HomeMy WebLinkAbout4.09 TrkngSys&FixedInvSys
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CITY CLERK
File # [Q][]]b1J~-~~
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: MAY 28,1996
SUBJECT:
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EXHIBITS ATTACHED:
RECOMMENDATION:
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FINANCIAL STATEMENT:
DESCRIPTION:
Award of Bid for Evidence Tracking System and Fixed Asset
Inventory System
Report Prepared by: Steve Honse, Administrative Assistant
1. Excerpts from proposal for TraQ Evidence Tracking System
2. Excerpts from proposal for G-F AMS inventory system
3. Budget Change Form
1. Award bid, not to exceed the amount of$13,348, to the Lynn
Peavey Company for the purchase of the TraQ Evidence
Tracking System; and
2. Authorize budget change and additional appropriation to
complete the Evidence System purchase; and
3. Award bid, not to exceed $7,388, to the Derek
Consulting Group, for the purchase of the Government Fixed
Assets Management System (G-F AMS).
Sufficient funding for the Fixed Asset Inventory System exists in the
Data Processing CIP Budget (project 9315). The Automated
Evidence System requires a budget adjustment as discussed in the
Staff Report. ..
On March 26, 1996, the City Council authorized staff to distribute a RFP for an Evidence Tracking
System and a Fixed Asset Inventory System. The results are discussed below:
Evidence Tracking System
Currently, Police Services uses a manual system to track evidence. Under this system, incoming evidence
is hand-labeled for storage. This system is labor intensive and does not generate reports. In recognition
of the inefficiency of the current system, the CIP budget includes a project to purchase an Automated
Evidence Tracking System.
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COPIES TO:
Dole Systems, Cardinal Tracking, Liberty, Lynn Peavey Company (Scanit and TraQ), Derek Consulting
Group (G~F AMS)
ITEM NO.
~9
Five proposals were received. Below is a table which lists the prices for the various systems. (All proposed
prices have been adjusted to reflect an 8.25% sales tax on equipment and supplies):
Vendor
Dole Systems
Cardinal Tracking
Liberty
Scanit
TraQ
Price
12,386
11 ,21 0
11,617
10,149
13,348
Notes
one~man operation, custom built system
little evidence experience, all references are beta sites
several bad references
cannot modify forms or reports
highly recommended by Alameda County Sheriff's Department
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Selection Process .' ,
Police services identified the follO\Ung criteria as most important in the evaluation of an Evidence System:
1. Reliability as demonstrated by references and specific experience in evidence technology.
2. Ability to query by multiple fields which, at a minimum, include name, case number, serial number,
property type, and investigating officer.
3. Ability to follow a complex chain of custody.
4. Ability to generate reports and letters related to chain of custody, purge information, evidence
destruction, and letters to citizens regarding property retrieval.
5. Ease of use which typically would require a Windows interface and a high quality database program.
As a requirement of the ~RFP, each vendor was required to submit references. All references were contacted and
asked to evaluate the product. Based upon these references and technical data submitted with each proposal,
Administrative Services and Polices Services evaluated each bid. Both dep~ents concur in the recommendation
that follows.
Recommended System
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The TraQ Evidence System is clearly superior to any other evidence product. With the TraQ program, the
majonty of tasks are incorporated as routines and are easily accomplished using predefined commands. When
additional tasks or reports are required, the system can be easily modified to perform these additional tasks.
With over 14 years of experience in the evidence technology, TraQ is the undisputed leader in the evidence
technology field. TraQ products are currently used in over 50 government installations, including the City of
Pleasanton and the Alameda County Sheriff's Department. The Sheriff's Department highly recommends the
system and states that it is reliable, easy to operate, and is capable of handling even the most complex evidence
tasks.
Although the TraQ System has a slightly higher price, the system is superior and should provide significant
benefits to Police operations. Police Services has cited several examples of other police departments that
attempted to save money by purchasing lower priced systems. Ultimately, these systems proved to be inadequate
and were abandoned after the expenditure of thousands of dollars in purchase and training cost. Police Services
has cautioned staff to avoid this risk and to select the TraQ system based upon its demonstrated success over time.
An additional benefit of TraQ is that it is the system used by the Alameda County Sheriff's Department. As new
employees are assigned to the City, the use of the same system will reduce training costs. An additional benefit of
using the same evidence system is that Dublin, the Sheriff's Department, and the City of Pleasanton will be able to
share information and provide support in the event that a problem is encountered
Recommendation
Based upon experience, reliability, ease of use, technical support, and consistency with the Sheriff's Department
evidence system, Police Services recommends that the City purchase the TraQ system. Staff concurs with this
recommendation.
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Budget Change
The price of the TraQ System is $13,348 which exceeds the budgeted amount by $7,822. All funding for this
project, to date, has come from the City General Fund.. Currently, the Criminal Activity Fund has a balance of
$7,493 available for appropriation. Excess funding exists in this account because revenues are higher than
anticipated. The use Criminal Activity Funds are restricted to police related activities. This expenditure would be
an appropriate use of these restricted funds.
Staff recommends that Council approve the following budget adjustments in order to deal with the funding
shortfall::
1. Recognize $4,200 of revenue not anticipated in the Criminal Activity Fund; and
2. Apply $7,493 from the Crimixtkl Activity Fund to the purchase of the TtaQ system; and
3. Approve the transfer of$330 from Data Processing Project 9315 to the Police Evidence System Project 9317.
A budget change form authorizing these changes is attached for Council approval.
Fixed Asset Inventory System
Currently, the City uses a manual method to take an inventory of fixed assets. This method involves matching an
inventory number (which is placed on each asset) to a printed list of assets. This process is time consuming and
tends to produce an incomplete inventory, especially when assets have been moved. Exacerbating the problem is
the fact that asset information has been recorded in several different software programs. In order to improve this
system, the 1995-96 Data Processing elP includes funds to purchase a Fixed Assets Inventory, System. Six
proposals were received. Below is a table which lists the prices for the various systems. (All bids have been
adjusted to reflect an 8.25% sales tax on equipment and supplies):
Vendor Price Notes
Dole Systems 9,129 one-man operation, custom built system
Liberty 5,787 several bad references
Scanit 10,691 cannot modify forms or reports
TraQ 13,890 $6,149 if purchased with evidence system
Fund Balance - 8,117 includes $1,200 for travel expenses related to training
G-FAMS 7,388 includes $850 for travel expenses related to training
Upon examination of the proposals, staffhas concluded that the systems offered by Dole Systems, Liberty, Scanit,
and TraQ would not satisfy the City's needs. Each of these systems is basically a generic bar code system that has
been modified to function as a fixed asset system. In each case, neither Fixed Asset or government financial
software is a primary product for these vendors. Only the systems offered by Fund Balance and G-FAMS are
designed specifically as fixed asset inventory programs for government applications.
Fund Balance
This is a high quality product which generates detailed reports. The firm specializes in government accounting
software and has an excellent reputation. Upon evaluation of sample reports, staff conclud~ that this product is
fully capable of performing all tasks related to the fIXed asset inventory process. The only limitation is related to
the scanner. However, this limitation is minor and did not disqualify the product from further review by staff.
G-FAMS (Government Fixed Asset Management System)
This product was developed by Derek Consulting Group (DCG), a corporation which specializes in government
accounting products. The G-FAMS software is geared towards satisfying the demands of government accounting
procedures. This vendor has supplied a sample demonstration copy of the program which enabled staff to conduct
a thorough evaluation.
This product uses a high quality FoxPro database. FoxPro is a Microsoft product which would integrate
seamlessly with the City's Microsoft suite of applications. The product has an exceptionally good Windows
interface. As a result, most operations can be performed with minimal training.
The product offers several features that are unique to government accounting. For example, it tracks all
information required to achieve compliance with state and federal grant requirements. The product also tracks
warranties and repair history and could be adapted to inventory software licenses.
Analysis
Both the Fund Balance System afid-the G-FAMS systems are high quality products which would fully satisfy the
City's needs. However, staff believes that the G-F AMS systems offers several advantages over the Fund Balance
product. G-FAMS offers cost savings as well as improved features. G-FAMS use ofa Microsoft database will
allow the system to integrate easily with the City's data processing system.
Recommendation
Staff recommends that the City purchase the G~FAMS Fixed Asset Inventory System.
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Seward
Fax
TRA aimproves your management of property and evi-
dence by making it easier to keep accmate records of each item in
your property room while automatically maintaining an electronic
chain of custody.
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THAD features:
o Simple entry of descriptive property
information
o Checks to prevent invalid entry of
key data
o Quick logging in and out of the
property room
o Powerful, easy-to-use reporting
o Complete integration of time..saving
bar code technology
TAILORED SYSTEM
In addition to its ease of use, what makes TRAQ unique is
QueTel's ability to customize the system. We can tailor or config-
ure the data fields, screen layouts, and report forms to your need.
Or, we can offer you the configuration utility, so that the system
can grow and change as your needs change.
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COMPLETE SYSTEM SUPPORT
QueTel provides all elements of a complete system including bar
code tags, bar code printer and bar code scanning equipment, and
technical assistance. We offer optional training, installation, and
warranty support for software and equipment. The optional
extended warranty includes immediate dial in modem support.
Hpr L~ ~o 10.40 rUL
OPTIONAL CAPABILITIES
TRA a system meets the basic needs of most
property and evidence operations. However, QueTel
offers a wide range of options that enhance TraQ's
capabilities with additional features, including:
II Network upgrade, so more than one
person can access TraQ
II Configuration module to allow you to
tailor the system
t/ Property release letter advising
owners to claim property
II Ad hoc report writer to help you create
your own reports
II' Data import and export to accept data
from other systems
'" Purge module to back up and erase old
data in bulk
t/ Global replaceJ11ent to help mass
update' data fields
t/ Special (mass) entry screen for entry
from property forms
COMPUTER REDUIREMENTS
TRAQ operates on IBM compatible PC's or popular network
operating systems such as Novell. It requires 64D KB 01 disk
sto,age ptus at least 40 MB 01 disk storage. While the sVi-
tem will operate on any Intel processor we recommend an
80386 using DDS 5.0 or higher. for reports we re[;ommemJ d
Hewlett Packard compatible laser printer.
Law Enforcement Systems
QUBTBI Corporation 1000 Potomac Susst N~ Suits 501, WsshingtDn, DC 20007 (20l) 342';>':"6 FAX (2D2) 342-8132
EXHIBIT 1
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OueTel ~ TraU -software lets you manage and control
uniquely bar coded items. The system is so flexible that
you can track:
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Documents or files - major law firm
Assets - major law firm
Containers and crates-National Gallery of Art
Prisoners or inmates - U.S. Bureau of Prisons
Watchman rounds - U.S. Bureau of Prisons
Evidence - Reno Police Department
TraQ can also help you track and control hazardous waste,
tools, pallets, students, etc. '
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Many Systems in One - either you or
QueTel can set up TraQ to operate, simulta-
neously, as one or more trncking systems.
Keeps History-date and time stamped Hi,h-PllrflllfU,," SQtIIIlDf
"foot print" record of every change in status .nd Advllnclld Porr.bl.
from beginning to cwrent Computln,
Easy to Use - logical self-iIl'itructing screens and menu options
ahnost eIiminate training time.
Powerful-up to 99 user.determined fields of data per record;
virtually no limit on the numbers of records.
Enhanced Features - off-the-shelf and cuslom add-oo fimctions
can meet almost any need.
Complete Solution - QueTel can include SymlxJl scanning
equipment, bar code printers, training, and technical assistance.
QueTel
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Qu.T., CDrp"""Dn 1000 PDfom,t St".t NW, Suite 501, Washington, DC 20007 (202) 342-6506 FAX (202) U2-I132
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.Clean Up Your Evidence and Property Room
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~ RAQ simplifies property and evidence control
using a PC that can keep an electronic chain of
custody, automatically print property release letters,'
cut inventory time by 80%, and produce ne~ly any report
or log that you want. I" '
With TraQ, Que Tel provides all the elements
you need.:
o Easy.to-use, self instructing Traa software
o Bar code scanners (portable Bnd directly
fixed to your PC)
o Installation, training, and follow-on support
o Preprinted bar codes (or bar code printers)
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TraQ is so flexible that either you or QueTel can
1,stomize it to fit the way your property room works and
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meet your precise needs for data
fields, entry screen forms, and
management reports.
TraQ is so powerful that
you can manage hundreds of
thousands of items, and it pro~
vides up to 95 variable fields of High.Psnorrllance Scanning
information to describe them. and Advanced Portable
Computing
You can define up to seven
reports and take the option of an
ad hoc report writer so you can craft and save your own
reports on the fly.
TraQ allows you to set specific security access for
each individual to as many as 48 separate functions in the
system.
lAw Erdorcement Systems from DueTel
Qu,r,[ CDfpo~tion 1000 Potomac S~,t NW, Suit' ~l. WashIngton, DC 20007 (20:'::~~I:;1;2~i1i.nlllllllllllll
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TraQ;II Reference List
QueTel has an extensive installed base of Federal, State, and
Municipal law enforcement agencies. Our experience in
configuration, applications, and scanning equipment will
benefit your system design and implementation. QueTel can
configure and install a complete bar code system within 30
days.
Washington DC Metro Police Deot.
Sgt Doug Jones. Evidence Dept.
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Tel: 202~767-7590
Nashville Metro Police Dept.
Sgt Phillip Sage R Evidence
Tel: 615-862-7750
Nashville is using TraQ " database configurations in Evidence, Assets, and Fleet Vehicle tracking
New Orleans Metro Police Deot.
Ralph Mounicou . Evidence
Tel: 504-826-5183
Reno Nevada Police Dept.
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Mike Mitchell. Evidence
--. Jim Wenner - Fiscal Officer
Tel: 702-334-2113
Tel: 702-334R2105 ---
Reno is using TraQ 1/ database configurations in Evidence, Assets, Armory
Issued Equipment.
Mesa Arizona Police Deot.
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Lane Darling - Evidence
Tel: 602-644-2917
Apache Junction Arizona Police Dept.
Karen Gwaltney ~ Evidence
Tel: 602-671-5444
Ascension Parish Louisiana Sheriffs Dept.
Det. Bob Rhodes - Evidence
Tel: 504-621-8330
Naperville Illinois Police Dept.
Bryn Bretz - Evidence
Sgt Jim Pautlitz - Tech Services
Tel: 708-305-5378
Tel: 708-420-4151
SprinQfield Illinois Police Dept.
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Sgt Rick Hinds - Evidence
Tel: 217-788-8312
SprinQfield Missouri Police Dept.
Pam Pierce - Evidence
Tel: 417-864-1756
Cincinnati Intll Airport Police Deot.
Sgt Barry Stegner - Evidence
Tel: 606-283-3123
Dane County Wisconsin Sheriffs Dept.
Dep. Shawn Haney - Evidence
Tel: 608-284-6800
Lenexa Kansas Police Dept.
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Sgt Jim Cogswell - Evidence
Tel: 913-888-4110
Redwood City Calif. Police Deot.
Scott Buechel - Evidence
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Tel: 415-780-7177
Ventura Calif. Police Deot.
Sarina Brennan - Evidence
Tel: 805~650-8016
Ventura County Sheriff's Deot.
Judy Thompson - Evidence
Tel: 805-494-8264
Pleasanton Calif. Police Deot.
5gt Joe Buckovic - Evidence
Tel: 510-484-8134
Jackson County Missouri Drua Task Force
Kim Poynter - Evidence
Tel: 816-796-3028
York County S.C. Sheriff's Dept.
Pete Mitchum ~ Evidence
Tel: 803-628-3059
OueTel has additional installations of TraO and Scanit (distributed through the Lynn Peavey Company,
Lenexa Kansas).....
Greenville N.C. Police Dept.
Holbrook Arizona Police Dept.
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Johnson County Indiana Sheriff's Dept.
Northglenn Colorado Police Deot.
Rock Hill South Carolina Police Dept.
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Salinas California P~lice Dept.
Wilkes-Barre Pennsylvania Police Dept.
Burleson Texas Police Dept.
Davidson County N.C. Sheriffs Dept.
Favetteville N.C. Police Dept.
East Palo Alto Calif. Police Dept.
Corrections Aoplications
QueTel was awarded a contract to design, configure, and install a comprehensive tracking system at a
Federal Correctional facility. Using state~of-the~art radio frequency scanners, prisoners are scanned from
point to point within the institution. In addition, bar codes. are utilized for key tracking in cell inspection,
visitor registration, and property inventory.
Contact Information:
Dick Seward - QueTel Bar Code Systems
4921 W. 1 OOth Terrace
Overland Park, KS 66207
Voice Tel: (913) 642-2905
Fax Tel: (913) 642.2941
Compuserve: 76517,1323
Introducing
G-FAMSTM
To help answer these and other critical ques-
tions related to your property and equipment,
the systems professionals at Derek Consulting
Group haved~veloped the Government Fixed
#
Asset Management System ("G-FAMS").
As a leader in providing systems and man-
agement consulting services to government
entities, we have conducted dozens of con-
sulting projects involving software searches
over the last five years. Yet in the area of fixed
assets, we have been repeatedly frustrated in
our efforts to help clients find a good systems
solution in one package which
truly addresses the full and
unique range of asset
management needs of
government units. Now,
the void is filled.
G-FAMS is the most
comprehensive PC-
based fixed asset
s,'stem available
today which has
been designed
specifically to
meet the needs
of cities, counties,
school districts, and
special districts.
The functions and fea-
tures of G-FAMS reflect
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our hands-on experience helping public sec-
tor clients establish and implement realistic,
workable programs of policies, procedures,
and automated systems, which are needed
to properly account for and control their
fixed assets.
G-FAMS supports nine (9) of the most criti-
cal asset management life cycle functions
required to provide sound management of
the public's asset investment.
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· .. a 11 i 11 t e g l' t1 t e d fa 111 i I Y 0 f {l sse t
life cycle .functions.
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EXHIBIT 2
C-FAMs&1set Life Cycle FUllctiollS
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Accounting - tracks asset costs, funding
sources, depreciation, and provides all financial
reporting to comply with professional accounting
standards as prescribed by GAAP and GAAFR,
including depreciation accounting and properly
applying capitalization policy.
Acquisitions and Disposals - tracks how
the asset was acquired and subsequently retired
at the end of its useful life, including proper han-
dling of betterments, tracking authorizations, rec-
ognizing sales gain or loss, and meeting unique
grants disposal reporting requirements.
.
Tagging & Control - ensures accountability
and custodial responsibility for those assets for
which financial accounting is required,
as well as for controllable/"high
pilferage" items which are not
capitalized. Includes tag-
ging functions and track-
ing the movement (trans-
fer) and location of each
asset throughout its life
(includes assets idled
due to damage or out for
servicing).
~rants Compliance -
meets all Federal record
keeping requirements and
reporting standards as prescribed
by OMB A-l02 and A-87, as well as
State statutes and mandates, including record-
ing intended use and funding participation sup-
port, specifying where title vests, and complying
\\"ith transfer or disposition reporting require-
ments associated with originating grant close out
or outright sale of a grant-funded item.
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Physical Inventory - related to, but inde-
pendent of, tagging and control functions, pro-
\'ides for at least a bi-annual inventory and recon-
ciliation of each asset's physical location with
supporting records, Inventory can be taken using
bar code equipment or "manually", with compre-
hensive automated support for resoldng discrep-
ancy file transactions.
...designed specifically
govcrl1111entalul1its.
Risk Management - Tracks critical replace-
ment and insurance valuation information
including replacement cost, physical deprecia-
tion, insured value expressed in actual cash value
terms, and exclusion adjustments. Other risk
information includes construction type, alarm
and sprinkler coverages, occupancy, and inspec-
tion dates. A digital picture of the asset can also be
stored.
Repair History Tracking ~ summarizes and
tracks warranties and the labor, materials, and
outside service costs associated with the mainte-
nance and repair of an asset, including the track-
ing of warranty end dates, allowing entry of indi-
vidual work order cost information, supporting
periodic downloads of summary \\'ork order data
from other maintenance systems, and
capturing alternate asset numbers to
support cross-referencing with
these other maintenance sys-
tems.
Utilization Tracking -
measures and evaluates
whether individual assets
are being effectively uti-
lized by allowing manage-
ment to define performance
indicators and standards by
asset class, allowing manual
entry of period utilization
results, supporting periodic down-
loads of summary utilization data from
other maintenance and tracking systems, and
assessing individual asset performance against
established standards and other assets in the
same class.
Replacement Planning - measures and
monitors the use and performance of all assets,
allowing you to proactively plan for and priori.
tize replacement decisions, We provide statistical
performance summaries to help identify asset
candidates for replacement based on G-FAMS'
user-defined "Red Flag" indicators which afe tied
to an asset's age, remaining useful life, repair cost
history, wndition, and utilization performance.
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General Features
· Pull dov\n menus
· Full mouse support
· Extensive browses v,'ith zoom capability
· Pop up windows to "pick" table values
· Searches on virtually an\' field
· Multiple security levels
· LAN or stand alone operations
· DOS or Windows versions,
including Windmvs 95 support
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User Defined Tables
· System Setup
· Class and Category
· Department
· Loca tion
· Accounting
· Condition
· Acquisition & Disposition Method
· Utilization Unit of Measure
· Grant
· Roll Up Levels
· Fast Code (Standard Asset Descriptions)
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Comprehensive Asset Master
· Supports 10 digit asset/tag number
· Alternate and "old" tag number
· Unlimited extended description
· Tracks controllable items
· Supports parenti child relationships
· Complete audit trails and transilction
history with "drill down" capability
· Tracks finance, grant, repair, utiliz.1tion,
.1nd statistical data
· PrO\'ides 5 user-definable fields
· Stores digital picture of asset
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Standard Transactions
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· Add new assets
· Add betterments to existing assets
· Copy an asset feature speeds data entry
· Record transfers
· Track idles/RTS (return to service)
Dispose of assets
· Make financial adjustments
· Mass transfers, disposals, idles, and RTS
· Mass replac;e:nent cost updates
· Update paYri!flt/child relationships
· Change asset number
Financial Information
.
· Meets GAAP /GAAFR requirements
· Enforces consistent capitalization policy
· Allows 5 funding sources per asset
· Ensures 100 % funding accountability
· Full audit trail of any adjustments
· Computes current book value and
gain/loss at disposition
· Risk management module tracks
replacement cost, insured value, and
insurance exclusions
· Allows manual or bar code physical inventory
with detail discrepancy file
Depreciation
· Uses straight-line method
· Provides detail look up for each
posting period
· Allows monthly, quarterly, or annual
calculation
· Supports second useful life for rate setting
calculations
· Provides "Depreciation Estimator" for
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· Supports change in estimate and accounting
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Grant Compliance
. !\leL't~ illl 0.\18 ...\-1\12 anj :\-S; dilta
re'1uiren1l'nt~
. Tr.lCks funding particip.1tio!1 percent tur
multiple gr{lnts
· Tr{lcKs title H'sting intormation
. Records intended use, including orisin{ll
and current
. Alerts you when Federal or St{lte disposi-
tion instructions may be required
. Supports table of intended uses/ eligibili-
ties by type of griln t
.
Replacement Planning
. Tracks repair history including bbDr,
materiills, and outside sen'ices
. Tracks utilization dati1 including an:Tage
monthh' utilization
. User-defined utiliZilticm L.O,.\1,
. Allows import of summar~- cbta from your
lTIaintenilnce/work order s\'stems
. "Red Flag" indicators hel}' identif\' asset
candidiltes for replilcement
. Compares individuill asset }'erfonnance to
"Red Fbgs" and overilll cl,lSS
.
Reporting Capabilities
· More than 60 sti'mdard repl)rts
. Easy to use report selector screens
. Group or restrict by asset number, fund,
class, location, department, grilnt,
roll-upcodes, and more
. Select detail or summ<1ry reporting
· Preview reports on screen
. Export to ASCII, Lotus, b:cel, and other
stilndard formats
. Quer~' builder lets you build and Silve Your
o\":n custom reports ilnd d,1t.1 e:\tract5
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Item 4.9 Exhibit No. 3 Missing
Budget Change Form