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Public Safety Committee Meeting Commission Chamber- 6/14/2016- 1:20 PM
PUBLIC SAFETY
1.Motion to approve entering into a Mutual Aid Agreement and an
Automatic Aid Agreement with the City of Grovetown, GA to
provide for the protection of life and property of the citizens of
Augusta-Richmond County, Georgia and the City of Grovetown and
to authorize the Mayor to execute the appropriate documents.
Attachments
2.Update from the Augusta Fire Chief regarding state law relative
to fencing around apartment complexes, manufactured home parks,
and one-way egress and ingress. (Requested by Commissioner
Marion Williams) (Referred from May 31 Public Safety
Committee)
Attachments
3.Motion to approve the minutes of the Public Safety Committee held
on May 31, 2016.
Attachments
4.Motion to approve acceptance of a State grant in the amount of
$318,288 to support the operations of the Superior Court's Felony
Drug Court for the period July 1, 2016 through June 30, 2017.
Attachments
5.Motion to approve acceptance of a State grant in the amount of
$150,639 to support the operations of the Superior Court's Mental
Health Court for the period July 1, 2016 through June 30, 2017.
Attachments
6.Motion to approve acceptance of a State grant in the amount of
$75,198 to support the operations of the Superior Court's Veterans
Court for the period July 1, 2016 through June 30, 2017.
Attachments
7.Approve Scope of Work with TeamIA to upgrade Clerk of Court
Software.
Attachments
Public Safety Committee Meeting
6/14/2016 1:20 PM
Approve the Mutual Aid and Automatic Aid Agreement With the City of Grovetown, GA
Department:Fire
Presenter:Christopher E. James, Fire Chief/EMA Director
Caption:Motion to approve entering into a Mutual Aid Agreement and an
Automatic Aid Agreement with the City of Grovetown, GA to
provide for the protection of life and property of the citizens of
Augusta-Richmond County, Georgia and the City of Grovetown
and to authorize the Mayor to execute the appropriate documents.
Background:This agreement is to provide for assistance when disasters occur to
the magnitude which would necessitate the combined effort of
both agencies to mitigate said disaster(s) and is applicable to all
areas within the boundary of the City of Grovetown, GA, as well
as all areas within Augusta Richmond County, Georgia The
Automatic Aid Agreement will assist Augusta GA, citizens that
live close to the City of Grovetown GA, and Augusta GA
boundary. This agreement will allow Grovetown Fire Department
to automatically across boundary into Augusta GA, where
their fire station is located closer to citizen in Augusta GA than an
Augusta GA, fire station.
Analysis:
Financial Impact:
Alternatives:None at this time.
Recommendation:Approve a Mutual Aid Agreement and Automatic Aid Agreement
with the City of Grovetown, GA to provide for the protection of
life and property of the citizens of Augusta-Richmond County,
Georgia and the City of Grovetown, GA and to authorize the
Mayor to execute the appropriate documents.
Funds are Available
in the Following Cover Memo
Item # 1
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 1
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Public Safety Committee Meeting
6/14/2016 1:20 PM
Magnolia Apartments Fence
Department:
Presenter:Commissioner Marion Williams
Caption:Update from the Augusta Fire Chief regarding state law relative
to fencing around apartment complexes, manufactured home
parks, and one-way egress and ingress. (Requested by
Commissioner Marion Williams) (Referred from May 31 Public
Safety Committee)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 2
Public Safety Committee Meeting
6/14/2016 1:20 PM
Minutes
Department:Clerk of Commission
Presenter:
Caption:Motion to approve the minutes of the Public Safety Committee
held on May 31, 2016.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 3
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Public Safety Committee Meeting
6/14/2016 1:20 PM
Motion to Accept State Grant for Superior Court's Felony Drug Court
Department:Superior Court
Presenter:Shaun Brooks (Trial Court Administrator) and/or Elaina Ashley
(Accountability Court Coordinator)
Caption:Motion to approve acceptance of a State grant in the amount of
$318,288 to support the operations of the Superior Court's Felony
Drug Court for the period July 1, 2016 through June 30, 2017.
Background:Georgia's Accountability Court Funding Committee has awarded
the Augusta Judicial Circuit Adult Felony Drug Court $318,288 to
support the operations of the Court. These operations include
treatment services, case manager contract services, lab technician
contract services, compliance officer services, drug testing
services/supplies, staff training, and monthly bus passes (for
participants). This award is effective July 1, 2016 through June
30, 2017.
Analysis:
Financial Impact:Grant amount of $318,288 w/a $35,365 match from ARC. Match
will come from two sources: 1)Org Key/Obj Code
205000000/3511410, which consists of monies collected from
Drug Court participants (Participant Fees) and 2)a portion of our
Accountability Courts Coordinator's salary, which is funded by
Superior Court's Circuit Budget.
Alternatives:
Recommendation:Approve
Funds are Available
in the Following
Accounts:
See "Summary Financial"
Cover Memo
Item # 4
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 4
Attachment number 1 \nPage 1 of 3
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Public Safety Committee Meeting
6/14/2016 1:20 PM
Motion to Accept State Grant for Superior Court's Mental Health Court
Department:Superior Court
Presenter:Shaun Brooks (Trial Court Administrator) and/or Elaina Ashley
(Accountability Courts Coordinator)
Caption:Motion to approve acceptance of a State grant in the amount of
$150,639 to support the operations of the Superior Court's Mental
Health Court for the period July 1, 2016 through June 30, 2017.
Background:Georgia's Accountability Court Funding Committee has awarded
the Augusta Judicial Circuit Mental Health Court $150,639 to
support the operations of the Court. These operations include
treatment services, case manager contract services, lab technician
contract services, security/compliance services, drug testing
services/supplies, staff training, and monthly bus passes (for
participants). This award is effective July 1, 2016 through June
30, 2017.
Analysis:
Financial Impact:Grant amount of $150,639 w/a $16,738 match from ARC. Match
will come from two sources: 1)Org Key/Obj Code
205000000/3511410, which consists of monies collected from
Drug Court participants (Participant Fees) and 2)a portion of our
Accountability Courts Coordinator's salary, which is funded
through Superior Court's Circuit Budget.
Alternatives:
Recommendation:Approve
Funds are Available
in the Following
Accounts:
See "Summary Financial"
Cover Memo
Item # 5
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 5
Attachment number 1 \nPage 1 of 3
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Public Safety Committee Meeting
6/14/2016 1:20 PM
Motion to Approve State Grant for Superior Court's Veterans Court
Department:Superior Court
Presenter:Shaun Brooks (Trial Court Administrator) and/or Elaina Ashley
(Accountability Courts Coordinator)
Caption:Motion to approve acceptance of a State grant in the amount of
$75,198 to support the operations of the Superior Court's Veterans
Court for the period July 1, 2016 through June 30, 2017.
Background:Georgia's Accountability Court Funding Committee has awarded
the Augusta Judicial Circuit Veterans Court $75,198 to support
the operations of the Court. These operations include treatment
services, case manager contract services, lab technician contract
services, drug testing services/supplies, staff training, and monthly
bus passes (for participants). This award is effective July 1, 2016
through June 30, 2017.
Analysis:
Financial Impact:Grant amount of $75,198 w/a $8,355 match from ARC. Match
will come from a portion of our Accountability Courts
Coordinator's salary, which is funded by Superior Court's Circuit
Budget.
Alternatives:
Recommendation:Approve
Funds are Available
in the Following
Accounts:
See "Summary Financial"
REVIEWED AND APPROVED BY:Cover Memo
Item # 6
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 6
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Public Safety Committee Meeting
6/14/2016 1:20 PM
Upgrade of TeamIA Software for Clerk of Court
Department:Information Technology
Presenter:Michael Blanchard
Caption:Approve Scope of Work with TeamIA to upgrade Clerk of Court
Software.
Background:Augusta contracted with TeamIA of Lexington, SC in March 1999
to implement a system, generically known as County Document
Imaging Management System (CDIMS). The system has been in
constant operation in the Clerk of Superior, State, and Juvenile
Court (COC) since it was implemented in 1999. The TeamIA
software is used by the Real Estate Division of the COC for
capturing information related to real estate transactions in
Richmond County. The system also transmits this information to
the State of Georgia. TeamIA has prepared many incremental
updates for CDIMS since it was implemented, and the database
software has been upgraded many times in order to keep the
system up to date with the newest database releases and law
changes. The customer interface and screens are essentially the
same as they were at the time that the software was implemented.
The COC is very satisfied with the stability of the overall software
solution and the level of support and dedication that they have
received from the vendor, so a complete replacement of the
software and vendor is not the desire of the COC.
Analysis:The upgrade of the CDIMS software is necessary in order to
implement a version that incorporates modern programming
models and techniques. In the years since the Clerk of Court
originally implemented the software, TeamIA has developed more
capable versions of the software (using different technology) with
many features that cannot be duplicated as easily using our
currently installed version. Our software has been modified and
updated in accordance with legal requirements and our requests
for customizations, but until now there has not been a need to a
major upgrade in the seventeen years since implementation. Other
TeamIA customers have implemented using newer versions of the
software, and it is time for Augusta to upgrade in order to take
Cover Memo
Item # 7
advantage of the newer tools that are available, particularly
Georgia’s new eFiling requirement. The cost of the upgrade
proposal from TeamIA is composed of project coordination
among the COC, the Vendor, and IT; database conversion; system
configuration; testing; training; and the incorporation of
Richmond County custom features into the new software. There is
no software license cost because the licenses are being
transitioned to version 4.0 at no charge. In essence, our upgrade
will have all the features of our existing familiar software, plus
new items to which we do not currently have access such as the
upcoming eFiling requirement (a new feature required by the State
of Georgia). The contract proposal includes no increase in the
annual maintenance except for eFiling, which should add no more
than $3,500 to annual costs. This project is expected to be
complete in the 4th Quarter of 2016.
Financial Impact:The cost of this project is estimated at $182,500
Alternatives:N/A
Recommendation:Approve Scope of Work with TeamIA to upgrade Clerk of Court
Software
Funds are Available
in the Following
Accounts:
272015410.5424220
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 7
Preliminary Statement of Work Augusta-Richmond County Clerk of Superior Court
Prepared by Team IA, Inc. CDIMS Upgrade
Page 1 of 4
Team IA Inc Proprietary and Confidential
Preliminary Statement of Work
For Augusta-Richmond County Clerk of Superior Court
1. PURPOSE OF THIS DOCUMENT
This Preliminary Statement of Work outlines a mutual agreement on the deliverables, business terms
and responsibilities of Team IA and the Augusta-Richmond County Clerk of Superior Court (“ROD”)
for the upgrade of the ROD’s CDIMS System software. This document will be amended to provide
additional detail on the system configuration changes requested once they have been identified upon
completion of the initial system analysis. The total estimated effort for these configuration changes
will not exceed the total budget figure in Section 6. As such, the ROD will have to prioritize the
requested changes such that they can select the highest priority changes that will fit within this budget.
It is possible that all requested changes may not be able to fit within this budget and will have to be
considered for a subsequent project at a later date.
2. PROJECT DESCRIPTION
The ROD has requested that Team IA upgrade the ROD’s CDIMS v1.0 system to CDIMS v4.0. Team
IA will be performing this project on a fixed price basis and will invoice monthly milestones. Team
IA will provide the existing base system functionality plus the “Already Identified Configuration
Changes” identified in Section 3, below, plus a block of additional hours for unidentified System
Configuration Changes.
3. DELIVERABLES
A. SOFTWARE
Team IA will provide CDIMS v4.0 SW Licenses at no additional cost to the Clerks’ Office.
B. SERVICES DELIVERABLES
Project Kickoff, Demo System Setup Testing, Requirements Definition and Configuration
Change Identification ($27,300)
Team IA will assist ROD staff with testing the base system functionality and assist with documenting
the configuration changes requested. Requested changes will be submitted to Team IA weekly. These
configuration changes will be prioritized by the ROD staff so that they can then select the ones to be
implemented that fit within the approved budget. Both parties will agree, in writing, on the detailed
specifications for the selected configuration changes that will be implemented.
Database Migration Scripts ($27,600)
Team IA will create and test the scripts that will be used to migrate the data from the current CDIMS
Oracle database to the upgraded Oracle Database. Oracle 11g will be used.
Already Identified Configuration Changes ($34,300)
Team IA will make the following configuration changes that have already been identified as required
for the upgraded system:
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Item # 7
Preliminary Statement of Work Augusta-Richmond County Clerk of Superior Court
Prepared by Team IA, Inc. CDIMS Upgrade
Page 2 of 4
Team IA Inc Proprietary and Confidential
• Add email functionality to Public Access replicating the way that emailing documents
functions in the current ROD CDIMS system.
• Port the existing TCO FIFA Database Interface to be compatible with CDIMS v4.0. The
FIFA interface will continue to use the TCO database, importing the TCO created image
into CDIMS. The document will then be cashiered and indexed. The image will then be
stamped and the new stamped image will replace the image in the TCO database that was
originally created by the TCO system. Single user access to the FIFA interface will be
maintained.
• Reconfigure Public Access to allow for CDIMS to handle documents older than the
current CDIMS v1.0 system. These documents already have indexes in CDIMS from a
previously performed index data import. This functionality will replicate the
functionality already implemented in CDIMS v1.0 allowing for authorized ROD staff to
scan images and make index corrections. These older documents will be searchable from
a separate search screen than the documents that were originally submitted into CDIMS
v1.0 and will be submitted into v4.0.
• Provide new installation packages for CDIMS modules.
• Provide the GSCCCA eFiling interface. Submitters will use one of the existing
GSCCCA approved eFiling portals. A separate module will be provided for screening of
eFiled documents to ensure required data has been submitted prior to documents being
inserted into the CDIMS workflow. This extra module will provide the following
functionality:
o The user can view pending packages from the GSCCCA and select a package to
review
o The review screen will allow the user to view the document pages in the
package, place the recording stamp and reorder the pages. The user can reject
the package at this point.
o The user will cashier the package and review the fees. The user can reject the
package at this point.
o Once the user accepts the package, the book, page and instrument number are
placed on the pages, a PRIA document will be generated and sent to the
GSCCCA web service and the document pages are stored in CDIMS. If the
transmission fails, the batch will stay in the “awaiting transmission” status for
later upload.
o The user can view packages awaiting upload to restart the upload. The user can
query for past batches.
o A new CDIMS Admin permission will be created allowing users to be granted
the iaReviewer role, allowing them access to this new module.
o GSCCCA Certification of the CDIMS eFiling interface.
Unidentified System Configuration Changes ($28,800)
Team IA will provide up to 192 hours for unidentified system configuration changes. These will be
identified and prioritized in the Demo System Testing Phase. Any variation in scope throughout all
phases of this project will impact the amount of time available for these changes.
Project Management ($14,100)
The Team IA Project Manager will:
• Prepare and maintain project schedule
• Review project documents with ROD
• Assign appropriate Team IA resources to ensure on-time task completion
• Coordinate with ROD Project Manager all activities requiring joint action
• Keep written records of agreements between Team IA and ROD
• Manage action items
• Coordinate periodic status meetings
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Item # 7
Preliminary Statement of Work Augusta-Richmond County Clerk of Superior Court
Prepared by Team IA, Inc. CDIMS Upgrade
Page 3 of 4
Team IA Inc Proprietary and Confidential
• Provide point of contact for communications and problem resolution during
implementation
Internal Testing ($24,000)
Team IA will perform testing on work product prior to handing it off to ROD staff for their testing.
Installation and Client Site Testing ($6,000)
Team IA will setup the database on the Oracle server, Install the Print server, install the updated
software on up to 3 PCs and provide system support during client testing.
Training ($7,200)
Team IA will provide 48 hours of on-site training for end users, administrators and system
administrators.
Production Implementation ($3,600)
Team IA will perform the data migration and install the CDIMS applications on one PC. The client
will then make an image of this PC to be used for deploying CDIMS to additional PCs.
Go-Live Support ($9,600)
Team IA will provide one on-site technician and one remote technician for 4 days each to support the
ROD users during the initial go-live period
5. PROJECT ESTIMATION AND SCHEDULING
Estimation of project services and software is based on the high-level needs analysis performed by
Team IA with ROD. Team IA will invoice for that actual services rendered. Team IA will not
proceed beyond the estimated service amount without receiving prior written approval from ROD.
Scheduling for the project is dependent upon available resources and coordination between Team IA
and ROD; therefore, the schedule will be determined upon approval of this Statement of Work.
6. PRICE AND PAYMENT TERMS
Team IA will charge $182,500 for the deliverables outlined in this preliminary Statement of Work, and
as modified in writing, signed by both parties.
Team IA will invoice 90% of the project total split into six monthly milestones based upon the 6 month
projected plan (6 milestones X $27,375 each) beginning 30 days from execution of this Statement of
Work. The final 10% ($18,250) will be invoiced upon acceptance. “Acceptance” is defined as Go-
Live plus thirty calendar-days in which no issues that inhibit the ability of the customer to perform
operations remain outstanding. Issues that would under normal circumstances be treated as a Support
Call are not considered to be inhibitions to the customer’s ability to perform operations.
Payment Terms
Invoice payment terms will be Net 30 Days.
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Item # 7
Preliminary Statement of Work Augusta-Richmond County Clerk of Superior Court
Prepared by Team IA, Inc. CDIMS Upgrade
Page 4 of 4
Team IA Inc Proprietary and Confidential
8. APPROVALS
The undersigned hereby represent that the signatories indicated below are fully authorized to bind the
respective parties to this Agreement. Further the parties acknowledge and represent that no other action,
consent or approval by the respective parties, council, employee, agent or officer is necessary to enter this
Agreement as a binding and valid agreement.
For Augusta For Team IA
Hardy Davis, JR., Mayor Brent Yarborough, President
Date Date
Attest:
Lena Bonner, Clerk of Commission
Date
Project Contacts
Agency Project Representative TeamIA’s Project Representative
Name: Name: Emmeline Renshaw
Phone: Phone: 803-356-7676
Fax: Fax: 803-356-4942
E-mail : E-mail: erenshaw@teamia.com
Address: Augusta Richmond County Clerk of Superior Court
530 Greene Street
Augusta, Georgia 30911
Address: Team IA, Inc.
PO Box 1643
Lexington, S.C. 29071
Attachment number 1 \nPage 4 of 4
Item # 7
Augusta changes to Dekalb code base - Prioritzied
Summary: The following items are proposed alterations to Dekalb County CDIMS code base.
The changes are prioritized by Need (N), Wants (W), and Wants – Has in current system (WH).
Need (N): High Priority
Wants – Has in Current System (WH): Medium priority
Wants (W): Low Priority
Cashiering – Needs (N)
1. Land Lots button – Change button name to ‘Districts’ and remove Land Lot drop down.
2. Change the word ‘Landlots’ on any document types to ‘Districts’.
Attachment number 2 \nPage 1 of 13
Item # 7
3. Remove the four separate payment buckets Recording Fees, Penalty, Intangible Tax and Transfer
Tax. Only ‘Total Payments’ will remain as a line item. Richmond County wishes to only accept
one payment, not three separate ones as Dekalb does. The Charges side can stay as is.
4. Allow Drawdown Payment Types for recording and/or tax payments.
5. When selecting the Public as a submitter name, need the ability to enter name and address
underneath. Also the option to NOT save to the Submitter List but saved simply for this ticket#.
6. Expand the Check Number field to allow up to 25 characters.
Attachment number 2 \nPage 2 of 13
Item # 7
INDEXING – Needs (N)
1. Change ‘Land Lot’ Property Data to ‘Phase’.
2. Increase Subdivision Comment box to 1000 characters.
3. Subdivision should be populated drop down list. Make this a list in Admin that can be populated
and changed.
4. Rename ‘Section’ column to ‘GMD’.
5. Add a column to the Property Data grid called ‘Legal Description’. Make it a text box that any
character can be entered up to 1000 characters. This field will be displayed at Public too. Place
it to the right of Subdiv Comment.
Attachment number 2 \nPage 3 of 13
Item # 7
6. Change “Type” name field to “Book Type”, populate the drop down with active books. Make this
a list that can be altered in Admin.
7. Cross reference bar needs a new ‘Note’ column. This field should allow any characters up to
1000.
8. Increase the Return Address fields characters to 200 each.
9. The Indexing module and Scanning module to work on dual monitors. This is due to the small
size of the monitors in the clerks office.
SCANNING – Needs (N)
1. Currently the plat scanner scans the images into a network folder and the user imports those
files into CDIMS scan. The Dekalb system does not allow for import of tif files this way but it is
set up to use a twain scanner driver so that plats can scan directly into CDIMS scan. This will be
utilized also when the new law for accepting only e-filed plats goes into effect.
Attachment number 2 \nPage 4 of 13
Item # 7
REPORTS – Needs (N)
NOTE: Highlighted line items need modifications or are brand new reports.
Augusta Report Name Dekalb Report
Equivalent
Changes/Notes
1. Deposits Cashier Balancing
Report
2. Cash Drawer – Payments from
Customers(Cash)
Cashier Balancing
Report
Allow the report to be
run by ‘All’ users
3. Cash Drawer – Payments from
Customers (Check)
Cashier Balancing
Report
Checks can also be
searched in Modify
Previous in Cashiering
4. Cash Drawer – Refunds to Customers Payments Report of
Refund Check
5. CDIMS Stats (In Admin) Performance Report
6. Documents to Be Fully Indexed (Book
Index)
Summary Report of
Work in Progress
Add a selection to run
the report by Book type
so that Liens and Deeds
can be separated
7. Proofing List Summary Report of
Work in Progress
8. Scan List Summary Report of
Work in Progress
9. Summary of Charges None suitable New Report as it will
have to be rewritten
10. Deed Index Grantee Report Grantee Index Report Report contains data
from Jan 1st, 2011 -
Present
11. Deed Index Grantor Report Grantor Index Report Report contains data
from Jan 1st, 2011 -
Present
12. Cancellations/Assignments None Report displays data in
similar format as Dekalb
Grantee Report but only
for document types
Cancellations and
Assignments from Jan
1st, 1965-June 30th, 1986
13. COTT Supplemental Deed Index
Grantee Report
None Report displays data in
similar format as Dekalb
Grantee Report but is
only for COTT historical
data from Jan 1st, 1965 –
June 30th, 1986
14. COTT Supplemental Deed Index Grantor
Report
None Report displays data in
similar format as Dekalb
Grantor Report but is
Attachment number 2 \nPage 5 of 13
Item # 7
only for COTT historical
data from Jan 1st, 1965 –
June 30th, 1986
15. Audit Workflow by Instrument Number
Report
Recording System
Audit Trail Report
Needs option to select
to run by user ID and/or
Action Type and/or
Ticket#. This will satisfy
the need for reports 16-
19 also.
16. Audit Detail by User Report See report 15
17. Audit Detail by Ticket # Report See report 15
18. Audit Report See report 15
19. Audit Detail by Action Report See report 15
20. Performance Report Combine the User
Statistics report and
the Staff Statistics
report
21. Plat Index Report Plat Index Report
22. Index Report by Party One (Augusta
Chronicle Report)
None This report is run on the
Warranty Deed book
and a date range.
Output includes Grantor,
Grantee, Instrument
Type, Date Recorded,
Book/Page number,
Legal Description and
Revenue/Stamps dollar
amounts.
23. WIP11 Fee Codes Report Not Needed
24. Accounts Receivable Report Not Needed
25. Summary Report (No Fifa) Not Needed
26. Summary Report (Only Fifa) Not Needed
27. Summary of Adjustments Not Needed
28. Exemptions Not Needed
29. Firm Report (chg) Not Needed
30. E-File Report New This report would need
to include a total of all
payments accepted for
e-filed documents. The
Date filed, the ticket #,
and the user ID of the
person accepting the
document. The report
would need to be run by
date filed and All or
specific user ID.
Attachment number 2 \nPage 6 of 13
Item # 7
Public Access – Needs (N)
NOTE: The changes below are for the CDIMS Public search data (current data), not the COTT historical
data search screens. The COTT historical data search screens will remain with the same search
capabilities and displaying the same data in the updated system.
1. Add Legal Description (field from Indexing) to the hit list for Party Name search, Book/Page
search, Simple Name search, Property search, and Advanced Search. A floating message box will
display the Legal Description as the hit list does not have enough room.
2. Add ‘children’ documents to the hit lists
3. Advanced Search: Add the following search criteria
a. Legal Description (text search, wildcard characters)
b. Party Type drop down box (grantor, grantee, Direct, Indirect, etc). Need the ability to
select more than one Party Type at a time (ctrl + click)
4. Name search screen: Remove Land Lot column
5. Name search screen: Remove Pages column
6. Add a ‘Select All’ check box to the Advanced Search screen F11 shows list.
7. Need an ‘Available Date’ displayed on the Document Details screen. This date/time stamp is the
acceptance date that come back from the Authority when a document is accepted.
Attachment number 2 \nPage 7 of 13
Item # 7
Public Access Wants – Has Currently (WH)
1. Activate the Print Queue button when something is in it. Example, currently it turns the Print
Queue button red. Change the print queue button red and change the current selection button
color to green.
2. Put an indicator on the hit list that a document has been viewed already (check mark, turn the
link a different color, etc)
Attachment number 2 \nPage 8 of 13
Item # 7
Cashiering – Wants (W)
7. When PT-61 documents are Cashiered the system must require the PT-61 Control number and
Transfer Tax to be entered in order for the information to be saved. A pop up box will appear
reminding the user to enter these items. If they are not entered the document cannot be saved.
8. Front screen Cashiering grid: Hide the Copies and Certified Copies columns.
9. Hide Parties button
Attachment number 2 \nPage 9 of 13
Item # 7
10. Hide FRRF # button.
11. Add a field for ‘Check Phone #’. This field should allow numerical characters up to 10 and
display the phone number in xxx-xxx-xxxx format.
12. Accept Credit Cards for payment.
13. Add a pop up calendar to Date Executed and Maturity Date on the Add Charge page.
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Item # 7
14. Remove the Public Access radio button and any defaults or changes it may make to the
Cashiering main screen.
INDEXING – Wants (W)
1. Make the Select Instrument button work with the Enter key.
2. Add a ‘Copy From Previous Instrument’ button for the Comment field and Return Address field.
3. When a document is cross referenced, copy down the party names from the parent document.
Public Access – Wants (W)
1. Print Queue: Add a quick print page for printing individual pages (currently you have to click ok)
2. Change color of book/page number in hit list to green if no image is present
Attachment number 2 \nPage 11 of 13
Item # 7
3. Title searchers would like to change the hit list for Advanced Search to the same format that
appears for the book/page hit list. This would limit the list to only 10 hits per pages.
Attachment number 2 \nPage 12 of 13
Item # 7
Attachment number 2 \nPage 13 of 13
Item # 7