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OASIS
(Operations And Support for Integrated Systems)
UTILITY CLIENT SERVER
FUNCTIONAL OVERVIEW
WINDOWS SERVER
PC LOCAL AREA NETWORK
Client Server
The following is an overview of the functions of the OASIS Utility Client Server
System. This overview is intended to provide the reader with an understanding to
the functions included in the OASIS/UTILITY software package.
Additional functions are planned to be added to the OASIS Utility Client Server
System software and will be discussed in a separate section of this document.
The following information does not include all functions of the OASIS Utility
Client Server System. Rather, it provides a listing of the key functions of the
software system.
The OASIS/UTILITY System can be characterized into fourteen broad areas of
functionality as they relate to the utility service provider. These functional
areas are as follows:
∙ Marketing/Lead Tracking ∙ Customer Services & Communications ∙
Inventory
∙ Administrative & Control ∙ Work Order Processing ∙ Customer Management
∙ Service Location Management ∙ Dunning Notices ∙ Rate Planning
∙ Bill Production ∙ Scheduling ∙ Point of Sale
∙ Management Reporting ∙ Usage Rating
I. 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:
1. Tracking Prospects: Potential customers can be added to the lead tracking
database through the on-line access to the system.
2. 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.
3. Free Form Notes: A two hundred forty character field is available to contain
notes about contacts with potential clients.
4. 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.
II. 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.
Customers can be associated with Customer Premise Equipment and Service
Locations. Services can be tailored, based on the clients needs, or competitive
situations by the clients system administrator. There is no dependence on the
billing vendor to address new rate or service plans.
FUNCTIONS:
1. Creating Customers: This system will maintain a customer account by account
number and Sub account number. 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 an alternate
billing address. 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. Sub account numbers are
also built into the system. This is rather unique for a Utility system but very
handy when dealing with national accounts.
2. 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. Through the customer contact screens all communications to or from a
subscriber can be tracked. Automatic on-line follow up can be done via the PC
workstations. Statistics can be produced depicting categories and counts for all
contacts. Automatic letters can be triggered by certain types of contacts as
well as triggering work orders. The combination of Contacts, Work Orders and
letter generation make an impressive trouble reporting and follow up system.
3. 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.
4. 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.
5. Billing Cycle: The billing cycle number is automatically assigned. If there
is only one billing cycle, then 01 is assigned. If there is more than one cycle
allowed, and automatic cycle balancing is turned on, the customers accounts are
evenly distributed, based on the number of accounts so that the number of
payments to be received each cycle is even for each cycle, and providing equal
time for each billing process.
6. Access to Customer Accounts: Subscriber accounts can be accessed by access
phone number, social security number/passport number, account number, customer
name, alternate account number or service location.
7. Proration and Effective Date Features: Monthly recurring charges will be
effective when entered into the system in real-time unless a future or a
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.
8. Customer Information Access: In addition to the screen access of the
customers’ information, full or partial information can be printed on local
printing devices.
9. Time Payments: Monthly recurring time payments can be created for large
installation charges etc.
III. CUSTOMER CONTACT:
The customer contact functions allow the user to capture, track, and report on
contact to or from the customer. The types 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 or service type, responses, or resolutions; or by any combination of the
aforementioned tables. This enables searches for customers with similar problems
and the manner in which they were handled or resolved.
FUNCTIONS:
1. Notes: This process will allow the user to enter a free form text (note) to
document that details 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. Additional notes show a chronological flow of contacts with the
subscriber.
2. Follow-up: If the follow-up fields on the screen are utilized, then the
system will automatically allow on-line follow up.
3. 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.
4. Reporting: A full time line of reporting is available from the note tracking
database. Month end summary reports are available showing the amount of contact
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.
5. Inquiries: Inquiries can be made to search the entire customer contact file
based on the customer contact codes. For example, a search can be made of all
open problems reported with billing. The problems listed could be individually
viewed.
IV. 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 is the multi monthly charges used for
discounting purposes such as annual fees. 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.
FUNCTIONS:
1. 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.
2. 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.
3. 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.
4. Finance Charges: A feature of the system is the ability to add a finance
charge for any past due billed amount.
V. INVENTORY:
The inventory functions will allow the user to track the current status and
location of current Customer Premise Equipment 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:
1. 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 reorder levels, will be available for each item.
2. 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.
3. Tracking Inventory: Inventory items can be added, removed, depleted, or
reordered. A reorder level and reorder quantity must be set for each item. A
report is generated for items that need to be reordered.
4. 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.
VI. 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 eight 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:
1. Mailer: Bills can be produced utilizing a self-mailer. This form of the bill
provides the Utility 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.
2. 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.
3. Custom bill Dynamic Solutions will tailor a bill to our clients exact
specifications.
4. Recurring Charges (MRC.): MRC's are applied to the account on a full month or
on a prorated basis, if appropriate.
5. Other Charges & Credits (OCC): OCC's, as previously defined, will be applied
to the account.
6. Tax Calculations: The appropriate tax calculations are made in accordance
with the tax tables defined by the user.
7. 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.
8. 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.
9. 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.
10. 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.
11. 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.
VII. ADMINISTRATIVE & CONTROL FUNCTIONS:
The administrative and control function 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:
1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
VIII. MANAGEMENT REPORTING:
There are two sources of management reports from the OASIS CLIENT SERVER at this
time and a third will be added shortly. One source is the standard reports that
are inherently constructed and included with OASIS CLIENT SERVER. The other
source of management reports is via the Crystal Reports Professional report
writing software tool. Most data fields are accessible by Crystal Reports
Professional. The service provider's staff, with minimal training, should be
able to extract information and write reports with Crystal Reports Professional
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 Professional
report writing tool. Those reports that are deemed critical to be produced on a
periodic and ongoing basis should be specified and forwarded to Dynamic
Solutions 2000 for programming into the system. SQL access is also provided to
the Scalable SQL or Oracle database as well as providing an opportunity to
utilize an Oracle database.
Additionally other report writers can be utilized. The database can be accessed
by direct access to the Scalable SQL or Oracle files via SQL. This enables a
broad range of report writers to be utilized.
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, Inc. will work with the service provider to
identify those traffic analysis reports and content thereof that will be needed.
IX. SCHEDULING:
The scheduling function works in conjunction with the work order processing
system to enable installations to be scheduled across several technicians based
on criteria established by the user.
FUNCTIONS:
1. Establish work units: Work unit descriptions are established in the control
portion of the system. Work units are defined, for example, as minutes, in
15-minute increments, etc. Once established, they can be assigned.
2. Assignment of work units to services: Once established work units are entered
in the control service records, the assignment of work units is a definition of
the amount of time each service type takes to install. All service types needing
installation will be assigned work units.
3. Service Areas can be established and work can be scheduled via service areas.
Services can be assigned by service area thus giving the flexibility of having
different services for each service area as well as different prices for the
same service in different service areas.
4. Scheduling Time Slots can be established in order to control the type of work
which is done within service areas.
5. Calendar function: The calendar function is established for each technician
who will be assigned service installations. A technician can also be an outside
contractor. The calendar function lets the user establish the times a technician
can be scheduled for installations by blocking out times when the technician is
unavailable for installing service e.g..: weekends, vacations, internal
training, meetings.
6. Work order assignment: Based on the availability of technicians referencing a
calendar function, the next available installation date can be established.
Also, a date can be requested, and if resources are available, then a technician
is assigned.
7. Automatic scheduling of technicians by territory. Based on setting up the
technician control records so technicians are assigned to work in certain
territories, scheduling can be set up so only certain technicians work in a
particular territory. Also technicians can then be scheduled by work order time
slot allocation within a territory’s service area.
8. Automatic scheduling of technicians by skill level A technician can be
established with certain skill sets. These skill sets are also located in the
service records. When a work order is being created to have work performed by a
technician, the scheduling module will only select technicians with the skills
necessary to complete the work order.
X. WORK ORDER PROCESSING:
1. The ability to create work orders from lead tracking.
2. The ability to maintain and update work orders.
3. Service Request: Produce work order based on customer contact.
4. Work order reports indicating status.
5. Scheduling of technicians for work orders based on a calendar of events.
1. Calendar: A full function, flexible calendar which is used to indicate
vacations, training sessions, lunch, appointments, and when the technicians
cannot be used for scheduling. As each task is assigned, the "technician
available times" entries are made in their calendar.
2. Work unit definition: A control file entry for defining the number of minutes
contained in each work unit.
3. Service work units: Entry in the control service record templates for the
number of work units associated with the installation of the service.
4. Automatic technician scheduling: Based on work units in the service control
file.
5. Skill set: Technician scheduling based on the technician's skill set.
6. Territory: Scheduling of technicians based on sales territory.
XI. USAGE:
The OASIS/UTILITY product will allow for rating of consumption by the
subscriber. Once the information on the amount of energy was used by the
subscriber, the system can rate the usage based upon the rate/service plan that
is attached to the subscriber’s account. With this type of flexibility, the
company will be able to offer various rate plans to meet the needs of their
subscribers.
Functions:
1. Rate Plans based upon the amount of energy used, the type of meter, and/or
tiering.
2. Re-Rating of records that have incomplete information once the data has been
corrected.
3. Uploading and Downloading of data from hand held devices for recording
subscriber’s usage.
4. Ability to view usage information by subscriber to help in providing better
service or budget type services that are based upon the history of the
subscriber.
XII. REPORTS:
The following is a PARTIAL 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. Also report
writer software can be used to access the database on OASIS PC. The report
writers can either access the Scalable SQL or Oracle files directly via SQL.
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 120 days delinquent, currency code, sales ID number, sales territory,
delinquency status, un-billed 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, un-billed transactions, and delinquency aging amounts 0-30, 31-60,
61-90, 91-120, and over 121 days delinquent.
Long aging report: The same as the short aging report, 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.
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Dynamic Solutions
2000 
