Database Design and Development Productivity Consulting

MTWO TECHNOLOGY, INC.

Database Design and DevelopmentProductivity Consulting

Mission Statement

MTWO Technology, Inc. delivers high quality

customized business solutions designed to

significantly increase the operational

efficiency of its customers.

We provide our customers with resources and

long-term relationships to help them achieve

and maintain high productivity levels.

Services

Database Design and Development

We study the important data you need for your processes, documents, reports and for your critical analysis.

We assist you in designing screens that make sense to you and your staff and achieve the highest level of productivity.

We handle all of the technical aspects of the development making the process smooth and non-technical for you.

We integrate the documents you use to eliminate any re-keying of information stored in your new database.

We can transfer your data from most existing systems.

Since you were involved in all aspects of the design, training is very easy.

Services

Productivity Analysis

Using classical methodology we measure the costs of your inputs, procedures and outputs to determine the cost of your processes.

Using that data, we lead you in determining the best practices you should be using to maximize productivity and minimize your operating costs.

Then using the same data you are able to determine what changes you desire to make using accurate cost/benefit analysis decisions.

Services

Hardware and Software Integration

We assist you when you need to add new features to your database system such as document storage, mass texting, integrated email, integration with other software systems, etc.

We help you find alternative solutions and develop cost benefit analyses to support your technology decisions.

We can oversee your installation or conversion project if you do not have in-house resources.

Bail Bond Database System

MTWO Technology began developing database systems for Bail Bond Clients in January, 2007.

Our first client grew from three offices to over 20 in the eight years after installing our customized system.


Features

Uses products in Microsoft Officeo Microsoft Accesso Microsoft Wordo Microsoft Excelo Microsoft Outlook

The design can be completely customized to meet your specific needs.

The system is logon and password protected.

The logon is used throughout the system to automatically update and secure functions such as Check Ins Taken By, Payments Taken By, Hearing Notifications Made By, and others.

Objects such as documents, pictures, fingerprint files, etc. can be stored and associated with each of your client files.

The system can be integrated with third party products such as Mass Texting Software Systems and Automatic Phone Systems.


Features

Main functions like recording Check Ins, recording Payments Taken and others have been highly automated.

Report functions such as Upcoming Court Dates, Defendant Check Ins Over and Under 90 Days and Delinquent Payments are managed interactively using online screens. This dramatically increases productivity over paper reports.

The overall design goal of the system is to eliminate as close to 100% of the paper managed by your staff as possible.

The database can be upgraded to SQL Server as your growth requires it.

The system can be moved to the cloud of your choice as your growth and expansion requires it.


MAIN LOGON SCREEN

Unique Logon and Password for each Employee


MESSAGING SYSTEM SCREEN

Unique Logon and Password for each Employee

Logon Screen opens to this window. This is the Messaging Function. This allows users to send tasks or messages to each other that are not related to a particular client.

An example could be a supervisor tasking an employee to complete a requirement to notify clients of Upcoming Court Dates.

Only items tasked by or to an employee shows up on their screen when they are logged on.

All un-completed items will show up in the Messaging History of both the tasker and tasked until they are completed.

Note the navigations tabs at the top of the window. Whenever present they allow the user to move from window to window. Their appearance is very strategically designed in the system.

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MAIN MENU SCREEN

This is the Main Menu.

In the left column are the nine different ways that you can find a clients data file in the database. You can add/change/or delete from this list as needed.

In the right column are the Main Management Functions and Features of the System.

The following slides will walk through these in a Procedural Order for the most part.


NEW LEAD SET UP

This is the Main Menu.

In the left column are the nine different ways that you can find a clients data file in the database. You can add/change/or delete from this delete as needed.

In the right column are the Main Management Functions and Features of the System.

The following slides will walk through these in a Procedural Order for the most part.

We begin with Setting Up a New Lead.


NEW LEAD SET UP

The screen is designed to be entered during an interview with your client. It is intuitively designed to gather the basic information required to set up your new data file in the minimum amount of time while gathering the critical required information.

As designed you can enter up to six counts during the initial uptake (interview) process. This can be modified if you desire.

While entering the information, two checks are made to determine if this client has already had a file setup.

The first is the Date of Birth Check and the second is the SID or Booking Number Check. A sample of the former follows this slide. If the client already has a file established, the setup can be abandoned and your staff member will be taken to the client’s existing on-line file where a new bond can be setup.


NEW LEAD SET UP DATE OF BIRTH CHECK

The is the Date of Birth Check Screen. All Clients that have a Birth Date that matches what was entered on the New Lead Set Up Screen will appear here. If the your client already has a file established, his name and file number will be listed.

The setup can be abandoned by clicking on the File # field on the left. Your staff member will be taken to the client’s existing on-line file where a new bond can be setup.

You will view this process later in this presentation.


NEW LEAD SET UP FUNCTIONS

The New Lead Set Up Screen has several other functions.

The Bond Amounts, Down Payments and Balances from all counts are automatically calculated when the staff member clicks the Update Totals Button.

The Bond Fee Amount for each Count is calculated as 10% of the Bond Amount and automatically entered when the Bond Amount is entered by the staff member.

There is a Fee Override function that allows you to discount or add a premium to the standard 10% Fee calculation. This is shown on the next slide.

There is Booking Sheet function that you can use. This is shown on the second slide following.


NEW LEAD SET UP FEE OVERRIDE

The Fee Override window allows your staff to change the Bond Fee or the Money Order Amount after the Totals have been updated.

This function can be secured by security group level. This will be explained later when we discuss the Administrative Features.

If you do not use this function it can be disabled.


NEW LEAD SET UP BOOKING SHEET – MS WORD MAIL MERGE

This is produced by clicking the Booking Sheet button on the Leads Setup Screen. This is one type of Interoperability between software performed by the system.


NEW LEAD SET UP FUNCTIONS

Once the New Lead Set Up Screen has been reviewed and deemed completed, the staff member clicks on the Set Up New File Button.

This deletes the information from the Leads file and sets the file up in the Main Bail Bond Database.


MAIN TRACKING SCREEN – BOND TAB

This is the Main Tracking Screen.

It is organized with the main information about the client at the top, followed by two important functions: 1) Check Ins and 2) Payment Plans.

Below that are the main data tabs.

You can see from the New Lead Set Up, the first charge now appears as Bond 1 of 2 bonds in the Bond Tab. By using the record selector at the bottom of the Bond tab you can navigate to all of the rest of the bonds that the client may have set up in the database.

The next slide shows the transfer of the second bond information.



This is the information for the second bond from the New Lead Set Up.



This is the information for the second bond from the New Lead Set Up.

Additional Bonds can be set up at any time using the Add New Bond Button.


MAIN TRACKING SCREEN – NEW BOND WINDOW

This is the window used to add new Bonds any time after a client already has a file set up. It mimics the New Lead Set Up Format and the Bond Tab Format. All new Amounts and Fees automatically update the File’s Totals.


MAIN TRACKING SCREEN – PAYMENT TAB

This is the Payment Tab. It is used to apply all payments for Fees Due.

There are several Features:


MAIN TRACKING SCREEN – PAYMENT VERIFICATION



Payment Verification Function


MAIN TRACKING SCREEN – PAYMENT HISTORY




Payment History Display after Payment Entry


MAIN TRACKING SCREEN – PAYMENT HISTORY




Payment History Display after Payment Entry (shown here is a more complete Payment History)


MAIN TRACKING SCREEN – NOTES TAB

This is the Notes Tab. It is used to record any information that does not fit in any of the formatted fields on the other Tabs but is still of value to retain.

It also has the ability to be developed into a “Tickler” system for file level reminders if so needed. Remember, Court Dates, Check-Ins and Delinquent Payment Functions are already automated elsewhere.


MAIN TRACKING SCREEN – CHECK IN HISTORY TAB

This is the Check In History Tab. It is used to record all Check Ins. There are three sources of Check Ins and two types of Check Ins:

The two Types are In Office and By Phone.

The three sources are Check Ins recorded on this screen (we will cover how this is done next), the second is from the two On-line functions for Check Ins – Under 90 days and Over 90 days old. These are accessed from the Main Menu. The third is the Upcoming Court Dates On-line function. It is also accessed from the Main Menu. We will cover these later.

Samples of each are in the history to the left. The entries for all check ins are the same but the entries for the Court Dates are extended entries (see the 05/23/2010 entry)


MAIN TRACKING SCREEN – CHECK IN HISTORY TAB

Just under the Main Information for the Client at the top of the screen are the fields that manage the Client Check In Function on this Screen.

The staff sets up the function by entering the primary type of Check In required for the Client. The options are ”Office and Phone”. Next the Check In Start Date is entered and the Frequency is entered. The options are “Daily, Weekly and Monthly”. This is the information used by the system to determine which clients have not checked-in in a timely manner whenever a staff member runs one of the Check Ins Due Functions.

When a client checks in, by phone or in person, the staff member enters a valid and current phone number for the client and clicks the Update Check In Button. This re-calculates the Next Check In Date and updates the History.


MAIN TRACKING SCREEN – DEFENDANT TAB

This is the Defendant Tab. It is used to record Defendant Name and Address information.

The Defendant Name was originally entered during the New Lead Setup, but can be changed here if necessary.

The Defendant Address and Phone information is entered here and will be displayed at the top of the screen when completed.

Staff can change Address information as needed. Previous Address Information will be stored and displayed on the PREV ADDR Tab.


MAIN TRACKING SCREEN – EMPLOYERS TAB

This is the Employer Tab. It is used to record Employer’s Name and Address information.

Staff can change Employer’s information as needed. Previous Employer Information will be stored and displayed on the PREV EMPL Tab.


MAIN TRACKING SCREEN – INDEMNITORS TAB

This is the Indemnitors Tab. It is used to record Indemnitors’ Name and Address information.

Staff can enter as many entries as needed.


MAIN TRACKING SCREEN – PAYMENT SCHEDULE WINDOW

The last major function on the Main Tracking Screen is the Payment Schedule. To use it the staff enters the Payment Amount under the Check In By field on the upper left of the Screen. Then the Payment Frequency. The values are “Weekly, Bi-Weekly and Monthly” and the Next Payment Date.

Then Click the Pmt Schedule Button in the Button list on the right of the screen. This can be printed and given to the client if desired.


MAIN MENU – ON-LINE REPORTING FUNCTIONS

Now we will demonstrate the On-Line Reporting Tools.




First is the Defendant Check In Up to 90 Days Old. The 90 Day limit for this and the next function can be adjusted to meet you specific need.


CHECK IN MISSED 90 DAYS OR LESS

This is the Check In Missed 90 Days or Less On-Line Tool.

It allows your staff to contact all clients who have not met their contact obligations. Your staff member can use this screen to call both phone numbers if available to try to contact your clients without having to run a report, look up different screens to gather information or re-run a report to refresh their information.


CHECK IN MISSED 90 DAYS OR LESS

Your staff calls, makes contacts and updates the screen as shown.

Then periodically, or file by file, clicks refresh to update the database and clear those files with completed contacts.

At the end of their session or when they have exhausted the effort, they click the close button and all remaining contact made will be updated.

These contacts are now stored automatically in the Check In History Tab on the Main Tracking Screen for each File.




Second is the Defendant Check In Over 90 Days Old. The 90 Day limit for this and the next function can be adjusted to meet you specific need. It works exactly the same as the Up to 90 Days Old.

Third is the Upcoming Court Dates. It lists all clients that have Court dates within seven days of the day you run this function and have not yet been notified.


UPCOMING COURT DATES

Your staff calls, makes contacts and updates the screen same as with the Check Ins Missed. All the information to complete the contact with the client is listed on this screen.

These contacts are now stored automatically on the Check In Hist Tab on the Main Tracking Screen for each File.

These contact entries have an extended entry that lists the hearing date, time and case information.




Fourth is the Collections.


COLLECTIONS

Your staff calls, makes contacts and updates the screen same as with the Check Ins Missed.

Currently, these contacts are not stored in the database. They can be added if you desire.


MAIN MENU – ADMIN UPDATES FUNCTIONS

Now we will demonstrate the Admin Update Functions.


ADMIN UPDATES – EMPLOYEE INFORMATION SCREEN

Here is where you set up and maintain all staff members.

• You assign them a Qualifier Code identifying them as an Agent, Manager or Processor.

• You specify which Office they are assigned to if you have multiple offices.

• You maintain their status – Active (currently employed) or Inactive (no longer employed).

This determines if their name appears in employee related drop down lists on screens.

User Security

This is where you assign new employees their LOGON ID and PASSWORD for the Bail Bond Database System. You can change a user’s password here when necessary.

Security Group

There are three Groups: LIMITED, FULL and ADMINS

These groups are used to secure the use of different functions in the system to different groups of users.

Access to ALL ADMIN UPDATES FUNCTIONS ARE RESTRICTED TO USERS WITH SECURITY LEVEL OF ADMINS


ADMIN UPDATES – OFFICE INFORMATION SCREEN

Here is where you set up and maintain all office locations.

• You assign each a code.

• You assign each to a county. Every county in the state is pre loaded in the database. You can have multiple offices in a county.

• An Office MUST be set up before you can assign an employee to it on the Employee Information Screen.


ADMIN UPDATES – COURT INFORMATION SCREEN

Here is where you set up and maintain all court names and locations.

• You assign each a code.

• You assign each to a county. Every county in the state is pre loaded in the database.

• You can enter the Judges Name if desired. This can be used on Court Documents if required in your jurisdictions.

• An Court MUST be set up before you can assign it on a BOND.


ADMIN UPDATES – POWER INVENTOR ENTRY SCREEN

Here is where you enter Powers in groups by Denominations.

• You enter the starting number and ending number of the group of Powers you are going to enter into the database.

• You enter their denomination value.

• The system enters the Entered By from the LOGON ID of the user that is logged on.

• You enter the Office from the drop down list.

• The system enters the Date Entered. This can be changed if needed.

When you click the Add Powers Button a record for all Powers for the denomination value for each number within the range specified will be added to the Powers Inventory Table in the database and will then be available for assignment to a Bond.

POWERS MUST BE IN THE POWER INVENTORY TABLE BEFORE THEY CAN BE ASSIGNED TO A BOND.


ADMIN UPDATES – POWER INVENTOR LIST SCREEN

This is the On-Line Power Inventory List Screen

It has several Selection Types:

• Power Number – this will display the individual Power requested.

• Office Assigned to – this will display all Powers assigned to the specified office.

• Date Assigned – this will display all Powers entered into the Power Inventory on the Date specified.

• Power Number Range – this will display all Powers in the Power Inventory Table between the numbers specified (specified numbers inclusive).

• Date Assigned Range - this will display all Powers in the Power Inventory Table between the dates assigned specified (specified dates inclusive).



This is the result of the previous List Screen Request for All Powers for the Date Assigned on 06/29/2015.

These are the Powers that were entered on as a result of the function performed on the Power Inventory Entry Screen made two slides earlier.

These Powers are now ready to be assigned to Bonds.



Once Powers have been assigned to Bonds, this is how they will look when you display them in an Inventory List.

Note: The system has associated the Defendant Name and displays it here. It has also associated additional data related to the Bond which is not displayed here.


ADMIN UPDATES – POWER ENTRY HISTORY SCREEN

This function displays the history of every entry of Powers to the Power Inventory that have been made.

This provides you with a comprehensive audit trail along with the Power Inventory List Functions.


ADMIN UPDATES – POWER INVENTOR DELETE SCREEN

Here is where you delete Powers in groups or individually.

• It works just like the Entry Screen except it deletes instead of adds.

• This function is non reversible.

• You can re-enter deleted Powers using the Power Entry Screen if you need to.

• This function should be secured to one or two very senior staff members. This can be accomplished using the system security.


ADMIN UPDATES – DEFENDANT ATTORNEY SCREEN

Here is where you set up Defendant Attorneys.

• You enter a code and then complete the screen entry.

• They can be assigned to your client’s file during the New Lead Set Up Process.

• They can be assigned on the Bond Tab at any time.


DOCUMENT PRODUCTON

The system can produce most any document you use with the click of a couple of buttons.

This is a sample menu of documents that you might use for every day processing. Following is a menu of Court documents you may also use.

• The system automatically extracts the information needed by each document to complete it and eliminate the need to manually enter any information.

• In addition to printing the document, you can save it as .pdf file or other type document and incorporate it into an on-line document storage system to eliminate the use of paper files.


DOCUMENT PRODUCTON

This is the sample menu of Court documents you may also use.


DOCUMENT PRODUCTON

This is the sample menu of Court documents you may also use.


MAIN LOGON SCREEN

This completes the demonstration of the

MTWO Bail Bonds Database System.

For more information about

MTWO Technology, Inc.

please visit us at

mtwo-tech.com

http://www.mtwo-tech.com/