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HomeMy WebLinkAboutC12-163 Exhibit B .r r •, r 7 I [ • Presented by: Aptitude Solutions Installation Workbook (4 Month Timeline) County Proposed Live Date LPS APTITUDE 501-1.)71 Y SORVYCES Table of Contents APTITUDE SOLUTIONS CONTACT INFORMATION 6 INSTALLATION SITE CONTACT INFORMATION 6 INTRODUCTION 8 APTITUDE SOLUTIONS HARDWARE SPECIFICATIONS 9 ONCORE ACCLAIM HARDWARE REQUIREMENTS 10 COMPUTER WORKSTATIONS 10 SERVERS 10 Small County (Approximately 100 Recordings Daily) 10 Medium County (Approximately 600 Recordings Daily) 11 Images /Database on Separate Servers 11 Large County (Approximately 1000 Recordings Daily) 11 PERIPHERALS 12 DATABASE INFORMATION & SERVER CONFIGURATION 12 NETWORK 14 SATELLITE REQUIREMENTS 14 ENVIRONMENT REQUIREMENTS 15 Web Application Requirements 15 Client Web Browser Requirements 15 OnCore Acclaim Application Requirements 15 Misc. Notes & County Acknowledgement 15 DATA BACKUP PLANS 17 DIGITAL IMAGES 17 ERECORDING HARDWARE & SOFTWARE REQUIREMENTS 18 Web Server: 18 e- Poller Test Workstation: 18 e- Poller Live Workstation 18 Microsoft Word 2000 19 Adobe Acrobat Reader 6.0 19 Peernet TIFF Printer Driver 19 AUTO -INDEX HARDWARE REQUIREMENTS 20 Single Installation Processing 500 Documents a Day for Auto -Index 20 Single Installation Processing 1500 Documents a Day for Auto -Index 20 Single Installation Processing 3000 Documents a day for Auto -Index 21 AUTO - REDACT HARDWARE REQUIREMENTS 22 Single Server installation processing 25,000 pages per 16 hour day 22 Client Workstations using Auto - Redactor Application 22 PRE- INSTALLATION CHECKLIST 23 4 Months Prior to Installation 23 3 Months Prior to Installation 25 2 Months Prior to Installation 27 1 Month Prior to Installation 30 2 Weeks Prior to Installation 31 POST- INSTALLATION CHECKLIST 33 1 Week Post Installation 33 4 MONTHS PRIOR TO INSTALLATION TASKS 34 ORDER SUPPORT WORKSTATION 35 Ownership of the Support Workstation 35 Access /Permission Rights to the Support Workstation 35 Conversion Period Access Rights 35 Maintenance Period Access Rights 36 WORKBOOKS, HANDOUTS AND MANUALS 37 INTRODUCTORY PHONE CONFERENCE 38 SITE VISIT EVALUATION 39 PURPOSE OF PROCESS MAPPING WORKSHOP 40 PROCESS MAPPING WORKSHOP 41 PREPARE COPIES OF ALL CURRENT REPORTS: RECORDING & ACCOUNTING 42 EXPORTING DATA AND IMAGES FOR CONVERSION 43 Conversion and Programming Hours 43 Submitting Data and Images 43 Exporting Administrative Tables Data 43 Exporting Complete Historical Data 44 Exporting Complete Financial Data (If Applicable) 44 Exporting Complete Image Library 45 Export Data Conference Call 45 CURRENT HARDWARE AND SOFTWARE INVENTORY 46 Hardware Specifications and /or Software Programs 47 ONCORE ACCLAIM NETWORK INFORMATION WORKSHEET 48 How will the images be stored in the OnCore Acclaim System? 50 Internet Connection Information 50 Current Web server Information 50 Remote User Connections 50 Satellite Office Connections 51 ONCORE ACCLAIM INTEGRATION WITH OTHER SYSTEMS 52 PROGRAM CHANGES 53 HARDWARE PHONE CONFERENCE 54 ONCORE ACCLAIM HARDWARE REQUIREMENTS PER PROCESS 55 Recordl /Scan Process 55 Cashier Process 55 Return Process 55 Full Service Process 55 Search Process 55 Public Search Process 55 Reports 55 Accounting 55 ii ENVIRONMENT REQUIREMENTS 56 Web Application Requirements 56 Client Web Browser Requirements 56 OnCore Acclaim Application Requirements 56 Misc. Notes & County Acknowledgement 56 "ARM" SHARE AND REPORT PATH LOCATIONS) 58 "ARM" Share 58 Report Path 58 3 MONTHS PRIOR TO INSTALLATION TASKS 59 3 MONTHS PRIOR PHONE CONFERENCE 60 MERGES, SPECIALTY DOCUMENTS, AND MARRIAGE LICENSES 61 Crystal Merges 61 Specialty Documents 61 Marriage Licenses 61 CREDIT CARD AUTHORIZATION 62 Customizing the Credit Card Slip 62 LABEL OPTIONS 64 Sample Labels 65 Labels Currently Used in Other Counties 67 Technical Specifications for Different Label Types 67. Annotation/Label Setup 69 2 MONTHS PRIOR TO INSTALLATION TASKS 70 2 MONTHS PRIOR PHONE CONFERENCE 71 OPERATIONAL /TECHNICAL WORKSHEET 72 ONLINE PUBLIC SEARCH ENGINE 78 Online Pre -Setup Checklist 78 Online Public Search Settings 79 Online Simple Searches 80 INTERNAL PUBLIC SEARCH 81 Internal Search: ProSearchers & Escrow Settings 81 Internal Search: Document Categories 82 Internal Search: Search Types 82 FOLLOW UP HARDWARE PHONE CONFERENCE 84 ONCORE ACCLAIM HARDWARE REQUIREMENTS PER PROCESS 85 Recordl /Scan Process 85 Cashier Process 85 Return Process 85 Full Service Process 85 Search Process 85 Public Search Process 85 Reports 85 Accounting 85 Web Application Requirements 86 Client Web Browser Requirements 86 Image Web Service Requirements 86 111 OnCore Acclaim Application Requirements 86 Misc. Notes & County Acknowledgement 87 TRAINING 88 SUPERVISOR TRAINING 88 Professional Searcher and Web Users Training 89 User Training 89 Training Request Form 91 Training Schedule 92 COUNTY LOGO SUBMITTAL 93 CUSTOMIZING LABELS AND ANNOTATIONS 94 Customizing Labels 94 Customizing Annotations 94 CUSTOMIZATION OF THE ONCORE ACCLAIM DATABASES 95 Customize Document Type Table 96 Customize. Document Type Table 97 Customize GL Accounts Table 98 GL Account Types 98 GL Accounts 98 Customize Agent Table 99 Toolbar and Function Keys 101 Customize Users and Roles Table 102 Summary of Users and Roles Worksheet 102 User Login 102 User Roles 102 Process Access Rights 103 Misc. User Rights 103 Admin User Rights 103 Users and Roles Worksheet 104 Login ID 104 Recording Complexity 104 Customize Abbreviations Table 105 Customize Source/Return Codes 106 Customize Suspense Codes 106 Customize Password Setup Table 107 1 MONTH PRIOR TO INSTALLATION TASKS 108 1 MONTH PRIOR PHONE CONFERENCE 109 SETUP LIVE /TEST ONLINE PUBLIC SEARCH ENGINE 110 SETUP LIVE /TEST ONLINE ESCROW SITE 110 UPDATE LIVE /TRAIN DATABASE WITH CUSTOMIZED ADMINISTRATIVE TABLES 110 COMPLETE PARALLEL TEST DAY 110 HISTORICAL DATA CONVERSION APPROVAL SHEET 111 2 WEEKS PRIOR TO INSTALLATION TASKS 112 RE- EXPORT COMPETE HISTORICAL DATA 113 RE- EXPORT COMPETE FINANCIAL DATA (IF APPLICABLE) 113 EXPORT PARTIAL IMAGE LIBRARY 113 iv USER TRAINING 113 PROFESSIONAL SEARCHERS AND WEB USER TRAINING 113 ONCORE ACCLAIM FINAL IMPLEMENTATION SETUP FORM 114 FINAL EXPORT OF HISTORICAL DATA, FINANCIAL DATA AND IMAGE LIBRARY 115 FINAL CONVERSION OF HISTORICAL DATA, FINANCIAL DATA AND IMAGE LIBRARY 115 FINAL IMPLEMENTATION DATE 115 1 WEEK POST INSTALLATION TASKS 116 CONFIRMATION OF GOOD BACKUPS 117 DATA BACKUP PLANS 117 DIGITAL IMAGE BACKUP PLANS 118 NEW SYSTEM OPERATION STATUS PHONE CONFERENCE 118 v APTITUDE SOLUTIONS CONTACT INFORMATION Name Phone Project Manager 866 -278 -4765 Marketing Rep. 866- 278 -4765 Conversion Programmer 866 - 278 -4765 Trainer 866- 278 -4765 Trainer 866 -278 -4765 INSTALLATION SITE CONTACT INFORMATION Name Phone Clerk/Recorder Operational Contact Financial Contact Search Dept. Contact Technical Contact Technical Contact 6 7 INTRODUCTION UCTION Welcome and thank you for choosing OnCore Acclaim as your next county recording software package. We understand how important the choice of implementing new software is and want to ensure that this process is completed successfully. That is why we have created this workbook to guide you through the installation process. It is our purpose to guide you through this workbook and to make sure the whole process is done painlessly. This guide is laid out in a certain time frame and it is essential that we follow this. If for any reason you cannot complete an assigned task please call your Aptitude Solutions Contact person immediately. This will help in rescheduling or finding an alternate plan of action. Congratulations on your decision and please feel free to call us with any questions or concerns. 8 • APTITUDE SOLUTIONS HARDWARE SPECIFICATIONS Product Comments Contracts (Y/N) OnCore Acclaim OnCore Acclaim Web eRecording Tribute Auto - Redact Auto -Index 9 OnCore Acclaim Hardware Requirements This document provides a detailed summary of all equipment required for the installation and running of Aptitude Solutions' OnCore Acclaim product. All costs are approximate and are for reference only. Actual prices should be gathered from a qualified vendor to obtain the most current pricing. Computer Workstations Recommended Requirements: Core Duo Processor, 2 GB Storage, 2 GB RAM, 100Base -T Network Card, CD -ROM, & Windows XP Professional SP3, Windows Vista Business SP1, or Windows 7 Professional. System performance will vary depending on workstation processor and RAM configuration. Note: All Public Search stations require 1024 X 768 resolution settings or higher. Servers Servers are listed below according to approximate county recording size. The most accurate calculation of required server equipment is determined by 1) approximate recording volume 2) back history of data and images, and 3) conversion. Please note that these figures are estimates and a Pre- Installation evaluation should be performed with a county representative and your Aptitude Solutions project manager. The information listed below details requirements for database servers, images servers, web servers, and internal web image servers. The web server is optional depending on whether the County chooses to incorporate the OnCore Acclaim web search piece. When creating the database server Aptitude Solutions recommends using different physical drives for both the Database and Log files for performance purposes. Small County (Approximately 100 Recordings Daily) For small -scale counties, images are stored directly on the database server. The requirements listed below for the database server, web server, and optional internal web image server. Server Description Database Server (2) Dual Core Intel Xeon Processor, (1) 30 +GB RAID1 OS, (2) 50 +GB RAID1 Storage, 4GB RAM, MS Windows 2008 R2, MS SQL 2008, 1000BaseT Network Card, CD -ROM Drive, Uninterruptible Power Supply. Web Server (optional) (2) Dual Core Intel Xeon Processor, 72GB RAID1 /5 Storage, 2GB RAM, MS Windows Server 2008 R2, Internet Information Server 7.0, 1000BaseT Network Card, CD -ROM Drive, Uninterruptible Power Supply. Application Server / (2) Dual Core Intel Xeon Processor, 72GB RAID1 /5 Storage, (1) 300GB Image Server RAID1 /5 Storage, 4GB RAM, MS Windows Server 2008 R2, Internet Information Server 7.0, 1000BaseT Network Card, CD -ROM Drive, tninterruptible Power Supply. 10 Medium County (Approximately 600 Recordings Daily) For medium sized counties, images can be stored on the database server or database and images can be stored on separate servers. The information below includes requirements for images and database housed on separate servers. Images/Database on Separate Servers Server Description Database Server (2) Quad Core Intel Xeon Processor, (1) 30 +GB RAID1 OS, (2) 100GB RAID1 Storage, 8GB RAM, MS Windows Server 2008 R2 64 -Bit, M.S. SQL Server 2008, 1000BaseT Network Card, CD -ROM _ Drive, Uninterruptible Power Supply. Image Server (2) Quad Core Intel Xeon Processor, 500GB RAID1 /5 Storage, 2GB RAM, MS Windows Server 2008 R2, 1000BaseT Network Card, CD- ROM Drive, Uninterruptible Power Supply. Application Server (2) Quad Core Intel Xeon Processor, 72GB RAID1 /5 Storage, 4GB RAM, MS Windows Server 2008 R2, Internet Information Server 7.0, 1000BaseT Network Card, CD -ROM Drive, Uninterruptible Power Supply. Web Server (optional) (2) Quad Core Intel Xeon Processor, 72GB RAID1 /5 Storage, 4GB RAM, MS Windows Server 2008 R2, Internet Information Server 7.0, 1000BaseT Network Card, CD -ROM Drive, Uninterruptible Power Supply. Large County (Approximately 1000 Recordings Daily) For large volume counties, database and images must be on separate servers if images are stored outside the database. The information below includes requirements for images and database housed on separate servers. Server Description Database Server (4) Quad Core Intel Xeon Processor, (1) 30 +GB RAID1 OS, (1)300GB RAID1 and (1)150GB Raidl Storage, 8 -16GB RAM, MS Windows Server 2008 R2 64 -bit, MS SQL 2008 R2 64 -bit, 1000BaseT Network Card, CD -ROM Drive, Uninterruptible Power Supply. Image Server (2) Dual Core Intel Xeon Processor, 1TB RAID1 /5 Storage, 4GB RAM, MS Windows Server 2008 R2, 1000BaseT Network Card, 3.5 Floppy Drive, CD -ROM Drive, Uninterruptible Power Supply. Web Server (optional) (2) Dual Core Intel Xeon Processor, 72GB RAID1 /5 Storage, 8GB RAM, MS Windows Server 2008 Standard Edition SP2, Internet Information Server 7.0, 1000BaseT Network Card, CD -ROM Drive, Uninterruptible Power Supply. • Application Server (2) Dual Core Intel Xeon Processor, 72GB RAID1 /5 Storage, 8GB RAM, MS Windows Server 2008 R2, Internet Information Server 7.0, 11 1000BaseT Network Card, CD -ROM Drive, Uninterruptible Power Supply. Peripherals We recommend the following peripherals listed below, however Aptitude Solutions' OnCore Acclaim will support a variety of other peripherals in the event of any additional equipment purchases. Fujitsu Scan Partner 6140C Desktop Scanner (Approx. cost: $1400 ea.) Fujitsu 6670 High Performance option (Approx. cost: $4750 ea.) Metrologic MS9520 Desktop Barcode Reader (Approx. cost: $225 ea.) Dymo LabelWriter Turbo 400 Desktop Label Printer (Approx. cost $210 ea.) Database Information & Server Configuration OnCore Acclaim currently runs in Oracle and SQL environments. Aptitude Solutions however recommends using Microsoft SQL Server. Separate Server Configuration • Database Server o 2 Processors & 4 GB Ram o Drives • C: Operating System 40 GB • D: Data 100 GB • E: Logs 50 GB • F: Backups 100 GB • All Logical Drives should be a RAID 1 • All Logical Drives should be separate physical RAIDs (physical drives) o SQL Server 2008 License 32 or 64 Bit o Microsoft Server 2008 (If using more than 4GB of memory use 64 Bit) • Image Server o 2 Processors & 2 GB of Ram o Drives • C: Operating System 40 GB • D: Images 300 -500 GB's • Images should be RAID 5 • If possible the OS should be on a separate physical drives in RAID 1 o Microsoft Server 2008 • Application Server o 2 Processors & 4 GB of Ram o Drives • C: Operating System 40 GB RAID 1 o IIS 7.0 Installed o Standard Microsoft Server 2008 • Web Server 12 o . 1 -2 Processors & 2 GB of Ram o Drives • C: Operating System 40 GB RAID 1 o IIS 7.0 Installed o Standard Microsoft Server 2008 • Auto Index Server o 1 -2 Processors & 2 GB of Ram o Drives • C: Operating System 40 GB Raid 1 • D: Images 200 GB o Microsoft Server 2008 o The Auto -Index SQL Database can reside on the Database Server • Auto Redact Server o 2 Processors & 4 GB of Ram o Drives • C: Operating System 40 GB Raid 1 • D: Images 200 GB o Microsoft Server 2008 • o The Auto - Redact SQL Database can reside on the Database Server Combined Server Configuration • Database Server o 2 -4 Processors (For a box of this size you might find 4 just a cheap) & 4 -8 GB Ram o Drives • C: Operating System 40 GB • D: Data 100 GB • E: Logs 50 GB • F: Backups 100 GB • All Logical Drives should be a RAID 1 • All Logical Drives should be separate physical RAIDS (physical drives) o SQL Server 2008 License 32 or 64 Bit o Microsoft Server 2008 (If using more than 4GB of memory use 64 Bit) • • Application/Image Server o 2 -4 Processors (For a box of this size you might find 4 just a cheap) & 4 -8 GB Ram o Drives • C: Operating System 40 GB • D: Images 300 -500 GB • Images should be Raid 5 and if possible all other drives should be separate physical drives to improve performance and Raid 1 o Microsoft Server 2008 (If using more than 4GB of memory use 64 Bit) • Auto Index Server o 1 -2 Processors & 2 GB of Ram o Drives • C: Operating System 40 GB Raid 1 • D: Images 200 GB o Microsoft Server 2008 o The Auto -Index SQL Database can reside on the Database Server 13 • Auto Redact Server o 2 Processors & 4 GB of Ram o Drives • C: Operating System 40 GB Raid 1 • D: Images 200 GB o Microsoft Server 2008 o The Auto- Redact SQL Database can reside on the Database Server • Web Server o 1 -2 Processors & 2 GB of Ram o Drives • C: Operating System 40 GB RAID 1 o IIS 7.0 Installed o Standard Microsoft Server 2008 Network Aptitude Solutions recommends using a 1000BaseT switched network topology. The network protocol is TCP /IP over Ethernet. This has proven to be a reliable network topology from a support standpoint. Satellite Requirements • T1 Frame Relay or PPP (Point to Point Protocol). • Minimum bandwidth requires at least a T1 (1.5 megabits per second /speed of connection). • Bandwidth settings are dependent upon recording volume at the satellite office. Aptitude Solutions recommends a full /dedicated T1 for offices with five or more recording users. Additional users will require additional bandwidth accordingly. • If you plan to share your T1, please inform Aptitude Solutions so that we can insure adequate settings for your office. 14 Environment Requirements The implementation of OnCore Acclaim requires several access rights in order for our programming and training staff to properly install and configure OnCore Acclaim. Please review the requirements detailed below and refer to the OnCore Acclaim Spec Sheet for more detailed information. If you do not already have the Spec Sheet, you can obtain one from your Aptitude Solutions Contact. Web Application Requirements • Read, Write, and Delete permission to all files /folders in the application directory. • Inbound communication over port 80. • Outbound on Port 80 to IP address specified by Aptitude Solutions • Valid URL to any optional web services • Permission to communicate to services • Microsoft.Net Framework 3.5 Client Web Browser Requirements • Default web browser settings o Must allow session cookies. o Must support Java Applets, if using Tiffy image browser. o Must allow Java Script OnCore Acclaim Application Requirements • Application must be installed by a user with full administrative rights depending upon deployment type (Full thin app deployment does not need administrative rights) • Read, write, and delete temp files under the users' temp folder. • Read access to the "ARM" Directory • Read, write, and delete permissions to the `Image' directory. • Do not turn off VB Scripting on local workstations. Misc. Notes & County Acknowledgement Due to constant development cycles of our technology products, Aptitude Solutions reserves the right to alter or change product specifications as needed. 15 Aptitude Solutions recommends "name brand" equipment with Intel Pentium class processors (i.e. HP, IBM, DELL, Gateway). All software is developed and tested in a Windows environment with Intel Pentium class processors. All equipment costs are estimates and are for reference only. I have read and understand the above requirements. By signing this document, I acknowledge and accept the above conditions. Signature: Date: Hardware/Network Contact 16 DATA BACKUP PLANS The procedures listed below are to be performed by the County I.T. staff to ensure backup plans are in place for your database. Daily Steps: • Verify database SQL dumps succeeded. • Verifyy backup jobs to tape were successful. • Verify tape is in a secure preferably off -site storage facility. (Ex: Iron Mountain) Weekly Steps: • Verify the re -index SQL job ran successfully • Verify a full backup to tape takes place at least once. • Verify all tape backups are in a secure preferably off -site storage facility. (Ex: Iron Mountain) • Monitor your database size and growth. Yearly /Monthly Steps: • Verify all tape backups are in a secure preferably off -site storage facility. (Ex: Iron Mountain) • Verify you have an annual tape backup that remains offsite year- round. • Create a disaster recovery plan. o Identify RISKs. o Create response plans. o Test your recovery plan at least once a year. Digital Images The procedures listed below are to be performed by the County I.T. staff to ensure backup plans are in place for county digital images stored at the file level. Daily /Weekly Steps: • Verify backup to tape were successful. • Verify a full backup to tape takes place at least once a week. • Verify all tape backups are in a secure preferably off -site storage facility. (Ex: Iron Mountain) Yearly/Monthly Steps: • Verify all tape backups are in a secure preferably off -site storage facility. (Ex: Iron Mountain) • Verify you have an annual tape backup that remains offsite year- round. • Create a disaster recovery plan. o Identify RISKs. o Create response plans. o Test your recovery plan at least once a year. 17 eRecording Hardware & Software Requirements The following are the minimum requirements to run Aptitude Solutions eRecording component. Web Server: A Web Server (Which can be the County's current Web Server used to run OnCore Acclaim Web) is required to run two Web Services to allow customers to electronically submit documents to the County. The Web Server will run the following web services: wsaserecord.asmx (Production Environment) erecordtest.asmx (Test Environment) e- Poller Test Workstation: The e- Poller Test Workstation is required to run the eRecord application that allows the County to accept electronic submissions in a test environment with new submitters prior to allowing them to submit to their Production Environment. Minimum Specifications are as follows: • Pentium 4 processor • Operating System Windows 2000 or XP • Minimum 512 RAM • Minimum 10 Gig Hard Drive The workstation will run the following applications: ERecordPoller.exe Prj PeernetEndofJob.exe Adobe Acrobat Reader e- Poller Live Workstation: The e- Poller Live Workstation is required to run the eRecord application to allow customers to electronically submit documents to the County's Production Environment. Minimum Specifications are as follows: • Pentium 4 processor • Operating System Windows 2000 or XP • Minimum 512 RAM • Minimum 10 Gig Hard Drive The workstation will run the following applications: ERecordPoller.exe Prj P eernetEndo lob. exe 18 Adobe Acrobat Reader * *The following details the third party software that the County will need to install and setup on both the e- Poller Live & Test Workstations to run the eRecord component of OnCore Acclaim. Microsoft Word 2000 Microsoft Word 2000 needs to be installed to accept XML documents. There are no special settings that need to be set for this to work with eRecording. However, if the settings have been adjusted and eRecording is not accepting XML's, you may want to reset the original default settings that came with Microsoft Word 2000. Note: Microsoft Word 2003 and /or Vista have not yet been tested with eRecord; therefore we recommend installing Microsoft Word 2000. Adobe Acrobat Reader 6.0 Adobe Acrobat Reader 6.0 is required to accept pdf files into eRecord. The preferences for the Adobe Reader should remain as the original default setting and should not be changed by the County. Peernet TIFF Printer Driver PEERNET.DRV eTIFF 6.0 must be installed on both the Live & Test e- Poller Workstations to enable PDF files to be converted to tiffs. Aptitude typically will install the Peernet Driver while setting up the e- Poller Workstations. The amount due for the Peernet Licensing will then be billed to the County by Aptitude's Controller. The price of this licensing will be significantly less going through Aptitude because we buy the licensing in bulk. The County does have the option of purchasing the licensing but will need to check with Aptitude that they are purchasing the appropriate licensing. I have read and understand the above requirements. By signing this document, I acknowledge and accept the above conditions. Signature: Date: Hardware /Network Contact 19 Auto -Index Hardware Requirements Single Installation Processing 500 Documents a Day for Auto -Index Hardware One Intel -based Server Class machines with Xeon 2.0 GHz (or higher) processor, 2 GB main memory, 100 GB (RAID1 or 5) hard disk and one 100Mb Ethernet communication cards Operating System Software Windows 2000 or 2003 Server with current Service Pack plus Microsoft .Net Framework 1.1 and current service packs Database Server Windows SQL Server 2000 or 2005 (version 8.0 or later) Network Connectivity The Auto -Index Server requires high- bandwidth, 100Mb network access to the Server storing document images and hosting the recording software, and to each Client machine hosting the Auto- • Index Verifier Application. Single Installation Processing 1500 Documents a Day for Auto -Index Hardware One Intel -based Server Class machines with CPU 3.6 Xeon 2.0 GHz (or higher) processors, 4 GB main memory, 120 GB (RAID1 or 5) hard disk and 100Mb Ethernet communication cards Operating System Software Windows 2000 or 2003 Server with current Service Pack plus Microsoft .Net Framework 1.1 and current service packs Database Server Windows SQL Server 2000 Network Connectivity The Auto -Index Server requires high- bandwidth, 100Mb network access to the Server storing document images and hosting the recording software, and to each Client machine hosting the Auto- Index Verifier Application. • 20 Single Installation Processing 3000 Documents a day for Auto -Index Hardware Two Intel -based Server Class machines with dual Xeon 2.0 GHz processors, 4 GB main memory, 200 GB (RAID1 or 5 ) hard disk and two 100Mb Ethernet communication cards for each Server Operating System Software Windows 2000 or 2003 Server with current Service Pack plus Microsoft .Net Framework 1.1 and current service packs Database Software Windows SQL Server 2000 (version 8.0 or later) Network Connectivity The Auto -Index Server requires high bandwidth, 100Mb Ethernet network access to the Server storing document images and hosting the recording software, and to each Client machine hosting the Auto -Index Verifier Application. NOTE: The Hardware specifications provided in this document are the minimum hardware configuration required for the Auto -Index Server. Since many factors such as daily document processing volume, personal computer and server configuration, network infrastructure and capacity, backup and recovery and data archiving affect the performance of the Auto -Index application, the actual configuration of the Hardware and the number of Auto -Index Servers could be different. The Customer acknowledges it is responsible for providing the appropriately configured hardware and network to achieve satisfactory performance in their computing environment. I have read and understand the above requirements. By signing this document, I acknowledge and accept the above conditions. Signature: Date: Hardware /Network Contact 21 Auto - Redact Hardware Requirements Single Server installation processing 25,000 pages per 16 hour day Database Information Windows SQL Server 2000 or 2005 (version 8.0 or later) required on only one Auto - Redact Server. Hardware: One Intel -based Server Class machines with dual 2.8 GHz (or higher) processors, 4 GB main memory, 200 GB (RAID1 or 5) hard disk and one l 00Mb Ethernet communication cards. Operating System Software Windows 2000 or 2003 Server with current Service Pack plus Microsoft .Net Framework 1.1 and current service packs. Network The Auto - Redact Server requires high- bandwidth, 100Mb network access to the Server storing document images and hosting the recording software, and to each Client machine hosting the Auto - Redact Verifier Application. Client Workstations using Auto - Redactor Application Hardware Intel -based Personal Computer with single Intel P4 processor, 512MB memory, 2 GB of available hard disk space and a 100MB Ethernet communication card. A minimum 20" high- resolution monitor (1024x1280) is recommended. Operating System Software Windows XP or Windows 2000. Database Software Runtime client database software compatible with the server database (Microsoft Desktop Engine — MDAC 2.8 or later). Network Connectivity Each client machine requires high- bandwidth, 100 Mb network access to the Auto - Redact Server and the recording software Server. I have read and understand the above requirements. By signing this document, I acknowledge and accept the above conditions. Signature: Date: Hardware /Network Contact 22 PRE- INSTALLATION CHECKLIST The following table outlines the Project Plan for your County's OnCore Installation. Together with your Aptitude Solutions' Project Manager, you will be establishing due dates for each task. The resource column identifies the key personnel who are responsible for completing the corresponding task. 4 Months Prior to Installation ..:�, s; ��* , 1. Order Support Workstation Aptitude Solutions .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Order Rack Mount (if applicable) Aptitude Solutions 2. Receive Installation Workbook All 3. Receive Recommended Equipment and County (Technical) Network Specs. Packet 4. Receive Process Flow Charts County (Operational) 5. Receive OnCore User Manuals County (Operational) 6. Receive OnCore Technical Manuals County (Technical) 7. Receive OnCore Current Report Packet County (Operational) County (Financial) 8. Schedule Introductory Phone Conference All 9. Complete Introductory Phone Conference All • Review all Workbooks, Manuals, and All Handouts .. .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Review Hardware Requirements and All Sign Off on Products w /Signed Contracts • Review Project Plan and. Timeline All • Discuss Walkthrough Evaluation and All Process Mapping Workshop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Discuss all 4 Months Prior to Installation All Tasks in Detail 23 .............................................................. ............................... . • Discuss Converting Administrative All Tables, Historical Data, Financial Data, and Image Library . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Discuss Support Workstation All . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Discuss Final Implementation Date All • • Schedule the Site Visit Evaluation and All Process Mapping Workshop • Schedule Data All Evaluation/Mapping /Analysis Conference Call 10. Prepare Copies of All Current Reports: County (Operational) Recording & Accounting County (Financial) 11. Receive Copies of All Reports Aptitude Solutions 12. Receive and Configure Support Workstation Aptitude Solutions 13. Exports County (Technical) . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Exporting Administrative Tables Data County (Technical) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . : . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . • Exporting Complete Historical Data County (Technical) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Exporting Complete Financial Data County (Technical) (If Applicable) . .. . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Exporting Complete Image Library County (Technical) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ... . ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Receive Administrative Tables Data Aptitude Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Receive Complete Historical Data Aptitude Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Receive Complete Financial Data Aptitude Solutions (If Applicable) ................................... ............................... • Receive Complete Image Library Aptitude Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Evaluate Exports & Schedule Conference Aptitude Solutions Call to Discuss Conversion Timeline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . .. . . . . ................................ ............................... • Complete Export Data Conference Call Aptitude Solutions 24 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . County (Technical) 14. Complete and Fax Current Hardware and County (Technical) Software Inventory 15. Complete and Fax OnCore Network County (Technical) Information Worksheet 16. Complete Site Visit Evaluation All 17. Complete Process Mapping Workshop All 18. Identify and Assign Action Plans County (Operational) 19. Schedule Initial Hardware Phone All Conference 20. Complete Initial Hardware Phone All Conference 21. Order All Hardware: Servers, County (Technical) Workstations, Peripherals, etc. 22. Purchase All Necessary Licenses County (Technical) 23. Review OnCore Current Report Packet County (Operational) County (Financial) 24. Complete Configuring & Ship Support Aptitude Solutions Workstation 25. Schedule 3 Months Prior Phone Conference All 26. Complete Data All Evaluation/Mapping /Analysis Conference Call 27. Convert Administrative Tables Aptitude Solutions 3 Months Prior to Installation : W tUla s a a C d�. •' , r� i 3 �'343� f k. e ^�. 67,; "-.- '.£. `^ #. 4 p 7,1 ... = "'Y °CA r , e'. '` a;-. r.<,: 0 nu 1. Complete 3 Months Prior Phone Conference All ....................................................................................................................................................................................................................................................................................................................................................................................................................... ............................... . ........................................... ............................... • Discuss all 3 Months Prior to Installation All Tasks in Detail . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 • . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Confirm & Commit to Final All Implementation Date .................................................................................................................................................................................................................................................................................................................................................................................................................................. ............................... ................................. ............................... • Discuss Ordering Labels All (Mail, Documents, and Search) . .. . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Discuss Requested Program Changes All . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Confirm if County will be receiving All Credit Card Auth. via OnCore . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Confirm if County will be Generating All Marriage Licenses via OnCore • Discuss Data and Image Exports for Title All Companies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Discuss Status of Administrative Tables, All Historical Data, Financial Data & Image Conversion .............................. ............................... • Discuss Status of Action Plans All • Schedule Data Evaluation/Mapping All /Analysis Continuance Conference Call 2. Contact Credit Card Authorization Aptitude Solutions Vendors (If Applicable) County (Technical) 3. Implement Program Changes Aptitude Solutions 4. Provide Initial Sample of Converted Aptitude Solutions Historical Data for review 5. Provide Initial Sample of Financial Data for Aptitude Solutions review (If Applicable) 6. Provide Initial Sample of Converted Image Aptitude Solutions Library for review 7. Prepare List of Additional /Modified Reports County (Operational) 8. Receive List of Additional /Modified Repts. Aptitude Solutions 9. Customize All Reports Aptitude Solutions 10. Receive Support Workstation County (Technical) 26 11. Configure Support Workstation on County (Technical) County Network 12. Establish Support Connection with AS Aptitude Solutions County (Technical) 13. Complete Data Aptitude Solutions Evaluation/Mapping/Analysis Conference Call County (Operational) and provide County with exception reports 14. Schedule 2 Months Prior Phone Conf. All 15. Research Quotes for Labels County (Operational) (Mail, Documents, and Search) 16. Order Labels (Mail, Documents, & Search) County (Operational) 2 Months Prior to Installation • * _���" 0: ; � �� '3 ��� 1 �,d e rr 1. Complete 2 Months Prior Phone Conference All . .. .. . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Discuss all 2 Months Prior to Installation All Tasks in Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Discuss OnCore Live /Train Database All Setup .............................................................................................................................................................................................................................................................................................................................................................................................................................. ............................... . . ................................... ............................... • Discuss Online Live /Test Public Search All Engine Setup and Configurations ..... ............................... • Discuss Live /Test Online Escrow Site All . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Review Status of Administrative Tables, All Data, Accounting and Image Conversion ........................ ............................... • Review Status of Program Changes All • Schedule Supervisor Training All .................................................................................................................................................................................................................................................................................................................................................................................................................................... ............................... . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Discuss the Parallel Test Day(s) All . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . _ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ................................................. ............................... • Discuss Status of Action Plans All . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ...................... ............................... • Schedule Phone Conference for Creating All Training Schedule 27 • Schedule Follow Up Hardware All Conference Call 2. Load Converted Administrative Tables Aptitude Solutions into Test Database on Support Wks. 3. Test Program Changes Aptitude Solutions 4. Review and Complete OnCore Operational County (Operational) Worksheet Settings 5. Review and Complete OnCore Technical County (Technical) Worksheet Settings 6. Review and Complete Online Public County (Operational) Settings Worksheet County (Technical) 7. Review and Complete Internal Public County (Operational) Search Settings Worksheet 8. Review Training Notes County (Operational) 9. Complete & Fax Training Request Forms County (Operational) 10. Complete Phone Conference to Create Aptitude Solutions Training Schedule County (Operational) 11. Complete & Fax Training Schedule Aptitude Solutions 12. Schedule User Training Dates County (Operational) 13. Schedule Training for Professional County (Operational) Searchers and Web Users 14. Submit County Logo to Appear on Receipt County (Operational) 15. Customize Receipt Aptitude Solutions 16. Customizing Labels and Annotations County (Operational) Aptitude Solutions 17. Receive Copies of Receipts w /County Logo County (Operational) 18. Approve Receipt w /County Logo County (Operational) 19. Receive All Hardware and Peripherals County (Technical) 28 20. Install Hardware and Peripherals for County (Technical) Supervisor Training Workstation 21. Install OnCore on Supervisor Training County (Technical) Workstation & Satellite Offices 22. Complete All Action Plans County (Operational) 23. Supervisor Training Aptitude Solutions County (Operational) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . : . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Complete Supervisor Training Aptitude Solutions County (Operational) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Review Marriage License Process Aptitude Solutions (If Applicable) County (Operational) ...................................... ............................... • Test High Speed Scanners w /OnCore Aptitude Solutions County (Technical) 24. Customize Specialty Documents, Marriage Aptitude Solutions License Form (If Applicable) and Reports in OnCore Acclaim . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Customize Document Type Table County (Operational) • Customize Fee Type Table County (Operational) County (Financial) . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Customize Agent Table County (Operational) ............................ ............................... • Customize Toolbar & Function Keys County (Operational) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Customize Employee Table County (Operational) .................................. ............................... • Customize Abbreviations Table County (Operational) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Customize Source /Return Codes County (Operational) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . : . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Customize Suspense Codes County (Operational) • Submit "Return to Instructions" for the County (Operational) Suspense Letter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . ................... ............................... • Add "Return to Instructions" for the Aptitude Solutions Suspense Letter ...................... ............................... 29 .............................................................. ............................... • Customize Password Setup Table County (Operational) County (Technical) 25. Complete Follow Up Hardware Phone All Conference 26. Schedule 1 Month Prior Phone Conference All 1 Month Prior to Installation '4° � 4 e s _ a'£ `4J s. -, t u r a r §; ,r"i i + fir ` x ` -.� °�� } fi�`�% i r � . `"�" r �`°" Y. c 3 2 " "� st s� 1. Complete 1 Month Prior Phone Conference All . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Discuss all 1 Month Prior to Installation All Tasks in Detail . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • Confirm Parallel Test Date All 2. Receive Confirmation to Use OnCore's County (Operational) Marriage License From Vital Statistics (If Applicable) 3. Review OnCore Database Backup County (Technical) Documentation 4. Install Hardware & Peripherals on All County (Technical) Workstations 5. Setup Designated Location with "ARM" County (Technical) share 6. Setup Designated Location with Reports County (Technical) 7. Setup Designated Location with County (Technical) the Releaser 8. Setup Designated Location with County (Technical) Automated Export (If Applicable) 9. Set up OnCore Live /Train Database Server Aptitude Solutions County (Technical) 10. Setup Live /Test Online Public Search Aptitude Solutions Engine County (Technical) 11. Set up Live /Test Online Escrow Site Aptitude Solutions 30 County (Technical) 12. Update Live /Train Database with Aptitude Solutions Customized Administrative Tables 13. Load Converted Historical Data Aptitude Solutions County (Technical) 14. Load Converted Financial Data Aptitude Solutions (If Applicable) County (Technical) 15. Load Converted Image Library Aptitude Solutions County (Technical) 16. Perform Historical Data Conversion Test . County (Operational) 17. Receive all Labels County (Operational) (Mail, Documents, and Search) 18. Configure & Test OnCore for Credit Aptitude Solutions Card Authorizations (If Applicable) 19. Fax Copy of the Credit Card Voucher Aptitude Solutions 20. Sign Off on the Credit Card Voucher County (Operational) County (Financial) 21. Complete Parallel Test Day County (Operational) County (Financial) 22. Review and Discuss Parallel Test Day Aptitude Solutions Results County (Operational) County (Financial) 23. Schedule 2 Weeks Prior Phone Conference All 2 Weeks Prior to Installation 1. Complete 2 Weeks Prior Phone Conference All 2. Re -Export Complete Historical Data County (Technical) 3. Re- Export Complete Financial Data (If County (Technical) Applicable) 4. Export Partial Image Library County (Technical) 31 5. Train Users Aptitude Solutions County (Operational) 6. Train Professional Searchers and Web Aptitude Solutions Users County (Operational) 7. Complete OnCore Misc. Setup Form Aptitude Solutions County (Operational) 8. Final Export of Historical Data, Financial County (Technical) Data and Image Library 9. Final Conversion of Historical Data, Aptitude Solutions Financial Data and Image Library 10. Final Implementation Date All 11. Create and Maintain Image Modification County (Operational) Log (If Applicable) 32 POST - INSTALLATION CHECKLIST The following outlines the Project Plan for your County's Post OnCore Acclaim Installation. Together with your Aptitude Solutions' Project Manager, you will be establishing due dates for each task. The resource column identifies the key personnel who are responsible for completing the corresponding task 1 Week Post Installation �% ;� ���"3x'S2%'1 ° e�� ' ' ,1 2 1. �' 5 .V:. 4 4 y ! S b -. ins �' 4 -' s - r + � fi ,� ' � x a � , P J _'�� �L �� a ...„ 'may ' sj � "- x"`` ,� s w 3.s 1. Confirmation of Good Backups Aptitude Solutions County (Technical) 2. Confirmation of Backup Plans County (Technical) 3. Schedule Conference Call to Confirm All New System Operation Status 4. Complete Conference Call to Confirm All New System Operation Status 33 • 4 MONTHS PRIOR TO INSTALLATION TASKS The following section details all items related to the 4 Months Prior to Installation Tasks. Please reference the Pre - Installation Checklist for scheduled due dates for each task. 34 Order Support Workstation Aptitude Solutions will purchase and install all of the software for the workstation. All License numbers will be in Aptitude Solutions' name. Your support workstation plays a vital role in conversion, configuring, and communication. Setting up your support workstation in a timely manner allows programmers and trainers access to your data in order to run any necessary conversions. Additionally, your support workstation allows us to install and configure OnCore Acclaim, Web Search Components, and any other necessary components. Once the County goes Live with OnCore Acclaim, the support workstation will remain in place with the County, allowing our staff to troubleshoot and assist with any support issues. Upon request, Aptitude Solutions will purchase a rack mount kit to allow the County to easily store the workstation in your server room. The following specifically defines the ownership of and access /permission rights to the OnCore Acclaim Support Workstation. Ownership of the Support Workstation The Support Workstation is owned by Aptitude Solutions and is provided to the County for Remote Diagnostic and Support. The workstation will be at least Microsoft Windows 2008 Server R2, Xeon Processor, 4GB RAM, (4) 146GB SAS Drives. (Note: The support workstation specs. are subject to change at Aptitude Solutions discretion) In turn Aptitude Solutions has obtained all necessary licenses for the support workstation, including Microsoft Windows Server 2008 R2, Microsoft Office Professional 2007, Microsoft SQL Server 2008, and Crystal Reports 2008. Access /Permission Rights to the Support Workstation The following details the access and permissions rights provided by the County to Aptitude Solutions. Aptitude Solutions' access /permission rights will change based on which phase of the installation the County is in. We have identified two phases: Conversion and Maintenance. Conversion Period Access Rights The Conversion Period is defined as the period beginning once the County has received the Support Workstation to a specified agreed upon date after the County goes live. Aptitude Solutions will require additional access /permission rights during the Conversion Period to allow us to handle data and/or image conversions, configuring the database, updating tables ...etc. Aptitude Solutions will access the Support Workstation based on the requirements supplied by the County during the normal business hours. If Aptitude Solutions requires access to the Support Workstation after hours, we are responsible for arranging it with the County. The following list details Conversion Period access rights: • Aptitude Solutions will need full administrative rights to the Support Workstation. This will allow Aptitude Solutions to run the SQL Enterprise Manager, Query Analyzer and Terminal Service Manager. • Read and write permissions to the `Launcher' directory to allow Aptitude Solutions to update the client workstations. • We will need Read access to where the images are being stored. 35 • We will need full administrative access to the County's OnCore Acclaim live and test databases. This is necessary for Aptitude Solutions to create databases, update tables, restore databases...etc. Maintenance Period Access Rights The Maintenance Period is defined as the period starting after the Final Implementation date. Aptitude Solutions recommends that this period begin one week after the go -live date to allow for configuration or last minute changes during the go -live week. • The Support Workstation is to remain disconnected from the network. Aptitude Solutions will contact the County to connect the workstation into the network for support. Once finished supporting the County, Aptitude Solutions will be responsible for notifying the County to unplug the workstation. • Aptitude Solutions recommends that the County does not shut down the Support Workstation to maintain the life of the computer. • County is responsible for supplying at least two contacts and phone numbers that they may contact to assist with accessing the Support Workstation. • We will need the same permissions given to the clients _ while in operation after authorization from the County. Note: Please reference the Environment Requirements for the OnCore Acclaim Application in this document. • We recommend having the County changing passwords every 90 days. (Please contact your Project Manager with the following information or fax to 407 - 260 - 2315) County Contact #1 Phone Number County Contact #2 Phone Number 36 Workbooks, Handouts and Manuals Aptitude Solutions will provide the County with several workbooks, handout and manuals discussing topics such as product manuals, sample reports, technical guidelines, etc. The following is a sample list of these workbooks, handouts and manuals. Once you receive these items, your Aptitude Solutions Project Manager will be contacting you to schedule a phone conference to discuss these items. Note: Aptitude Solutions reserves the right to edit, append or delete from the following list at any time. • OnCore Acclaim Pre - installation Workbook • Recommended Equipment and Network Specifications Packet • Process Flow Charts • OnCore Acclaim User Manuals • OnCore Acclaim Technical User Manuals • OnCore Acclaim Current Report Packet 37 Introductory Phone Conference The following items will be discussed during the introductory phone conference: • Identify the Aptitude Solutions Contacts • Identify the Installation Site Contacts • Review all Workbooks, Manuals, and Handouts • Review Project Plan and Timeline • Discuss all 4 Months Prior to Installation Tasks in Detail • Establish Due Dates for all 4 Months Prior to Installation Tasks • Discuss County Training Room to be Used for all Workshops, Trainings, and Meetings • Discuss Walkthrough Evaluation and Process Mapping Workshop • Discuss Converting Administrative Tables, Historical Data, Financial Data and Image Library • Discuss Support Workstation • Discuss Possible Final Implementation Date Note: Aptitude Solutions recommends scheduling the Final Implementation Date on a Sunday to allow for final conversion to take place over the weekend. We also recommend closing the recording department early on the Friday before Final Implementation Date or closing the recording department on the Final Implemenatoon Date. • Schedule the Site Visit Evaluation and Process Mapping Workshop • Schedule the Supervisor Training • Schedule Data Evaluation/Mapping /Analysis Conference Call • Schedule Initial Hardware Conference Call • Set Weekly Phone Conference Day /Time 38 SITE VISIT EVALUATION The following workflow questions will need to be answered during the scheduled walkthrough. This will help you and your assigned Project Manager determine which workflow is the most efficient for your department. 1. How many documents are recorded daily? 2. How many employees are in the Recording Department? 3. How many employees are currently performing the recording process? 4. Does the County currently record documents offsite? YES / NO a. If Yes, provide a list of all offsite locations and their network connection to the main office. 5. Is your Search Department separate from your Recording Department? YES / NO 6. How many employees are in the Search Department? 7. How many workstations are designated as Public Search terminals? 8. How many documents are in the queue to be QC'd (Quality Control)? 9. How many documents are in the queue to be Indexed? 10. How many documents are in the queue to be Verified? 11. How much mail backlog do you currently have? 12. Is your current system integrated with any other systems or departments? YES / NO a. If Yes, provide a list of each system that is integrated with your recording software and a description. b. If No, is the County planning any future integration and with what systems? 13. How far back does the County have digital images? 14. How far back does the County have index data? 15. Does the County have an online search engine? YES / NO a. If Yes, provide web address: b. If No, is the County planning to provide an Internet search engine to the public? YES / NO 16. Who is your current vendor? 17. How are the originals stamped/book and paged? 18. Do you export any data (such as to FACC)? YES / NO a. How do you currently export data? b. If you are exporting data, please provide your project manger with details on your data layout. 19. What book types have you used throughout your recording history? Please provide a list. 39 Purpose of Process Mapping Workshop During pre - installation, Aptitude Solutions will conduct a walkthrough with supervisors, technical staff and recording employees to ensure a common understanding of the process. This is also a great opportunity for all key project members to be introduced so that cohesive team bonds can begin to form. We have enclosed a list of questions that your Project Manager will seek answers to during the walkthrough site visit. Please review these questions prior to the walkthrough, in order to direct the questions to the appropriate employee or depai tuient. In addition to answering the questions in this workbook regarding the current workflow, you will need to review the OnCore Acclaim Process Flow Charts provided by your Project Manager. Reviewing the process flow charts will help to determine which workflow is the most efficient for your county. You and selected staff members will participate in a Process Mapping Workshop to analyze current workflow and offer the opportunity to revise processes and workflow prior to system installation. This workshop should include all managers and supervisors, as well as representatives from the technical staff and seasoned users. Having participants from all levels and areas is crucial to ensuring a common understanding of the current process and a smooth transition into the selected OnCore Acclaim workflow. Following the Process Mapping Workshop, it is imperative to follow through with the action plans created by the Process Mapping Team. These action plans will be developed from anticipating challenges and implementing changes in order to provide for the best possible installation. 40 Process Mapping Workshop A Process Mapping Workshop will be conducted to analyze current workflow and offer the opportunity to revise processes and workflow prior to system installation. The following items will need to be completed prior to the Process Mapping Workshop: 1. With your Project Manager, select a date and time for the Process Mapping Workshop. This should be a full day with a break for lunch. 2. Select employees from all levels and areas to attend the workshop. These employees will need to actively participate in discussions and problem solving. All participants should feel comfortable in sharing their opinions and suggestions in an open forum, as well as listening to the ideas of other participants. As a group, the employees will need to be able to compromise and work together in developing the best possible workflow solutions. Try to select those employees who will be most advantageous to this process. Supervisor(s): Manager(s): Technical Staff Representative: Recording Department User(s): Other(s): 3. Select and reserve a location to hold the workshop. Note: Room must have wallspace of at least 10' wide, 6' high. 4. Inform all participants of the date and location of workshop. 5. Make copies of OnCore Acclaim Process Maps, provided by your Project Manager, for each participant to review prior to attending the workshop. Each employee should be familiar with the processes in order to select the best workflow for your county and be able to identify any challenges you may encounter during the transition. 6. With your Project Manager, prepare materials and setup room for workshop. Aptitude Solutions will provide most of the materials for the workshop; however, you may need to supply a flipchart easel and ensure the appropriate tables /desks and chairs are in the room. 41 Prepare Copies of All Current Reports: Recording & Accounting After we have completed the Introductory Phone Conference, the County will be responsible for making copies of all current reports currently being used. Include all operational, financial, and statistic reports. On each report specify the interval that each report is run, for example daily, weekly, monthly...etc. If Aptitude Solutions will be converting accounting data, please include a complete month of financial reports. Please submit these reports to your Project Manager during the Site Evaluation visit. In addition, the County may choose to have Aptitude Solutions create any reports needed for OnCore Acclaim or choose from the existing reports already created. In the OnCore Acclaim Current Report Packet, you will find examples of each report that can be used with OnCore Acclaim. Please review all reports that are included with your OnCore Acclaim system. If you have not received the Report Supplement please contact your Aptitude Solutions Project Manager immediately. All OnCore Acclaim reports are created using Crystal Reports. Begin to identify all the reports from the OnCore Acclaim Current Report Packet that you would like to use in OnCore Acclaim. Prepare copies of reports that you would like Aptitude Solutions to create or make modifications to. You will be requested to submit these items to Aptitude Solutions during the Site Evaluation and Process Mapping visit. 42 Exporting Data and Images for Conversion Aptitude Solutions will convert the County's Administrative Tables Data, Historical Data, Financial Data, and Image Library. The County will be responsible for exporting all of the data and images and sending them to Aptitude Solutions as soon as possible. Aptitude Solutions will evaluate the exports and write a conversion program to convert the data. Various tests will be performed once the conversion is complete to insure the integrity of the data and images. Two weeks prior to the Final Implementation Date, The County will be responsible for re- exporting the complete historical data, financial data and partial image library. A final export of the historical data, financial data and image library will occur the Friday before the Final Implementation Date. Aptitude Solutions will perform the final conversion over the weekend. Conversion and Programming Hours All data and image conversion can be completed at the County's request. Your contract details the number of conversion hours granted to you by Aptitude Solutions. Any additional conversion time incurs additional charges as listed in your contract. Conversion hours are tracked separately from programming hours. Programming hours include requested changes made to the program code. Please refer to your contract for allotted programming hours and fees related to additional programming hours. Submitting Data and Images During the Introductory Phone Conference, Aptitude Solutions and the County will need to agree upon the method for the County to submit data and images to Aptitude Solutions for conversion. Aptitude Solutions can provide the County with a storage device for them to store the exports on. Submitting Data and Images 1. How will the data be sent to Aptitude Solutions? 2. How will the images be sent to Aptitude Solutions? • Snap Server, USB Drive, etc. Exporting Administrative Tables Data Administrative tables can be loaded manually through the application or the County can export administrative tables data to be converted and customized through the application. The following is a list of administrative tables that most likely already exist in your current system: • Employee Table — May contain employee full name, user log in, password, and office location and any other data related to employees. • Customer /Agent Table — May contain agent code, agent name, agent address, agent phone number, agent email address, agent escrow balance, and any other data related to agents. 43 • Document Type Table — May contain document type key, document type description, book type, state document type, fees associated with the document type and any other data related to document types. • Fee Type Table — May contain fee type description, general ledger or account number associated with the fee type, general ledger or account number description, calculation description and other data related to fee types. • Abbreviations Common Names Table — May contain a code and the name associated with the code or an abbreviation and the abbreviated word associated with the abbreviation. Aptitude Solutions will convert the Administrative Tables first so they can be ready for the Supervisor Training. During the Supervisor Training, users will be trained on how to customize this data through the OnCore Acclaim user interface. Exporting Complete Historical Data The County is responsible for exporting the complete historical data. Aptitude Solutions is very flexible for how the County parses out the data; however, the County must make someone available for Aptitude Solutions to contact if there are any questions in regards to the layout. Any unknown data elements will be populated with NULL values. Exporting Complete Financial Data (If Applicable) You must also determine if you would like financial information converted into OnCore Acclaim. You have the option of only converting a small portion of accounting history (lmonth/year), or converting several years' worth. By converting even a small portion of your financial history, you will not have a gap in accounting going from your old system into OnCore Acclaim. This type of conversion allows you to run financial reports for dates prior to going live with OnCore Acclaim. Please note that any financial conversion will use up a portion of your allotted conversion hours as designated in your contract. The following checklist is to assist Aptitude Solutions with those counties who have requested financial conversion for OnCore Acclaim. If this applies, enter the date completed next to each task. If the County will be requiring financial data conversion, the County will need to supply a month's worth of accounting reports to compare to the converted financial data. Enter the Date Description Completed 1. Will the County require accounting conversion? YES or NO 2. If yes, then how many years /months back? 3. Is the data stored in a different database or the same as their index data? Additional comments: 44 Exporting Complete Image Library Depending on how you currently store your images, our programmers may have to convert your image library. OnCore Acclaim works with single page TIFFs. Therefore, if you store your images as multi - pages, we must convert them to single page structure to work with OnCore Acclaim. Images can be stored either inside the database in blob fields or outside of the database. If they are stored outside of the database, the County needs to identify the file layout they would like to store the images. The following details the different file layout structures: • Date Format Both recorded and non - recorded items will be stored in \Year\Month \Day \Image ID.tif. For example, if a document is scanned in on March 1, 2004, it will be stored as \2004 \03 \01 \12345.tif. • Book/Page Format Non- recorded items will be stored in a date format. Recorded items will be stored in \Book Type\Book Number\Page Number.tif. For eample, if Official Record Book 1000 Page 1 was recorded, it will be stored as \OR \1000 \0001.tif. If there was an "A" page associated with that Book and Page Number, it would be stored as \OR \1000 \0001A.tif. If County is not supplying Aptitude Solutions with access to the images, they will be responsible for maintaining a log of all images that have been expunged, voided, sealed, blocked out, or rescanned. The County's Operational Contact will be responsible for maintaining this log. This log will need to start after the County has submitted the complete image library. These images will then need to be included in the partial image export. Export Data Conference Call One week after Aptitude Solutions has received all the data and image exports, Aptitude Solutions and the County will schedule a conference call to discuss the exports. We will discuss the conversion timeline. Throughout the conversion, Aptitude Solutions will be updating the County on the progress. We will also discuss how the County will receive the converted data and images so they can be loaded into the OnCore Acclaim live database. 45 • F i ti + SF s O r.+ Cr' P O 2: ,; : .f. .t.t. " :1. tt -d * -.. :' ti u F L. f t et , i' Y8 f ' £ 9 r f , f t € F t 1„„: ° 0 ! f 0 (4 �� j : 1=�' rn. 4 G)) cd r"'' r N a V t . 1 P MI et 0 0 r z V 1 Saq * 4 1 E O 60 0 U — N ---1 N M -p V) \p l- . 00 O, C� H -..I rd N t k izvt. : i; , . bA O C 7 r 4 r-1.47- . i,„,„,„ .„,,...,„. - ,,,,,-„,,,..._..., 4 4, fl • CC k r � 's U r U et et rah LL f 4 . mow i 4 : , ' yam „ #-; O -24 , e4 :ff, A 1` T ryas 1 N M 111 10 .-1 N M 1 1) D ■1 N • OnCore Acclaim Network Information Worksheet Please complete and fax to your Project Manager. PRIMARY DATABASE , * i9 g - � y t t� y+ 2 � a �`�' 3 ' 6 s ,� i § '� p `� : 532 g x , ..- y . �' Example: MS SQL Server 2000 SP3. Database, Version, & Service Pack (MS SQL Server, Oracle, Informix) Operating System Vers & Example: Windows2000SP3. Service Pack Hardware Platform (MS Example :IBMRS6000, Compaq, Proliant. Windows NT /2000, Solarix, AIX, etc) Database, Version, & Service Pack (MS SQL Server, Oracle, Informix) Operating System Version & Service Pack Hardware Platform (MS Windows NT /2000, Solarix, AIX, etc) IMAGE DATABASE . . t s f < t z - - - g "" .. 'n at `3 �"�` -s r i .. Stored Inside or Outside the Database z; rt+7X7A77:47,717,, ` �` g $ � . 77 ° A£ '4 t t z °_ ., P t y o` � � " � Example:FileServer, NAS(NetworkAttachedStorage) Hardware Platform RAID Level and How Many Volumes? File System (NTFS, FAT, NFS, etc) File Format (TIFF, PDF, etc) 48 File Path Structure 49 Current Storage Size Number of New Images Created Daily Number of Images in complete history or Instrument count X's 2.5 Do you store images in Circle one: Yes or No multiple locations? f Stored Inside or Outside the Database If Outside the Database, please provide the path NN EB SERVER Type Bandwidth OS Platform Web Server Software REINIOTE USERS Do you have remote users? Circle one: Yes or No If so, how are they connecting? 50 SATELLITE OFFICE 4:4 .4i ' 4411A . -V (z� ti q ' ; , i Do you have a satellite office performing recordings? What type of connection? What is the bandwidth? What is the recording volume at the Satellite office? How many users record at the satellite office? ( #ofWS) 51 OnCore Acclaim Integration with Other Systems It is necessary to identify all other systems that OnCore Acclaim will need to integrate with. Possible systems may include financial packages, imaging systems and any other county department software packages. In order to insure a smooth integration with OnCore Acclaim, Aptitude Solutions requests that all other systems be identified as early as possible in the installation process. 52 Program Changes The County may determine that they will need additional features added to the OnCore Acclaim application. It is important to identify these program change requests early in the installation phase to ensure adequate time is allotted for implementing and testing the changes. You will need to submit a list of any program changes to your Project Manger. He /She will supply the County with an estimate number of hours for each request. Note: Please review your contract for programming hourly rates. 53 Hardware Phone Conference The Hardware Phone Conference will take place after completing the Process Mapping workshop. The following details all items that will be discussed during the phone conference: • After the County has determined what their workflow will be with OnCore Acclaim, we will be able to identify the number of peripherals and workstations that will need to be purchased. Please reference the Hardware Requirements per Process worksheet to assist with identifying what peripherals are needed for each process. • Discuss database and network configurations. Please reference the Environment Requirements document. • Discuss locations needed for housing "ARM" share, releaser, automated export, and report location. 54 OnCore Acclaim Hardware Requirements Per Process The following provides a breakdown of all equipment required for the Aptitude Solutions' OnCore Acclaim per process. • Required equipment is denoted with "X" • High recommendation optional equipment is denoted with "O-H", • Low recommendation optional equipment is denoted with "O -L ". Note: No additional peripherals are necessary for the Log, Admin, Record2, QC, Index, and Verify processes. OnCore Acclaim Process Desktop Flatbed /IIigh Label Laser Barcode Scanner Speed Scanner Printer Printer` Reader Recordl /Scan Process *Barcode Reader is to be used to quickly X X 0-L access only suspended transactions. Cashier Process *Barcode Reader is to be used to quickly X 0-11 access all transactions to cashier. Return Process *Barcode Reader is to be used to quickly X X O -H access all transactions to return. Full Service Process *Flatbed/High Speed Scanner is to be used to allow users to scan X 0-L X X 0-L oversize or high volume. *Barcode Reader is to be used to quickly access only suspended transactions. Search Process *A desktop scanner is necessary if a search user is required to scan check payments. *A label printer is required if a search user 0-L 0-L X 0-L will need to generate a mail back label for search requests. * Barcode Reader is to be used to quickly access only suspended transactions. Public Search Process *OnCore Acclaim has the option to allow X O -H pro - searchers to auto -print document copies and receipts without having to go to the Search counter. Reports X Accounting 0-11 *Laser Printer is to be used to print reports. *Laser Printer can be either a dedicated or shared printer. 55 Environment Requirements The implementation of OnCore Acclaim requires several access rights in order for our programming and training staff to properly install and configure OnCore Acclaim. Please review the requirements detailed below and refer to the OnCore Acclaim Spec Sheet for more detailed information. If you do not already have the Spec Sheet, you can obtain one from your Aptitude Solutions Contact. Web Application Requirements • Read, Write, and Delete permission to all files /folders in the application directory. • Inbound communication over port 80. • Outbound on Port 80 to IP address specified by Aptitude Solutions • Valid URL to any optional web services • Permission to communicate to services • Microsoft.Net Framework 3.5 Client Web Browser Requirements • Default web browser settings o Must allow session cookies. o Must support Java Applets, if using Tiffy image browser. o Must allow Java Script OnCore Acclaim Application Requirements • Application must be installed by a user with full administrative rights depending upon deployment type (Full thin app deployment does not need administrative rights) • Read, write, and delete temp files under the users' temp folder. • Read access to the "ARM" Directory • Read, write, and delete permissions to the `Image' directory. • Do not turn off VB Scripting on local workstations. Misc. Notes & County Acknowledgement Due to constant development cycles of our technology products, Aptitude Solutions reserves the right to alter or change product specifications as needed. • 56 Aptitude Solutions recommends "name brand" equipment with Intel Pentium class processors (i.e. HP, IBM, DELL, Gateway). All software is developed and tested in a Windows environment with Intel Pentium class processors. I have read and understand the above requirements. By signing this document, I acknowledge and accept the above conditions. Signature: Date: Hardware/Network Contact 57 "ARM" Share and Report Path Location(s) It is important to distinguish which location(s) will house your "ARM" share files, Releaser service, Automated Export service and Report path. Some considerations for these locations include the following: • Use a location that does not have public access. • Use a location that WILL NOT be shut down. Note: Alternative options may apply for small volume counties. "ARM" Share Thin App Deployment The "ARM" share Thin App configuration contains all application .dat files, master executable and configuration files. The "ARM" share location also houses all reports in this share directory. This structure allows for a fast and easy way for us to keep all clients updated where we only have to update one area. Each time a user (client) logs into OnCore Acclaim, they launch the application from this "ARM" share and obtain all the newest files on their workstation. This prevents the County IT department from having to update each individual workstation every time there is an update to the OnCore Acclaim system. Aptitude Solutions recommends keeping a copy of the "ARM" share (except setup files) in a secondary location for back up purposes. In addition, if the County has satellite offices, they may want to consider setting up an "ARM" share at each location's domain. v ' 77 Y �',� s '-s7 �'r 7 , X � , ,3 Identify workstation to house the "ARM" share. Backup location of the "ARM" share. Report Path OnCore Acclaim reports are stored in a central location so that all OnCore Acclaim users may access them. '- ] ''��'� ..^�- �C�. �`+�`�� s'd° ��'�*. #++ po t* 0 P�' 'k, - r " •-' s � �.'c.�' Identify the report path. 58 3 Months Prior to Installation Tasks The following section details all items related to the 3 Months Prior to Installation Tasks. Please reference the Pre- Installation Checklist for scheduled due dates for each task. 59 3 Months Prior Phone Conference The following items will be discussed during the 3 months prior phone conference call: • Discuss all 3 Months Prior to Installation Tasks in Detail • Establish Due Dates for all 3 Months Prior Phone Conference Tasks • Confirm & Commit to Final Implementation Date • Confirm if County will be Generating Marriage Licenses via OnCore Acclaim • Confirm if County will be receiving Credit Card Authorization via OnCore Acclaim • Discuss Ordering Labels (Mail, Documents, and Search) • Discuss Requested Program Changes • Discuss Data and Image Exports for Title Companies • Discuss Status of Administrative Tables, Historical Data, Financial Data & Image Conversion • Discuss Status of Action Plans 60 _ Merges, Specialty Documents, and Marriage Licenses Within OnCore Acclaim you have the option to generate merged documents, create specialty documents and generate Marriage Licenses. Crystal Merges OnCore Acclaim has the ability to merge indexing fields into a Crystal Report document. Examples of Crystal merge documents are Marriage License Certificate, Marriage Department Affidavits, and misc. correspondence. Please submit all copies of documents that you would like Aptitude Solutions to create as a merge document in OnCore Acclaim. Specialty Documents You can create specialty documents within OnCore Acclaim. These documents include doc types such as transfer liens (transfer lien to cash, transfer lien to bond). Please see your Aptitude Solutions contact for sample documents and so you can provide any customizations necessary. If you already have these documents prepared, please fax copies to your Project Manager. Marriage Licenses You can calculate the necessary fees associated with applying for a Marriage License and OnCore Acclaim can also generate the state Marriage License form. If you are interested in using OnCore Acclaim to generate these forms, you may need to notify Vital Statistics and receive approval. Please inform your Project Manager if you would like to use OnCore Acclaim to generate these forms. 61 Credit Card Authorization You have the ability to accept credit card payments in OnCore Acclaim and calculate any service charges fees. In addition, OnCore Acclaim can receive credit card approvals via the Internet through OnCore Acclaim. OnCore Acclaim currently receives credit authorizations for Link2Gov and IPASS. If you are interested in using OnCore Acclaim to get credit approvals, you will need to give a list of vendors and their contact information to your Project Manager. You will need to provide the calculations for service charges. Custom programming may occur to set up the credit card approvals within OnCore Acclaim. .�•�`�- - z...�,.,_ "� �•k -,�`�, r.� � t �,. ��'.3��� .�:: -i��` (240) Do you want to process credit card transactions Yes No in OnCore Acclaim? (245) Specify your Ipass Merchant ID. (246) Specify your Ipass Password. (247) Specify your Link2Gov Merchant ID. (248) Specify your Link2Gov Password. Customizing the Credit Card Slip OnCore Acclaim generates two copies of a credit card slip, a merchant copy and customer copy. These slips are printed to a laser printer on a letter size paper. You can customize the verbiage of the credit card slip header, merchant credit card slip footer, and customer credit card slip footer. } 7 -_ 7 -�--r -�-.$. �.-- (250) How do you want your Credit Card slip header to display? Sample: County Name County of Court County Name, State (251) How do you want your Merchant Credit Card slip footer to display? Sample: I agree to pay the above credit amount according to card issuer agreement including the [card provider] convenience fee. [cardholder] * * * * * * * * * * * ** *Merchant C opy * * * * * * * * * * * * * * * ** 62 (252) How do you want your Customer Credit Card slip footer to display? Sample: You have acknowledged that [card provider] has charged you a non- refundable convenience fee of [convenience fee] for this service. * * * * * * * * * * * ** *Customer C * * * * * * * * * * * * * * * ** 63 Label Options Your Dymo LabelWriter comes with a sample roll of White Shipping Dymo Labels #30256. The following are examples of different labels that can be used with your LabelWriter. We have included recommended uses for each one and estimated pricing for the different choices. Label Number Description Recommended Uses Price DYMO Clear Address Label, 1 -1/8" x 3- To generate mail back labels and $8.95 30254 1/2 ", 130 per roll /1 per box official record labels: DYMO White Address Label, 1 -1/8" x 3- To generate mail back labels and $19.95 30252 1/2 ", 350 per roll, 2 rolls per box. official record labels. DYMO Clear Shipping Labels, 2 -5/16" x To generate mail back labels and 30269 4 ", 300 labels per roll, 1 roll per official record labels. $40.45 box. White Large Shipping Label, 2- DYMO To generate mail back labels and 5/16" x 4 per 300 roll, 1 roll 1 9.9 5 p p er 30256 box. official record labels. $ DYMO Receipt Paper, 2 -1/4" x 300', 1 roll To generate Public Search Labels. $8.95 30270 per box. Custom White Large Shipping Label, 2- To generate mail back labels and 5/16" x 4", Perforated down the CUSTOM Vendors middle. official record labels. Custom White or Clear 2 "x 2" Label To generate mail back labels and CUSTOM Vendors official record labels. Custom White 2 "x 4" Label To generate mail back labels and CUSTOM Vendors official record labels. You can order the above DYMO Labels from www.dymo.com. For custom options or for a bulk discount you can contact the following vendors who have produced labels for other counties using the OnCore Acclaim System. ** Please specify that all labels and continuous paper need to have a cardboard center in the roll spool that measures 1 -inch in diameter. In addition, hole punches should be positioned to the far left side of the label when it is loaded in the Dymo printer.. • Pro Data Systems, Inc. 815 Mulberry Avenue Pro Data offers the White Large PO BOX 646 Perforated Shipping Label for $7.95 Panama City, FL 32402 -0640 per roll of 300 if purchased in bulk of TOLL FREE (800) 273 -7749 LOCAL (850) 785 -1453 200,000 labels. They will also create FAX (850) 872 -0257 same label in clear. Call for pricing. Larry Jencks: prodata@knology.net 64 • Associated Tag & Label Associated Tag & Label offers the 6761 W Sunrise Blvd. White 2'x4 " custom label. Call for Fort Lauderdale, FL 33313 (954) 797 -0300 pricing. • SunCoast Marketing www.suncoastmarketing.com 3026 Southwest 42 Street #2 SunCoast offers the White and Clear Fort Lauderdale, F133312 -6809 2 "x2 " custom label. Call for pricing. TOLL FREE (800) 393 -7273 LOCAL (954) 583 -4351 Ext. 205 FAX (954) 583 -8189 Randy Eubanks: randyna,suncoastmarketing.com • U.S. Business Products, Inc. 3860 Napier Field Road U. S. Business offers Dymo labels as well Dothan, AL 36303 as a custom 2.3" x 4" white perforated label in rolls of 300. Pricing g as determined TOLL FREE (800) 443 -9107 by volume ordered: 83 -165 rolls = $9.40 LOCAL (334) 983 -8735 per roll; 166 -332 = $8.15 per roll; 333 - FAX (334) 983 -3342 495 = $7.10 per roll. Call for free samples. Brandon Watford, Sales Representative Sample Labels DYMO #30254 and #30252: M 682 1206053 M B R 8 9 6 4 5 8 2 RECORDED IN ENTERPRISE TITLE PUBLIC RECORDS LEON COUNTY 10081 PINES BOULEVARD BK:4804 pg:1149 SUITE C 01/30/2003 at 10:36AM, PEMBROKE PINE, FL D DOCUMENTARY TAX PD: $700.00 33024 BOB INZER, CLERK OF COURTS INSTR # 12059688 OR BK 4803 Pages 357 -357 RECORDED 03/04/03 17:34:32 DYMO #30256 and #30269: BROWARD COUNTY COMMISSION DEPUTY CLERK 2 1246 O 2350 #1 124602350 CHELSEA TITLE COMPANY (CASSELB) 489 E. SEMORAN BLVD. SUITE 109 CASSELBERRY, FL 32707 65 DYMO #30270: JOHN SMITH (Public Search) Transaction # 695 124602350 CUSTOM PERFORATED: • INSTR # 12059688 1246 0 2350 : OR BK 4803 Pages 357 -357 124602350 : : RECORDED 03/04/03 17:34:32 BROWARD COUNTY COMMISSION CHELSEA TITLE COMPANY (CASSELB) DEPUTY CLERK 2 489 E. SEMORAN BLVD. SUITE 109 CASSELBERRY, FL : 32707 CUSTOM 2 "x 2 ": M 682 1206053 MBR 8 9 6 4 5 8 2 RECORDED IN ENTERPRISE TITLE PUBLIC RECORDS LEON COUNTY 10081 PINES BOULEVARD BK:4804 pg:1149 SUITE C 01/30/2003 at 10:36AM, PEMBROKE PINE, FL D DOCUMENTARY TAX PD: $700.00 33024 BOB INZER, CLERK OF COURTS CUSTOM 2 "x 4 ": 1246 O 2350 124602350 CHELSEA TITLE COMPANY (CASSELB) 489 E. SEMORAN BLVD. SUITE 109 CASSELBERRY, FL 32707 Labels Currently Used in Other Counties • Bay, Indian River, Pinellas and Walton Counties are currently using Dymo's 30270 White Receipt Paper to generate all their public search labels. • Gilchrist and Baker Counties currently use Dymo's 30252 White Address Labels to generate all their mail back and official record labels. In the public search area they use Dymo 30256 labels. • Bay and Indian River Counties currently use the custom 2- 5/16" x 4" clear label with the perforation down the center. They use these labels for both mail back and official record labels. They purchased these through Pro Data Systems. • Santa Rosa and Leon Counties purchased custom 2- 5/16" x 4" white labels from Bay County's previous stock ordered from Pro Data Systems. • Broward County currently uses a custom 2" x 4" white label to generate all mail back and return labels. They purchase these through Associated Tag & Label. They also use a clear 2 "x 2" label for all court documents. A white 2 "x 2" is used for all other document labels. These 2 "x 2" labels are purchased through SunCoast Marketing. • Okaloosa County uses the white Dymo 30254 to generate all their mail back and official record labels. • Pinellas County uses a custom 1.125" x 3" clear label from SunCoast Marketing to generate all their mail back and official record labels. Technical Specifications for Different Label Types • If you choose to use Dymo's 30270 White Receipt Paper, you will need to make an adjustment per workstation to the paper type for the Dymo printer. Change the paper type to 30258 Diskette to prevent waste of excess paper. • If you choose to use Dymo's 30252 White Address Labels, in tblsettings set usecustommailbacklabel field to —1. You will then have the capability to add the mail back label to the annotation/label setup. Please contact the helpdesk for assistance with 67 this. You will also need to make an adjustment to each workstation to Dymo's printer preferences to print landscape. 68 Annotation/Label Setup Submit examples of the Clerk Stamp you would like to appear on the first page of the recorded document, each corresponding page of the recorded document, and the label to be affixed on the first page of the original document. Submit examples for each different Book Type. (Please contact your Project Manager with the following information or fax to 407 - 260 - 2315) Upon reviewing the Clerk Stamp on the first page of the recorded document, each corresponding page of the recorded document, and the label to be affixed on the first page of the original document, I confirm that the following is correct and ready for implementation. Initial next to each Clerk Stamp: Clerk Stamp on the first page of the recorded document: Clerk Stamp on each corresponding page of the recorded document: Clerk Stamp on the label to be affixed of the first page of the original: Clerk Stamp on the first page of the recorded document with the following specific fees: • Deed Documentary Stamp: • .Mortgage Documentary Stamp: • Intangible Tax: Clerk Stamp on the label to be affixed of the first page of the original with the following specific fees: • Deed Documentary Stamp: • Mortgage Documentary Stamp: • Intangible Tax: Sign on the below line confirming that all labels were acceptable and there are no outstanding issues. Printed Name: Signed Name: 69 2 MONTHS PRIOR TO INSTALLATION TASKS The following section details all items related to the 2 Months Prior to Installation Tasks. Please reference the Pre - Installation Checklist for scheduled due dates for each task. 70 2 Months Prior Phone Conference The following items will be discussed during the 2 months prior phone conference: • Discuss all 2 months prior to installation tasks in detail • Discuss due dates for all 2 months prior to installation tasks • Schedule Supervisor Training • Discuss OnCore Acclaim Live /Train database setup • Discuss Online Live /Test Public Search Engine Setup and Configurations • Discuss Live /Test Online Escrow Site • Discuss Status of Administrative tables, Data, Accounting and Image Conversion • Review Status of Program Changes • Discuss the Parallel Test Day(s) • Discuss Status of Action Plans • Schedule Phone Conference for Creating Training Schedule (Supervisor and User) 71 ' k Q cd 0 0 0 cd 0 cd 0 O U O O 0 •U .2 .0 •U 0 d cd ( 1 cd cd cd O O 0 O 0 O 0 a : 1'! o p o o 0 0 o U U U U U -241 0 Z O O O O O O 6, z u, z z z z z c d ., `‘.3 up 0 up 0 0 0 up 0 up 0 O AI E a N 4 0 t. `: U x U - 0 0 0 ,4 p ,- , E 55 a>, 0 — 6 fi t-, p o � al 1 y am ' y ¢ , c y O `n 0 40 a, k .... 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In addition to completing the checklist, your Project Manager will provide you with a web configuration guide. If you have any questions in regards to any item please contact your Project Manager. Online Pre -Setup Checklist The following checklist is to assist Aptitude Solutions with customizing and pre -setup of the OnCore Acclaim Online Public Search Engine. Enter the date completed next to each task. Enter the Date Description Completed 1. Submit a disclaimer to appear on the public search engine. The disclaimer page is where the web site will initially point to, forcing the user to accept the disclaimer prior to performing searches. 2. Submit the URL the site is going to be using. URL: 3. Submit your minimum browser requirements that are expected. Note: Please submit this on an additional page. 4. Submit your standard security practices of installation of the public search engine, if any. Example: type of firewall, proxy server, etc... Note: Please submit this on an additional page. 5. If you are going to allow images on the website, are you requiring a login and password for users to view images? If so, will basic users be granted automatic access to index information? Or will all users be required to log in? 6. Will you be charging users who access your secure website either a flat rate or per minute charge? If per minute, specify the rate. 7. Do you want to link to your Alpha Index website (if applicable)? If Yes: Submit your Alpha Index URL: 78 Online Public Search Settings Within the standard search, you have the ability to choose searching by a category. A category includes a group of document types. For example, if you record deed types separately (warranty deed, deed) you will want to categorize all deeds together to allow searchers to lookup all types of deeds associated with a name. Please submit all categories and related document types to your installation Project Manager. You also have the ability to set the different search types that users can perform. Please mark a check next to each search criteria to be removed. Also, note next to each criterion if you require the description name to be changed and what you would like to appear instead. If there are any additional criteria's necessary or if you have any questions, contact your Project Manager immediately. Remove Description Name (If applicable) 1. Name 2. Book and Page 3. Case Number 4. Category 5. Consideration 6. Record Date 7. Document Type 8. Instrument # 9. Today's Documents 10. Yesterday's Documents 11. Legal Description 12. Simple Search (see below) 79 Online Simple Searches If you choose to include the Simple Search, you have the option of customizing the phrases associated with this search. Please see the default options listed below and detail any customizations you require. Search BY.. Enter Your Search Criteria Below: I Name t` Book (sage t~ I want a copy of a deed. ( Instrument C I paid off my mortgage and I need the document that proves it. r case s C 1 want to know if there are any liens/judgements against me or a property. Docume Type C I want to know if a lien has been cleared or released_ Cvnt«idaretiun I want a copy of a divorce. ` Record Date r I want a copy at a military discharge. 6. Simple Searches 1 need a copy of a will FAQ ( 1 want a copy of a property foreclosure_ C I want to see all documents for a name. 80 Internal Public Search All internal Search Screen display settings require 1024 x 768 resolution. Additionally, you must determine if you will allow professional searchers the ability to auto -print document copies and debit their escrow account. Internal Search: ProSearchers & Escrow Settings The internal search engine contains additional features that allow professional searchers to automatically print copies and then debit their escrow account. It is important to determine whether you will use this feature so that all escrow accounts can be set up and a designated printer can be assigned. Enter the Date Completed Description 1. Determine whether to allow professional Searchers the ability to auto -print document copies and debit their escrow account. YES or NO 2. Will you customize individual escrow balances? Or set a standard minimum balance across the board? 81 Internal Search: Document Categories Within the internal search, you have the ability to choose searching by a category. A category includes a group of document types. For example, if you record deed types separately (warranty deed, deed) you will want to categorize all deeds together to allow searchers to lookup all types of deeds associated with a name. Please submit all categories and related document types to your installation project manager. If you already submitted a list of document categories for the Online Public search, the same list will be used for the internal search. Internal Search: Search Types You also have the ability to set the different search types that users can perform. Please mark a check next to each search criteria to be removed. Also, note next to each criterion if you require the description name to be changed. If there are any additional criteria's necessary or if you have any questions, contact your Project Manager immediately. Remov Description Name (If applicable) 1. Name 2. Book and Page 3. Case Number 4. Category 5. Consideration 6. Record Date 7. Document Type 8. Instrument # 9. Today's Documents 10. Yesterday's Documents 11. Legal Description 12. Agent Name 13. Parcel ID 14. Grantor 15. Grantee Note: Search results can also be sorted based on the type of search performed. For example, when performing an Agent Name search the search results will be sorted first by Name, then by record date. Please contact your project manager for more information or if you would like to change the search result order. 82 83 Follow Up Hardware Phone Conference The Follow Up Hardware Phone Conference will take place prior to the Final Implementation Date to review the items discussed in the Initial Hardware Phone Conference. The following details all items that will be reviewed during the phone conference: • The number of peripherals and workstations that will need to be purchased/have been purchased. Please reference the Hardware Requirements Per Process worksheet to assist with identifying what peripherals are needed for each process. • Review database and network configurations. Please reference the Environment Requirements document. • Review locations needed for housing "ARM" share, releaser, automated export, and report location. 84 OnCore Acclaim Hardware Requirements Per Process The following provides a breakdown of all equipment required for the Aptitude Solutions' OnCore Acclaim per process. • Required equipment is denoted with "X" • High recommendation optional equipment is denoted with "O -H ", • Low recommendation optional equipment is denoted with "0-L". Note: No additional peripherals are necessary for the Log, Admin, Record2, QC, Index, and Verify processes. OnCore Acclaim Process Desktop Flatbed/IRO Label Laser Barcode Scanner Speed Scanner Printer Printer* Reader Recordl /Scan Process *Barcode Reader is to be used to quickly X X O -L access only suspended transactions. Cashier Process *Barcode Reader is to be used to quickly X O -H access all transactions to cashier. Return Process *Barcode Reader is to be used to quickly X X O -H access all transactions to return. Full Service Process *Flatbed/High Speed Scanner is to be used to allow users to scan X O -L X X O -L oversize or high volume. *Barcode Reader is to be used to quickly access only suspended transactions. Search Process *A desktop scanner is necessary if a search user is required to scan check payments. *A label printer is required if a search user O -L O -L X O -L will need to generate a mail back label for search requests. * Barcode Reader is to be used to quickly access only suspended transactions. Public Search Process *OnCore Acclaim has the option to allow pro- searchers to auto -print document X O -H copies and receipts without having to go to the Search counter. Reports X Accounting O -H *Laser Printer is to be used to print reports. *Laser Printer can be either a dedicated or shared printer. 85 Environment Requirements The implementation of OnCore Acclaim requires several access rights in order for our programming and training staff to properly install and configure OnCore Acclaim. Please review the requirements detailed below and refer to the OnCore Acclaim Spec Sheet for more detailed information. If you do not already have the Spec Sheet, you can obtain one from your Aptitude Solutions Contact. Web Application Requirements • Read, Write, and Delete permission to all files /folders in the application directory. • Inbound communication over port 80. • Outbound on Port 80 to IP address specified by Aptitude Solutions • Valid SQL connection string (Read Only access to all OnCore Acclaim objects...tables, views, etc.) • Valid URL to any optional web services. • Permission to communicate to the database via a specified port. • Microsoft.Net Framework 1.1. • Disable virus checking on all files during `file access.' Client Web Browser Requirements • Default web browser settings o Must allow session cookies. o Must support Java Applets, if using Tiffy image browser. Image Web Service Requirements • Inbound and outbound communication over port 80 to the web server. • Read access to the image directory. • Microsoft.Net Framework 1.1. OnCore Acclaim Application Requirements • Read and write permissions to registry settings to the following path: o HKEY CURRENTUSER/Software /VB and VBA Program Settings /RecordingModule • Application must be installed by a user with full administrative rights • Read, write, and delete temp files under the temp folder. • Read, write, and delete files under the OnCore Acclaim application folder. o C:\Program Files \RecordingModule • Read access to the `Launcher' directory. 86 • SQL Rights: Select, update, insert, and delete on all tables and views in DBLive Database. Database access to all other DBLive dependent databases, exec rights to all sp_insert procedures. • Read, write, and delete permissions to the `Image' directory. • Do not turn off VB Scripting on local workstations. Misc. Notes & County Acknowledgement Due to constant development cycles of our technology products, Aptitude Solutions reserves the right to alter or change product specifications as needed. Aptitude Solutions recommends "name brand" equipment with Intel Pentium class processors (i.e. HP, IBM, DELL, Gateway). All software is developed and tested in a Windows environment with Intel Pentium class processors. All equipment costs are estimates and are for reference only. I have read and understand the above requirements. By signing this document, I acknowledge and accept the above conditions. Signature: Date: Hardware /Network Contact 87 Training Aptitude Solutions will send a Software Trainer onsite prior to installation. All training is performed "hands on" with each employee. Typically, training sessions will require 1 to 3 hours per employee depending on their job tasks. Complete the OnCore Acclaim Training Request Form by including each individual to be trained and marking the appropriate training needed for each employee. Review the detailed information below to assist you with deciding what training is needed for each employee. Supervisor Training Aptitude Solutions will schedule a preliminary training session for the Recording Department Supervisor. Supervisor training focuses on advanced components such as Admin tables, overrides, accounting, and reports. During this time, training will include setting up and customizing all Admin tables. Please note that this training will use two days of your allotted training as listed in your contract. Supervisor training is highly recommended and imperative to the successful installation of OnCore Acclaim. The following items will be completed during the on -site supervisor training: • Complete Supervisor Training • Review Marriage License Process (If Applicable) • Test High Speed Scanners w/ OnCore Acclaim 88 Professional Searcher and Web Users Training Aptitude Solutions recommends inviting Professional Searchers and Title Agent Companies to preview and be trained on the new internal public search engine. Schedule one to two hours of training a day or two prior to the installation. Please, inform your appointed trainer of the date, time and number of people that will attend the training session. Also, we require a representative from your Search Department to be available during the training session. Note: These training hours will be considered part of the training hours as stated in your contract. User Training Review the detailed information below to assist you with deciding what training is needed for each employee Admin: Admin users maintain the Doc Type, Fee Type, Employee, Source Code, Abbreviations, Suspense Codes, Agents, Reports, Annotation/Label, and Toolbar Setup tables. Record 1/ Scan: Record 1 /Scan processors identify transaction type, create transactions, add items in preparation for scanning, create buckets for received funds, and endorse checks when applicable. Processors then scan documents and modify images in a transaction. In addition, these processors also have the ability to add suspense reasons to the transaction. Record 2: Record 2 processors record transaction items by inputting specific recording information in the required fields. Record 2 processors determine the number of names, consideration amount (if applicable), and any other additional fees associated with each document. Using the up -front scan method, Record 2 processors will be recording from the image, not the paper face document. Record 2 processors also have the ability to add suspense reasons to the transaction. Cashier: Cashier processors cashier transactions after they have been through Record 1, Scan, and Record 2 processes. Cashiers are responsible for reconciling or suspending the transaction, generating a receipt or suspense letter, and handling refunds and endorsed checks from the package. In addition, Cashiers are responsible to perform a daily close out. QC: QC processors view each scanned image after they have been through Record 1, Scan, Record 2, and Cashier processes. The QC (Quality Control) process is performed to verify the quality of all scanned documents prior to the original documents being returned to the customer /agent. Index/Verify: Index and Verify processors index /verify transactions after they have been through the Record 1, Scan, Record 2, Cashier, and Full Service processes. Users are responsible for completing all necessary and required fields according to the doc type of each item in the transaction. Return: Return processors print Transfer Tax labels (if applicable), document labels, and copies /certified for transactions that have been through Record 1, Scan, Record 2, Cashier, QC and/or Full Service Processes. In addition, Return processors are responsible for rescanning 89 images identified by the QC'er and for returning the original documents back to the customer /agent. Full Service: Full Service processors identify the transaction type, create transactions, add items, scan items, and endorse checks when applicable. Full Service processors are also responsible for determining the number of names, consideration amount (if applicable), and any additional fees associated with each document. In addition, Full Service processors must determine if the transaction payment amount falls within an acceptable range for recording. Otherwise, the transaction must be suspended. Full Service processors are responsible to perform a daily close out. Super Full Service: Super Full Service processors identify the transaction type, create transactions, add items, scan items, and endorse checks when applicable. Super Full Service processors are also responsible for determining the number of names, consideration amount (if applicable), and any additional fees associated with each document. In addition, Super Full Service processors must determine if the transaction payment amount falls within an acceptable range for recording. Finally you must quality control the images and prepare the documents to be returned to the customer. Otherwise, the transaction must be suspended. Super Full Service processors are responsible to perform a daily close out. Search: Search processors create search transactions, add search items, locate documents, generate (certified) copies and handle payments. Search processors are also responsible for determining any additional fees associated with each document. In addition, users must determine if the transaction payment amount falls within an acceptable range. Search processors are responsible to perform a daily close out. Reports: Users are trained on all of the reports in OnCore Acclaim and how to run the reports properly. Users marked to be trained in Full - Service, Cashier, or Search will be shown how to run Individual Close Out reports and are not required to be marked for Reports training. Accounting: Accounting users perform the Chief Close Out function. Each user who is trained for either Full Service, Cashier, or Search will also be trained to perform an Individual Close Out. Once these users complete the Individual Close Out, then the Chief Close Out must be performed to reconcile each individual user. Accounting users also have the ability to hold and /or unhold refunds. 90 • 0 0 0 0 CI 0 0 0 0 0 0 CI • 0 0 0 0 CI 0 CI 0 0 0 0 0 • 0 0 0 El 0 0 0 0 CI 0 CI CI 0 0 0 0 0 0 0 0 0 0 0 0 0 0 CI 0 0 0 0 0 0 0 0 t 0 0 CI 0 0 0 0 0 CI 0 0 0 0 0 0 CI 0 0 0 0 0 0 0 0 CI 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 CI 0 CI CI 0 0 0 CI 0 0 CI 0 0 0 = •" 5 „ • 0 .- .- C N 00 cr; O r • 0 oq 0 eel a'3 Ste"' O • cat U O O O o en O 0 0 en O O 0 0 O O 0 0 0 M o M O O � -•� . --i N N O M O M O M O M O 00 N N M M 4 4 vi U Co U o U O 0 0 o M 0 0 00 0 0 0 0 o 0 o 0 0 0 M O M O O .-- .--� N N M M O M O M O O 00 01 O r .- -. - N N M M v 4 v1 o _ c $:1. E o o o o O 0 n o o ° o o o o o o o o o M co M O O .--� .-•+ N N O M O M O M O M O 00 O� N N M M 4 1r U E r O 0 0 O M O O O M O O OM 0 0 0 0 O O O 0 0 N M O M O O O O O — N N O M M M M 00 O� 01 N N M M 4 4• V7 3 V 'd •p 0 •^" a) ett s.. 0 0 0 0 c O ° 0 ° O 0 0 0 0 0 0 0 0 O M O M O N N O M O M O M O M O 00 O\ 01 .-r .-. . — — — — .--+ N N M M 4 4 v; County Logo Submittal You can submit a county logo to appear on your OnCore Acclaim receipts (see black arrow below). Send the County logo in a .bmp, .jpeg, or .gif format. Suggested size of the logo should be about 100 (width) x 75 (height) pixels. In addition, if a black and white logo is available you might want to submit it for a better quality when the receipt is printed out. Additional information can be added to the receipt such as county name, County name, address, or phone number. Please provide your Project Manager with the information you would like to appear on the receipt. Snapshot Transaction #: 200613598 Receipt #: 200901845 Aptitude Solutions 851 Trafalgar Court, Suite 16CW Maitland, FL 32715 Cashier Date: 4/19/2010 12:08:48 PM (1) Print Date: 4/19/2010 1:44:05 Pbi (866) 278 -4765 sew_ .r,.o- -art ua,�a.. +a...u,.�aaa�..�`.»}a`s E` ...c'itlCt« f „�:,- •'- _ _ , . _r,�. , , „ .ti (6) AGFIRST FARM CREDIT BANK Date Received: 4/19/2010 Total Fees: $10.00 Source Code: Over The Counter Total Payments: S10.00 Q Code: Return Code: Trans Type: Recording Bin Number: (CASH) CASH PAYMENT Tendered: $10.00 $10.00 , "� g .. tee rD) DEED BKPG: 277/390 Instrument &: 20100000094 Date: 4/19/2010 12:08:48 PM From: ID: DEED DOC STAMP 0.000 50.00 RECORDING FEES 1.0000 $5.00 VI `' _.,h r.$;� a . o. .rXo. _ z�ra #t- ?� 4t ;A1, s.. ss e .,c�4,� rx =.� rW ._se'', �� ... 3:: a�2 �� 5 o-. ' t ` c �` � X54 a .`£ # a .*z v .ter , t � `�� � � _� � �� 2•. ���� ' � � .. u . � � � ' �' � ,., hv �v '< � 'tom vs., 4: 4*. 93 Customizing Labels and Annotations You have the ability to customize the document labels that are generated from OnCore Acclaim and the annotations that are burned into the images in OnCore Acclaim. Your Project Manager will assist you with customizing both the labels and all necessary annotations. Customizing Labels You will be requested to fax or mail copies of your current labels or stamp that is being applied to each document. Also, inform your Project Manager if you would like any additional information to be added to the document labels. You can customize labels based on book types. Once your Project Manager receives the customization requests, he/she will customize the label and submit an example for your approval. Customizing Annotations You will need to inform your Project Manager of all requested customizations for the annotations for the following: • Official Record, Plat and all other book type stamps. o First Page Annotation o Middle Pages Annotation o Last Page Annotation • Voided Documents — Images that are marked voided in OnCore Acclaim will be replaced with a voided page. Specify the verbiage that should display on this page. • Sealed Documents — Images that are marked sealed in OnCore Acclaim will be replaced with a sealed page. Specify the verbiage that should display on this page. • Expunged Documents — Images that are marked expunged in OnCore Acclaim will be replaced with an expunged page. Specify the verbiage that should display on this page. • Deleted Pages — Any image that is deleted in OnCore Acclaim will be replaced with a deleted page - Specify the verbiage that should display on this page. • Confidential Pages — Images that are marked confidential in OnCore Acclaim have the option to be replaced with a confidential page. Specify the verbiage that should display on this page. 94 Customization of the OnCore Acclaim Databases You have the ability to convert the majority of the Admin tables from your current system; however, if you did not convert all the tables you can still setup and/or customize prior to installation. The following is a list of the Admin tables that should be customized prior to installation: • Document Type Table • Fee Type Table • General Ledger Table • Agent Table • Users and Roles Table • Toolbar and Function Keys • Abbreviations Table • Source/Return Codes • Suspense Codes • Password Setup Table Note: All of these tables can be customized after installation. 95 Customize Document Type Table You have the ability to add new or customize existing document types in OnCore Acclaim. Use the information below to assist you in customizing the document type table. In addition, you will be required to add fees types and doc type fields to each doc type. These two processes will be performed in the database prior to going live. Abbreviation: Enter the doc type key. For example, for Deed enter D. Description: Enter the description for the Doc Type Key. For example, enter Deed for the Doc Type Key D. Active: Check this box to make the doc type active which allows recorders to select the doc type. Book Type ID: Select the Book Type the Doc Type should be recorded in. The Book Type must be listed as one of your Book Type Codes in the Book Type table. Default Confidentiality: Select an option to distinguish the Confidential status of the doc type (None, Confidential, Sealed). For example, for Adoption documents select Confidential in the Default Conf. field if you would like to prohibit the public from viewing the Adoption image and index information. The majority of your doc types should be assigned with None in this field. Default Number of Pages: Enter the default number of pages for the document type. Auxiliary Requirement: Select an option from this field if the document will require a Transfer Tax Form/Auxiliary Image. If you will not be scanning Transfer Tax Forms /Auxiliary Images, do not select any option in this box for any. doc type. Required Verify: Place a check in this field if the Doc Type requires to be verify in addition to be indexing. For example, Affidavit documents that contain little indexing by leaving this field uncheck will not require a user to verify it. 96 Customize Document Type Table You have the ability to add new or customize existing document types in OnCore Acclaim. Use the information below to assist you in customizing the document type table. In addition, you will be required to add fees types and doc type fields to each doc type. These two processes will be performed in the database prior to going live. Abbreviation: Enter the doc type key. For example, for Deed enter D. Description: Enter the description for the Doc Type Key. For example, enter Deed for the Doc Type Key D. Active: Check this box to make the doc type active which allows recorders to select the doc type. Book Type ID: Select the Book Type the Doc Type should be recorded in. The Book Type must be listed as one of your Book Type Codes in the Book Type table. Default Confidentiality: Select an option to distinguish the Confidential status of the doc type (None, Confidential, Sealed). For example, for Adoption documents select Confidential in the Default Conf. field if you would like to prohibit the public from viewing the Adoption image and index information. The majority of your doc types should be assigned with None in this field. Default Number of Pages: Enter the default number of pages for the document type. Auxiliary Requirement: Select an option from this field if the document will require a Transfer Tax Form/Auxiliary Image. If you will not be scanning Transfer Tax Forms /Auxiliary Images, do not select any option in this box for any doc type. Required Verify: Place a check in this field if the Doc Type requires to be verify in addition to be indexing. For example, Affidavit documents that contain little indexing by leaving this field uncheck will not require a user to verify it. 97 Customize GL Accounts Table You have the ability to add new general ledger accounts or customize existing general ledger accounts in the GL Accounts table. Use the following information to assist you with customizing the GL Accounts table. You will also have to link the GL Accounts to appropriate Fee Types in the database prior to going to live. GL Account Types • GL Account Type ID: This field is automatically populated by OnCore Acclaim. This amount can only be updated behind the scenes. Description: Enter the General Ledger Account Type Description. GL Number: Enter the General Ledger or Account Number associated with the Fee Type. GL Description: Enter a General Ledger or Account Number Description associated with the GL Number. Active: Place a check in this field if this is a current active Fee Type. GL Accounts • GL Account ID: This field is automatically populated by OnCore Acclaim. This amount can only be updated behind the scenes. Description: Enter a General Ledger or Account Number Description associated with the Account Number. Account Number: Enter the General Ledger or Account Number associated with the General Ledger Account Type. Active: Place a check in this field if this is a current active GL Account. 98 Customize Agent Table You have the ability to add new Agents or customize existing Agents in the Agent table. Use the following information to assist you with customizing the Agent table. • Agent Key — Type the number you wish to assign to the agent. • Active — Select this checkbox to make this agent available for use. • Name — Type the agent's full name. • Line 1— Type the agent's postal street address. • Line 2 — Type any addition postal street address information. • City — Type the agent's city location. • State — Type or select the agent's abbreviated state location. • Zip — Type the agent's zip code. • Will Call Number — Type a call number. • Can Defer Payment— Select this checkbox to allow the agent to defer payment. • Can Escrow Payment — Select this checkbox to allow the agent to use escrow payments. • Is Attorney — Select this checkbox if the agent is an attorney. • Is Escrow Agent — Select this checkbox if the agent uses escrow. • Is Government Agent — Select this checkbox if the agent is a government agent. • Password — Type an agent password for escrow /prosearch. • Q Filter Code — Begin typing or select a code such as Broward, court drop -off, Government, Mail, Over the Counter, Will Call, Express Mail, or Miscellaneous. • Return Code — Begin typing or select a code such as Broward, court drop -off, Government, Mail, Over the Counter, Will Call, Express Mail, or Miscellaneous. • Waive Fee Option — Select Never, Always, or Sometimes to waive recording fees. • Escrow Account ID - This field is automatically populated by OnCore Acclaim. • Escrow Balance — This field is automatically balanced by OnCore Acclaim. This amount can only be updated behind the scenes. • Minbalance — Set the minimum balance for the escrow account. • No Checks — Select this checkbox to not accept checks from this agent. • No Refunds — Select this checkbox to not allow refunds for this agent. • Escrow Notify Date — This is the date the agent was last notified of a low escrow balance. This field should not be typed in. 99 • Escrow Verify Date — This is the date the agent last verified their escrow balance over the web. This field should not be typed in. • ERecord Name — Type an electronic recording name. • Allow ERecord— Select this checkbox to allow ERecording for this Agent. • WebAccess — Set the level of security for images from 1 -5. 100 Toolbar and Function Keys Users can perform multiple actions with a couple of keystrokes that execute Toolbar and Function keys. OnCore Acclaim allows you to determine the Toolbar and Function keys for menu and toolbar items. By allowing you to establish the Toolbar and Function keys, you can reduce the learning curve for users by using the same keystrokes established in your previous system. Complete the Toolbar and Function Keys Worksheet to assist you with assigning the appropriate shortcut for each item. Note: You can only assign a hot or function key once. Review the following page to assist you with assigning hot keys. Each time you assign one, cross it off the list below so you do not accidently assign the same shortcut key for more than one function. Ctrl +A Ctrl +N Fl Ctrl +F 1 Shift +F 1 Ctrl +Shift+F 1 Ctrl +B Ctrl +O F2 Ctrl +F2 Shift+F2 Ctrl +Shift +F2 Ctrl +C Ctrl +Q F3 Ctrl +F3 Shift +F3 Ctrl +Shift+F3 Ctrl +D Ctrl +R F4 Ctrl +F4 Shift +F4 Ctrl +Shift+F4 Ctrl +E Ctrl +S F5 Ctrl+F5 Shift +F5 Ctrl +Shift +F5 Ctrl +F Ctrl +T F6 Ctrl +F6 Shift +F6 Ctrl +Shift+F6 Ctrl +G Ctrl +U F7 Ctrl +F7 Shift +F7 Ctrl +Shift +F7 Ctrl +H Ctrl +V F8 Ctrl +F8 Shift +F8 Ctrl +Shift+F8 Ctrl +I Ctrl +W F9 Ctrl +F9 Shift+F9 Ctrl +Shift+F9 Ctrl +J Ctrl +X Ctrl +K Ctrl +Y Ctrl +L Ctrl +Z Ctrl +M Tip: Items recommended by Aptitude Solutions to be assigned a hot or function key appear in bold text. 101 Customize Users and Roles Table User settings and permissions must be determined prior to the implementation of OnCore Acclaim. Please copy this form and complete all necessary information for each employee who will be working in OnCore Acclaim. Summary of Users and Roles Worksheet Use the following information to assist you with completing the Employee Worksheet. User Login Login ID: Can contain letters and /or numbers. The Login ID will appear on the first page of each recorded document if the Record By field is used in the annotation. Full Name: The full name of the employee. Password: May contain letters and /or numbers. User Roles Recording Complexity: The complexity level determines which doc types the user has the ability to record. If you will not be using complexity levels you must enter 0 in this field. If you will be applying complexity levels enter a value between 0 and 6. Enter 0 to distinguish a user who can record simple documents and 6 to distinguish a user who can record complex, advanced documents. Indexing Complexity: The complexity level determines which doc types the user has the ability to index/verify. If you will not be using complexity levels you must enter 0 in this field. If you will be applying complexity levels enter a value between 0 and 6. Enter 0 to distinguish a user who can index/verify simple documents and 6 to distinguish a user who can index /verify complex, advanced documents. Report Level: Determines which reports a user can run. The system allows you to assign each report a report level. If the user's report level is equal to or higher than the report's report level than the user can run the report. For example, assign all Individual Close Out reports will a report level of 1. Assign all other complex reports , i.e. Doc Stamps Summary report, with a report level of 6. All Full Service, Cashier, and Search processors who are assigned with a report level of 1 will be able to view and run all their Individual Close Out Reports. However, all reports with a higher report level of 1 will not appear on screen for Full Service, Cashier, and Search processors' screen. 102 Process Access Rights Note: Review Training Notes on page 20 to determine the appropiate access rights for a user. Misc. User Rights Supervisor: Allows users to perform override functions, ie. revising and voiding transactions and annotating recorded documents. Restore Image: Allows users to restore backup images. Maintain Accounting: Allows users to access the menu items, Chief Close Out and Refunds, located under Accounting. Admin User Rights Note: If you assign any Admin User Rights, you must also give the user access to the Admin Process. Assign Hot Keys: Allows users to modify hot and function keys for OnCore Acclaim. Maintain Doc Types: Allows users to add, delete, and edit the Doc Type Table. Maintain Fee Types: Allows users to add, delete, and edit the Fee Type Table. Maintain Employees: Allows users to add, delete, and edit the Employee Table. Maintain Source Types: Allows users to add, delete, and edit source and return codes. Maintain Abbreviations: Allows users to add, delete, and edit the Abbreviation Table. Maintain Suspense Codes: Allows users to add, delete, and edit the Suspense Codes Table. Maintain Agents: Allows users to add, delete, and edit the Agents Table. Maintain Annotation: Allows users to add, delete, and edit Clerk Stamps for each Book Type. 103 Users and Roles Worksheet Note: Please see Summary of Employee Worksheet for a description of each item. Login ID User Login Full Name • Password Recording Complexity User Levels Indexing Complexity Report Level Process Access Rights: Check each access right the user should have. Log Process Verify Process Admin Process Cashier Process Record 1 Process QC Process Record 2 Process Full Service Process Scan Process Search Process Index Process Return Process Misc. User Rights: Check each additional right the user should have. Supervisor Maintain Accounting Restore Image Admin User Rights: Check each Admin right the user should have. Assign Hot Key Maintain Abbreviation Maintain Doc Types Maintain Suspense Codes Maintain Fee Types Maintain Agents Maintain Employees Maintain Annotations Maintain Source Types 104 • Customize Abbreviations Table Managers can pre - populate OnCore Acclaim with common abbreviations. This will allow users to quickly type lengthy and commonly used words. It also enforces consistency within the recording department. The abbreviation table can be used for three different functions. First, you can populate the abbreviation key field with alpha or numeric code that a user can type in any field. The system will then convert the code to the corresponding abbreviated word. Or the abbreviation table can be used so users can populate the city and state fields quickly. In the abbreviated word field enter the city and state in a "city, state" format. By typing the abbreviation key in the city field, the system will auto - populate the city and state in the appropriate fields. In addition, the abbreviation table can be used to enforce abbreviation consistency. For example, by entering the word "mortgage" in the abbreviation key and "MTGE" entered in the abbreviated word; when any user types the word mortgage the system will automatically convert the word to MTGE. If data was not converted to the abbreviation table or you would like to add more abbreviations, complete the following worksheet. Abbreviation Key Abbreviated Word Abbreviation Key Abbreviated Word 105 Customize Source /Return Codes OnCore Acclaim allows you to track transactions by how you received the package and how the package will be returned. By pre - populating the Source Code table, users are able to easily select the Source and Return Codes from a drop down box. In addition, the Source Code allows managers to easily track the volume of packages if using the Log Process; Furthermore, the Source Code can be used to filter the Recording queue if using the Record 2 Process. Complete the following worksheet to pre - populate the Source Code table. Key Description Source Return Q Code Code Code M Mail Customize Suspense Codes OnCore Acclaim allows users to attach suspense reasons to a transaction that cannot be recorded for various reasons (i.e. insufficient funds or the transaction was missing a document). Adding suspense reasons to an item or to the transaction not only allows you to have an audit trail for the transaction but also allows users to generate a suspense letter stating the reason(s) the transaction could not be recorded. You have the ability to pre - populate the Suspense Code table to allow users to quickly add suspense reasons to the transaction. Submit a list of suspense reasons to be added to the Suspense Code table. In addition, submit the return to instructions that will display in header of the suspense letter. 106 Customize Password Setup Table Users have the ability to manage their own passwords in OnCore Acclaim. The Password Setup table allows supervisors to place global restrictions on password criteria such as size, alphanumeric p P g P � P settings, punctuation, uniqueness and case sensitivity. Supervisors can also change individual settings such as forcing a user to change their password at next login, disallowing a user from changing their password, setting a users' password from expiring, and locking a user out of OnCore Acclaim. • Min Life in Days: Set the minimum number of days that a password can expire. Note: If the Min Life in Days is set to 0, users can change their password as often as they want. • Max Life in Days: Set the maximum number of days a password can expire. Note: If the Max Life in Days is set to 0, user's passwords will never expire. • Min Length: Set the minimum number of characters for user's password. Note: If the Min Length is set to 0, users can have blank passwords. • Max Length: Set the maximum number of characters for user's password. Note: If the Max Length is set to 0, there are no maximum characters for user passwords. • # Unique Prev Pwds: Set the number of unique previous passwords. Note: If the # Unique Prev Pwds is set to 0, users may change their password to the same password. If the #Unique Prev Pwds is set to any other number, users must use a different password X amount of times before reusing a password. • # Lockout Retries: Set the number of times a user can enter an incorrect password before being locked out of OnCore Acclaim. Note: If the # Lockout Retries is set to 0, a user will never be locked out of OnCore Acclaim for entering an incorrect password too many times. Tip: If the Min Length field is set to 0, the Min Life in Days, Max Life in Days and # Unique Prev Pwds fields get set to 0 and are disabled. Mandatory is also removed from all dropdown lists. Any dropdown with mandatory set, will be changed to allow. All passwords are optional when the Min Length field is set to 0. • Alphas dropdown list: Allow, disallow, or mandate alpha characters for passwords. • Numbers dropdown list: Allow, disallow, or mandate numeric characters for passwords. • Punctuation dropdown list: Allow, disallow, or mandate punctuation characters for passwords. • Case Sensitivity dropdown list: Allow, disallow, or mandate case sensitivity for passwords. • User Change dropdown list: Allow or disallow, or mandate users from changing their own passwords. 107 I MONTH PRIOR TO INSTALLATION TASKS The following section details all items related to the 1 Month Prior to Installation Tasks. Please reference the Pre - Installation Checklist for scheduled due dates for each task. 108 1 Month Prior Phone Conference The following items will be discussed during the 1 -month prior phone conference: • Confirm Parallel Record Test Date • Receive Confirmation to Use OnCore Acclaim's Marriage License from Vital Statistics • Review OnCore Acclaim Database Backup Documentation • Install Hardware & Peripherals on all workstations • Setup designated Location with "ARM" share • Setup designated Location with Reports • Setup designated Location with the Releaser • Setup designated Location with Automated Export (if applicable) • Setup OnCore Acclaim Live /Train database server • Setup Live /Test Online Public Search Engine • Setup Live /Test Online Escrow Site • Update Live /Train Database with Customized Administrative Tables • Load Converted Historical Data • Perform Historical data conversion test • Receive all Labels • Configure & Test OnCore Acclaim Credit Card Authorizations (if applicable) • Fax Copy of the Credit Card Voucher • Sign off on the Credit Card Voucher • Complete Parallel Record Test Day • Review and Discuss Parallel Record Test Day results • Schedule 2 weeks prior phone conference 109 Setup Live /Test Online Public Search Engine The County and Aptitude Solutions will need to setup both a live and test area to host the Online Public search engine. A test area is required so that the County may test any new versions of the Online Public Search engine without affecting the Live website. Setup Live /Test Online Escrow Site The County and Aptitude Solutions will need to setup both a live and test area to host the Online Escrow Site. A test area is required so that the County may test any new versions of the Online Public Search engine without affecting the Live website. Update Live /Train Database with Customized Administrative Tables Once all the OnCore Acclaim Administrative tables have been customized, they will need to be updated in both the Live and Train databases. Updating the Train database will allow users to train and test OnCore Acclaim with the same document types, fee types, agents, etc as though they were working in a live environment. Complete Parallel Test Day Prior to the implementation date, the County is responsible for completing a Parallel Test Day. The Parallel test day allows users to duplicate transactions that were created in their current system in OnCore Acclaim. This will allow users to confirm that all OnCore Acclaim settings, documents, fees, reports, etc are working correctly. In order to make the Parallel Test day effective as possible, users will need to photocopy a day's worth of transactions, documents, checks, etc for duplication. Aptitude Solutions also recommends that as many users as possible participate in the Parallel Test day to allow for as many transactions and transaction types to be processed. 11 Historical Data Conversion Approval Sheet Upon reviewing the converted data, I confirm that the data was converted properly and is ready for implementation. Sign on the below line confirming that all labels were acceptable and there are no outstanding issues. Printed Name: Signed Name: 111 2 WEEKS PRIOR TO INSTALLATION TASKS The following section details all items related to the 2 Weeks Prior to Installation Tasks. Please reference the Pre - Installation Checklist for scheduled due dates for each task. 112 Re- Export Compete Historical Data Two weeks prior to the Final Implementation Date, the County will be responsible for re- exporting the complete historical data. See the section on Exporting Data and Images for more information. Re- Export Compete Financial Data (if applicable) Two weeks prior to the Final Implementation Date, the County will be responsible for re- exporting the complete financial data. See the section on Exporting Data and Images for more information. Export Partial Image Library Two weeks prior to the Final Implementation Date, the County will be responsible for re- exporting the partial image library. If County is not supplying Aptitude Solutions with access to the images, they will be responsible for maintaining a log of all images that have been expunged, voided, sealed, blocked out, or rescanned. The County's Operational Contact will be responsible for maintaining this log. This log will need to start after the County has submitted the complete image library. These images will then need to be included in the partial image export. See the section on Exporting Data and Images for more information. User Training Aptitude Solutions will send a Software Trainer onsite prior to installation. All training is performed "hands on" with each employee. Typically, training sessions will require 1 to 3 hours per employee depending on their job tasks. Complete the OnCore Acclaim Training Request Form by including each individual to be trained and marking the appropriate training needed for each employee. Review the Training information section to assist you with deciding what training is needed for each employee. Professional Searchers and Web User Training Aptitude Solutions recommends inviting Professional Searchers and Title Agent Companies to preview and be trained on the new internal public search engine. Schedule one to two hours of training a day or two prior to the installation. Please, inform your appointed trainer of the date, time and number of people that will attend the training session. Also, we require a representative from your Search Department to be available during the training session. These training hours will be considered part of the training hours as stated in your contract. 113 OnCore Acclaim Final Implementation Setup Form Prior to the conversion and implementation of OnCore Acclaim, it is necessary to have the following items completed. Items to be completed the day prior to conversion and implementation will be performed with your assigned Aptitude Solutions Trainer. Date Completed Items to he Complete 2 to 1 Week Prior Submit the oldest date for search data. Oldest Date: Date Completed Items to he Complete Dad Prior If using the Log process, submit totals for each source code prior to the live date. Submit the starting CFN# (Instrument #). CFN #: Submit the starting Receipt Number. Receipt Number: Submit the starting Transaction ID number. Transaction ID: Close and reconcile for all users. Run reports to determine any overage /shortage totals. Submit the Book/Page #'s for all Book Types after conversion is complete. Submit the No Stamp Date. Any receipts cashiered less than or equal to this date will not be re- stamped upon rescanning. No Stamp Date: Submit the Release through Date and Release through CFN number. Release through Date: Release through CFN: Generate report containing the agent escrow balance. Submit the oldest date for a receipt to be considered for a refund (Only applicable if accounting conversion was performed). Refund Date: Change link on county website to point to the correct online search engine prior on go live date. 114 Final Export of Historical Data, Financial Data and Image Library A final export of the historical data, financial data and image library will occur the Friday before the Final Implementation Date. Aptitude Solutions will perform the final conversion over the weekend. The County may export the entire history; as oppose to, only exporting the gap of the last 2 weeks. Final Conversion of Historical Data, Financial Data and Image library Aptitude Solutions will complete the final conversion over the weekend prior to the implementation date. Aptitude Solutions recommends closing the recording department early on the Friday before the Final Implementation Date to allow for the final conversion to take place. Final Implementation Date Aptitude Solutions recommends scheduling the Final Implementation Date on a Sunday to allow for final conversion to take place over the weekend. We also recommend closing the recording department early on the Friday before Final Implementation Date or closing the recording department on the Final Implementation Date. 115 I WEEK POST INSTALLATION TASKS The following section details all items related to the 1 Week Post Installation Tasks. Please reference the Pre - Installation Checklist for scheduled due dates for each task. 116 Confirmation of Good Backups Once the OnCore Acclaim Database is implemented it is critical to confirm that the database has successful back -ups running nightly. Counties with SQL need to back up the following: • Dblivedump.bak • Dbimage_dump.bak • Dberecorddump.bak • Dbbackupxmldump.bak All files are located in the SQL dump folder located on the C: or D: drive. The back -ups are scheduled to run nightly at 9:OOpm. Note: Please contact your Project Manager for back -up information concerning other database platforms. Data Backup Plans The procedures listed below are to be performed by the County I.T. staff to ensure backup plans are in place for your database. Daily Steps: • Verify database SQL dumps succeeded. • Verify backup jobs to tape were successful. • Verify tape is in a secure preferably off -site storage facility. (Ex: Iron Mountain) Weekly Steps: • Verify the re -index SQL job ran successfully • Verify a full backup to tape takes place at least once. • Verify all tape backups are in a secure preferably off-site storage facility. (Ex: Iron Mountain) • Monitor your database size and growth. Yearly /Monthly Steps: • Verify all tape backups are in a secure preferably off -site storage facility. (Ex: Iron Mountain) • Verify you have an annual tape backup that remains offsite year- round. • Create a disaster recovery plan. o Identify RISKs. o Create response plans. o Test your recovery plan at least once a year. 117 Digital Image Backup Plans The procedures listed below are to be performed by the County I.T. staff to ensure backup plans are in place for county digital images stored at the file level. Daily/Weekly Steps: • Verify backup to tape were successful. • Verify a full backup to tape takes place at least once a week. • Verify all tape backups are in a secure preferably off -site storage facility. (Ex: Iron Mountain) Yearly /Monthly Steps: • Verify all tape backups are in a secure preferably off -site storage facility. (Ex: Iron Mountain) • Verify you have an annual tape backup that remains offsite year- round. • Create a disaster recovery plan. o Identify RISKs. o Create response plans. o Test your recovery plan at least once a year. New System Operation Status Phone Conference Please complete the post - installation follow -up one -week after the implementation date. Place a checkmark next to each item as it is completed, then include any additional information or comments. Enter the Date Description Completed 1. Confirm all users are completing closeouts. Notes: 2. Confirm supervisor is performing chief cashier closeout. Notes: 3. Confirm documents are being released and releaser is running. Notes: 4. Gather any further enhancement requests. Notes: See enhancement requests sheet 5. Follow -up with any outstanding issues. Notes: Scheduled phone conference to discuss outstanding items. 118