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Citizen Services Manual - Information Management Services

1. Completion Status Open cases only Closed cases only Both open and closed IV Omit Images I Omit parameters page Omit summary page P Draw line between records Start each record on new page Prior Next V Cancel Fill in the Report Title the Print Order currently only Case Number is available Select the Case Opened Closed Dates and the Completion Status If you want to Omit Images photos maps etc Omit parameters header and summary footer on each page check those boxes A checkbox in the parameters window Omit bar charts allows disabling printing of the charts Because they are part of the summary page they are not printed if the summary page is omitted If you want to Draw a line between records or start each record on a new page check those also The Prior and Next Buttons simply take you back and forth between records On the List Filters Tab select from Use All or Ignore All Buttons in each of the different filter boxes entitled Description District Department and Employee Pred E3 if Edit Master Activity Report Format General List Fiters Detail Record Department 1 of 2 Description 1 of 2 Label Status blank IN blank Use susp Use POL Use zi xi Use All Ignore All Use All Ignore All District 1 of 2 Employee 1 of 2 blank Use hlank Use 1 Use EE Use a zi Use All Ignore All Use All Ignore All
2. Prior Next V Cancel Prior lt Mest 4 19 The Prior and Next Buttons simply take you back and forth between records On the Detail Tab fill in the Detail Fields City Class Comments Location etc and select the margin placements for the items you are going to place in the Printing Layout box You may highlight the entry right click with your mouse and drag it to the location or use exact measurements by using the Select Button to select an item and place it in the Printing Layout box which also makes the entry visible in the Data Field box Use the Position Button to adjust the position of the item and edit the distances Use your cursor to move the blocks of text around in the window Images will not print if the report has no detail parameters and or summary page only Edit Master Activity Report Format General List Filters Detail Record Data Field 4 of 38 Detail Top Margin Category FieldName Over_ Down visible 000 3 Master Address Description 0 000 No H Horizontal Space 0 000 A Case Number 6 000 Vertical Space 0 000 Select Position Reject Insert Change Delete Printing Layout istrict Case Ne D Di Comments Prior Next V The Reject Button will reject the entry from the Printing Layout field Use the Insert Button to create your own custom designation field The Delete Button will permanently delete t
3. INFORMATION MANAGEMENT SERVICES INC Citizen Services User s Manual 2001 Information Management Services Inc All rights reserved Reproduction adaptation or translation without prior written permission is prohibited except as allowed under the copyright laws First Edition August 2001 Version 2 220 Warranty The information contained in this document is subject to change without notice Information Management Services makes no warranty of any kind with regard to this material including but not limited to the implied warranties of merchantability and fitness for a particular purpose Information Management Services shall not be liable for errors contained herein or for incidental or consequential damages in connection with the furnishing performance or use of this material Information Management Services Inc P O Box 3720 Ormond Beach FL 32175 386 677 5073 Table of Contents Getting Started Welcome System Requirements Installation of Updates Windows Basics for 95 98 NT Users Windows 95 98 NT Internet Users Windows Skills You ll Need Getting Organized Configuration Import Export Portable Computers Security List Maintenance Day to Day Use Activity Action Calendar Principals Reported By Owners Utilities Standard Reports Custom Reports Specialty Reports Print Preview Appendix A Parent Child Relationship Rules Appendix B Large Screen Samples U INO lo IA IA D
4. Maintenance Employee List For each employee press the Change Button and enter that employee s e mail address After this is done the final setup step is associating each user with an employee This is necessary so the address of the logged in user may be found Go to Setup Security Users For each user press the Change Button and click in the Employee field Enter the abbreviation of the employee to be associated with this user Better yet press the hot key and select from the list of employees Once the above steps are completed you are ready to start sending e mail An e mail may be sent when any of the following happens e Anew activity case is added e The assigned employee on an existing case is changed e The initial action for a case is assigned to a different employee than the case itself e The assigned employee for an existing action is changed e Anew action is added to a case with an assigned employee different from the previous action for the case After all of the required information is filled in press the Save Button At this point a new tab labeled E Mail will appear showing all of the available message fields filled in based on your configuration settings While the e mail box is displayed you may enter or change any of the fields in the message before sending it 22 Before a message can be sent certain fields must be filled in The required ones are the server name port number from to subj
5. The User Sender box controls whether the sender s e mail address is that of the user adding the case or a system wide default address If it is checked the address of the employee linked to the logged in user will be used If it is not checked the address below labeled Default From will be used If Notes Subject is checked the notes field of the activity will be used as the subject in the e mail If it is unchecked the contents of the field below labeled Default Subject will be used If Comments Body is checked the message text will be the contents of the comments field of the activity If it is not checked the contents of the Default Body field will be used as the message text The Default Copy field is for an e mail address that will receive a copy of all messages sent The Server Name field is the outgoing mail SMTP server This must be filled in If you are using Outlook Express you can find it by going to Tools Accounts Mail Tab Properties Servers Tab Outgoing Mail SMTP 21 The format of the server name field may be either the name mail somewhere com or the equivalent IP address 123 210 42 104 The Port Number field also must be filled in The value is usually 25 You can also find this in Outlook Express by going to Tools Accounts Mail Tab Properties Advanced Tab Server Port Numbers Outgoing Mail SMTP The next part of setting up for e mail is adding e mail addresses for all employees Go to Setup List
6. violation first Note also that the information in three of the violation fields Class ClassFull and ClassText duplicates corresponding fields in the Master category so there is no point in using those in the Master category if the system is configured for multiple violations The fields in the Master category will print a single value for the primary violation while those in the Violation category will print a value for all violations including the primary one The master activity report may be printed in any of six orders case number parcel number violation description department district and employee In all of the orders aside from case number the secondary order will be case number BE E Browse Master Activity Report Formats Title Report Title Last Used By Daily Inspections jphelps 24 28 2000 9 47AM MONTHLY CODE ENFORCEMENT REPORT es YS eo 2000 SABAM Standard 2 28 2000 484M Report Title Record 3 of 3 Insert Change Delete L erie Export Import Close Prior lt Met 4 f Edit Master Activity Report Format General List Fitters Detail Record ean Title Print Order Font Size Case Number v r Case Opened Dates Selected by User 6 Case Closed Dates Selected by User C Current Date C Current Week C Current Month C Previous Month C Current Date C Current Week C Current Month C Previous Month
7. First Hame Last Hame Suffix Mary Guitecontrary Extra Address Line In Care OF Street Number Dir Street Name Apartment 11111 Gardengrows Street City and State Zipcode Hotville Florida EEEEE Parcel Number Phone Number Comments E Spel Save _Cancel The Hide checkbox allows hiding all of the information to users with view only access When a principal with the Hide box checked is a party to a master activity the tab on which the party would be displayed is also hidden to view only users Add a new case f Opening a Case Of x fone Originator i tik Cancel Reported By 67 You will then be taken to the Master Activity File to add new information Go to File Reported By This file contains the detailed complaints reports calls and the people who reported the information to you You can quickly search on a person by entering information in the box in the lower left hand portion of your screen If you do not have this information available then you may search by clicking on the appropriate tabs A Browse the Reported By File AE E Name Address Zipcode Parcel 3255 Weber Road Hotville FL 1234 Rocky Point Ad _ Hotville FL 1180 US1 Hotville FL 33333 1490 Gilmore Street Hotville FL 33333 CallerlD 3485 Coquette Terrace Hotville FL 33333 E Crews 2480 Johnston Ave Hotville FL 33333 S
8. and then Browse selecting the exe file on the diskette in Drive A and double click on the exe file to begin the installation The program will start installing and you will see a blue screen and then a welcome screen It will ask you which directory you want to install the files into Make sure it is exactly where it needs to be as the data for the program is located in the same directory as the program files see above on how to locate your directory In Windows 95 98 NT the default is C Program Files CS You may not want this directory so TYPE IN the location to the directory you found the program in using the directions above Click OK when you ve entered the desired location It will ask you if you want to make backup copies and will backup the program files that the update replaces into the same directory into a new folder called BACKUP After this simply follow the instructions and it installs the update for you Select Destination Directory Citizen Services will be installed into the following directory IF you would like to install it into a different directonmydive use the browse list below Destination Directory CNIS Citi Copying file CAMS Ct CS EXE After it is complete you will be given the opportunity to view the release documentation This is a document containing information and explanation about what is new to this version of the Citizen Services including last minute changes since
9. border of the window the cursor will become a double headed arrow Drag the mouse until the window is the desired size and then release Window Setup Go to File Activity or any other main screen Then go over to Windows from the main list and open that at the same time This allows you to customize your viewing capabilities Tile Cascade Arrange cons w 1 Browse the Master Activity File On a drop list press the first character of your selection to go directly to it 12 Quick Tip Keys F1 brings up a Help menu for quick and easy explanation of terms If you are in a date field press F3 which is invaluable in IMS programs will bring up a calendar in a date field or pop up list in many other fields Always try it if you need to select from a list to see if it is available this way Press the Escape Key to release it Right clicking on the Mouse Button will also display selections if available ul Mol Tul Ae th Fr Sa 8 4 10 14 12 13 Using the Clipboard Go to Edit This menu contains the standard Windows editing functions using the clipboard It is active only when another document window is open Cut X Move the currently highlighted text to the Windows Clipboard Copy 4C Copy the currently highlighted text to the Windows Clipboard Paste V Copy the contents of the Windows Clipboard to the field where the cursor is currently located Reference Help Contents Your program has
10. color display 32 bit DLC protocol Inthe left frame of the Help window click the topic index entry or phrase to display the corresponding topic in the right 32 bit PC Card support frame disabling x Note Disp Click Web Help amp on the Help _Display toolbar to get technical support answers to frequently asked questions and late breaking tips a User s Manual Go to Help View User Manual The manual is set up so that each main category is to the left side each function of the program to the right is Bolded and Underlined Fields of information and the path i e File Setup are typically bolded so that you may recognize them easily 14 The explanation steps are directly below it The manual attempts to follow the natural progression of steps the user would normally take when running the program If in doubt always look to the Index for the topic or the hyperlink blue underlined items jump from one point of the document to another from the page number of the item you seek Use your Go Back Button to return to the place you were last First Steps Setup your configuration of the system and establish the security of your system After this has been done you are ready to start using your Citizen Services program Configuration This scheme allows optional segments in the case number without the confusion of blanks in the displayed number because of unused segments 15 Getting Organized Confi
11. contain the first three characters of the Abbreviation field The Initials field is what will be used as the originator when cases are added You should check each employee record to be sure the initials field in each is unique See also Import Export System Action Type List Go to Setup List Maintenance Action Type List To enter new action types press the Insert Button You may review individual cases that are of this action type but to edit case information you need to go to File Activity Change Button 39 Browse the Action Type File PE E3 Abbreviation Case f Number f Completed 4 INVESTIGATE ALLEGATIONS 1 1ST CONT CONTACT IN PERSON visit phone 99 0000047 1 7 02 1999 1ST INSP FIRST INSPECTION 99 0000048 1 8 26 1999 1STLTR FIRST LETTER 99 0000049 1 8420 1999 2ND INSP SECOND INSPECTION 99 0000050 1 8 27 1999 3AD INSP THIRD INSPECTION 99 0000054 1 10 04 1999 CITAT CITATION TO COURT 99 0000056 1 CLOSE CLOSE ACTIONS 99 0000059 1 1 04 2000 CLTR CERTIFIED LETTER 99 0000058 1 1123071999 FOLLOW FOLLOW UP OF OPEN CASE 99 0000062 1 1270771999 OTHER ACTION BY OTHER AGENCY 00 0000001 1 1403 2000 PHONE PHONE CALL 00 0000002 _ 1 2 01 2000 STOP STOF WORK POSTED 00 0000003 1 1426 2000 00 0000004 1 2 07 2000 a Ls i Abbreviation Review 13 records Insert __ _ Change Delete _ Close f
12. drive A or drive B In Win 95 98 NT right click on My Computer select explore Highlight the drive A or B that the disk 1s in Find the file Setup exe and double click on it See the above installation instructions for Windows updates Insert Disk 2 and 3 when prompted In all of these installations you may choose to read the release notes which are essentially the latest update information and changes to the program Because Citizen Services runs under Windows it is necessary for you to have certain Windows skills to be able to use it most effectively What follows is a very brief explanation of some of the skills most useful in using your Citizen Services This does not replace your Windows manual If any of these is not a skill you re comfortable with you ll want to refer to your Windows manual for a complete explanation Entering information on a screen When you are entering information into many fields on a screen such as when adding an entry use the Tab Key to move to the next field and Shift Tab to move to the previous field DO NOT use the Enter Key The Enter Key is the same as clicking on OK and means you ve completed your entries and are ready to move on to something else 10 Control If you don t have a good understanding of this concept you ll spend way too much time trying to get the program to do what you want it to When you first see a screen the cursor is flashing in one of the fields Th
13. intersection of Weber and Hall there are two holes in the row that the back tires of vehicles get stuck in If you are heading west on Hall and approsen Weber both left and right turn attempts will result in this happening The holes are in Action 2 Granen 7 12 99 Closed 7 12 99 Tape CLOSE By JP This is a continuing problem and has been fixed until it rains again JP 99 0000034 6 15 99 7 08 99 RAY Weber Rd ABAND Abandoned junk car on property across the street Called BCSO they ran the VIN and said it belongs to the property owners son BCSO notified property owner of complaint and told lady to call Town Hall Action 2 Opened 702 99 Closed 7 0299 Type FOLLOW By JP marine ais oo 5 29 33 her name oe said her son would move the car Was to be done last weekend but son tl Pie yy Lt ti i i i aL a 99 0000036 6 309 71089 RAN Weber Rd ABAND There is a small blue pick up parked on the east side of Weber IFA as you turn off of Malabar Road It has a broken windshield and possibly no tag It has been there since Sat or Sunday Can you please check it out Action 1 Opened 7 0299 Closed 7 06 99 Type OTHER By JP Tagges by BCSO w 24 hour sticker If not moved by today it will be towed See 99 000034 Activity Action Case Number Citizen Code Enforcement Officer Description General Buttons vf Apply dq Change if rrr Change All Close if elete 85 Glossary A phone call letter or
14. is retained The case number format was expanded from its original 10 character format of YYYY NNNNN or YY NNNNNNN The new format depending on options is YY Y Y ZZ OOO NNNNN where YYYY is the year ZZ is the zone OOO is the originator and NNNNN is the serial number Both the zone and originator prefixes are alphanumeric may be individually enabled or disabled If both are disabled which is the case if the module is not activated the system reverts to its old format The use of a separator between segments of the case number is also optional If a separator is not used each segment must be fully entered including leading zeros and trailing spaces The purpose of the zone is to segregate cases and receipts according to zones A zone may be any arbitrary unit usually a branch office area division region or location Each workstation may be assigned to a particular zone See Setup Configuration Settings Default Zone Ifa default zone is present all cases created at the workstation will be automatically numbered with that zone When viewing activity using File Activity only the cases for the default zone are shown Ifa case is added at a workstation that is not assigned to a zone default zone is blank the user will be asked for the zone when adding a case Also cases for all zones will be displayed when viewing on a workstation with a blank default zone 17 The originator prefix is similar the zone prefix in many ways but i
15. is unique Once this is done you may want to go to Utility Set Originator from Employee and assign the originator on all existing cases from the employee assigned to the case Next go to Setup Configuration Settings In the case number format box you must have as a minimum the Originator Prefix box checked The This is a portable computer box should not be checked Click on Save and close the window Go to Utility Reformat Case Numbers and reformat all existing case numbers so the originator code employee initials will be part of the case number Go to Setup Configuration Data Paths If the import export module is installed you will see a field for Import Export Path 24 This is the path to which data files will be exported and from which they will be imported This may be a path to removable media such as a Zip disk if the media is capable of holding the entire Citizen Services database The export function does not support splitting the data between multiple volumes It may also be the path to another folder which is used as the exchange folder between the permanent database and the portable one This field must be filled in to enable import and export functions You may use the hot key F3 to open a file dialog for selecting the path The path must already exist You cannot create a folder in this dialog Save your changes and exit from Citizen Services Start Citizen Services again and go to the Utility menu You shou
16. manual for more detailed information To edit an individual action taken highlight it and press the Change or Delete Button Now you are looking at the individual sub activities or actions for this Master activity Use the appropriate button to make your changes Whether or not action comments are copied is user controlled A checkbox on the Actions Tab of the Master Activity update form is for this purpose This setting may be changed as often as desired and is stored locally so that one user s settings do not affect others When the initial action is added for a new activity the comments from the master activity record will be copied to the action comments if the Copy Comments box is checked 58 If an additional action is added or the Reschedule Button is pressed the comments from the prior action will be copied to the new action if the Copy Comments box is checked If the box is not checks the action comments for new or rescheduled actions will be initially blank f Changing a Master Activity Record General Actions Record Case Number Open Date Close Date EmailDate Zone Originator 2002 LP BOB 00001 2701 02 8 23AM LP B0B Number Activity Initiated Scheduled ARREST 3 01 2002 270172002 2 01 2002 EE Insert Change Delete M Copy Comments V soe a eE On the General Tab fill in the Tracking number the Initiated Scheduled and Completed dates Enter the Action T
17. or changed You may edit the e mail screen before sending For example you may send it to multiple recipients by listing their address on the To line separated by commas You may also include an attachment by clicking on the ellipsis button and selecting the file Import Export 23 On the Data Paths Tab type in the location of the Property File Building Permits Manager is where you would probably want to transfer import information from so that you can cross check code permit violations If there is no path the lookup to the property file will be disabled If the path is invalid an error message will be displayed when Citizen Services is started informing you of the problem The program will continue with the Building Permits Manager interface disabled If the path is valid but the file is corrupt or of an invalid version a message will likewise be displayed The import export system is easy to operate provided it is set up correctly and you follow a few simple rules On the host computer after the required options are installed If you are updating from a version earlier than 2 1 go to Setup List Maintenance Employee List Click on the Change Button and note that there is a new field named Initials It will contain the first three characters of the Abbreviation field The Initials field is what will be used as the originator when cases are added You should check each employee record to be sure the initials field in each
18. skip list For example if the scheduled date is the 10th of the month and the date coincides with a skip day the schedule date will be advanced to the 10th of the following month Monthly Day Of Week This option handles schedules for events that fall on a specified day of the week in a specified week of the month An example would be the second Tuesday of the month The calculated date is not checked for a weekend because the day of the week is specified in the schedule It is checked for the date appearing in the date skip list If the date is in the skip list it will be advanced to the next date that qualifies according to the schedule day of the week and week of the month that is not in the skip list For example if a schedule specifies the second Monday of each month and the schedule date coincides with a skip date the schedule date will be advanced to the second Monday of the following month Next Date In List This schedule method relies entirely on a list of dates in a related schedule date list The schedule date will be the first date in the list after the adjusted starting date Activity 50 Day to Day Use Activity 50 Action Calendar 61 Principals 62 Reported By 67 Owners 69 Utilities 70 Standard Reports 71 Custom Reports v7 Specialty Reports 80 Print Preview Sl Browse Master Activity File Go to File Activity Listed in this table are all of the Master activities and their appropriate sub activities ind
19. the comments This field is available for use on action reports and form letters The footer page of the action report now includes a summary of the time spent by Action Type District Department and Employee The number to the right of the action count is the total hours spent zi Changing an Action Record General E Mail Becora Trackin Initiated Email Sent Scheduled Completed i 2701702 27017021 2701 402 Acton Type Arrested person for infraction of the law Elizabeth E aker Notes Anested on disturbing the peace charge Time Spent Hours Wark Printed 0 00 Comments Arrested charged with disturbing the peace Fined appropriately Paid fine within 1 day Reschedule Fine fe Spell Cancel Fieschedule The Reschedule Button retains the same information but allows you to enter another batch of information regarding this activity under the current date and will rename your tracking number to the one following the last one It adds a new entry for this activity you just change what you want Fine Frint 60 Before a fine may be attached to an action one or more fine types must be created using Setup List Maintenance Fine Types You may immediately print this information out by pressing the Print Button You will have the chance to preview it before printing See Print Preview for details The Email Tab is available for updating or adding an action See Setup Configuration Email T
20. the responsi Shortened Hame of the re Responsible party s first a Responsible party s secot Responsible party s third iio ViolatorParcsl __ Responsible party s parce Situation location s first ac tl com shies 2 Cittiskion lac skies are Cancel line 43 DateToday OpenDate OpenTime CaseNumber Location1 Location2 Location3 LocationParcel FullSituationDesc AbbrSituationDesc SituationText ClosedDate ClosedTime ActivityNotes DeptAbbr DeptName DistrictA bbr DistrictName EmployeeAbbr EmployeeName ActivitySource ActivityComments ActionStartDate ActionScheduleDate ActionScheduleTime ActionCloseDate ActionNotes ActionComments ActionTracking ActionWorksheet ActionFormLetter ActionTypeFull ActionTypeAbbr ActionEmployeeAbbr ActionEmployeeFull FineType FineAssessed DateAssessed FineSettled DateSettled ActionTimeSpent ViolationOpenDate opened ViolationOpenTime opened ViolationFullDesc ViolationAbbrDesc ViolationText ViolationClosedDate ViolationClosedTime ViolationNotes ViolationComments Today s date Date when this case was first opened Time when this case was first opened Number assigned to this case Situation locations first address line Situation locations second address Situation locations third address line Situation locations parcel number Situation description full Situation descr
21. ARSHAL OCCUPATIONAL LICENSING PUBLIC WORKS 7 AL gt Abbreviation Review 7 records Insert __ _ Change Delete Close _ District List Go to Setup List Maintenance District List This is a list of all council persons in the district of the entity using Citizen Services You may review individual cases that fall under the district of these individuals 3 To change actual case information go to File Activity Change Button To insert a new council person press the Insert Button To edit an existing one highlight the entry and press the Change or Delete Button S Browse the District File Abbreviation 99 0000002 3 24 1999 99 0000003 1 29 1999 99 0000004 2 02 1999 99 0000005 3 25 1999 99 0000006 7 09 1999 99 0000007 2 11 1999 99 0000008 4 27 1999 99 00000039 2 11 1999 99 0000011 4 22 1999 99 0000012 7 09 1999 99 0000013 4 09 1999 99 0000014 3 31 1999 99 0000015 6 30 1999 99 0000016 4 06 1999 Council Member John Jackritter Council Member Charlton Houston Council Member John Diere Council Member Tom Hanky Council Member Henry Fondofyou zizi Abbreviation Review 5 records Insert __ _ Change Delete Close _ On the General Tab enter the Abbreviation number you assign or abbreviation initials and the Full Name of the council member Press the Save Button The Record Tab is for system infor
22. Carminello 2805 Hotville Rd Hotville FL 33333 Troy Helen 2660 Cason Ln Hatville FI 33333 Timothy Tims 2630 Waring Ln Hotville FL 33333 Mary Quitecontrary 3000 Weber Ad Hotville FL 33333 Roger Dodger 1775 SW 76 TH Ter Hotville FL 33333 Clifford TheDog 2415 Quarterman Ln Hotville FL 33333 ziz l I Zipcode Add Edit Kill 58 records Insert _ _ Change Delete _ Close Utilities 70 To add new owners press the Insert Button To edit existing owners highlight the entry and press the Delete or Change Button Fill in the same type of information as you did in Reported By To edit the case information with the same details To edit individual actions Reformat Case Numbers Go to Utility Reformat Case Numbers The program runs the utility automatically You may push the Cancel Button to abort the process It will reformat all case numbers according to the current case number format Please Confirm Ea vT a This utility will reformat all case numbers according to the 7 current case number format option Are YOU sure You want to continue Press Yes to proceed Purge Orphan Action Items Go to Utility Purge Orphan Action Items This utility is rarely if ever needed but does no harm if used when not needed It will check each action record in the database and discard any that are not related to an existing activity record The term orphan is used because the action file is a child of the a
23. Changing an Action Record General Record Trackin Initiated Scheduled Completed 1 2 01 2002 2 01 2002 2 01 42002 Action Type Arrested person for infraction of the law Elisabeth E aker Notes fArested on disturbing the peace charge Work Printed Reschedule Fine Spell Cancel To edit existing action types highlight the entry and press the Change or Delete Button On the General Tab enter the Abbreviation and the Full Name of the action type Enter the new activity to be used when actions are rescheduled and the form letter to be sent as part of this action You may remove the Letter or Notification Form information at a later date if you so choose If there are none then leave the space blank Press the Save Button we Spell i Changing an Action Type Record General Record Abbreviation Description INVESTIGATE ALLEGATIONS Upon Reschedulin 15T CONT CONTACT IN PERSON visitphone Letter or Notification Form a aaa Cancel Form Letter List Go to Setup File Maintenance Form Letter List To enter new form letters press the Insert Button Form letters may be printed in batch by letter type Letters may be printed for a single type or a range of types Letters will print for all actions that are coded with a letter and has an empty letter printed field Letters will not be printed for closed cases even if the letter was never printed This proced
24. ION R V PARKED IN YARD SIGN CODE VIOLATION TRASH AND GARBAGE 2i a Abbreviation Review 17 records Insert __ _ Change Delete Close _ Enter a new Abbreviation and Full Name Description is intended for lengthy up to 5000 characters text describing the nature of the situation such as a relevant ordinance This text may be selected for reports and form letters i Changing a Description Record General Pecard Abbreviation ssp Full Mame Suspicious person loitering Schedule Description Cancel 36 Print Go to Setup Lists Print You have the option to o print a hard copy list of standard type names Description Department District Employee Action Type Form Letters Fine Types Description List Department List District List Employee List Acton Type List Form Letter List Fine Type List Department Lists Go to Setup List Maintenance Department List To enter a new department press the Insert Button To edit existing departments highlight the entry and press the Change or Delete Button You may review each case individually but must change it at File Activity Change Button Browse the Department File PE x Abbreviation ADMINISTRATION 99 0000011 4 22 1999 BUILDING amp ZONING 99 0000024 5 20 1999 CODE ENFORCEMENT 99 0000052 FIRE DEPARTMENT FIRE M
25. MS programs from a single login bypassing individual program logins and splash screens This is where it all begins Check with your CSR and read all Release Notes for directions on converting files from older versions You will need to periodically install updates as new information is added to the program As long as your update is saved into the correct directory the original program will use it Windows Basics for 95 98 NT Users l When installing TYPE in the directory ex C D or E CS you want the program to go otherwise it tends to default to a directory that it creates below the main directory C CS CitizenServices This means the program will not find it and consequently not work You also do not want it saved into C Program Files This will not allow it to work either Start Windows if you ve not already done so Insert the Update disk into drive A or drive B You first need to find where your Citizen Services program is installed Find the icon on your main screen Program Manager and highlight the Citizen Services icon and right click with your mouse on the icon Select File Properties and click on the Shortcut Tab The line you want to look for will be labeled as Target There you will be able to view the directory you need to place the update into Once you have determined which directory to install into you are ready to start the installation process Left click on Start Select Run from the File menu
26. N o o U G2 IN IN e Rl IIS lala CO o YI IV DN DN DN DN Cn Cn ZISAFISISIRIS IAI si N IN jes es U LV Glossary Index Welcome Getting Started Welcome System Requirements Installation of Updates Windows Basics for 95 98 NT Users Windows 95 98 NT Internet Users Windows Skills You ll Need INO 100 ION ION ION rn This manual is best viewed at 100 magnification or higher for details on small screens Welcome to the Citizen Services Code enforcement becomes more complex each year and without a tool like IMS Citizen Services can be a nightmare Every incident is assigned a case number and all subsequent follow up activity is tracked by date description district department location and more The design allows for each action to be taken in response to a violation to generate a letter or notice and upon rescheduling another action can begin Citizen Services may share the property database of IMS Building Permits Manager or may use its own database With this feature the user can view the permits property owners inspections fees etc for a particular property to see if a permit has been pulled to correct current violations It prints form letters and reports that you may customize to your needs A few clicks will tell you everything that has happened starting with who reported it and continuing until it is resolved Unless you have unlimited staff you need Citizen Services Citizen Servi
27. Profile Hame Eh Insert ia F Delete tik Close P Help If you do not set up your security profiles it will default to No Access Once you set your access you then may rename and edit each profile to suit your needs Changes to security take effect the next time Note After installation the program will grant complete access without asking for a user name or password until at least one user is added This should be done first thing You should disable access to the Security functions for all security profiles but one which should be set to the highest level Supervisor 32 Citizen Services is started Note that when new users first log in they will have no access They must exit the program and start it again for the conversion of their old security access to take effect This will be the case also when existing users are converted from prior versions of Citizen Services Your selections for access are The No Access allows no access at all to the user The View Only level allows persons access to license information but does not allow it to be changed It also prevents confidential information from being viewed by the user when Data Entry permits access to data only The Update level allows users to change individual licenses but does not allow changes to be made affecting many licenses for example computing fees or penalties The System Update level permits access to all functions except security
28. Text respectively The form letters are stored in the data file letter cs The number of different letters available is essentially unlimited You may add new letters or edit old ones All of the contents of a letter are defined by you the user and enhanced by a system of variables which allow each letter to be personalized by a symbol consisting of a dollar sign followed by a two character code The F3 Key provides a pop up list of the insertion codes you will need to create a form letter Highlight the one you want and press the Select Button It automatically inserts it into your letter It is highly recommended that all form letters be reviewed and any codes not printing correctly be replaced with the corresponding new code A suggested method of becoming familiar with the new codes is to create a form letter that has every available code each on a separate line preceded by the code text without the dollar sign Create a dummy master activity record with generic values in all fields The value in each field should describe the field such as In care of Add a special action type that uses the test letter then add this action to the dummy activity By printing the letter you will have a reference sheet that shows each code and what it prints The codes as of this release follow H Text Insertion Codes Be ei ee E erik Date Today s date Da lierne Date when this case was Number assigned to this c Full Hame of
29. ab for this option General E Mail Becord Sener mindspring con Port 25 25 From o To Subject EG BCC Attach FO El Message Send Reschedule Fine Ee Spell Cancel Go through and fill out who the message is From To etc Fill this page out as you would normally in your email program when creating an email message CC carbon copy to someone BCC Blind carbon copy no one else can view the recipient s name Attach name of the file you are attaching You will need to pick it from your directory When e mail attachments are added using the Windows file dialog box button they are appended to any files that may have already been selected The concatenation character is the vertical bar send Action Calendar 61 Message detailed message to the recipient Send Button This button will send the current email out The Record Tab records the changes to this entry Press Save when you are finished and want to keep the information Press Cancel to exit without saving the changes Go to File Action Calendar Scheduled actions may now be viewed and updated from this calendar format window The calendar window has a tab for each active inspector plus one for all inspectors All of the keys that manipulate the standard IMS popup calendar work the same ways in this calendar The calendar is initially set to the current system date and all inspectors T
30. added the amount will default to that of the fine type selected but may be changed Each fine type may have its own general ledger accounts numbers You have the ability to charge interest on fines The annual interest rate is set in Setup Configuration Settings Interest Rate Interest is computed as simple interest not compounded A checkbox was added to the fine type update window Setup Lists File Maintenance Fine Types Change Button Interest which determines whether or not interest is charged on fines of that type When a fine is added a checkbox is also available to override the default interest setting of the fine type When the fine 1s a daily fine dollar amount each day interest is calculated individually for each day Whenever the interest checkbox on a fine is checked or unchecked the fine will be recomputed to reflect the current interest setting You may specify whether or not revenue and or cash is combined by fine type when transferred to General Ledger or whether each file is transferred individually When viewing a case with a fine action a fine button will allow viewing details of the fine The fine record contains three dollar amounts The first is the base amount of the fine It may be a one time flat amount or an amount per day The assessed amount is the current amount of the fine If it is a flat fine it will be the base fine amount If it is a daily fine it will be the total amount accrued to date T
31. ancel the changes 99 On each tab representing a party in this activity all of the information displayed starting below the grayed out general information down to just above the comments field is directly from the related principal record This information will always be the same for all activity which involves this principal If you edit any of the information about a party name or address for example the principal file will be updated accordingly when you press the Save button All such fields have a pink background as a reminder Be aware that this change will appear in any other activity to which this person was a party If you press Cancel instead any changes to a party will not be saved The comments field at the bottom of the window is stored in the party record and therefore may be different for each time the principal is a party in an activity The update procedure for this field is the same as for the principal data The Save button will update the file the Cancel button will leave it as is If the multiple violations option is enabled the primary violation will be listed on the Violations Tab Any number of additional violations may be added using the Insert Button on this tab f Changing a Master Activity Record General Actions Record Case Number Open Date Close Date Email Date Zone Originator 2002 LP BOB 00001 2701 02 8 23AM LP B0B Description susp Suspicious person loitering F aoa Depar
32. and is required to delete an activity The Supervisor level password is the highest security level permitting access to everything A Security Profile of Supervisor must be set up first then you may add additional profiles with different access levels otherwise you will have access denied to other profiles Once you have set up your Security Profile you can begin adding Users for the program To enter new information press the Insert Button You can edit it once you have it created Give your profile a name and then press the OK Button You can go into it now and edit To edit an existing security profile press the Edit Button You may use the Change All Button to change all access levels to the same type Press the Apply Button and then OK To change the user access information individually by item press the Edit Button It s a good idea to make sure at least the person responsible for Citizen Services and the department manager know the Supervisor password in case someone is out of the office If you fail to provide Supervisor access to the security functions for at least one security profile you will be unable to make any additions or changes 33 i Changing a Secunty Record Mame Tite pe Access Jal AGE Menu Supervisor Activity ltem Supervisor Acton Calendar ltem Supervisor Reported By ltem Supervisor Owners ltem Supervisor E Print Setup ltem Supervisor E xt ltem Superv
33. assistance under Help press F1 at any time to take you to this section Contents or Index Contents has a better overview of the entire section It is filled with explanations of almost every function and key in the program 13 You may want to familiarize yourself with some of the different items in there before beginning This makes using the program much simpler Contents view user Manual nS IMS Web Site Search for Help On How to Use Help About Citizen Services Windows has its own section for assistance with questions about Windows topics How to Use Help which is found within the program Use it by looking through the Contents the Index alphabetically or by using the Search for Help On capability to find the topic or keyword you need help with amp Windows Help OF x 4 s gt Er ES Hide Back Forward Options Web Help To find a Help topic Index es search 1 In Help click one of the following Type in the keyword to find tabs I e To browse through topics by category click the Contents tab To see a list of index entries doc files see documents click the Index tab and then gif files using as wallpaper either type a word or scroll icm files through the list pit files To search for words or phrases b files that may be contained in a Help 1394 devices ports topic click the Search tab 16 bit DLC protocol 16 color display 2000 calendar settings 256
34. at means that if you press a letter or number on your keyboard it will appear in this field However if you click within the entry information portion of the screen the control moves there Then when you press a letter the program takes you to the first occurrence of that letter in the list Browse the Reported By File AE E Name Address Zipcode Parcel Name Addiess Cityand State Zipcode Pl Case Closed f Linda Pat Acrossthehall 3255 Weber Road Hotville FL 33333 Diane Adamsfamily 1234 Rocky Point Ad Hotville FL 33333 Connie Ballpoint 1180 US1 Hotville FL 33333 Jenny Browndirt 1490 Gilmore Street Hotville FL 33333 CallerlD 3485 Coquette Terrace Hotville FL 33333 E Crews 2480 Johnston Ave Hotville FL 33333 Sheila CrosbyStillsNash 1985 Mc Cain Ln Hotville FL 33333 William Divine 172 Riverview Drive Hotville FL 33333 Granger 2310 Waring Ln Malabar FL 32950 Bill Hall Thomas Hippityhopp Shiflett Hotville FL 33333 Donna HotCross Hotville FL 33333 Howell Howtheheck 2870 Rocky Point Ad Hotville FL 33333 zizi ne Prefix _ First Name Last Name Suffix Add Edit Kill 29 records Insert _ _ Change Delete _ Close You can tell where the control is on a particular screen by looking for the flashing cursor in a field an outlined word on a button or an outlined record in a list To move to a screen tab
35. ate Description District Department Employee Location Parcel Case OpeningDate Class District Department Employee Location H 2880 Rocky Point Ad 3040 Corey Rd 93 0000003 1865 Alexander Ln Rw Alexander Ln 2080 Rocky Point Aid a 2730 Rocky Point Ad 39 0000010 2 11 1999 1 14PM _ GENERAL 5 BL JB 750 Hotvile Rd 2265 Atz Ad 2905 Weber Ad 1628 E Stardust Dr 35 00000 371171999 1 00FM_ NOISE BL JE 1805 Corey Ad RAW Howell Lr st st es st st La G E SS 0000005 2 08 1999 8 30AM GENERAL 1 BL JB 3055 Weber Rd 99 0000006 2 09 1999 9 00AM NOISE 1 BL BBLS Hwy 1 C CE ols BS records Ingert Change Delete W Show Open I Show Closed Close Master Activity Report Master Activity Report TOWN OF Hotville MONTHLY CODE ENFORCEMENT REPORT 6 21 2001 2 40PM Printed by IMS 00 0000004 ZONINGUSE VIOLATION Council Member John Doe 02 07 2000 Noise from salvage operation of metal Back yard is full of scrap metal works CODE ENFORCEMENT weekends smashing to go to scrap yard 00 0000005 WORK YVITHOUT PERMIT Council Member Charlene Charles 02 08 2000 Land clearing and the beginning of installing fence BUILDING amp ZONING 99 0000023 GENERAL REQUEST NOT CLASSIFIED Council Member John Doe 04 23 999 This person has a huge pig on his property and is planning on buying 3 cows BUILDING amp ZONING He has the pig i
36. ave parent child relationships It is generally bad practice to allow a database to accumulate orphans which are child records whose parent has been deleted Parent deletions can be done in one of two ways depending on the individual situation either you delete all children when the parent is deleted cascade or deny if the parent has any children The relationships and dependencies are shown as in the excerpt from the data dictionary summary below WTask FILE DRIVER TOPSPEED RECLAIM NAME wtaname PR E WTA BINDABLE Work order task By_Task KEY WTA Task DUP NOCASE OPT ITask Key By_Order KEY WTA WorkOrder DUP NOCASE OPT IWork Order Key WTA By_Task lt lt gt TAS By_ Task Update CASCADE Delete RESTRICT WTA By_Order lt lt gt ORD By_ID Update CASCADE Delete RESTRICT The double arrow is on the side of the many file in a many to one relationship So the single arrow points to the parent key and the double arrow to the child The Update and Delete indicate what happens when a parent is updated and deleted A blank means it is allowed and no action is taken Restrict means it is not allowed the user will get a warning message Cascade means all children will be deleted In the case of an update action if a key value in a parent is changed cascade means all children will be changed likewise 83 Appendix B Large Screen Samples Master Activity File gt Browse the Master Activity File Case D
37. bers address comments see the fields in Reports Standard Reports Change Button Detail Tab The ranges of case number and dates used the last time a standard report was run are not used as the 72 default the next time a report is run Instead the case number range will default to all case numbers and the date ranges will default to all dates The font size of standard reports may be set to any value between 6 point and 16 point Whenever the font size of a report is changed the field positions in the detail layout window are scaled to approximate the print positions on the report The font size applies to the fields in the detail layout window only It does not affect the report header parameters page footer page or image sizes To add new report information press the Insert Button To edit existing reports as they are defined press the Change or Delete Button If you have the information just as you want it you may go ahead and press the Print Button The Export and Import Buttons allow you to bring in information from another location or to export this report to another location You will be asked to browse your main drive and find where the location is to be for export or import Any field that is not fully horizontally visible in the preview window will be truncated when the report is printed So what you see is what will be printed You may omit printing the header parameters page and or the footer summary page of rep
38. cel On the Owner Location Tab you may enter the information here if it is different from the owners address on file in File Owner Change Button See owner details for instructions or the File Reported By for the same fields To view building permits make sure your cursor is in the Parcel or Address field and press F3 if you have the Building Permit file path active in Setup Configuration then you will be able to see a list of the properties Select one and then click on the Permits Button and it will show you a list of permits for the property Select a permit and press the View Button on the contractor tab to view the details about the contractor 57 The Clip Button will copy the name and address displayed under Owner Identification to the Windows Clipboard when it is pressed Changing a Master Activity Record General Reported Ey Owner Location Actions Becard Owner Identification Roger Snyder 1775 SW 76 TH Ter a Trustee Clip Activity Location C Same as owner s address Different from owner s address Address Description Judy Really Street Number Dir Street Hame Apartment 2080 Howell City and State Zipcode Maybe FL 23333 Parcel Number 29 37 01 00 32 Y spen Photo C Save J Cancel Press Save when done or continue to the next tab On the Actions Tab you may fill out other tabs General Reported By Owner here if you like or go to the appropriate sections in this
39. ces tracks code enforcement issues by reporter property and record number It allows for user defined stages to deal with code enforcement issues and can create customized letters to send at System Requirements Installation of Updates different stages of enforcement It tracks and allows reporting of chronic problems and allows code enforcement officers to spend more time in the field than on paperwork It also has the ability to print custom reports that you create The 32 bit version will be installed on Windows 95 98 and NT systems in the original program that your Customer Support Representative CSR provides When converting data files from versions prior to 2 100 case numbers are automatically formatted according to the old system Hard disk with 10 MB free disk space Microsoft Windows 32 bit environment Windows 9x Windows NT 4 0 2000 or higher Building Permits Manager version 4 300 or higher General Ledger version 4 250 or higher VGA graphics and monitor Any pointing device supported by Windows The new IMS demo and option control system works for existing users who have a license file containing installed options when version 2 110 is installed If there is no license file then certain options will not be installed on all systems The demo program expires 30 days after it is first used This release of Citizen Services is compatible with the IMS menu system The IMS menu system allows running all installed I
40. cess level You can also set items under a menu to a higher or lower access level than their parent menu The only exception is if you set access to a menu to No Access 31 This disables all items on that menu that are sensitive including any sub menus if any regardless of their individual access levels If you do not set up your security profiles it will default to No Access Each of these profiles will initially have the same access to all menu items effectively making it work exactly as in previous releases You then may rename and edit each profile to suit your needs Changes to security take effect the next time Citizen Services is started Note that when new users first log in they will have no access They must exit the program and start it again for the conversion of their old security access to take effect This will be the case also when existing users are converted from prior versions of Citizen Services Note also that new security profiles initially provide full access to all functions Be sure to edit the profile before assigning it to any user Keep in mind that some procedures appear on more than one menu and setting access in one menu has no effect on the same procedure on another menu It s a good idea to f Browse the Security File make sure at least the person responsible for Citizen services and the department manager know the Supervisor password in case someone is out of the office Security
41. ctivity file a single action record may be related to multiple action records but an action record must be related to one and only one activity record thus an action record with no parent activity record is an orphan See Parent Child Relationship Rules for more details on this subject Set Originator from Employee Go to Utility Set Originator from Employee This utility will set the originator of all cases with no originator to the employee to which the case is assigned Standard Reports 71 This utility will set the originator of all cases with no originator l specified to the initials of employee to which the case is assigned IF the initials feld is blank the abbreviation field will be used Set Zone from Default Go to Utility Set Zone from Default This utility will set the zone for all cases with a blank zone to the current default zone This utility will set the zone of all cases with no zone speciiedta the default zone If the default zone is blank it will do nothing mg Are You sure You want to continue Import Export Go to Utility Import Export See more detail in the Setup area This utility will import or export files from Building Permits The data paths must be specified in Setup Configuration Data Paths Tab Export Dat ort Data Files a Files Ri import Data Files ra Press to begin gt gt X cancel You may print reports based on a variety of fields such as case num
42. dded to an activity the starting date will be the date the activity was added For all subsequent actions the starting date will be the date the prior action was closed Ifthe prior action was not closed the starting date will be the current date The schedule options are Fixed Days Ahead Same Day Each Week Same Day Each Month Monthly Day Of Week and Next Date In List In addition any number of dates may be added to a skip list for each schedule that are not available If any scheduled date falls on one of those dates it will be advanced to the next available date 48 All calculated schedule dates except those that specify a day of the week will skip over weekends only Monday through Friday are used The Schedule Tab Setup Lists File Maintenance Schedule List Edit button Schedule tab is where you set up the parameters used to calculate the date The Skip Dates tab shows the list of blacked out dates that will not be used All schedules have a Days field which may be used for a minimum number of days to the scheduled date For example if the action scheduled is normally on Tuesday an action being scheduled on Monday would be rescheduled for the next day which might be too soon to get on an agenda or otherwise allow time for preparations The Days field in effect allows specifying a minimum delay before the action 1s scheduled All schedule types add the value in days to get a new Starting date before the schedule date is calc
43. ddresses and optionally include the history of actions taken for each activity The report is in street address order This report asks for a range of activity dates Excluded from the report is all activity that was opened after the ending date of the range specified or opened before the beginning date and is still open or closed before the beginning date If the option to include actions in the report is selected actions that were started after the ending date or started before the beginning date and are still open or closed before the beginning date will be excluded from the report Include Action Ez ii 7 Do vou want to include the action history for each actryity Select a Beginning and Ending Location Range from the Activity Window that will pop up See a sample of this report Fines by Type Go to Reports Specialty Reports This report lists fines collected in a specified date range The fines are printed in order of fine type with a subtotal for each fine type The date range is based on the date settled field in the fine record This is the date the fine amount was settled and paid The date the fine was assessed and the original fine amount are also shown even if the assessed date is not in the specified date range 81 Print Preview pe L72 A PRE TE aa AE No Cancel If you answer Yes to this query you will be able to view the first page of the report on the screen along with the following controls p
44. e to be changed accordingly Changing the abbreviation or name of a role will not affect its relationship with existing activity or principal records but it will affect existing reports since the fields are identified by the abbreviation f Browse the Principal File Name Address Zipcode Parcel Zii Mary Quitecontrary T1177 Gardengrows Stre Hotville Florida Michael Tupperware 12345 Wonderful Street Hotville Florida 332 a ni Prefix _ First Name Last Name Suffix Add Edit Kill 2 records Insert __ _ Change __Delete_ Name Format First Last Full Name Close _ e The display format of a name in the Principal file may be set for each principal The default is the first name last name format of previous versions 66 The option to suppress the name prefix and or name suffix fields is available when this format is used If the Name Format box is checked in File Principal Change Button the name may be entered and will be displayed as a single 72 character field instead of the four individual fields normally shown It will be displayed in the selected format on all master activity records to which that principal is a party When browsing principals File Principal an option is available to search for a name using either the first last or full name format et Changing a Principal Record General Record Notes Hide l Name Format Prefix
45. ect and message When the E Mail Tab is displayed you may press the Send Button to send it If any of the required fields are not filled in the cursor will go to the required field and the message will not be sent If the message is sent a message box will appear shortly advising that the message was sent You can then press the Save Button again to save the activity or action If an e mail was successfully sent the date it was sent will be saved in the activity or action record The date will not show until after the activity or action has been saved Sending the e mail is optional You can press the Save Button again instead of the Send Button and the activity or action will be saved without sending a message When the e mail screen is first shown the fields will be filled in according to your configuration settings For example if the case has not been assigned to an employee the Employee field is blank there will be nothing in the To field and the message cannot be sent If the Subject field is blank either because configured to use a blank default subject or configured to use the notes field which is blank a subject will be created as Case XXXXXXXX Opened MM DD YYYY where XXXXXXXX is the case number If the Message field is similarly blank a message will be created in the format Description XXXXXXXXXX Department XXXXXXXXX District XXXXXXXX Action XXXXXXXX The Action line will appear only if an action is being added
46. exported from each portable must be merged with the host data before exporting from the next portable The obvious reason is that the host has a single import export path and the files from the next computer would overwrite those of the previous portable However the sequence is not important as long as the data from each portable is merged before going to the next portable It is very important that all Beginning of Day steps be performed on each portable computer from which an export was made the previous day The reason is that the merge process may change some internal numbers to maintain file integrity causing a discrepancy between the host and portable computer If the portable is not synchronized by executing beginning of day steps the merge process may fail the next time because of changes made in the previous merge If no export was made from a portable it is not necessary to perform the Beginning of Day steps although it is a good idea so it will have the latest information 29 Note that the Building Permits data was not exported from the portable in the End of Day procedure because of the presumption that it is used only to look up property information and would not be a code enforcement concern If the same official is performing building inspections as well as code enforcement functions the import export functions as documented in the Building Permits User Manual and release notes for version 4 200 Remote Location You
47. ext editor such as Notepad A report file may contain from zero to any number of individual reports The report file also contains information about the data dictionary The data dictionary defines all file names field names sizes and data types file keys and relationships between files Look for a file named CITIZEN SERVICES REPORT TXR in your computer directory This file contains an example report of expired contractors It does contain the complete Citizen Services data dictionary You can add reports to this file or copy it to another name and add reports to the new file Ifa report file contains multiple reports each report will show up as a line in the list of custom reports 19 Browse Custom Heports By Hame By Description By File Hame Report Description Diploma Examole of using images on a detall ETRA TA Diplomat Example of using images on a page EXTRA TSA Enroll Census Census of Students Enrolled Ai TUTOR TA m MalingLabels Labels for Seminar Announcement AW TUTOR TSA MemberLabels Mailing Labels for Members VIDEO T R MembershipCard Membership Cards VIDEO THA MovieList List of Mowies In Stock In Categorii VIDEO TA NameBadges Name Badges for General Assembly EXTRA TAA ARelationalReport Creating the Enrollment Report by U AY TUTOR THA Report Spaces By Cemetery CLREPORT T A Report Arrayed fields test PRHEADER TA StudentPhoneLig Student Phone List sorted by Stude A TUTOR TA StudentPhoneLis S
48. f the current year 1s 2001 If zone and originator codes are enabled it is only necessary to enter the prefixes that differ from the default for the workstation For example if a case is numbered 01 LP BOB 00175 and the default zone is LP and the default originator is BOB it may be located by entering 175 If in the above example there was no default originator it could be located by entering 01 BOB 175 If instead the default originator was BOB and there was no default zone it could be located by entering 01 LP 175 The case number options described above are part of a configurable option They are enabled only for users licensed for this option When disabled the case number system functions as in previous releases The case number then consists of a year prefix in two or four digit format followed by a serial number Flag these items if appropriate 19 Generate Receipt Numbers This is a Portable Computer Allow Multiple Violations fi Editing General Configuration General Settings E Mail Print Preview Data Paths Record M Use Name Prefix Fields V Generate Receipt Numbers W Use Name Suffix Fields W This is a portable computer Case Number Format M Allow Multiple violations Two Digit Year Default one Hi Four Digit Beal Default Originator M Zone Prefix hf Originator Prefix eae Violator M Separator Interest Aate Cancel Default Originator Press F3 for a pop up list of Employees Owner Role de
49. f the image on the screen and on a report depends on the display resolution set for the monitor When the horizontal size of the image the first number in the title bar as displayed is 750 the printed image will fill the full width of a report Any larger width will cause the image to be truncated on the right when printed When the monitor resolution is set to 1024 X 768 this corresponds to almost a full screen width When the activity report is printed the images are printed from left to right on the page If the photo has a caption it will be printed below the image If there is not room for the next image to print to the right of the previous one it will be placed at the left margin at the next available position There is no limit to the number of images that may be attached to a master activity record i Browse the Photo File x 99 0000023 TE AELORIOASM jagg 12345 Hotville Br l View Inzert Delete Close Help 53 Enter the Filename where the photo is found on your computer the Caption something that will identify it for you easily is recommended typically the location is used and the Date the photo is entered into the record Default is the current date Press OK when finished Changing a Photo Record x General Filename C FLORIDASMaxwill8a jpg Caption 12345 Hotville Rd Date 5729 01 H ok Cancel Help Insert New Activity When entering new activity ini
50. fines the role abbreviation that represents the property owner which is usually the violator in an activity When data is converted it will be set to Violator to support the old hard coded field titles The purpose of this field is to support the Activity Location control at File Activity Change Button General Tab When the Same as owner s address button is pressed the owner location is copied into the activity location on the General Tab bottom half of window Because all roles are now user defined the Owner Role value is used to identify which role represents the owner Interest Rate This is the interest rate on fines On the E Mail Tab users may send an e mail message to the employee to which a new case is assigned This is an extra cost option which must be purchased separately i Editing General Configuration General Settings E Mail Data Paths Record W Enable E Mail User Sender Notes Subject Comments Body Server Hame mindspringcomn sssi sSSOSOSCSsS Fort Humber 0 Default From O O Default Copy FO Default Subject FO Default Body 5 Cancel To set up the e mail capability first go to Setup Configuration Ifthe e mail option is installed a tab labeled E Mail will appear At the top of the window are four check boxes The first Enable E Mail must be checked before anything else may be set up Ifat any time you want to disable the e mail function uncheck this box
51. finitions For each old master record a new master record will be created The location information will be copied as is from the old to the new master record For each link from the old master record to the old violator record a party with a role of Violator will be created to link the new master record to the associated record in the new principal file 65 If the old master record had a link to the reporter file the activity was coded as reported by a citizen a record will be added to the party file with a role of Reporter that links the new master record to the associated record in the principal file that corresponds to the record in the old reporter file For each master record a violation record will be created and flagged as primary Note that in previous versions the window at File Activity Change had a tab labeled Owner Location which will not appear in this version The tab label will instead be Violator In previous versions there were two hard coded parties to each activity On the window tabs they were displayed as Reported By and Owner Location In the standard report field list they were identified as Reporter and Violator respectively It was necessary to create a role for each of those labels as identified in the report field list to provide support for pre existing reports Once this version is installed the labels on roles may be changed as desired but any reports that used the old field labels would hav
52. for a letter is the one selected when the letter is printed H Changing a Form Letter Record Be ei General Becora Abbreviation Description LETTER FOR ABANDONED PROPERTY OR INOPERABLE Letter Text Date MiolatorFullN ame V iolatonAddr1 Violatorddrs Re Location locations Parcel ID LocationParcel Violators orth ane fFullSituationD esc ou are allowed 10 days from the date of this letter to contact this office and set a date for compliance Yours Truly EF Spel Lare Cancel The maximum size of form letters and the number of data fields that may be merged is about 40 plus ten for each defined role and nine for each violation The fields available for form letters are essentially the same as those available for reports although the names may vary The fields beginning with Violation are special fields that will not be available if the multiple violations option is disabled Each of these will print the specified value for each violation on a case The primary violation will print first and subsequent violations will start on the next line These fields should always be placed on the left margin of the letter because each subsequent violation will start at the left of the next line 42 As with the standard reports three of the violation fields ViolationFullDesc ViolationAbbrDesc and ViolationText duplicate those for the primary violation FullSituationDesc AbbrSituationDesc and Situation
53. gs and make sure the This is a portable computer is checked End of Day 1 From the portable computer select Utility Import Export Data Export Data Files This will copy all working data files except security and configuration settings to the specified import export path It will automatically overwrite any existing files 2 Copy all files from the import export path on the portable computer to the specified import export path on the host computer If the portable computer has a network card and you have a network system you may be able to import from the same folder that received the export If not you may import from removable media If the path on the portable computer was to a removeable media drive simply remove the media from the drive in the portable computer and place it is the drive in the host computer 28 3 From the host computer select Utility Import Export Data Merge Data Files This will merge files in the specified import export path with the working data files If this menu item does not appear check security settings and make sure the This is a portable computer is not checked If there is an error of any kind during the merge process the process will be aborted and all data files on the host will be restored to as they were before the merge was started Repeat these three steps for each portable computer Other considerations If more than one portable computer is used remember that the data
54. guration 15 Import Export 23 Portable Computers P Security 30 List Maintenance 34 Go to Setup Configuration On the General Tab fill in the Mailing Address of the community using the Citizen Services program Continue on to the Settings Tab i Editing General Configuration General Settings l E Mail Data Paths l Record Citizen Services Malling Address parie Florida USA CEEEE Cancel On the Settings Tab check the Use Name Prefix and or Suffix Fields if you want them to be displayed Select from a Two or Four Digit Year under Case Number Format Case Number Details The case number is stored in a format that is never displayed in windows or reports The storage format is optimized for efficiency while the display format is optimized for clarity and flexibility For example the dashes used as separators between the year and other segments of the number are not stored They are simply added when the number is displayed or printed 16 A module supports case number prefix codes for zones and originators This is an extra cost module that requires a license to activate The format of case numbers was expanded to support up to 14 characters internally and 17 characters displayed The actual case number format stored in files occupies 14 characters because separators are not stored The optional separators are displayed adding three characters The option of using either two or four digits for the year prefix
55. he highlighted record Prior lt Neat 3 76 Edit Custom Data Field General Te a width Depth iinei oo 0 000 C Bor T Text ipa The Prior and Next Buttons simply take you back and forth between records The Record Tab keeps the information about when the report was created See a sample of this report Action Reports Go to Reports Standard Reports Action Reports The number of fields available for the Detail Tab depend on the number of roles defined There are a set of fields available for each role These are the same ones that are available for the Violator and Reporter categories For each set of fields the name in the category column will be the role abbreviation All existing reports will print as before as long as the Violator and Reporter roles created when data is converted are not renamed If a report detail specifies a field for a role that is not used on an activity the field will not print If the multiple violations option is enabled nine additional fields will appear in the field list when a report is created or edited These fields will be in a category named Violation Note that there will also be a category named Violator These two categories are quite different in function do not confuse them Each field in the Violation category will print the specified field name for every violation on the case They will be stacked vertically with the primary violation first Cu
56. he photos associated with this activity if any have been taken and entered into the Citizen Services program They are kept on your computer and the location is entered in here These photos will be printed when the master activity report Reports Standard Reports Master Activity Reports is printed The image file formats supported are BMP PCX GIF JPG and WMF To view the photo press the View Button The default image format is JPG f i ge gt fae g wh s d m IE y Cras 4 he OPS Ry aN wre yi k A a a Py Peasy 2 BIAT f ai 2 ve aes gt Ate To insert a new photo for this activity press the Insert Button To edit the photo press the Change or Delete Button Press the Resize Button to resize the photo The aspect ratio of the original image is preserved when images are resized Once the image has been attached you should use the View Button to view it This is an important step because you may specify the size and aspect ratio of the image while viewing it When viewing the image use the mouse to drag the edges of the window 52 If you grab the window near a corner you can resize vertically and horizontally at the same time The image will resize to fit the window The current image dimensions are shown in the window title bar The size you have selected here will directly affect the size of the image on the activity report The relationship between the size o
57. he settled amount is the actual amount of the fine paid No revenue will be transferred to general ledger until the settled amount has been entered and a receipt for this amount entered Once a fine has been transferred it cannot be edited Reschedule 46 A checkbox is displayed indicating whether or not a fine has been transferred but it cannot be edited Daily fines will stop accruing when a settlement date is entered or the action associated with the fine is closed The fine name amounts and dates are available in the action report The Reschedule Button allows you to clear the completion dates and the Notes on the activity and to reschedule or introduce new dates and notes The next step is to set up action types associated with a fine using Setup List Maintenance Action Type List Enter a fine type in the Fine field in the action record or use the hot key to select from the list of fine types When the action is applied to a case the fine window will appear for adding the fine Paying Fines The payment of fines may be receipted by simply filling in the amount in the Settled field of the fine record An optional receipt number may be entered at that time If the system is configured for automatic receipt number generation Setup Configuration Settings Tab Generate Receipt Numbers checkbox a unique consecutive number will be generated by the system when the settled amount 1s entered i Fine Will Be Changed lei Ea Ca
58. he total number of actions scheduled for the day is shown to the right of the day at the top of each cell For each action the action type name is shown A color code is used to indicate the status Actions that have been closed are shown in green and those still open are shown in red To view an activity in the calendar double click on the action From the activity update window actions may be added or rescheduled and will appear on the calendar after the changes are saved If the display resolution of the workstation is 1024 x 768 pixels or greater the calendar will display up to nine actions per day allowing 32 characters per action For lower resolution workstations the calendar will display four actions per day at up to 16 characters each Any number of actions for a day may be added regardless of how many the calendar can display Principals 62 Sunday October 7 2001 Be E3 All Inspectors BILL HALL CARL Christmas CHUCK Roast DEBBY FLY um pin KEVIN BREAKFAST Sunday ff Monday Tuesday ff Wednesday Thursday f Friday Saturday nn j1 2 3 4 6 7 1 Sched 8 ERTIFIED LETTER n5 A system for automatic scheduling of actions was added A new file of schedule types contains the information needed to determine the next schedule date Setup Lists File Maintenance Schedule List Edit button Each schedule is assigned a name and an abbreviation Each situation description vio
59. heila CrosbyStillsNash 1985 Mc Cain Ln Hotville FL 33333 William Divine 172 Riverview Drive Hotville FL 33333 Granger 2310 Waring Ln Hotville FL 33333 Bill Hall Thomas Hippityhopp Shiflett Hotville FL 33333 Donna HotCross Hotville FL 33333 Howell Howtheheck 2870 Rocky Point Ad Hotville FL 33333 sida r Prefix First Name Last Name Suffix Add Edit Kill 29 records Insert _ _ Change Delete Close Each person who reports information will also have the specific cases attached to his her entry These are displayed to the right of the main information You may edit the case information separately by pressing the Edit Button where you will go to the Actions Tab of the Master Activity file To insert new information press the Insert Button To edit press the Change or Delete Button 68 Browse the Reported By File Name Address Zipcode Parcel BE x Rocky Point Ad MaybeFL 1180 US1 Maybe FL 33333 Jenny Browning 1490 Gilmore Street Maybe FL 33333 Calling 3485 Colicky Terrace Maybe FL 33333 E Crews 2480 Johnston Ave Maybe FL 33333 Sheila Crosby 1985 McPain Ln Maybe FL 33333 Donna Cross Mad FL 33333 William Divine 172 Riverview Drive Maybe FL 33333 Granger 2310 Wary Ln Maybe FL 33333 Bill Hall Pat Hall 3255 Weeble Road Maybe FL 33333 Howell Hey 2870 Rocky Point Ad Maybe FL 33333 Thomas Hupp S
60. huffle Maybe FL 33333 zizi Ls a First Name Last Name Add Edit Kill 29 records Insert Change_ Delete Close w Spell Spell checking is available for form letters if users have Microsoft Word installed on their computer Ifa Spell Button appears on the window it means Word is present If the button does not appear either Word is not present or is an incompatible version On the General Tab fill in the Notes section with comments or a contact phone number Enter the Prefix Mr Ms Miss Mrs the First and Last Name and the Suffix Jr Sr I Add the Extra Address Line for emergency contact the Street Number the Direction N SW etc the Street Name and the Apartment number the City and State and the Zipcode Also add the Parcel Number of the property visited for this report Phone Number is the contact phone number for the person who owns the property concerned or for the person who reported the incident Comments are your notes you want to keep on file about this person property or activity Press the Save Button to keep the changes you have made To edit the individual cases for this entry highlight the case and press the Add Edit or Kill Button To add a new case press the Add Button To make changes press the Edit Button Highlight the entry again and press the Edit Button once more 69 Adding an Owner Location Record General Becoa Motes Prefix First Name Last Name Suff
61. inquiry that indicates a need for a response from the city in regard to citizen welfare It could be a dog barking code violations health hazards abandoned property or animals Result of or response to an activity from a citizen Typical actions would be letters citations inspections investigations A detailed set of numbers and letters containing information about the case See Case Number Details A member of the community who either reports activity or is the object of an action The officer employed by the city who is responsible for each activity reported by the citizens This person will do the paperwork and make decisions on the activities reported Ease case is assigned to a code enforcement officer These are the descriptions of the items that are reported like parking zoning violations unlawful activity Apply Button Apply the change immediately Change Button Change the access level for the highlighted item Change All Button Change the access level for all items Close Button Close this window Delete Button Delete selected entry Hae E dit T Help E Insert Bx hi Quit Send Print Preview Buttons BARA BP 86 Edit Button View or change selected entry Help Button Help on this window Insert Button Add a component to this asset OK Button Save changes and close window Quit Button Abandon changes and close window Send Button This button will send the c
62. iption abbreviated Situation class description text Date when this case was closed Time when this case was closed Notes field in activity record Department Abbreviation Department Full Name District Abbreviation District Full Name Employee Abbreviation Employee Name Activity Source Activity Comments Date Action Started Date Action Scheduled Time Action Scheduled Date Action Closed Action Notes Action Comments Action Tracking Number Date Action Worksheet Printed Date Action Form Letter Printed Action Type Full Name Action Type Abbreviation Action Employee Abbreviation Action Employee Full Name Fine Type Amount of Fine Assessed Date Fine Assessed Amount of Settled Fine Date Fine Settled Hours Spent on Action Date when this violation was first Time when this violation was first Violation description full Violation description abbreviated Violation class description text Date when this violation was closed Time when this violation was closed Notes field in violation record Violation Comments 44 Role FullName Full Name of the party Example Mr John Smith Jr Role ShortName Shortened Name of the party Example Mr Smith Role Addr1 Party s first address line excluding name Role Addr2 Party s second address line excluding name Role Addr3 Party s third address line excluding name Role InCareOf Party s address description in care of Role Zipcode Part
63. isor pi it blenu Supervisor E Cut ltem Supervisor m Copy ltem Supervizor Faste ltem Supervisor aa Reports Menu Supervisor El G4 Change he Quit F Help rr Change All Users To enter access information for each user go to Setup Security Users Select the Insert Button and enter the Name of the user Password and a Security Profile for that user In the Security field you can use the F3 Hot Key to access the profiles and select which profile you want to assign a particular user Click OK Bei x i Changing a User Record General Record Name SalyMHae Password Silly Security Receipt Cancel Once this information is in the system it will ask you to login the next time you access the program List Maintenance 34 i User Login Me x User Mame Password Tit Cancel Print Security Profile List Go to Setup Security Print Security Profile List This report lists all security profiles and the access for each menu item This report requires Supervisor access to print This is where you will be able to store your information in the form of lists which can be very helpful for making reports and recordkeeping The information from the Review Button appears light gray showing that you may view this information only You may edit individual case information under File Activity Change Button On any of these lists the Review Button lets you review the i
64. ividual replies to the same master activity incident that the Citizen Services have responded to Responses can be in the form of phone calls visits letters citations inspections and personal contact by public officials You may sort these for viewing by the case number date description district department employee who handled the case location of the activity or parcel number of the location where the activity took place Just click on the tab you want to view by You may also type in the information if you know it in the box in the lower left hand corner for quick access to the specific entry The amount of records are shown at the bottom of the right hand side of this window See this screen up close To view all of the open cases check the Show Open box To view all closed cases check the Show Closed box To add a new activity press the Insert Button You will be taken directly to the Actions Tab The program will take you to the Owner Location Tab automatically Simply go over to the General Tab if you want to start there first To add information to the other tabs simply click on them to bring them forward 51 ae Spell Spell checking is available for form letters if users have Microsoft Word installed on their computer If a Spell Button appears on the window it means Word is present If the button does not appear either Word is not present or is an incompatible version On each tab the Photo Button will display t
65. ix Extra Address Line ln Care OF Street Number Dir Street Name Apartment City and State Zipcode Parcel Humber Phone Number Comments Cancel The fields that you may edit are darker than the rest Make changes to the following fields as shown in the Activity file Owners Go to File Owners Information about the owners of the property about which a report or activity is made on are stored here Each entry will have individual cases attached to it on the right hand side of the window You may edit or view these separately You may quickly search through the owners by typing the name address zipcode or parcel number in the box in the lower left hand side or the window or use the corresponding tab to sort On the Name Tab you will find the prefix first name last name and then suffix Browse the Owner Location File PE x Name Address Zipcode Parcel Name Address City and State Zipcode PII Michael Tupperware 940 West Dr 6 Hotville FL 33333 99 0000016 4 06 1999 Dallas T Ward Hotville FL 3333 wiliam W amp Carolyn will 1445 Blanche St Hotville FL 33333 28 Pinky Pata 7 S Federal Highway 1 Hatville FI 33333 Suzanne Winters 3060 Corey Road Hotville FL 33333 Anthony J amp Patricia Pizz 2315 Quarterman Ln Hotville FL 33333 1605 Country Cove Circle Hotville FL 33333 Jane Plain 1125 Marie St Hotville FL 33333 Marti
66. lation class may be assigned a schedule Setup Lists File Maintenance Description List Change button Schedule If an activity has multiple violations the schedule is determined by the primary violation class Each action type may also be assigned a schedule using Setup Lists File Maintenance Action Type List Change button Schedule Override Whenever an action is added to a case the scheduled date is calculated from the schedule assigned to the situation description unless a schedule is assigned to the type of the action being added in which case the schedule for the action type will override the schedule for the situation description Go to File Principals The master activity file still exists but there is greater flexibility in assigning the parties related to the situation There is no longer a separate violator and reporter file There is a single Principal file which contains all persons that have ever been a party to an activity In fact it could contain a full citizen list without regard to whether any were ever a party to an activity The master activity record is not directly related to the principal file A new file called 63 the Party file defines the link between an activity and a principal For each involved party there must be a defined role which is the part this party played in the situation such as owner reporter witness violator etc A new file called the Role file allows the user to name the role
67. ld see a new submenu Import Export Data containing two items Export Data Files and Merge Data Files If you do not see them go to Setup Security Security Profiles and edit the profile you are using to allow access to these functions The import export procedures were adapted to the database changes Changes were made to accommodate the use of portable computers as both a portable with local data and a workstation accessing the host data Because the identity as a portable computer is stored locally by program name the setting will remain regardless of whether using local or host data The danger is that if the portable flag is not set after each switch of database that the host data could be overwritten by a computer identified as portable importing while actually accessing host data To minimize such problems when configured as a portable computer the main menu window title text now indicates such and the initials of the inspector As further insurance against such errors Citizen Services upports renaming the executable program on the portable computer cs exe to a different name say cs2 exe The host program would remain as cs exe and the portable setting when using host data would be filed under that name Portable Computers 20 Having the local program under a different name allows automatic changing of the portable flag and prevents errors resulting from having to change it Note that only cs exe must be renamed to use
68. mation only Changing a District Record General Pecord Abbreviation Full Hame Council Member Henry Fondotyou Cancel Employee List Go to Setup List Maintenance Employee List To add a new employee press the Insert Button You may review individual cases that a specific employee handled To change the case information go to File Activity Change Button To edit existing employees highlight the entry and press the Change or Delete Button 38 gt Browse the Employee File Abbreviation BILLY Bob BE x 99 0000001 3 12 1999 Charles McArthurscourt 99 0000002 3 24 1999 Jit Bob KEVIN Baconandeggs DEBBY Boomshakalaka 99 0000003 1 29 1999 99 0000004 2 02 1999 99 0000010 5 11 1999 Waren Beedy 99 0000005 3 25 1999 99 0000006 7 09 1999 99 0000007 2 11 1999 99 0000008 4 27 1999 99 0000009 2 11 1999 99 000001 2 7 09 1999 99 0000013 4 09 1999 99 000001 4 3 31 1999 99 0000015 6 30 1999 al 2i Review Close Abbreviation 6 records Insert Change Delete Be E i Changing an Employee Record General Becoa Abbreviation Initials EE Full H ame Elizabeth E aker Cancel On the General Tab enter the Abbreviation and the Full Name of the employee Press the Save Button The Initials field will
69. may run Citizen Services with data files at a remote location Citizen Services data files CS do not need to be located in the same folder as the program files The value is stored locally and may be different for each workstation as long as the physical location is the same for all workstations that are to share the database This field may be changed only by users with Supervisor access If this is left blank Citizen Services will function as before As of version 2 056 the initial value will be null so program operation will be unaffected Ifa value is placed in the field the programs may be loaded on the local workstation and the data files on a server at the location specified Note A change will take effect the next time Citizen Services is started It should not be changed while other workstations are running Citizen Services for obvious reasons System administrators may want to experiment with the remote vs local program setup because one method may not necessarily work better than the other It depends on factors such as the relative speed of the local workstation and the server and the speed of the link Another consideration is the fact that each workstation must have a copy of the program executable files exe dll which complicates administering program updates particularly when the database structure is changed fi Editing General Configuration General Settings E Mail Data Paths Becord Citizen Se
70. n a pen in the back yard and plans to put the cow s there too The propan cant be a full 1 1 2 acres All three homes here share the same pond and the caller is concerned about feces runoff into the pond The kids swim in that pond He hasn t bought the cows yet but is building something for them Caller would like you to call her at 727 1530 99 0000035 GENERAL REQUEST NOT CLASSIFIED Council Member Henry Eighth 06 284 999 BUILDING amp ZONING 99 0000037 ABANDONED OR INOPERABLE VEHICLE Council Member Liz Wiz 07024999 9 Fence Maintenance east Ar BUILDING amp ZONING 2 white ford pu TUR 97N 99 2 flat tires parked over 1 mo 3 Blue Ford pu no tag partly dismantled Both trucks filled with trash and fence material wee pu no tag good lan This is a rental home Knocked on door 6 29 99 10 25am no answer 99 nnnnnasa ARANDONED OR INOPFR AAL F WFHICI F Council Member Henry Firnhth 84 Action Report Action Report TOWN OF Hotville Daily Inspection 8 21 2001 2 50PM Printed by IMS ie Rd 02 08 2000 02 08 2000 00 0000005 i JIM Pill 024 0 2000 1ST CONT Land clearing and the beginning of installing fence 2 8 00 Posted property with stop work sticker at point they are accessing prooperty JP Specialty Report Activity by Location TOWN OF Hotville ot pee 2725 VeryHot RD Page 1 Activity By Location RAN Weber Rd Case Num Opened Closed Address Type Dist 99 0000025 4 24 99 7 12 99 RAW Weber Rd GENERAL 4 At the
71. nformation that is related to the description department district employee action type or form letter It is taking you to File Activity Change Button General Tab The information is gray here because you cannot edit it here To do that go directly to File Activity Description List Go to Setup List Maintenance Description List The lists are separated according to the Abbreviation and the Name brief description of the list In the far right hand column you will see the actual cases and the date they were closed under each specific list name If you highlight the list on the left hand side then you can highlight the individual case on the right side and press the Review Button to review the information You cannot change the individual case details here You must go to File Activity Change Button 35 You may edit the Name and Abbreviation by highlighting the entry and pressing the Change or Delete Button To add a new description list name press the Insert Button Browse the Description File Abbreviation 99 0000034 7 08 1999 99 0000036 7 08 1999 99 0000037 99 0000039 99 0000047 ABANDONED OF INOPERABLE VEHICLE ADDRESS NOT POSTED OR VISIABLE ANIMAL CONTROL BURYING MATERIALS 1 5 4 F DRAINAGE OF PROPERTY OR RAW FENCE MAINTENANCE GENERAL REQUEST NOT CLASSIFIED NOISE OCCUPATIONAL LICENSE VIOLATION OVERGROWTH OF PROPERTY PARKING IN UNAUTHORIZED LOCAT
72. ock lot and book 88 Index Action type Activity Appendix A Appendix B Case Number Case Number Details Configuration Contractor Custom Report Day to Day Use Description Department District Email Employee Fines General Buttons Getting Organized Getting Started Glossary Help List Maintenance Owners Parcel Number Paying Fines Photos Portable Computers Print Preview Purge Orphan Action Items Reported By Reformat Case Numbers Security Security Profile List Specialty Reports Standard Reports System Requirements Updates 89 Welcome Windows Basics Windows Internet Windows Skills
73. omments 64 One of the violations must be coded as the primary violation which provides the basis for scheduling actions When an activity is added the Description field unchanged from previous versions will define the primary violation class When this field is filled in the violation will be automatically added to the activity and flagged as the primary violation Ifthe multiple violation option is installed a tab labeled Violations will appear On it will be a list of all violations for the activity The primary one will be checked and will always be first in the list and closed violations will be grayed out You cannot assign more than one violation as the primary one To change the primary one use the Change Button on the Violations Tab to uncheck the Primary checkbox then check the box on the desired violation The Description abbreviation and name on the General Tab will be automatically changed to reflect the new primary violation When the multiple violation option is not installed or is disabled by unchecking Allow Multiple Violations in Setup Configuration settings the Violations Tab will not appear and the one primary violation will be displayed in the Description field on the General Tab Convert existing data The violator and reporter initiator files will be merged into a single principal file Actually the principal file was introduced in version 2 100 but was given a dual identity matching the old file de
74. orts When custom text fields are added to reports the field name in the field selection list will contain the first 20 characters of the text in the field Master Activity Go to Reports Standard Reports Master Activity Reports The master activity report optionally prints on the summary page a bar chart of the breakdown of activity by each of the tally parameters Description District Department Employee The number of fields available for the Detail Tab depend on the number of roles defined There are a set of fields available for each role These are the same ones that are available for the Violator and Reporter categories 13 For each set of fields the name in the category column will be the role abbreviation All existing reports will print as before as long as the Violator and Reporter roles created when data is converted are not renamed If a report detail specifies a field for a role that is not used on an activity the field will not print If the multiple violations option is enabled nine additional fields will appear in the field list when a report is created or edited These fields will be in a category named Violation Note that there will also be a category named Violator These two categories are quite different in function do not confuse them Each field in the Violation category will print the specified field name for every violation on the case They will be stacked vertically with the primary
75. r s address if there is a party with the role abbreviation as defined in Setup Configuration Settings Owner Role the party s address will be copied into the location information for the activity After existing data is converted the owner role will be Violator Ifthe location information is different from that for the owner owner you should set the Activity Location to Different from owner s address before adding a party with a role the same as the Owner Role which will prevent the party information from being copied to the activity location You then may enter activity location information The same hot key lookup in the property file is available as described above for the principal file You may continue to add parties to the activity up to the limit of eight Multiple instances of the same role are allowed For example you could have two parties with the role of Witness To delete a party right click on the tab representing the party to be removed to get the popup menu and select Delete Party Answer OK to the conformation dialog and the tab will be removed If you are in the process of adding an activity and have already added some parties then decide to cancel the addition of the activity all parties added for the new activity will be deleted Important note If you are editing an existing activity and have added or deleted parties in this session the party changes will remain even if you press the Cancel Button to c
76. rior to actual printing You can also cancel printing if the report isn t what you wanted saving time and paper See a list of the Print Preview Buttons in the Glossary The print preview options on the report setup windows Reports Standard Reports Master Activity Reports Print button Print Preview tab and Reports Standard Reports Action Reports Print button Print Preview tab are now fully functional The preview option designated as Standard Report Preview is now the same preview as used in most other IMS applications It has the ability to print individual pages or ranges of pages of areport The old preview system which allows displaying multiple pages of a report at one time is still available with the Alternate Report Preview selection When the Standard Report Preview option is selected the Initial Display options are now functional They allow setting the initial size of the preview display Previously these options were displayed but were not implemented The only preview available was the old preview regardless of the preview method selection The print preview options may also be set globally using Setup Configuration Print Preview Newly created reports will use the global settings Reports in which the preview options have already been set will retain the local settings These apply to only Reports Standard Reports APPENDIX A Parent Child Relationship Rules June 2001 All of the IMS program databases h
77. rvices c Vime nce Building Permits Je simesbp Import E xport cimas bp Cancel The Record Tab is simply that a record of entries made to the system Make sure that you press the Save Button if you are all finished with the configuration S ecurity After selecting your configuration and system data you can use any function of Citizen Services if you log in under a user name and give yourself and others a security profile The number of different user names is unlimited Each user name has its own password and access level which determines what functions are available to the user When version 2 100 is installed the old users and their passwords will preserved All security profiles should be reviewed after each release is installed because of system setup changes Itis a good ideato Security Profiles have an alternate Go to Setup Security Security Profiles The a eli Building Permits Manager has features built in t ation into the system in 8 a e a case of emergency provide security for your records This security is in Passwords should bein the form of six levels of password protection a secure location held This system features individual procedure level access A a for an unlimited number of users Each user may be assigned to any one of an unlimited number of security profiles Security on entire menus may be set as well Setting a menu automatically sets the access to all subordinate items and menus to the same ac
78. s Start each record on new page Cancel On the General Tab fill in the Report Title the Print Order Start Scheduled and Closed Dates Scheduling and Completion Status and check the boxes if you want to Omit parameters and summary pages Check the boxes if you want to Draw line between records or Start each record on a new page See the List Filters Tab for the same information See the Detail Tab for the same information The Record Tab keeps the information about when the report was created See a sample of this report Go to Reports Custom Reports Print Custom Report This feature allows running reports created by the Clarion Report Writer 5 0 runtime system Users that own a copy of Clarion Report Writer will need to upgrade to version 5 It runs from Citizen Services 18 a Browse Custom Reports M FS By Name By Description By File Name Report Description FileName a M Preview Report he Cloze P Help If the Clarion Report Writer has been purchased it can be invoked from within Citizen Services to create a new report or modify an existing report However it is not necessary for running custom reports created elsewhere The print function will search the custom report path as specified in the system file or the current directory if no path is specified and list all report files A report file will have a file type of TXR This is an ASCII text file that can be viewed with a generic t
79. s for a different purpose The originator prefix is a three character code usually the initials of the code enforcement officer that originated the case Its main purpose is to allow creating unique case numbers in the field that will not duplicate numbers created by other field officers Each workstation or portable computer may be assigned a default originator code A field was added to the employee file for this code although it will usually be the same as the abbreviation Cases created will automatically include the originator code in the case number and the zone code if enabled When viewing cases using File Activity only cases for the default originator will be shown If the default originator is left blank all cases will be shown and the user will be asked for the originator code when a case 1s added The dialog for specifying the originator includes a hot key lookup into the employee file for selecting the originator When a case is added it will be assigned to the originator automatically although it can be overridden Case numbers are assigned such that they will always be unique although the serial number portion may repeat The case number format may be changed at any time within the bounds allowed according to the optional modules activated For example if the originator prefix is not needed it can be disabled and will not display in case numbers Whenever the case number format is changed the file must be reforma
80. s to be used Previously an activity was associated with a specific violation class referred to as Description on the main window This link still exists except only for the primary violation An unlimited number of additional violations may be related to the activity via a new violation file The database then looks schematically something like this Master Activity or Case gt Violation gt Class gt Violation gt Class gt Party gt Principal gt Role gt Party gt Principal gt Role letce up to 8 parties unlimited violations Any number of actions may be associated with an activity that has not changed There is a limit of eight roles in the system and eight parties to an activity This limit exists because for each role defined a set of fields must be added to the list of fields available for situation and action reports and form letters Allowing an unlimited number of roles to be defined would require an unwieldy list of fields to choose from when designing a report For an action report for example over 120 fields are available for a report 23 from the master record 19 for each action 9 for each of up to 8 parties and 9 for each violation Allowing multiple violations on a single activity is an option that requires a license When it is installed any number of violations may be associated with a case Each violation may have its own opened and closed date and time notes and c
81. simply click on it That screen will be brought to the front Moving between screen tabs is especially important when entering new Mouse vs Keyboard Throughout the manual the mouse commands are given for procedures e g Click on OK If you prefer to use keyboard commands you ll want to pay attention to the underlined letters in options throughout the program 11 For example to pull down the File menu you may click on File or you may press Alt F Then when the menu is pulled down you may click on your choice or press the letter that is underlined in your choice Any time there is some information that could be looked up on a calendar or in the business codes for example you ll click on your right Mouse Button to see it But you can also press F3 Using the scroll bars Scroll bars are found at the right edge and bottom edge of the screen when the information for the screen won t all fit on at once You may click on the up and down arrow keys to move incrementally through the display or drag the box up or down to move more quickly Moving a window There are times when you may need to move a window to another location on your desktop To do this click on the title bar of the window and drag it to the new location Then release the mouse button Resizing a window Occasionally you may want to resize a window so you can see more of its contents To do this click on the window Then point to a corner or
82. stom Reports 77 Note also that the information in three of the violation fields Class ClassFull and ClassText duplicates corresponding fields in the Master category so there is no point in using those in the Master category if the system is configured for multiple violations The fields in the Master category will print a single value for the primary violation while those in the Violation category will print a value for all violations including the primary one The action report may be printed in any of seven orders case number parcel number action type violation description department district and employee In all of the orders aside from case number the secondary order will be case number Edit Action Report Format AE E General List Fiters Detail Record Report Title CODE ENFORCEMENT MONTHLY ACTIVITY REPORT Print Order Case Number z Started Dates m Scheduled Dates Closed Dates Selected by User Selected by User Selected by User C Current Date C Current Date C Current Date C Current Week C Current Week C Current Week C Current Month Current Month Current Month Previous Month C Previous Month Previous Month m Scheduling Status Completion Status Unscheduled actions only C Open actions only Scheduled actions onl Closed actions only Both open and closed Both scheduled and unscheduled IV Omit parameters page V Omit summary page IV Draw line between record
83. table computer synchronized with the host and proceed to enter or modify cases add or update actions including fines during the day At the end of the day the data is exported from the portable computer imported into the host and merged with the host data The merged data is then exported from the host and imported into the portable synchronizing it for the next day Following are the steps to execute this cycle Beginning of Day 2 1 From the host computer select Utility Import Export Data Export Data Files This will copy all working data files except security and configuration settings to the specified import export path It will automatically overwrite any existing files If this menu item does not appear check security settings and make sure the This is a portable computer is not checked 2 If Citizen Services shares the Building Permits property file you must export this data as well using Utility Import Export Inspections Export Data Files on the Building Permits menu 3 From the portable computer select Utility Import Export Data Import Data Files This will copy all working data files except security and configuration settings from the specified import export path to the working data files It will automatically overwrite any existing files At this point the portable computer is synchronized with the host Repeat this for each portable computer If this menu item does not appear check security settin
84. the import export processes No harm will be done by allowing access to all functions on the portable computer but it may be a good idea to limit access for this reason Any additions or changes made to files other than the master action principal and fine files will not be imported 26 The case number format settings on each portable computer must be the same as on the host system Each portable computer must have the Default Originator field in Setup Configuration Settings set to a different value If the field is left blank on a portable computer the import export option will be disabled If Citizen Services shares the Building Permits property file you must install Building Permits on each portable computer and configure it for import export as well See the Building Permits user manual or release notes for version 4 200 for instructions To avoid errors it is recommended that a different path be used for the Building Permits export data It may be the same drive if it has sufficient capacity but should be in a different folder If all of the above has been completed successfully you are done with the setup and will not have to do it again unless you add another portable computer or change the case number format Of course if you install a program update from IMS it must be installed on the host and all portables The import export cycle The presumption is that one or more field officials will start the day with a por
85. the manual was printed The release documentation for new releases can always be viewed at the IMS website http www ims florida com The site will always have the latest release information The release notes can also be viewed once the program is installed under Help Contents Release Notes You may link to the IMS website from within the program if you are connected to the Internet and go to Help IMS Web Site Windows 95 98 NT Internet Users The examples show c drive but most users will have their program located on d g or f or some other drive If you skip this step now you may view the documentation later in the program itself Windows Skills You ll Need 9 Updating from email Your CSR will send you updates in the email if you request this method of updating When you receive the emailed files for example cs2051 exe cs02 cs03 save them immediately into the directory that your program is running in See the Windows update installation instructions above to see how this is done Once you have saved all of the files you receive in the email from IMS then you may go into My Computer by right clicking on it and choosing Explore From there locate the exe file and double click on it to run the installation following the instructions on the screen Remember to TYPE in which drive and directory you want the program to install into such as D CS Updating from a disk Insert the Update disk 1 into
86. this method The dynamic link libraries dll must retain their original names It should be noted that records deleted on a portable computer will not be deleted on the host when data is merged If for example a party is deleted on the portable it will remain on the host Likewise violations deleted on a portable will remain on the host They may be closed on the portable and will be closed on the host after a merge Any parties or violations added or changed on a portable will be added to or changed on the host data after a merge On each portable computer to be used Install Citizen Services and set up security and data paths If the import export option is enabled a checkbox labeled This is a portable computer will appear in Setup Configuration Settings This is an important setting because it determines what functions are available and how they work This box should never be checked on the host system and should always be checked on each portable system The Import Export path in Setup Configuration Data Paths must be filled in Remember that this path is relative to the portable computer Generally it will be the diskette drive although it could be on the hard drive Citizen Services must have read write access to the drive specified You may initially copy cs from the base system and then alter what is needed for the portable computer Data paths and security settings on the portable computer will not be disturbed by
87. tially the Opening a Case screen will appear Enter the Zone and Originator numbers A debug window will track a reported problem of incorrect case number assignment after sending an e mail If immediately after pressing the Insert Button on the File Activity window a window appears containing the words Number XX and Year XX please notify an IMS Customer Service Representative with the exact details of the event f Opening a Case Me Ea fone Originator Ha When adding an activity the header information Case number open date and time description department district and assigned to must be filled in To adda party to the activity right click anywhere on the window and a popup menu with the options Insert Party and Delete Party will appear Select Insert and a list of principals will appear 54 You may select the person from this list or add a new principal to the file and then select it As in previous versions if you are adding a principal record you may press a hot key in the address or parcel fields to look up the location in the property file residing in the Building Permits database After the principal is selected you will be shown a list of roles for the party After existing data is converted there will be two roles created Violator and Reporter After you select a role a tab will be added to the window with the role abbreviation If the Activity Location option selected was Same as owne
88. tment POL Police Department C Code Enforcement Officer District E District 1 Helpville County Anonymous m Activity Location Assigned to EE Elisabeth Eaker i E E ea C Different from owner s address Location Street Addr City State Zip PacelNo Notes Noted same man as earlier repot Comments fSuspicious person loitering near vicinity of property Acting agitated and pacing Has brown paper bag in right hand Talking to self Y Spell Image Save Cancel On the General Tab enter the fields that are darker than the rest Fill in the Case Number the Open and Close Dates Email date date of the last email transmission the Description of the situation the Department for 56 this entry the District for this entry and who this case is Assigned to F3 will bring up the department district and employee lists for these fields The descriptions are displayed alongside the fields Press the Photo Button to see a photo for this record on file On the Reported By Tab you can only fill out the Reported By fields If you press the F3 Key it will take you to File Reported By Change Button If you choose Code Enforcement Officer enter the Code for that person press F3 for a pop up list H Changing a Master Activity Record General Reported By Qwner Location Actions Record Reported By Citizen Code Enforcement Officer Y spel _ Photo C Save J Can
89. tted using Utility Reformat Case Numbers When case numbers are reformatted after a prefix has been added either zone or originator the default value is used if the case had no previous value for the prefix Be aware that reformatting case numbers may cause the serial number to be changed In situations where a prefix was used and the format is subsequently changed to not use a prefix the serial portion of two cases might be the same That is the two numbers were unique 18 when the prefix was part of the number but are no longer unique with it removed When this occurs the renumber utility will increment the serial portion until the overall case number is unique again This has no effect on the relationship of the activity file with the action and other related files because an internal number is used to link files Locating a case by case number is generally intuitive supporting partial entry of enough characters to make the entry non ambiguous If separators are used the leading zeros are not needed to locate a case by case number Ifthe zone and originator prefixes are disabled a case may be located by entering the year separator and serial number without the leading zeros For example case 2001 00097 may be found by entering 2001 97 or 01 97 if configured for a two digit year If the year of the case is the same as the current year the year need not be entered In the previous example entering 97 will locate the case i
90. tudent Phone List sorted by Name AY TUTOR TSA l M Preview Report g Print Report tik Close P Help Note that the print preview utility is different for custom and built in reports This is because the ReportWriter is a commercial product and the IMS Citizen Services uses a third party report preview package which is more capable than the standard Clarion product Custom reports refers to external reports that are printed by the Clarion ReportWriter runtime engine Note that internal custom reports may exist also They are printed in lieu of the standard report or form of the same type The custom reports referred to here are external and do not replace any of the internal reports The number of custom reports is unlimited When you select from the main menu Reports Custom Reports Print Report you will see a listing of all reports available The list is made from all files with a filetype of TXR in the folder directory specified in the custom report path To print a custom report select it from the list and click on the Print Button or press the Enter Key If you purchased the Clarion ReportWriter option you may also create your own reports using the Citizen Services database or use data from any of the IMS applications for Windows Specialty Reports 80 Activity by Location Go to Reports Specialty Reports Activity by Location This report will print all activity for a specified range of street a
91. ulated If there is a value in the Time field of the schedule it will be used as the scheduled time for the action How each schedule type functions is described below Fixed Days Ahead The value if any in the Days field will be added to the original starting date to produce the schedule date If the date falls on a weekend it will be advanced to the following Monday If the date is in the skip list it will be advanced to the next weekday not in the skip list Same Day Each Week This option will schedule to the next date that falls on the day specified in the Day of Week field Since the day of the week 1s specified in this schedule it is not checked for whether it is on a weekend It is however checked against the skip list and will be advanced to the next occurrence of the specified day of the week if it falls on a skip day For example if the scheduled date is on a Tuesday and coincides with a skip date the schedule date will be advanced to the following Tuesday 49 Same Day Each Month This option handles schedules for events such as hearings that occur on a specified day of each month An example would be the 10th of each month If the date occurs on a weekend it will be advanced to the next occurrence of this day of the month that does not fall on a weekend If the calculated date is in the skip date list the date will be advanced to the next occurrence of this day of the month that does not fall on a weekend and is not in the
92. ure is located on the main menu at Reports Specialty Reports Form Letters A Browse the Form Letters File 9 x Abbreviation Case Number Letter Date FIRST LETTER eee re1e ON AAAA aaa 99 0000012 Warning Letter 99 0000023 99 0000034 99 0000035 99 0000038 00 0000004 CD fat f N a AL xj Abbreviation Review 3 records Insert __ _ Change Delete Close _ You may view the cases that included one of these form letters in its files To change case information go to File Activity Change Button Spell checking is available for form letters if users have Microsoft Word installed on their computer If a Spell Button appears on the window it means Word is present If the button does not appear either Word is not present or is an incompatible version 41 To edit an existing form letter style highlight the list on the left window and press the Change or Delete Button Enter the Abbreviation and Full Name and type in the new symbols and text See Form Letters below for details on how to insert the symbols or Form Letter Lists above The F3 Key will do this as well There are approximately 35 different codes that you can insert into your letter Some like the five listed below are in the action record The fields are action start date action schedule date action close date action notes and action comments The action record that will be used
93. urrent email out This button allows you to change the report so it uses the full available page width This button allows you to change the report so it uses the full available page height This box shows you what current percentage of full size the report is displayed in You may enter a new percentage to change the size or click on the down arrow to choose 25 50 75 or 100 percent This button takes you to the first page of the report This button takes you to the previous page of the report This button takes you to the next page of the report This button takes you to the last page of the report All Cobies 1 e Parcel Number 8 This prints the current page only This box allows you to move to any page of the report You may enter the desired page number or use the up and down arrows to change the page number the current page number is displayed This box allows you to choose which pages to print You may choose All or enter ranges of pages such as 4 5 8 10 12 15 This button sends the report as is to the printer This box allows you to print any number of copies you wish You may enter the desired number or use the up and down arrows to change the number of copies This closes the report preview window without printing This is the identifying number of the property in relationship to a map of all properties within that community It identifies the property by range township section bl
94. y s zip code Role Parcel Party s parcel number Role Notes Party s notes from principal Role Comments Comments for this party unique to activity Form letters may be more than one page long The number of characters in the letter is limited to 4096 characters which can extend to two or three pages depending on the amount of white space in the letter Receipt Types Go to Setup List Maintenance Receipt Types After receipt types have been set up each user that will be receipting must be assigned to a receipt type using Setup Security Users If the receipt field is left blank a user may still enter receipts but the buttons to validate and endorse will not be present Fine Types Go to Setup List Maintenance Fine Types This section is for levying and collecting fines for code violations A fine type file defines the types of fines and includes such things as the amount of the fine whether a flat or per day amount and the general ledger account numbers for transferring the fine revenue and receipts Any action type may have a fine attached by specifying a fine type When adding an action that includes a fine a fine record will be added as well Fine 45 Each fine type must have a fund cash account and revenue account specified 1f it is to be transferred to General Ledger The Amount field is the base fine amount which can be the flat amount or an amount per day if the Daily box is checked When a fine is
95. ype press F3 for a pop up list the officer or official that is assigned to this activity Assigned to the name of the Letter or Notification to be printed and sent to the owner of the property incident in question Comments are notes you want to keep on file This is a 60 character alphabetic field The Letter Printed field will show the most recent date that the notification letter was printed for this activity When importing property information from the Building Permits property database into an activity if the comment field in the master activity record 1s empty the legal description will be copied into the comments field When importing property information from the Building Permits property database into a principal record if the comment field in the principal record File Principals Change Button Comments is empty the legal description will be copied into the comments field 59 Note that this comments field is associated with the principal not any particular activity The comments field that displays for each party in an activity is unique for each combination of activity and principal and may be printed in reports and form letters The comments field in the principal record is not available in letters and reports Time Spent is a record that allows the code enforcement official to record the time spent on the action to the nearest tenth of an hour The field is located on the left of the action update window just above
96. ze Number 2002 LP BOB 00001 Fine Type Zz Fine Amount 35 00 Per Day Assessed Amount 500 Date Assessed 2 0702 Settled Amount 3500 00 Date Settled Receipt Number T Transferred Cancel Help When the text is printed the symbols will be replaced with the current value of the specified variable The dollar codes may be inserted into text by simply typing them or using the hot key to select from a list 47 This number will be right justified in the 20 character receipt number field with a range of 1 to 99 999 999 999 999 999 999 When automatic receipt number generation is enabled the generated number may not be manually changed The use of a serial validator receipt printer with a cash drawer is also supported To use this feature you must set up receipt types using Setup List Maintenance Receipt Types A receipt type specifies the com port and cash drawer number and the codes for manipulating the printer and cash drawer It also specifies the text printed when validating a receipt or endorsing a check The validation or endorsement text may contain any of five dollar codes representing runtime variables D Date T Time SY Receipt type name R Receipt number L Amount received Role List This allows the user to name the roles to be used Schedule List The schedule file allows calculating the schedule date from a starting date by a number of methods For the initial action a

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