Software Installation Install Business Intelligence Foundation Install Extender Install Smartlist Builder Install Smartview Install Enhanced Notes Install Smartconnect Install Auditing Install AD Config Install Data Archieving Install Satori Install Mobile Work Install GIS Integration Install CSM Install Customer Portal Install software on regired environments System Setup Setup company & users Setup Security (Basic) Verify Software Installation Documentation Installation Documentation Document Software Installation CIS Implementation Analysis - CIS Functional Overview/Refresher - Super Users Conduct overview Participate in presentation Workshops Customer Service Workshops Service Orders & Mobile Workshops Meters Workshops Billing Workshops Accounting & Payments Workshops Bill Template Workshops Data Conversion Data Definitions & Mapping Data Cleansing Interfaces Requirements Sessions Reporting Review or Required Reports Document Custom Reports to be Developed Client - Review & Signoff on Required & Custom Reports Testing Create Initial Test Plan & Operational Readiness Plan Client - Review Test Plan & Operational Readiness Plan Process Documentation - Detailed Walkthrough Document Review "To Be" Processes based on Walkthrough Document Detailed Walkthrough Document Review Detailed Walkthrough Document Approve Detailed Walkthrough Document Assembly - CIS Configuration Configure System Tools Global Configuration Geographical Configuration Financial Configuration Connections Configuration Billing Configuration Rates Configuration Collections Configuration Meters Configuration EMR Configuration Service Order Configuration Payments Configuration Payment Import File Configuration Bill Template & Bill Print Configuration Customer Web Portal Configuration Configure GLM and Mobile Work Data Conversion Develop Extraction Routines Data extraction - Take 1 Data extraction - Take 2 Data extraction - Take 3 Reporting Design for Custom Reports Custom Report Development Design for BI Reports BI Report Development Interfaces Interface to GL Training Create Custom Training Plan Create Training Matrix Documentation - Training Plan & Matrix Testing Work with Client to Develop Custom Test Scripts -1 Security Perform Security Review Document Security Recommendations and Create Security Matrix Update System Security Assist with Security Questions Acceptance - CIS Data Conversion Data extraction - Take 4 (Functional & Integration Testing) Data extraction - Take 5 (User Acceptance Testing) Training (Core Team) System Administration & Tools Training CSM Training (Core Team) Testing Functional Testing & Integration Testing User Acceptance Testing Training (End Users) CSM Training Security Update Security Matrix Update system security Assist with Security Questions Contingency Planning COGS - Finalize Go/No-Go specifications COGS - Develop Contingency Plan Review Go-Live/Cutover Checklist COGS - Present Contingency Plan to client Review Contingency Plan Phase-10 Key Milestones Tc"�Stfng signoft, Trainingsignoff Cionfingenc,y FlIan Pre Go -Live - CIS Contingency Planning COGS - Presentation of Contingency Plan Review of Contingency Plan Mock Cutover -1 Prepare Data for Mock cutover Cutover to Mock Production Environment Cutover Testing and Issue Resolution Document any Issues and update Cutover Checklist as Required Go Live - CIS Data Conversion, Prepare Data for cutover Cutover to Production Environment Data Validation & Manual Entry Cutover support - CSM Provide cutover and post-cutover support Post Go -Live - CIS Post -Implementation Support Billing Cycle 1 - (Days 1 - 30) Billing Cycle 2 - (Days 31 - 60) Bulling Cycle 3 - (Days 61 - 90) Transition to Sulppolrt COGS - Transition to Support meetiing COGS - Document Support Procedures for client CIS Project Management Project Management Technical Support Technical Support Throughout project r Start Finish Task Name Tue 511/18 Tue 6/7119 South Bend Project Plan Tue 5/1/18 Mon 5121118 Project Initiation Tue 511118 Tue 5/1118 Project organization Tue 511/18 Tue 5/1it8 Project Kick off Tue 511/18 Fri 5111118 Software Installation Fri 5/11118 Mon 5121118 System Setup Fri 5111118 Wed 5/16118 Documentation Tue 511/18 Tue 5/7/19 CIS Implementation Mon 5/14/18 Fri 61291118 Analysis - CIS Thu 6/14118 Wed 10124118 Assembly - CIS Fri 6/11118 Tue 1115119 Acceptance - CIS Tue 1115/19 Fri 1125/19 Pre Go -Live - CIS Fri 11/25/19 Thu 2/7119 Go Live - CIS Thu 2/7119 Thu 512/19 Post Go -Live - CIS Tue 511/1'8 Tue 517119 CIS Project Management CITY OF SOUTH BEND, INDIANA RFP -for ,Utility Billing System SECTION Ill. RFP INSTRUCTIONS K. Liability Vendor shall indemnify, defend, and hold harmless the City from all claims, suits actions, losses, damages, liabilities, cost and expenses of any nature whatsoever resulting from, arising out of, or relating to the activities of your company or its officers, employees, subcontractors, or agents under the Purchase Order resulting from this RFP. Exicelll,,)flon., Fero::. on. ;ier's standard p)ollucy as to agree to defen,�.l If"ie City acOrist any third-paifty �IawsuFt aHegFng 0o[aflon of inteH,L'CtUaF Pn"DpertY right, r,.)r ai1Slg wJes tpersoils, ar�sngo r firoirn H,ie gross regHgienice oiiwH11W rnii!SGOMJLACtOf Pl`()pn'.')oser and uts ernl,.,)k)yees, aigeirnts, or ln(,Jeperider)t cicnmtractors whHie onthe CLJSWMIE?,u"S prem�,,.,,es, p!!:)rol,iioseii MH p�,-ny costs au,-nd dairnages fl[,iat a C(Wlft finaHy awards Ikirn!,;iuch suit or fl,iat are agi,eed upon uo isetderr)eint theire(�)f ffl,�e ("."1ty w any Hid pa *rty has causled DIr C1011101bUtpd to a t[iiird X,1111t)l then Pii oposer 41H onFy iriden-unify the City up to thiL,? arnouiiit IlDrelposer is deerned resPiMls. He, Urn accordanice with industii"y slandards,l tlr'te oinidiarnNficaflon diodd be bWaruced by a lira. �tation of HaUiity ccruse to exienipt Moth paffies, HalbiHty frorTi un6rect and cons&,,pjenfl4f darnages aru(J to cap Ilual.Aitf to a 1111LItUdy agreed upion a11111OUnt. p his cap:�,u on Habfl:ity )NOUd not ap�,'.fly tio F)roposel's o11,nW!1e(-;h,iap,-)roperty inderinnificafioirn otAi aflions, thicu, 9 gll,i �!!`roposer's obiigatk�)n to unidernriFfy HIECity hanMiess uinideir is voild if the ca�iirn of ii-ifil-ingement @ii1ses out of or in conneiction Mth any modificafl(",)n maide to flie &,)ftvvaiie any Use of fl w Soffivare RC)t!SpDedficaHy an ttioruzed in w1fini,9 by Prol)oiser, SECTION VI. PROPOSAL SUBMISSION REQUIREMENTS 9. Terms and Conditions Vendor will provide standard agreements for all software services and maintenance and support needed to provide the intended solution, The City reserves the right to reject any supplemental terms that are requested by the Vendor but deemed by the City not to be in its best interest. Terms and conditions are excluded from the total page count. As a final note the Proposer anticipates that the resultant agreement shall be based on Proposer's and industry norm standard agreements for software licensing and maintenance and that the resultant agreement between the Proposer and the City should include provisions typically seen in these types of software agreements, including: limitation of liability (which will be at one (1) times the contract value, and shall not include damages related to indirect, consequential, special or aggravated), warranty (as per the restrictions above), license use and restrictions (such as copying restrictions, User restrictions and reverse engineering type restrictions), mutually acceptable acceptance terms, payment terms (includi:ng the use of milestones for payment and license fees paid up front), maintenance terms, approved Statements of work, and other provisions typical in software license/support/service agreements and that the absence of any clauses in the City's RFP will not affect Proposer's ability to negotiate such clauses and to modify the standard contract as needed, 10. SAFETY REQUIREMENTS Cogsdale agrees to comply with the provisions of the Occupational Safety and Health Act of 1970 and the standards and regulations issued there under and certifies that all actions furnished under this order will conform to and comply with said standards and regulations. Supplier further agrees to indemnify and hold harmless the City of all damages assessed against the City as a result of Cogsdale's failure to comply with the Act and standards issued there under. 11. AFFIDAVIT • II • � MODIFIER WITH VISUAL BASIC FOR APPLICATIONS (VBA) Modifier with Visual Basic for Applications allows organizations to add complex functionality to customize the solution to fit their unique requiirements. Users may modify screens by adding, hiding or changing existing fields. Different users can have different screens, depending on their needs. Any change made within Modifier does not affect the underlying source code. Therefore, future updates to the software can be installed without affecting, user customizations. Some additional features include: • Create direct links from windows, reports and fields to the Microsoft Office Suite, as well as other applications written to VBA standard. • Quickly package, and send customized forms, reports or screens to colleagues to help ensure a rapid, simplified import process. INTEGRATION MANAGER Easily map external data fields to fields within the proposed solution without underlying knowledge of the data structure or tables. • import data from virtually any database or desktop application, including comma and tab -delimited text files, XMIL and most Open Database Connectivity (ODBC) data sources. • Schedule data integrations from other systems on a continuous basis. • Verify the accuracy and integrity of external data by Iprocessing aNl imported data through a series of business objects encapsulating solution business logic. • Use intuitive drag -and -drop tools to define the integratiion. Easy -to -use mapping features enable the transfer and integration of data painlessly. • Customize data processing to your organization's specific needs before, during or after an integration run with advanced SQL query support and built in Microsoft VBScript FIELD LEVEL SECURITY Control access to data throughout the solution, by managiing security restrictions on individual data fields, windows and forms. • Use flexible tools to define how security restrictions are managed: Password -protect, disable, or hide, fields, windows and forms completely, and assign those restrictions on a user or class basis. • Easily manage user access to individual fields, windows and form with clear user and class controls and straightforward, intuitive interface. AcCOUNT LEVEL SECURITY Fi]ter account views based on access granted for accounts, increasing security and eliminating errors caused when entries are made to inappropriate accounts. ENHANCED NOTES Enhanced Notes improves information recording and communication within the organization.. Functionality also includes the ability to retain multiple notes at transaction, record and window level. Users can document and view the information required to improve the quality and speed of decision making and query resolution. Storage — Full free -text information storage; create multiple notes at transaction, record and window level; each note can be up to 2kB. Accurate history with automatic author, date and time stamp feature. Control deletions and maintain the integrity of notes history. Notes that have been assigned to history cannot be edited, changes must be entered as a separate note. Permission to delete notes is controlled at the user level. Categorization allows users to efficiently locate notes. The categorization history can be setup based on the organization's needs. Display of notes can be filtered by selecting a category. A clisplay of notes with no category is also available. MI Enhanced Note File Edit Tools Additional Help Category RIPT [ IFI � eq g5jj a Cog ,dated bfies 75/20117 - 1- - - - — T - - - - - 0006001 7/512017 11,53.23AM Jim Lovider 715+2017 1121 AM Y. X Conformations Dave, please contact tho vendor 00106001 and ver6y the nowasR ppc8ng sheet Dave He55et 75,,'2017 11 17 AM >< Valliid�atuons Contacted vender to verfry W-gnfenmtiori ...... ...... 7l5�2017 10,15AM Y, X [ VandatiQn5 Nave EFT Omi foatmn - make sure to run prenote before neA pai y w ... ..... . .... . ... ....... Arn Lowder . ..... ... 752017 101444 Y, X Adjustments Aiusted vendor corlact - new buyff Attach IDelete (Na Category - . . ......... ... . . - Et Asmgn task to 1 OLIL a1: Wednesday, Duty Link activities and assign tasks associated with a note to an individual user or members of a user role group. The note appears in the To Do area of the assigned user's Home Page, Send e-mails as a note is assigned, to individuals or group, directly from note entry. Add due dates to tasks or e-mails associated with a note. Users can also monitor and flag overdue activities associated with a note. Due dates are displayed at the top of each note for easy monitoring. Fuill history printout — all notes can be printed as required. 3i., r J t c 8% J, ,��Vvo AUDITING System Auditing functionality delivers strong tracking and reporting capabilities important to the organization and auditors that help ensure the organization maintains regulatory compliance. Capture and archive changes to electronic data and documents required for regulatory compliance, including before and after transactional information, user ID as well as time and date stamps. Flexible setup options allow users to determine the level of information to track, including record creation, deletion and modification. Users will know who change what, when,, where and why. Easy se'tuip and maintenance - Easily configure auditing to track only the data. required. Tt is designed for efficient ongoing maintenance and administration. Access information easily - Track and trace audits with the click of a button. The powerful reporting tools allow users to easily monitor, identify and analyze daily organ, izatiiona I activity. Targeted audit trail activation activates onily the areas of the system required, including production and security settings information, to keep the audit database uncluttered and a manageable size. Auft, A.dd., Uaua 16 D,ft I-, R .... J K,U V4�0 N BOdfl- Old Fi,ldVttL. Rimx NldV.N. 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CuMed BETH 41t,lARjjrl, 01, E,jh A M-i- N. Cm9,,M,Undom' as 67231MlS 2A?:38 PM MQ2933 'rend As Vend. C.M.11 Nth A RIM-, Ur.,. N. M,IldhV, CgdakUtlb. xa 61R3f7QM 2,47.4 q PM M913 V.'d., LI-t-hu Add,m I V, TNERION COURT 80 7e,O- Cvrvrt Co,,,,IeLftjlw 672IM6 2 47M PM "2933 V'd., Addl- 2 SUITE 8011 S wA. &M C.9sd,EkAftc ca 6,?3Q(OE 2 47rM PM EX'2913 V.,d., MY t Cry OtTAR10 L3P0C4 ON74RK) Cog dale Urd'rtian sa 60,2016 PF11 D002933 ... City OHTAP127 OMaid Cn,,M,Lftddm ua !j 3,2016 Z,18ri2 PRI ONIB52 vd., lA! "I 1HA1,11111 1111,111011 151 A,M, CqLted N,t Iry Reporting - Generate employee -specific reports with uiser-friendly reporting too,lis. Staff are able to view information as a whole or drill into a specific item to view the details. Flexible auditing - With the auditing module, there is flexibility to track data changes for a number of reasons; compliance, data integrity, SOX legislation. Fraud prevention,- Audit Trails captures changes made at the application and database level. If fraud is perpetrated in the system, and data is changed directly through accessing tables in the production database, the changes are captured. 4 1 P a g e lot ELECTRONIC SIGNATURES Set up preventative authorization controls that can be activated at any place in the system where data is changed. Electronic Signatures presents users with a window that requires authorized user identity information before data can be changed. For organizations requiring increased control over system changes, Electronic Signatures enforces dual signature authorization onsite or by a remote system notification and response. It also captures additional information (reason codes) and comments on critical business documents. Security — Dual password authorization for selected changes help reduce risk and eliminate potential errors associated with significant business processes. Eliminate paperwork by electronically storing changes to significant documents, An electronic signature links to a Cogsdale system user ID. Duplicate user IN are not allowed in the system. Assign authority to approve a change electronically to one or more individuals. Individuals may be authorized to act as an approver for multiple changes across the system. Authorized signers can provide approval either onsite or remotely via system notification and response. It, Customff Wnteriance Options DEMO 4sa, f 1ej ['Tg�:") pileif" T-h- HAp Add NM� Customer ID STMARYI-109001 Ramer St. Marys Hosptal Balance Type - Open hem Balance Famaid Filiwice chwoe Nopw 0 Pelceill Amount 1 50%, Minimum Payment 0 N. Min6w palcent Anomt 11, [ I C,edik Limit No Ciedit UnArnited w, Am int $50,000.00 Fj-° maxhumwlikeotl Signature Entry Wrt Revalue Cmlixne, 61, wit AW Sallee Olh.tActt I nro auk" F.W[twit ShDrtage fi—A "ItUti"'HO(Col lif L Exrkalon Date k on Batik Name Batik Branch -- -------- Ilea Language: t4critHy M"lain HhUy PR,-'1h MILi 1; M, h.Il'-, �1 End/] Yj CatendaiYeat �4 Fitcalyea,l Tiatisadpon P,--U,1- OMPTIN CONFIGURATOR WITH ACTIVE DIRECTORY Config AD integrates the Cogsdale solution with Active Directory for heightened security of the system and streamlined security management. Config AD moves all user provisioning to the IT help desk and eliminates potential security conflicts by removing all user administration from the Cogsdale solution. Config AD enables administrators to manage all aspects of Cogsdale security from Active Directory, Administrators no longer need access to the Cogsdale solution or to an administrator to create, change or delete Cogsdale users. Eliminate the use of 'sa' and administrator for better security management Streamline user provisioning Manage Cogsdale security via Active Directory groups Active Directory user disables/deletes are automatically synchronized with Cogsdale Manage user provisioning from one window Active directory integration With the Active Directory add -on, administrators create and maintain users of the Cogsdale solution without ever opening the application. Single sign on employees use the Cogsdale username and password. Administrators manage only one password policy, all from Active Directory. True role -based security provide users only the authorizations they need, to do their jobs. Return on investment — Save time managing security the right way. Configurator AD offers a standard set of roles that apply to most businesses, with the ability to create new roles easily. Windows User Ili rob. hankin Windows Password GP Password V1 2.01.84 Canoe EXTENDER Capture information that meets the needs of your organization and make fast, easy modifications without writing code. Extender incorporates powerful features that enable users to link windows, expand notes and macros and easily launch ad hoc queries based on new business information that has been collected. Customize data collection and link extra windows to any solution form. With a choice of field types, fine-tune to capture the data needed. Tailor data entry by adding lookups, creating templates and collecting additional information pertinent to the organization. View data in infinite combinations and forms, increasing visibility into data. Consolidate information from any solution table to view relevant details and data subsets on demand. Fast access to relevant data by creating lookups to meet business and industry needs. Lookups empower employees to access the data that matters. Extender Views — Extender offers consolidated views of information from solution tables and Extender windows, combining them into a concise, comprehensible format. Extender Windows • Assign multiple windows to any form and gain instant access to lookups and sub -forms. Easily attach new data entry windows, notes windows or new inquiry windows, without writing a line of code. • Detail windows allow users to track multiple transactional line items for each master record. Automation and Navigation • Extender makes data entry fast and intuitive. Automatically open and close extra windows while navigating through a form and apply window templates to set default values for fields. • Windows groups enables users Extender Windows - COG-P (sa) E, I Save ') OEa, ?I4 Delete Option" Window ID PROPEIRTYINFO 5,) LJ Key Fields + Derreiription Propeity 4ifcimallon unil_ccafionlD Window Type Field Entry Product COGSDALE Series Id Pa ty Form Aceou�rt Window Account Field 1 noise Type List Field 2 Square Footage Number iAdd Field' Field 3 Number of BaNcorrs Number Add Ck Fie d 4 Subdivision List rjew 5 Field 6 Field 7 Field 8 Field 9 Field 10 Field 11 Field 12 Field 13 Field 14 Field 15 A 4 k 01 windoalD to open multiple Extender notes, windows or detail windows from a single menu item. Users can set conditions to ensure specified windows open automatically. • Move or swap fields on an Extender window or detail window while maintaining the integrity of the data. 711 l (] (,,, YFM'11�1� 11 A A Report SmartUst rrMMRruildernialger REPORTING AND ANALYTICS The solution provides a full suite of business intelligence and reporting tools that provide the ability to quickly find and analyze the information needed to accomplish business goals. Included are hundreds of out -of -the -box reports, as well as power, user-friendly tools that allow users to quickly build reports to respond to changing business needs. Business lintelligence and reporting capabilities include: • Power BI is a Microsoft cloud -based business analytics service providing a single view of the orgainization's most critical business data. Monitor the health of the organization using a live dashboard, create rich, interactive reports, and access data on the go, with native mobile applications. • Business Analyzer dashboards enable managers and executives to make quick, informed decisions. • Microsoft SQL Server Analysis Services and OLAP cubes are used for complex data analysis. • SmiartList allows employees to create their own ad -hoc queries. • Real-time, alerts and data -driven, reminders manage rapidly changing business decisions. • Microsoft Office integration and system tools provide access to all system data, without logging into the system, using Excel Report Builder, Microsoft SSRS and SharePoint. Business Intelligence and Reportingi Tools include: POWER BI Power BI is a cloud -based business analytics service that provides a single view of the most critical business data. Organizations can monitor the health of the business through live dashboards, interactive reports or by accessing data on the go through a mobile app. Power BI offers a holistic view of key metrics, providing access to data, wherever it is — Excel spreadsheets, cloud services, streaming data or on premise data bases,. 104 $2205M 10 $2,1 ..... ..... .......... WN/V ........... Apo w" [a Of V, STATES Real-time Power BI dashboards provide instant information so managers know when an organization needs attention. Solve problems as they appear and seize opportunities as they arise, Power BI also allows users to create an publish contact packs to the team or entire organization. Content packs include dashboards, reports and datasets that provide every user with a personal view of the data metrics that matter most, SQL REPORTING SERVICES Because all data for the system is stored and managed by SQL Server, another reporting option is SQL Server Reporting Services (SSRS). Based on NET and XML Web services, SQL Server Reporting Services is a robust environment for defining, managing, and distributing reports throughout an entire organization. Several predefined SSRS reports are included with the solution. EXCEL REPORTS System Administrators can deploy Microsoft Excel Reports within the solution, providing access to data from various areas of the accounting system. The Excel Reports use a data connection that allows them to be updated with real-time data from the back office application databases, When placed in a common network location or a Windows SharePointo Library, people throughout the organization can access the Excel Reports without the need for a the client, MIIIIIIIIIII .k '114 r&CIrty.0Z D", I I, h""' d I I, I I , Q, I 9 1 l =' �a 4' j 1r? SMARTLIST BuILDER SmartList Builder is a data access to that organizes and presents data from the accounting system, providing access to all the information and allowing users to create their own SmartLiists. SmartList displays lists of records from a specific category, such as customers or purchase orders. Search criteria can be applied, limiting the results to only the records of interest. The columns displayed, as well as column order can be specified. When setup as a favorite, a SmartList search can be easily rerun with the latest informatiion. An excellent tool for creating ad -hoc reports, all search results can be exported to Microsoft Excel or Microsoft Word. It Save u& Clear Delete s. Colurnns 4iij Go To ,/ Restrictions SistatlList Type New Product Idiclosoft Dynamics GP SmartList ID APOETAIL LI Seiries Purchasing SmaritList Nlame 'AP Detail Item Name AP Detail I ables + IAMPMTfansKIWOPEN IFie Fialdp;byFieWPos0ion PM Transaction 0 PEN F i a Field Name DitplayName 4 Display I, Default rsf PM Distribution WORK OPEN Vauaher Number Voucher Account Index Master Vendor IID Vendor ID Pld Vendor Master File Document Type Doe Type on CalcuWedl Fields Document Dale Doc Date Document Number Invoice 4 4 Document Amount DocAmont Ili tv1 IJ Cuitent Tix Arm" Cuqent Tpx Amount F Discount Taken Arnmiril Discount Taken Amount DiTcountArrount Discountissmount Discount Dollar Amount Discount Dollar Arrourit Batch Nvirinbsu Batch Number TRXSourcv T FIX Source Batch Source Batch Source v, Discount Date Discount Date Due Dale Due Date Purchase Order Number Purchase Order Number 114 4 F 01 SmadUstlD Quickly link data and analyze the information according to specific criteria. For example, combine and link data from up to 32 separate tables. Hide details for easier viewing, and reveal relationships from many sources. Integrated mathematical functions make it easy to add calculated fields to the SmartList window. Gain instant insight by counting records, calculating sums, and' viewing averages, minimums and maximums automatically. User-friendly, no matter where the data resides. SmartList Builder lets users add restrictions to the resulting datasets. Users can select fields to be displayed as default, as well as terms available in selection lists,. Go -To buttons can be incorporated to access associated records within other tables. Pre -configured SmartList objects are available, containing many common data-anallysis functions. These can, be used to create sales summaries, track serial or lot numbers, manage collections, create payroll,, and more. Liink up to 32 tables to create new SmiartList objects, combining information from work, open and history files. SmartList objects can be imported and exported with XML and shared. Flexible — see only the information the organization needs, displayed as users prefer. 0 Add restrictions to show specific records 61 Control the display of numbers, formatting them as negative values, based on another field 0 Display the number of decimal places, based on value in another field 0 Display the notes or account representative for specific needs DATA ARCHIVING Cogsdale's Data Archiving solution (CDA) is an ideal way to move historical information from the 'live' company to an 'archive' company. Archiving data will reduce the size of the live company database and improve system performance while posting, running reports, performing file maintenance, and day-to-day use of the system. Cogsdale Data Archiving sets up an archive company that acts as another regular company using the same utilities, The result is carbon -copy functionality including report generation, inquiry windows, SmartLists and more. Power users are able to select the modules to archive as well as the cut-off dates. Reduce inquiry and report clutter, allowing uses to make faster decisions. Increased performance on lookups, reports and inquiry windows, resulting in faster access to information, The Live database is reduced in size, promoting faster backup and restore processes. This approach allows users to run a live database on high-performance hardware while running archived data on less -expensive, less -optimal hardware. Ar chjRve Corripar 011 File Edit Tools Help sa Archive Conriparry 3/6/'2012 CDA Version I IA7 Destination Company Name Atchive Company 4 11.01247 Destination Company ID HIST Migbating Company Name Fabrikam. Inc. -1 11.01247 Originating Company ID TWO Archive Date I2/81 /2008 0 Document Date , 6L Posting Date Fiscal Year', HistaticalYear 1,,t: Print Reports Eor,q�giql Transfer Hemove Transfer Master Data General Ledger i [ Transfer User Defined Tahles + Batik neconckation i I Disable SQL Triggers PayaWes Management Pt4chase Order Processing h,l21 Receivables Management Invoicing sales order Processing v LmmuoA_j:, Inventory Conliol Bill Of Materials US Payfoll �� Preview ..... Cancel SMARTCONNECT SmartConnect makes integration and automation simple. At its core, SmartConnect can take data from any source and create records within the Cogsdale solution, SmartConnect provides a drag and drop user interface to create records, allowing users to mix and match any destination with any data source. Some key features that make SmartConnect easy to work with are: • Transformation — Data is never provided in a nice, prepared format. The on -the -fly transformation saves user from having to spend time formatting data., • Scheduler — The timing of each integration will be different. Because of that, SimartConnect can ruin manually or can be scheduled to trigger code in another applicatiion or, scheduled to run at certain periods. • DataSource — SmartConnect allows users to pull data from anywhere, perform calculations on the data, do lookups in another database and return values. IIt will also restrict and exclude certain data records and calculate the next record number. • Import/Export — SmartConnect can import or export data from a, variety of destinations. SMARTVIEW SmartView takes SmartList and makes it better by providing an alternate, fast, flexible interface to all existing SmartLists. SmartVIew can be launched from user desktops, which means everyone in the organization can share and benefit from having easy access to Cogsdale system data. To control access to sensitive data, SmartView can be configured accordingly using SmartUst Builder, SmartView Favorites and SmartView security. 12 1 F1 a q tiY SMARTFILL Find information up to 83% faster using SmartFill, a Google-style data search interface. SmartFill is intuitive, whether searching for a few letters of a name, or part of an item ID, matches appear instantly. SmartFill will also show similar items that might have typos, so nothing is entered twice. SmartFill benefits include: • Quickly find information in Cogsdale and third -party products • Enjoy 3,700+ pre -defined lookups, lookups can also be quickly customized for specific needs • Choose from filtered lists when there is more than one match • Eliminate duplicate entries with results that include similar items and typos • 'Begins with" and "Contains" lookups require minimal information to find what is needed 13ae> CUSTOMER MANAGEMENT COGSDALE PROFILE The Cogsdale solution is an integrated, flexible, scalable suite of modules delivering advanced functionality to utilities andl municipalities. Customer -focused and location -specific, Cogsdale integrates the core module for Billing with Service Order Management, Collections, Cashiering, Financial Management, Work Management, People Management, Customer Web Portals and Meter Reading. Every organization has unique system requirements that must be addressed if maximum return on investment is to be realized. Cogsdale offers easy customization features, with no a need for costly source code changes or programmer intervention. The Cogsdale solution is fully enabled with Microsoft with Modifier for Visual Basic, which allows staff members (with proper security rights) to easily change screen functionality. Modifier does this without changing the underlying source code, protecting modifications when system upgrades are appl'iied. UM Customer Relationship Customer 7 Portal ell 040 .. . ....... . Rl 61S Service Order Management go !ment Credit & Customer Fld Collections Service FIS Data Ar-cess Integration Analysis Inventory "Jg", Customer Management Account Management 14 1 1�1 a o e Jelhrlyll� 101 Cogsdale Corporation helps municipal utilities achieve excellence in billing, customer service and financial management. As the leading provider of solutions for utilities, Cogsdale provides the comprehensive software applications, implementation services and outstanding support organizations require to thrive in demanding and changing environments. Cogsdale offers fully convergent billing functionality allowing organizations to bill any number of services including: electric, telecommunications, water, wastewater, storm water, sewer, gas, refuse, Internet, telephone and cable. Cogsdale is an "open item system" with all transactional details maintained for payment and review, CSM allows for flexible rates, unlimited routes and a number of billing plans. Cogsdale permits importing billing transactions and data from other systems as well as performing the necessary calculations. Cogsdale's Location Account window allows customer services representative to view all the information about the customer in one place. It also allows users to: • Drill down to more detailed information • Schedule service orders • Create payment schedules • View payment history • View active connections Ae—m - DEMO (e.) j 5 e ') Cl-, Pdx t1D 9,6,pe.y i%fl Vh�t.Leters` 1 Nla ge' gAddnond F& ftl P-t 1] He 4, BiL AcoownlSevch Past D. $24293 + Cashiering L----tk.D 400000 -0 �L) 324 Cbesinut S1 Fiankin OH 45005 culfw $0 GO, DOM Me- Nwpfi Unposled $0.00 Depmik t q,,nq, A—M Bal5me 1242.93 4 Contact Lg j Metel R..dngAct.0..N nES-MULT1 WEST Meter Rd.,g, M� Du��)m"j 90DOM - M� "® 14Jenzie - M.Mg Addiess 122 EkP St Frafl. EGA USA 45005 0 (555)555 '�" Lae, la,M 5A012017 $30000 Mee,, Sw�h 1212 LA GOOD EJLYX " 4_1 30 00 Miscellaneous .,.d,!� h�'i y4 Poon Coge6. Agency 8.afame $0.00 S 54 56 XX-670S New Conned- Fayfnent blension Tiansacti.n. 0 f. Pay—t, fiamacki.hmom 8/2312015 ..2 AxhiyeA from 0)0/0000 Reha.h Renthdi,f NN.s vat , e DDate aoUtaindmq U.--t Amount S—ice Typa IAUe, Ddp'an oprown Service 01,dv¢ I 5/28/2017 93REAU00000013412 550 ViA7ER-RES M0005 Actual Spec Pyt A-N. (SPAJ 5l28'J2017 IbREAD00000013410 90 GAS-RFS C 10006 Actual !Voids 5/28/2017 93 R E A DO00400 134 0 8 500 ELEC,RFS E10006 Actual BN.g Mages 51101/2017 is PYMT00000002002 (S3100 00�) checv cde'l— EPwn 4/30/201? 5115(2017 S242.93 M BILL00000003732 S265.93 k, Unp.elM ri�zd 8MAdp�fteN 412812017 READO�0000013406 450 WATER-RES W10005 Aft� A 4 upw !deter DePo 4 0812017 REA D000000131402 60 GAS-RES G10006 Aduall Kfty Hede, A-d.,g Hat. Adjust 412812017 RFAD0000001 340( 3 450, E� EC -RES LOW6 Actual vuld P;ebftg 4/1 21, 2017 IP W MT000D0001 730 (5224 00) Check: CSM 4/1212017 43012017 S2500 OTHER-RES NSF CHECK W,O. Off 3731/2017 4/16/2017 ML600010002788 S25200 LMA Govern —A 3/3012017 RE4DO0000002844 70 5AS-RES 610006 ktuol 3/30/2017 RE! AD0000002843 500 WATER-RES W1 000�5 ActuA �lUIR ON P ;,�'350M17 READOOD00002842 400 ELEC-PES E10006 Act-1 , 1 1p" agpwramry 1,1SM7 Aiiinnnrnan?7AS MA a H 4 k 01 400000 .> 324 Chestnut St Ha,*Ao 014 45M .> MSdly Mk�nne (;OgSaale (;bM Account Screen BUDGET BILLING Budget Billing allows customers to pay a pre -arranged amount every month, based on the billing history of the account. Budget billing helps reduce the impact of seasonal variances on customer's bills. Throughout the budget period, a bill may be above or below the installment 15 1 F1 o q amount. At the end of the budget period, the total budget amount should be close to the actual k f If fknr,2, �� n Ankif or L, cal�ju cAmuu" . credit balance on an account, a customer can opt to receive a true -up bill or roll the amount forward to the next budget period, Budget billing allows for monitoringi and supervision of payments versus the actual charges of the plan. Reduced variability — Customers have a predictable payment every month. Flexible criteria — Users have control over what charges should be included: or excluded from budget amounts. Automatically calculate budget amounts — Users save time when setting up budgets by allowing the system to determine how long the budget will be in effect for and what historical charges should be included when calculating the budget installment amount., OK (T1 lOwoe ff"'Additid- 1 00 Dommit N'ud., BUDGOOOM37W ,A_ 4DUO02 cwkomv SO0029: PMIErUe! Om„ L2k, I P Terll�Am W Tminalm Dale Budget Pe,.d 812312017 311 In] a Interval..... Mal IG Number of Payment. 12 Charge Balance $Rca DedA Balance Ww Temimtefly Service categmy #J1 Oyedshod H.dW1 Am," SU72.00 Roame, D.I. (VO/0000 P.1o,oAdwWrR 000% CuwA Bda e 123600 Ommem Nwbef L1nAO%WM Due Date ArwADue OtAstan*)gAmwn1 OPOd BUDGOM013701 I MIMI V 56 00 $15600 No HLIDGM0013702 Z W20201 7 $15600 $156M No BU D G DWDDO1 370 3 3 1011012017 $15600 $156.00 No OUI)GOM013704 4 I012672017 $15600 $156.00 N o BUDG00MI3705 5 1111112017 $15600 $15600 No BUDGOOOOOD�37 06 16 11 127Y2017 $1%()0 SIE6 00 K. BUDGOOWDO 3707 7 1 211Y201 7 $15600 $15600 No BUDGUOM;V08 8 121M2017 $156 OD $156.00 No UDGODM 3709 9 1/141201B $156.00 $156.00 No BUDOOO000013710 10 1/3012010 41500 $15600 No HUDG0000001 3711 11 2/1 V201 8 $1560n s I % OC No B U DG0000001 3712 12 3l31201 8 $15600 $156 W N. Multiple budget length options • Setup budgets for specified lengths of time • Setup budgets to roll over on a specific date, regardless of when the budget was created Budget Maintenance • If a bill varies considerably from the projected amount, the budget installment can be adjusted at any time. • Budget customers can be required to have a true -up month or roll forward any credits or charges to the new budget period. Budget Tracking • View the balance of the budget from the account window at any time • Treat budget customers separately in collections, based on payment of budget installments LEVELIZED BILLING An alternative to budget billing, levelized billing, allows users a regulated monthly bill, by using historical charges to adjust the current month, The levelized amount is calculated based on the current bill, historical bills and the discrepancy between the amount charged and the amount billed, eliminating surprises in the monthly charges. Reduced variability — Levelized billing reduces the variance in a customer's bill from month to month, No end date — Levelized budgets are continuous, there is no need to perform a true -up or a yearly rollover, Separate collections process — Budget customers can be handled separately in regards to collections. They can also be assessed based on whether or not they have stayed current with the budget installments. M q q W 'W" 11 V",", I "1 11. 'A, t 91611 f r4 nw.n 1A I :Al tkW., 2, ;Al 4110It.; im r—, lot: Levelized budget options — User definable/short factors. Levellized amount formula: SUM(Hist.B ills)+ Curr.Bill +Over Short Antt + Over Short A "it # Previous monthshilled+1 Over Short Factor Allowed variance: 1.10 X Sum Hist Bills # Hist Bill Cogsdale allows users to calculate bills based on formulas with an unlimited number of parameters. Users are assured of infinite flexibility in rate calculation and that any future billing requirements can be accommodated without coding changes, All billing parameters are pre - calculated and stored prior to billing runs, resulting in exceptionally fast billing production. Recurring Billing - allows for an unlimlited number of services and charges with an unlimited number of rate components attached to them. 117 1 P avol�lpi Master Billing - supports the option of merging biHs from a number of locations onto one bill. As an exampie, a common room or vacant apartment may be charged to the owner of the building. MI Billing Options - DEMO (sa) I0 I . . .... �3 �o,j OK X Cancel lT"1!"1 Additional De Go To- File- Toolsv (0) 1-16piv DAdd Note Billing Options L.g.a.tlon Atttibules service,.-' Ovone,Aandlod 900500 P, Mickey D's Takeout fk'iderlt Landlord Acv.irw.ila6ed Billing Type H'Y.'rer 1'.0cation Assessor Lc.,oation Custorrer Enable budget billing iPansl`co 61houl firr"J bill Override Billing Cycle Hnv, Balance co Tfarcfer Eligible foi Recall Default Move In Customer ffi,,nei 1wdlciid Receipt Point 0 1 d,;.Schedule Location Payment Term 11 Accumulate excess generated energy for net metering Payment Term Override Penalty exempt Disconnect exempt For 0/0/00100 Ti "111-1/001-101 FteoCCUrflVig Prevent payment extensiion Pfacement Comments UDF Label U D F'Va!ue U:DF Description Latitude Longlitude Sewer Cap # of Bathrooms # Sprinklers Landscaped? Master bills are def'ined in the Billling Option window CANCEUREBILL Cancel/Rebill allows users to void and rebill multiple billing periods. The rate that was in effect during the original billing period will be used when recalculating the bills. The rebilling window can also adjust transfer dates for a customer that has recently moved out of a premise. The corrected bills can be printed on single or separate statements. Any payments that have been made on prior bills will be re -applied to the recalculated bills. Simplified process — Reduce the number of steps a CSR needs to perform when performing a cancel rebill. Detailed billing history — Bill history will reflect the correct usage information which can affect other processes, instead of making it only a monetary adjustment on the account. Adjustment types • Adjust meter reads and rebill the current customer • Adjust the transfer dates for a customer that has moved out of a property Flexible billing options • Bill individual periods separately • Print individual statements for each period • Use original bill dates or define a new bill date to be used on the recreated bills Alyvo I T R "A 1 d 1, R, V 4 JJ V. 11-,""'11 n mi, j 1,1, �A W, F tlzj!d`W r-0 OJ 3 X, C A 7 7 N Mve.yF- 1— C N � I .. 'A 17 F _"I Boa.... J;J A cavoxmw 1 1. xo /,f� lloxcoj �2, Hu.,�JIW 5 1, C', WIV P�, � v,o N 5',� VIXI" M), 7" f � NI XJ7 172) 31 YFtX '1�1, I, I", "Ill,, R m 16,,p I " A, w Adjust account details ri—i. • Manually adjust meter readings • Automatically average meter readings over the re -billed period • Modify transfer dates I wJ CASHIERING Cogsdale Cashiering provides online entry and reporting for point -of -sales transaction from any cashier location in the organization. Full cashiering functionality is provided; including, cash floats, cash drawer logon and logout procedures, cash -oust reconciliation, cash drawer interface, bar code interface, supervisory overrides and the ability to enter charges at the same time as making payments. Individual data entry windows for permits, licenses, facility rentals, parking tickets and multi - line invoices. These entries can be made in batches, which do not require a cashier to 'cash -in. Payments processed through cashieringi can be distributed to multiple general ledger accounts. At the end of the business day, a close-out report is produced to easily balance cash,, checks, money orders, credits, overages and shortages., Reports can be send to a printer or to a file, allowing users flexibility to import and merge cashier reports with other reports. • Enter and print customer invoices, receipts and licenses • Cash entry requires each, cashier to sign onto a location. All opening balances and payments made at each location are tracked and recorded • Cash -out at end of day reconciles cash and prints a deposit slip • Invoices are summarized and stored in an accounts receivable file C"'1111'q - V00) I -_ r2l , la, Clew RoM LG SWenient 0 PArl, All 0 JAll M ... 9. BAR (ode li"! - V- A—uni Seudh Qlga COUNTER p Paid By BA To CuOwet Ript 0021700230000111 064-1m R-6W Coudions Customer 900004 ftm8aak, Ap* To ile' d" MaingAddess 12 Ced. St R-kii, ON USA 45M Cm60. Rating EXCELLENT w.l. 100004 a 12 Cedar St Fkb, OH USA 45M Sewer liw Fart Due Balance $71 no C_.'d L.11mIA.'d ELOWYTOY' Typo LYMOM' Se"ice Category DuoDaAe UostwdpgAmud Ap*Ammt BILLOOOOM2716 1527 81U, 100064 '11L 371572017 T35 00 3000 I BILLOOOODO02759 1568 BILL IDD004 ALL 47i0Y2017 .11I,VG 00 JODO! Tow A-1 $7100 $one ch-hh.ok PAST RANK Pao-1 C."...V ZUSS Ca I AN W cc Ciedt Card $0.00 41 DiW laymen A 1 $0,00 7l.d P.,ty Resled Unappti 1A..UM ' $0.00 YoM Pen,*y w Lasl B01 Change $0.00 14...1... ► IN hyD.—NNurob., 20 1 F1cac ELECTRONic FUNDS TRANSFER (EFT) Electronic Funds Transfer provide electronic banking as a payment option for customers. EFT allows for automatic payments to be transferred directly from the customer's account into the organization's account. NACHA Preauthorized Flayrrients SetLNP DEM10 (ai } . ... ............. 2- 23 S OK ';'(( Cancel Save Card 1 Additional Fde- Tools- jO, Hlelp- Ack.Jl Note Customer Setup Payment Branch Account Number Customer ID CuAomer Name Susp Vehicle Expiry Date 900000 Ms. Sally Mackenzie Visa 1 999198291871987 05/17 900002 Jack Hammer Bank Aca 100000 10D000 00/00 900036 Reid W&A Bookstore Bank Acot. 58765876 76507658765 00/00 900500 Mickey D's Takeout Bank Acct. 4567 23e456789 00/00 Format Type 1 Chest J. ASCII File Path Name cA Banking li-iTtitution 1987 OriginalorlD Number 2670 10 ailbox I D 6781 Company ID Number 0761 Batch ID VH2d Transaction Description Payment Company Name Franklin 51K"r t!, i Lgg;AQL� File Creation Number 13 Standard Entry Class Default to PPD - Trace Number Starts at 0 Default From Due Date System Date - Less Days 0 [1 la (,w, 11 Default To Due Date System Date - Plus Days 0 8 1� C , , n1,1 , Include Documents up to Due Date Summarize Tiansadons I Exclude Bill Prior to P(enOe i Filler to Fill Block Visa I Yvt md, L J I �p �j j Print Security Record Active Card Type Card Type Merchant Name Merchant City of Town Merchant State/Prov Terminal ID EFT Pre -authorized Payment Setup window 21 COLLECTIONS Customer payment history is often a key indicator of credit worthiness. A customer with a pattern of Fate payments, NSF checks, etc. is more likely to cause collections issues than a customer who always pays on time. Every organization has their own (philosophy about steps to be taken, the number, of actilons or notices to be sent, the time between each action, what constitutes a credit rusk, and so on. As procedures differ, so do the size of organizations; larger organizations running daily collections procedures have different employees managing various customer accounts. Cogsdale Collections handles all aspects of overdue and d'ellinquents payments, special payment arrangements and suspension of normal collection procedures. Generalized colllections based on selected ranges of customers. Group customers by Billing Cycle, Route ID, Zone and/or Customer ID ranges. Collection Factors are defined by the organization and used! to determine credit ratings. Collection factors include; late payments, disconnect notices, late special payments and NSF checks. Delinquentd'overdue payments can be defined as any outstanding amount past established payment terms, as defined by the organization. Payment terms, for collection purposes only, may consist of the normal due date plus a number of days to allow for late payments to arrive by mail or bank transfer. Flexibility when establishing credit rating and collection parameters and procedures, based on the needs of the organization. Links to ten different levels of reminder notices. Track and sort current and historical collections documents on a summary inquiry window and view associated document details. I C,kuleoe X Cancel ?RC Dedele "" A,d.,play RY-1c010,, rj A4ae1.All rj I -,.rk All 11] 6eecl Ne4ia Drda 0/2312017 CekcLan Type a All N. Ta Dio—cl Dae 0h0/0000 :.el 7tP* Plwe Type a A9 ".- N. To ...... ...i 0imiry Cycle a M Free, T. F'aymeul Team m AT F6ane. ...;tm taafil-d/e mAt'. F,- 10.00 Ta L.1 Rac & DRrpW Em + Cu¢l-ea '+ I.{14` i n 4 No Nof e,Jmd.4 1040yo&o Due Dale SNOOD 200000 t WSDO .... S12300 3/1512017... 900002 100002 1 1155,1E $1�5510 9715/2017 900005 100500 1 12,28044 $2280.44 412712017 1Oml 1 $253,08 $569,06 511512017 900007 100502 1 $519.28: $967.28 1/1112017 900008 100503 1 11301.92 $583,92 5115✓2017 9WOO9 10OPO4 1 S549W $54960 41IU2017 9WM0 2WW9 1 $6540 $65.40 4/1612017 90 11 200002 1 $43180 $43.00 MU2017 90001E 200003 1 14W 14560 411612017 9WO14 200500 1 821750 $217.W 4/1"11 900016 200502 1 $400.00 $4691N1 411 U2M7 WOO M03 1 $55900 $'555,00 411 U2017 900M0 20055404 1 1325.00 $325.00 411512017 900M9 300WI 1 $49.78 S49.76 411 E12017 SWO20 301072 1 $5348 $53.40 411 U2017 9D0021 300003 1 $5720 $57.20 4M 912017 930OR W00004 1. 160.92 $60.92 4ME12017 ff49Addili,-1- Fill, 10.00 Cwft9M4n0'.+C)F Dil. msearaaa'etlD.1. -4 R.— {u) EXCELLEN C W/OM0 1200DOA14 GOWD C 010/0000 7 lZOODDAM EXELLEN F 010/W00 j 12.00.00AI4 GOOD C 01010000 ;3,1 12.00MAM GOOD C 0f MOO) ] 12;W.DOAM GOOD C 0A3MXM0 3 1200.DOAM4 GOOD C 010/0000 -T aj 1200.DDA34 .... GOOD C 0/0/0W0 1200.60AM GOOD C O70M7W0 ; �;(1 12:DDDDAM GOOD C 010/0WO ,;� IZ00..0001 GOOD C N0M0 ,'aj 1200:DOAIT GOOD C O/0MG00 j+j] 12.00WAI4 GOOD C 0/0/0000 120000AM GOOD C O/OM OU '^j 12:W;DOAM ..GDDD C 010/6000 J 12W:WAM GGDO 0700 C M/:M� 9200.00AM GOOD C OA0/W00 (;aj 1200.ODA34 500D C 210/OW0 ;A 1200DOAH MIe. NRecard, 4SV49 Assess the response each situation requires to collect any overdue amount and how severe the first delinquency notices should be. Determine the amount of partial or special Ipayments required to avoid disconnections based on, the information that is tracked. ELECTRONIC METER READING INTERFACE Cogsdale Electronic Meter Reading (EMR) imports meter readings collected by technicians on hand-held electronic devices directly into Cogsdale. Whether entered manually, or imported directly, the Cogsdale solution performs all data verification and checking procedures. If a meter reading is not available during the billing calculation cycle, an estimate can be created by the system using one of five estimation methods. If a meter cannot be read because it is broken, a service orders is created automatically, based on the service code. Wide range of manufacturers supported, including: • Neptune • Schlumberger • Itron • Logicon • Hunt Technologies • DAP Technologies • Hersey Meters • Invensys • Elster • DataMatic • Group Techna • Adam • Basic `J A 1: ':q, d 0,- �'[u'r' �o 0,o„ Roulo 10 AwWatAt Wcg.e� �2 SOeded Rcm�� 003 UP04 008 ON 024 025 028 Cwb, Fleadnq Pate .. . . ...... . ..... In. Nor bei d Cycko 1, ".'%lard Pturoo' J.0"410 e�lerded 100c, [0-, �do. , p6d, W riyh' I C(8 The integrations are standard ..... ...... ... ........ . ........... .. _111111111111-11-1-1-11 11111-1- --- --,"'I'll, I between Cogsdale and the ---- - ------------ - above EMIR products, However, given that every site is different, configuration file adjustments may be required for each organization. Reading types — Unlimited number of reading types available, including; kWh, kvar, kW, gallons, liters, etc. Read in one form, such as gallons, bill in another form, such as cubic feet Flexibility — Each meter reading in a given route can have a different billing date or read date Estimation of meter reading by individual customer Inclusion of a high and low range for the meter reading upload file Messages concerning a customer can be coded and passed to the meter reading in a download file 23 111 q SERVICE ORDERS Cogsdale's Service Order functionality manages of all aspects of work performed for customers. An integral part of any organization's operations, Cogsdale recoginizes the need for service order processes to be easy to maintain, flexible in focus and traceable at the task level to insure work is completed in a timely fashion. Cogsdale Service Orders provide a versatile toolset for entering, editing, scheduling and printing service orders as well as monitoring and reporting on job completion. Increased efficiency — Cogisdale minimizes the amount of information required to process a service order. Users can predefine service requests. Default tasks associated with requests have been included on the service order form. Improved workflow while automating tasks required for maintaining efficient customer service. A technician must finish tasks " « Vwmxoo p 0, -3 e,, rvv M",—, ,rr,' . .0 "MOPIFN"NT V-, •K"", 0 0 0A H U$' vn, I �,,WAAAAJMii I Nra, frYOhdImM I th"AM, 1, IWO � k and 4 !,.,444 Pro, ut :-W-o 9,10-v 5,hoffav"Op 4N 04 �- 0.r M-4 N-049.0. jo vook S"o, 4umrw Np� �— WOO, EM 4. J�,%MP&IJ$00 P"94A, ire Vooffhowim IwOIVIH 11)(0 1, , , " 1,11-1- ...... I sequentially before the service order can be marked as complete. Consistency — Tasks link to other processes such as billing and miscellaneous charges to standardize data and provide consistent reports. Tracking and reporting — Supervisors can track and report on open, service orders. Productivity and resolution statistics can be measured and reported on using SmartList, or exported to SSRS reports and displayed as dashboard metrics on the Business Analyzer tool. • Bill separate charges (including 'no charge) on the same document. • Customize charges on individual service orders • Assign individual tasks to multiple employees to expedite the service order process • Work assignment analysis tools to determine if there are overbooked employees and reassign tasks. • Escalation processes — Items such as overdue service orders will be reported to a supervisor • Auitomatic service order creation in conjunction with actions occurring elsewhere in the system (meter switch or transfer of ownership) 24 u F1 a q e 0/101%, COGSDALE SCHEDULER Cogsdale worked with clients in the development of Scheduler, to manage work across the organization. Scheduling and tracking employee activities has traditionally been very manual or handled through, a separate work order system from the CIS system where the request originated. Scheduler is designed to provide graphical scheduling, work management and dispatching functionality for customer service representatives, supervisors, crews, employees and dispatchers. Service Orders may be assigined to crews and employees from the service order window; appointments may be scheduled for any internal or external tasks. Tasks can be dispatched by e-mail or pager and also applied to the employee's Outlook calendar. ....... ............... 'hily 2017 4"a T1 25 1 P q FREE FORM SERVICE ORDER SCHEDULING Each department maintains its own work schedule and controls setup decisions such as length of workday, days of the week and appointment length. Free -form schedules allows service order tasks to be scheduled at any time, with the length of time varying by task. Default completion times can be entered and used to specify how long a task should take, based on the task or the employee level. �By providing a global view of available resources and current assignments, customer service representatives and dispatchers can properly assign resources and redirect technicians to priority jobs. To ensure that employees are not assigned to tasks they are not properly qualified for, or during vacation time, Scheduler integrations with the HR modules. Notifying employees of a change in schedule is convenient with flexible notification, features available through e-mail, pager and text messaging. Department EL'rtflcal depaltment ,, Welcome, User, Unscheduled GWer Scheduled Work . .. . . ...... .. .... .. . . iF+l SORDOD00000401 2 has.wd'jy Browse Ally 5, 2017 Month Week Day [ffl SORGOD000004449 2 Wednesday [fl SOROODO00004450 2 hn liM SOROODOODO02876 2 hrs. all -day {Yam Employee & Crew EPAGR UAGR EMGR ETECHI ETECHIETECHI ETKH2 ETECH2 ETECH2 ELEG TRUCK I El.ft Line T1W I Equipment BArKHOED21 BachoeO21-Case 7arn Born 9an) 9 10" SORD0009000140(PichiCtunpP.t.p 12PM 1prn 2prn 3pm X LEAK ADJUSTMENT Leak adjustment calculates the credit memo necessary for an account in the event that a water or sewer line leak is discovered through higher than average consumption. The bill to Ibe adjusted is not voided; a credit is added to the account to adjust for the incorrect bill. As part of this process, only one bill may be identified as the adjusted charge at a time. This may be a historical or open bill. The consumption being credited on the account will be calculated based on user selected meter readings. SUMMER SEWER SETUP Most sewer rates are based on the principle that "what goes in must come out". When a quantity of water is metered as it enters a facility through the water supply system, that same quantity (or a fixed percentage of it) must leave the facility via the sewer lines. Thus, most sewer charges use the metered -water supply as the raw data to which sewer rates are applied. In Cogsdale, this is accomplished through the "Alternate Connection" feature, where the readings from a water connection are used as the readings for a sewer connection. In some areas, there might be a substantial amount of water used for watering lawns or other activities where the water does not re-enter the sewer system, but goes directly to ground. During the summer months when this activity is reducing the load on the sewer system, the utility might want to reflect this situation in the sewer charges to their residential' customers. The Summer Sewer Setup feature provides the comparison of summer sewer charges to a base comparison period from another part of the year. If the summer consumption is higher (presumably due to higher water usage on watering lawns), the lower amount (for example, average from the spring) is charged, J Sewer Averaging Override - DEMO tsar fL_9 S a,a e ;K, Delete C1 Unniark Afl �,wi, Find Redispi&.y i,/l Include Imported Records Location ID Customer Number Period Start Period End Consumption Override Sewer l�, ServiceAddress �jI 500018 900007 1/1/2017 12/3112017 350,00000 0/0/01000 0/0/0000 0.00!000 By Location ID 2711 ExCESS STREIVY GTH BILLINIG Any account eligible for an Excess Sewer Strength Surcharge will be billed as part of normal monthly billing. The sewage portion of a customer's bill is based on two parts. A'ready to serve fee' based on meter size, and a volume charge based on water consumption. Customers whose sewage exceeds normal limitations are billed an additional surcharge. Cogsdale's high strength billing functionality ensures accurate billingi. The billing process recognizes the sewer connection test type and appIlies the formula to calculate the sewerage charge lin dollars. This is displayed as an additional surcharge on the customer bill. �,j s Jj Sm , m �,j C o, �, -p Cj,i, X CI� Add --I- F0, - r.*,P,10 jj.' T-IR HIrp, L ... Ii. I MUG Q 720-51 Fl.*J.UH USA 45M 'M C—d- 2 U- C. 900" JW, L D—d.�,W.ft 60 lanci Monitoring Setuo - DEMO (sa) Kl��fl 510129 1.0 Im kdWij �10, OK X Cancel i-e0l Additional- Sa,p$, M, U&MDO a S-P% ID M H-A TSS COD R-A coo TSS Umil 300 mg/L C—A COD Lirrit 600 mg/L S.,OeD*. SarWD 7SSHenA CCDR,,,A TSSESF COD ESF Stew Cwr IA 3MI2017 6931 412 7111 1.37 7120 ) Op- 2WM.�hTk,, 311012017 GS9U 452 M 1.51 1.14 10P. WM.TtA I Number of months used for averaging 12 EXCeSS Sewerage Strength Setup BOD Strength Rate CM-IF'-1I Suspended Solids Rate I Water Founds/Gallon 0.00000 28 11.7 a q t. 1400/0. BACKFLOW MANAGEMENT Backflow Management provides functionality that is critical in managing an organization's cross connection program. Backflow management is directly integrated with the billing system, tracking key information related to backflow compliance including; individualresponsible to ensure the device is tested, testing schedule, test results as well as any fees associated with non -compliant devices . Reminder letters can be generated alerting that the device is scheduled to be tested. If test results are not provided or the device fails, then additional letters and actions can be initiated in CSM. User -defined maintenance schedules can be established for several meter types. The schedules can be based on: • Time interval • Usage Generate and track reminder letters for the party responsible for maintaining the device: • Bill -to, customer • Internal (utility maintained) • Owner/Landlord • Resident • Third Party Test results are related to an equipment number which allows tracking multiple test results. 0 jj S.ddW, M.A.n.n.. - DOW (,aO 0- X C-11110 j'�+ F11W, H1,,, G117"- F,I,- " 'ij#0 . 66000000MDOI03 ;J Tt Date (COMO L11 TeC NwnbeT 6 L-A., 100000 122 EknSt Apa 611 Fnnkhn 0H 4%05 "O.1W..Dae 8/12,2014 BACULOW B.M. ldem&wq Te,t Due Date IVIV201 & FespU@ Noy UedPafy AWAr&a 8.e Hew NI/lOG1 I 1) WVP, [POSSMINECTION 10001 L.. K.g R-6, lec 1) 50001 P Le. Kng S.ig N-be, 5697546 T..I Type 1fex0 H ... It open Cb,e C."red ch"hval I 0ket.12 D01-11MR- Reid Va'. F-1 CUed TgW Ckd Tigig 19P Tea RIP PP Opened at Tefl DaI. TaO TMm States op- M'. 7"'.2 IL Sr,'vmv apo 1/1 /2016 Pep, - pa" 0.00 0.00, Lee K69 P—bm le. K,,9 1 W212014 I e,t pa" - 000 0 W Lee King Pk,,be. Lee Kg WW2016 Teak P - Doe 0 'DO Lee King Pkwbc, e Lee Kxv HOWE HINGE t SEAL. TEST 6)30/2015 T.0 P - 000 000 N.I. En9xF,eealR Lee Kng ALL CK 6el!W2014 Inftl P - 000 OCO Nassau E,gM,, Lee King ALLOK Track qualified i 14 4 0 PI testers/test companies as well as qualification expiration dates. Backflow testing forms can be printed with associated equipment and location information. Monitor backfIow compliance from within the billing system. The history of test results is easily accessible from inquiry screens within the Cogsdale solution. Direct integration with the billing modules. Charges can be issued for devices that fail testing. The charge will be issued on the next bill, or a disconnect service order can be issued for non- compliant devices. Simplify compliance monitoring by generating reminder letters directy from CSM. Follow-up dates for additional letters and test dates are automatically determined by CSM. 29 1 P � (.,j e MAILRoom TOOLKIT Improve operational efficiency and reduce labor costs by automating email preparation processes. Integrate address management processes directly into the production mail workflow to create the web -to -print, transactional or variable -data mailing system that makes organizations efficient. CASS Certified for Address Correction — Integrate address correction processes with advanced functionality: unattended processing and distributed processing in multi -server environments. PAVE Gold Certified Presorting — Integrate postal presorting into automated and scheduled processes to streamline volume mail preparation. Complete First -Class Mail, Standard (Mail and Periodicals presorts included. Optional advanced sorts, such as Firm Bundles, Package Services, Mixed Weights and Palletization area available. Real-time Move Update interface — Meet UISPS requirements for Standard Mail and reduced rate First -Class Mlail, The fully automated) Move Update service processes lists against the USPS 48-month NCOAU,k1dataset via a secure Internet connection. Includes electronic PAF submission and management. USPS Documentation and Reports — Generate all required documents and Postage Statement forms (e.g. PS Form 3602, 3541, 3600). Upgrade electronic document submission with, the Mail.dat add -on to meet Full -Service Intelligent Mail requirements. 30 e COGSDALE CUSTOMER PORTAL Provide your customers with the best account access possible with Cogsdale's Customer Portal — the ultimate customer engagement and self-service web portal solution for utilities. Cogsdale's Portal will put an end to wait times and put customers first. Available 24/7/365, the portal provides utilities with customizable, easy -to -integrate, high value solutions that enable customers to interact with their utility provider when it is convenient for them. For customers, it provides the tools they need in an easy -to -navigate interface that can be accessed from anywhere. Flexibility — Customers may use any device to monitor usage, pay bills and trouble shoot issues. Reduce costs — customers registering for online billing saves the organization time and money. Paper, printing and mailing costs are reduced as the focus shifts to providing customers with the information they want in the way they want to receive it — online. Secure and scalable solution that integrates online billing and payments, consumption history and alert system in a single web portal. Improve the revenue cycle as customers are empowered with managing their usage, paying bills and receiving critical information instantly. Utilities can send notification ahead of payment due dates, or reminders once the dates have past. These notifications, combined with the convenience of online payments, ensure that payments arrive and are processed quickly. Improve engagement with push notifications. With mobile access, utilties can provide customers with important information instantly via push notifications. Notifications can inform customers when their paperless bill is ready, upcoming planned outages, etc. By keeping customers updated on pertinent information, overall satisfaction increases. Mjltijj tjY Mo'.' W ... IV m" 11;pO Isis/ ux//111.. I ir6 Ove tjY Mo'.' W ... IV m" 11;pO Isis/ ux//111.. I ir6 Ove GEoLOCATION MANIAG�EME,NT (ESRI INTEGRATION) Cogsdale's GeoLocation Management (GLM) allows full integration between ESRI, GIS tools and all data within the Cogsdale Solution. GLM extends the capabilities of the Cogisdale solution to incorporate a broad range of spatial or map -based tools. GLM's smart mapping is designed to address the requirements of Cogsdale's customers. All of the core data entities in Cogsdale's data model — customer accounts, connections, service orders, equipment and assets are available in GLM. Optimize service order activities • Use quick queries to find data records easily or use the GLM interface to build and save custom filters. • The polygon selection tool can be used to select or filter information using the map interface. • Auto assign service orders by department and territory. Fully integrated with, Cogsdale"s CIS and Work Management products • Right click on features displayed, in GLM to open the corresponding feature in CIS or Work Management. • Create new service orders directly from the map interface. Associate the service order with any existing feature or create an independent service order by clicking on the map position. • Identify customer accounts in GLM that are nearby areas where service orders are scheduled to take place. A list of accounts can be sent to provide customers with a notification via letter or email. Comprehensive, integrated web -based mapping capabilities for the Cogsdale family of products. Use the web -based mapping tools from ESRI to see the big picture in seconds and bring location cons ideration s to the decision making process. Add coordinate information to all data elements instantly. Spatial coordinates are auto - generated for all new records with no extra effort reqUired by the user. This ensures that all features are instantly available for query and dlisplay in GLM. Use industry -standard tools to integrate GLM with your enterprise GIS. Data is accessible to all industry -leading GIS systems directly from the Cogsdale database. No data conversion required. Built-in GLM base maps can also be supplemented with custom base maps. Optimize maintenance and customer service activities in the field. Use GLM service order assignment and route optimization technology to minimize driving time for field crews. . . ........ . ......... . . .............. . ... 32 1 F1 a g COGSDALE MOBILE WORK MANAGEMENT Better service for customers is the goal of all utility organizations. This may be achieved through faster turnaround on high priority repairs, more accurate scheduling of activities or more efficient deployment of field personnel — or all of the above. Cogsdale Mobile Work is dedicated to improving the efficiency and effectiveness of field operations though better communication and instant access to the latest data. Immediate access to the latest updates and information for both office staff and field crews, be it the status of service orders, meter readings, personnel time sheets or project inventory lists. Live access for any device running Android or iOS at the jobsite from the Cogsdale solution at the office. Improve time tracking for field personnel by allowing time to be charged to individual projects as the associated service orders are completed. Track inventory and equipment on the go as field staff assign inventory to projects as they work through the installation or repair task. Web -based toolet — Mobile Work is implemented as a browser -based client to run on hand-held devices. integration witn Service Orders and Scheduling — Mobile Work uses employee and service order template configurations from the Cogsdale solution. No separate setup is required. High priority service orders are highlighted and automatically moved to the top of the list, immediately visible to field staff. Meter reads may be entered from, the field. Users can also verify previous reads as well as customer/meter information. Once entry is complete, it is available for billing and processing. 33 41 ADDENDUM(S) 13M COUNTY-Cll I Y BUHAANG 227W h 6�nitsor,. BOULEVARD Sou m BrM), INDIAN2,,, 466M -� 830 OUT11 PEAM 180 F AX 574,' 235-9 71 TDD 574/ 235-5507 C.pq.1), 0 I-,S ou'n I BEND BOARD, OF PUBL,IC WORKS Date: December 20, 2017 To: All Proposers From Linda M. Martin, Clerk, Board of Public Works_ Subject Addendum Number: I Project Name: Utility Billing System Project Nurnber: Date Received: 12.20.2017 This addendum is being forwarded to you for the above referenced project. Please sign below and acknowledge receipt of this Addendum by faxing this sheet to the Board of Public Works at (574) 235-9171 within 48 hours of receipt. A copy MUST also be included with your proposal package upon submittal. THIS ADDENDUM MAY AFFECT YOUR PROPOSAL. Notes: The attached documents are hereby added to the Specifications and Contract Documents and become a part of herein. Company: Cogsdale Authorized Signature: Date: 12.20.2017 Dowd Version 4/2/2015 FACE ill 1316 COUN I Y-Crn, BUILDING MIMI; 574/ 235-9251 227 W.JITFEMN Bom,EVARD -'AX 574/ 235-9171 6 TDD 574/ 235-5567 Souni BFIND, INDIANA 46601-1830 01-YOFSOUfliBEND I"ETFBUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS Date: December 27, 2017 To: All Proposers From Linda M. Martin, Clerk, Board of Public Works Subject Addendum Number: 2 Project Name: Utility Billing System Project Number: Date Received: This addendum is being forwarded to you for the above referenced project., Please sign below and acknowledge receipt of this Addendum by faxing this sheet to the Board of Public Works at (574) 235-9171 within 48 hours of receipt. A copy MUST also be included with your proposal package upon submittal. Notes: The attached documents are hereby added to the Specifications and Contract Documents and become a part of herein. Company- Cogsdale Corporation Inc. Authorized Signature: Date: 01.17.2018 Version 4/2/2015