ADVANCED LICENSING. Advanced Licensing v Page 1 of 18

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Melvyn Calvin Merritt
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1 ADVANCED LICENSING Advanced Licensing v Page 1 of 18

The License module is available to those PetPoint Organizations that have purchased the Constituent Services Suite. It is for selling and renewing municipal licenses for customers.

2 The License module is available to those PetPoint Organizations that have purchased the Constituent Services Suite. It is for selling and renewing municipal licenses for customers. USERS Users must have a License Module access role to see and access the License Module. The available security roles are: SETUP User: Can see and add new license records. Power User: Can see, add new, and edit license records. Manager: Can see, add new, edit and delete license records. ADD/EDIT FIELD VALUE License Cancellation Reason: These are reasons that licenses should be cancelled; a selection will be required when the license Status is set to Cancelled. o Examples are Moved, No longer has animal, etc. o Deceased is a system-defined value that applies when animals are deceased. For Enterprise Users, any temporary or current license will be cancelled with a cancel reason of Deceased if the licensed animal is marked as Deceased, or has an Outcome Died or Outcome Euthanasia added to its record within PetPoint. o Intake-Return and Intake-Surrender are system-defined values that are used when animals have an intake (and thus no longer need to be licensed). For Enterprise Users, any temporary or current license will be cancelled with a cancel reason of Intake-Return or Intake-Surrender if that animal is added to an Intake-Return or Intake- Surrender within PetPoint. License Requirement Exemptions: These are reasons that an animal would receive an exemption to bypass requirements for licensure. Examples would be age, medical, weight, etc. ADD/EDIT AGENCY Create an agency record for municipalities for whom you license. For example, if you license for the City of Springfield, there should be an agency record with the License Issuer checkbox marked. This populates the Issuer drop down on Add/Edit Item and enables the organization to be configured within Admin License Setup. Advanced Licensing v Page 2 of 18

3 For those agencies that will be selling licenses on your behalf, or to make yourself a license reseller, check the box for License Reseller. An agency can be both a License Issuer and a License Reseller if, for example, City Hall sells its own licenses as well as those provided by the City as the issuing agency. LICENSE RESELLERS Once a License Reseller has been assigned for a License Issuer within Admin License Setup, the License Issuer can allocate or issue license tags to the License Reseller in batches or ranges via the reselling agency s License Reseller tab. Even if someone else does not sell licenses for you, if you set your own organization up as a reseller, and issue yourself some ranges, PetPoint can automatically generate license numbers for you based on that inventory. This is intended to show you what your partners have, how many they have sold, and when to send more: In the issuer details, you can choose whether there is a year prefix, and whether that is the year of issuance (this year) or the year that it expires. You can also check the box for Allow Manual Entry?. Please Note: If the Allow Manual Entry? checkbox is not marked, PetPoint will automatically generate the next available number, and the user cannot overwrite it. Selecting Batch By Default? will automatically check the Batch License checkbox on the details screen for this reseller, which is appropriate for call centers, mail houses, and anyone else who does heads down license processing as the main process (as opposed to walk-up license processing). When you have a range or batch of licenses, you can provide a starting number and an ending number. PetPoint will calculate the total number of licenses based on the range, and keep track of how many have been sold, what percentage Advanced Licensing v Page 3 of 18

4 that represents, and the number remaining, which will always be displayed on this reseller tab for any agency. If, for example, Apple County called me and told me they need more licenses, I would tell them that I show they have 1,999 licenses remaining, and I would not be sending any more to them until they had sold what I had given them. Please Note: Sign out of and back in to PetPoint after adding License Issuers to ensure they are available to select within Add/Edit Item. ADD/EDIT ITEM Create items with Item Type = License and select a License Issuer for each item. Completing a Default Review Date also helps your users minimize errors, as does assigning prices if you have standard prices. Please Note: All license items must be assigned a License Issuer to be selectable on the License Details tab. As such, please review all existing license items and update with License Issuer information as necessary. Notice here that with Multi-Price items, your items can be very specific. If you have different prices for senior altered dogs, you could specify animal type = dog, age group = senior, and Spay Neuter status = altered. This is where a lot of the logic is done for your user; if the user has a cat selected, this license would not be available to select from the database screen, nor from the online license screen. Price per site: this tells you which sites can sell these licenses, and lets you designate licenses as available for sale through the online portal. Price per animal type: restrict licenses to cat or dog, so you are not selling cat licenses for a dog. Price per service animal: if a certain license should only be available if the animal s profile page has Service Animal marked, this checkbox will make PetPoint validate the record before selling a service animal license. Price per age group: if license prices vary based on the age of the animal, use this designator to restrict availability. Advanced Licensing v Page 4 of 18

5 Price per Spay Neuter Status: This is where the altered/unaltered licenses are separated. Price per Person Association: If there is a special license price for senior people or employees, or volunteers, or this is how you can force PetPoint to check and make sure the person meets those criteria. LICENSE CONTRACTS Setup of the contract text for License Contracts, as well as License Renewal Notices 1-3, is available in Admin Options, Add/Edit Contract Text. LICENSE SETUP In Admin Options, on the Setup Side, choose License. From here, you can set up License Issuers, Note Templates, and Online Licensing. LICENSE ISSUERS 1) Choose the license issuer from the top grid. This is populated with agencies where you have checked the box for license issuer. 2) From here, choose reseller(s) under the Resellers section. You can have multiple resellers per agency; this is populated by agencies where the license reseller checkbox is marked on add/edit agency. Once you assign resellers here, that is how you will see issuers on the license reseller tab back on add/edit agency. 3) Zip/Postal Codes is intended to minimize error by adding available zip codes to an issuer. This would require that the person s home address zip code matches one of the zip codes you provided in order to sell a license for this issuer. It restricts the list of available issuers on the detail screen. This is particularly useful if you license for multiple counties or want to ensure that people are not buying licenses if they do not live in the general area. 4) Rabies Vaccination Requirements: this is where you can say, for this issuer, if rabies is required to issue a license. You can set up requirements for dogs or cats, and can even say that it is only required for specific breeds or if the animal has been declared dangerous. There is also the option to allow exemptions, which lets you choose which of those exemption reasons you created in add/edit field value apply to this requirement. In other words, if you have a medical or age exemption for rabies, but not a weight one, you can hold ctrl and click age and medical from the list to allow either one. If you choose specific breed, you can then add the specific dog or cat breeds, and PetPoint will further validate animal breeds against this list. 5) Distemper Vaccination Requirements: this is where you can say, for this issuer, if a distemper vaccine is required to issue a license. You can set up requirements for dogs or cats, and can even say that it is only required for specific breeds or if the animal has been declared dangerous. There is also the option to allow exemptions, which lets you choose which of those exemption reasons you created in add/edit field value apply to this requirement. In other words, if you have a medical or weight exemption for distemper, but not an age one, you can hold ctrl and click age and medical from the list to allow either one. If you choose specific breed, you can then add the specific dog or cat breeds, and PetPoint will further validate animal breeds against this list. 6) Insurance Requirements work the same way as rabies & distemper requirements, but apply to liability insurance. If a pet guardian is required to have liability insurance if their pet is deemed dangerous, or based on breed, PetPoint will validate these conditions against your setup to determine if this is required on the details tab. 7) Microchip Requirements also work the same as rabies, distemper and insurance requirements. Advanced Licensing v Page 5 of 18

6 8) License Types for this Issuer: Displays all license types enabled for this issuer from Add/Edit Items. For those items that are multi-price, the Fee will display as Multi. 9) Expiration Rules: These rules calculate when licenses expire, and can vary from one issuer to another. Calendar Year: This causes the expiration date to use the length from add/edit item (typically 1 year or 3 years), and calculates a calendar year. If today is May 27, 2013, and my license length = 1, and calendar year is selected, my license should expire on May 27, Minimum value for Rabies/Distemper revaccination date: This automatically sets the license expiration date as the same as the re-vac date for the vaccine(s) required. If rabies is required but distemper is not, PetPoint will use the rabies re-vac date. If both are required, it will use the least of the two vaccines. Specific Date: this is for those licenses that always expire on May 31 st, or June 30 th, etc. every year. End of Expiration Month: this is similar to Calendar Year, except that instead of the exact day, it would be the end of that month. So in the previous example, my license would expire 5/31/2014. Calculate Pro-Rate: If this box is checked, and my license valid dates are less than my default length, I can have a pro-rate calculated. In other words, if my license expires on 8/30/2013 because that is when my rabies re-vac date is, but it is already 5/27/2013, should I pay for a full year? Or should I pay for 3 months? Calculate a prorate would calculate the amount I should pay at a pro-rated amount. Auto-Renew: This is for those organizations that automatically renew licenses and then leave a balance hanging on the pet owner, and possibly send them a bill for their license. If this option is chosen, you need to choose what rate to renew the license at, i.e. is it renewed at the original rate, from when they licensed the last time, or licensed at today s rate? 10) License Numbers: Tells PetPoint how to generate license numbers at the time of renewal or when purchased online Numbers are replaced every time: upon renew, the license number should be replaced either by a blank field (if reseller is not being used) or by the next available license number. Numbers are retained, 2-digit year prefix is changed: upon renew, the 2-digit year will advance, but the digits after the prefix remain. Numbers remain with the animal permanently: upon renew, the license number will show again. Advanced Licensing v Page 6 of 18

7 Advanced Licensing v Page 7 of 18

CREATING A NEW LICENSE RECORD From the Search menu, click Create New button.

ANIMAL TAB Find an existing animal record, or create a new one.

8 CREATING A NEW LICENSE RECORD From the Search menu, click Create New button. PERSON TAB Find an existing person record, or create a new one. ANIMAL TAB Find an existing animal record, or create a new one. Multiple animals can be added to a license transaction; return to the animal search tab to add additional animals. Notice that the Animal Search defaults to search for animals connected to the person on the operation. Advanced Licensing v Page 8 of 18

DETAILS TAB Complete the License Details as appropriate. If you are licensing multiple animals, fill in the details that apply to ALL animals on the transaction, and then Save Details.

This is to auto-generate the license number, or restrict the license number based on inventory created on the agency screen.

9 DETAILS TAB Complete the License Details as appropriate. If you are licensing multiple animals, fill in the details that apply to ALL animals on the transaction, and then Save Details. To enter the license number for a specific animal(s) with whom you are working, click the appropriate checkbox in the top grid and press Apply Selection. Notice the Reseller dropdown provided below. This is to auto-generate the license number, or restrict the license number based on inventory created on the agency screen. Please Note: If a license number is entered that has already been used within the available range, the system will auto-update to the next available license number within that range. Also notice two new checkboxes: Batch License, intended for licenses that are being processed heads down or via mailed-in licenses, to be printed at a later date, and lifetime? which allows a license to become a lifetime license, Advanced Licensing v Page 9 of 18

which will never expire. The license type drop down will be restricted by the license issuer and the person and animal criteria based on the add/edit item setup.

Please Note: If the animal selected has an existing rabies or distemper vaccination on file in this system, which is still valid (re-vaccination date has not passed), it will appear in the Vaccine

10 which will never expire. The license type drop down will be restricted by the license issuer and the person and animal criteria based on the add/edit item setup. If you have License Reseller tag inventory set up, license numbers will auto-generate in the license field. You can overwrite that field based on the license reseller setup. Please Note: If the animal selected has an existing rabies or distemper vaccination on file in this system, which is still valid (re-vaccination date has not passed), it will appear in the Vaccine History section. However, if you have more than one animal selected, this will information will not display because each animal may have a separate record. You can record vaccines here as well, which will create a licensing exam record for individual or multiple animals. You do not need to select animals individually to add historical or completed vaccines that are the same for multiple animals. SUMMARY TAB From the Summary Tab, access the documents for the animal(s) or person, and use jump to functions to jump to another place in the database with the selected animal. EDITING AN EXISTING LICENSE RECORD SEARCH TAB From the Search Tab, search for an existing record by animal details, person details, license details or last 10. Advanced Licensing v Page 10 of 18

DETAILS TAB To edit an existing record, it must first be unlocked.

11 Choose the radio button for Edit to make changes to the existing license record. Then click the license number from the left column for the license you are editing. DETAILS TAB To edit an existing record, it must first be unlocked. Unchecking the Lock Record checkbox will enable the fields within License Details for editing including marking the license as cancelled or expired. From the Details Tab, you can change the status to cancelled, set the license as expired, or just view the record. Advanced Licensing v Page 11 of 18

RENEWING A LICENSE SEARCH TAB From the Search Tab, choose the radio button for

12 SUMMARY TAB The Summary Tab will allow you to access all the documents or use the Jump To functionality. RENEWING A LICENSE SEARCH TAB From the Search Tab, choose the radio button for Renew and search for the license you wish to renew by animal details, person details, or license details. Advanced Licensing v Page 12 of 18

For owners who previously licensed multiple animals, clicking on a license number from the left column will enable you to renew licenses for all animals previously licensed together.

ANIMAL TAB If the record contains an animal for which you do not want to renew the license, click on the Animal Tab, select the applicable animal, and click Remove Selected.

13 For owners who previously licensed multiple animals, clicking on a license number from the left column will enable you to renew licenses for all animals previously licensed together. Please Note: Only Licenses which are Current or Expired can be renewed. ANIMAL TAB If the record contains an animal for which you do not want to renew the license, click on the Animal Tab, select the applicable animal, and click Remove Selected. To add additional animals to the license, click on the embedded Animal Search tab to search for or create new animals. Once all applicable animals have been selected, navigate to the details tab to renew licenses for those animals. DETAILS TAB The license information from the license(s) you are renewing will be carried over to the Details Tab, with a new Current Status and default Status Date/Time of today. Update the information as necessary. If you are renewing licenses for multiple animals, fill in the details that apply to ALL animals on the record, and then click Save Details. To change which animal(s) you are working with, use the checkboxes in the top grid and press Apply Selection. Advanced Licensing v Page 13 of 18

LICENSE STATUSES As part of the new license module, status has been added to the license record.

14 SUMMARY TAB From the Summary Tab, you can access the documents for the animal(s) or person, and use jump to functions to jump to another place in the database with the selected animal. LICENSE STATUSES As part of the new license module, status has been added to the license record. It is important to understand the meaning of each status, as well as the workflow that is available based on the status of the license. Advanced Licensing v Page 14 of 18

15 Available Statuses: Current: This is the default status for all new and renewed licenses. o A license is considered Current if it has not been cancelled, and does not have an expiration date in the past. o A Current license can be marked as Cancelled or Expired via License-Edit, or can be renewed via License - Renewal. Cancelled: When a Current license is no longer valid, the license status should be updated to Cancelled. o License cancellation is done automatically for Advanced and Enterprise clients when the licensed animal has a new Intake-Return, Intake- Owner/Guardian Surrender, or is deceased. o Current, Expired, and Temporary licenses can be updated manually to Cancelled status via License-Edit. Expired: Any license that has an expiration date in the past should be marked as Expired. o License Expiration is done automatically for Advanced and Enterprise clients. o An Expired license can also be manually updated to Cancelled status via License-Edit. Inactive: Once a license has been renewed, the previous license record becomes Inactive. o Inactive license records are not editable and are viewable for historical purposes only. Temporary: Any new or renewed license for which the Rabies, Distemper, and/or Microchip requirements have not been met is automatically marked as Temporary upon submit. o Temporary status can also be selected manually when creating a new license. Once this required information has been added to the license record, the license can be updated to Current. o Temporary status is only available to Advanced clients, and can be updated via License-Edit to Current, Cancelled, or Expired status. LICENSE QUEUE When preparing license renewal notices, use the License Queue, found in the Services Menu, to queue those notices that you wish to send. For example: It s April 1 st. I send out my 1 st notice for those licenses that expire next month (May); I send out my 2 nd notice for those that expired this month (April); and I send out my 3 rd notice for those that expired last month (March). I want ALL license types, and ALL issuers. I would run the following queues: Press Find each time. Once you press find, you get a list that looks like this: Advanced Licensing v Page 15 of 18

Once you have pressed submit on all three queues, you are now ready to print the license renewal notices from the Reports Website. See License Renewal instructions below.

16 Once you have pressed submit on all three queues, you are now ready to print the license renewal notices from the Reports Website. See License Renewal instructions below. LICENSE REPORTS LICENSE BATCH CONTRACT Once licenses have been batched for printing, you can generate license contracts through PetPoint. The License Batch Contract report allows for filtering by license issuer, license reseller, license type, and species, and gives the option to combine household animals, and can be based on a number of criteria. This report uses your contract text from Admin Setup Contract Text, plus the records that apply, to generate your licensing contracts. LICENSE AUTO UPDATE EXCEPTION This report is designed to show any license record that was not successfully updated via the overnight job, which will need to be updated manually. The License Auto Update Exception report allows for filtering by license issuer, and updated date, and gives the option to group by date, type, or issuer. LICENSE AUTO UPDATE LOG This report is designed to show any license record that was updated via the overnight job. The License Auto Update Log report allows for filtering by license issuer, and updated date, and gives the option to group by date, type, or issuer. LICENSE CROSSTAB This report is designed to give you a tabular, counted view of your license history. Like all the crosstabs in PetPoint, you can choose some standard parameters (issuer, type, species, status), and the date range to report on, and then choose the X & Y variables. For example, if I want a report on all the licenses that were issued during the year 2012, broken down by animal type, issuer and license type, my crosstab parameters and results would look like this: Advanced Licensing v Page 16 of 18

17 LICENSE DETAIL The detail report has the same parameters, but allows you to see detailed records on every record that matches your query. Depending on your reporting intentions, you can also choose to show or hide insurance details, person details, animal details, and license notes on the report. LICENSE EXEMPTION This report is designed to show licenses with exemptions. While the License Exemption report can include licenses that have lifetime exemptions, it is geared toward allowing your organization to follow up with the animal owner when an exemption is expired. This report can be generated based on license status + status date, or exemption review date. LICENSE EXPRESS The express report is the same report as the detail report, minus the ability to show/hide the sub-tables of insurance, person, animal and license notes. This is intended for a quicker look at licenses, more similar to the license issued report from the legacy version. LICENSE EXTENDED Any extended report in PetPoint generates directly into Excel. This report has the same parameters, but an output of excel so that data can be further filtered or counted, etc., in excel. It is not intended for printing, and is not formatted in a manner that is conducive to printing. Advanced Licensing v Page 17 of 18

18 LICENSE MAIL LABELS This report generates mail labels for you, based on the criteria you have chosen. This will utilize mailing labels or home labels for the persons tied to your selected records. These labels are designed for Avery 5160 or 8160 labels. LICENSE RENEWALS Once licenses have been queued following the license queue process, you can generate license renewal notices through PetPoint. The License Renewal Notice report allows for filtering by license issuer, type, and species, gives the option to combine household animals, and can be based on a number of criteria. This report uses your contract text from Admin Setup Contract Text, plus the records that apply, to generate your renewal notices. LICENSE RESELLER HISTORY This report is designed to show the activity of licenses sold by license reseller. The License Reseller History report will provide information on ranges assigned to the reseller, as well as which licenses were sold and when. The report can be generated based on issuer, reseller, license type or license status + status date. OTHER NOTES From the outcome summary tab, you will notice that you can now jump to License, with the animals from the operation. This enables efficient entry of licenses on animals that are adopted or returned to owner/guardian. If the license expiration date has passed, the license status will be changed to expired overnight. Advanced Licensing v Page 18 of 18

Medical Setup Medical Setup v

Medical Setup Medical Setup v. 06272011 IMPORTANT NOTE As of July 18th, the Medical screen on the Care menu will replace the Care Exam option, and the Medical setup screen replaces the Exam setup screen,