LAND AND PROPERTY INFORMATION SYSTEM
(LAPIS)
FUNCTIONAL SPECIFICATION
January 2001
Prepared by:
ADC RESULTS PTY LTD
“Delivering Innovative Business Solutions to Government”
EXECUTIVE SUMMARY
With the announcement by GEAC Computers Pty Ltd that support for TCS is being phased out within the
next few years, a group was formed consisting of key stakeholders from a broad cross-section of South
Australian councils. This Land and Property Information Systems (LAPIS) Group, in conjunction with the
South Australian Local Government Association (SALGA) commissioned the land and property information
system project in order to determine future requirements.
ADC Results Pty Ltd was selected to collate and document the functional requirements for a new land and
property system under Phase 1 of the project. The project involved a high level of participation, consultation
and exploration of the issues, processes and systems surrounding the modules required for a local
government land and property system.
The six core modules of the land and property system were identified as:
1.
2.
3.
4.
5.
6.
Administration
Applications
Land management
Licensing
Property and rating
Regulatory
Each of the core modules were split further into manageable subject groups.
Successions of interviews were held with key council staff to extract systems requirements. The results of
these interviews provided a base functional specification to use as a starting point at the workshops.
Subsequent workshops were held to discuss and refine the initial findings, prioritise the requirements and
achieve consensus amongst council representatives.
This document is intended to be used as the basis for further phases of the land and property information
system project, to assist councils in selecting an appropriate direction for the future with respect to a land and
property system.
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Functional Specification
December 2000
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CONTENTS
EXECUTIVE SUMMARY............................................................................................................2
INTRODUCTION ........................................................................................................................4
Background.................................................................................................................................4
Scope..........................................................................................................................................5
Document Structure....................................................................................................................6
Module Structure.........................................................................................................................7
Prioritising Requirements............................................................................................................8
ADMINISTRATION MODULE ...................................................................................................9
1. Name and Address Register ................................................................................................10
2. Electoral Roll ........................................................................................................................16
3. Section 7 Certificates ...........................................................................................................22
4. Freedom of Information Act Requests .................................................................................27
APPLICATIONS MODULE ......................................................................................................31
5. Development Applications....................................................................................................32
6. Inspections ...........................................................................................................................43
7. Essential Safety Provisions ..................................................................................................50
LAND MANAGEMENT MODULE ...........................................................................................55
8. Heritage Land.......................................................................................................................58
9. Land Management Agreements...........................................................................................62
10. Community Land/Non-Community Land ............................................................................65
11. Road Reserves ..................................................................................................................68
LICENSING MODULE .............................................................................................................70
12. Licenses/Permits/Casual Hire ............................................................................................71
13. Environmental Health .........................................................................................................81
14. Waste Management...........................................................................................................87
RATES & PROPERTY MODULE ............................................................................................92
15. Property..............................................................................................................................93
16. Rates ..................................................................................................................................99
16.2 Data Collection ...............................................................................................................100
16.3 Rates Modelling and Generation....................................................................................104
16.4 Notice Generation ..........................................................................................................108
16.5 Payments/Receipting .....................................................................................................111
16.6 Fines/Interest .................................................................................................................115
16.7 Arrangements/Debt Collection .......................................................................................118
REGULATORY MODULE .....................................................................................................121
17. Infringements ...................................................................................................................122
18. Animal Control..................................................................................................................131
APPENDIX 1. - GENERAL AND TECHNICAL REQUIREMENTS........................................138
1.1 User Interface...................................................................................................................140
1.2 Workflow Capability..........................................................................................................140
1.3 Systems Administration....................................................................................................142
1.4 Audit Trail ........................................................................................................................144
1.5 Data Access/Reporting ...................................................................................................144
1.6 Interfacing/Integration .....................................................................................................144
1.7 Web Interface..................................................................................................................145
1.8 Upgrades.........................................................................................................................145
1.9 Data Migration.................................................................................................................145
1.10 Operating System Environment .....................................................................................145
1.11 Database Environment...................................................................................................145
1.12 Network Environment/System Architecture ...................................................................145
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Functional Specification
December 2000
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INTRODUCTION
PROJECT BACKGROUND
In the wake of the announcement by GEAC Computers Pty. Ltd. of their intention to withdraw support for
significant aspects of TCS (Total Corporate System) software and the realisation amongst a number of
councils that their IT systems require enhancement, a large number of councils around Australia have been
faced with the need to source an alternative product suite.
A group of metropolitan councils, the GEAC MIS special interest group and the Council purchasing cooperative assisted by the Local Government Association determined to make a coordinated approach to
resolving the corporate computing issue. As a result of a presentation by a member of a NSW council
syndicate some 14 South Australian councils agreed to pool resources. These steering and reference groups
hope to achieve the best balanced view of what councils might need in the next 10 years and leverage from
the buying power such a large syndicate provides.
The overall objectives of the project aims to;
•
Produce requirements definition document, detailing all the functionality, interfaces and integration
required for Land and Property related information and services provision.
•
Examine options for partnerships between councils with regards to a new core Property Information
System to:
•
Purchase existing software
•
Undertake software development
•
Examine ownership models
•
Examine other relevant issues
•
Ultimately implement a new property information system solution for the participants of the project.
This project has been planned to be delivered in 4 phases of which funding has been approved for phase 1
only. The objectives of this phase being to develop a common set of business requirements, identify any
unique requirements and determine the overall functionality specification for the land and property system
applicable for use by all South Australian Local Government to assist in the determination of their system
requirements.
The 4 phases of the project are:
Phase 1
System requirements
& functional
specification
document
Phase 2
Tender document
preparation &
evaluation
methodology
Phase 3
Conduct tender &
evaluation process
Phase 4
Optionally develop
implementation and
conversion plans
Twelve councils are represented under Phase 1 of the project.
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December 2000
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PROJECT BACKGROUND (CONT’)
The councils actively involved in the various forums to determine future requirements were:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
Adelaide Hills Council
Burnside City Council
The Barossa Council
City of Campbelltown
City of Charles Sturt
City of Holdfast Bay
City of Norwood, Payneham & St Peters
City of Onkaparinga
City of Playford
City of Port Adelaide Enfield
City of Unley
Town of Walkerville
This report documents the results of Phase 1 of the project.
PROJECT SCOPE
The scope of this project was limited to identifying both unique and common business requirements and a
functional specification for the major application modules of a land and property information system.
This did not include re-engineering of existing business processes.
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Functional Specification
December 2000
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DOCUMENT STRUCTURE
The attached document outlines the detailed functional requirements for a land and property information
system as identified by the LAPIS Group of South Australian Councils under Phase 1 of the LAPIS project.
The document is based on the following core modules:
1. Administration
•
•
•
•
Name and Address Register
Electoral Roll
Section 7 Certificates
Freedom of Information Act Requests
2. Applications
•
•
•
Development Applications
Inspections
Essential Safety Provisions
3. Land Management
•
•
•
•
Heritage Land
Land Management Agreements
Community Land
Non-community Land
4. Licensing
•
•
•
Licensing and Permits
Environmental Health
Waste Management
5. Property & Rating
•
•
Property
Rates
6. Regulatory
•
•
Infringements
Animal Control
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Functional Specification
December 2000
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MODULE STRUCTURE
Each module follows a standard structure and is grouped under the following 7 headings;
1. Business Objectives
This section contains an outline of the business objectives for each module. These objectives were
compiled at a specific business objectives workshop with Council senior management with the aim of
providing more strategic direction and context to each of the functional modules.
The business objectives have been grouped under three headings;
•
•
•
Customer/Community Service Objectives
Legislative Requirements
Internal Council Management Objectives
2. Procedural Flows
This is a pictorial representation of the procedural flow of information through a specific module,
highlighting interaction with other LAPIS modules, other corporate systems and external
organisations.
3. Functional Requirements
This section provides the heart of the document and lists the detailed functional requirements of the
individual modules of the land and property system. This section does not however address the
requirements relating to data access and reporting, interfacing/integration issues or audit
requirements which are included within the sections below.
4. Data Access/Reporting Requirements
This section provides a list of system requirements specifically related to data access and reporting.
5. Interface/Integration Requirements
This section provides a list of system requirements specifically related to interfacing and integration
with other LAPIS modules, other corporate systems and external organisations.
6. Audit Requirements
This section provides a list of system requirements specifically related to system audit controls.
7. Data Content
Each module has a detailed list of data content required to be recorded, stored and accessed.
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Functional Specification
December 2000
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PRIORITISING REQUIREMENTS
Each requirement has been prioritised and consensus achieved through workshops based on the following
priority scale.
M
Mandatory
These are mission critical requirements. A system not meeting a
mandatory requirement would be rejected on this basis.
HI
High Importance
These represent very important requirements. A system not
meeting these requirements would cause significant difficulties for
Councils and may be rejected on this basis.
I
Important
These represent moderately important requirements. A system not
meeting these requirements would not be rejected on this basis but
could cause some difficulties for Councils.
O
Optional
These are optional requirements which would not result in rejection
of system nor cause problems.
GENERAL
ADC Results recognises and would like to thank all the active participants in this process for their exceptional
knowledge and commitment to the project and their quality of contribution to the final document.
LAPIS
Functional Specification
December 2000
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LAND AND PROPERTY INFORMATION SYSTEM
FUNCTIONAL REQUIREMENTS
ADMINISTRATION MODULE
The Administrative subject group contains the functional requirements for the following detailed
areas/modules:
!
! Roll
Electoral Roll
2. Electoral
! Section 7 Certificates
3. Section
Certificates
!7 Freedom
of Information Act Requests
1. Name andName
Address
andRegister
Address Register
4. Freedom of Information Act Requests
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Functional Specification
December 2000
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1. NAME AND ADDRESS REGISTER (NAR)
1.1 Name and Address Register - Business Purpose
Customer/Community Service
•
To provide a customer service front-end framework facilitating accessibility to all customer
business/interaction with Council i.e. Dogs, rates, library, development, infringements,
suppliers, employees, voters etc.
•
To provide a knowledge base for identifying stakeholders within the community for the
purpose of promotion, consultation etc.
Legislative Requirement
N/A
Internal/Council Management
•
To provide a single centralised repository for all names and addresses (NAR) of individuals
and organisations interacting with Council.
•
To provide a link with all other applications within the land and property information system
and to other corporate database systems.
•
To reduce the time and cost of researching, identifying and gathering information on the
individuals, organisations or groups within the community.
•
To maintain the integrity of name and address data held by Council
•
To ensure accuracy of all name and address data stored.
Alternative Delivery
N/A
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December 2000
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1.2 Name and Address Register - Procedural Flow
Land
Titles
Office
Development
Property
House of
Assembly
Role
Animals
Licenses
Electoral
Roll
Infringements
Development
Specific
NAR
Industry
NAR
Standard
Infringement
Specific
NAR
Compliance with Industry Standards
Data Check
for possible
Duplicates
Warning Messages for Duplicate Names and Addresses
NAR
updated by
individual
Module
NAR System
Administrator
Notification of name/address change sent to all
relevant modules for individual approval
Reporting
Data Maintenance/
Integrity
Audit Log
Reporting
flexible- on
all Field
Monthly
automated
clean up
process
Births &
Death Roll
GIS
Mailing Lists
Exception
Reporting/
Duplicates
Random
Name
Selection
Merge &
Link
Duplicates
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Functional Specification
December 2000
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1. Name and Address Register
1.3
Functions
1.3.1
NAR field structure complies with industry standards
Able to link each NAR record with a unique identifier (i.e.
1.3.2
unique elector identifier, council unique identifier for
interaction over the Internet)
Name & Address field structure is flexible, i.e. allowing
configuration of:
• User-defined fields (Eg. Separate field indicating
additional street data such as Left/Right,
1.3.3
North/South),
• Variable field widths (Eg. So that fields will be wide
enough to hold all required data, and field widths will
be editable).
Name & Address field format is flexible, i.e. allowing
configuration of:
• Case conversion tables (Eg. To enforce
capitalisation standards – Mcpherson, etc.),
• Handling of abbreviations,
• Templates (Eg. Standards for data entry of phone
numbers, in the format (99) 9999 9999),
1.3.4
• Handling of hyphenated names,
• Handling of punctuation (Eg. Included or excluded
automatically),
• Case sensitivity (Eg. Able to enforce capitalisation,
etc.),
• Default values (Eg. Enable default area code for
phone numbers to be 08),
• C/- lines.
Name & Address field rules are flexible, i.e. allowing
configuration of:
• Address types, including:
- Units/flats (Eg. 1A Smith Street),
- Rural/’rapid number’ (Eg. no street numbers or
addresses bear no relation to conventional
1.3.5
placement on street),
- Multiple addresses (Eg. 1-3 Smith St),
- Addresses without identifiers (Eg. The
Esplanade, The Parade),
- Corner addresses.
• Oriental names where the surname comes first.
Able to override default field formats and rules with
1.3.6
appropriate security.
Able to ensure that any modification or addition complies
with Name and Address Industry Standards such as
1.3.7
Australia Post or Local Government Name and
Addressing standards.
Provide a mechanism facilitating conversion of existing
1.3.8
data so as to meet Name and Address Industry
Standards.
When adding a new name, able to quickly and
accurately determine whether the person exists in the
database, without the Name and Address record
1.3.9
necessarily being identical (Eg. phonetic matching,
checking for duplicates, and warning messages if like
matches are found).
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Functional Specification
December 2000
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Ranking
Comment
M
M
M
M
M
HI
M
HI
M
“Delivering Innovative Business Solutions to
1. Name and Address Register
Able to display and select like matches after typing only
a portion of the required Name or Address text (Eg.
1.3.10
automatic search after typing x characters or upon entry
of wildcard indicator ‘*’ or ‘#’).
To allow for multiple addresses to be added for each
1.3.11 Name (Eg. to allow different contact details for different
Council activities), including trustee and agent names.
Flexibility to reset multiple Names and/or Addresses to a
1.3.12
single default.
To allow for multiple name aliases (Eg. Joe and John for
1.3.13
Giovanni).
1.3.14 Able to record interstate and international addresses.
Able to use flexible workflow procedures to manage a
1.3.15
centralised Name and Address authorisation process.
Able to add, delete and change the order of workflow
1.3.16
tasks depending on individual circumstances.
Able to suppress of Name and Address information
1.3.17
where this is required to be confidential.
1.3.18 Able to record and store records of deceased people.
1.3.19 Able to identify government entities.
Able to flag names active/inactive i.e. people that move
1.3.20
in and out of the area.
Able to complete bulk maintenance procedures for
changes in street names/suburb names, etc. for multiple
1.3.21
properties (Eg. Able to select multiple properties for
address update).
Able to provide an automated cleanup process
(duplicate Name and/or Address identification, etc.)
1.3.22
maintaining data integrity (using pre-defined validation
steps), along with suitable exception reporting.
Able to easily merge duplicated names, consolidate the
information (Eg. married and maiden names) to create
1.3.23
one record and preserve the most correct information,
taking into account all data associated with that Name.
Able to archive and purge data based on pre-defined
1.3.24
criteria.
Able to attach ‘analysis’ criteria for council marketing
1.3.25 purposes, etc.(Eg. doctors, restaurants beyond land use
codes).
1.4
Data Access/Reporting
Able to generate ad hoc queries on any combination of
key data fields without the need for specific systems
knowledge. (Eg. List all property owners living on the
left hand side of Smith St) For elected member
1.4.1
campaign purposes, extraction of names and addresses
for specific mailing lists, generation of random name
selections for surveys limited by type i.e. rate payers
only.
Able to print the results of any ad hoc queries to screen
1.4.2
or paper.
1.4.3
Able to store and retrieve frequently used queries.
A set of standard reports available for regular reporting
1.4.4
use. (Eg. duplicate records report).
Able to write new reports or modify existing reports
1.4.5
without the need for specific systems knowledge.
LAPIS
Functional Specification
December 2000
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Page 13 of 146
Ranking
Comment
HI
M
I
HI
HI
HI
HI
M
M
M
O
HI
HI
HI
I
O
M
M
I
M
HI
“Delivering Innovative Business Solutions to
1. Name and Address Register
Able to maintain reporting flexibility on historic data for
comparison with current year, trend analysis, predictive
1.4.6
modelling, etc. (Eg. trend on population age, sex, special
needs etc.).
Able to restrict access to NAR allowing module
1.4.7
administrators to change data only in the modules where
they are authorised to do so.
1.5
Interfacing/Integration
Able to integrate with all other modules which use or
access names and/or addresses for council related
1.5.1
activities (Eg. ratepayers, dog owners, building
applicants, licensees etc.).
Able to input alternate Names and/or Addresses for the
system’s individual modules (Eg. for a given Name and
1.5.2
Address, the ability to input different contact details for
dog related information, building application information,
etc.).
Ability to maintain Addresses by department. Where a
name is linked only to one module, or third party
database, able to complete maintenance via that
module. Where a name is linked to other
modules/applications able to record changes as pending
1.5.3
to be confirmed via a central authorisation process.
Once flagged as pending update able to restrict other
modules from applying the update until such time as the
proposed change has been ratified or rejected.
Where addresses have entered by departments able to
provide electronic notification to a central authorisation
1.5.4
point and/or other effected areas with the option of
update without retyping.
Able to import files from external sources (Eg. Deaths
1.5.5
list) with appropriate validation rules.
Able to link with the White Pages or similar to ensure
1.5.6
standardisation of surnames, addresses, suburbs, etc.
Able to import alternative Name and Address data into
the various system modules without affecting the
centralised NAR (Eg. Allowing flexibility for Council to
1.5.7
exclude certain names from a centralised NAR ie people
outside of Council district).
Able to easily extract accurate mailing lists (Eg. mail
1.5.8
merge) from any Name and Address related data
irrespective of where it is stored.
Able to automatically generate letters (Eg. letter to new
1.5.9
resident).
Able to incorporate barcode technology for rapid delivery
1.5.10
of mail.
1.6
Audit Requirements
Able to produce an audit trail of all additions,
modifications and deletions to selected fields and
1.6.1
system parameters, and track to a
user/date/time/reason etc.
A set of standard exception reports available for regular
1.6.2
use (Eg. warning flags have been overridden, records
where specific fields have not been populated).
Able to produce specific exception reports on
1.6.3
adjustments to key data.
LAPIS
Functional Specification
December 2000
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Page 14 of 146
Ranking
Comment
HI
HI
M
M
M
M
HI
O
O
HI
HI
M
M
HI
M
“Delivering Innovative Business Solutions to
1. Name and Address Register
Able to provide alerts triggered from particular audit trail
1.6.4
events.
Ranking
Comment
HI
1.7 Data Content
Including, but not limited to the following fields:
Reference # (Unique Identifier)
Unique elector identifier
Salutation
Person/Company Flag (P or C)
First Name,
Middle Name (S)
Preferred name
Surname/Company Name
Company Trading Name
Name qualifier (to identify as person, business, Govt Dept etc)
Alternative Contact Name
Alias (Multiple)
Date of Birth
Sex
Home Phone Number
Work Phone Number
Work Extension Number
Mobile Phone Number
Fax Number
Pager Numbers
Website Address
E-Mail Address (Multiple)
Property Address
Mailing Address
Preferred Address
Street name and type
Street Number with Prefix and Suffix
Lot Type and Number
Suburb
Post Code
State/Province
Country
Alternative Addresses (Multiple)
Geographic Info (Left or Right Hand Side Of Street)
Special Needs (Interpreter Required, Hearing Disability, Cultural Register Etc.)
Pensioner Number
Pensioner Type
Suppression (available on a number of fields enabled by a check box)
Deceased (Y/N)
Web Access Security ID
Web Access Password
Digital Signature
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2. ELECTORAL ROLL
2.1 Electoral Roll - Business Purpose
Customer/Community Service
•
To support the democratic process allowing all eligible people the opportunity to have a say in
how they are governed.
•
To support an equitable elector representation.
Legislative Requirement
•
To satisfy legislative requirements under the Local Government Elections Act and
Regulations.
Internal/Council Management
•
To provide an accurate register of all people entitled to vote under legislation, i.e. provide a
complete list with no duplicates, avoiding or reducing the possibility of fraudulent practices.
•
To support and manage the logistics of an election process.
•
To link closely with the name and address register providing a tool for checking the accuracy
of the Electoral Roll and the NAR.
Alternative Delivery
•
Potential for future outsourcing of the electoral process to Electoral Commission.
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Functional Specification
December 2000
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Electoral Roll- Procedural Flow
NAR
File
Extract
File
Extract
File Filter
Reporting
Property
Council
Extract
File Edit
Merging &
Matching
Process
File
Merge
Check all
Combinations
of Names &
Addresses
Link to
NAR alternative
name and address
NAR
Reporting
Audit Log
Save
Final
File
Abbreviation
Conversion
Table
Electoral
Commission
Extract
House of
Assembly
Roll
Save
Final
File
File
Match
Process
Reporting
File Edit
Reporting errors to Electoral Commission
Audit Log
Save
Final
File
Matched
Vote Allocation
GIS
Alteration of
Ward
Boundaries
Government”
Vote
Entitlement
Criteria
Check
Reporting
Vote
Allocated
Reporting
Draft Voters
Roll
Audit Log
File Edit
Final
Voters
Roll
Save
Final
File
LAPIS
Functional Specification
December 2000
Council
Only
Page 17 of 146
Vote
Allocated
Draft Council
Roll
Vote
Denied
Legislation
(Act &
Regulations)
Voters
Roll
File Edit
Save
Final
File
Final
Council
Roll
Electoral
Commission
“Delivering Innovative Business Solutions to
2. Electoral Roll
2.3
Functions
Able to select fields as required from the NAR and
2.3.1
property modules, and extract a preliminary Council
voters’ roll file.
Able to exclude:
•
Government entities,
2.3.2
•
Deceased voters,
•
Voters under legal age.
Able to merge the Council Roll with the Electoral Roll
2.3.3
comma-delimited text file.
When matching the Council Roll with the Electoral Roll,
able to perform matches on unique elector identifier,
able to perform ‘like’ matches (on a selectable range of
characters) rather than requiring names and addresses
2.3.4
in NAR and Electoral Roll to be identical. (Eg. include
aliases, phonetic matches, similar names, matching on
initials rather than full name, etc.).
When matching the Council Roll with the Electoral Roll,
2.3.5
able to view duplicates, merge duplicates and multiple
names, etc. and validate or edit unmatched data.
Able to conform to appropriate legislation, and handle
2.3.6
changes to legislation: (Eg. entitlement codes required
by Electoral Commission).
Able to provide links to relevant legislative documents i.e
2.3.7
Elections Act on-line for reference purposes.
In addition to the central Name and Address, able to
store an alternate Name and Address relating
2.3.8
specifically to the Electoral Roll and able to update this
from the Electoral Roll without re-typing.
Matching to take into account:
•
A user-defined range of fields,
•
Alternate addresses,
•
Multiple address types (Eg. Rural, unit, multiple
street addresses i.e. 1-3 Smith St, etc.),
2.3.9
•
Multiple addresses (including residential address,
mailing list, preferred \address for specific council
business such as dogs, rates, etc.),
•
Suppressed names and addresses,
•
Wards.
Able to allocate votes in line with legislation and handle
changes to legislation:
•
Sole resident votes,
Sole occupier votes (including tenancies),
2.3.10 •
•
Group votes,
•
Denied votes,
•
Alien votes.
Assign rules to vote allocation (Eg. system will check for
business across wards for number of votes allocated), to
2.3.11
be performed after all data has been verified i.e for
duplicates, etc.
2.3.12 Distinguish between residents and occupiers.
Able to allocate votes to voters having suppressed
2.3.13
names – able to flag and then compare by address.
For group voting, able to check whether individual
2.3.14
members have been allocated votes.
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Functional Specification
December 2000
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Ranking
Comment
M
M
M
M
HI
M
O
HI
M
M
M
M
M
M
“Delivering Innovative Business Solutions to
2. Electoral Roll
Able to add group names and include alternate
2.3.15
addresses for individual members.
For groups without names, able to automatically allocate
a group name based on pre-defined criteria (Eg. group
2.3.16
name = ‘SMITH’ because all individual members have
surname = ‘SMITH’).
For those ineligible to vote, able to flag reasons (Eg. if
2.3.17 property inside or outside the area, married/maiden
name etc.).
Able to maintain version control over Rolls (including
2.3.18
ability to number Rolls and include descriptions).
Able to assign copies of Rolls to candidates
2.3.19
electronically.
Able to override a vote (but this to be tracked and
2.3.20
reportable).
Able to attach a comment and copy comments (using
2.3.21
copy/cut/paste).
Able to view percentage of completion when processing
2.3.22
on all Voters’ Roll functions.
2.3.23 Able to extract voters’ roll via a text file.
2.3.24 Able to provide a data cleanup utility.
2.3.25 Able to print voters’ roll on A4 paper.
Able to reach a definitive point of closure for the Voters’
2.3.26
Roll.
2.4
Data Access/Reporting
Able to generate ad hoc queries on any combination of
key data fields without the need for specific systems
knowledge. (Eg. extract information from the Electoral
2.4.1
Commission (EC) data prior to merging with Council
role, extract missing names, extract rural addresses
etc.).
Able to print the results of any ad hoc queries to screen
2.4.2
or paper.
2.4.3
Able to store and retrieve frequently used queries.
A set of standard reports available for regular reporting
use, such as:
•
List of unmatched records from Council and EC
merge,
2.4.4
•
List of EC data discrepancies to be forwarded to
EC,
•
Vote allocation report,
•
Final Council role report.
Able to write new reports or modify existing reports
2.4.5
without the need for specific systems knowledge.
Able to maintain reporting flexibility on historic data for
comparison with current year, trend analysis, predictive
2.4.6
modelling, etc. (Eg. comparison of voting percentages
between elections).
2.5
Interfacing/Integration
Able to link with the property module to extract property
2.5.1
owner/occupier information for the Council voter roll.
Able to link with the NAR module to extract name and
2.5.2
address information for the Council voter roll.
Able to extract House of Assembly Roll (from State
2.5.3
Electoral Office) from email or floppy disk.
2.5.4
Voting through the web is facilitated.
LAPIS
Functional Specification
December 2000
Government”
Page 19 of 146
Ranking
Comment
HI
HI
I
HI
O
M
O
I
M
I
I
M
M
M
I
M
HI
HI
M
M
M
O
“Delivering Innovative Business Solutions to
2. Electoral Roll
To interface/integrate with e-mail and electronic fax
2.5.5
facility for communication with eligible voters, electoral
commission etc.
Able to link documents stored in Document
2.5.6
Management System to individual voters.
Able to link with customer services to:
•
Record voter inquiries,
2.5.7
•
Record voter complaint details,
•
Record nature of complaint,
•
Resolution of compliant or inquiry.
Able to link with word processing software to access
2.5.8
document templates, automatic mail merges etc.
2.6
Audit Requirements
Able to produce an audit trail of all additions,
modifications and deletions to selected fields and
2.6.1
system parameters, and track to a
user/date/time/reason etc.
A set of standard exception reports available for regular
2.6.2
use e.g. Manually allocated votes, duplicate voter
names.
Able to produce specific exception reports on
2.6.3
adjustments to key data.
Able to provide alerts triggered from particular audit trail
2.6.4
events.
LAPIS
Functional Specification
December 2000
Government”
Page 20 of 146
Ranking
Comment
M
M
HI
M
M
HI
M
HI
“Delivering Innovative Business Solutions to
2.7 Data Content
Including, but not limited to the following fields:
Unique Elector Identifier
Surname/Business Name
First Name
Middle Name (S)
Group Name
Group Contact Name
Property Address
Mailing Address
House Number
Rapid Number
Lot Number
Ward
Source Code (State or Council)
Voter Code (Resident, Owner, Group Owner Etc.)
Granted Vote Code (None, Ward Only, Ward and Area)
Postal Vote Status (Used in Electronic Voting or For Those Who Are Mad
Enough to Enter Them Manually)
ID Number For Electronic Voting
LAPIS
Functional Specification
December 2000
Government”
Page 21 of 146
“Delivering Innovative Business Solutions to
3. SECTION 7 CERTIFICATES
3.1 Section 7 Certificates - Business Purpose
Customer/Community Service
•
To ensure the highest quality customer service throughout the process of issuing Section 7
Certificates, i.e. delivering complete and accurate information on a timely basis, providing
alternative access, tracking and delivering through the Internet.
Legislative Requirement
•
To fulfil legislative requirements under the Local Government Act 1999 and the Land
Business (Sale and Conveyancing) Act 1994
Internal/Council Management
•
To provide links to, and extract all relevant Section 7 items across applications, ensuring
completeness of information.
•
To maintain accuracy of section 7 Certificate information, i.e. control over attaching/updating
new information, processes for removing information no longer relevant etc.
•
To provide an efficient process for completing Section 7 Certificates, with a view to improving
revenue generation and ultimately profit.
Alternative Delivery
N/A
LAPIS
Functional Specification
December 2000
Government”
Page 22 of 146
“Delivering Innovative Business Solutions to
LAPIS
Functional Specification
December 2000
Government”
Page 23 of 146
“Delivering Innovative Business Solutions to
3.2
Section 7 Requests – Procedural Flow
Request
in person to
CSU
Request Form
mailed
Request
made
electronically
Property
selected on-line
using GIS
GIS
Information
checked to
Property Info
Property
Cash
Receipting
Receipted
manually
Fee
Calculation
Work
Flow
Tracking
Receipted
through
Payment
Gateway
Unique
lodgement #
assigned
Reporting
Lodgement
date recorded
Property
See data content for details
Complete Automatic
Rate
Search
Request
Cert of Title
Development
Infrastructure
Standard
tasks
allocated to
groups
Generate
Section 7
Search
Sign off
steps when
complete
Check search
info against
CIT
Land Titles
Office
Certificate
of Title
Attach file
/image
Environmental
Health
Reporting
LAPIS
Functional Specification
December 2000
Government”
Page 24 of 146
Generate
Section 7
Cert
MS Office
Send
Report
to Customer
E-mail/Mail
“Delivering Innovative Business Solutions to
3. Section 7 Certificates
3.3
Functions
Able to automatically calculate fees, incorporating
3.3.1
discounts, rebates and pensioner concessions.
Able to use flexible workflow procedures to manage the
Section 7 process, i.e. able to configure standard search
3.3.2
tasks i.e. define standard workflow steps, required for a
Section 7 search.
Able to add, delete or change the order of workflow tasks
3.3.3
depending on individual circumstance.
Able to allocate standard tasks at a group or individual
3.3.4
level.
To facilitate electronic routing between multiple groups
3.3.5
or individuals for completion of assigned tasks.
To facilitate electronic signoff for all search tasks,
3.3.6
including record of each user completing each task and
the time of completion.
Able to attach priorities to Section 7 searches (Eg.
3.3.7
normal, urgent, etc.).
Able to keep track of multiple Section 7 searches on a
3.3.8
group or individual basis.
Able to keep track of time spent on each Section 7
3.3.9
search by task in real time linking to performance criteria
and/or legislative requirements.
Able to remind groups and/or individuals when searches
3.3.10
are left incomplete after a pre-defined timeframe.
To allow an escalation path for incomplete searches
3.3.11
within pre-defined timeframes.
Able to record the number of searches undertaken per
3.3.12
property.
Able to fully automate the Section 7 request process
3.3.13 (Eg. select and generate a Section 7 at the push of a
button).
3.4
Data Access/Reporting
Able to generate ad hoc queries on any combination of
key data fields without the need for specific systems
knowledge. (Eg. number of Section 7 requests lodged
3.4.1
per property, number of completed searches, average
time per search, able to generate mailing lists etc.).
Able to print the results of any ad hoc queries to screen
3.4.2
or paper.
3.4.3
Able to store and retrieve frequently used queries.
A set of standard reports available for regular reporting
3.4.4
use. (Eg. Section 7 status report, monthly performance
statistics, Section 7 certificate).
Able to write new reports or modify existing reports
3.4.5
without the need for specific systems knowledge.
Able to maintain reporting flexibility on historic data for
comparison with current year, trend analysis, predictive
modelling, etc. (Eg. Comparison/trend of Section 7
3.4.6
performance statistics, numbers, turn around times
etc.).
3.5
Interfacing/Integration
Integration with all other modules (specific consideration
3.5.1
to be given to linkages, ensuring all relevant Section 7
data is identified and captured).
LAPIS
Functional Specification
December 2000
Government”
Page 25 of 146
Ranking
Comment
HI
HI
HI
HI
HI
HI
I
HI
O
O
O
O
M
M
M
I
M
HI
HI
M
“Delivering Innovative Business Solutions to
3. Section 7 Certificates
Able to import files and attach from external sources
3.5.2
(Eg. Certificates of Title from Lands Titles Office, etc.)
automatically on initiation of a search.
Able to accept payment electronically and allow
3.5.3
automatic receipting.
To interface/integrate with White Pages for inclusion of
3.5.4
agents’ names, etc.
Ranking
HI
HI
O
3.5.5
Able to integrate with GIS throughout the process.
HI
3.5.6
Able to accept requests electronically via the Internet
and e-mail.
HI
3.5.7
Able to track search progress via the Internet.
HI
3.5.8
To interface/integrate with Document
Management/Records Management System for tracking
of correspondence, etc.
HI
3.6
Audit Requirements
3.6.1
3.6.2
3.6.3
3.6.4
Able to produce an audit trail of all additions,
modifications and deletions to selected fields and
system parameters, and track to a
user/date/time/reason etc.
A set of standard exception reports available for regular
use e.g. where actual completion times exceed
legislative requirements or performance standards are
not meet.
Able to produce specific exception reports on
adjustments to key data.
Able to provide alerts triggered from particular audit trail
events.
LAPIS
Functional Specification
December 2000
Government”
Page 26 of 146
Comment
M
HI
M
HI
“Delivering Innovative Business Solutions to
3.7 Data Content
Including, but not limited to the following fields:
Certificate number
Lodgement date
Condition Type
Notifiable flag
Receipt Number
Search Start Date/Time
Search Completion Date/Time
Requestor
Workflow process identifier
Workflow task number
Workflow status code
LAPIS
Functional Specification
December 2000
Government”
Page 27 of 146
“Delivering Innovative Business Solutions to
4. FREEDOM OF INFORMATION ACT REQUESTS
4.1 Freedom of Information Act Requests - Business Purpose
Customer/Community Service
•
To provide accountability and transparency of Council operations to the Community, helping
to improve the image of Local Government.
•
To ensure the highest quality customer service when processing FOI requests, i.e. delivering
complete and accurate information on a timely basis.
Legislative Requirement
•
To fulfil legislative requirements under the Freedom of Information Act relating to the
provision of information to customers upon request.
Internal/Council Management
•
To promote the need for good systems and security to satisfy governance requirements
•
To maintain accuracy and integrity of information for FOI requests.
Alternative Delivery
•
FOI requests could be effectively managed outside of the land and property information
system through a document/records management system.
LAPIS
Functional Specification
December 2000
Government”
Page 28 of 146
“Delivering Innovative Business Solutions to
4.2 Freedom of Information Act Requests - Procedural Flow
Request
in person to
CSU
Cash
Receipting
Receipted
manually
Request Form
mailed
Receipted
through
Payment
Gateway
Fee Calculation
Work
Flow
Tracking
Request
made
electronically
Unique
FOI #
assigned
Reporting
Lodgement
date recorded
Find relevant
information
files
Document
management
system
Review
requested
information
Send letter
to customer
re. process
Word
Std templates
Customer
Letter
Send Requests
to referral
organisations
Word
Std templates
Customer
Referral
Letters
External
Organisations
Response
received
No
Do we
release
info?
Yes
Info sent to
customer
Customer
Yes
Customer
Customer
Appeal
Internal
review
process
information
released
Reporting
No
No
Ombudsman
review
Yes
Customer
LAPIS
Functional Specification
December 2000
Government”
Customer
Page 29 of 146
“Delivering Innovative Business Solutions to
4. Freedom of Information Requests
4.3
Functions
4.3.1
Able to automatically calculate fees.
Able to use flexible workflow procedures to manage the
Freedom of Information Act process, i.e. able to
4.3.2
configure standard search tasks (Eg. Define standard
workflow steps) required for a FOI search.
Able to add, delete or change the order of workflow tasks
4.3.3
depending on individual circumstance.
Able to allocate standard tasks at a group or individual
4.3.4
level.
Able to manage the standard appeals process (Eg.
4.3.5
internal and external ombudsman review).
Able to facilitate electronic routing between multiple
4.3.6
groups or individuals for completion of assigned tasks.
Able to facilitate electronic signoff for all tasks, including
4.3.7
record of each user completing each task and the time
of completion.
Able to attach priorities to Freedom of Information
4.3.8
requests (Eg. normal, urgent, etc.).
Able to keep track of multiple Freedom of Information
4.3.9
requests on a group or individual basis.
Able to keep track of time spent on each Freedom of
4.3.10
Information search by task in real time linking to
performance criteria and/or legislative requirements.
Able to remind groups and/or individuals when requests
4.3.11
are left incomplete after a pre-defined timeframe.
Able to allow an escalation path for incomplete requests
4.3.12
within pre-defined timeframes.
4.3.13
Able to record the number of requests undertaken.
Able to fully automate the Freedom of Information
4.3.14
request process (Eg. generate Freedom of Information
results at the push of a button).
4.4
Data Access/Reporting
Able to generate ad hoc queries on any combination of
key data fields without the need for specific systems
knowledge. (Eg. Number of FOI requests lodged,
4.4.1
number of completed searches, average time per
search etc.).
Able to print the results of any ad hoc queries to screen
4.4.2
or paper.
4.4.3
Able to store and retrieve frequently used queries.
A set of standard reports available for regular reporting
4.4.4
use. (Eg. FOI search status report, monthly
performance statistics, FOI document).
Able to write new reports or modify existing reports
4.4.5
without the need for specific systems knowledge.
Able to maintain reporting flexibility on historic data for
comparison with current year, trend analysis, predictive
modelling, etc. (Eg. Comparison/trend of FOI
4.4.6
performance statistics, numbers, turn around times
etc.).
4.5
Interfacing/Integration
Able to link with the property module to record property
4.5.1
related FOI requests against individual properties.
LAPIS
Functional Specification
December 2000
Government”
Page 30 of 146
Ranking
Comment
HI
HI
HI
HI
HI
HI
HI
I
HI
O
O
O
O
M
M
M
I
M
HI
HI
M
“Delivering Innovative Business Solutions to
4. Freedom of Information Requests
Ranking
4.5.2
Able to import files from external sources.
HI
4.5.3
Able to attach files from external sources.
HI
4.5.4
4.5.5
4.5.6
To interface/integrate with e-mail (Eg. Microsoft Outlook)
for:
•
Sending search completion advice,
•
Notifying users when work is required,
•
Sending completed freedom of information advice
to customers and agents.
To interface/integrate with Microsoft Office software
suite.
To produce Microsoft Word documents automatically via
‘mail merge’.
HI
HI
HI
4.5.7
To interface/integrate with a GIS for property data, etc.
HI
4.5.8
To interface/integrate with Document
Management/Records Management System for tracking
of correspondence, etc.
HI
4.5.9
To allow automatic receipting.
HI
4.6
Audit Requirement
4.6.1
4.6.2
4.6.3
4.6.4
Able to produce an audit trail of all additions,
modifications and deletions to selected fields and
system parameters, and track to a
user/date/time/reason etc.
A set of standard exception reports available for regular
use i.e. where actual completion times exceed
legislative requirements or performance standards are
not meet.
Able to produce specific exception reports on
adjustments to key data.
Able to provide alerts triggered from particular audit trail
events.
Comment
M
HI
M
HI
4.7 Data Content
Including, but not limited to the following fields:
FOI Number
Lodgement Date
Receipt Number
FOI Request Start Date/Time
FOI Completion Date/Time
Requestor
Workflow process identifier
Workflow task number
Workflow status code
LAPIS
Functional Specification
December 2000
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Page 31 of 146
“Delivering Innovative Business Solutions to
LAND AND PROPERTY INFORMATION SYSTEM
FUNCTIONAL REQUIREMENTS
APPLICATIONS MODULE
The Applications subject group contains the functional requirements for the following detailed areas/modules:
5. Development Applications
6. Inspections
7. Essential Safety Provisions
LAPIS
Functional Specification
December 2000
Government”
Page 32 of 146
“Delivering Innovative Business Solutions to
5. DEVELOPMENT APPLICATIONS
5.1 Development Applications - Business Purpose
Customer/Community Service
•
To ensure the highest quality customer service when processing development applications,
i.e. delivering complete and accurate information on a timely basis, providing alternative
lodgement, tracking and delivering through the Internet.
•
To enforce and monitor building standards with a focus on maintaining public safety.
Legislative Requirement
•
To fulfil relevant legislative requirements, including future requirements under the Local
Government Act 1999 requiring the completion of a strategic management framework.
Internal/Council Management
•
To allow Councils to monitor and manage growth and assess the potential impact this will
have on resource management.
•
To assist with the development of a strategic management framework, allowing access to
information required for performance reporting, covering - quantity, quality, time and cost.
•
To provide an efficient process for tracking and completing development applications, with a
view to improving revenue generation and ultimately profit, and competing for development
applications outside of a Council area.
Alternative Delivery
•
Potential for future outsourcing of building certifications
LAPIS
Functional Specification
December 2000
Government”
Page 33 of 146
“Delivering Innovative Business Solutions to
5.2
Procedural Flow – Development Applications
Application
in person at
Council
Cash
Receipting
Application
receipted to
holding a/c
No
Application
posted to
Council
Application
received via
Internet
Cash receipted
thru Payment
Gateway
Appln
Lodged
Payment
gateway
Yes
Property
Allocation
of Fees
General
Ledger
Calculation
of Fees
Dev App
number
assigned
Automatic
allocation of
minimum
tasks
Automatic
Allocation
to officer
Electronic
Calender
Provisional
Development
Plan Consent
(See Below)
Provisional
Building Rules
Consent
(See Below)
Development Approval
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Functional Specification
December 2000
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Page 34 of 146
“Delivering Innovative Business Solutions to
5.2
Procedural Flow – Development Applications (Cont’)
Provisional Development Plan Consent
Additional
planning
tasks added
to Workflow
Task
Database
State
Agency
Development
Plan
Assessment
GIS
State Agency
Referral
Further
Information
Requested
Public
notification
Neighbours/
News Paper
Responses
received
Internet
Pending
conditions
attached
No
Council/
Committee/
delegation
Conditions
Database
Appeals
Process
(see below)
Yes
Conditions
confirmed/
attached
Section 7
Conditions
Database
Provisional
Development
Plan Consent
Property
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Functional Specification
December 2000
Government”
Page 35 of 146
“Delivering Innovative Business Solutions to
5.2
Procedural Flow – Development Applications (Cont’)
Appeals Process
Council/
Committee/
delegation
Notify
All Parties
No
Yes
Appeals
Process
Conference
Council/
Committee/
delegation
Conference
decision
No
Hearing
Yes
Yes
Hearing
decision
No
Application
Declined
Approval
Conditions
Attached
LAPIS
Functional Specification
December 2000
Government”
Page 36 of 146
Section
7
“Delivering Innovative Business Solutions to
5.2
Procedural Flow – Development Applications (Cont’)
Provisional Building Rules Consent
Additional
Building
tasks added
to Workflow
Internet/
E-mail
Building rules
Assessment
Task
Database
Additional
Information
Requested
Referrals
completed
Surveyors
assessment
Private
Certification
Conditions
attached
Property
Section
7
Provisional
Building
Rules
Consent
LAPIS
Functional Specification
December 2000
Government”
Conditions
Database
Page 37 of 146
“Delivering Innovative Business Solutions to
5. Development Applications
5.3
Functionality
Able to input applicant name for Development
5.3.1
Applications. Must have ability to change if entered
incorrectly.
Able to add multiple applicants per Development
5.3.2
Application.
Able to add standard descriptions for Applications (Eg.
5.3.3
building a house, building a garage, etc.) without having
to retype text.
5.3.4
Able to lodge Development Applications as pending.
Able to enter description details of an application using a
5.3.5
free-form text field.
Able to use flexible workflow procedures to manage the
development process, i.e. able to support multiple types
of Development Application (Eg. planning, building,
5.3.6
complying, non-complying, minor), each having different
workflow tasks.
Workflow able to support multiple types of land division
5.3.7
(i.e. Torrens title, Community Title, Strata title, etc.).
Ability to automatically attach the minimum task list to
5.3.8
each application type on lodgement.
Able to add, delete or change the order of workflow tasks
5.3.9
depending on individual circumstance.
Ability to add a complete workflow process to an existing
5.3.10 process, so that additional tasks slot in at the
appropriate points in the sequence.
Able to bypass workflow tasks if Council deems
5.3.11
appropriate.
Able to attach flexible preconditions to workflow (Eg. in
general Development Approval notices must not go out
5.3.12 to applicants before fees are received, however there
are exceptions; can’t issue approval without completing
certain tasks, etc.).
Able to automatically reflect amendments to workflow
5.3.13 tasks in existing applications where the task has been
started.
Workflow able to allow completion of tasks within
5.3.14
provisional building and planning consents concurrently.
Able to have many responsible officers for each
5.3.15
application – per task if necessary.
Ability to change any data (name, address, development
5.3.16
type, etc.) after lodgement.
Able to add comments (notes) against each task in the
5.3.17
workflow.
Able to facilitate electronic signoff of each task in the
5.3.18 workflow (include user, date and time stamp
automatically).
Able to attach predefined performance criteria (time) to
5.3.19
each task.
Ability to accept a timeframe of less than one day to
5.3.20
individual tasks and be able to retain if necessary.
Ability to measure task performance concurrently (Eg.
5.3.21 Three individual tasks completed on the same day are
measured as one day and not three days elapsed).
LAPIS
Functional Specification
December 2000
Government”
Page 38 of 146
Ranking
Comment
M
HI
HI
HI
HI
HI
M
M
HI
HI
HI
HI
HI
M
M
M
HI
M
M
M
M
“Delivering Innovative Business Solutions to
5. Development Applications
Ability to have the overall completion time for a
5.3.22 Development Application automatically attached at
lodgement.
Ability to have performance targets for completion time
updated automatically when certain tasks are added
5.3.23
from the workflow list (Eg. State Government referral
required – 2 weeks added to expected completion date).
Able to stop/start clock for recording time against each
5.3.24 task, but with appropriate audit trail (Eg. for requesting
additional information).
Able to differentiate between date and time for planning
5.3.25 consent tasks and date and time for building consent
tasks related to the same development.
Able to differentiate between task times for internal staff
5.3.26
and external (Eg. agencies, etc.).
Able to separate individual task timeframes and overall
5.3.27 development application timeframes to ensure accurate
recording of performance information.
Able to automatically allocate the application to an
officer. Allocation based on:
•
Specific customer request,
Officer’s workload,
5.3.28 •
•
Officer’s skills/experience,
•
Officer’s availability.
This functionality can be switched off.
Able to easily reallocate tasks previously allocated to
5.3.29
another officer even if these have been started.
Ability to manage officer’s workloads by attaching
indicative completion times to each task. Able to
5.3.30 prioritise tasks for officers (Eg. Longest outstanding
tasks, tasks closest to exceeding performance targets
need to be completed first).
Able to automatically:
• alert users when tasks are due,
5.3.31
• escalate tasks when they are left incomplete,
• send reminders where a performance criterion
has not been met.
Able to process staged development applications (using
5.3.32 the same number but prefixed/suffixed with stage
indicator 1,2).
Able to view the status of a development application and
5.3.33 identify the officer responsible for completing the current
step(s).
Able to calculate fees automatically based on pre5.3.34
determined conditions and in real time.
Able to vary/override calculated fees for individual
applicants i.e. volume builders, Heritage land, etc. and
5.3.35
this fee structure is automatically put in place when
working with these applicants.
Dual fee fields are available showing calculated and
5.3.36
adjusted fees (Eg. discount, etc.).
Able to adjust fee after amounts receipted without
5.3.37
having to reverse the original fee.
Able to alter class details and have this automatically
5.3.38
update fee info. (Providing a warning message).
LAPIS
Functional Specification
December 2000
Government”
Page 39 of 146
Ranking
Comment
M
M
M
M
M
M
HI
M
I
M
M
M
M
M
M
I
M
“Delivering Innovative Business Solutions to
5. Development Applications
Able to instantly approve minor development by passing
5.3.39 normal procedural flow (approval to be granted with
receipt).
Able to attach conditions to a Development Application,
5.3.40 and able to set up a standard set of conditions (including
soil type and wind speed data).
5.3.41 Able to attach multiple conditions.
5.3.42 Able to link conditions with specific applications.
Able to flag conditions as inactive where conditions have
5.3.43
been met.
Able to attach standard conditions/notes to standard
5.3.44
development types (Eg. verandahs, carports, etc.).
Able to classify conditions as pending prior to council
5.3.45
approval.
Ability to flag/tick correspondence to be sent to several
5.3.46 parties (owner, developer, etc.) with automatic link to email/document generation.
Ability to hold information of all representations received
5.3.47
from public notification.
Able to send responses automatically to parties who
5.3.48
submitted to council (Eg. Notification of decision).
Able to automatically send an e-mail to lodge
advertisements with newspapers when specific
5.3.49
development applications are lodged (Eg. category 3
developments).
Able to record developer contributions and open space
5.3.50 contributions and be able to track contributions per
property and attach to applications where necessary.
Able to facilitate post-approval Development Application
5.3.51
tasks.
Ability to differentiate between conditions that are
notifiable and those that are not (Eg. Land management
5.3.52
agreements would be notifiable, while contaminated land
would not be).
Ability to designate mandatory input fields (Eg. Land use
5.3.53
code is a mandatory input field).
Ability to record one application over multiple properties
5.3.54
without additional input.
Application Expiry
•
Able to include automatic date calculation for
expiry date of approvals based on SA Legislation,
•
Able to automatically notify/alert applicant and
5.3.55
responsible officer when application is about to
expire (ie month left) and when it has actually
expired,
•
Ability to automatically generate a letter informing
the applicant.
Able to complete auto-validation of application category
against zoning, based on development plan
5.3.56
Able to access zoning and land use information directly
through a link from the development plan.
Able to approve “alternative solutions” based on
5.3.57
individual circumstance, land use, etc.
LAPIS
Functional Specification
December 2000
Government”
Page 40 of 146
Ranking
Comment
HI
M
M
HI
M
HI
HI
M
HI
HI
I
HI
M
M
M
M
HI
HI
I
“Delivering Innovative Business Solutions to
5. Development Applications
Able to flag where an alternative solution has been
granted on a property, and has an alert highlighting the
5.3.58 situation in the event of any proposed development on
the site.
5.4
5.5
Data Access/Reporting
Able to generate ad hoc queries on any combination of
key data fields without the need for specific systems
knowledge. (Eg. Approval times based on a specific
classification of application - complying versus noncomplying, applications by suburb, etc.).
Able to print the results of any ad hoc queries to screen
or paper. Also able to export to MS-Excel or ASCII text
for use in other products.
Able to store and retrieve frequently used queries with
the ability to include an appropriate description of the
query.
Sets of standard reports are available for regular use.
i.e. Development application statistics for management
reporting, Information required by the Australian Bureau
of Statistics (ABS).
Able to write new reports or modify existing reports
without the need for specific systems knowledge.
Able to maintain reporting flexibility on historic data for
comparison with current year, trend analysis, predictive
modelling, i.e. To track economic development
indicators based on the number of approved
applications by region.
Interfacing/integration
5.5.1
Able to integrate with all property information.
5.4.1
5.4.2
5.4.3
5.4.4
5.4.5
5.4.6
5.5.2
5.5.3
5.5.4
5.5.5
5.5.6
5.5.7
5.5.8
5.5.9
5.5.10
5.5.11
Able to access owner details from the property module
and store as applicant where the applicant is the owner.
Able to track Development Application history per
property.
Development Applications able to link to single or
multiple properties. (Eg. during land division).
Able to link all conditions and notices to section 7
requests.
Able to integrate with the Inspections module, including
the ability to schedule inspections automatically based
on conditions attached to development applications and
related legislative requirements; and able to flag where
work has been conducted by private certifiers,
inspectors, etc.
Able to integrate with cash receipting, receivables and
general ledger for managing customer payments from
various sources (Internet, B-pay, agencies, etc.).
Able to link directly to the development plan based on
property address.
Able to import conditions to a building consent that has
been privately certified.
Link to Lands Titles Office for access to Certificates of
Title at lodgement.
Able to automatically link with Valuer General and/or
private valuer at the completion of building advice for
instant valuation updates.
LAPIS
Functional Specification
December 2000
Government”
Page 41 of 146
Ranking
Comment
I
M
M
I
M
HI
HI
M
M
M
M
M
M
M
HI
M
O
O
“Delivering Innovative Business Solutions to
5. Development Applications
Able to attach documents electronically (Eg. maps,
5.5.12
correspondence, etc.).
Able to add in ABS data. This should be structured so
5.5.13
any authorised user can enter this data at any point.
Able to link with transport, EPA, engineers, etc. for
5.5.14 referrals, correspondence from owners, private
inspection companies, etc.
Able to interface/integrate with White Pages for inclusion
5.5.15
of agents’ names, etc.
Able to link to the GIS throughout the process (including
for display of the property/properties and associations,
5.5.16
and identification of adjoining land owners for creating
mailing lists, etc.).
Ability to receive/process Development Applications
5.5.17 electronically via the Internet with fees able to be
determined over the Internet also.
Ability for customers to inquire on progress of
5.5.18
development application through the Internet.
Ability for customers to obtain map information from
5.5.19 council electronically, document planned development
and send this back to council to attach to an application.
Able to link with electronic staff calendars for control over
5.5.20
workflow (scheduling of tasks).
Able to issue a Decision Notice to applicants
electronically via mail merge or other (this would need to
5.5.21
be stored historically with the Development Application
record).
Links with word processing software (MS Word, etc.) to
5.5.22 access document templates, automatic mail merges,
etc.
To interface/integrate with e-mail (Eg. to receive/process
development applications and send Development
5.5.23
Application completion advice; notify users when work is
required, etc.).
Able to link to documents stored in a Document
Management System associated with an individual
5.5.24
Development Application, link to posted applications,
etc.
Able to link development contributions to financial
5.5.25 system general ledger (Under new Local Government
Act requirement to track and report on financial matters).
5.6
Audit Requirements
Able to produce an audit trail of additions, modifications
5.6.1
and deletions to selected fields and system parameters
and track to a user/date/time.
A set of standard exception reports are available for
5.6.2
regular use (Eg. calculated fees overridden and tasks
completed outside of performance targets).
Able to produce specific exception reports on
5.6.3
adjustments to key data.
Able to provide alerts triggered from particular audit trail
5.6.4
events.
LAPIS
Functional Specification
December 2000
Government”
Page 42 of 146
Ranking
Comment
M
M
M
I
M
M
HI
HI
M
HI
M
M
M
M
M
HI
M
HI
“Delivering Innovative Business Solutions to
5.7
Data content
Development Application Number
DAC Land Division Number
Applicant Name
Applicant Address
Contact Person.
Builders Name
Builders Address
Builders License Number
Other Names (Architect, Private Certifier, Consultant, Engineer, Etc.)
E-Mail Address For All Names.
Name Of The Office
Application Type (Plan Consent, Building Consent)
Task Due Date
Development Stage
Initiation Date (Automatically Generated).
Completion Date (Automatically Generated).
Development Type (Verandah, Carport, Etc.)
Calculated Fee
Adjusted Fee.
Certifier’s Name (Internal or External)
Private Certification Company Name
Building Rules Classification
Development Floor Area
ABS Code
Heritage Listed (National, State, Local, Contributory – i.e 4 Classes)
Land Management Agreements
Land Use
Conditions (including Applied Date, Condition Type, Notifiable Flag)
Notices
Essential Safety Provisions
Alternative Solutions
Certificate Of Occupancy
Zoning
Contaminated Land
Soil Type
Wind Speed
Significant Trees
Easements
Water Courses
Waste System
CITB Levy
Public Notification Category
Certificate Of Title
Construction Industry Training Levy
Building Indemnity Insurance
Development Cost
Statements of Compliance
Number Of New Allotments
Site Area
Date Building Constructed (Strata, Community Title, Torrens Title)
New Identifiers
Link To Original Property
Land Division Type (I.E. Division, Lease Community or Strata Title)
File Plan
Result Flag
LAPIS
Functional Specification
December 2000
Government”
Page 43 of 146
“Delivering Innovative Business Solutions to
6. INSPECTIONS
6.1 Inspections - Business Purpose
Customer/Community Service
•
To facilitate high quality customer service when managing a compliant i.e. Acting on a timely
basis, providing alternative complaint registration and tracking through the Internet.
Legislative Requirement
•
To fulfil all relevant legislative requirements
Internal/Council Management
•
To provide an efficient process for initiating, scheduling, tracking and reporting results of
inspections.
•
To allow for integration across all applications within the land and property information system
and other corporate systems i.e. dogs, building, food, linking to GIS, debtors etc.
Alternative Delivery
•
Potential for future outsourcing of inspection services
LAPIS
Functional Specification
December 2000
Government”
Page 44 of 146
“Delivering Innovative Business Solutions to
6.2
Procedural Flow –Inspections
Development
Conditions
Licensing of
SRF’s
Customer
relations
Notification
of food
premises
Customer
Complaint
Received
Development Applications,
Licensing and other
LAPIS modules
Complaint
type
allocated
No
No
inspection
Inspection
required
inspection
frequency
determined
Risk score
calculation
Yes
Inspection
Required
Inspection
type
allocated
Workflow
Automatic
allocation
of tasks
Add/remove
tasks
Calender
Officer
Availability
Check
Property
Inspection
Scheduled
on line
Task
database
Inspection
schedule
printed/e-mailed
daily
Inspection
history
included
Inspection
details
recorded
in the field
Laptop/
hand held/
paper
No
Section 7
Inspection
passed
Notice
generated
Yes
Property
Reschedule
follow up
inspection
Expiation
generated
Inspection
Approved
Customer
Relations
Word
Processing
Customer
Relations
New risk
factors
determined
General
ledger
LAPIS
Functional Specification
December 2000
Government”
Page 45 of 146
“Delivering Innovative Business Solutions to
6. Inspections
6.3
Functionality
Able to process multiple inspection types (Eg. building,
6.3.1
health, Essential Safety Provisions, animal control,
abandoned vehicles, etc.).
Able to set parameters for predefined inspection
categories/types.
•
Selections available via drop down box,
6.3.2
•
Parameters flexible to manage future
requirements.
6.3.3
Ability to associate multiple inspectors to one inspection.
Able to defer, cancel or reschedule inspections and add
6.3.4
comments by overriding automatic scheduling.
Able to automatically schedule inspections based on
6.3.5
inspecting officer workload and specific skills.
Able to generate minimum inspection schedule from
6.3.6
conditions or previous inspections.
Ability to automatically schedule inspection events for
establishments for both standard periods (Eg. 6 and 12
6.3.7
months) as well as the flexibility of arranging ad hoc
inspection visits.
Automatic prompt to ensure inspection dates are
6.3.8
scheduled at the time an inspection report is recorded.
Able to set up multiple commencement and due dates
6.3.9
for inspections.
Warning facility indicating maximum period of time to
6.3.10
elapse before the next inspection is to be undertaken.
Ability to record reason for delay in investigation or
6.3.11 inspection for standard inspections, follow up
inspections and complaints.
Ability to allocate unique file and inspection reference for
each inspection event. Facility to apply each unique
6.3.12
reference number with a status of suspended, cancelled
and active.
Ability to schedule inspections by activity type or area
6.3.13
etc. to take advantage of efficiency opportunities.
Ability to assign mandatory entry fields associated with
6.3.14 each activity type to ensure complete record of
inspection results.
Able to attach narrative giving additional useful
6.3.15 information on the establishment and inspection
document for reference.
Ability to enter and maintain inspection commencement
6.3.16 and due dates linked to an automatic inspection
scheduling facility.
Ability to record the start and end times of inspections
6.3.17
against events or take an inspection duration option.
Able to use flexible workflow procedures to manage the
inspection process, i.e. unique workflow tasks and
6.3.18
mandatory inspection fields associated with each
inspection type, management of food safety plans, etc.
Able to add, delete or change the order of workflow tasks
6.3.19
depending on individual circumstance.
Able to add comments (notes) against each task in the
6.3.20
workflow.
LAPIS
Functional Specification
December 2000
Government”
Page 46 of 146
Ranking
Comment
M
HI
HI
M
HI
I
M
M
M
I
M
M
M
M
M
M
M
HI
HI
M
“Delivering Innovative Business Solutions to
6. Inspections
Ability to record inspection results and calculate risk
score recording the following:
•
Date and time of inspection,
•
Inspector reference,
•
Demerit total,
6.3.21
•
Premises code,
•
Patron code,
•
Training code,
•
Free comments field,
•
Outstanding corrective remarks.
Ability to record the progress and results of samples
taken on inspections. Workflow able to support:
•
Unique recording of each sample taken at
inspection,
6.3.22
•
Different workflow tasks associated with different
results of samples taken,
•
Further action due to results of test.
Ability to attach an area code to each establishment
6.3.23
linked to an individual inspector to assign duties.
Ability to maintain default area codes linked to inspector
6.3.24
reference.
Ability to trigger warning facility against multiple owners
of establishments/businesses. If there is an incident
6.3.25 outstanding at one location the warning shows on other
locations due for inspection – providing details of
incident at other location.
6.4
Data Access/Reporting
Able to generate ad hoc queries on any combination of
key data fields without the need for specific systems
knowledge. (Eg. number of inspection by an officer with
6.4.1
a specific result, outstanding inspections sorted by due
date, etc).
Able to print the results of any ad hoc queries to screen
6.4.2
or paper. Also able to export to MS-Excel or ASCII text
for use in other products.
Able to store and retrieve frequently used queries with
6.4.3
the ability to include an appropriate description of the
query.
LAPIS
Functional Specification
December 2000
Government”
Page 47 of 146
Ranking
Comment
M
M
HI
M
HI
M
M
I
“Delivering Innovative Business Solutions to
6. Inspections
Sets of standard reports are available for regular use,
such as:
•
Inspection schedules (Inspections to be completed
this day, week, month, by officer);
•
Inspection statistics for management reporting,
•
Response times,
•
Outcomes,
•
Report on complaints with the following:
- By date of complaint,
- By establishment,
- By business owner,
- By complainant details,
- By status.
•
Common components, such as:
6.4.4
- All locations with same business owner,
- All locations with same property owner.
•
Inspection history by establishment, inspector,
owner, type, etc.
•
Inspection status between specific dates, such as:
- Number of inspections completed,
- Number of inspections outstanding,
- Number of complaints investigated,
- Number of complaints outstanding,
- Number of inspections overdue,
- Number of re-inspections required.
•
Work schedules by type/area reference/date
range, etc.
•
Work scheduling itinerary providing inspection and
complaint history of establishment.
Able to write new reports or modify existing reports
6.4.5
without the need for specific systems knowledge.
Able to maintain reporting flexibility on historic data for
6.4.6
comparison with current year, trend analysis, predictive
modelling, etc.
6.5
Interfacing/integration
Able to integrate with all property information (i.e. able to
record all inspections/complaints against a property,
6.5.1
Able to attach inspection schedules and inspection data
to properties eligible for rebate, etc).
Able to link inspection history to single property or
6.5.2
multiple properties (during sub division process).
Able to interface with Development Applications to;
•
Receive “condition” information and required follow
up periods,
•
Record application number,
6.5.3
•
Record classification,
•
Record task details,
•
Record contact details.
Inspections to be tracked independently of development
applications, but able to be linked to applications and
6.5.4
properties during planning approval, building approval
and post approval.
Able to attach documents electronically (Eg. detailed
6.5.5
memos/notes, maps, correspondence, digital photos,
etc).
LAPIS
Functional Specification
December 2000
Government”
Page 48 of 146
Ranking
Comment
M
HI
HI
M
HI
M
HI
M
“Delivering Innovative Business Solutions to
6. Inspections
Able to link to the GIS for data representation, bulk
maintenance, creation of mailing lists, record of
6.5.6
inspection history against such events as mobile vendors
and streets serviced, locations of wasps and bees, etc).
Links with word processing software (MS Word, etc.) to
6.5.7
access document templates, automatic mail merges,
issue a Decision Notice, etc.
To interface/integrate with e-mail (Eg. Microsoft Outlook)
for:
•
Receiving inspection requests,
6.5.8
•
Reminders for inspections,
•
Notifying inspectors when work is required,
•
Inspection progress and results (especially for
complaint-driven inspections).
Able to link with staff calendars/work schedules for
6.5.9
scheduling, overriding and rescheduling of inspection
tasks based on workload.
Able to attach/link to associated documents
electronically in a Document Management System (Eg
6.5.10
maps, correspondence, etc) to individual establishment
details, inspections, complaints, etc.
Able to link inspection arrangements to Financials to
6.5.11 enable electronic receipting or acknowledgment of
payment for inspection, expiations, etc.
Able to interface with Customer Services to:
•
Receive inspection requests,
6.5.12 •
Record customer contact details,
•
Record nature of complaints,
•
Communicate inspection results.
Able to link with handheld computers for recording of
6.5.13 inspection details in the field, using wireless technology
via the Internet or private data network.
6.6
Audit Requirements
Able to produce an audit trail of additions, modifications
6.6.1
and deletions to selected fields and system parameters
and track to a user/date/time.
A set of standard exception reports are available for
regular use (Eg. inspection schedule overridden,
inspections not completed with performance limits,
6.6.2
inspections undertaken outside of the maximum alert
warning period, etc).
Able to produce specific exception reports on
6.6.3
adjustments to key data.
Able to provide alerts triggered from particular audit trail
6.6.4
events. (Eg. failed inspection, etc).
LAPIS
Functional Specification
December 2000
Government”
Page 49 of 146
Ranking
Comment
M
M
M
M
M
M
M
HI
M
HI
M
HI
“Delivering Innovative Business Solutions to
6.7
Data content
House Number
Street Name
Suburb
Lot (Including DP and Section Number)
Development Application Number
DAC Reference Number
Private Certifier Reference Number
Classification
Inspection Category
Task Details
Contact Name (S), Including Occupant and Owner
Contact Number
Request Date
Request Time
Inspection Date
Logging Officer
Inspecting Officer
Inspection Reference Number
Inspection Status
Inspection Commencement Date
Inspection Due Date
Inspection Start Time
Inspection End Time
Inspection Duration
Inspector Reference
Inspection Delay Comment
Inspection Notes/Comments
E-Mail Addresses
Heritage – State/Local or Contributory, or Adjacent To
Flood Zones/Watercourses
Significant Trees
Main Arterial Roads
Easements
Land Management Agreements
Unique Information (Eg. Fill on Allotments, Soil Instability, Etc.)
Enforcement Notices
Zoning
Result Flag
LAPIS
Functional Specification
December 2000
Government”
Page 50 of 146
“Delivering Innovative Business Solutions to
7.
ESSENTIAL SAFETY PROVISIONS
7.1 Essential Safety Provisions - Business Purpose
Legislative Requirement
•
To fulfil relevant legislative and fire safety provision requirements
LAPIS
Functional Specification
December 2000
Government”
Page 51 of 146
“Delivering Innovative Business Solutions to
7.2
Procedural Flow – Essential Safety Provisions
Building
Applications
Log Book
Proposed
development
requires schedule
of
ESPs
No
No further
ESP
consideration
Yes
Automatically
prompted for
ESP
considerations
ESP
Database
Prepare forms 1,2 and 3
ESP flag
checked in
Property
Property
Schedule
sent to
developer
Form 1- Schedule of ESPs
Form 2- Cert of Compliance
With ESPs
Form 3- Cert of Compliance
With maintenance
procedures for ESPs
Yes
Developer
Form 2
returned ?
No
Linked to
Certificate of
occupancy
Compliance
form
Automatic
reminders
sent
No form
returned
triggers
inspection
Management
of annual
returns through
licensing
Module
Licensing
LAPIS
Functional Specification
December 2000
Government”
Page 52 of 146
Inspections
Form 3 - Annual
Return
“Delivering Innovative Business Solutions to
7. Essential Safety Provisions
7.3
Functionality
Able to identify/flag all properties that are subject to
7.3.1
Essential Safety Provision (ESP) requirements (but
allow manual override).
Able to automatically link an application to an existing
7.3.2
property to assess whether ESP’s are required.
Automatic alerts/notification where size/classification
7.3.3
triggers ESP requirements.
Able select individual requirements from a standard list
of safety provisions, depending building requirements,
7.3.4
and have these merged into standard forms (MS Word,
etc.) to be sent to building owner.
Alerts/reminders sent automatically when ESP forms are
7.3.5
not returned within specified time frames (to officer and
owner)
Able to attach ESP returns to property records for
7.3.6
viewing
7.4
Data Access/Reporting
Able to generate ad hoc queries on any combination of
7.4.1
key data fields without the need for specific systems
knowledge.
Able to print the results of any ad hoc queries to screen
7.4.2
or paper. Also able to export to MS-Excel or ASCII text
for use in other products.
Able to store and retrieve frequently used queries with
7.4.3
the ability to include an appropriate description of the
query.
Sets of standard reports are available for regular use,
such as:
• Properties requiring ESP’s,
7.4.4
• Outstanding annual returns (form 3’s),
•
Requirements not met.
Able to write new reports or modify existing reports
7.4.5
without the need for specific systems knowledge.
Able to maintain reporting flexibility on historic data for
7.4.6
comparison with current year, trend analysis, predictive
modelling, etc.
7.5
Interfacing/integration
7.5.1
7.5.2
7.5.3
Ranking
M
M
M
M
M
M
M
M
I
M
HI
HI
Able to link ESP’s directly to property records.
Ability to integrate Development Applications/ESP with
Licensing module to automatically create a licensing
record when development application requiring ESP is
approved. Licensing module to manage the receipt of
annual ESP returns.
Development Applications able to automatically identify
developments that require ESP’s.
M
M
M
7.5.4
Able to link ESP’s to Section 7 requests.
M
7.5.5
Able to accept ESP returns electronically.
M
7.5.6
Able to attach documents electronically (Eg. ESP forms,
site plans, correspondence, etc.).
M
LAPIS
Functional Specification
December 2000
Government”
Page 53 of 146
Comment
“Delivering Innovative Business Solutions to
7. Essential Safety Provisions
Links with word processing software (MS Word, etc.) to
7.5.7
access document templates, automatic mail merges,
etc.
To interface/integrate with e-mail (Eg. Microsoft Outlook)
for:
•
Receive/process ESP returns and sending ESP
7.5.8
forms,
•
Notifying customers when ESP is due.
Able to link to documents stored in a Document
7.5.9
Management System associated with an individual ESP
property return.
7.6
Audit Requirements
Able to produce an audit trail of additions, modifications
7.6.1
and deletions to selected fields and system parameters
and track to a user/date/time.
Sets of standard exception reports are available for
7.6.2
regular use.
Able to produce specific exception reports on
7.6.3
adjustments to key data.
Able to provide alerts triggered from particular audit trail
7.6.4
events.
LAPIS
Functional Specification
December 2000
Government”
Page 54 of 146
Ranking
Comment
M
M
M
M
HI
M
HI
“Delivering Innovative Business Solutions to
7.7
Data content
Development Application Number
Address of Building
Reference Number
Owners Name
Floor Area
Standard List of Essential Safety Provisions
Certificate of Occupancy
Building Classification
Assessment Type
LAPIS
Functional Specification
December 2000
Government”
Page 55 of 146
“Delivering Innovative Business Solutions to
LAND AND PROPERTY INFORMATION SYSTEM
FUNCTIONAL REQUIREMENTS
LAND MANAGEMENT MODULE
The Land Management subject group contains the functional requirements for the following detailed
areas/modules:
8. Heritage Land
9. Land Management Agreements
10. Community Land / Non Community Land (Operational, Road
Reserves)
11. Road Reserves
LAPIS
Functional Specification
December 2000
Government”
Page 56 of 146
“Delivering Innovative Business Solutions to
8. LAND MANAGEMENT
8.1 Business Purpose
Customer/Community Service
•
To maximise the community benefits from Council owned/controlled land and facilities
•
To allow efficient community access to Council owned/controlled land and facilities i.e.
through on line booking and payment systems for hall hire, tennis courts, etc.
•
To maintain and protect historic sites within the community for future generations to enjoy.
Legislative Requirement
•
To fulfil relevant legislative requirements under the Local Government Act 1999.
Internal/Council Management
•
To maintain accurate details of all land/property owned/controlled by Council.
•
To assist with the management of environmental issues by linking a diversity of environmental
factors to achieve best practice environmental management.
•
To assist with recording and measuring performance targets for Council owned/controlled
land and facilities (financial and non financial).
•
To maintain accurate details of Heritage listed properties
•
To provide a integrated link between Council land management and natural resource
management i.e. Water Catchment Boards, Soil Boards, Pest Control Boards
Alternative Delivery
N/A
Functionality for Land Management is divided into the following topics
•
Heritage Land
•
Land Management Agreements
•
Community Land
•
Non Community Land
•
Road Reserves
LAPIS
Functional Specification
December 2000
Government”
Page 57 of 146
“Delivering Innovative Business Solutions to
Procedural Flow – Land Management
Customer
Application
for heritage
status
Heritage
Agreements
State
Dept
Customer
Mnmt
Internet
Council
Develop
plan
GIS
Records
Mnmt
Property
Community
land reg
Community
Mnmt Plans
Heritage Property
State
heritage
flag & details
Local
heritage
flag & details
Contributory
heritage
Flag & details
Land
Mnmt
Agreements
Council Owned/Controlled Property
Community
land flag
& details
Lease/
contract
mnmt
Operational
land flag
& details
Road reserve
flag & details
General
Ledger
GIS
Section
7’s
Rates
Accounting
Internet
Council
Develop
plan
LAPIS
Functional Specification
December 2000
Government”
Page 58 of 146
Asset
Mnmt
Develop
applications
“Delivering Innovative Business Solutions to
8. Heritage Land
8.1
Functionality
Able to flag land as Heritage listed, and either national,
8.1.1
state, local or contributory.
Able to categorise the nature of Heritage items with
major and minor categories, with a free-form data field
available for comment. Including major categories such
as:
•
Trees/native vegetation,
•
Architectural merit,
8.1.2
•
Cultural (Aboriginal, European, Natural),
•
Dam,
•
Mine,
•
Significant trees,
•
Etc.
Able to identify what is Heritage listed, (Eg. building
8.1.3
versus wall, etc.) and identify its location.
Able to flag entries on the interim Heritage list and able
to distinguish between Local and State Heritage items
as:
• Interim State,
8.1.4
• Permanent State,
• Interim Local,
• Permanent Local.
Able to show a ‘from’ date for when properties are
8.1.5
added to the interim or permanent Heritage list.
Able to flag against adjoining land that a Heritage item
8.1.6
exists locally (this affects how property can be dealt with
under the Development Act).
Able to access the history of restrictions imposed on
8.1.7
Heritage listed property.
Able to provide a warning when the Heritage status is
8.1.8
under appeal, and maintain a history of appeal
decisions.
Able to readily identify any grants or funding invested in
8.1.9
a Heritage item or property.
Able to add workflow tasks (Eg. for consulting with
8.1.10
community).
Ability to revoke Heritage status (controlled access), with
8.1.11 a comment as to reason for removal in a free text field
(for reference).
8.2
Data Access/Reporting
Able to generate ad hoc queries on any combination of
key data fields without the need for specific systems
8.2.1
knowledge. (Eg. List of properties with revoked Heritage
status).
Able to print the results of any ad hoc queries to screen
8.2.2
or paper. Also able to export to MS-Excel or ASCII text
for use in other products.
Able to store and retrieve frequently used queries with
8.2.3
the ability to include an appropriate description of the
query.
LAPIS
Functional Specification
December 2000
Government”
Page 59 of 146
Ranking
Comment
M
M
M
HI
M
M
HI
HI
I
M
M
M
M
I
“Delivering Innovative Business Solutions to
8. Heritage Land
Sets of standard reports are available for regular use,
such as:
•
Heritage listing by state, local or contributory,
•
Listing by interim, permanent, etc.
•
Comparison of current and prior year data,
8.2.4
•
Heritage listed properties in the current year,
•
Heritage listed properties in previous years,
•
Applications and requests currently under
investigation.
Able to write new reports or modify existing reports
8.2.5
without the need for specific systems knowledge.
Able to maintain reporting flexibility on historic data for
8.2.6
comparison with current year, trend analysis, predictive
modelling, etc.
8.3
Interfacing/Integration
8.3.1
Able to link to property data.
When subdivisions occur for a Heritage listed property,
8.3.2
able to copy Heritage status across to the correct portion
of the division to which the Heritage listing applies.
Able to perform bulk updates for Heritage listed
8.3.3
properties (Eg. if an entire suburb is Heritage listed,
properties do not have to be updated individually).
Able to integrate with the rates accounting module to
8.3.4
flag a Heritage listed property as non-rateable, issue a
rates notice and rebate information.
Able to integrate with development applications module,
8.3.5
for highlighting Heritage properties and possibly limiting
access to development.
Able to prevent progress of a development application
8.3.6
before the appropriate consultative steps have been
completed with the Heritage bodies.
Able to import data from external bodies (Eg. State
8.3.7
Departments, Heritage agreements, etc.).
Able to link with Planning SA for access to Development
8.3.8
Plans.
8.3.9
Able to link with the State Heritage list.
Able to link to any Heritage Agreements and/or Land
8.3.10
Management Agreements.
8.3.11
Able to attach digital photos.
Able to links with a GIS for access to Heritage
8.3.12
information (through the property module).
Able to link to Records Management System if records
8.3.13
(Eg. Land Management Agreement, etc.) exist for a
property.
Able to link with the Internet so that customers can
access Heritage information (Eg. development
8.3.14
opportunities, Plan Amendment Reports, Heritage
surveys, etc.).
8.3.15
Able to link to an Asset Management System.
8.3.5
Able to hyperlink to appropriate legislation for reference.
Able to link with a customer service system so that
action resulting from customer request, applications for
8.3.16
Heritage status, etc. may be tracked and communicated
through to resolution.
8.4
Audit Requirements
LAPIS
Functional Specification
December 2000
Government”
Page 60 of 146
Ranking
Comment
M
HI
HI
M
M
M
M
M
M
HI
M
M
M
I
M
M
HI
M
I
HI
“Delivering Innovative Business Solutions to
8. Heritage Land
Able to produce an audit trail of additions, modifications
8.4.1
and deletions to selected fields and system parameters
and track to a user/date/time.
Sets of standard exception reports are available for
8.4.2
regular use.
Able to produce specific exception reports on
8.4.3
adjustments to key data.
Able to provide alerts triggered from particular audit trail
8.4.4
events.
LAPIS
Functional Specification
December 2000
Government”
Page 61 of 146
Ranking
Comment
M
HI
M
HI
“Delivering Innovative Business Solutions to
8.5
Data content
Heritage Type
Heritage Category (Including Major and Minor Categories)
Comment
Location Field
Identifier Field
Date Active
Date Added
Hill Data
Date Of Revocation
Revocation Free Data Field
Grants/Funding Received
Grant/Funding Source
Grant/Funding Amount
Rates Issues
Date of Review
Appeal Data
Conditions
Workflow Status/Date
Development Issues
Consultation Status (Including Affected Property, Date Sent, Closing Date, Description, Number Of Returns,
How Many Responsible, Decision, Review Date, Etc.).
LAPIS
Functional Specification
December 2000
Government”
Page 62 of 146
“Delivering Innovative Business Solutions to
9. Land Management Agreements
9.1
Functionality
Able to maintain a variety of major and minor warning
indicator categories attached to each agreement, with a
free-form data field available for comment. Including
major categories, such as:
•
Floodland,
•
Watercourse,
9.1.1
•
Easement,
•
Significant vegetation,
•
Remedied contamination,
•
Contaminated,
•
Encumbrance,
•
Etc.
Able to attach a start and end time period for the
9.1.2
agreement or date overturned.
Able to indicate whether an agreement is active or has
9.1.3
lapsed.
9.1.4
Ability to retain history of lapsed agreements.
Ability to readily identify any grants or funding invested in
9.1.5
an item or property.
Maintains history of owner names and properties
9.1.6
attached to Land Management Agreements (mainly for
when properties are transferred between owners).
Maintains history of changes to a Land Management
9.1.7
Agreements.
Ability to identify if an owner has applied for, the
9.1.8
progress of and any change to an agreement and retain
history of such applications.
Able to add workflow tasks to manage the Land
9.1.9
Management Agreement process.
Able to identify easily with automatic warning indicators
9.1.10
whether the agreement is notifiable or not.
Able to trigger automatic notifications and escalation if
9.1.11
not completed within a predetermined timeframe.
Upon sale/transfer of a property, able to produce
9.1.12
automatic warning if a Land Management Agreement
exists.
9.2
Data Access/Reporting
Able to generate ad hoc queries on any combination of
key data fields without the need for specific systems
knowledge. (Eg. Query on properties having Land
9.2.1
Management Agreements and search by unique
reference number as well as property and location).
Able to print the results of any ad hoc queries to screen
9.2.2
or paper. Also able to export to MS-Excel or ASCII text
for use in other products.
Able to store and retrieve frequently used queries with
9.2.3
the ability to include an appropriate description of the
query.
Sets of standard reports are available for regular use.
9.2.4
(Eg. reporting on numbers of agreements by category
and active period).
Able to write new reports or modify existing reports
9.2.5
without the need for specific systems knowledge.
LAPIS
Functional Specification
December 2000
Government”
Page 63 of 146
Ranking
Comment
M
M
M
M
HI
M
M
M
M
M
M
M
M
M
I
M
HI
“Delivering Innovative Business Solutions to
9. Land Management Agreements
Able to maintain reporting flexibility on historic data for
9.2.6
comparison with current year, trend analysis, predictive
modelling, etc.
9.3
Interfacing/Integration
Able to flag against a single or multiple properties that a
Land Management Agreement exists. Able to perform
bulk updates to properties for Land Management
9.3.1
Agreements (Eg. if an entire suburb has a Land
Management Agreement attached, properties do not
have to be updated individually).
Able to integrate with the Development Application
9.3.2
module highlighting LMA’s, conditions, restrictions, etc.
Able to link with Section 7’s highlighting LMA over the
9.3.3
property
9.3.4
Able to link to the GIS for spatial data representation.
Able to link to Records Management System (Eg. able
to attach further information for clarification to warning
9.3.5
indicators where formal documentation is not available
to be attached).
9.3.6
Able to hyperlink to appropriate legislation for reference.
9.3.7
Able to link to an Asset Management System
9.4
Audit Requirements
Able to produce an audit trail of additions, modifications
9.4.1
and deletions to selected fields and system parameters
and track to a user/date/time.
Sets of standard exception reports are available for
9.4.2
regular use.
Able to produce specific exception reports on
9.4.3
adjustments to key data.
Able to provide alerts triggered from particular audit trail
9.4.4
events.
LAPIS
Functional Specification
December 2000
Government”
Page 64 of 146
Ranking
Comment
HI
M
M
M
M
M
I
M
M
HI
M
HI
“Delivering Innovative Business Solutions to
9.5 Data content
Land Management Agreement Reference Number
Owner Name
Property Id
Status Flag (Registered, In Progress)
Unique Agreement Document Reference
Agreement Category (Including Major And Minor Categories)
Start Date
End Date
Date Overturned
Free Data Field Against Categories
Active/Lapsed Indicator
Grant/Funding Details
Grant/Funding Source
Grant/Funding Amount
Notifiable Indicators
Event (to enable tracking of Agreement progress)
Change request date
Description of request
Requestor
LAPIS
Functional Specification
December 2000
Government”
Page 65 of 146
“Delivering Innovative Business Solutions to
10. Community Land/Non-Community Land
10.1
Functionality
Able to determine whether a property is on:
• Crown land not under Council control,
• Crown land under Council control (Community land),
10.1.1
• Council owned land (majority will be community land
but some will be council owned, for Operational
purposes (Eg. Council buildings, etc.),
• Other land under Council control.
Able to flag separately Community land, Operational
10.1.2
land and Non-community land.
Ability to flag whether a management plan has been
10.1.3
adopted, when performance plans are due, review date,
etc. (and able to override this facility).
Able to add workflow tasks (Eg. based on category of
10.1.4
property; for management plans, etc.).
Able to change land classification given the appropriate
10.1.5
approval process as prerequisite.
10.1.6
Able to maintain history of all status changes with date.
Able to attach prerequisites before certain actions may
be performed in line with legislative requirements (Eg.
10.1.7
can’t flag Community land as Operational unless a
resolution has been agreed to).
Able to access details of resolutions, such as:
•
Date,
10.1.8
•
Reason,
•
Item number in Council agenda,
•
Etc.
Able to divide community and non-community land into
10.1.9
subsets.
Able to identify who manages the community/non10.1.10
community land.
Able to identify the Council position responsible for the
10.1.11
community/non-community land by position.
Able to identify if the property is hired including details,
such as:
•
What part of the property,
Who holds the hiring agreement,
10.1.12 •
•
Period of hire agreement including start and end
dates,
•
Etc.
Able to identify any interested parties or associations
10.1.13
etc. with regard to the property.
10.2
Data Access/Reporting
Able to generate ad hoc queries on any combination of
key data fields without the need for specific systems
knowledge. (Eg. Track and report on land history, query
10.2.1
properties on Community Land, council owned property,
etc.).
Able to print the results of any ad hoc queries to screen
10.2.2
or paper. Also able to export to MS-Excel or ASCII text
for use in other products.
Able to store and retrieve frequently used queries with
10.2.3
the ability to include an appropriate description of the
query.
LAPIS
Functional Specification
December 2000
Government”
Page 66 of 146
Ranking
Comment
M
M
M
M
M
M
M
M
M
M
M
M
M
M
M
I
“Delivering Innovative Business Solutions to
10. Community Land/Non-Community Land
Sets of standard reports are available for regular use.
Such as:
•
Workflow progress against performance targets,
10.2.4
•
All work in progress and their stages,
•
Which responsible officers overseeing the
changes.
Able to write new reports or modify existing reports
10.2.5
without the need for specific systems knowledge.
Able to maintain reporting flexibility on historic data for
10.2.6
comparison with current year, trend analysis, predictive
modelling, etc.
Able to access the management plan related to the land,
item or property and link single plan to multiple
10.2.7
properties. For each management plan, able to show
dates; review dates; when due, etc.
10.3
Interfacing/Integration
10.3.1
Links with Licensing, permits and occasional hire.
Links with the Lands Titles Office to determine whether
10.3.2
there are any trusts, dedications, etc. attached to the
land and access documentation.
Links with a Records Management System (Eg. for
10.3.3
linking to resolutions, management plans, trusts,
dedications, etc.).
10.3.4
Able to hyperlink to appropriate legislation for reference.
10.3.5
Links with an Asset Management System.
10.4
Audit Requirements
Able to produce an audit trail of additions, modifications
10.4.1
and deletions to selected fields and system parameters
and track to a user/date/time.
Sets of standard exception reports are available for
10.4.2
regular use.
Able to produce specific exception reports on
10.4.3
adjustments to key data.
Able to provide alerts triggered from particular audit trail
10.4.4
events.
LAPIS
Functional Specification
December 2000
Government”
Page 67 of 146
Ranking
Comment
M
HI
HI
M
M
M
M
I
M
M
HI
M
HI
“Delivering Innovative Business Solutions to
10.5
Data content
Land Classification Indicator (S)
Community/Operational Land Indicator (S)- (Including Major and Minor Categories)
Resolution Details
Land Manager Identifier
Responsible Employee (S) (Position (S))
Interested Parties Identifier
Management Plan Review Date
Management Plan Adoption Status
Management Plan Hirer details
Date for Status Changes
LAPIS
Functional Specification
December 2000
Government”
Page 68 of 146
“Delivering Innovative Business Solutions to
11. Road Reserves
11.1
Functionality
Able to record streets/roads as properties with a unique
11.1.1
Street/Road identifier.
Able to uniquely identify sections of streets/roads within
11.1.2
the property system (Eg. rapid numbers).
Able to record the owner/maintainer of the street/road
11.1.3
(Eg. Council, Transport SA, an individual, rented, etc.).
Able to register location of significant trees and buildings
11.1.4
on streets/roads.
Able to maintain history of street/road name changes or
11.1.5
by aliases, local knowledge, etc.
11.2
Data Access/Reporting
Able to generate ad hoc queries on any combination of
key data fields without the need for specific systems
11.2.1 knowledge. (Eg. access details of applications currently
approved or in the approval process and able to search
by street/road, etc.)
Able to print the results of any ad hoc queries to screen
11.2.2 or paper. Also able to export to MS-Excel or ASCII text
for use in other products.
Able to store and retrieve frequently used queries with
11.2.3 the ability to include an appropriate description of the
query.
11.2.4 Sets of standard reports are available for regular use.
Able to write new reports or modify existing reports
11.2.5
without the need for specific systems knowledge.
Able to maintain reporting flexibility on historic data for
11.2.6 comparison with current year, trend analysis, predictive
modelling, etc.
11.3
Interfacing/Integration
11.3.1 Able to link to property data.
Able to attach Development Applications to a street/road
11.3.2
(based on street/road name).
11.3.3 Able to link to street register for each street/road.
Able to link to GIS (to show streets/roads subject to
11.3.4
flooding, easements, etc.).
11.3.5 Able to hyperlink to appropriate legislation for reference.
Able link to Asset Management System/Pavement
11.3.6 Management System for street/road classifications,
widths, record of stormwater/drainage systems, etc.
11.4
Audit Requirements
Able to produce an audit trail of additions, modifications
11.4.1 and deletions to selected fields and system parameters
and track to a user/date/time.
Sets of standard exception reports are available for
11.4.2
regular use.
Able to produce specific exception reports on
11.4.3
adjustments to key data.
Able to provide alerts triggered from particular audit trail
11.4.4
events.
LAPIS
Functional Specification
December 2000
Government”
Page 69 of 146
Ranking
Comment
M
M
M
M
HI
M
M
I
M
HI
HI
M
M
M
M
O
M
M
HI
M
HI
“Delivering Innovative Business Solutions to
11.5 Data Content
Street/Road Identifier
Road Name
Road Section Number
Previous Road Name
Alternate Road Name
Rapid Number
Road Owner
Location Register
From
To
Suburb Name
Lot Number
Plan Number
LAPIS
Functional Specification
December 2000
Government”
Page 70 of 146
“Delivering Innovative Business Solutions to
LAND AND PROPERTY INFORMATION SYSTEM
FUNCTIONAL REQUIREMENTS
LICENSING MODULE
The Licensing subject group contains the functional requirements for the following detailed areas/modules:
12. Licenses/Permits/Casual hires
13. Environmental Health
14. Waste Management
LAPIS
Functional Specification
December 2000
Government”
Page 71 of 146
“Delivering Innovative Business Solutions to
12. LICENSES & PERMITS/CASUAL HIRES
12.1 Licenses & Permits- Business Purpose
Customer/Community Service
•
To authorise and coordinate the use of public spaces and Council owned facilities
appropriately so as to provide protection to the community.
Legislative Requirement
•
To fulfil relevant legislative requirements under the Local Government Act 1999.
Internal/Council Management
•
To regulate and control the activities of businesses and individuals within the Community.
•
To allow Council to protect it’s liability exposure in the event of damage.
•
To provide accurate information on licence and permit holders eg responsible person,
property, to assist Council with the regular renewal process.
•
To identify and raise revenue to offset the costs to Council.
Alternative Delivery
N/A
LAPIS
Functional Specification
December 2000
Government”
Page 72 of 146
“Delivering Innovative Business Solutions to
12.2
Procedural Flow –
Prior Year Roll Over
New Applications
Automatic
Roll-over
of Licenses
Word
processor
Preliminary
Booking
Renewal
letters
Application
received via
Internet
Application
received at
Council
Check
availability
Venue
booking/
Yes
Confirmation
received
Yes
Available?
No
Alternate
solution?
Customer
No
Reservation/
permit #
automatically
assigned
Property
License/
permit
lodged
Workflow
GIS
Add/remove
tasks
Classification
allocated
Automatic
allocation of
minimum
tasks
Application
Denied
Task
database
Calculation
of Fees
Fee
Types
Terms &
Conditions
Terms and
Conditions
Attached
Allocation of
restrictions
License
Agreement/
Permit
License/
permit #
assigned
GIS
Property
Payment
gateway
Cash
Receipting
Allocation
of Fees
Cash
Received
Customer
General
Ledger
License/
permit
issued
Asset
Maintenance
Issue Keys
Key details
Inspections
LAPIS
Functional Specification
December 2000
Government”
Page 73 of 146
“Delivering Innovative Business Solutions to
12. Licensing and Permits
12.3
Functionality
Able to issue Licences/Permits against a property or if
12.3.1
necessary independent of a property.
Able to issue multiple Licenses/Permits against a single
12.3.2
property, or a single license to multiple properties.
Able to record Licensee/Permit holders details as an
12.3.3
organisation or individual, and able to differentiate the
two.
Able to link Licensee/Permit holder to multiple
12.3.4
License/Permit classifications, activities, venues and
time periods.
Able to maintain multiple License/Permit classifications
to which different optional workflow processes may be
assigned, each with a unique number sequence.
License/Permit classifications include:
•
Community Development,
12.3.5
•
Private Function,
•
Environmental Health,
•
Sporting Club Hire,
•
Etc.
Able to over-write or append additional notation to the
12.3.6
narrative provided by the default classification type.
Able to enter and maintain default list of activities for
assignment to each Licensee/Permit holder containing a
short narrative to appear on the document negating the
need to retype, such as:
•
Over Sixties Club,
12.3.7
•
Street Entertainer,
•
Swimming Pool,
•
Aerobics Class,
•
Mobile Food Vendor,
•
Charity Collection.
Able to over-write or append additional notation to the
12.3.8
narrative provided by the default activity type.
Ability to maintain condition levels for automatic warning
12.3.9
indicators with facility to switch on and off.
Able to produce automatic warnings/notification ensuring
12.3.10 Public Risk Insurance details are received and recorded
before License/Permit is issued.
Ability to issue a License/Permit by using a standard
12.3.11
base template, with the ability to add/delete specific
provisions/conditions/restrictions.
Able to enter seasonal, annual and ad hoc start and end
periods, allowing automatic generation of fees based on
12.3.12
License/Permit type issued and the period to which it
relates.
Flexibility to maintain a variable fees based chart with
the method of fee calculation being determined by the
License/Permit classification and activity chosen.
Calculation methods being:
12.3.13
•
Floor space,
•
Number of units,
•
Etc.
Ability to amend default fees and add additional ad hoc
12.3.14
fees during issue.
LAPIS
Functional Specification
December 2000
Government”
Page 74 of 146
Ranking
Comment
M
M
M
M
M
HI
M
HI
I
M
M
HI
M
HI
“Delivering Innovative Business Solutions to
12. Licensing and Permits
Automatic warning facility ensuring fees are received
12.3.15
before keys are released.
Ability to switch fee calculation facilities on and off, or
12.3.16
able to set fee amount to zero.
Facility to record details of keys and link to specific
12.3.17
venue/location and record use.
Maintain registration of issue/receipt of keys including
12.3.18
details of individuals responsible for them and issuing
officer.
Ability to issue and record restrictions to an existing
License or Permit whilst active (Eg. Water quality
restriction), recording:
Individuals notified,
12.3.19 •
•
Start and end period of restriction,
•
Reason for restriction,
•
Contact details for further information.
Ability to change or add new contact details to
12.3.20 Licensee/Permit holder details whilst processing
application.
Workflow able to support multiple License/Permit
classifications having unique workflow tasks associated
12.3.21
with each classification (Eg. Public entertainers, Sporting
club meetings) and multiple contacts.
Able to easily add, delete or amend assigned workflow
12.3.22
tasks.
Ability to maintain a variety of standard communication
documents issued depending upon License/Permit
classification and activity (Includes ability to mail merge
12.3.23
from the GIS/property information a standard
information notice stating the nature of the event and
date of event).
Ability to create a standard set of License and Permit
conditions and associated documents (linked to word
12.3.24
processing package) with ability to attach specific
conditions and restrictions when issuing License/Permit.
Able to have automatic prompts recommending the use
Council resources based on the type of licence/permit
12.3.25
requested (Eg. for corporate conference: data projector,
white boards, microphones, etc.)
Ability to issue work requests to relevant contacts at the
12.3.26
venue for specific requests (Eg. cutting grass, line
painting, seating arrangements, etc.).
Ability to view status of License/Permits with a standard
set of decision or status codes:
•
Applied,
•
Approved,
Refused,
12.3.27 •
•
Withdrawn,
•
Awaiting Payment,
•
Cancelled,
•
Etc.
Automatic warning indicator attached to application if
12.3.28
extends beyond a certain period before receipt is made.
LAPIS
Functional Specification
December 2000
Government”
Page 75 of 146
Ranking
Comment
M
M
HI
M
M
M
M
M
M
M
HI
M
M
“Delivering Innovative Business Solutions to
12. Licensing and Permits
Flexible search facility to enable search and inquiry
made by:
•
License number,
•
Specific address,
•
Venue,
Date range,
12.3.29 •
•
Owner/Licensee,
•
Manager,
•
License type,
•
License classification,
•
Etc.
Ability to maintain central record of venue usage to
prevent duplicate bookings and facilitate inquiry. Whilst
12.3.30 application is processed a temporary reservation is
made upon the venue during processing to avoid
duplication.
Ability to view photographs of venue, print maps and
12.3.31
inquire upon and choose suggested floor layouts.
Automatic invoicing upon request for License/Permit.
12.3.32
Issue of License/Permit to be made only when receipt
(monetary, grant or other) has been registered.
Electronic record of acceptance of terms and conditions
12.3.33
when applying over the Internet.
Maintain record of both deposit and noise bonds for
12.3.34
each License/Permit. Ability to prevent refunds or only
allow partial refund if infringements are made.
Ability to attach reports or documents to
12.3.35
Licenses/Permits and/or Licensees/Permit holders of
reported damage/infringements or breakages.
Ability to terminate and/or revoke License/Permit with
12.3.36
default reason/categories.
Ability to flag warning against Licensee’s with a history of
12.3.37
damage, breach of conditions or unpaid fees.
Able to process automatic rollover of seasonal and
12.3.38
annual Licenses/Permits leaving them in a suspended
status awaiting approval for renewal.
Automatic Annual License/Permit renewal scheduling
12.3.39
facility, prompting action before license expires showing
previous License details and fees paid.
Use check-box facility for recurring items to attach
standard workflow tasks to support annual/seasonal
12.3.40
rollover process based on License/Permit
classification/activity.
12.3.41
Ability to transfer Licenses between properties.
Ability to renew a License/Permit with the same narrative
as a previous License/Permit without re-keying details,
12.3.42
but ability to amend License period, venue and times,
etc.
Have the facility to reschedule applications to times and
12.3.43
venues ensuring optimal usage before applications are
approved.
Ability to amend/extend or expand Licenses and Permits
12.3.44
due to error or venue change, etc. and transfer fee
payment history.
Ability to issue credits or refunds against Licenses
12.3.45
/Permits/casual hires.
LAPIS
Functional Specification
December 2000
Government”
Page 76 of 146
Ranking
Comment
M
M
I
HI
M
M
HI
M
M
M
HI
M
M
M
M
M
M
“Delivering Innovative Business Solutions to
12. Licensing and Permits
Ability to waive fees for a variety of default reasons such
as:
A grant payment to licensee,
12.3.46 •
•
Special dispensation,
•
Etc.
12.4
Data Access/Reporting
Able to generate ad hoc queries on any combination of
12.4.1
key data fields without the need for specific systems
knowledge. (Eg. Available venues on a specified date).
Able to print the results of any ad hoc queries to screen
12.4.2
or paper. Also able to export to MS-Excel or ASCII text
for use in other products.
Able to store and retrieve frequently used queries with
12.4.3
the ability to include an appropriate description of the
query.
Sets of standard reports are available for regular use.
Eg.
•
Report on statistics such as Usage, Seasonal
variations, Fees received etc for management
reporting,
•
License/Permit history per licensee and report on
venue used and fees paid,
•
License/Permit inspections due and scheduled
12.4.4
within time parameters,
•
Report on workflow progress listing all
License/Permit applications in progress, the
relevant stages of progress and responsible
officers overseeing the application,
•
Reports of forthcoming activities,
•
Changes in season,
•
Etc.
Able to write new reports or modify existing reports
12.4.5
without the need for specific systems knowledge.
Able to maintain reporting flexibility on historic data for
comparison with current year, trend analysis, predictive
12.4.6
modelling (Eg. report on licensing/permit history by
license classification or activity).
12.5
Interfacing/Integration
Licenses/Permits able to integrate with property
information, such as:
•
Owner name,
12.5.1
•
Address,
•
Etc.
Able to link License to single or multiple properties
12.5.2
(during sub division process).
Licenses/Permits able to integrate with Inspections
12.5.3
module to schedule, conduct and document inspections
based on licensing conditions, damages, etc.
Automatic inspection schedule for the responsible officer
created through link with License/Permit classification
and established through the workflow requiring
12.5.4
inspection protocol to be set through the issuing of the
License procedure.
Able to integrate with the cash receipting module for
12.5.5
receipting of customer payments from various sources
i.e. Internet, B-Pay, agencies, etc.
LAPIS
Functional Specification
December 2000
Government”
Page 77 of 146
Ranking
Comment
M
M
M
I
M
HI
HI
M
I
M
HI
M
“Delivering Innovative Business Solutions to
12. Licensing and Permits
12.5.6
Able to link to external system for key registry.
Able to attach documents electronically (Eg maps,
12.5.7
pricing structure, correspondence, etc.) to venue details.
Able to link to the GIS for display of the venue to enable
clarification of specific structural queries and essential
details, such as:
12.5.8
•
Drainage,
•
Sprinkler systems,
•
Etc.
Able to integrate with GIS information to enable mail
merge facility to notify of any possible disruption in the
immediate area, due to:
12.5.9
•
Street carnivals,
•
Road closure,
•
Etc.
Able to accept License/Permit applications and renewals
12.5.10
electronically via the Internet with fees able to be
determined at time of application.
Able to issue Licenses, Permits and renewal notices
12.5.11
electronically via the Internet.
Ability for customers to inquire on availability of venue
12.5.12
and appropriate fees through the Internet.
To interface/integrate with e-mail and electronic fax
facility for:
•
Notification of when work is required,
12.5.13 •
Notification of restrictive notices to licensees,
•
Notification to venue of specific requirements or
queries,
•
Etc.
Ability for customers to obtain map of location of venue
from council electronically, showing facilities available
including:
•
Parking,
12.5.14
•
Toilets,
•
Fire exits,
•
Catering facilities,
•
Etc.
Ability for customers instruction for a particular format
12.5.15
for a venue to be issued electronically to responsible
officer of venue.
Able to link documents stored in Document
12.5.16
Management System to individual Licenses/Permits
issued.
Able to integrate with asset maintenance division
allowing the ability to electronically send detailed reports
12.5.17
of forthcoming activities, changes in season, customer
requests, etc.
Able to link with customer services to:
•
Record application details,
12.5.18
•
Record complaint details,
•
Record nature of complaint.
Able to link with Staff Calendars for control over
12.5.19
workflow (Eg. Scheduling of tasks).
Links with word processing software to access
12.5.20
document templates, automatic mail merges, etc.
LAPIS
Functional Specification
December 2000
Government”
Page 78 of 146
Ranking
HI
Comment
HI
HI
I
M
M
HI
M
HI
HI
M
HI
HI
HI
M
“Delivering Innovative Business Solutions to
12. Licensing and Permits
Able to integrate with finance system, receivables and
general ledger for managing customer payments
12.5.21
allowing acknowledgment of payment arrangements
before release of keys is authorised.
12.6
Audit Requirements
Able to produce an audit trail of additions, modifications
12.6.1
and deletions to selected fields and system parameters
and track to a user/date/time.
Sets of standard exception reports are available for
12.6.2
regular use.
Able to produce specific exception reports on
12.6.3
adjustments to key data.
Able to provide alerts triggered from particular audit trail
12.6.4
events.
LAPIS
Functional Specification
December 2000
Government”
Page 79 of 146
Ranking
Comment
M
M
HI
M
HI
“Delivering Innovative Business Solutions to
12.7
Data content
Adjustments to Fees
Application Date
Calculated Fee
Caretakers Address
Caretakers Name
Caretakers Telephone Number
Contact Name
Contact Number
E-Mail Address
Emergency Contact Name(s)
Emergency Contact Number(s)
Free Data Field
Infringements
Key Reference
Last Date Amended
Warning Indicator
Classification
License/Permit End Date
License/Permit Start Date
License/Permit Status
Activity
Activity Type Narration
Bond Type
License/Permit Unique Number
Licensee/Permit Holder Name or Title
Public Risk Insurance Reference
Mailing Address
Notes
Presidents Name
Renewal Date
Reservation Number
Responsible Officer
Restrictions of Venue Usage
Secretary Name
Street Names
Treasurers Name
Vehicle Registration
Venue Location
Venue Title
Venue Type
LAPIS
Functional Specification
December 2000
Government”
Page 80 of 146
“Delivering Innovative Business Solutions to
13. ENVIRONMENTAL HEALTH
13.1 Environmental Health - Business Purpose
Customer/Community Service
•
To help protect and sustain the current environment for communities to enjoy now and into
the future.
•
To protect the health of the community from disease and pollution, through monitoring of
food premises, septic tanks, providing immunisations etc.
•
To regulate and manage the natural resources within the community
Legislative Requirement
•
To fulfil all relevant legislative requirements
Internal/Council Management
•
To efficiently monitor the various environmental health functions/services provided within
Council, i.e. septic tanks, immunisations, air conditioning, Food Act etc.
•
To provide a system capable of monitoring the environment
Alternative Delivery
•
Potential for future outsourcing of environmental health services, however, Council would still
provide a strong monitoring role.
LAPIS
Functional Specification
December 2000
Government”
Page 81 of 146
“Delivering Innovative Business Solutions to
13. Environmental Health
13.3
Functionality
Ability to enter and maintain default activity, such as:
•
Food,
•
Pool,
•
SRF,
•
Boarding House,
13.3.1
•
Cooling Tower,
•
Septic Tank,
•
Hairdresser/Beauty Salon,
•
Etc.
Ability to enter and maintain default category types
attached to activity type, such as:
•
Hotel,
•
Deli,
•
Pub,
13.3.2
•
Swimming Pool,
•
Tattooist,
•
Ice Cream Vendor,
•
Etc.
Ability to assign certain fields as requiring mandatory
input, such as:
•
Area code,
•
Property owners details,
13.3.3
•
Activity type,
•
Business owners details,
•
Etc.
Ability to flag either the property or business owners
13.3.4
details as the postal address.
Ability to view summary data and/or customise screen
13.3.5
with a free choice of fields to display.
Ability to display and inquire upon inspection status,
such as:
•
Pending,
13.3.6
•
Scheduled,
•
Overdue,
•
Etc.
Ability to enter and maintain flexible default Food Safety
13.3.7
Plans audit submission periods against establishment
types. Able to easily add/remove tasks.
Maintain schedule of events for Food Safety Plan
13.3.8
submission and audit. Ability to track audit report result
and issue approval/failure notice.
Maintain central reference of auditors of Food Safety
13.3.9
Plans linked to each report audited.
Able to add, delete or change the order of workflow tasks
13.3.10
depending on individual circumstance.
Ability to search by and lodge complaints against either
or multiples of:
•
Property owner,
13.3.11
•
Premises,
•
Mobile vendor,
•
Etc.
LAPIS
Functional Specification
December 2000
Government”
Page 82 of 146
Ranking
Comment
M
M
M
M
M
M
M
M
M
HI
M
“Delivering Innovative Business Solutions to
13. Environmental Health
Ability to enter and maintain default complaint types
13.3.12
containing a short description of type of complaint and
indication of complaint severity.
Ability to display status of complaint, such as:
•
Referred to officer – under review,
•
Noted – no action required,
13.3.13 •
Under investigation,
•
Pending,
•
Further action required,
•
Resolved.
Ability to set the number of years of history to be
13.3.14
maintained.
13.3.15
Automatic alarm for imminent and overdue events.
Ability for complainants to request follow-up and
13.3.16
correspondence sent electronically or manually
explaining action taken and result.
Ability to create and maintain a library of standard letters
13.3.17
and notices to be used in mail merge facility for all
documents and notices.
Ability to maintain, record and report unique data related
13.3.18
to activities.
Warning indicator for outstanding sample results
13.3.19
requiring follow-up.
Option of recording sample details, such as:
•
Date sample made,
•
Time of sample,
•
Measure of sample,
•
Results of sample,
13.3.20
•
Deviation,
•
Comments,
•
Name of company undertaking analysis,
•
Officer responsible for sample,
•
Etc.
Ability to maintain a standard default fee matrix linked to
13.3.21
specific events automatically triggering an invoice
charging the payee a fixed fee.
Ability to waive fees by choice of a variety of default
13.3.22
reasons.
Ability to check status of account for each establishment
13.3.23
and inquire upon unpaid fees.
Ability to record levels of training of staff at
13.3.24
establishment.
Facility to issue, track and maintain records of the value
13.3.25
of and reasons for the issue of expiations.
Ability to flag transactions for archiving at point of
13.3.26
change of use.
13.4
Data Access/Reporting
Able to generate ad hoc queries on any combination of
13.4.1
key data fields without the need for specific systems
knowledge.
Able to print the results of any ad hoc queries to screen
13.4.2
or paper. Also able to export to MS-Excel or ASCII text
for use in other products.
Able to store and retrieve frequently used queries with
13.4.3
the ability to include an appropriate description of the
query.
LAPIS
Functional Specification
December 2000
Government”
Page 83 of 146
Ranking
Comment
M
M
M
M
M
M
M
O
M
M
M
M
O
M
M
M
M
I
“Delivering Innovative Business Solutions to
13. Environmental Health
Sets of standard reports are available for regular use.
Such as:
•
Report on a common component, such as:
- All locations with same business owner,
- All locations with same property owner.
•
Report on sampling history by establishment,
inspector, owner, type, etc.
•
Report on status of samples between specific
dates, such as:
- Number of samples taken,
- Results of samples taken.
•
Report on food safety plans by establishment,
inspector, auditor, type, etc.
13.4.4
•
Report on status of food safety plans between
specific dates.
•
Report of audit statistics such as number made,
results of audits, outstanding audits, etc.
•
Outstanding notification of results of audits.
•
Report on reasons for waived fees.
•
Report on expiations issued by establishment,
inspector, auditor, type, etc.
•
Report on payment of expiation, reason and
between specific dates, such as:
- Number of expiations issued,
- Reasons for issue,
- Details of outstanding payments.
Able to write new reports or modify existing reports
13.4.5
without the need for specific systems knowledge.
Able to maintain reporting flexibility on historic data for
13.4.6
comparison with current year, trend analysis, predictive
modelling, etc.
13.5
Interfacing/Integration
13.5.1
Ability to link to property module.
Able to search property module for location and have
relevant fields automatically filled with data, such as:
•
Property owners name,
13.5.2
•
Property owners contact details,
•
Etc.
Able to link to the Inspections module, including the
13.5.3
ability to maintain and track inspection history against
properties.
Ability to lodge complaints electronically over the
13.5.4
Internet.
Ability to attach reports or documents to establishments
13.5.5
linked to the property module.
Ability to enter new registration as an application over
13.5.6
the Internet.
To interface/integrate with e-mail and electronic fax
facility for:
•
Notification of complaints,
•
Response to complaints,
13.5.7
•
Work flow requests,
•
Follow up requests,
•
Requests for further information,
•
Etc.
LAPIS
Functional Specification
December 2000
Government”
Page 84 of 146
Ranking
Comment
M
HI
HI
M
M
HI
M
M
M
M
“Delivering Innovative Business Solutions to
13. Environmental Health
Able to issue decisions electronically via mail merge or
13.5.8
other facility.
Links with word processing software to access
13.5.9
document templates, automatic mail merges, etc.
Able to link with customer services to lodge complaints
via property module or GIS reference for:
•
Record complaint details,
13.5.10
•
Record complainant contact details,
•
Follow up request,
•
Etc.
13.6
Audit Requirements
Able to produce an audit trail of additions, modifications
13.6.1
and deletions to selected fields and system parameters
and track to a user/date/time.
Sets of standard exception reports are available for
13.6.2
regular use.
Able to produce specific exception reports on
13.6.3
adjustments to key data.
Able to provide alerts triggered from particular audit trail
13.6.4
events. (Eg. receipt of complaint, etc).
LAPIS
Functional Specification
December 2000
Government”
Page 85 of 146
Ranking
Comment
M
M
M
M
HI
M
HI
“Delivering Innovative Business Solutions to
13.7
Data content
Location Address
Property Owners Name
Property Owners Address
Telephone Number
Fax Number
Mobile Number
E-Mail Address
Business Owners Name
Business Owners Address
Postal Address Reference
Activity Reference
Category Reference
Status Field
Location Reference
Demerit Total
Premises Code
Patron Code
Training Code
Outstanding Corrective Remarks
Area Code
Comments Boxes
Complaint Type
Complainant Name
Complainant Contact Address
Complaint Status
Complaint Date
Complaint Details
Complaint Unique Reference
Auditor Name
Auditor Contact Address
Auditor Contact Number
ANZFA Risk Classification
Food Safety Plan Report Date
FSP Audit Due Date
Application Unique Reference
Expiation Unique Reference
Expiation Date
Unique Sample Reference
Sample Date
Sample Time
Sample Measure
Sample Results
Sample Deviation
Sample Company Name
Sample Company Contact Details
Officer Responsible for Sample
Fee
LAPIS
Functional Specification
December 2000
Government”
Page 86 of 146
“Delivering Innovative Business Solutions to
14. WASTE MANAGEMENT
14.1 WASTE MANAGEMENT - Business Purpose
Customer/Community Service
•
To manage and control the disposal of waste for residents and businesses within the
community
•
To ensure a high quality customer focused waste management service is provided to the
community, i.e. consistent timely pickups, cost effective, timely response to customer
requests etc.
•
To protect the environment through reductions in non-recyclable waste, assisting the
community to achieve State Government’s vision of zero non-recyclable waste by 2020.
Legislative Requirement
N/A
Internal/Council Management
•
To provide complete, accurate and efficient waste management information, allowing Council
to either, provide a high quality waste management service, or to manage an external
provider of this service, i.e. service levels, cost, environmental issues etc.
•
To assist Council with the control of waste within the community
Alternative Delivery
•
Potential for complete outsourcing of waste management services.
LAPIS
Functional Specification
December 2000
Government”
Page 87 of 146
“Delivering Innovative Business Solutions to
14. Waste Management
14.2
Functionality
Able to maintain a register of all waste bins in the
14.2.1
Council area, either linked to individual properties or
held in stock awaiting allocation to customers.
Ability to link multiple bins and multiple bin types to a
14.2.2
property via electronic recording facility such as bar
coding.
Able to allocate bins to a property from inventory,
14.2.3
automatically producing a delivery work order and fee.
Able to record the amount (volume/weight) of refuse
collected and differentiate by type, such as:
•
Domestic,
•
Green,
14.2.4
•
Hard,
•
Recyclable,
•
Etc.
For each individual customer, for each collection.
Able to differentiate between the collection of domestic
14.2.5
waste and industrial waste.
Able to maintain property waste collection history i.e.
volume of waste per type, seasonal impacts, etc. to be
14.2.6
used for predictive/trend analysis to support decisionmakers.
Able to split/differentiate Council areas for purposes of
14.2.7
waste collection (not necessarily by ward) and flag these
areas for reporting purposes.
Able to flag the waste collection pick-up day(s) for each
14.2.8
area and link this to the property.
Able to maintain multiple bin rental/purchasing fee types
14.2.9
(Eg. based on bin size, usage, type of waste,
concessions, etc).
Able to automatically calculate bin rental/purchase fee
14.2.10
based on fee type and monthly/weekly volume.
Able to override automatic fee calculation (Eg. Waste
14.2.11
collection fee) with reason codes/free form text
explanation attached (audit report to collate).
Able to maintain multiple waste collection fee types
based on:
•
Volume,
•
Type of waste,
•
Fixed charges,
14.2.12
•
Tiered rates,
•
Able to set maximums/minimums,
•
Concessions,
•
Etc.
Able to allocate customers a no fee flag to by pass fee
14.2.13
calculation i.e. Council’s internal waste etc. and record
reasons for adjustment.
Able to record customer/property complaint history, i.e.
14.2.14
number of replacement bins, damaged bins, complaints,
etc.
Able to record waste destination data, i.e. where the
14.2.15
waste was dumped, volume of waste dumped, type of
waste dumped, etc.
LAPIS
Functional Specification
December 2000
Government”
Page 88 of 146
Ranking
Comment
M
M
M
M
M
HI
M
M
M
HI
HI
M
M
M
M
“Delivering Innovative Business Solutions to
14. Waste Management
Ability to record other relevant information relating to
14.2.16
properties/areas i.e. accessibility of streets, width and
special truck requirements.
Able to maintain details on service levels and types of
14.2.17
services based on property/occupancy type i.e.
domestic, industrial, etc.
Provide warning flags/notification, where actual service
14.2.18
levels fall below agreed limits or key performance
indicators.
Able to inquire and search data across all fields,
14.2.19
including key word and wild card searches.
14.3
Data Access/Reporting
Able to generate ad hoc queries on any combination of
key data fields without the need for specific systems
14.3.1
knowledge. (Eg. total waste dumped at site B, total
recycled waste at site D, etc).
Able to print the results of any ad hoc queries to screen
14.3.2
or paper. Also able to export to MS-Excel or ASCII text
for use in other products.
Able to store and retrieve frequently used queries with
14.3.3
the ability to include an appropriate description of the
query.
Sets of standard reports are available for regular use,
such as:
•
Meet all legislative reporting requirements set by
the EPA, State Govt, etc.
•
Customer query/call statistics,
•
Volume of refuse by type,
14.3.4
•
Volume of refuse by area,
•
Number of collections by day/week/month,
•
Domestic versus Commercial,
•
Trend/seasonal volume analysis,
•
Report on performance statistics combining both
internal and external sources of data.
Able to write new reports or modify existing reports
14.3.5
without the need for specific systems knowledge.
Able to maintain reporting flexibility on historic data for
14.3.6
comparison with current year, trend analysis, predictive
modelling, etc.
14.4
Interfacing/Integration
Able to integrate directly with property system to attach
14.4.1
bins/services to properties, owners and occupiers.
Able to integrate with the rates module for charging of
14.4.2
bin rental/purchases and waste collection services.
14.4.3
Able to integrate with central NAR.
Able to integrate with cash receipting for customer
14.4.4
receipts for waste collection and bin rent/purchasing.
Ability to load and maintain statistical information from
14.4.5
third party contractors and link collection levels to
properties, refuse type and dates collected.
Able to receive/attach information electronically from
14.4.6
external sources i.e. land fill, weight bridges, EPA etc.
Able to link data reporting and recording with GIS, for
14.4.7
bulk maintenance updates, customer inquiry, trend
analysis, area mail merge functional, etc.
LAPIS
Functional Specification
December 2000
Government”
Page 89 of 146
Ranking
Comment
HI
HI
HI
HI
M
M
I
M
HI
HI
M
M
M
M
M
M
M
“Delivering Innovative Business Solutions to
14. Waste Management
Able to link with the Internet allowing the ability to
14.4.8
request additional refuse services, replacement bins
lodge complaints and pay invoices.
Ability to integrate/interface with e-mail and electronic
fax facility for;
•
Additional work requests,
14.4.9
•
Replacement bins,
•
Etc.
Able to link directly with a word processing software to
maintain and access a variety of standard letters for
issue (includes ability to mail merge GIS /property
14.4.10
information a standard information notice stating the
nature of event and date).
Able to link with documents stored in Document
14.4.11
Management System.
Able to link with customer management system to:
•
Record complaints, requests and inquiries, such as
replacement bins, etc.
14.4.12
•
Issue work requests to relevant contacts attached
to a location or specific service.
Able to link to general ledger for recording and
14.4.13
management of financial transactions, debt collection,
etc.
Able to link with the Contract management application
14.4.14
for management of contract performance against
agreed service levels.
14.5
Audit Requirements
Able to produce an audit trail of additions, modifications
14.5.1
and deletions to selected fields and system parameters
and track to a user/date/time.
Sets of standard exception reports are available for
14.5.2
regular use.
Able to produce specific exception reports on
14.5.3
adjustments to key data.
Able to provide alerts triggered from particular audit trail
14.5.4
events.
LAPIS
Functional Specification
December 2000
Government”
Page 90 of 146
Ranking
Comment
M
M
M
M
M
M
M
M
HI
M
HI
“Delivering Innovative Business Solutions to
14.6
Data content
Property Owner/Occupier
Property Address Details (Location/Postal/Details)
Unique Identifier (Internet Log In)
Pin/Password (Internet Log In)
Bin Number(S)
Bin Type/Size
Collection Area
Waste Type
Waste Volume/Weight
Collection Day(S)
Dumping Location
Bin Rental/Purchase Fee Type
Waste Collection Fee Type
Zero Fee Calculation Flag
Service Level Criteria
Key Performance Indicators
Dates
Weights/Tonnage
Contractor Name
Contractor Contact Numbers
Service Contract Unique Reference
Recycling Cost Breakdown
LAPIS
Functional Specification
December 2000
Government”
Page 91 of 146
“Delivering Innovative Business Solutions to
LAND AND PROPERTY INFORMATION SYSTEM
FUNCTIONAL REQUIREMENTS
RATES & PROPERTY MODULE
The Rates & Property subject group contains the functional requirements for the following detailed
areas/modules:
15. PROPERTY
16. RATES
LAPIS
Functional Specification
December 2000
Government”
Page 92 of 146
“Delivering Innovative Business Solutions to
15. PROPERTY
15.1 PROPERTY - Business Purpose
Customer/Community Service
•
To assist Council with property related customer enquiries, allowing easy navigation from a
property record to any related modules.
Legislative Requirement
•
To fulfil all relevant legislative requirements
Internal/Council Management
•
To accurately identify individual parcels of land for which Local Government conducts
business eg rates, development applications, dog registration etc.
•
To form the base for the collection and management of all property related information from
which all other modules will draw on.
Alternative Delivery
N/A
LAPIS
Functional Specification
December 2000
Government”
Page 93 of 146
“Delivering Innovative Business Solutions to
15.2 Procedural Flow – Property
Valuer
General
LTO
Land
Agent
Planning
SA
Rates
Dev
Plan
Dev
Apps
Property
GIS
Communit
y
Plans
Proposed
Property(s)
Current
Property
NAR
Record
Mnmt
Historic
Property
Asset
Mnmt
- Property Location
- Area
- Zone
- Land Use
- Titles
- Parcels
- Plans
Rates
Section
7
Development
Applications
GIS
Electoral
Roll
Dogs
Infringements
NAR
ESP’s
LAPIS
Functional Specification
December 2000
Government”
Page 94 of 146
Inspections
Licensing
“Delivering Innovative Business Solutions to
15. Property
15.3
Functionality
Able to flag a property status as proposed, current or
15.3.1
historic.
Able to easily change a property status between
15.3.2
proposed, current and historic (with audit trail).
Able to create proposed properties i.e. based on land
15.3.3
division information from Development module.
Able to create proposed property layers with alerts and
15.3.4
workflows to ensure proper order of processing.
Confirmation of proposed properties triggers current
15.3.5
property to be historic.
Able to attach an effective date when a proposed
15.3.6
property will become current, and the current will
become historic.
Able to make a proposed property current in advance
15.3.7
of confirmation from Valuer General.
Able to add/delete/modify property address data on an
15.3.8
individual basis (Eg. streets, suburbs, house/unit
numbers, prefixes, etc.), including bulk maintenance.
Able to add/delete/modify all parcel details (including
15.3.9
plans and plan types, parcel and types, titles and
types, GIS References (and to generate).
15.3.10
Able to modify data on properties regardless of status.
15.3.11
Able to record/modify services against properties.
Able to reverse a change in property status i.e.
15.3.12
proposed property made current in error.
Able to provide notification to staff of properties about
15.3.13
to expire requiring action (could also be done through
the Applications module).
Able to merge multiple existing properties into one
15.3.14
property.
Able to easily select current property information i.e
existing owners and billing information for copying over
15.3.15
to a proposed property. Flexible, allowing a choice of
selectable data.
Able to create a new property, not necessarily from a
15.3.16
land division; or delete a property, not necessarily as
the result of a land division (with an audit trail).
Able to attach multiple names and types to properties
15.3.17
i.e. owner, occupier, ratepayer, etc.
Able to record owner(s)/occupier(s) against the
15.3.18
property, and/or the title(s) and/or the parcel(s)
Able to configure a multi-tiered hierarchy of property
data (parent properties, child properties, sub-child
15.3.19
properties, etc.). Able to associate tenancies with a
property.
Able to copy property information between properties
(including child properties) without re-keying i.e.
15.3.20
ownership, services, land use, applications, conditions,
etc., with the ability to select data elements.
15.3.21
Able to handle multiple land use codes per property.
Able to identify adjoining/contiguous properties and
15.3.22
include Single Farm Enterprise identification.
Able to identify predominant use of a property (Eg. a
15.3.23
house/deli, where predominant use is residential.).
LAPIS
Functional Specification
December 2000
Government”
Page 95 of 146
Ranking
Comment
M
M
M
M
M
M
M
M
M
M
M
M
O
M
HI
M
M
M
O
O
HI
O
O
“Delivering Innovative Business Solutions to
15. Property
Able to record multiple valuations per property and the
source of valuations:
•
VG Site Value,
•
Capital Value,
•
Notional Value,
15.3.24
•
Private Certifier Value,
•
Proposed values,
•
Historical Values,
•
Etc.
Able to flag Council/Crown owned land for exclusion
15.3.25
from Rating and Electoral Role extracts.
Able to attach owners to a property before or after a
15.3.26
Certificate of Title has been issued.
Able to create or delete a Certificate of Title relating to
15.3.27
a property within the Property module.
Able to attach a name to a property i.e. Masonic Lodge
15.3.28
and a type (Eg. normal, reserve, retirement village,
etc.).
Able to add/attach/delete conditions or notices to a
15.3.29
property.
Able to add/attach/delete bulk conditions or notices to
15.3.30
properties based on individual fields.
Able to set up flexible preconditions which either
restricts or triggers future events (Eg. Entry of data into
15.3.31
a field may be dependent upon data being entered in
another field(s) first).
Able to maintain and view all historical property data
linked to current property/properties (Eg. Changes in
15.3.32
title, land use history, previous owners, purchase and
sale history, etc.).
Able to group properties by common elements i.e.
address, ward, zone, land use to facilitate bulk
maintenance rather than having to edit properties
15.3.33
individually (Eg. Ward boundary changes, shopping
centre tenancy changes, etc.).
15.4
Data Access/Reporting
Able to generate ad hoc queries on any combination of
15.4.1
key data fields without the need for specific systems
knowledge, i.e. customised property queries.
Able to print the results of any ad hoc queries to
15.4.2
screen or paper. Also able to export to MS-Excel or
ASCII text for use in other products.
Able to store and retrieve frequently used queries with
15.4.3
the ability to include an appropriate description of the
query.
Sets of standard reports are available for regular use.
15.4.4
e.g. New properties report
Able to write new reports or modify existing reports
15.4.5
without the need for specific systems knowledge.
Able to maintain reporting flexibility on historic data for
15.4.6
comparison with current year, trend analysis, predictive
modelling, etc.
Able to perform searches from the GIS to the Textural
System (such as bulk updating of zones) and searches
15.4.7
performed from the Textual System to be displayed on
the GIS.
LAPIS
Functional Specification
December 2000
Government”
Page 96 of 146
Ranking
Comment
HI
M
O
M
I
M
M
HI
M
M
M
M
I
M
HI
HI
HI
“Delivering Innovative Business Solutions to
15. Property
15.5
Interfacing/Integration
Able to seamlessly integrate with all other land and
15.5.1
property modules (Eg. Rates, Animal Control,
Development, Section 7’s, etc.).
Able to highlight all links with other modules when a
15.5.2
property is deleted (with audit trail) and/or made
historic. Able to provide warnings for unremoved links.
Able to link development applications directly to a
15.5.3
current property, or a proposed property when land
divisions are approved.
Able to link to electronic image of plans (Eg. Deposited
15.5.4
Plans, etc.).
Able to select/restrict individual fields from the
15.5.5
imported data files when updating Council information.
Able to import data files from external sources i.e.
15.5.6
Land Titles Office, Valuer General, Planning SA, Land
Agents.
Able to reverse imported data files prior to reaching a
15.5.7
point of electronic signoff for finalisation.
Able to link to the GIS throughout the process (Eg. For
15.5.8
bulk maintenance, selection of properties for mail outs,
etc.).
Able to give account customers access to property
15.5.9
information via the Internet (i.e. assessment book
information, etc.).
Able to create mailing lists via mail merge and/or
15.5.10
query. (Able to generate standard letters from property
data).
Able to link with records/document management
15.5.11
system.
15.5.12
Able to link to asset system.
15.6
Audit Requirements
Able to produce an audit trail of additions,
15.6.1
modifications and deletions to selected fields and
system parameters and track to a user/date/time.
Sets of standard exception reports are available for
15.6.2
regular use.
Able to produce specific exception reports on
15.6.3
adjustments to key data.
Able to provide alerts triggered from particular audit
15.6.4
trail events.
LAPIS
Functional Specification
December 2000
Government”
Page 97 of 146
Ranking
Comment
M
I
M
O
M
M
M
HI
O
M
HI
I
M
HI
M
HI
“Delivering Innovative Business Solutions to
15.7
Data content
Name(S) – Owner/Occupier, Etc.
Address(Es) – Property/Mailing/Preferred/Alternate – See Name and Address Register.
Property Name
Shop Number
Rapid Number (For Rural Properties)
Certificate of Title – Prefix/Volume/Folio/Status/Date
Parcel – Section/Plan/Level
Plan Type – Deposited Plan/Community Plan, Etc.
Valuer General Number
Adjoining Properties
Property Area
Frontage
GIS Reference
Hundred Reference
Service Numbers
Conditions (Include Heritage Status)
Notices
Easements
Certificates
Catchment Area
Flood Rating
Unsuitable Building Land
Environmental Significance
Significant Trees
Fire Zone
Soil Type
Sale Date
Sale Value
Transfer Date
Land Use Code – (Approved, Actual, Historical)
Local Government Land Use Code
Land Description
Zone
Allotment (Section and Lot Number)
Ward (Ability to Record Against Streets or Properties or Both)
Property Status (Current, Proposed)
Current Valuation
Proposed Valuation (All Types as Provided by Valuer-General, Eg. CIV, SV, NV)
Government Entity Flag
Assessment Book Reference
Other References
LAPIS
Functional Specification
December 2000
Government”
Page 98 of 146
“Delivering Innovative Business Solutions to
16. RATES
16.1 Rates - Business Purpose
Customer/Community Service
•
To facilitate high quality customer service when handling customer enquiries i.e. timely
processing of valuation objections, concessions and other enquiries, and providing alternative
enquiry methods through the Internet.
Legislative Requirement
•
To fulfil all relevant legislative requirements
•
To complete other statutory functions i.e. Section 187 certificates.
Internal/Council Management
•
To provide the primary source of revenue for Council to implement strategies and deliver
services to the community.
•
To provide a rates debtors system, allowing Council to manage outstanding debts from rate
payers
•
To assist a Council in determining and calculating the annual rate, through the use of rates
modelling, assessment of rebates and levies and the actual calculation and generation of rate
amounts.
Alternative Delivery
N/A
The rates module has been divided into the following detailed sections:
16.2
16.3
16.4
16.5
16.6
16.7
Data Collection
Rates Modelling and Generation
Notice Generation
Payments/Receipting
Fines/Interest
Arrangements/Debt Collection
LAPIS
Functional Specification
December 2000
Government”
Page 99 of 146
“Delivering Innovative Business Solutions to
16.2 Rates - Data Collection
16.2.1 Procedural Flow
Property Rate Data
Property
NAR
Full valuation
list received
Valuer
General
Match
info based
on VG #
Full Pensioner
concession
list received
Exception
Reporting
Match
info based
on VG #
Validate
information
Private
Valuer
Information
SA
Water
Catchment
Boards,
STEDS , etc.
Other
external
Input
Customer
Receive
Updates/
Objections
Property
Update
Rate
Records
LAPIS
Functional Specification
December 2000
Government”
Council
rebates
recorded &
flagged
Page 100 of 146
Valuer
General
SA Water
Council
rebates
database
“Delivering Innovative Business Solutions to
16.2 Data Collection
16.2.2
Functionality
Able to process rates and property data separately to
ensure both modules maintain the most current relevant
data (Eg. Property system and rating system data may
16.2.2.1
not always match due to time lags between development
and Valuer-General information, and ownership
information).
Able to electronically match data from external sources
i.e. SA Water and Valuer-General, with Council property
and rating databases based on a common identifier, i.e.
16.2.2.2
VG Number. Able to exclude data flexibly from the
matching process.
Able to select individual fields from the external files and
electronically update Council records based on
16.2.2.3
information matching but subject to validation (Eg. if
vacant land, no pensioner concessions to be applied).
Able to identify the date when concession data was
16.2.2.4
updated from external sources (and include a comment,
such as Week 1, Week 2, etc.).
Able to create tenancies for individual assessments.
Able to attach a sequence number to the Valuer General
number where there are multiple tenancies on one
16.2.2.5
assessment (each sequence relating to one particular
occupancy of that group).
Able to store multiple valuation methods (together with
source) per assessment, including private and
Government valuations, and include historical data.
Including:
•
Site value,
16.2.2.6
•
Capital value,
•
Annual value,
•
Notional value,
•
Capital improved.
Able to attach proposed values to an assessment with a
16.2.2.7
future commencement date when value becomes active.
Able to flag assessments as ‘non-rateable’, attach an
16.2.2.8
expiry date, and include a reason code/comment.
Able to attach a variety of Council rebates to
16.2.2.9
assessments i.e. for churches, schools, etc., attach an
expiry date, and include a reason code/comment.
Able to attach an expiry date to a Council rebate and
include a comment, i.e. New business is given a rate
16.2.2.10
holiday for 3 years, concession expires automatically at
the end of the period.
Able to identify the nature of each rebate/concession
16.2.2.11
update, i.e addition, amendment, etc.
Able to update valuation amounts, Local Government
Codes, concessions, etc. based on customer objections,
16.2.2.12
with automatic flow through for recalculation of rates,
etc.
Able to manually flag and record details of an objection
16.2.2.13
relating to valuations, Local Government Codes,
concessions, etc.
Able to have multiple objections per year for each
16.2.2.14
ratepayer.
LAPIS
Functional Specification
December 2000
Government”
Page 101 of 146
Ranking
Comment
M
M
M
HI
M
HI
M
M
M
I
O
M
O
M
“Delivering Innovative Business Solutions to
16.2 Data Collection
Able to spread the financial impact of any financial
16.2.2.15
adjustments over any combination of instalment periods.
Able to differentiate between objections and general
16.2.2.16
rating changes (journals) and include comment fields.
Able to add or delete ratepayers without going through a
16.2.2.17
change of ownership process.
Able to record beneficiaries for rebates and
16.2.2.18
concessions.
Able to accept multiple rebate groups and assign a
16.2.2.19
rebate type to each group.
Able to assign rebate limits as a percentile or dollar
16.2.2.20
amount.
Able to assign variable rebate percentages over time
16.2.2.21
(Eg. 50% for first year, 40% for second year, 30% for
third year, etc.).
Able to reverse financial transactions without having to
16.2.2.22
reverse rebate transactions.
16.2.2.23
Able to suspend rate types using expiry dates.
Able to record a tracking codes (activity) against
16.2.2.24
assessments (Eg. debt collection phase, etc.).
Able to perform bulk maintenance:
•
Update rebates,
•
Rate types,
16.2.2.25
•
Local Government Codes,
•
Tracking codes,
•
Etc.
Able to copy current rating information onto proposed
16.2.2.26
assessments.
16.2.2.27
Able to copy property owners as ratepayers.
16.2.3
Data Access/Reporting
Able to generate ad hoc queries on any combination of
key data fields without the need for specific systems
knowledge (Eg. Report on/extract individuals who
16.2.3.1
receive pensioner, council or rebates/concessions at all
levels by group or type, etc.).
Able to print the results of any ad hoc queries to screen
16.2.3.2
or paper. Also able to export to MS-Excel or ASCII text
for use in other products.
Able to store and retrieve frequently used queries with
16.2.3.3
the ability to include an appropriate description of the
query.
Sets of standard reports are available for regular use.
(Eg. Summary reports verifying successful import of
data from external sources such as SA water and Valuer
16.2.3.4
General), reports detailing all unmatched records, report
on duplicate concessions, i.e. Pensioner and fays,
objections report - nature of objections, etc.).
Able to write new reports or modify existing reports
16.2.3.5
without the need for specific systems knowledge.
Able to maintain reporting flexibility on historic data for
16.2.3.6
comparison with current year, trend analysis, predictive
modelling.
16.2.4
Interfacing/Integration
16.2.4.1
Able to interface Property information.
16.2.4.2
Able to interface Name and Address Register
LAPIS
Functional Specification
December 2000
Government”
Page 102 of 146
Ranking
Comment
M
HI
M
M
I
M
M
I
I
HI
HI
HI
HI
M
M
I
M
HI
HI
M
M
“Delivering Innovative Business Solutions to
16.2 Data Collection
Able to import data files from external sources i.e. SA
Water and Valuer-General, private valuer, in real-time,
16.2.4.3
without significantly impacting performance or locking
records.
Able to reverse import file data prior to reaching a point
16.2.4.4
of electronic signoff for finalisation.
16.2.4.5
Able to link with GIS.
Able to link to the Internet for provision of rating
16.2.4.6
information, transaction processing, online rating
generation/reversals for objections, etc.
16.2.5
Audit Requirements
Able to produce an audit trail of additions, modifications
16.2.5.1
and deletions to selected fields and system parameters
and track to a user/date/time.
Sets of standard exception reports are available for
16.2.5.2
regular use.
Able to produce specific exception reports on
16.2.5.3
adjustments to key data.
Able to provide alerts triggered from particular audit trail
16.2.5.4
events.
Ranking
Comment
M
M
HI
O
M
HI
M
HI
16.2.6 Data content
Billing Reference Number
VG Number
Pensioner Flag
Rebate Flag
Rebate %
Rebate Type
Beneficiary/Beneficiaries for Rebates
Non-Rateable Flag
FAYS Benefit Flag (Updated via Receipting)
Assessment Number
Concession/Rebate Amount
Concession/Rebate %
Objectioner (Person Making an Objection)
Objection Flag and identifier (i.e. objection lodged and
Rate Type
Local Government Code
Billing Status
Valuation
Rates Paid
% Or $ Increase Over Last Year
History
Changes In Rebate
Instalment Date
Number Of Instalments
Instalment Due Date
Discount (%)
Rate Type
Date
LAPIS
Functional Specification
December 2000
Government”
Page 103 of 146
“Delivering Innovative Business Solutions to
16.3
Rates Modelling and Generation
16.3.1 Procedural Flow
Property
Rate
Data
Prior
Years
Data
Balance
valuation
totals with VG
Data
Complete
Property
Rate Data
Valuer
General
Report
Summary
(short-cut)
Rate Data
Rate
categories
& types
Rebates &
remission
Rate
calculation
Desired
rate result
achieved
?
No
Adjust key
rating
variables
Goal seek/
legislative
requirements
Yes
Final Rate
amounts
agreed
Rate
calculation/
Generation
Exception
Reporting
Data Testing/
Validation
Update
live rate
data
Agree to
rate modelling
total
Prior Year
Rate
Arrears
See Notice Generation
LAPIS
Functional Specification
December 2000
Government”
Page 104 of 146
“Delivering Innovative Business Solutions to
16.3 Rates Modelling and Generation
16.3.2
Functionality
Able to model on full database or a selection of
records/query result. (Able to handle full year generation
16.3.2.1
and individual billing generation as requested).
16.3.2.2
16.3.2.3
16.3.2.4
16.3.2.5
16.3.2.6
16.3.2.7
16.3.2.8
16.3.2.9
16.3.2.10
16.3.2.11
16.3.2.12
16.3.2.13
16.3.2.14
16.3.2.15
16.3.2.16
16.3.2.17
16.3.2.18
16.3.2.19
16.3.2.20
16.3.2.21
16.3.2.22
16.3.2.23
16.3.2.24
16.3.2.25
16.3.2.26
Able to determine which assessments do not have
specific rate types.
Able to store rate model reports electronically so can
compare figures year to year.
Able to represent rebates as a percentage of rate
amount.
Able to display rates due for a given day, i.e. able to key
in a date.
Able to display arrears by year (Eg. 2000 arrears include
1997,98 and 1999 arrears).
Able to link/compare model data with the related final
rates generation data (in summary and detail).
Able to run a “quick test” model on summarised
information providing an accurate result (within reason).
Able to model rates for all combinations of rate types,
i.e. general rates, fixed rates, separate rates, etc.
Provides summary information on various rating
components.
Able to model rates by setting a range for each rate type
variable, i.e maximum increase from prior year.
Able to model rates by setting total rate target and using
goal seek functionality. Target is reached through
manipulation of variables within predetermined ranges.
Able to run multiple rates models simultaneously.
Able to add rounding during modelling and generation.
Able to calculate Council rebates based on legislated
percentage rules and STEDS provisions, with provisions
for a fixed rebate amount, and include a comment.
Able to calculate the impact of rebates and rate
concessions by type.
Able to handle unlimited number of instalments in rates
generation.
Able to attach multiple ratepayers to assessments.
Able to accept multiple rate types (per assessment).
Able to have proposed assessments, operational from
date of activation.
Able to accept ex gratia and postponed rates.
Able to calculate rates using a variety of methods, i.e
rate in the dollar, per unit, fixed rate, tiered rate, etc.
Able to calculate and process rate discounts.
Able to apply SA Water remission provisions to Council
STEDS charges in rebates.
Rebate provisions need to recognise Local Government
Code.
Able to set minimum (and maximum) rates by rate type.
Able to apply maximums and minimums to
adjoining/contiguous properties in line with legislation.
LAPIS
Functional Specification
December 2000
Government”
Page 105 of 146
Ranking
Comment
M
M
O
I
I
M
HI
M
M
HI
HI
M
M
M
M
I
M
M
HI
M
M
M
M
M
M
M
“Delivering Innovative Business Solutions to
16.3 Rates Modelling and Generation
Able to provide an analysis of ratepayers affected by
tiered rating and ensure compliance with legislative
16.3.2.27
requirements (Eg. 65% of rates must be calculated
using Rates in the Dollar method).
Able to undo rates calculations before electronically
16.3.2.28
signing them off as final.
Able to maintain history of rating data for a discretionary
16.3.2.29
number of years.
Instalments, amounts and dates should be maintainable
16.3.2.30
per assessment.
Able to regenerate rate amounts for individuals for
16.3.2.31
changes in valuation details resulting from objections.
16.3.2.32
Able to specify due date(s) for payment(s).
Able to link all outstanding balances to a parent
16.3.2.33
assessment, i.e. for reporting on Section 187
Certificates.
16.3.3
Data Access/Reporting
Able to generate ad hoc queries on any combination of
16.3.3.1
key data fields without the need for specific systems
knowledge.
Able to print the results of any ad hoc queries to screen
16.3.3.2
or paper. Also able to export to MS-Excel or ASCII text
for use in other products.
Able to store and retrieve frequently used queries with
16.3.3.3
the ability to include an appropriate description of the
query.
Sets of standard reports are available for regular use.
Reporting based on data groups:
•
Ward,
•
Local Government code,
•
Charge type,
16.3.3.4
•
Street name,
•
Etc.
•
Report on revenue lost - including rates foregone
as a result of non-rateable properties and rebates,
•
Report on rebates, rebate types and concessions.
Able to write new reports or modify existing reports
16.3.3.5
without the need for specific systems knowledge.
Able to maintain reporting flexibility on historic data for
16.3.3.6
comparison with current year, trend analysis, predictive
modelling, etc.
16.3.4
Interfacing/Integration
Able to link with all other land and property based
16.3.4.1
modules (NAR, property, applications, etc.).
Able to automatically update valuation amounts and
16.3.4.2
rates from electronic objections.
Able to calculate rate concessions for pensioners based
16.3.4.3
on percentage in SA Water file.
Able to link with GIS for spatial data representation, bulk
16.3.4.4
maintenance updates, etc.
Link to Document Management System for tracking of
16.3.4.5
ratepayer related correspondence.
Customers able to access specific rating related data via
16.3.4.6
the Internet i.e. valuation information, rebate information,
etc.
16.3.4.7
Able to link with e-mail for rates related correspondence.
LAPIS
Functional Specification
December 2000
Government”
Page 106 of 146
Ranking
Comment
I
M
M
HI
M
M
HI
M
M
I
M
HI
HI
M
M
M
M
M
HI
M
“Delivering Innovative Business Solutions to
16.3 Rates Modelling and Generation
Able to link with a customer service system so that
16.3.4.8
action resulting from customer complaints, etc. may be
tracked and communicated through to resolution.
Able to link to Word (mail merge) for generation of rate
16.3.4.9
payer related correspondence.
Able to integrate with cash receipting, receivables and
16.3.4.10
general ledger for managing customer payments.
16.3.4.11
Able to hyperlink to appropriate legislation for reference.
16.3.5
Audit Requirements
Able to produce an audit trail of additions, modifications
16.3.5.1
and deletions to selected fields and system parameters
and track to a user/date/time.
Sets of standard exception reports are available for
16.3.5.2
regular use.
Able to produce specific exception reports on
16.3.5.3
adjustments to key data.
Able to provide alerts triggered from particular audit trail
16.3.5.4
events.
Ranking
Comment
M
M
M
I
M
HI
M
HI
16.3.6 Data content
Model Date
Model Version
Current Rate Value
Objection Flag
Rateable Flag
Rate Amount
Rebate %
Rebate Amount
LAPIS
Functional Specification
December 2000
Government”
Page 107 of 146
“Delivering Innovative Business Solutions to
16.4
Notice Generation
16.4.1 Procedural Flow
Instalment
Notice
Exception
Report/
reasons
Yes
Current Year
Rate
Generation
Has notice
generation
been
overridden?
Fine/interest
Notice
See Fines
& Interest
Charges
No
Exception
Report/
reasons
Yes
Is amount
less than
minimum
notice
amount?
No
No notice
generated
Prepare
notice
template
Generate
notice file
Report on
and Edit
Printer
Generate
electronic
notice
Rate Payer
Request
reprint/
Statement
See Debt
Collection
LAPIS
Functional Specification
December 2000
Government”
Internet
Rate Payer
Reminder
Notice
Warning
Page 108 of 146
“Delivering Innovative Business Solutions to
16.4 Notice Generation
16.4.2
Functionality
16.4.2.1
Able to generate a rate notice for each assessment.
Able to consolidate notices for properties under common
16.4.2.2
ownership or management (Eg. Brock Partners,
Housing Trust) and for contiguous/adjoining properties.
Able to generate rates notice by notice group (owner,
16.4.2.3
principal ratepayer, agent, etc.).
Able to nominate whether the generated notice is
16.4.2.4
consolidated or detailed.
Able to override notice generation for individual
16.4.2.5
properties and for property groups.
Able to set a notice generation minimum for both rates
16.4.2.6
and fines, i.e. Do not want to generate a charge if less
than $x; do not generate a notice if less than $x, etc.
Able to reprint a rates invoice on request (form and
16.4.2.7
content identical to original notice) while users are still
on the system.
Able to generate and print rate payer statements on
request showing transaction details:
Original rate amount,
Rebates,
Adjustments,
16.4.2.8
Charges,
Payments received,
Current outstanding balance,
Etc.
Able to automatically generate reminder notices based
16.4.2.9
on elapsed time i.e. reminder notice after 28 days, final
notice after 38 days.
16.4.2.10
Able to handle an unlimited number of instalments.
16.4.2.11
Able to produce bulk notices/schedule/files.
16.4.3
Data Access/Reporting
Able to generate ad hoc queries on any combination of
16.4.3.1
key data fields without the need for specific systems
knowledge.
Able to print the results of any ad hoc queries to screen
16.4.3.2
or paper. Also able to export to MS-Excel or ASCII text
for use in other products.
Able to store and retrieve frequently used queries with
16.4.3.3
the ability to include an appropriate description of the
query.
Sets of standard reports are available for regular use,
such as:
•
Print statements of amounts owing,
16.4.3.4
•
Send out fines notices when payments under
arrangements are due,
•
Etc.
Able to write new reports or modify existing reports
16.4.3.5
without the need for specific systems knowledge.
Able to maintain reporting flexibility on historic data for
16.4.3.6
comparison with current year, trend analysis, predictive
modelling, etc.
Able to inquire and report on the extract file sent to
16.4.3.7
printers and bulk owners.
16.4.4
Interfacing/Integration
LAPIS
Functional Specification
December 2000
Government”
Page 109 of 146
Ranking
Comment
M
M
M
M
M
M
M
M
M
M
M
M
M
I
M
HI
HI
HI
“Delivering Innovative Business Solutions to
16.4 Notice Generation
Able to link with all other Land and Property system
16.4.4.1
modules.
Able to export selected notice information to a file for
16.4.4.2
sending to a printing company or bulk owners i.e.
Housing Trust, etc.
Able to link with GIS for spatial data representation, bulk
16.4.4.3
maintenance updates, etc.
Link to Document Management System for tracking of
16.4.4.4
ratepayer related correspondence.
Customers able to access specific rating related data via
16.4.4.5
the Internet i.e. ability for account customers to request,
view and print rate notices via the Internet.
Able to link with e-mail for rates related correspondence
16.4.4.6
i.e able to send rate notices and reminders via e-mail.
Able to link with a customer service system so that
16.4.4.7
action resulting from customer complaints, etc. may be
tracked and communicated through to resolution.
Able to link to Word (mail merge) for generation of rate
16.4.4.8
payer related correspondence.
Able to integrate with cash receipting, receivables and
16.4.4.9
general ledger for managing customer payments.
16.4.4.10
Able to hyperlink to appropriate legislation for reference.
16.4.5
Audit Requirements
Able to produce an audit trail of additions, modifications
16.4.5.1
and deletions to selected fields and system parameters
and track to a user/date/time.
Sets of standard exception reports are available for
16.4.5.2
regular use.
Able to produce specific exception reports on
16.4.5.3
adjustments to key data.
Able to provide alerts triggered from particular audit trail
16.4.5.4
events.
2.4.6
Ranking
Comment
M
M
M
M
HI
M
M
M
M
I
M
HI
M
HI
Data content
Notice Number
Minimum Amount
Notice Generation Date
Reminder Date
Notice Group
LAPIS
Functional Specification
December 2000
Government”
Page 110 of 146
“Delivering Innovative Business Solutions to
16.5
Payments and Receipting
16.5.1 Procedural Flow
Internet
Edit data
Exception
Report
Agencies
FAYS/
Housin
g
Trust
Council
Receipt
Customer
transactio
n
detail &
Receipting
file
Council
Bulk
Receipt
System
warning
messages
Rate agent
file
Match file
to
Council
Allocate
Payments
General
Ledger
Unmatched
item to
holding a/c
Edit data
Validate
Information
Allocation
rules
Discount
Calculated
Update
customer
balance
General
Ledger
Extract
over
paid
accounts
Refund
due
LAPIS
Functional Specification
December 2000
Government”
Balance
prepaid
Page 111 of 146
Transfer to
other modules
Other
Module
“Delivering Innovative Business Solutions to
16.5 Payments/Receipting
16.5.2
Functionality
Able to accept a flexible payment allocation sequence
16.5.2.1
(Eg. payment to be taken in order of: legal fees, interest,
fines, and rates in the order they fell due).
Able to process bulk receipts (Eg. agents, Housing
Trust, etc.) – able to generate, validate, edit, balance,
16.5.2.2
transfer, and reject in bulk and able to generate a
summary receipt (with optional display instead of print).
Able to display/print outstanding balances per
16.5.2.3
assessment.
16.5.2.4
Able to reprint receipts on demand.
Able to accept payment in full and instalments i.e.
16.5.2.5
quarterly. Able to specify full or instalment payment as
receipt default and override if necessary.
Able to accept prepayments (prepayment flag is
available to clear/reset once a payment has been
16.5.2.6
apportioned to debits – avoids processing a refund
cheque in error) and overpayments.
Able to provide cashier warning codes/alerts/blocks (Eg.
able to block cashiers from receipting payments to an
16.5.2.7
historic property, warnings for over and under payment,
etc.) and ability to override alerts.
Able to determine the source of payments (Eg. counter,
16.5.2.8
online, B-Pay, Commonwealth Bank, Australia Post,
etc.).
16.5.2.9
Able to suspend receipts.
Able to transfer money between accounts for different
16.5.2.10
modules (Eg. transfer overpayment in rates to pay dog
registration).
16.5.2.11
Able to reverse receipts (current and previous periods).
Able to transfer receipts between current and previous
16.5.2.12
periods.
Able to link bank BSB Numbers with bank
16.5.2.13
names/branch to save time when entering cheque
details.
Able to print drawer’s name on receipts and ability to
16.5.2.14
override.
Able to default ratepayer’s name as drawer of the
16.5.2.15
cheque and override if necessary.
16.5.2.16
Able to track transactions by Cashier Drawer Number.
Able to include discounts and apportion receipts at any
16.5.2.17
time.
Able to receipt multiple occurrences of any type of
16.5.2.18
payment on one receipt.
Able to accept payment for one receipt by multiple types
16.5.2.19
(Eg. part cash, part cheque).
Able to automatically write off a balance under a
16.5.2.20
predefined threshold.
16.5.2.21
Able to process barcodes/MICR/OCR.
Able to restrict the maximum refund to equal the total
16.5.2.22
cash received.
Able to distinguish between receipts generated from any
16.5.2.23
payment method (Eg. cash, cheque, EFTPOS, bank,
etc.).
LAPIS
Functional Specification
December 2000
Government”
Page 112 of 146
Ranking
Comment
M
M
O
HI
M
O
M
M
HI
M
M
I
I
O
M
HI
M
M
HI
HI
HI
HI
M
“Delivering Innovative Business Solutions to
16.5 Payments/Receipting
Able to handle offline payments, so that if the system is
16.5.2.24
down, a transaction may still be entered.
16.5.3
Data Access/Reporting
Able to generate ad hoc queries on any combination of
16.5.3.1
key data fields without the need for specific systems
knowledge i.e. On drawer of cheques, etc.
Able to print the results of any ad hoc queries to screen
16.5.3.2
or paper. Also able to export to MS-Excel or ASCII text
for use in other products.
Able to store and retrieve frequently used queries with
16.5.3.3
the ability to include an appropriate description of the
query.
Sets of standard reports are available for regular use,
such as:
•
Report on cashier drawer balances,
16.5.3.4
•
Collating all drawer balances into a single report,
•
Report on credit balances,
•
Etc.
Able to write new reports or modify existing reports
16.5.3.5
without the need for specific systems knowledge.
Able to maintain reporting flexibility on historic data for
16.5.3.6
comparison with current year, trend analysis, predictive
modelling, etc.
16.5.4
Interfacing/Integration
Able to link with all other Land and Property system
16.5.4.1
modules.
Able to transfer all or part of receipts between any
16.5.4.2
module (especially a current receipt that has been
brought forward for the current year).
16.5.4.3
Able to link to rate enquiry during receipt processing.
Able to integrate with cash receipting, receivables and
16.5.4.4
general ledger for managing customer payments.
Flexibility to handle transactions generated from any
16.5.4.5
payment method (Eg. cash, cheque, EFTPOS, internet
payment, bank, etc.).
Able to link with GIS for spatial data representation, bulk
16.5.4.6
maintenance updates, etc.
Link to Document Management System for tracking of
16.5.4.7
ratepayer related correspondence.
Customers able to access specific rating related data via
16.5.4.8
the Internet i.e. ability for account customers to pay rates
via the Internet.
Able to link with e-mail for rates related correspondence
16.5.4.9
i.e documentation regarding payment terms and
payment arrangements.
Able to link with a customer service system so that
16.5.4.10
action resulting from customer complaints, etc. may be
tracked and communicated through to resolution.
Able to link to Word (mail merge) for generation of rate
16.5.4.11
payer related correspondence.
16.5.4.12
Able to hyperlink to appropriate legislation for reference.
16.5.5
Audit Requirements
Able to produce an audit trail of additions, modifications
16.5.5.1
and deletions to selected fields and system parameters
and track to a user/date/time.
LAPIS
Functional Specification
December 2000
Government”
Page 113 of 146
Ranking
Comment
M
M
M
I
M
HI
HI
M
M
M
M
M
M
M
HI
M
M
M
I
M
“Delivering Innovative Business Solutions to
16.5 Payments/Receipting
Sets of standard exception reports are available for
16.5.5.2
regular use.
Able to produce specific exception reports on
16.5.5.3
adjustments to key data.
Able to provide alerts triggered from particular audit trail
16.5.5.4
events.
Ranking
Comment
HI
M
HI
16.5.6 Data content
Ex Gratia Payment Flag
Receipt Number
Drawer
ABN
BSB/Account Number
Bank
Payment Type (Cheque/Money Order/Credit Card, Etc.)
Credit Card Details
Amount (For Each Payment Type/Occurrence)
GST Incl/Excl
Total of Receipt
LAPIS
Functional Specification
December 2000
Government”
Page 114 of 146
“Delivering Innovative Business Solutions to
16.6
Fines/Interest
16.6.1 Procedural Flow
Current Year
over dues
Prior Year
Rate
Arrears
Balance
overdue
Year end
roll over
Yes
Overdue
Rates
Is amount
less than
minimum
fine?
No fine
generated
Interest
No
Exception
Report
Manual
fine
override
Fine
Generated
Update
Rates
Balance
Fine
Calculation
Balance
1 month +
overdue
Yes
No interest
generated
Is amount
less than
minimum
interest?
No
Exception
Report
Update
Rates
Balance
Manual
interest
override
Current Year
Interest
Generated
Interest
Calculation
See Notice
Generation
LAPIS
Functional Specification
December 2000
Government”
See Debt
Collection
Page 115 of 146
“Delivering Innovative Business Solutions to
Other
16.6 Fines/Interest
16.6.2
Functionality
16.6.2.1
Able to generate fines and interest on overdue balances.
Able to set preconditions for fine and interest generation
16.6.2.2
(Eg. payment not received by due date).
Able to calculate fines using predefined rules (Eg. based
16.6.2.3
on fixed amount, percentage, minimum/maximum
parameters, etc.).
Able to calculate interest using predefined rules (Eg.
percentage, simple or compound interest, balance
16.6.2.4
types, ensuring fines and legal fees, etc. do not attract
interest, etc.).
Able to generate a fine notice for overdue payments on
16.6.2.5
demand.
16.6.2.6
Able to reverse fines/interest.
16.6.2.7
Able to ascertain amounts outstanding in real time.
16.6.2.8
Able to display fines, interest and legal fees separately.
Allows override of fine/interest or both with reasoning
16.6.2.9
and date/time stamp.
Able to select a specific rate type for the fine (Eg.
16.6.2.10
general rate, fixed rate, separate rate, etc.)
Able to set a minimum amount at fine notice generation
16.6.2.11
i.e. Do not want to generate a charge if less than $x; do
not generate a notice if less than $x, etc.
Able to fine and raise interest on payment arrangements
16.6.2.12
outside quarterly instalments.
Able to rollover rates, fines and interest separately into
16.6.2.13
the next year.
Able to display accurate historical transactions for
16.6.2.14
outstanding balances. Need ability to access debt history
over many years with a cumulative total.
16.6.3
Data Access/Reporting
Able to generate ad hoc queries on any combination of
16.6.3.1
key data fields without the need for specific systems
knowledge.
Able to print the results of any ad hoc queries to screen
16.6.3.2
or paper. Also able to export to MS-Excel or ASCII text
for use in other products.
Able to store and retrieve frequently used queries with
16.6.3.3
the ability to include an appropriate description of the
query.
Sets of standard reports are available for regular use.
16.6.3.4
(Eg. fines and interest report, arrears report, etc.).
Able to write new reports or modify existing reports
16.6.3.5
without the need for specific systems knowledge.
Able to maintain reporting flexibility on historic data for
16.6.3.6
comparison with current year, trend analysis, predictive
modelling, etc.
16.6.4
Interfacing/Integration
Able to link with all other Land and Property system
16.6.4.1
modules.
Able to display apportionment of payments (Eg. current
16.6.4.2
instalment, previous arrears, last month’s arrears, etc.).
Able to integrate with cash receipting, receivables and
16.6.4.3
general ledger for managing customer payments.
LAPIS
Functional Specification
December 2000
Government”
Page 116 of 146
Ranking
Comment
M
M
M
M
M
M
M
M
M
M
HI
O
M
M
M
M
I
M
HI
HI
M
M
M
“Delivering Innovative Business Solutions to
16.6 Fines/Interest
Able to link with GIS for spatial data representation, bulk
16.6.4.4
maintenance updates, etc.
Link to Document Management System for tracking of
16.6.4.5
rate payer/fines related correspondence.
Customers able to access specific rating related data via
16.6.4.6
the Internet i.e. ability assess total amount payable,
including fines and interest for any point in time.
Able to link with e-mail for rates related correspondence
16.6.4.7
i.e documentation regarding payment terms and
payment arrangements.
Able to link with a customer service system so that
16.6.4.8
action resulting from customer complaints, etc. may be
tracked and communicated through to resolution.
Able to link to Word (mail merge) for generation of rate
16.6.4.9
payer related correspondence.
16.6.4.10
Able to hyperlink to appropriate legislation for reference.
16.6.5
Audit Requirements
Able to produce an audit trail of additions, modifications
16.6.5.1
and deletions to selected fields and system parameters
and track to a user/date/time.
Sets of standard exception reports are available for
16.5.5.2
regular use.
Able to produce specific exception reports on
16.5.5.3
adjustments to key data.
Able to provide alerts triggered from particular audit trail
16.5.5.4
events.
Ranking
Comment
M
M
HI
M
M
M
I
M
HI
M
HI
16.6.6 Data content
Fine Date
Interest Date
Fine Amount
Interest Amount
Total Fine Amount
Payment Due Date
Comment (Eg. Reasons For Payment Grace Period, Etc.)
Payment Source
Minimum Amount
LAPIS
Functional Specification
December 2000
Government”
Page 117 of 146
“Delivering Innovative Business Solutions to
16.7
Arrangements and Debt Collection
16.7.1 Procedural Flow
See Fines
& Interest
Charges
Extract of new
overdue assessments
without payment
arrangements
Debt
Collector
Customer
data
Current overdue
Balance
referred to
debt collector
Workflow
Debt collection
flag checked
on rate payer
Court costs
attached
Courts
Intention
letter
sent to
customer
Rate Payer
Payment via
debt collector
or direct by
Ratepayer
Rate Payer
Receipting
suspended
Chp 10 only
Payment
arrangement
Memo
attached to
file
Allocation
rules
Arrange
-ment
Defaulted
Rate
balance
updated
Yes
Section 7
LAPIS
Functional Specification
December 2000
Government”
Page 118 of 146
“Delivering Innovative Business Solutions to
No
16.7 Arrangements and Debt Collection
16.7.2
Functionality
Able to establish payment arrangements – alternative
16.7.2.1
arrangements to instalments.
Able to set up a schedule of when payments are due
16.7.2.2 and the amount of each scheduled payment for an
arrangement.
Able to use flexible workflow procedures to manage the
debt collection processes (Eg. Able to alert when
16.7.2.3
payments under arrangements are due, generate
reminder notices, etc.).
Able to block payments to properties under Chapter 10
16.7.2.4
proceedings (with override facility).
Able to specify an appropriate action to be taken if
16.7.2.5 payment is not made by a specified date (Eg. initiate
debt collection process, sale of property process, etc.).
16.7.3
Data Access/Reporting
Able to generate ad hoc queries on any combination of
16.7.3.1 key data fields without the need for specific systems
knowledge.
Able to print the results of any ad hoc queries to screen
16.7.3.2 or paper. Also able to export to MS-Excel or ASCII text
for use in other products.
Able to store and retrieve frequently used queries with
16.7.3.3 the ability to include an appropriate description of the
query.
Sets of standard reports are available for regular use.
16.7.3.4 (Eg.Debt collection and payment arrangement history via
activity).
Able to write new reports or modify existing reports
16.7.3.5
without the need for specific systems knowledge.
Able to maintain reporting flexibility on historic data for
16.7.3.6 comparison with current year, trend analysis, predictive
modelling, etc.
16.7.4
Interfacing/Integration
Able to link with all other Land and Property system
16.7.4.1
modules.
Able to integrate with cash receipting, receivables and
16.7.4.2
general ledger for managing customer payments.
Able to link with GIS for spatial data representation, bulk
16.7.4.3
maintenance updates, etc.
Able to link to Document Management System for
16.7.4.4 tracking of rate payer/fines/debt collection
correspondence.
Customers able to access specific rating related data via
16.7.4.5
the Internet i.e. able to make payments over the
Internet.
Able to link with e-mail for rates related correspondence
16.7.4.6 i.e customer reminders for payment, correspondence
with debt collector and court.
Able to link with a customer service system so that
16.7.4.7 action resulting from customer complaints, etc. may be
tracked and communicated through to resolution.
Able to link to Word (mail merge) for generation of rate
16.7.4.8
payer related correspondence.
16.7.4.9
Able to hyperlink to appropriate legislation for reference.
LAPIS
Functional Specification
December 2000
Government”
Page 119 of 146
Ranking
Comment
M
HI
HI
M
O
M
M
I
M
HI
HI
M
M
M
M
HI
M
M
M
I
“Delivering Innovative Business Solutions to
16.7 Arrangements and Debt Collection
16.7.5
Audit Requirements
Able to produce an audit trail of additions, modifications
16.7.5.1 and deletions to selected fields and system parameters
and track to a user/date/time.
Sets of standard exception reports are available for
16.7.5.2
regular use.
Able to produce specific exception reports on
16.7.5.3
adjustments to key data.
Able to provide alerts triggered from particular audit trail
16.7.5.4
events.
Ranking
Comment
M
HI
M
HI
16.7.6 Data content
Minimum Amount
LAPIS
Functional Specification
December 2000
Government”
Page 120 of 146
“Delivering Innovative Business Solutions to
LAND AND PROPERTY INFORMATION SYSTEM
FUNCTIONAL REQUIREMENTS
REGULATORY MODULE
The Regulatory subject group contains the functional requirements for the following detailed areas/modules:
17. Infringements
18. Animal Control
LAPIS
Functional Specification
December 2000
Government”
Page 121 of 146
“Delivering Innovative Business Solutions to
17. INFRINGEMENTS
17.1 INFRINGEMENTS - Business Purpose
Customer/Community Service
•
To enforce compliance with Councils regulatory requirements, formulated to protect
community residents and the environment.
Legislative Requirement
•
To fulfil all relevant legislative requirements
Internal/Council Management
•
To provide efficient administration for enforcing Councils regulatory requirements i.e. ticket
issuing at point of presence, electronic payments, on-line tracking etc.
•
To provide a means of revenue generation for Council
Alternative Delivery
•
Potential for outsourcing of infringement services. Council information requirements would
need to be meet in order to effectively manage the contract performance.
LAPIS
Functional Specification
December 2000
Government”
Page 122 of 146
“Delivering Innovative Business Solutions to
17.2
Procedural Flow – Infringements
Ticket book
allocated
Property
Ticket
issued
Hand held
unit
Data input/
down loaded Locations
Property
No ticket Yes
Offender
processed
exempt?
Cus
tom
er
Registration
number
No
Fine
calculated
Customer
Cash payment
receipting
Yes
Fine paid
in 28 days?
Offence
Type
New workflow
process
attached
No
Dept of
MV’s
ExtractYes
file
Auto email
tickets O/S Motor
> 28 Daysvehicle fine?
No
NameMV searchReminder
& fee addednotice fee
Address
added
File
Reminder
notice
generated
Cus
tom
er
Customer
Cash payment
receipting
Yes
Fine paid
in x days?
Court
reinstates
fine
No
Final FinalYes First time
notice feenotice thru process?
addedgenerated
No
No
Fine paid
in x days?
Cert of
Enforcement
Issued
Court
Yes
Customer
Cash payment
receipting
Debt
written off
Court
Write off
Update
Council data
LAPIS
Functional Specification
December 2000
Government”
Cash
received
Page 123 of 146
“Delivering Innovative Business Solutions to
17.2.1 Procedural Flow – Infringement Appeal
Telephone
Council
Internet
Mail
Customer
Relations
Customer
Require
objection in
writing
Objection
letter
received
Statutory
Declaration
Infringements
Records
Mnmt
Review by
Senior
Inspector
Letter to
customer
Fine written
off
Yes
Customer
Waive
fine?
Customer
Relations
No
Letter to
customer
Customer
Relations
Customer
Infringements
Cert of
enforcement
issued
No
Response
in < xdays
Yes
Customer
letter
Infringements
Customer
See
Infringements
Customer
Relations
Records
Mnmt
Fine payment/
Cert of
enforcement
No
Elect to
prosecute
Yes
Court
Proceedings
LAPIS
Functional Specification
December 2000
Government”
Page 124 of 146
Customer
Customer
Relations
“Delivering Innovative Business Solutions to
17.2.2 Procedural Flow – Abandoned Vehicles
Customer
request
Sited by
Council
Customer
Customer
relations
Inspector
Scheduled
Confirm
abandoned
(chalk tires)
No
Is car
stolen?
Police
Yes
Police
notify owner
Attach
Notice
Record
created
&
status
attached
Customer
relations
Car moved/
claimed
Yes
No further
action
No
Photo taken
& attached
to record
Car
Towed
Customer
relations
Yes
No
Reg plates
on car?
Letter
sent to
owner
Car
Advertised
Dept of
MV’s
Name &
Address
File
No
+ve Owner
response
Yes
Infringements
Car sold/
disposed of
Fee
calculated
Fee
Paid &
car collected
LAPIS
Functional Specification
December 2000
Government”
Page 125 of 146
Cash
Receipting
“Delivering Innovative Business Solutions to
17. Infringements
17.3
Functionality
Able to select, configure and process a variety of
infringements types:
• Parking,
•
Animals (Eg. dogs),
17.3.1
•
Health,
•
Environment Protection Authority (EPA),
•
Council By-Laws,
•
Etc.
Able to allocate manual ticket books to officers without
first needing to flag them as ‘received’, and able to
17.3.2
prevent tickets from unallocated books from being
processed.
Able to automatically allocate ticket numbers to officers
17.3.3
based on book allocation.
Able to accept prepayment prior to an infringement
17.3.4
being entered.
Able to accept use of manual tickets or electronic
17.3.5
tickets (Eg. Via Autocite terminals).
Able to select offence type via a configurable dropdown list:
•
Unregistered animals,
•
Animal wandering at large,
17.3.6
•
Animal in school premises,
•
Animal attack,
•
Etc.
Able to use flexible workflow procedures to manage the
infringement process, i.e. able to attach standard
17.3.7
workflow tasks based on infringement type,
management of the appeals process, impounding of
vehicles, etc.
Able to add, delete or change the order of workflow
17.3.8
tasks depending on individual circumstance.
Able to track infringement status (Eg. from ticket issued
17.3.9
through to payment/Certificate of Enforcement issued).
Able to link infringements to a vehicle/animal
17.3.10 registration/property/owner and record history of
infringements and resolutions.
Able to attach a ‘next action date’ to each step in the
infringement/payment process (with ability to override
17.3.11
this), triggering an action at each step (Eg. generate a
reminder notice on 31/12/2000).
17.3.12 Able to override ‘next action’/due dates.
Able to assign different fees to an infringement
depending upon the nature of the offence and pre17.3.13
determined criteria (Eg. animal attack: $200 versus
unregistered animal: $75).
Able to waive infringements/fees at any time after an
17.3.14
infringement has been generated, with comment.
17.3.15 Able to defer payment with comment.
Able to attach multiple payment due dates, each
17.3.16 triggering specific actions (Eg. if payment not received
by due date, automatically add late fee of $x).
LAPIS
Functional Specification
December 2000
Government”
Page 126 of 146
Ranking
Comment
M
O
O
M
M
M
HI
HI
M
M
M
M
M
M
M
O
“Delivering Innovative Business Solutions to
17. Infringements
Able to specify payment due date as a number of days,
17.3.17
and able to automatically calculate payment expiry
date based on number of days entered.
17.3.18 Able to generate an infringement notice.
Able to reinstate infringements after they have been
17.3.19
written off.
Able to flag infringements that has previously been
17.3.20
reinstated through the Court process and assigns
different workflows accordingly.
For parking infringements, able to specify a parking
zone ‘type’ such as:
•
Residential,
Temporary,
17.3.21 •
•
No Standing,
•
15 minute, 30 minute, 45 minute,
•
1 hour, 2 hours, 3 hours, etc.
17.3.22 For parking infringements, able to assign an area.
For parking infringements, able to name the driver of
17.3.23
the vehicle (as well as owner of the vehicle).
For parking infringements, able to add comments
17.3.24
about the owner/driver (Eg. dangerous).
For parking infringements, able to identify exemptions
based on:
•
Location of vehicle (parking zone) and vehicle
owner, based on property data (Eg. For permit
parking, such as residential parking, or permits
17.3.25
allowing the vehicle owner to overstay parking zone
time limit, etc); and
•
Vehicle (Eg. council cars, emergency vehicles,
etc).
Able to accept a flexible fee structure for residential
17.3.26
parking permits and exemptions.
For parking infringements, able to enter Sign Numbers
optionally. All relevant details attached to the parking
17.3.27
zone can be automatically populated upon entering a
Sign Number.
For temporary parking zones, able to enter specific
Registration Numbers for exemption (Eg. for vehicles
17.3.28
that were in the street when the temporary zone was
erected).
For temporary parking zones, able to attach traffic
17.3.29
impact statements and authority.
Able to track tasks associated with removal of an
17.3.30
abandoned vehicle.
Able to record the status of abandoned vehicles as:
•
Impounded,
•
Returned to owner,
17.3.31 •
Lost,
•
Sold,
•
Destroyed,
•
Etc.
Able to automatically generate and send a letter to the
17.3.32 owner after an abandoned vehicle has been
impounded.
17.3.33
Able to generate infringements for abandoned vehicles.
17.3.34
Able to record orders against animal type and detail.
LAPIS
Functional Specification
December 2000
Government”
Page 127 of 146
Ranking
Comment
M
M
M
HI
M
M
O
I
I
I
O
I
HI
HI
HI
I
HI
“Delivering Innovative Business Solutions to
17. Infringements
Able to exempt animals from animal related
17.3.35
infringements. (Eg. Guide dogs, working dogs, etc).
17.4
Data Access/Reporting
Able to generate ad hoc queries on any combination of
key data fields without the need for specific systems
17.4.1
knowledge (Eg. query total dog related infringements
within a particular area, total infringements issued for a
particular property, etc).
Able to print the results of any ad hoc queries to
17.4.2
screen or paper. Also able to export to MS-Excel or
ASCII text for use in other products.
Able to store and retrieve frequently used queries with
17.4.3
the ability to include an appropriate description of the
query.
A set of standard reports are available for regular use,
Eg:
•
Infringement statistics for management reporting,
17.4.4
•
Infringement write off reports,
•
Total infringement notices issued by officer.
Able to write new reports or modify existing reports
17.4.5
without the need for specific systems knowledge.
Able to maintain reporting flexibility on historic data for
comparison with current year, trend analysis, predictive
17.4.6
modelling (Eg. identification of infringement hot spots,
growth/decline by type and area, etc).
17.5
Interfacing/Integration
Able to integrate with Property module to attach
17.5.1
infringements to property owners/occupier.
Able to integrate with NAR module to access
17.5.2
infringement related name and address information.
Able to integrate with Inspections module to schedule
17.5.3
inspections based on customer queries.
Able to provide an indication/hyperlink when another
17.5.4
module is affected, or a task in another module is
required.
Able to import data from external bodies (Eg.
17.5.5
Department of Motor Vehicles and Courts
Administration Authority).
Able to export data to external bodies (Eg. export list of
17.5.6
Registration Numbers for infringements where payment
is overdue).
Able to link with Department of Motor Vehicles extract
file to import names and addresses attached to
17.5.7
Registration Numbers to identify infringements where
payment is outstanding.
Able to limit repetitive Department of Motor Vehicles
17.5.8
searches.
Able to accept payment via a variety of methods:
•
Cash,
•
Credit card,
•
Money order,
17.5.9
•
B-Pay,
•
Post Office,
•
Internet,
•
Etc.
17.5.10
Able to attach digital photos.
LAPIS
Functional Specification
December 2000
Government”
Page 128 of 146
Ranking
Comment
M
M
M
I
M
HI
HI
M
M
HI
HI
M
M
M
O
M
I
“Delivering Innovative Business Solutions to
17. Infringements
Able to link with a GIS for spatial representation of
17.5.11
parking zones, etc.
Customers able to access specific infringement related
data via the Internet i.e.
Fine details,
Amounts,
Due dates,
17.5.12
Arrears,
Parking permit applications,
Payment of parking infringements,
Etc.
Able to link with e-mail for infringement related
17.5.13
correspondence.
Able to link with Asset Management/Work Order
Management system and generate work requests for
specific tasks (Eg. erection of a temporary parking
17.5.14
zone automatically generates a work request for the
depot).
Able to link with a customer service system so that
17.5.15
action resulting from customer complaints, etc. may be
tracked and communicated through to resolution.
Link to Word (mail merge) for generation of
infringement related correspondence (Eg. reminder
17.5.16
notices for payment of parking infringements, renewal
of parking permits, etc).
Link to Document Management System for tracking of
17.5.17
infringement related correspondence.
Able to integrate with cash receipting, receivables and
17.5.18
general ledger for managing customer payments.
Able to hyperlink to appropriate legislation for
17.5.19
reference.
Able to interface with handheld ticketing systems (Eg.
17.5.20
Autocite) using wireless technology over the Internet or
private data network.
17.6
Audit Requirements
Able to produce an audit trail of additions,
17.6.1
modifications and deletions to selected fields and
system parameters and track to a user/date/time.
A set of standard exception reports are available for
17.6.2
regular use (Eg. fine write-off/override, adjustments to
standard fines, extension of payment terms, etc).
Able to produce specific exception reports on
17.6.3
adjustments to key data.
Able to provide alerts triggered from particular audit
17.6.4
trail events.
LAPIS
Functional Specification
December 2000
Government”
Page 129 of 146
Ranking
Comment
HI
HI
M
I
M
M
M
M
I
M
M
HI
M
HI
“Delivering Innovative Business Solutions to
17.7 Data content
Infringement #
Infringement Type
Issuing Officer
Date of Offence
Time of Offence
Zone
Area ID
Area Name
Ticket on Vehicle Flag (Y/N)
Registration Number
Plate Type
License Number
Registration Label Number
Registration Expiry Date
Registration State (I.E. SA, Vic, NSW, Etc).
VIN Number
Vehicle Make
Vehicle Type
Vehicle Colour
Distinguishing Features
Engine Number
Exempt Details/Flag
Infringement Status
(Eg. AL = Allocated (Ticket Allocated to Inspector)
IS = Ticket Issued - 28 Days to Pay.
FE = DMV Search Completed.
FF = First and Final Notice (Issued After 14 Days)
LE = Legal Extract (Remains for 1 Day – Then Writes all Tickets Off After 1 Day and Moves Monies
Into Legal Account)
CO = Completed
AP = Appeal, Etc).
Ticket Issue Date
Temporary Parking Control Number
Street (Where Infringement Issued)
Suburb (Where Infringement Issued)
Cross Street (Nearest Point to Parking Control, Infringement Issued)
Near (Information on A Nearby Landmark)
Timeframe in Force (Temporary Parking Control)
Abandoned Vehicle Flag
Comments
Fine Amount
Sign/Metre Number
Owner/Offender Name
Driver Name
Next Action Date
Court Hearing Date
Summons Raised Date
Comment (Eg. Warning For Dangerous Driver).
LAPIS
Functional Specification
December 2000
Government”
Page 130 of 146
“Delivering Innovative Business Solutions to
18. ANIMAL CONTROL
18.1 ANIMAL CONTROL - Business Purpose
Customer/Community Service
•
To ensure a high quality customer focused service is provided to the community, i.e. acting on
a timely basis, providing alternative complaint registration and tracking through the Internet.
•
To control the animal population within Council i.e. enforcement of maximum animals per
property.
•
To promote animal welfare within the community
•
To protect residents against animal attacks and disturbances
Legislative Requirement
•
To fulfil all relevant legislative requirements under the Dog and Cat Management Act
Internal/Council Management
•
To maintain accurate information on animals registered within the Council area, allowing easy
access to location, breed, sex, history etc.
•
To provide a management and administration with a tool for decision making related to animal
policy.
•
To promote compatibility between animal owners and non animal owners
•
To assist with the management of risk related to animal attacks
Alternative Delivery
•
Potential for outsourcing of animal control services. Council information requirements would
need to be meet in order to effectively manage the contract performance.
LAPIS
Functional Specification
December 2000
Government”
Page 131 of 146
“Delivering Innovative Business Solutions to
18.2
Procedural Flow – Animal Control
Application
form for
new
animal
Internet
Impounding
Enter
applicant
details
Property
Licensing
Yes
Warning Permit
required
Exceeds
max # of
animals
No
Fee
calculated
Fee type/
class
Payment
received
Cash
Receipting
Disk/chip
number
allocated
NAR
Inspectors
Unregistered
animal
report
Reminder
notice
sent for next
years fee
Update
/
change
details
Customer
Internet
LAPIS
Functional Specification
December 2000
Government”
Page 132 of 146
“Delivering Innovative Business Solutions to
18.2.1 Procedural Flow – Animal Control - Impounding
Customer
reports
animal
Council
sighting
Customer
Animal
impounded
by Council
Customer
relations
Yes
Animal
Registered
No
Input animal
details
Animal
Control
Input animal
description &
pound details
Contact
owner
Photograph
animal
Customer
Yes
Calculate
impounding
fee
Animal to
be registered
Animal
claimed
See
Animal
Control
No
Disposal
of animal
after 3 days
Fine for no
registration
No
Animal
collected
Yes
Impounding
fee paid
Cash
receipting
Disposal
of animal
See
Infringements
Animal
released
LAPIS
Functional Specification
December 2000
Government”
Page 133 of 146
“Delivering Innovative Business Solutions to
18. Animal Control
18.3
Functionality
18.3.1
Able to enter animal types (Eg. dog, cat, horse, etc).
Able to enter animal details, including:
• Breed (including cross breeds and breed codes),
18.3.2
• Colour,
• Sex,
• Etc.
Able to enter animal ‘tattoo’ (electronic identification)
18.3.3
number, which can automatically enter animal details if
available.
Able to use flexible workflow procedures to manage the
18.3.4
animal control process, i.e. animal registration and
impounding.
Able to add, delete or change the order of workflow
18.3.5
tasks depending on individual circumstance.
Able to adopt a different fee structure based on animal
18.3.6
‘class’. (Eg. desexed, normal, under 3 months old, etc).
Able to pro rata or allocate fee where registration
18.3.7
period is less than 12 months. (Eg. new dog registered
in January, fee is 50% of annual amount)
At the time of animal registration, system able to
optionally check that the property owner is not
18.3.8
exceeding the number of permitted animals, (Eg. no
more than two dogs on a property).
Able to maintain historical animal registration details
against owners and properties (Eg. so animals
18.3.9
registered in the previous year but not in the current
year can be identified, etc).
Able to maintain a history of animal ownership by
18.3.10 owner/property and therefore be able to link an animal
to any previous owners/properties.
Able to track history of animal related matters (Eg.
18.3.11
history of animal attacks, wandering at large, etc).
Able to calculate refunds upon entering an animal
18.3.12
death date.
Able to automatically generate animal registration
18.3.13 renewal forms when required and address to animal
owners.
Able to link impounding of animals to individual animal
18.3.14 registrations and record history of impounding
(including specific pound) against individual animals.
18.3.15 Able to link animals too specific pounds and kennels.
18.3.16 Able to calculate an impounding fees.
Able to process animal releases (Eg. if animal
18.3.17
ownership being surrendered to the Council).
Able to accept registrations having zero fee (Eg. Guide
18.3.18
dogs).
Able to rollover animal details from one year to the next
18.3.19
without the need for re-entering.
Able to identify guard dogs, their location, and ‘from’
18.3.20
and ‘to’ dates at each location.
Able to record and access additional information for an
18.3.21
animal (Eg. special medication, allergies, etc).
Able to add comments about the animal (Eg.
18.3.22
dangerous dog, etc).
LAPIS
Functional Specification
December 2000
Government”
Page 134 of 146
Ranking
Comment
M
M
HI
HI
M
M
M
HI
M
M
M
I
M
M
I
M
I
M
M
O
O
O
“Delivering Innovative Business Solutions to
18. Animal Control
18.4
Data Access/Reporting
Able to generate ad hoc queries on any combination of
key data fields without the need for specific systems
knowledge such as:
•
Total number of registered dogs by area,
18.4.1
•
Complaints by type and area,
•
Total dogs currently in the pound,
•
Etc.
Able to print the results of any ad hoc queries to
18.4.2
screen or paper. Also able to export to MS-Excel or
ASCII text for use in other products.
Able to store and retrieve frequently used queries with
18.4.3
the ability to include an appropriate description of the
query.
Sets of standard reports are available for regular use.
Eg:
•
Registration statistics for management reporting,
18.4.4
•
Unregistered dog listing,
•
Animal complaints report.
Able to write new reports or modify existing reports
18.4.5
without the need for specific systems knowledge.
Able to maintain reporting flexibility on historic data for
18.4.6
comparison with current year, trend analysis, predictive
modelling (Eg. growth in animal registration by area).
18.5
Interfacing/Integration
Links with Property module to attach animal related
information to a property, including current and
historical data. Able to maintain flexibility when linking
18.5.1
animals to a property i.e. link multiple animals to a
single property, one animal to multiple properties, etc.
Links with Licensing module (Eg. to generate annual
18.5.2
kennel license renewals, permits for extra dogs, etc).
Links with Inspections module for follow up of customer
18.5.3
requests and identification of likely unregistered
animals, flagging for new inspections, etc.
Able to provide an indication/hyperlink when another
18.5.4
module holds relevant information or a task in another
module is required.
Able to link with electronic animal identification system
18.5.5
(Eg. using animal ‘tattoos’ to uniquely identify the
animal).
Able to link directly to legislative database (Eg. S11 for
18.5.6
barking animals – can advise people of their rights with
respect to barking animals).
Able to link details of impounded animals with animal
18.5.7
pounds and sanctuaries.
18.5.8
Able to attach digital photos.
Customers able to access specific animal related data
18.5.9
via the Internet i.e. animal details, fines, arrears etc.
18.5.10
Customers able to re-register animals via the Internet.
Able to link with e-mail for animal related
18.5.11
correspondence.
LAPIS
Functional Specification
December 2000
Government”
Page 135 of 146
Ranking
Comment
M
M
I
M
HI
HI
M
M
M
M
HI
I
I
I
I
HI
M
“Delivering Innovative Business Solutions to
18. Animal Control
Link to Word (mail merge) for generation of animal
related correspondence, such as:
•
Animal registration/ renewal notices,
•
Impounding notification letters to animal owners,
18.5.12
•
Reminder notices for animal registration
renewals,
•
Etc.
Able to link with a Document Management System for
18.5.13
generation of animal related correspondence.
Able to link with a customer service system so that
18.5.14
action resulting from customer complaints, etc may be
tracked and communicated through to resolution.
Links with cash receipting and general ledger for
18.5.15
payment of registration, fines, fees, etc.
18.5.16
Able to generate animal tags.
Able to hyperlink to appropriate legislation for
18.5.17
reference.
18.6
Audit Requirements
Able to produce an audit trail of additions,
18.6.1
modifications and deletions to selected fields and
system parameters and track to a user/date/time.
A set of standard exception reports are available for
18.6.2
regular use (Eg. more than 2 dogs per property without
a permit).
Able to produce specific exception reports on
18.6.3
adjustments to key data.
Able to provide alerts triggered from particular audit
18.6.4
trail events.
LAPIS
Functional Specification
December 2000
Government”
Page 136 of 146
Ranking
Comment
M
M
M
M
O
I
M
HI
M
HI
“Delivering Innovative Business Solutions to
18.7 Data content
Animal Reference Number
Animal Disc Number
Animal Disc Year/Colour
Receipt Number
Animal Tattoo Number
Registration Start Date
Registration Expiry Date
Animal Name
Breed (Including Cross Breeds)
Sex
Class (Eg. Normal, Desexed, Etc)
Coat (Eg. Short, Etc)
Collar
Ears
Tail
Colour
Markings
Dob
Age
Location
Area Id
Area Name
Date Of Last Site Visit
Animal Status Flag: N=Normal, O=Out Of Area
Exempt Flag
Deceased Flag
Date Of Death
Flags For Whether:
• Animal Attack
• Unregistered Animal
• Complaint – E.G. Noisy Animal, Etc.
• Field Observation
Impounded Flag
Impounding Officer
Reason For Impounding
Pound Id/Name
Pound Location
Kennel Id/Name
Kennel Location
Impounding Date
Disposal Method
Release Flag
Registration Amount
Transaction Type (Eg. New Dog Registration, Registration Renewal, Etc)
Animal Owner Name
Owner Location
Additional Information (Medication, Allergies, Etc)
Comment (Eg. Warning For Dangerous Animal).
Guard Dog Flag
From Date/Time (Guard Dog Begins At Location)
To Date/Time (Guard Dog Finishes At Location)
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LAND AND PROPERTY INFORMATION SYSTEM
FUNCTIONAL REQUIREMENTS
APPENDIX 1.
GENERAL AND TECHNICAL REQUIREMENTS
A list of general and technical requirements for the Land and Property Information System has been included
below. These requirements will be generic across all subject groups and modules:
1.1 User Interface
1.2 Workflow Capability
1.3 Systems Administration
1.4 Audit Trail
1.5 Data Access/Reporting
1.6 Interfacing/Integration
1.7 Web Interface
1.8 Upgrades
1.9 Data Migration
1.10 Operating System Environment
1.11 Database Environment
1.12 Network Environment/System Architecture
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Functional Specification
December 2000
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REQUIREMENTS DEFINITION DOCUMENT
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December 2000
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Functionality – General and Technical
1.1
1.1.1
1.1.2
User interface
Mouse-driven, Windows-style icon driven point
and click environment, consistent with
Windows Manager style guide.
Mouse capability and keyboard support (able
to use function keys, shortcuts, macro
capability, etc).
M
M
1.1.3
Print capability for all screens.
HI
1.1.4
Options for touch screen capability.
O
1.1.5
Options for voice activation.
O
1.1.6
Screen sequence or 'thread' is not easily lost
by a user.
HI
1.1.7
‘Right-click’ (mouse) features available and
configurable.
HI
1.1.8
On-line Help
1.1.9
An on-line tutorial is available, together with
documentation on paper.
HI
1.1.10
On-line documentation complements the
paper-based documentation.
M
1.1.11
On-line help is customisable by site or even by
user/department/section.
I
1.1.12
1.1.13
'Balloon' help is available to explain functions
when hovering the mouse over
icons/menus/etc.
Context-sensitive help is available, attached to
screen or system function.
Keyword searching is available.
Help is configurable (eg. to match workflow).
1.1.15
1.1.16
Wizards to aid general use of the system or
specific tasks.
1.2
Workflow capability
1.2.1
Able to turn workflow functionality on/off.
1.2.2
Workflow needs to be flexible. Able to easily
add/remove tasks.
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1.1.14
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1.2.3
Able to change the order of workflow tasks.
M
1.2.4
Able to bypass workflow tasks if Council
deems appropriate.
M
1.2.5
Able to attach flexible preconditions to
workflow.
M
1.2.6
Able to add comments (notes) against each
task in the workflow.
M
1.2.7
Able to facilitate electronic signoff of each task
in the workflow (include user, date and time
stamp automatically).
M
1.2.8
Able to attach predefined performance criteria
(time or output) to each task.
HI
1.2.9
Able to stop/start clock for recording time
against each task, but with appropriate audit
trail (eg for requesting additional information).
HI
1.2.10
Able to differentiate between task times for
internal staff and external.
M
1.2.11
Able to attach a timeframe to the overall
completion of all tasks in the workflow
process.
M
1.2.12
Multiple severity levels are definable.
M
1.2.13
Severity levels are configurable (eg both in
number of levels and name of each level).
M
1.2.14
Able to automatically increase urgency over
time.
HI
1.2.15
Able to manually override severity levels given
the appropriate privileges.
HI
1.2.16
1.2.17
Able to output performance related data for
use in a resource planning capacity, etc. (eg
interface/integration with HR system).
Able to alert users on receipt of predetermined events.
HI
M
1.2.20
Alerts superior to approaching/passed
deadlines or when a certain action has not
occurred.
Able to send alerts by e-mail or notify users
irrespective of whether they are using the
application at the time.
Able to notify personnel by pager, SMS
message, etc.
1.2.21
Records user skills and knowledge (technical
skills, languages and so on).
O
1.2.22
Maintains a calendar of user availability, or is
able to link to third party electronic calendar.
HI
1.2.23
Supports automatic request assignment based
on user skills, knowledge, availability, etc.
O
1.2.18
1.2.19
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Dispatches requests and tasks to groups.
1.2.24
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1.2.25
Assigns requests to multiple users
concurrently.
HI
1.2.26
Multiple escalation levels are available and
these are configurable.
HI
1.2.27
Automatic routing of event/task to other user
or groups of users is possible on escalation.
HI
1.2.28
Escalated calls are highlighted (for example,
using colour, flashing, sound, etc).
HI
1.3
System Administration
1.3.1
User interface customisation
1.3.1.1
1.3.1.8
1.3.1.9
1.3.1.10
1.3.1.11
1.3.1.12
1.3.1.13
1.3.1.14
Changes to the user interface can be made
via a point-and-click/drag-and-drop style
interface.
Screen layout can be changed freely, including
placement of icons and fields.
colours and fonts can be changed.
Names of field labels can be changed.
Basic user interface changes listed can be
made by individual users (eg colours, fonts,
tab order, etc).
‘Flex fields’ are available in all tables for
adding new fields to the database, with the
option ability to define the type of data, mask
input and have a reason or descriptor for the
input.
Free-form text (memo) fields can be added as
necessary, with the capability of inserting
jpg’s, sounds, etc.
Default field values can be selected.
Fields can be hidden.
Screens can be added from scratch.
Screens can be removed.
Shortcut key assignments can be configured.
Function key assignments can be configured.
Tab order can be configured.
1.3.2
Management of customisation
1.3.2.1
All methods of customisation (not performed
by the vendor) can be performed without
having to be reapplied during an upgrade.
access to the customisation function is
restricted.
1.3.1.2
1.3.1.3
1.3.1.4
1.3.1.5
1.3.1.6
1.3.1.7
1.3.2.2
1.3.3
Business Process/Workflow customisation
1.3.3.1
changing existing events and tasks.
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December 2000
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new events and tasks can be defined.
1.3.3.2
business processes can be altered to include
1.3.3.3
new steps; or steps can be removed.
Processes may be assigned to individuals or
1.3.3.4
groups.
tasks can be defined independently so they
1.3.3.5
can be used by more than one process.
1.3.4
Security
1.3.4.1
Users are able to change their own
passwords.
Ranking
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Comment
M
M
M
M
1.3.4.2
User passwords are integrated with the
Operating System.
M
1.3.4.3
1.3.4.4
User groups can be created.
User privileges can be attached to user
profiles.
M
Custom user profiles can be created.
M
Access can be restricted to subsets of data.
User access can be restricted down to field
level.
HI
M
1.3.4.5
1.3.4.6
1.3.4.7
1.3.5
Error Messages
1.3.5.1
Error messages may be easily interpreted and
are English based (not wholly code based).
From the error messages, the System
Administrator can distinguish between errors
which are application related or database
related.
1.3.5.2
1.3.6
HI
HI
HI
Application Programming Interface (API)
1.3.6.1
1.3.6.2
A scripting environment is provided.
An API is provided through which custom code
components can be used.
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1.4
Audit Trail
1.4.1
An audit trail can be kept of every nominated
event on the system. Specific details may be
audited/unaudited.
1.4.2
Is secured.
M
1.4.3
Alerts can be triggered from particular audit
trail events occurring.
HI
1.5
Data access/Reporting
1.5.1
Query capability is flexible so that any data
fields may be included.
HI
1.5.2
Flexible query methods (eg. usage of
wildcards, keywords, etc).
HI
1.5.3
Query type reporting is available.
M
1.5.4
Reporting is flexible so that any data fields
from any module may be included.
M
1.5.5
Ability for multiple/itemised totals.
M
1.5.6
Able to export reports, with a range of file
formats.
M
M
1.5.8
A highly normalised ‘business view’ of the
database is available for query (i.e. containing
only the fields relevant for business so that
new reports can be written by non-technical
users). Has capability to link with an
Executive Information System.
Able to use a third party report writer for
reporting.
1.5.9
An Entity Relationship Diagram is available,
showing all tables and table relationships.
HI
1.5.10
Purge/archive option for historical data.
M
1.6
Interfacing/Integration
1.6.1
Able to enter and process credit card
payments.
M
1.6.2
Able to link with major corporate systems
(using technologies such as XML, etc).
M
1.5.7
1.6.3
1.6.4
Able to interface files with the ability to
customise data gathering and/or transaction
processing applications/applets.
Dynamic interfacing/integration with Office
Automation products(eg Microsoft Office).
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Able to integrate with electronic staff
calendars.
1.6.5
Ranking
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1.6.6
Able to integrate with electronic staff task lists.
1.7
Web interface
1.7.1
A web version is available as a distributed
end-user application.
HI
1.7.2
The web version is indistinguishable from the
standard application.
O
1.7.3
1.7.4
1.8
1.8.1
1.9
1.9.1
1.9.2
A web version is available which provides
access to all software features via a web
browser (including support for both Microsoft
Internet Explorer and Netscape).
The system facilitates e-commerce, providing
mechanisms for secure payment (eg for
payment of parking fines, dog registrations,
etc).
HI
M
Upgrades
All upgrades can be performed via execution
of a purpose-built software routine, even if
significant database changes are required.
That is, manual changes do not have to be
made to the database structure, constraints,
etc when performing an upgrade.
HI
Data Migration
A software utility is available to assist with data
migration from legacy system(s) so that
manual routines do not have to be written for
input of data into the new system.
A software utility is available to assist with data
migration if this is required (eg for a major
system upgrade) so that manual routines do
not have to be written.
1.10
Operating System environment
1.10.1
The system is compatible with current industry
standard database platforms/operating
systems.
1.11
Database Environment
1.11.1
Throughput specifications are available for
number of transactions by module.
1.12
Comment
HI
M
M
HI
Network environment / System
Architecture
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Supports distributed processing/replication
(eg. 2-tier or 3-tier system architecture). Eg
1.12.1
able to handle offline payments, so that if the
system is down, a transaction may still be
entered using the client, with processing being
completed when the backend becomes
operational again.
Different environments may be run on any one
client simultaneously (eg Production, Test,
1.12.2
Development).
Software utilities are available to configure the
client PC to run the application.
1.12.3
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