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Government specific frequently asked questions and answers. Q: Please describe the automated reports available regarding the number and type of forms ordered? A: The standard reports have been created as a response to years (and I do mean many years) of requests by customers. Some of the reports satisfy audit, performance and charge back requirements, while still others are being created by end users that we are not aware of. Since Crystal and Excel have been introduced the ‘Standard’ reports section looks very mature, while ad hoc reporting has grown substantially. Q: How are these reports indexed? A: Within the system, each menu item is security assigned allowing reports to be available by user or by user groups. Reports and/or ad hoc queries may be added to these menus with appropriate security and other properties. Q: Can they be run for each Agency, each Department, each Division? A: Within each standard report, the method of grouping can be specific depending upon how the input data is coded. Certain many of the reports are by department and division. Depending upon how you code the Agencies, you will accomplish sorting and break downs for them (Assuming agencies are your customers/ship to points where end users are requiring forms.). Q: Can ad hoc reports be produced? If so, please describe how. A: Adhoc reports can be produced from within the product and/or by such products as Excel or Crystal reports since the database is ODBC compliant. Q: Can database files be exported into common office software packages, specifically Microsoft Access & Excel? Yes. Q: GSA bills other Agencies (county departments) for its services. The forms management software must support this function. Required fields and associated type of information include, “organization” (department code) and “account” (type of item e.g. office supplies, computer equipment, salaries etc). It must also support cost accounting four levels deep including the following titles: A.) activity B.) function C.) reporting category D.) project Unfortunately, Central Stores personnel must spend time correcting inaccurate accounting information provided by our customers. Too frequently, customers provide incorrect "bill to" account numbers. The software must support the importing of tables of account numbers from our Auditor Controller (Central accounting office). Please describe how your software would handle accounting and billing functions given the above requirements.
A: FIX does support importing Accounting information from flat files and spread sheets. In addition, unique customization may be done such that the account codes code be accessed real time against other databases using SQL/ODBC/Flat File/ASP connections created with middleware software. Within the software there are ‘exit’ routines that provide such customization, yet the entire product remains the same for all customers. The same process is used to create unique ‘exports’ of bill back/charge back information to other accounting systems. Since we have been providing forms management software over twenty years, we have had to export many different charge back layouts to various systems. When FIX/RT systems are purchased, this customization is not included in the software purchase, but proposed as a separate line item, approximate $1500 / export. When purchasing FIX/QRT systems, this customization is included in the purchase price of the software.
Miscellaneous Requirements Q: The following fields would contain lots of characters (suggested numbers below): revision date 10 spaces. A: FIX – Standard date of MM/DD/YY plus 5 character revision code such as A-001,A-002 etc.
Q: Title 200 spaces A: FIX – Standard 100 characters for the main description, plus 100 for secondary, and 400 for misc. narrative called the notes field... Q: Stock number 25 spaces A: FIX – Standard 20 characters. This field may need some discussion as you feel you need 25. Could you send me a sample excel spread sheet of some items and corresponding info you have available. I’ll feed into FIX for future discussion purposes/evaluation
Q: Database must support multiple electronic or virtual locations. Users can only access appropriate items-not items earmarked for specific departments or specific users etc.. A: FIX – Standard does in fact have a setting for warehouses called ‘Electronic’. For restricted access control FIX’s db also supports restriction by state, user group, catalog index. Q: Users need to see a default “ship to” address which they could accept or change. (Can default information vary depending upon the user name and password entered?) A: FIX-Standard. Q: Users need confirmation that their online order was received. Although most users would not need orders to be approved by supervisor before being received by central Stores, the software must support approval of orders. A: FIX – Standard routing approvals based upon Value. Within the Catalog ( which also supports the requisitioning of items / print on demand locally etc) the order status is viewable at all times, real time or batch. Q: Users must be able to quickly and easily determine how many forms by individual unit (each), they are ordering without concern to how forms are packaged (package, pad, set et al.), or how many come in a package. Stores personnel cannot break open packages and count forms. A: FIX – Standard. Within our catalog selection software, users see what the packaging is. On the pick list/other operations the database actually stores the inventory counts in ‘Each’. Users on both sides, have the view of what they need. Q: Easy to read and understand packing slips must accompany each order. They must indicate whether any items were not filled or were only partially filled. A: FIX – FIX/RT systems come complete with a generic pick list. Depending upon the site, this pick list may be customized by Ironwood and re-installed to best suit your needs. FIX/QRT systems come complete with a custom pick list. Q: Database must work quickly even if many users are accessing it simultaneously. A: FIX – ‘Quick’ is a relative word. Most software companies will tell you that their software only works as quickly as the hardware/network available. I’ll tell you with a Windows2K Server installed with Terminal Services Access, you’ll be more than impressed. I have references that will speak to this effect. Q: Existing forms inventory software is a DOS based Btrieve database. Please describe how existing data could be transferred into your system. Additional information regarding our software available upon request. A: FIX - Provided that the Btrieve DB can be accessed by Excel/VB then a data conversion is no problem. Or using a report from the DOS based product setup a printer captured to disk file and then suck in to Excel, stripping out the page headers and footers. During training we sent up a data dictionary map discussion for this purpose. Please send either your db or excel sample to setup evaluation system in advance of training for a tailored approach to training and data conversion. Q: In addition to forms, we print numerous one time jobs. We would like to expand the forms software so that, in the future, customers could send us one time jobs electronically. Please describe how your software could expand to accommodate online requisitions, eliminating the need for paper requisitions altogether. A: FIX – Catalog requisitions could have attachments complete with job tickets and/or be assigned to available job tickets that you’ve set up, associated with generic items for those job tickets that would setup the charge back methodology. |