Six Month Site Survey

__________________ County

__________/_______/200___

Manatron Representative: Robert Hanks

Office Phone (952) 858-1130

Mobile Phone (860) 478-4404

510 E Milham AvePortage, MI 49002

800-539-6262 Fax: 269-567-2930www.manatron.com

MCCC Representative: Lisa Meredith

Office Phone (651) 917-6996

Mobile Phone (612) 801-1689

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IntroductionThe Six Month (Prior to “Go Live”) Site Survey is used to provide an overview of the County’s Property Tax Implementation schedule, gather information necessary for the set up of the hardware, software & configuration, and to answer specific questions relating County’s Government Revenue Management (GRM) Implementation. Due to the number of locations and the aggressive deployment schedule, it is necessary to standardize and streamline the GRM implementation process. The Six Month Site Survey denotes the start of the implementation process for each County.

Overall TimelineThe first section of the Survey consists of a series of milestone dates that will be set for each County. Each milestone is based on a prescribed time period before the County go-live date. Note that this document only discusses the major milestones, there a many other (nonetheless critical) activities that must be performed for a successful implementation, that have been omitted for clarity.

Six Month Site Survey Approach. MCCC personnel will schedule a conference call with key County management personnel to complete the Six Month Site Survey. During the conference call the following will be accomplished:

review the contents of this packet review the overall implementation timeline complete the survey Develop list of “To Do’s”

Associated Documents: Several other documents are used during the implementation planning and execution. They will be provided to the County as a packet, at the same time as the 6-Month Survey:

GRM Conversion Process Guideline and Checklist. Implementation Guide One-County Training Plan Training Roster Template Policy and Procedure for GRM Remote Access Vendor User Agreement

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Overview of Survey Contents:The survey consists of a number of major sections that address specific topics during the implementation. Each section needs to be completed by the County, and returned to the MCCC and Manatron project managers at appropriate times. Several items include signature pages that authorize the implementation to move into its next phase.

The County project manager will need to monitor the status this document, and provide updates as required by the Timeline in order to keep the schedule on track. If there are any questions on completion of the survey, the County should contact its MCCC representative.

Cover Information: Information on the Survey Cover page defining County name and key contacts. These should be completed by the MCCC representative for the County.

Milestones: Completed jointly with MCCC and County project management. The milestone dates are included in the survey based on the Steering Committee approved rollout plan. The pre-defined lead times have been determined as effective based upon experience at the MCCC GRM Pilot Counties. Key County staff should be advised of the schedule with sufficient lead time so that elective time off can be scheduled to minimize impact on the project.

County Business and Data Contact Information: To be completed by County and returned to MCCC representative immediately. This defines the key contact people on the business functional areas and the IT functional areas of the County. It also gives instructions for setting up user accounts for County users of the Manatron ConneXions web site.

Network Information: This will be used by the GRM technical implementation team to correctly configure the GRM software for the County environment. Reference the Implementation guide for descriptions of the standard GRM network topology and network requirements. 3 to 4 network ports need to be available for support and conversion by Manatron. To be completed by County IT staff prior to hardware installation.

Hardware Information: As with the prior item, this information is critical for the implementation team and is needed before hardware is installed. Details are required for the GRM servers – database server web server, and batch server. Note that information can be copied and repeated as needed.

Remote Access Information: This section defines the information needed to obtain remote access to the County GRM resources during conversion. It must be provided prior to the site preparation activities. Note that passwords will be exchanged by secure means, and not recorded on this or other written documents

Site Preparation Information: Information on key people who will be working both on site and remotely to get the County ready to go live. Sections are provided for the County, and Manatron. This information should be repeated as needed for all personnel involved. This is required before the site preparation team starts work.

Conversion Information: This is similar to the Site Preparation team information, only for the Manatron and County resources that will be performing the data extract from ACS and load to .GRM. This section includes an Approval Form that must be signed by the County and Manatron conversion lead, verifying that the data conversion has been started, and completed. It needs to be faxed to the MCCC and Manatron project managers.

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Milestones:

Survey Start Date: _____ / _____ / _____

Preliminary site preparation survey should be conducted (network, hardware, software) and purchase orders created 6 months in advance of County implementation date

Hardware Updates Identified and Budgeted Date: _____ / _____ / _____

Hardware updates to current environment budgeted and Purchase Orders approved to allow installation 2 months in advance of County intended training, installation and “go live” process.

Hardware Installation Date: _____ / _____ / _____

Hardware installation should be complete 2 months in advance of County intended training, installation and “go live” process.

Site Preparation Start Date: _____ / _____ / _____

A site preparation team of 1 - 2 will work with each County during the 2 months prior to training, installation and “go live” to process: Hardware / Software installation & set-up Configuration options Test conversion Final conversion

Business Configuration Approval Date: _____ / _____ / _____

County-specific GRM configurations are defined and approved. Includes Assessor's name, County mailing addresses, and any Tax, AA or financial configuration that will not be automatically generated by the conversion process.

Test Conversion Start Date: _____ / _____ / _____

Complete Conversion Preparation Checklist. Begin process of extracting data from ACS into pre-defined GRM conversion formats. - Data is cleansed and verified- Make additional cycles as needed.

Test Implementation Date: _____ / _____ / _____

Web server, Batch server and DB server are implemented on existing hardware. Manatron implementation team verifies software and network. Manatron conversion team makes available a suitable GRM database for county testing.

Final Conversion Date: _____ / _____ / _____

Each County will extract final set of data and the site preparation team will load database tables on weekend prior to installation.

Conversion Approval Date: _____ / _____ / _____

Final conversion is approved by County.

“Go Live Date: _____ / _____ / _____

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County Business Contact Information:

County Name _______________________________________

Auditor Name _______________________________________

Auditor Email Address ______________________@_______________

Auditor Phone Number ____ - ____ - _____________ Ext. _________ Office

Auditor Phone Number ____ - ____ - _____________ Mobile

Auditor Phone Number ____ - ____ - _____________ FAX

Auditor Mailing Address _______________________________________________

City, State, Zip Code _______________________________________________

Auditor and Treasurer’s Office occupied by same individual □

Treasurer Name _______________________________________

Treasurer Email Address ______________________@_______________

Treasurer Phone Number ____ - ____ - _____________ Ext. _________ Office

Treasurer Phone Number ____ - ____ - _____________ Mobile

Treasurer Phone Number ____ - ____ - _____________ FAX

Treasurer Mailing Address _______________________________________________

City, State, Zip Code _______________________________________________

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County Business Area Supervisor Contact Information:

(Copy and repeat as needed for all involved supervisors.)

Supervisor Title: _______________________________________

Supervisor Name _______________________________________

Supervisor Email Address ______________________@_______________

Supervisor Phone Number ____ - ____ - ________ Ext. _________ Office

Supervisor Phone Number ____ - ____ - _____________ Mobile

Supervisor Phone Number ____ - ____ - _____________ FAX

County Data Contact Information:

IT Contact Name _______________________________________

IT Contact Email Address ______________________@_______________

IT Contact Phone Number ____ - ____ - _____________ Ext. _________ Office

IT Contact Phone Number ____ - ____ - _____________ Mobile

IT Contact Phone Number ____ - ____ - _____________ FAX

Secondary Contact Name

IT Contact Email Address ______________________@_______________

IT Contact Phone Number ____ - ____ - _____________ Ext. _________ Office

IT Contact Phone Number ____ - ____ - _____________ Mobile

IT Contact Phone Number ____ - ____ - _____________ FAX

If network is administered by a different party than IT Contact above:

Network Admin Contact Name _______________________________________

Network Admin Contact Email Address ______________________@_______________

Network Admin Contact Phone Number ____ - ____ - _____________ Ext. ________ Office

Network Admin Contact Phone Number ____ - ____ - _____________ Mobile

Network Admin Contact Phone Number ____ - ____ - _____________ FAX

If Internet (ISP) is administered by a different party than IT Contact above:

ISP Contact Name _______________________________________

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ISP Contact Email Address ______________________@_______________

ISP Contact Phone Number ____ - ____ - _____________ Ext. ________ Office

ISP Contact Phone Number ____ - ____ - _____________ Mobile

ISP Contact Phone Number ____ - ____ - _____________ FAX

County User Training and Security RosterThe training and security roster is a separate spreadsheet. Complete the Roster for all employees who will be using GRM. This spreadsheet will be used:

to set security roles within GRM, to determine Manatron GRM training classes and

If you want to set up generic users for those offices that will use GRM for inquiry purposes only, include them in the Roster and leave the email field blank. This will alert us not to account for those users in training classes. If you want the user to attend roll-out training, include an email address and specify the courses.

County user information for Manatron ConneXions Web SiteThe Manatron Customer ConneXions website provides training materials and other useful information for GRM users and administrators. All ConneXions users need to be registered on the site, and Manatron needs to be informed so they can assign the correct level of access for each user. To provide access of your county's individuals to the Manatron ConneXion website please follow these steps:

1) Each person should log on to ConneXions at https://ConneXion.manatron.com and register themselves by clicking on the "Register" link in the login area.

2) The County project manager needs to go to the MNCCC web site (all MCCC Manatron counties should have access) and download the ConneXion user tracking spreadsheet by clicking on the link “ConneXion Sign Up” and save the spreadsheet on your system.  Enter a complete list of your county's individuals that need access to the Manatron ConneXion website.  Be sure to indicate if the person will need software download rights. Typically there will be one or more IT persons at your county that will need to be able to download. Once the form is complete, please email it to jim.stewart@manatron.com.

3) The Manatron ConneXion site administrator will assign the appropriate access rights to each user.

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Network Information:

Office Location(s):

Main Office _______________________________________________________

Address _______________________________________________________

City, State, Zip Code _______________________________________________________

Contact Name _______________________________________

Contact Email Address ______________________@_______________

Contact Phone Number ____ - ____ - _____________ Ext. ________ Office

Internet Provider ___________________________________________

High Speed Internet: Yes ____ / No _____ / Don’t Know _____

Security Check Required for Access Yes ____ / No _____ / Don’t Know _____

Virtual Private Network (VPN) Yes_____ / No_____ / Don’t Know _____

Remote Access:

High Speed Internet: Yes ____ / No _____ / Don’t Know _____

Security Check Required for Access Yes ____ / No _____ / Don’t Know _____

Virtual Private Network (VPN) Yes_____ / No_____ / Don’t Know _____

Number of Ports available ______

VPN Client: Nortel _____, Cisco_____, Microsoft_____, Other_____________________________

VPN IP Address _____ . _____ . _____ . _____

VPN User Name / Password (To be provided separately by IT department using secure means).

Remote Client:

Microsoft Remote Access______, VNC_____, Citrix GoToMyPC_____, Other____________________

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Office Location: (cont.)

Remote Office _______________________________________________________

Address _______________________________________________________

City, State, Zip Code _______________________________________________________

Contact Name _______________________________________

Contact Email Address ______________________@_______________

Contact Phone Number ____ - ____ - _____________ Ext. ________ Office

Internet Provider ___________________________________________

High Speed Internet: Yes ____ / No _____ / Don’t Know _____

Security Check Required for Access Yes ____ / No _____ / Don’t Know _____

Virtual Private Network (VPN) Yes_____ / No_____ / Don’t Know _____

Remote Access:

High Speed Internet: Yes ____ / No _____ / Don’t Know _____

Security Check Required for Access Yes ____ / No _____ / Don’t Know _____

Virtual Private Network (VPN) Yes_____ / No_____ / Don’t Know _____

VPN Client: Nortel _____, Cisco_____, Microsoft_____, Other_____________________________

VPN IP Address _____ . _____ . _____ . _____

VPN User Name / Password (To be provided separately by IT department using secure means).

Remote Client:

Microsoft Remote Access______, VNC_____, Citrix GoToMyPC_____, Other____________________

(Copy as necessary)

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Hardware Information:

Database Server:

Database Server Name _________________________

Database Server IP Address _____ . _____ . _____ . _____

Database Server User Name / Password (To be provided separately by IT department using secure means).

Database Server Domain Name ______________________________

Runs as a Virtual Instance, using VM Ware or a similar product? Yes ____ / No _____

Is Data storage on this server implemented on a SAN? Yes ____ / No _____

Database Sever Brand ____________________________

Database Server Model ____________________________

Database Server Processor _____ Core(s) _____GHz _____GB RAM

Database Server Disk (available) _____ GB _____ RAID Level _____ RPM

Database Server Operating System ____________________________________

Database Engine:

Microsoft SQL Server 2005 (installed) Yes ____ / No _____ / Don’t Know _____

Microsoft SQL Reporting Services (installed) Yes ____ / No _____ / Don’t Know _____

Database Server Sharing:

List all other database applications that will share this server.

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

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Hardware Information: (cont.)

If Microsoft Internet Information Services server(s) for implementation are different than database server; please list each IIS server on a separate sheet.

IIS Server:

IIS Server Name _________________________

IIS Server IP Address _____ . _____ . _____ . _____

IIS Server User Name / Password (To be provided separately by IT department using secure means).

IIS Server Domain Name ________________________

Runs as a Virtual Instance, using VM Ware or a similar product? Yes ____ / No _____ IIS Sever Brand ____________________________

Is Data storage on this server implemented on a SAN? Yes ____ / No _____

IIS Server Model ____________________________

IIS Server Processor _____ Core(s) _____GHz _____GB RAM

IIS Server Disk (available) _____ GB _____ RAID Level _____ RPM

IIS Server Operating System ____________________________________

Microsoft Internet Information Services (IIS):

Microsoft IIS (installed) Yes ____ / No _____ / Don’t Know _____

Microsoft IIS Version ____________________

Crystal Web 11.5 (installed) Yes ____ / No _____ / Don’t Know _____

IIS Server Sharing:

List all other applications that will share this server.

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

(copy as necessary)

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Hardware Information: (cont.)

If GRM Batch server(s) for implementation are different than database or IIS server(s); please list each Batch server on a separate sheet.

GRM Batch Server:

Batch Server Name _________________________

Batch Server IP Address _____ . _____ . _____ . _____

Batch Server User Name / Password (To be provided separately by IT department using secure means).

Batch Server Domain Name ________________________

Runs as a Virtual Instance, using VM Ware or a similar product? Yes ____ / No _____

Is Data storage on this server implemented on a SAN? Yes ____ / No _____

Batch Sever Brand ____________________________

Batch Server Model ____________________________

Batch Server Processor _____ Core(s) _____GHz _____GB RAM

Batch Server Disk (available) _____ GB _____ RAID Level _____ RPM

Batch Server Operating System ____________________________________

Batch Server Sharing:

List all other applications that will share this server.

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

(copy as necessary)

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Hardware Information: (cont.)

Workstation / Desktop / Notebook:

Manatron GRM requires the following minimum configuration for user workstations:

Software Hardware Windows 2000 Professional or

Windows XP Professional SP2 Internet Explorer 6.0 Adobe Reader , current version Microsoft Word (Recommended for

mail-merge functions.) VNC

1 GHZ Pentium III 512 MB of RAM 17” Monitor (1024 X 768 resolution) 40 GB Disk Drive 100 Mb Ethernet Card 24X CD ROM Drive

How many GRM workstations will be implemented that meet the configuration? _____________

How many GRM workstations do not meet the minimum configuration? ___________________

For the machines that do not meet the minimum, please list the typical configuration:

Computer Brand ____________________________

Computer Model ____________________________

Computer Processor _____ Core(s) _____GHz _____MB / GB RAM

Computer Disk (available) _____ GB

Computer Operating System ____________________________________

Browser Information:

Microsoft Internet Explorer Yes ______ / Version _____

Netscape Yes ______ / Version _____

Firefox Yes ______ / Version _____

Other __________ / Version _____

Don’t Know __________

Additional office productivity applications loaded on typical workstation / desktop / notebook:

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

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If a workstation will be accessed by Manatron for remote support please supply the following information.

Computer Name _________________________

Computer IP Address _____ . _____ . _____ . _____

Computer User Name / Password (To be provided separately by IT department using secure means).

Computer Domain Name ________________________

(copy as necessary)

Remote Access Information:

Manatron will require Full Access to the County’s GRM servers in order to perform conversion activities. The web server, database server and batch server will all need to have access established. On the database server, conversion activities will include the rights to create directories, copy files to shared directories, create SQL databases and run SQL queries.

VPN Access Allowed Yes ____ / No _____ / Don’t Know _____

Remote Desktop Access Allowed Yes ____ / No _____ / Don’t Know _____

Shared Data Location(s):

Local FTP Site Available Yes ____ / No _____ / Don’t Know _____

Local FTP Site Name _________________________

Local FTP Site IP Address _____ . _____ . _____ . _____

Local FTP Site User Name / Password (To be provided separately by IT department using secure means).

Local FTP Site Domain Name ________________________

(fax for approvals)

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Site Preparation Information:

Site Preparation Team:

Manatron Contact (1) Gary Paldan

Manatron Contact (1) Email Address Gary.Paldan@Manatron.com

Manatron Contact (1) Phone Number 866 - 471 – 2900 Ext. 7175 Office

Manatron Contact (1) Phone Number 269 - 217 - 3673 Mobile

Manatron Contact (1) Phone Number ____ - ____ - _____________ FAX

Manatron Contact (2) _______________________________________

Manatron Contact (2) Email Address ______________________@_______________

Manatron Contact (2) Phone Number ____ - ____ - _____________ Ext. _________ Office

Manatron Contact (2) Phone Number ____ - ____ - _____________ Mobile

Manatron Contact (2) Phone Number ____ - ____ - _____________ FAX

County Contact (1) _______________________________________

County Contact (1) Email Address ______________________@_______________

County Contact (1) Phone Number ____ - ____ - _____________ Ext. _________ Office

County Contact (1) Phone Number ____ - ____ - _____________ Mobile

County Contact (1) Phone Number ____ - ____ - _____________ FAX

Site Preparation Start Date: ______ / _____ / _________

Start Date Approval:

Manatron Contact (1) __________________________________ _____ / _____ / _______Signature Date

Manatron Contact (2) __________________________________ _____ / _____ / _______Signature Date

County Contact (1) __________________________________ _____ / _____ / _______Signature Date

(fax for approvals)

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Conversion Information:

Conversion Team:

Manatron Conversion Contact (1) Chris Rivard

Manatron Conversion Contact (1) Email Address Chris.Rivard@Manatron.com

Manatron Conversion Contact (1) Phone Number 952 - 858 - 1131 Office

Manatron Conversion Contact (1) Phone Number 715 – 497 - 9967 Mobile

Manatron Conversion Contact (2) Rodney Patterson

Manatron Conversion Contact (2) Email Address Rodney.patterson@manatron.com

Manatron Conversion Contact (2) Phone Number N/A Office

Manatron Conversion Contact (2) Phone Number (757) 241-0112 Mobile

County Conversion Contact (1) _______________________________________

County Conversion Contact (1) Email Address ______________________@_______________

County Conversion Contact (1) Phone Number ____ - ____ - _____________ Ext. _________ Office

County Conversion Contact (1) Phone Number ____ - ____ - _____________ Mobile

County Conversion Contact (1) Phone Number ____ - ____ - _____________ FAX

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Conversion Information: (cont.)

Test Conversion Start Date (estimated): ______ / _____ / _________

Test Conversion Start Date: (actual) ______ / _____ / _________

Start Date Approval:

Manatron Contact (1) __________________________________ _____ / _____ / _______Signature Date

Manatron Contact (2) __________________________________ _____ / _____ / _______Signature Date

County Contact (1) __________________________________ _____ / _____ / _______Signature Date

Final Conversion Date (estimated): ______ / _____ / _________

Final Conversion Completion Date: (actual) ______ / _____ / _________

Final Conversion Approval:

Manatron Contact (1) __________________________________ _____ / _____ / _______Signature Date

County Contact (1) __________________________________ _____ / _____ / _______Signature Date

(fax for approvals)

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Appendix A

GRM CONVERSION PROCESS

GUIDELINE & CHECKLIST

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Appendix B

GRM INSTALLATION SOFTWARE

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GRM Installation Software

As part of the implementation process, the Manatron implementation team will load the Manatron GRM application on appropriate County Database, Web and Batch servers. In preparation for this task, The County will be responsible for loading certain third party system software on County Database, Web and Batch servers.

Database Server System Software Microsoft Windows Server 2003 Standard Edition sufficient licensing for all County users Microsoft SQL Server 2005 Standard Edition sufficient licensing for all County users ETrust InoculateIT Anti-virus Software or equivalent Veritas Backup Exec Server Edition or equivalent Adobe Reader 8.0 Microsoft Enterprise Instrumentation Microsoft Framework .Net 2.0 Microsoft Framework .Net 3.0 County SQL 2005 database

Web Server System Software Microsoft Windows Server 2003 Standard Edition ETrust InoculateIT Anti-virus Software or equivalent Crystal Developer XI one copy required Microsoft Office current version Adobe Reader 8.0 Microsoft Enterprise Instrumentation Microsoft Framework .Net 2.0 Microsoft Framework .Net 3.0 Manatron GRM application Installed by Manatron

Batch Server System Software Microsoft Windows Server 2003 Standard Edition ETrust InoculateIT Anti-virus Software or equivalent Crystal Developer XI one copy required Microsoft Office current version Adobe Reader 8.0 Microsoft Enterprise Instrumentation Microsoft Framework .Net 2.0 Microsoft Framework .Net 3.0 Manatron GRM application Installed by Manatron

Desktop System Software Microsoft Windows XP Professional SP2 Microsoft Office current version Crystal Developer XI optional ETrust InoculateIT Anti-virus Software or equivalent Adobe Reader 8.0

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