Aeroware Version 4.2

A Web-Based Application

 

July 1, 2005

Customer, Property & Lease Modules

 

 

 

 

 

 

Creative Computer Systems, Inc.

P.O. Box 220046

St. Louis, MO 63122

Tel:  314-374-4446

e-mail:  info@aeroware.com

website:  www.aeroware.com

Overview

Document Contents

This document contains the current design specifications for the Customer, Property and Lease Modules of Aeroware Version 4.2. 

Application Architecture

Aeroware 4.2 was developed using Microsoft Visual InterDev.  It is an Internet or Intranet based software application, and can be accessed using Microsoft Internet Explorer (IE) 4.0 or greater.  The Web Server is Microsoft IIS in the Internet hosted environment and Microsoft Personal Web Server in an Intranet environment.  The standard database is Microsoft Access 97 but database options include Oracle and SQL 7.

 

Internet or Intranet

 

We highly recommend using our Application Service Provider platform, which runs securely over the Internet.  Benefits of this platform are:

·  Access to all files and functionality from any location, whether you’re at home or on the    road.  All a user needs is Internet Explorer and an Internet connection.

            ·  We provide daily backup on all your files, relieving you of this chore.

·  No need to purchase.  We charge a set up fee and a monthly usage fee with no long term contract or commitment.

            ·  Your files are inaccessible to users without protected user IDs and passwords.

            ·  We include free basic technical support and free upgrades when issued.

·  You receive the assurance of a robust system as all users are running the same sourcecode.

 

 

 

If you prefer, we will sell a user license for installation of the application on your field.  Our pricing includes on-site installation, on-site training, continuing technical support and upgrades.   Prior to installation, we allow clients to load their databases on our server so that upon installation the system is fully functional and ready to go.

 

 

Multiple Airport System or a Single Airport

 

            Aeroware is designed to serve systems with multiple airports or a single airport.

Our security system allows Program Administrators to restrict users to designated airports, databases and reports.

 

Require Billing?

 

            For those airports requiring billing, we offer an option Billing Module which runs seamlessly with our Customer, Property and Lease application.   The Billing Module can be added at any time as part of the application.

 

Reference Sites

           

            Since July 1, 2000 we have served San Bernardino County and Riverside County, both in California, over the Internet and with our Billing Module.  Each county has five airports under its jurisdiction and several hundred active accounts.   San Bernardino County had been on our older installed application.  Riverside County came on our system and within fifteen business days had loaded their data bases and mailed their first batch of invoices.

 

            On October 15, 2000 we converted Aspen/Pitkin County, CO from our installed system to the Internet platform with the Billing Module.

 

Reference Information

 

            San Bernardino County, CA        Suzanne Pecar               909-387-7801

           

            Riverside County, CA                 Harry Oliver                909-351-0700 Ext.354

 

            Aspen/Pitkin County, CO           Tricia Louthis           970-429-2850

 

            Redding Municipal, CA               Linda Pepin                   530-224-4202

 

            Reno/Tahoe Int. Airport                Mark Witsoe                   775-328-6482

 

            Salinas Municipal Airport, CA      Gary Petersen                   831-758-7214

 

LEARN MORE

 

            Visit our website aeroware.com for additional information or to request a live demo via the internet at your convenience. 

 

            You can call us at 314-374-4446 to discuss your needs and arrange for a demonstration.

 

 

Login and Main Menu

Aeroware 4.2 Login

Fields

  • User Name
  • Password

Functionality

  • Validation of user name and password against the database
  • Passwords are “masked” for all users for additional security

 

Application Menu

Fields

  • Customers
  • Property
  • Lease
  • Billing
  • Reports

Functionality

  • Links the user to the initial screen of the selected module

 

Tool Bar

 

      ·     Always present to take an authorized user to the Main Menu,  Customer, Property, Lease and Billing Modules, Report File, On-Line Help Files, Log/Audit File Administrative Menus or Technical Support.

 

Administrative Menu

 

            Our architecture is designed to let each airport use terms which are familiar to airport staff through the creation of files in the Administrative Menu Files, which are typically only accessible by the Program Administrator.  These files include Users, Insurance Types, Airports or Departments,  Property Types, Lease Types, Master Properties, and Zoning Status.  All entries in the Administrative Menu can be modified or deleted at any time by the Program Administrator.

 

Security

            Security is role-based, so each user can be restricted to no access, read only or edit for each airport/department and each module, ensuring that users are confined to only those areas which are related to their responsibilities and “need to know”.

 

 

 

 

 

Customer Module

 

Customer Find

Fields

  • Name
  • “N” Number or Other Asset Registration

Functionality

  • Search based on the combination of field values

 

 

Customer Detail

Fields

General Information

      ·     Airport

  • Name
  • Address 1
  • Address 2
  • City
  • State
  • Zip
  • Region
  • Country
  • Corporate Type Pulldown (Corporation, Sole Proprietorship, Individual, Partnership or Other)
  • “Doing Business As” Field
  • Phone
  • Status (Active or Inactive)
  • Comments
  • Tenant Since  XXXX       

 

Contact Information

  • List of Contacts/Unlimited Number

 

Asset Information

  • List of “N” Numbers or Other Asset Registrations/Unlimited
  • Search capability for any registered asset

 

Text Box for Comments

 

Functionality

  • Users with Full Rights can Insert, Edit, or Delete customer information.
  • Users with Read-Only access can view customer information.
  • Link to Asset Information
  • Link to Contact Information

 

Customer Contacts

Fields

Contact Information (Unlimited Number of Contacts Permitted)

  • Type (Primary, Secondary, Emergency)
  • Prefix
  • First Name
  • Last Name
  • Middle Initial
  • Suffix
  • Preferred Name
  • Title
  • E-mail with automatic loading of any e-mail program of recipients e-mail address

 

Contact Address Information

  • Address 1
  • Address 2
  • City
  • State
  • Zip
  • Country

 

Contact Phone Information

  • Business Phone
  • Fax
  • Optional Phone/Pager 1
  • Optional Phone/Pager 2
  •  

Customer Assets

Fields

  • “N” Number
  • Description
  • Landing Class
  • Insurance Indicator (Yes/No Checkbox)
  • Insurance Expiration Date
  • Comments Field for Text

 

 

Property Module

Property Find

Fields

  • Property Name
  • Airport  or Departments Within an Airport

Functionality

  • Search based on the combination of field values 

 

Property Detail

Fields

  • Property Name
  • Airport or Department
  • Property Type
  • Zoning
  • Parcel Number
  • Master Property Number for Sub Properties
  • Property Number 
  • Construction Type
  • Construction Date
  • Square Footage
  • Monthly Lease Rate
  • Check Box for Non-Compliance
  • Comments Field for Text

 

Lease Module

Lease Find

Fields

  • Property
  • Property Type
  • Customer
  • Airport or Department
  • Leases Created Within a Date Range
  • Status (Active, Inactive or Both)

Functionality

  • Search based on the combination of field values 

 

Lease Detail

Fields

Lease Information

  • Customer
  • Customer Account Number
  • Lease Status  (Active or Inactive)
  • Property
  • Airport or Department
  • Link to the Actual Lease Agreement or other Digitized File
  • “Go To” buttons to the Customer or Property Files tied to any Lease
  • Lease Status (“A” for Active or “I” for Inactive)
  • Square Footage
  • Rent Amount 
  • Deposit Amount
  • Minimum Annual Guarantee
  • Plane Description
  • “N” Number 
  • Lease Start Date
  • Lease End Date
  • Direct Link to Customer Billing for a Specific Lease
  • Day of Month to Bill
  • Lease Type
    Values Include the following: 

Ø       Standard

Ø       Commissions

Ø       MAG + Percent

Ø       Commission or MAG + Rent

Ø       Rent

Ø       Landing Fees

  • Default Landing Class
  • Field with Amount and Description for Pass Through Amounts
  • Check Boxes for Permitted Alterations, Subleasing, Required Notice and Shared Maintenance.
  • Next Lease Escalation Date (Part of the Warning/Tracking System)
  • Next Roll Date
  • Last Billing Date
  • Comments Box for Text

 

Lease Extended Information

Insurance Information

  • Insurance Type (Unlimited Insurance Types Permitted)
  • Expiration Date for Each Policy
  • Name of Underwriter or Broker
  • Contact Name
  • Contact Phone Number
  • Policy Number
  • Check Box for Airport as Named Assured
  • Check Box for Cancellation Notice Requirement
  • Notification (in days prior to expiration)

 

Lease Options

  • Effective Date
  • Option Expiration
  • Exercise Option Date
  • Option Term (in Months)
  • Expiration Notifications (in days prior to expiration)
  • Contact Name
  • Contact Phone Number

 

Surety Notifications

  • Surety Amount
  • Surety Expiration
  • Expiration Notifications (in days prior to expiration)

 

 

 

Warning and Tracking System

            Our Warning and Tracking System allows users to track lease expirations, insurance expirations, surety expirations, options and next escalation dates.  Users select a number of days for each entry to automatically generate warnings as expirations are coming up.  These can all be reset for a second or third warning after an interim action.  All warnings appear on a single screen.  Users are alerted to warnings by a blinking clock on our toolbar, which appears at all times a user is in the system. 

 

            Clicking on any displayed warning will take the user to the appropriate Lease Detail screen for review and action.

Fields

Lease Expirations (read-only or print)

  • Property
  • Days Remaining Prior to Expiration

 

Next Escalation Dates (read-only or print)

       ·   Tracks all Escalation Dates

       ·    Days Remaining Prior to Expiration

 

Insurance Expirations (read-only or print)

  • Property
  • Days Remaining Prior to Expiration

 

Lease Options Expirations (read-only or print)

  • Property
  • Days Remaining Prior to Expiration

 

Surety Expirations (read-only or print) 

  • Property
  • Days Remaining Prior to Expiration

 

Reports

1.       Extended Information Reports with Filters for Customized Reports

2.       Search Field for All  Reports, with Repeats

3.       “N” Number/Asset Registration Report by Customer

4.       “N” Number/Asset Registration by Registration Number Sort, with Contact Information

5.       Contacts Report by Customer

6.       Customers by Airport or Department

7.       Address Labels/ Standard Avery Label Sheet Format

8.       Leased Properties with Detail

9.       New Leases Created with Date Range and Detail

10.   Property Availability with Detail (Shows current, 30, 60, and 90 Property Availability)

11.   Warning Report (Based on current date and warning settings.)

12.   Insurance Report:  Sorts by date range expiring insurance policies, with customer and contact detail.

13.   Users/Audit  Logs, showing All Activity by any user or all users in the system.  Can be filtered by module, user, action, and date range with additional role-based security.  Only the Program Administrators can view all users.   Users otherwise confined to their own activity.

14.   Non-Compliance Report to track all tenants with a requirement to correct a deficiency.

15. MAIL MERGE function off the Customer Database

16. Maintenance Responsibility - Tracks maintenance responsibility between airport and each tenant.

 

Note:  All reports use Crystal Reports, and are displayed in the web browser with export and/or print capability.   Reports can be printed for all categories or a selected number of customers, properties or leases from the on-screen scroll list.

 

 

Security

 

User security supports the following access levels:

  1. Module access via User Name and Password
  2. Read-Only/one or more modules
  3. Full Access/one or more modules
  4. Restriction to one or more airports or departments
  5. Administration (Controls access to the Administrative Menus)

 

 

 

Help Files

 

 

            On-line Help Files with Indexes for quick reference

Administrative Menus

All Categories are User Defined within the Administrative Menus.   There is no limit to the categories users may create.  All Administrative Menus work with pull down menus in the Customer, Property and Lease files as files are created or modified.

User Administration

Fields

  • Name
  • Password
  • Access Rights To EACH Module (No access, read only or full)
  • Access Rights To Each Airport or Department
  • Special Access for the Program Administrator

 

Insurance Type Maintenance Admin

Fields

  • Unlimited User-Defined Insurance Types

Property Type

Fields

  • Unlimited Property Types/Categories
  • Designed for Real Properties, whether or not available for lease, and any Revenue Producing Contract to which the airport is a party.

 

Lease Type

 

Fields

·     Rent, Commissions, MAGS, MAG + Commission,  Landing Fees and Rent + Landing Fees pre-loaded and tied to our Billing Module

·     Additional Lease Types may entered by the Program Administrator

·     Discrete Lease Type Codes for Reports

Airport/Department File

Fields

  • Airport/Department Name
  • Discrete Code for Reports
  • File Path to Stored File or Image

 

 

 

 

 

Master Properties File

 

Fields

 

      ·    Creates Master Properties so that Sub Properties can be linked for reporting purposes.

 

Landing Classes

Fields

  • Landing Category/Alpha Numeric
  • Multiplier field (optional)
  • Maximum Weight per Class

 

Zoning

 

Fields

      ·     Unlimited Zoning Categories

 

Maintenance Responsibility

 

Fields

      ·     Unlimited maintenance functions to track responsibility between airport and tenants.