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Requirement Engineering

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Application Requirements Checklist

General
No. Requirement Description 1 Ability to designate and provide users with read only access to screens and tables 2 Ability to generate reports on an ad-hoc basis 3 Ability to access features and functionality in a disconnected state 4 5 6 Ability to easily configure workflow and system automation Ability for citizens to create an account online for access to services provided via the Internet Designated City personnel must have capability to adjust commonly altered variables, such as codes, tables, fields, report parameters, pick lists, etc. without the services of a professional programmer. Ability to restrict access through roles and definable properties Ability to export data to Microsoft Excel format System should conform to open architecture standards System should be able operate on a Microsoft compatible database format such as Microsoft SQL Built-in report writer for flexible reporting that doesn't require the need to use a 3rd party Report Writer Ability for user defined edit and validation rules to control data integrity Ability to assign security at the table, record and field level System documentation is available online System documentation and user help is available within the program itself Ability to integrate with ESRI based GIS system System supports date fields with calendar drop downs System enables easy access to historic data System allows simultaneous access to data by concurrent users y Ability to send email notifications Ability to schedule processes and to change the time of scheduled processes System operates in a Windows 2003 environment System operates on a 32 bit Windows XP Pro OS Ability to customize help documentation Ability to monitor when users are using the system and when licenses are in use Ability to prevent a primary record from being deleted if secondary records exist Ability to integrate with other systems via web services Ability to link multiple permits, cases, plans, and licenses to a single master project Ability to easily update workstation software without having to install software on every machine Ability to upgrade applications as new releases are deployed Ability to customize the software and develop additional modules post-implementation without reliance on the vendor System is based on industry best practices and uses common business process flow Applications are integrated and work cohesively System is based on a modern, easy to use, rich user interface Supports data handling with many-many views Documentation and help is context sensitive to display help according to the area of the application the user is in Database can be accessed by customer's IT personnel in order to create connections to other city applications (i.e. database is not proprietary) Ability for users to edit fees

4 = Base Package "off-the-shelf" 3 = Future Release 2 = Optional Module 1= Custom Programming (Source Code) 0 = Not Supported

Priority 3 3 3 3 1

Vendor Response

Comment

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General

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39 Ability for fees to be automatically drawn from a deposit and to alert users when a deposit falls below a certain level 40 Ability to track hourly fees Total

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General

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Vendor Name:

Application Requirements Checklist

Building
No. Requirement Description PERMIT APPLICATION PROCESSING 1 Allow for the capture of basic application data and track status of permit applications 2 Ability to search for permits using user defined criteria including but not limited to address, parcel number, associated names, dates, application #, status, or any combination of these items 3 Allow application to be created on a temporary parcel. Actual parcel number and address required before a C/O may be issued. 4 Provide for calculation of standard fee amounts using user provided formulas or tables. Track fee collections and receivables and generate payment receipts. 5 Provide permit histories by parcel 6 Provide a printable permit application form for manual data capture 7 Ability to define structure detail data items based on the type of work being performed. For example, a different set of data may be set up for renovation permits than for new single family homes. 8 Ability to have multiple names, addresses, & phone numbers to be entered for an application. Allow for searches by any of these names to locate a permit. 9 Ability to have multiple subcontractors associated with a single permit. Allow for online searches by any of these names to locate a permit. 10 Memo field types to allow for unlimited free-form notes to be entered for a permit. 11 Ability to define and maintain codes using pick lists for such items as type of construction, occupancy type, etc. 12 Allow for a distinction between building permits (projects) and related sub-permits 13 Ability to define valuation calculations based on a user-defined table user defined of construction values. 14 Ability to define square footage calculations based on a user-defined table of square footage values. 15 Ability to duplicate an existing permit application and all associated information to a new application at a different location. An example would be a "standard plan" type of application that is being built repeatedly by a contractor. 16 Ability to track construction bonds posted for permit applications and transact through cashiering. 17 Ability to attach scanned documents, plans, images, etc. to a permit application and launch for viewing within the application. 18 Allow for special notes such as alerts to be attached to a parcel in the property file and flagged for automatic display in the building permits application. 19 System calculates permit expiration date automatically based on user parameters. Ability to extend expiration date based on inspection activity. Provide option and ability to send notification letters to contractors and/or owners prior to permit expiration. 20 Ability to collect permit fees via credit card 21 Flexible payment options, including but not limited to: ability to make partial payments and prioritize payments; ability to split or join fees; ability to generate refunds; ability to credit fees to another permit; ability to void fees. 22 Ability to export payment detailed information to external financial system 23 Prevent overpayments (i.e. disallow payment amounts greater than amount due)

4 = Base Package "off-the-shelf" 3 = Future Release 2 = Optional Module 1= Custom Programming (Source Code) 0 = Not Supported

Priority 3 3 3 3 3 3 3

Vendor Response

Comment

3

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Ability to electronically sign permits using scanned image of signature INSPECTION SCHEDULING AND PROCESSING Ability to schedule inspections and track inspection results Ability to enforce appropriate inspection order when sequence is important. Ability to update the Permit Status to Final once all inspections are complete Ability to disallow a final inspection approval until all predevelopment conditions are met Ability to configure security to assure that only authorized persons are allowed to sign off on an inspection. Ability to automatically assign inspections to inspectors based on geographical zone Ability to limit/control the number of inspections assigned to an inspector Ability for supervisor to reassign an inspector's scheduled inspections Ability to provide an inspection checklist that can be updated Alert inspectors and supervisors of inspections that are overdue Ability to automatically generate re-inspections Allow preferences for AM or PM inspection Ability to access permit applications and enter inspection results while offline and have data automatically synchronized when connection is restored CONTRACTOR TRACKING Allow for the capture of basic contractor information and track status of contractor licenses Ability to have multiple subcontractors associated with a single permit Perform automatic checking of requirements for a contractor before a permit may be written during permit processing. These requirements REPORTS Ability to generate a report listing all outstanding permit fees Ability to generate a report listing all permit fees paid within a specified time frame Ability to generate a report listing all inspections by status Ability to generate a report of all scheduled inspections by inspector Ability to generate a report listing all completed inspections by inspector and detailing average time required to complete an inspection Ability to generate a report listing all permits by status Ability to generate a report detailing permit turn around time Ability to generate a report listing the status of all contractor licenses Ability of users to easily create new reports CITIZEN ACCESS Ability for citizens to apply for a permit online Ability for citizens to permit status online Ability for citizens to pay permit fees online Ability for citizens to request an inspection online Ability for citizens to schedule an inspection online Total

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Building

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Vendor Name:

Application Requirements Checklist

Planning & Zoning
No. 1 2 Requirement Description PLANNING & ZONING APPLICATION AND REVIEW Allow for the capture of basic application data and track status of planning applications Ability to search for applications using user defined criteria including but not limited to address, parcel number, associated names, dates, application # or any combination of these items Automatic tracking and routing of projects through various userdefined processes consisting of agency and other review functions Allow for entry of unlimited free-form comments during plan review Ability to track the amount of time in days that plans were under review for each plan tracking step Ability to setup security for authorized individuals to approve plan review steps for each agency Ability to electronically submit and store submittals Provide the ability to assess fees and collect payments for planning projects. Fees displayed during processing should be determined by the type of project with only the fees applicable to the project type being displayed. Ability to automatically generate notification letters using data stored in the system Ability to locate parcel on a map Ability to generate a view of surrounding property owners on a map based on information extracted from GIS Ability to prevent application approval until all fees have been paid Allow users to flag entire projects or individual project conditions in such a manner as to alert other personnel of a project or special condition at the time of permit application. Ability to track project milestones Provide a method of producing meeting documents (such as agendas) for all projects scheduled for a particular meeting and date. Documents should be accessible without re-keying comments and/or conditions entered previously as part of the individual project reviews. Ability to perform spatial queries using GIS data provided Ability to embed map image in notifications Ability to use a map search to find zoning information REPORTS Ability to generate a report listing all projects and associated applications Ability to generate a report listing all projects assigned to a planner Ability to generate a report listing all outstanding plan reviews Ability to generate a report listing all fees and payments associated to a project Ability to generate a report listing all projects that have expired Ability to generate a report detailing applications status Ability to generate a report detailing project milestones Ability to generate a report detailing time required to complete plan reviews Ability to easily create new reports CITIZEN ACCESS Ability for citizens to track the status of a planning application online Total

4 = Base Package "off-the-shelf" 3 = Future Release 2 = Optional Module 1= Custom Programming (Source Code) 0 = Not Supported

Priority 3 3

Vendor Response

Comment

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Planning & Zoning

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Vendor Name:

Application Requirements Checklist

Code Enforcement
No. Requirement Description CODE ENFORCEMENT TRACKING AND REVIEW Identify violations by parcel and allow for the capture of details relating to a case Allow user to define case types with user-defined sequence of actions and case data for each type. Allow user-defined violation types. Allow multiple violations to be associated with a single case. Provide user-defined notifications to responsible parties (multiple parties possible per case). Ability to produce letters within the application as method for user definition of notification. Ability to record inspection results while disconnected and automatically synchronize data when connection is re-established Provide method of preparing agendas and backup documentation for cases reaching Planning Board or Board of Adjustment. Provide a method of establishing monetary penalty calculations based on a "per day" calculation. User to input a start date for the fine & system to keep running total to date. Provide ability to flag parcels with code violations to alert central permitting at time of entry of application for building permit. Ability to automatically generate compliance dates Ability to perform spatial queries using GIS data provided Ability to embed map image in notifications REPORTS Ability to generate a list of all cases and associated status Ability to generate a list of all cases requiring follow up Ability to generate a list of all cases by case type Ability to generate a list of all inspections and time to complete Ability to easily create new reports Ability to generate incident history on by parcel CITIZEN ACCESS Ability for citizens to report a new case online and to select if they are a tenant, complainant or anonymous Total

4 = Base Package "off-the-shelf" 3 = Future Release 2 = Optional Module 1= Custom Programming (Source Code) 0 = Not Supported

Priority 3 3 3 3 3 3 3 3 2 3 2 3 3 3 3 3 3 1

Vendor Response

Comment

Code Enforcement

Page: 6

Vendor Name:

Application Requirements Checklist

Licensing
No. Requirement Description BUSINESS LICENSE APPLICATION AND ISSUANCE Ability to capture data required to issue a license and to track the status of applications Ability to search for applications using user defined criteria including but not limited to address, parcel number, associated names, dates, application #, status, or any combination of these items Ability to renew a license Ability to create and issue a tax certificate Ability to issue a business license including licenses for Solicitors and Temporary licenses Ability to calculate fees including penalties and interest based on a user defined fee schedule Ability to enter gross revenues reported by businesses as a batch process Ability to track correspondence history Ability to create multiple contacts on a business license application Ability to enter and maintain multiple business owners Ability to print duplicate business licenses with the word 'duplicate' on them Ability to capture information pertaining to Alcohol Licenses and to issue a license for approved establishments Ability to put an application on hold Ability to provide fee exemptions and capture a reason for the exemption Ability to perform spatial queries using GIS data provided Ability to embed map images on licenses REPORTS Ability to generate a report that lists all registered businesses Ability to generate a report listing emergency contact information for businesses Ability to generate a list of all businesses with expired licenses Ability to generate a list of all temporary licenses issued Ability to generate a list of all businesses that have not reported gross earnings Ability to generate a list of all businesses with outstanding license fees Ability to generate a list of all businesses that are tax exempt Ability to generate a report detailing total fees paid by businesses CITIZEN ACCESS Ability for citizens to apply for a business license online including temporary licenses Total

4 = Base Package "off-the-shelf" 3 = Future Release 2 = Optional Module 1= Custom Programming (Source Code) 0 = Not Supported

Priority 1 1 1 1 1 1 1

Vendor Response

Comment

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Licensing

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