A2__FRR_5__Utility_Billing_Requirements.xlsx
XLSX spreadsheet 132 KB Posted
- Attached to
- Enterprise Resource Planning (ERP) System State and local contract opportunity
- Solicitation number
- P-26-08-COC
- Issued by
- Brevard County, Clewiston City, Florida
About this file
This document is a detailed Utility Billing Requirements specification for the City of Waco Municipal System Replacement, outlining comprehensive functional requirements across multiple operational domains. The requirements cover meter setup and reading capabilities, including support for unique 16-digit alphanumeric meter identifiers, mass meter additions, device association tracking, and mobile warehouse inventory management. The specification addresses meter reading functions such as customer data downloads, conversion factor calculations, reasonableness checks for consumption patterns, re-read service order generation, and support for automated meter reading technologies including AMI and AMR systems. Additional major functional areas include adjustments and billing transaction management with approval workflows, fixed asset tracking with depreciation calculations and physical inventory support, and comprehensive customer account management supporting multiple contact types, payment histories, and special condition processing. The document does not specify response dates, due dates, site visits, bidder meetings, or award dates, nor does it outline the contract term or renewal options.
The specification encompasses extensive billing capabilities requiring support for multiple utility services, budget payment billing, tax-exempt processing, municipal-specific billing rules, and consolidated bills for multi-municipality customers. System requirements include rate structure flexibility with multiple tiers and prorating options, service request and work order management with automated routing and mobile field access, premises identification with GIS integration, and comprehensive payments and collections functionality supporting electronic payment methods, delinquency processing, payment arrangements, and bad debt management. Reporting and querying capabilities must include custom report generation, SQL-based backend queries, and intergovernmental billing support for multi-municipality scenarios. Integration and reconciliation requirements mandate transaction-level visibility, real-time system interfaces, and audit trail maintenance. The specification contains no pricing information, set-aside provisions, incumbent vendor details, or funding amounts, reflecting its nature as a functional requirements document rather than a procurement notice or bid solicitation.
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Text version
Meter Setup & Reading
| Meter Setup & Reading | |||
| # | Requirement | Response | Comments |
| Meter Setup | |||
| 1 | Ability to create and assign a unique meter identifier number of at least 16 alphanumeric digits, which will never be reused. This ID shall be preserved through the lifetime of the meter record, including management of inactive records. | ||
| 2 | Ability to mass add meters into the system. | ||
| 3 | Ability to associate/attach devices to meters and record identifiers and history on device (e.g. MEU, backflow preventer, etc.). | ||
| 4 | Provide an alert if an associate device for a transponder number is set with a duplicate number. | ||
| 5 | Provide process to initiate service request to install meter. | ||
| 6 | Ability to view meter installation history in meter inventory. | ||
| 7 | Ability to support multiple meters, connections and collection services to a single premise. | ||
| 8 | Ability to support multimeter, multiregister, or multiple MEU capability. | ||
| 9 | Provide a process for defining meter re-order points by multiple criteria, including but not limited to, by manufacturer, model and size based on current inventory of meters. | ||
| 10 | Ability to alert users to multiple meters with the same number. | ||
| 11 | Provide a method for conducting a physical inventory of meters and performing reconciliation. | ||
| 12 | Ability to support the establishment of mobile warehouse inventories for tracking meters issued to trucks. | ||
| 13 | Ability to support the recording of a meter number to an open service order. | ||
| 14 | Ability to record meter testing activities, recording meter test results and test history in a queriable format. | ||
| 15 | Ability to support user-defined meter statuses such as in warehouse, on truck, installed, removed for repair, returned for defect, lost, abandoned, stolen, surplus or recycled. | ||
| 16 | Ability to support location description for all installed meters using descriptive location information (ex.: 3 ft. LPL). | ||
| 17 | Ability to support x and y coordinate information for all installed meters including GPS readings. | ||
| 18 | Ability to configure and filter meter groups based on user-defined criteria. | ||
| 19 | Ability to integrate with GIS for meter location, routing, and spatial analysis. | ||
| 20 | Provide an alert if a duplicate transponder number or meter number is entered. | ||
| Meter Reading | |||
| 21 | Support downloads of customer data from multiple meter reading inputs. | ||
| 22 | Ability to calcuate conversion factor for billing to convert cubic feet readings to gallons. | ||
| 23 | Provide data for “reasonableness” checks including “dial turnover”, dials read, change out meters, stuck meters, low consumption, seasonal variations and high consumption, with user defined weighting of criteria. | ||
| 24 | Generate re-read service orders and sort them by user defined criteria, such as physical location and reading cycle. | ||
| 25 | Provide ability to record meter read comments. | ||
| 26 | Provide ability to schedule re-reads or issue service orders based on meter read comments (stuck meter, leak, box full of water, etc.). | ||
| 27 | Provide a method for flagging accounts that should not be estimated and forcing re-reads by automatically creating a re-read service order. | ||
| 28 | Ability for Billing to flag an account for a re-read (e.g., high bill). | ||
| 29 | Provide a method for flagging Billing staff that billing can occur once a re-read has been completed. | ||
| 30 | Ability to provide internal posting for City owned meters. | ||
| 31 | Ability to support automated meter reading imports, including AMI and AMR technologies | ||
| 32 | Ability to support route optimization for meter reading activities. | ||
| 33 | Provide multiple user defined fields to further record meter reading information. |
| Compliant |
| Alternative Method |
| Modification Required |
| Non-Compliant |
Adjustments
| Adjustments | |||
| # | Requirement | Response | Comments |
| General Requirements | |||
| 1 | Provide a method for creating adjustment transactions. | ||
| 2 | Ability to not only reverse payments, but also transfer a partial payment to another account. | ||
| 3 | Ability to transfer a partial balance from one account to another. | ||
| 4 | Ability to support a common set of "reason codes" that can be used for the most common types of adjustments. | ||
| 5 | Provide adequate space to enter explanations for the use of an adjustment. | ||
| 6 | Ability to support an approval cycle workflow for the issuance of adjustments by type. | ||
| 7 | Provide for limited, user defined access to the use of adjustment transactions. | ||
| 8 | Ability for authorized CSR's to create consumption only adjustments, dollar only adjustments, or both consumption and dollar adjustments. | ||
| 9 | Ability to support service level consumption adjustments (e.g., reduction in water use) that record the corrected consumption and update consumption history. | ||
| 10 | Ability to automatically calculate an adjustment amount based on reason code and dates. | ||
| 11 | Provide a mechanism for collecting and aggregating consumption and usage statistics associated with adjustments. | ||
| 12 | Provide a clear and concise audit trail of all adjustment transactions including approvals. | ||
| 13 | Provide a clear and concise process for displaying adjustment transactions on subsequent billing documents to reduce customer confusion. | ||
| 14 | Ability to print a new bill based on the entry of adjustments, which reflects the adjusted consumption and cost. | ||
| 15 | Ability to cancel or cancel and rebill a bill with the option to not print a bill. | ||
| 16 | Ability to produce two bill files for print vendor to generate the bills, one for normal bills and another for delinquent bills. | ||
| 17 | Ability to automatically recalculate the budget billing averaged payment amount and reserve balance when an adjustment is made to an account on the budget billing plan. | ||
| 18 | Ability to automatically recalculate pending bank draft when adjustment has been made to an account set up with billing system auto pay. | ||
| 19 | Ability to adjust budget reserve balance and apply to customer's balance upon request. | ||
| 20 | Ability to automatically adjust the credit history on an account, when the past due amount is voided or reversed. | ||
| 21 | Ability to perform bill adjustments without requiring separate or offsetting transactions, with full audit tracking. | ||
| 22 | Ability to apply adjustments to prior billing periods while maintaining audit history. | ||
| 23 | Ability to track and report on all billing adjustments by user, date, and reason. | ||
| 24 | Ability to perform reconciliation on request of cash, revenue and accounts receivables between the General Ledger and the Utility subledger. |
| Compliant |
| Alternative Method |
| Modification Required |
| Non-Compliant |
| Compliant |
| Alternative Method |
| Modification Required |
| Non-Compliant |
Fixed Assets
| Fixed Assets | |||
| # | Requirement | Response | Comments |
| General Requirements | |||
| 1 | Provide automatic journal entries when assets are added, deleted and depreciated; JE must be broken down by individual asset. | ||
| 2 | Ability to customize depreciation entries and run depreciation by multiple funds. | ||
| 3 | Ability to track "non-capitalized" asset / equipment items (i.e.: computer equipment, non-licensed vehicles) per department / division for risk management purposes. | ||
| 4 | Ability to track non-depreciable technology inventory items (desktops, laptops, tablets) including detailed information (e.g., component detail, serial numbers, technical specifications). | ||
| 5 | Ability to identify grant funded assets by: identifying more than one grant associated with an asset; identifying the percentage split, or capitalization breakout (to each grant) for each asset. | ||
| 6 | Ability to export / import information to/from common spreadsheet applications. | ||
| 7 | Provide support for bar coded asset tags and portable bar code readers for performing physical inventories. | ||
| 8 | Provide support for RFID asset tags and portable RFID readers for performing physical inventories. | ||
| 9 | Ability to generate tag numbers, have external tag numbers assigned, or not have tag numbers. | ||
| 10 | Provide lists and values for infrastructure capital assets. | ||
| 11 | Ability to associate capital outlay by the program the assets support. | ||
| 12 | Ability to depreciate capital assets and allocate depreciation to those programs that use the assets. | ||
| 13 | Provide a report of information on newly obtained fixed assets for verification, then automatically transferred from the A/P into the Fixed Assets. | ||
| 14 | Ability to track multiple "user defined" fields on the asset master record. | ||
| 15 | Provide a classification scheme to code fixed assets according to type (i.e., desks, cars). | ||
| 16 | Provide a free-form descriptive text to further describe any asset. | ||
| 17 | Ability to idle assets (suspend depreciation). | ||
| 18 | Ability to access a master file by entering any asset field. | ||
| 19 | Ability to accommodate alpha numeric asset numbers. | ||
| 20 | Ability to accommodate parent/child relationships between related assets, such as a master unit with one or more accessories. | ||
| 21 | Ability to reassign parent/child relationships. | ||
| 22 | Ability to capitalized items in aggregate (as a group). | ||
| 23 | Ability to track "Quantity" in the asset master record. | ||
| Asset Entry | |||
| 24 | Ability to enter Fixed Assets that include the following information: Fund/Account Group; Property type; Building; Location; Responsibility; Department; Program; Acquisition date; Original cost; Current value; Status (active, disposed, idle); Previous asset number; Document reference number; Acquisition method (purchased, donated); Depreciation - Life to Date; Depreciation - Year to Date; Parent/Child Descriptions and Asset Numbers; Purchase Order Number; ID/Tag number; Vendor Name and ID number; Multiple description lines (brand, model and manufacturer of asset; Check number and date; Serial number; License number; Replacement cost; Group / Assets Classification Number; Fund and Department Numbers; Quantity; Unit Cost; Asset Life; Square Footage; Insurance value; Disposal value; Disposal date; Transfer date; Responsibility code; Funding source; Sale price; Warranty information; Donation; Condition; Contractor; General Fund Category; Document reference number. | ||
| - | Project Based Assets | ||
| 25 | Ability to capture project costs for aggregate / project assets. | ||
| 26 | Ability to allow a project to be associated with multiple assets. | ||
| 27 | Ability to associate an asset with multiple projects. | ||
| 28 | Ability to associate multiple capital accounts and multiple related depreciation expense accounts with an asset. | ||
| 29 | Ability to track Construction in Process (CIP) assets. | ||
| 30 | Ability to transfer CIP asset to an active assets and perform. | ||
| 31 | Ability to transfer assets between departments, locations and funds, accommodating interfund and inter-dept. transfers, duplicating all identifying data from original record. | ||
| 32 | Ability to maintains online history of asset transactions, including: ID Number; location; account number; status; partial disposals; valuation; date of last depreciation adjustment. | ||
| 33 | Ability to calculate asset values to replacement costs for insurance purposes. | ||
| 34 | Ability to record and report on asset replacement information, including: Expected useful life (years, mileage, cycles); date of expected replacement; current asset value; anticipated asset value at time of replacement. | ||
| 35 | Ability to support multiple depreciation schedules / per asset. | ||
| 36 | Ability to retain fully depreciated assets in fixed assets for inventory control purposes prior to disposition. | ||
| Reporting & Querying | |||
| 37 | Provide a Schedule of Assets, grouped by GAAFR function and/or departments and able to be produced down to the division and/or cost center level. | ||
| 38 | Provide a Transaction Register audit trail of all acquisitions, transfers, changes, and retirements during a user-defined time period by asset type, department, or purchase amount. | ||
| 39 | Provide a New Acquisition Report showing all newly acquired fixed assets which have not been entered into the Fixed Assets master file system. | ||
| 40 | Provide a Fixed Assets Detail and Summary maintained by department, fund/ account, responsible person, property type, location, and their associated cost or replacement value, and accumulated depreciation. | ||
| 41 | Provide a Physical Inventory Worksheet, sorted by department, location, and/or person responsible to assist in conducting physical inventory. | ||
| 42 | Provide a Vehicle/Equipment Listing of master file information, including property tax number, item name, description, location, class number, charge account number, equipment ID number, motor number, model and manufacturer, and acquisition and disposition information. | ||
| 43 | Provide a schedule of Current Year's Depreciation associated with each asset. | ||
| 44 | Provide a Replacement Report listing all assets which should be considered for replacement during a user-defined period including: Valuation (original cost, accumulated depreciation, book value); Net changes (additions, deletions, financial adjustments); Schedule of assets (original cost or book value); Asset listing, both summary and detailed; Asset transaction history; Depreciation register (YTD & total accumulated); Depreciation estimator (annual depreciation on existing assets for future years); Schedule of additions; Schedule of disposals; Assets transferred; Assets idled; Financial adjustments; Grant Funding; Related assets (parent/child or split funded); Table listings. | ||
| Compliant | |||
| Alternative Method | |||
| Modification Required | |||
| Non-Compliant |
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Customer Accounts
| Customer Accounts | |||
| # | Requirement | Response | Comments |
| # | General Requirements | ||
| 1 | Ability to create and maintain a customer account record that supports all billing and collection functions. | ||
| 2 | Ability to create and assign a unique customer account identifier number, which will never be reused (i.e., this ID shall be preserved through the lifetime of the customer account record, including management of inactive records). | ||
| 3 | Ability to combine unique customer account identifier number when it is discovered duplicate customer information exists. | ||
| 4 | Ability to preserve the current customer account number, either as unique customer account number under the new system, or as historic data. | ||
| 5 | Ability to collect and maintain multiple contact information for customer premises, including construction coordination, owner, occupant, fire services. | ||
| 6 | Ability to allow the CSR to suspend and store an incomplete application in a temporary work area for later reactivation and completion, as well as, run reports of suspended accounts by operator, age, or any number of user defined criteria. | ||
| 7 | Ability to associate one or multiple meters with a Service Account at a premise. | ||
| 8 | Ability to support automated activation of new account for billing, based on business rules and status of e.g. meter installation Service Order. | ||
| 9 | Ability to add or delete a service without impacting other service currently provided to a customer. | ||
| 10 | Ability to associate multiple locations with a Customer Account. | ||
| 11 | Ability to make mass changes to a large number of accounts, selected by multiple means (including range of acct #s, cycle, route, street), including between rate table, inside/outside City limits. | ||
| 12 | Ability to identify, query, sort, and record Customer Accounts by classifications (e.g. customer class, low income, jurisdiction, in/out City limits). | ||
| 13 | Ability to identify Customer Accounts for special condition processing (e.g., kidney dialysis, life support, elderly disabled, special needs). | ||
| 14 | Ability to store customer information for multiple contacts including but not limited to service address, mailing address, temporary address, phone number, employer, alternate contact (e.g., nearest relative, landlord), and forwarding address. | ||
| 15 | Ability to maintain payment history, including but not limited to slow payment, delinquencies, shut offs and write offs. | ||
| 16 | Ability to record skip tracing information, indexed for future access (e.g., DL#, SSA, Tax ID, aliases). | ||
| 17 | Ability to maintain flexible payment history rating for determining deposit requirements. | ||
| 18 | Ability to securely maintain electronic payment banking information with masking by field. | ||
| 19 | Ability to provide security password (customer PIN code) for electronic payment banking information. | ||
| 20 | Ability to support standard account status information, as well as user defined statuses. | ||
| 21 | Ability to maintain and support Customer Account balances including balance forward, current balance, current charges and past due amounts (aged current, delinquent, over 60, over 90, over 120 days). | ||
| 22 | Aility to record and maintain multiple individuals as responsible parties for payment of the account. | ||
| 23 | Provide landlord Master Accounts to accommodate transfers of accounts after move outs and before move ins. | ||
| 24 | Provide easy access to all payment records associated with a Customer Account. | ||
| 25 | Provide easy access to all deposit transactions associated with a Customer Account. | ||
| 26 | Provide easy access to all adjustment transactions associated with a Customer Account. | ||
| 27 | Provide easy access to all meter reads associated with a Customer Account. | ||
| 28 | Provide easy access to all consumption records associated with a Customer Account. | ||
| 29 | Provide easy access to all service requests and service orders associated with a Customer Account. Discuss capabilities for providing access to associated work orders from the anticipated Asset Management System. | ||
| 30 | Provide easy access to all billing records and bill images associated with a Customer Account. | ||
| 31 | Ability to send customer variable system letters with the history of any letters sent also stored at the customer level | ||
| 32 | Provide easy access to the GL account distribution for all billed receivables and cashiering applications. | ||
| 33 | Provide easy access to all pending transactions that have not yet billed. | ||
| 34 | Ability to process confidential accounts, which are exempt from query release. | ||
| 35 | Provide configurable number of user defined, queriable fields for future requirements. | ||
| 36 | Ability to display customer account information, billing history, and payment history within a single, consolidated view. | ||
| 37 | Ability to display meter history and associated service requests linked to customer accounts. | ||
| 38 | Ability to support a unified customer view across multiple municipalities. | ||
| 39 | Ability to associate multiple accounts, services, and meters to a single customer. | ||
| 40 | Ability to maintain complete customer and premises history, including service changes and occupancy. | ||
| 41 | Ability to automate deposit refunds based on criteria such as time and good credit that is specific to the jurisdiction of the service the deposit is help against. | ||
| 42 | Ability to accrue and apply deposit interest to accounts. | ||
| Compliant | |||
| Alternative Method | |||
| Modification Required | |||
| Non-Compliant |
Billing
| Billing | |||
| # | Requirement | Response | Comments |
| General Requirements | |||
| 1 | Ability to support direct billing for multiple services, including Water, Sewer, Storm Water, Solid Waste etc. | ||
| 2 | Provide capability for interdepartmental billing and payment. | ||
| 3 | Ability for interdepartmental bills to go out automatically and payments automatically posted without intervention by the departments. | ||
| 4 | Ability to support billing of surcharges. | ||
| 5 | Ability to support billing for recurring charges set up at the individual account level. | ||
| 6 | Ability to support exception billing, allowing automatic processing of bills without further review. | ||
| 7 | Ability to flag exception bills based on parameters established by the system administrator. | ||
| 8 | Ability to print current and legacy customer account numbers on bills, when selected by users for individual bills, or for all bills produced during a user-specified transition period. | ||
| 9 | Ability to create customer bills at monthly billing intervals. | ||
| 10 | Ability to create files during billing process to send to third party bill vendor for printing and mailing of bills. | ||
| 11 | Ability to allow account billing independent of meter reading cycle or assigned billing cycle. | ||
| 12 | Ability to maintain and support budget payment billing information and schedule. | ||
| 13 | Ability to modify budget bill monthly calculation. | ||
| 14 | Ability to automatically recalculate the budget average globally with the capability to apply overrides at the customer level. | ||
| 15 | Ability to apply cap to the reserve balance. | ||
| 16 | Ability to include a user defined percentage, of the current reserve, in the calculation of the averaged payment amount. | ||
| 17 | Ability to print the amount of the reserve balance and/or the amount of the adjustment, on the utility bill, for budget billing. | ||
| 18 | Ability to track on each bill the actual date of reading, not the average date or date of transfer into Customer Information System (CIS), as well as the method by which the reading was taken. | ||
| 19 | Ability to incorporate all bills (including regular bills, Final Bills) into a single billing process. | ||
| 20 | Ability to bill customer for tax exempt and non tax exempt services associated with the same account. | ||
| 21 | Ability to apply multiple tax rates by service, per account, as well as, for one time charges and fees. | ||
| 22 | Ability to apply tax exemption by service or by account (all services). | ||
| 23 | Ability to capture a .pdf image of the bill, attach it to the Customer Account, and make it available for viewing as part of citizen self-service capabilities. | ||
| 24 | Ability to send bills electronically to customers, with the option of printing the bill, also, or to bypass the printed bill. | ||
| 25 | Ability for customers to easily turn on paperless billing on the customer's end which would automatically update the billing method on the back end so that the bill notices are emailed instead of mailed and available for viewing online | ||
| 26 | Ability to support miscellaneous receipts to support a one stop shop for collections | ||
| 27 | Ability to calculate and apply charges based on configurable rate structures. | ||
| 28 | Ability to support multiple rate structures across different municipalities. | ||
| 29 | Ability to generate bills for multiple municipalities within a single system environment. | ||
| 30 | Ability to display billing details, usage, and calculated charges within a single view. | ||
| 31 | Ability to support recurring and consumption-based billing processes. | ||
| 32 | Ability to produce a bill for customers that have outstanding balances regardless of whether they have current charges. | ||
| 33 | Ability to support municipality-specific billing rules, fees, service charges, penalties, and billing cycles within a single utility billing environment. | ||
| 34 | Ability to assign customers, accounts, meters, and service locations to one or more municipalities or service areas based on configurable geographic boundaries or service area rules. | ||
| 35 | Ability to generate a consolidated customer bill for customers receiving services associated with multiple municipalities or entities, with clear allocation of charges by municipality or service provider. | ||
| 36 | Ability to allocate and track utility consumption, charges, fees, penalties, and adjustments across multiple municipalities based on configurable allocation methodologies. | ||
| 37 | Ability to configure municipality-specific billing schedules, delinquency processing rules, notices, and collection processes within the same system. | ||
| 38 | Ability to maintain separate accounting, reporting, and audit tracking by municipality, fund, and revenue type. | ||
| 39 | Ability to integrate with Geographic Information Systems (GIS) to determine municipal boundaries, utility service areas, and customer jurisdiction assignment. | ||
| 40 | Ability to support automated revenue allocation and intergovernmental receivable/payable tracking associated with utility billing transactions. | ||
| 41 | Ability to provide municipality-specific operational, billing, consumption, and revenue reporting within a shared utility billing environment. | ||
| 42 | Ability to interface utility billing transactions, allocations, and settlement information to the City’s ERP and general ledger system by municipality or entity. | ||
| 43 | Ability to support calculations and billing for stormwater billing based on ERUs/units | ||
| 44 | Ability to provide differing penalties on the bill depending on jurisdictions. | ||
| 45 | Ability to apply tax by jurisdiction. | ||
| 46 | Ability to put a bill in an off cycle status waiting on a work order while the rest of the route is billed. Then be able to release that single bill from the off cycle. | ||
| 47 | Ability to add an account to off cycle when a bill needs created outside of the regular cycle. | ||
| 48 | Ability to mass estimate a route. | ||
| 49 | Ability to calculate consumption for a compound meter. | ||
| 50 | Ability to calculate consumption for multiple meters on a single parcel/account independent on each other. | ||
| 51 | Ability to have 2 meters setup master and slave and deduct the slave consumption from the master consumption when calculating sewer. |
| Compliant |
| Alternative Method |
| Modification Required |
| Non-Compliant |
Rate Structure
| Rate Structure | |||
| # | Requirement | Response | Comments |
| General Requirements | |||
| 1 | Ability to support a variety of fixed and consumption based rates, including a fixed fee for water and sewer rate structure in terms of base charges. And variable charges for water and sewere consumption based on the amount of water used. | ||
| 2 | Ability for mass rate change if charges or volume is the same across customer classes. | ||
| 3 | Ability to support a configurable number of tiers for the rate structure. | ||
| 4 | Ability to easily and quickly create and modify a broad, configurable variety of additional rate structures, to bill and prorate charges based on user-defined period criteria, and to prorate a charge when the rate schedule changes during the billing cycle. | ||
| 5 | Provide prorating options by user defined criteria for both fixed and consumption based charges. | ||
| 6 | Ability to support demand charge management, with automated identification of demand rate change, based on user defined criteria, with notification generated by system for customer. | ||
| 7 | Ability to support automated reset of demand accounts based on gallons and gallons-per-hour readings dates. | ||
| 8 | Ability to support multiple service areas, with distinctive fees and processes for billing in each area. | ||
| 9 | Ability to support calculations and billing for Solid Waste (garbage and recycling) billing. | ||
| 10 | Ability to support a net metering process. | ||
| 11 | Ability to provide "what if" analysis in changing the rate. | ||
| 12 | Ability to support a negative consumption. | ||
| 13 | Ability to support a configurable number of jurisdictions for the rate structure using the same service type. | ||
| 14 | Ability to support multiple receivables codes assigned to a single service type through the rate. | ||
| 15 | Ability to support a configurable rate structure based on inside or outside the jurisdiction. | ||
| 16 | Ability to support a minimum component charge. | ||
| 17 | Ability to separate the base charge from the consumptive tiers in the rate for a service. | ||
| 18 | Ability to setup a rate using per reading units. |
| Compliant |
| Alternative Method |
| Modification Required |
| Non-Compliant |
UB Service Requests
| Service Requests | |||
| # | Requirement | Response | Comments |
| General Requirements | |||
| 1 | Ability to support business processes to generate, assign, and implement: Service Requests; Service Orders. Provide automated work order process. | ||
| 2 | Ability to support unlimited number of categories of user-defined Service Orders, including but not limited to: Installations, Connects, Disconnects, Transfer; Rereads; Remove Service; Meter Swaps. | ||
| 3 | Ability to create and assign a unique identifier number for Service Request, which will never be reused. This ID shall be preserved through the lifetime of the record, including management of inactive records. | ||
| 4 | Ability to create and assign a unique identifier number for Service Order, which will never be reused. This ID shall be preserved through the lifetime of the record, including management of inactive records. | ||
| 5 | Ability to modify Service Request or Service Order after creation. | ||
| 6 | Ability to automatically generate a Service Request during the payment process when a delinquent account has been paid in full. | ||
| 7 | Ability to efficiently conduct a "move out/move in" transaction in a single transaction. | ||
| 8 | Ability to generate a single service orders for move in/move out transactions. | ||
| 9 | Ability to request and schedule all required field activities associated with Customer Account service starts, service stops, transfers, re-reads, disconnections, return trip, or emergency turn-off, some of which may require generation of an associated account service charge. | ||
| 10 | Ability to easily perform account transfers to and from landlords. | ||
| 11 | Provide a process to assign common service types to each Service Request or Service Order. | ||
| 12 | Provide a service order process capable of initiating and recording meter installation and replacement activities including the capture of final reads and new meter information. | ||
| 13 | Ability to group and assign common service requests or service orders in an orderly manner using user defined criteria. | ||
| 14 | Provide method for tracking all open Service Requests or Service Orders based on user-selected criteria such as creation date, job date, type, priority, status, assignment and duration. | ||
| 15 | Provide a method for field crews and personnel to record the activities associated with Service Requests or Service Orders. | ||
| 16 | Provide common activity codes for recording work performed and results of activities for Service Requests or Service Orders. | ||
| 17 | Provide a method for updating status of a Service Request or Service Order. | ||
| 18 | Provide a method for tracking incomplete service orders and notifying the originator after a user-specified period. | ||
| 19 | Provide a method for closing a Service Request or Service Order, including appropriate updates to related service activities. | ||
| 20 | Provide a process for transferring a Service Request into a Service Order. | ||
| 21 | Provide automatic document routing and work flow for new services based on type of SO or attributes of account. Use automated email creation and transmission. | ||
| 22 | Provide a method to generate service requests or service orders during the pre-bill and billing process for conditions that require a field action (occupancy check, stuck meter check, re-read, etc.). | ||
| 23 | Support routing service orders or service requests by user defined methods such as by meter reading route. | ||
| 24 | Ability to link service requests and work orders directly to customer accounts and meters. | ||
| 25 | Ability to maintain premises-level records including meter installations and service history. | ||
| 26 | Ability to integrate service requests with work order and asset management systems. | ||
| 27 | Ability to generate customized hard copy and report formats by Service Requests or Service Orders subtypes (e.g., Turn On Order). |
| Compliant |
| Alternative Method |
| Modification Required |
| Non-Compliant |
UB Work Orders
| Service Requests | |||
| # | Requirement | Response | Comments |
| Work Order Management | |||
| 1 | Ability to create, manage, and track work orders associated with utility billing activities, including service starts, stops, transfers, inspections, and maintenance. | ||
| 2 | Ability to generate work orders automatically based on system events, including service requests, billing exceptions, delinquency actions, or meter-related conditions. | ||
| 3 | Ability to assign a unique work order identifier that is permanently associated with the work order throughout its lifecycle and is not reused. | ||
| 4 | Ability to define and configure multiple work order types and categories (e.g., connect, disconnect, meter repair, reread, leak investigation). | ||
| 5 | Ability to associate work orders with customer accounts, service locations (premise), and meters. | ||
| 6 | Ability to track work order status through configurable stages (e.g., created, assigned, in progress, completed, canceled). | ||
| Scheduling & Dispatch | |||
| 7 | Ability to schedule work orders based on date, time, priority, route, or geographic area. | ||
| 8 | Ability to assign work orders to specific crews, technicians, or contractors. | ||
| 9 | Ability to support route-based or zone-based assignment of work orders for field efficiency. | ||
| 10 | Ability to reprioritize and reassign work orders based on changing conditions or emergencies. | ||
| 11 | Ability to group and batch work orders for efficient field execution based on user-defined criteria. | ||
| Field Mobility & Execution | |||
| 12 | Ability to provide mobile access to work orders for field staff via mobile devices or tablets. | ||
| 13 | Ability for field staff to update work order status, enter notes, and record completion details in real time or near real time. | ||
| 14 | Ability to capture field data, including meter reads, installation details, condition assessments, and service actions performed. | ||
| 15 | Ability to capture photos, signatures, or supporting documentation as part of the work order record. | ||
| 16 | Ability to support offline work order processing with synchronization when connectivity is restored. | ||
| Meter & Asset Integration | |||
| 17 | Ability to create work orders for meter installation, replacement, testing, and removal activities. | ||
| 18 | Ability to capture final reads, initial reads, and meter attributes during meter-related work order completion. | ||
| 19 | Ability to update meter and premise records automatically upon completion of work orders. | ||
| 20 | Ability to integrate work orders with asset or infrastructure management systems for tracking of utility assets. | ||
| Billing & Financial Integration | |||
| 21 | Ability to automatically generate service charges, fees, or adjustments based on completed work orders. | ||
| 22 | Ability to link work order activities to billing transactions and customer accounts. | ||
| 23 | Ability to trigger billing updates (e.g., start/stop service, account status changes) based on completed work orders. | ||
| 24 | Ability to track costs associated with work orders, including labor, materials, and equipment (if applicable). | ||
| Workflow, Notifications & Automation | |||
| 25 | Ability to automate work order routing and approvals based on predefined rules, service types, or account conditions. | ||
| 26 | Ability to generate automated notifications (e.g., email or system alerts) for work order creation, assignment, or completion. | ||
| 27 | Ability to escalate or flag work orders that are incomplete or overdue based on user-defined thresholds. | ||
| 28 | Ability to support approval workflows for specific work order types or activities. | ||
| Additional Requirements | |||
| 29 | Ability to integrate work orders with GIS to display location, routing, and spatial context for field crews. | ||
| 30 | Ability to support customer notifications related to scheduled or completed work orders (e.g., service interruption notices). | ||
| 31 | Ability to support emergency or after-hours work order processing with priority override capabilities. | ||
| 32 | Ability to link multiple work orders to a single service request or customer interaction. | ||
| 33 | Ability to support contractor or third-party work order assignment and tracking. | ||
| 34 | Ability to configure service-level agreements (SLAs) and track compliance for work order completion. | ||
| 35 | Ability to generate work orders based on meter reading exceptions (e.g., high/low usage, no read, stuck meter). | ||
| 36 | Ability to support integration with customer self-service portals for work order requests or status inquiries. |
| Compliant |
| Alternative Method |
| Modification Required |
| Non-Compliant |
Premises
| Premises | |||
| # | Requirement | Response | Comments |
| # | General Requirements | ||
| 1 | Ability to create and identify premise by unlimited, queriable identifiers, including but not limited to: Address; Property Identification Number (PIN) (multiple premises may exist on a single legal parcel); Subdivision and Lot Number. | ||
| 2 | Ability to allow look up and sort by all location identifiers. | ||
| 3 | Ability to create and assign a unique premise location number of at least 16 digits, which will never be reused (i.e., this ID shall be preserved through the lifetime of the premise record, including management of superseded location records). | ||
| 4 | Abilility to combine locations if it is discovered the same address exists under a different premise location number with a different service (i.e. fire check or irrigation set up under a different location record). | ||
| 5 | Ability to capture premise records that includes jurisdiction, special customer service area, service availability, and special terms of service. | ||
| 6 | Ability to assign address to new premise as provided by Planning and Zoning Department in Master Address File. | ||
| 7 | Ability to access GIS files of City service areas to determine which services are available to a customer at a specific premise. | ||
| 8 | Ability to assign location to a meter route and/or billing cycle. | ||
| 9 | Ability to assign unlimited number of metered services, unmetered services, devices and products to a premise. | ||
| 10 | Provide history records for all activities at premise including, but limited to, meter changes, service removals, service additions. | ||
| 11 | Ability to support linking new accounts to premise. | ||
| 12 | Ability to support modification of premise information, to document changes in built environment. | ||
| 13 | Ability to add miscellaneous notes that is not customer specific but applies to the premise. | ||
| 14 | Ability to retain customer records for user-definable periods, and to purge them once approval has been received from the City Clerk's Office. |
| Compliant |
| Alternative Method |
| Modification Required |
| Non-Compliant |
Payments & Collections
| Payments & Collections | |||
| # | Requirement | Response | Comments |
| General Requirements | - | ||
| 1 | Ability to collect electronic payments (e.g., ACH, credit card payments, remote deposits, electronic check imaging). | ||
| 2 | Ability to tag an account as "Cash Only." | ||
| 3 | Ability to post "history" payments which will automatically post adjusting accounts receivable codes (i.e. currently used for all tap fees). | ||
| 4 | Ability to support a search option to select all matching bills for a given customer or address. | ||
| 5 | Ability to support the application of a payment, following implementation, to a utility account by the current account number or by the pre-implementation account number (if the proposed Customer Relationship Management System (CRM) does not support the current City account numbering scheme). | ||
| 6 | Ability to distribute payments to accounts receivables/revenue categories based on a user-defined formula. | ||
| 7 | Ability to process interdepartmental payment. | ||
| 8 | The system should provide the ability to override distributed payments at the request of an admin-configurable user. | ||
| 9 | Ability to select different payment methods for different locations associated with a single customer account number. | ||
| 10 | Provide capability for endorsing checks and validating a customer's utility bill and printing a receipt on paper. | ||
| 11 | Ability to print unlimited, user defined information on the receipt, including but not limited to transaction time, date, operator code, amount paid, amount posted, change and customer balance, as well as, free text message. | ||
| 12 | Provide sequential receipt numbers City-wide so they can tell at a glance if any are missing; ability to include a department identifier in the receipt numbers. | ||
| 13 | Ability to support end of day processing for unlimited cash drawers. | ||
| 14 | Ability to recognize unposted payments as paid in all collection and account processes. | ||
| 15 | Ability to support multiple payment types (e.g., cash, check, credit card) as part of a single transaction. | ||
| 16 | Ability to set up miscellaneous or non-billed charges as a fixed cost, explicit cost, or default to the actual balance. | ||
| 17 | Ability to support credit card payments through PCI-compliant vendors, wires through banks, ACH payments. These should be automatically entered into the Cashiering module, with appropriate recordkeeping and traceability. | ||
| 18 | Ability to supports check scanner capabilities, which utilize a device used to read MICR, OCR, and Bar Code. | ||
| 19 | Ability to support the endorsement and capture of digital images of the front and back of each document it processes, and link each image to the appropriate utility account. | ||
| 20 | Provide process for managing receipts for bank drafts, credit card drafts and automated ACH payments. The receipts must be included, reconciled and posted to Customer Accounts with debit and credit payment balances. | ||
| 21 | Ability to support credit card and debit card payments made directly by customer, or over the telephone or through an IVR system. The system must include a verification process. | ||
| 22 | Ability to support multiple daily batches of credit card transactions. | ||
| 23 | Ability to support multiple account status categories. | ||
| 24 | Ability to automatically apply delinquency fees and penalties based on user-defined delinquency rules, including but not limited to flat rate, timing based, percentage based, interest based, and minimum charges. | ||
| 25 | Ability to flag an account to avoid penalty for late payment on a one-time basis, for a temporary exemption over a user defined period of time, or for permanent penalty exemption. | ||
| 26 | Ability to automatically generate a notification when a penalty exemption date has been exceeded and payment has not been received. | ||
| 27 | Ability to support creation and management of customer payment arrangements, supported by flexible, rule-based criteria, and including a unique agreement number. | ||
| 28 | Ability to produce a "Tag" Report of delinquent accounts due for service interruption for non-payment. | ||
| 29 | Ability to maintain payment arrangement plan details for remediation of delinquent balances. | ||
| 30 | Ability to generate a report of all late arrangements, daily and upon request. Report parameters must accommodate a threshold amount below which the account will not be included as late. | ||
| 31 | Ability to notify / remind customer before their payment arrangement is due, by several media, including e-mail, phone, and US Postal Service. | ||
| 32 | Ability to allow staff to void or modify an existing payment arrangement, with transaction logging to provide an audit trail for the modifications. | ||
| 33 | Ability to maintain a history of the number of delinquent payments received on an account, which can be utilized to automatically activate a user defined collection status, such as “cash only” or “no more extensions.” | ||
| 34 | Ability to support creation of a cutoff packet for utility services, including a hard-copy notification for turn-offs. | ||
| 35 | Ability to add notes to individual cutoff notification or uniformly to all cutoff notifications in a batch. | ||
| 36 | Ability to change the criteria / parameters for disconnection for different batches, based on user defined criteria. | ||
| 37 | Ability to identify delinquent balances on inactive accounts, assess penalties and fees to an inactive account, pursue payment collection, and perform write off processing for balances that are deemed uncollectable. | ||
| 38 | Ability to run reports on bad debt balances, by user defined criteria, and create collection letters and apply penalties to the bad debt accounts. | ||
| 39 | Ability to perform cross references between bad debt accounts and other accounts, both active and inactive, to identify additional revenue due. | ||
| 40 | Ability to identify accounts with uncollectable bad debt and transfer them to a third party collection agency for collection. | ||
| 41 | Ability to interface with collection agencies to identify payments made against the bad debt, though the agency or the City, in total or through payment arrangements. | ||
| 42 | Ability to track bad debt transactions through the collection agency process. | ||
| 43 | Ability to track partial payments and remaining balances for customer accounts. | ||
| 44 | Ability to process payments from multiple sources, including online, lockbox, kiosk, and third-party processors. | ||
| 45 | Ability to integrate with multiple payment processors with real-time transaction posting. | ||
| 46 | Ability to consolidate payment data from all sources into a single receipting process. | ||
| 47 | Ability to automatically apply payments to customer accounts based on configurable rules. | ||
| 48 | Ability to support automated reconciliation of payments to customer accounts and the general ledger. | ||
| 49 | Provide a means for automatically archiving and purging bad debt history information. | ||
| 50 | Ability to identify receivable debt as having a lien and said receivables exempt from write offs. | ||
| 51 | Ability to support the reverse of a single payment type as part of a multi payment type transaction. | ||
| Compliant | |||
| Alternative Method | |||
| Modification Required | |||
| Non-Compliant |
Reporting & Querying
| Reporting & Querying | |||
| # | Requirement | Response | Comments |
| General Requirements | |||
| 1 | Provide option for standard reports of being produced automatically by the system upon specified user events or on-demand by the user on a schedule. | ||
| 2 | Ability to create billing reports prior to submission for auditing. | ||
| 3 | Ability to create reports based on different criteria (i.e. key accounts, type of business, water service without sewer, life support, etc.). | ||
| 4 | Provide capability to export reports to other applications. All reports should be automatically / easily exportable to all standard spreadsheet and word processing programs. | ||
| 5 | Provide user-friendly reporting tool to create custom reports. | ||
| 6 | Ability to allow users to define and generate custom reports, to format the report layout, add calculated fields based upon user-defined formulas, and to select from a list of CRM/GIS database data elements. | ||
| 7 | Ability to support back end queries via SQL, programming scripts, & tools. | ||
| 8 | Provide separate solid waste reporting that is able to handle the unique aspects of solid waste service, such as pick up route, pick up date, container type, size, number of containers, number of pickups, additional pickups, landfill charges, special request pickup, and a tracking mechanism for solid waste containers. | ||
| 9 | Ability for billing staff to produce a report showing work orders that have been closed/completed in the field, sortable by user-defined field(s) (e.g., date, work order number). | ||
| 10 | Ability to generate and sort using multiple user defined criteria and distribute summary report of work activity to replace distribution of hard copies of Service Requests or Service Orders. | ||
| 11 | Ability to show all associated Service Requests or Service Orders together for a premise or customer account. | ||
| 12 | Ability to show results of spatial queries in map and tabular formats for all assignments and/or assets by location, along streets, arbitrary polygons, existing polygons (for example, sub basins), nearness to selected asset(s). Need to identify nearby activities, for investigations and for repairs. | ||
| 13 | Provide backlog, service activity and closure rate statistics for all service request and service order activity. | ||
| 14 | Ability to provide history of write-off balances. | ||
| 15 | The system provides an easy way to set up and maintain the transactions to the General Ledger. | ||
| 16 | Ability to change date ranges (groupings) for aging reports - 30, 60, 90, 180, 360, ……. | ||
| 17 | Ability to export billing and payment data directly to Excel. | ||
| 18 | Ability to provide drill-down capability from summarized billing data to individual transactions. | ||
| 19 | Ability to generate reports by municipality, service type, meter group, and customer class. | ||
| 20 | Ability to provide dashboards for billing activity, collections, and outstanding balances. | ||
| 21 | Ability to support ad hoc reporting across billing, payments, and meter data. | ||
| 22 | Ability to support production of detailed documentation as audit trails. |
| Compliant |
| Alternative Method |
| Modification Required |
| Non-Compliant |
Regional UB
| Intergovernmental Billing | |||
| # | Requirement | Response | Comments |
| General Requirements | |||
| 1 | Ability to support billing for multiple municipalities within a single utility billing system. | ||
| 2 | Ability to allocate revenues, fees, and charges across multiple municipalities based on configurable rules. | ||
| 3 | Ability to automatically generate intergovernmental receivables and payables related to utility billing. | ||
| 4 | Ability to support settlement processing between municipalities, including reconciliation and audit tracking. | ||
| 5 | Ability to maintain separate accounting and reporting by municipality, fund, and revenue type. | ||
| 6 | Ability to configure municipality-specific rate structures, fees, and billing rules. | ||
| 7 | Ability to assign customers, accounts, and service locations to one or more municipalities or service providers based on configurable geographic boundaries or service area rules. | ||
| 8 | Ability to generate a single consolidated bill for customers receiving services from multiple municipalities or entities, with clear allocation of charges by entity. | ||
| 9 | Ability to allocate and track consumption (e.g., water usage, sewer flow) across multiple municipalities or entities when services are shared or jointly provided. | ||
| 10 | Ability to distribute late fees, penalties, interest, and adjustments across multiple municipalities based on configurable allocation rules. | ||
| 11 | Ability to configure billing and revenue-sharing rules based on intergovernmental agreements, contracts, or service arrangements. | ||
| 12 | Ability to provide reporting and inquiry tools to track intergovernmental balances, settlements, and outstanding receivables and payables by municipality or entity. | ||
| 13 | Ability to automatically generate settlement reports and financial extracts for posting to each municipality’s general ledger or ERP system. | ||
| 14 | Ability to maintain a complete audit trail of all allocation, billing, adjustment, and settlement transactions between municipalities or entities. | ||
| 15 | Ability to process adjustments, corrections, and rebilling scenarios while properly reallocating revenues and balances across all affected municipalities. | ||
| 16 | Ability to maintain separate aging, collections tracking, and delinquency processing by municipality or entity. | ||
| 17 | Ability to support configurable billing cycles that may differ by municipality, service type, or geographic area within the same system. | ||
| 18 | Ability to restrict user access based on municipality or entity, ensuring users can only view or manage data for authorized jurisdictions. | ||
| 19 | Ability to integrate with Geographic Information Systems (GIS) to determine municipal boundaries or service areas for billing and revenue allocation. | ||
| 20 | Ability to export or integrate intergovernmental billing, allocation, and settlement data with external financial systems in a structured and automated manner. |
| Compliant |
| Alternative Method |
| Modification Required |
| Non-Compliant |
Intergration and Reconciliation
| Intergration & Reconciliation |
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