Incode Financial and Personnel Management. Transforming the way the public sector does business

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1 Incode Financial and Personnel Management Transforming the way the public sector does business

2 Financial and Personnel Management Everything you need for complete financial management, powered by the most current, proven technology, is available from the name you can trust Tyler Technologies. For more than 30 years Tyler has delivered software and services to the public sector, and has focused on empowering government entities to better serve their constituents. As part of Tyler s complete public sector solution, Tyler s Incode Financial and Personnel Management software meets the specific needs of finance offices. It transforms complex tasks and processes into a centralized workflow for efficiency, productivity and accuracy without sacrificing data integrity. Comprehensive suites replace individual applications and enable efficiency because they integrate and work with each other. The Incode user interface is organized around processes, administration and reporting rather than organized at the application level and then subdivided. The Financial Management suite includes all core financial processing Accounts Payable, General Ledger, Purchasing, Fixed Assets, Project Accounting, Inventory and Bank Reconciliation The Personnel Management suite includes all Payroll and Human Resources processing. It incorporates optional Web-based Employee Self Service which can be purchased with or without optional Time and Attendance functionality Simply put Incode s powerful and intuitive Microsoft Windows -based interface enables feature-rich applications in a user-friendly system environment. Empowering Business Intelligence Incode business intelligence services allow users to perform complex analysis and data mining without using IT resources for analytics, querying and reporting. Organizations will realize efficiency with the QBE Designer and Report Designer, smart grids with immediate export to Microsoft Excel, and global search capabilities. Tyler Protects Your Investment Incode delivers the tools you need to do your job quickly and efficiently, but you will also have software that grows with you as we continually enhance, add functionality, and simplify processes to provide the best user experience and the most robust software in the market today. Incode clients receive industry leading technology that is continually enhanced through a perpetual upgrade process, maximizing your investment. It is a steady stream of significant yet manageable changes deployed with minimal disruption to our clients operations. 2

3 SCHEDULE & DELIVER Schedule reports to run and be delivered automatically»» Internal & External PDF»» Select format PDF, Excel, Word Run reports without workflow interruption pop-ups alert when report is done EDIT & CUSTOMIZE Personalize standard reports without losing integrity of the report by cloning a copy Edit reports based on roles Create structures for data entry ACCESS & ANALYZE Access data through dynamic links that drill-down into the application shortcut into accounts for more efficiency Export reports into formats including PDF, Excel, Word, XPS, Text, Rich Text, open document writer and open document calculator Powerful Reporting Drives Efficiency Report Writer A built-in report writer eliminates costly external report writers. Incode s robust report writer provides access to the data you need fast and in a format that you can use to make critical decisions. The Report Wizard walks you through the steps of creating a custom report that can also be application specific. For example, Accounts Payable gives field line information. Select a field for specific information such as name, payment and balance list activity for the past year. Extensive reporting capabilities allow users to create standard and custom reporting, drill-down dynamically to data, and to automatically generate reports for workers compensation, insurance, tax and FICA requirements. Microsoft integration streamlines form and letter generation, as well as workflow notifications through Microsoft Outlook. Customized Budget Report Reports are specific to Incode data with predefined drag-and-drop fields arranged logically according to application and usage. Report Writer users can leverage the full power of the tool to build professional reports, allowing them to abandon redundant, time-consuming reporting mechanisms. Report Writer allows you to build the reports you need when you need them. It allows users to design and run customized banded reports, cross-tabbed reports, and mail merges without relying on outside resources. Dynamic reports allow you to navigate back into your data from reports, as you read them, in real time, without any database synchronization. You can run reports without interrupting workflow pop-ups alert users when their report is ready. Even state reports are built into the module. Report Wizard Share reports effortlessly by placing on dashboards, ing or posting online 3

4 Intuitive Tools Make Work Easy Searching Has Never Been Easier The information you need is at your fingertips with an easy-to-use global search screen allowing you to drill down into data from search results without leaving the application, or from tasks within that application. Whether common or complicated, users can save searches and share them with others. Share and export searches to Web-based dashboards for non-incode users, and share searches with other users Customize your most common searches for contracts, vendors and more Search data throughout the entire Incode platform Dynamic search results link directly to related processing screens Attach documents to Role-based Dashboards Transform the Way You Process Information Incode dashboards transform data into intuitive, customized portals that put the information you use most frequently front and center. Interact with an at-a-glance view of mission-critical information by drilling down into the data and active processing screens directly from dashboards for a controlled work environment. Dashboard customization is client-defined and users can be restricted to pre-defined templates for their dashboards. By default, individual workstations are displayed as tabs within the Incode shell, however they can also be undocked and used as stand-alone screens perfect for dual monitors, or split screens, and power users. This is useful when preparing budgets to be able to view previous years budgets for comparison. Dashboard Do you want to create the perfect dashboard? Widgets, customized work stations, and entire dashboards can be saved, exported, imported and shared across your organization. Dashboards can include data processing shortcuts and custom widgets like: Application shortcuts or favorites menus Scheduled reports Delinquent notifications Revenue statistics Key performance indicators Additionally, you can make Web-based dashboards available to non-incode users, such as council members or elected officials. These public dashboards are customizable using Web Parts that allow the user to view aggregated data and reports. Customized Workflow Control Advanced workflow gives users the ability to customize their work process and system notifications. No matter how many steps you have in your workflow process, you maintain complete control of which users should be included in specific levels of the workflow process. And because all data is stored in SQL tables, data search and reporting capabilities are extensive. 4

5 Advanced Role-based Security Streamline the processes of adding new users, assigning user permissions and ensuring only the right people have access to sensitive information with role-based security and system setup. Defined in your database, roles control what data, applications, programs, screens, menus, records and fields users have access to, and whether they have the ability to modify/delete records or simply view records based on their job within the organization. Incode protects the integrity of your data by ensuring the quality as it enters the system. We use advanced data validation logic backed by tables that ensure your own business rules. Software can be accessed by domain credentials or by specific user names and passwords. With role-based security you can manage users rights and privileges for the ultimate in checks and balances. Role-based security authorization allowing tailored credentials for workflow and reporting capabilities Full support for Microsoft Windows Active Directory, Domain and Forms Authentication Logging and reporting capabilities on user access, including re-try lock outs, password policies and suspension of privileges Allows delegate authorization for business processes and approval paths Security User Maintenance and Role Maintenance Processing 5

6 Financial Management The Incode Financial Management solution empowers your school to do more with fewer resources by making financial management tasks easier and more efficient. You can access tasks and data through intuitive dashboards and userdefined dashboards that deliver the precise information you need when you need it. General Ledger automates routine functions and provides access to the source document for any transaction in the General Ledger. The center of the financial suite, this feature-rich multifund accounting system works in tandem with core financial applications to allow seamless management of the flow of revenue, fees and expenses from other departments into your daily operations. Users can instantly review and report on relevant financial information. Accounts Payable monitors cash flow, manages disbursements and reduces data entry duplication. Accounts Payable Integrates seamlessly with General Ledger, Purchasing, Personnel Management, Bank Reconciliation, Fixed Assets and Project Accounting. Budget Manager is a component of General Ledger and creates and maintains budgets for current and future fiscal years, and consolidates budget prep and analysis in one place. A variety of reporting options give users the freedom to customize budget spreadsheets to fit their needs. Budget Manager allows multiple changes and user-defined scenarios. Bank Reconciliation reconciles monthly bank statements to General Ledger cash accounts. This interactive module automates month-end reconciliation process and postings bank deposits, service charges, interest income, and returned and cleared checks. Fixed Assets tracks and depreciates your assets and related improvements with integration to the General Ledger. It offers full reporting capabilities with Fixed Assets reports. Additional features include the ability to track detailed information for the asset such as insurance policies, acquisition and disposition details and maintenance related details such as asset condition, warranty and maintenance contracts. GASB/CAFR Reporter assists an organization when preparing their comprehensive annual financial statements in accordance with GASB statements, including GASB 34 and 54. 6

7 General Ledger Account Manager Purchasing provides complete encumbrance accounting, including printing purchase orders, partial or full liquidation of encumbrances, and analysis of open, closed or voided purchase orders. Purchasing supports an unlimited number of approval levels; approvals can be order restricted; a change process can be executed on existing purchase orders. Full integration with General Ledger and Budgets provides for commitment accounting and budget checking. And, electronic workflow of approvals with user-level General Ledger account restrictions and multiple approval levels automates the procurement process. Project Accounting maintains key project details such as start date, end date, percent completed, project description and notes. It tracks funding and allocation for an individual project or multiple projects, as applicable. Project Accounting integrates with General Ledger, Purchasing, Accounts Payable, Personnel Management and Cashiering. Inventory Control tracks inventory held in multiple locations, monitors specific usage, prompts re-order points and maintains average cost of goods, such as supplies, books, etc. The inquiry option displays all items with multiple years of history and current transactions. Integration with General Ledger automatically reflects receipts and disbursements in the financial statements. Inventory control optionally integrates with Purchasing. 7

8 Personnel Management Effective personnel management is more than processing payroll and tracking employee time off. Helping and empowering staff to succeed takes finding and hiring the right employee for the role, communicating goals and objectives, establishing policies and procedures and having the right software to do the job. Incode Personnel Management software can help you improve staff efficiency and reduce costs without duplicate or excessive data entry. Incode delivers the right tools, functionality and access to data to help you manage staff, your most valuable asset. This single, centralized system maintains employees and related data through their personnel life-cycle, including application, hiring, career planning, payroll, benefits, reviews, termination and retirement. Incode streamlines and automates personnel-related processes, data and tasks. User-friendly dashboards and dashboards allow payroll and human resource staff to customize their processing experience based on their individual roles. Role-based workflow is customized throughout all modules for user-defined processes for personnel review and approvals. Employee Manager 8

9 The Incode feature-rich solution incorporates all the attributes of a dynamic Payroll application and comprehensive Human Resources software, and makes it easy to share information across the Incode platform. Accident and Injury Claims manages accident and injury claims covered by workers compensation, including OSHA reportable events. Employee Self Service empowers employees to access personal information and pay information documents via the Internet. They can also request changes to their personal information. Payroll Processing provides advanced workflow to give users the ability to customize their payroll work process. No matter how many steps you have in your workflow process, you maintain complete control of which users should be included in specific levels of the process. The application supports time clock imports and features onscreen review of each pay calculation. Position Control and Budgeting manages personnel on a position basis and develops budgets for those positions and related information. Reviews tracks scheduled review dates, status of the review, notes of the reviewer, and the next review date. Time Attendance (Optional) allows employees to enter time directly through the ESS web application. Time entry can be completed by individual employees. Employees may delegate another individual to complete his/her duties while out on leave, if the need arises. A group approval screen allows approvers to easily identify the status of time for each employee, review in summary the time submitted and approve. Training and Certification tracks Education, Certification and Job Function to allow HR departments to consolidate multiple external data sources, such as Microsoft Excel and Access files. That way, all payroll and HR information is easily maintained in one database. What s more, collective bargaining agreements connect salary schedules, job functions and benefits to employees. Payroll Process Detail 9

10 Setting the Standard in Support and Services Software Support Training Our unique client perspective offers Incode software users extensive software support with resources, such as direct phone support through a toll-free hotline, access and an entire website dedicated solely to Incode client support. Each query is handled by a Certified Support Professional* (CSP) who specializes in an area of the product, ensuring your questions are answered quickly and accurately in a professional and friendly manner. *CSP certifications are awarded by the Service and Support Professionals Association. Consulting Services We offer numerous consulting services. Our experience with hundreds of local government offices and an in-depth knowledge of software enables us to provide clients with comprehensive and effective consulting services. From software and hardware to conversion, training, and more, Tyler s Incode family of products and services is working to meet the challenges of public sector entities. Implementation Our implementation record speaks for itself. We have successfully implemented Incode software applications at every new customer site and we have successfully converted data from every major vendor in the market. Incode implementation specialists and conversion experts go the extra mile to ensure that system implementation is successful and that converted data is accurate and on time. We are a Microsoft Gold ISV Competency Partner, and our hardware and system software professionals provide turnkey solutions for installation and configuration of your network system. With a quick and efficient method of training, Incode users learn how to utilize Incode software effectively in their daily job functions. Training is provided on-site for clients to learn to use Incode software in their own working environment and remotely when applicable. We also offer continuing education through regional training sessions and an annual user conference. Application Availability Solutions Data Disaster Recovery Tyler OnDemand Hurricane. Fire. Faulty sprinkler systems. No matter the reason, when a disaster strikes you want continuity of processes, such as payroll. Losing your data is a disaster your district can avoid. Tyler s OnDemand application availability solutions can have you back up and running your critical processes within 12 business hours. This solution is an option for Incode clients who chose to own and host their software rather than license it through the Tyler Hosted Solution which includes Disaster Recovery. 10

11 Employing the Latest in Proven Technologies to Meet Your Needs Technology Employing the latest technology, Incode delivers: Latest, Proven Technology From the Ground Up Incode is a true.net application, built on the leading and proven framework from the ground up. From user interfaces to the business layers and database structure, the system utilizes Microsoft SQL Server 2008 databases and runs on Windows Server Smart Client Smart Client provides the high performance of a richclient model with thin-client manageability. This uses Tyler resources to manage deployment infrastructure and to provide intelligent deployment and update services while reducing the burden of installation. Processing data is stored on client servers, not workstations, further reducing the burden of deployment and maintenance. Optimum Performance through Managed Services Eliminate downtime and increase productivity with realtime deployment, issue monitoring and all Incode software resources management. With one touch, you can ensure that you will be on the most current version of Incode software. Your IT department will no longer have to touch client servers and workstations to download software, build databases or deploy upgrades and updates. Automatic alerts to Tyler support for processing errors, active system monitoring for issues such as un-updated software and out of balance accounts, and built-in data protection with daily backup of any chosen data is included. Deployment Choices that Work for You Tyler Hosted Solution With the Tyler Hosted Solution, you essentially lease Incode from Tyler. All technology hardware and software maintenance is done by Tyler you will never incur costly server upgrades or IT time spent troubleshooting an issue. Tyler releases and installs all product updates and new versions in the time frame that is most comfortable to you. Importantly, your data and operations are protected from a disaster of any kind because we host it on our servers with redundant server backup. If a disaster such as a weather event or sabotage strikes, you will be up and running within hours you ll never miss making payroll or suffer interruption of business. Additionally, because it is easy to budget for this service, unexpected upgrades and updates are eliminated. Ownership / Traditional License You purchase the software and host it on your servers. You are responsible for all hardware, backups, uploading new features and versions. Planning for recovery of your data and getting back online after a disaster is your responsibility. Tyler OnDemand, disaster recovery services, can be purchased for an additional fee. Upgrades are part of your maintenance contract. This translates to a significantly lower total cost of ownership. 11

12 Software that thinks like you do. At Tyler Technologies (NYSE: TYL), we have a single mission: enable the public sector to be more efficient, more accessible and more responsive to the needs of citizens. That s what we do. And that s all we do in partnership with more than 9,000 clients, including local government and school offices throughout all 50 states, Canada, Puerto Rico, the U.S. Virgin Islands and the United Kingdom. Tyler Technologies is a leading provider of information management solutions and services for the public sector and Tyler is the largest company in the country solely dedicated to providing software and IT services to the public sector market. Follow us on info@tylertech.com IN-FPM The Tyler logo and design mark are registered trademarks of Tyler Technologies, Inc. 2011, all rights reserved.