Harbor Management System Business Requirements - Homer, Alaska
Harbor Management System Business Requirements May, 2017 1
Table of Contents Overview and Purpose. 3 Port and Harbor Mission and Daily Operations . 3 Business Requirements . 6 Vessel and Shore-power Usage . 6 Other Revenue Streams . 7 High-level Requirements . 8 Appendix 1 – As-is Moorage, Shore Power Data Collection & Billing .14 Appendix 2 – Additional Background Information .16 Port Director / Harbormaster . 16 Deputy Harbormaster . 16 Billing and Administration . 17 Fish Dock / Ice Plant . 17 Port Maintenance. 18 Appendix 3 – Port and Harbor Fields, Forms and Reports .19 Fields . .19 Forms List . .22 Sample Forms . . 23 Reports List . 52 Sample Reports 54 Appendix 4 – Calculation Algorithms and Harbor Work Flows .119 2
Overview and Purpose The City of Homer, Port and Harbor Division, operates a harbor software program that manages billable events occurring within Port and Harbor infrastructure. This software program, called Marina, is no longer supported or eligible for upgrade. In addition, the hand-held data collection units used by Port and Harbor are obsolete and would be difficult to replace should loss or failure occur. The use of outdated and unsupported hardware and software systems presents a level of risk for Port and Harbor. Therefore, Port and Harbor seeks to commission a replacement system for the unsupported systems by means of a public Request for Proposal (RFP) process. The major business objectives are Provide a more efficient, streamlined system that minimizes staff time spent collecting data, entering data, generating statements, and performing quality control Reduce the number of revenue streams for which data is manually entered into the system Support Port and Harbor strategic planning Support the growth of the harbor with a projected service horizon of the new system of fifteen to twenty years This document outlines the business requirements for an updated harbor management system. Port and Harbor Mission and Daily Operations The Homer Port and Harbor manages all city-owned property on the Homer Spit. The strategic mission and vision of Port and Harbor is threefold: 1. Support public safety and the protection of public property 2. Promote and enforce environmental stewardship 3. Facilitate commerce On a tactical, day-to-day basis, Port and Harbor is in the parking business for vessels and land vehicles. Central to Port and Harbor’s daily operations is the tracking of vessels, and vessel locations, operating within harbor infrastructure. Vessels may be “parked” (or, more accurately, moored) in one of the more than 900 reserved stalls or along the 6,000 feet of transient vessel space. Large vessels are moored at the Deepwater Dock or the Pioneer Dock, located just outside the harbor entrance. Vessels utilizing the Fish Dock and the Ice Dock create billable events that must be documented and managed. Vessels undergoing maintenance on one of the two grids, or occupying the beach landing zone or boat yard, must also be tracked and billed. Barge landings at one of two landing areas, as well as launch activities at the boat ramp, are again billable events that must be managed. In addition to vessels, Port and Harbor is charged with maximizing the value of public property. The Port and Harbor charges visitors for long and short-term automobile parking and storage of boat trailers and gear. Finally, Port and Harbor manages upland leases on City-owned acreage on the Spit, generating more than 300K in annual revenues and creating additional transactions that must be documented. The existing application, Marina, supports entering billing information, calculates the amount due, generates statements, and tracks payment status. Port and Harbor manages revenue streams in 32 separate categories that generated more than 4.3M in revenue last year (refer to Table 1 for a list of 3
revenue streams). Of the revenue streams, thirteen are within scope to be fully automated using the new field data collection devices and workflows. As identified in Table 1, three revenue streams are fully automated in the existing system and must remain so in the new system. An additional ten revenue streams (see To Be field Collectible column in Table 1) are revenue streams that are not fully automated in the existing system, but that are required to be fully automated in the new system. Note: Port and Harbor defines fully automated as having no manual entry of field-collected data into the system and no paper-based workflows. In addition, four revenue streams generate their own stand-alone data files that will need to be entered into the new system by means of an upload or other interface. These are identified in the “Electronic Interface Required” column in Table 1. The current system uses flat files for these data exchanges as well as for an export to Caselle, the City of Homer’s finance application. The use of flat files for these interfaces is acceptable in the new system as well. For the remaining revenue streams, Port and Harbor will continue to do some processing outside of the system and then manually enter the appropriate information into the system to generate statements. See Appendix 4 – Calculation Algorithms for documentation of existing system processes. Port and Harbor seeks to manage all of these transactions with a single, supported, updatable software system that minimizes manual workflow and maximizes integration with existing City IT infrastructure. Table 1: Comprehensive List of Revenue Streams ID Description 1. Moorage (in Harbor) a. Currently Field Collectable* Reserved Vessel Moorage in Harbor To Be Field Collectable** Electronic Interface Required*** Yes i. Administration reserve moorage fee ii Change Boat in Stall Fee iii. Swap stall location fee b. Transient Vessel Moorage in Harbor i. 2. Yes Administration transient fees (annual, semi annual, monthly, and daily) Metered Shore Power Electricity a. Monthly Meter Read b. Transient Vessel Shore Power Electricity c. Meter Availability fee 3. Reserved Stall Wait List 4. Fish Dock a. Metered Crane b. Fish Dock User Permits Yes Yes Yes 4
ID Description c. Ice Dock / Ice-by-the-Ton d. Metered Water @ Fish Dock e. Fish Dock wharfage seafood f. Fish Dock wharfage ice g. Fish Dock wharfage miscellaneous h. Crane card fee 5. Currently Field Collectable* To Be Field Collectable** Electronic Interface Required*** Yes Yes Dockage (Pioneer Dock) a. Vessel Dockage b. Vessel service charge c. Metered water d. Wharfage Fee N.O.S. (not otherwise specified) e. Wharfage fuel 6. Yes Dockage (Deep Water Dock) a. Vessel Service Charge b. Vessel Dockage Yes c. Deep Water Dock Metered Water Yes d. Deep Water Dock Crane Use fee e. Deep Water Dock Stevedoring fee f. Wharfage Fee N.O.S. not otherwise specified g. Wharfage Seafood 7. Wood Grid Yes 8. Steel Grid Yes 9. Pay Kiosk at Launch and Load Ramp 10. Launch and Load Ramp booth collection fees 11. Beach Landings North of Harbor Yes 12. Boat Yard North of Harbor Yes a. 13. a. Yes Beach Landings Wharfage Barge Landings on each of Two Barge Ramps Yes Barge Landings Wharfage 14. Terminal Use Permit 15. Upland Leases 16. Pay Kiosks Vehicle Parking Yes 5
ID Description 17. Vehicle Parking permits 18. Vehicle and Trailer Impound 19. Labor and Equipment Loans 20. Boat Trailer Storage 21. Pumping and Towing 22. Land Storage 23. Cold Storage @ Fish Dock 24. Waste Oil Disposal 25. Dredge Spoil Sales 26. Fish Grinding and Disposal 27. Dock Security fees a. Currently Field Collectable* To Be Field Collectable** Electronic Interface Required*** Dock Security Admin. fee 28. Sales Tax 29. Surplus Property Sales 30. Outfall Line Connect Fee 31. Outfall Line Maintenance Fee 32. Electric Plug Sales *Currently Field Collectable means that there are no paper based workflows or manual entry. **To-Be Field Collectable identifies the new mission-critical datasets that will be captured using the field data collection devices and will no longer have paper based workflows or manual entry. ***Electronic Interface Required means there is an existing electronic system which can generate data files for upload into the new system or potentially will support a web interface. Business Requirements Tracking the status of every stall, transient area, and the number and location of each vessel using Port and Harbor facilities is the core functionality of the new system, closely followed by tracking shore power electricity used by vessels. The tracking and processing of stall status, vessel location, and use of shore power electricity in a simple, routine, and efficient manner is the central requirement of the software improvement initiative. The data gathered via the harbor management system will be used to generate timely and accurate billing statements for Port and Harbor customers, process the payments, and maximize the value of the publicly owned asset to the City of Homer. Vessel and Shore-power Usage Port and Harbor staff tracks more than 900 vessels each day during the height of the season and monitors shore-power usage from 350 metered electrical stations installed on the docks. Vessels are 6
subdivided into two main categories: Reserved and Transient. Reserved vessels have assigned, leased stalls that are paid for once per year in advance. Reserved moorage fees are determined by length of vessel or length of stall, whichever is greater. Moorage fees for reserved stalls are due on October 1 of each year. By September 30 of each year, reserved vessel owners have the option to renew or relinquish their reserved stall. When a reserved stall is relinquished, Port and Harbor offer that moorage contract to vessel owners who have enrolled on the reserved stall wait list, with priority given to those who have been on the wait list the longest. Transient vessels have no assigned stalls but are moored in specified areas within the harbor on a firstcome, first-served basis. Transient moorage fees are initiated when the vessel is first secured in the harbor. Transient moorage, based on the overall length of the vessel, may be paid in advance for a year, six months, monthly or daily. Transient moorage rates are designed to encourage the transient vessel owners to pay in advance and for as much moorage as they think they will need. The billed out rate for daily and monthly moorage is higher than the prepaid rate. Transient vessels may also be moored in reserved stalls after entering into a “hot-berth” agreement with the harbor office. Hot-berth is a condition of lease that gives Port and Harbor the right to assign transient vessels into an unused reserved stall temporarily. The hot-berth program allows the harbor to provide moorage to additional transient vessels, generating extra moorage revenue as well as creating local multiplier economics that benefit the community. All harbors hot-berth boats because this is widely seen as the highest and best use of a public facility. See Appendix 1 – As-is Moorage, Shore Power Data Collection and Billing for additional details on the as-is processes around moorage and shore power. Other Revenue Streams In addition to moorage and shore-power electrical fees, the Port and Harbor gathers data and generates billing statements for all revenue streams shown in Table 1. Once data enters the system, Billing and Administration generates charges for each relevant revenue stream and mails paper statements to customers on a monthly basis. When the customer pays (either by cash, credit card, electronic payment, or check), Billing and Administration logs the payments into Marina. To close the day, a daily transaction report is printed. Billing and Administration verifies the cash and checks (from the cash drawer) and credit card payments (from the harbor’s Intellipay system, which is separate from City Hall transactions) against the daily transaction report. Billing and Administration prepares a bank deposit slip for all cash and check payments. Monies are delivered to City Hall in a bank bag, where the deposit is checked for accuracy and then delivered to the bank. In the event of a nonsufficient funds (NSF) item, the bank notifies City Hall of the issue, and City Hall in turn notifies Billing and Administration. Billing and Administration contacts the customer, and if necessary manually removes the payment from Marina. 7
High-level Requirements The following table identifies the high-level requirements for Port and Harbor’s new harbor management system. Table 2: Requirements ID Requirement Description Field Data Collection FDC-1 Harbor Officer uses a hand-held field data device to gather field collectable data for all of the Harbor revenue streams identified as Currently Field Collectable or To Be Field Collectable in Table 1. Note: Refer to Appendix 3 forms for information about the data collected for each revenue stream. FDC-2 Each field data device supports collecting all revenue streams identified as Currently Field Collectable or To Be Field Collectable in Table 1. Note: The Harbor Officer currently must use two different devices for collecting field data from different revenue streams. FDC-3 Field data device is durable, able to withstand adverse weather and environmental conditions in a maritime environment and rated to at least the IP67 standard. FDC-4 Field data device uses a physical, button-based data entry user interface instead of a virtual keyboard. FDC-5 Field data device works in either a disconnected or connected mode. FDC-6 City of Homer can provision compatible replacement field data devices without contractor support. FDC-7 Field data device supports field collection routes that can be pre-programmed into the field data device. This walk-order route is editable and expandable to include additional routes Note: Moorage and Shore Power will use the same route found on device currently in use. Other revenue streams may have different routes. FDC-8 Harbor Officer must be able to skip data collection points on a route. FDC-9 Harbor Officer must be able to toggle between the appropriate revenue stream user input forms for a given pre-programmed route that includes multiple revenue streams. FDC-10 Harbor officer must be able to collect all or selected revenue streams during each data-collecting event. FDC-11 Harbor officer must be able to access vessel emergency contact information on the field data device. FDC-12 Moorage field data collection user interface is contained on one user interface screen. Note: See Appendix 1 – As-is Moorage and Shore Power Data Collection for a wireframe diagram. FDC-13 System, and possibly the field data device, automatically calculates kWh used based on previous stored meter-read value. 8
ID Requirement Description FDC-14 Harbor Officer must be able to synchronize all data collected on field data device to system database at the conclusion of each walkthrough, if the field data device was in off line mode during the walkthrough. Data Interfaces INT-01 System interfaces with Metered Crane and Ice-by-the-Ton software solution by importing a flat file. Note: These use a separate swipe-card software solution created by ATS Alaska / Facility Systems, which generates a flat file. INT-02 System interfaces with the existing Pay Kiosk systems at the launch and boat ramp via flat file exported by the kiosk system. System will interface with the Pay Kiosk system to be implemented for vehicle parking areas via flat file exported by the kiosk system. INT-03 System exchanges data with the City of Homer’s finance application, Caselle, daily. Note: This could be a fully automated interface or an automated export from the new system and an automated import into Caselle. Data Processing DP-1 Admin staff must be able to enter data about customers/vessels. See Fields list in Appendix 3. DP-2 Admin staff must be able to enter data for revenue streams that are not collected on the field data devices and that are not part of the automated interfaces. Note: Refer to Appendix 3 forms for information about the data collected for each revenue stream. DP-3 Once data is uploaded, entered, or interfaced into the harbor management system, the system flags any outliers or anomalies detected in the data patterns for human evaluation and troubleshooting. Note: Shore Power Electrical Use and Metered Crane operations are two revenue streams that are susceptible to mechanical and human reporting error, respectively. DP-4 Admin staff must be able to manually edit field-collected data. DP-5 System maintains audit trail of all manually edited, field collected data. DP-6 The system supports up to 4000 characters in memo fields and supports appropriate length entries for the data for other text fields. DP-7 Billing and Administration must be able to link records in the system database to document change of vessel ownership. DP-8 System supports identifying moored vessels as belonging to either the Reserved Vessel Moorage or Transient Vessel Moorage. DP-9 System tracks vacant Reserved stalls for participation in hot-berth lease or winter power program by tracking filed Vacancy forms from reserve stall holders and alerting Admin when a vessel returns to its stall. DP-10 For Reserved Vessel Moorage, system tracks vessel length and stall length and uses the greater value for billing purposes. 9
ID Requirement Description DP-11 System supports scaling capacity to support a virtually unlimited number of individual billing events. Note: The current system generates up to 1500 statements associated with approximately 3 to 5 individual billing events each month. DP-12 Billing and Administration must be able to maintain a Stall Wait List for each Reserve size stall, tracking date of application in order to issue renewal letters or new issue letters for Reserve stalls. DP-13 Billing and Administration must be able to maintain a list of editable recurring charges (labels) within each customer record. Billing BILL-1 System generates a monthly billing statement for each customer. The statement shows the balance forward; the activity for the month including date, description, and dollar amount for each service; associated sales tax; payments; and the total amount now due. Note: Currently, monthly statements are post card-sized card stock (no envelope) with a 1/3 perforated tear-off identifier section to be returned with payment by customer (see example Green Statement Card, Appendix 3). The new system will generate 8.5 x 11" statements that Port and Harbor will fold, insert into a windowed envelope, add metered postage, and mail via USPS. BILL-2 System generates a batch file of statements to be printed on an in-house dedicated printer. BILL-3 System supports issuing at least 10,000 statements in a single batch. Note: Marina currently issues up to 1500 individual statements per month in a single processing event. BILL-4 System will support a transition to email statements in the future, with continued use of standard USPS mail for some customers. BILL-5 System calculates all charges based on the data in the system for the customer account. This will include charges based on data collected manually, through an external interface, or the field device. Note: Refer to Appendix 4 – Calculation Algorithms and Work Flows for details about calculations. BILL-6 System calculates all charges based on the service rate in effect for the date of service. BILL-7 System automatically calculates sales tax up to the defined tax cap. BILL-8 System automatically calculates Admin fees for all pertinent revenue streams. BILL-9 System automatically calculates and charges late fees. BILL-10 System stores all calculated charges by customer. BILL-11 System calculates a pro-rated wait list fee based on the month in which an individual application is submitted. 10
ID Requirement Description BILL-12 Billing and Administration must be able to adjust charges in the case of a customer disputed charge. BILL-13 System will not issue a statement if the total charges are lower than the assigned minimum, currently 6. BILL-14 Billing and Administration must be able to review charges that have been delinquent for at least 30, 60, or 90 days and generate a delinquent letter on demand. BILL-15 Billing and Administration must be able to change the rate amount for each revenue stream by creating a new rate with an effective date (or start date). BILL-16 Billing and Administration must be able to designate the fees and rates of calculation to apply to any revenue stream. BILL-17 Billing and Administration must be able to designate that a rate or fee is taxable or non-taxable. BILL-18 Billing and Administration must be able to designate some customers as tax-exempt. BILL-19 Billing and Administration must be able to map each revenue stream to the appropriate general ledger code. BILL-20 Billing and Administration must be able to map recurring charges to customer and customer to recurring charges. Recurring charges will be billed monthly, quarterly, semi-annually, or annually. Recurring charges are postpaid and appear on monthly statement when incurred. BILL-21 System can retrieve any past months’ statement for printing. BILL-22 Recurring charges appear as named charges, for example “meter fee,” on printed statements. BILL-23 All billing values and parameters are editable in the system, including GL codes and tax rates. BILL-24 Billing and Administration must be able to close out each month’s billing, calculate aging, and start a new month. BILL-25 Billing and Administration must be able to manage contractual fees for upland leases. Payments PAY-1 Billing and Administration must be able to enter payment information. PAY-2 System credits partial payments received against the aggregated total balance due on the statement. Partial payments are not credited to individual charge categories. PAY-3 System applies overpayments received to the aggregated total due of all future charges. Overpayments are not applied to individual charge categories. PAY-4 Billing and Administration must be able to remove payment information in the event of an NSF or entry error. PAY-5 Billing and Administration must be able to back charges out of the system in the event of a refund to the customer or entry error. PAY-6 System supports receiving payments in the form of cash, checks, ACH transactions, or credit cards. 11
ID Requirement Description PAY-7 System supports auto-payment and credit card payments using customer credit card data stored separately from the harbor management system. Note: The system will not store credit card numbers. PAY-8 System integrates with an external Payment Card Industry (PCI) system to process and manage electronic payments. PAY-9 System supports tracking of partial payments for contractual fee payments. Reporting Note: Examples of existing reports are included in Appendix 3. REP-1 System includes a reporting portal that allows Port and Harbor staff to enter search criteria for a selected set of fields and return all customers, vessels or moorage meeting the inputs. Users will be able to drill down on each customer, vessel, or moorage to get information that is more detailed. REP-2 System includes a specific walking-order route report listing data collection stations in the route. REP-3 System includes a stall wait list report, sortable by stall size, by application date, and by alpha order. REP-4 System includes a report of all data collected in the field daily that can be run for any date, with a default of the current day. REP-5 System includes a manual over-ride report identifying all manual changes to data collected on a field data device. REP-6 System includes an ice usage audit report that is retrieved from the existing standalone ATS system. REP-7 System includes a crane usage audit report that is retrieved from the existing standalone ATS system. REP-8 System includes a crane card holder report. REP-9 System includes an Accounts Receivables report with date range parameters. REP-10 System includes a parameterized accounting reporting portal that supports reporting on daily transaction entries, daily general ledger data export file, monthly transaction entries, and general ledger accounts with year-to-date capability. REP-11 System includes a revenue report with the option to show taxable and non-taxable revenue. REP-12 System includes customer address data in CSV or other delimited file format that is compatible with Microsoft mail merge. REP-13 Port and Harbor strongly prefers an integrated reporting engine. Note: A separate reporting engine is acceptable but will require much higher levels of documentation. REP-14 System includes a wait list renewal standard letter in a format compatible with Microsoft mail merge. 12
ID Requirement Description REP 15 System includes a Reserve Stall new issue standard letter in a format compatible with Microsoft mail merge. REP 16 System includes a Reserve Stall Renewal standard letter in a format compatible with Microsoft mail merge. REP 17 System includes a Crane Card renewal standard letter in a format compatible with Microsoft mail merge. REP 18 System includes a daily report of all transient vessel activity, noting number of days in and paid through dates that updates after month end close. REP 19 System includes a Recurring Charges report for customers and/or labels. REP 20 System includes a daily Reserve Stall vacancy report using the daily inventory and filed Vacancy notices by the stall holders. Security S-1 System supports full definition of role-based access control. Full granular user access control is preferred. S-2 System manages multi-user authentication using a single sign-on to Active Directory. IT Standards ITS-1 System will not be a cloud-based solution. Note: Regulatory requirements around service levels and outages dictate that no cloud-based solutions to the system update will be considered. ITS-2 Port and Harbor strongly prefers an open source coding framework. ITS-3 Port and Harbor prefers Linux as the operating system. ITS-4 Port and Harbor strongly prefers a browser-based system written to current W3C standards. ITS-5 System will be browser agnostic, written to be compatible with the latest versions of 2 out of 3 of the following browser platforms: Chrome, Firefox, IE. ITS-6 Port and Harbor strongly prefers the new system use a normalized PostgreSQL database system. Any response suggesting an Oracle database will be considered non-responsive. ITS-7 New system must run under VMware. ITS-8 System supports multi-user editing. ITS-9 System must support changes to how charges are calculated that result from tariff and fee structure changes. City of Homer IT staff must be able to make these changes reasonably without contractor support. Note: We do not anticipate any changes to the current tariff or fee structure prior to the new system going live with the possible exception of new rates. ITS-10 System must include a detailed description of the proposed software development life cycle for this project. 13
Appendix 1 – As-is Moorage, Shore Power Data Collection & Billing The Harbor Officers gathers data in two distinct categories: vessel moorage and vessel use of shore power electricity. Moorage data is gathered once daily, beginning at midnight, using a Juniper Systems field data collection device running in DOS mode. Following a pre-ordered route that is programmed into the hand-held device, Harbor Officers inspect every stall and transient area in the harbor. Using a simple, single-screen, keystroke-based workflow that typically requires a single “confirm” command for 80% of stalls and transient vessels observed, Harbor officers document which vessels are occupying a given stall or transient area at the time of the walkthrough (see figure 1 for a proposed wireframe diagram). A “confirm” command indicates a vessel is currently present in its stall and was present in the same location in the previous day’s moorage report. Figure 1: Wireframe diagram of a proposed single-screen field data collection user interface in the new harbor management system Table 3: Moorage & Shore Power Electricity Field Data Collection User Interface (UI) Components 1. Data Collection UI consists of a single screen 2. Moorage data collection workflow consists of nine functions: Confirm; Replace Boat, Add Boat, Vacant Stall, Select Previous Stall, Select Current Stall, Select Next Stall; Select Stall by Number, Exi
Support the growth of the harbor with a projected service horizon of the new system of fifteen to twenty years This document outlines the business requirements for an updated harbor management system. Port and Harbor Mission and Daily Operations The Homer Port and Harbor manages all city-owned property on the Homer Spit. The strategic mission
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