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OASIS
Paging
Voice Mail / Email
Introduction
The following is an overview of the functions of the OASIS PAGING
CLIENT SERVER System. This overview is intended to provide the reader with an
understanding to the functions included in the OASIS/PAGING software package.
Additional functions are planned to be added to the OASIS PAGING CLIENT SERVER
software and will be discussed in a separate section of this document. The
following information does not include all functions of the OASIS PAGING CLIENT
SERVER System, rather it provides a listing of the key functions of the software
system.
The OASIS/PAGING System can be characterized into nineteen broad areas of
functionality as they relate to the Paging service provider. These functional
areas are as follows.
∙ Marketing/Lead Tracking ∙ Customer Services & Communications ∙ Inventory
∙ Administrative & Control ∙ Commissions ∙ Paging Terminal Interface
∙ Customer Management ∙ Rate Planning ∙ Bill Production
∙ Management Reporting ∙ Scheduling
Marketing/Lead Tracking
The lead tracking process is designed to maintain and track the potential
customer and their associated data. The information will be tracked through the
use of a lead tracking database. The potential customer will be added to the
lead tracking database through on-line screens. The data will be available for
the purposes of inquiry, updating, and reporting. When the potential customer is
converted into an actual customer, the information associated with that
customer's resident in the lead tracking database can be converted to an active
status. Any leads that do not become active customers may be deleted at the
discretion and timing of the user.
Functions
Tracking Prospects
Potential customers can be added to the lead tracking database through the
on-line access to the system.
Data Capture
Specific data such as name, address, phone contact number, individual
identification number, standard industry code (SIC), market identification code,
sales person identification, and sales territory are captured in the lead
tracking database.
Free Form Notes
A two hundred forty character field is available to contain notes about contacts
with potential clients.
Prospect Tracking Access
Access to the database for purposes of inquiry, addition, and deletion can be
gained through lead number, company name, individual name, service location or
individual identification number.
Customer Management
The customer management function of this system enables the user to create,
modify, and delete information about the customer, equipment, and services.
Within this functional area, customer accounts can be established, orders and
miscellaneous changes processed and credits and bill inquiry can be performed.
Functions
Creating Customers
This system will maintain a customer account by account number and subscriber.
Each customer will be identified by a unique account number. On the account
level, multiple services can be identified to a single account. Within the
system, it is possible to establish a billing alias. This feature will allow the
bill to be sent to an address other than the primary address of the customer.
The system will not allow a customer to exist within the system without an
account number.
Customer Contact
Through the use of a hot key, the user will be able to gain access to the
customer contact process from within the customer management screen.
Other Charges and Credits Facility (OCC)
An OCC defined to the system can be entered for an account. OCC's are used for
such items as activation charges, general account credits, or general charges.
The OCC's can be entered to be effective immediately or can have a future or
back dated effective date.
Account Number
Account numbers will be automatically assigned to the new customers. The numbers
assigned can be changed if a particular series of numbers is requested or
desired.
Billing Cycle
The billing cycle number is automatically assigned. If there is only going to be
one cycle, then 01 is assigned. If there is more than one cycle allowed and
automatic cycle balancing the cycles, evening out the number of payments to be
received and providing time for each billing process.
Access to Customer Accounts
Subscriber accounts can be accessed by access phone number, social security
number/passport number, account number, customer name, or service location.
Proration and Effective Date Features
Monthly recurring charges will be effective when entered into the system in
real-time unless a future or previous effect date is entered. Unit charges will
be rated as stipulated by the service plan in effect at the time. Consequently,
service rates can be changed between billing cycles, but will only take affect
at the billing time for current customers. For new customers whose transactions
will be prorated, the changes in rates take effect as soon as they are entered.
Monthly recurring charges can be prorated.
Customer Information Access
In addition to the screen access of the customer information, full or partial
information can be printed on local printing devices.
Customer Contact
The customer contact functions allow the user to capture, track, and report on
contact with the customer. The type of contact that can be tracked include
problems, concerns, suggestions, and comments. The system also allows the user
to track the problem resolution actions taken and follow-up date and problem
status. The contact files can also be searched by contact reason, product/
service type, responses, or resolutions and/ or by any combination of the
aforementioned tables. This enables searches for customers with similar problems
and the manner in which they were handles or resolved.
Functions
Notes
This process will allow the user to enter a free for text (note) to document the
details of the user's contract with the customer. The content of the notes is at
the discretion of the user. An audit trail is maintained internally by this
process, being accomplished by posting the date, time, and user identification
of the person who created the note. Additional notes can be attached to an
original note to indicate changes, further contact or follow-up results.
Follow-up
If the follow-up fields on the screen are utilized, then the system will
automatically post a follow-up reminder file.
Tracking
Four tracking fields are provided for in each note. These fields are designed to
be used to indicate a reason for the note, description of the action taken, and
resolution of the problem. These fields also indicate the product or service
that necessitated the contact.
Reporting
A full time line of reporting is available from the note tracking database.
Month end summary reports are available showing the amount of contacts for each
product type within the contact reason code. This report is helpful in
pinpointing service problems by indicating which products and/or services
receive the most contact calls.
Inquiries
Inquiries can be made to search the entire customer contact file based on the
customer contact codes.
Recurring Charges
The recurring charges section is divided into three groups. The first group is
standard monthly recurring changes that are calculated at the beginning of each
billing cycle. The second group are the daily recurring charges used for hotels
where pay-per-day is being utilized. The third group is monthly recurring
charges for subscribers where the charges are not standard, but different for
each subscriber. All of these charges can be prorated as they are assigned to
new subscribers.
Function
Standard Monthly Recurring Charges
Charges are calculated at the beginning of each billing cycle for all monthly
recurring charges. These charges then appear on the subscriber's bill and in
their history information.
Individual Monthly Recurring Charges
The individual monthly recurring charges are set up to enable a subscriber to be
charged on a monthly basis a recurring charge that is unique to their particular
contract or situation. This charge is reflected on the subscriber's monthly bill
and in their history file.
Other Charges & Credits
Each OCC will be given a unique code and a descriptive name and tax profile.
There are no limits to the number of OCC's that can be applied to a customer's
account during the billing cycle. A typical example of an OCC is an installation
fee. OCC's can be utilized for credit.
Finance Charges
A feature of the system is the ability to add a finance charge for any past due
billed amount.
Inventory
The inventory functions will allow the user to track the current status and
location of current inventory items. It is also possible to maintain multiple
locations, and where it is appropriate, the items can be tracked by the digital
address, serial number, or tag number that was assigned. A history of previous
owners of the equipment is also maintained.
Functions
Equipment Listing
The user will be given the ability to do inquiries for the status or
availability of the current inventory items. Also, general product information,
such as cost and re-order levels, will be available for each item.
Transfer
This feature will allow the user to transfer inventory items from one inventory
location to another. This feature will also provide the appropriate accounting
for the transaction.
Tracking Inventory
Inventory items can be added, removed, depleted, or re-ordered. A re-order level
and re-order quantity must be set for each item. A report is generated for items
that need to be re-ordered.
Item Costing
The average cost of an item is maintained over the life of the item. This
feature is useful for budgeting for future product acquisition.
Bill Production
The billing process should be performed in a manner that enables the business to
maintain an adequate revenue flow. Accounts can be assigned to any one of up to
twenty billing cycles per calendar month. The system will automatically assign a
billing cycle to a new account that balances the system loading unless the
automated cycle assignment is overridden. This billing function utilizes the
information gathered throughout the month from the on-line customer profiles.
The billing function is a batch function that is usually initiated when the
on-line portion of the system is inactive.
Functions
Mailer
Bills can be produced utilizing a self-mailer. This form of bill provides the
cable company with a hard copy of the bill for their records and a self
contained mailer which includes a copy of the bill for the client and a return
envelope with the subscriber's account number printed on it. Billing messages
are not included for this type of bill format.
8.5" x 11" Bill
A full 8.5" x 11" bill is also provided for use with the billing system. It
includes all charges and credits for each subscriber, and is intended for
subscribers with more than eight transactions per month. Bill messages can be
included on this format.
Monthly Recurring Charges (MRC)
MRC's are applied to the account on a full month or on a prorated basis, if
appropriate.
Other Charges & Credits (OCC)
OCC's, as previously defined, will be applied to the account.
Tax Calculations
The appropriate tax calculations are made in accordance with the tax tables
defined by the user.
Balance Forward
All ending balances are carried forward with the new month's charges.
Additionally, all posted payments during the current period will be shown on the
bill.
Billing Messages
The message section of the bill may be utilized for communication with the
customer. Such communications, defined by the user, may be advertising in
nature, genetic, or newsletter type information, payment acknowledgment or a
dunning type message.
Bill Format
The system is capable of generating either a 4" x 7" bill or an 8 ½" x 11" bill
format. Once selected, the bill format must be utilized for all customers. The
calls can be listed in either terminating call sequence or by time and date
sequence.
Inquiry of Customer Bill Information
Bill history information is accessed by account number and is available for
prior months if the user has adequate disk space on their system to accommodate
the disk storage requirements. The number of bill histories to be maintained in
the system is determined by the user.
Post Billing Update
At the conclusion of the billing process, the system updates the on-line
accounts receivable files to show the new current month and the new account
aging. Additionally, a general ledger type transaction file can be created based
on individual requirements.
Administrative & Control Functions
The administrative and control functions and features provide the user with the
ability to monitor accounts receivable, perform collection activities, initiate
dunning notices, control payment and credit processing, control service plan
generation, finance and surcharge application, taxation, system access,
transaction generation billing cycle administration and bill parameters,
currency code administration and table maintenance.
Functions
Accounts Receivable
The accounts receivable process performs the task of tracking the bills
produced, aging of customer accounts, and entering of payments and adjustments.
The unpaid balance forward is aged into the time frame groupings sent by the
user. All of the aging is based on the billing date of the account. The time
requirements between periods must be met before the balance can be shifted from
one aging period to another. Aging reports are available in both a short
statement and a long statement. The two statement types are described in the
management reporting section of this document. All payments and adjustments are
entered through the on-line portion of the system. Payments will be applied to
the oldest billed amount. A number of reports may be generated based upon the
payments and adjustments which have been entered. A screen is available from the
on-line portion of the system that will allow the user to view all of the
charges, adjustments, and payments associated with an account.
Dunning Notices
Dunning notices are generated by the system for accounts that have unpaid
balances which have exceeded user defined system limits. There are four levels
of dunning notices available in the system. The first is the least severe and
the fourth is the most severe. The text of the notices is established by the
user.
System Access
The security features of the system will allow the limit of access to
information as defined by the system user administrator. Access can be limited
in the areas of screen lockout, inquire only access, inquire and update access,
and print access. All users must have a user ID number that is used within the
system to track log on activities and user update information.
Other Control Features
At the discretion of the user, control can be exercised such that only
authorized individuals can change key business parameters that are set up in the
system.
Accrual Processing
For all transactions based on multiple month or annual payments in advance,
accrual records will be maintained, and any suspensions of service will be
adjusted and accounted for.
Service Outage
Any outage of service caused by a severe storm can be handled by inactivating
the account until the storm damage is repaired. Accruals are adjusted, and the
access to the client records can be by city or street within the city.
Management Reporting
There are two sources of management reports from the OASIS CLIENT SERVER. One
source is the standard reports that are inherently constructed and included with
OASIS CLIENT SERVER. These reports are written with Crystal Reports V5.0 and can
be adjusted by our clients. The service provider's staff, with minimal training,
should be able to extract information and write reports with Crystal Reports to
the format and content specifically tailored to the individual service
provider's needs. Management reports that are of an ad hoc or one-time nature
should be created by the service operator via the Crystal Reports report writing
tool. Those reports that are deemed critical to be produced on a periodic and
on-going basis should be specified and forwarded to Dynamic Solutions 2000 for
programming into the system.
The extraction of management information in meaningful ways is vital to the
operation. From marketing information to customer profiles and traffic analysis,
it is the statistics generated from the system that allow the service provider
to adjust policy, rates, and procedures to gain maximum productivity, margin
contribution and market share. Of special importance is the MANAGEMENT REPORTING
ability of the service provider to analyze and understand usage profiles and
trends. As service provider operations are all different and switch types, air
time rating and local toll tariff structures vary widely, traffic analysis
reports are normally customized to the individual service provider requirements.
During the course of implementation, planning, or the actual implementation
process, Dynamic Solutions 2000 will work with the service provider to identify
those traffic analysis reports and content thereof that will be needed.
Commissions
The commissions subsystems have the ability to track sales for each sales
person. Building penetration percentages can be associated with bonuses. Reports
are created for payroll purposes.
Paging Terminal Interface
Multiple work stations interface to the paging controller to maintain the pager
controls and initialization and track the billing information. All pager call
counts can be downloaded to the OASIS system for automatic transaction creation.
All pager call counts can be downloaded to the OASIS System for automatic
transaction creation.
Reports
The following is a listing of some of the standard reports presently generated
by OASIS CLIENT SERVER. As new reports are constantly being added, this list
does not reflect all reports currently in the system.
Address listing report: Account number, client address, purchase order number,
tax exempt code and active code.
Name data listing report: Account number, customer name, purchase order number,
tax exempt code, active code, beginning monthly balance, current balance,
attention, expiration date, contact name, alias code, phone contact 1 and 2,
start date of account, billing cycle number, number of units, credit limit,
service charge amount, equipment rental code, aging amount from 0 to 30 days
delinquent, aging amount from 31 to 60 days delinquent, aging amount from 61 to
90 days delinquent, aging amount from 91 to 120 days delinquent, aging amount
over 121 days delinquent, currency code, sales ID number, sales territory,
delinquency status, unbilled balance, surcharge exemption code, finance charge
exemption code, units Number 1 and 2 identification, inventory number, start
date of service, and active code status.
Service listing report: Account number, customer name, purchase order number,
tax exempt code, active code, beginning monthly balance, current balance,
attention, expiration date, contact name, alias code, contact phone number 1 and
2, start date of account, description of services, Unit 1 and 2 numbers,
inventory number, start date of service and service status.
Transaction register report: Account number, customer name, transaction type,
sequence number transaction amount one, transaction amount two, transaction
amount three, transaction amount four, transaction date, effective date, posting
date. This report can also be printed as a "totals only" report.
Short aging report: Account number, customer name, current balance, beginning
balance, unbilled transactions, and delinquency aging amounts 0-30, 31-60,
61-90, 91-120, and over 121 days delinquent.
Long aging report: The same DSARP051, with the following additional fields:
expiration date, contact name, billing cycle, phone contact number 1 and 2,
number of units, tax exempt code, credit limit, tax code, unit numbers 1 and 2,
inventory number, start date of service, and active code.
Purchase order expiration list: Account number, company number, site number,
sub-account number, customer name, purchase order number, expirations date,
contact date, first name, middle initial, delinquency code, billing cycle, phone
number contact 1 and 2, tax exempt code, credit limit, balance due and
building/apartment code.
History of services: Service code, service description, number of subscribers
for the past 12 months in monthly descending order and the average for the
number of subscribers for the past twelve months.
Credit limit reports: Company number, site number, account number, sub-account
number, active code, credit limit, balance due, start date, delinquency code,
tax code, billing code, customer name, phone number contact 1 and 2, contact
name, first name, middle initial, and building/apartment code.
New account report: Company name, site number, account number, sub-account
number, customer name, purchase order number, start date, credit limit, balance
due, last month in advance amount, sales ID sales territory, tax code, currency
type, first name, middle initial, building/apartment code, service code, service
increment number, unit number, and service description.
New service report: Company name, site number, account number, service code,
service increment number, start date, unit number, inventory number, unit number
2, serial number, last update indicator, transaction prefix, number of free
calls, promotional code, scheduled disconnect date, actual disconnect service
date, proration code and service description.
Service audit report: Account number, service number, company name, first,
second and third line of customer address and zip/postal code.
Contact type list: Company number, site number, creation date of contact type,
contact type code, active code and contact type description. Totals are
maintained by contact type records.
Contact product type list: Company number, site number, creation date of product
type, product type code, active code and product type description. Totals are
maintained by product type records.
Contact response type list: Company number, site number, creation date of
solution type, solution type code, active code and solution type description.
Totals are maintained for solution type record.
Customer contact report: Company number, site number, account number,
sub-account number, contact name, date of contact, note reference number,
priority code, contact status, logon ID of representative, follow-up date,
contact code, product code, response code, solution code, contact type code,
product type code, solution type code, contact name, phone number contact,
client or company name, first name and middle initial. Totals are maintained for
total service records.
Follow-up contact report: Company number, account number, sub-account number,
contact name, date of contact, note reference number, priority code, contact
status, logon ID of the representative, follow-up date, contact code, product
code, response code, solution code, contact name, phone number of contact,
client or company name, first name and middle initial.
Contact summary report: Contact type codes and product type codes. Totals are
maintained for total control records of product type and contact type.
Control table transaction list: Company name, site number, application code,
transaction number, description of service, active code, service code type, tax
code for this service type and service charges.
Control table service list: Company number, site number, service code,
description of service, monthly service rate, monthly service charge, discount
two threshold, monthly service rate for the second threshold discount, monthly
service charge for the second threshold discount, discount three threshold,
monthly service rate for the third threshold discount, transaction number for
the service, active code for the service, tax code for the service, discount
four threshold, monthly service rate for the fourth threshold discount, monthly
service charge for the fourth threshold discount, discount five threshold,
monthly service rate for the fifth threshold discount, monthly service charge
for the fifth threshold discount.
Control tables and control records report: Company number, site number,
application code, suffix number, transaction prefix, service code type,
transaction sequence number, company name, geographical site location, federal
tax code, finance charge 1, 2, 3, and 4 number of months for a bill inquiry,
prorations active, finance charge active, surcharge active, surcharge
percentage, last statement balance, cycle number, note reference number, finance
charge transaction code, surcharge transaction code, last month in advance
transaction code, basic setup transaction code, basic setup charge amount, setup
charge active code, last month in advance active code, group transaction codes 1
through 10, voice mail setup charge, voice mail transaction code, voice mail
setup charge active code and voice mail active transaction code.
Control table tax record list: Company number, site number, application code,
suffix number, tax percent code, tax record increment number, tax record active
code, description of the tax, tax code for services and tax percentage.
Inventory re-order report: Company number, site number, location, industry code,
item code, supplier, description, manufacturer name, manufacturer model,
quantity in stock and actual amount area to enter an amount that need to be
ordered. The actual column appears as an underscore to enable the company
representative to review the audit figures and physically write an amount in the
underscore area indicating an actual number that needs to be ordered.
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Dynamic Solutions
2000 
