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1. The easiest way to create PM codes is to group the types of equipment i e Cars pickups small trucks dump trucks front end loaders dozers graders etc Each grouping would have its own PM code set up by miles hours and days between ENGINE TRANSMISSION HYDRAULICS TRACKS or TIRES Whatever is a logical grouping will work Report Header File The Report Header File determines when subtotals are placed in the Nebraska Form 1 report ONLY Surface Layers Kansas Reporting Model The surface layers file is used to track costs as they are layered onto road and Streets These represent capital type versus maintenance type costs They are normally represented by a project that represents a specific road street that you have budgeted for as a capital spending project versus normal maintenance on a road or street These codes will print on the Kansas specific Surfacing Construction report You may change the Layer Description but do not change the Layer Code because it is hard coded to the report unless you want to modify the report Layer Description Layer Code Aggregate Binder Base Course 601 Bituminous Base Surface Course 611 Double Bituminous Surface Treatment Asphalt for 1 Seal 551 Double Bituminous Surface Treatment Asphalt for Prime 541 Double Bituminous Surface Treatment Cover Material 2 Seal 581 Double Bituminous Surface Treatment Asphalt for 2 seal 571 Double Bituminous Surface Treatment Cover Mat
2. Once you re comfortable with the entry process it will be much faster because you can determine Longitude Latitude location with one mouse click then write the Longitude and Latitude on the hardcopy map and go to the next bridge You can enter as many bridge locations as you want to in each cycle over 3 000 The Culverts and Signs File work the same way Just click for the Longitude and Latitude and enter them in the respective files An easy way to do collect Latitude and Longitude is to break your city county into two three four etc quadrants which can be enlarged to full screen VIEW SELECT ZOOM area and mark with your mouse This allows you to more accurately place the bridge location Using 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 23 UTILITIES MEASURE MAP click your left mouse button on the exact location that you want the symbol to print Write the exact latitude and longitude longitude is always a minus exactly as displayed in the measurements pop up on the same piece of paper as the bridge descriptive data After entering a few bridges save the database exit it and restart your GIS MAIN MAP BRIDGES The symbols should be in the exact locations you previously determined After proving this method you can enter the rest of your bridge data Map labels which read unk number example unk 322 are labels which do not hold any significant information These may be edited deleted or chan
3. etc and an alternate name if used the asset is also located by the township district or zone it is located in A priority ranking for work on this asset is set Fiscal Year and date the filter by is automatically set as RECUR and your priority number When work is done on this particular recurring work order the cost accounting record is also classified by the RECUR n to update this asset control record The estimated Material Labor and Equipment units and cost are aggregated totals containing a grand total for each category which then enables automatic analyzation of actuals to forecasted work needed as well as a percentage completed for each Recurring Work Order Reports are located on the Recurring Work Order Browse window They provide Priority Selected Zones Road asset number and Priority Material by Zone and by Equipment reports Visual R amp B IMS Work Request and Work Order system provides three integrated modules the Complaints Work Orders Recurring Work Orders modules for initiating documenting tracking and 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 82 analyzing work requests and work orders Whichever system or all three is used the actual Labor Material and Equipment used is documented for analysis by e Work Force Planning module e Project Analysis module e Roads module e Reporting module Projects and Analysis Reporting Analyze labor material Equipment costs A
4. gt Modified Approach Recurring Work Orders Reference C in previous section Recurring Work Orders are designed for setting up specific Work Orders that run for normally longer lengths of time than standard work orders Work Order module Recurring Work Orders enable the user to Establish a work requirements schedule for maintenance of specific assets or groups Follow all work performed under that Recurring Work Order Establish the over budget for that Recurring Work Order Immediately know how much of the scheduled work is performed Change work order requirements anytime Labor Material and Equipment estimates Demo gt Menus gt Main Menu gt Recur W O gt Double click on a record Visual R amp B IMS s Project Module Reference D in previous section enables the user to establish a project on anything replacing one culvert replacing all culverts in Fiscal Year maintaining cost controls on the maintenance of one building or all buildings The Project is user definable so it is anything and runs for any length of time that the user desires Demo gt Menus gt Main Menu gt Projects amp Analysis gt Double click on a record A project is a control tool for managing whatever asset s you define It enables automatic analysis at any time of the budget for the project compared to the actual operational costs for that project i e 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink
5. 15 000 bytes 255 64 000 bytes 255 Hardware dependent Operating system dependent 1 000 bytes 1024 Integrate GPS Global Positioning Satellite data so you can track vehicles live You ll Know where your road graders trucks emergency vehicles are at any point in time This will also integrate with ArcView8 GIS so you lI have visual record of where roads are graded and snow is plowed etc Integrate other ESRI ArcView8 tools Spatial Analysis Road Street Analysis Automated Mapping Facilities Management etc Our goal is to incorporate other components systems and subsystems that will improve the overall functionality of R amp B IMS We value your ideas Give us a call 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink ltd com 39 Sample Forms Sample forms will help you initially populate your data files Each form lists the suggested information needed for utilization of the Road amp Bridge Information Management System but you do not have to fill in all fields in the data files in order to make the system work You may also elect to fill in the majority of data fields incrementally as you work with the system System will run with very few data files filled Example The Equipment file will function with only an Equipment Number Fuel type Hrs Miles and Meter reading for current Fiscal Year The other necessary information is a Standard Rate to charge per unit of usage Forms star
6. Service requests Complaints Work Orders and Asset maintenance tracking is transparent to the user as program logic assembles the data as required in on screen analysis windows and or reports by user selected criteria Work can be tracked to the location performed the asset maintained work order number task code project work is charged to and to the respective module i e Work Force Planning Asset Table etc Reimbursable work can be invoice with a couple of mouse clicks An example Click on the Invoices button in Accounting Complete subsection of main menu Add a record select a customer from table select the FUND that will be offset by the receipt add a detail line item and click on the Our Project button select a project and click the Update all costs on this project before invoicing button click the OK button click the Close Button and the project will be summarized to a one line item addition to your invoice Click OK on the Adding a line item to invoice window click OK on the Adding an Accounting Record window click OK on the invoice record and click the Print Invoices button to print the invoice An invoice for any work performed or you can freeform entry the line item data can be generated in under a minute The Project can also be subsetted by using the QUERY tool example at the beginning of a Fiscal Year a Mowing project for one of the cities in your county is created and work througout the year is accumulated
7. Why and How of your operations Activity based Cost Accounting provdes this information through the use of the first two screens Cost Accounting and Fund Accounting 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 78 e Cost Accounting this module and Fund Accounting module drive the system Demo gt Menus gt Main Manu gt Cost Accounting e Fund Accounting this module and Cost Accounting module drive the system Demo gt Menus gt Main Manu gt Fund Accouting Lite e Project Accounting Open record click on Detail Cost Analysis and Analyze Demo gt Menus gt Main Manu gt Projects amp Analysis gt Detail Cost Analysis TAB gt Analyze e Equipment Open record click Maintenance History TAB for instant analysis Demo gt Menus gt Main Manu gt Equipment gt Maintenance History TAB e Inventory Open record Inventory Activity Audit TAB for recap of all activity Demo gt Menus gt Main Manu gt Inventory gt Inventory Activity Audit TAB e Employees Open record Hours worked Comp Time taken in current year Demo gt Menus gt Employees gt Hours Worked Comp Time Taken TAB e Benefits Open Record Browse gt Audit Payroll Benefits gt Open a record Demo gt Menus gt Main Manu gt Benefits gt Browse Audit Payroll Benefits gt Open Employee Record e Contractors Vendors Open Record Click History TAB for purchase
8. by Subdivision by Surface Type by Township District etc Demo gt Main Menu gt Roads gt Double click County Rte 299 gt Cost History TAB e Bridge Culvert Sign or Other Asset level Demo gt Main Menu gt Roads gt Double click County Rte 299 appropriate TAB Instant Project analysis including actual spending and labor and equipment hours worked are compared to the budget amounts for that project to provided you with a complete view of the projects progress All data analysis is with live data i e reflects the very last cost record entered against a particular project Demo gt Menus gt Main Menu gt Cost Centers on right side of main menu Other automatic tracking logic provides under main menu gt Cost Centers on right side and open a record in each of the following browse windows Equipment Click Maintenance History TAB for recap of each fiscal year s costs Inventory Click Inventory Activity Detail Audit TAB for recap of purchases and issues Employees Click Hours Worked amp Comp TimeTaken TAB for recap Benefits Click Reports gt Hourly and Salaried reports for recaps Contractors amp Vendors Click History TAB for recap of spending with each vendor Bridges Click Maintenance History TAB for user selected FY maintenance history Culverts Click Maintenance History TAB for user selected FY maintenance history Signs Click Maintenance History TAB for user selected FY maintenance hist
9. gt Current year Next amp Previous and FY Actuals TABs These views by General Ledger line item provide an overall look at any General Ledger number its previous years budget and next years forecasted budget The Fiscal Years Actuals TAB provides recap of all actual spending charged to this GL number the current encumbrances and current Fiscal Year spending on the line item Reports are available under various criteria and user entered variables Demo gt Menus gt Main Menu gt Budgeting Demo gt ToolBar gt Reporting gt Accounting Reports gt Budget Reports and Fund Accounting Reports Work Unit Budgets Set up a separate Fund account for each Work Unit that you want to independently track spending on When spending is done by this particular department the Fund is charged and the Fund is charged This method enables actual dollar spending by any Work Unit in the department Create a Project for each Work Unit the Fiscal Year Each project name would reflect the Work Unit name and Fiscal Year the project is active One strategy for naming Projects for 2005 could be EngSvc 05 FM 05 RE 05 RB 05 SM 05 for Engineering Services Fleet Management Real Estate Road amp Bridge and Survey amp Mapping Other new projects as a Bridge Project could be named BridgeOnSmithDrive 05 or anything you like Keeping the project name short and meaningful is important though so a more appropriate name for this project
10. open a line item click on the Inventory Activity Detail Audit TAB This browse window shows all purchases and usages of this particular inventory line item which means you can locate a specific culvert that was put into service three years ago if necessary Also by clicking the TAB you have audited this line item all purchases and all issues The inventory calculates the Average Annual Usage Utilities gt Database Tools gt Inventory Cost Basis and if you specify an inventory ReOrder Level and ReOrder Quantity a report can be generated to recommend what should be purchased Dates of last activity for Purchases and Issues is maintained as well as the Standard Cost user entered and the historical Average Cost calculated Reports are available in the Materials Purchases and Usages Section including worksheets and cycle counts for inventory control Demo gt ToolBar gt Reporting gt Cost Centers gt Materials Purchases amp Usages The Inventory is also used as clearing accounts used for Quarry Purchases Reconciliation i e automatic reconciliation of all purchases from all quarries the county deals with This report can save 20 to 100 people hours each month Demo gt ToolBar gt Reporting gt Cost Centers gt Quarry Reconciliation Details amp Summary Ability to Track Contract Services The Contract Management module main menu bottom center in concert with Cost Fund for progress payments
11. Copy C PROGRA 1 R amp B_WIN DATA DBF E PROGRA 1 R amp B_WIN DATA Copy C PROGRA 1 R amp B_WIN DATA CFG E PROGRA 1 R amp B_WIN DATA Copy C PROGRA 1 R amp B_WIN DATA BRIDGE DBF E PROGRA 1 R amp B_WIN DATA Copy C PROGRA 1 R amp B_WIN DATA CULVERT DBF E PROGRA 1 R amp B_WIN DATA Copy C PROGRA 1 R amp B_WIN DATA EXPENSE DBF E RPROGRA 1 R amp B_WIN DATA Copy C PROGRA 1 R amp B_WIN DATA MPW_MAIN DBF E PROGRA 1 R amp B_WIN DATA Copy C PROGRA 1 R amp B_WIN DATA MAIN_MAP DBF E PROGRA 1 R amp B_WIN DATA Copy C PROGRA 1 R amp B_WIN DATA POLSBDIV DBF E PROGRA 1 R amp B_WIN DATA Copy C PROGRA 1 R amp B_WIN DATA SIGNS DBF E PROGRA 1 R amp B_WIN DATA Copy C PROGRA 1 R amp B_WIN DATA UTILITY DBF E PROGRA 1 R amp B_WIN DATA EXIT A copy so you can copy and or edit it if necessary of this batch file COPY_E BAT is in subdirectory C PROGRA 1 R amp B_WIN DATA If you have more than one network node to update make copies of the batch file and name it COPY_F BAT for an update of your F drive Be sure to change the all lines in the batch file to point to drive F or whatever network drive you want to update The most important advantage of this method is your network does not have to carry the large datasets when a network user runs their GIS it simply runs locally but with the update data files which you copied to their drive This method can drop GIS startups and screen redraws from over 60 seconds to under 10 seconds depending on
12. Deterioration Multiple Alligator Raveling Low Med High Low Med High Low Med High Cracking Cracking Rutting Weathering Patching PSR Concrete Pavement Rating Transverse Joint Longitudinal Joint Spalling Faulted Cracked Broken Faulted Overlaid Patched Spalling Slight Severe Joints Panels Panels Panels Panels Panels D Cracking Slight Severe PSR Continuously Reinforced Concrete Pavement Rating Patch Deterioration Localized Distress D Cracking Transverse Cracking PSR Notes on this Seqment Surveyed by 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 91 Time Worked Work Performed Equipment Operated Asset Maintained Material Used Record Date Project Eqp Work Township Hours Material Material Equipment Description Task District or Used Units Meter Done Zone Begin End Hours Worked 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 92 Using Digital Pictures This example is for saving a picture of a piece of Equipment but the same procedure may be followed for any asset The Asset name and the folder you save picture into are the two key ingredients The overall process is to save your image in any format into the correct folder under the
13. Extension i e Report PDF if you selected an Adobe Acrobat PDF file type for instance Also to add functional buttons to your TearOff menu just hold down the CONTROL when selecting any report button This lets each user tailor his her machine to the way they work Our Fleet Management module also has Preventive Maintenance Scheduling Demo gt Menus gt Main Menu gt Equipment gt PM Button Preventive Maintenance Scheduling Work Management and Tracking System Visual R amp B IMSO provides a fully integrated approach to Work Management and Tracking by providing data rollups and or drill downs on any data element used throughout the system Most data rollups and or drill downs are both instant on screen and hard copy report available Example of data rollup and or drill down by data elements hierarchy e Overall Public Works Budget Budgeting by Fund and General Ledger Account Number e By Work Unit primary work group control and management e By Project major jobs you want to categorize budget track and manage separately e By Work Order Complaint Initiation Service Request and or daily work documentation e By Work Task What type of work was performed 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 84 e By Labor Who What When Where How e By Material What type cost Inventory relief could trigger reorder e By Equipment Hours Miles operated work accomplis
14. IMAGES folder which is under the applications DATA folder Steps for saving the picture in the correct folder with its name the same as the Eqp the image may be in any graphic format Steps are 1 Copy the digital picture to the Equipmnt Folder which is under the Images folder which is under the Data folder which is under the main Road and Bridge folder Main Road and Bridge folder DATA folder IMAGES folder Equipmnt folder 2 Open the Equipment record and note the Eqp this what you re name the image to Click on the View button and it will initially error out because the image is not in the correct format or has the correct name click the error OK button 3 Click File gt Open and it should be looking into the Equipmnt folder where you copied the image s of your equipment Double Click to select the first image and it will open in our Viewer 4 Click File gt Save As change the file name to the Eqp and Save As Type to TIF Click the SAVE button Essentially you copy all equipment images to the Equipmnt Folder then open each one and rename to the correct Eqp The update at the end of this month will let you read any image in any graphic format including those you save in TIF so you don t have to go through the process of converting file formats There is a Batch converter that will convert hundreds of files in a few seconds if you have many but you still have to open each image to verify and chang
15. Itd com 68 Labor Hours and Cost to budget Equipment Hours and Cost to budget Material cost to budget and contracts to 3 party vendors to budget The assimilation of this information is automatic and a project may be analyzed with a couple of mouse clicks a graph generated to represent Actual to Budget Spending with a couple more mouse clicks or the detail cost records exported to PDF HTML XLS DOC or CSV for import to other software for further analysis The Project Estimator provides a tool for estimating projects by Labor Hours amp Cost Material by units and cost Equipment by hours and cost and third party contracts After a project is estimated it then provides information on Work Force Planning requirements for the period Project is scheduled This information in conjunction with our Work Force Planning report provides a live data view of your current and future operational requirements Demo gt Menus gt Main Menu gt Project Estimator Demo gt ToolBar gt Reporting gt Projects amp Project Analysis Reports gt Estimator Report Demo gt ToolBar gt Reporting gt Cost Centers gt Personnel Work Force Planning Report Pavement Management Reference E in previous section provides a historical view of all segments that have been surveyed on a particular road or street This graphic view is enhanced by running a report that relates pavement survey results with actual operational spend
16. Maintenance Analysis spatial analysis e Roads any FY cost analysis of any asset anywhere in your operational area Demo gt Menus gt Main Manu gt Roads gt open a road gt click on any TAB for asset analysis Example Click Culvert TAB gt open record gt Maintenance History TAB gt double click record The above example enables the user to locate any asset anywhere in your county by knowing the Asset Number what Road Street it is on what the GPS coordinates what subdivision it is in the alternate name next Inspection date surface type etc This module connects all assets together under one look 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 79 Other asset tracking cost analysis maintenance planning and budget forecasting is provided by the Work Order module Recurring Work Orders Pavement Management Complaints module Budgeting Permits Contract Management and Simplified Road Management S R Mgt modules all available from the Main Menu with one button click An Overhead Applicator module enables you if desired to spread overhead costs back to Open Projects in the current Fiscal Year Demo gt Menus gt Main Manu gt Overhead Applicator Work Request Work Order System Visual R amp B IMS provides a fully integrated Work Request Work Order System that is located in three integrated modules that collect the same work metrics i e labor time and cost mate
17. Pentamation Fund Accounting system this purchase becomes a Purchase Order with the above line items Pentamation tracks the total purchase order from start through payment and preserves the total dollars that cleared the P O vendor history etc But in the Infrastructure Management System Sign Department you need the detail of the purchase posted to the individual inventory line items to increase their balances This is the functionality that Visual R amp B IMS Fund Accounting Lite provides plus it provides a check figure for that particular Purchase Order and for each individual Inventory line item that correlates with the Pentamation total cost figure for that line item Visual R amp B IMS Cost Accounting provides the inventory relief side of the entry subtracting from inventory when a sign is pulled out of inventory assembled and placed on a particular road This particular sign is automatically tracked from the point of purchase when it enters inventory when it is pulled out of inventory and when it s assembled and placed on a particular road location also by spatial location All tracking purchase adding to inventory pulling out of inventory and placing on a particular road is automatically performed by software logic The user makes entries in Fund Accounting Lite to represent the purchase and the inventory is updated automatically When the sign is later used a Cost Accounting entry is made to take the sign out
18. a menu item then press PF 1 Program Function Key 1 A GIS is very CPU and Data Bus intensive The faster your CPU the better To halt screen redraw press ESCape key you may have to wait a few seconds until the current operation reaches a stop point but you will regain control of the command menu without the operation completely going through the full redraw sequence HELP is context sensitive just highlight command and press PF 1 It s a good idea to spend some time perusing the HELP screens before running GIS HELP runs the same as WINDOWS HELP COMMAND STRUCTURE File Edit Maps Data Screen View Preferences Utilities Redraw Help FILE Load Map This loads selected map without data files Printer Setup Prints to any WINDOWS compatible printer or plotter Print Sends screen to printer Compose your picture first Exit EDIT Copy map to WINDOWS Clipboard import to ALL WINDOWS compatible applications Text drawing tools Annotation options Change colors sizes fonts etc Modify Delete Move text you ve added to the screen Turn Odometer measurement tool on or off MAPS For spatial Data analysis of demographic etc data This option requires data dBase format in proper format GIS reads standard dBase data files Spatially analyze data by Color Bar Pie PushPin CrossTab charts DATA Query Conditional Query Summary Query and Map ID Query for analyzing wire frame map or closed polygon datasets only The Browse function has
19. after we receive your specifications and planned work activity data elements and combine that with your converted data should be ready for install at St Johns County in a one to three months timeline from system startup We will also customize the outputs as needed to meet you requirements during the first year of operations Right of Way Permitting Visual R amp B IMSO has a Permitting module for documenting tracking and providing cost control and management for the Permitting process Demo gt Menus gt Main Menu gt Permits Reports are at Demo gt ToolBar gt Reporting gt Permitting The system does not print your permitting forms until and if you provide them to us for incorporation into the system The Permitting module is designed to follow the permit from inception who what when where and why to follow multiple entities Applicant Owner Engineering firm Contractor location Inspection dates and followups and a memo field to keep variable information You also have cost controls in permitting just create a Project called Permits 05 and collect all permitting activity and costs under it set up a separate budget and you have instant analysis and reporting of all activities Customer Service Call Center Visual R amp B IMS Complaints module provides this functionality Complaints can be directly logged into the system at the point of phone call or entered from your completed complaints and service
20. answers six questions in a timely and accurate manner What expenses were incurred When those expenses were incurred Where specific expenses were incurred How specific expenses were incurred Why expenses were incurred Who incurred the expenses a ee Entries made under the Cost Accounting screens Windows and Quick Entry do not flow into your budget Only entries made under the Fund Accounting Screens Inventory purchases Non Inventory purchases and Contract payments flow to your budget One way to keep this in perspective is to think of how operations sequentially occur Generally an asset or unexpired cost is purchased this invokes the Fund Accounting function At some later time minutes to months or years later the asset or unexpired cost is used put into production and the Cost Accounting function is invoked R amp B IMS Cost Accounting is the tool for managing current operations in a cost effective manner and providing quantitative assistance for accurately forecasting and budgeting future operations R amp B IMS provides you with the tools to determine if costs were incurred in an efficient and cost effective manner R amp B IMS cost accounting will provide you with An accurate cost for each job road road segment or project you worked on Cost Accounting will provide you with the actual costs for maintenance and construction which will then provide justification for future budgeting and forecasting costs We ve incur
21. any criteria you determine is useful The criteria could be By discrete project a bridge build FEMA project etc By road By road segment By roads in separate townships or parishes By roads in a Commissioners District By roads in any manner you want to collect costs 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 16 By Administration costs By any criteria and for any time period you deem useful Even though you collect costs by any criteria you are always able to run reports by date range road s employees equipment materials contractors etc etc etc Step 11 is the application of a cost layer work ticket Quarry ticket Equipment repair etc to the specific project road road segment etc that you established in the prior step 10 Once your system is set up and configured for your departmental operations most of your work will be done in the Cost Accounting Entry screen either the Windows or Quick Entry mode Costs are entered into the Cost Accounting side only IF they are incurred because of an employees work effort equipment use or material that is applied to a road or project Peruse Table Below Step 12 and 13 are cost applications to the Fund Accounting system Any cost added to your system through the Fund Accounting side effects your budget and Fund Accounting reporting The best way to decide if a cost is entered into the Fund Accounting Side is to ask yourself the qu
22. but will assist you to recover files when that is advantageous Click on the Utilities menu button on Main ToolBar gt DataBase Tools gt Rebuild Recover Files After R amp B IMS File Recovery Utility starts EXIT the main Visual Road amp Bridge program to insure that no files you are trying to recover are held open by the program i e all files you try to recover must not be accessed by any user on your network or a local program To determine which file s have a problem first click the Tag All button select all files and click on the Release button This will run through all R amp B IMS files to determine which one has a problem or is being held by the Windows operating system If any file has a problem you will normally see an error message write down the files name and proceed on with the Release step If in the Release step you found a file problem the next step will be on that particular file only First click the Untag All button to unmark all files then find the file s that caused an error message Click to the left of that particular file so a green checkmark appears This means any following operations will be performed on that particular file only Click the Fix button to fix the file This step will initiate the creation of a blank file structure TPx into which the defective files records will be audited and copied Click OK The next message may tell you there have been errors found and corrected or
23. generate work orders and add an unlimited number of line items to each work order The work order entry form is divided into two major areas the top contains global information on the work order and the bottom white window contains each detail line item Movement through the top description gray area is provided by using the TAB key The Auto Work Order Number button will provide the next incremental work order number or you may enter your work order number directly Work date automatically loads the current 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 29 date which you may override The Road Street lookup drops into your GIS Road Street database when you may select by entering the first few characters of the Road Street name The Township Precinct District button provides a lookup for specific geographic area s within your City County so costs may be automatically collected by this parameter The Job Description field and Comment memo field are for descriptions of each particular Work Order Movement through bottom line items area area is provided by using either the TAB key or ENTER key The ENTER key when in a lookup field tells system to utilize lookup windows while TAB key tells system to move to the right Shift TAB moves left without invoking lookups automatic calculations and cross reference data lookups One method to utilize lookups is to press the ENTER key to move into a lookup field
24. in a PIF file WIN 3 x or entered into a Property Sheet WIN 95 NT or OS 2 C MPW MPWRUN EXE MPVWAxxxxxxxx WPC You may distribute within your workplace these freestanding systems The systems are not for resale to other persons For maps other data analysis applications or questions please Call Configuring GIS to run on your Network There are two primary mode which you can operate the GIS in a network environment The first mode is the easiest and most network effiicient method It also guarantees that map redraws are performed at the optimum hardware software level The pros The FASTEST Due to large data structures inherent in GIS using this mode decreases network traffic to nearly zero because all files are copied to local drive The EASIEST No files to reconfigure or network performance tweaking needed The cons one user is responsible for all mapping changes and modifications One user will be designated to do all updates reconfigurations and data changes This mode does not need constant live network connections but does need a temporary network connection for copying these specific files to other network users when any changes or modifications to the data and or map vector files are made If you elect to use this mode the files that must be copied from the controlling user to all other network GIS users are if the controlling user modifies them every time the files are modified and the network user wants an
25. might be BrSmithDr 05 The reason for creating separate project for each work unit and other major projects is this enables you to use the built in tools to set up budgets dollars and hours worked for each project manage each project separately have instant on screen analysis at any time with live data access to any record charged to any project usually just one or two mouse clicks Demo gt Menus gt Main Menu gt Projects amp Analysis 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 85 An Example of Projects functionality Click on the Projects amp Analysis button on main menu The Browse provides instant information on the Budget and Actual Spending plus other relevant information for all projects Double click on any project to access the profile description of that project At the bottom of the first screen is Funds Sources and Budgeted areas in which you can set up individual budgets for each project Clicking the Detail Cost Analysis TAB provides a view of all actual costs charged to this project Double clicking on any record provides a view of the Cost Accounting record which was charged to create this cost layer to the project Clicking the Analyze Button and the Calc Variances button bottom center of analysis screen provides instant feedback on the project and how its spending relates to the budget for that project Click the Graphlt button and Bar Graph or other style to print a gra
26. more than one application then create more than one Weed Control Descriptive record and attach it to the same project To collect Weed Control costs and bill them to a property owner you utilize the same process Create a new project call it anything maybe Weed Control J L Lawson so it is easily identifiable with the property owner to be billed Accumulate the costs in the Cost Accounting module and the system accumulate summary cost information for you When you re ready to bill the cost to the property owner use the Accounts Receivable module Accounting gt Accounting Complete gt Accounts Receivable or Shift F10 The project will be listed with the lookup button when you re ready to add a detail line item to your invoice To charge tax on the line item just enter a new line item with your tax charge 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 11 SCREEN CONTROL The ToolBar is the top horizontal portion of the Main Window It consists of the menu File Edit Browse Reports Window Help which is in standard Windows format and the row of Icons which comprise the ToolBar Each Icon has a bubble help attached Open any database then put mouse cursor on top of an icon to see the bubble help Each Icon controls their respective functions in the active foreground window Function Keys apply to the active window Function Key 1 PF1 invokes context sensitive HELP for the open activ
27. next forecast period This provides for those assets that you know have to have a major expenditure over the next reporting period Demo gt ToolBar gt GASB34 gt Modified Approach gt Audit amp Maintain Spending Forecasts gt double click a record After opening an asset record double click on an asset record clicking the Spending Since Last Inspection TAB shows you the spending on this particular asset since its last inspection Demo gt ToolBar gt GASB34 gt Modified Approach gt SetUp Global Parameters for Spending Forecast gt click TAB A memo is attached to each asset to record any pertinent information in relation to this asset capital spending GASB34 compliance etc 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 63 Also from the main Browse Assets window the Global Update button enables you to set a threshold date and clicking the Current amp Previous Year Spending generate the current and previous years spending to maintain each asset Reports are available on main ToolBar Demo gt Main ToolBar gt GASB34 gt Modified Approach gt Audit amp Maintain Spending Forecasts The GASB34 Depreciation Approach enables you to depreciate those asset groups you do not run under the Modified Approach This approach requires the asset Cost Date bought into service and Service Life This module also contains a utility to calculate previous year s accumulated deprecia
28. on contracts and Project Accounting enables you to track all contracts through all phases and revision levels so you know where you are on all contracts at all times Demo gt Menus gt Main Menu gt Contract Mgt Reports Demo gt ToolBar gt Reporting gt Cost Centers gt Contractors amp Vendors Pavement Management System Visual R amp B IMS Pavement Management System is based on the Minnesota Model which is a subset of Federal DOT recommendations We have implemented it so you may use manual data collection many of our counties are using this methodology utilizing Civil Engineering students via State DOT 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink ltd com 87 grants and University co op programs because of cost call for further info on or via automated Laser equipped truck which can be quite expensive The best view is through the Roads Button in center of main menu The Browse Roads File window shows All PQI Pavement Quality Index and Last PQI the last time a segment was surveyed on a particular road The gray headers Avg PQI and Last PQI are hot so you can prioritize all your roads with one mouse click Demo gt Menus gt Main Menu gt Roads gt double click County Rte 299 gt Pavement Management button Double click on County Rte 299 At the bottom of the window left is the Pavement Mgt button Clicking it brings up a graph with columns for eac
29. permitting process from original application through inspections permit issuance and the full life of the permit Criteria for tracking this information are the application itself the people involved physical location for the permit request and inspection information and feedback We do not include the permit forms because everyone uses their own standard forms However your standard forms can be scanned added and implemented in the reporting suite Call for a price quote after we see your permits requirements 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 35 APPENDIX Technical Specifications You may use any one or all of these integrated modules and bring the other modules on line as your time permits The system is designed for your real world constraints Project and Project Analysis Module Track all department spending any way you desire Track by entire County Township Road Street Segments Bridge or any way you want to R amp B IMS is 100 flexible Cost Accounting Module Two entry modes Windows style entry screen plus DOS style Quick Entry screen Fund Accounting Module including Budgeting and Revenue Sources Track Expenditures by account code and Revenues by source and budget analysis Cost Center Module Personnel Labor costs and personnel management Inventory Inventory setup adjustments and purchase usage history Equipment Preventive Maintenance and Component Analysis Con
30. process to this point in time will take about one minute or less To collect cost records use the Cost Accounting WIN or DOS depending on the style of data entry the user prefers To enter a cost record click on Cost Accounting WIN and create a new record by pressing the PF8 function key 8 or pointing mouse at browse window while and right clicking gt Insert or clicking the large blue PLUS ICON on the Toolbar The cost record documents what work was performed by whom and how many hours what equipment was used and hours it ran and what material was used and how much A cost record automatically accumulates various cost histories and accrues information automatically in the following modular areas e Project accumulated costs to budget and instant analysis Labor equipment material and contract costs Fiscal Year analysis work performed actual costs to budget etc Work Date analysis and cost control and Work Force Planning Road or Street cost accumulations maintenance history Bridge new builds maintenance history inspections and results Culvert new installs maintenance history inspections and results Sign new installs maintenance history inspections and results Other Asset new installs maintenance history inspections and results 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 72 Work Task accumulations and analysis and Work Force Planning Township District cost accumulations and spa
31. recap Demo gt Menus gt Main Manu gt Contractors Vendors gt History TAB e Bridges Open Record Click Maintenance History TAB Demo gt Menus gt Main Manu gt Bridges gt Maintenance History TAB e Culverts Open Record Click Maintenance History TAB Demo gt Menus gt Main Manu gt Culverts gt Maintenance History TAB e Signs Open Record Click Maintenance History TAB Demo gt Menus gt Main Manu gt Signs gt Maintenance History TAB e Other Assets Open Record Click Maintenance History TAB Demo gt Menus gt Main Manu gt Other Assets gt Maintenance History TAB The above modules track each asset individually and provide instant on screen analysis or reports under Main ToolBar gt Reporting gt select report grouping for each asset The modules below provide an integrated assimilated view of each asset how it relates to other assets and their related cost layers Example a bridge is an asset but cost layers are added as maintenance occurs capital spending and or normal maintenance repairs Visual R amp B IMS automatically tracks as for instance a cost accounting entry is made the following activity based operations e Area Management Current FY analysis of overall operations costs by Zones Demo gt Menus gt Main Manu gt Area Maint gt Open a record gt Maintenance Costs Demo gt Menus gt Main Manu gt Area Maint gt View
32. related 3 party contractors cost on any asset over any time period One of many reports is the Active Project report ToolBar gt Reporting gt Projects amp Project Analysis Reports gt Active Projects which compares actuals to the forecast budget you have set for each project This information is then used to determine work scheduling workforce needs and seasonal fluctuations This one mouse click report provides summary level information as described above This information depending on when it is run can provide intra year information on all departmental activity or inter year information or year end information on all departmental activity Demo gt ToolBar gt Reporting gt Projects amp Project Analysis Reports gt Active Projects Work by task This report provides information on differing work tasks as per you classification i e cleaning culverts ditching operating grader etc of Labor and Equipment hours worked and material costs and is date sensitive so you can globally analyze all operations This information is then used to determine work scheduling workforce needs and seasonal fluctuations Other reports provide different looks at different assets i e a user can slice and dice data any way desired or write an ad hoc report with any data with the Visual Report Writer Demo gt ToolBar gt Reporting gt Projects amp Project Analysis Reports gt Task Summary Accountin
33. speed of your network and the current load it s carrying and the speed of the network node system The second mode of GIS network operation is to utilize the network for all GIS transactions This mode necessitates a live network connection whenever the remote user node is running their GIS The setup steps are all steps are from the remote users machine You must have a live network connection before taking these steps In the process of setting up each dataset the binary file s created are dynamically configured to your network 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 26 workstation environment for the fastest possible network performance From the users machine first set Preferences DOS Paths to the appropriate subdirectory and drive letter 1 Startup Visual Editor on the users machine 2 3 Click on to load MAIN_MAP VTR you will immediately notice the network Click on File Load Maps Set Drives to the network drive with your master dataset slowdown due to the size of your dataset this is normal the first mode will eliminate this network load problem You will probably want to set Edit Annotation Options and Label font and color Click on File Save Picture and overwrite MAIN WPC From this point on on this remote network node when you select menu GIS MainMap the primary dataset for your county or city will load from network server Setting up GIS Analysis Files S
34. the Work Order Use of the COPY button saves many key strokes over other methods of data entry i e you can make fifteen entries after you become familiar with the interface in under one minute To track previously closed work orders in Cost Accounting with the Cost Accounting Database window open click on the W O gray header bar at the top of the work order number column sixth column from the left and enter the Work Order number number only because it is now a closed work order The work order and all line items will immediately be available for editing etc Remember the gray header bars on top of each column are hot throughout the system i e just click on the gray column header and enter the first couple of key strokes of the item you are looking for then press ENTER to edit Recurring Work Orders This module is primarily used to create document track and analyze Labor Material and Equipment time and costs on asset work over extended periods of time vs the standard Work Order that is issued for a shorter discrete period of time Demo gt Menus gt Main Manu gt Recur WO button Recurring Work Orders Recurring Work Orders may be set up for any asset you manage by using that assets control number proper name The Recurring Work Order may run concurrently with the standard Work Order or in any manner you specify After assigning an asset number road street name bridge number culvert number
35. versions have progressed from its original 16 bit DOS roots without integrated GIS through integration of a DOS based GIS to a Windows based Lite version 16 and 32 bit with integrated GIS and finally to this Version 7 released in 2002 which runs under Windows 95 98 NT and OS 2 32 bit only and can be served data from nearly any other platform and OS that s Windows compliant Our low cost built in Geographic Information System GIS has mapping capabilities for your Bridges Culverts Signs spatial data analysis and a Visual Editor for adding new streets and roads as they come on line 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink ltd com 2 HELP ON HELP For help on using HELP click on the HELP on R amp B IMS menu then How to Use Help This will invoke Windows8 built in Help on Help Be sure to attach your own notes annotations and bookmarks in specific areas This will help you understand the program flow and integration levels You can also print hard copies of portions of the text or this entire software manual 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink ltd com COST ACCOUNTING Cost Accounting is the analytic arm of accounting Its focus is on providing Managers and Supervisors with accurate and timely information for planning and controlling operations It also provides information for accurate forecasting and budgeting of future operations Cost Accounting
36. 04 002 702 700 701 904 1204 1304 Columbia MO 65202 1562 Description Moving equipment Push material maintenance Screen material maintenance Service equipment Shop time Shoulderwork Gravel Surface repair Gravel Stockpile material Replace washed out aproaches Channel maintenance Other bridge maintenance Top maintenance gravel Mow weeds Address systems Traffic Administration of projects Mixing salt Approaches construction Bridge Inspections Clean Maintenance buildings Bridge Repairs concrete decks Bridge repairs construction Bridge repairs maint wood Bridges Engineering amp inspect Bridge repairs concrete decks Grading Crush blacktop Clerical in office Traffic control Check roads not snow amp ice Check roads for snow amp ice Check road signs Culvert construction Culvert maintenance Culvert maintenance Earth roads Culvert gravel roads Spray weeds our equipment used Wind damage Yard work at shop 800 879 0517 www compulink ltd com 55 The Maintenance Code system is based Type Cost State Code Bridge Work 01 113 Patrolling 200 204 Shoulder Ditching 300 304 Surface Material 401 404 Surface Sealing 501 504 Surface Patching 601 604 Culverts 700 704 Snow Ice Removal 800 804 Weed Brush Control 900 904 R W amp Fencing 1000 1004 Engineering amp Inspctns 1100 1104 Traffic Service 1200 1204 Other Maintenance Cost 1300 1304 on the
37. 09 Vandiver Dr 4 200 Columbia MO 65202 1562 Surface layer codes for maintenance cost file Inventory Transfer In file 800 879 0517 www compulink ltd com 38 TranOut TRO File Tasks TAS File Types TYP File Vendors VEN File Weeds2000 WEE File Xcomplaints XCO File Other Technical Parameters Inventory Transfer Out file Work tasks type of work performed master file Types of work tasks performed Vendor file for your materials suppliers Weed control data file Complaints file to record citizen complaints and followup R amp B IMS is designed and built in Clarion V5 Enterprise Edition with Data Modeler a CASE design tool The generated code is 32 bit C and C and based on both conventional and object oriented programming OOP techniques R amp B IMS is Y2K compliant R amp B IMS data structures comprise 67 databases both FoxPro for built in GIS and TopSpeed data files 1 590 Fields 132 Indexes 49 Relational Links Utilizes Referential Integrity Constraints on relational read writes R amp B IMS Database SoftVelocity Limits File Size Records per File Record Size Field Size Fields per Record Keys Indexes per File Key Size Memo fields per File Memo Field Size BLOB fields per File BLOB Size Open Data Files Table Name Concurrent Users per File R amp B IMS future enhancements Limited only by disk space 4 294 967 295 15 000 bytes 15 000 bytes 15 000 240
38. 2 Radio Repairs 202 03 Electricity 202 04 Water 202 05 Heating Fuel 202 06 Sewer 202 07 Garbage 211 01 Data Processing Costs 211 02 Office Equipment Repairs 211 03 Building Repairs 214 01 Road Equipment Repair Parts 215 01 Road Equipment Repair Labor 216 01 Road Equipment Repair Outside Service 217 01 Meals 217 02 Lodging 217 03 Transportation 217 04 Dues Subscriptions 218 01 Maintenance Work Outside Contractors 218 02 Snow Removal Outside Contractors 218 03 Public Notices 218 04 Inspections 220 01 Express Freight In 220 02 Consulting Fees 220 03 Microfilming Photostating 220 04 Office Expenses Misc 230 01 Chemicals Weed Control 230 02 Chemicals Other 300 01 Janitorial Supplies 300 02 Technical supplies 300 03 Medical kits supplies 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 50 310 01 310 02 310 03 320 01 320 02 320 03 330 01 330 02 330 03 330 04 330 05 330 06 330 07 330 08 340 01 340 02 340 03 340 04 340 05 340 06 340 07 340 08 345 01 350 01 350 02 360 01 360 02 360 03 360 04 360 05 360 06 360 07 360 08 370 01 370 02 370 03 400 01 400 02 400 03 500 01 500 02 500 03 500 04 500 05 500 06 500 07 500 08 500 09 500 10 500 11 500 12 Shop supplies Plumbing supplies Electrical supplies Shop tools Small tools Welding supplies Asphaltic material Gravel and rock Grader blades Snow fence Concr
39. 4 s primary goal with their Modified Approach is to 1 Locate identify and assign a unique Asset Number to all assets you manage 2 Put all assets on a regular inspection schedule 3 Document those inspections and their resultant rating 4 Budget for spending on those assets and also their asset group in relation to the inspection rating 5 Document your remedial action maintenance and costs to bring that particular asset back to a passing inspection rating This is a closed loop system that should not allow any asset to fall through the scheduling and follow up process Visual R amp B IMS follows these guidelines and adds other gauges so the user can implement differing methodologies on individual assets in asset groupings Visual R amp B IMS provides the Global Asset Management approach in the following manner with our GASB34 module After locating identifying and assigning a unique asset number to each asset asset groupings are defined as per your needs and your assets are identified by the grouping they belong in This is all done in our software or can be done at the time of data conversion so you do not have to key in any records The first button on the Modified Approach Capital Assets Management window is BACKUP Always backup your data it takes a second before proceeding The RESTORE button on the bottom of window enables you to restore the data the exact point it was in when you backed it up This module enab
40. 7 Tutorial General The Visual Road amp Bridge Integrated Management System Visual R amp B IMS will perform requirements of our RFQ plus other needs further down the road with few modifications Functionality described in Section2 is referenced to the enclosed Demo so you may demonstrate the functionality our software provides Only one example is given to demonstrate the overall functionality but the same functionality runs throughout our system call if you have any questions Visual R amp B IMS is designed to provide immediate on screen solutions and definitive reporting for the Who What When Where and Why questions of asset management It is designed in a closed loop fully relational architecture that enables the user to derive live definitive information on any asset at any time After initially loading or we will convert your data all assets Equipment Inventory Bridges Culverts Signs Employees Vendors etc two screens drive Visual R amp B IMS Those screens are the Cost Accounting WIN and or DOS and the Fund Accounting Uses screens This is a part of the functionality that makes our system the most intuitive in this vertical market The Cost Accounting screen documents work performed and the Fund Accounting screen documents spending on Purchase Orders etc Visual R amp B IMS has four levels of instant HELP available to the user HELP Level ONE is bubble HELP which is available by placing t
41. 800 879 0517 www compulink Itd com 71 The Complaints Module Reactive work is primarily used for recording citizen initiated complaints on any asset you maintain The Complaint module when first opened displays only those complaints that have not been solved Other TABS enable the user to view and edit complaints by Service Type by Road Street and by date hot columns also allow other lookups Input data is collected either from your existing forms or directly from the complainant and the Complaint form can be printed with one mouse click after saving the input form on Browse window click the Print key The print goes through your Choose Printer selector so you have the option to FAX the complaint to any remote locations our counties out West are very large and some have multiple shop locations Complaints are closed to an active Project so a complete accounting is accumulated of all resources used to solve the complaint Budgets may be set up for Complaint Resolution for any period of time so gauging resource uses against that budget is only one mouse click away Demo gt Menus gt Main Menu gt Complaints In Management area in center of main menu All resources utilized Labor hours and dollars Material units and dollars Equipment hours and dollars and Contract costs to 3 party contractors is documented on all work that is performed by your department both Complaints resolution and Work Orders Controlling Wor
42. Advertisement for bids 513 08Appraisers 513 09Data processing software 513 10Filing of deeds records 513 11Misc capital outlays 513 12Principal retirement 513 13Interest payments 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 52 Sample Commodity Codes 10 Grader blades 20 Bridge supplies 30 Building supplies 40 Chemicals 50 Culverts 51 Used culverts 60 Culvert bands 61 Used bands 70 Filters 80 First aid supplies 90 Fuel Fuel tanks 110 Gravel Aggregate 120 Hardware 130 Lubricant 140 Lumber 150 Office Equipment 151 Software Office supplies Parts Parts books Other equipment Posts Pumps 200 Radios 210 Shop tools 220 Signs 230 Small tools 240 Snow Fence 251 Steel beams 252 Steel Wide flange 253 Steel Channel 254 Steel Decking 255 Steel Guard Rail 256 Steel H Piling 257 Steel Plate 258 Steel Upper Lower chord 259 Steel Sheet Piling 260 Survey Equipment 270 Tires 280 Welding supplies 300 Wrenches 310 Miscellaneous 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink ltd com 53 Preventive Maintenance Codes PM codes can be any numeric that you want to use You can create a unique Preventive Maintenance code for each piece of equipment you might want to use the equipment number for the PM code This will be a lot of extra work but it will fine tune the PM for a specific piece of equipment
43. City County Clerk and or Auditor If there is a payment made by the controlling authority City County Clerk or Auditor then your Fund Accounting System should reflect it The Cost Accounting System records expenses that are incurred in performing the operations of your department An expense is the expiration of a cost a cost which has expired in order to accomplish the goal of your department Examples of these expenses are Day to day work performed by an employee on a bridge rebuild Deliver load of gravel to project incur labor equipment material expense Use Grader on a road project booked as labor and equipment expense The key concept is your Fund Accounting System should always balance with your city county clerk auditor and the Cost Accounting System should reflect the expirations of the costs incurred and paid by the spending authority There will necessarily be variances between your Financial and Cost accounting systems These are normal variances caused by PRICE and QUANTITY differentials An example should illustrate this Joe s gross check is 400 00 for a 40 hour work week Joe reported working 32 hours on various projects Joe s standard labor cost rate is 11 00 per hour The actual cost to your department is 400 00 The actual expense expired cost is 32 hours X 11 or 352 You have a variance of 400 352 or 48 which consists of AO hrs 32 hrs 8 hrs X 10 or 80 32 hrs X 1 or 32 48 00 The sol
44. Columbia MO 65202 1562 800 879 0517 www compulink Itd com 36 20 built in reports Custom reports covering nearly all reporting needs Report Writer Built in Report Writer so you can write custom reports if needed Modules that will be incorporated during 1999 ESRI8 Extension R amp B IMS will become an ESRI8 ArcView extension in early 1999 Graphics analysis Integrated graphics analysis amp pictures of Bridges Culverts System Specifications Hardware R amp B IMS and its integrated GIS will run under Windows 3 xx 16 bit version on an 80386SX Intel compatible platform with 8 MB of RAM and VGA monitor We recommend a minimum system of an 80486 66 MHZ Intel compatible platform with 16 MB memory SVGA 600X800 resolution monitor running 256 colors and Windows8 95 98 or NT operating system if you run the 3 D Topo maps they require screen setting of 16 bit High Color This software like all other systems will run better with a faster clock speed and more memory R amp B IMS Version 6 was initially developed on and is tested on 166 MHZ Intel platform with 32 MB memory under Windows 95 Our built in Geographic Information System is a starter GIS If you do not have GIS support it is a very capable starter system If you re already running another GIS then you probably will not need the built in GIS CompuLink plans to develop an extension product for ESRI ArcView which will integrate both environments in a similar manner to our built i
45. ELP Context sensitive and searchable Follows WINDOWS protocols TRANSFERRING data from CompuLinks MapPlan to other software For instant transfers of screen data from GIS to all WINDOWS aware CAD programs use the WINDOWs ClipBoard program Be sure to set the background color in MapPlan to the same color as the program you are moving the raster image Reference WINDOWs HELP file for clipboard operation To initiate a screen capture to WINDOW ClipBoard select Edit and Copy after composing the screen features layers you want This copies the screen to WINDOWs ClipBoard First set GIS screen background colors to the same as your CAD program then set GIS layers to the colors you want then PASTE the GIS screen into WINDOWs ClipBoard Transfer the bitmap to any WINDOWs compatible program Other methods of transferring data from our GIS to other programs are create a EPS file Encapsulated PostScript with our GIS You first need to setup an EPS printer driver in Windows and then print to disk Another method is to create a HP GL file with our GIS then transfer this file to your program check to see if it can read this format Another method to transfer our GIS data into your CAD format is to print via printer plotter to a piece of paper the data layers you want to transfer then digitize these layers individual into your CAD GIS native data format An inexpensive and foolproof method is to utilize the services of your CAD or GIS vendor and h
46. Labor Code Task Eqp Inv then enter the first character of for instance the Labor Code then press ENTER key and automatic lookup is invoked which brings up the closest match in your Personnel file This also loads the pay rate and General Ledger fields from you Personnel file if this information is utilized The same automatic loading is provided for the Equipment and Inventory fields You may also type in the correct Labor Code name or Task Eqp Inv and the system will load pay rate and default general ledger numbers form your personnel file To complete and SAVE each line item you must press ENTER key until the next line item is added this insures the complete line item is created and saved You may increase or decrease the width of any field and the system will remember the setting for future sessions The fields to the right past the Material Cost Calculation are filled automatically from the header information W O Date Road Street etc and or from each field lookup Labor Code fills Labor Rate and default General Ledger Account to be charged when posted to Cost Accounting To save the Work Order complete the line item you are working on and start another line item then press the SAVE button The Complete Work Order System Close Work Order enables you to close work orders and Post to the Cost Accounting Module and associated line items after auditing editing for correct usage values hours worked equi
47. Modified Approach gt Audit amp Maintain Spending gt Double click record and Freeze it C Utilizing Recurring Work Orders Another method for setting up an annual work plan is to create a Recurring Work Order for each of the specific assets for the next year day week month or any period of time you want to track in this particular Recurring Work Order Reports are available on window This method enables you to set up a Work Order for each asset set its priority level specify fiscal year track percentage of completion of your estimate track dollars spent for materials labor and equipment as well as hours worked equipment hours utilized and material units This method provides direct control over your asset forecasts and works independently of the GASB34 module Reports are located on the Browse window Demo gt Menus gt Main Manu gt Recur W O bottom center of menu gt Double click a record to edit D The Project module also enables tracking of specific projects a project can be anything for any period of time You can for instance create a project for all Bridge work for a specific type of work performed on a specific Bridge or any other combination of reporting and operations tracking you need Reports are available under the Reporting button on Main ToolBar The Project Module provides full reporting control and instant progress feedback of all operations performed under that project To set up a project a
48. Monthly Budget Annual Spending and Monthly Spending Reports are available under the Reporting button on Main ToolBar Demo gt Menus gt Dashboard gt Budget gt Individual Funds Analysis button gt Select Fund and Double click Visual R amp B IMS enables you to perform annual work plans and performance budgets in several different ways as described above Your may use one A G methodology or any combination of methodologies to develop management control of your operations Organizing and balancing resources to provide full coverage for all scheduled and un scheduled work works transparently with the above listed modules Examples for GASB34 A F follow Utilizing the GASB34 Approach Reference A amp B in previous section After an asset is classified as a GASB34 asset with its historical cost date in service and service life established the asset is ready to depreciate under GASB34 s Depreciation Approach For better asset control use GASB34 s Modified Approach As implemented in Visual R amp B IMS there are few user interventions necessary other than running reports when desired to Automatically track spending on the asset Determine prior year maintenance spending as compared to current years maintenance Forecast needed spending as per inspection criteria etc Compare forecasted spending to current year spending Schedule Inspections Maintain inspection results Demo gt Main ToolBar gt GASB34
49. OWS Clipboard for embedding into any windows aware program You may want to change the background colors before copying Preferences System Colors Map Area TEXT LINES CIRCLES SYMBOLS For attaching anything you want to the vector draw file you are currently viewing You may want to first select under Annotation Options the color 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 24 and font for the item you are attaching to your map Also check ANNOTATION OPTIONS SET ANNOTATION and make sure USE ANNOTATION ZOOM FACTOR is not checked if you want to view whatever you add from the full UN ZOOMED map drawing After attaching annotations to save the new dataset select FILE SAVE PICTURE and either give it a new name or copy over the original WPC file Remember HELP is context sensitive just highlight the command and press PF1 key The Visual Editor version runs the same as the RunTime version AND provides additional ability to save any map vector drawing with added annotations and or linked databases You may then couple the saved WPC file with the RunTime MPWRUN EXE and supporting utility files and have a free standing map or subset map of your city or county The only additional code you must supply is the runtime code that links MPWRUN EXE with the WPC file you create by saving the vector file while in the Visual Editor version The command code may be entered on the command line entered
50. Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 37 environment The files In subdirectory PROGRAM FILES R amp B_WIN DATA will change each time you edit save or change records This is the primary directory to run regular backups on As upgrades are made to the executable files in Program Files R amp B_WIN and Program Files R amp B_WIN GIS files in these directories will also change Our built in backup module is available under the File ToolBar option It creates the industry standard PkZip compressed data archives This backup is not meant to replace your normal system backup on tape or other media but is meant to be used as a supplement to your normal backup routines A backup of all TPS files can be done in a couple of minutes to two or three floppy disks depending on size of your dataset Instructions for its use are in the HELP screens for this module Files Accountg ACC File Accrecdt ACD File Accrecms ACM File Bldgperm BLD file Budgets BUD File Calendar CAL File Commodity COM File Contractors CON File Culvert CUL File Deprec DEP File Details DET File Entity ENT File Equipment EQP File Estimatd ESD File Estimatr EST File GL GL1 File Inventor INV File Labor2 Labor File General Sales and Material Receipts Journal Invoice details file Invoice master header file Building permits file Storage for your annual budget Calendar Scheduling file Comm
51. Visual Road amp Bridge Integrated Management System Users Guide CompuLink Ltd Page 2 Help on Help 3 Cost Accounting 4 Fund Accounting 6 Simplified Road Management 9 Road amp Street Maintenance Cost Analysis 10 Weed Control Module 11 Screen Control 12 Editing 13 Quick Start 15 Accounting System Decision Table 18 System Flow Chart 19 Road amp Bridge IMS Modules 20 GIS Geographic Information System 21 Work Orders Lite and Complete Modules 29 Report Writer MyReport Library Ops 32 3 D Digital Topographic Mapping 33 File Recovery Utility 33 Recurring Work Orders 34 Permitting 34 Appendix 35 Start Up Forms Sample General Ledger Account Codes Commodity Codes Layer Codes Task Codes System Security Module 56 Tutorial 57 90 Pavement Management Data Capture 91 Work Performed Labor Material Equipment 92 Using Digital Pictures 93 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink ltd com Road amp Bridge Integrated Management System The Corporation CompuLink Ltd was incorporated in the state of Missouri in 1982 From 1982 through 1993 the company designed developed implemented and maintained specialized cost and Fund Accounting systems in the for profit business sector In 1993 the company developed Version 1 of the Road amp Bridge Integrated Management System Version 1 was wholly cost accounting based This is the seventh version release of R amp B IMS since 1993 These
52. accounting will contain accounts receivable and accounts payable modules and will generate trial balance and complete fund accounting statements It also contains a built in report writer for design of custom reporting at your location 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 5 Fund Accounting Fund Accounting is the process and procedures of providing information on how much cost was incurred to accomplish department goals and objectives It is primarily focused at reporting prior operations after the fact reporting Fund Accounting does not determine if costs were incurred in an efficient and cost effective manner Entries made under the Fund Accounting screens Inventory purchases Non Inventory purchases and Contract payments flow into your budget Entries made under the Cost Accounting do not flow to your budget One way to keep this in perspective is to think of how operations sequentially occur Generally when an asset or unexpired cost is purchased this invokes the Fund Accounting function At some later time minutes to months or years later the asset or unexpired cost is used put into production At that time the Cost Accounting function is invoked The primary function of R amp B IMS Fund Accounting system is to show SOURCES of Funding and the USES of that Funding Most entries you make to the Fund Accounting System will be supplied by the City County Clerk or Auditor depending on
53. ader assigned to solve the complaint Personnel the Road Street the Problem description your can either create a work order by clicking the button save the record after completing the work order or save the record by pressing OK and when the Browse window appears press the Print button to print or FAX a copy of the complaint or service request The Complaint or Service Request is logged time and date when it was first entered logged again when it is assigned to the Crew Leader to be solved and logged again when it is resolved The action of taking a Complaint or Service Request also builds a resource file for possibly doing mass mailings etc This functionality is also built in to this module GIS 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 89 Visual R amp B IMSO is GIS enabled This is accomplished through use of DBF FoxPro 2 6 data files which are natively readable and editable by your ESRI platforms On an ESRI platform create a new theme data layer and use Bridge DBF file for instance as your Data Source You may edit this table record from the GIS interface as ESRI used DBF files natively primarily because DBF used to be the common data source for GIS data Another option if desired is to create an attribute your GIS that points to the record in for instance the Bridge file as the data source for your attribute The key in this file is the BridgeNo field This
54. ap ID Click OK and the map will redraw with bar charts Click on File Save Picture and overwrite SPATIAL WPC Set up the other data analysis WPC file using the same process and link the following VIR file DBF File WPC file created saved TOWNSHIP VTR POLSBDIV DBF MAINTENC WPC The above processes create a new binary file that dynamically optimizes your network and links the necessary files It then pulls the dataset from the specified network drive instead of 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 27 your local machine After setting up one of these and testing your network performance you may decide that the speed and ease of use of the First mode is really where you want run your network To overwrite your previous second mode changes go back to the data server main file location machine and run the COPY_A BAT file in your server subdirectory PROGRA 1 R amp B_WIN DATA Before running this batch file first determine the network location of the machine you want to update because you may need to change copy and change the file COPY_E BAT s you may need to change the drive location within batch file so the files will be sent to the correct network node The only drawback to running in the first mode is that you must remember to update your users data files so they will have the most recent data to analyze and their GIS datatsets reflect the most recent changes If you set up the b
55. atch files to be run from icons it only takes a Click on the icon to update the users data files Give us a call if you have questions 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 28 Work Order Modules Lite and Complete versions plus Shop Work Orders Road amp Bridge IMS has two Work Order Systems plus a Shop Work Order system for documenting major maintenance work on your equipment Lite Work Orders provide near instant creation of a work order because only the key line item is created all other line items are added when the work order is completed after you know the actual labor hours equipment time and materials used To utilize this system first create the work order with the crew leader key piece of equipment and key material Add a description that encompasses the other who what when and how of the work order and your done When the work has been completed use the documented information to close the work order from the Cost Accounting Module The Browse Work Order window provides a look at Open or Closed Work Orders Reports and Work Order Forms are available on buttons To add a Work Order press Function Key 8 PF8 or click the blue PLUS on ToolBar After the Work Order has been used and it the form for data entry Cost Accounting Screen the first step is to close out the work order and assign its costs to an appropriate Project To find the Open Work Order in the Cost Accounting Scree
56. attribute would be an SQL 2000 component key and would be maintained by your GIS Another option if desired is to create a SHP file which incorporates the Bridge DBF table as its data source Your GIS maintains this structure also If you use the for instance Bridge file as the data source for any of the three methods changes to the data source are reflected to the GIS automatically as a changed date on a data source makes the GIS interrogate it for what changed The data files for briges for instance will probably always be smaller than 500 000 bytes For instance the Bridge data file that ships with the demo has 355 bridges and is less than 400 000 bytes in size which means instant response Implementation and Data Conversion If we do the data conversion the implementation should take less one day If you installed the enclosed demo you can install the base system normally takes a few minutes Approximately 80 of the systems we sell never request on site training Our telephone support is exceptional in that anyone can tell us what they want to do we walk them through it on the phone once or twice and because of our intuitve interface they can do those steps on their own next time The system has four levels of built in HELP on nearly every screen The first level is Bubble HELP that is accessed by placing the mouse pointer on a button or field and waiting a second Demo gt Menus gt Main Menu gt Put
57. ave them convert the individual data printed to paper into layers into your native file format Nearly all vendors AutoCad InteGraph etc will digitize the paper print outs to their proprietary formats DWG DXF etc 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 22 The fastest method is to use the WINDOWs ClipBoard program File transfers are as easy as clicking on EDIT and COPY and then paste the bitmap image into any Windows compatible program You may also utilize your Print Screen key then Paste the screen from WINDOWs ClipBoard into your other application After the transfer you will probably want to clean up the image and add or delete annotations This transfers a bitmap image To convert the bitmap image to a vector draw file simply trace over the lines and save the file as a drawing vector file in you CAD program Be sure to set background color to the same as the program you are pasting bitmap image to EDITING YOUR CITY COUNTY DATA into existing database To draw points on your county city map that represent the exact location of a bridge or other geophysical feature first start R amp B IMS Open the Bridges Dataset Browse GIS Run Bridges You will probably see a Sample Bridge point on your map Next click on DATA and QUERY then place cross hairs on the blue dot and click the left mouse button The database record for this bridge appears This is a read only record when viewed f
58. been removed from this GIS due because of integration issues with R amp B IMS Always Zoom in to a small area before turning map labels on To halt a screen redraw press ESCape key wait a few seconds till current re draw finishes to regain control of the command menu 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 21 VIEW Select View and Select Zoom Area then with mouse put crosshairs on upper left of area you want to enlarge press and hold left mouse button and drag rubber band over area to enlarge release left mouse button when you have drawn rubber band around area you want to zoom in on Select View and Restore from Zoom to redraw the complete map PREFERENCES Change screen colors and distance options save from one session to another UTILITIES Utilities and Measure Map allows you to determine any geographic location its latitude and longitude and or measure distance from one point to any other series of points on the map REDRAW Redraws screen after you have marked up the map and want a clean start When working with the Data Editor Browser and closed polygon datasets Voter Analysis amp Expense Analysis the redraw reads changes in the data files and works interactively with GIS To halt a Redraw press ESCape Example You want to see map with only the voter precincts outlined Select Screen Layers and turn off all layers except the Political layer Then select Redraw H
59. ccounting Reports Analyze operations by General Ledger amp Funds Cost Centers Reports Select Asset group then the asset to analyze Asset Management Reports Select asset to analyze Pavement Management Select road street and analyze by survey point Cost Analysis Reports Select asset and analyze by operational criteria Your State Specific Reports Reports we write included in support contract Visual R amp B IMS Custom Reporting by your criteria specifications Preventive Maintenance Scheduling Visual R amp B IMS provides the GASB34 Modified Approach as one method to address these needs The GASB34 Modified Approach enables forecasting budgeting for all assets globally and or individual asset forecasting budgeting Click the BackUp button Demo gt Main ToolBar gt GASB34 button gt Modified Approach in GASB34 module Click on Setup Global Parameters for Spending Forecasts and select an Asset Grouping This enables globally setting your percent of historical cost forecasts for that selected asset grouping and the expected inflation factor for the forecast year Save the record press OK and Close Browse Window Click Update Spending Forecast to run a what if forecast on the assets under the Modified Approach Click Audit amp Maintain Spending Forecasts and a listing of all assets classified under the Modified Approach shows current and previous year actual spending by individual asset and or all assets since the last in
60. ce of equipment 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 31 Report Writer Myreport Library Ops The Report Library located at menu option Reporting gt MyReport Library MyReptz2 is designed for two purposes 1 so you can copy reports you run frequently into this library and make them more readily available and 2 so you can design and write your own custom reports To copy a report from another library RB_WIN TXR RB_WIN2 TXR xx_Repts TXR state specific reports etc and move it into your library requires just a few mouse clicks First start Report Writer open or pick if library has been previously opened report library and find the report you want to copy when a report is run its proper file name is displayed at top of progress thermometer After finding specific report first write down the name of library it s in and close the library Next open your library MyReport2 TXR and click on File gt Import gt Report and select the report library which contains the report you want to copy To copy all reports into your library click YES Copy Report Definitions as you can delete the ones you don t want later or click NO which copies file specs but not all the reports If you clicked YES you can delete the reports you don t want in your report library or if you clicked NO you can reopen the library that contains the report s you want to move into your report library a
61. ch gt Update Asset Spending Forecast Next click the Audit amp Maintain Asset Spending Forecasts and double click on an asset that has a spending forecast the cost basis must be entered before a spending forecast can be calculated as the calculation depends on the cost basis The forecasted dollars are based on the historical cost and the percentage forecasted spending and the forecasted percentage inflation during the year of forecast Demo gt GASB34 gt Modified Approach gt Audit amp Maintain Spending Forecast gt Double click a record Reports are available on the ToolBar gt Reports gt By Modified Approach or on the Setup Global Parameters for Spending Forecast button gt Send To button This button which is on Browse windows throughout Visual R amp B IMS and its associated modules enables the user with one or two mouse clicks to send the data in that browse window to a printer or generate a PDF Adobe Acrobat HTML web page MS Excel MS Word or CSV comma delimited file This 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 65 functionality enables the user to send the data in native file format XLS DOC PDF HTM to another user for their analysis and use in their favorite software tool The first time you use the SEND button to create a file you need to type a file name into the File field The file name should include the subdirectory struct
62. che Tow Roccy Fore Work Tasks Performed Cost Analysis by Zone with Task Breakouts 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 76 1375 2 750 4 125 5 500 6 875 8 250 9 625 11 000 Bourbon T Cedar Tow Centralia Columbia Missouri Perche To Rocky For E Grading Patching Sealing Drainage Weather Weeds 0 E Eng Insp E Traffic E Other Overall look at current Fiscal Year Operations by Labor Material and Equipment Costs A Road amp Bridge Integrated Management System Graph It oj x Close Print Options Setup Labor Material amp Equipment Expenses for Current Fiscal Year I Labor Cost Wl MaterialCost jij Equipment Cost Related Work Force Planning WFP reports are available at the main Reporting button on ToolBar Those related reports cover the primary cost components Labor Material Equipment and Contracts Those reports are under their respective sections in the drop down menu The TearOff menu enables the user to create their own custom menu This menu provides one click access to any report or module the user uses regularly To create your custom menu for example hold down the Control key on your keyboard click Reporting on main ToolBar gt Cost Analysis Reports gt Fleet Average MGP GPH When you click this last button that report is added to your custom TearOff menu Press hold Control key Demo gt ToolBar gt Reporting gt Cost Analys
63. ck Life SS Life Channel Life Estimated Life Inventy Rating Year Impimntd Project FAS Priority Hwy District Precinct FAS Route Class Last Inspected Hazards Tonnage Old Number Features intersected name of river steam etc that bridge crosses Latitude is developed in GIS Utility menu and is a positive 4 decimal i e 38 3345 Longitude is developed in GIS Utility menu and is a negative 4 decimal i e 93 2398 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com Culverts File Culvert Drainage area Road Location 1 Latitude 2 Longitude Hwy District Precinct Route Shape Diameter Length Corrugation Cover Depth Year Built Project Class R Number 1 Latitude is developed in GIS Utility menu and is a positive 4 decimal i e 38 3345 2 Longitude is developed in GIS Utility menu and is a negative 4 decimal i e 93 2398 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink ltd com 46 Signs File Sign Number Sign Type Road Street Location District Replaced Cost Installed Date Inspected Date 1 Latitude 2 Longitude 1 Latit
64. d Segment Length e The From and To points the road runs e Road Street Surface Type Subdivision Road is Located in Government Entity who owns Road Street you maintain i e City Federal Govt etc Master Planning group Current Work Planned Cart Road Average Daily Traffic ADT and date of count Road Street Classification Arterial Collector Local etc Right of Way notes 911 From and To Signage Last Inspection and Next Inspection dates and Inspection results e Unlimited memo field for collecting whatever freeform data you desire AND the real plus for all system users All of these classifications that describe your road street and or segment are dynamically linked to a complete Cost Maintenance and Inspection history of each individual asset that s located on or adjacent to that particular road street segment Demo gt Menus gt Main Menu gt Roads gt Double click on record to view classifications and other data fields Visual R amp B IMS is designed from the ground up as a fully relational system that maintains your details automatically i e one entry is used in multiple instances After initial population of your Assets two 2 screens drive the entire system the Cost Accounting screen and the Fund Accounting screen This tight integration guarantees a friendly and functional user interface because the same entry data is used in multiple locations lookups browse windows and reports Our implementation o
65. der the Reporting button on Main ToolBar Their are over 300 pre written reports plus many ad hoc reports available after running a Query and the SEND button which enables the user to create a data file in various formats Adobe Acrobat PDF Web Page HTML MS Excel XLS MS Word DOC or comma delimited CSV for importing data in to other systems Reports under the Reporting button are organized The first time you use the SEND button to create a file you need to type a file name into the File field The file name should include the subdirectory structure if you want to save the file in another folder otherwise it will save in the folder you are working in Enter a name for the report with an extension of PDF HTML XLS DOC or CSV for the format you want to save the file in then press the TAB key which enables the START button Be sure to type the correct file extension after the filename period Extension i e Report PDF if you selected an Adobe Acrobat PDF file type for instance Visual R amp B IMS reporting suites follows format of the Main Menu columnar structure Reporting button on Main Toolbar Projects amp Projects Analysis Reports Accounting Reports Cost Accounting Reports Fund Accounting Reports Budgeting Reports Accounting Reports Complete includes P O Invoicing and A R Cost Center Reports operational asset areas where perform maintenance Equipment Asset listing cost analysis Preventive Maint
66. document you are presently using Demo gt Menus gt Main Menu gt Complaints Our system can work without our Complaints module with our Complaints module or in conjunction with your existing PRIDE Customer Service Call Center To operate in conjunction with PRIDE we will have to write the linking software module s after we know how PRIDE functions and what its inputs and outputs etc are This would be an additional cost module if we have to write the linking module Our Complaints module is fully integrated with other tables and modules so for instance after taking a complaint or service call a work order can be generated with one mouse click Demo gt Menus gt Main Menu gt Complaints The opening Browse window displays only the open complaints and service calls red X To view a history of all complaints click the By Service Request Type TAB the Road Street TAB or the Data TAB for organizing the data by each criteria The column header TABs Last Name Problem Service Description Request Type Road Street Reported Date Resolved Date Work Order Number if the complaint or service request was assigned to a Work Order address and employee Assigned To are all hot Column Headers i e click on one and enter the first couple of characters you re looking for for instant access to any Complaint or Service Request After entering the Complaint or Service Request select service type to categorize the crew le
67. e automatic parsing of inputted data for validity and appropriateness of use Lookup table data entered by user configures system to your needs requirements and specifications Demo gt Menus gt Main Menu gt Cost Accounting WIN gt Double click on record gt Click Project button Separate and Full asset inventory tables Equipment Inventory Bridges Culverts Signs Other Assets Roads have capabilities beyond simple listing of those assets Most asset tables are linked to Live cost data for current and user selectable Fiscal Year Referenced by latitude longitude to GIS for spatial reference Linked to pictures of that asset Linked to reference documents as the Millennium MUTCD USDOT Bridge Coding document FEMA Rate Tables etc e Provide profile descriptive information of that asset e Linked to the GASB34 module for providing the Depreciation or Modified Approach e Maintain inspection schedules e Complete reporting suite for tracking documenting and scheduling asset maintenance Demo gt Menus gt Main Menu gt Bridges gt Double click on record gt Click Maintenance History TAB View Bridge The Roads Table links all fixed fixed spatial position assets with all other associated assets and also links each asset back to the work management function Cost Accounting and or Work Order that initiated that cost increment The single button in center of Main Menu in Managem
68. e window Function Key 7 PF7 copies field from previous entered record to current record Function Key 8 PF8 opens a new record for data entry Other Function Keys will be incorporated into future versions of R amp B IMS Other user aid To invoke Field specific Bubble Help place mouse pointer over field A quick way to back out of an open screen is to press the ESCAPE key A query button is provided on each screen or click magnifying glass Icon on ToolBar A quick search not using the Query button can be performed in any indexed field by first clicking on the index tab to select an index next click on the white data area of the window to transfer control to the data area and key in the first few characters you are searching for in that particular index field As you key in more characters the search will narrow to the item you re looking for Before searching for another item in the same index field press the up arrow on your keyboard to reset the search engine this tells R amp B IMS you will be searching for another item in the same index field You can also open nearly any database screen by entering the following Hot Keys combinations these are noted on the menus ShiftF2 Cost Accounting Accounting Lite ShiftF3 Fund Accounting Uses ShiftF4 Fund Accounting Sources i ShiftF5 Budgeting i j ShiftF7 Purchase Returns ShiftF8 Receivers Material Receipt ShiftF9 Aged Open Accounts Payable CntrlF2 Equipmen
69. e assets related to the particular road you are looking at A view such as this provides overall information on all assets distributed along a road and the scheduled inspection date s related to each individual asset To view for instance all bridges go to the Bridge button on Main Menu and click the gray Next Inspection column heading All Asset groupings Bridges Culverts Signs Other Assets and Inventory have lookup capabilities on their Browse windows as well as other functionality all built in system logic Inventory as a non fixed asset is handled differently and is covered in Section 8 3 4 Reports under each asset grouping are available to print hard copy inspection schedules and other reports with search subtotal and date range user selectable criteria Also any Browse window that has a SEND button Demo gt Main ToolBar gt Reporting gt Select Reporting category asset grouping and report desired The first time you use the SEND button to create a file you need to type a file name into the File field The file name should include the subdirectory structure if you want to save the file in another folder otherwise it will save in the folder you are working in Enter a name for the report with an extension of PDF HTML XLS DOC or CSV for the format you want to save the file in then press the TAB key which enables the START button Be sure to type the correct file extension after the filename period
70. e keyboard and click Select button and fill in whatever fields better define the work order Demo gt Menus gt Main Manu gt Work Orders The Labor button is for selecting the Crew Leader Equipment button for assigning the primary piece of equipment to be used if known at this time the priority of this work order may be set as well as by functional area i e surface ditching signage or visibility problem A brief description of the work required is a free form area for describing what needs to be accomplished After creating the work order click OK and you are returned to the Browse Window which displays only the OPEN work orders Their project name is OWO nnn Open Work Order number The work order is referenced this way until it is closed to a regular Project Name there after it is referenced by the number only Reports are available on the Browse window in an Open Work Order report format Open Work Order form format by Misc Field which lets you search both open and closed Work Orders Selected Open Work Order and Selected In Process or Closed Work Order The Work Order if closed contains the Labor Material Equipment cost and time records that were utilized to fulfill the work order After creating the work order the Project Name is in an OWO nnnn format The work order is also in the Cost Accounting table under this same naming convention To close the Work Order go to the Cost Accounting WIN button
71. e the image name to the proper Eqp 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 93
72. ed by clicking the Simplified Road Management SRM TAB Classify by Hazardous 1 etc and a description of the problem in the memo field The S R Mgt Simplified Road Management button enables the user to look at all assets your department manages throughout the county and with one mouse click find any asset that has a complaint lodged primarily by the people who work for the county versus the Complaints Module that is primarily used to lodge citizen complaints Your mouse click is applied to the TAB that contains the criteria you want instant information on i e Road Surface problems Ditching problems Signage problems Visibility Brush Control problems etc This module the Simplified Road Management S R Mgt is primarily designed to be used within the Public Works Department to track problems on ALL managed assets The Complaints modules is primarily designed to be used for Citizen Complaints Demo gt Menus gt Main Manu gt S R Mgt Simplified Road Management Work Order Module A Work Order can be initiated in two ways i e from the Complaints Module with one mouse click or in the convention manner as a standard Work Order To create a work order click on the Work Orders button on Main Menu point at the white area of the Browse Work Orders Window and Right Click mouse gt Insert Click the Auto W O button and select Next Sequential button enter a work date click Rd St button and enter an S from th
73. ed to make those applications work under your ArcView platform is in a DBF FoxPro 2 6 file that is natively readable as a direct data source to ArcView and all other GIS platforms We use FoxPro only because it is a natively readable no conversion necessary data source for GIS applications You may if desired create other attributes and or a Shape SHP file from this data source The key is that our data is directly readable and usable under any GIS platform Demo gt ToolBar gt GIS Run GIS Main Map for overall county view GIS with Bridges Point file with latitude longitude of asset location GIS with Culverts Point file with latitude longitude of asset location GIS with Signs point file with latitude longitude of asset location Spatial Data Analysis Controlled by user data GIS gt Spatial Data Maintenance Analysis As described above Spatial related maintenance Utilities Utilities cross county maintained assets Weed Control Document weed control spray areas Visual Editor Software tool to reconfigure GIS views GASB34 Assets Point file with latitude longitude of asset location Our City County Your County City dataset included with demo 3 D Topos engines Dataset not available with demo but you can can get an idea of data with TopoQuads Demo Other general costing reports are available under the Reporting button on Toolbar These reports are organized in the same manner as the functional areas Projects Cost Fund a
74. eetFile Browse window double click on the County Rte 299 record and select the Pavement Mgt button This graph view represents all the segments that have been surveyed on this road or segment and graphically go back in time looking at the 2 25E bars as you look back into the graph Placing the mouse cursor on that group of bars brings up a bubble help with the numeric values of each of those surveys The Green number in the bottom center of graph screen is an average PQI over all surveys performed on this road or segment of road Demo gt Menus gt Main Manu gt Roads gt Double click on the County Rte 299 record Clicking the PM Manual opens in Adobe Acrobat the manual for our Pavement Management module based on the Minnesota DOT Pavement Distress model a derivative of FHWA DOT We implemented the module to run either automated or in manual data collection mode Data capture documents are included in the Visual R amp B IMS User Manual Several of our client counties are getting their Pavement Surveys done during the summer utilizing Civil Engineering students on cooperative programs with their State DOT and Universities A program like this will insure uniform pavement surveys with little out of pocket cost to the county Reports are available under the Reporting button on Main ToolBar Demo gt Menus gt Main Manu gt Pavement amp Non Pavement Mgt gt PM Manual button The Fund Accounting module includes Budgetin
75. enance Materials Inventory Material usage Personnel Employee listings Payroll Reports Benefits Lite Reporting Multiple Pay Rates Contractors and Vendors Reports Bridges Reports Culverts Reports Signs Reports Other Assets Reports Quarry Reconciliation Reports saves hundreds of work hours each year Weed Control Reports Shop Work Order Reports Fleet Management Permitting Reports Configuration and SetUps Reports Asset Management Reports Pavement Management Reports Cost Analysis Reports State Specific Reports addresses state required reporting requirements MyReport Library for all your locally written reports Report Writer Visual Report Writer for writing specific reports to your specs Note Double underlined words in rest of our RFQ response reference that particular functional area of your RFQ 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 60 Asset Inventory Visual R amp B IMS maintains all assets in separate tables i e Equipment Inventory Bridges Signs Culverts Other Assets as well as Employees Vendors and Fleet Management and once classified all assets you want are included in the GASB34 module which enables both GASB34 functions i e the Depreciation Approach and or Modified Approach Demo gt Menus gt Main Menu gt Cost Centers Group and GASB34 module User definable fields are used throughout the system for defining lookup tables and these provid
76. enance module which utilizes GIS as the analysis engine Double click edit and existing township record After assigning the proper name of the political district commissioners district etc and entering the mileage for each type of road surface the link to our built in GIS or your GIS is selected The Maintenance Cost TAB provides cost data the last time this screen was updated To total any costs that have been added since the last update click the Update button check the totals for validity and click the Update Master Maintenance Record button to update all accumulated costs Next click the OK button to save record with the updated costs On the Browse Maintenance window click the View Maintenance Analysis button for a spatial view of your maintenance costs Your may print the GIS graphic copy it to Windows clipboard and past into a word processing document or send a copy to another user etc The spatial analysis can be implemented in any GIS the data source is our PolySbDiv file which is a DBF file that is natively readable no conversion necessary by ESRI ArcView and all other GIS platforms Demo gt Menus gt Main Menu gt Area Maintenance center of main menu Other spatially and point related cost data available for analysis utilizing GIS is accessed at the GIS button on main toolbar All applications available natively in Visual R amp B IMS are also available on under your GIS platform The data you ne
77. ent section pulls together all spatially related assets under one view Assets may be viewed separately in their table Bridges etc but the Roads button provides a single point of entry Our design philosophy is based on the premise that all assets have a related spatial address i e a Road or Street or adjacent to a road street location as well as the spatial latitude longitude reference After selecting a particular road user definable road and or segment of a road an additional mouse clicks drills down to for instance the Bridge table listing all bridges that are located on this road or road segment an additional mouse double click selects a particular bridge and one more mouse click shows the cost maintenance and inspection history for that particular bridge A double click on a cost record in the Maintenance History browse window brings up the Cost Accounting record for that particular cost increment This relationship is just one example of how Visual Road amp Bridge Integrated Management System relates data to reality Demo gt Menus gt Main Menu gt Bridges gt Double click on record gt Click Maintenance History TAB View Bridge Asset Inventory modules are linked with our GASB34 module so you may import whatever asset records you desire into the GASB34 module for further analysis under the GASB34 rules for Depreciation and or Modified Approach or we will set up the initial GASB34 assets at the sa
78. erence between Costs and Expenses Costs are the amounts paid for the acquisition of goods and services Expenses are expired costs costs incurred in carrying out the goal s of your department Unexpired Costs prepaid expenses are costs that you incur but have not expired yet Liabilities are incurred when you acquire assets and pay for them at a later date Assets are acquired resources used to carry out the goal s of your department Example When a months rent is paid in advance this is an Unexpired Cost that will expire over the next 30 days The date the check was written is the date the Cost is created As the days go by the Cost becomes re categorized as an expense Example When the County City Clerk writes paychecks a labor Cost is created The paychecks retire the Liability and create an Expense for the period which the payroll covers Example When tires are purchased for a vehicle a Liability is incurred When the check is written to pay for the tires a Cost is incurred When the tires are put into your inventory you have acquired an Asset When you put the tires on a vehicle an Expense has occurred 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 8 Simplified Road Management SRM The SRM module is a derivative of the Cost Accounting Module It uses similar tools and interfaces to assist you in answering questions such as When did we last work on this road street Use Query to see a ful
79. erial 1 seal 561 Light type surfacing 631 Misc costs Subsidiary grading shoulders curb gutter etc 651 Other surfacing 641 Single Bituminous Surface Prime Seal Asphalt for seal 521 Single Bituminous Surface Prime Seal Asphalt for prime 511 Single Bituminous Surface Prime Seal Cover material 531 Single Bituminous Surface Prime Seal Asphalt for seal 521 Soil Cement 621 Subgrade Modification 591 Tasks Work Descriptions Kansas Reporting Model 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com These codes are used to report the type of maintenance work performed on streets or roads You may change the Local Code and or Description code but do not change the State code as it is hard coded to the Kansas report unless you want to modify the report to recognize the new code The State code drive the Maintenance Spatial Data Analysis GIS map You may change the Local Code to a meaningful code for your city county data input but the State Code is the data linkage for GIS data analysis Local Code 038 045 053 054 055 064 070 075 104 105 108 111 114 ADD ADM AIC APR B BLDG BRCN BRDC BRDM BRENG BRWD BURC CBT CLER CONS CR CRI CRS CVBC CVBM CVEM CVGM WCS WIND YD 409 Vandiver Dr 4 200 State Code 1304 401 401 1304 250 301 401 401 104 105 108 201 904 1204 250 804 001 107 1304 102 002 103 107 103 001 611 250 004 1304 804 12
80. ery on browse windows these tools enable you to subset data by whatever criteria you desire then print a report with that subsetted data Our Visual Report Writer may be used to design any type report from any data in the system To create a simple report start our Visual Report Writer 1 Click File 2 Click Pick 3 Click Select which opens the highlighted report library 4 Click NEW button 5 Click Add File 6 Select whatever table is highlighted 7 Click NEXT button and select a couple of filelds by clicking the gt button 8 Select ORDER BY to put data in order you want it to print 9 Click NEXT button 10 Click Finish you ve written a report on whatever data was selected 11 Test report click the magnifying glass ICON on right side of ToolBar 12 To print report click Printer ICON to EXIT report viewer click RED X 13 To close Visual Report Writer click File gt EXIT Demo gt ToolBar gt Reporting gt Report Writer The entire process of writing a simple report can take less than one minute after you become familiar with the Report Writer s interface Reports in your library the MyReport Library for locally written reports can be accessed from the main menu gt My Report Library The report you just wrote may have been in another library depending on the library that was highlighted in step 3 There are currently over 300 pre written reports that cover the entire relational data framework are usuall
81. ery to select record s Next 3 controls move to NEXT record s The Plus or PF8 Key adds a record The Pyramid edits highlighted record The Minus deletes highlighted record The Quote or PF7 key copies a field from previously viewed record to current record Context sensitive HELP is always available by pressing PF 1 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 14 QUICK START This section is broken into two parts First an overall discussion of how the accounting system works and Secondly a step by step menu for system startup Overview The Fund Accounting System records costs that are made by the County City Clerk on behalf of operating expenses incurred by your department A cost is the actual outlay of cash checks to purchase assets and pay business expenses Therefore the Fund Accounting System should always be in balance with the control account general ledger managed by the City County Clerk or Auditor The Fund Accounting System will reflect all expenditures that are made on behalf of your department for usual operations Some examples of these expenditures are Record weekly monthly Payroll Expenses for your department Payment for fuel directly put into a vehicles fuel tank not inventoried Payment for fuel that is entered into your fuel inventory The key point to keep in mind is that your Fund Accounting System should balance with the controlling account s maintained by the
82. es units and dollars and ending balances Other reports reflect inventory re orders determined by re order level s and quantity to order for each inventory item Demo gt ToolBar gt Reporting gt Cost Center Reports gt Materials Purchases Usages Personnel reports provide management and control of labor hours worked They range from general Personnel listings pay rate s Payroll vouchers and reports to Benefit Hours Lite earned and used reports Demo gt ToolBar gt Reporting gt Cost Center Reports gt Personnel A separate Benefits Hours module provides management and control of employee hours worked earned and used benefit hours vacation Medical Sick Comp Time Holiday Other and setup utility to configure all parameters to your departmental needs Demo gt Main Menu gt Under Cost Centers gt Benefits Our Work Force Planning report provides a breakout of overtime hours worked also on what Project the skills a new hire should possess and a recommendation as to hiring Demo gt ToolBar gt Reporting gt Cost Centers gt Personnel gt Work Force Planning Scheduling Work as Preventive and or Reactive involves two modules Those modules are the Complaints Module reactive and the Work Order Pre Planned module These two modules work in conjunction as a Citizen Complaint may stay as a Complaint throughout its life cycle Complaint gt Issued to an employee gt Corrective Actions g
83. estion AAm I reporting a new departmental cost that was paid by the City County Clerk or Auditor and if so was the cost a material purchase or other payroll fuel bill bill for tires etc The Fund Accounting System is used ONLY to enter costs that were incurred and generally paid for by City or County government to reach the goals of your department i e maintain and or build assets for your city or county 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com Accounting System Decision Table Examples Which entry should be used Entry Type Cost Fund Accounting Accounting _Non Material and Contractor Payments Material Purchase Record a monthly departmental payroll Be sure to cers correct A C and hours worked Record material used on bridge project material is from your inventory Record material used on a bridge project Yes eee is furnished by the contractor Record engine rebuild by your department parts out of your inventory and labor costs 1 Record equipment parts purchased not Yes entered into inventory and immediately used Record equipment parts that are purchased Yes added to your inventory and used later Record monthly payment to quarry for Road Yes Salt that is put into your on hand inventory Record monthly payment to quarry for Rock Yes hauled directly from quarry to your job sites Record loads of rock as they are delivered to Yes a job site road street etc Record fuel pu
84. ete Culverts Steel material Lumber Equipment fuel Equipment grease amp oil Equipment tires Antifreeze Miscellaneous parts Battery acid amp brake fluid Filters Batteries Road equipment rental Erosion control Other equipment costs Signs Sign posts Guard rails amp posts Guide posts Signals Pavement markings Highway lighting Flares flags and barriers Other hardware Tire chains Cable Land rental Building rental Land easements buildings cars pickups trucks Industrial tractors Dozers Loaders Motor graders Snow moving equipment Street sweepers Asphalt equipment Radio equipment 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 51 505 01 Engineering amp technical eqp 505 02 Office equipment 505 03 Spraying equipment 505 04 Saws 505 05Fuel tanks 505 06Compressors welders 505 07Road drag equipment 505 08Stoves 505 09Well equipment 505 10Power amp parts washers 505 11Spray tanks weed control 505 12 Snowplows 505 13Power posthole diggers 505 14Sump pumps 512 01 Armor coating 512 02 Grading 512 03 Storm sewers 512 04 Curb amp gutter 512 05 Bituminous surfacing 512 06 Concrete surfacing 512 07 Structures pipes amp box culverts 512 08 Sidewalks 512 09 Traffic service 512 10 Street services 512 11 Bridges 513 01Legal 513 02Engineering 513 03Architectural 513 04Surveyor 513 05Engineer testing 513 06Consultant management 513 07
85. f the relational model frees users from errors which can be induced by multiple entries of the same information in multiple modules Visual R amp B IMS Fund Accounting Lite system is built to synchronize with the County Pentamation Fund Accounting and Payroll System The County Fund accounting system maintains for instance Purchase Orders at the total level i e total of all line items on a particular Purchase Order while our system maintains the line items of each Purchase Order This enables the user to instantly tract all purchases and usages of material items Demo gt Menus gt Main Menu gt Fund Accounting Uses gt inventory Purchases and add new record by pressing the F8 Function key or clicking the large blue plus on the ToolBar or right clicking mouse and selecting insert Our system contains over 50 hot keys documented in HELP PF1 key Most tasks can be done using different key sequences only the mouse only the keyboard or a combination of both this increases user flexibility as some users favor the mouse while others favor the keyboard or combinations of these tools An example of a Purchase Order transaction could consist of 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 62 e A requisition for these materials is cut for instance on e 12 W1 1L Left Turn Signs e 24 R1 1 Stop Signs e 6 W2 24 T Symbols e 100 12 posts e 100 assembly components From your
86. f menu enables a user to customize our application to the way they work They create a custom menu for their own use each user can create their own menu system simply by holding down the CONTROL button and clicking on any Windows Drop Down menu option Demo gt Hold down the CONTROL key and click on any Windows Drop down menu selection Example Hold down CONTROL key and click on Reporting gt Permitting gt Permit Types Add more buttons OR point mouse at any button on the Tear Off menu gt Right click gt Delete button SECURITY The System Administrator can tune security levels in two ways This provides nearly unlimited flexibility is controlling who accesses what who can update delete add records to what module etc 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 59 The Set User Security button enables you to set up your users under unique log in names and passwords and their privilege level Press the PF1 key for information about levels Demo gt Utilities gt Configure System Security gt Set User Security gt Double click a users record The Change Module Level Security button enables you to tune individual modules to different privilege levels which then permits you to tune the entire security system to your unique needs Demo gt Utilities gt Configure System Security gt Change Module Level Security gt Double click a record REPORTING Reports are available un
87. following code sequences Task Code Bridge amp Approach 111 FDE FDG ETC 064 ETC 045 053 070 075 ETC SPB SMBM ETC PUMC SCMC SMGC ETC CVBM CVEM ETC AIC CRI ETC 114 ETC RWEA RWGR ETC ENBI ENCN ENEA ETC ADM CRS GTC ETC 038 043 054 ETC The rightmost digit reflects the type of road surface 0 4 0 is Earthen surface 1 is Gravel 2 is Bituminous 3 is Concrete and 4 is Miscellaneous or other type of surface An example of the code construction Culvert work on a dirt road would be a 700 code Culvert work on a grave road would be a 701 code Snow and Ice Removal on a bituminous road would be an 802 code Snow and Ice Removal on a concrete surface road would be an 803 code In order for the Maintenance Spatial Data analysis to work properly you must use the State Codes but you can use whatever is a meaningful local task code Bridge Specific Codes Deck Repair Concrete decks Deck Repair Wooden decks Structural Repair other than decks Painting amp other minor repairs Replacing washed out approaches Channel Maintenance Traffic Service R W amp Fencing Engineering amp Inspections Other Bridge Maintenance Costs 409 Vandiver Dr 4 200 Columbia MO 65202 102 113 102 103 112 113 104 105 114 115 107 108 1562 800 879 0517 www compulink Itd com 56 System Security Module The System Security Module enables you to set up individual user read write add and delete privilege wi
88. for operating any piece of equipment for any time period You can also run a component analysis for instance track the cumulative useful life and costs for various grader blades on various graders A built in Preventive Maintenance module provides instant analysis on each piece of equipment Equipment usage entries are made in the Cost Accounting Screen CONTRACTS Contractor costs and performance is automatically accumulated so you will Know both current and historically the status of all contracts Contract entries are made through the Fund Accounting Non Inventory screen R amp B IMS Cost Accounting is designed to keep you current on all operations of your department the cost and spending patterns cost accumulations and performance factors It is the analytical arm of your computer system Generally the only way a Cost Accounting entry is initiated is by the expiration of a cost an operating expense to accomplish the goal s of your department Generally the only time you should make a Fund Accounting entry is when you receive documentation of a cost that has benefited your department These costs will normally be evidenced when they are paid by the City County Clerk Auditor This should insure that your Fund Accounting system stays in balance with the City County Clerk Auditors system R amp B IMS will provide a complete Fund Accounting System by mid year 1999 This system will include conform to the standards of double entry
89. frastructure asset databases GASB 34 Built in training slide show Optional Report Writer for custom reporting at your location Instant Project Actual Costs to Budget analysis module Overhead applicator for allocating overhead costs to active projects Geographic Information System Module Main Map of your County or City Map with Bridges Map with Culverts Map with Signs Map for Spatial Data Analysis Map with Road Street Maintenance Costs Analysis Map with underground utilities locations Visual Editor for adding new roads streets etc 3 D Topographic maps of your city or county are available Executive Information System EIS for instant data analysis DOS style menu system for access standard WIN drop down menus Year End Wizards to save you thousands of key strokes CONOARWDN 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 20 GIS For high end GIS functionality we encourage you to move to ESRI s Arc Info and ArcView products Our integrated MapPlan GIS implementation has limited functionality but the data you collect to make it run bridge culvert and signs information is also directly usable in other high end GIS Arc Info ArcView products have unlimited functionality We have datasets for your city or county immediately available or can implement custom County City Wide GIS to your specific needs Operating Tips Context sensitive HELP is always available First highlight
90. g Reports Demo gt ToolBar gt Reporting gt Accounting gt Cost Fund Budget and Accounting Complete Cost accounting reports look at Labor Material Equipment and Contractors cost that are applied in maintaining your assets These reports reflect work applied to maintain your assets Fund Accounting reports look at Purchased items inventory and non inventory that are purchased to provide the necessary labor material and contract payments to maintain your 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 70 assets These reports represent the money spent to maintain your assets These reports provide the line item budget and actual spending with percentage of to reflect where the department is in respect to their budget for each General Ledger line item Cost Center Reports Demo gt ToolBar gt Reporting gt Cost Center Reports Equipment Reports provide analysis of spending to maintain the asset run times and analysis of runtimes to the standard cost per hour or mile Variances from actual cost to standard cost are used to change the standard cost whenever the user desires Demo gt ToolBar gt Reporting gt Cost Center Reports gt Equipment Reports Materials Reports provide material units and dollars consumed over various user selected date ranges roads streets and Townships Inventory reports reflect beginning inventory balances purchases units and dollars usag
91. g which enables you to set up your General Ledger line items track 3 years budgets previous current and next years do live lookups on each General Ledger Line Item and track Budget Amendments The budget module works in conjunction with Fund Accounting and tracks every dollar spent against its General Ledger number Reports are available under the Reporting button on Main ToolBar 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 67 The Fund Accounting module is Multi Fund so you can track spending on any General Ledger item against its related Fund Reports are available under the Reporting button on Main ToolBar Demo gt Menus gt Main Manu gt Fund Accounting Lite section gt Budget button and Sources button Instant on screen Budget vs Spending for all Fund accounts is available by clicking Menus gt Dashboard gt Budget and click the Calc Variance Analysis button The opening screen provides a summarized view of all your Fund Accounts by Annual Budget Monthly Budget Reports are available under the Reporting button on Main ToolBar Demo gt Menus gt Dashboard Manu gt Budget button gt Calc Variance Analysis button Instant on screen Budget vs Spending for all individual Fund accounts is available by clicking Menus gt Dashboard gt Budget and click the Calc Variance Analysis button The opening screen provides a summarized view of all your Fund Accounts by Annual Budget
92. ged with R amp B IMS Browse GIS Streets Roads File Because the data compiled in our data files has come from many sources you may have renamed you streets roads for 911 or there are erroneous map labels you may want to change a street name The easiest way to modify map labels is to print a hard copy of the map with the labels layer ACTIVE and MAP LABELS turned ON Next use R amp B IMS Browse GIS Streets Roads File to change the road street names or change the layer they print in VISUAL EDITOR Data files with DBF extension are standard dBase files and may be edited with any dBase capable data engine there are dozens of them Under the FILE COMMAND LOAD PICTURE Loads the vector draw file layers file config file database file and compiles links them via commands in the XXXXXXXX WPC file SAVE PICTURE Saves the above files in a XXXXXXXX WPC file This then becomes custom developed fileset LOAD MAP Loads just the XXXXXXXX VTR vector line draw file and the database DBF file with the same name LOAD DATABASE Loads an additional data file and links it to the vector draw file An example is the EXPENSE WPC file which links Township vtr Township dbf Township lyr Township cfg files plus the data analysis file TOWN _ANL DBF This file contains the spending data that is spatially analyzed in the EXPENSE WPC dataset Under the EDIT command COPY Anything that s drawn on the screen is copied directly to the WIND
93. gs up the Browse Road Maintenance window which subsets all record to the particular area this record represents The costs will be subtotaled into the twelve cost areas To audit a particular cost record before summarizing into the area record highlight the record and click the Triangle on ToolBar or double click on the record This will display the actual cost record that was entered for this cost layer You may make any corrections at this time and they will instantly be reflected in your database s and in the summary screen s 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 10 Weed Control Module To operate the weed control module you must decide how you want to utilize the detail it generates If you want to collect weed control costs for the entire city county for one year then you would create one project under which all costs labor material equipment and outside contracts are accumulated under If you want to collect Weed Control costs individually for each Township in your county you would create one project for each Township s Weed control Costs These projects are created under the Menu selection Browse Data gt Projects and Project Analysis create a new project PF8 Once the project is created it then becomes available in the Project Lookup Window that attaches the Weed Control Location Ambient Conditions and memo information for the specific application If the Weed Control project has
94. h segment that has been surveyed and the composite PQI for that segment survey The graph as you look back shows previous in time PQI s for all segments that have been surveyed on County Rte 299 or any other user selectable road street that have surveyed segments Color Coding Green represents a PQI over 2 5 Orange is a PQI rating from 1 5 to 2 5 and Red is a PQI of less than 1 5 Pavement rating is based on a 0 a disaster to 5 excellent scale Rating elements are Bituminous Pavement Transverse Cracking Cracking Joint Deterioration Multiple Cracking Alligator Cracking Ravelling Weathering Patching and PSR Present Serviceability Rating Concrete Pavement Transverse Joint Spalling Faulted Joints Cracked Panels Broken Panels Faulted Panels Overlaid and Patched Panels D Cracking Longitudinal Joint Spalling and PSR Continuously Reinforced Concrete Pavement Patch Deterioration Localized Distress D Cracking Transverse Cracking and PSR The technical manual is accessed by clicking the PM Manual button A complete explanation of each rating criteria its picture and related data is available in Adobe Reader format and can be printed to hard copy or searched for key words etc A data collection instrument for manual data collection is included in the R amp B IMS manual Demo gt ToolBar gt HELP button to the right of GASB34 button gt R amp B IMS Manual Data may be entered in the window you are looki
95. he mouse cursor on most buttons and fields HELP on that specific button or field will display in approximately one second Level TWO is available by click the F1 HELP key on your keypad This HELP is context sensitive i e it refers to whatever screen is on top or has focus This HELP goes into the functionality of that particular window Level THREE is accessed by click the Help button to the right of the GASB34 button on the Visual R amp B IMS Toolbar and then selecting the How Do Option This HELP screen covers specific areas and functions of the system essentially answering the question of How do l Level FOUR is accessed by clicking the Help button to the right of the GASB34 button on main ToolBar This accesses the full R amp B IMS Software Uses Guide in Adobe Acrobat which can be printed or use Acrobat s search FIND tool field glasses to find key words etc The Users Guide also contains forms for different tasks which can be printed and copied Our users have developed forms for their local use and these would be available also The Maroon HELP PF1 button drops you in to the top level of HELP listing the functional areas of the system and also tracking our Updates and Enhancements USER INTERFACE Visual R amp B IMS provides over 50 shortcut keys which are all documented in HELP The primary interface control keys are located on the ToolBar with bubble Help as ICONS When any window is acce
96. hed standard cost e By Contract Progress payments and cost layers to project etc e By Asset Group as GASB34 asset groupings e By individual Asset cost history planning inspections etc Analysis of the above hierarchy as related to Work Management and Tracking Overall Public Works Budget Our Fund Accounting module is designed for multi fund tracking on screen analysis and a complete reporting suite Budgeting Main Menu gt Budget is based on multiple funds sources Main Menu gt Sources button and is the overall management and control tool Demo gt Menus gt Main Menu gt Sources Demo gt Menus gt Main Menu gt Budgeting Demo gt Menus gt Main Menu gt Fund Accounting Uses The Sources module Main Menu gt Sources is the set up point for the various Funds which enable your department operations The Budget module allows for three years live budgeting prior current and future year and has a Budget Amendment module integrated for tracking budget amendments authorization and reasons for amendment The Fund Accounting module Main Menu gt Fund Accounting Uses button documents all item purchased both inventory and non inventory payrolls and all spending normally documented by Purchase Orders Requisitions or other control documents Drill Downs into specific General Ledger Accounts showing current live data is available by clicking the Budget button gt Select account number
97. how your government entity is organized These entries are made to synchronize actual out of pocket expenditures made by the City County Clerk Auditor to run your department These entries become control accounts that the Cost Accounting accumulations are compared with The Fund Accounting System records costs that are made by the County City Clerk to retire operating expenses incurred by your department A cost is the actual outlay of cash to purchase assets pay business expenses and retire vendor claims for their products which you have purchased Therefore the Fund Accounting System should always be in balance with the control account general ledger maintained by the City County Clerk and or Auditor The Fund Accounting System reflects expenditures that are made on behalf of your department for usual operations Examples of these expenditures are Record weekly monthly Payroll Expenses for your department Payment for fuel directly put into a vehicles fuel tank non inventory Payment for fuel that is entered into your fuel inventory The key point to keep in mind is that your Fund Accounting System should balance with the controlling account s maintained by the City County Clerk and or Auditor If there is a payment made by the controlling authority City County Clerk or Auditor then your Fund Accounting System should reflect it The easiest way to maintain this balance is to enter the gross payment amount made by your city coun
98. ia MO 65202 1562 800 879 0517 www compulink Itd com 48 Surface Types Suface Type Types of road surface i e earth gravel bituminous concrete other etc Tasks Work Descriptions Local Code State Code Description Standard Cost Standard Hrs Annual Var Accounting Defaults Purchase Order Starting Number Invoice Starting Number Shop Work Order Starting Number Accounts GL Receivable A C Number Revenue GL Account Number Inventory GL Account Number Accounts Payable GL Number Shipping Expense GL Number Invoicing Terms i e net 30 days 30 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com Sample Account Setups You should use your local city county chart of accounts This sample chart is included as an example Sample General Ledger Chart of Accounts 103 01 Administration Salaries 103 02 Engineering Salaries 103 03 Maintenance Salaries amp Wages 103 04 Construction Salaries amp Wages 103 05 Clerical Salaries amp Wages 103 06 Custodial 103 07 Construction Part time 108 01 Workman s Compensation 108 02 Group Insurance 108 03 Life Insurance 108 04 Dental Insurance 108 05 Retirement Old Age Survivors Disability 115 01 Unemployment Contributions 201 01 Postal Services 202 01 Telephone Services 202 0
99. ic record highlight it and double click left mouse button or click the pyramid on ToolBar The Query button enables you to subset record and find any record by any criteria The Update Shop Work Order form is a two part screen The first section is to describe the equipment that is being worked on safety inspection memo mileage meter reading and date service is started and completed Shop work order charges default to the project in the upper left corner of the screen which can be set by changing it at Browse Data gt Configurations and Setups gt Entity Fiscal Year Accounting Defaults gt Department Info Accounting Setups The second section is the white window which is used to detail each line item that is charged to this piece of equipment while it is being serviced To add a new record press PF8 or click the Plus icon on Toolbar and enter information for the line item When the line item is saved OK it relieves the inventory item that is used When you enter the Date Service Completed the Close Work Order button appears which allows you to close the Work Order and post all other costs labor and or Outside overhausl etc to the master record After Closing the Work Order it cannot be reposted changed Before Closing the Work Order you should set the Work Order completion date and click the Safety Updates Memo and PM Date Meter Resets TAB if you want to roll forward the Preventive Maintenance Date s Meter s on this pie
100. in the project You want to bill the city each month for the work labor equipment and material in that particular month The QUERY tool enables you to subset the work done in the previous month for billing 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 86 User definable fields are used in the system The user creates whatever keywords project names asset names etc they want to use You can budget track plan and forecast work planned and performed by work unit by creating a project for each work unit This enables complete tracking managing and reporting of the Project Material and Parts Inventory Control Visual R amp B IMS Inventory module is a multi location perpetual Inventory control system The Multi location basis allows the user if desired to keep the same inventory item with same inventory number at more than one location and account for the items as discrete inventory items i e you can keep the same air filter for example at two shop location both using the same inventory number but different location numbers This reflects real world operations Perpetual means that once the line items and beginning inventory are set up the user normally does not maintenance the inventory items are added to you inventory by the Fund Accounting module and decremented from inventory by the Cost Accounting module Our inventory provides a full history click on the Inventory button on main menu
101. ing over a period of time Prioritized by Survey results reports can be run Demo gt Reporting gt Pavement Management Reports Fund Accounting Reference F in previous section provides for budgeting and control of all spending in each fund your department utilizes Instant on screen analysis of each fund or all in total provide monthly and annual analysis of your spending Demo gt Menus gt ToolBar gt Budget gt Calc Variance Analysis button Visual R amp B IMS s Complaints Management module enables you to document disseminate to appropriate employees manage costs on and maintain comprehensive records of all complaints from citizens on any asset you maintain When the Complaints Window opens any records in the window are marked by a Red X which means they are open complaints that need to be solved They remain open until the necessary work is performed and they are signed off as completed Demo gt Menus gt Main Menu gt Complaints gt Double click on a record A Complaint and information collected to help you manage your assets would look like Action Resultant information generated Citizen initiates a complaint Record of complaint is entered previous history of complainant is checked history of road street is checked Complaint is issued Date amp time of complaint is logged Print complaint issue to person Date amp Time assigned out is logged responsible to work on it A mouse click also ge
102. is Reports gt Fleet Average MPG PGH 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 77 Spatial Data Analysis by Work Task by Public Works Zone MapPlan for Windows Runtime File Edit Maps Data Screen View Preferences Utilities Redraw Help C RB_IMS DATA TOWNSHIP VTR x ES MAINTPATRL ENGINSPECT SNOWICE a SURFACTMTL EA OTHERMAINT OTHERMAINT RWFENCING CHEE x 10519 Centralia Maintenance Cost Ana The above graph utilizes our data files in conjunction with any GIS ArcView GeoMedia AutoMap ThinkMap MapInfo etc This particular data file is a DBF FoxPro 2 6 data file which is directly usable by your ESRI GIS platform There is no need to convert because the DBF file is natively readable by all GIS platforms DBF files may be directly attributed or converted to an SHP file if desired In ArcView for instance create a new data layer theme utilize the Maint DBF file in our DATA folder as the Data Source for the layer It can be done with five or six mouse clicks We also other FoxPro files for direct communication with GIS Those files are Bridge Culvert Sign PolSbDiv and RdStGASB Planning and tracking work as covered in the above section involves the integration of Labor Material Equipment and Contracts activities Labor activities and their tracking modules provide the Who What When Where
103. k and Tracking Resources is a direct product of all modules This analysis converges at multiple points in the system for instant analysis and reporting at a micro and macro level One example would be a Project for building a new bridge for instance Modules in the order they can be used and their information collection and control points are 1 Create a new project in the project table Demo gt Menus gt Main Menu gt Projects amp Analysis gt create a record F8 Alt Insert or PLUS 2 Use Project Estimator to develop cost and management control for the project Demo gt Menus gt Main Menu gt Projects Estimator gt create a record F8 Alt insert or PLUS Estimate Labor hrs cost Material cost Equipment hrs cost and contract costs This estimate is the cost and budget basis for the project Demo gt Main Menu gt Projects amp Analysis gt open project you created gt Estimator button 3 After inserting your project forecast you need to fill out the Funds Sources line just above the Budgeted line the Estimator filled in Funds Sources are describe the entities that will provide funding County City State Federal Other for this project The total dollar amount of Funds Sources should equal the total dollar amount of your project cost forecast at this point 4 At this point you re ready to start collecting work and cost data on the project Other than developing the initial Cost Estimate the
104. l Year graph Breakdown of Work Tasks cost directly equates to hours worked for each Zone Spatial breakdown of work tasks by Zone GIS spatial data analysis Projects forecast use built in Estimator labor material equipment and WFP report Analysis of overtime worked and skills utilized for future work force planning report Work by task discrete tasks performed and average cost per task report Demo gt Menus gt Main Manu gt WFP Work Force Planning For Pavement Management Budgeting and work planning the Roads button on main menu provides a view of all pavement surveys on one screen by clicking the View All Roads Streets button This view provides a look at the last segment surveyed on each road or street While viewing you can drill down for a better view of specific roads streets by putting the mouse cursor on a blank area of the survey screen and right clicking gt select Zoom In To determine what road or street a particular graph bar represents put the mouse cursor on that bar Reports are available under the Reporting button on Main ToolBar Demo gt Menus gt Main Manu gt Roads gt View all Roads Streets Green graph bars represent a PQI Pavement Quality Index of 2 5 to 4 Orange bars represent a rating of 1 5 to 2 5 and Red bars represent a rating below 1 5 The higher the rating number 01 to 4 the better the pavement quality To look at a particular road or street from the main RoadStr
105. l work history of this road street What work was done Who worked this road street What material was used What is the surface type of this road street What is the road width What is the road surface depth What are the ranked safety conditions for this road street By Surface By Ditching By Signage condition functionality By Visibility are signs curves etc obstructed with brush etc After you find the specific road work record highlight it you can either double click the mouse press the ENTER key or click on the ToolBar Triangle icon to see the actual work record that was entered when the work record was entered 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com Road Street Maintenance Cost Analysis Clicking on Browse Data Area Maintenance Costs will bring up the Browse window for Political or other subdivision of your city or county The Browse window lists all areas of your jurisdiction allows you to run Spatial Data Analysis by area select costs for analysis under the GIS function menu Maps type of map and the cost fields you want to analyze You can also interrogate data in file by clicking on the Query button Double click or highlight a record and click the Triangle Edit record on Toolbar to enter or change miles in this area Clicking on the Maintenance Cost Tab will enable you to update all maintenance costs that pertain to this area into its record Clicking Update brin
106. les you to what if forecasts with your grouped asset data so you can fine tune your spending forecasts Demo gt GASB34 gt Browse gt Add Change Delete Asset Groups gt Double click record gt Click Summary TAB gt Double click on a record to view or change its information After setting up your Asset Groupings by Class Network Subsystem don t blame the writer as this is GASB34 language you re then ready to begin using the Modified Approach to forecast spending manage inspections and results scheduling and documenting your spending on each asset nearly all this is automatic in our system Next in the GASB34 module select Modified Approach and click Setup Global Parameters for Spending Forecast Select an asset grouping and enter a percent the flag is added spending of historical cost you think will be necessary to maintain the asset in functional order during the next year Also enter the forecasted inflation rate expected during the next year This provides the parameters for a Global forecast for spending needed to maintain this asset grouping Demo gt GASB34 gt Modified Approach gt Setup Global Parameters for Forecast gt Double click record After setting parameters for each of your Asset Groupings you re ready to click the Update Asset Spending Forecast button which recalcs the forecast on all records that have a historic cost base entered Demo gt GASB34 gt Modified Approa
107. ll you need is the name which can be any 30 character alphanumeric the shorter and more descriptive the better Depending on the Project scope and type of project you many want to provide more information which can be added at a later date whenever available Yes our software is designed for the real world where not all information is available at the beginning of a project You may set up a budget including labor material equipment and contract costs plus the number of labor hours and equipment hours you forecast for completion of the project Demo gt Menus gt Main Manu gt Projects amp Analysis gt Double click a record to edit 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 66 Our Project Estimator assists in establishing the cost basis of your forecast runs similar to a spreadsheet and also provides the estimation of labor hours equipment hours and material units Your Estimate once completed can be added to the project with a mouse click You may revise the estimate at any time and re establish the forecasted cost basis for your project with a mouse click Reports are available under the Reporting button on Main ToolBar Demo gt Menus gt Main Manu gt Project Estimator The Work Force Planning WFP module provides instant analysis of live data on e Road Street Surfaces by Type and mileage graph e Hours Worked Regular and Overtime for any Fisca
108. me time we do your data conversion You need determine your grouping nomenclature as per GASB34 guidelines i e Class Network and SubSystem Visual R amp B IMS also have a depreciation module linked directly to the Equipment Assets table for depreciation calculations on equipment This module works independently of the GASB34 module as 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 61 some of our county s don t run the GASB34 module in their department i e they furnish a list of their maintained assets to the County Clerk and Auditor who fulfill the GASB34 requirements Our system works both ways and also lets you run certain asset groupings as depreciable assets and others under the Modified Approach all concurrently Visual R amp B IMS is capable of handling all infrastructure type of Roads and segments Streets Bridges Culverts Signs and Other Assets as well as other associated information because the system tables are populated with the information you enter to classify those assets in any manner you work with them An example of classification of a Road or Street segment can be seen when looking at a record in that table A Road for instance can be classified by e The Road or Street Proper Name and an Alternate Name e Maintenance Facility Grader Operator etc responsible to maintain it e Commissioner s District the Road is located in e Township the Road is in e Roa
109. ment not including current year Current Year depreciation charge on this equipment Set up equipment with current meter readings configure PM codes and parameters Setup if you want analyze usage for grader blades filters tires tracks etc 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 41 Inventory Materials File 1 Inventory 2 Location 3 Commodity Description 4 Measure Usual Vendor 5 AIC 6 Std Cost 7 Reorder Lvl 8 Reordr Quan Inventory number can be either both alpha and numeric Use location number s if you inventory is located in more than one location Numbers below 1000 are your inventory locations Number between 1000 and 2000 are for purchases that do not go through your inventory i e quarry rock picked up a t quarry and directly delivered to road etc Commoodity code for grouping similar inventory items Normal measurement quart pound ton each etc for this item If you utilize the General Ledger this entry will automatically charge this items use to A C Standard Cost is what you want to charge for this item when used reset it every year Reorder level will set trigger to print this line item on reorder report you control when Reorder quantity will trigger this quantity on a reorder you have control how much 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www comp
110. mouse pointer on the Area Maintenance button The second level of built in HELP is Function Key 1 PF1 which brings up context sensitive HELP on the screen that has Focus Demo gt Menus gt Main Menu gt Cost Accounting WIN The third level of built in HELP is the How dol screen This HELP screen shows the steps necessary to perform certain operations in Visual R amp B IMS Demo gt ToolBar gt Help button top right gt How do gt Select any option The fourth level of built in HELP is the software manual s which are in Adobe Reader format so you may use their search engine and or print a page or the whole manual Demo gt ToolBar gt Help button top right gt R amp B IMS manual Demo gt ToolBar gt Help button top right gt Report Wrier manual The basic question is where do you want the data engine and data to reside The ideal location for our system is on a departmental server located in the Public Works Department This could keep the network traffic out of your network segments and your main data stores 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 90 Pavement Management Segment Survey Data Road Street Segment ID Circle one Design OR Segment Start End Date Mile Change Width Surveyed Dor M Information Bituminous Pavement Rating Transverse Longitudinal Joint Cracking Cracking
111. n enter OWO WorkOrder Open Work Order at the Cost Accounting Browse Window The work order will immediately be found in browse window The next step is to edit this record and change any items employee and or hours worked equipment and or hours miles material and quantity and assign it from an OWO Open Work Order to a specific Project that you want to collect the costs under this also closes the Open Work Order and attributes its costs to a specific Project Next save the record If other persons equipment materials were utilized as written on returned work order then COPY this original record and change any item which is different employee and or hours equipment and or miles hours materials and units to reflect the line on returned work order Utilize the COPY and edit routine for each additional line item on the work order This will save you many key strokes and will also allow all continuing information on a specific work order to flow to all lines of the work order From the one line work order created you add all other line items after the work has been completed and the labor hours equipment hours and material quantities are known values The Complete Work Order System Create Work Order enables you to create work orders with line items describing labor equipment and material that is planned to be used to complete it There is no limit to the number of line items on a work order Create Work Orders enables you to
112. n GIS but with more functionality Any Windows compatible printer will work If you have a color printer the same screen colors on reports will be printed to your hard copy reports The directory file storage structure by default is Program Files R amp B_WIN Road amp Bridge IMS executable files approx 10 MB Program Files R amp B_WIN DATA Road amp Bridge IMS data increases as your save data Program Files R amp B_WIN GIS Built in GIS approximately 3 MB R amp B IMS does not modify or install any system DLL files in any other directories on your hard disk If you elect to Un Install use Windowss8 Start Settings Control Panel routine WIN 95 98 NT This will remove all files and registry changes and restore your system to its pre R amp B IMS state Backups We recommend backups be made on a regular schedule and that at minimum each month you store one backup tape disk s to another location for security fire or other reasons Tape backups are your best option because you can backup your entire hard disk automatically and unattended DVD disks new to the market will also store large datasets sot they are a potential option WIN 95 98 NT8 makes many small and incremental changes to hundreds of files every time you run it The only way to restore the operating system is to restore all of these files to there most recent state otherwise you will have to rebuild the whole system to reflect your current working 409
113. name for the report with an extension of PDF HTML XLS DOC or CSV for the format you want to save the file in then press the TAB key which enables the START button Be sure to type the correct file extension after the filename period Extension i e Report PDF if you selected an Adobe Acrobat PDF file type for instance Browse windows when first opened are HOT KEYED This means that when a Browse window is first opened to find any record simply enter a character or two from the keyboard and the first occurrence of that spelling will immediately be found Entering more characters will find more precise records If you key in a character or two then want to look for another record first click the UP ARROW on your keyboard to reset the search engine then key in anything else you are looking for Also on all Browse windows the header for each column is a hot key If for instance in the Cost Accounting WIN Browse you want to find a particular Road or Street simply click on the header for that column Road Street and enter a couple of characters that the Road Street name starts with Demo gt Menus gt Main Menu gt Cost Accounting WIN button Visual R amp B IMS User Interface enables the user to have instant access to all information anywhere in the system normally with a mouse click or two Reports are also available with a mouse click or two via our fourth interactive menu the Tear Off menu The Tear Of
114. nd Complete Accounting Cost Centers Asset Management Cost Analysis Reports etc The 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 75 Tear Off menu holding down the Control Key while selecting a report may be used to create your custom working menu Monthly Quarterly Annual or any time period workload distribution balancing is available by running our Work Force Planning WFP reports and or the graphs located at the WFP button on main menu The Work Force Planning WFP module provides instant analysis of live data on Road Street Surfaces by Type and mileage graph Hours Worked Regular and Overtime for any Fiscal Year graph breakdown of Work Task cost which directly equates to hours worked for each Zone Spatial breakdown of work tasks by Zone GIS spatial data analysis Projects forecast using built in Estimator labor material equipment and WFP report Analysis of overtime worked and skills utilized for future work force planning report Work by task discrete tasks performed and average cost per task report Demo gt Menus gt Main Manu gt WFP Work Force Planning Examples of Work Force Planning Graphs for Management decisions Cyclical labor requirements 2004 Fiscal Year Hours Worked Hours Worked Jul Aug Reg Hrs COT Hrs a a a ao gt 2 D g Bourbon To Cedar Town Centralia Columbia T Missouri T Per
115. nd copy paste them using the the Report gt Copy Paste functions Other ways to move reports into your library are simply go to the report library that contains report you want copy it to clipboard Report gt Copy close library reopen MyReport2 TXR library and paste it If report runs then all report specs are available in MyReport2 library so you do not need to go through the import Specs process 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 32 3 D Digital Topographic Mapping Optional The Road amp Bridge Integrated Management System utilizes DeLorme Digital Topos and XMap Engine with export module You may purchase the software direct from DeLorme www delorme com or integrated with R amp B IMS This software provides you with a digital digital elevation model DEM of your city or county With the XMap engine you can manipulate the DEM calculate acreage print detail maps determine road profiles hills and valleys etc and visually determine for instance if a culvert is of the correct size etc This option may be added at any time after purchasing R amp B IMS File Recovery Utility The File Recovery Utility will enable you to recover a file or multiple files if you have a disk fault defective network card or other normally hardware associated problem that causes an unreadable data file The recovery utility is not designed to replace normal regular backups of your data
116. nerates a work order or click Print button to print highlighted complaint Employee assesses complaint and takes corrective action s Employee s report what was done Work records report hours worked material to solve complaint or possibly used and equipment time which adds a cost Initiates a new Project layer on whatever asset is worked on Information generated on a Complaint as it flows through Visual R amp B IMS would include e Complaint Who Feedback on complaint status i e phone call when complaint closed e Complaint What Complaints when viewed from a macro perspective provide a picture picture of the overall functionality status and serviceability of the particular assets i e if a particular asset sustains many complaints a decision on the viability of that asset should be made 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 69 e Complaint When When was it reported assigned to an employee and solved e Complaint Where What event caused the complaint to be filed related to storm etc e Complaint Why Was the complaint in relation to other events is the person who filed the complaint a notorious complainer If so you have the previous history of complaints to respond at the time complaint is filed not a few days or weeks later A record of complaint s by a citizen on a specific asset is also sometimes related to other assets that are in spatial proximi
117. ng at Demo gt Menus gt Main Menu gt Roads gt double click County Rte 299 gt Pavement Management button or for data a lot of date entry records use the Pavement Mgt button on Main Menu this window runs with less overhead as it does not generat a graph with each entry An alternative look at ALL of your roads streets that have been surveyed by the last survey value will provide a quick overview of all road streets with one data point accessed i e the last point surveyed That view is accessed Demo gt Menus gt Main Menu gt Roads gt View All Roads Streets Budgeting Financial Reporting We will develop and implement with drill downs and roll ups as per your specific needs a module that will incorporate your inputs and outputs At present Visual R amp B IMS does not contain this functionality in the manner of your request The new module will utilize our existing Fund Cost and Project Accounting data Work Force Planning GASB34 and Assets tables but will provide a comprehensive look the the actuals collected from these tables and the planned as per your work activity guidelines Our system currently collect displays provides drill downs and roll ups for this data but your implementation includes the additional unknown by the vendor at this time planned data inputs 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 88 This module
118. no errors were found Click Yes to start recovery The utility will tell you how many records are recoverd The Pack button will throw out all records that have been deleted during your previous sessions It also confirms the integrity of all files it is run on The Build button rebuilds all Keys on all files It also deletes all dBase file indexes primarily used for communicating to the GIS these files will be built the first time you re open that particular file automatically 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 33 Recurring Work Orders The Recurring Work Orders module enables you to if desired set up particular operations for instance hauling 1 000 yards of material to a particular Road or set of Roads over an extended period days to years in order to fulfill a pre determined set of parameters The best example is in the Spring of each year you might drive your roads and estimate how many tons yards etc of gravel need to be hauled to bring each road segment back to an optimal maintenance level This might run for many months If you set up each Road Street Segment as a separate record and set up the estimated material labor and equipment use then you are able to track progress on it as work is completed during the year 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 34 Permitting The Permits module enables you to track and document the
119. o represent this particular sign A complete sign number could look like this S CR322 E 1 2 The users is in full control of the naming conventions for their assets but a meaningful asset number will benefit everyone for all time We provide the technical assistance as part of our overall software maintenance agreement copy attached The asset numbering sequence is what controls the linearity sequence of records in a browse window reporting etc Demo gt Menus gt Main Menu gt Signs gt Double click on a sign or add a new one F8 or Blue PLUS or Right Click Our imaging module is linked into all asset tables and each Asset Record has a button on it to select a picture of that asset with one button click The asset number relates a particular asset picture or pictures to that asset The data folder structure for images is Data Folder Images Bridges Culverts Other Projects etc Equipment Noxious Weed Visual Reference Library for Weed Control Module Signs Demo gt rete Main Menu gt Bridges gt Double click on a Bridge gt Click View Bridge button for picture you may also add as many pictures of each bridge as desired Maintenance Management System Visual R amp B IMS provides different ways to develop annual work plans and budgets A F A Utilizing the GASB34 Modified Approach Global Asset Management 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 64 GASB3
120. odity codes for you inventory system Contractors for R amp B operations Culvert information linked to built in GIS Depreciation calculation file Detail labor material equipment and contractors costs Information on your department and current Fiscal Year Information on your equipment Project estimator details file Project estimator master header file General Ledger File Starting inventory and standard cost data Personnel file and standard cost data Main_Map MAI fileDataset for your city or county built in GIS OpCost files Phases PHA file PMCodes2 PMC File Projects PRO File Graphic Charting analysis Phase file to record work phases Equipment Preventive Maintenance master file Information on your projects roads segments etc Purchdet PUD FilePurchase Details File Purchord PUR File Retrdetl RTR File Returnor RET File Reports REP File Revenues REV File Security SEC File Shopdetl SHP File ShopMstr SHM File Signs SIG File Purchase Order Master header file Return materials detail file Return materials master header file Report header file to set subtotals for budget reporting Sources and amounts of revenues for your operations Module level security settings Shop work order details file Shop work order master header file Sign information linked to built in GIS SurfType SUT File Surface type codes for maintenance cost file SurfLayr SUL File TraniIn TRA File 4
121. of inventory log hours worked which can also flow automatically to a payroll hours worked report by the individual s doing the work log run time on the vehicle s used and other associated costs with the sign being placed on a particular road location The transaction above adds a cost layer to that particular sign that is located on a particular road decreases the inventory level and moves that particular inventory closer to a flagged level for re ordering that particular type of sign all automatic and transparent to the user Visual R amp B IMS supports the use of assets for CIP Budgeting and Planning as each asset maintains automatically its own cost and maintenance history inspection history inspection dates and results of those inspections This is correlated with the Costs which have been incurred since the last inspection The GASB34 module plays a part at this point as the Modified Approach methodology provides this functionality also In the GASB34 module utilizing the Modified Approach you may set up global parameters for Spending Forecast and extrapolating from the historical cost of each asset plus factoring in the inflation rate expected for the forecast year Demo gt Main Toolbar gt GASB34 gt Modified Approach gt SetUp Global Parameters for Spending Forecast You may also Freeze any individual asset so it won t be recalculated and enter a dollar amount for forecasted spending for the
122. on Main Menu and click When the browse window opens enter OWO from your keyboard remember the left most column on all browse windows are key sensitive hot when first opened If you want a specific open work order number then enter it from the keyboard as example OWO 87 and it will be immediately found To edit press the ENTER key or 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 81 double click mouse or point mouse at record and right click and select change or click the BLUE pyramid Our system provides several ways to perform most tasks this means Each person may use their way to navigate everyone has the best or preferred way to navigate the screen this may be confusing at first as most software only allows one way to perform tasks but after you become familiar with the way you want to work it makes for a very friendly and efficient user interface The Copy button on the Cost Accounting Browse window enables you make multiple record entries with one mouse click when recording work performed on a work order The Copy button saves you many keystrokes After closing the first work record of a work order and saving it OK Button the record is highlighted in the browse window Click COPY button to copy an exact likeness of the previously saved record and change whatever field s need to change to document the entry Continue using the COPY button as needed to close
123. ory Other Assets Click Maintenance History TAB for maintenance history Weed Control Click Costs TAB for Cost History of each Weed Control Project Shop WO Fleet Management Each browse record represents a complete shop ticket Fund Accounting Budget General Ledger Open a General Ledger and click on the Actuals TAB 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 73 Visual R amp B IMS s built in automatic tracking provide instant management tools analysis and asset information as you drill down through the data On Screen Comparison of Planned to Actual Operations is as described in the previous section usually only a couple of mouse clicks away primarily due to the built in automatic logic and the overall software architecture provided by Visual R amp B IMS The other advantage is that two screens normally drive the entire system after the initial assets are set up or we can convert your data so initial setup is not required Reports are available that compare actual labor hours worked and cost actual material units and cost actual equipment run time and cost and actual contractor progress payments all with your budgeted amounts for these cost elements Variance analysis reports are primarily in the Project Reports suite Demo gt ToolBar gt Reporting gt Projects amp Project Analysis Reports Ad hoc reporting is accomplished by using the Query Wizard or Alt Qu
124. owse Configuration Entity amp Fiscal Year Enter one record under Menu selection Browse Cost Centers Personnel Enter one record under Menu selection Browse Cost Centers Equipment Enter one record under Menu selection Browse Cost Centers Inventory Setup Enter one record under Menu selection Browse Cost Centers Contractors Enter one record under Menu Selection Browse Cost Centers Vendors Enter one record under Menu Selection Browse Cost Centers Bridges Enter one record under Menu Selection Browse Cost Centers Culverts Enter one record under Menu Selection Browse Cost Centers Signs 10 Enter one record under Menu Selection Browse Projects amp Project Analysis 11 Enter one record under Menu Selection Browse Accounting Cost Accounting 12 Enter one record under Menu Selection Browse Accounting Fund Accounting 13 Enter one record under Menu Selection Browse Accounting Fin Accntg Materials Se Se oh When you do steps 1 9 you re entering base information for discrete elements that describe your departmental operations Once these discrete elements specific Fiscal Year an employee a piece of equipment an inventory item a contractor a vendor a bridge a culvert and a sign they do not have to be entered again just update as their profile changes Step 10 enables the system to start collecting costs on specific discrete elements employees material equipment contracts You can elect to collect costs by
125. ph of the Budget to Actual of this project Labor Material Equipment and Contracts Complete analysis with just a few mouse clicks Close the Graph windows and close screens The easiest way is to press ESCape key back to the maroon Detail Cost Analysis TABbed window If anyone wants to further analyze the actual costs charged to this project they can click the SEND button and either send the data to a printer or send data in another software format to someone who for instance wants to analyze the data in EXCEL or other format At minimum a project can be started with just the Project Name with other information added later as it becomes available Other Analysis By Work Order Demo gt Main Menu gt Work Orders and ToolBar gt Reporting gt Projects amp Cost Analysis Reports By Work Task Demo gt Menus gt Main Menu gt Work Force Planning By Labor Demo gt Menus gt Main Menu gt Work Force Planning By Material Demo gt ToolBar gt Reporting gt Cost Center Reports gt Materials Purchases amp Usages By Equipment Demo gt Menus gt Main Menu gt Cost Center Reports gt Equipment Reports By Contract Demo gt Menus gt Main Menu gt Contract Mgt and Reports gt Contractors amp Vendors By Asset Group Demo gt ToolBar gt GASB34 gt Modified Approach and Reporting By individual Asset Demo gt Menus gt Cost Centers group and Reporting gt Cost Centers
126. pment hours miles operated and or material units First enter the Work Order number from completed Work Order sheet and press the TAB key Next select the Project Name lookup as a completed Work Order must be posted to an existing Project To set up a project use the Projects amp Analysis window This enables an existing project that might run for several years or only for a week to accumulate costs of all Work Orders that when Posted to Cost Accounting are assigned to a particular Project This would enable the system to automatically accumulate for instance all work that has been performed for a City for the entire year and still account for it on a Work Order basis To close a particular line item or all line items TAB through the Project Name field into the line items area The work order and all Open line items will show in lower portion of screen 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 30 If there is a change on number of hours worked etc TAB to that field on specific line or click the field with mouse and change the item Then press ENTER or move to next line item that you want to edit with the up down arrows on keypad or click in next line item so system will recalculate totals The reports include The Equipment Maintenance Shop Work Order Browse window lets you see all Shop Work Orders by Work Order Number Date work is completed and Equipment number To edit a specif
127. rchase from fuel supplier and Yes delivered to your fuel storage tanks 1 If materials example equipment parts are purchased but not entered into your inventory there is no history captured or generated It is a good idea to always run equipment parts through your inventory so you can develop an accurate cost for equipment operations Normally a Fund Accounting entry is initiated when payment of a bill an operating cost by the City County Clerk and or Auditor If the payment is for material then it should be entered in the Material Purchase side of your Fund Accounting System A Cost Accounting entry is normally initiated when a cost expires becomes an operating expense in accomplishing the goal s of your department Normally the only time you should make a Fund Accounting entry is when you receive documentation that a cost has been incurred These costs will normally be evidenced when they are paid by the City County Clerk Auditor 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 18 SYSTEM FLOW CHART Cost Accounting Detail Costs Labor Personne Management System Perpetual Inventory amp Commodity Codes Preventive Maintenance System R amp B IMS is designed as a fully integrated accounting system for your Road amp Bridge Public Works Street and Highway Department The unique design enables you to start and run any module independent of the other modules This means you can s
128. red 439 225 to maintain this road this year and we can hard surface it for 559 000 therefore it would be cost effective to hard surface it next year and we now have the documentation to prove it An automatic accounting of what each person produced for your city or county R amp B IMS will accumulate and produce labor reporting to show where each employee worked and automatically generate a variance of total actual labor costs paid and total actual labor costs accounted for Justification for your PERSONNEL do you need to increase your work force Employee work hours entries are made in the Cost Accounting Screen MATERIAL costs are accumulated for each road bridge etc project You can track material cost accumulation down to the road street road street segment culvert bridge sign etc R amp B IMS will track all material costs for the lifetime of the road 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink ltd com 4 street road street segment culvert bridge sign etc and will let you run a report for any time period You re always in control of material costs The perpetual inventory system will keep you on up to date on inventory levels Material usage entries are made in the Cost Accounting Screen Justification for your EQUIPMENT the actual costs of fuel maintenance labor parts and subcontracted repairs are accumulated on each piece of equipment You can print a report showing all costs
129. request by clicking the OK button Complaint prints to screen click printer ICON to send to your printer OR you may create a Work Order by clicking the Work Order button on the bottom of the Changing a Complaint or Service Request screen This dual functionality enables the user to create a Complaint or Service Request and keep it out of the Work Order module OR by simply clicking the Create Work Order button they can create a Work Order Either way the same documentation is collected i e labor hours and cost material and cost equipment time and cost Data is automatically collected and assimilated to reporting as the data is collected Simplified Road Management S R Mgt Module This module tracts all assets for any maintenance issues that are generally initiated by County Employees An example One of your dump truck drivers sees a problem developing such as brush obscuring a STOP sign on a Local road as he is delivering a load of gravel on a Collector road His immediate reaction could be calling on the 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink ltd com 80 radio to note this condition or he might report the incident at the end of the day Either way click the S R Mgt button OR when entering a Cost Accounting Record Cost Accounting WIN button on Main Menu you can enter the information by clicking the Simplified Road Management amp Memo SRM TAB The information to be enter
130. rial and cost equipment time and cost A functional example follows Complaints Module If work is initiated by a citizen complaint the documentation may start as a logged complaint to documents the who what when how and why The Complaint may remain a Complaint through the full cycle Complaint Issued to a crew for followup Returns to Cost Accounting as a document for data entry to document Labor time and cost Material used and cost and Equipment time and cost and close the complaint The Complaint may become a work order after it is logged in as a citizen complaint You can convert a complaint into a work order with one mouse click Either method creates the same documentation i e how many complaints how log it took to solve the complaint how much labor time and cost material and cost equipment time and cost and any third party contractor costs To step through process in the demo go to Main Menu and select Complaints button in center of menu The Browse window initially lists Open Complaints Demo gt Menus gt Main Manu gt Complaints Double click an open complaint to see what information is collected at time Complaint is made You may save the work order at this point and print it as a work request by clicking OK and on the Browse window clicking the PRINT button The Choose Printer selector lets you choose your FAX if you want to FAX the complaint to a remote location or you can print the complaint
131. rials CntrlF4 Personnel CntrlF5 Vendors Contractors Customers File CntrlF7 Bridges CntriF8 Culverts CntrlF9 Signs CntrlF10 Weed Control CntrlF11 Complaints CntrlF12 Simplified Road Management You can combine hotkey combinations to instantly move to entry screens etc Example to enter a new cost accounting record from the main R amp B IMS window Shift F2 F8 A quick search not using the Query button can be performed in any indexed field by first clicking on the index tab to select an index next click on the white data area of the window to transfer focus to the data area and key in the first few characters you are searching for in that particular index field As you key in more characters the search will narrow to the item you re looking for Before searching for another item in the same index field press the up arrow on your keyboard to reset the search engine this tells R amp B IMS you will be searching for another item in the same index field The ToolBar contains icons that are always visible at the top of the R amp B IMS window If the 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 13 ToolBar icons are grayed out they are not active on the window that is currently active in the foreground The ToolBar consists of moving from left side the following controls that are operational when lighted blue First 3 controls move to PRIORr record s Magnifying glass brings up the Qu
132. rom the GIS To quit viewing this record click on OK To edit delete modify add data to any bridge culvert or sign record click on open the respective database in R amp B IMS Another and much easier way when you are originally populating the bridge database is to first pull all your bridge data together First get the hardcopy State Bridge Data information on all bridges so you can reference the bridge number location etc If this data is available in electronic format nearly all states can provide you with bridge data on disk call your State Highway Department for info CompuLink can convert it into your Bridge Data File Call us for info Next start up your the built in GIS Browse GIS Main Map Once your map is on screen click on MapPlans menu selection Utilities and Measure Map Then move the crosshairs to the location of the first bridge and click the left mouse button The Longitude and Latitude of this location will be recorded in the Measurements box Now click on the R amp B IMS menu selection Browse Cost Centers Bridges File Next enter the bridge information and the Longitude and Latitude exactly as shown the Measurements pop up for the respective bridge Save the record and close the Bridges File and MapPlan GIS Now restart your GIS Browse GIS GIS with Bridges The GIS dataset and the Bridge File is read by the GIS as it starts It will display a Blue Dot at the Bridge location you have just entered
133. spection date Double click on a record to edit and the Spending since last Inspection TAB provide a recap of all work performed on this specific assets along with the accumulated costs The Freeze button enables you to set a specific Forecasted Spending for a specific asset then freeeze that forecast so it won t be re calculated i e if a specific culvert is known to need replacement then that asset can have entered a real estimated spending forecast and then freeze it so it will not be re calculated by the global parameters Reporting By Modified Approach is accessed under the Reporting button on GASB34 ToolBar Also enabled on the browse windows are query buttons hot column headers for finding anything anyway and the Send button to export data in various formats PDF HTML XLS DOC and or CSV formats to facilitate other users favorite software tools for analysis of data The first time you use the SEND button to create a file you need to type a file name into the File field The file name should include the subdirectory structure if you want to save the file in another folder otherwise it will save in the folder you are working in Enter a name for the report with an extension of PDF HTML XLS DOC or CSV for the format you want to save the file in then press the TAB key which enables the START button Be sure to type the correct file extension after the filename period Extension i e Report PDF if yo
134. ssed the ToolBar ICONS that are active for that window turn 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 58 BLUE which means they have control over that window Because some users like to use these ICONS and other users like to use a different interface control the screens can be controlled by various keys For example to enter a new record in a Browse window you may click the Blue PLUS on the ToolBar or press the PF8 Function Key or point your mouse to the white area of the Browse Window and right click and select INSERT for a new record Or select any other option on the popup menu as Copy the highlighted record Change the highlighted record Delete the highlighted record Query for a specific record with data in a particular field or SEND the data to a printer a file PDF Adobe Acrobat HTML Web Page XLS MS Excel DOC MS Word CSV comma delimited file for importing into most other programs The SEND button enables a user with one or two clicks the ability to export data in another file format for further analysis or other use The SEND button is on Browse windows throughout the system The first time you use the SEND button to create a file you need to type a file name into the File field The file name should include the subdirectory structure if you want to save the file in another folder otherwise it will save in the folder you are working in Enter a
135. t CntrlF3 Inventory Materials CntriF4 Personnel CntriF5 Vendors Contractors Customers File CntrlF7 Bridges CntriF8 Culverts CntrlF9 Signs CntrlF10 Weed Control CntriF11 Complaints CntrlF12 Simplified Road Management 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 12 EDITING With R amp B IMS you have several options for adding editing modifying and querying data These options range from all keyboard data entry Quick Entry to full mouse controlled data entry Windows Style and to various methods for finding data in your existing data files Various navigation techniques are also available This system is designed for the individual user to have tools available for the way they want to work not the way the software forces Control Section HotKeys Function Key 7 PF7 copies a field from a previously entered record into current record Function Key 8 PF8 opens a new record for data entry To invoke Field specific Bubble Help place mouse pointer over field wait a second A quick way to back out of an open screen is to press the ESCAPE key A query button is provided on each screen Other Hot Keys ShiftF2 Cost Accounting Accounting Lite ShiftF3 Fund Accounting Uses ShiftF4 Fund Accounting Sources j i ShiftF5 Budgeting 5 ShiftF7 Purchase Returns ShiftF8 Receivers Material Receipt ShiftF9 Aged Open Accounts Payable CntrlF2 Equipment CntrlF3 Inventory Mate
136. t Complaint is closed or a Complaint may be entered and a Work Order initiated with one mouse click Either route life as a complaint OR start life as a Complaint and then converted with one mouse click toa Work Order that accumulates corrective actions provides information on cost resources consumed etc Demo gt Menus gt Main Menu gt Complaints in Management area in center of main menu Demo gt Menus gt Main Menu gt Work Orders gt in Management area in center of main menu A Work Order Pre Planned work may be used to manage and control daily work operations A work order is initiated by clicking on the Work Order button and adding a new record or Double click on an existing record The record is classified as an Open Work Order OWO until it is closed to a project which then documents the costs Labor Material Equipment Contracts used to close that particular work order The work order which starts life in the Work Order module is closed in the Cost Accounting module by assigning its costs to a Project The Work Order module documents all resources used to solve it provides for tracking via the Project it is assigned to the original Work Order Number and a suite of Work Order specific reports on the Browse screen Browse Work Orders Demo gt Menus gt Main Menu gt Work Orders gt in Management area in center of main menu 409 Vandiver Dr 4 200 Columbia MO 65202 1562
137. t on next page and are on separate pages so you can easily print and make as many copies of them as you need 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 40 Equipment File Eqp Make Model Year Built VIN 1 Fuel G D 2 Dept 3 Our Eqp 4 Hrs Mi Date in service 5 Std Rate 6 Metr Chnge Life Expectan Purch Cost License 7 PM Code 8 Type Load Size 9 Meter FY Remarks 10 Indirect Exp 11 Rental Rate 12 Accum Dep 13 Curnnt Dep 14 PM Parameters 15 Component Service Analys Fuel type Gas Diesel LP etc Department number that equipment is assigned Our Equipment check if equipment is assigned to your department Is the equipment meter reading based on hours or miles Standard cost rate per hr mi this equipment cost is based on this fiscal year Old Meter reading if meter is replaced Preventive Maintenance code for this equipment based on how you set up PM Code file Use type for this piece of equipment off road or other type used in fuel tax rebate report Meter reading at beginning of current Fiscal Year or calendar year Indirect expense inventory losses etc that you may want to allocate to each vehicle Rate that might be paid if this equipment is rented from a third party Accumulated depreciation on this equip
138. tart using any part of the system without having to worry about feeding the other modules which means you can start R amp B IMS the way your workload permits Other fully integrated systems require you bring all components on line at the same time which is very labor intensive a luxury most departments cannot afford 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 19 ROAD amp BRIDGE INTEGRATED MANAGEMENT SYSTEM MODULES Fund Accounting Module Cost Accounting Module Perpetual Inventory Module for multiple inventory locations Equipment Maintenance Shop Work Order Module Weed Control Module Preventive Maintenance Module Graphics analysis charting module bar line scatter area pie graphs Simplified Road Management Module Complaints module for managing citizen complaints module Project cost estimator module System security module control user access and module level privilege Eight 8 HELP levels more than any other software package Field level Bubble HELP place mouse cursor on a field Module level HELP PF 1 How Do HELP focus on accomplishing specific tasks Built in R amp B IMS manual what you re currently reading Built in Report Writer manual CompuLink s Web Site at www compulink ltd com 800 phone help at 1 800 879 0517 On site training at your city or county optional cost Over 60 built in reports Built in Kodak Imaging module utilizes WIN 98 NT 2000 engine In
139. tartup Visual Editor on the users machine Click on File Load Map Set Drives to the network drive with your master dataset Click on to load MAIN_MAP VTR You will probably want to set Edit Annotation Options and Label font and colors Click on File Load DataBase Set Drives to the network drive with master dataset Click on BRIDGE DBF and OK to load the Bridge Data File Click on Maps PushPin The popup window should show Latitude and Longitude Click the dropdown arrow under Label and top of window select BRIDGENO OK Set Edit Annotation Options PushPin label font to the desired size and color etc Click File Save Picture as BRIDGE WPC overwrite existing file To set up other data PushPin WPC files use the same process and link the following VTR file DBF File WPC file created saved MAIN_MAP VTR CULVERT CULVERTS WPC MAIN_MAP VTR SIGNS DBF SIGNS WPC MAIN_MAP VTR UTILITY DBF UTILITY WPC To set up the data analysis file linkages run from the remote network node 1 Startup Visual Editor on the users machine 2 Click on File Load Map Set Drives to the network drive with your master dataset Oo WwW 7 Click on TOWNSHIP DBF and load it Click on File Load Database and load EXPENSE DBF In GIS Click on Screen and Map Labels and set fonts and colors Click on Maps and Bar Maps and set LABOR MATERIAL EQUIPMENT CONTRACTS in the first 4 fields on the Bar Map Data Link Fields popup screen Set Link to MID M
140. thin R amp B IMS The Security module is located under Utilities gt Configure System Security hotkeys Alt gt U F As security levels increase numerically access under all lower security levels is permitted The two ways you do this are by 1 Setting individual User security and or 2 Setting individual module security level User and Module Security Levels are Level 1 Print Reports Run GIS access HELP and manuals Level 2 Run Executive Information System EIS Level 3 Administrator definable Level 4 Insert Add Records Level 5 Delete Records Level 6 Edit Change Records Level 7 Administrator definable Level 8 SuperUser Run year end wizards Database Tools Level 9 System Administrator Add Change Delete Security Always keep one user at Administrator Level 9 This level is needed to edit the User and Security files If you do set all users to less than Security Level 9 then you will be locked out of the system not able to modify any security settings and will have to restore the most recent backup of your USERS TPS and SECURITY TPS files You may use any form of data capture documents for your data entry On the next page Is sample Cost Accounting Project Accounting data capture document Data entry documents for Fund Accounting are the documents you currently use for purchasing purchase orders claim and warrant forms 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 5
141. tial data analysis Road Street Surface cost analysis average per mile costs etc Road Street Surface Layer costs accumulations for work phase costs Employee Regular hours worked Overtime hours worked Benefit hours earned used vacation sick comp time holiday Payroll voucher for documenting work hours and benefits hours e Equipment Standard costs and operating times for all equipment Actual costs and shop maintenance costs for all equipment Hours Miles of runtime on all equipment Entry with equipment hours also drives Preventive Maintenance Preventive Maintenance scheduling on all equipment Instant actual cost analysis of maintenance all equipment e Instant Fiscal Year analysis of costs Material used as allocated to what asset it is applied to Perpetual Inventory Begin Purchases Usages Ending Balance e Area Maintenance Spatial cost analysis as per Township District etc e Instant lookups of all assets located on or adjacent to any Road Street Demo gt Main Menu gt Roads gt Double click County Rte 299 for instance A Cost Accounting record provides in many instances over 20 data updates to various tables associated with that data element all updates are automatic and transparent An entry describes a work transaction program logic provides updating automatically Other data is assimilated automatically to provide the user with instant analysis on e Total maintenance costs at the Road Street and or segment level
142. tion if needed Demo gt Main ToolBar gt GASB34 gt Depreciation Approach gt Select Asset Groups to Depreciate The GASB34 Asset Groups are maintained under the Browse Button gt Add Change Delete Asset Groups Individual Assets are maintained under the Browse Button gt Add Change Delete Individual Assets Demo gt Main ToolBar gt GASB34 gt Browse button on Main ToolBar Visual R amp B IMS enables the user to manage a hierarchical and linear relationship between assets as well as an ad hoc user searchable and reportable relationship among assets An example of a hierarchical relationship is the Roads button that lets the user drill down to a particular road then to all signs on that road then to a particular sign and finally to a recap of all maintenance performed on that asset in a selected Fiscal Year Demo gt Menus gt Main Menu gt Roads button gt Double click on a Road gt Select appropriate TAB An example of a linear relationship under full control of the user would be initiating for instance sign numbers The sign inventory when taken as driving for instance East on a particular road would create a sign number that starts with S to represent a sign asset followed by the road number name for instance CR322 followed by the mile market for instance 1 2 for the mile marker followed by E for the EastBound lane followed by anything you would like to use t
143. tractors Track contracts and accumulate lifetime history of all contractors Weed Control Track weed control costs and reporting system Bridges Interfaced to integrated Geographic Information System Culverts Interfaced to integrated Geographic Information System Signs Interfaced to integrated Geographic Information System Configurations amp Setups Module Commodity Groups For logical inventory groupings PM Preventive Maintenance master File Project Phase File For those who use this method of cost accumulations Report Header You define where the subtotals are made on the Budget file Vendors File Keep track of all vendors their products quality etc Simplified Road Management Module Road conditions Instant analysis by Surface Ditching Signage and Visibility Built in integrated Geographic Information System or extension to ESRI ArcView Bridge File Add your Bridges and link them to the GIS for visual lookups Culvert File Add your Culverts and link them to the GIS for visual lookups Spatial Analysis Spatially analyze costs by where they were incurred Roads amp Streets Change road and street names Sign File Locate all your city or county signs on integrated GIS Utilities File Locate underground utilities on this map and create info database Visual Editor Draw new roads and streets as they re built add to your dataset Custom GIS Call for specific GIS implementations for your city or county Reporting Module 409 Vandiver Dr 4 200
144. ty i e if the complaint was for a plugged culvert it takes one click to see all complaints by service type on a particular road by a particular citizen If it is a recurring complaint on this culvert then one needs to look closer at the drainage area condition of the culvert ditching etc that has a direct affect on the complaint All of this information is immediately available at the time the complaint is initiated Cost layers are added to the asset in question so analysis of that asset would provide a complete history of maintenance on the asset including costs resultant type of work performed and inspection results over the time period analyzed Is the asset ina subdivision that has other similar types of complaints is the asset one that a developer has recently turned over to county maintenance and do you need to document the costs in order to establish a claim on the developer our system lets you with just a mouse click or two redirect the thrust of any complaint or other ongoing operation so it will collect more relevant information for management and control Demo gt Menus gt Main Menu gt Complaints gt Double click on a record If a new project is initiated Demo gt Menus gt Main Menu gt Projects amp Analysis gt F8 function key 8 Work by Project After data is collected reporting suites provide analysis of labor hours and cost Equipment hours and cost material units and cost and any
145. ty clerk to retire claims made to their department An example would be to enter make one entry for a total month of payroll for each account number for your department This entry would contain the total hours worked and gross amount paid with or without fringe benefits depending on how you want to reflect your general ledger accounts This entry for example might be for 3 200 hours 20 road construction employees x 40 hours x 4 weeks and the total entry might be 38 400 You would only make one entry to reflect one months worth of road construction work This entry will be furnished by your city county clerk or auditor Generally the only time you will make a Fund Accounting entry is when you receive 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 6 documentation of a cost has benefited your department These costs will normally be evidenced when they are paid by the City County Clerk Auditor This should insure that your Fund Accounting system stays in balance with the City County Clerk Auditors system Generally the only way a Cost Accounting entry is initiated is by the expiration of a cost an operating expense to accomplish the goal s of your department 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 7 Accounting 101 Financial Fund and Cost Accounting Relationship The conceptual basis of Fund Accounting and Cost Accounting stems from a specific diff
146. u selected an Adobe Acrobat PDF file type for instance The Roads Table pulls together under one interface all the assets you maintain All assets are related to some Road or Street location either directly on that surface or adjacent to it An example of this functionality could be for instance locating a particular bridge or other asset that is on or adjacent to a particular road Demo gt Main Menu gt Roads gt Click on the gray column header Next Insp 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 83 The browse lists by increasing order each inspection date for the roads you have classified on Memo Insp TAB on the asset record To edit that record press ENTER or double click mouse on the highlighted record This opens the detail record that describes that particular road including its Last and Next inspection scheduled date and overall results of the last inspection This inspection and its results are more general than the Pavement Management results which covert exact 500 foot pavement surveys The Pavement Management module GEN1 TAB contains inspection results on each surveyed segment including comparative history on each segment To see all bridges on this particular Road click on the Bridges TAB then click on the gray Next Insp column header to subset those bridge in date order that have scheduled inspections These views via the Roads module show only thos
147. ude is developed in GIS Utility menu and is a positive 4 decimal i e 38 3345 Longitude is developed in GIS Utility menu and is a negative 4 decimal i e 93 2398 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com Commodity Codes Commodiy Grp Description Preventive Maintenance Codes and Data File PM Code PM Code Desc Engine Meter Engine Days Trans Meter Trans Days Hydr Meter Hydr Days Tracks Meter Tracke Days Set up a separate PM code for each type of equipment Define the days and meter reading between each type of PM engine transmission hydraulics tracks You can if you like define separate PM or multiple PM codes for each piece of equipment in your department Phase File Phase Desciption Report Header File Account Header Desc A C Range low A C Range hi The Report Header file is used in concert with your General Ledger File and controls how it prints to screen or on paper in the Fund Accounting reporting section Surface Layers File Surf Layer Desc Layer code This file is used in concert with the Maintenance Cost file and is configured for KS State Maintenance cost reporting 409 Vandiver Dr 4 200 Columb
148. ulink Itd com 42 Personnel File First Name Last Name Social Sec Job Descript Hourly Rate Home Phone Spouse Name Doctors Name Doctors Phon Hire Date Last Review Next Review 1 Labor Code 2 GL AIC Benefit Hrs Enter whatever code you want for each employee If you use General Ledger this will automatically charge this employee to specified A C 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com Contractors Vendors Customers File 1 Company Address City St ZIP Contact Persn Phone FAX 2 Followup Dat 3 Vendor Code If this is an individual place their full name in this field Enter date that you need to contact this person Tab in Browse window will notify you Enter whatever vendor code you want to use 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com Bridges File Bridge 1 Features Intr Road Location Road Segment Location 2 Latitude 3 Longitude Year Built ADT Year Takn Ovr Tonnage Ratng of Spans Max Span Lngt Structure Lngt Road Width Deck Width Deck Material Deck Condition Deck Rate Superstructure SS Condition SS Rate SS Material De
149. updated dataset Files specific to GIS operations C PROGRA 1 R amp B_WIN DATA WPC means all files with a WPC extension C PROGRA 1 R amp B_WIN DATA LYR C PROGRA 1 R amp B_WIN DATA DBF 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 25 C PROGRA 1 R amp B_WIN DATA CFG Files that supply data for GIS analysis C PROGRA 1 R amp B_WIN DATA BRIDGE DBF R amp B IMS Bridge data file C PROGRA 1 R amp B_WIN DATA CULVERT DBF R amp B IMS Culvert data file C PROGRA 1 R amp B_WIN DATA EXPENSE DBF R amp B IMS Spatial data file C PROGRA 1 R amp B_WIN DATA MPW_MAIN DBF Streets Roads etc names C PROGRA 1 R amp B_WIN DATA POLSBDIV DBF Maintenance cost summary C PROGRA 1 R amp B_WIN DATA SIGNS DBF R amp B IMS Signs data file C PROGRA 1 R amp B_WIN DATA UTILITY DBF R amp B IMS Utilities data file The easiest and most foolproof way to copy these files is to create a batch file at DOS level Create an icon for each batch file for copy operation to a specific user When you want to update a particular users files just click the icon The Batch file would look like this with the users network drive letter assumed here as E for other users just change the E to wherever their drive is mapped on your network The batch file is named Copy_E BAT Copy C PROGRA 1 R amp B_WIN DATA WPC E PROGRA 1 R amp B_WIN DATA Copy C PROGRA 1 R amp B_WIN DATA LYR E PROGRA 1 R amp B_WIN DATA
150. ure if you want to save the file in another folder otherwise it will save in the folder you are working in Enter a name for the report with an extension of PDF HTML XLS DOC or CSV for the format you want to save the file in then press the TAB key which enables the START button Be sure to type the correct file extension after the filename period Extension i e Report PDF if you selected an Adobe Acrobat PDF file type for instance B Utilizing the GASB34 Modified Approach Individual Asset Management The exact same approach as described in the Global Asset Management section above can be instantly changed to an Individual Asset Management basis by selecting those assets you want to manually set forecasts on by clicking the Freeze Record box This enables you to globally forecast maintenance spending on majority of your assets while manually entering the forecasted spending on specific assets Reporting functionality is the same In our GAB34 module under the Modified Approach you have Global and Individual control of all your asset spending forecasts which then provide the budget needs for that particular year Your also have control of the inspection schedules and record the inspection results by your parameters alpha and or numeric Ad hoc searches and reports can then be generated as per those particular needs on that day Reports are available under the Reports button on Main ToolBar Demo gt GASB34 gt
151. ution is to 1 annually recalculate actual hours accounted for in the Cost Accounting System and compare those to the Fund Accounting Costs then adjust the Standard Rate charged to bring them into sync and 2 insure that all employees turn in 40 hours work for 40 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 15 hours pay This same analysis works for equipment and material Costs and Expenses There are built in reports that will calculate these variances The goal is to keep your Fund Accounting System in balance with the City County Clerk Auditors spending for your department and to keep the Cost Accounting System in balance with your Fund Accounting System If this is accomplished then the actual Costs are reflected directly to the road road segment bridge or other work your department performs You will then be able to manage forecast budget and decrease operating costs throughout the department Step by Step Startup To enter a record first select the file which brings up the Browse Window then click the on your ToolBar or press PF8 Program Function Key 8 This will bring up an empty record You do not have to fill out all fields in a record and you do not have to enter any of the records initially If you want to be able to utilize for instance an employees pay rate throughout the system then it must be entered in the employees Personnel File Enter one record under Menu selection Br
152. y date sensitive and or other data fields selectable so you can with a couple of mouse clicks compare anything to anything The reports are organized in the functional area as the Main Menu to enable the user to find the correct report Also the Tear Off menu can be implemented simply by holding down the CONTROL key on the keyboard while selecting any report from its drop down menu selector Demo gt Hold Down control key gt Reporting gt Select any report General costing of maintenance activities is implemented in several ways 409 Vandiver Dr 4 200 Columbia MO 65202 1562 800 879 0517 www compulink Itd com 74 A Work Task analysis report showing hours worked and dollars spending on all work tasks can be run over any period of time to break out the skills needed to fulfill your departments operations Demo gt ToolBar gt Reporting gt Projects amp Analysis gt Task Summary and other associated reports Demo gt ToolBar gt Reporting gt Cost Analysis Reports gt Task Performed etc Project and Project Analysis enables you to develop criteria by project by Task worked under that project i e ditching work on a nearly flat road surface is less costly and time consuming than ditching work on the side of a hill etc Demo gt ToolBar gt Reporting gt Projects amp Analysis gt Task Summary and other associated reports Spatially analyzing maintenance costs is to provide in our Area Maint

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