© Quantrax Corporation, Inc.
 Updated - September 20, 2007

This is the first update to Intelec Release 8. Please review all of the documentation carefully.

There are significant changes in the following areas :

  • Security
  • I-Tel account management
  • Account audit option
  • Account inquiry
  • Credit card payments and
  • Settlements

Go to Installation Instructions.

CRITICAL SYSTEM CHANGE

We have made a critical internal change to the way notes are managed. While the change would be considered major, it has no technical impact on your system unless you have modified the main nightly processing program.

We now write new notes to a file called SCNOTED. This has the great advantage that all of the notes for a day are kept in a small file that can be accessed easily. Presently, during nightly processing, we copy all of the data from SCNOTED to SCNOTE (the main notes file) and then delete all of the records in SCNOTED. The reason we deleted the notes as opposed to clearing SCNOTED was because we we had a join logical file over SCNOTE and SCNOTED (called SCNOTEID), and clearing even a small file that had a join logical with a very large file could take many hours (IBM issue).

This design while having advantages, also added time to nightly processing. We therefore looked for a solution that would not require notes to be copied from SCNOTED to SCNOTE during nightly processing. The following would also be a part of the requirements.

  • We would keep SCNOTED in the present format,
  • We would automatically add notes to SCNOTE whenever a note was added to SCNOTED, without impacting any custom code that may have been developed,
  • We would need to keep SCNOTEID, a logical by date, that would be a view over all notes including today's notes. Since all notes would be in SCNOTE, the logical SCNOTEID only needs to be built over SCNOTE.

With these changes, we could clear SCNOTED during nightly processing.

We have done the following.

  • Added a trigger program to SCNOTED to add a record to SCNOTE whenever a note is written to SCNOTED, provided the same key does not exist in SCNOTE. If that key is found, a message is added to INTELOPR. This information can be used to identify programs that could be writing duplicate keys to the notes file.

  • SCNOTEID will be deleted and rebuilt over SCNOTE only. This will add a time-consuming but necessary step to those of you converting from Version 8.0 to 8.1. For those going to 8.1 from 7.4, there is no impact because SCNOTEID was being rebuilt as a part of the installation process.

Nightly processing has been modified. It is vital that you only run our version of the CL program NIGHTLY or you could lose notes! There is no other impact other than a reduction in the nightly processing time. You do not have to make any changes.

If you ever see messages in INTELOPR in the following format,

Dup.Note 99-000241791 ACCOUNT WAS INACTIVE 02.11 07-20-06

please contact our technical team. There may be a software-related problem
.


MANAGEMENT FEATURES top

SECURITY - With increasing demands from your clients and privacy issues, we have continued to invest in this area.

System Security

As we have been doing in the recent past, this area has been enhanced again.
When option 1 is selected from the System Control Menu (System security) you will be presented with a new option. The following screen is displayed.

The second option allowed you to set up special access at the client or group level. But what if you have many different client numbers that the basic setup did not allow you to define? We have added a new "Client profile" that will allow you to set up as many codes as you would like to. Option 2 will now display the following screen.

Note the new options for "Client profiles". Up to 3 can be specified and will later define the profiles through the new option. When you select option 3 from the prior menu (Client profile update), you will see the following.

This option allows you to add client or group codes to a profile code. The profile code can be referenced on different client access options, giving you unlimited flexibility in client-level security.

Showing the complete SS# - In a prior release of Intelec, we made changes to only display the last 4 characters of a SS# on the search screen. We have given you an option, at the User ID level, to show specific users the full SS#. See screen later on.

Restricting access to certain User ID's in account processing - Users can go into another users' queue and work accounts (by entering a User ID on the account processing selection options). This is a feature of Intelec. The assumption was that a collector would not waste time going into other user's accounts when this was documented in the notes and also wasted a collector's valuable time. What if you want to restrict the use of this feature? This may be for security purposes, or based on a commitment made to a client. There is a new option. On System Security, you would first set up the User ID's which would NOT be accessed by other users. E.g. If you have a User ID JKING whose accounts should not be accessed by two users PSMITH and LANDERS, you would first go into JKING on System Security and set up the flag for "Restricted User ID". You would then go into the User ID;s PSMITH and LANDERS and set the flag "No access to restricted User ID". If a user tries to access a User ID they are not supposed to, they will get the message "User ID is restricted for this access by this user". The following screen shows the option to show complete SS#'s and the restriction fields described in this section.


Security for changing collector and split credit through inquiry - In the last update we added a feature that allowed you to change collector credit through the payment inquiry option (F23 from account details). The security for that was access to the "area" of payments. We have changed this to require access to the "Payment processing menu". Note that for access to credit card data, after it has been set up, you will need access to the "area" of payments - Access to the "Payments processing menu" is not required for this.

Encryption of sensitive financial information - As data security concerns grow, we will be encrypting credit card and direct check information in this version. We offer 128-bit encryption (which is very very strong). Any unauthorized access of your data (on your system) will not allow others to extract and use this important information. If your backups were to fall into the wrong hands, they can not be used to obtain credit card or checking account information. Only valid programs will be able to read and change the encrypted information. We will be encrypting credit card number, checking account number and and routing number.

Note that you will not be able to access encrypted fields unless you use one of our supplied programs. As an example, DFU's or queries will not display the stored information in any readable format. You should never attempt to read or change the encrypted data using standard programs. We have modified all of the base programs and will also take care of the custom code we have written.

Since this is such an important area, here are some additional details.

We considered 3 alternatives for the implementation of encryption.

  • Cryptographic Support/400
  • OS/400 V5R2 inbuilt cryptographic functions
  • Cryptographic functions created by Quantrax.

Cryptographic Support/400 required additional software products and did the V5R2 options. We opted to create our own cryptographic functions and focussed on the third method of adding Cryptographic support to the Quantrax products.

A service program is created that supports Encrypt and Decrypt functions.
There are two standalone programs are called to encrypt and decrypt fields. If you have custom programs that you support, the following describes the parameters used.

Program/Function Name
Parameters
Type
Comments
       
Encrypt
Input Length
INTEGER
Required
Data for Encryption
(Clear Text)
CHAR
Required
Encrypted Data
CHAR
Required
Decrypt
Input Length
INTEGER
Required
Data for Encryption
(Clear Text)
CHAR
Required
Encrypted Data
CHAR
Required
       

The input data can be any length. However it is important that the length of input data be given correctly. For data that may have variable lengths we use the maximum expected length of input data.

The algorithm used in this version is Rijndael Algorithm in Counter mode of operation. Important features of this algorithm are as follows:

  • Supports key lengths of 64 bits,128 bits or 256 bits.
  • Symmetric Algorithm (Same key is used for encryption and decryption)
  • It is free and not patented
  • It is the algorithm that is considered the Advanced Encryption Standard (AES)
  • It is a block cipher which encrypts 64 bits blocks at a time.
  • Counter mode of operation allows the block cipher to work as a stream cipher. Thus the input length does not have to be a multiple of block size.

Very important - We must be notified if you plan to upgrade your iSeries. We will need to transmit new code to take handle the encrypted data.


SMART CODES
- We have started to add functionality based on the Version 8 database changes.

  • On the 1st screen, there is a field RPC. Specify a Y to indicate a right party contact. We will allow you to make decisions based on this, in the near future. In addition, there is a field titled "Called us". This was designed to let the system know when a contact was initiated by the debtor. We will be updating the accounts based on the way the Smart Codes are defined, and you will be able to use that information to make decisions in the near future.



    These new fields will be very important in the future. You will be able to make decisions based on whether you have had a RPC or not. We will also be keeping fields such as the last attempt and contact dates at the account level. To make all this happen accurately, you must make sure the fields Smart Code type, RPC and Called us are accurately coded. We suggest that you review and update these fields shortly after you have installed the new update. We will give you a program to update these fields based on Smart Codes applied, once you have set up the required values within the codes (See installation instructions).

  • We presently add "audit" notes when a Smart Code is applied and no visible audit trail is added to the account (no notes to indicate that the Smart Code was applied). These notes are added to a special notes file that can be accessed through the notes screens (special function key). These notes also show overrides used. If a Smart Code was not processed for any reason, that is also documented in the audit notes. Many of you use Smart Codes to check accounts for different conditions (thinking Smart Codes). These can add many notes! In some cases, the audit note file is larger than the notes file. We have added a new feature at the Smart Code level to allow you to stop some of the audit notes from being added. On the last screen for Smart Codes, there is a field "Stop Audit Notes". This will stop any notes from being written to the audit file. Of course, if you turn on this option and have problems with a Smart Code, you should turn back the option so you can check if any special rules have been encountered and documented in the audit notes.

  • Cell phones have been added to the decision-making and collector assignment routines (Smart Codes and new business posting). We will now consider a cell phone in the phone logic. When we check for "phones" we will include the cell phone too. We will NOT be looking at the cell phone for the contact series logic that looks at phones. This is because you can use that information for dialer campaigns and you not permitted (as far as we are aware) to call a cell phone on a predictive dialer.

    Cell phone has been added to the ? logic on Smart Codes. The following screen shows this change.



  • One of the original Smart Code features seems to have been described incorrectly for a very long time. The Smart Code option "Duplicate on ALL" looks for any value other than blank and does some special things based on that code being set up. We have updated the help text based on the following.

    • The "Duplicate on ALL" option works in conjunction with the "Duplicate for other cases". You must set up the "Duplicate for other cases" option for any duplication to take place.
    • Duplication of Smart Codes (which accounts the Smart Code gets applied to) is based on the option "Duplicate for other cases", not on the option "Duplicate on ALL".
    • For collectors, Smart Codes are not duplicated on accounts where they are not the worker. Setting the "Duplicate on ALL" option will not check the worker codes and will duplicate the Smart Code across all the linked accounts. E.g. You would want to set the "Duplicate on ALL" option for a Smart Code that "Recommends close".
    • Smart codes will only be duplicated on legal accounts if the user has access to legal accounts (System Security) or the option "Duplicate on ALL is specified".

  • We have done something that has been asked for by many users. You can now do a Smart Code search by override code. On the first screen (Smart Codes system control file), leave the Smart Code blank, enter an override code and press F3. The system will only display the Smart Codes that have that override code. Want to only display a list of the base Smart Codes? Enter "BASE" in the override code and press F3. Want to start the search from a specific point? Enter the starting Smart Code in the Smart Code field and press F3.

  • When a Smart Code says "Add or remove description codes" that happens as soon as the Smart Code is entered by a user in the Smart Code window from the account detail screen. Why? Because you may want to condition other Smart Codes on certain things having been done, and we can not wait for the Smart Code to be processed. If a user wants to cancel a Smart Code (can be done before the Smart Code is processed) the description codes added do not get removed or added back. This can cause some problems, depending on what the Smart Code is used for. We have added a field "Immediate update of Desc.Code N=No" to the back screen that has the description code logic. This will not add or remove any description code until the Smart Code is processed.

Account viewed notes - We now add these notes to the audit notes. As a result, we have removed the report option from the audit options within the management menu.

Linking - We have enhanced the feature that changes the primary to the newest open account found (most recent placement date) to also check the new business that got linked to the account within the same day, and change the primary based on the rules set up in the system controls (menu option 1-13-2).

Phone number management - During nightly processing, after the linking process, we will check new accounts for bad phone numbers that were previously removed from the existing linked accounts. If bad numbers are found, we will remove those (home, work or cell) from the new accounts and notate the Tab+ phone numbers (with simple h, w or c). Notes are added to the account too, with the removed numbers.

I-Tel enhancements - The following changes have been made.

Resorting campaigns - We will give you a powerful new option to resort a campaign. The option will be available from campaign administrator from I-Tel options (a new option 5 to resort) or from the Special Options Menu, option 13... a new option 3 within that which brings up campaign administrator.

  • You get a list of campaigns as you presently do. From that list, you can select the option 5 (Re-sort) to resort the campaign - It does not matter whether a campaign is running or is stopped. You may get a message that a campaign is running... That is an informational message and you can ignore it.

    Here is the new campaign screen.



  • Select option 5 for any campaign. The system quickly analyzes the entire campaign and shows you the top 14 clients within the campaign, based on the largest number of accounts left to work (sorted in that order). We also show the number of accounts already worked for these clients.

    Here is a sample of the screen you see.



  • You can use a function key F10 to display the same information by client group number.

  • You are now ready to change the order of the accounts within the queue, by client or group number or some other parameters.

  • On the same screen where you saw the client analysis of the campaign, you can select up to 4 clients to prioritize (or drop to bottom of the queues).

  • If you want to prioritize those clients, do you want to do it randomly or so the first client's accounts are called before the second client's etc.? "Present in above order" is used to say the accounts must also be presented in the client order specified on the client selection.

  • You can indicate that the client codes entered are group numbers.

  • We have a field "Use Ratio" to the left of each client code. That is initially loaded with the percentage of accounts within each client or group, based on the total to be worked for all of accounts in the top 14 client/group numbers. E.g. If there are 2 clients with a total of 5000 accounts and the first has 2000 and the other, 3000, the ratios would be 40 and 60 respectively. If you use the ratios to resort queues, the queues would be resorted with the first 40 accounts for Client 1, the next 60 for client 2, the next 40 for client 1 etc. You can also set your own ratio by keying over the displayed ratios. E.g. If you set Client 1's ratio at 5, and client 2's ratio at 10, the queue would be resorted with the first 5 accounts being Client 1, the next 10 Client 2, the next 5 Client 1 etc. If you do not specify a ratio for a specific client, their accounts will drop to the bottom. Note - because of rounding issues, do not be too concerned if the ratios do not add up to 100! This is normal.

  • You can indicate whether you want to drop the selected accounts to the bottom of the list as opposed to prioritizing them! (e.g. You discover client X's accounts have many bad numbers and want to stop them from being called. Resort the queue, moving their accounts to the end.)

  • You can also "select" accounts based on placement date range (can be used to target specific batches of accounts) or select a range of last worked dates. (Remember that in the case of linked accounts, the results may not be predictable because of multiple accounts for the debtor.)

  • You can specify a new sort order for the queue - date last worked, descending balance, external score or internal score!

  • The sort order is ignored when you use the "ratio" options at the client or group code level. When you use the ratio options, we are sorting accounts by client or group code, so a sorting field becomes redundant. However, there is "smart logic" to manage the queues even when ratios are used. E.g. A queue has 5000 accounts for 2 clients. Before you start work you set a ratio of 3 to 1 for one client and resort the queues. You work through the entire queue. A week later you have the SAME accounts in the SAME campaign. You set the ratio as 3 to 1, just as you did before. Will the accounts be called in the same order as they were the week before? NO! There is special randomizing logic that will present the accounts at different times (provided the campaigns run for a reasonable period of time). This is very effective on longer campaigns. The accounts will be presented at completely different times of the day, adding to the quality of your work!

  • You can sort account based on time zones. Select W, M, C and E (West coast, mountain time, central time and east standard time) to sort the accounts based on the time zone (by looking at the phone numbers on the accounts). The field can accommodate 4 characters. E.g. EWCM would present east coast, followed by west coast, followed by central, followed mountain time accounts. Entering only a W in the field would put all of the west coast accounts on the top of the list followed by all of the other accounts in a random order. Numbers further west than the west coast (e.g. Hawaii) are treated as west coast time zones. Numbers further east of the east coast are considered east cost time zones. If the time zone sort option is selected, the client sort options are ignored and are not used.

  • Summary - You target the accounts (client, group, placement date or date last worked), decide if you want those accounts at the top or bottom of the queues, select a sort order for the accounts within the client grouping... and go for it! It happens on the fly, even while a campaign is running.

  • And how do you know that you selected the correct options? How is the queue sorted based on the selections? After the queues have been resorted, go back to the screen that allows you to change the sort order... Press F12. (Calling list) This will display the queue, 18 accounts at a time. Press ENTER for more accounts. Up to 20 pages are displayed. That should be sufficient to allow you to analyze the queue.

    Here is a sample screen for the calling list display. The last field TZ refers to the time zone E, C, M or W (East coast, central, mountain or west coast).

    Queue consolidation options - This is a very powerful area of Intelec. You can make large campaigns, remove accounts from campaigns and create new calling lists during the day. We have added features that make this even more powerful.

    • For the multiple consolidation rules, we have added the internal and external scores as sort options.
    • *ALL allows you to select all processing types. Non-collector queues can also be consolidated.
    • Rather that deleting the accounts from a queue if they were recently worked or contacted, or based on last payment date, we will allow you to keep the account in the queues, but not consolidate them into the specified User ID's, QCat's etc. Use the option "Omit, do not delete (Y)" for this. The account will stay where is was in the queues.
    • The option "Change within to prior to (Y)" can be used to delete accounts that were worked prior to a specified period. E.g. Delete if worked within 30 days would delete the account if it was worked within 30 days. If you set on the option "Change within to prior to (Y)", this will tell the system to delete the account ONLY if it was last worked more than 30 days ago. i.e. if it was worked more than 30 days ago and not been worked since. This would keep the accounts that were worked within 30 days, deleting the others!
    • There was an option to delete accounts from the queue, if they were worked within a certain number of days. That has been enhanced to allow you to delete accounts if they were contacted within a certain number of days (based on Smart Code type). You will set up the number of days and enter "C" in the field "Contact".

    • For the multiple consolidation rules (Option 2), we have added an option that allows you to move only some of the eligible accounts into the new queues. A reason to use this may be if you want to work some of a user's queue on the dialer (in a predictive or unattended campaign) and to have the collector work the queue at the same time. You would, in this case, want to move some of the accounts, leaving some in the queues, under the original User ID, QCat etc. The new option allows you to bypass every Xth account that is eligible to be moved. E.g. If you want to move one account, leave the next, move the next, leave the next etc., you would put a "1" in the field "Bypass every Xth account". Following is a sample screen. The new option is at the top of the screen.



    • We have expanded the client consolidation options significantly. The following applies to this option. Here is a sample screen.



    • Client groups can be selected using the "Is group (Y)" feature.

    • You can select worker codes. You were only able to select User ID's in the past. Worker codes are entered in the User ID section in the format W-xxxx where xxxx is the worker code.

    • The options based on last worked date, last contact date and last payment date can produce unpredictable results if linked accounts are present because Smart Codes may not be duplicated or the accounts may belong to different clients. If there is no last worked date or contact date, then we ignore the checking.

    Call transfers - On prior releases we only allowed you to transfer a call to an Outbound extension. We have added the following.

    • The ability to transfer an outbound or inbound call to an inbound extension
    • the option to transfer either an outbound or inbound call to a huntgroup


    Dialing additional phone numbers - Two new functions have been added for use while working an account.

    • Dialing a Cell Phone - From the Smart Code field you can enter a C & Tab and ENTER to dial the cell phone number stored in the Cell Phone field on the account detail screen. The number dialed will be stored in the Audit Notes. Note - The only time we will allow a cell phone to be dialed is if the call is placed as a preview call.
    • Dialing an extra phone number - From the Smart Code field you can enter D & Tab and ENTER to dial any manually entered phone number. When you use this function, a window will be presented to the user to enter the phone number they want dialed. The number dialed will be stored in the audit notes.

    Building a campaign with up to 5 telephone numbers - Presently, you can predictively call a home and/or work number for each account. With this update, you will have the ability to create a campaign that will dial up to 5 different phone numbers. The additional numbers that can be dialed are up to 3 additional numbers stored in the "Other Phone Window" (Tab + from the Smart Code field on the account detail screen). There will be some additional setup required in order to use this new feature. You will first need to set up switch disposition codes to set up the action to be taken based on the call results from the additional numbers. In the screen show below, you would define the Smart Codes to be applied when the switch disposition code applies to one of the additional numbers called (3rd, 4th or 5th).



    The next step is to tell the system how you want to load other phone numbers into the 3 additional phone number fields. For this, we have a new option on the I-Tel menu, option 6 which is "Other phone number options". What is the objective? You have one or many additional phone numbers stored in the Tab+ window. These numbers could be from different sources (denoted by the code associated with the phone number). Remember that H, W and C are reserved for home, work and cell. The others codes are user defined. We want you to be able to work through some or all of the numbers available as you try to make contact with the debtor, or someone who knows the debtor. As you try to do this, you need to be able to accomplish the following.

    • Since different types of numbers can be called, a collector will need to be made aware of the type of number they have been connected to (e.g. Possible home, friend, neighbor).
    • Based on the type or number that is called, you would want to stop all future calls to a specific number, if a contact is made (e.g. if you are calling a neighbor, you would not want to call that party more than once)
    • You may want to stop future calls if you get an answering machine and leave a message.
    • If you call and get a busy or no answer, you may want to want to retry the number up to a certain number of times, after which you stop calling that number.
    • If a number is bad you many want to immediately mark it as a bad number so it does not get called again.
    • You want to be able to call multiple numbers on the same day (any or all of the 5 numbers allowed including home and work numbers) calling them and possibly leaving messages on answering machines until a contact is made at a number. At that time, other numbers could be dialer using preview mode.
    • There must be a method of easily marking any number on the Tab+ phones as a bad number or a number that should not be called again.

The above were the design objectives. They would provide powerful contact options for a dialer. We accomplished the objectives with the following database changes.

  • There is a file that allows you to associate the phone code on the Tab+ window, with some rules about how those numbers should be handled. The option is accessed from the I-Tel menu through Option 6 and "Other phones system control file".



    You can set up the option for the code and if those numbers should be updated when a contact is made or a message is left on an answering machine. These would be "connects" where you talked to someone or left a message. An answering machine where we do not leave a message should be considered an attempt because you would want to try the number again. Based on the rules, the phone code can be changed to a lower case character, indicating that the number should not be called again. The audit notes will show the number and the fact that it was updated due to a contact (live contact as opposed to a message played). The note will read "Contact-XXX.XXX.XXXX Pred or Prev" for a contact with a collector. For a message played, Smart Codes can be used to notate the account.

    This screen also allows you to specify when a phone number should be "disabled" based on a number of attempts (would be a busy, no answer or answering machine where you did not leave a message - to be set up within the disposition codes as non-connects). We will only change the phone code to a lower case character when we "disable" the number. An attempt would be anything defined as "non-connect" disposition code in the disposition codes file. We will count the number of times the number was attempted and take the required action.

    You will also be able to say that a number should be disabled when it is a bad number (SIT).

    When we disable a number due to the rules set up, notes will be added to the audit notes section.
    There will be a note in the format -Ph 888.888.8888 Con - X
    where "Con" will mean due to contact, while answering machines, attempts and SIT's will be coded AM, Att and SIT respectively. The "X" will contain the code for the phone type that was disabled. Another note will be added, with a description of the phone code from the "Phone Status Code" system control file.

    Note that any "connect" will reset the number of attempts (busy, no answer and answering machine with no message) and the number of times the number was detected as a bad number.

  • There is a new option "Other phone number options" which will be used to define other rules for dialing the Tab+ numbers. Here is a sample screen for the new option which is accessed using Option 6 from the I-Tel menu.


    You have two choices. You can ask the system to look through all of the Tab+ number and place the first 3 valid numbers it finds into the 3 additional phone numbers on the dialer calling file. For this option you would specify 'Y' for "Select all phones". The numbers will be selected, lowest phone codes first (e.g. H's would be before W's, but after F's). You can ask the system to look for the codes in a specific order by entering the order in the "Selection order". E.g. HN will look for types H, followed by the type N's until 3 numbers have been found. If you enter a selection order, only those phone codes will be selected. Only valid numbers (numbers with an upper case phone code) are selected. You should use the order because this is the only way to omit type C's (cell phone from being included). We do not omit cell phones and you must do that using the selection order option. If you use the "Select all phones" option, when a call is connected, we will get the description for the phone code from the system control file for phone codes. This description will be displayed to a collector when a connect is made in predictive mode.

    The second choice is for you to have the system place a specific type of number (based on phone code) in the 3rd, 4th or 5th dialer phone numbers. In this case, you will for the selected number, enter a phone code and a description (e.g. Extra home phone). The description entered for the 3rd, 4th or 5th code will be displayed on the first detail screen when a connect is made using that number.

Reworking accounts - There is an option in campaign administrator when you create a new campaign where you can make non-connects eligible to be dialed again. If you had not selected that option when you initially created and ran that campaign, but decide later that day that you want to rework the accounts that were not contacted, you will now be able to do so. There is a new option from the Queue Consolidation options called "Rework non-contacts by campaign". This feature looks at all of the Smart Codes applied to any of the accounts in the selected campaign and as long as there has not been a positive or negative contact, these accounts will be updated in the queues and made eligible to be re-dialed.

Time-zone calculations - In the past we would only look at the time zone that the area code it was associated with to determine the allowed calling time for a phone number. But what if you have an account with a phone number in one time zone and an address in a different time zone. A good example may be a person with an address in the east coast and a phone number in the west coast (may be a cell phone number you did not know was a cell phone). What times are you allowed to try to contact the debtor? Suppose you called based on the phone number. Clearly, you may face some complex legal challenges with a determined attorney should you place a call to the debtor's cell phone at 9PM west coast time and the debtor's phone rings in his east coast home at midnight! Someone may ask why you placed the call outside valid east cost calling times when you were aware that the debtor lived on the east coast? This change will address this problem, making sure that a call is placed to the debtor within valid calling times based on their state and their phone numbers. Note that you do not have to set up the state options for this change to be effective. We know what time zone(s) a specific state falls within and will use that information in the new logic.

Letters - There is an option on the letter system control file called "Do not allow if any letter mailed within __ days". That was designed for letters sent to a debtor. We will not mark letters sent to clients or insurance companies (can be set up on letter system control too) as a "Letter sent". It will only be documented in the notes. This will mean that the option "Do not allow if any letter mailed within 15 days" will permit a letter to be sent to a debtor 2 days after a letter was sent to a client, because the system will not use letters sent to a client in that special logic.

This also means that should you have to use the special options to rerun letters for a day, only letters sent to a debtor would be reprinted. This change will only apply to those of you who use the feature to control letters. We may not make the change if your letter programs are customized. Please call us if you do require this change. We will make it for you at no charge. Note that this change is on a go forward basis and will only start from the time the changes are installed on your system.

Account list for audit (Option 6 from within Smart Code/User Audit options) - This powerful feature is further enhanced in this version.

  • The option to apply a Smart Code after the list is displayed now allows you to optionally move the accounts within account processing and dialer queues! The following screen shows you the change. As always, the system will check if the account has been worked and not place it in a queue in that case.



  • We have modified the feature to display the account list faster when client (or group) and owner / worker are selected. In general, there would be less accounts for a collector than a client. We use that to search for accounts by collector and then check client or group codes.

  • We will save the Batch / Interactive code entered, so you do not have to keep changing it when you run the job for different selections.

  • We know how important the audit feature is. We have made a major change that will probably help most of you in some way. What happens when you link accounts within a client and want to pull a list of accounts by debtor? Presently, that is a tedious process because the list is made up of individual accounts. On the first line of selections (on the screen where you select clients, collectors etc.) there is a new option "Primary only (Y)". Specify this to only work with the primary account only. Remember that if you link across clients this could produce unexpected results. (Added June 2006)

    • We look at only primary accounts for all the selection criteria except balance range. For balance range we look at the entire linked balance.
    • For other fields we look at only the primary. If an an example, you try to select accounts with no contacts and the primary has a contact but some of the links do not, the account will not get selected.
    • When the balance is listed it is the linked balance that will displayed.
    • The balance range selection will work off linked balances!
    • Note that if you use the new primary option and apply Smart Codes to the list, only the primary account have have the Smart Code applied. You will need to duplicate the smart code to have it applied to the linked accounts.

Fee codes - We have made a change to some very old logic. First, let us remind you that if you set up different rates for different conditions (E.g. age and placement amounts) and an account meets multiple conditions, Intelec will assign the highest rate to give you the advantage. (Added June 2006)

The option to set rates based on placement amounts was designed assuming you would charge more for smaller amounts. As a result of this, you must enter up to 3 lines with the highest rate on the first line, with the next highest rate on the second line and the lowest rate on last line. This means amounts would be entered in ascending order and commission rates would be entered for those amounts in descending order. The system would basically stop at the first placement amount that met the conditions specified. That would produce the required results.

Here is the new feature - Suppose you wanted to sometimes charge a higher rate for larger placements. E.g. Less than $1000, 20%, less than $2000, 25% and other amounts, 22%. You could say for placements less than $1000, take 20%. For less than $2000, take 25% and for less than 99999.99 take 22% in that order (sequence). Again, you enter the amounts in ascending order. The rates will not be in descending sequence, for this example. Based on this, a placement amount of $500 would get a rate of 20%. The system meets this condition and stops checking. For $1500, the rate would be 25%. For any amount, $2000 or over and less than 99999.99, the rate would be 22%.

Nightly processing and queues - Many of our clients keep accounts open with worker codes whose related queues do not get worked. These accounts end up in the account processing queues. This adds time to all processes and reports that use the queue file (SCCQUE). We have added a field to the collector master called "No queues (N)" on the 3rd screen of the collector master. Putting an "N" in this field (for the worker code) will not create queues for that worker. The audit notes screen which shows exactly where an account is, has also been changed to highlight the fact that an the worker code is set up to not create queues. You will see the message "No queues are created for this worker" in red. (Added June 2006)

Nightly processing - Reducing the time taken - There will be cases where nightly processing may take longer that is practical. This is likely to happen in the case of very large databases with many open accounts. Although nightly processing is a very efficient procedure, much of what can happen is out of our control. E.g. You may have loaded an unusually large number of accounts which will increase the time taken for linking. Of you may have set up Smart Code Series on many accounts. At this time, we will give you the option of running nightly processing in two parts. The first part can be run while users are on the system, while the rest of the process will be started after all users have stopped working (You will tell the system when that happens). We have assumed that areas such as account posting and payment processing will stop earlier in the day. The idea is that Nightly Processing can be started after your clerical processes have stopped, but while collectors continue to work.

The processes that will be run in the first part of nightly processing are standard reports, the daily operator productivity report, the payment receipts report, the payment detail report, the process to apply Smart Codes for a future date, linking, removing any bad phone numbers from new accounts, applying client Smart Codes for new accounts, interest calculations and contact series processing. The rest of the jobs will be run in the second part of the process.

The first part of nightly processing will start based on the time entered in the nightly processing set up screens. You would set up that value to be some time after all your clerical processes have stopped for the day (E.g. 7 PM which is 19:00). The 2nd part of nightly processing will start at the time set up in the Company Information System Control file. This time would be set up depending on when your collectors stop working (E.g. 20 minutes past midnight if your collectors work until midnight) Since you can now start your nightly processing while collectors are still working, you could potentially complete nightly processing a few hours before you presently do.

Here is a sample screen for the company information (2nd screen of company information). In the example, nightly processing will be paused after the first part and the second part of the process will resume at at 00:20. If the first part completes after 00:20, the second part will start with no delay.



When the nightly process is set up, the following message will be displayed if the special delay option is set up.



Most of our clients do not require this change, but users with very large systems will appreciate the flexibility that has been offered. (Added June 2006)

WORKING ACCOUNTS top

Inquiries

  • In a prior release, we addressed the issue of people "fishing" for data and social security numbers. We only showed the last 4 characters of the SS# on the search screens. We were also asked for flexibility. Within System Security, on the 2nd page, there will be a new field - Display SS#. If this is "Y", the user will see the complete SS#.

  • We have allowed you to search by the last 4 characters of a SS#. If you enter exactly 4 characters in the SS# field, the system will search by the last 4 characters of the social only!

  • Cell phone logic has been enhanced. On the duplication options (F3), cell phone and home phone are duplicated using the same option. Cell phones also follow the same logic as phone numbers for duplication across links. Change a number and it gets intelligently changed across linked accounts.

  • We have added the fields "Last changed by" and "Last changed date" fields to the attorney screen (F2 from the account details).

  • We have enhanced the search options. We have removed the work phone search and replaced it with a "Phone search". This will search across all numbers stored on an account, the home, work, cell and any numbers on the Tab+ window! All numbers in the home, work or cell phones, will now show in the Tab+ window. The Tab+ screen will keep both good and bad phone numbers (based on the code, where a lower case letter indicates a bad number). Only good numbers are considered for this new search option. This option has only been added to the standard account inquiry and the search from within account processing.

  • We have added a home phone search to the multi-company search options (Option 15) to the standard account inquiry and the search from within account processing.

    The following is a sample screen for the new search options.

  • Payment history - From the account detail screen, F23 always allowed you to look at payment history on the individual account. But what happened when the $200 payment was distributed across 4 linked accounts and different balance types? How would you find that payment of $200? There was an "All Pmts" option, F20 that showed one line per case number and the last payment information on each account. We have replaced this option with a new one that looks through all of the linked accounts and displays the total amount of each transaction based on date and payment code. E.g. In the case of the $200 payment, you would see this single transaction along with the total commission for the payment. Commission information is displayed or not displayed based on the same rules that are used for the screen that shows commission on the payment history inquiry. Here is a sample of the new screen.


Credit Card Payments
- These seem to have become very popular and Intelec is being used to set them up! Yet, we can only take a single credit card payment at this time. We have made significant enhancements to this process to allow you to take a credit card for a series of payments. We feel that the change is creative and simple and will require little training for the users!

  • You will continue to enter information on the credit card screen as before. There is a new field called "Use for P/Arrangements (Y)". This field will allow standard or nonlinear payment arrangements to access the credit card information and use the credit card for processing an installment.
  • When this field is populated, credit card data will be retained as long as there is a payment arrangement that is pending.
  • It is not necessary to enter an amount if the new field is set up to use the credit card for payment arrangements.
  • For payment arrangements at the case number level (option on System Parameters) we will look for the credit card information on the individual account, for this new option. For other arrangements, we will look on the primary account.
  • The collector can set up a standard or nonlinear payment arrangement. There are no changes to this area of the system.
  • On the due date, the system will populate the credit card screen with the amount due from the payment arrangement!
  • You will pick that up the next time the credit card reports are run and process the payment! If you run the reports but do not post the payments, the credit card information will be updated again, the next day in the case of nonlinear arrangements only. For standard arrangements, the due date would change and this would not be a problem.
  • Since you may be using payment arrangement reminders, how do you tell the debtor that you are not billing them, but will be processing the transaction using their credit card? Set up a special description code, and use the letter translation by description code to print a different letter! This will also provide you an audit trail and some reasonable protection should someone say you are required to notify the debtor that you will be applying a credit card payment in the future.

    Here is a sample of the new credit card screen.


Skip-tracing screen - We have replaced the skip-tracing screen (F4 from account details) with a new screen. This screen is more suited for today's skip-tracing and information processing requirements. It is also a part of the manual skip-tracing operation that Quantrax is now involved with. The documentation for this new offering can be found here. You can access the old skip-tracing screen and any existing data by using a function key on the new screen.

If you use the skip-tracing service, you can access those statistics by keying in SK from any menu. This requires access to the management menu.

TAB-Q - This option now has some new selections.

  • Option 9 is called "Letter with custom text". This option allows you to request a letter and insert custom text based on the user's input. At this time, we only allow access to this option provided the user is not set up as a collector. We have set up merge code T11 through T18, to print the information that can be entered on the screen (There are 8 fields). Here is a sample screen.



  • Option 10 is for settlements. This is described in a separate section.
  • Option 11 displays a screen with some of the new account master fields. The new screen shows original creditor, account number, country code, fax number and date of first delinquency.

Notes inquiry - In Version 8, we introduced a new notes screen (F11 from account details). This is what we refer to as the extended format for notes. We have added some new features to help with the navigation between the new screen and the old screen. From the extended format, F9 would take you to the old screen (that showed Smart Codes for each note line and letters sent). If you go to that old screen and use F7, the system will now take you to the account detail screen. The next time you use F11, the system will remember that the old notes screen was the last screen accessed, and will take you directly to that screen. Clerical people may prefer to work off that screen and this will help those users operationally. To get from the old screen to the extended format, you use F9.

Payment arrangements - When a user tries to delete a payment arrangement, they will be asked to confirm the selection through a verification screen.

OTHER OPERATIONAL AREAS top

Account entry - The Account Entry (Menu option: 4-1-1) - The other Information option now allows entry of more insurance details for medical accounts. Previously it only allowed the entry of insurance for 2 companies. Now by pressing the "ENTER" key after entering the Insurance Company 2 information, the system prompts you for Company 3 and 4 details.

On-line clients - We have changed the on-line client menu to hide the options that a client can not access.

We also looked for a method for a client to generate a report on their accounts. We have added a new Reports option to on-line client menu (option: 12-14). The users who have been set up as on-line clients could access the following 3 reports through this new menu option if they were given access to the area of "Client reports" in System Security.

  • Placement history report
  • Activity history report
  • Status report

When the user has selected one of the above options the system could automatically generate the selected report and e-mail it to the client. To e-mail these reports to the client you have to set up the system as follows.

  • Client update set up (menu option: 2-1) First you have to select the required client number and under E-mailing options for reports, you have to set up the e-mail address details of the client.
  • The user should only choose status report, activity history or the placement history reports to be e-mailed to the on-line clients from the client screens.
  • Once you have setup the client options the client can select and and run the reports from the on-line client reports option.
  • If the client is not set up for E-mailing of the reports, the reports will go to the associated spool file.

Debtor/Case comparison reports - We have included information on accounts in a Smart Code series. For these and accounts in a contact series, we only show them in these classifications if the account does not go into the queues because they are on a series that is not included in account processing.

We have added an option that analyzes accounts by client. Presently, this option runs for all clients.

Payment entry - We have made a change to payment entry. On proportional assignment, if amount to be allocated to an account is less that $5.00, we will not distribute the payment to that account. This could happen when there are very large and very small balances linked together and the payment amount is small. Rather than applying very small amounts to an account, we will apply any unallocated amount to the first account on the list of linked accounts.


SETTLEMENTS top

Settlements are a key area of collections. It is complex area and has become more important as your clients impose new rules and penalties regarding settlement guidelines. The following documentation describes the first phase of a SIF module for Intelec. Several enhancements are planned, including the complex area of aggregate settlements.

We will use the Payment Arrangements system in Intelec as a core part of the SIF design. This will allow you to manage the arrangement and follow up if a payment is missed. You can set up SIF's at the linked account level or at the individual case number level. If you wish to use settlements for a linked group, you should not link accounts across different clients. The linked balance will be used within the option.

To use settlements at the account level, you will need to turn on the feature that allows you to set up payment arrangements at the individual account level. This will also apply to direct checks. The option is on the System Parameters - Pmt. Arrangements by Case# (Y). This may mean a change to your workflow and collection processes if you have a significant amount of linking. It must be considered as you move forward with settlements. With the payment arrangements by case number, you will not be able to set up one payment arrangement or direct checks to cover several linked accounts. You will need a separate arrangement for each account.

The flexibility will be offered at the client level. There will be a client set up which will be linked to client update. There are 2 screens to define the client rules. Not all of the options will have the associated processing. From within client update you will see the following. This is the 1st screen.



In phase 1, we will have the following options operational. There are options that have been designed that are not yet set up within the system. We will say something is "active" to indicate that this feature can be used.

  • You can enter a standard settlement percentage (for this client code). The group option is also available. The system first checks the specific client. If the client is not set up with any settlement percentages, we will check the client group code. If that says "Use for group" we will use those parameters for all clients within the group.

  • You can set up percentages based on the primary balance or the combination of primary balance and interest (set up at client level)

  • Allow for SIF% override - Use this if you want to allow a collector (someone without access to management menu) to override the standard options.

  • Once there is a SIF offer (the settlement information has been set up) you can not change the settlement parameters without deleting the offer information and then reentering a new offer.

  • Non-collectors and users with access to the management menu can override the SIF parameters at the time of setting up the offer letter. Collectors can override the standard rules if "Allow SIF% override" is"Y".

  • Smart Code at offer time - This smart code will get applied when the offer is initially made (usually by a collector). You can use this Smart Code to move the account to a manager if approval is required.

  • Smart Code with letter - This smart code will get applied when the SIF letter is requested (may be by a collector or a manager). This will happen after the SIF offer, if the account has to go to a manager for approval.

  • SIF parts - the recommended number of parts is used on the payment arrangement set up. If not entered, 1 is assumed. For recommended parts of 1, with a standard payment arrangement (not nonlinear), the downpayment option will not automatically be set up. The downpayment feature requires at least 2 recommended parts.

  • The options Downpayment %, Downpayment within days and 1st payment within days are active and are used for the payment options within the SIF setup (described later).

  • Recall days is used to tell a collector how many days remain before the account will be recalled. Recall days is based on placement date.

  • Manager approval - Managers (users with access to management menu) and users who are not collectors can automatically generate SIF letters without an approval process. "Y" will mean you want any user who a collector to submit the request for management approval (would happen by applying a Smart Code that could change the worker - e.g. Smart Code at time of SIF offer can be set up at client level). An "S" can be used to indicate that the letter can go out without manager approval if the "standard" settlement percentages were used (as set up in the client master). If a special rate (or amount) was defined, an "S" will submit the request for manager approval.

  • Smart code for SIF - The system will remember the settlement offered. If the payments made meet or exceed that amount, the specified Smart code will be applied. You will use that to close an account as a SIF.

  • Add description code on offer - this will be applied when a collector sets up the offer from account inquiry (see later) and a letter is requested by the collector or a manager.

  • If a manager deletes an offer, "Description code if withdrawn" will be added.

  • There is an option to include interest in the settlement calculations. The default is primary balance only.

  • Only valid letter codes defined on the client setup, can be used.

  • The default letter, if specified, will be brought into the collector screen when settlements are negotiated.

  • Close codes for SIF are used in the reporting and SIF inquiries.

The second client screen for SIF's is the following.

  • The age range options for settlement percentages will be active. Age is computed from placement date to the system date.

  • If multiple settlement percentages are applicable (e.g. age and placement) the system will by default select the lowest percentage. On this screen you can indicate that the highest percentage should be used.

  • Maximum dollar write off is active.

  • The options "SS# or Contact needed" are active. Contact needed refers to a contact PRIOR to the present action, which may be a contact and the first one. The number of contacts on the account must be at least 1 and that means a Smart Code that is a contact should have been entered AND processed prior to the settlement being set up.

  • Minimum age requirements with a prior contact (see earlier option for definition of contact), no contact or regardless of contacts - these options are active. If a condition is not met, a message is issued indicating that the "minimum age requirements were not met". The same message is displayed for each condition.

  • Use nonlinear Pmt. Arrangement, is active.

As you know, client information (update and inquiry) is now stored on many different screens. We have added a new function key F15, from the first client screen, to take you to the SIF information screens which are usually displayed at the end of the client information screens.

We will have the following as far as a collector experience.

Collector will be able to access a SIF screen from the Tab-Q options.



This is what they will see when they select the option for settlement letters.

 

  • You will recognize an existing settlement offer by the following text *** STORED INFORMATION HAS BEEN DISPLAYED *** which will be displayed on the screen above.

  • Based on the client, the letter code would have the default letter code filled in.

  • You can not enter settlements on accounts that are closed with an inactive close code or a close code that does not indicate that payments are allowed. If settlements are not at the case number level, inactive closes and close codes that do not indicate that payments are allowed, are omitted from the linked balance that is used by the system.

  • The collector could enter information in the areas titled custom text, comment, fax to and fax number. We will provide merge codes for this information. The merge codes for the fields custom text, fax to and fax number are T03 to T10 respectively (8 fields)

  • The account balance is shown along with the calculated settlement percentage and the settlement amount. Settlement percentage means how much are we willing to settle for. If client will write off 30%, settlement percentage is 70%.

  • There is a function key F12 - Rules, which allows a person with access to the management to menu to view the client options for SIF's.

  • There is a field "1st payment". This is an optional field that the user can enter to indicate the date when the first payment is due. This is used in payment arrangements when the user moves to to "Set up payments" option (F9)

  • Depending on how the client was set up, the special % or special settlement amount fields can be accessed. If the user is a collector and the client does not allow overriding the settlement percentage, the special fields can not be accessed on this screen.

  • Depending on whether manager approval was needed or not (set up on client), the system could print a letter immediately or could "submit" the request for manager approval.

  • A person who is not a collector or has access to the management menu can generate a letter. A collector can generate a letter if manager approval is not needed or if they did not override the percentage or amount and approval was not needed in that case.

  • After testing, we plan to allow you to have letters generated in the nightly process.

  • From the SIF set up screen, a user can set up payment arrangements and direct checks. This area is very powerful and is closely integrated with the SIF set up process.

    • Since payment arrangements are critical for the SIF process, the user will be forced into the payment arrangement screen before the SIF arrangement is updated. After the ENTER key is taken on the first screen, the user will be taken to the payment arrangment screen if no payment arrangement exists. (Added June 2006)

    • At the client level you can indicate whether the preferred payment arrangement is the standard or nonlinear type. Payment arrangements are a critical component of the SIF process and as stated earlier, you can set up SIF's at the linked account or the individual account level. For SIF's at the account level, you will need to activate the feature that allows you to set up payment arrangements at the individual account level. This will also apply to direct checks. The option is on the System Parameters - Pmt. Arrangements by Case# (Y).

    • You can indicate a default of nonlinear arrangement by selecting the option "Use nonlinear payment arrangement" (2nd client screen), setting a number in "Time frame every X days" or by setting the recommended SIF parts to more than 9.

    • If a nonlinear payment arrangement is selected, the system will use the 1st payment date entered on the screen or use the "1st payment within days" field to calculate the date for the first payment. If "Time frame every X days" is specified, subsequent installments will be dated for those dates. If no "frequency" is specified, 30 days is used. The "Recommended parts" option is used to select the number of installments. The settlement amount is allocated over the number of parts and the system will fill out the nonlinear payment arrangement with dates and amounts! Obviously, the use can change any of the data. Remember that the data is filled in based on the way the client is set up. You control the options. You do have the flexibility to have the system look at the client set up and do all the calculations for the collector, as we have described. Following is an example of the nonlinear P/A screen, filled in by the system, based on the client parameters. Note that the recommended SIF parts and the SIF amount are displayed too.



    • Once you have viewed the payment arrangement information (and possibly changed it) you can either use F12 to update the data or use F14 set up direct checks if you are taking check information on the phone. F12 takes you back to the SIF set up screen and you will need to go back to the payment set up to enter direct checks. Using F14 after filling the payment arrangements screens is a faster process. Do not be concerned about bad data. You will not be taken to the direct checks screen if there are any errors. The direct checks screen will be presented with no data filled in. There was a field "Transfer to nonlinear P/A" on the P/A set up screen. That that been modified to also allow an "F" which means "Transfer from a nonlinear arrangement".

    • On the blank direct checks screen, you must specify the first check number. Enter that number in the check number field of the first check area. If a check number is not specified, 1 is assumed. As with all direct checks, checking account information will need to be supplied. You will now enter "F" in the new "Transfer to/from nonlinear P/A" field. Press ENTER. The nonlinear arrangement is looked up and data is filled in! Here is an example.



    • Press F12 and the arrangement is set up!

    • If you opt for standard payment arrangements, the process is similar. You can not have variable installment amounts, so the system would only compute the start date, the installment amount, the qualifying amount and the number of installments after which the arrangement must be suspended (recommended SIF parts). A frequency of "Monthly" is assumed. If the client parameters indicated a downpayment, the set up date is used to calculate the date for the downpayment. This is brought into the screen along with the downpayment and the downpayment is treated as the first "part" of the SIF. Here is an example of a SIF with a standard payment arrangement.



    • The user will press ENTER and proceed as with the standard Intelec process for setting up a payment arrangement.

    • The maximum number of SIF parts (set up on the client) is enforced and can not be overridden. This applies to standard payment arrangements and nonlinear arrangements. For standard arrangements, the downpayment is not considered one of the parts for this edit.

  • The "T/Frame is monthly (Y)" option works with standard payment arrangements or with the nonlinear payment arrangements. For nonlinear arrangements, when the "T/Frame every X days" option is blank, the nonlinear arrangement defaults to a frequency of every 30 days.

  • We will provide merge codes to print the installments due for the settlement. These will be driven off the payment arrangements screen where the user will enter the number of SIF parts in the "Suspend after" field. This will mean that only a maximum of 9 parts are allowed as far as using the letters to outline the payments due. This is a system limitation. More than 9 parts can be defined within the SIF arrangement with the debtor. Presently, there are 7 merge codes for the first 7 payments expected. The downpayment can be the first one expected and allows you to set up a different amount from the other parts. In the future variable parts will be supported through the nonlinear payment arrangements feature.
    The merge codes for the first 7 payment amounts are - P24, P25, P26, P30, P31, P32 and P33 respectively. The dues dates for those installments are P27, P28, P29, P34, P35, P36 and P37 respectively.

    The above merge codes work for regular payment arrangements and for nonlinear payment arrangements.

  • There is a merge code P38 for the last scheduled payment on a nonlinear arrangement.

  • The merge codes for settlement amount and settlement percentage are NS1 and NS2 respectively.

  • You can use the payment arrangements module to look for a broken SIF promise.

  • Only management can delete a SIF set up. (F4) This option is used to delete OR void a SIF. The delete option removes the information, while the void option retains the data but makes the SIF offer inactive. You will see a message that the SIF is void on the top right hand side of the screen and a message at the bottom of the screen too. You can not make any changes to a voided SIF - you can only delete it.

    The delete option will check for an existing payment arrangement and display that screen for the user to delete the payment arrangement if required. (Added June 2006)

  • Notes are added for each step of the SIF process. An example follows.

    Here is an account, with a default letter code, and with the a number of recall days having been set up on the client file. The collector would see when the account would be recalled and how may days away the recall date was!

  • There is a letter search option. The user can look up the default letter and the other valid letters set up at the client level. To display the letter information, from the settlements set up screen, the user would key in a ? over the first character of the letter code. The system would display the letter information as shown below. The letter code would revert to the original value after the search is ended.

  • Some of you may have a custom program you wish to call from the set up screen. You can use F15 to call this program. F15 will call a CL program called SIFCUSCL, passing the parameters company code (2), case number (9), link number (9) and settlement amount (9). (was added 01/25/05)

  • F11 from the SIF screen (management only) will show settlements for the SIF period. In the first phase SIF periods will need to be set up at the client level. Here is an example of the management inquiry.

  • What happens after the SIF is set up? In addition to any letters that would be generated through selected letters or the payment arrangements area, payments received after the SIF arrangement will be tracked. If the SIF has been set up, there will be a field "Payments" on the last line of the display, with the payments applied to the account since the SIF was set up.

  • The payment update will update the payments processed, and also check if the payments since the set up, meet or exceed the settlement amount. If this is true, the "Smart code for SIF" in the client setup will be applied. You can close the account as a SIF, through the Smart Code.

  • There is an option on the client settlement screens called "Use Smart code ____ if amount due is _________. This option is used to check for the condition where the balance due on a settlement falls to or below a certain specified amount. As an example, if the amount in this field is $100, the settlement amount is $5000 and the payments made are $4900 or more, the Smart code specified will be applied. As an example, you can close the account as a SIF if the condition is met.


INSTALLATION INSTRUCTIONS
top

You will first need to determine what version of Intelec you presently are on. The current release is displayed when you sign into Intelec and get to the Main Menu.

IF YOU ARE ON RELEASE 7.2 OR RELEASE 7.4, please go to the documentation for Release 8.0 and follow those instructions which will get you directly to Version 8.1. Do not proceed beyond this point.


INSTALLATION OF THE NEW VERSION IF YOU ARE ON VERSION 8.0

Do not proceed beyond this point if you are on Release 7.2 or 7.4. Please use the documentation for Version 8.0.

You can install this update as long as no users are on the system. You can install the update at any time - at the end of a day (before nightly processing) or at the beginning of a day (after nightly processing has completed). You should have a backup from the last nightly processing that was run. There are no major file changes and a full backup is not necessary. The complete install could take a few hours (2 - 3 hours) depending on the size of your account master file.

You will receive 2 CD's - on titled BASE and another titled MODS. Please make sure you have both CD's before you start the installation.

You will first need the CD called MODS. We will need a dedicated system (No Intelec jobs running).

You should make sure that all users are signed off Intelec.

  • Cancel the Smart Code processing program.
  • If you have a dialer other than Intelec, cancel those programs.
  • If you are using I-Tel, end the dialer server.

For the following instructions, please remember to use "opt01" if you are using a CD and are prompted for the device name.

  1. Sign on with an Intelec User ID that gives you access to the command line (anything other than INTELOPR), load the CD titled MODS in the optical drive and get to a command line.

    Key in CALL INSTALLMOD and press ENTER. This job will take about 5 minutes. You will be signed off and will be asked to sign on at the end of the job. Sign on as QSECOFR.

  2. Now remove the CD titled MODS and replace it with the CD called BASE.

    Key in ADDLIBLE SCLIB from a command line and press ENTER
    Then key in ADDLIBLE SCMOD and press ENTER

    Key in CALL INSTALLNEW, press ENTER and follow the instructions. The device name should be opt01.

    This option will take about 5 - 10 minutes. At one point in the installation, the system will check that the library SCLIB is not in use and if it is, it will display any jobs that will need to be canceled. At the end of this step, you will be asked to have all users signed off the system.

  3. After Step 2 is complete sign off and sign back on with the User ID QSECOFR

    Place the CD titled MODS in the optical drive and key.

    Key in ADDLIBLE SCLIB from a command line and press ENTER.

    Key in CALL INSTALLFIX

    This step will take a few minutes.

  4. After Step 3 is complete sign off and sign back on with the User ID QSECOFR.

    Do not attempt to sign on with an Intelec User ID.

    At this stage, do not allow users to sign on. The rest of the installation process could take about an hour. We will be creating some new logical files over the account and payment files.

    Key in ADDLIBLE SCLIB from a command line.
    Key in ADDLIBLE SCFIX from a command line.
    Key in ADDLIBLE SCMOD from a command line.

  5. Place the CD titled BASE in the optical drive and key in CALL INSTALL80S. This step will take a very short time to complete.

  6. Keep the CD titled BASE in the optical drive and key in CALL INSTALLR81. Press ENTER and follow instructions. The job is submitted and will run in batch. This step could run for a few hours.

    Check that the install program is running by using WRKACTJOB. Once the job has started, you should wait about 5 minutes and can leave if there are no messages.

    This time taken for this step willl depend on the amount of data on your system, and your processor speed. An estimate of the time taken is between 1 and 3 hours.

    When this step is over, the installation of the new release is complete. You should check the job to make sure it has completed (WRKMSG QSECOFR) and use the WRKACTJOB command to make sure there are no messages.

    The completion message "'Intelec Release 8.0 has been installed" will be sent to QSECOFR and INTELOPR.

  7. After Step 6 has completed, you should run nightly processing if you installed the code at the end of the day. Otherwise, continue with your regular work.

  8. Please make sure that you send an e-mail to support@quantrax.com indicating that you have updated to the new version. This is very important.


    POST INSTALL OPERATIONS


    As we discussed earlier, we have started to track right party contacts, has debtor called us? etc. We have a program you should run after you have set up your Smart Codes. Remember, we will be looking at the base Smart Code for our analysis. For ongoing work, it is important to set up all overrides in the same way as the base Smart Code, with regard to some of these new option. Recognizing the need to be able to easily move information across Smart Codes, we have a new program that will copy information from the base Smart Code to the overrides. In addition, you can set up some options across all Smart Codes too. From the Smart Code duplication options (3rd System Control Menu) you will see the following when you select "Smart Codes".


    You can leave the copy options blank and have the system duplicate the selected options from the base smart codes to all of the overrides. This is a good time to remind you that Smart Codes and their overrides must have the same basic meaning. E.g. You should never have the base Smart Code defined as attempt and the overrides for that Smart Codes defined as contacts.

    If you use ACat codes, and you want the ACat code to be used for Smart Code overrides, you need to tell they system to do that at the client level (because ACat Codes may mean different things for different clients). The above option allows you to put a Y in all of the clients for the "Use ACat for Smart Codes" option.

    It is our recommendation that you update the Smart Codes as soon as possible after the new version is installed.

    To update the account master based for RPC's, attempts etc. based on on prior activity, we have created a special program that can be run after the Smart Codes have been set up. The job will run for a long time (a guess is 1 - 2 hours) depending on the number of the accounts in the system. The job can be run when users are on the system, but we suggest that you run it during a period of low system activity.

    To run the program key in the following from a command line.

    sbmjob cmd(call qgetacci)

    The job will run from the job queue.

    You may want to consider setting up the following sometime soon

    • Option to stop audit notes being added for maintenance Smart Codes
    • Changing some worker codes to not have the account go into queues.


  © Quantrax Corporation, Inc.
  May 2006