CRW Systems Proposal 2013
RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Table of Contents
Executive Summary 1-2
Company Background
1.1 Vendor Profile
3-4
5
Company Qualifications
2.3 Client List
6
7-10
References 11-14
Proposed Solution
4.1 System Overview
4.2 Appendix B- Response Matrix
15
16-30
31-46
Implementation Approach
5.1 Project Approach & Scope
5.2 Project Organizational Chart
5.3 Project Staff Resumes
5.4 Project Staff Responsibilities
5.5 Project Timeline
47-50
51-57
58
59-77
78-80
81-83
Other Requirements
6.1 Support and Maintenance
6.3 Training
6.4 Documentation
6.5A Technical Specifications
6.5B Standard Network Diagram
84-85
86-87
88-90
91
92
93
Pricing
Appendix C- Pricing
Cost Summary
94-100
101-103
Additional Information
Sample User Guide
Sample System Administration Manual
Sample Software Maintenance & Support Agreement
Exceptions
104
105-133
134-158
159-165
166-167
Section 1.0
Section 2.0
Section 3.0
Section 6.0
Section 4.0
Section 5.0
Section 7.0
Section 8.0
RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Executive Summary
CRW Systems, Inc. ® is pleased to respond to the City of La Quinta’s RFP for Permitting System Software and
Implementation Services with a proposal for our TRAKiT™ software suite. TRAKiT is a Microsoft Certified®
product offering the latest technologies and a user interface prescribed by recommendations from our
existing clients. CRW is offering a solution that is completely flexible and can continually be modified as the
City’s business processes evolve. Our proposal is intended to demonstrate how we can provide the City with
tools to ensure that your goals are met with one streamlined, innovative system.
What do we offer?
Flexibility TRAKiT is an easy-to-configure and even easier to understand .NET application. Our
proven implementation and training services have been developed to address both
current and future organizational changes.
Citizen Access eTRAKiT enables access by your citizens via the web. Contractors and applicants can
obtain current permit, project, case, or licensing information. Inspection requests,
permit applications, license registration, plan submittals, fee collections, and
complaints can all be submitted online.
Easy User Experience The use of standard Microsoft functions makes it easy for a user to navigate
throughout the system. Routing from one module to another is easily accomplished
due to the similar look and feel across the system.
Accuracy TRAKiT takes advantage of a single, integrated database, and is configured to fit the
business rules and workflow procedures of your agency. Limited data entry and
selection options from pre-determined tables reduce the amount of manual entry
required.
Integration Exchanging information across existing investments is a true strength of TRAKiT.
Standard features include things like working with your ESRI GIS system, importing
data from the County Assessor, and merging working data directly into other
Microsoft applications like Word, Excel, or Outlook. Other interfaces have been
created for Finance systems and Document Management programs.
Reporting TRAKiT utilizes the strength of SQL Report Writing Services with various standard
reports included. These reports are intelligent with the ability for on-the-fly creation
by simply selecting criteria such as date ranges and sort types.
Mobility In-the-field usage of TRAKiT on an array of devices allows inspectors to utilize the full
features of being in the office while away from their desk. This real-time access
allows inspectors to do more of their work in the field, rather than coming back to
the office.
Limited IT Efforts TRAKiT requires very limited needs from IT resources, and requires no programming
skills to operate or change workflows. Most customers rely on CRW’s excellent
support to assist users with questions.
Excellent Clients With over 160 customers, they can attest to our commitment of having a long-
standing business partnership. TRAKiT is an application designed by our clients to
meet their growing needs.
Quickly Execute CRW provides a comprehensive, timely implementation methodology designed to
move your staff into production in the least amount of time, while allowing for
flexibility.
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Why choose us?
Experience With over 20 years in the industry, our experienced team is committed to providing
solutions that offer real benefits to our customers – up to, during, and well beyond the
sale. As a result, CRW maintains 100% client retention since 1999 and more are
coming to realize the benefits from TRAKiT.
Technology TRAKiT is at the forefront of next generation web standards not adopted by any other
industry solution including support for SQL 2008 database and Outlook email
functionality. TRAKiT enables users the flexibility to operate on any platform including
Microsoft, Apple, iPad, Android, and Chrome-based systems; without the need to
require a plug-in. All users will automatically receive updates when they log in to
TRAKiT saving the agency time required to add updates to every machine individually.
Support Ongoing technical support services include downloadable updates, version control,
eTraining videos, phone assistance, eHelp documentation, and GoToMyPC direct
access to walk through problems live.
WorkSpace Every time users login to TRAKiT, they can view their own unique user-defined
WorkSpace which includes a city-wide bulletin section, RSS Feeds, individual task list,
dashboard, various centers (inspection, plan review, etc.), and more to help users track
all of their assigned tasks. By selecting a related link, users are automatically
transported to the specific task they wish to work on.
Efficiency A single screen interface allows users rapid access to all the modules and interfaces
within the system. The TRAKiT system’s expansive list of features and easy to use
interface enable clients to reduce duplication of work and increase efficiencies of
administrative and operational processes.
Personal Attention At CRW, we are dedicated to our customers and work with each agency individually to
automate the way you conduct business. CRW provides installation, training, data
migration, project management, business process consulting, customization and
extensive technical support. We ensure that your agency’s investment results in the
ability to provide citizens with the highest quality and most efficient customer service.
Last Purchase Ever CRW proposes a solution that doesn’t require complicated costly version updates, and
we are committed to bringing the latest technology and software support necessary to
keep your agency running. This ideal helps to increase your bottom dollar year after
year, being the last solution you will ever need.
Which modules?
TRAKiT comes standard with numerous reports, as well as a module for tracking contractor registration (AEC
TRAK). Below is a list of modules proposed for the City of La Quinta as well as some optional modules to
choose at a later date.
GeoTRAK PermitTRAK ProjectTRAK CodeTRAK CRM TRAK LicenseTRAK
Property Data
Management
Permits &
Inspections
Planning & Related
Development
Code Enforcement &
Compliance
Citizen Response
Management
Business & Other
Licensing
GIS eTRAKiT MobilePDA iTRAKiT eMarkup VoiceTRAKiT
Spatial & Geo
Data Integration
Online Customer
Access
Inspector Mobile
Smartphone &
Tablet Access
Inspector Mobile
Access via iPad Electronic Plan
Review Management Integrated Voice
Response
Summary
We believe that our comprehensive offering demonstrates our ability to meet or exceed your requirements. CRW
Systems, Inc. offers your organization the knowledge we’ve gained over many years of providing software
solutions to City, County, and State agencies. We believe that a key factor in our success over the years has been
the depth of experience and quality of our people. We at CRW welcome the opportunity to present TRAKiT to the
City of La Quinta.
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Section 1.0 Company Background
This section of the Proposer’s proposal should identify the following.
1.1 A brief description of the Proposer’s background and organizational history.
For information about CRW & our background, please see Vendor Profile which has been included in
this section of the proposal, following this document.
CRW History
CRW has been providing quality solutions to cities and counties since 1991, and continues to broaden
the focus of our core product, as it relates to other municipal departments. Starting as a permit
tracking software, the core product has grown into a robust system providing information for planning,
engineering, code enforcement, public works, fire, business licensing and building departments over the
years. Below is a complete history of our company and product as it has matured since its inception.
1991 CRW Systems is founded and begins offering a database management system to track permits being
issued by the Building Department for Southern California agencies.
1993 Product is created in Visual Basic and termed “Builders Square” expanding the needs of tracking permit
reviews, inspections, and contractor insurance registration.
1994 Code Enforcement component is added to track violations against a property. Additionally the addition
of a Project tracking component is added to track subdivisions, annexations, and large complexes.
1996 CRW becomes an ESRI business partner to provide integrated GIS capabilities into Builders Square.
Mobile inspection capabilities are created allowing inspectors remote access to permit information. An
online component is added to help communicate information to citizens online.
1998 Product name is changed to TRAKiT and provides support for Microsoft SQL databases. More
functionality is provided to change system preferences and triggers within the system.
2001 TRAKiT is enhanced with more Crystal Reporting features. CRW introduces LicenseTRAK to help
departments issue and track occupational licenses.
2004 CRM TRAK is introduced to better facilitate citizen complaints and initiate new workflow steps through
the agency. eTRAKiT (online citizen access) is enhanced with greater agency flexibility, allowing inspectors
access to information, review comments to be updated, attachments to be uploaded, etc.
2008 TRAKiT Enterprise is released in Microsoft .NET and provided to all clients. Newer technologies allow
greater web-enabled features and tighter GIS functionality. CRW becomes a Microsoft Gold Certified vendor
providing greater support to all of our clients.
2010 CRW is selected as one of ESRI’s few Gold Business Partners allowing CRW’s highly experienced GIS
team to optimize the agency’s GIS within TRAKiT. CRW releases two new modules in the TRAKiT application
suite. TRAKiT IVR incorporates the latest technologies for integrated voice response (IVR) solutions. This
new hosted solution interfaces with our TRAKiT.NET Enterprise application to provide inspection details right
though the touch of a phone. eMarkup incorporates the latest technologies for ePlan Review.
2011 CRW announces the release of TRAKiT9 in Q2 2012. TRAKiT9 will be available as a browser-based option
supporting all browser platforms including Safari and IExplorer. TRAKiT9 mirrors the TRAKiT screen design,
and is built on HTML5-based toolsets.
2012 TRAKiT9 is released providing the latest dynamic reporting options available with SQL Reporting
Services. CRW introduces iTRAKiT to allow remote users the flexibility to utilize TRAKiT from an iPad device
and easily manage daily tasks without a constant wireless connection.
1.2 A statement of how long the Proposer has been performing the services required by this RFP.
CRW was founded in 1991 and since then, we have been dedicating 100% of our resources to providing
Community Development Software to Local Government Municipalities.
1.3 Identify the location of headquarters, technical support, and field offices.
Corporate HQ (including technical support) Southeast Office
2036 Corte Del Nogal, Suite 200 9600 Koger Blvd, Suite 206
Carlsbad, CA 92011 St. Petersburg, FL 33702
P: (858) 451-3030 P: (858) 451-3030
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
1.4 Identify the location of office that would service the City.
Our Corporate HQ in Carlsbad, CA would service the City.
1.5 A description of the organization’s number of employees and longevity.
CRW is currently made up of 41 employees. The average length of time worked at CRW for our current
employees is 5 years.
1.6 Identify whether there have been any mergers, acquisitions, or sales of the Proposer company within
the last five years (if so, an explanation providing relevant details).
There have not been any merges, acquisitions, or sales of CRW within the last five years. CRW is
currently owned and operated by our founder.
1.7 Identify if the organization is a subsidiary to a larger parent company. If so, whom?
CRW is not a subsidiary to a larger parent company.
1.8 Documentation that shows that the Proposer’s annual company revenues and profit for the last 3
company fiscal years. It is acceptable to include this information as an appendix in the proposal.
CRW Systems, Inc. has been in the business of providing automated software solutions to public
agencies for more than twenty (20) years. We believe that our longevity in this very competitive
industry is due to sound business and financial practices. CRW anticipates continued successful
operations for many years to come, and we have executed our business plan accordingly.
CRW System, Inc. is wholly owned by one entity. No outside investors or other entities hold any
financial interest in CRW Systems or CRW Associates. As a privately held, single-owner corporation,
audited financial statements are not required. Our operating capital is derived entirely through ongoing
business operations such as new client projects, renewal fees for annual technical support,
development fees for custom software, and registration fees for training services.
Disclosure Policy
It is our policy not to provide financial statements, banking records, profit-and-loss statements or
balance sheets to our clients. Our reason for this policy is to protect the confidentiality of our private
business records, and to prevent their exposure to competitors or others who may request access to
them under public information laws.
Notwithstanding our privacy policy, if any client is interested in reviewing our financial records, we
would be willing to share such information in our office with a qualified agent of the client, provided
first that a confidentiality and non-disclosure agreement (NDA) is signed by that agent, and with the
understanding that copies of our records may not be removed from our office. CRW also requests that
the client submit specific questions and a list of review items to us prior to any visit.
Financial Overview
CRW has provided a brief financial overview of our company’s financial activity over the past three
years:
Financial Highlights 2012 2011 2010
New Orders 15 15 15
Net Sales $6.6M $5.9M $5.6M
Net Income $800K $700K $500K
Net Cash Provided by Operating Activities $1.2M $950K $850K
Research & Development Expenses $1M $1.1M $1.1M
Number Of Employees 38 34 30
Fiscal Year Ends On (MM/DD) 12/31 12/31 12/31
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
1.1 Vendor Profile
Locations
Corporate HQ Southeast Office
2036 Corte Del Nogal, Suite 200 9600 Koger Blvd, Suite 206
Carlsbad, CA 92011 St. Petersburg, FL 33702
P: (858) 451-3030 P: (858) 451-3030
Fact Sheet
Company CRW Systems, Inc.
Founded 1991
Directors & Shareholders Chris Wuerz – President & CEO
Type of Business Corporation (privately held)
State of Incorporation California
Overview CRW is a leading developer of solutions for managing community development.
Such solutions include software applications for Permit Management, Project
Application Tracking, Code Enforcement, License Management, Citizen Response
Management, Interactive Voice Response, Mobile/Field Access and GIS
Integration.
Company Type Software Developer and Systems Integrator.
Product TRAKiT™ - Community Development Software, .NET Application
Target Market 100% Local Government Municipalities: cities, towns, counties, and states.
Number of Clients TRAKiT has been successfully implemented into over 160 municipalities nationwide.
Applications Permit Management; Project Application Tracking; Code Enforcement; License
Management; Electronic Plan Review Management; Interactive Voice Response
(IVR); Online Citizen Interface; Mobile/Field Access; GIS Technology.
Mission CRW aims to provide robust leading edge community development software
solutions and implementation services to meet the needs of Building, Planning,
Community Development, Fire, and Public Works Departments to enable agencies
and their citizens the ability to access and manage key information in the
development process from any location.
Partners Authorized business partners of a number of organizations with whom we work
closely to ensure that our systems integrate seamlessly. Our partners include
Microsoft; ESRI; and Laserfiche.
Experience Our understanding and focus on the Development Services/Land Use and
Development industry has helped us to grow and prosper in the face of constantly
changing technology and increased competition. While other firms have
diversified and stretched their development and support in many directions, CRW
Systems continues to devote 100% of our resources to the same market.
Affiliations CRW Systems maintains active sponsorship and participation in the following
professional associations: ICC, ICMA, APA, FLBOA, TMI, CACEO, AACE, CALBO,
AZBO, and GBOA.
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Section 2.0 Company Qualifications
In this section, the Proposer should identify company qualifications and experience in implementing
solutions similar to what the City is seeking.
2.1 Describe your firm’s familiarity with public sector permitting systems and business processes, and
experience with the requirements of the State of California.
CRW has over twenty years of experience providing industry leading technology solutions and
implementation services. We have proven this time-and-time again by providing each customer
with a free upgrade onto our latest technology offering. TRAKiT has grown into a robust system
over the years by providing an easy to use tool for efficiently managing all development processes.
We continue to broaden the focus of TRAKiT and utilize the latest technologies available to ensure
full client satisfaction. We dedicate 100% of our resources to providing Community Development
Software to Local Government Municipalities Nation-wide. We have successfully implemented over
160 clients on time & within budget. Not only do we have extensive experience & familiarity with
public sector permitting systems and business processes, but with 70 State of California clients, we
have ample experience and knowledge with the States requirements.
2.2 Describe your experience in implementing your system in Community Development Departments
within California municipalities.
The goal of the Implementation and Project Management process is to allow the City to migrate
from an existing process to the full utilization of TRAKiT. Along the way, CRW will help in providing
conversion services, best practices, and assistance to ensure that your agency implements a fully-
functioning system. Our Project Managers have many years of experience in working with agencies
of all sizes across the country. With 20 State of California, new client implementations in the last 5
years, our project managers have extensive knowledge & experience with California City & County
implementations. Over the last 22 years, CRW has formulated the implementation of a number of
processes to make the transition from beginning to a successful Go Live as smooth and
straightforward as possible. For additional details about CRW’s implementation experience, please
see Project Approach & Scope located in Section 5.0.
2.3 Discuss your existing client base including identifying the number of existing clients using the
version/release of the software you are proposing. Clearly identify the number of California public
agency installations.
Please see document 2.3 Client List provided in this section of the proposal, following this page.
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**Proprietary & Confidential***
RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
2.3 Client List
Ada County Highway District, ID TRAKiT 9
In Implementation-
go-live: 2014
Parker, CO TRAKiT 9
In Implementation-
go-live: 4/2014
Fairfield, CA TRAKiT 9
In Implementation-
go-live: 1/2014
Laguna Niguel, CA TRAKiT 9
In Implementation-
go-live: 1/2014
Vacaville, CA TRAKiT 9
In Implementation-
go-live: 12/2013
Rohnert Park, CA TRAKiT 9
In Implementation-
go-live: 11/2013
Tukwila, WA TRAKiT 9
In Implementation-
go-live: 10/2013
Richland County, SC TRAKiT 9
In Implementation-
go-live: 9/2013
Lakeland, FL TRAKiT 9
In Implementation-
go-live: 9/2013
Northern KY Area Planning Commission TRAKiT 9
In Implementation-
go-live: 6/2013
Parkland, FL TRAKiT 9 4/30/2013
Arvada, CO TRAKiT 9 2/15/2013
DeSoto, TX TRAKiT 9 1/29/2013
Annapolis, MD .NET 6/18/2008
Beaumont, TX .NET 7/19/2012
Blacksburg, VA .NET 6/29/2007
Blaine, MN .NET 1/1/2006
Bourbonnais, IL .NET 1/1/2005
Brentwood, CA .NET 7/17/2009
Butte County, CA .NET 9/19/2006
Cape Coral, FL .NET 6/15/2009
Castle Rock, CO .NET 8/15/2008
Cayman Islands .NET 1/1/2001
Champaign, IL .NET 1/1/2003
Colleyville, TX .NET 12/10/2008
Coronado, CA .NET 6/1/1996
Daytona Beach, FL .NET 1/1/2005
Denton, TX .NET 1/1/2001
Duluth, MN .NET 2/28/2011
Fontana, CA .NET 2/8/2012
Client Name Version Go-Live
Emeryville, CA .NET 8/12/2010
Escondido, CA .NET 10/1/1999
Everett, WA .NET 7/1/1999
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**Proprietary & Confidential***
RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Ft. Myers Beach, FL .NET 9/28/2007
Frisco, TX .NET 1/1/2001
Gardena, CA .NET 3/1/1997
Gila County, AZ .NET 7/1/1998
Glendora, CA .NET 11/13/2012
Glenn County, CA .NET 1/1/2005
Hanford, CA .NET 3/1/1997
Hillsborough, CA .NET 1/8/2007
Jackson, WY .NET 1/1/2004
Keller, TX .NET 1/1/2002
Littleton, CO .NET 1/1/2005
Manatee County, FL .NET 3/29/2010
Marana, AZ .NET 11/1/1996
Merced County, CA .NET 1/1/2003
Mercer Island, WA .NET 7/1/1999
Miami Lakes, FL .NET 5/31/2012
Mill Creek, WA .NET 1/1/2002
Mill Valley, CA .NET 11/7/2012
Millbrae, CA .NET 5/1/1996
Milpitas, CA .NET 12/1/2006
Montrose, CO .NET 12/1/2006
Novato, CA .NET 10/7/2008
Oceanside, CA .NET 9/28/2009
Orange, CA .NET 10/1/1997
Oroville, CA .NET 8/1/1997
Payson, AZ .NET 9/1/1996
Piedmont, CA .NET 11/1/1999
Pinecrest, FL .NET 11/5/2010
Prescott, AZ .NET 11/30/1997
Rapid City, SD .NET 5/18/2012
Reedley, CA .NET 6/1/1996
Richmond, CA .NET 4/11/2008
Rockwall, TX .NET 1/1/2003
Round Rock, TX .NET 7/1/2011
Salinas, CA .NET 2/16/2006
Sammamish, WA .NET 11/30/2012
San Bruno, CA .NET 6/1/1999
San Carlos, CA .NET 12/20/2011
San Juan Capistrano, CA .NET 5/10/2007
San Marcos, CA .NET 7/2/2012
San Rafael, CA .NET 12/1/1999
Santa Cruz, CA .NET 8/4/2009
Santa Maria, CA .NET 10/1/1999
Saratoga, CA .NET 7/8/2007
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Spotsylvania County, VA .NET 10/25/2007
The Colony, TX .NET 1/1/2002
Tracy, CA .NET 4/1/1998
Tuolumne County, CA .NET 8/1/2000
Vallejo, CA .NET 5/1/1999
Weatherford, TX .NET 1/1/2004
Wildwood, FL .NET 6/18/2010
Windsor, CA .NET 1/1/2002
Woodside, CA .NET 4/29/2008
Yolo County, CA .NET 12/10/2010
Auburn, WA .NET 6/1/1999
Bay County, FL .NET 1/1/2005
Brentwood, TN .NET 1/1/2003
Burlingame, CA .NET 1/1/2005
Clear Creek County, CO .NET 3/24/2006
Dana Point, CA .NET 2/24/2006
Deltona, FL .NET 1/1/2005
El Cerrito, CA .NET 1/1/2006
Englewood, CO .NET 1/1/2005
Eureka, CA .NET 1/1/2002
Hemet, CA .NET 12/1/1999
Hendry County, FL .NET 1/1/2003
Irving, TX .NET 1/1/2003
Lafayette, LA .NET 1/1/2004
Lantana, FL .NET 1/1/2002
Lompoc, CA .NET 1/1/2006
Lynchburg, VA .NET 1/1/2003
Napa, CA .NET 1/1/2005
Ocala, FL .NET 1/1/2003
Okeechobee County, FL .NET 1/1/2004
Pasco, WA .NET 1/1/2005
Redwood City, CA .NET 12/1/2002
San Clemente, CA .NET 1/1/2005
San Pablo, CA .NET 7/1/1999
South San Francisco, CA .NET 1/1/2001
Sumter County, FL .NET 1/1/2003
Yuba County, CA .NET 1/1/2003
Nampa, ID .NET 5/20/2011
Kootenai County, ID .NET 7/9/2007
North Augusta, SC .NET 7/14/2008
Mesa County, CO .NET 7/21/2008
Flower Mound, TX .NET 5/1/2013
Edmond, OK .NET 6/23/2011
Douglas County, OR .NET 4/10/2007
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Kenosha County, WI .NET 8/2/2011
Norcross, GA .NET 6/3/2011
Hesperia, CA .NET 12/6/2012
Norwalk, CT .NET 10/2/2009
Marysville, WA .NET 1/19/2012
Issaquah, WA .NET 11/18/2010
SeaTac, WA .NET 4/6/2012
Prosper, TX .NET 9/21/2009
State of Minnesota - Dept. of Labor and Industry .NET 11/20/2009
Walla Walla Joint Community Dev. Agency .NET 4/11/2013
American Canyon, CA .NET 6/1/1997
Hawaiian Gardens, CA .NET 7/29/2011
Napa Sanitation, CA .NET 3/23/2011
Ann Arbor, MI .NET 5/28/2008
Burnsville, MN .NET 3/24/2011
State of Idaho DBS .NET 6/3/2008
Sierra Vista, AZ .NET 10/14/2010
East Palo Alto, CA .NET 3/24/2010
Summit County, CO .NET 7/28/2009
Pflugerville, TX .NET 7/1/2010
Poway, CA .NET 12/21/2009
Antioch, CA VB6 1/1/2000
Blythe, CA VB6 3/1/1994
Galt, CA VB6 9/5/2006
Greenville, TX VB6 1/1/2001
Kingman, AZ VB6 1/1/2003
Klamath County, OR VB6 1/1/2005
Maple Valley, WA VB6 1/1/2003
Mendocino County, CA VB6 9/1/1999
Nacogdoches, TX VB6 1/1/2006
Pinole, CA VB6 6/1/1999
St. Helena, CA VB6 10/1/1996
Belmont, CA VB6 12/1/1999
Canton, GA VB6 1/1/2003
Hialeah Gardens, FL VB6 1/1/2003
Olive Branch, MS VB6 1/1/2004
Tehama County, CA VB6 3/1/1997
Atherton, CA VB6 3/24/2008
Valparaiso, IN VB6 9/27/2007
Walla Walla County, WA VB6 5/20/2008
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Section 3.0 References
Customer Contact Name, Title,
Address, Phone & Email
Brad Rosen, IT Manager
13325 Civic Center Drive
Poway, CA 92074
(858)668-4452
BRosen@ci.poway.ca.us
Brief Project Description CRW Systems successfully implemented the solution by
employing a project management strategy that defines and tracks
every step of the process which includes System Configuration,
Conversion of Historical Data, Integration with Oracle Finance
System, System Acceptance Testing, System Admin/User Training,
and On-going Support. Poway implemented eTRAKiT,
ProjectTRAK, PermitTRAK, LicenseTRAK and CodeTRAK. This
project was completed on-time and within budget. Poway has
been using TRAKiT for over 3 years and we invite you to contact
them.
Number of Users 10
Current Status of Project Current Client
Current Software Release Version TRAKiT .NET
Database Environment SQL 2005
Modules Implemented eTRAKiT, ProjectTRAK, PermitTRAK, LicenseTRAK and CodeTRAK
Go-Live Date December 2009
Implementation Period (months) 7 months
Implementation Cost $134,000
Customer Contact Name, Title,
Address, Phone & Email
Gina Borchers, Information Systems Technician
910 Calle Negocio suite 100
San Clemente, CA 92673
(949) 361-6163
BorchersG@san-clemente.org
Brief Project Description CRW Systems provided services including a Project Kick-Off
Meeting (Database/Software Installation, Workbook/Process
Review), Data Collection, System Configuration, Creation of
Custom Reports and Forms, Configured System Delivered On-Site,
Integration with Tele-works IVR, Training of User Specialists that
perform acceptance testing, Testing of Delivered System, System
Acceptance, User Training, and On-Site Go-Live Support.
Number of Users 20
Current Status of Project Current Client
Current Software Release Version TRAKiT .NET
Reference 1- City of Poway, CA
Reference 2- City of San Clemente, CA
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Database Environment SQL 2000
Modules Implemented ProjectTRAK, PermitTRAK, CodeTRAK, CRM TRAK LicenseTRAK,
and eTRAKiT
Go-Live Date September 2005
Implementation Period (months) 9 Months
Implementation Cost $208,000
Customer Contact Name, Title,
Address, Phone & Email
Saide Emamjomeh, IS Manager
1 Civic Center Dr.
San Marcos, CA 92069
(760) 744-1050 x3107
Saide@san-marcos.net
Brief Project Description CRW Systems successfully implemented the solution by
employing a project management strategy that defines and tracks
every step of the process which includes System Configuration,
Conversion of Historical Data, Integration with Tyler MUNIS
Finance System, System Acceptance Testing, System Admin/User
Training, and On-going Support.
Number of Users 25
Current Status of Project Current Client
Current Software Release Version TRAKiT .NET
Database Environment SQL 2008
Modules Implemented PermitTRAK, ProejctTRAK, CodeTRAK, LicenseTRAK, CRM TRAK,
eTRAKiT, MobileTRAK
Go-Live Date August 2012
Implementation Period (months) 8 months
Implementation Cost $304,000
Customer Contact Name, Title,
Address, Phone & Email
Noel M. Ibalio, Senior Planner
10890 San Pablo Avenue
El Cerrito, CA 94530
(510) 215-4384
nibalio@ci.el-cerrito.ca.us
Brief Project Description CRW Systems successfully implemented the solution by
employing a project management strategy that defines and tracks
every step of the process which includes System Configuration,
Integration with the City’s Laserfiche document management
system, System Acceptance Testing, System Admin/User Training,
and On-going Support. This project was completed on-time and
within budget. El Cerrito has been using TRAKiT for over 6 years
and we invite you to contact them.
Number of Users 10
Reference 3- City of San Marcos, CA
Reference 4- City of El Cerrito, CA
12
***Proprietary & Confidential***
RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Current Status of Project Current Client
Current Software Release Version TRAKiT .NET
Database Environment SQL
Modules Implemented MobileTRAK, ProjectTRAK, PermitTRAK, CodeTRAK & LicenseTRAK
Go-Live Date January 2006
Implementation Period (months) 7 months
Implementation Cost $134,000
Customer Contact Name, Title,
Address, Phone & Email
Dave Davies, Director of Public Works
116 East Foothill Boulevard
Glendora, CA 91741
(626) 914-8246
ddavies@ci.glendora.ca.us
Brief Project Description CRW Systems successfully implemented the solution by
employing a project management strategy that defines and tracks
every step of the process which includes System Configuration,
Conversion of Historical Data, Integration with Pentamation
Finance System, System Acceptance Testing, System Admin/User
Training, and On-going Support
Number of Users 15
Current Status of Project Current client
Current Software Release Version .NET
Database Environment SQL 2008
Modules Implemented PermitTRAK, ProjectTRAK, CodeTRAK, CRM TRAK, Coice TRAKiT
IVR, eTRAKiT
Go-Live Date November 2012
Implementation Period (months) 9 Months
Implementation Cost $236,250
Customer Contact Name, Title,
Address, Phone & Email
David Rowley, Information Systems Operations Manager
130 Avram Avenue
Rohnert Park, CA 94928
(707) 584-2684
drowley@rpcity.org
Brief Project Description The City of Rohnert Park is currently under implementation and is
within the System Acceptance phase. CRW Systems is successfully
implementing the solution by employing a project management
strategy that defines and tracks every step of the process which
includes System Configuration, Conversion of Historical Data,
Integration with Springbrook Financial System, System
Acceptance Testing, System Admin/User Training, and On-going
Support
Reference 5- City of Glendora, CA
Reference 6- City of Rohnert Park, CA
13
***Proprietary & Confidential***
RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Number of Users 10
Current Status of Project Rohnert Park is currently in the System Acceptance phase of the
project timeline.
Current Software Release Version TRAKiT9
Database Environment SQL 2008 R2
Modules Implemented PermitTRAK, ProjectTRAK, eTRAKiT, iTRAKiT
Go-Live Date Currently in implementation, scheduled to go-live November 2013.
Implementation Period (months) 7 months (estimated)
Implementation Cost $143,600
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Section 4.0 Proposed Solution
In this section of the proposal, the Proposer should identify the proposed solution up to and including
the following:
4.1 Proposed solution overview identifying origin of system, release history, current release being
proposed, and number of operational installations for the proposed software solution.
Please see document 4.1 System Overview placed in this section for an overview of the current
version of TRAKiT we are proposing to the City of La Quinta.
4.2 Provide a written response to each module/item identified in Section 3, using the format in
Appendix B. The level of detail must be sufficient to allow the evaluators to understand your
product’s features, functions, and capabilities. Proposers are allowed to supplement their response
to Section 3 using additional product information as an attachment to their proposal. However, at a
minimum, Proposers must provide a written summary response at the module level such that the
evaluators can obtain an adequate understanding to score a response. The response must identify
any features described that are not included in the most current release level including the expected
release date. If the proposer is selected to provide a product demonstration, the current application
release level in production must be used ‐ piloted or beta tested application versions are not
acceptable.
Appendix B has been completed and included in this section of the proposal.
4.3 Identify any additional proposed modules or services that were not identified in Section 3 and
provide a description of the features and functions of each proposed module.
We have included our System Overview in this section which provides detailed descriptions of all
the modules available within TRAKiT.
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
4.1 TRAKiT System Overview
Due to the ever-changing needs of our clients, our software has evolved into a full suite of software applications
and interfaces called TRAKiT™; which is complemented by our online citizen access application, eTRAKiT™. The
TRAKiT system is comprised of a series of interrelated modules that are tightly linked with a GIS-centric database
to provide an easy-to-use system for creating, issuing, and tracking any type of Community Development activity
directly from the parcel fabric. A single screen interface allows users rapid access to all the modules and interfaces
within the system. View all related and historical information (permits, code cases, complaints, projects, land
records, etc.) in a tree format in any module to easily identify what development activity has occurred and its
impact on future activity.
Currently TRAKiT is bundled with core components (GeoTRAK, GIS, AEC TRAK, WorkSpace, and Reports), with other
modules sold individually – PermitTRAK, ProjectTRAK, CodeTRAK, LicenseTRAK, CRM TRAK, eTRAKiT, eMarkup,
MobilePDA, iTRAKiT and VoiceTRAKiT IVR. Depending on the needs of the agency, certain modules will be
implemented as part of this Proposal, with others implemented at a later date if necessary. Additionally, CRW can
provide services for implementing the system into other departments within your agency (e.g. Fire, Public Works,
Planning, etc.).
User Interface
TRAKiT has been designed using Microsoft .NET technology and employs basic user functions, which have become
expected from Windows-based programs. CRW has consulted with our existing customers to determine the best
features to offer, with the top response being the ability to see information from a single screen.
Multi Record Review
View details of different permits, projects,
cases, etc. from a single screen with the
use of multiple tabs.
Related Site Information
View all related information (permits,
code cases, complaints, projects, land
records, etc.) in a tree format.
Robust Search Options
Utilize a global keyword search to view
all records with related data. Perform
standard and advanced queries on the
fly.
User Preferences
Each user can determine the information
presented on their personal pages.
History Details
Easily step through the most recently
created or visited records to view and
manage associated details.
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
WorkSpace
User Defined Dashboard
All end users of TRAKiT are able to utilize the
WorkSpace to add customizable widgets to view
information pertaining to their role within the
agency. No longer view information in a
“standard way,” instead view information the
way you want to see it. WorkSpace provides
details ranging from dynamic charts to personal
tasks to calendar items.
Enhance productivity by allowing users &
managers to expedite activities from a single
screen. Allow several needs to be addressed
within WorkSpace, including document
shortcuts, Bulletins, E-mails, Internet links,
Reports, and more.
Hrough
Benefits
Central Location
View any assigned activities from a single
screen without the need for complex
searches based on user defined criteria.
Easy Query Generation
Generate dynamic queries using the
advanced search query tool which can be
exported into excel, plotted on the map and
viewed in reports.
Manager Console
Preview assignments scheduled to your
team and balance workload.
• Incorporate MS Outlook E-mails
• Sync with Calendar
• Preview all Reviews assigned to staff members
• Preview all Inspections assigned to staff
members
• View permit information based on user defined
criteria
• GIS Viewer
• Dynamic charts & graphs displayed in real-time
• Inspection Center for resulting inspections
• Re-assign Inspectors
• Review Center for resulting assigned plan
reviews
• My Tasks for any assigned and unfinished items
• Personal To Do List
• Preview all conditions assigned to staff members
• Store Favorite Reports for easy access
• Weather tracker for current conditions
• Schedule inspections in batch format
• Stay up to date on agency news bulletins
• RSS Feed subscription to obtain news updates
Features
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
GeoTRAK
Property Data Management Module
GeoTRAK is at the heart of our system providing
comprehensive land data obtained from the
Assessor’s office to ensure accuracy. Users can
conduct a preliminary screening of a property and
then link a project, permit, or code complaint case
directly through GeoTRAK.
Combined with industry leading GIS technology, users
receive the power of database technology with digital
maps and aerial photos to provide a graphical view of
land record. This allows the agency to be proficient in
performing spatial analysis (i.e. recognizing areas with
several code violations, expiring permits, different
zoning criteria) by obtaining the reporting information
graphically on the map.
Benefits
Data Integrity
Data Integrity- Reduce errors and data
redundancy with automated workflows and a
single database.
Workflow Automation
Automatically add reviews, inspections or fees
to a record or generate a notification directly
from the map based on defined spatial rules.
Unparalleled User Experience
Intuitive and easy to navigate for all user levels.
• View any related County Assessor data
• View related records associated with a parcel
• Single click view of GIS details
• See all subdivisions, land splits, annexations,
and site mergers
• View owner details
• Easily create a permit, project, case or license on
a land record
• Control parcels, buildings, addresses, street
segments
• Add a warning or lock down a land record
• Property Inspection management
• Agency defined address naming convention
• Research property and building details
• Print owner merge letters and notifications
• Execute dynamic queries
• Historical records are maintained, never archive
• Create custom screens to manage additional
land information
Features
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
GIS Integration
Spatial & Geographic View of Information
TRAKiT has a state-of-the-art GIS integration which
allows all development activities such as permits,
projects, land management, code enforcement,
licensing, and inspections to be managed directly from
the parcel fabric. TRAKiT leverages your agency’s GIS to
enable users to visually search the map for
development activity and display results in reports.
Included with TRAKiT’s GIS functions are enhanced user
controls, allowing users to view related records
associated with the parcel, create permits or code cases
directly from the map, and even run a query to illustrate
search results.
This two-way communication allows the agency to
become more efficient in recognizing areas with several
code violations, expiring permits, or different zoning
criteria; rather than running different reports, this
information can be graphically represented on the map.
Benefits
Manage tasks from the Map
Create multiple permits, projects, cases,
result inspections, add restrictions, etc. to
any geo record directly from the map.
Automate Workflow
Automatically add reviews, inspections or
fees to a record or generate a notification
directly from the map based on defined
spatial rules.
Easy to Use Tools
Easily generate reports, plot data on the
map, add sketches using sketch tools and
print maps with no prior GIS knowledge
required.
• Single click view of GIS details
• See all subdivisions, land splits, annexations,
and site mergers
• Control parcels, buildings, addresses, street
segments
• Property Inspection management
• Agency defined address naming convention
• Research property and building details
• Create & Save spatial bookmarks
• Use multiple internal & public map services
• Measurement and drawing tools
• Run radius notifications and print owner
letters
• Routing & directions using Network Analyst
• Execute dynamic queries and perform spatial
analysis
• Multi-select parcels to combine into a project,
permit, or case
• Search or create a permit, project, case or
complaint from the map
• Utilize common “Microsoft Bing Maps” and
“Google Street View” features
Features
19
RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
PermitTRAK
Permit Management and Inspection Coordination Module
Streamline your agency’s permitting process by
tracking the unique workflows for all types of
permits from initial application through issuance.
Everything the user needs from contact
management, related permit information, plan
review tracking, inspector scheduling, financial
details, and any other required information is
captured in PermitTRAK.
Permits tracked within this module are customized
according to the agency’s workflow requirements,
which include permit type and status queues,
valuation details, review types, action types,
customizable screens, inspection requirements, and
fee schedules. Unique procedures can be
incorporated to ensure that timelines are met
efficiently, reports are executed properly, and
managers are alerted when necessary.
Benefits
Scalability
As permit requirements change easily add
new custom fields to manage information
unique to each permit type.
Minimize Data Entry
Automated workflow rules reduce the
amount of data entry required by updating
the record based on specific activities
throughout the permitting process.
Document Management
Manage any documents associated with a
permit record by attaching them to the
record such as documents, reports, photos
and plan sets. Files of any type can be easily
viewed on the record at any time.
• Unique workflow for each permit type
• Schedule inspectors by region, permit type, or
inspection type
• Review related cases, projects, sites, or
permits
• Compare multiple permits side-by-side
• Manage permit reviews and conditions
• Unlimited user defined search options
• Warning flags for out-of-date contractor
licenses
• Copy/duplicate information from another
permit
• Require previous inspections
• Create unique job valuations
• User-defined standard comments
• Incorporate unique fee schedules
• Issue permit forms and Certificate of
Occupancies
• Utilize inspection checklists
• Generate public Twitter notifications of
permit activity
Features
20
RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
ProjectTRAK
Management of Planning & Development Activities Module
ProjectTRAK manages the workflow for all types of
projects through the project lifecycle, starting with
the application through the review and approval
process. All actions assigned and any conditions of
approval can be recorded for future evaluation. By
providing attachment capability, plans can be
scanned with mark-ups and linked as part of the
project’s history; with different plan cycles can be
captured for future reference.
A time clock function is also provided to
automatically schedule critical points along the
project’s evolution to ensure that all reviewing
agencies stay on target. User-definable screens
allow Administrators to easily create additional
screen templates to track and record information
unique to your agency.
Benefits
Robust Reporting Capabilities
Generate project details reports, radius
notifications, application checklists as well
as development review letters with the click
of a button.
Parent Child Relationships
Easily manage a project from start to finish
by linking all related records which are
readily viewable from any screen.
Event Automation
Enhanced configurability tools to schedule
and manage key activities related to
development processes.
• Chronology feature to track any phone calls,
emails, or letters
• Time sheet for entering time spent reviewing
• Project review cycles & notes
• Attach different iterations of plans with mark-
ups
• Inspection tracking
• Contact management
• Conditions for approval maintained on project
• Detailed reports for fee information, project tree,
and more
• Event scheduler for meeting dates (e.g. Planning
Commission)
• Automatic assignment of reviews
• Unique fee schedule for each application type
• Track engineering and public works projects
• Direct interface to GIS for project management
• Issue multiple permits from a single project
• Create annexations and subdivisions
Features
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
CodeTRAK
Management for Code Enforcement & Compliance Activities
CodeTRAK provides incident and activity
management while tracking the workflow for all
types of code enforcement activities from the time
a complaint is received through compliance of the
incident. When a complaint or violation is entered
on a property, CodeTRAK has the option to lock
down the parcel record and place a flag on all
records associated with the property.
With CodeTRAK, users can maintain contact
information and attach images and documents to
each issue. Additionally, administrators can create
user-defined screens to track and record
information unique to your agency. This data can
be merged into reports, forms, and other
documents.
Benefits
Spatial Analysis
Utilize GIS tools to easily identify areas with high
levels of code enforcement issues classified by
type and status.
Record Locking
Lock down properties based on agencies
compliance procedures to prevent activity system
wide and enhance agency collaboration.
Correspondence Management
Easily track all phone calls, emails, site visits etc.
and view all case details from one screen.
• Create cases from GIS map
• Lock down parcel when certain case types are
created
• Track all dates of activities
• Follow multiple violations on a code case
• Incorporate all code text into TRAKiT for easy
reference
• Attach photos and letters to record
• Email notifications
• Link to different records
• Create a Case Details report
• Event scheduler helps track important dates
• Protect all information from non-Officer staff
• Chronology feature to track any phone calls,
emails, or letters
• User definable screens to capture unique
information
• Identify addresses using Google Street View
• Generate notice of violations and warning letters
Features
22
RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
CRM TRAK
Citizen Response Management Module
Tools needed to quickly capture and manage citizen
issues are organized through CRM TRAK. As issues
are received through the phone or internet, it
assists by effectively monitoring opened and closed
issues, as well as the exact location of the
occurrence. Recurring issues and complainants can
all be linked together to ensure that issues are
handled in an appropriate manner.
Workflow activity tracking is designed with built-in
processing and workflow features to help users
resolve various issues presented by their citizens.
Administrators can customize these workflows
according to the agency’s pre-existing processes or
adapt new ones to route into different
departments. Using the GIS map also helps users to
identify the exact location of an incident to
guarantee a timely inspection.
Benefits
Enhanced Customer Service
Workflow tools route complaints to the
appropriate department to ensure citizens
receive a prompt response and that issues
are quickly resolved.
Automatic Notifications
Send letters and emails based on activities
and status updates throughout the process
eliminating the need for complainants to
contact the agency.
Online Transparency
Integrated with eTRAKiT, CRM TRAK
provides online access to reported issues to
easily obtain status without the need for
citizens to visit your agency or call in to
obtain details.
• Issues are routed to proper user
• Search filtering
• Link issues to existing cases or permits
• Capture complainant details
• Utilize GIS map for pin-pointing exact location
• Audit log ensures staff accountability
• Transfer workflows into other applications within
the agency
• Built-in workflow functionality
• Auto send emails or letters
• Create a code enforcement case from an incident
reported
• Run reports to determine response times
• Track all details associated with the work order
• View entire history of the location
• Route workflows to different departments
• Customized type configuration
Features
23
RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
LicenseTRAK
Management of Various Licenses Module
LicenseTRAK is designed to issue and track a variety
of different license types, including animal,
business, and facilities licensing. Several fields are
custom tailored according to the agency’s needs,
including license types, classification codes,
ownership types, and several more customized
screen areas. At a glance, a user can quickly review
all information pertinent to a specific record.
All insurance details are maintained to track
worker’s compensation, liability insurance, and
state business licensing information. Renewal fees
can be processed and automatic batch processes
can send out renewal notices to businesses before
the due date. Reports can display the number of
licenses that are unresolved and any fees collected.
Benefits
Unmatched Flexibility
Manage all information associated with
your unique license types.
Superior Service
Automate the license issuance and
management process. Easily send batch
renewal notifications enabling the agency
to provide better communication and
service to license holders.
Online Renewal Options
Additionally licensees can go online at any
time to obtain status update, apply for a
license, renew a license and pay fees.
• Maintain all contact information associated
with license
• Allow for online management for citizens
• Custom-tailored fields and screens
• Mange all activities and reviews
• Batch process for renewal notices
• Proration and penalty fees automatically
calculated
• Assign conditions for a business
• Associate fees unique to each license type
• Move licensee information into AEC TRAK
directory
• Link license to a specific parcel
• View related records to a license (e.g. permit)
• Attach documents and photos to license
• Track all insurance & registration information
• Check off educational courses completed
• Unique licensing requirements and workflows
Features
24
RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
AEC TRAK
Central Directory for Architects, Engineers, & Contractors
AEC TRAK provides instant access to all
information associated to individuals that do
frequent business with the agency, as it relates
to permits and projects. Any type of
professional can be tracked including,
architects, engineers, contractors, and
surveyors to name a few. Common information
associated with these contacts can be viewed
from a single screen for quick accessibility.
License information, associated contacts,
insurance information, and related records can
be accessed from AEC TRAK. Simply look up the
individual / business to associate them as a
contact into another module; if there is a
warning flag or any out-of-date insurance
information, then users will be prompted prior
to adding them as a contact due to the
integration with AEC TRAK’s directory.
Benefits
Link Records
Easily add contract details to a record
within permit, project, or LicenseTRAK by
linking the contractor. Auto fills details on
the record eliminating the need to type in
contact, license, insurance information, etc.
Reporting
Quickly view all permits, projects, licenses,
etc. associated with contractor from the
record and generate reports will record
details.
Payment Options
Deposits and trust accounts can be linked to
contractors and applied towards permit or
projects.
• Contractors can pay fees for associated permits
• Insert all insurance carrier information
• Warning flags prompt users of expired
information
• Preview all associated records with the contact
• Chronology tracks any communication with
contractor
• License information is maintained
• Link to business license information
• Track multiple insurance carriers
• Attach photos and proof of insurance to record
• Internet link provided for State licensing
information
• Send an email or text message to individual
• Add new permits and project from AEC record
• Restrict information from certain users
Features
25
RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Reports
Reporting Module
TRAKiT includes a comprehensive set of standard
reports to meet your agency’s reporting needs.
Commonly reports are added to our list and
provided to our clients based on the demand for
new reports; if however, unique reports are
requested for only your agency’s purposes, then
these will always be maintained in the Reports
module of TRAKiT.
SQL Report Writing Services is used for customizing
reports within TRAKiT. Reports are easily viewable
in PDF format for general users to run
daily/weekly/monthly reports; and these users do
not require unique training for issuing any reports
within this module. All reports are dynamic,
allowing the user to specify the type, module,
date/time, or any other parameter to retrieve
unique information into a report or chart.
Benefits
View reports outside of TRAKiT
Users can quickly access TRAKiT data with
an internet connection using SQL Reporting
Services.
Linked Reports
Users can easily access multiple reports
associated with a record within a single
report such as any receipts paid are
viewable by clicking on the fee details in the
permit report.
Standard Reports
Standard reports are delivered with the
system based on reports frequently run by
municipalities. This eliminates the need to
develop custom reports. Reports can be
easily modified to meet your agency’s
needs.
• Utilizes SQL Report Writing Services (most
current version supported)
• Date range selection parameters
• Send reports to printer, display, or add as an
attachment
• Export into Excel, Access, Word, or PDF formats
• Create charts and graphs
• Categorized by function & application
• Accounting/financial reports provided
• Detailed inspection reports
• Plan review reports
• Code enforcement reports
• License information reports
• View expiring permit information
• Customize unique reports for your agency
• System diagnostic reports for Administrators
Features
26
RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
eTRAKiT
Online Citizen and Contractor Access Module
The public can use our interactive web application
eTRAKiT to access permit, project, license, code,
land, and inspection information using web-enabled
screens and functions. Citizens can request
inspections, pay fees, upload plans, apply for
permits, file complaints, and much more due to the
versatility of eTRAKiT.
eTRAKiT offers several different sign-in preferences
for different users, including a general public access,
private access to additional details, and a contractor
sign-on for additional functions (e.g. requesting
inspections). Additionally, if your agency uses
outside plan review agencies or inspectors, eTRAKiT
can allow them to place their results and upload
files to maintain within the same database. Giving
citizens 24/7 access to information, eTRAKiT will
create less phone traffic into your office, and route
your citizens to more immediate responses.
Benefits
24/7 Service
Citizens can obtain property details and information
regarding development activity 24/7 such as review
notes, inspections, etc. without calling into the
Department.
User Dashboard
Logged in users can view all applications they’ve
started but haven’t completed as well as any active
permits, projects, licenses they’ve applied for. Easily
print, schedule inspections, pay fees, obtain status
from a single screen.
Online Mapping Features
Run standard and ad hoc queries from the map and
plot data to quickly see areas with permits or active
code violations. Print the map, obtain property
details and much more.
• Designed with several layers of encryption
security
• Outside agencies (plan reviewers/inspectors) can
result online
• Contractors have unique access to additional
review details
• Upload plans online
• Online fee payment portal
• Apply for permits and projects online
• Schedule inspections online
• File a complaint online and track the progress
• Update business license information & renewal
fees
• Look up record details
• Restrict access to certain users based on sign-on
privileges
• Advanced search features
• View parcel location on an integrated GIS Map
• Examine inspection history and notes made by
Inspectors
• Dashboard view for online accounts
Features
27
RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
eMarkup
Electronic Plan Review Module
Eliminate resources and time spent on the project
review process with TRAKiT’s comprehensive review
management system. Incorporating the latest
technologies for ePlan Review software, eMarkup
provides the ability to view and edit all plan sets
throughout the review process directly within
TRAKiT.
Instead of sharing a single plan set with multiple
departments and waiting for each to make changes,
eMarkup enables reviewers to concurrently review
plans, redline, comment, upload, convert plans to
PDF and publish/share with the applicant. Users can
easily identify changes made from one submittal to
the next. eMarkup is a fully integrated feature
within TRAKiT that enables staff to review and
markup documents with review comments stored in
TRAKiT in the associated plan review.
Benefits
Improve Turnaround Time
Review staff comments in real time and publish
plans online minimizing wait time for both the
staff and applicant.
Easily Identify Modifications
Overlay and comparison tools detect all changes
made from one plan set to the next.
Full Integrated Plan Review Tool
No more duplicate data entry. CRW’s
eMarkup module integrates directly with
the plan review notes and comments
making each review seamless.
• Review multiple plan sets at once
• View all Department comments on a single plan
• Convert plans into a PDF file
• Retain all markups on a single plan set
• Create custom workflows
• Zoom/pan tools to view small details on plans
• Turn on/off different layers on a CAD drawing
• Overlay and Compare various plan submittals
• Eliminates need for paper
• Merge revision comments into a Word Document
or Email
• Multiple viewing options such as changeable
background color
• Concurrent department plan review
• Free up physical space required to store plans for
other use
• Eliminate time spent locating and reviewing plan
sets
• Enhances interdepartmental communication
Features
28
RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
iTRAKiT/MobilePDA
Remote Access
Using MobileTRAK, inspectors and officers can
carry information about permits, code
enforcement cases and related inspections on
their iPad, PDA or Tablet PC. Inspectors can
modify the inspection status, enter inspection
results and notes, schedule inspections etc. all
while in the field.
Using MobileTRAK, inspectors can access
needed information from the device of their
choice. The MobilePDA allows access to the
same details provided in the office, but can be
used on smaller devices such as smartphones
and tablets. Additionally, iTRAKiT was designed
to allow remote users the flexibility to utilize
TRAKiT from an iPad device even without a
constant wireless connection
Benefits
To Do List
View to a list of assigned inspections with
various sort criteria such as date, address,
time and type. Inspectors can click on each
inspection to obtain full results on the
record and result the inspection.
Access to Real Time Information
Quickly view details about a record and
result actions in real time in the field.
Simplified Inspection Management
Gives inspector’s access to key inspection
data to quickly and easily complete their
daily tasks.
• Result Scheduled Inspections
• Utilize Standard Comments
• Modify, schedule and route inspections
• Attachment viewing
• View and update contact information
• View fee details
• To Do List of Inspections for defined date range
• Add a warning or hold to property
• View custom screens unique to each record
type and add additional information
• Mapping Location (utilizes Microsoft Bing)
• Add hoc search functionality to find permits,
projects, cases or licenses
• Contractor Access to Request Inspections &
Search
• Inspection checklists
• Play recorded messages
• Send notifications via email
Features
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
VoiceTRAKiT
Integrated Voice Response Module
VoiceTRAKiT IVR incorporates the latest
technologies for integrated voice response
(IVR) solutions. VoiceTRAKiT interfaces with
our TRAKiT application to provide inspection
details right through the use of a touch-tone
phone.
VoiceTRAKiT has inspector and contractor
access options. Contractors can schedule or
cancel inspections and obtain inspection
results 24 hours a day without needing to
contact the agency. Inspectors can result or
reschedule inspections in the field providing
real-time updates to TRAKiT.
Benefits
24/7 Availability
Access and schedule inspections via touch
tone phone 24/7.
Pre-defined Call Flow
Out of the box, ready to use voice prompts
and workflow.
Hosted Solution
No hardware purchase necessary, this
solution is hosted completely by CRW.
Features
• 24/7 access to information
• Greater citizen/contractor satisfaction
• Easy to use Interface
• Professional voice prompts
• Obtain the status of an inspection
• Access details about a permit
• Modify inspection requests
• Request a new inspection
• Real-time updates provided
• Integration with an Inspector’s Work
Calendar
• Leave messages for inspectors providing
enhanced communication
• Automates process saving time and
resources
• Role based security access
• Out of the box solution does not require
configuration.
• Hosted solution
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DRAFT Permitting System RFP
4.2 - Appendix B – Proposal Section 4 - Response Requirements Template
The following table should be incorporated into the Proposer’s proposal response as indicated. Please address each requirement in
the space labeled, “PROPOSER RESPONSE HERE.” Proposers are required to fully complete this table and include in their proposals.
RFP
Requirement
Number
Requirement
3.1 General System Characteristics
The City seeks a system that provides the following general system characteristics:
The ability to generate email from within the application to parties included on the application or to other contacts,
and to view the associated email correspondence from within the application record.
TRAKiT integrates with Microsoft Outlook, users can email within TRAKiT to parties included on the application or
to other contacts. There are a couple different ways to view email correspondence from within the application
record; users can copy & paste the email text into a chronology item or upload the email and save it as an
attachment to the record.
The ability to import Word, Excel, PowerPoint and PDF documents to attach to the application, with the ability to
view the attachments from within the application record.
Users can import & attach Word, Excel, PowerPoint, PDF documents, etc. to a record & easily view the
attachments within the TRAKiT record.
Comprehensive search ability into active and historic records by street name, street number, APN, developer,
contractor, plan check number, building permit number, owner name, general project description, tract number,
parent parcel number, business name, etc.
The Global Search in TRAKiT allows users to search any record in the database using a key word search.
Additionally using TRAKiT’s Advanced Search users can easily create advanced queries using drop down menus to
select fields within the database.
Contain master files for architects, contractors, owners, tenants, engineers and developers including contact
information (including multiple telephone numbers and email addresses) and license numbers.
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DRAFT Permitting System RFP
TRAKiT’s AEC TRAK module provides instant access to all information associated to individuals that do frequent
business with the agency, as it relates to permits and projects. Any type of professional can be tracked including,
architects, engineers, contractors, and surveyors to name a few.
The ability to add warnings or flags with notices or restrictions.
Users can easily add warnings or flags with notices or restrictions on any record within the system.
Audit trails to record user activity.
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DRAFT Permitting System RFP
RFP
Requirement
Number
Requirement
TRAKiT is delivered with full audit-trail capabilities including type of change, log in ID, as well as the effective date
and time of a change. All changes registered within TRAKiT show the User ID and time/date stamp next to each
event.
Calculate applicable fees, accept payments (cash, check or credit card), and generate a payment receipt.
Yes, this is a standard, out-of-the-box functionality within TRAKiT.
Provide the ability to issue refunds or adjustments to fees.
With the user rights to do so, users can issue refunds & adjust fees on a TRAKiT record.
Utilize the City’s accounting codes associated with fees.
TRAKiT can be configured with the Agencies fee schedules and have those fees routed to the proper GL accounts.
Provide an online knowledge base to assist users with application use.
In addition to user guides being available online, CRW offers a variety of online training resources including just-
in-time end user training videos. These online tutorial videos provide users step by step information on major
functional areas/features and common TRAKiT FAQs.
Interface with the State licensing database to determine if contractor licenses are active.
TRAKiT can interface with the State licensing database to determine if contractor licenses are active.
Maintain multiple fee schedules wit h effective dates.
Yes, this is a standard, out-of-the-box functionality within TRAKiT.
Provide user defined fields for added information flexibility.
TRAKiT is a flexible system that allows for areas of customization in the application. User defined custom screens
can be used to capture additional details on a record. Custom screens provide the ability to create templates
where users can enter jurisdictional specific data, and can be defined based on the type of record being viewed.
These configurable fields are available in the following modules and functional areas of TRAKiT: PermitTRAK,
ProjectTRAK, CodeTRAK, GeoTRAK, LicenseTRAK, Bonds, Conditions, Inspections, and Violations. This is not a limit
on the number of these configurable fields/screens in TRAKiT.
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DRAFT Permitting System RFP
RFP
Requirement
Number
Requirement
3.2 Plan Check Application Fee Calculation and Tracking
The system will support the plan review process for commercial, industrial and residential development.
Describe the system’s ability to support activity, including due dates, comments, meeting schedules, record actions,
and attach documents.
CRW’s plan check/tracking module, ProjectTRAK manages the workflow for all types of projects through the
project lifecycle, starting with the application through the review and approval process. All actions assigned and
any conditions of approval can be recorded for future evaluation. By providing attachment capability, plans can
be scanned with mark-ups and linked as part of the project’s history; with different plan cycles can be captured for
future reference. A time clock function is also provided to automatically schedule critical points along the project’s
evolution to ensure that all reviewing agencies stay on target. User-definable screens allow Administrators to
easily create additional screen templates to track and record information unique to your agency.
Calculate fees.
TRAKiT provides a full-featured cashiering component for all modules. TRAKiT users can accurately assess and
collect payment with customizable fee schedules and tables. Features include generate accounting reports,
automatic fee calculation, produces custom designed receipts, records fee history for audit trail, apply credits or
process refunds and interface with third-party finance systems.
Track application submission date, date(s) notices were forwarded to the required reviewers both inside and
outside of the City, and calculate the date the comments are due from the reviewers. Provide reminders to identify
late comments. Provide the ability to view the status of comments. Allow consolidation of all plan review
comments and conditions for approval into one document; the consolidation may be repeated as additional
comments and conditions are received. Provide the ability to view and list all required approvals with the status of
the approval.
All of the above is standard, out-of-the-box functionality within TRAKiT.
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DRAFT Permitting System RFP
RFP
Requirement
Number
Requirement
3.3 Public Works Improvement Plan Processing
Improvement plan application processing may require project review and approvals from city departments, and
from organizations outside of the City. When the conditions of approval are established and construction is
underway, inspections are conducted by the Building Inspectors.
TRAKiT efficiently tracks the life of a project from application, fees, reviews/approvals, conditions tracking,
inspections, etc., until the project is completed/finalized.
Provide the ability to add or overwrite fees to support specific negotiations for developer(s).
With the user rights to do so, users can add, edit, delete or overwrite fees.
Present subtypes in a drop down menu based on the specific class code.
All record types & subtypes are configured per the City’s business processes, users will select a record type from a
drop down menu then will select a type-specific sub-type also from a drop down menu.
Permit expiration:
Track the permit expiration date, as delineated in the City’s ordinances..
Provide a report with the permits that will expire within a specified number of days, and export the
information into a Word mail merge to generate permit expiration letters to applicants.
Change the status of an expired permit.
Allow the expiration date to be extended. Record the original expiration date, the modified expiration date
and create an audit record identifying the user that made the change.
All of the above requirements are standard, out-of-the-box functionality within TRAKiT.
Provide a master file for contractors and subcontractors, i.e. architects, engineers, soil engineers, electricians,
mechanical, plumbing, etc.
TRAKiT’s AEC TRAK module tracks all information associated with those who frequently do business with the City.
Users can easily see all projects, permits, cases, etc. associated with the individual, contact information, fees due,
trust account balance, etc.
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DRAFT Permitting System RFP
A comprehensive ability to calculate various fees is required. The screen should prompt the operator to enter the
appropriate fee criteria based on the type of fee.
When a user creates a new record in TRAKiT, TRAKiT can be set up to automatically insert specific fees based on
the record type & subtype. Additionally, users with the rights to do so can add extra fees or remove any
unnecessary fees.
36
DRAFT Permitting System RFP
RFP
Requirement
Number
Requirement
3.4 Building Permit Application Processing
Building permit application processing may require project review and approvals from city departments, and from
organizations outside of the City. When the conditions of approval are established and construction is underway,
inspections are conducted by the Building Inspectors.
Streamline your agency’s permitting process by tracking the unique workflows for all types of permits from initial
application through issuance. Everything the user needs from contact management, related permit information,
plan review tracking, inspector scheduling, financial details, conditions of approval and any other required
information is captured in PermitTRAK. Permits tracked within this module are customized according to the
agency’s workflow requirements, which include permit type and status queues, valuation details, review types,
action types, customizable screens, inspection requirements, and fee schedules. Unique procedures can be
incorporated to ensure that timelines are met efficiently, reports are executed properly, and managers are alerted
when necessary.
Provide the ability to add or overwrite fees to support specific negotiations for developer(s).
With the user rights to do so, users can add, edit, delete or overwrite fees.
Present subtypes in a drop down menu based on the specific class code.
All record types & subtypes are configured per the City’s business processes, users will select a record type from a
drop down menu then will select a type-specific sub-type also from a drop down menu.
Permit expiration:
Track the permit expiration date, as delineated in the City’s ordinances..
Provide a report with the permits that will expire within a specified number of days, and export the
information into a Word mail merge to generate permit expiration letters to applicants.
Change the status of an expired permit.
Allow the expiration date to be extended. Record the original expiration date, the modified expiration date
and create an audit record identifying the user that made the change.
All of the above requirements are standard, out-of-the-box functionality within TRAKiT.
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DRAFT Permitting System RFP
Provide a master file for contractors and subcontractors, i.e. architects, engineers, soil engineers, electricians,
mechanical, plumbing, etc.
TRAKiT’s AEC TRAK module tracks all information associated with those who frequently do business with the City.
Users can easily see all projects, permits, cases, etc. associated with the individual, contact information, fees due,
trust account balance, etc.
A comprehensive ability to calculate various fees is required. The screen should prompt the operator to enter the
appropriate fee criteria based on the type of fee.
When a user creates a new record in TRAKiT, TRAKiT can be set up to automatically insert specific fees based on
the record type & subtype. Additionally, users with the rights to do so can add extra fees or remove any
unnecessary fees.
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DRAFT Permitting System RFP
RFP
Requirement
Number
Requirement
3.5 Permit Duplication
To streamline building permit application processing, the ability to create multiple permits from one master permit
is required.
Provide the ability to create a master building permit for duplication, i.e.:
For each unique model within a housing tract and specify the number of permits that should generate for
the model.
For a contractor to apply for a number of water heater permits.
o Allow data entry for the unique information on a duplicated permit (lot, tract, address).
• TRAKiT provides the ability to setup a master permit for duplication. This capability also provides the user
with the ability to determine exactly what information is copied over.
• Contractors can apply for multiple water heater permits at once while still allowing additional data entry
for the unique information on a duplicate permit.
Provide the ability to modify a master building permit to create an additional master permit. (For example, models
within a development differ only by the number of square feet.)
This can quickly & easily be accomplished in TRAKiT.
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DRAFT Permitting System RFP
RFP
Requirement
Number
Requirement
3.6 Inspection Scheduling
Inspections are requested by calling a specified city telephone number the day before an inspection is requested,
and the request is recorded by voice mail.
CRW offers an Integrated Voice Response Module- VoiceTRAKiT IVR which interfaces with our TRAKiT application
to provide inspection details right through the use of a touch-tone phone. VoiceTRAKiT has inspector and
contractor access options. Contractors can schedule or cancel inspections and obtain inspection results 24 hours a
day without needing to contact the agency. Inspectors can result or reschedule inspections in the field providing
real-time updates to TRAKiT. If the City is already using an IVR system, TRAKiT can integrate with it.
Provide an Inspection report sorted by each inspector including the results of the last inspection. For assistance
with problematic inspections, provide the ability to flag an inspection request so that all inspection results will print
on the new inspection request form.
Within TRAKiT, users can generate an inspection report sorted by each inspector including the results of their
inspections. CRW can create a script to accomplish the problematic inspections flag.
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DRAFT Permitting System RFP
RFP
Requirement
Number
Requirement
3.7 Inspection Activity and Results
The inspectors need the ability to research inspection history and record inspection results in an efficient manner.
Provide the ability to search inspection history and view corrections. Easily enter standard inspection results (i.e.
approved, denied, not ready, rescheduled) as well as free form comments. Print inspection history. Attach photos
and documents to inspection results.
TRAKiT is an extremely user friendly software system which allows users to easily navigate between records &
modules to complete work quickly & efficiently. All functionality listed in 3.7 is standard, out-of-the-box
functionality within TRAKiT.
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DRAFT Permitting System RFP
RFP
Requirement
Number
Requirement
3.8 Certificate of Occupancy
The Certificate of Occupancy is issued after final inspections are conducted. Allow rules to prevent the Certificate
of Occupancy from issuance until all inspections are signed off by the appropriate parties.
TRAKiT is configured per each individual agency’s business processes & workflows. TRAKiT can be set up to issue
the Certificate of Occupancy after the final inspection is passed while preventing it from being issued before.
RFP
Requirement
Number
Requirement
3.9 Reporting
Activity reports are required with various frequencies (monthly, quarterly and annual). Comparative reports with
the current month compared to the same month last year, and year‐to‐date information for the current year and
previous year.
The ability to easily generate ad hoc reports and the ability to export data to Excel is desired. Activity reports by
class code, type, contractor, project, etc. are examples of ad hoc reports that may be requested.
TRAKiT has robust reporting and query tools. The system is delivered with dynamic standard reports. Reports can
be generated within TRAKiT using SQL Reporting Services as well MS Excel and MS Word Mail Merge Documents.
Users can create standard and ad hoc queries within TRAKiT and export results into Excel. The Global Search in
TRAKiT allows users to search any record in the database using a key word search. Additionally using TRAKiT’s
Advanced Search users can easily create advanced queries using drop down menus to select fields within the
database. Search results can be plotted on the GIS map, exported into Word, Excel, etc. as well as viewed within
dynamic charts and graphs.
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DRAFT Permitting System RFP
3.10 Data Conversion
Conversion of the existing building permit data is required.
The AS 400 database is DB2 and the OS is V6R1M0, and the data can be provided in Excel or other delineated
format.
During implementation, CRW will convert the existing building permit data requested into TRAKiT.
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DRAFT Permitting System RFP
RFP
Requirement
Number
Requirement
3.11 System Interfaces
Provide the ability to integrate the permitting application with the following systems.
ESRI GIS – for address validation
LaserFiche document management for document data storage and access within the permitting application.
Digital Map Products – online GIS
GoRequest – online service request / inquiry provided by GovOutreach.
• ESRI GIS – CRW has been an ESRI gold business partner for over 15 years & regularly integrates TRAKiT with
ESRI Arc GIS Server. CRW has included integration to either the County assessor or ArcGIS Server for property
updates.
• LaserFiche – CRW has a number of clients using LaserFiche which we integrate with TRAKiT.
• Digital Map Products – More information is required to understand the scope of integration required to Digital
Map Products. Currently, TRAKiT provides GIS integration to ArcGIS Server.
• GoRequest – CRW can provide integration with the GoRequest CRM component. Integration can be via
import/export, direct database calls or web service integration. Please note, CRW does have a CRM module
that can be implemented
RFP
Requirement
Number
Requirement
3.12 Additional Features
The City desires to obtain a system that can provide additional features to provide enhanced services. In your
proposal, provide information about the features available within your system, and provide separate pricing for
each feature. If your system offers additional enhancements that may be of interest to the City, include the
description and cost of those features in your proposal.
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DRAFT Permitting System RFP
RFP
Requirement
Number
Requirement
E‐Government
The ability to request inspections online through the City’s web page and check the status of inspections.
E‐Permitting – Allow electronic permit issuance and fee collection for simple permits, (i.e. water heater)
through the City’s web site with PCI compliancy.
View permits on line.
View plan check status.
o The City’s web site is provided by Vision Internet.
The public can use our interactive web application, eTRAKiT, to access permit, project, license, code, land, and
inspection information using web-enabled screens and functions. Citizens can request inspections, pay fees,
upload plans/check the status of their plan checks, apply for permits, file complaints, and much more due to the
versatility of eTRAKiT. eTRAKiT offers several different sign-in preferences for different users, including a general
public access, private access to additional details, and a contractor sign-on for additional functions (e.g.
requesting inspections). Giving citizens 24/7 access to information, eTRAKiT will create less phone traffic into your
office, and route your citizens to more immediate responses.
Mobile Access
Provide the inspectors with system access using a mobile device to both inquire and update while working
in the field.
Allow the inspectors to provide inspection results to the applicant while working in the field.
Using MobileTRAK, inspectors and officers can carry information about permits, code enforcement cases and
related inspections on their iPad, PDA or Tablet PC. Inspectors can modify the inspection status, enter inspection
results and notes, schedule inspections etc. all while in the field. Using MobileTRAK, inspectors can access needed
information from the device of their choice. The MobilePDA allows access to the same details provided in the
office, but can be used on smaller devices such as smartphones (i.e. iPhone, Droid) and tablets. Additionally,
iTRAKiT, our iPad application was designed to allow remote users the flexibility to utilize TRAKiT from an iPad
device even without a constant wireless connection
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DRAFT Permitting System RFP
Electronic Plan Check
Provide the ability for developers to submit plans electronically through the City’s web page.
Allow for resubmission of changes as necessary
Route to multiple reviewers
View and mark up CAD layers, PDF, DWG, etc. file types
Review and compare marked up drawings; maintain version control
Using our electronic plan check module, eMarkup, users eliminate resources and time spent on the project review
process. Incorporating the latest technologies for ePlan Review software, eMarkup provides the ability to view
and edit all plan sets throughout the review process directly within TRAKiT. Developers can submit their
plans/revised plans electronically & City reviewers can upload the marked-up plan sets online as well, speeding up
the plan review process. Instead of sharing a single plan set with multiple departments and waiting for each to
make changes, eMarkup enables reviewers to concurrently review plans, redline, comment, upload, convert plans
to PDF and publish/share with the applicant. Users can easily identify changes made from one submittal to the
next. eMarkup is a fully integrated feature within TRAKiT that enables staff to review and markup documents with
review comments stored in TRAKiT in the associated plan review. The file types eMarkup supports are PDF, DWG,
CAD (& CAD layers), etc.
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Section 5.0 Implementation Approach
The Proposer should identify the proposed implementation approach, clearly identifying each phase, the
timeline proposed, roles and responsibilities to be performed by the Proposer and those to be
performed by the City.
5.1 Provide a project organizational chart highlighting the key people being assigned to accomplish the
work required by this RFP and illustrating the lines of authority, and designate the individual
responsible for the completion of each service component and deliverable of the RFP. Provide brief
resumes for the project manager and assigned project personnel assuming the proposed timeline.
Please refer to document 5.2 Project Organizational Chart and document 5.3 Project Staff Resumes
documents contained within this section of the proposal.
5.2 Describe your implementation methodology and approach. This includes the tools and techniques
that will be used, proprietary methodologies that the firm will employ, the staffing model and other
elements the Proposer deems relevant for this engagement.
Please refer document 5.1 Project Approach & Scope contained within this section of the proposal.
5.3 Describe the roles and responsibilities of both the City staff and Proposer staff during each
phase/component of implementation. In addition, provide an estimated level of effort for the City
staff during implementation.
-Please refer to document 5.4 Project Staff Responsibilities contained within this section of the
proposal.
In regards to the level of effort for the City staff during implementation, we have found that the
level of effort required by each functional group varies during a project. Below is an estimate of
the amount of hours (based on a percentage of the work week) required for each designated
project team member.
5.4 Describe your training methodology and how you ensure users are prepared to implement, operate
and manage the new system. Provide sample training documentation.
-Please refer to document 6.2 Training for a description of CRW’s training methodology.
-Sample training documentation is available within Section 8.0. Please refer to the document 8.1
5% effort
25-40% effort
80-90% effort Project
Manager
Power
Users
IT Dep’t End User
Group
Functional
Experts
Directors Managers
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Sample User Guide and document 8.2 Sample System Administration Manual.
5.5 Describe your project management methodology and activities that will be performed during
implementation.
Throughout the project, CRW’s Project Manager maintains constant communication with staff and
the City’s Project Manager to ensure the project runs smoothly for a completion on time and
within budget. This is accomplished by supplying the client with weekly status reports. These
reports are followed by phone calls with the Project Manager to discuss and clarify any questions
with the status reports that were delivered. Throughout the implementation process there will be
meetings and phone calls in addition to the weekly reports and follow up as project milestones are
tackled. Our Project Managers also provide insight into the long-term implications of changing
business practices. Throughout the entire process there is active communication between CRW
and the agency, allowing for questions to be asked to help refine the system’s setup.
Please refer to document 5.1 Project Approach and Scope contained within this section.
5.6 Describe your change management methodology and activities that will be performed during the
implementation.
During the Review stage, system functionality not addressed during the RFP process will uncover
areas of interest by the agency. This may come in the form of a new report, form, script, database
conversion, or source code customization.
CRW works closely with the agency to create the Scope for the Change Order as well as providing a
fixed cost for the item(s). Many times any change order identified at this stage can still be
implemented in time for the agreed-to Go Live date; however, if additional time is required then
the agency can either choose to push the Go Live date back or implement after Go Live.
CRW also interjects frequent surveys within each stage of implementation for the agency to score
and evaluate our success, as well as communicate any hesitations that may have been uncovered.
To ensure a successful Go Live, we send staff onsite to spend 2+ days onsite to tie up all loose ends.
Additionally a 45-day status check is performed by our Project Manager to close out any last-
minute issues and gain customer confidence.
5.7 Describe your user acceptance methodology and the responsibilities of City staff during testing.
Each client is given a number of days to perform system acceptance testing to accept TRAKiT for
productive use, which is typically a 30 to 60 day process. Before this occurs, the system will be
configured to the Agency's specifications; however, guidance needs to be provided on how to use
the application to make any testing meaningful.
Power User Training
System Acceptance testing is initiated after the completion of Power User Training, which is the
user training focused on those that will be testing the application. This shows users how the
program is designed to be used, empowering them to test the program in an effective manner.
Online help files and the Internet training videos are also available from the first installation, and
users are provided with user materials during the System Acceptance training.
Testing
After the completion of System Acceptance training, testing occurs to ensure that all data
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
conversion anomalies are identified and addressed, and that all software configuration issues are
resolved. The primary role of the agency is to test the TRAKiT system as it operates in an
environment that includes data converted from existing databases and is configured according to
the agency’s needs. Throughout testing there are several delivery revisions, as well as continued
communication with CRW’s Project Manager to establish the refinement of enhancements, data
variances, or configuration irregularities. During testing any forms, reports, workflows created, etc.
are reviewed. Weekly reports are prepared to show the progress of changes and move the process
along to final acceptance.
Throughout testing there is constant communication with the agency via weekly reports, meetings
and calls until the testing period is complete and the agency receives TRAKiT according to the
configuration needs addressed during project implementation.
System Acceptance
CRW will provide written notice to the agency when the thirty (30) day System Acceptance test
period has expired. Thereafter, the agency shall have five (5) business days to provide CRW with
written notice of any remaining errors or problems. System Acceptance occurs when (a) written
notice is provided by CRW to the client that the final issues identified by the client have been
corrected or (b) the date of notice by CRW to client indicating that acceptance testing as expired.
The agency may begin using the software for productive use following completion of the System
Acceptance tests. “Productive Use” shall include the issuance of any building permits, inspections
and/or fee collection from the general public.
CRW provides an outline for the full testing and System Acceptance process in our standard
contract.
5.8 Describe your conversion methodology that will be used to implement the new system. As part of
this, recommend what should be converted.
In tandem with the installation process is the refinement of the conversion of historical electronic
data, which resides in a database, consisting of continuing communication between the Agency’s
staff and CRW. CRW‘s Data Conversion Specialists have many years of experience converting
various data types into TRAKiT. In a typical data conversion process once the data conversion is
completed, and the data is available for review, there are many questions about how exactly the
data should look. CRW answers questions prior to conversion through the use of our unique data
mapping consultation process. Using this approach CRW minimizes the work load required on the
part of the agency and clearly defines the process eliminating many of the questions the agency
may have. Once the agency has reviewed the data, CRW modifies the conversion scripts and re-
runs the conversion, until the Agency is comfortable with the results of the conversion.
The conversion process also frequently prompts changes in thinking about the system setup, which
may be slightly adjusted, or completely revised at this stage. As changes present themselves, we
assist with making them. As the Go-Live date approaches, we work side by side with the agency’s
designated System Administrators to make sure they are comfortable with making changes
themselves. This empowers the Administrators to make management changes without the need to
contact CRW.
Each individual agency decides what data is important to them and should be converted by CRW
into TRAKiT. A few examples of data we are often asked to convert is, Assessor or GIS data,
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
historical permits/inspections data, planning project data, code enforcement cases, land
management/parcel data, business license data, etc.
Sample Data Conversion Diagram
5.9 Describe what documentation is to be delivered during the implementation.
Before our first visit to your site, we send out an Implementation Workbook, which is the first step
in the review of workflow and business processes. This high level checklist includes specifications
that will enable CRW to set up your system to maximize its effectiveness for your agency. This
information will be sent to your Project Manager upon execution of the contract and helps you
prepare for our first onsite visit, the Project Kick Off Meeting. This level of preparation will allow
you to evaluate the resources necessary to get into production as quickly as possible.
Please refer to document 6.3 Documentation for an overview of other materials that will be
provided during training as well as post-implementation.
5.10 Provide Derailed task/activity listing that identified resources, level of effort & timeline.
Please refer to document 5.5 Project Timeline.
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
5.1 Project Approach & Scope
The goal of the Implementation and Project Management process is to allow the City to migrate from an
existing process to the full utilization of TRAKiT. Along the way, CRW will help in providing conversion
services, best practices, and assistance to ensure that your agency implements a fully-functioning
system. Our Project Managers have many years of experience in working with agencies of all sizes
across the country. CRW has formulated the implementation of a number of processes to make the
transition from beginning to a successful Go Live as smooth and straightforward as possible.
Phases
The project as defined by this Scope of Work encompasses all aspects of the agency’s implementation of
TRAKiT. The system will be installed and configured to meet the permit, planning, code enforcement, ,
and inspection processing needs identified by the City through this Proposal process.
CRW begins by assembling a detailed project schedule, as included within this Proposal, which is broken
into six major phases. CRW works side by side with the agency throughout the project ensuring a
successful deployment.
Goals & Objectives
The project will address solutions for the following major functional areas as defined by this RFP:
⇒ Permit processing ⇒ Internet-based portal ⇒ Address management
⇒ Development review ⇒ Online permit processing ⇒ Reporting capabilities
⇒ Workflow analysis
⇒ Inspection management
⇒ Code Enforcement
⇒ Contractor Licensing
⇒ Calendar scheduling
⇒ Online fee payments
⇒ Online complaint tracking
⇒ Land records management
⇒ Facilities licensing
⇒ Project planning
Kick Off Review Configure Test Train Go Live
⋅ Project Plan
Workbook
⋅ Hardware/Software
Confirmation
⋅ Onsite Meeting &
Goal Initiation
⋅ Workflow Review
⋅ TRAKiT Software
Installation
⋅ Business Process
Review
⋅ Data Mapping
⋅ Screen Layout
Preferences
⋅ Method
Preparation
⋅ Guidance
Consultation
⋅ Data Conversion
Services
⋅ System
Configuration
⋅ Form, Report,
Scripting,
Customization
⋅ Setup &
Enhancements
⋅ System Acceptance
Testing
⋅ Power User Training
⋅ Initial System
Delivery
⋅ Revised Deliveries
⋅ Final Acceptance
⋅ Knowledge Transfer
⋅ End User Training
⋅ System Admin
Training
⋅ Report Writing
Training
⋅ Utilize Current
Configuration
⋅ Convert Current
Data
⋅ Onsite Assistance
⋅ Productive Usage
⋅ Full Year Warranty
⋅ Continual Support
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Stage 1 – Kick Off
CRW will conduct an onsite Project Kick Off Meeting to allow all appropriate agency
personnel to become acquainted with CRW’s method of implementation.
Before our first visit to your site, we send out an Implementation Workbook, which is the first step in
the review of workflow and business processes. This high level checklist includes specifications that will
enable CRW to set up your system to maximize its effectiveness for your agency. This information will
be sent to your Project Manager upon execution of the contract and helps you prepare for our first
onsite visit, the Project Kick Off Meeting. This level of preparation will allow you to evaluate the
resources necessary to get into production as quickly as possible.
Both CRW and the agency assemble the project team
members to determine the smoothest transition of
information. Typically CRW’s Project Manager communicates
all project details, timetables, change orders, conversion
efforts, and other items through the agency’s Project
Manager. General roles for others involved in this process
have been identified to the right.
The following items are typically arranged during the Kick Off
stage:
⇒ Review of hardware and necessary systems in place
⇒ Assignment of project team
⇒ Finalize timeline for implementation efforts
⇒ Delivery of Project Workbook
⇒ Project Kick Off Meeting onsite
⇒ Installation of the TRAKiT software onto the agency’s
environment
⇒ Provide a test database for review purposes
⇒ Install remote access via GoToMyPC for configuration
needs
⇒ Present the agency’s source data list
CRW Responsibilities
Agency Responsibilities
⋅ Develop Project Milestone dates ⋅ Review & accept Milestone dates
⋅ Deliver Project Workbook ⋅ Assign Project Manager and coordinate schedule
⋅ Install TRAKiT with demonstration database on
server
⋅ Prepares all necessary hardware, servers, &
software
⋅ Review necessary hardware components ⋅ Participates in Kick Off Meeting
⋅ Conduct Kick Off Meeting with agency staff ⋅ Submit list of all source data
⋅ Review source data list
CRW
Project Manager
Conversion
Data Importer
Developers
Customizations
eTRAKiT
Developer
Support
Technical Help
Trainers
Specialists
Client
Project Manager
Power Users
Building,
Planning, Code
IT Staff
Installation /
Conversion
All End Users
General Staff
GIS Manager
ESRI Component
Managers
Reporting
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Stage 2 – Review
Our Project Managers provide insight into the long-term implications of doing things in
different ways by offering greater efficiencies and suggestions, based on experience with other clients.
Based upon our experiences with other agencies, we provide examples of what other jurisdictions are
doing, offer suggestions for process improvements, and propose any potential workflows to be cautious
of. Our Project Managers also provide insight into the long-term implications of changing business
practices. Throughout this entire process there is active communication between CRW and the agency,
allowing for questions to be asked to help refine the system’s setup.
The following items typically occur during the Review stage:
⇒ Begin review of responses provided in Project Workbooks
⇒ Review Department-specific workflows and offer
suggestions
⇒ Observe and define the business processes
⇒ Suggest alternatives and implications of existing routine
⇒ Analysis with Management to determine expectations
⇒ Identify any change order requests based on customization
requirements
⇒ Create a roadmap for different progression of workflows
Workflow diagrams are often provided to help CRW’s
Project Manager determine which steps are no longer
necessary due to the automation provided within TRAKiT.
CRW Responsibilities
Agency Responsibilities
⋅ Conduct Business Process Review meeting ⋅ Participate in Business Process discussions
⋅ Offer examples of workflows ⋅ Project Workbook preparation
⋅ Review screenshots and begin data mapping ⋅ Prepares data mapping document with CRW
⋅ Consult with agency staff ⋅ Provides Screenshots of existing system
⋅ Workflow review
⋅ Provide 3rd Party interface contacts
Change Orders
During the Review stage, system
functionality not addressed during the RFP
process will uncover areas of interest by
the agency. This may come in the form of
a new report, form, script, database
conversion, or source code customization.
CRW works closely with the agency to
create the Scope for the Change Order as
well as providing a fixed cost for the
item(s). Many times any change order
identified at this stage can still be
implemented in time for the agreed-to Go
Live date; however, if additional time is
required then the agency can either
choose to push the Go Live date back or
implement after Go Live.
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Stage 3 – Configure
Data conversion and system configuration begins according to responses within the Project
Workbook and other discussed process changes.
Begin automating and developing the processes discussed through onsite business meetings and the
Project Workbook. This stage typically takes between 30 to 60 days to complete, and depends on the
complexity of workflows described and data presented. Through TRAKiT’s Utilities & Maintenance
module, the Project Manager will configure the system to meet the needs addressed within the RFP and
the Workbook. Data conversion will be constructed by utilizing a “conversion script” to map data from
the existing applications into the TRAKiT system.
Configuration will commence with all permit, project, engineering, license, and application types, while
automating the necessary workflows for any associated fees, valuations, inspections, email notifications,
conditions, standard comments, and custom screens. Additionally if there was any custom form, report,
or system modification identified, our Programming team will begin executing these enhancements for
initial delivery and testing.
The following items are typical components during the Configure stage:
⇒ Application Types & Sub-types setup
⇒ Configuration of workflows according to business rules (e.g. custom screens, inspections,
conditions, etc.)
⇒ Creation of custom forms & reports (e.g. Permit Form, Inspection Card, Receipt, etc.)
⇒ Fee schedules incorporated for all types
⇒ Arrangement of user security levels according to agency preferences
⇒ Conversion of all existing data
⇒ Any 3rd Party interfaces are created
⇒ Identified change orders are implemented
Data Conversion entails the refinement of any historical databases by means of a “conversion
script.” Once the data conversion is completed, and the data is available for review, there are
typically many questions about how exactly the data should look. CRW will modify the script
and re-run the conversion until the agency is comfortable with the results.
CRW Responsibilities
Agency Responsibilities
⋅ Configures types, fees, workflows, etc. ⋅ Provide completed Project Workbook
⋅ Converts initial subset of data ⋅ Provide all data for conversion
⋅ Creates reports/forms according to samples ⋅ Provide any reports/forms for creation
⋅ Customizes any system modifications ⋅ Sign-off on final data mapping document
⋅ Automate processes described in Workbook ⋅ Participates and provides additional info as needed
⋅ Work with agency to refine any details
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Stage 4 – Test
System Acceptance Testing ensures that the agency receives TRAKiT according to the
configuration needs addressed in prior stages.
Acceptance Testing entails several key components to assure a successful Go Live of TRAKiT. This begins
with training for all Acceptance Testers or “Power Users” to the system; depending on the modules
requested, CRW’s trainers arrive onsite with the initially configured system on laptops to train these
users. This training course is arranged in class sizes no larger than eight (8) individuals, who are trained
on one (1) module per day. Upon completion of the course, these core groups of users are ready to
begin testing the initially delivered version of TRAKiT.
Testing occurs to ensure that all data conversion anomalies are identified and addressed, and that all
software configuration issues are resolved. The primary role of the agency is to test the TRAKiT system
as it operates in an environment that includes data converted from existing databases and is configured
according to the agency’s needs. The system testing standards include CRW’s Proposal responses to this
RFP, any mutually agreed-to clarification to those responses, and all documented entries within the
Project Workbook. Throughout testing there are several delivery revisions, as well as continued
communication with CRW’s Project Manager to establish the refinement of enhancements, data
variances, or configuration irregularities. Weekly reports are prepared to show the progress of changes
and move the process along to final acceptance.
The following items are details arranged during the Test stage:
⇒ System Acceptance Users are trained to understand configuration of TRAKiT
⇒ System Acceptance occurs, typically a 30 to 60 day process
⇒ Refined iterations of TRAKiT are delivered for continued testing
⇒ Data abnormalities are sorted out
⇒ Review of any forms or reports created
⇒ Testing of different workflows (e.g. ensuring proper fees/inspections are occurring with
different types)
⇒ Weekly updates provided for communication purposes
⇒ Continual requests provided by agency
Upon notification of a major system error or problem, CRW will immediately address and
correct the issue, which has rendered TRAKiT inoperable. The amount of time that elapsed to
address the error will be added to the testing time period.
CRW Responsibilities
Agency Responsibilities
⋅ Train System Acceptance testers on CRW laptops ⋅ Provide facility for training
⋅ Deliver initial configuration ⋅ Participate in System Acceptance training
⋅ Provide assistance during testing ⋅ Test all aspects of TRAKiT system
⋅ Provide weekly reports for updated changes ⋅ Provide feedback for any changes required
⋅ Change system settings according to feedback ⋅ Review data with CRW during remote meetings
⋅ Deliver all revisions/enhancement to agency ⋅ Test all final adjustments made to TRAKiT
⋅ Conduct remote meetings for revised deliveries ⋅ Provide sign-off of final acceptance
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Stage 5 - Train
Upon final acceptance, CRW trainers will arrive onsite to begin the knowledge transfer of
the TRAKiT system to all end users.
Once all Acceptance Testers have approved the final configuration of the system, CRW arranges for
onsite training for Go Live preparation. Training typically occurs 2 weeks after acceptance to arrange
travel schedules and prepare trainers for the final details of any last-minute configuration changes. A
training plan is typically arranged during this time to ensure that the proper end users are trained within
each class. The agency works with CRW to decide how many days of training to devote to the core
modules (i.e. PermitTRAK, CodeTRAK, etc.).
The agency must provide the training facilities for up to 8 individuals per classroom. Trainers will appear
onsite with the agency’s TRAKiT configuration installed onto our laptops. Additionally, training manuals
are provided along with any other unique customization notes specific to the agency. Each end user can
anticipate at least one full day of training, which is determined based on their skill set. The total number
of training days has been provided within the Cost Summary of this Proposal.
Additionally, System Administrator (2-day course) and Report Writing (3-day course) sessions are
offered at remote locations across the country to facilitate advanced functions for changes system
preferences, settings, and customizing reports. Depending on the agency size, these courses can also be
conducted onsite.
Depending on the modules selected, CRW trains all end users on the following core modules, which
includes training of basic functions listed in the center of the diagram at right. Each of the following
sessions is one full eight (8) hour day:
⇒ PermitTRAK – permit management
⇒ ProjectTRAK – planning, engineering
⇒ CodeTRAK – code enforcement
⇒ LicenseTRAK – business licensing
Mini-sessions are provided for certain positions:
→ Management – 2 hour session
→ Inspectors – 4 hour session
→ Cashiers – 2 hour session
→ Plan Reviewers – 2 hour session
→ CRM TRAK – 4 hours session
CRW Responsibilities
Agency Responsibilities
⋅ Train all end users on laptops with configured
system
⋅ Provide facility for training
⋅ Prepare a training plan for required courses ⋅ Coordinate training plan with CRW
⋅ Assist with any questions during Go Live ⋅ Participate in end user training courses
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Stage 6 – Go Live
CRW arranges for a smooth transition of existing data. Additionally personnel arrive to
ensure all users are comfortable with TRAKiT in a real-time environment.
When all users are trained, CRW begins preparing for the agency’s productive use of TRAKiT. This stage
is the final piece to deploying TRAKiT for use by the agency, and begins with the final data conversion.
Typically about 24 hours prior to Go Live, our Data Conversion Specialist will work with the agency’s IT
Department to convert all historical data, which has been maintained within the existing application up
to this point, into TRAKiT.
Data conversion is the final step, and most critical, to ensure that any issues that arise while the
conversion script executes are addressed at the time that they occur. The next day CRW’s Project
Manager and Technical Support Specialist arrive onsite to ensure a smooth transition. Typically end
users might have some questions about TRAKiT as they begin using it for the first time, and our team of
implementation specialists is there to facilitate in this transition and provide side by side support.
The following elements are covered during the Go Live stage:
⇒ Final data conversion of all historic information
⇒ Onsite Go Live support
⇒ Immediate resolution of any end user questions
CRW Responsibilities
Agency Responsibilities
⋅ Convert all historic data ⋅ Work with CRW to run conversion script
⋅ Provide onsite Go Live support ⋅ Prepare end users for Go Live
⋅ Assist with any questions during Go Live
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
5.2 Project Organizational Chart
A representation of the proposed personnel for CRW Systems, Inc. has been provided below. This is
arranged in the common order of staffing that report directly to the Project Manager during the
implementation. CRW has also included a sampling of users that are expected to participate in the
project implementation on the City’s side.
CRW’s Project Manager reports directly to the VP of Product Development and the General Manager to
ensure that proper resources are being utilized during implementation for the City.
CRW
Project Manager
Nikoel Carter
Data Conversion
Specilalist
Vance Bradshaw
VP of Client Services
(Customizations)
Todd Polak
eTRAKiT Developer
Dan Haynes
Technical Support
Jim Williamson
Training Specialist
Client
Project Manager
Power Users
Building, Planning, Code
IT Staff
Installation / Conversion
All End Users
General Staff
GIS Manager
ESRI Component
Managers
Reporting
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
5.3 Project Staff Resumes
ALLAN JAMES G. RUBIO
WORK EXPERIENCE
Director of Project Implementation Services, CRW Systems, Inc. April 2013 - Present
As the Director of Project Implementation Services, Allan will be ensuring that all program deliverables meet quality
standards and project requirements for our new clients. With over five years working as a Project Manager for CRW
Systems, Allan will now work with Project Managers and new clients to create and manage an effective allocation of
resources & workload assignments for timely deliveries.
Project Manager, CRW Systems, Inc. January 2008 - March 2013
As a Project Manager, Allan practices effective communication to find more cost effective and easier solutions to
complex issues. He simultaneously coordinates various departmental resources to execute contracted deadlines
utilizing critical thinking, strategic planning and problem solving. He has an extensive knowledge of TRAKiT, report
writing, and the community development industry, and works closely with his clients to optimize their processes
within TRAKiT. Allan’s technical expertise and experience working with people from a variety of professional
backgrounds ensure a successful project from start to finish.
PROJECT ROLES AND RESPONSIBILITIES:
• Creates and executes project schedule and revises as appropriate to meet changing needs and requirements
• Identifies necessary resources to complete projects and communicates with Technical Staff, Data Conversion,
Software Engineers, and Trainers to assign tasks to available resources while meeting the business needs of each
client
• Manages daily operational aspects of a project, scope and client interaction
• Ensures project documents are complete, current, and appropriately documented by reviewing deliverables
prepared by team before passing off to client
• Effectively facilitates regular status meetings with the Project Team
• Possesses a thorough knowledge of our software and a thorough understanding for configuring the system during
each project
• Recommends business process decisions to client whenever reasonable
• Understands and manages client expectations
• Manages “scope creep” by effectively holding weekly/daily discussions with client
• Ensures an on-time delivery of completed system
EDUCATION
Project Management Certificate Certification PMP
University of California, Los Angeles Project Management Institute
Bachelor of Science, Business Administration: Computer Information Systems
Polytechnic University, Pomona
YEARS OF RELEVANT EXPERIENCE
Allan has over sixteen years of experience providing implementation/project management, consulting, training, and
technical support within the computer and software development industries.
PROJECT EXPERIENCE
• Atherton, CA
• Emeryville, CA
• Fontana, CA
• Santa Maria, CA
• Yolo County, CA
• Oceanside, CA
• Lompoc, CA
• Sierra Vista, AZ
• Issaquah, WA
• Miami Lakes, FL
• Pinecrest, FL
• Cape Coral, FL
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
MICHAEL J. TRUNCALE
WORK EXPERIENCE
Project Manager, CRW Systems, Inc. October 2006 - Present
As a Project Manager, Michael practices effective communication to find more cost effective and easier solutions to
complex issues. He simultaneously coordinates various departmental resources to execute contracted deadlines
utilizing critical thinking, strategic planning and problem solving. He has an extensive knowledge of TRAKiT, report
writing, and the community development industry, and works closely with his clients to optimize their processes
within TRAKiT. Michael’s technical expertise and experience working with people from a variety of professional,
personal, and international backgrounds ensure a successful project from start to finish.
PROJECT ROLES AND RESPONSIBILITIES:
• Creates and executes project schedule and revises as appropriate to meet changing needs and requirements
• Identifies necessary resources to complete projects and communicates with Technical Staff, Data Conversion,
Software Engineers, and Trainers to assign tasks to available resources while meeting the business needs of each
client
• Manages daily operational aspects of a project, scope and client interaction
• Ensures project documents are complete, current, and appropriately documented by reviewing deliverables
prepared by team before passing off to client
• Effectively facilitates regular status meetings with the Project Team
• Possesses a thorough knowledge of our software and a thorough understanding for configuring the system during
each project
• Recommends business process decisions to client whenever reasonable
• Understands and manages client expectations
• Manages “scope creep” by effectively holding weekly/daily discussions with client
• Ensures an on-time delivery of completed system
EDUCATION
Bachelor of Science, Business Administration
California State University, San Marcos, CA
YEARS OF RELEVANT EXPERIENCE
Michael has over fifteen years of experience providing implementation management, technical support, and training
within the computer and software industries. Michael has also spent a year volunteering internationally, teaching
computer skills, mathematics, and science to students of over 40 different nationalities.
PROJECT EXPERIENCE
• Ann Arbor, MI • Pflugerville, TX
• Brentwood, CA
• Castle Rock, CO
• Colleyville, TX
• Edmond, OK
• Escondido, CA
• East Palo Alto, CA
• Emeryville, CA
• Flower Mound, TX
• Manatee County, FL
• Norwalk, CT
• Novato, CA
• Poway, CA
• Piedmont, CA
• Round Rock, TX
• Sammamish, WA
• San Marcos, CA
• Summit County, CO
• Vallejo, CA
• Walla Walla, WA
• Wildwood, FL
• Woodside, CA
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
VANCE BRADSHAW
WORK EXPERIENCE
Vice President of Client Services, CRW Systems, Inc. June 2000 - Present
Vance Bradshaw manages the Client Services team at CRW and serves as the primary CRW contact for existing clients.
He coordinates with CRW’s department heads to ensure that CRW Systems’ continued status as a premier provider of
software to municipal agencies.
Vance graduated from Portland State University with a degree in Business Administration. Drawing on his educational
background as well as his vast previous experience, Vance ensures that all clients receive the highest level of service.
PROJECT ROLES AND RESPONSIBILITIES:
• Identify necessary resources to complete projects and communicate with Technical Staff and Software Trainers to
assign tasks to available resources to help meet the business practice needs of each client
• Manage daily operational aspects of project, scope and client interaction
• Ensure project documents are complete, current, and appropriately documented by reviewing deliverables
prepared by team before passing off to client
• Prepare for project milestone reviews and quality assertion of procedures
• Facilitate regular team and client status meetings effectively
• Sets and manages client expectations
• Build knowledge base of each client’s business, organization and objectives
• Communicate with technical staff and trainers to identify the unique needs and business practices of each client
TECHNICAL SKILLS
• Windows 2000/XP/Vista/7
• Microsoft Office 2003/2007/2010
• Crystal Reports
• SQL and SQL Server 2000/2005/2008
EDUCATION
Bachelor of Science, Business Administration: Management Emphasis
Portland State University, Portland, OR
PROJECT EXPERIENCE
• Kingman, AZ • Englewood, CO • Irving, TX
• Angels Camp, CA • Littleton, CO • Auburn, WA
• Butte County, CA • Ocala, FL • Everett, WA
• Eureka, CA • Sumter County, FL • Maple Valley, WA
• Hillsborough, CA • Canton, GA • Mercer Island, WA
• Millbrae, CA • Champaign, IL • Mill Creek, WA
• Napa, CA • Blaine, MN • Pasco, WA
• Pinole, CA • Brentwood, TN • Lynchburg, VA
• Redwood City, CA • The Colony, TX • Central Point, OR
• Santa Maria, CA • Denton, TX • Douglas County, OR
• South San Francisco, CA • Frisco, TX • Klamath County, OR
• Tracy, CA • Ft. Worth, TX
• Yuba County, CA • Greenville, TX
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
DANIEL R. HAYNES
WORK EXPERIENCE
Director of Client Support, CRW Systems, Inc. March 2007-Present
Dan Haynes serves as the main contact for all technical support questions and assists with data conversions,
implementations, and report writing. He provides client support and technical issue resolution via E-Mail, phone and
other electronic medium. Additionally, Dan helps with configuration of client's equipment to connect to database to
identify and correct or advise, on operational issues in client computer systems.
PROJECT ROLES AND RESPONSIBILITIES:
• Configure software to connect to Internet application servers
• Provide training to clients in the use of system and applications as related to TRAKiT
• Identify and correct or advise, on operational issues in client computer systems
• Work independently, while successfully meeting timelines and project objectives
• Possess and execute comprehensive documentation practices
• Create and maintain detailed records using AdminiTrack to report and ultimately conclude outstanding support
requests from clients
• Assist Project Managers with the implementation of software during new client installations
• Effectively prioritize and operate proactively
• Solid time management and organizational skills
• Mental dexterity to grasp new ideas and integrate them into desired results
EDUCATION
Bachelor of Science, Forestry Engineering
University of Washington, Seattle, Washington
TECHNICAL SKILLS
• SQL Reporting Services Report Writing
• ESRI Training Certified in ArcCAD, ArcVlEW and Avenue
• AutoDesk Training Certified in AutoCAD and AutoLlSP
YEARS OF RELEVANT EXPERIENCE
He has over 18 years of public service experience for two cities in the Puget Sound area of Washington. In particular,
he spent five years as the TRAKiT System Administrator for the city of Maple Valley. With his extensive knowledge of
GIS, the development process, and the TRAKiT software suite, Dan is uniquely qualified to provide the highest level of
support to our clients.
PROJECT EXPERIENCE
Dan provides project support to all clients. Below are two examples of agencies he’s worked closely with.
San Clemente, CA November 2004 - August 2005
The City of San Clemente uses TRAKiT for processing Building Permits, Code Enforcement Cases, and Planning Projects
for the Building, Code Enforcement and Planning departments. Modules implemented include ProjectTRAK,
PermitTRAK, CodeTRAK, LicenseTRAK, CRM TRAK, eTRAKiT and a TeleWorks IVR system interface to manage workflow
and customer service.
Kootenai County, ID March 2007 - July 2007
The City of San Clemente uses TRAKiT for processing Building Permits, Code Enforcement Cases, and Planning Projects
for the Building, Code Enforcement and Planning departments. Modules implemented include ProjectTRAK,
PermitTRAK, CodeTRAK, LicenseTRAK, CRM TRAK, MobileTRAK and eTRAKiT to manage workflow and customer
service.
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
NIKOEL CARTER
WORK EXPERIENCE
Data Conversion Specialist, CRW Systems Inc. March 2010 - Present
As a Data Conversion Specialist, Nikoel is responsible for all data conversion activities. This includes leading data
collection meetings to obtain client legacy data and uncover any potential issues in preparation for the data
conversion. Additionally, Nikoel develops and writes precise data mapping documents to be used during the data
conversion process and creates stored procedures and data scripts to automate the modification and loading of
foreign data in the application’s database.
PROJECT ROLES AND RESPONSIBILITIES:
• Identify ETL processes and create accurate code to convert data into target database
• Create stored procedures and data scripts to automate the modification and loading of foreign data in the
application’s database
• Extensive use of SQL Server 2005, Database tasks, Integration Services (DTS/SSIS)
• Work closely with project management to review converted data, meet contract scope and client’s expectations
• Manage data procedures in regards to security, backup schedules, restoration, and general development
• Responsible for writing and developing detailed documentation for requirements and migration plans
• Responsible for the review, preparation, and processing of data served on multiple web properties
• Responsible for all data conversion activities
TECHNICAL SKILLS AND KNOWLEDGE
• Languages: PL/SQL, T-SQL, VB.NET
• Operating Systems: Windows (all versions)/Informix
• DBMS: Oracle (all versions) Client and Server, SQL Server (all versions) (SSIS, SSMS), MS Access
• Packages: MS Office 98/2000/2007
• Other: Visio, PL/SQL Developer, MS Query Analyzer, Visual Source Safe, FTP, VPN
• Knowledge of batch processing of large data sets
• Knowledge of DOS command prompts and execute command line processing
• C#.net programming experience
YEARS OF RELEVANT EXPERIENCE
Nikoel joined CRW in 2010 as a Database Conversion Specialist. She has over 12 years of experience providing data
conversion, technical training, system analysis, technical consultation and technical support to various Municipal
agencies throughout the U.S. most recently as a Data Conversion Specialist with Infor Global Solutions – formerly
Hansen Information Technologies.
• Collaborate with various resources to formulate business requirements and SQL development needs in order to
plan appropriate data mapping, data formats and implementation plans
• Develop queries and scripts for data cleanup and manipulation
• Convert and preserve decommissioned, legacy system data as part of phased software implementations
• Test and certify conversion/interface for defect fixes and new functionality
• Execute functional, application, regression and performance tests for data conversions
• Assist in project planning and database design by analyzing business requirements
• Initiate proactive solutions to problems and bottlenecks by creating technical methodologies
• Analyze data and develop data validation scripts to ensure the quality and reliability of migrated data
• Migrate client data from various sources (text files, Excel spreadsheets, MS Access, SQL Server and Oracle
databases) using ODBC, MS Access, SSIS, T-SQL.
• Troubleshoot and modify user interface applications and back-end databases using T-SQL
EDUCATION
Associate of Art and Science – Application Development
MTI College of Business and Technology, Sacramento, CA
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RFP: Permitting System Software and Implementation Services
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SCOTT TALBERT
WORK EXPERIENCE
Vice President of Client Accounts, CRW Systems, Inc. June 1999 - Present
As the Vice President of Account Management, Scott’s goal is to ensure that CRW is meeting the needs of local
governments with the most comprehensive and cutting-edge software solutions available, both now and in the future.
PROJECT ROLES AND RESPONSIBILITIES:
• Onsite visits to all CRW clients, ensuring successful maintenance of product
• Conduct client consultation on organizational priorities and needs assessment
• Conduct strategic planning to define organizations mission, vision, and strategic objectives
• Identify ways to maximize client investment and gain efficiencies in processes through the use of the TRAKiT
system
YEARS OF RELEVANT EXPERIENCE
Scott brings over 20 years of experience providing technical instruction and developing training curricula for beginner,
management, and specialized technical levels of software use. He also assembled TRAKiT’s extensive, online Help
system, which complements the hands-on training courses he conducts for our clients.
SKILLS
• Presentation Media • Training and Facilitation • Microsoft SQL
• Windows Vista • Curriculum Development • Microsoft Office Suite
• Windows XP • Computer Software
Application
EDUCATION
Train the Trainer/Facilitator Courses
• Facilitator/ Instructor Training, Fundamentals of Total Quality leadership (TQl), Team Skills and
Concepts, Methods for Managing Quality, Implementing Quality, Systems Approach for Process
improvement, Senior leaders Seminar, Deming Seminar, Strategic Planning. (Certificates)
Instructional Management School
• Formal Instructor Training, Course Curriculum Design and Development. (Certificates)
Business Process Reengineering
• Fundamentals of Business Process Reengineering (BPR), Planning for Process Reengineering, Benchmarking
for Business Process Reengineering (BPR), IDEF Modeling, Functional Economic Analysis (FEA). (Certificates)
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JAMES A. WILLIAMSON
WORK EXPERIENCE
Director of Training Services, CRW Systems, Inc. July 2005 - Present
As the Director of Training Services, James works with CRW’s Project Managers and clients to develop an
individualized training plan that best meets our clients’ needs. He also provides on-site application training for users
and system administrators at all levels, and he maintains an extensive library of eTraining tutorials for TRAKiT users.
James’ understanding of the System from a developer’s perspective as well as an end user allows him to provide the
highest quality of training available to our clients.
PROJECT ROLES AND RESPONSIBILITIES:
• Design and develop training programs for clients
• Perform classroom style training
• Schedule trainers for on-site support
• Provide end user training on customizable software applications
• Develop and implement software training manuals
YEARS OF RELEVANT EXPERIENCE
James brings to CRW over 14 years of experience providing classroom and internet-based training. Prior to joining
CRW, he was instrumental in designing and developing an eLearning program for the U.S. Customs Service. He is also a
veteran, having served over 20 years in the U.S. Air Force.
EDUCATION
Bachelor of Science, Computer and Information Science
University of Maryland University College, Adelphi, Maryland
Master’s Degree, Software Development Management
University of Maryland University College, Adelphi, Maryland
COMPUTER SKILLS
Software: Languages: Platforms:
Adobe Technical Communications Suite ASP Windows XP
MS SQL Server JavaScript Windows NT
Crystal Reports 2008 Mac OS X
Adobe Photoshop
Microsoft Office Applications
PROJECT EXPERIENCE
James provides training services to many of our clients for both new implementations as well as ongoing training for
users and system administrators. Below are two examples of agencies he’s worked closely with.
Santa Cruz, CA November 2008 – August 2009
Jim provided services including Training of User Specialists that perform acceptance testing, Testing of Delivered
System, System Acceptance and User Training. The City of Santa Cruz uses TRAKiT for processing Building Permits,
Code Enforcement Cases, and Planning Projects for the Building, Code Enforcement, Fire, Engineering, Health, Public
Works and Planning departments. Modules implemented include ProjectTRAK, PermitTRAK and CodeTRAK.
SeaTac, WA January 2011 - April 2011
Jim provided services to create a customized training plan based on SeaTac’s user base and training requirements. He
developed a program tailored to SeaTac’s needs which included training of User Specialists that perform acceptance
testing, Testing of Delivered System, System Acceptance and User Training both in a classroom and lab environment to
apply what they learned and identify any knowledge gaps. The City went live with PermitTRAK, ProjectTRAK,
CodeTRAK, Arc GIS Viewer and eMarkup.
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TODD POLAK
WORK EXPERIENCE
Web Developer, CRW Systems, Inc. July 2007 - Present
As Web Application Developer Todd supports the existing web infrastructure as well as the development of new
technologies. He creates the look and feel of all web pages for a client's Web site, which involves developing a graphic
design that effectively communicates the ideas being promoted by the Web site. Todd provides enhancements and
support for our web-based product eTRAKiT.
PROJECT ROLES AND RESPONSIBILITIES:
• Understands technical and functional design requirements
• Assists in physical and logical database design
• Identifies system deficiencies and recommends solutions
• Works with other web developers and project managers to execute project by delivery date
• Understands client server and internet systems architecture
• Understands expectations that were set with client and recognizes when issues/events may affect delivery
• SQL Server programming and administration
• Develop new Web applications as identified by supervisor and management through packaged and customized
applications
• Maintain and enhance existing Web applications and all internal systems are integrated
• Perform complete testing of Web applications, engaging users as necessary
• Programs in Microsoft .NET and .NET AJAX languages
• Windows Application/Web Development, Client Support /Troubleshooting/Implementation, Online credit card
interface development, bug fixes, migration from classic ASP to ASP.NET (Web), VB 6 TO VB.NET (Windows
Applications).
• Development with: ASP.NET (VB.NET), Web Services, AJAX, JavaScript, VB Script, Visual Basic, ADO, CSS, XML, PHP,
MS SQL Server, MS Access, Oracle, Infragistics .NET Controls, (Development in .NET primarily creating and utilizing
custom user controls).
TECHNICAL SKILLS
• ASP.NET (VB.NET/C#) • JSP • XML
• ASP (VbScript/Javascript) • HTML • SQL
• PHP • CSS • VB 5/6
EDUCATION
ASP.NET, Program Design and Development
Grossmont College, El Cajon, CA
Microsoft Visual Basic 6, Advanced Databases, Design Concepts, Structured Query Language (SQL)
Cuyamaca College, La Mesa, CA
Microsoft Certified Professional (MCP), Novell Netware, Networking Concepts, TCP/IP
New Horizons Computer Learning Center, Mira Mar, CA
Computer Engineering Technology, (CET Degree)
Coleman College, La Mesa, CA
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LAUREN SULLIVAN
WORK EXPERIENCE
GIS Product Manager, CRW Systems, Inc. August 2010 - Present
Lauren Sullivan serves as the GIS Product Manager at CRW and is the primary contact at CRW for all things GIS. She
coordinates with CRW’s many departments to ensure that GIS-related project goals are met and that the interfacing
between the TRAKiT GIS module and the clients' ESRI technology runs smoothly.
Lauren graduated from UCLA with a degree in Geography and Environmental Studies with an emphasis in GIS. Drawing
on her educational background as well her targeted previous experience in GIS for government agencies, Lauren
ensures that all clients have a seamless GIS integration.
PROJECT ROLES AND RESPONSIBILITIES:
• Consult with each client on all aspects of GIS integration with the TRAKiT system
• Make recommendations to client on getting the most out of TRAKiT GIS module and interfacing
• Work directly with client GIS data to map relevant fields into LandTRAK
• Configure and test GIS module with client data
• Set up CRW trainers with a duplicate TRAKiT GIS environment for client training
• Facilitate acquisition of additional ESRI licensing, if needed
• Iron out any technical problems with the GIS module throughout the project course
• Maintain a technical support relationship with each client to support any elevated GIS issues after Go-Live
TECHNICAL SKILLS
• Windows 2000/XP/Vista/7
• Microsoft Office 2003/2007
• ArcGIS Desktop and Server, including most extensions
• SQL and SQL Server 2005/2008/R2
EDUCATION
Bachelor of Arts, Geography/Environmental Studies: GIS Emphasis
University of California Los Angeles, Los Angeles, CA
YEARS OF RELEVANT EXPERIENCE
Lauren has four years of experience providing GIS consulting, training, and technical support both in and outside of
government agencies.
PROJECT EXPERIENCE
• Brentwood, TN • Nampa, ID
• Burnsville, MN • Napa Sanitation, CA
• Duluth, MN • Norcross, GA
• Edmond, OK • San Carlos, CA
• Escondido, CA • San Marcos, CA
• Fontana, CA • Santa Maria, CA
• Hawaiian Gardens, CA • SeaTac, WA
• Issaquah, WA
• Kenosha County, WI
• Miami Lakes, FL
• Merced County, CA
• Lafayette, LA • Rapid City, SD
• Marysville, WA
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5.4 Project Staff Responsibilities
An outline of staff responsibilities throughout the course of the project are outlined below. CRW has
identified key project staff to assist in the implementation of the TRAKiT system. A final list can be
provided to the agency prior to contract execution, as staff workload may cause proposed members
defined below to be altered based on availability.
CRW & the Client will provide staff as identified below:
Task Item
CRW Team Member Client Team Member
Project Kick-Off Meeting
CRW reviews project timetable and training
schedule with Client. CRW and Client mutually
adjusts schedule as necessary. Workbooks to be
filled out by the Client are distributed and
reviewed. A review of the data for data conversion
is discussed during this meeting. A review of the
interfaces is discussed. CRW installs standard
software with demonstration database for initial
testing by Client.
Michael Truncale Project Manager
User Specialists
System Analysts
Database Administrator
Business Process Meeting
Client walks CRW through their business process
with each department. An initial review of the
completed or semi-completed workbooks occurs.
Review of the status of assembling the data for
data conversion and interfaces. Client provides any
forms that have been identified as part of the
project.
Michael Truncale Project Manager
User Specialists
Database Administrator
Data Conversion Meeting
The completed workbooks are gathered. Any
outstanding items for the workbooks are
completed at this time. The data for all conversions
is collected at this time, as well. Final agreement
on how the interfaces will work.
Michael Truncale
Nikoel Carter
Project Manager
User Specialists
System Configuration and Data Conversion
As outlined in the timetable, system configuration
according to the workbooks is performed,
reports/documents are built, and the data is
converted. Any required interfaces are built.
Michael Truncale
Nikoel Carter
Project Manager (as
needed for clarifications)
Initial Data Delivery Meeting
The initial configuration of the system is reviewed.
Changes, adjustments, clarifications are discussed.
Depending on the size and timeline of the project,
this meeting may occur multiple times.
Michael Truncale
Nikoel Carter
Project Manager
User Specialists
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Task Item
CRW Team Member Client Team Member
System Acceptance Testing Begins
Client begins System Acceptance Testing. After
system has been accepted, user training will begin.
Michael Truncale Project Manager
User Specialists
Changes to Initial Delivery
Any identified changes to the initial system are
made.
Michael Truncale
Nikoel Carter
Project Manager
Delivery of Modified System
The configured system is delivered, including data
conversion and interfaces. User Specialists (i.e.
Client system testers) are also trained on the
configured system at this time. Documentation on
the configured system is delivered as well.
Additional changes may be made during the
delivery and training of the system.
Michael Truncale
James Williamson
Project Manager
User Specialists
System Acceptance Ends & End Users are Trained
All users of the system are trained on the
configured system. As many trainers as needed will
be onsite.
Michael Truncale
James Williamson
Project Manager
All End Users
End User Training
Manuals are printed and prepared based on any
system customizations created unique for the
agency; and end users are trained.
James Williamson No staff required
Go-Live Support
CRW assists Client in cut-over to live operation.
Technical Support is provided while in live
productive user of TRAKiT.
Michael Truncale
Dan Haynes
Project Manager
All End Users
System Administrator & Report Writing Training
Can occur during any point of the process, and are
scheduled based on availability. It is assumed that
the Project Manager will also be the System
Administrator; however, the agency can have more
than one System Administrator if desired.
James Williamson Project Manager (and any
additional users that will
be System Administrators)
Contingency Plan
Additional staff may be added as necessary. For example, additional trainers may be added to facilitate
multiple training classes at one time. Our Training Coordinator is responsible for assembling the staff
needed for training, as well as providing the documentation. Interfaces are import and export utilities,
and will be done by CRW developers. The developers will work under the guidance of the Project
Manager after a defined Scope has been agreed upon.
In the event that the named individuals are not available for the project, CRW has other experienced
Project Managers, Data Conversion Specialists, and Trainers on staff to take their place. The average
experience of CRW personnel in these positions range from 3 to 7 years.
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Onsite Staff
The majority of the work is performed offsite at CRW’s offices. CRW staff will be onsite for meetings and
training as stated above. The amount of time CRW staff spends onsite is dependent upon the unique
requirements of each project and what will best meet the agency’s objectives. CRW does not foresee
needing office space at the agency’s facility.
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5.5 Project Timeline
CRW has prepared the following sample timeline for your agency to review expectations throughout the
implementation of TRAKiT. The dates will be confirmed prior to the initial contract to ensure that both
parties understand the project timeline.
Task
CLIENT Responsibilities CRW Responsibilities Target Date
1. Contract Execution /
Notice to Proceed
CLIENT signs contract and provides
Notice to Proceed.
CRW signs final contract. August 2013
2. Project Hand-Off Call CLIENT reviews and sets initial
Project Timeline dates with CRW.
CRW & CLIENT review Project
Timeline; CRW delivers electronic
copies of Configuration Guide.
August 2013
3. Confirm Hardware &
Required Systems
CLIENT provides confirmation that
all required hardware, servers,
database systems, and related
components are ready.
CRW reviews hardware
specifications with CLIENT; CRW
confirms remote access.
August 2013
4. Initial Data Extract CLIENT uploads all legacy
databases quoted in the contract
to CRW’s FTP site.
CRW provides FTP access for
uploading all source files. CRW
reviews initial data upload.
August 2013
5. Software Installation CLIENT provides remote access to
servers.
CRW installs all TRAKiT software
on CLIENT servers. One
workstation will also be tested.
August 2013
6. First Payment Due
100% of Software Licensing
Customer provides 1st payment for
software licensing.
August 2013
7. GIS Consultation
CLIENT conducts meeting with
CRW to discuss the delivery
expectations for GIS data.
CRW offers suggestions to ensure
expected delivery is achieved.
CRW provides a sample ‘Map
Template’ to be used within
TRAKiT GIS.
September 2013
8. Delivery of Geodatabase CLIENT uploads geodatabase onto
CRW’s FTP site for data mapping.
CRW begins mapping the source
tables to the TRAKiT structure.
September 2013
9. Database Consultation
CLIENT conducts meeting with
CRW to discuss the data
conversion process and a brief
review of the data structure.
CLIENT signs-off on Data Source
Document.
CRW provides suggestions to
ensure expectations are
reviewed.
September 2013
10. Kick-Off Meeting
CLIENT attends and participates in
Kick-Off Meeting. Kick-Off
Meeting is divided into 2 days with
one full onsite initial training day,
followed by a review of the
Configuration Guide.
CRW conducts Kick-Off meeting
onsite. Reviews Configuration
Guide with all Departments, and
assists in completing LandTRAK
data fields. CRW provides
workflow samples for future
discussions.
September 2013
11. 1st LandTRAK Data Map
Review
CLIENT reviews land data mapping
document with CRW.
CRW provides a draft of the Land
data map based on GIS data
provided and information
requested by the user group.
September 2013
12. Initial Workflows CLIENT provides initial workflows
from various Departments for
review.
CRW reviews initial workflows
submitted for Business Process
Meeting.
October 2013
13. Business Process Review
Meeting
CLIENT provides information and
participates in preliminary
business process discussion.
Sessions are divided among
CRW assists the CLIENT with
Workbooks and identifies process
adaptations. eTRAKiT
expectations and settings are
October 2013
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Task
CLIENT Responsibilities CRW Responsibilities Target Date
various Departments
implementing TRAKiT.
reviewed for configuration.
14. 1st Draft of Data Mapping
Document
CLIENT to review data mapping
document for legacy data provided
by CRW.
CRW to review initial draft of
data mapping document with
CLIENT.
October 2013
15. Spatial Joins & Map
Template Delivered
CLIENT provides all required
spatial joins based on
requirements. The finalized map
template is also delivered to CRW.
CRW reviews the submitted
spatial joins and map template
from CLIENT.
October 2013
16. eTRAKiT Credit Card
Gateway
CLIENT provides CRW with
eTRAKiT credit card gateway
information for integration.
CRW reviews credit card portal
and prepares a scope for
expectations.
October 2013
17. Workbook Collection
Meeting
CLIENT provides completed
Workbooks and copies of needed
forms/reports; CLIENT attends
department meetings to offer
insight into workflow; CLIENT
provides complete set of source
data for conversion.
CRW collects CLIENT responses to
Workbooks; CRW conducts
Department meetings to ensure
understanding of responses and
discuss procedural needs; CRW
reviews data to convert with
CLIENT.
October 2013
18. LandTRAK Data Map Sign
Off
CLIENT signs-off on LandTRAK data
mapping document.
CRW finalizes data map for
CLIENT sign-off.
November 2013
19. Data Mapping Document
Sign Off
CLIENT approves data mapping
document after a review with
CRW’s data conversion specialist.
CRW to provide data mapping
documents, layouts, and
explanations.
November 2013
20. System Configuration CLIENT participates and provides
additional information as needed
by CRW.
CRW configures system according
to Workbook responses and
meeting discussions; CRW
converts historical data; CRW
creates/customizes reports
and/or forms (e.g. Permit Form).
November 2013
21. Map Services Data
Delivered
CLIENT delivers Map services and
Map services data to CRW prior to
Initial Delivery.
CRW configures Map services
with data.
November 2013
22. Initial Delivery
CLIENT will attend the
demonstration of the delivery.
CRW installs and demonstrates
configured system with various
Departments. eTRAKiT
validation/preferences are
reviewed with CLIENT.
November 2013
23. Workflow Processes
Delivered
CLIENT receives written workflow
processes from CRW.
CRW delivers a sample set of
workflow processes to CLIENT for
review and use during Training.
November 2013
24. Second Payment Due
25% of Services
Customer provides 2nd payment
for services.
December 2013
25. System Acceptance Users
Trained
CLIENT will provide meeting space
and provide up to eight (8) staff for
training.
CRW provides training materials
and laptops with initial system
configuration.
December 2013
26. System Acceptance Testing
Begins
CLIENT “System Acceptance” Users
verify accuracy and placement of
converted data, forms & reports;
CLIENT tests software
configuration; CLIENT tests
program interfaces; CLIENT tests
software customizations; CLIENT
notifies CRW of desired changes.
CRW receives change requests
from CLIENT and makes
necessary revisions.
December 2013
27. Initial Delivery Revisions CLIENT delivers revision list to
CRW.
CRW receives review comments
from CLIENT and begins adjusting
configured system.
December 2013
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Task
CLIENT Responsibilities CRW Responsibilities Target Date
28. External Interface Review CLIENT tests any external data
interfaces provided by CRW;
includes land update routine,
accounting interface, and other
data import routines.
CRW reviews any external data
import/export routines prepared
for CLIENT.
December 2013
29. Revised Delivery
CLIENT continues review of
system.
CRW delivers revisions to CLIENT. December 2013
30. Third Payment Due
25% of Services
Customer provides 3rd payment for
services.
January 2014
31. GIS Final Review CLIENT tests map services and
updates with CRW.
CRW finalizes GIS configuration
for Go Live.
September 2013
32. Final Revisions List CLIENT delivers final revision list to
CRW.
CRW receives review comments
from CLIENT and makes final
adjustments.
January 2014
33. eTRAKiT Final Connection
Validated
CLIENT validates the configuration
settings for eTRAKiT portal.
CRW provides remote assistance
for eTRAKiT payment portal.
January 2014
34. Final Delivery CLIENT reviews final items
submitted.
CRW installs modified system. January 2014
35. System Acceptance Testing
Ends
CLIENT approves final system
before User Training commences.
February 2014
36. Fourth Payment Due
25% of Services
CLIENT provides 4th payment for
services.
February 2014
37. CLIENT Support Transition
Call
CLIENT attends remote discussion
with CRW CLIENT Support team.
CRW introduces CLIENT Support
team along with expectations for
using technical assistance after
Go Live.
February 2014
38. End User Training
CLIENT provides meeting space for
up to eight (8) staff.
CRW provides training materials
and laptops with configured
system.
2 weeks after System
Acceptance ends.
39. General System
Administration Training
CLIENT core users attend a mini
System Administrator training
session prior to Go Live.
CRW conducts an accelerated
System Admin session with core
users for user privilege and
general configuration
management.
February 2014
40. Transition to Live CLIENT provides final extract of
historical data to CRW.
CRW converts data and loads
onto CLIENT’s server.
March 2014
41. Go Live
CLIENT Goes Live with TRAKiT,
MobileTRAK, and eTRAKiT.
CRW provides Go Live support
onsite.
March 2014
42. Final Payment
25% of Services
CLIENT provides final payment. 30 days after
completion of Go
Live.
43. Follow-up Visit
CLIENT assembles various
Departments for review with CRW.
CRW conducts an onsite follow-
up visit 45 days after Go Live.
45 days after
completion of Go
Live.
System Administrator / Report
Writing Training
CLIENT provides System
Administrators for training at a
remote location.
CRW trains CLIENT staff at any of
the following locations & dates.
Date and location to
be determined based
on availability.
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Section 6.0 Other Requirements
In this section of the proposal, the Proposers should address the following items in a concise manner.
6.1 Describe ongoing maintenance, release/upgrade, and support services. At a minimum, Proposers
should address the following items:
• Help desk processes/ procedures to include methods of support (i.e. online, telephone, etc.)
• Hours or support (stared in PST)
• After-hours support
• Escalation procedures
• Response time commitments
Please refer to document 6.1 Support and Maintenance which has been included in this section of
the proposal.
6.2 Identify if there are solution user groups and/or user conferences.
There are over 150 agencies across the country that participate in our “User Meetings,” which
typically take place during System Administrator training to accommodate each region’s members;
and training normally occurs in Texas, Florida, Washington, and California. CRW gains knowledge
on how users are utilizing the system, as well as offer suggestions to enhance the product.
Currently the only User Group meeting is in Northern California, which is relatively new.
Additionally, CRW offers an Annual User Conference for user’s to gain knowledge from peers and
industry experts familiar with the TRAKiT system. The User Conference introduces clients to new
features to enhance the TRAKiT experience. Learn how other agencies are maximizing their TRAKiT
investment and meeting their business requirements by leveraging the technology available.
Through this process CRW gains knowledge on how user’s are utilizing the system and offers
suggestions to improve business processes. The User Conference also provides clients the
opportunity to share feedback on how we can continuously enhance the TRAKiT suite to meet your
agency’s needs.
6.3 Describe ongoing training resources available to users.
Please refer to the document 6.3 Training (in this section) which includes information about all our
trainings which are offered year round.
6.4 Describe user and administration documentation that is available to the City. Provide representative
samples of user and administration documentation.
Please refer to 6.4 Documentation which has been included in this section of the proposal,
following this page. For a sample of our user and administration documentation, please refer to
Section 8.0.
6.5 Recommend a hardware configuration and specifications for the new system. In addition, identify
the backend database that will be required. As part of Proposer response, confirm your acceptance
of the City’s technical standards. If your proposed solution deviates from the standards, please
justify your recommendation.
For recommended hardware configuration and specifications, Please refer to 6.5A Technical
Specifications & 6.5B Standard Network Diagram included in this section of the proposal. We have
reviewed and accept the City’s current technical infrastructure on pages 10-11 of the RFP however,
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TRAKiT is a 100% web based system and does not support single sign-on with Active Directory.
6.6 Describe the new system client (i.e. client/server, thin client, zero client, etc.) and any desktop
requirements for the City.
Please refer to 6.5A Technical Specifications included in this section of the proposal.
6.7 Describe requirements for maintaining a test environment separate from the production
environment.
The City is not required anything additional to maintain a test environment separate from the
production environment. Typically, our clients store both on the same server/database, these
requirements are outlined in document 6.5A Technical Specifications.
6.8 Describe the frequency that application patches and releases have been made available within the
past two years. In addition, clearly identify the roles and responsibilities of the City to complete
updates.
CRW releases an update about every 4 months. All fixes and enhancements are included in the
latest release, and reported problems are fixed in new releases as well. Below, is a history of the
past two years:
V.0401 (2013) April 1, 2013
v.1000 (2013) January 21, 2013
v.0101 (2012) August 1, 2012
v.0601 (2012) June 1, 2012
v.0301 (2012) March 1, 2012
v.0101 (2012) January 1, 2012
v.1001 (2011) October 1, 2011
v.0601 (2011) June 1, 2011
All updates and software enhancements are provided to clients, and we do not separately price for
maintenance releases or updates. CRW transfers the latest release along with the documentation
to a password-protected area on our website where a user can download the latest version.
6.9 Describe how the new system supports document management and the ability to leverage the City’s
investment in Laserfiche.
CRW has extensive experience in providing real time integration with TRAKiT & Laserfiche; several
of our clients use this document management system.
6.10 Discuss your company’s philosophy and approach to ongoing research and development of the new
system.
Our marketing and sales staff, along with our technical support team, provides feedback to our
developers so that the needs and concerns of our clients and prospective clients are met through
software enhancements. This comprehensive, multi-disciplined approach allows us to incorporate
a variety of approaches in addressing the customer’s needs.
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6.1 Support & Maintenance
CRW Systems’ professional and experienced technical support staff takes advantage of backgrounds
covering a variety of areas. Since our client base is comprised of Community Development departments
and their supporting departments (engineering, fire, public works), our support staff is well suited for
assisting your agency. Our Technical Support Team is located in San Diego, CA provide assistance
through telephone support and Web submittal ensuring that your support needs are routed and
addressed by the appropriate personnel in an expedient manner.
Resolution Procedures
Customer support is handled in one of three ways – by phone (for urgent requests), by e-mail (for non-
time sensitive requests), and by remote access (CRW logging into the system to correct the issue).
Typically calls are handled first, and are recorded into our internal workflow product (AdminiTRAK); then
unresolved issues are followed up on during the day. Our Technical Support team currently consists of
five (5) people all of which are located in our Corporate Office, that are dedicated to resolving every
issue within the day, which is usually corrected by remote access into the agency’s server.
Support
Website Support ⋅ CRW provides a place to submit technical questions on our website
(http://www.crw.com) under the support link.
⋅ Release notes for product updates can be viewed as well as eTraining tutorials.
Context Sensitive Help ⋅ CRW offers context-sensitive help (pressing F1 from any area) within TRAKiT to
allow Users to find an immediate resolution to a problem.
⋅ Prevents unnecessary calls into CRW, freeing up time for more urgent issues.
Telephone Support ⋅ Response times during normal business hours depend on the order they are
received, varying from immediate assistance to a 5 minute wait.
⋅ CRW provides a toll-free customer support help line (888-CRW-2043) during
Monday through Friday support hours as follows:
PST = 5:00 AM – 5:00 PM
CST = 7:00 AM – 7:00 PM
EST = 8:00 AM – 8:00 PM
⋅ Off hour / weekend support can be obtained by contacting your assigned Project
Manager.
Remote Dial-In ⋅ Should the need for remote access be necessary to fix a problem, we can remote
into your computer via “GoToAssist.com.”
⋅ We also maintain a Web server for data exchange between our office and our
clients.
Onsite Assistance ⋅ In the rare circumstance that a CRW member would need to be physically present
to resolve an issue, time can be arranged to have Technical Support onsite;
usually within a 24-hour timeframe.
Warranty & Maintenance
Annual Maintenance is due upon completion of System Acceptance Testing; this ensures that the system
is functioning properly in the agency’s environment, and that the system is configured according to the
required setup. Subsequent annual maintenance is available for a 20% fee of the then current software
license.
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User Group Meetings
There are over 150 agencies across the country that participate in our “User Meetings,” which typically
take place during System Administrator training to accommodate each region’s members; and training
normally occurs in Texas, Florida, Washington, and California. CRW gains knowledge on how users are
utilizing the system, as well as offer suggestions to enhance the product.
Currently the only User Group meeting is in Northern California, which is relatively new. Additionally,
CRW offers an Annual User Conference in November for user’s to showcase new ideas and to view new
tools added into TRAKiT.
Enhancement Approach
Our marketing and sales staff, along with our technical support team, provides feedback to our
developers so that the needs and concerns of our clients and prospective clients are met through
software enhancements. This comprehensive, multi-disciplined approach allows us to incorporate a
variety of approaches in addressing the customer’s needs.
Updates
General Improvement ⋅ Improves the system for all clients.
⋅ Usually completed at no charge to the requesting agency, and the resulting
function or feature is provided to all clients at no charge.
Agency Specific ⋅ Unique or specialized to one agency.
⋅ Scoped and quoted for a fixed-fee development cost based on the amount of
development resources expended to complete the project.
Update Frequency ⋅ CRW releases an update about every 4 months.
⋅ All fixes and enhancements are included in the latest release, and reported
problems are fixed in new releases as well.
⋅ Each version of the software is supported for 2 years with only one current
version for all clients, below is a history of the most recent versions:
V.0401 (2013) April 1, 2013
v.1000 (2013) January 21, 2013
v.0101 (2012) August 1, 2012
v.0601 (2012) June 1, 2012
v.0301 (2012) March 1, 2012
v.0101 (2012) January 1, 2012
v.1001 (2011) October 1, 2011
v.0601 (2011) June 1, 2011
v.0401 (2011) April 1, 2011
v.0215 (2011) February 15, 2011
v.1115 (2010) November 15, 2010
Patches & Fixes ⋅ Very infrequent occurrence.
⋅ Once we gain knowledge of a “bug,” our development team works diligently to
resolve the error immediately.
⋅ Notification is then sent to all clients that there is an issue that needs their
attention with a patch made available.
⋅ Currently there are no known outstanding errors / system deficiencies within
TRAKiT.
All updates and software enhancements are provided to clients, and we do not separately price for
maintenance releases or updates. CRW transfers the latest release along with the documentation to a
password-protected area on our website where a user can download the latest version.
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6.3 Training
It is our goal at CRW to maximize your investment in technology with superior training and service. CRW
provides training programs for Users and System Administrators. Additionally we offer classes in report
writing to assist your agency in creating and customizing your own reports.
CRW does not believe in a “one-size fits all” approach to training. Our instructors will work closely with
both the CRW project manager and the client’s subject matter experts to design a customized training
plan that will meet your unique requirements. We believe that the training program should mirror the
daily activities performed by the user. In support of this belief, training sessions are designed to
maximize the user’s skills and abilities. We believe that the training sessions should support what each
individual user needs to know to be successful.
It has been proven that realistic hands-on training is the most efficient way for new users to lean
TRAKiT. CRW instructors go beyond just teaching the functions of the software. Our training sessions will
demonstrate how to integrate TRAKiT into the user’s daily activities and workflow using actual client
data and configuration. To maximize the learning experience, training sessions are limited to eight users.
We believe that a smaller class size provides a more personal experience for the participant.
In support of this learning model, we recommend the following approach. First, users will attend a
comprehensive TRAKiT course (designed specifically for their functional area) where they will learn how
to integrate TRAKiT into their daily activities. During this session, real world scenarios will be used to
facilitate the learning experience. Next, users will attend a TRAKiT Lab session where teams can be
assembled and scenarios presented. This provides users with the ability to test their knowledge and
level of competence with the TRAKiT application. It also provides a “real world” experience where
managers can assess the quality and effectiveness of mission critical processes. Our curriculum is
designed to build on concepts and develop the learner’s expertise in an organized, manageable fashion.
All of our training courses are supported with training documentation. The facilities, student materials,
and lecturing are all monitored for effectiveness by analysis of post-course questionnaires.
Course Descriptions
System Administrator
End User Report Writing
Administrators learn how to easily
make changes to the TRAKiT
configuration to meet the City’s
changing business requirements.
Covers installation of the TRAKiT
software/updating procedures,
application setup, script writing
and database maintenance through
our Utilities and Maintenance
Module.
Training is for any users of the
TRAKiT software.
Covers User functions to provide
an overview of TRAKiT and how
it will enable users to easily
complete their tasks in a more
efficient manner.
Comprehensive training to
enable users to create new
reports or modify existing
reports at any time without CRW
assistance.
Covers modification of existing
standard reports and creation of
customized SQL Reports.
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Knowledge Requirements:
System Administrator
End User Report Writing
• Individuals with business
process knowledge
• Microsoft Windows (Vista,
Windows 7)
• Functions for file and directory
manipulation
• Hardware configurations
• Database concepts
• Microsoft Windows (Vista,
Windows 7)
• Functions for file and
directory manipulation
• Usage of mouse, keyboard,
and printer;
• Basic understanding of the
business process user will be
tracking
Additional Training Offerings
Webinars
Online Tutorials Annual User Conference
Biweekly webinars are offered to
provide current and prospective
clients with insight into how TRAKiT
can streamline your business
processes to save your agency time
and money. Prospective clients get a
glimpse into the features of TRAKiT
and how it will benefit their agency.
Current clients are able to see the
latest enhancements added to
TRAKiT and obtain a knowledge
refresher regarding the features
available for their use with the
TRAKiT suite.
CRW offers a variety of online
training resources including just-
in-time end user training videos.
These online tutorial videos
provide users step by step
information on major functional
areas/features and common
TRAKiT FAQs.
CRW offers an Annual User
Conference for user’s to gain
knowledge from peers and
industry experts familiar with the
TRAKiT system. The User
Conference introduces clients to
new features to enhance the
TRAKiT experience. Learn how
other agencies are maximizing
their TRAKiT investment and
meeting their business
requirements by leveraging the
technology available. Through
this process CRW gains
knowledge on how user’s are
utilizing the system and offers
suggestions to improve business
processes. The User Conference
also provides clients the
opportunity to share feedback on
how we can continuously
enhance the TRAKiT suite to
meet your agency’s needs.
• Database concepts
• TRAKiT
• Has attended previous
TRAKiT software training
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RFP: Permitting System Software and Implementation Services
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Design & Implementation
CRW Systems has a vast understanding of how TRAKiT is to be taught to the User base; with this
understanding, CRW Trainers work closely with the Project Manager to understand the way the system
should be used by the agency. Although we provide standard documentation, it is edited to reflect the
changes and customizations requested by the agency.
Below is a sample list of education programs CRW has designed for our customers:
Program Type Description Time
- Process Training on a complete process using the TRAKiT application.
o PermitTRAK functions – full run through on permit
intake, fees, inspections, and plan reviews
o ProjectTRAK functions – complete project overview,
including conditions, review steps, etc.
o CodeTRAK functions – stepping through the code
violation steps and photo archiving
o LicenseTRAK functions – taking in a license application
and routing reviews accordingly
o CRM TRAK functions – reporting issues and cataloguing
the necessary workflows
8 hours
- Reviews Focused training on the plan or project review process. 4 hours
- Inspections Focused training on the inspection process. 4 hours
- Cashiering Advanced training for cashiers or individuals managing
departmental money in TRAKiT. Includes topics not covered
in Process training.
2 hours
- TRAKiT Lab Simulated working environment with coaching from CRW
trainer (individuals or teams).
4 hours
- Workspace Introduction to setup and usage of a user’s individual
Workspace environment.
2 hours
- TRAKiT for Managers Overview of the TRAKiT application to include configuring
workspace, locating records and generating reports.
4 hours
- TRAKiT Overview Introduction to TRAKiT for observers or non-regular users. 2 hours
- TRAKiT for IT Provides an overview of the TRAKiT system and how to
manage user accounts and privileges.
2 hours
- GIS Functionality Additional session for users to understand all GIS functions
related to TRAKiT.
4 hours
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
6.4 Documentation
CRW provides comprehensive training documentation to assist Users in their understanding of the
TRAKiT features and functions. In support of our initiative to be green and provide our client’s easier
access to specific training information we provide all documentation in electronic format. Users can
easily select and print what they need as well as utilize searchable online help formats. Hard copy
manuals are provided for any additional customizations or features added to the program. Below is a
list of the types of documentation provided.
Documentation Type
Online Help Electronic
Major system overviews for all components
System flowcharts (screen flow) & Data Flow Diagrams
Computer operations & administration procedure
Manuals describing the application software
Training materials
Sample input documents with data entry explanations
Explanations of daily use of the system, i.e. adding, deleting, etc.
Samples of all standard reports with narrative descriptions of all fields
Sample of all online screens, menus, input forms with a description
Data dictionary (available upon request)
System Administration Guide
Report Writing Presentation
Quick Reference Guides for modules and specific features
Quick Reference Fields for Data Mapping
Unified Modeling Language & Entity Relationship Diagrams
Video Tutorials on Just-in-Time Training
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RFP: Permitting System Software and Implementation Services
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6.5A Technical Specifications
The following specifications are required to efficiently operate the TRAKiT9 software and interfaces, yet flexible
enough to allow for system growth with the demands of the associated departments.
Client Hardware and Software Details
Database Server Operating System MS Windows Server 2008 R2
Hard Drive 50 GB + Data Space
RAM 16GB + recommended
CPU 2 GHz + recommended
Application Server Operating System MS Windows Server 2008 R2 – 64-bit/32-bit
Microsoft Additions .NET Framework 4.0
Microsoft Web Server Microsoft IIS 7.0 Web Server or better
Hard Drive 100 GB +
RAM 16 GB minimum
CPU 3 GHz (multi-core) recommended
Network Network protocol TCP/IP
Minimum capacity N/A
Minimum speed 100 MBps minimum / 1 GB Ethernet recommended
Databases Microsoft Microsoft SQL Server 2008 R2
Laptops Windows 7 or Vista OS
Client PC’s
User Workstations Operating System Vista (32-bit or 64-bit), or Windows 7
Hard Drive 10 GB recommended
RAM 2 GB + recommended
CPU 2 GHz + recommended
Remote Users
Mobile Units PDAs Windows Mobile v4 & above, Blackberry v4.7, Android
2.1 & above or iPhone
Synchronization
RAM
Wireless access
4 GB + recommended
iPad Units Tablets iPad2 or above
Online Citizen Access
eTRAKiT (eGov) Server MS Windows Server 2008 R2, IIS 7.0 or better, .NET
Framework 4.0, 4 GB RAM
Web Browsers MS Internet Explorer 9.0 and above; Safari 3.0 & up,
Google Chrome
Architecture ASP.NET, AJAX, and HTML technology
Third-Party Software Integration
CRW can provide custom integration between TRAKiT and other third-party applications, any costs for this service are
determined on a per-case basis. Below are existing 3rd party applications that TRAKiT currently communicates with.
3rd Party Interfaces Report Writing SQL Server Reporting Services SSRS
GIS ArcGIS Server 10.0 and above
Office Applications MS Office v2007 or better
Document Management Laserfiche or SIRE Technologies
Online Citizen Access
92
SQL DATABASE
& REPORTING SERVER
CRW Database: CRW_NET
SSRS Database: ReportServer
OS: Window 2008R2 Server 64 bit
Ram: 8GB [Min]
Processor: 3 Ghz [Recommended]
SQL: 2008R2
TRAKiT 9 URL
http://servername/Trakit9
Deployment Server
https://etrakit.<Agency
WebSite URL>/trakit_client
Application Server
https://etrakit.<Agency
WebSite URL>/trakit_host
eTRAKiT
https://etrakit.<Agency
WebSite URL>/etrakit
WEB SERVER
OS: Window Server
2008R2 64 bit
Ram: 8GB [Min]
Processor: 3GHz [Rcmd]
HardDrive: 2GB Free
TRAKiT APPLICATIONS
eTRAKiT
MobileTRAK PDA
TRAKiT IVR
SQL Connection
[Port:1433]
TRAKiT9
LAPTOP PC
OS: Windows 7
Browser: IE9 or Newer
Ram: 2GB [Min]
Processor: 2GHz
Broadband Device w/Data Plan
or continuous WIFI
https://<URL or IP>
/Trakit_PDA
TRAKiT PDA
PDA DEVICE
Web Browser
Data Plan Required
Tested Devices:
iPhone, Droid
FIREWALL
SQL Connection [Port:1433]
https://<URL or IP>
/Trakit9
Standard
Network Diagram
February 2012
*File Share Connection & **Network Address Translation [NAT]
* File Share Connection
Windows Server (2003 – 2008)
Use a Third Party File Copying Utility to SYNC
Attachments, Reports, Documents and Extensions.
Windows Server 2008R2 or greater
Microsoft file sharing SMB: UDP ports from 135 through
139 and TCP ports from 135 through 139.
Direct-hosted SMB traffic without NetBIOS: port 445 (TCP
and UPD).
See: Configuring Web Server in DMZ to Process
Attachments by CRW Systems
**Network Address Translation [NAT]
NAT provides a mechanism to connect internal IP
Address to an external IP Address allowing external
access to internal application. See your Firewall
documentation.
Using Mobile Broadband
WORKSTATIONS
OS: Windows 7
Browser: IE9 or Newer
Ram: 2GB [Min]
Processor: 2GHz
URL
Email SERVER
Email Connection
SMTP [Port:25]
Note: Email Server can be in the
Domain or DMZ
Email Conn
e
c
t
i
o
n
SMTP [Port :25 ] or MAPi
APPLICATION/FILE SERVER
OS: Window 2008R2 Server 64 bit
Ram: 8GB [Min]
Processor: 3GHz [Recommended]
File Share Drive: 200GB [Min]
TRAKiT APPLICATIONS
TRAKiT 9
Arc SERVER
See ESRI for Server
Requirements
TRAKiT APPLICATIONS
TRAKiT GIS
DMZ
Note: ArcServer can be
in the Domain or DMZ
SDE SERVER
ESRI DATABASE
See ESRI for Server
Requirements
Link
if both
are
SQL
DMZ
SQL
Connection
[Port:1433]
DMZ
File Share
Connection
See Notes *
Map Services URL
http://<server>/ArcGIS/
rest/services**Network Address Translation [NAT]SSRS URL’s
http://servername/Reports
TRAKiT9
TABLETS
Web Browser
Broadband Device
w/Data Plan or
continuous WIFI
Tested Devices:
iPad
https://<URL or IP>
/Trakit993
City of La Quinta Software License and Maintenance Price Sheet
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Proposer Name:CRW Systems
Year 1 Year 2 Year 3 Year 4
PermitTRAK - 9,500$ 1,900$ 1,900$ 1,995$ 1,995$
ProjectTRAK - 9,500$ 1,900$ 1,900$ 1,995$ 1,995$
CodeTRAK - 9,500$ 1,900$ 1,900$ 1,995$ 1,995$
GIS Standard (ArcGIS Server integration)- 10,000$ 2,000$ 2,000$ 2,100$ 2,100$ ArcGIS Server required
12 Concurrent End User licenses 12 24,000$ 4,800$ 4,800$ 5,040$ 5,040$
- -$ -$ -$ -$ -$
- -$ -$ -$ -$ -$
- -$ -$ -$ -$ -$
Subtotal - Permitting Modules 62,500$ 12,500$ 12,500$ 13,125$ 13,125$
- -$ -$ -$ -$ -$
- -$ -$ -$ -$ -$
- -$ -$ -$ -$ -$
- -$ -$ -$ -$ -$
- -$ -$ -$ -$ -$
- -$ -$ -$ -$ -$
Subtotal - Other Modules -$ -$ -$ -$ -$
Total Application Licensing Fees 62,500$ 12,500$ 12,500$ 13,125$ 13,125$
Other Modules (i.e. system tools, reporting, etc.)
Annual Maintenance Fee
# of
Licenses
One-Time
License
Cost
Vendor Notes and/or AssumptionsDescription
Permitting System Modules
Implementation Services Price Sheet
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Proposer Name:CRW Systems
Service Category Hours Rate Implementation
Fee Notes / Assumptions
Project Management NA -$ 57,250$ Refer to Investment Cost Summary for details
Training NA -$ 23,000$ Refer to Investment Cost Summary for details
Customizations NA -$ 24,500$ Refer to Investment Cost Summary for details
- -$ -$
- -$ -$
- -$ -$
Subtotal - Project Management - -$ 104,750$
Service Category Hours Rate Implementation
Fee Notes / Assumptions
Project Management - -$ -$
Training - -$ -$
- -$ -$
- -$ -$
- -$ -$
- -$ -$
Subtotal - Other Modules - -$ -$
Total - Implementation Services - -$ 104,750.00$
Permitting Application
Other Modules
Conversion Price Sheet
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Proposer Name:CRW Systems
Category Hours /
Module Rate Conversion Fee Conversion Assumptions
Assessor or GIS data import NA -$ 5,200$ fixed fee estimate
Sungard HT E System NA -$ 7,500$
fixed fee estimate for conversion of historical data as specified in RFP from HT E
system
- -$ -$
- -$ -$
- -$ -$
- -$ -$
Total - Conversion - -$ 12,700$
3rd Party Product Price Sheet
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Proposer Name:CRW Systems
3rd Party Product Description Cost Notes / Assumptions
-$
-$
-$
-$
-$
-$
-$
-$
-$
-$
Total - 3rd Party Products -$
Optional Offerings Price Sheet
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Proposer Name:CRW Systems
Product/Solution Description Cost Notes / Assumptions
MobileTRAK- Mobile inspection option 13,500.00$ includes licensing and configuration
eMarkup-electronic plan review module 39,500.00$ includes licensing for 10 users, training and configuration
eTRAKiT - online citizen access module 17,500.00$ includes licensing and configuration
-$
-$
-$
-$
-$
-$
-$
Total - Optional Offerings 70,500.00$
Travel Price Sheet
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Proposer Name:CRW Systems
Trip Descriptions # of Trips Cost Per
Trip Total Notes / Assumptions
Kick-off Meeting 2 850.00$ 1,700$ number specified is number of days not trips
Business Process Review 3 850.00$ 2,550$ number specified is number of days not trips
Additional Onsite Meetings 5 850.00$ 4,250$ number specified is number of days not trips
Go-Live Assistance 2 850.00$ 1,700$ number specified is number of days not trips
System Acceptance Training 3 850.00$ 2,550$ number specified is number of days not trips
End-User Training 5 850.00$ 4,250$ number specified is number of days not trips
Total Travel Expenses 20 5,100.00$ 17,000$
Professional Services Rate Price Sheet
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Proposer Name:CRW Systems
Resource Category Hourly
Rate Notes / Assumptions
Project Management 150-200 per hour
Trainer 2,500.00$ per onsite day (includes travel) or $175/hour for remote web training
Conversion Support 175-250 per hour
Programmer 150-200 per hour
Business/Systems Analyst 150-200 per hour
-$
-$
-$
-$
-$
-$
Investment Cost Summary
Investment Cost Summary
A. Software & Licensing 62,500$
B. Implementation & Project Management 57,250$
C. Data Conversion 12,700$
D. Training 23,000$
E. Travel & Expenses 17,000$
F. Customizations 24,500$
Total Proposed Cost 196,950$
Annual Maintenance
Year 1 - Annual Maintenance 12,500$
Year 2 - Annual Maintenance 12,500$
Year 3 - Annual Maintenance 13,125$
Year 4 - Annual Maintenance 13,125$
Year 5 - Annual Maintenance 13,781$
Optional Modules (1)
MobileTRAK
Licensing $10,000
Configuration $3,500
eTRAKiT- Citizen component
Licensing $12,500
Configuration $5,000
eMarkup (2)
Licensing $30,000
Configuration $7,000
Training- 1 onsite day (up to 8 users trained)$2,500
Total Cost for Optional Modules Combined $70,500
Special Notes
(1) A 20% increase of the licensing cost for the additional modules would be added to Annual Maintenance.
(2) Includes 5 licenses and server installation for base price. May require an additional server setup.
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
CRW Systems, Inc. has provided La Quinta with a reasonable assessment based on your agency's needs for the TRAKiT system.
Our proposal is for a lump-sum, fixed-fee based project. CRW's policy for pricing is not to bill on an hourly basis; instead we offer
a turnkey approach to project implementation. This pricing for 12 concurrent user licenses is valid for a period of one hundred
and twenty (120) days, and expires on October 28, 2013.
Below is a cost breakdown of our licensing, implementation, data conversion, training, travel, and any customized service
expenditures required for a successful execution of TRAKiT. Based on our prior experience for projects of similar size to the one
proposed, CRW has prepared the following summary:
***Proprietary and Confidential***
***Proprietary and Confidential***
TRAKiT.NET Software & Licensing
A. Software & Licensing
Core Modules
No Fee -$
9,500$ 1,900$
9,500$ 1,900$
No Fee -$
9,500$ 1,900$
User Licensing
12 24,000$ 4,800$
0
TRAKiT GIS Functionality
10,000$ 2,000$
Optional Modules
0
3rd Party Licensing (6)
Licensing Total:62,500$
Maintenance Total:12,500$
Special Notes
(1) Standard GIS integrates with ArcGIS Server 10.1 directly; CRW provides integration support.
(2) Advanced GIS features spatialAdvisor workflow editor to configure custom events from geoservices.
(3) Professional GIS allows full functionality via real-time GIS integration with the geodatabase, 5 custom scripts, & full support.
(4) Includes 5 licenses and server installation for base price. May require an additional server setup.
(5) Hosted in CRW's Data Center and includes up to 2,000 minutes of access per month.
(6) May require additional hardware/licensing from vendor.
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RFP: Permitting System Software and Implementation Services
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GeoTRAK Comprehensive property data and land management module
PermitTRAK Permit and inspection coordination module allowing plan reviews and fee tracking
ProjectTRAK Management of planning, engineering, and related development activities
MobilePDA Mobile solution allowing inspectors to result from the field via Smartphone device
iTRAKiT iPad application allows staff to carry live information in the field via iPad.
eTRAKiT Web access allows citizens to check statuses, submit, complain, and schedule inspections
Standard Includes TRAKiT ArcGIS Server 10.1 Viewer (1)
Advanced Includes TRAKiT ArcGIS Server 10.1 Viewer and spatialAdvisor (2)
Professional Viewer, spatialConnect , spatialAdvisor , spatialArchive , Mobility, & ArcMap toolbar (3)
VoiceTRAKiT IVR Contractors ability to request/cancel inspections via telephone (5)
TeleWorks IVR Agency-hosted IVR for contractors to request/cancel inspections via telephone
Selectron IVR Agency-hosted IVR for contractors to request/cancel inspections via telephone
Laserfiche Real-time document management system integration
SIRE Real-time document management system integration
AEC TRAK Directory of architects, engineers, & contractors conducting business with the agency
CodeTRAK Code Enforcement management and compliance activity tracking module
LicenseTRAK License management of business, boilers, elevators, and animals
CRM TRAK Citizen response management of complaints, violations, issues
Full-User Licenses Concurrent user licensing provides each user with unique privileges
eMarkup Licenses Ability to red-line, comment, overlay compare, and edit electronic plans (4)
Read-Only Licenses Concurrent user license allows for read-only privileges
Implementation Services
B. Implementation & Project Management
Classification Types 15 types (i.e. permits, projects, cases, etc.)11,250$
Control Table Setup (1)Initial setup for all TRAKiT tables 12,000$
GIS Integration Configuration/integration of GIS components 2,500$
Mobile Configuration Installation, technical support, etc.-$
eTRAKiT Configuration Installation, credit card processing, etc.-$
TRAKiT System Installation 1 IT remote support day 1,500$
Kick-Off Meeting 2 onsite days 5,000$
Business Process Review Meeting 3 onsite days 7,500$
Additional Onsite Meetings 5 onsite days 12,500$
Go Live Support 2 onsite days 5,000$
Implementation Total:57,250$
C. Data Conversion
Assessor, GIS data 5,200$
Historical Data 7,500$
Data Conversion Total:12,700$
D. Training
System Acceptance (2)3 onsite days 7,500$
System Administrator (2 day course) (3)2 seats 1,500$
Report Writing Course (3 day course) (4)2 seats 1,500$
End Users (1 day course)5 onsite days 12,500$
Training Total:23,000$
E. Travel & Expenses
Onsite Travel (5)20 total days 17,000$
Travel Total:17,000$
F. Customizations
Financial System Interface -$
Custom Reports (6)2 reports 3,000$
Custom Forms 6 forms 6,000$
Business License Integration 6,500$
GeoRequest Integration 7,500$
EDMS Integration 1,500$
Customizations Total:24,500$
Special Notes
(1) Includes up to 75 fee types, 50 inspections, 50 valuations, 12 'Custom Screens,' and 40 review types.
(2) System Acceptance Training is conducted with a maximum of 8 Power Users. The number indicated specifies the number of days onsite.
(3) System Administrator Training is conducted at one of several remote locations. The number indicated represents the number of seats provided.
(4) Report Writing Training is conducted at one of several remote locations. The number indicated represents the number of seats provided.
(5) Expenses include airfare, lodging, ground transportation & fuel, and meals.
(6) TRAKiT is delivered with standard reports; custom reports are developed for each agency's specific needs.
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
***Proprietary and Confidential***
None requested (batch export)
GIS or Assessor import
Sungard H TE system
Laserfiche (via Imaging link)
H TE (import/export)
batch import/export (estimate)
RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Section 8.0 Additional Information
In this section, the Proposer should provide the following additional information to help the City
evaluate the proposed solution and services.
• Provide an example of the user and administrative manuals
• Provide an example of a training manual
• Provide your standard software licensing and maintenance agreements
These above documents have been included in this section of the proposal, following this page.
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TRAKiT 9
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Table of Contents
Introduction to TRAKiT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
About this Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Contacting Us . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Logging On . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
TRAKiT 9 Interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
User Interface Elements Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Tabs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Information Panes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Using the Navigation Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Tree Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Using the Tree and Site Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Navigation Wheel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
User Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
TRAKiT Chat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Changing Your Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
E‐Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Favorites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Customizing Your WorkSpace. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Gadgets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Configuring the License Gadget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Configuring the Permit Gadget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Configuring the Project Gadget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Widgets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Follow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
GIS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
RSS (Really Simple Syndication) Feed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Weather. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Centers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Conditions Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Issue Center. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Configuring the Issue Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Inspection Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
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Review Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44
My Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47
GIS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49
Starting TRAKiT GIS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50
Navigation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50
Magnification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50
Full Extent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50
Feature Attributes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51
Legend . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52
Measurement Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53
Overview Map . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55
Map Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55
3D View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55
Bookmarks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56
Selection Tools. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .57
Results Pane. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .59
Sketch Tools. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61
Route . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63
Print Map . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64
Locating Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .65
Using Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .65
Using Advanced Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66
Advanced Search Tools. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67
Creating a User‐Defined Search Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .69
Creating Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71
Creating GeoTRAK Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71
Creating Activity Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .74
Creating a Record in AEC TRAK . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .76
Creating an AEC Record Through the Contacts Pane. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77
Creating Duplicate Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78
Linking Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79
Linking and Unlinking Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .80
Linking a Record to a GeoTRAK Record. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .81
Linking Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84
Linking Case Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .86
Creating a New Linked Case Record. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .86
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Associating Records with AEC Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Locking Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Locking a Record Through an Activity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Locking a Record Through GeoTRAK . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Adding a Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Using Search in AEC/License/Geo. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Duplicating Contact Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Using Association Icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Clearing a Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Adding Reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Editing Reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Editing Reviews in Review Center. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Voiding/Deleting Reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Plan Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Attaching Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Delete Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Add an Attachment to an E‐Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Open or View Attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Valuations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Adding Valuations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
Deleting Valuations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Fees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Assessing Fees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Deleting a Fee or Sub‐Fee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Applying a Credit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Overriding a fee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
Paying Fees or Sub‐Fees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Cashiering. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Paying Fees from AEC TRAK . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Un‐Paying Fees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
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Collecting Deposits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123
Issuing a Refund . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .124
Printing a Receipt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .125
Bonds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .127
Adding Bonds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .127
Deleting Bonds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .128
Paying Bonds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .128
Reducing and Releasing Bonds. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .129
Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .131
Print Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .131
Printing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .132
Inspections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .133
Scheduling Inspections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .134
Using the Calendar to Schedule Inspections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .136
Batch Scheduling Inspections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .138
Entering Inspection Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .139
Voiding/Deleting Inspections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .140
Chronology. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .141
Tracking Action Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .141
Using the Event Scheduler . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .141
Voiding/Deleting Action Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .143
Violations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .145
Tracking Violations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .145
Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Standard Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .148
View Notes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .149
Conditions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Edit Conditions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .152
Reorder Conditions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .153
Voiding/Deleting Conditions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .154
CRM TRAK . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .155
Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .157
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Running Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Navigating a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
Printing/Exporting a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
Refreshing Report Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Supporting Features & Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
Restrictions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162
TimeTRAK . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
TimeTRAK Entry Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
Trust Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
Internet and Imaging Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
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1 April 2013
Introduction to TRAKiT
Overview
TRAKiT is a suite of comprehensive software applications that streamline the workflow within supported
departments. TRAKiT enables agencies to automate the tracking of project development, permitting, code
compliance, citizen issues, and business/occupational licenses, through its applications:
• GeoTRAK
• PermitTRAK
• ProjectTRAK
• CodeTRAK
• LicenseTRAK
• AEC TRAK
• CRM TRAK
• GIS
• Workspace
• Laptop Sync
• eTRAKiT
• eMarkup
• iTRAKiT
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About this Manual
This document uses stylistic conventions to enhance your access to information.
• Button, tab, menu, and field names appear in bold formatting.
Example: Click OK.
• Key names (on your keyboard) appear in all uppercase letters.
Example: Press ENTER.
• Quoted material, user data entry, and emphasis appear in italic formatting.
Example: Location names must be in the format Name #.
• Tips contain information that is not essential to a procedure but may prove useful to the reader, including
notes about special cases or setup‐related variables, alternative methods, and benefits or suggested uses
of program features. Tips appear in italic formatting and are preceded by a light bulb graphic.
Example: Tip: You can look up any button name in the index.
The following video tutorial will teach you how to search this user guide.
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Contacting Us
For additional technical assistance with TRAKiT software, please contact:
CRW Systems, Inc.
2036 Corte Del Nogal, Suite 200
Carlsbad, CA 92011
(858) 451‐3030 phone
Email: support@crw.com
Web Site: www.crw.com
For access to the latest manuals and release notes, video tutorials, and online help, log on to the CRW Customer
Support Portal (http://www.crw.com/support/customer_support/). If necessary, contact a system administrator
or CRW for your user name and password.
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Logging On
To log on to TRAKiT:
1. Enter your User Id and press the TAB key.
2. Enter your Password and press Login.
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5 April 2013
TRAKiT 9 Interface
User Interface Elements Overview
TRAKiT 9 offers numerous navigational and functional elements to improve your access to information. The
following diagrams illustrate common elements in the user interface.
• Information panes organize record data into functional areas. For example, the Permit Information pane
(pictured above) contains general information about a permit record, and the Contacts and Inspections
panes are available in many modules.
• Functions Menu provides access to pane‐specific function.
• The Left Navigation pane provides links to related records, search results, and other modules.
• TRAKiT Tools provides quick access to common functions, such as printing documents, adding
attachments, and accessing internet links.
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Tabs
• TRAKiT 9 automatically displays your last five records. The Active record is identified by the first tab and is
gray in color.
• Inactive tabs display other open records and appear to the right of the active tab and are white in color.
Click an inactive tab to make it the active tab and view the record on that tab.
• To close a tab, click the Close button (). At least one tab must remain open.
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Information Panes
Information panes group related fields into sections that are either displayed or hidden.
• To open or close a pane, click the Toggle Pane button ().
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Using the Navigation Pane
The navigation pane provides links to related records.
Site Tab
The Site tab displays records related to the site record in GeoTRAK as well as additional sites to which the
current record is linked. It represents activities that involve the same geo record as the current record. These
records are not necessarily involved in the same process as the record. For example, the site may have a closed
permit for the hot tub installed by the previous owners, while the current record may be a permit for a new
garage on the same property, five years later.
• A permit, project, case, license, or issue may
be linked to a site.
• A permits, project, case, or license may be
linked to additional sites.
Tip: You can open a linked record in the active
tab by clicking on the record number.
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Tree Tab
The Tree tab displays records related to the current record. It represents other activities that are involved in the
same process as the record. These related records are not necessarily linked to the same site in GeoTRAK. For
example, a project for a new development may have a sub‐permit for a new single family house on one lot in
the development.
A permit may be linked to: a parent permit, a parent project, sub‐permits, sub‐cases, and issues.
• A project may be linked to: a parent project,
sub‐permits, sub‐cases, and issues.
• A case may be linked to: a parent project, a
parent permit, cases, and issues.
• An issue may be linked to: permits, projects,
cases, and issues.
• An AEC record may be linked to: a parent AEC
record and sub‐AEC records.
• An AEC record may be associated with
permits, projects, cases, and licenses.
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Using the Tree and Site Tabs
To use the Tree or Site tab:
1. Locate the permit, project, case, license, issue, or AEC record.
2. Click the Tree or Site tab to make it active.
3. On the tab:
• To view related records, click the plus sign next to a category.
• To navigate directly to a related record, click the record number.
Tip: A plus sign next to a category indicates that it can be expanded; a minus sign indicates that it can be
collapsed.
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Navigation Wheel
The Navigation Wheel provides a quick link to other
modules in TRAKiT.
To navigate between modules:
1. Click the TRAKiT icon ().
2. Select the TRAKiT module.
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13 April 2013
User Options
Overview
You can change your logon password (user privilege), define your e‐mail address (user privilege), view your
TRAKiT privileges, define your WorkSpace and more on the Options screen.
To open the Options screen:
1. Select Options from the User Name menu.
Profile
The Profile screen provides the ability to enable TRAKiT Chat, upload a TRAKiT Chat icon, enter your e‐mail
address and change your password.
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TRAKiT Chat
To enable TRAKiT chat:
1. Select TRAKiT chat. TRAKiT chat is located in the lower right hand corner of your screen and is available
while you are logged into TRAKiT.
2. (Optional) Click Select to add an image that represents the user (must be jpeg file).
3. Click Upload Files.
4. Log off TRAKiT.
To chat with another TRAKiT user:
1. Click TRAKiT Chat ().
2. Select a user.
3. Enter your message.
4. Click Send.
To view a chat:
1. Click Display Chat ().
2. Click Refresh () to update the chat screen.
3. Click Minimize Chat () to
4. Click Close () to completely hide the chat screen.
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Changing Your Password
To change your TRAKiT password:
1. Open the User Options screen.
2. Enter your current password in the
Old: field.
3. Enter your new password in the New:
field.
4. Enter your new password again in the
Re‐Enter: field.
5. Click Change.
E‐Mail
Overview
You can send e‐mail directly from any TRAKiT application. Depending on your setup, your system may also send
certain e‐mail messages automatically. TRAKiT does not keep a record of e‐mail that has been sent; instead,
copies are sent to the e‐mail address(es) you define in your user e‐mail setup.
Setting Up Your User E‐Mail
To set up your TRAKiT user e‐mail:
1. Open the Options screen.
2. Click Profile.
3. Enter your e‐mail address in E‐Mail.
Sending E‐Mail
To send e‐mail from TRAKiT:
1. Either, select Send E‐Mail from the Contacts menu or click the e‐mail address.
2. Enter your e‐mail message.
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Favorites
TRAKiT Favorites provides the ability to create a user defined list of commonly used function or websites.
To add a function to your Favorites Menu:
1. Open the Options screen.
2. Click Favorites from the menu.
3. Select a function from the Functions Menu.
4. Click Move Right ().
5. Repeat steps 2 ‐ 4 as needed.
6. Click Save.
To remove a function from the Favorites menu:
1. Open the Options screen.
2. Click Favorites from the menu.
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3. Select a function from the My Functions Menu.
4. Click Move Left ().
5. Repeat steps 2 ‐ 4 as needed.
6. Click Save.
To re‐order the Favorites menu:
1. Open the Options screen.
2. Click Favorites from the menu.
3. Select a function from the My Favorites Menu.
4. Click either Move Up () or Move Down ().
5. Repeat steps 3 and 4 as needed.
6. Click Save.
Tip: All functions are added or removed using the Move All Right () or Move All Left () respectively.
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Preferences
TRAKiT Preferences provides the ability to define the users that are listed on the TRAKiT Calendar and a
beginning and ending address for routing in GIS.
To define the users that are displayed on the TRAKiT Calendar:
1. Hover over User Name.
2. Click Options.
3. Click Preferences.
4. Select one or more users.
Ti p: For more information on the TRAKiT Calendar, see “Using the Calendar to Schedule Inspections” on
page 136.
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To set the starting and ending locations for TRAKiT Routing:
1. Hover over User Name.
2. Click Options.
3. Click Preferences.
4. Select GIS ().
5. Click on the starting location on the map.
6. Select GIS ().
7. Click on the ending location on the map.
Tip: For more information on the TRAKiT Routing, see “Route” on page 63.
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21 April 2013
Workspace
Introduction
Workspace provides a central location from which you can perform your daily activities and review key
information. When you start TRAKiT, it automatically opens to Workspace and you can customize the way your
Workspace appears.
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TRAKiT 9
SYSTEM ADMINISTRATION
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TRAKiT™ System Administration
i February 2013
Table of Contents
TRAKiT System Administration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
TRAKiT System Administrators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Technical Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
TRAKiT Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
TRAKiT Server Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Startup Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Run Reports in Remote Connection Mode: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
TCP Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Synchronization Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Database Connection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Creating a New Connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Changing the default database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Database Structure Check. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
eTRAKiT Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
eTRAKiT Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Utilities & Maintenance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Web Map Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Update Standard Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Utilities & Maintenance Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Interface Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Save Changes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Undo Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Print . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Add Object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Delete Object. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Reorder List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
System Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11
System Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Agency. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Agency Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
License Key. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Departments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Agency Calendar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Agency Hours. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Inspection Scheduling Validation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Configuring the Agency Calendar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Login Security. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Login Method. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Login Option. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
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E‐mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
APN & Phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
Text Parcel ID (APN) Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
Phone and Fax No. Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
Custom Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18
Reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
Add Review Group Column to Review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
Restrict Date Returned in Reviews to the Current Date or Future Date. . . . . . . . . . . . . . . . . . . . . . . . . . .19
Show Returned Date on Review Entry Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
Activate Print Queue for Reviews. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
Set Date Sent on Reviews to Current Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
Use workdates calendar for aging reviews (default is calendar days) . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
Show Username on Review items (default = UserID). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
Set RETURNED DATE when STATUS set on a Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
Chronology. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
Time Stamp Chronology Actions on Creation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
Display Completion Date in Chronology Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
Show Completed Date on ‘Action’ entry screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
Enable notes field in Add chronology action screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
Autogen Numbers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21
Contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22
Enable Direct Lookup in Contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22
Contact Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22
Plan Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
Allow Manual Entry of Plan Location. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
Plan Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
Audit Trail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24
Prmry_AuditTrail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24
Prmry_AuditTrail_SQL. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24
Access to Audit Trail Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24
System Settings ‐ Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Fees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Expand Fee Schedule Tree when Inserting New Fees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Allow Suppressed Fee Calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Enable Fee Audit Tracking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Enable Sort by Fee Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Show Pay Method on Fees Grid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Account Number is Required for all Fees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Undefined Account Numbers may be Derived from Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Undefined Account Numbers may be Derived from Subtype . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Enable Comments Field. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27
Deny Observer Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27
Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
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Enable Invoicing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Enable Check Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Number of Days for Invoices to be Overdue. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Cashiering. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Payment Methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Credit Card Convenience Fee (eTRAKiT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Cash Register Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Receipt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Mark all Available Records as Selected . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Enable Button to Load Records from eTRAKiT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Bypass Printing Receipt. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Advance Payment Date to Next Business day (word calendar) After. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Lock Description and Account Fields after Fees have been Paid. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Receipt Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Account Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Account Distribution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Enable Account Redistribution. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Bonds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Bond Documentation Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Deposits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Enable Deposits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Pay Fees with Deposits Automatically (No Prompt). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Deposit Threshold Warning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
System Settings ‐ Inspections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
General Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Show City Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Inspection Grid Default Sort Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Enable Custom Screens for Inspection Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Enable Per‐Record Inspection Sequencing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Show User Name on Inspections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Interactive Voice Response (IVR) Systems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Reinspection Fee (Graduated Schedule). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Triggers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Automatically Set Inspection Completed Date. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Reinspection Fee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Fees Due. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Restrictions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Date Restrictions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Inspector Related Restrictions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Date Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Inspection Duration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Display Date Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Work Calendar Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
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Trade List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41
Inspection Cap. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42
Interfaces. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Financial. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44
Quadrant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44
Payment Plug‐In Connection Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44
Global Internet Links. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45
eTRAKiT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46
Show eTRAKiT field in Attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46
GIS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46
City GIS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46
Imaging. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46
eMarkup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46
SSRS (SQL Server Reporting Services) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46
Code Resources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46
Exchange . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47
Exchange Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47
TimeTRAK. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
General Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48
Enable “Add to Timesheet” button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48
Allow Users to post their own hours . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48
Disable manual task entry in Timesheet screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48
Notification Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48
Default Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49
Rates/Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49
Module Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Workspace. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50
Show City Field. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50
Enable Extended Filter. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50
GeoTRAK . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Site Info . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51
Site Address Validation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51
Site Address Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51
UDF Captions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51
Geo Type List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51
Status List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51
Custom Screens. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52
Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53
Parcel Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53
Addressing Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53
GeoTRAK Pane Indicators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53
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Contact Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Departments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Prefixes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Record Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Record Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Configurable Components. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Auto‐Insert Configurable Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Chronology. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Auto E‐mail by Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Workflow (CRM TRAK only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
System Preferences by Record Type (PermitTRAK only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Master Subtypes List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Master Status List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Master Categories List (CRM TRAK only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Master Created Via List (CRM TRAK only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Master Status List (CRM TRAK only). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Master Chronology List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
GeoTRAK Record Lock. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Custom Screens . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Creating New Data Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Design the Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Valuations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Creating Valuations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Valuation Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Fees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Fee Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Creating Fee Formulas. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Fee Formula Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Sample Fee Formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Creating Fee Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Lookup Tables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
How to Read a Lookup Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Fee Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Deposits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Creating Deposit Definitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Bonds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Creating Bond Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Print Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
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Reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Creating Review Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .90
Editing Review Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .90
Deleting Review Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .90
Grouped Reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .90
Defining the Reviewers List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .91
Defining Status Codes for Reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .92
Creating Standard Notes for Reviewers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .92
Review Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .94
Print Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .95
Inspections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Creating Inspection Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .97
Defining the Inspector List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .98
Defining Trade Specific Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .99
Defining Trade Specific Inspectors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .100
Grouped Inspections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .101
Defining Result Codes for Inspections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .102
Creating Standard Notes for Inspectors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103
Creating Standard Remarks for Batch Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .104
Inspection Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .105
Event Scheduler. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Creating Events and Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .107
Trade . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Module System Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
PermitTRAK . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .109
Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .109
Main Permit Screen ‐ Site Information Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .109
Main Permit ‐ Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .109
Default Triggers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .110
Status Triggers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .110
Lock Triggers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .112
Date Triggers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .112
Contractor Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .112
Restrictions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .112
Default Date Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .114
ProjectTRAK. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .115
Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .115
Triggers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .115
Restrictions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .116
CodeTRAK . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117
Triggers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117
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Multiple Violations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Restrictions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
LicenseTRAK . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Restrictions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
License Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
CRM TRAK. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
AEC TRAK . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Contractor Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Sub‐Screens . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Conditions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Grouped Conditions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
Departments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Status List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
Module Specific Internet Links. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
User Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .133
User Names . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Current Activity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
User Privileges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
Group Privileges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
Create a Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
Assign Privileges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
Version Number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
Merge Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Merge Document Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
AEC TRAK . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
CodeTRAK . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
GeoTRAK . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
LicenseTRAK . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
PermitTRAK. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
ProjectTRAK . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
User Defined Fields (UDF) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Chronology . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
Inspections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162
Reviews. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Violations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
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Conditions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .165
Restrictions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .166
Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .167
TRAKiT PDA Installation and Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .168
Installation instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .168
Configuration Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .171
Default Added Inspection to Logged in User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .171
Default Search Field. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .171
Default Sort for Inspection Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .171
Define Default Search Field. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .171
Inspection Sort Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .172
Public User Login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .172
Show City Field. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .172
Show Inspection Time Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .172
Show Observers Login. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .172
Show Module Icon. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .172
Show Print Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .172
Timeout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .173
Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
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TRAKiT System Administration
TRAKiT System Administrators
CRW Systems maintains an e‐mail list of TRAKiT System Administrators. TRAKiT System Administrators are
notified about software and licensing updates, and notification of CRW Systems sponsored events. To add,
change, or remove a TRAKiT System Administrator from our e‐mail list, send change requests to
support@crw.com.
Technical Support
For non‐critical support issues, please submit your question/issue to support@crw.com. For critical issues,
please contact technical support at (858) 451‐3030.
TRAKiT Key
Each installation of TRAKiT requires a TRAKiT key to operate. The TRAKiT key contains the agencies title, number
of user licenses, authorized modules and customized programming. The TRAKiT key is valid for one year
(January thru December) and is located in: \\file server\bin32. System Administrators will receive an e‐mail in
December with the agency’s new key file.
To update the TRAKiT Key:
1. Save the key file to \\file server\bin32
2. Rename the current TRAKiT key file to TRAKiT_YY.key (Where YY is the two digit year).
3. Rename the new TRAKiT key file from TRAKiT_AgencyName.key to TRAKiT.key.
Tip: Please contact CRW System to receive a new key if your agency’s name changes or would like to
purchase additional licenses.
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April 2013 2 SQL DATABASE SERVERDatabase Name: CRW_NETOS: Window 2008R2 Server 64 bitRam: 4GB[Min]Processor: 3 Ghz [Recommended]SQL: 2008R2Deployment Serverhttp://servername/Trakit_ClientApplication Serverhttp://servername/Trakit_hosttcp://servername:10101Deployment Serverhttps://etrakit.<AgencyWebSite URL>/trakit_clientApplication Serverhttps://etrakit.<AgencyWebSite URL>/trakit_hosteTRAKiThttps://etrakit.<AgencyWebSite URL>/etrakitWEB SERVEROS: Window Server2008R2 64 bitRam: 4GB[Min]Processor: 3GHz[Rcmd]HardDrive: 2GB FreeTRAKiT APPLICATIONSE-TRAKiTMobileTRAK PDALaptopSYNC[<10 Users]TRAKiT IVRSQL Connection[Port:1433]SYNC LAPTOPOS: Windows 7Ram: 4GB [Recommended], 2GB[Min]Processor: 2GHzHardDrive: 2GB FreeBroadband Device w/Data PlanLaptopSYNC SoftwareSQL: Express 2008R2Database Name: CRW_NET_SYNChttp://<Agency URL>/Trakit_PDAPDA DEVICEOS: Internet BrowserData Plan RequiredTested Devices:iPhone, DroidFIREWALLSQL Connection [Port:1433]http://<Agency URL>/Trakit_HostStandardNetwork DiagramJanuary 2012File Share Connection [See Notes *]* File Share ConnectionWindows Server (2003–2008)Use a Third Party File Copying Utility to SYNCAttachments, Reports, Documents and Extensions.Windows Server 2008R2 or greaterMicrosoft file sharing SMB: UDP ports from 135 through 139 and TCP ports from 135 through 139.Direct-hosted SMB traffic without NetBIOS: port 445 (TCP and UPD).See: Configuring Web Server in DMZ to ProcessAttachments by CRW SystemsUsing Mobile BroadbandWORKSTATIONSOS: Windows 7Ram: 2GB [Min]Processor: 2GHzHardDrive: 500MB FreeTCP Connection[Port:10101]Email SERVEREmail ConnectionSMTP [Port:25]Note: Email Server can be in theDomainorDMZEmail ConnectionSMTP[Port:25]or MAPiAPPLICATION/FILE SERVEROS: Window 2008R2 Server 64 bitRam: 4GB[Min]Processor: 3GHz [Recommended]File Share Drive: 200GB[Min]Arc SERVERSee ESRI for ServerRequirementsTRAKiT APPLICATIONSTRAKiT GISDMZNote: ArcServer can be in theDomainorDMZSDE SERVERESRI DATABASESee ESRI for ServerRequirementsLinkif bothareSQLDMZSQLConnection[Port:1433]DMZFile ShareConnectionSee Notes *Map Services URLhttp://<server>/ArcGIS/rest/servicesOUTSIDE CONNECTION
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TRAKiT Server Administration
TRAKiT Server Administration is a program that allows you to make various administrative changes to TRAKiT
and eTRAKiT (please see the eTRAKiT Administration Guide for configuration).
To launch the TRAKiT Server application double‐click the Trakit Server icon ().
Note: You can ONLY run the TRAKiT Server Administration application directly on the application server. Also,
the Windows user must be an administrator with full access to the registry in order to be able to open the
Startup Configuration, Database Connection and eTRAKiT Configuration.
Tip: Press Alt+R from the TRAKiT Server Administration Screen to auto‐populate the record Id field.
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Startup Configuration
Startup Configuration sets the TRAKiT path locations, TCP Service, and Synchronization Services.
• Server Paths (set at installation)
1. Install Path sets the location where the TRAKiT Server application is installed.
2. TRAKiT Client Path sets the location where the client (user workstations) will look to update the
TRAKiT application.
3. eTRAKiT Path sets the location where the eTRAKiT application is installed.
4. TRAKiT Host Path sets the location where the TRAKiT application is installed.
5. TCP Service Path displays the TCP Service location. For more information on configuring the TCP
connection, see “How to Setup a TCP Connection” on page 9.
6. Utilities Path displays where the TRAKiT Utilities folder is located.
7. File Server Path displays the File Server location.
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Run Reports in Remote Connection Mode:
• Enabled is the default setting.
TCP Service
• Click to install the TCP service. For more information on the TCP service, see “TCP Connection” on page 9.
Synchronization Services
• Synchronizes data between the TRAKiT .Net database and a remote mobile computer.
• DO NOT TURN THIS ON WITHOUT INSTRUCTION FROM CRW SYSTEMS.
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Database Connection
Defines the connection string to the database.
Tip: This is where you can add a “test” or “training” database.
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Creating a New Connection
To create a new database connection:
1. Click the Add button.
2. Type a name in the Connection Name field.
3. Enter the name of the Database Server.
4. Enter the name of the Database.
5. Enter the SQL Server user name for the TRAKiT database.
6. Enter the SQL Server user name password for the TRAKiT database.
7. Command Timeout (default is 30 seconds). Cancels the executing command for the connection if it does
not respond within the specified time.
8. Select Set as Default Database if there is more than one database connection and this connection is the
default.
9. Click Save.
Changing the default database
1. Select the database to set as the default.
2. Select Set as Default Database.
3. Click Save.
Database Structure Check
Allows an administrator to verify the database structure. This will ensure that the database structure matches
the current version of TRAKiT.
Tip: If you have more than one database you will be presented with a list of databases.
Tip: Perform a database structure check on all databases when upgrading to a new version of TRAKiT.
eTRAKiT Database
Sets the default database for eTRAKiT.
eTRAKiT Configuration
eTRAKiT Configuration (Refer to the eTRAKiT Configuration Guide).
Utilities & Maintenance
Launches TRAKiT Utilities & Maintenance Application.
Web Map Configuration
Default web map parameters.
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Update Standard Reports
Updates all of TRAKiT's standard reports to the most current version available.
Tip: This is also presented as an option to select when you update the TRAKiT software.
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Utilities & Maintenance Interface
Interface Overview
The following diagrams illustrate common elements in the interface.
•The tool bar provides quick access to common functions (e.g., Save, Undo, Print and Help).
•The Left Navigation Pane provides access to the sections of Utilities & Maintenance.
Save Changes
Click Save () to save any changes made to the current screen.
Tip: In the lower right corner of the screen is the user ID and date of the last recorded change.
Tip: Saved changes will be visible to the TRAKiT user the next time the user logs onto TRAKiT after the
change is made.
Undo Changes
Click Undo () to discard any changes made since the last Save.
Print
Click Print () to print the content of a screen.
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The following is a list of common features when working with entries in the Utilities & Maintenance grids:
Add Object
To add an object to a grid, click Add ().
Delete Object
To delete an object from the grid, click Delete ().
Reorder List
There are three methods to reorder a list:
Method 1:
1.Click an item to select it.
2.Click and hold the left mouse button.
3.While continuing to hold the left mouse button down, drag the item to its new location.
Method 2:
1.Change the number in the order column to indicate the new position for the item.
2.Click reorder ().
Method 3:
1.Click to Column heading to sort the column in either ascending or descending order.
2.Click Save.
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System Settings
System Settings
System settings contain preferences that apply to the entire TRAKiT application. System settings include
information and configuration for:
•Agency information
•Department information
•Agency Calendar
•Login security
• E‐mail configuration
•Parcel and telephone number masks
•Search configuration
•Reviews
•Chronology
•Auto‐generated number
•Contacts
•Plan Locations
•Audit Tr ail
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Agency
The Agency screen contains TRAKiT licensing and agency information.
System Settings > Agency
Agency Information
Agency information provides the ability to define the agencies address, city, state, zip code, phone and fax
numbers.
• Name ‐ This field is displayed on the TRAKiT Main screen and is controlled by the TRAKiT Key.
Note: To change the name listed in this field, a new TRAKiT key must be requested from CRW Systems.
The following agency information can be manually entered:
• Address
• City
• State
• Zip code
• Phone number
• Fax number
• Display Name ‐ This field is displayed on the TRAKiT Main screen below the agency name.
License Key
• Expires ‐ Expiration date of the TRAKiT Key.
• Licenses ‐ Total number of TRAKiT user licenses.
• Licenses in Use ‐ Total number of licenses currently in use.
• Current Activity ‐ Provides a link to Current Activity in User Preferences. For more information on Current
Activity feature, see “Current Activity” on page 134.
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Departments
Departments defines the master list of agency departments used throughout the TRAKiT application.
System Settings > Departments
To add a new department:
1. Click Add.
2. Enter a department title.
To delete a department:
1. Click Delete.
2. Click OK to confirm the deletion.
Tip: TRAKiT provides the ability to limit the types of records that a user can create based on the assigned
department. For more information on how to configure TRAKiT to employ this feature, see “Departments” on
page 55.
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Agency Calendar
The agency calendar provides the ability to define operational and non‐operational days for the purpose of
inspection scheduling.
System Settings > Agency Calendar
Agency Hours
This feature defines the beginning and end of the workday for inspection scheduling.
To set the agency’s hours, select the start and end times from the lists.
Inspection Scheduling Validation
Validate Inspection Scheduled and Completed Dates with Work Dates Calendar ‐ The inspection scheduled
and completed dates are compared to the calendar to validate that the date the user enters is a workday.
Configuring the Agency Calendar
TRAKiT provides the ability to define the agencies work vs. non‐work days for a 12‐month period.
To configure the calendar:
1. Click Set. This will automatically set all weekends, January 1, July 4, and December 25 as non‐workdays
for the next six months.
2. Set unique workdays/non‐workdays not included in step 1 by clicking on the date. Select either AM
Closed (beginning of the work day until 12:00 pm), PM Closed (1:00 pm to end of the work day), Office
Closed (entire day), Office Open (set the day as a work day) or custom (provides the ability to set variable
start & end time).
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15 April 2013
Login Security
Login Security defines the method or methods that are used by TRAKiT users to access the application.
System Settings > Login Security
Login Method
• TRAKiT Login ‐ When the application is launched the user will be required to select a TRAKiT userid and
provide a TRAKiT password.
• Windows Login ‐ This feature provides the ability to link the TRAKiT login to the MS Windows user
account.
To enable the Windows Login feature:
1. Select Windows Login from Login Method.
2. Click User Preferences.
3. Click User Names.
4. Enter the MS Windows user name in Windows ID column for each TRAKiT user account.
Note: TRAKiT Login & Windows Login ‐ To ensure that a user always has access to TRAKiT, select Both from
Login Method. If the MS Windows account does not match an existing TRAKiT account, the TRAKiT Login
screen is displayed and the user will select an account and provide a password.
Login Option
• Use TRAKiT Enterprise Only ‐ The TRAKiT Enterprise interface is the default for all users. Note: This feature
should be enabled for all new TRAKiT implementations.
• Disable Auto‐Timeout Mechanism ‐ This feature disables the TRAKiT user account auto‐timeout feature.
For more information on how to set a user’s auto‐timeout, see “User Names” on page 133.
• Maintain Audit File for User Login ‐ This feature creates a unique table in the TRAKiT database that logs
each user’s usage of TRAKiT. The tables are named PRMRY_HISTORY_XXXX (where XXXX is the month and
year).
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April 2013 16
E‐mail
E‐mail provides the ability to configure access to an external e‐mail client.
System Settings > E‐Mail
The following e‐mail protocols are supported:
• SMTP
• Microsoft Outlook
To configure SMTP:
1. Select SMTP from E‐mail Protocol.
2. Enter the server name.
3. Enter the port (typically 25).
Note: This configuration will use the installed IDS Mail client.
To configure Microsoft Outlook:
1. Select Microsoft Outlook from E‐mail Protocol.
2. Select Use Registered Email Client.
Tip: To prohibit a user from modifying the e‐mail address attached to their user account, select Prevent user
Changes to E‐mail Address #1 and #2 user privilege. For more information on setting user privileges, see“User
Privileges” on page 135.
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RFP: Permitting System Software and Implementation Services
City of La Quinta, CA
Sample Software Maintenance & Support Agreement
This Agreement is entered into this ______ day of ________________, _________, by and between AGENCY NAME, (hereinafter
"CLIENT") and CRW SYSTEMS, INC., (hereafter "CRW") (collectively referred to as “the PARTIES”) for the maintenance and support
services of permit and code enforcement software as further specified in Exhibit A (the “SOFTWARE”) provided to CLIENT by CRW
pursuant to a separate Installation & License Agreement.
IN CONSIDERATION of the covenants as set forth in this Agreement, CLIENT and CRW agree as follows:
A. INCORPORATION OF DOCUMENTS
The following documents are attached hereto and, by this reference, incorporated in this Agreement:
EXHIBIT A: Covered Sites, Software Modules & Configuration
EXHIBIT B: Services and Fees
B. COVERAGE
B.1. SCOPE OF SERVICES:
CRW shall provide maintenance service, technical support and software updates for the SOFTWARE as further detailed in
Exhibit A and herein referred to as “Covered Software”. Covered software does not include hardware, hardware vendor
operating systems and other system software, CLIENT-developed software, or third-party software.
B.2. DESCRIPTION OF SERVICES:
B.2.1. SUPPORT SERVICES. During the term of this Agreement, CRW shall provide the services described herein so as to
maintain the Covered Software in good working order, keeping it free from material defects so that the Covered
Software shall function properly and in accordance with its intended use.
B.2.2. TECHNICAL SUPPORT. CLIENT shall have email and Toll-free phone access to CRW Monday through Friday during
their normal business hours. CRW shall use its best efforts to work with and support all CLIENT-users who may call
CRW with technical questions, however, CRW reserves the right to restrict email and/or telephone access to
CLIENT-designated representatives only, as further detailed in Section G.3. herein. CRW shall have contact with
CLIENT’s designated System Administrator by telephone or email at least once per month to discuss system
performance and unanswered questions. At the request of the CLIENT a quote for onsite technical support may be
provided at any time.
B.2.3. REMEDIAL SUPPORT. Upon notification by CLIENT of an error, defect, malfunction or nonconformity in the Covered
Software, CRW shall respond as follows:
(a) SEVERITY 1: Produces an emergency situation in which the Covered Software is inoperable,
produces incorrect results, or fails catastrophically.
RESPONSE: CRW shall provide a response by a qualified member of its staff to begin to diagnose and to
correct Severity 1 problem as soon as reasonably possible, but in any event, a response via telephone will be
provided within two (2) hours. CRW will continue to provide best efforts to resolve Severity 1 problems in
less than forty-eight (48) hours. The resolution will be delivered to CLIENT as a work-around or as an emergency
software fix. If CRW delivers an acceptable work-around, the severity classification will drop to Severity 2.
(b) SEVERITY 2: Produces a detrimental situation in which performance of the Covered Software
degrades substantially under reasonable loads, such that there is a severe impact on use; the
Covered Software is usable, but materially incomplete; one or more mainline functions or
commands is inoperable; or the use is otherwise significantly impacted.
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RESPONSE: CRW will provide a response by a qualified member of its staff to begin to diagnose and to
correct a Severity 2 problem as soon as reasonably possible, but in any event a response via telephone
will be provided within six (6) hours. CRW will exercise best efforts to resolve Severity 2 problems within
five (5) days. The resolution shall be delivered to CLIENT in the same format as Severity 1 problems. If
CRW delivers an acceptable work-around for a Severity 2 problem, the severity classification will drop to a
Severity 3.
(c) SEVERITY 3: Produces an inconvenient situation in which the Covered Software is usable, but does not
provide a function in the most convenient or expeditious manner, and the user suffers little or no
significant impact.
RESPONSE: CRW will provide a fix or fixes for Severity 3 problems within 15 days or at the
next scheduled maintenance release, whichever occurs first.
(d) SEVERITY 4: Produces a noticeable situation in which the use is affected in some way which is reasonably
correctable by a documentation change or by a future, regular release from CRW.
RESPONSE: CRW will provide a fix or fixes for Severity 4 problems within 15 days or at the
next scheduled maintenance release, whichever occurs first.
(e) For the purpose of the response listed above, an “hour” is defined as one (1) business hour during CRW
office hours, and a “day” is defined as one (1) business day during CRW office hours.
B.2.4. EMAIL/FACSIMILE SUPPORT. For Severity 3 & Severity 4 issues, CRW provides a written problem report. CLIENT
may submit a problem report via email or fax at any time. CRW shall acknowledge receipt of all reports with a
telephone call or response email to CLIENT and provide a resolution to the problem within 15 days or at the next
scheduled maintenance release, whichever occurs first.
B.2.5 MAINTENANCE SERVICES. During the term of this Agreement CRW will maintain the Covered Software by providing
CLIENT with all software upgrades, enhancements and modifications. All updates or new versions shall be provided
to CLIENT via download through CRW’s website. CRW anticipates at least one upgrade per quarter.
B.2.6. SERVICES NOT INCLUDED. Maintenance Services do not include any of the following:
(a) Custom programming services;
(b) On-site support, including installation of hardware or software;
(c) Support of any software not designated as Covered Software.
(d) Custom reports/forms or a modification to an existing reports/forms.
(e) Training, except as specified in Exhibit B.
B.2.7. LIMITS OF LIABILITY. CRW assumes no responsibility for the correctness of, performance of, or any resulting
incompatibilities with, current or future releases of the Covered Software if CLIENT has made changes to the
system hardware/software configuration or modifications to any supplied source code of the Covered Software.
B.2.8. ADDITIONAL SERVICES. CLIENT may request CRW perform additional services which are not covered under the
Scope of Services or Description of Services as provided in this Agreement. Should CRW agree to perform said
additional services, CRW & CLIENT shall enter into a separate written agreement setting forth the scope of said
additional services and the compensation to CRW for those additional services. Said separate written agreement
may be made an amendment to this Agreement at CRW’s discretion.
C. COMPENSATION
C.1. FEES:
C.1.1. SERVICE FEES: Fees for Maintenance, Support & Service provided under this Agreement shall be contained in
Exhibit B. Should a user and/or software package be added to Exhibit A, CRW reserves the right to adjust and/or
amend Exhibit A and Exhibit B accordingly and shall provide CLIENT with notification of such adjustment.
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C.1.2. TAXES: CLIENT shall, in addition to the other amounts payable under this Agreement, pay all sales and other taxes,
national, state or otherwise, however designated which are levied or imposed by reason of transactions
contemplated by this Agreement, except those which arise as a result of income, including withholding taxes or
similar deductions. Without limiting the foregoing, CLIENT shall promptly pay to CRW an amount equal to any such
items actually paid, or required to be collected by CRW.
D. EXCLUSIONS OF LIABILITY
D.1. WARRANTY: CRW MAKES AND CLIENT RECEIVES NO WARRANTY EXPRESS OR IMPLIED AND THERE IS EXPRESSLY
EXCLUDED ALL WARRANTIES OF MERCHANTIBILITY AND FITNESS FOR A PARTICULAR PURPOSE. CLIENT ACKNOWLEDGES AND
AGREES THAT THE MAINTENANCE FEES AND OTHER CHARGES WHICH CRW IS CHARGING UNDER THIS AGREEMENT DO NOT INCLUDE
ANY CONSIDERATION FOR ASSUMPTION BY CRW OF THE RISK OF CLIENT'S CONSEQUENTIAL OR INCIDENTAL DAMAGES OR OF
UNLIMITED DIRECT DAMAGES. ACCORDINGLY, CRW SHALL HAVE NO LIABILITY WITH RESPECT TO ITS OBLIGATIONS UNDER THIS
AGREEMENT FOR CONSEQUENTIAL, EXEMPLARY, OR INCIDENTAL DAMAGES, EVEN IF IT HAS BEEN ADVISED OF THE
POSSIBILITY OF SUCH DAMAGES. EXCEPT IN THE CASE OF GROSS NEGLIGENCE OR WILFUL MISCONDUCT, IN NO EVENT SHALL
CRW BE LIABLE HEREUNDER TO CLIENT FOR CUMULATIVE DIRECT DAMAGES IN ANY AMOUNT GREATER THAN THAT PAID BY CLIENT
TO CRW UNDER THIS AGREEMENT AS A MAINTENANCE FEE FOR THE TWELVE (12) MONTH PERIOD IMMEDIATELY PRECEDING
THE ACCRUAL OF THE CAUSE OF ACTION.
D.2. INDEMNITY:
D.2.1. To the extent permitted by law, CRW agrees to indemnify and hold harmless CLIENT, its officers, officials,
employees, and agents from and against liability, damages, costs, losses, claims and expenses, including reasonable attorneys’
fees, arising out of the negligent acts, errors or omissions of CRW and its employees, subcontractors, sub consultants, and
agents in the performance of this Agreement.
D.2.2. To the extent permitted by law, CLIENT agrees to indemnify and hold harmless CRW, its employees, sub
consultants, and agents from and against liability, damages, costs, losses, claims, and expenses, including reasonable
attorneys’ fees, arising out of the negligent acts, errors, or omissions of the CLIENT, its officers or employees, including, but
not limited to, incorrect data or information provided by CLIENT.
E. INSURANCE & LICENSES
E.1 WORKER’S COMPENSATION INSURANCE:
Throughout the term of this Agreement and any extension thereof, CRW shall maintain Workers’ Compensation and
Employer’s Liability Insurance of a form and in an amount as required by state law.
E.2. GENERAL LIABILITY:
Throughout the term of this Agreement and any extension thereof, CRW shall maintain Comprehensive General Bodily Injury
and Property Damage Liability Insurance, including automobile (non-owned, or hired), in the amount of One Million Dollars
($1,000,000), combined single limits per occurrence and annual aggregate.
E.3. LICENSES:
CRW shall maintain all licenses required by law which are applicable and necessary to the course and conduct of their
business, including, but not limited to, a business license in the State, County, and/or City in which CLIENT is located, if
applicable. Said licenses shall be maintained in full force throughout the term of this Agreement and any extension thereof.
F. TERM AND TERMINATION
F.1. TERM:
The term of this Agreement shall be for five (5) years. Covered Software maintenance service and support shall commence
upon the receipt of a fully executed original of this Agreement. This Agreement shall remain in effect for the original five (5)
year term and, thereafter, for automatic renewal terms on a five (5) year basis until terminated.
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F.2. TERMINATION:
This Agreement may be terminated by CLIENT at any time, with or without cause upon thirty (30) days written notice to CRW.
The Date of Termination (hereinafter “Date of Termination” or “Termination Date”) shall be defined as the date which is
thirty (30) days from the date on which the written notice of termination is postmarked or if sent by email, the date which is
thirty (30) days from the date on which CRW is in receipt of said email. In the event of termination by CLIENT, CLIENT shall
pay CRW for all services rendered up to and including the Date of Termination. Upon termination CLIENT further agrees to
return all source code unopened and unused to CRW.
G. ADDITIONAL PROVISIONS
G.1. CLIENT REFERENCES:
CRW will not use CLIENT's name, logo or any other trademarks (including in any press releases, CLIENT "case studies," and the
like) without CLIENT's prior written approval, email acceptable.
G.2. INDEPENDENT CONTRACTOR:
CLIENT and CRW acknowledge and intend that, to the maximum extent permissible by law: (a) this Agreement does not
constitute an employment agreement by either party; (b) that CLIENT and CRW are independent contracting parties with
respect to all services rendered under this Agreement; and (c) this Agreement shall not be construed as a partnership. CRW
shall retain sole and absolute discretion and judgment in methods, techniques and procedures used in performing the
services set forth herein. The fact that CLIENT or CRW may carry worker compensation insurance for their own respective
benefits and for the benefit of each other shall not create an inference of employment.
G.3. DESIGNATED CONTRACT REPRESENTATIVES:
All communication relating to fees, termination or the general provisions of this Agreement shall be exchanged between the
designated representatives of CLIENT and CRW Systems as follows:
CLIENT CRW
Name
Address
Phone:
Fax:
Email:
Christopher R. Wuerz, P.E.
President, CRW Systems, Inc.
2036 Corte Del Nogal, Suite 200
Carlsbad, CA 92011
Phone: (858) 451-3030
Facsimile: (858) 451-3870
Email: chris@crw.com
Should the designated representative or address of either Party change during the term of this Agreement, or any extension
thereof, said Party shall provide written notice to the other prior to the effective date of change.
G.4. ENTIRE AGREEMENT:
Each party acknowledges that it is bound by the terms of this Agreement and further agrees that it is the complete and
exclusive statement of the Agreement between the Parties, which supersedes and merges all prior proposals, understanding
and all other Agreements with respect to software maintenance, service and support, whether oral or written, between the
Parties. Nothing contained in this Agreement is intended to benefit any third party. The contractors, subcontractors, or
suppliers are not intended third party beneficiaries of this Agreement.
G.5. ATTORNEY’S FEES:
In the event that any legal proceeding is instituted by either CRW or CLIENT to enforce the terms of this Agreement or to
determine the rights of CRW or CLIENT, the prevailing Party in said legal proceeding shall be entitled to recover its reasonable
costs and attorney's fees.
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G.6. APPLICABLE LAW:
This Agreement, its interpretation and all work performed thereunder shall be governed by the laws of the State of CLIENT.
Venue for the enforcement of this agreement shall lie exclusively in NAME COUNTY, CLIENT.
All claims, disputes, and other matters in question arising out of, or relating to, this agreement or the breach thereof shall be
resolved in the COURT OF NAME COUNTY, CLIENT, and all parties hereto specifically waive any “venue privilege” they may
have in any other jurisdiction.
G.7. BINDING ON SUCCESSORS:
All the terms, provisions and conditions of this Agreement shall be binding upon and inure to the benefit of the parties hereto
and their respective successors, assigns and legal representatives. CRW may not assign any of its responsibilities or
obligations hereunder to any other person or entity without written consent of CLIENT.
G.8. SEVERABILITY:
If any provision of this Agreement shall be held to be invalid, illegal or unenforceable, the validity, legality and enforceability
of the remaining provisions shall in no way be affected or impaired thereby.
G.9. DUE AUTHORITY:
CLIENT represents and warrants that the person executing this Agreement on behalf of CLIENT is an agent of CLIENT and has
full and complete authority to execute this Agreement and enter into the terms and covenants provided herein, and has been
designated by CLIENT to execute this Agreement on behalf of CLIENT.
CRW represents and warrants that the person executing this Agreement on behalf of CRW is an agent of CRW and has full and
complete authority to execute this Agreement and enter into the terms and covenants provided herein, and have been
designated by CRW to execute this Agreement on behalf of CRW.
G.10. AGREEMENT AS OFFER:
This Agreement shall be valid only if it is signed by both CLIENT and CRW, and a signed original has been received by both
parties on or before xxxxx 1, 2009.
AGENCY NAME
CRW SYSTEMS, INC.
Carlsbad, California
Dated: _______________________
By: _______________________
Dated: _________________________
By: _________________________
Christopher R. Wuerz, President
CRW Systems, Inc.
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EXHIBIT A
COVERED SITES, SOFTWARE MODULES AND CONFIGURATION
A. COVERED SITES
This Agreement covers the following CLIENT sites
Address
B. COVERED SOFTWARE MODULES
This Agreement covers the following TRAKIT software components at each site listed in Exhibit A, Section A:
1. TRAKiT Software Modules included: ProjectTRAK, PermitTRAK, CodeTRAK, LicenseTRAK, CRM TRAK, AEC TRAK, LandTRAK,
Reports.
2. TRAKiT
3. eTRAKiT
4. iTRAKiT
5. eMarkup
6. IVR API
C. COVERED CONFIGURATION
This Agreement covers the following configuration:
__30___ Simultaneous User and 0 Observer licenses of Covered Software purchased by CLIENT and installed on
___Unlimited____ workstations. (Platform support for XP Service Pack 2, VISTA, Windows 7 Operating System)
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EXHIBIT B
SERVICES AND FEES
Maintenance Services and support for the applications and configuration listed in Exhibit A will be provided for a fee and payable per
the Fee Schedule below. The fee may be adjusted at the end of the five (5) year term of this Agreement to the then current pricing.
Should additions to the number of licensed users or the Covered Software occur during the term of this Agreement or any extension
thereof, CRW shall adjust the fee to reflect the applicable changes and provide CLIENT with written notice of the fee change.
FEE SCHEDULE
YEAR FEES DUE DATE
YEAR 1
YEAR 2
YEAR 3
YEAR 4
YEAR 5
A. On-site Training
As part of your Software Maintenance and Support Agreement one (1) day of on-site User training by a qualified CRW Trainer has
been included per year which will begin on Year Two (2) of this agreement. Training days may be bankrolled year to year, however;
they must all be used by the contract expiration date 07/01/2014. A quote for additional training days may be requested at any
time.
Request for training must be submitted 30 days in advance to allow proper time to develop a training plan and for scheduling
purposes. All travel related costs have been included; however, the Client will be responsible for any additional fees or charges due
to cancellation or rescheduling by the client.
Client will be responsible for providing a copy of their current TRAKiT configuration & database as well as responsible for providing
an adequate training room. CRW will provide a computer for each individual to be trained with a class size being limited to eight
students.
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Exceptions
CRW Systems, Inc. takes exception to the following terms outlined within the City of La Quinta’s RFP,
because said terms do not comply with our Implementation and Services.
Page 39 1.3 Licenses, Permits, Fees and Assessments.
Consultant shall have the sole obligation to
pay for any fees, assessments and taxes, plus
applicable penalties and interest, which may
be imposed by law and arise from or are
necessary for the performance of the services
required by this Agreement.
CRW does not accept the terms of Licenses,
Permits, Fees and assessments. CRW will
not be responsible for taxes and additional
imposed fees.
Page 46 5.3 General Conditions pertaining to
provisions of insurance coverage by
Consultant. The City reserves the right at any
time during the term of the contract to change
the amounts and types of insurance required
by giving the Consultant ninety (90) days
advance written notice of such change. If such
change results in substantial additional cost to
the Consultant, the City will negotiate
additional compensation proportional to the
increased benefit to City.
Unaccepted. Should the City make changes
to insurance requirements which incur an
additional cost, the City shall pay for the
increased cost due to the change in
insurance requirements.
Page 50 8.0 ENFORCEMENT OF AGREEMENT. 8.3
Retention of Funds. City may withhold from
any monies payable to Consultant sufficient
funds to compensate City for any losses, costs,
liabilities, or damages it reasonably believes
were suffered by City due to the default of
Consultant in the performance of the services
required by this Agreement.
CRW does not accept the terms for
Enforcement of Agreement and retention
of funds. Mutually agreeable terms will be
negotiated during contract negotiations.
Page 51 8.0 ENFORCEMENT OF AGREEMENT. 8.8
Termination for Default of Consultant. If
termination is due to the failure of Consultant
to fulfill its obligations under this Agreement,
City may, after compliance with the provisions
of Section 8.2, take over work and prosecute
the same to completion by contract or
otherwise, and Consultant shall be liable to
the extent that the total cost for completion of
the services required hereunder exceeds the
compensation herein stipulated (provided that
City shall use reasonable efforts to mitigate
such damages), and City may withhold any
payments to Consultant for the purpose of
setoff or partial payment of the amounts owed
City as previously stated in Section 8.3.
Unacceptable per response above.
Mutually agreeable terms will be
negotiated during contract negotiations.
Page Term in the RFP CRW’s Response
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