COLORADO MUNICIPAL SOFTWARE
Providing Tomorrow's Functionality Today

Budgetary / Fund Accounting System - Computer Information Concepts, Inc.

Easily operated by Colorado Municipalities, Budgetary / Fund Accounting System (BFAS) is an interactive, automatic dual entry, “TRANSACTION BASED” Solution, with eight (8) Sub-Systems - Budget Preparation, Purchasing, Accounts Payable, Capital Assets, General Ledger, Banking & Investment, Daily Statement and Project & Grant Reporting, seamlessly integrated with Payroll / Personnel & Local / State / Federal / GASB Reporting Systems and Indexing / Imaging, KEYWORD Indexing / Retrieval and Productivity Tools.

Although Municipalities are encouraged to maintain their current account code structure, BFAS will accept up to thirty (30) alpha-numeric characters, in nine (9) elements of up to six (6) alpha-numeric digits each.

Budget Preparation facilitates budget planning by providing instant access to an unlimited number of years of your budget and actual expense / revenue transaction history. In addition to maintaining multiple levels of budget submittal / approval information, all budget amendments are recorded and accessible in subsequent years. Later, once your Organization-Wide Budget “what if” scenarios are tentatively approved, each Department may access their own budget worksheets and utilize similar “what if” scenarios against the budget line items they are responsible for.

Purchasing immediately encumbers funds upon purchase order entry. If desired, a Purchase Order with a system or user determined number may be printed on your laser printers and distributed internally and externally. Our System also checks and warns or if necessary, prevents (depending upon your pre-set guidelines) the User from proceeding if the purchase would exceed the available budget and also provides for multiple levels of approval (again dependent upon pre-set guidelines) to facilitate site based management.

Accounts Payable completely manages the payment of vendors for all services and products. Easily incorporating “Drill Down” vendor history, manual checks, as well as 100% automatic check voiding, Accounts Payable automatically produces checks for all authorized invoices. Partial payments and recurring invoices are also automatically organized.

Checks are printed on a laser printer and all transactions may be individually classified in accordance with the current 1099 reporting requirements. 100% Image Enablement of all your invoices, checks, etc. and reports, on your “File Server” via your existing network or our “Server Farm” via the Internet is assured.

Capital Assets is designed to organize your physical assets by using your existing coding schema. When the invoice is received, it is posted and scheduled for payment. During posting, all purchases charged to capital expenditure accounts in excess of a user-set limit (normally $500 - $1,500) are held in an annual suspense file which is later processed by our Capital Assets System. 100% Image Enablement of all your pictures, source documents and reports, on your “File Server” via your Intranet or our “Server Farm” via the Internet is assured.

General Ledger is a full, double entry system, providing statutory, modified and full accrual accounting processing options. Transactions may be recorded in multiple periods and or years for maximum flexibility. In addition to a complete set of management reports, our user defined report writer provides unlimited, “quick” access via inquiry and/or printed reports, to the financial information you require.

Banking & Investments tracks all of YOUR Banking & Investment activities in Multiple Banks, including the checks written from the other various integrated applications such as Accounts Payable, Payroll, Miscellaneous Disbursements and Taxes Payable, along with all receipt activity from the Cash Receipt application.

Daily Statement Balancing has the ability to view detail transactions on a daily basis and to enter summary transactions to verify the totals of receipts and expenses in each fund on a daily basis. This function goes one step further and compares the fund balances to the composite of cash within the various bank accounts. This feature assures that your funds and cash are in balance on a daily basis.

Project & Grant Reporting captures material, equipment, labor and other costs related to specific government activities. Since our reporting is merely a “Slice / Dice” of the same transactions, time-consuming reconciliation to your General Ledger, is totally eliminated. Inquires and/or reports on a multiple year basis based on the grant or project beginning and ending date ranges in either summary or detail can easily be gathered by any “date range”. The reporting includes utilizing a project or grant budget in lieu of the annual fiscal year budget if needed.

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Business License System - Computer Information Concepts, Inc.

Our Business License System completely manages the User defined business and occupational license functions of a local government. Based on a yearly cycle, the Business License application provides for automatic invoicing of existing licenses, updates and revenue based billing, and provision of licenses for walk-in new businesses. The Business License System is fully integrated with General Ledger through Centralized Cashiering.

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Capital Assets - Computer Information Concepts, Inc.

Our Capital Assets System (CAS) is designed to organize the physical assets of your Organization using your existing coding schema. In addition to completely supporting automated computations for depreciation, disposal and transfer, Capital Assets is designed to automatically integrate with our Budgetary / Fund Accounting System. Implemented with our CIC Handheld Palm Computer System, CAS substantially reduces the labor required to perform your asset inventory.

Special Features include flexible, user-defined fields, intuitive mobile computer screens and the ability to add attachments / maintenance records and sort them for specific reports that can be imported / exported with Microsoft Excel.

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Cemetery Records System - Computer Information Concepts, Inc.

Our Cemetery Records System provides complete management of all aspects of cemetery operations. The system maintains all information, including ownership and availability for each burial space in the cemetery by site, plat, block, lot and space and includes on-line inquiry.

This system provides the ability to organize and store owners, occupants and /or future occupants or one or more spaces and stores an unlimited number of important / related documents such as readily available on-line “non-proprietary” images that can be instantly shared electronically.

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Centralized Cashiering System - Computer Information Concepts, Inc.

Centralized Cashiering provides the integration necessary to accept “one check or payment” for all of the amounts currently owed and automatically distribute it to a user predetermined, unlimited number of accounts and ledgers.

It interfaces with all billing and collection modules to provide for recording / collection / distribution of all revenue collected. All pending invoices are available for a payee, permitting the collection of multi-jurisdictional amounts, even with a single payment. Centralized Cashiering may be interfaced to a cash register and/or receipt printer for ease in receipting, check validation, and cash drawer management.

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Handheld - Computer Information Concepts, Inc.

The CIC Handheld system is built around a portable, affordable, multi-use handheld device that allows downloads / uploads from / to CIC's Capital Assets, Inventory, Permits / Code Compliance and Utility Billing / Accounts Receivable Systems.

Computer Information Concepts, Inc. (CIC) continuously reviews, selects and integrates “State of the Art” productivity tools with our selected / supported Application Software / Services Solutions as required by today’s dynamic technology. We market, install, train, enhance and support these perpetually changing products to save labor and cost expense for our customers and respond to their needs for increasing efficiency. In conjunction with our constant progression, CIC’s selection of a product also guarantees we will continue to support it and assist in providing vendor enhancements as long as we have even one user continuing to use it, which is increasingly important as technology advancements surge forward.

The benefits of our Handhelds include "state of the art" tools and applications, CIC guaranteed integration, discounts negotiated by CIC, and continued support of existing products as new technology is introduced.

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Indexing / Imaging System - Computer Information Concepts, Inc. (Seat & Organization-Wide License).

For an affordable “organization-wide” or “seat license” price, Indexing / Imaging provides an unlimited number of User-defined / named alpha-numeric, date, memo, numeric, true / false, yes / no fields with unlimited User defined / populated pop-up windows for code validation or multiple occurrence determination.

100% User determined data entry screen layouts for each document integrated with CIC’s Optical Character Recognition (OCR), plus utilization of Bar Code Recognition (BCR) and Voice Recognition Entry (VRE), as it becomes beneficial to our Users, substantially reduces and/or may even eliminate the manual labor necessary to enter new indexes.

Our NON-PROPRIETARY Architecture includes seamless integration with our KEYWORD Indexing/Retrieval System, Records Management System and Productivity Tools. In addition an Application Program Interface (API) can easily be developed to “IMAGE ENABLE” your other Software Applications.

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Inventory System - Computer Information Concepts, Inc.

Our Inventory System functions as an integrated part and extension of the Utility construction process and/or combined with our Work Order System, can provide effective work order management in an integrated maintenance environment. As with our other modules, its’ integration is automatically managed.

Implemented with our CIC Handheld Computer (Palm OS) System, this system substantially reduces the labor required to perform your physical inventory. Download existing information to your handheld computer, enter/update your barcode and/or keyed information remotely at various locations and automatically upload your new information to the Inventory System.

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KEYWORD Indexing / Retrieval System - Computer Information Concepts, Inc. (Seat & Organization-Wide License)

For an affordable “organization-wide” or “seat license” price, KEYWORD may be utilized by ANY of your personal computers to store and began instantly retrieving any existing or new MS Word/Excel Documents and/or printed reports, by any KEYWORD, string of KEYWORDS or combination of KEYWORDS.

Existing and new Microsoft Word/Excel Documents are KEYWORD indexed in their current format, while existing and new printed reports are KEYWORD indexed by simply spooling a copy of the selected reports during printing or by transferring Spool Files to a KEYWORD PC Text File. If desired, this KEYWORD PC Text File can also be accessed by Microsoft Word, to reprint selected page(s) in their original form or to reprint any modified page(s) you save with your standard MS/Windows “Save As” function. This feature provides the opportunity to save multiple modified copies of any page(s), while always maintaining an archived copy of the original page(s).

Seamless integration with CIC’s “Value Priced” Indexing / Imaging System and Productivity Tools saves additional User labor by automatically capturing KEYWORD indexes, “WITHOUT KEYING” and automatically capturing printed and/or screen images, “WITHOUT SCANNING”.

Finally, since CIC’s “NON-PROPRIETARY INDEXING / IMAGING SYSTEM AND PRODUCTIVITY TOOLS” guarantee view/print functionality from any PC operating MS Windows, without additional per seat viewer costs, you are ready to begin offering on-line local and remote Internet access, whenever you are ready.

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Local / State / Federal / GASB Reporting System - Computer Information Concepts, Inc.

CIC’s Local / State / Federal / GASB Reporting System consists of Six (6) Local Reports, Five (5) Monthly Colorado Reports, Two (2) Quarterly Colorado Reports, One (1) Quarterly Federal Report, Four (4) Annual Federal Reports and thirteen (13) GASB-34 Reports.

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Municipal Court System - Computer Information Concepts, Inc.

CIC’s Municipal Court System incorporates user-defined fields and codes to permit each Court to tailor their information, process, and reporting to satisfy individual expectations. Table driven constants are used throughout the system to reduce the need to re-enter often used information, codes, persons, and vehicles.

A Master Person File holds information for ALL persons in the system, including judges, defendants, servers, attorneys, officers and victims. Once a person is in the system, that person may be assigned to multiple dockets. The same person may also be assigned to multiple person types and be a defendant in one docket and an attorney in another docket.

Reports from the system include Case Dockets, Court Schedules, Case Docket Transaction Detail, and a Cash Receipts Journal. The user can “drill down” using on-line inquiries to case detail information by searching on case or defendant information.

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Payroll / Personnel System - Computer Information Concepts, Inc.

Easily operated by Colorado municipalities, our interactive, “TRANSACTION BASED” Solution, is seamlessly integrated with four (4) of our CIC Budgetary / Fund Accounting Sub-Systems - Budget Preparation, Accounts Payable, General Ledger and Project & Grant Reporting and all of our Indexing / Imaging, KEYWORD Indexing / Retrieval and Productivity Tools.

Extensive budget modeling and "what if” analysis is available to facilitate the budgeting process. Existing salary schedules, employee benefit programs, current and projected employee assignments and step increases can be copied to a budget "work area" to evaluate different scenarios and analyze the effects on your municipalities’ budget.

Unlimited user defined pay types / adjustments, deductions / benefits and absences / leaves are defined globally for assignment to any and all employees. Individual tailoring of the "standards" on an employee-by-employee level is also available to provide accurate calculation of net pay for all situations.

Individual paychecks can be generated easily along with “pro-forma” checks for employees considering changes to their withholdings and deductions. Checks are printed on a laser printer and all withholding & benefits are automatically transferred to Accounts Payable, where ACH or check payments to vendors are processed. ACH and Check activity is automatically reflected in the bank and bank account for easy bank reconciliation.

Although our Payroll / Personnel System benefits from total integration, multiple security options including field level GUARANTEES PRIVACY & ACCESS to Personnel / Human Resource Records, including the capability to:

100% Image Enablement of all your Personnel source documents and reports, including an Applicant Repository on your “File Server” via your Intranet or our “Server Farm” via the Internet is assured.

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Permits / Code Compliance System - Computer Information Concepts, Inc.

Our Permits and Code Compliance supports the operations of the Building Department in the management of construction within its jurisdiction. Entry of User-defined permit requests, management of sub-contractor permits, pricing, inspections, monitoring or inspection failures and even printing of Certificates throughout the integrated process, without duplicate entry.

Implemented with our Handheld Computer (Palm OS) System, this system substantially reduces the labor required to perform inspection compliance. Download existing information to your handheld computer, enter/update your barcode and/or keyed information remotely at various locations and automatically upload your new information to our Permits / Code Compliance System.

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Print Image Capture System - Computer Information Concepts, Inc.

This system captures 100% of any print formatted page and converts the information to a TIFF image, eliminating the need to print a copy and scan it. It is sold at an affordable “Seat License” price.

CIC markets, installs, trains, enhances and supports these perpetually changing products to save labor effort / cost for our customers and respond to the needs for increasing efficiency. In conjunction with our constant progression, CIC’s selection of a product also guarantees they will continue to support it and assist in providing vendor enhancements as long as we have even one (1) user continuing to use it, which is increasingly important as Technology advancements continue to surge forward.

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Public Works System - Baker Software Systems

Our “Value Priced” Public Works System is a Windows-based Cost Accounting System that can be used standalone or networked to assist entities in tracking costs for employee labor, equipment, materials, inventory, vehicle maintenance, etc. and distribute these costs to projects, grants, roads, departments, quarries, landfills, utilities, parks, etc.

Our relational database provides for interactive information retrieval, making almost any question about the assets under your control available both on screen and in printed form. All this power and flexibility is under the umbrella of field level security.

Inventory Tracking is used to provide accurate records for materials on-hand, re-ordering, price comparisons, etc. while Vehicle Tracking monitors costs for maintenance and repair costs, oil changes, fuel usage, etc.
Our comprehensive report generating capability provides summary and detail reporting for user-defined date ranges making the system truly a tool of the user and their needs.

In a nutshell: Our Public Works System is designed to compile, assess and align all pertinent costs entered into the system and then generate answers to questions about the assets tracked therein, thus providing a valuable informational tool for the managers of today's Public Works departments and the people they report to.

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Screen Image Capture System - Computer Information Concepts, Inc.

The Screen Image Capture System captures images, text, and video directly from your Windows Desktop in a variety of industry standard image/text formats such as TIFF, BMP, JPG and GIF plus video in an industry standard AVI format for easy distribution via e-mail or FAX. It is sold at an affordable “Seat License” price.

CIC markets, installs, trains, enhances and supports these perpetually changing products to save labor effort / cost for our customers and respond to the needs for increasing efficiency. In conjunction with our constant progression, CIC’s selection of a product also guarantees they will continue to support it and assist in providing vendor enhancements as long as we have even one (1) user continuing to use it, which is increasingly important as Technology advancements continue to surge forward.

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Utility Billing / Accounts Receivable System - Computer Information Concepts, Inc.

CIC's Utility Billing System, integrated with CIC’s Budgetary Fund Accounting, Centralized Cashiering, Handheld Meter Reading and Work Orders Systems, permits you to manage an unlimited number of user defined utility services (Electric, Gas, Water, Sewer, etc) and the customer services, billing, meter reading, and debt recovery activities of the modern utility with ease.

Complete Customer Information is collected in one (1) area, substantially reducing data entry. Integration of customer and location information provides on-line history of all customers for each location. You can look up identification information (social security number, drivers license); see dates of the last insufficient funds check or delinquency; review additional properties for this individual (in which there is an interest or delivery of bills / notifications).

Additional information available includes multiple addresses / phone numbers and unique characteristics such as: senior citizen, specific hardware, guarantor, new customer, handicap, insufficient fund check pending or special equipment at the residence.

Unlimited Account History includes information on all account transactions – billing, payments, adjustments – with dates, descriptions and running balances. Account Aging tells us the Accounts Receivable status along with the billing and consumption history.

You may search by name, consumer I.D., social security number, phone number, driver’s license number or utility bill number. You may also search by the premise, account or parcel number – or any part of the information in those fields. You may search by the street number, direction, street name, type or apartment number – or any part of the information in those fields. You may also search by city, device I.D. and / or utility district.

Billing Management provides the option to send / enter reads either manually or electronically. Meter reading data may be automatically transferred to / from an inexpensive “palm top” in addition to many different common handheld meter reading devices plus transmitter meters, etc. through a user defined interface, without any custom programming.

Verify readings with an automatic Edit Report that checks for readings within valid ranges and flags exceptions. You may also create re-read service orders through this program. After you calculate pending amounts, the Exception Report will check for dollar amounts within user-specified ranges and flag any exceptions along with “no bills”.

Payments are processed by date in Payment Management, created automatically by a cashier or entered into a Utility Billing batch. Payments by ACH are automatically created. Non-utility payments are handled through normal batches. Penalty Management can charge penalties on taxes, penalties on penalties, custom penalties, etc. You may send out penalty notices and include / exclude penalties from the final bill.

Tax Management gives you the ability to tax / not tax certain services or customer accounts. This flexible system also gives you the ability to handle different structures in different ways – for example: 80% exempt from city tax on water; 30% exempt from city tax on gas.

Device Inventory monitors all meters, trash containers and transformers regarding location, when it was placed there, the last time it was tested, when it is due to be tested again and when it was replaced. The installation date drives the Projected Maintenance reports.

Meter Reading may be done manually or with handheld computers. Our Utility Billing Software has been interfaced with several vendors of handheld computers for the purpose of automated meter reading. Our billing system works with keypad entry, touch-read, phone-read, and radio-read systems. Whichever time saving option you choose, we can help make the transition easy.

Variances are user-defined to compare the usage as you prefer. You have the ability to re-sequence or change routes and information easily.

Reports – The Utility Billing / Accounts Receivable System contains over eighty (80+) Reports, including:

CIC’s Accounts Receivable System is designed specifically to meet the needs of a municipality. Seamlessly integrated with General Ledger, Centralized Cashiering and Utility Billing, Accounts Receivable provides a comprehensive system for creating and maintaining all information pertinent to recording and tracking customer data, invoices and balances.

Customer types may be established for creating and accounting for different types of fees, such as ambulance, golf memberships, airport hanger rental, etc. The system provides the ability to generate generic, user-defined invoices that are then passed as unpaid items to the Accounts Receivable system. It also, provides a detailed record for each account, including a detailed transaction history and aging balances.

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Wireless Meter Reading - Computer Information Concepts, Inc.

CIC's Wireless Meter Reading uses wireless radio transmitters to remotely read customer meters and transfer the data into a billing system, reducing the need for meter readers to manually gather utility meter readings each month. Many utilities are using wireless meter reading as a way to improve customer service and control their meter reading costs, especially in areas with fenced yards, dogs, landscaping and other issues that make accessing meters difficult or unsafe.

As older meters are replaced by new meters with wireless transmission capability, entities will evolve into this new technology by taking advantage of the full capabilities of their existing equipment.

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Customer Serve System - Computer Information Concepts, Inc.

CIC’s Customer Serve System supports the routine maintenance functions of your municipality by capturing citizen requests and monitoring the performance of the required tasks by each department or supplier of services. This monitoring of performance timetables / responses assures your citizens of superior service.

Accurate records for accounting / business management permit monitoring of needs and linkage of the workload to personnel availability to perform the tasks, providing the analysis information you need for future resource planning.

CIC’s system supports your service order process by enabling Municipalities to easily and effectively handle service order requests and manage the critical information related to this area. Flexibility is essential and CIC’s system provides a variety of functions and total flexibility. When you require more extensive capabilities, we can meet those needs. CIC’s Customer Serve System gives you the reliability of a standard order system with the benefit of editing a service order completion.

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