Extended Web enabled Business to Business Computer System for Rental Vehicles Services

An Internet-enabled rental vehicle reservation management method and system are disclosed. Via the system and method, rental vehicle transactions corresponding to replacement rental vehicle reservations can be managed throughout their operational lives over the Internet and through a plurality of graphical user interface screens, whereby teams of users are organized into work groups to share in the management of the reservations.

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Description
CROSS REFERENCE AND PRIORITY CLAIM TO RELATED APPLICATIONS

This application is a continuation of U.S. patent application Ser. No. 13/025,617, filed Feb. 11, 2011, now U.S. Pat. No. ______, which is a continuation of U.S. patent application Ser. No. 09/694,050, filed Oct. 20, 2000, now U.S. Pat. No. 7,899,690 (the entire disclosure of both of which are incorporated herein by reference), which is a continuation-in-part of U.S. patent application Ser. No. 09/641,820, filed Aug. 18, 2000, now U.S. Pat. No. 7,275,038.

REFERENCE TO A COMPUTER PROGRAM LISTING APPENDIX SUBMITTED ON COMPACT DISC

This application includes a computer program listing appendix submitted on a compact disc, the compact disc containing the files “Exhibit A.txt” (file created Dec. 28, 2010; file size of 316 kilobytes), “Exhibit C.txt” (file created Dec. 28, 2010; file size of 534 kilobytes), and “Exhibit D.txt” (file created Dec. 28, 2010; file size of 262 kilobytes), these files being incorporated herein by reference.

INTRODUCTION

The invention disclosed and claimed in the parent cross referenced above relates generally to the field of an Internet enabled business-to-business intelligent communication link allowing a first business organization to have intelligent interaction with a second fully integrated business organization to facilitate the placing of orders or reservations for business services or goods, with the services or goods provider having a computer network linking multiple levels of its organization to provide for the smooth conduct of business between the two organizations. More particularly, this field relates to an Internet enabled automatic rental vehicle transaction system to facilitate the conduct of rental vehicle transactions between two multilevel business organizations, one of which provides such rental vehicle transaction services in an integrated manner through business enterprise software to a high volume user of such rental vehicle services wherein an Internet web portal is defined by the rental vehicle service provider which interconnects the two business organizations at multiple levels, providing a graphical user interface (GUI) for the transaction of large amounts of rental vehicle services automatically and virtually without human intervention upon entry. The invention of the present continuation-in-part application extends the functionality of the parent invention by providing an intelligent portal that is readily configurable to suit any particular customer and any particular provider data requirements or method of doing business. This added functionality allows the invention, for example, to provide the user with access to other suppliers in the same seamless and integrated manner. In other words, the user now has access to not just one integrated business but multiple businesses, some of which may but need not be, integrated businesses thereby extending the invention for use in a generic application to satisfy a users needs for a good or service not just from one vendor but all vendors connected to the invention.

BACKGROUND OF THE INVENTION

Computer technology has been embraced by many businesses in order to handle their ever increasing order flow as well as to mitigate the increasing blizzard of paper required to be produced to document this business. A significant benefit which often drives the implementation of technology is its further advantage in increasing productivity to thereby allow fewer people to handle greater volumes of business. One such good example demonstrating the efficiencies and value to be gained by implementing technology is the business model developed and followed by the assignee of the present invention. A rental car company at its heart, the assignee transacts an ever increasing number of time sensitive, relatively low dollar volume, vehicle rentals which in many instances require authorizations to be made in advance, reservations of vehicles from available geographic and vehicle type selections, monitoring of the rental as it progresses including possibly extending the rental under certain circumstances, communications between the various parties involved in the transaction to ensure ultimate customer satisfaction, and financial accounting for the transaction including generating invoices and processing them for payment. While a significant portion of the vehicle rental business involves rental for leisure, business travel, etc., another significant business relationship has developed with insurance companies and the like in what has been termed as the replacement car rental service business. In this business, a vehicle insurance company may have many thousands of policyholders who are eligible to be involved in accidents, and other dislocations of use, requiring that a vehicle be rented for that customer's use while his own vehicle be made ready again for use. Thus, for this business segment, a multi-tiered business organization such as a vehicle insurance company represents a significant customer for repetitive vehicle rental services. To conduct this business in an orderly, time efficient and cost efficient manner, it is necessary that this insurance company has as its business partner a vehicle rental company which is itself multi-tiered, such as the assignee of the present invention. This is because the needs, both geographically and in volume, are significant which require the dedication of a significant amount of resources. To satisfy these needs and to respond to other business growth, in its embrace of technology the assignee hereof has succeeded in developing an in-house computer system and related software which has integrated its business internally. This business integration has been massive and company-wide as is needed to integrate a company having a central office with literally thousands of individual branches located nationally, and even now internationally, with hundreds of thousands of vehicles available for rental. Furthermore, other business partners including other service providers such as vehicle repair shops have also been given access to this system to allow for input of information relating to progress of vehicle repair, extension of rental time, etc. as the rental progresses. This integrated business computer network and software generally includes a mainframe server at the heart of a wide area network (WAN) which facilitates the transfer of vehicle rental information and orders company-wide. This integrated business model is most efficient and needed in order to satisfy the vehicle rental service needs of a vehicle insurance company which itself may be national or even international in scope.

As a first step in extending the integration of technology into this business model, the present assignee has previously developed and implemented a computer system which has provided improved communication capabilities between the two business partners. This system generally comprised a second mainframe computer linked to the first mainframe of the integrated business network, with dedicated access lines being provided from this second mainframe to various levels of the multilevel business organization comprising the insurance company. In effect, with this additional mainframe and dedicated pipeline access, various individuals at the insurance company were permitted to directly interact with the integrated business computer network of the vehicle rental company as well as other selected service providers such as body shops where wrecked vehicles were being repaired. The implementation of this system provided a great step forward over the people intensive business activity previously required in order to handle the large number of transactions encountered in this business relationship. Historically, the replacement car market engendered large numbers of telephone calls being placed between the insurance company, the rental company, and the body shop where vehicle repair was being performed in order to authorize the rental, select and secure the desired replacement vehicle to be provided, monitor the progress of the repair work so that scheduling of the rental vehicle could be controlled, extending the vehicle rental in the event of delays in repair, authorizing various activities involved in the rental process including upgrades of vehicles or other charges for services, and subsequent billing of the rental service and processing the billing to the insurance company for payment.

While the implementation of this system was successful and represented a tremendous step forward in automating the business relationship between the insurance company and the vehicle rental company, it did have certain limitations. For example, a specific communication link had to be established between the rental vehicle company and the particular users at the insurance company designated to have access to this system. Thus, special attention and some modicum of expense was required to establish these “pipelines” and maintain them. Still another aspect to the system implemented was that it was not “browser” based nor did it provide graphical user interface (GUI) menus. Thus, each user had to be specifically trained in the particular “language” used by the system and learn to work with specific menus nested in a specific manner as well as codes for entering commands which were not similar to other computer software programs. This software design thus necessarily required additional training in order to insure that users could gain the full measure of advantage provided by the system and in order to minimize the opportunity for erroneous information or incorrect reservations from being entered or otherwise confusing the business transactions. Furthermore, user efficiency was not immediate and required skill beyond that ordinarily found in casual computer users, as we are all becoming in this computer age. Still another disadvantage to the system was that access was required to a designated entry point in the system in order for a person authorized to be on the system to work with it. As the nature of the insurance and replacement car business requires extreme mobility at multiple levels of both business partners, this represents a limitation to the usefulness and time efficiency with which various business functions could be performed. Therefore, while implementation of the second mainframe allowing for pipeline connections at various levels of the multi-tiered insurance company was a significant step forward in automating the business relationship between the two business partners, significant limitations to this solution were readily apparent to the users thereof.

SUMMARY OF THE INVENTION

In the parent application cross-referenced above, the inventors herein have succeeded in designing and developing a means for substantially enhancing the business to business communication link between these two businesses which provide significant advantages over its prior embodiment. More particularly, the inventors have succeeded in replacing the dedicated pipeline access of the existing system with a web portal allowing Internet access to the mainframe with a browser based graphical user interface (GUI) presentation. This also made the system more readily accessible to smaller business partners as the expense of the “pipeline” was eliminated. The parent invention offers several important technical advantages over the previous system. First of all, by taking advantage of the ubiquitous nature of the Internet, the ultimate in portability and connectivity for this system is now provided in a business environment where mobility and connectivity are at a premium. In other words, a claims adjuster, body shop, or any other business employee authorized to have access to the system may gain access at any site offering Internet access. In present day technology that includes many mobile devices and appliances which are Internet enabled. As technology advances, it is conceivable that this access will extend to permit “24/7” access by any authorized person at any geographic location. This is a marked improvement providing immediate benefit and advantage over the dedicated pipeline access of the prior art system.

A second major advantage of the parent invention is its graphical user interface. The inventors have taken full advantage of this browser based GUI to streamline and organize the presentation of information to a user to actually guide him as he interacts in doing his business. One such example is customized design of the menus such that the user is guided and directed to answer only those questions required to be answered in order to conduct the particular transaction being addressed, and further to present choices to the user for his selection to minimize the need for the user to rely on his own memory or to be familiar with complicated and specialized codes to enter data or request transaction activity. With the recent and continuing explosion of the Internet, more people are becoming familiar with browser programs and their operation through their own daily activities in their personal lives. This familiarity paves the way for easier training and quicker orientation of a new user to the present invention. For large business organizations communicating at multiple levels, this significant advantage cannot be minimized as there are large numbers of people who must be continuously trained due to the growth of the organizations, as well as the replacement of employees due to the inevitable attrition. Thus, the parent invention provides an immediate increase in worker productivity, and makes that improved efficiency available to many more workers who are not particularly skilled otherwise in computer usage.

Still another advantage provided by the parent invention is through the implementation of additional functionalities which are engendered by the browser/GUI interface. As the system is continuously used, and feedback is continuously monitored and analyzed, additional features that add value through providing management information as well as by speeding transaction activity over the system may be implemented. For example, several of these features include the ability of a user to create an on demand report for transaction activity including summaries of transactions handled by a particular user or group of users which might either be open or closed. Another example of additional functionality which improves the efficiency of a user is the ability to create a repair facility call back list which allows a user to sort existing open vehicle rental reservations by repair facility (body shop) and date such that a user is presented with the list of open reservations at a particular repair facility which can be readily handled in a single telephone call while at the same time having the system on line to implement any needed changes such as extensions of reservations, etc. Additional functionality has also been provided to speed the processing of invoicing which of course also speeds their payment and cash receipts. For example, it was found that even despite the built-in error checking and correction facilities provided to the users of the system, a repetitive pattern of mistakes involving incorrect claim numbers was discovered. To speed the processing of these, an additional functionality was provided as an “electronic audit” known as invoice return which returns an invoice to a particular adjuster upon detection of an incorrect claim number for his human intervention and correction of the claim number. In this manner, problem invoices exhibiting one of the most common problems encountered may be readily handled within the system and in an efficient manner, instead of manually as before.

The parent invention also has as a significant advantage the ability to be further customized to meet the individual business partners' needs and desires as well as to provide additional functionality by offering additional features which become desirable upon accumulation of user data based on user experience. Furthermore, once implemented, they are immediately available system wide. While this allows for consistent usage, it is limited in the sense that all of the system users are forced to use the same menus, data definitions, etc. This is not seen as a limitation for the one-to-one business application intended to be primarily addressed by the parent invention.

Still another advantage of the parent invention is that the graphical user interface incorporates point and click interaction, using buttons and tabs to present or conceal data for the user's attention or inattention as the case may be, and provide a much more robust interaction capability through the creation of menu designs that allow for access to the most commonly needed features from any point in the menu architecture. This is to be contrasted with the prior system which consisted of a main frame character based interface while the parent invention with its GUI interface allows a user to point and click to navigate and to make selections by pull down selection, thereby reducing errors. As users become more experienced with the system, and their confidence level grows, they are much more likely to become bored and aggravated with the rigid structure of the prior system requiring them to follow along a certain menu architecture in order to complete certain tasks. On the other hand, the parent invention generally increases the interest of the user in using the system. These advantages of the parent invention over the prior interface promote employee productivity by allowing a user more control over his work which is critical in achieving savings in human resources to operate the system which is one of its main goals.

The present invention extends the parent invention and expands its capabilities and functionalities. With the present invention, a user may not only have access to its business partner, but also one or more competitors of its business partner through the same Internet portal. In this way, at least two needs are satisfied. First, the user can have access to a variety of providers to choose from where business needs or desires require. This allows the user to use a single portal and not have to sign on to a number of different portals, even should they be available. Furthermore, the user isn't troubled to learn how to access and use different portals even should they be available. Presently, not all providers are operating an Internet portal for offering their services, so by allowing business competitors to be accessible through the same portal, independent development of other portals is forestalled. This is a benefit to the operator of the main portal as it creates and maintains a competitive advantage by handling all of the order flow which creates a data base of useful information for marketing purposes. Although initially the portal services might be offered for no additional cost to a competitor, eventually a fee might be charged which would at least partially offset the cost for owning and operating the portal.

The design of the portal is elegant and offers great flexibility for customizing not only the menus for presentation to the user, but also in the design of the data base entries needed or desired by the user and/or the competitive provider. For example, some users might not know or care about the features of a vehicle rented and so those data entries may not be provided space on the menu for the user to fill in. The data base as handled by the networked computer system then need not keep track of that data for that customer. This feature is readily accommodated by the data base programming and is conveniently implemented.

In still another aspect of the present invention, the web portal has the capability to accommodate the varying data requirements also of the various competitive providers, but also the level of their sophistication as evidenced in their respective computer systems and interface facilities. For example, the web portal may be configured to communicate the users order to the competitive provider via email, phone, or even through a connection directly to an integrated computer system having the same or substantially the same inter-operability as the integrated computer system of the assignee hereof. This capability extends to accommodating and matching the competing data requirements of the user and the competitive providers, and having the flexibility to design and implement menus that readily meet these competing needs. Furthermore, the present invention allows for changes to be implemented by simple re-programming of the web portal which minimizes the effort and enhances the “user friendly” aspect to the present invention.

Not only are these “global” improvements made available with the present invention, there are other more particularized improvements that add functionality within the operating framework of the parent invention. For example, one such improvement is the ability to “virtually” assign work groups within the user so that, for example, multiple adjusters might be made into a team with a shared work load so that all of the team members have access to the same pool of work, such as the placing of reservations for the same group of drivers. With this “virtual team” assignment capability, work groups may be readily re-assigned to match changing work loads without worrying about re-configuring hardware or internal network connections. This can be a very valuable feature to accommodate staffing issues over geographical distances that can be nation-wide, with access through the web portal to reservation facilities which are themselves nation-wide.

Still another feature is the ability to customize an individual users authorization limits. As can be appreciated, one of the mixed blessings of providing enhanced functionality to the individual users of any integrated computer system is that it places great power in the hands of the user which at the same time creates the potential for abuse. There have been well publicized instances of “rogue” employees making financial decisions or placing instructions which have far reaching financial consequences well beyond the intended authority of an employee, with disastrous results. With the present invention, one feature is the ability to limit the financial commitments that a user may make during any pre-selected time period. For example, the users profile may limit his ability to make only a certain dollar limit of vehicle reservations over any certain number of work days. In this way, added safe guards may be conveniently provided, monitored by reporting capabilities, and changes as circumstances warrant, all with simple programming changes at the web portal.

There are still other features that are provided by the present invention that find their genesis in the different approach taken over the parent invention and owing to the inherent increased flexibility of using a web based programming for the web portal to interface between the user and the providers on the web server and eliminating the need for any custom software on the users terminal. The details of these are to be found and described in the detailed description of the preferred embodiment below. Examples include the ability to send confirmatory communications to the user that the reservation has been received and entered into the providers system for fulfillment, custom report design including the capability to save and re-generate the custom report upon user command, increased flexibility to process and pay invoices, etc.

While the principal advantages and features of the invention have been discussed above, a greater understanding of the invention including a fuller description of its other advantages and features may be attained by referring to the drawings and the detailed description of the preferred embodiment which follow.

BRIEF DESCRIPTION OF THE DRAWINGS

FIG. 1 is a schematic diagram of the computer systems comprising the parent invention;

FIG. 2 is a flow chart of the software programs which communicate over the computer systems of FIG. 1 to implement the parent invention; and

FIG. 3 is a schematic diagram of the computer systems comprising the present invention.

FIGS. 4-91 are flow diagrams for software resident on the mainframe AS/400 computer 32 as described in Exhibits B and C.

FIGS. 92-159 are a series of flow diagrams and screenshots for the ARMS/WEB application software resident on servers 70 as described in Exhibit E.

 DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENT

The overall system architecture for the parent invention 20 is best shown in FIG. 1. As shown therein, an insurance company computer system 22, which itself may be virtually any computer configuration or even a stand alone PC accesses the Internet 24 through any convenient access point 26 such as even including an ISP (Internet service provider), as known in the art. Also connected to the Internet 24 is a web portal 28 which is preferably provided by a server appropriately programmed as explained herein below. This web portal 28 may be appropriate configured as desired to suit any particular business relationship or arrangement, although preferably the inventors herein and assignee of this invention have determined that a 24/7 or full time connection to the Internet 24 is preferable, except for scheduled downtimes for maintenance, etc. The service provider 30 which for purposes of explaining the parent preferred embodiment is preferably a vehicle rental organization, has itself an Internet portal mainframe 32 connected by a bi-directional communication link 34 to a second computer network 36 which may itself preferably have a mainframe server 38. This second computer system 36 is preferably a network having a database 40 for communication with what may be thousands of branch offices each of which has its own computer interface 44 which communicates to this second mainframe server 38 to conduct the integrated business functions of a service provider organization. Instead of communicating with the branch offices directly, a reservation may be communicated to a centralized location for further processing, such as a call center, and then relayed on to an appropriate branch office. This might be desirable under certain circumstances, such as if a branch office is closed, or when a purchaser requires some specialized service such as close monitoring of the rental. This may be done electronically and automatically, or with human intervention.

It should be noted that the particular computer configuration chosen as the preferred embodiment of the parent invention may itself be subject to wide variation. Furthermore, the term “mainframe” as used herein refers solely to a computer which can provide large scale processing of large numbers of transactions in a timely enough manner to suit the particular business application. Preferably, as is presently used by the assignee hereof, an IBM AS/400 mainframe computer is used as each of computers 32, 38. However, as is well known in the art, computer technology is subject to rapid change and it is difficult if not impossible to predict how these computer systems may evolve as technology advances in this art. For example, it is not beyond the realm of possibility that in the not so distant future a network of computers would provide the processing power to conduct these business operations as presently handled by “mainframe” computers. Thus, the term “mainframe” is not used in a limiting sense but merely to indicate that it is descriptive of a computer suited to handle the processing needs for a large scale business application.

It should also be noted that the communication link 46 extending between the server 42 and each of the branch offices 44 may have alternative configurations. For example, in some applications access over the Internet may itself be adequate, recognizing the vagaries of Internet service availability, reliability, and processing speed. Alternatively, this communication link 46 could well be a dedicated pipeline providing broadband service connection full time with back up connections to ensure continuous communication between a particular branch office or groups of branch offices and the service providers business operations computer system 36. Some branch offices might even be served through satellite links. Indeed, it is even possible that a mixture of these wide variations of service level be present within a single organization's structure depending upon communication link cost and availability balanced against service needs. It should merely be noted for present purposes that this communication link 46 serves as the electronic umbilical cord through which branch offices 44 communicate with the business computer system 36 of the present invention.

Attached hereto as exhibits are functional descriptions of the software programs resident on the computers comprising the two computer systems 32, 38 which implement the parent invention. More particularly, attached hereto as Exhibit A is a functional description of the software to implement the integrated business functions resident on the AS/400 or mainframe computer 38. Attached hereto as Exhibits B and C are related flow diagrams (see FIGS. 4-91 of Exhibit B) and explanatory text, respectively, for the software resident on the mainframe AS/400 computer 32. Attached hereto as Exhibit D is a functional description of the software resident on computer 32 but which also appears on the server 28 which creates the web portal for access to the mainframe 32 and its resident program. Server 28 may use a bi-directional GUI to character based interface translator program, well known to those skilled in the art, to present the displays and information obtained and transmitted between the user and the computer 32. However, the software of Exhibit D could also be run on server 28, as would be appreciated by those of skill in the art. It is believed that these functional descriptions and accompanying text as exemplified in these exhibits are adequate to enable an ordinary programmer to implement corresponding software programs for executing the preferred embodiment of the parent invention using ordinary programming skills and without inventive effort.

As a further example of the flow of data and the functional advantages provided by the parent invention, reference is made to FIG. 2. As shown therein, a right hand column is identified as “ECARS” which represents the integrated business software implemented as part of the mainframe operation 38 in computer network 36. The center column headed “ARMS” is resident on mainframe computer 32 and coordinates the communication of data. The left column headed “ARMS/WEB” represents the software resident on computer but which is presented on server 28 and accessible by users through the Internet. Along the left side of FIG. 2 are designated three separate sections of operational activity. These are “reservation” followed by “open” and concluded by “close”. Generally, the functional descriptions are arranged in chronological order proceeding from the top of FIG. 2 to the bottom. However, some functional features are permitted throughout the entirety of one of the three periods designated at the left side of FIG. 2. One such example is the “message” function which allows messages to be sent between users at one business organization 22 and branch offices 44 and others connected to the other business organization 30. Proceeding with a description of the transaction, the first set of communications allow for the reservation of the services. These can include requests for authorization or a rescind authorization request to be sent from the service provider to the service purchaser. Correspondingly, authorizations and authorization cancels can be sent from the services purchaser to the services provider. Confirmations are communicated upon confirmation of an authorized reservation request. Authorization changes may be made and communicated from the services purchaser to the service provider. Corresponding rental transaction changes may be communicated from the services provider to the services purchaser. As indicated, through the entirety of this process messages may be sent between users and others connected or having access to the integrated business software, as desired. The consummation of this portion of the transaction is a reservation that has been placed, authorized, confirmed, and provision is made for changes as necessary. During the next phase of the transaction, a reservation is opened and services intended to be provided are started. Generally, and preferably for the rental of vehicles, a start and end date are established in the reservation process. However, along the way, transactional changes may be made, such as for changing the type of vehicle provided, extensions may be requested and entered from either business partner, messages may be transmitted between the business partners, and the transaction may be terminated such as by voiding the contract by one business partner or terminating the authority by the other business partner. The term “reservation” has been used herein to refer not only to the act of placing the order but also to filling the order for services including providing the rental vehicle to the ultimate user and even invoicing for those services.

The last phase of the process involves closing the transaction. During this phase of the transaction, the contract is indicated as being closed and invoiced, the services purchaser can approve invoices, reject invoices, and also remit invoices. Such invoice remittance may also include the actual transfer of funds through an electronic funds transfer medium, or otherwise as previously arranged between the business partners.

It should be understood that this is a streamlined description of the handling of a transaction, and by no means is exhaustive. For example, much more functionality is available to the user including accessing the data base to generate production reports regarding status of open or closed reservations, preparing action item lists to allow a user to organize and prioritize his work, obtaining information available in the system from having been entered by others which would otherwise require phone conversations which are inefficient and occupy still another person's time. A more detailed explanation of the functionality provided is found in the exhibits.

In summary, the parent invention creates almost an illusion that the services purchaser, and the great number of users at various levels of the multi-tier purchaser users, are actually part of the services provider organization in that immediate online access is provided to significant data which enable the user to make reservations for services, monitor those services as they are being provided, communicate with those providing the services, obtain information relating to the status of services as they are being provided, and close transactions, all by interacting with the services provider business organization over that user's PC and without human interaction required by the business providers personnel. By way of contra-distinction, for many years business has been conducted on a human level by customers picking up the telephone and calling services providers and talking to their human counterparts in order to convey information, place orders, monitor orders, including obtaining information as to status, canceling orders, questioning invoices and paying invoices, along with a myriad of other related interactions. Not only did the conduct of business in this manner entail significant amounts of human resources at both ends of the transaction, but it also led to inefficiencies, mistakes and delays all of which increase the cost of doing business and contribute to an increased risk of services being rendered in an unsatisfactory manner in many instances to the end user. The parent invention has taken the preexisting solution of providing electronic communication between the business partners to another level by “web enabling” this system for improved connectivity, improved usability, reduced training, enhanced mobility, and other advantages as described herein.

A schematic diagram of the present invention is shown in FIG. 3 and includes three levels of architecture. As shown in the first level of the architecture 50, a user 52 such as an insurance company or other user has access through the Internet 54 to the computer system comprising and incorporating the present invention. An Internet provider provides a link 56 through which Internet connections may be made to communicate with the further described system. For convenience, this Internet connection may be considered as an Internet site or portal in that a user enters a URL and arrives at this connection. A firewall 58 as is known in the art is used for security purposes and to prevent hackers and the like from unauthorized access to the system. A first set of servers 60 are interconnected in a network 62 and may preferably include an ancillary server 64 for running load balancing software or the like to balance the load and provide redundancy amongst what may be a plurality of web servers 60. These web servers 60 may preferably be Sun Microsystem servers running Apache web server software, or other such suitable software as would be well known to those of ordinary skill in the art. This first web server network of servers 60, 62 process the random and disorderly communications flowing to and from this system and the Internet before passing them through a firewall 66 as a further precautionary measure. This first layer of architecture, identified as the Internet space/DMZ layer provides a secure interface and creates order out of the chaos of communications flowing between the system and others, as will be described.

The next layer of architecture 68 is noted in the figure as the “Enterprise private network” and is comprised of a plurality of servers 70 network connected with a network connection 72. Again, although the choice of hardware is not considered critical by the inventors hereof, Sun Microsystem's server/work station hardware is preferably used to provide the platform for running the application software for processing the various rental vehicle transactions, as will now be explained. Attached hereto as Exhibit E are a series of functional design specifications for the ARMS/WEB application software resident on servers 70 and which provide the detailed description of the operational features of the software and system. With these functional design specifications for the individual modules, it would be readily apparent to those of ordinary skill in the art that programmers of ordinary skill would be able to write software to execute these functional specifications without using inventive effort. Furthermore, the details of this implementation are not considered to provide any aspect of the best mode for carrying out the invention which is defined by the claims below.

Generally, the ARMS/WEB application software permits a user to sign on and, when recognized, provides the series of menus presenting choices for the user to indicate the parameters for his reservation. A plethora of information is provided and accessible to the user through the various menus provided from which the user selects and enters data to process the reservation. An important feature of the ARMS/WEB application software is that it provides the user the opportunity to select to place his vehicle rental reservation not only with the integrated business computer system represented by the third level of architecture 74, described below, but also to route the reservation information back through the first architectural level 50 and into the Internet 54 for transmission to a competitive service provider 76. Although the interconnection is depicted in FIG. 3 as being made through the Internet 54, the network of servers 70 configured in accordance with the ARMS/WEB application software may utilize virtually any electronic means for transmitting the reservation information to a competitive services provider 76. These include email, automated telephone, facsimile, and other forms of electronic communication. Of course, the competitive services provider 76 may itself comprise an integrated business such that the level of interconnectivity provided to the user 52 may parallel that disclosed and described in connection with the integrated services provider system of the present invention as well as the parent invention. This integrated business capability is represented as the third level 74 of the architectural topography shown in FIG. 3 which parallels portions of that shown in FIG. 1 in that a pair of network mainframe computers, such as AS/400's 78, 80 may process reservations to and from various branch offices 82 which are geographically diverse.

With the present invention, the Internet portal provided by the AMRS/WEB network configured servers 70 provide an Internet portal for communication with not only the integrated computer enabled business system of the resident services provider, but also a portal for placing reservations to other competitive services provider 76. Thus, the user 52 enjoys the capability of accessing multiple service providers for competitive services through a single Internet connection using a single set of protocols, menus, etc. for the conduct of this business activity. Furthermore, the software configured network of servers 70 is readily configured in Web Logic to adapt to changing user requirements, data requirements, unique competitive service provider requirements, and other upgrades or modifications in a convenient manner by simply modifying the software resident therein. No special browser software of other interface software is required by the user and any special interconnecting software or server/hardware requirements may be satisfied as between the service providers such that the user is presented with a seamless interconnection. As the present invention is configured and works well with the integrated business and computer systems as disclosed herein, it is anticipated that such interconnection and usability may be readily translated to any other such integrated computer system as might be found in other competitive service providers, as would be apparent to those of ordinary skill in the art. Thus, with the present invention, a user is provided with Internet access through a single portal to a plurality of service providers and, to the extent possible, to their integrated computer business systems.

Various changes and modifications to the preferred embodiment as explained herein would be envisioned by those of skill in the art. Examples of these changes and modifications include the utilization of computer systems configured in any one of a myriad of ways using present technology alone. For example, mobile computers are presently available and wireless technology could be used to extend the integrated business network of the services provider, as well as match the mobility needed by the various users connected to and using the present invention. The particular software, and various aspects and features of its design, have been adapted for particular application to the vehicle rental business. Of course, computer software applications satisfying other business needs would necessarily require adaptation to their particular business models. Thus, it is envisioned by the inventors herein that the various software programs described herein would be matched to the particular business application to which the invention is utilized. These and other aspects of the preferred embodiment should not be viewed as limiting and instead be considered merely as illustrative of an example of the practical implementation of the present invention. These changes and modifications should be considered as part of the invention and the invention should be considered as limited only by the scope of the claims appended hereto and their legal equivalents.

Exhibit A

See the file “Exhibit A.txt” submitted on the incorporated compact disc.

Exhibit B

See FIGS. 4-91.

Exhibit C

See the file “Exhibit C.txt” submitted on the incorporated compact disc.

Exhibit D

See the file “Exhibit D.txt” submitted on the incorporated compact disc.

Exhibit E ARMS Web 3.0 Functional Design Specification Extend Rental Version 1.1 Extend Rental 1. Extend Rental Use Case 1.1 Application Overview

    • The following is a document used to illustrate the process for how the USER will extend a previously authorized rental using ARMS/Web 3.0. The intent for this release of the ARMS/Web application is to reach a much wider audience. This application will target a Multi-Vendor, Multi-Segment, and International customer base.

1.2 Brief Description

    • This use case will describe how the USER will extend a previously authorized rental. The rental company (via an Authorization Request), the RENTAL ADMINISTRATOR (via a Customer Search), or Reporting (via the Callback feature) can initiate this use case.

1.3 Use Case Actors

    • The following actors will interact with this use case:
      • RENTAL ADMINISTRATOR—The RENTAL ADMINISTRATOR will use the system to extend a previously authorized rental. This use case refers to a USER in the role of a rental administrator. There are various types of customers that the USER would represent, which include corporate account holders, car dealerships, insurance companies, and others.
      • ARMS—The ARMS system will receive/send transactions to ARMS/Web to confirm the extended rental.
      • RENTAL CAR COMPANY—A wide variety of rental car companies will be able to use this system as well. Each company will have the ability to initiate and manage their rentals through the use of this application.

1.4 Pre-Conditions

    • The USER must have logged into the ARMS/Web system.
    • The USER must have selected a previously authorized, open rental.

1.5 Flow of Events

    • The Flow of Events will include the necessary steps to make changes and updates to “Extend Rental”.
    • 1.5.1 Activity Diagram—see FIG. 92.
    • 1.5.2 Basic Flow
      • 1. The system will display the details of the Rental.
      • 2. The USER will enter the number of days to extend the rental.
      • 3. The USER will submit the Extended Rental Details.
      • 4. The system will validate the number of days the rental will be extended.
      • 5. The system will update the ARMS/Web database with the Extend Rental Details.
      • 6. The system will read the profile for the confirmation screen setting.
      • 7. For non-Enterprise rentals, the extension is sent to the non-ERAC rental car company's rental system.
      • 8. This ends the use case.
    • 1.5.3 Alternative Flows
      • 1.5.3.1 View Rental Notebook
        • At step 1 of the basic flow, the USER may choose to view the history of a rental. The USER will be able to see the diary notes associated with the Reservation/Rental.
      • 1.5.3.2 Display Confirmation
        • After step 7, the USER may wish to have a confirmation page displayed, indicating that some type of change has taken place. The confirmation page is completely optional; therefore, at anytime the USER wants to set their profile to bypass this screen, he/she may do so.
      • 1.5.3.3 Update USER Profile
        • During the confirmation process, the USER has the option of changing their profile setting to display or hide the confirmation page. Each time the setting is changed, the USER profile must be updated to reflect the new requirements set by the USER.
      • 1.5.3.4 Validate Changes
        • If the USER changes or adds information, which does not pass validation, an error message will notify the USER and return them to step 1 of the Basic Flow.
        • If an error is discovered in the validation of the reservation/rental information submitted by the USER, the system would present the USER with an error message and return them to the Detailed Reservation/Rental Display. If the error is specific to a data field within the form, the field should be highlighted and the error described.
      • 1.5.3.5 Change Customer File
        • Prior to step 3, the USER has the option to make changes to the customer file. After clicking the change/add link, the screen will refresh with all editable fields opened and available for the USER to make changes.
      • 1.5.3.6 Update ARMS/Web Database
        • After successfully validating the recent changes, the system must update the ARMS/Web Database. The system goes through the same process as in the Basic Flow, as the database is updated to reflect the latest changes.

1.6 Post-Conditions

    • If the use case was successful then the rental has been extended and the ARMS/Web system has been notified.
    • If the use case was unsuccessful then the system has remained unchanged.

1.7 Special Requirements

    • The number of days to extend a rental must be an integer greater than zero.
    • If a USER attempts to extend an insured rental beyond their limits for number of days and dollar amount, the system should return an error message.

1.8 Extension Points

    • 1.8.1 MA-16 Reassign USER/Office (Transfer)
      • After the extend rental detail is displayed, the USER may choose to transfer the current office/USER. First, the USER would select to change the current office/USER. Second, the system would display a list of authorized offices/USERs. Third, the USER would select a new office/USER. If additional changes are made to the customer file, the new data will also be passed through the transfer process.
    • 1.8.2 MA-08 View Car Class
      • The View Car Class use case will be used to allow the USER to view details about and select a car class to apply to a reservation. Details will include the average number of passengers and luggage items that can be served by a vehicle in the specific car class. The car class selected by the USER should be applied to the reservation.
    • 1.8.3 MA-15 Terminate Rental
      • After the extend rental detail is displayed, the USER may choose to terminate the rental. If termination is selected, the USER must enter a reason for the termination of the rental. Termination means the insurance company is no longer willing to pay for the rental.
    • 1.8.4 MA-04 Send Message
      • The Send Message will be used to allow the USER to capture messages and diary notes associated with extending a rental. The USER can elect to either have the message sent to the rental company responsible for the reservation/authorization, or (Depending on the user segment if this option is available) to store the note in the ARMS/Web system without sending the message to rental company. All MESSAGES and DIARY NOTES captured must be related to a specific reservation/authorization.

2. Screen Design

    • A definition of the screen layout(s), screen data fields, and screen functions that are used to implement the flows identified above. More than one screen may be used to implement support for the use case flow.

2.1 Extend Rental Detail

    • This screen (see FIGS. 93(a)-(e)) will allow the USER to pick which functions that he/she may want to change.
    • 2.1.1 Screen Layout—Extend Rental Detail—see FIGS. 93(a)-(e)
    • 2.1.3 Extend Rental Detail

Screen Specific Screen Label Type Size Screen Field Name Data Field Name Rule Additional Output 15 Additional Charges Charges Handling For: Output 30 Handling for First Name + Last Last Name + First Adjuster's Name Name Name Note to Self Input 50 Message NOTE Only Messages: Output 8 Message Creation Add Date N/A. Date Note to Input 50 Message Text NOTE N/A. Enterprise: Output 50 Message Text NOTE N/A. Claim Number: Output 11 Claim Number Insurance Claim Purchase Purchase Order Number, PO#, CC# Order Number Number Corporate Corporate Class Class Number Number Days Output 2 Number of Days Number of Days N/A. Authorized to Authorized Authorized Date: _additional Output 2 Number of Days to Number of Days to authorized Extend Extend days Policy Limits List Box 5 Policy Maximum and Max $ Covered + Dollars per day Dollars Per Day Covered Output 30 Rental Location Rental Location Branch Name days @: List Box 6 Rental Location Rate Vehicle Rate N/A. Date of Rental Output 10 Rental Start Date Start Date N/A. Insured Name: Output 30 Insured's Name First Name + Last Name Output 30 Rental Location Address Line + N/A. Address Address Line2 Output 25 Rental Location City City N/A. Name Output 10 Rental Location Zip Code N/A. Postal/Zip Code Output 3 Rental Location State/ State N/A. Province Code Output 13 Rental Location Telephone Number N/A. Telephone Number Date of Loss: Output 10 Date of Loss Date of Loss Output 20 Renter City Name City Output 10 Rental Postal/Zip Zip Code Code Output 3 Renter State/ State Province Code Output 30 Renter Street Address Line Address Home: Output 16 Renter's Home Renters Night Phone + Not editable if ticket Phone Renters Night is Open. Phone Extension Output 30 Renter's Name First Name + Last Will not be editable if Name ticket is open. First Name + Last Name Renter Output 30 Renter's Name First Name + Last N/A. Information: Name Work Phone: Output 16 Renter's Work Phone Day Phone + Will not be able to Renters Day Phone edit if ticket is Open. Extension Owner's Output 4 Vehicle Year, Make Renter Make/Model + vehicle: and Model Renter Vehicle Year Repair Facility: Output 20 Body Shop Name Repair Facility Name Input 16 Body Shop Phone Telephone Number Number Output 15 Repair Facility City City Output 3 Repair Facility State State Output 7 Repair Facility zip Zip Code code Last Day Output 10 Date rental is CALCULATED Calculated field. authorized authorized through Populated with an Open Ticket only. Charges to Output 10 Total Charges CALCULATED Date: Renter Type Output 10 Claim type claim type description Claims Office: Output 3 Office Id external organization N/A. abbreviated name Vehicle Output 15 Type of Loss loss type description Condition Renter Email: Output 20 Renter's Email renter email Will not be able to edit if ticket is Open.
    • 2.1.4 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.1.4.1 Skip
        • When clicked, the USER will be taken out of the use case without changing the current status of the request. Any changes made by clicking Change or Add and keying data in the bottom section will be saved.
      • 2.1.4.2 Process
        • When clicked, the system will validate the input and accept the changes made to the customer file. The ARMS/Web database will be updated. The use case will then end and the USER will return to the process from which they came.
      • 2.1.4.3 Notebook
        • When clicked, the USER will be taken to the Note Book section at the bottom of the screen to view all messages for this rental.
      • 2.1.4.4 Set Last Date
        • When clicked, the system will terminate the rental. The USER will be prompted to enter a termination date for this rental. This coincides with the use case MA-17-Terminate Rental.
      • 2.1.4.5 Transfer File
        • When clicked, the USER will be taken to the Transfer File screen. This screen allows the USER to change the office or adjuster currently assigned to the customer file. The required information in the Extend Rental/Customer File will be passed to the Transfer File screen. Upon completion of the transfer, the USER will then be returned to the next action item or the profiled start page, depending on the screen from which the USER began.
      • 2.1.4.6 Change or Add
        • When clicked, the system will refresh the current screen and make all editable fields in the bottom section (outside the gray box area) input capable. The changes on the top of the screen will not be lost.
      • 2.1.4.7 Top of page
        • When clicked, the USER will be taken to the top of the current page.
      • 2.1.4.8 View Car Class
        • When clicked, the USER will be taken to the View Car Class Use Case. No changes will be lost. Once the USER is finished with this use case, the USER will return to the Extend Rental Use Case.
      • 2.1.4.9 Extend Rental
        • When clicked, the system will validate the input and accept the extension AND the changes made to the customer file. The ARMS/Web database will be updated. The use case will then end and the USER will return to the process from which they came.

ARMS Web 3.0 Functional Design Specification Review List—Action Items Version 1.1 Review List Action Items 1. Review List Action Items Use Case 1.1 Application Overview

    • The following is a document used to illustrate the process for how the USER would view and/or select any outstanding action items assigned to them using ARMS/Web 3.0. The intent for this release of the ARMS/Web application is to reach a much wider audience. This application will target a Multi-Vendor, Multi-Segment, and International customer base.

1.2 Brief Description

    • This use case describes how the USER would view and/or select any outstanding action items assigned to them.

1.3 Use Case Actors

    • The following actors will interact with this use case.
      • RENTAL ADMINISTRATOR—The RENTAL ADMINISTRATOR will use the system to review outstanding action items to be completed. This use case refers to a USER in the role of a USER. There are various types of customers that the USER would represent, which include corporate account holders, car dealerships, insurance companies, and others.
      • ARMS—The ARMS system will receive/send transactions to ARMS/Web based on actions of the USER, retrieving and acting action items.
      • RENTAL CAR COMPANY—A wide variety of rental car companies will be able to use this system as well. Each company will have the ability to initiate and manage their rentals through the use of this application.

1.4 Pre-Conditions

    • The USER must be logged into the ARMS/Web system.
    • The USER must have selected to Review a List of Action Items.
    • The system must retrieve and confirm the USER ID and access authority.

1.5 Flow of Events

    • The Flow of Events will include the necessary steps for a USER to review and assign outstanding action items.
    • 1.5.1 Activity Diagram—see FIG. 94.
    • 1.5.2 Basic Flow
      • 1. The USER selects to review the outstanding action items list.
      • 2. The system retrieves the list of outstanding action items associated with the USER ID.
      • 3. The system sorts and builds the list based on the appropriate USER profile.
      • 4. The system will display a list of all outstanding action items assigned to the USER, which could include:
        • Authorize a Request
        • Extend a Rental
        • Handle Unapproved Invoices/Pay Approved Invoices
        • Send a Message
      • 5. The USER will select an item from the action items list.
      • 6. The system displays the detail appropriate to the action item status.
      • 7. Upon completion of the selected action item, the system will determine the next action item and display until the current list has been completed.
      • 8. This ends the use case.
    • 1.5.3 Alternative Flows
      • 1.5.3.1 Handle For A Different USER
        • Until step 5, the USER may choose to handle requests for another USER. At this time, the USER must select the appropriate USER to handle for. The system will then validate the ID of the alternate USER, and then rebuild the action list to include all outstanding items associated with the new ID.
      • 1.5.3.2 Re-sort Action Items List
        • After displaying the action item list using the default from the profile, the USER may decide to sort the list based on some other criteria. At any time, the USER may choose to re-sort the action item list (Depending on the USER segment) based on Item Type, Date Received, Renter's Name, Claim Number or Corporate Class Number or Purchase Order Number, Rental Company, and Administrator.
      • 1.5.3.3 No Items Found
        • If there are no Action Items available for the USER work on, the system will display a message indicating that there are no available action items to display.

1.6 Post-Conditions

    • None

1.7 Special Requirements

    • 1.7.1 Sort Request
      • The default sort order has been specified by the USERs profile, which governs the order in which action items have been presented. If invoices have been added to the USER's payment list, a link displays for them to proceed to the ‘Payment List’. Alternatively, after the last invoice has been approved, the system automatically proceeds to the ‘Payment List’ before resuming the outstanding action items. If the USER has been designated with the responsibility of handling the ‘Unassigned Requests,’ a link at the bottom of the action item list displays.

1.8 Extension Points

    • An extension point indicates a link between this use case and another use case. Extension points associated with the use case are indicated below. Clicking on the extension point will open the related use case.
    • 1.8.1 MA-12-Extend Rental
      • At step 5, the USER must select an action item to perform. At this point, the USER may elect to extend a previously authorized rental. Extensions may be performed due to prolonged body shop delays and other scenarios. Upon completion of the Extend Rental process, the USER should be returned to step 5 of the Basic Flow. The action item that called for the extension should no longer appear in the USER's action item list.
    • 1.8.2 MA-10-Authorize Request
      • At step 5, the USER must select an action item to perform. At this point, the USER may elect to authorize a direct bill request. Upon completion of the authorization, the USER should be returned back to step 5 of the Basic Flow. The request needing authorization should no longer appear in the USER's action item list.
    • 1.8.3—Invoicing—BI-01-Handle Unapproved Invoices & BI-02 Pay Approved Invoices & BI-03 Reject an Invoice
      • At step 5, the USER must select an action item to perform. At this point, the USER may elect to pay approved invoices, handle unapproved invoices, or reject an invoice. Upon completion of this process, the USER should be returned back to step 5 of the Basic Flow. The invoices that were processed should no longer appear in the USER's action item list.
    • 1.8.4 MA-19—View Customer File (Message)
      • At step 5, the USER must select an action item to perform. At this point, the USER may elect to view a message from the rental company. Upon completion of the message, the USER should be returned back to step 5 of the Basic Flow. The message should no longer appear in the USER's action item list.

2. Screen Design

    • A definition of the screen layout(s), screen data fields, and screen functions that are used to implement the flows identified above. More than one screen may be used to implement support for the use case flow.

2.1 Action Items

    • This screen (see FIGS. 95(a)-(e)) will allow the USER to pick which functions that he/she may want to change.
    • 2.1.1 Screen Layout—Action Items—see FIGS. 95(a)-(e)
    • 2.1.2 Action Items—Summary

Screen Specific Screen Label Type Size Screen Field Name Data Field Rule Date Received Output 0 Date Received action item assigned N/A. date Type Output 15 Action Item Type action item type N/A. description USER Output 0 USER's Name First Name + Last N/A. Name Handling For: List Box 30 Handling for USER's First Name + Last N/A. Name Name Welcome Back Output 30 User's Name First Name + Last N/A. Name Claim Number Output 0 Claim Number Insurance Claim N/A. Purchase Purchase Order Number, PO#, CC# Order Number Number Corporate Corporate Class Class Number Number Renter's Name Output 30 Renter's Name First Name + Last N/A. Name Claims Office: List Box 3 Office external organization abbreviated name
    • 2.1.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
    • 2.1.3.1 Renter's Name
      • When clicked on a specific hyperlink under the “Renter's Name” heading, the USER will go into the details of that particular action item and will begin any of the following use cases:
        • MA-12—Extend Rental
        • MA-10—Authorize Request
        • Invoicing—BI-01-Handle Unapproved Invoices & BI-02—Pay Approved Invoices & BI-03 Reject an Invoice
        • MA-19—Customer File (Message)

ARMS Web 3.0 Functional Design Specification Assign a Request Version 1.1 Assign a Request 1. Assign a Request Use Case 1.1 Application Overview

    • The following is a document used to illustrate the process for assigning the unassigned authorization requests to the appropriate user. The assignments will be made using the ARMS Web 3.0 system. The intent for this release of the ARMS Web application is to reach a much wider audience. This application will target a Multi-Vendor, Multi-Segment, and International customer base.

1.2 Brief Description

    • This use case describes the process of how a USER will review unassigned authorization request and assign them to a USER for further handling.

1.3 Use Case Actors

    • The following actors will interact with this use case:
      • RENTAL ADMINISTRATOR—RENTAL ADMINISTRATOR will use the system to assign the unassigned authorization requests. This use case refers to a USER in the role of a rental administrator. There are various types of customers that the rental administrator would represent, which include corporate account holders, car dealerships, insurance companies, and others.
      • ARMS—The ARMS system will receive/send transactions to ARMS Web to manage each phase of the rental process.
      • RENTAL CAR COMPANY—A wide variety of rental car companies will be able to use this system as well. Each company will have the ability to initiate and manage their rentals through the use of this application.

1.4 Pre-Conditions

    • The USER must be signed-on to the ARMS Web system.
    • The USER should be authorized to assign a request.
    • If there are unassigned requests present, the USER has selected the link from the Review List Action Items Use Case to enter this use case.

1.5 Flow of Events

    • The Flow of Events will include the necessary steps to make changes and updates to “Assign an Action Item”.
    • 1.5.1 Activity Diagram—see FIG. 96.
    • 1.5.2 Basic Flow
      • 1. The USER selects the unassigned authorizations link.
      • 2. The system retrieves all unassigned request summaries.
      • 3. The system retrieves all OFFICE IDs within ARMS Web.
      • 4. The system retrieves all USER IDs within the OFFICE.
      • 5. The system displays the unassigned authorization summaries with the offices and users.
      • 6. The USER selects a user to assign to the request.
      • 7. The system will update the ARMS Web database.
      • 8. This ends the use case.
    • 1.5.3 Alternative Flows
      • 1.5.3.1 Cancel Use Case
        • The USER should be capable of leaving the use case at any point prior to assigning the of the reservation information.
      • 1.5.3.2 Modify a Request
        • Before step 6 of the basic flow, the USER should be able to make changes to the authorization.
      • 1.5.3.3 Select a different office
        • Before step 6 of the basic flow, the USER should be able to select a different office for this authorization request. If a different office has been selected, the user cannot assign the file to a new user. The new office must now assign the file.

1.6 Post-Conditions

    • If the use case is successful, the system will change the request type from an unassigned authorization request to direct bill. If the user has authority to authorize this request, the system will change the request to Authorized status and assign the adjuster picked in Step 5 of the basic flow.
    • If the use case is unsuccessful, the system state will remain unchanged.

1.7 Special Requirements

    • None

1.8 Extension Points

    • 1.8.1 MA-04 Send Message
      • The Send Message function will be used to allow the user to capture messages and diary notes associated with a rental reservation/authorization. The USER can elect to have the message sent to the rental branch location responsible for the reservation/authorization. The USER may also send a message without assigning the file to a user/office. All MESSAGES and DIARY NOTES captured must be related to a specific reservation/authorization.
    • 1.8.2 MA-10 Authorize a Request
      • The USER may decide to enter into the full detail screen of the unassigned request, which would invoke the Authorize a Request use case.

2. Screen Design

    • A definition of the screen layout(s), screen data fields, and screen functions that are used to implement the flows identified above. More than one screen may be used to implement support for the use case flow.

2.1 Action Items—Unassigned

    • This screen (see FIGS. 97(a)-(e)) will allow the USER to assign action items to an office or USER. The USER may also cancel an item or change specified information in the Customer File through this screen.
    • 2.1.1 Screen Layout—Action Items—Unassigned (ARMS Web 2.0)—see FIGS. 97(a)-(e)
    • 2.1.2 Action Items—Unassigned

Screen Specific Screen Label Type Size Screen Field Name Data Field Name Rule Claims Office: Output 3 Office Id external organization N/A. abbreviated name Handling For: Output 30 Handling for First Name + Last N/A. Adjuster's Name Name Output 30 Renter's Name First Name + Last This should be a link. Name The USER should be able to get to the authorize page from this screen field Output 30 Renter's Address Address Line Output 10 Renter's City City Output 3 Renter's State State Output 10 Renter's Zip Code Zip Code Output 16 Renter's Home Renters Night Phone + If these fields are Phone Renters Night populated, add a Phone Extension label to the screen to differentiate between Home Phone and Work Phone Output 16 Renter's Work Phone Day Phone + If these fields are Renters Day Phone populated, add a Extension label to the screen to differentiate between Home Phone and Work Phone Claim Number Input 30 Claim Number Insurance Claim N/A. Purchase Purchase Order Number, PO#, CC# Order Number Number Corporate Corporate Class Class Number Number Vehicle List Box 15 Loss Type loss type description Condition Claim Type List Box 15 Claim Type Rental type N/A. Bill Type Bill Type description Date of Loss: Input 10 Date of Loss Date of Loss N/A. Note to Input 30 Message Text NOTE N/A. Enterprise Assign to List Box 5 Office Id external organization office: abbreviated name Assign List Box 30 Adjuster Name First Name + Last Lists only those adjuster: Name adjusters the USER has authority to assign
      • Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.1.2.1 <<Previous
        • When clicked, the USER will be taken back to the previous screen.
      • 2.1.2.2 Process
        • When clicked, the USER will be taken to the next item in the action item list or a detail of the completed action items. This button ends the use case.
      • 2.1.2.3 Cancel
        • When clicked, the USER will be allowed to cancel the authorization. If this occurs, the rental becomes unauthorized and the rental is no longer responsibility of the company.

ARMS/Web 3.0 Functional Design Specification View Car Class Version 1.3 View Car Class 1. View Car Class Use Case 1.1 Application Overview

    • The following is a document used to illustrate the process for how the USER would view examples of automobiles that are part of each rental company car class using ARMS/Web 3.0. The intent for this release of the ARMS/Web application is to reach a much wider audience. This application will target a Multi-Vendor, Multi-Segment, and International customer base.

1.2 Brief Description

    • This use case will allow the USER to view examples of automobiles that are part of each rental company car class. The USER will have the ability to select a car class and have the rate for the car class apply to the reservation/authorization.

1.3 Use Case Actors

    • The following actors will interact with this use case:
      • RENTAL ADMINISTRATOR—The RENTAL ADMINISTRATOR will use the system to view and/or select the car class that will apply to a reservation. This use case refers to a USER in the role of a USER. There are various types of customers that the USER would represent, which include corporate account holders, car dealerships, insurance companies, and others.
      • ARMS—The ARMS system will receive/send transactions to ARMS/Web to retrieving information regarding the automobiles.
      • RENTAL CAR COMPANY—A wide variety of rental car companies will be able to use this system as well. Each company will have the ability to initiate and manage their rentals through the use of this application.

1.4 Pre-Conditions

    • The USER must be signed-on to the ARMS/Web system.
    • The USER must have a reservation or open ticket selected.

1.5 Flow of Events

    • The Flow of Events will include the necessary steps to view and/or select the car class to apply to a rental reservation.
    • 1.5.1 Activity Diagram—see FIG. 98.
    • 1.5.2 Basic Flow
      • The Basic Flow of the View Car Class use case includes all of the required steps to view and/or select a car class for a rental reservation. If a car class is selected, it will be used to populate rate information on a rental authorization.
      • 1. The USER will select View Car Class from the active reservation or open ticket.
      • 2. The system will display a car class detail screen. If the USER had previously selected a car class (for example, on the Create Reservation screen), the car class selected will be displayed. If no car class has been selected, the system will display the Standard car class.
      • 3. The USER will select the car class to apply to the reservation or open ticket.
      • 4. The system will return the USER to the active reservation or open ticket and populate car class information based on the car class selected.
      • 5. This ends this use case.
    • 1.5.3 Alternative Flows
      • 1.5.3.1 Select Alternate Car Class
        • From Step 2 of the Basic Flow, the USER will have the ability to view an alternate car class. The car classes that will be available to view include:
          • Economy
          • Compact
          • Intermediate
          • Standard
          • Full Size
          • Premium
        • If the USER selects an alternate car class, the system will refresh and present the details of the new car class.
      • 1.5.3.2 Populate Car Class Rates
        • If a rental branch location has already been selected prior to entering this use case, the selection of a car class will populate the rates that apply to the selected car class on the active reservation or open ticket. This alternate flow returns the USER to Step 4 of the Basic Flow.

1.6 Post-Conditions

    • If successful, the selected Car Class will be returned to the active reservation or open ticket.
    • If unsuccessful, the system state is unchanged.

1.7 Special Requirements

    • The additional requirements of the business use case are included here. These are requirements not covered by the flow as they have been described in the sections above.
    • 1.7.1 Modify Car Class Selection Results
      • The USER may change the results of this use case as part of the active reservation or open ticket.

1.8 Extension Points

    • None.

2. Screen Design

    • A definition of the screen layout(s), screen data fields, and screen functions that are used to implement the flows identified above. More than one screen may be used to implement support for the use case flow.

2.1 Car Class Detail Screen

    • This screen (see FIGS. 99(a)-(b)) will allow the USER to view detailed information about the rental company's car classes. The USER will also have the ability to select a car class to apply to a rental reservation/authorization.
    • 2.1.1 Screen Layout—see FIGS. 99(a)-(b)
    • 2.1.2 Car Class Details

Screen Label Type Length Screen Field Name Data Field Screen Specific Rule Output 20 Car Class Name This should be the name of the currently selected car class. Output 40 Rental Company Name (Person Output 2 Car Class Person This should provide the Image) Capacity average person capacity of the selected car class. (Luggage Output 2 Car Class Luggage This should provide the Image) Capacity average luggage capacity of the selected car class. Hidden 255 Car Class Image This should provide a Source picture of an example car within the selected car class. Output 120 Car Class Detail This should provide a Description description of the selected car class. Economy Output Economy Car Class This should be a hyperlink to the Economy car class detail. Compact Output Compact Car Class This should be a hyperlink to the Compact car class detail. Intermediate Output Intermediate Car This should be a hyperlink Class to the Intermediate car class detail. Standard Output Standard Car Class This should be a hyperlink to the Standard car class detail. Full Size Output Full Size Car Class This should be a hyperlink to the Full Size car class detail. Premium Output Premium Car Class This should be a hyperlink to the Premium car class detail.
    • 2.1.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.1.3.1 Select This Car Class
        • The continue screen function will allow the USER to select the car class to apply to a reservation.
        • 2.1.3.1.1 The Continue screen function is invoked through either a button click or through an Enter keystroke.
      • 2.1.3.2 Previous
        • The Previous screen function allows the USER to return to the previous screen.
        • 2.1.3.2.1 The Previous screen function is invoked through a button click.

3. Questions and Answers

    • None.

ARMS/Web 3.0 Functional Design Specification Authorize a Request Version 1.1 Authorize a Request 1. Authorize Request Use Case 1.1 Application Overview

    • The following is a document used to illustrate the process for how a USER authorizes a direct bill request using ARMS/Web 3.0. The intent for this release of the ARMS/Web application is to reach a much wider audience. This application will target a Multi-Vendor, Multi-Segment, and International customer base.

1.2 Brief Description

    • This use case describes how a USER authorizes a direct bill request.

1.3 Use Case Actors

    • The following actors will interact with this use case:
      • RENTAL ADMINISTRATOR—The RENTAL ADMINISTRATOR will use the system to authorize a direct bill request. This use case refers to a USER in the role of a rental administrator. There are various types of customers that the USER would represent, which include corporate account holders, car dealerships, insurance companies, and others.
      • ARMS—The ARMS system will receive/send transactions to ARMS/Web to confirm the direct bill request.
      • RENTAL CAR COMPANY—A wide variety of rental car companies will be able to use this system as well. Each company will have the ability to initiate and manage their rentals through the use of this application.

1.4 Pre-Conditions

    • The USER must be logged into the ARMS/Web system.
    • The USER must have the authority to authorize a request.
    • At least one outstanding unauthorized direct bill request must be assigned that the USER may handle.
    • The USER must have selected an Unauthorized Direct Bill Request from the Review Action Items Screen or from the Search Results page.

1.5 Flow of Events

    • The Flow of Events will include the necessary steps to make changes and updates to “Authorize Request”.
    • 1.5.1 Activity Diagram—see FIG. 100.
    • 1.5.2 Basic Flow
      • 1. The USER selects an outstanding direct bill to authorize.
      • 2. The system displays the Customer file.
      • 3. The USER reviews the renter's information.
      • 4. The USER inputs a number of Authorized Amounts, days and required fields.
      • 5. The USER submits the Authorization.
      • 6. The system validates information in the Customer File.
      • 7. If the USER assigned to the Customer File is ‘UNKNOWN’ or ‘UNASSIGNED’, the System will assign the Customer File to the current USER.
      • 8. The system will update the ARMS/Web database with the Authorization.
      • 9. The System reads the USER profile to see if the confirmation page should display.
      • 10. If the profile indicates ‘Show Confirmation Page’, the System will display the confirmation page.
      • 11. For non-Enterprise rentals, the authorization request is sent to the non-ERAC rental car company's rental system.
      • 12. This ends the use case.
    • 1.5.3 Alternative Flows
      • 1.5.3.1 View Notebook
        • At step 3 of the Basic Flow, the USER can select to view the transaction history (Notebook) by selecting the Go To Notebook link.
      • 1.5.3.2 Add Notes to Customer File
        • At step 3 of the Basic Flow, the USER can add notes to the Customer File by typing in the appropriate notes field on the Customer File page.
      • 1.5.3.3 Skip Customer File
        • At step 3 of the Basic Flow, the USER can get out of the Customer File by selecting the skip button on the Customer File page.
      • 1.5.3.4 Change Customer File
        • At step 3 of the Basic Flow, the USER can make changes to the additional details of the Customer File. This is done by selecting the Add/Change link which will invoke an editable page with all *appropriate information editable.

1.6 Post-Conditions

    • If the use case was successful then the changes should go into effect immediately and the screen should revert back to the original screen of entry.
    • If the use case was successful, then the ARMS/Web system will be notified of authorization changes.
    • If the use case was unsuccessful then the system state will be unchanged.

1.7 Special Requirements

    • 1.7.1 Requirements for Claim Type Authorizations (Insurance Users Only)
      • The following are a set of requirements surrounding the type of authorized amounts that are allowable based on the Claim Type associated with a rental. These restrictions DO NOT APPLY to reservations that are submitted with a Direct Billing Percentage of zero (0).
      • 1.7.1.1 When the Claim Type selected is ‘Insured’, ‘Theft’, or ‘Uninsured Motorist’
        • 1.7.1.1.1 For insurance USERs, the reservation/rental must always include an Authorized Rate or both Policy Daily and Maximum Limits as defined by the renter's insurance policy. Zero (0) is an acceptable Policy Daily Limit.
        • 1.7.1.1.2 For insurance USERs, the reservation/rental must include an Authorized Rate or Policy Daily Limit if a Policy Maximum Limit is included. Zero (0) is an acceptable Policy Daily Limit.
      • 1.7.1.2 When the Claim Type selected is ‘Claimant’ (Insurance Users Only)
        • 1.7.1.2.1 The reservation/rental must always include an Authorized Rate.
        • 1.7.1.2.2 The reservation/rental may not include a Policy Daily/Maximum Limits selection.
      • 1.7.1.3 Requirements for editable fields based on reservation/ticket status
        • 1.7.1.3.1 Depending on the status of the Customer File the USER may change the following fields:

Unassigned/ Assigned but Field Name Unauthorized Unauthorized (Depending on Reservation/ Reservation or Authorized USER Segment) Ticket Ticket Ticket CLAIM NUMBER X X X (Insurance & Fleet) PURCHASE ORDER NUMBER (Dealership) CORPORATE CLASS NUMBER (Corporate) CLAIM TYPE X X X (Insurance) BILL TYPE (Dealership) VEHICLE CONDITION X X X DATE OF LOSS X X X (Removed for corporate) INSURED X X X INFORMATION RENTER X INFORMATION DATE RENTAL X IS NEEDED NUMBER OF X X AUTHORIZED DAYS DIRECT BILL X X X PERCENT (Insurance Only) POLICY LIMITS X X X (Insurance and Corporate Only) AUTHORIZED RATE X X X
        • If the Customer File is an Unauthorized Reservation, the USER can Reject the Authorization Request, Send a Message, and/or Transfer (Assign) the file to a USER.
        • 1.7.1.3.2 If the status of the Customer File is an open ticket the following rules apply:

Unauthorized Authorized Reservation/ Authorized Actions Reservation Ticket Open Ticket Send Message X X X Extension X Terminate Rental X Cancel Authorization X X Transfer/Assign Adjuster X X X View Car Class X X X

1.8 Extension Points

    • An extension point indicates a link between this use case and another use case. Extension points associated with the use case are indicated below. Clicking on the extension point will open the related use case.
    • 1.8.1 MA-04 Send A Message
      • The Send Message will be used to allow the USER to capture messages and diary notes associated with extending a rental. The USER can elect to either have the message sent to the rental company responsible for the reservation/authorization, or (Depending on the USER segment if this option is available) to store the note in the ARMS/Web system without sending the message to rental company. All MESSAGES and DIARY NOTES captured must be related to a specific reservation/authorization.
    • 1.8.2 MA-07 Additional Charges
      • The USER may choose to select the additional charges button that displays a page showing all the additional items at the branch with the branch charges displayed. The USER can select the items and enter in the authorized amounts.
    • 1.8.3 MA-16 Transfer Work
      • The USER may choose to transfer an authorization to a different USER in his/her office or transfer the authorization to another USER in a different office.
    • 1.8.4 MA-08 View Car Class
      • The USER may choose to view the car class. This button invokes the View Car Class use case.
    • 1.8.5 MA-17 Cancel Authorization
      • The USER may choose to deny the authorization. When the USER selects the CANCEL button, it will invoke the Cancel Authorization use case to reject the authorization.

2. Screen Design

    • A definition of the screen layout(s), screen data fields, and screen functions that are used to implement the flows identified above. More than one screen may be used to implement support for the use case flow.

2.1 Authorize Rental Detail

    • This screen (see FIGS. 101(a)-(e)) will allow the USER to work the currently selected authorization request. The USER (Depending on the USER segment) may set the authorization amounts and policy coverage limits or may assign the request to another USER.
    • 2.1.1 Screen Layout—Authorize Rental Detail—see FIGS. 101(a)-(e)
    • 2.1.2 Authorize Rental Detail

Screen Label Type Size Screen Field Name Data Field Screen Specific Rule Handling For: List Box 30 Handling for USER's First Name + Name Last Name Note to: Input 0 Message NOTE Notebook Output 50 Message NOTE Output 8 Message Creation Add Date Date Message Output 50 Message Text NOTE Output 10 Notebook creation Add Date date Claim no Output 30 Claim Number Insurance Claim Claim number for an Corporate Class Corporate Class Number insurance USER no Purchase Number Corporate Class Order no Purchase Order number is for a Number corporate USER Purchase order number is for a dealership USER Claim Number: Input 11 Claim Number Insurance Claim Claim number for an Corporate Class Corporate Class Number insurance USER Number Number Corporate Class Purchase Order Purchase Order number is for a Number Number corporate USER Purchase order number is for a dealership USER     days @ Input 4 Number of Days Number Of Authorized Days Authorized Direct Bill %: Input 6 Percent Covered Bill To % Only visible to insurance USER Policy: Daily List Box 5 Policy Maximum and Dollars Per Day Only visible to insurance rate/Maximum Daily Rates Covered and fleet USERs. dollars: Policy: Daily List Box 5 Policy Maximum and Max $ Covered Only visible to insurance rate/Maximum Daily Rates and fleet USERs. dollars: Output 30 Rental Location Rental Location Branch Name Date Rental List Box 10 Rental Start Date Start Date Needed: days @     List Box 6 Vehicle Rate Vehicle Rate Insured Name: Input 30 Insured's Name First Name + Last Name Insured Name: Output 20 Insured's Name First Name + Last Name Output 30 Rental Location Address Line + Address Address Line2 Output 25 Rental Location City City Name Output 10 Rental Location Postal/ Zip Code Zip Code Output 3 Rental Location State/ State Province Code Output 13 Rental Location Telephone Telephone Number Number Date of Loss: List Box 10 Date of Loss Date of Loss Remove for corporate USERs Date of Loss Output 10 Date of Loss Date of Loss Remove for corporate USERs Output 30 Renter's Address Line Address Line Renter's Address Output 20 Renter's City City Output 3 Renter's State State/Province Code Output 15 Renter's Zip/Postal Zip Code Code Home Phone: Output 16 Renter's Home Phone Renters Night This field is input if the Phone + ticket is not opened. It Renters Night will not be editable if the Phone ticket is open. Extension Authorize Direct Output 30 Renter's Name First Name + N/A. Bill: for Last Name Renter: Output 30 Renter's Name First Name + N/A. Last Name Output 16 Renter's Work Phone Day Phone + Renters Day Phone Extension Owner's Vehicle Output 20 Vehicle Year, Make Renter Vehicle and Model Year + Renter Make/Model Output 15 Repair Facility City City Repair Facility Output 20 Repair Facility Name Repair Facility Name Output 3 Repair Facility State State Output 10 Repair Facility Telephone Telephone Number Number Output 7 Repair Facility Zip Zip Code Code Claim Type: List Box 15 Claim Type claim type N/A. description Claims Office: Output 3 Office Id external N/A. organization abbreviated name Vehicle Condition List Box 20 Loss Type loss type description Vehicle Condition Output 20 Type of Loss loss type description Input 20 Renter's Email renter email
    • 2.1.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.1.3.1 Skip
        • When clicked, the USER will be taken out of the use case without changing the current status of the request. Any changes made by clicking Change or Add and keying data in the bottom section will be saved.
      • 2.1.3.2 Process
        • When clicked, the system will validate the input and accept the changes made to the customer file. The ARMS/Web database will be updated. The use case will then end and the USER will return to the process from which they came.
      • 2.1.3.3 Notebook
        • When clicked, the USER will be taken to the Note Book section at the bottom of the screen to view all messages for this rental.
      • 2.1.3.4 Set Last Date
        • When clicked, the system will terminate the rental. The USER will be prompted to enter a termination date for this rental. This coincides with the use case MA-17-Terminate Rental.
      • 2.1.3.5 Transfer File
        • When clicked, the USER will be taken to the Transfer File screen. This screen allows the USER to change the office or USER currently assigned to the customer file. The required information in the Extend Rental/Customer File will be passed to the Transfer File screen. Upon completion of the transfer, the USER will then be returned to the next action item or the profiled start page, depending on the screen from which the USER began.
      • 2.1.3.6 Change or Add
        • When clicked, the system will refresh the current screen and make all editable fields in the bottom section (outside the gray box area) input capable. The changes on the top of the screen will not be lost.
      • 2.1.3.7 Top of page
        • When clicked, the USER will be taken to the top of the current page.
      • 2.1.3.8 View Car Class
        • When clicked, the USER will be taken to the View Car Class Use Case. No changes will be lost. Once the USER is finished with this use case, the USER will return to the Extend Rental Use Case.

ARMS Web 3.0 Functional Design Specification Create Reservation Version 1.4 Create Reservation 1. Create Reservation Use Case 1.1 Application Overview

    • The following is a document used to illustrate the process for creating a reservation using ARMS Web 3.0. The intent for this release of the ARMS Web application is to reach a much wider audience. This application will target a Multi-Vendor, Multi-Segment, and International customer base.

1.2 Brief Description

    • This use case will describe how a USER would create a rental reservation in the ARMS Web system. When creating a reservation, the USER is also creating an authorization for payment. The USER may also submit a reservation without authorizing payment.

1.3 Use Case Actors

    • The following actors will interact with this use case:
      • RENTAL ADMINISTRATOR—The RENTAL ADMINISTRATOR will use the system to create an authorized reservation. This use case refers to a USER in the role of a rental administrator. There are various types of customers that the rental administrator would represent, which include corporate account holders, car dealerships, insurance companies, and others.
      • ARMS—The ARMS system will receive/send transactions to ARMS Web to confirm the extended rental.
      • RENTAL CAR COMPANY—A wide variety of rental car companies will be able to use this system as well. Each company will have the ability to initiate and manage their rentals through the use of this application.

1.4 Pre-Conditions

    • The USER must be signed in to the ARMS Web system.
    • The USER must the authority to create a reservation.

1.5 Flow of Events

    • The Flow of Events includes all steps necessary to create a reservation using the ARMS Web system.
    • 1.5.1 Activity Diagram—see FIG. 102.
    • 1.5.2 Basic Flow
      • The Basic Flow of the Create Reservation use case includes all of the required steps for a new reservation to be created in the ARMS Web system. Shadowed boxes in the Activity Diagram indicate the Basic Flow.
      • 1. The USER selects to create a reservation from the top navigation menu.
      • 2. The system prompts the USER to enter initial information about the renter (Depending on the user segment):
        • Corporate Class Number or Claim Number (The use case will refer to this as ‘Reference Number’)
        • Bill type
        • Renter First Name
        • Renter Last Name
        • Rental Company
        • Telephone Number or Postal Code where the renter would like to be picked up
      • 3. The USER enters initial information about the renter.
      • 4. The USER submits the initial reservation information to the system.
      • 5. The system will validate the initial information entered by the USER. (See section 1.5.3.1 Initial Reservation Information Invalid in Alternative Flows on page 4 for validation rules.)
      • 6. The system will perform a search for previous authorizations that may correlate directly to the rental reservation that the USER is beginning to establish. The system will search for two key types of records:
        • Unauthorized Request Matches
        • An Unauthorized Request is defined as a rental Authorization Request that is generated when The Rental Company creates a reservation or contract for the customer that has not been approved. This search helps to prevent the USER from creating a new reservation for a customer that has an outstanding Unauthorized Request in the ARMS system. The Unauthorized Request search is completed using the first three characters of the Renter Last Name and is limited to unauthorized requests (requests in unassigned or direct bill request statuses) for the selected Office. If matches are found, the Unauthorized Request/Authorized Request Search Matches Alternative Flow will be invoked.
        • Authorized Matches
        • Reference numbers that have already been associated with a rental reservation or contract (i.e., Authorized Rentals) should be brought to the attention of the USER to help prevent over-authorization situations. The system will search for an exact corporate class number match on any reservation or ticket (open or closed) related to the company in the last six months. This search will be completed using the exact Reference Number on all authorized requests (requests in any status other than unassigned or direct bill request).
        • If no matching records are found, the Basic Flow continues.
      • 7. The system will retrieve a rental branch location where the rental is needed based on the Telephone Number or Postal Code entered by the USER. If no allocation is found, a message should be generated notifying the USER that no location was available for the search criteria and that Claims Connection will handle the reservation (include the search criteria in message).
      • 8. The system will retrieve the current applicable rates for that rental branch location. If no rental branch location is available, the system will display an open text box to allow the USER to type in a rate.
      • 9. The system will display the Quick Reservations screen.
      • 10. The USER will enter the reservation information.
      • 11. The USER submits the reservation to the system.
      • 12. The system will validate the reservation information submitted by the USER. (See section 1.5.3.3 Reservation Information Invalid in Alternative Flows on page 5 for validation rules.)
      • 13. The system updates the database.
      • 14. The system sends the reservation to ARMS.
      • 15. The system will display the reservation confirmation to the USER. The reservation confirmation will not include a confirmation number, but will incorporate a message that The Rental Company has received the reservation.
      • 16. If the reservation is a non-Enterprise reservation, then the transaction is electronically transmitted to the intended rental car company's rental system.
      • 17. This ends the use case.
    • 1.5.3 Alternative Flows
      • The Alternative Flows of this use case can occur when conditions exist or specific USER feedback is provided.
      • 1.5.3.1 Initial Reservation Information Invalid
        • If the initial reservation information is invalid (Step 5 of the Basic Flow), the system should present an error message to the USER and force the USER back into Step 2 of the Basic Flow.
        • 1.5.3.1.1 It will be considered invalid if the Reference Number, Renter First Name, Renter Last Name, Rental Company, or Where Needed Value (Postal Code or Telephone Number) have not been included.
        • 1.5.3.1.2 It will be considered invalid if the ‘where needed’ search criteria is a U.S. or Canadian telephone number and the first three digits (i.e., area code) meet the criteria below:
          • 0XX
          • 1XX
          • the second and third digits equal (e.g., 800, 877, 888, etc.)
        • Where X equals any digit 0 through 9.
        • 1.5.3.1.3 It will be considered invalid if the ‘where needed’ search criteria is a U.S. or Canadian telephone number that does not consist of 10 digits.
        • 1.5.3.1.4 It will be considered invalid if the ‘where needed’ search criteria is a U.S. postal code that does not consist of 5 or 9 digits.
        • 1.5.3.1.5 It will be considered invalid if the ‘where needed’ search criteria is a Canadian postal code that does not consist of 6 alphanumeric characters in the format AXAXAX where A is an alpha character and X is a digit between 0 and 9.
        • 1.5.3.2 Unauthorized Request/Authorized Request Search Matches
          • If either the search for Unauthorized Requests or the search for Authorized Request matches returns a positive result (Step 6 of the Basic Flow), the matching records will be presented to the USER. The matching records should be provided in summary form, and be distinctly identified as either Authorized Request matches or potential Unauthorized Request matches.
          •  For Authorized Request matches, the USER will have the ability to select the Authorized Request and move into the MA-19 View Customer File use case to view the details of the previously authorized rental. The USER will have the option of continuing or canceling this use case from the MA-19 View Customer File use case.
          • For Unauthorized Request matches, the USER will have the ability to select the Unauthorized Request and move into the MA-10 Authorize Request use case to review and/or perform operations on the Unauthorized Request.
        • If the customer does not appear as an Unauthorized Request or Corporate Class Number match, the USER can select to continue to Step 7 of the Basic Flow.
      • 1.5.3.3 Reservation Information Invalid
        • If an error is discovered in the validation of the reservation information submitted by the USER (Step 12 of the Basic Flow), the system will present the USER with an error message and return them to Step 9 of the Basic Flow (NOTE: If the USER submitted information from the Detailed Reservation screen, they should be returned to the Display Detailed Reservation Alternative Flow above). If the error is specific to a data field within the form, the field should be highlighted and the error described.
        • 1.5.3.3.1 It will be considered invalid if the Reference Number, Renter First Name, Renter Last Name, Vehicle Condition, Rental Location, Authorized Number of Days, and at least one Renter Telephone number have not been included.
        • 1.5.3.3.2 It will be considered invalid if the customer has established Reference Number editing and the Reference Number format does not meet the requirements of the customer's Reference Number definition. Reference Number definition is completed as part of the company profile. (Claim Number format definition will be defined in some cases in both the ARMS Web system and in the ARMS/400 system (e.g., Nationwide, GEICO). Claim number definition will have to be maintained in BOTH systems in cases where this overlap exists. We are unable to reuse the claim number format definitions due to technical complications.)
        • 1.5.3.3.3 It will be considered invalid if any field identified as REQUIRED in the company/office profile is not included.
        • 1.5.3.3.4 It will be considered invalid if any data entered violates the data type as specified by the ARMS Web database (i.e., alpha characters in a numeric field).
        • 1.5.3.3.5 A warning will be presented to the USER if any defined limits identified in the company/office/user profile are exceeded (e.g., Maximum Number of Days Authorized). The system will allow the USER to submit the authorization from the warning.
        • 1.5.3.3.6 It will be considered invalid if the Authorized Number of Days is included and is less than zero (0).
        • 1.5.3.3.7 It will be considered invalid if the Date of Loss is greater than the current date.
        • 1.5.3.3.8 It will be considered invalid if the first three digits (i.e., area code) of any U.S. or Canadian telephone number meet the criteria below:
          • 0XX
          • 1XX
          • The second and third digits equal (e.g., 800, 877, 888, etc.)
        • Where X equals any digit 0 through 9.
        • 1.5.3.3.9 It will be considered invalid if a U.S. or Canadian telephone number does not consist of 10 digits.
        • 1.5.3.3.10 It will be considered invalid if a U.S. postal code does not consist of 5 or 9 digits.
        • 1.5.3.3.11 It will be considered invalid if a Canadian postal code does not consist of 6 alphanumeric characters in the format AXAXAX where A is an alpha character and X id a digit between 0 and 9.
        • 1.5.3.3.12 It will be considered invalid if an E-mail address is included that does not include an ‘@’ character.
      • 1.5.3.4 Cancel Use Case
        • The USER should be capable of canceling the use case at any point prior to the submission of the reservation to the ARMS Web database. The USER should be returned to the previous activity/page that the USER was on prior to entering this use case.

1.6 Post-Conditions

    • If successful, a reservation authorization is sent to ARMS.
    • If unsuccessful, the system state will be unchanged.

1.7 Special Requirements

    • 1.7.1 Requirements for Reference Number Formatting
      • The following statements are a set of requirements for providing custom reference number formatting for a customer. The ARMS Web system will allow customer companies to define a specific layout or format that they use as their standard reference number format, so that the reference number field used in the system is presented as separate fields and are easily recognizable and ‘intuitive’ to the USER. These requirements will be implemented to all system functions where the customer reference number is used.
      • 1.7.1.1 Customers must have the ability to define their reference number format (and in some cases, validations on specific portions of the reference number format) as part of the company profile. More than one reference number format can be stored per company, and each reference number format definition must have a unique identifier/name. The selection of which reference number format to use should be defined as part of the office profile using the reference number format unique identifier/name.
      • 1.7.1.2 Reference numbers will be defined in ‘segments’. Each segment will be presented to the USER as a separate field. For example, if the reference number format for the COMPANY were 45-A7456-1207, the reference number format would be defined to the system as a 2-character numeric field, a 5-character alphanumeric field, and a 4-character numeric field.
      • 1.7.1.3 Customers must have the ability to define a set of ‘valid values’ for any given segment of the reference number format. Valid Values allow the customer to dictate what the valid entries for a given reference number segment would include. For example, if the second segment in the customer's reference number format must be a state abbreviation, the customer could define valid values for that segment as ‘AL’, ‘AR’, ‘AK’, etc. If the USER does not enter one of the valid values, an error would be generated to notify the USER to enter a ‘valid’ value. If no valid values are included for a reference number segment, all entry in to the field will be considered valid (assuming that the data type is correct). If valid values are specified, entry into the reference number segment MUST MATCH ONE OF THE VALID VALUES IDENTIFIED.
      • 1.7.1.4 The system will display the reference number field(s) as it is described by the reference number format definition for the office.
    • 1.7.2 Requirements for Finding Rental Location
      • Below are the requirements for finding a rental location, across multiple rental car companies, in the ARMS Web system. ARMS Web will resolve a rental location and pass the location to ARMS for routing (which is a deviation from current state handling). These requirements were derived from the current state business requirements for the ARMS locator system.
      • 1.7.2.1 ARMS Web will always return a Rental Company's branch location for a reservation. For all ARMS Web reservations, the following rules for finding a rental location apply:
        • 1.7.2.1.1 For United States locations, the locator will search a 50-mile radius around the renter's phone number or postal code for the closest branch that accepts ARMS reservations.
        • 1.7.2.1.2 For International locations, the locator will search a 50-mile radius around the renter's phone number or postal code for the closest open branch that accepts ARMS reservations. If no open branches are found, the closest branch that accepts ARMS reservations should be returned.
        • 1.7.2.2 When the rental branch location is determined, the system will retrieve the name, shipping address, telephone number and rates of the rental branch location and present them to the USER on the Create Reservation screen(s).
        • 1.7.2.3 The system will only display Claims Connection (7680) as the location (with no rates) when no location can be found within the 50-mile radius. If Claims Connection is displayed, a message should be included to indicate that no rental branch location was found within a 50-mile radius of the search criteria, and Claims Connection will ensure that the reservation is handled appropriately.
    • 1.7.3 Requirements for Routing a Reservation
      • When a reservation is submitted to the ARMS Web system, routing of the reservation is required to ensure that the renter is called within two hours to confirm rental details. Routing is done AFTER the reservation has been submitted to the ARMS Web system, and is transparent to the USER. The reservation can be routed to the selected rental branch, to Claims Connection, or to a regional call center based on the following rules:
      • NOTE: These requirements were derived from the current state business requirements for the ARMS locator system.
      • 1.7.3.1 The system should automatically route submitted reservations to Claims Connection between Friday 11:00 pm and Sunday 11:00 pm, regardless of whether the selected rental branch location is open or not.
      • 1.7.3.2 The system should determine if the selected rental branch location on a submitted reservation is open or closed.
        • 1.7.3.2.1 If the selected branch is open, the submitted reservation should be routed directly to the rental branch location (except in cases where a regional call center exists, see 1.7.3.3 below).
        • 1.7.3.2.2 If the selected rental branch location is closed, the system will determine if the company that submitted the reservation has established after-hours handling of reservations. If the company has not established after-hours handling, the reservation is routed to the selected rental branch location (except in cases where a regional call center exists, see 1.7.3.3 below). If the company has established after-hours handling, the following rules apply:
        • 1. The system will check the hours of availability for Claims Connection. Claims Connections Hours are 5:00 a.m.-11:00 p.m. CST, 7 days a week. (Although we receive reservations 24 hours/day, 7 days/week, we do not route them between 11:45 pm and 4:30 am (CST). The only exception to this is Saturday night to Sunday.)
          • a. If Claims connection is open, the reservation will be routed to Claims Connection. (The insurance company customer, National Marketing and the Claims Connection Manager will determine whether or not Claims Connection makes a courtesy call to the renter).
          • b. If Claims Connection is closed, the closest branch hours are checked to see if they will be open within 8 hours. If the branch will be open in 8 hours, the reservation will be routed to the rental branch location (except in cases where a regional call center exists, see 1.7.3.3 below). If the branch will not be open in the next 8 hours, the reservation will be routed to Claims Connection.
      • 1.7.3.3 The system should determine if the selected rental branch location on a submitted reservation has a regional call center.
        • 1.7.3.3.1 If the selected rental branch location has a call center to handle customer callbacks, the reservation should be routed to the call center.
        • 1.7.3.3.2 If the selected rental branch location does not have a call center to handle customer callbacks, the reservation should be routed to the rental branch location.
      • 1.7.3.4 The system should provide specific feedback indicating the reason a reservation was re-routed when the Authorization Confirmation is received. This will allow the USER to be aware of the reason for the change of location if they access the reservation while it is owned by someone other than the rental branch location selected when the reservation was originally submitted.
        • 1.7.3.4.1 If the reservation is re-routed to Claims Connection because the selected rental branch location was closed, the system should provide a message (that will be accessible through the diary notes/notebook) that states the reservation was routed to Claims Connection because the rental branch location was closed when the reservation was submitted.
        • 1.7.3.4.2 If the reservation is re-routed to a regional call center to expedite the callback process, the system should provide a message (that will be accessible through the diary notes/notebook) that states the reservation was routed to a regional call center to expedite the renter callback process.
      • 1.7.3.5 The system should include a message/note with the group/branch number and address of the rental branch location selected by the USER if the reservation is routed to any location (i.e., Claims Connection or otherwise) other than the rental branch location selected by the USER.
    • 1.7.4 Maintenance of Source Systems
      • This use case requires that information in the existing Locator and Special Instructions (AS/400) databases be kept current and it is assumed that the group responsible for maintaining these databases will continue to do so in the future. Locator is used to retrieve Rental Branch Location information, and Special Instructions is used to retrieve rate information for a selected rental branch location.

1.8 Extension Points

    • An extension point indicates a link between this use case and another use case. Extension points associated with the use case are indicated below.
    • 1.8.1 MA-10—Authorize Request The Authorize Request use case will be used to allow the USER to view and perform operations on an outstanding Unauthorized Request. The USER will not be returned to this use case on completion of the Authorize Request use case.
    • 1.8.2 MA-19—View Customer File
      • The View Customer File use case will be used to allow the USER to view the customer file when a matching authorized request is found and selected. The USER will have the option of ending the use case or be returned to Step 9 of the Basic Flow on completion of the View Customer File use case.
    • 1.8.3 MA-02—Find Rental Location
      • The Find Rental Location use case will be used to allow the user to find one or more alternate rental branch locations that can provide service to the customer. The USER should be returned to Step 9 of the Basic Flow upon completion of the Find Rental Location use case. If the USER selects a rental branch location, branch information (i.e., address, phone) should be returned and the appropriate fields should be populated on the Reservation screen.
    • 1.8.4 MA-04—Send Message
      • The Send Message use case will allow the USER to send a message to the Rental Company branch regarding the reservation, or select to store the message text with the reservation as a diary note (which is not sent to the branch). The USER should be returned to Step 9 of the Basic Flow upon completion of the Send Message use case.
    • 1.8.5 MA-07—Additional Charges
      • The Additional Charges use case will be used to add special charges to the reservation being created by the USER. The USER should be returned to Step 9 of the Basic Flow upon completion of the Additional Charges use case. Any Additional Charges captured should be returned and applied to the reservation. The existence of Additional Charges should be reflected on the reservation screen.
    • 1.8.6 MA-08—View Car Classes
      • The View Car Classes use case will be used to allow the USER to view details about and select a car class to apply to a reservation. Details will include the average number of passengers and luggage items that can be served by a vehicle in the specific car class. The USER should be returned to Step 9 of the Basic Flow upon completion of the View Car Classes use case. The car class selected by the USER should be applied to the reservation.

2. Screen Design

    • A definition of the screen layout(s), screen data fields, and screen functions that are used to implement the flows identified above. More than one screen may be used to implement support for the use case flow.

2.1 Initial Reservation Screen

    • The Initial Reservation screen provides the user interface and functions to support Steps 2 through 4 of the Basic Flow. The information captured on this screen will allow the system to perform several background search activities, and help to better construct the Quick/Detailed Reservation screen. All information captured on the Initial Reservation screen is required to create a new reservation, and is reused later in the reservation creation process.
    • 2.1.1 Screen Layout—see FIGS. 103(a)-(e)
    • 2.1.2 Screen Field Definition

Screen Field Screen Label Type Size Name Data Field Screen Specific Rule Renter First Name Text 15 Renter First Name First Name Renter First Name is a required field. Renter Last Name Text 20 Renter Last Name Last Name Renter Last Name is a required field. Claim Number Text 30 Claim Number Insurance ‘Reference’ Number is a Purchase Order Purchase Order Claim required field. Number Number Number, PO#, ‘Reference’ number should be Corporate Class Corporate Class CC# presented in separate fields to Number Number correspond to the reference number format (segments) that has been defined by the USER profile. Insurance User - Claim Number Fleet User - Claim Number Dealership User - Purchase Order Number Corporate User - Corporate Class Number Claim Type Combo 20 Rental Type Rental type The values of the Rental Type Bill Type Box Description description field for the Insurance user class are: ‘Insured’, ‘Claimant’, ‘Theft’ and ‘Uninsured’. The default value is ‘-Select Claim Type-’. Claim Type is a required field. Text 15 Where Needed Day Phone or Where Needed Value is a Value Zip Code required field. Postal Code Radio 1 Where Needed NOT If the Where Needed Postal Button Postal Code STORED Code Indicator is set, the Indicator Where Needed Value should pre-populate the Renter Zip/Postal Code on the Quick/Detailed Reservation screen. Phone Radio 1 Where Needed NOT This should be the default Button Telephone STORED radio button selected. Indicator If the Where Needed Telephone Indicator is set, the Where Needed Value should pre-populate the Renter Phone Number 1 on the Quick/Detailed Reservation screen.
    • 2.1.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.1.3.1 Create Reservation
        • The Create Reservation screen function will allow the USER to submit the information on the Initial Reservation screen and move on in the create reservation process. The system will use this information to perform background searches for Unauthorized Requests and Corporate Class Number Matches, and to build the Quick/Detailed Reservation screen appropriately.
        • 2.1.3.1.1 The Create Reservation screen function is invoked through either a button click or an Enter keystroke.
        • 2.1.3.1.2 The information captured on the Initial Reservation screen will be used to pre-populate the corresponding fields on the Quick/Detailed Reservation screen.
        • 2.1.3.1.3 If the information submitted to the ARMS Web application is invalid or incomplete, this screen function should prompt the USER with an error. The error should be specific as to the cause of the failure. All information previously entered should remain populated in each field, with the problem field highlighted or otherwise identified.

2.2 Authorization Matches Found Screen

    • The Authorization Matches Found screen provides the functions to support the Unauthorized Request/Authorized Request Search Matches alternative flow.
    • 2.2.1 Screen Layout—see FIGS. 104(a)-(e)
    • 2.2.2 Screen Field Definition

Screen Field Screen Label Type Size Name Data Field Screen Specific Rule Handling for: Output 35 User Name First Name + Should be presented as User Last Name First Name + User Last Name Office Combo 10 Office Location external The values presented in the Box organization Office Location list should be abbreviated limited to the offices that the name user has been granted the authority to create a reservation. The default selection is the last selected office location. If the user has not selected an office, the default selection is the user's default office as defined in the user profile. Office is a required field. Renter Name Output 35 Renter Name First Name + Should be presented as Last Name ‘Renter Last Name + “,” + Renter First Name’ Should provide a hyperlink to the corresponding Authorize Request record (see MA-10 Authorize Request use case). This field is in the “Unauthorized Request Matches” section of the “Authorization Matches Found” screen Claim Number Output 30 Claim Number Insurance Should provide a hyperlink to Purchase Order Purchase Order Claim the corresponding Number Number Number, PO#, Unauthorized Request record. Corporate Class Corporate Class CC# This field is in the Number Number “Unauthorized Request Matches” section of the “Authorization Matches Found” screen. Insurance User - Claim Number Fleet User - Claim Number Dealership User - Purchase Order Number Corporate User - Corporate Class Number Status Output 15 Authorization Status This field is in the Status Description “Unauthorized Request Matches” section of the “Authorization Matches Found” screen. Renter Name Output 20 Renter Name First Name + Should be presented as Last Name Renter Last Name + Renter First Name Should provide a hyperlink to the corresponding Customer File. This field is in the “Authorized Request Matches” section of the “Authorization Matches Found” screen. Claim Number Output 30 Claim Number Insurance Should provide a hyperlink to Purchase Order Purchase Order Claim the corresponding Customer Number Number Number, PO#, File. Corporate Class Corporate Class CC# This field is in the “Reference Number Number Number Matches” section of the “Authorization Matches Found” screen. Insurance User - Claim Number Fleet User - Claim Number Dealership User - Purchase Order Number Corporate User - Corporate Class Number Claim Type Output 20 Rental Type Rental type This field is in the “Reference Bill Type Description description Number Matches” section of the “Authorization Matches Found” screen. Insurance User - Claim Type Fleet User - Claim Type Dealership User - Bill Type Status Output Authorization Status This field is in the “Reference Status Description Number Matches” section of the “Authorization Matches Found” screen. Authorized Output 9 Authorized Total CALCULATED This field is in the “Reference Amount Amount Number Matches” section of the “Authorization Matches Found” screen.
    • 2.2.4 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.2.3.1 New Reservation
        • The New Reservation screen function button will allow the USER to close/continue beyond the Authorization Matches Found screen.
        • 2.2.3.1.1 The New Reservation screen function is invoked through either a button click or through an Enter keystroke.

2.3 Quick Reservation Screen

    • The Quick Reservation screen provides support for Step 9 of the Basic Flow.
    • IMPORTANT NOTE: This is the minimum allowable set of fields on the Quick Reservation screen. The Quick Reservation screen will also include any fields indicated as QUICK RESERVATION in the company/office profile! See the Detail Reservation screen for all available fields.
    • 2.3.1 Screen Layout see FIGS. 105(a)-(e)
    • 2.3.2 Screen Field Definition

Screen Field Screen Label Type Size Name Data Field Screen Specific Rule Output 35 User Name First Name + Should be presented as User Last Name First Name + User Last Name Office Combo 10 Office Location external The default value should be Box organization the primary office of the identifier current user. The values presented in the Office Location list should be limited to the offices that the user has been granted the authority to create a reservation. If changed, the system should automatically refresh the screen and update the “Handling for” list to the users in the newly selected office with the ability to create a reservation. Handling for Combo 35 Handling for First Name + The combo list should include Box Last Name the users for the selected office location that have the authority to create a reservation. The default value should be ‘Yourself’. The handling for users should be presented as User Last Name + User First Name in alphabetical order. Claim Number Text Box 30 Claim Number Insurance Should be populated by the Purchase Order Purchase Order Claim Reference Number entered Number Number Number, PO#, on the Initial Reservation Corporate Class Corporate Class CC# screen. Number Number Reference number should be presented in separate fields to correspond to the claim number format (segments) that has been defined by the USER profile. If changed, the system should validate that no matching reference numbers exist (i.e., reference number matching). The user should be notified if a match exists. Reference Number is a required field. Insurance User - Claim Number Fleet User - Claim Number Dealership User - Purchase Order Number Corporate User - Corporate Class Number Claim Type Combo 20 Rental Type Rental type Should be populated by the Bill Type Box Description description Rental Type selected on the Initial Reservation screen. The values of the Rental Type field for the Insurance user class are: ‘Insured’, ‘Claimant’, ‘Theft’, and ‘Uninsured’. Claim Type is a required field. Vehicle Condition Combo 20 Vehicle Condition Driveable Flag + The values of the Vehicle Box Repairable Condition field should include: Flag ‘Driveable’, ‘Non-Driveable’, and ‘Total Loss’. the default value should be ‘-Select Vehicle Condition-’. Renter First Name Text 15 Renter First Name First Name Should be populated by the Renter First Name entered on the Initial Reservation screen. If the Renter First Name changes, and an exact/ Unauthorized request match exists on the Renter First Name + Renter Last Name combination, the user will be notified of this match. Renter First Name is a required field. Renter Last Name Text 20 Renter Last Name Last Name Should be populated by the Renter Last Name entered on the Initial Reservation screen. If the Renter Last Name changes, and an exact/ Unauthorized request match exists on the Renter First Name + Renter Last Name combination, the user will be notified of this match. Renter Last Name is a required field. Combo 10 Renter Phone Type 1 The combo list should include Box the values: ‘Home’, ‘Work’, ‘Mobile’, and ‘Pager’. The default value should be ‘Select Type’ Text 15 Renter Phone Day Phone If the Where Needed criteria Number 1 entered on the Initial Reservation or Find a Rental Location screen was ‘Telephone’, the Where Needed Value from the screen should be populated in this field. At least one renter phone number is required. Text 5 Renter Phone Renters Day N/A Extension 1 Phone Extension Post Code Text 10 Renter Postal Code Zip Code If the Where Needed criterion entered on the Initial Reservation or Find a Rental Location screen was ‘Postal Code’, the Where Needed Value from the screen should be populated in this field. Email address Text Box 50 email Address N/A Send email Check 1 email Confirmation This field will default to confirmation to Box Indicator unchecked. the renter Authorized Days Text 3 Authorized Number Number Of The Number of Days is a of Days Days required field. Authorized Policy Limits Combo 10 Policy Daily Limit Dollars Per The combo list should include Box and Policy Day Covered + the policy daily and maximum Maximum Max $ limits as defined in the Covered company/office profile. The policy limits should be presented as ‘Policy Daily Limit + “/” + Policy Maximum Limit’. This field should default to ‘Select Policy Limits’ if the Claim Type is ‘Insured’, ‘Uninsured Motorist’, or ‘Theft’ If the Claim Type is ‘Claimant’, this field should NOT be displayed. ‘Other’ should be a selection in the list of options. If selected, the system will automatically replace the combo box with an open text box to allow the USER to type in a Daily Policy Limit, and a second open text box to allow the USER to type in a Maximum Policy Limit. Combo 20 Authorized Rate Vehicle Rate This field should be a combo Box box that lists all of the rates and car classes for the rental branch location in the format ‘Rate + “” + Car Class’ ‘Other’ should be a selection in the list of options. If selected, the system will automatically replace the combo box with an open text box to allow the USER to type in a rate. A combo box should also be included that allows the USER to select a car class with selections to include ‘Economy’, ‘Compact’, ‘Intermediate’, ‘Standard’, and ‘Full Size’. If the reservation is for an ‘Insured’, ‘Uninsured’, or ‘Theft’ Claim Type, the default selection for the field should be ‘-Policy Limits-’ If the reservation is for a ‘Claimant’ Claim Type, the default selection for the field should be ‘-Select a rate-’. Additional Charge Output Additional Charges Should include the Additional Charge Description, the Additional Charge Value, and the Additional Charge Type. More than one additional charge can exist. Direct Billing % Text 3 Authorized Direct Bill To % The Direct Bill % should Bill Percent default to 100%. The Direct Bill % is a required field. Authorized Total Output 9 Authorized Total CALCULATED The authorized total amount Amount Amount field should show the total amount (w/o taxes and gov't surcharges) authorized based on the Number of Days Authorized, Rate, Policy Limits, and Direct Bill percent entered by the user. This field will calculate the total amount to be authorized (based on entry) when the USER clicks the Calculate screen function. Rental Location Output 30 Rental Location Branch Name N/A Branch Name Output 30 Rental Location Address Line N/A Address Output 30 Rental Location Address Line2 N/A Address Output 25 Rental Location City N/A City Name Output 10 Rental Location Zip Code N/A Postal/Zip Code Output 3 Rental Location State N/A State/Province Code Output 20 Rental Location Telephone N/A Telephone Number Number Add the current Check 1 Add to Favorites NOT Should default to false location to my list box Indicator STORED (unchecked). of favorites If checked, the system should add the current rental branch location to the favorites list in the user profile on the basis of the reservation. The branch location address will appear in the combo box on subsequent attempts until a description. Favorite Locations Combo 30 Favorite Location location name The combo list should include Box the descriptions of each favorite location as identified in the user profile. This field should default to ‘- Select a Favorite Location-’. If a favorite location is selected, the application will instantly retrieve the favorite location and refresh the reservation screen. Note to Enterprise Text 400 Authorization message text N/A Message Note to Self Only Text 400 Diary Note diary note text The system will store the text entered into this field in the ARMS Web database with the authorization, but the message will not be sent to the branch.
    • 2.3.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.3.3.1 More Locations
        • The More Locations screen function allows the USER to select a different rental branch location using the Find Rental Location use case. Invoking this screen function will launch the USER into the Find a Rental Location use case.
        • 2.3.3.1.1 The More Locations screen function is invoked through a button click.
      • 2.3.3.2 Additional Charges
        • The Additional Charges screen function allows the USER to add, view, and modify any additional charges that they might authorize for a rental reservation (e.g., CDW). Invoking this screen function will launch the USER into the Additional Charges use case.
        • 2.3.3.2.1 The Additional Charges screen function is invoked through a button click.
      • 2.3.3.3 View Car Class
        • The View Car Class screen function allows the USER to view and select a Rental Car Class to apply to a reservation. Invoking this screen function will launch the USER into the View Car Classes use case.
        • 2.3.3.3.1 The View Car Class screen function is invoked through a button click.
      • 2.3.3.4 Select a Favorite Location
        • The Select a Favorite Location screen function allows the USER to change the rental branch location to one of the rental branch locations identified as a ‘favorites’ in their USER profile.
        • 2.3.3.4.1 The Select a Favorite Location is invoked by selecting a value from the Favorite Locations drop-down list. The system should automatically retrieve the favorite location (and rates) when the value of this field is selected.
      • 2.3.3.5 Confirm Reservation
        • The Confirm Reservation screen function allows the USER to submit all reservation information to the ARMS Web system, which will create a new reservation.
        • 2.3.3.5.1 The Confirm Reservation screen function is invoked either through a button click or by an Enter keystroke.
        • 2.3.3.5.2 If the information submitted to the ARMS Web application is invalid or incomplete, this screen function should prompt the USER with an error. The error should be specific as to the cause of the failure. All information previously entered should remain populated in each field, with the problem field highlighted or otherwise identified.
      • 2.3.3.6 Cancel
        • The Cancel Reservation screen function will allow the USER to leave the screen and return to their ARMS Web start page. No information is saved and no reservation is created.
        • 2.3.3.6.1 The Cancel screen function is invoked through a button click.

2.4 Reservation Confirmation Screen

    • The Reservation Confirmation screen provides the user interface and functions to support Step 16 of the Basic Flow. This provides the USER with confirmation feedback on successful submission of the reservation.
    • 2.4.1 Screen Layout—see FIGS. 106(a)-(c)
    • 2.4.2 Screen Field Definition

Screen Field Screen Label Type Size Name Data Field Screen Specific Rule Office Output 10 Office Location external organization abbreviated name Handling for Output 35 Handling for First Name + Last Name Output 150 Confirmation Authorized The screen should provide a Statement Days + statement that reads ‘You just Authorized authorized’ + Authorized Days + Rate + Renter ‘days at’ + Authorized Last Name + Rate/Policy Limits + ‘/day for’ + Renter First Renter Last Name + ‘,’ + Name Renter First Name Don't show me Check 1 Delete confirmation If checked, the system should this confirmation box page not show this page again. page again Instead the system will provide the confirmation statement (above) in the feedback section of the page that the user is returned to (the area of the EVERY page reserved for feedback, error messages, etc.)
    • 2.4.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.4.3.1 Return to Home Page
        • The Return to Home Page screen function will allow the USER to return to their home page from the reservation confirmation screen.
        • 2.4.3.1.1 The Return to Home Page screen function is invoked through either a button click or an Enter keystroke.
      • 2.4.3.2 Change Reservation
        • The Change Reservation screen function will allow the USER to go back into the Quick Reservation or Detailed Reservation screen and change any errors.
        • 2.4.3.2.1 The Change Reservation screen function is invoked by clicking on the feedback hyperlink (e.g., You just authorized 3 days at $29.39/day for Tom Hanks).

ARMS Web 3.0 Functional Design Specification Find a Rental Location Version 1.3 Find a Rental Location 1. Find a Rental Location Use Case 1.1 Application Overview

    • The following is a document used to illustrate the process of finding and selecting an alternate rental location for a reservation created using ARMS/Web 3.0. The intent for this release of the ARMS/Web application is to reach a much wider audience. This application will target a Multi-Vendor, Multi-Segment, and International customer base.

1.2 Brief Description

    • This use case describes the process of finding and selecting an alternate rental location for a reservation created in the ARMS/Web system. The USER will have the ability to select the location search criteria they want to use (i.e. phone number or postal code), select the rental company and select to either review a list of nearby rental company locations or have the system automatically determine a rental company location based on the location search criteria. (The USER will also have the ability to select an alternate location by using the ‘Favorite Locations’ functionality built into the Create Reservation screens.) This use case provides the mechanism to return rental company location information, including address, rental company, and phone number to create a new reservation or define a favorite location.

1.3 Use Case Actors

    • The following actors will interact with this use case:
      • RENTAL ADMINISTRATOR—The RENTAL ADMINISTRATOR will use the system to find and select a rental location for creating a reservation. This use case refers to a USER in the role of a rental administrator. There are various types of customers that the rental administrator would represent, which include corporate account holders, car dealerships, insurance companies, and others.
      • LOCATOR—The LOCATOR system will determine the nearest rental branch location(s) based on the search criteria provided in this use case.
      • ARMS—The ARMS system will receive/send transactions to ARMS/Web to retrieve the information regarding the rental company.
      • RENTAL CAR COMPANY—A wide variety of rental car companies will be able to use this system as well. Each company will have the ability to initiate and manage their rentals through the use of this application.

1.4 Pre-Conditions

    • The USER must be logged on to the ARMS/Web system.
    • The USER must be creating a reservation or defining a favorite location.

1.5 Flow of Events

    • The Flow of Events includes all steps necessary to select rental location search criteria and retrieve an alternate rental branch location (s).
    • 1.5.1 Activity Diagram—see FIG. 107.
    • 1.5.2 Basic Flow
      • The Basic Flow of the Find a Rental Location use case includes all of the required steps for the USER to select and input search criteria to find an alternate rental location. The USER will have the ability to view detailed information about a rental branch, and select a rental branch location to apply to a new reservation.
      • 1. The USER selects to find an alternate rental location.
      • 2. The system will prompt the USER for pick up location search criteria (also referred to as ‘where needed’ search criteria). This allows the USER to input a telephone number, city, or postal code to find a rental branch (or branches) that accepts ARMS/Web reservations in a given area. (Rental branch locations have the ability to opt out of accepting ARMS/Web reservations.) The USER may also narrow the search by selecting a particular rental company along with the location search criteria. The USER will be given the option to view a list of rental branch locations matching the search criteria, or to have the ARMS/Web system automatically select the rental branch considered the Nearest Match.
      • 3. The USER enters the required search criteria.
      • 4. The USER submits the rental branch location search criteria.
      • 5. The system will validate the rental branch location search criteria.
      • 6. The system will retrieve/return a rental branch location (The requirements for retrieving a rental branch location can be found on page 5 of this document (Section 1.7.1 Requirements for Finding Rental Location).) (based on USER search/selection criteria) to be used by the Create Reservation use case. (This use case is also used to define favorite locations from the ‘My Profile’ use case. The location will be returned to the ‘My Profile’ use case when the use case is entered from a ‘My Profile’ screen.) The rental branch location information for the selected branch on the Create Reservation screens will be automatically populated with the list below for the current Create Reservation transaction.
        • Branch name (The Branch name has been included for future usability purposes (e.g., Network Allocation).)
        • Address
        • Telephone number
        • Rates
      • 7. The use case is complete.
    • 1.5.3 Alternative Flows
      • 1.5.3.1 Search Criteria Entered is Invalid
        • If the USER enters an invalid Postal Code or Phone Number as location search criteria, an error message should be displayed to the USER and the USER should be forced back into Step 2 of the Basic Flow. If the error is specific to a data field, the field should be highlighted and the error described.
        • 1.5.3.1.1 It will be considered invalid if the ‘where needed’ search criteria is a telephone number and the first three digits (i.e., area code) meet the criteria below:
          • 0XX
          • 1XX
          •  the second and third digits equal (e.g., 800, 877, 888, etc.)
        • Where X equals any digit 0 through 9.
        • 1.5.3.1.2 It will be considered invalid if the ‘where needed’ search criteria is a U.S. or Canadian telephone number that does not consist of 10 digits.
        • 1.5.3.1.3 It will be considered invalid if the ‘where needed’ search criteria is a U.S. postal code that does not consist of 5 or 9 digits.
        • 1.5.3.1.4 It will be considered invalid if the ‘where needed’ search criteria is a Canadian postal code that does not consist of 6 alphanumeric characters in the format AXAXAX where A is an alpha character and X is a digit between 0 and 9.
      • 1.5.3.2 No Rental Branch Locations Found
        • If the system cannot determine a rental branch location based on the search criteria entered by the USER, Claims Connection will be returned as the location and the use case will end. Please refer to section 1.7.1 Requirements for Finding Rental Location on beginning on page 5 of this functional specification for handling of this situation.
        • 1.5.3.3 View a List of Rental Branch Locations
          • If the USER opts to view a list of matching rental locations, the list of matching locations will be displayed after Step 5 of the Basic Flow. The USER will have the ability to select one of these locations, view more detail about the locations (i.e., maps, hours of operation), or perform another location search by entering new search criteria.
          • 1.5.3.3.1 If the USER requests additional detail on a specific rental branch in the View a List of Rental Branch Locations Alternate Flow, the system should display a screen with the selected branch's additional information (Rental Company, Branch name, Addresses, telephone/fax numbers, Map to the rental branch location, Hours of operation). The USER should either select the location from this screen (and be returned to Step 6 of the Basic Flow), or be returned to the list of matching locations by closing/continuing from this screen.
        • 1.5.3.3.2 If the USER wishes to perform another rental branch location search in the View a List of Rental Branch Locations Alternate Flow, the system should return the USER to Step 2 of the Basic Flow.
      • 1.5.3.4 Use Case Cancellation
        • The USER should be capable of leaving the use case at any time.

1.6 Post-Conditions

    • If successful, a rental branch location will have been determined and returned to the Create Reservation use case.
    • If unsuccessful, the system state remained unchanged.

1.7 Special Requirements

    • The additional requirements of the business use case are included here. These are requirements not covered by the flow as they have been described in the sections above.
    • 1.7.1 Requirements for Finding Rental Location
      • Below are the requirements for finding a rental location in the ARMS/Web system. ARMS/Web will resolve a rental location and pass the location to ARMS for routing (which is a deviation from current state handling). These requirements were derived from the current state business requirements for the ARMS locator system.
      • 1.7.1.1 ARMS/Web will always return a rental branch location for a reservation.
        • For all ARMS/Web reservations, the following rules for finding a rental location apply:
        • 1.7.1.1.1 For United States locations, the locator will search a 50-mile radius around the renter's phone number or postal code for the closest branch (or branches) that accepts ARMS reservations. If the USER selects to review a list of rental branch locations, an array of rental branch locations meeting these criteria should be returned.
        • 1.7.1.1.2 For Canadian locations, the locator will search a 50-mile radius around the renter's phone number or postal code for the closest open branch (or branches) that accepts ARMS reservations. If no open branches are found, the closest branch (or branches) that accepts ARMS reservations should be returned. If the USER selects to review a list of rental branch locations, an array of rental branch locations meeting these criteria should be returned.
      • 1.7.1.2 When the rental branch location is determined, the system will retrieve the group/branch number, name, shipping address, and telephone number of the rental branch location and present them to the USER on the Create Reservation screen(s).
      • 1.7.1.3 The system will only display Claims Connection (7680) as the location (with no rates) when no location can be found within the 50-mile radius. If Claims Connection is displayed, a message should be included to indicate that no rental branch location was found within a 50-mile radius of the search criteria, and Claims Connection will ensure that the reservation is handled appropriately.
    • 1.7.2 Maintenance of Source Systems
      • This use case requires that several existing AS/400 databases be used to query for information:
        • Locator Database
        • Office Information Database
      • The use case requires that the information in these databases be kept current and it is assumed that the group responsible for maintaining these databases will continue to do so in the future.

1.8 Extension Points

    • None.

2. Screen Design

    • A definition of the screen layout(s), screen data fields, and screen functions that are used to implement the flows identified above. More than one screen may be used to implement support for the use case flow.

2.1 Location Search Criteria Screen

    • This screen allows the USER to select/input the search criteria they want to use to find a rental location. This screen supports Steps 2 and 3 of the Basic Flow.
    • 2.1.1 Screen Layout—see FIGS. 108(a) and (b)
    • 2.1.2 Search for Rental Location

Screen Specific Screen Label Type Size Screen Field Name Data Field Rule Country Combo box 14 Country country code This list should consist of United States and Canada. This will expand in future releases. The selection will default to the home country of the USER as defined in the USER profile. Input Text 20 Where Needed Value Where Needed Value Rental Combo box 20 Rental Company This is a list of all the Company rental companies that are participating. Postal/Zip Radio 1 Postal/Zip Code NOT STORED Code Button Button Telephone Radio 1 Telephone Button NOT STORED This should be the Button default radio button selection. City Radio 1 City Radio Button NOT STORED Button Automatically Checkbox 1 Nearest match This checkbox select the Selection should default to nearest office checked.
    • 2.1.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.1.3.1 Next
        • The Next screen function will allow the USER to submit the information on the Location Search Criteria screen and initiate the search for matching locations.
        • 2.1.3.1.1 The Next screen function is launched through either a button click or by using the Enter keystroke.
        • 2.1.3.1.2 If the information submitted to the ARMS/Web system is invalid or incomplete, this screen function should prompt the USER with an error. The error should be specific as to the cause of the failure. All information previously entered should remain populated in each field, with the problem field highlighted or otherwise identified.

2.2 Matching Location Screen

    • This screen allows the USER to review/select a rental location based on the search criteria entered on the Location Search Criteria screen. The screen will present 5 matching records at a time to the USER. The USER is given the option of viewing additional detail on a location or entering new search criteria. If there are more locations selected by the search, the USER will view the next locations (up to 5). This screen supports Step 4 of the Basic Flow.
    • 2.2.1 Screen Layout—see FIGS. 109(a) and (b)
    • 2.2.2 Screen Field Definition

Screen Label Type Length Screen Field Name Data Field Screen Specific Rule Radio 1 Selector Radio A radio button should be Button Button presented for every rental branch location record in the list. Only one radio button may be selected. The rental branch location that is the shortest distance from the search criteria entered should be the default. Location Output 30 Rental Location Address Line A location should be Address presented for every rental branch location record in the list. Rental Output 30 Rental Company The name of the rental Company name company that is available from the search criteria. Miles Output 4 Miles from Search Miles from search criteria Criteria should be presented for every rental branch location record in the list. City Output 18 Rental Location City City A city should be presented Name for every rental branch location record in the list. State/Province Output 2 Rental Location State A state/province should be State/Province Code presented for every rental branch location record in the list. Country Drop 14 Country NOT This list should consist of Down STORED United States and Canada. This will expand in future releases. The selection will default to the home country of the USER as defined in the USER profile. Input Text 12 Where Needed Value Where Needed Value Rental Combo 20 Rental Company This is a list of all the rental Company box companies that are participating. Postal/Zip Radio 1 Postal/Zip Code NOT Code Button Button STORED Telephone Radio 1 Telephone Button NOT This should be the default Button STORED radio button selection. City Radio 1 City Radio Button NOT Button STORED Automatically Checkbox 1 Nearest Match NOT This should default to select the Selection STORED checked. nearest office
    • 2.2.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.2.3.1 Select this Location
        • The Select this Location screen function will submit the selected rental branch location in the Rental Location Information Container to the ARMS/Web system, to be used by the Create Reservation use case.
        • 2.2.3.1.1 The Select this Location screen function is launched through either a button click or by using the Enter keystroke.
      • 2.2.3.2 Next X of Y
        • The Next X of Y screen function will allow the USER to view the next five rental locations (unless less than five records exist) that match the search criteria. For example, if a total of 8 locations were returned as part of the search, this screen function would be presented as Next 3 of 8.
        • 2.2.3.2.1 The Next X of Y screen function is launched through a button click.
        • 2.2.3.2.2 The Next X of Y screen function should not be presented if 5 or fewer records are retrieved.
        • 2.2.3.2.3 The Next X of Y screen function should have the X values replaced by the number of records remaining to view (up to five) in this search.
        • 2.2.3.2.4 The Next X of Y screen function should have the Y value replaced by the number of total records returned in the search.
      • 2.2.3.3 Previous 5 of Y
        • The Previous 5 of Y screen function will allow the USER to view the previous five rental locations that matched the search criteria (and were previously reviewed).
        • 2.2.3.3.1 The Previous 5 of Y screen function is launched through a button click.
        • 2.2.3.3.2 The Previous 5 of Y screen function should not be presented on the initial search results screen. The Previous 5 of Y screen function should only be available if the USER has selected the Next X of Y screen function.
        • 2.2.3.3.3 The Previous 5 of Y screen function should have the Y value replaced by the number of total records returned in the search.
      • 2.2.3.4 Details/Map
        • The Details/Map screen function allows the USER to review additional information about a rental location presented in the list of matching records. Selecting this screen function will open the Location Details screen for the rental branch selected.
        • 2.2.3.4.1 The Details/Map screen function is launched through a button click.
        • 2.2.3.4.2 Each rental branch location presented in the list of matching locations should have its own Details/Map button.
      • 2.2.3.5 Search Again
        • The Search Again screen function will allow the USER to submit the Location Search Criteria Container information on the Matching Location screen and re-initiate the search for matching locations.
        • 2.2.3.5.1 The Search Again screen function is launched through a button click.
        • 2.2.3.5.2 If the information submitted to the ARMS/Web system is invalid or incomplete, this screen function should prompt the USER with an error. The error should be specific as to the cause of the failure. All information previously entered should remain populated in each field, with the problem field highlighted or otherwise identified.

2.3 Location Details Screen

    • This screen allows the USER to view additional details for a given rental location. This screen supports the View Location Detail alternate flow.
    • 2.3.1 Screen Layout—see FIGS. 110(a) and (b)
    • 2.3.2 Screen Field Definition

Screen Label Type Length Screen Field Name Data Field Screen Specific Rule Output Rental Location Rental Name Location Output Rental Companies Name Output Rental Location Address Line Address Output Rental Location City State + City + Rental Location City Name + Name + “,” + Rental Zip Code “,” + Rental Location Location State/Province Code + “” + Rental Location Postal/Zip Code Output Rental Location Telephone Text Telephone Number Number Mon Output Rental Location Start Rental Location Start Hours Text Hours of Operation + of Operation + “-” + Rental “-” + R Location End Hours of Operation This should be filled with the start and end hours of operation for the ‘Monday’ value in the hours of operation array. Tue Output Rental Location Start Rental Location Start Hours Text Hours of Operation + of Operation + “-” + Rental “-” + R Location End Hours of Operation This should be filled with the start and end hours of operation for the ‘Tuesday’ value in the hours of operation array. Wed Output Rental Location Start Rental Location Start Hours Text Hours of Operation + of Operation + “-” + Rental “-” + R Location End Hours of Operation This should be filled with the start and end hours of operation for the ‘Wednesday’ value in the hours of operation array. Thu Output Rental Location Start Rental Location Start Hours Text Hours of Operation + of Operation + “-” + Rental “-” + R Location End Hours of Operation This should be filled with the start and end hours of operation for the ‘Thursday’ value in the hours of operation array. Fri Output Rental Location Start Rental Location Start Hours Text Hours of Operation + of Operation + “-” + Rental “-” + R Location End Hours of Operation This should be filled with the start and end hours of operation for the ‘Friday’ value in the hours of operation array. Sat Output Rental Location Start Rental Location Start Hours Text Hours of Operation + of Operation + “-” + Rental “-” + R Location End Hours of Operation This should be filled with the start and end hours of operation for the ‘Saturday’ value in the hours of operation array.
    • 2.3.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.3.3.1 Select this Location
        • The Select This Location screen function will submit the selected rental branch location to the ARMS/Web system, to be used in other parts of the system.
        • 2.3.3.1.1 Clicking on the Select This Location hyperlink launches the Select This Location screen function.
      • 2.3.3.2 Previous
        • The Previous screen function will return the USER to the list of locations that was presented based on the search criteria that were entered.
        • 2.3.3.2.1 Clicking on the Prey button launches the Previous screen function.
      • 2.3.3.3 Enlarge Map
        • The Enlarge Map Screen function will retrieve a larger graphic image of the map to the location. The larger image will be placed in the same screen location of the Location Details screen.
        • 2.3.3.3.1 Clicking on the Enlarge Map hyperlink launches the Enlarge Map screen function.
      • 2.3.3.4 Reduce Map
        • The Reduce Map Screen function will retrieve a smaller graphic image of the map to the location. The smaller image will be placed in the same screen location of the Location Details screen.
        • 2.3.3.4.1 Clicking on the Reduce Map hyperlink launches the Reduce Map screen function.
      • 2.3.3.5 Zoom In
        • The Zoom In screen function will retrieve a more specific (more detailed) graphic image of the map to the location. The more specific image will be placed in the same screen location of the Location Details screen.
        • 2.3.3.5.1 Clicking on the Zoom In hyperlink launches the Zoom In screen function.
      • 2.3.3.6 Zoom Out
        • The Zoom Out screen function will retrieve a more general (less specific) graphic image of the map to the location. The more general image will be placed in the same screen location of the Location Details screen.
        • 2.3.3.6.1 Clicking on the Zoom Out hyperlink launches the Zoom Out screen function.

3. Questions and Answers

    • Issue Number: 307
    • Question: We have heard from the business that the search by name criteria needs to be better. Today we search by the first three letters of the last name. We need to know what criteria is the preferred method of search to be done.
    • For example: Do we search the entire last name and first name?
      • Do we search by the first three letters of the last name and the first letter for the first name?
      • Do we search by first letter of last name and first letter of first name? Need the Business Rule.
    • Status: 12 User Review
    • Resolution: 4-17-00, Sean O'Donnell—We have spoken to the Rental Redesign folks to find out how they are doing last/first name matching, and they are not planning to search by name in the new rental system (Telephone Number, Driver's License, and SSN only). They were going to have an ‘implied wildcard’ search by name, but it was taken out in USER review.
    • Issue Number: 310
    • Question: Do we want the ARMS/Web to have search available by phone, zip code/postal code, city and state. Current state only allows for phone number searches. Do we want to search other than phone number
    • For example: Do we want to search by phone number or zip code?
      • Do we want to search by phone number or zip code or city?
    • Need Business Rule
    • Status: Closed—Resolved
    • Resolution: 3-16-00, Jen Cavanaugh—Talking with Dave Smith. 3-22-00, Issue Mtg. Search by phone # & zip code only.
      • (SHOULD THE ANSWER BE “SEARCH BY PHONE # AND/OR ZIP CODE?) yes it is and/or could be both or one.
    • Issue Number: 311
    • Question: If a daily rental branch is closed, how do we want the system to work?Current state it defaults to Claims Connection. We need clarification on how this should work in the ARMS/Web environment.
    • 3-17-00, Application Team—What do we want to see in the locator, do we want to see just open only or all? If no branch is open do we return to Claims Connection?
    • Status: Closed—Resolved
    • Resolution: 3-16-00, Jen Cavanaugh—Stan's team is going to get w/claims Connection to see how this process works after hours. From there we will make some business decisions 3-20-00, Jennifer Cavanaugh—Stan's team needs to research how ARMS & Retail Res Locator works & how they differ. Then we will re-review the question.
    • 3-27-00, Sean—I talked with Trent Tinsley and Kim Devallance on this topic, which was EXTREMELY helpful. If the adjuster selects a closed branch, the system will route the ticket based on the type of service established in the insurance company profile:
    • Insurance companies that do NOT have 24-hour service, the reservation will be routed to the branch that was selected. The branch will do a callback in the morning when they re-open. Insurance companies that have 24-hour service have their reservations re-routed to Claims Connection (who will do a callback prior to 9 pm in any time zone unless otherwise specified by an adjuster) if the selected office is not open. This determination is made in the background after the adjuster submits the reservation. Claims connection will re-route the reservation to the appropriate branch when the customer is contacted. Essentially, the way that location selection is handled today can/should be supported in the future version of ARMS/Web (location selection is implied through the F2—Rates function of ARMS/400). Please let me know if you have questions with regard to this issue update/resolution.
    • Issue Number: 374
    • Question: In the Create Reservation functional specification, we have stated that the system will pull a location and rates immediately for the USER. The issue arises when we have no location to retrieve, in cases that the ‘where needed’ search criteria is weak or we don't have a branch within 50 miles of the search area. In the current state, we show Claims Connection as if it were a branch in this situation. This can be somewhat confusing (to see the location of Hanley Road in St. Louis if you are in Delaware). In the future state, we think it may be a good idea to notify the USER that no location was found, and that the reservation would be handled by Claims Connection (see example message below). Any thoughts on this question . . . .
    • EXAMPLE MESSAGE:
    • A rental branch could not be found within 50 miles of 555-512-5000. Claims Connection will ensure your reservation is handled immediately. Please call 800-CLAIMSCONNECTION for additional assistance.
    • Status: Pending
    • Resolution: 5-8-00, Response from Sean O'Donnell: Dave liked the idea, and so did Kim. Have not heard from Randy on this one, though. Let me know if you need me to follow up, otherwise this will be written in to the specification for Finding a rental location.

ARMS Web 3.0 Functional Design Specification Send Message Version 1.1 Send Message 1. Send Message Use Case 1.1 Brief Description

    • This use case describes the process of capturing messages and diary notes associated with a rental reservation/authorization. The USER can elect to either have the message sent to the Enterprise rental branch location responsible for the reservation/authorization (MESSAGE in this document), or to store the note in the ARMS Web system without sending the message to Enterprise (DIARY NOTE in this document). All MESSAGES and DIARY NOTES captured must be related to a specific reservation/authorization.

NOTE: This is a sub-use case that must be accessed from another use case. For example, a USER may send a message while creating a reservation, maintaining an authorization, or completing an extension.

1.2 Use Case Actors

    • The following actors will interact with this use case. All actors are referred to as USER throughout this use case:
      • ADJUSTER—The ADJUSTER will use this use case to enter and send a message about a reservation/authorization to the rental branch location that is responsible for the reservation/authorization. The ADJUSTER may also use this use case to capture diary notes.
      • PROCESSOR—The PROCESSOR will use this use case to enter and send a message about a reservation/authorization to either the rental branch location or the ADJUSTER that is responsible for the reservation/authorization.
      • ENTERPRISE ADMINISTRATOR—The ENTERPRISE ADMINISTRATOR will use this use case to send a message on a specific transaction to notify the rental branch location or other user of issues/complications in transmission of the transaction.

1.3 Pre-Conditions

    • The USER must be signed-on to the ARMS Web system.
    • The USER must have selected an authorization that is in a state that allows MESSAGES or DIARY NOTES.

1.4 Flow of Events

    • The Flow of Events includes all steps necessary to enter MESSAGES and DIARY NOTES.
    • 1.4.1 Activity Diagram—see FIG. 111.
    • 1.4.2 Basic Flow
      • The Basic Flow of the Send Message use case includes all of the required steps for the USER to enter a MESSAGE or DIARY NOTE.
      • 1. The USER will indicate that they want to send a MESSAGE for a reservation/authorization.
      • 2. The system will display a screen that will capture the message/note text.
      • 3. The USER will enter the message/note text.
      • 4. The USER returns to the parent use case, and the system stores the text message to be sent at a later time (see Special Requirements).
      • 5. This ends this use case.
    • 1.4.3 Alternative Flows
      • 1.4.3.1 Send Diary Note Only
        • The USER will have the ability to indicate that the MESSAGE text should be stored as a DIARY NOTE only in Step 3 of the Basic Flow. This text should not be sent to the Enterprise rental branch location handling the reservation/ticket.
      • 1.4.3.2 Use Case Cancellation
        • The USER should be capable of leaving the use case at any time.

1.5 Post-Conditions

    • If successful, the message/note text will be updated in the ARMS Web database. MESSAGES requested to be sent to the rental branch location are sent to ARMS.
    • If unsuccessful, the system state remains unchanged.

1.6 Special Requirements

    • 1.6.1 Submit Message Responsibilities
      • The parent use case that accessed this function will have the responsibility of submitting the text message to the ARMS Web database. Based on USER input, the parent use case must complete the following action:
        • If the USER chose to have the text sent to the rental branch location as a MESSAGE, the text will be written to the ARMS Web database and the MESSAGE will be sent to ARMS. ARMS will forward the text to ECARS for distribution to the appropriate rental branch.
        • If the USER chose to save the text as a DIARY NOTE, the text will be written to the ARMS Web database as a DIARY NOTE only.

1.7 Extension Points

    • None.

2. Screen Design

    • As noted in the Send Message Use Case, the Send Message function will be available on multiple screens throughout the system (e.g., Create Reservation, Extend Rental, Change Authorization). This section provides functional description of the screen container that is used on the multiple screens to support the Send Message use case.

2.1 Message Screen Container

    • 2.1.1 Screen Layout—see FIG. 112. (This is the screen layout for the Create Reservation screen. The Message screen container is part of this screen, and is shown here for illustrative purposes only.)
    • The area of the screen under consideration is the container beginning with the Notebook heading. This is an example of how the message container might look on any given screen.
    • 2.1.2 Message Screen Container

Screen Label Type Length Screen Field Name Data Field Screen Specific Rule Note to Input Text 200 Message Text message text Text entered into this field Enterprise will be sent to the Enterprise rental branch location. Note to Self Input Text 200 Message Text Diary text Text entered into this field Only will be stored in the ARMS Web database but will not be sent to the Enterprise rental branch location.
    • 2.1.3 Screen Function Definition
      • The Message screen container will use the functions of the parent screen to have the message sent.

3. Questions and Answers

    • Issue Number: 341
    • Question: Current state ARMS400 allows user to enter maximum of four lines of fifty characters. Current state ARMS has program limitation of ten lines of fifty characters. ARMS Web will be limited by current state ARMS. Should that be the planned maximum for ARMS Web or ______ One idea would be to have the number of lines/characters profiled. Then the size of the message box that is displayed to the user would be limited by this profiled amount.
    • Status: Closed—Resolved
    • Resolution: 3-30-00, Kim De Valiance—I think ten lines of fifty characters to be entered by any user at a time is more than enough. I don't really for see the need to profile this by company.
    • Issue Number: 342
    • Question: Current state allows message to be sent on unauthorized requests only if they have not been assigned to an adjuster. How should future state work? If we allow messages on assigned unauthorized requests, we must keep in mind that we are defaulting the Direct-Bill To percent at 100% on all auth. screens. When the adjuster submits the message, they MAY be unintentionally authorizing the request.
    • Status: Closed—Resolved
    • Resolution: 3-30-00, Kim De Valiance—Kim: we should never send an authorization to the branch if all the adjuster did was key in a message. The message will either appear in ECARS under res notes or callback notes, but should never appear to the branch as an authorization. We not only need to give the adjuster the ability to send a message, but they should be able to change info (such as claim number, claim type, etc.) before assigning the request to the adjuster, thereby enabling the adjuster to see the correct info when authorizing or denying a DB. We hear this request a lot from our customers.

Functional Design Specification Additional Charges Version 1.2 Additional Charges 1. Additional Charges Use Case 1.1 Brief Description

    • The Additional Charges use case will allow the USER to view, add, or modify/remove any additional charges that may be associated with a rental authorization. Additional Charges such as Collision/Damage Waiver (CDW), Mileage Charge, or any other rental related charge could be authorized by a USER through this function.

1.2 Use Case Actors

    • The following actors will interact with this use case:
    • ADJUSTER—The ADJUSTER will use this use case to view, add, or modify any additional charges that are associated with a rental authorization.

1.3 Pre-Conditions

    • The USER must be signed-on to the ARMS Web system.
    • The USER must have a reservation or open ticket selected (active).

1.4 Flow of Events

    • The Flow of Events will include the necessary steps to view, add and modify additional charges associated with a rental authorization.
    • 1.4.1 Activity Diagram—see FIG. 113.
    • 1.4.2 Basic Flow
      • The Basic Flow of the Additional Charges use case includes all of the required steps to view, add, or modify Additional Charges as part of an authorization.
      • 1. The USER will select Additional Charges for the active reservation or open ticket.
      • 2. The system will prompt the USER to add, modify or remove Additional Charges.
      • 3. The USER will view, add, or modify Additional Charges that will be authorized.
      • 4. The USER will submit the Additional Charges to the system.
      • 5. The system will validate the Additional Charges entered by the USER.
      • 6. The system will return the USER to the active reservation or open ticket and populate Additional Charges. (The Additional Charges should not be submitted to the ARMS Web database until the USER submits the changes on the active reservation or open ticket.)
      • 7. This ends this use case.
    • 1.4.3 Alternative Flows
      • 1.4.3.1 Additional Charges Invalid
        • If the Additional Charges entered by the USER are invalid, the system should present an error message to the USER and force the USER back into Step 2 of the Basic Flow. The system will declare additional charges invalid in the following circumstances:
        • 1.4.3.1.1 It will be considered invalid if the additional charge type is ‘Dollars per Day’ or ‘Dollars per Rental’ and the additional charge value entered is greater than $999.99.
        • 1.4.3.1.2 It will be considered invalid if the additional charge type is ‘Dollars per Day’ or ‘Dollars per Rental’ and the additional charge value entered is less than $0.
        • 1.4.3.1.3 It will be considered invalid if the additional charge type is ‘Percentage of Rental’ and the additional charge value entered is greater than 100%.
        • 1.4.3.1.4 It will be considered invalid if the additional charge type is ‘Percentage of Rental’ and the additional charge value entered is less than 0%.

1.5 Post-Conditions

    • If successful, the Additional Charges that were added or modified will be returned to the active reservation or open ticket.
    • If unsuccessful, no Additional Charge will be added to the active reservation or open ticket.

1.6 Special Requirements

    • The additional requirements of the business use case are included here. These are requirements not covered by the flow as they have been described in the sections above.
    • 1.6.1 Submit Additional Charges Responsibilities
      • The parent use case that accessed this function will have the responsibility of submitting the additional charges to the ARMS Web database. Any additional charges returned to a parent use case should be reflected on the screen within that use case. For example, if additional charges were being added as part of the Create Reservation process, the Create Reservation screens should have some indication that additional charges have been added.
    • 1.6.2 Additional Charges Descriptions
      • Below are the current additional charge descriptions used in the ARMS/400 system in the current state:

DAMAGE WAIVER SPECIAL PAI DROP CHARGE MILEAGE CHARGE MISC CHARGES HOURLY SLP DAILY UNDERAGE DRIVER WEEKLY BABY CAR SEAT MONTHLY SKI RACK

1.7 Extension Points

    • None.

2. Screen Design

    • A definition of the screen layout(s), screen data fields, and screen functions that are used to implement the flows identified above. More than one screen may be used to implement support for the use case flow.

2.1 Additional Charges

    • This screen will allow the user to view, add, modify or remove additional charges associated with a reservation/authorization.
    • 2.1.1 Screen Layout—see FIG. 114.
    • 2.1.2 Screen Field Definition

Screen Label Type Length Screen Field Name Data Field Screen Specific Rule CDW (Collision Check 1 CDW (Collision Damage Box Damage Waiver) Waiver) PAI (Personal Check 1 PAI (Personal Accident Box Accident Insurance) Insurance) Underage Check 1 Underage Driver Driver Box Drop Charge Check 1 Drop Charge Box Mileage Check 1 Mileage Charge Charge Box Misc. Charge Check 1 Misc. Charge Box Check Box Create Charge Text Box 15 Additional Charge A description of the Type Description additional surcharge to be authorized. Amount Text Box 6 Additional Charge An Amount text box should Value be included for every check box on the screen. Type Combo 20 Additional Charge A Type combo box should Box Type be included for every check box on the screen. Values include: Dollars per Day (DEFAULT); Dollars per Rental; Percentage of Rental
    • 2.1.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.1.3.1 Create More Surcharges
        • The Create More Surcharges screen function will allow the USER to select the hyperlink and have an additional Misc. Charge line added to the screen. For example, the Screen Layout above shows only one Misc. Charge box. If a USER were to click on the Create More Surcharges hyperlink, the screen would refresh and provide the user with two Misc. Charges boxes. The USER is not limited to the number of Misc. Charge boxes that can be added.
        • 2.1.3.1.1 The Create More Surcharges screen function is invoked through clicking a hyperlink.
      • 2.1.3.2 Process
        • The Process screen function allows the USER to save the additional charges that are being authorized and return to the active reservation or open ticket. The active reservation or open ticket will reflect that additional charges have been added.
        • 2.1.3.2.1 The Process screen function is invoked through a button click or through an Enter keystroke.
      • 2.1.3.3 Previous
        • The Previous screen function will allow the USER to return to the active reservation or open ticket without saving the updates to additional charges.
        • 2.1.3.3.1 The Previous screen function is invoked through a button click.

3. Questions and Answers

    • None.

Functional Design Specification View Car Class Version 1.2 View Car Class 1. View Car Class Use Case 1.1 Brief Description

    • This use case will allow the USER to view examples of automobiles that are part of each Enterprise Car Class. The USER will have the ability to select a car class and have the rate for the car class apply to the reservation/authorization.

1.2 Use Case Actors

    • The following actors will interact with this use case:
      • ADJUSTER—The ADJUSTER will use the case to view and/or select the car class that will apply to a reservation.

1.3 Pre-Conditions

    • The USER must be signed-on to the ARMS Web system.
    • The USER must have a reservation or open ticket selected.

1.4 Flow of Events

    • The Flow of Events will include the necessary steps to view and/or select the car class to apply to a rental reservation.
    • 1.4.1 Activity Diagram—see FIG. 98.
    • 1.4.2 Basic Flow
      • The Basic Flow of the View Car Class use case includes all of the required steps to view and/or select a car for a rental reservation. If a car class is selected, it will be used to populate rate information on a rental authorization.
      • 1. The USER will select View Car Class from the active reservation or open ticket.
      • 2. The system will display a car class detail screen. If the USER had previously selected a car class (for example, on the Create Reservation screen), the car class selected will be displayed. If no car has been selected, the system will display the Standard car class.
      • 3. The USER will select the car class to apply to the reservation or open ticket.
      • 4. The system will return the USER to the active reservation or open ticket and populate car class information based on the car class selected.
      • 5. This ends this use case.
    • 1.4.3 Alternative Flows
      • 1.4.3.1 Select Alternate Car Class
      • From Step 2 of the Basic Flow, the USER will have the ability to view an alternate car class. The car classes that will be available to view include:
        • Economy
        • Compact
        • Intermediate
        • Standard
        • Full Size
        • Premium
      • If the USER selects an alternate car class, the system will refresh and present the details of the new car class.
      • 1.4.3.2 Populate Car Class Rates
        • If a rental branch location has already been selected prior to entering this use case, the selection of a car class will populate the rates that apply to the selected car class on the active reservation or open ticket. This alternate flow returns the USER to Step 4 of the Basic Flow.

1.5 Post-Conditions

    • If successful, the selected Car Class will be returned to the active reservation or open ticket.
    • If unsuccessful, the system state is unchanged.

1.6 Special Requirements

    • The additional requirements of the business use case are included here. These are requirements not covered by the flow as they have been described in the sections above.
    • 1.6.1 Modify Car Class Selection Results
      • The USER may change the results of this use case as part of the active reservation or open ticket.

1.7 Extension Points

    • None.

2. Screen Design

    • A definition of the screen layout(s), screen data fields, and screen functions that are used to implement the flows identified above. More than one screen may be used to implement support for the use case flow.

2.1 Car Class Detail Screen

    • This screen (see FIG. 99(a)) will allow the USER to view detailed information about Enterprise car classes. The USER will also have the ability to select a car class to apply to a rental reservation/authorization.
    • 2.1.1 Screen Layout—see FIG. 99(a)
    • 2.1.2 Car Class Details

Screen Label Type Length Screen Field Name Data Field Screen Specific Rule Output 20 Car Class Name This should be the name of the currently selected car class. (Person Output 2 Car Class Person This should provide the Image) Capacity average person capacity of the selected car class. (Luggage Output 2 Car Class Luggage This should provide the Image) Capacity average luggage capacity of the selected car class. Hidden 255 Car Class Image This should provide a Source picture of an example car within the selected car class. Output 120 Car Class Detail This should provide a Description description of the selected car class. Economy Output Economy Car Class This should be a hyperlink to the Economy car class detail. Compact Output Compact Car Class This should be a hyperlink to the Compact car class detail. Intermediate Output Intermediate Car This should be a Class hyperlink to the Intermediate car class detail. Standard Output Standard Car Class This should be a hyperlink to the Standard car class detail. Full Size Output Full Size Car Class This should be a hyperlink to the Full Size car class detail. Premium Output Premium Car Class This should be a hyperlink to the Premium car class detail.
    • 2.1.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.1.3.1 Select This Car Class
        • The Continue screen function will allow the USER to select the car class to apply to a reservation.
        • 2.1.3.1.1 The Continue screen function is invoked through either a button click or through an Enter keystroke.
      • 2.1.3.2 Previous
        • The Previous screen function allows the USER to return to the previous screen.
        • 2.1.3.2.1 The Previous screen function is invoked through a button click.

3. Questions and Answers

    • None.

Functional Design Specification Assign a Request Version 1.1 Assign a Request 1. Assign a Request Use Case 1.1 Brief Description

    • This use case describes the process of how a USER will review unassigned authorization request and assign them to an adjuster for further handling.

1.2 Use Case Actors

    • The following actors will interact with this use case:
      • CLAIMS PROCESSOR—The CLAIMS PROCESSOR is a USER who can perform this use case to assign a request for further handling.
      • ADJUSTER—The ADJUSTER is a USER who can receive the assigned request for further handling.

1.3 Pre-Conditions

    • The USER must be signed-on to the ARMS Web system.
    • The USER should be authorized to assign a request.
    • If there are unassigned requests present, the USER has selected the link from the Review List Action Items Use Case to enter this use case.

1.4 Flow of Events

    • The Flow of Events will include the necessary steps to make changes and updates to “Assign an Action Item”.
    • 1.4.1 Activity Diagram—see FIG. 115.
    • 1.4.2 Basic Flow
      • 1. The USER selects the unassigned authorizations link.
      • 2. The system retrieves all unassigned request summaries.
      • 3. The system retrieves all OFFICE IDs within ARMS Web.
      • 4. The system retrieves all USER IDs within the OFFICE.
      • 5. The system displays the unassigned authorization summaries with the offices and adjusters.
      • 6. The USER selects an adjuster to assign to the request.
      • 7. The system will update the ARMS Web database.
      • 8. This ends the use case.
    • 1.4.3 Alternative Flows
      • 1.4.3.1 Cancel Use Case
        • The USER should be capable of leaving the use case at any point prior to assigning the reservation information to an ADJUSTER.
      • 1.4.3.2 Modify a Request
        • Before step 6 of the basic flow, the USER should be able to make changes to the authorization.
      • 1.4.3.3 Select a different office
        • Before step 6 of the basic flow, the USER should be able to select a different office for this authorization request. If a different office has been selected, the user cannot assign the file to a new adjuster. The new office must now assign the file.

1.5 Post-Conditions

    • If the use case is successful, the system will change the request type from an unassigned authorization request to direct bill. If the user has authority to authorize this request, the system will change the request to Authorized status and assign the adjuster picked in Step 5 of the basic flow.
    • If the use case is unsuccessful, the system state will remain unchanged.

1.6 Special Requirements

    • None.

1.7 Extension Points

    • 1.7.1 MA-04 Send Message
      • The Send Message function will be used to allow the user to capture messages and diary notes associated with a rental reservation/authorization. The USER can elect to have the message sent to the Enterprise rental branch location responsible for the reservation/authorization. The USER may also send a message without assigning the file to an adjuster/office. All MESSAGES and DIARY NOTES captured must be related to a specific reservation/authorization.
    • 1.7.2 MA-10 Authorize a Request
      • The ADJUSTER may decide to enter into the full detail screen of the unassigned request, which would invoke the Authorize a Request case.
    • 1.7.3 MA-17 Cancel Authorization
      • At any point prior to assigning the file to an ADJUSTER, the USER should have the ability to cancel the authorization. If the authorization is canceled, the ADJUSTER will be prompted to select a cancellation reason code from a drop down list along with having the option to enter additional comments.

2. Screen Design

    • A definition of the screen layout(s), screen data fields, and screen functions that are used to implement the flows identified above. More than one screen may be used to implement support for the use case flow.

2.1 Action Items—Unassigned

    • This screen will allow the USER to assign action items to a claims office or an adjuster or the USER may cancel an item. The USER may also change specified information in the Customer File through this screen.
    • 2.1.1 Screen Layout—Action Items—Unassigned—see FIG. 116.
    • 2.1.2 Action Items—Unassigned

Screen Specific Screen Label Type Size Screen Field Name Data Field Name Rule Claims Office Output 3 Office Id external organization N/A. abbreviated name Handling For: Output 30 Handling for First Name + Last N/A. Adjuster's Name Name Output 30 Renter's Name First Name + Last This should be a link. Name The USER should be able to get to the authorize page from this screen field. Output 30 Renter's Address Address Line Output 10 Renter's City City Output 3 Renter's State State Output 10 Renter's Zip Code Zip Code Output 16 Renter's Home Renters Night Phone + If these fields are Phone Renters Night populated, add a Phone Extension label to the screen to differentiate between Home Phone and Work Phone. Output 16 Renter's Work Phone Day Phone + If these fields are Renters Day Phone populated, add a Extension label to the screen to differentiate between Home Phone and Work Phone. Claim Number Input 30 Claim Number Insurance Claim N/A. Number Vehicle List Box 15 Loss Type loss type description Condition Claim Type List Box 15 Claim Type claim type N/A. description Date of Loss: Input 10 Date of Loss Date of Loss N/A. Note to Input 30 Message Text NOTE N/A. Enterprise Assign to List Box 5 Office Id external organization office: abbreviated name Assign List Box 30 Adjuster Name First Name + Last Lists only those adjuster: Name adjusters the USER has authority to assign.
    • 2.1.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.1.3.1 <<Previous
        • When clicked, the USER will be taken back to the previous screen.
      • 2.1.3.2 Process
        • When clicked, the USER will be taken to the next item in the action item list or a detail of the completed action items. This button ends the use case.
      • 2.1.3.3 Cancel
        • When clicked, the USER will be allowed to cancel the authorization. If this occurs, the rental becomes unauthorized and the rental is no longer the responsibility of the insurance company.
      • 2.1.3.4 Last Action Message
        • After each action item in the USER's list has been completed, upon arriving at the next item there will be a confirmation message at the top of the screen. This message will be a hyperlink describing the last completed action. If the USER clicks on this link, the system will open the customer file, which will reflect all of the current information for the rental. The USER is then free to make additional changes or to simply view the file.

3. Application Operations 4. Data Fields 4.1 Data Field Definition

    • This section includes a definition of all data fields included in the functional specification.
    • 4.1.1 Address Line

Entity ARM: Renter Detail Column Name RKADL1 Label Name Address Line System Name Data Type CHAR(30) Attribute Definition
    • 4.1.2 City

Entity ARM: Renter Detail Column Name RKCYNM Label Name City System Name Data Type CHAR(20) Attribute Definition
    • 4.1.3 claim type code

Entity AUTHORIZATION EXTENSION Column Name Clm_typ_cde Label Name claim type code: System Name CLMTYPCDE Data Type DEC(3,0) Attribute Definition The claim type code defines the different Authorization claim types. For example: Insured, Claimant, Uninsured Motorist, etc.
    • 4.1.4 claim type description

Entity CLAIM TYPE Column Name clm_typ_dsc Label Name claim type description: System Name CLMTYPDSC Data Type CHAR(40) Attribute Definition The claim type description is a lexical definition of the claim type code which defines the different Authorization claim types. For example: Insured, Claimant, Uninsured Motorist, etc.
    • 4.1.5 company identifier

Entity EXTERNAL ORGANIZATION Column Name cmpy_id Label Name company identifier: System Name CMPYID Data Type DEC(11,0) Attribute Business Party Identifier is a surrogate key assigned Definition to each unique occurrence of an Individual, External Organization, and Internal Organization (Business Party).
    • 4.1.6 DATE OF LOSS

Entity A4 Cross Reference Column Name X4LSDT Label Name DATE OF LOSS System Name Data Type NUMERIC(8) Attribute Definition
    • 4.1.7 Day Phone

Entity ARM: Renter Detail Column Name RKDYPH Label Name Day Phone System Name Data Type NUMERIC(10) Attribute Definition
    • 4.1.8 external organization abbreviated name

Entity EXTERNAL ORGANIZATION Column Name e_o_abbr_nam Label Name external organization abbreviated name: System Name EOABBRNAM Data Type CHAR(10) Attribute Definition External Organization Abbreviated Name is a shortened text based label associated with an organization outside of Enterprise. This name is sometimes used for accounting purposes.
    • 4.1.9 external organization identifier

Entity EXTERNAL ORGANIZATION Column Name e_o_id Label Name external organization identifier: System Name EOID Data Type DEC(11,0) Attribute The external organization identifier is a surrogate Definition key assigned to each unique occurrence of an External Organization. Examples: body shops, vehicle manufacturers, insurance companies, leasing accounts, credit unions, dealerships, or government agencies.
    • 4.1.10 First Name

Entity ARM: Adjustor Master Column Name ALFSNM Label Name First Name System Name Data Type CHAR(15) Attribute Definition
    • 4.1.11 First Name

Entity ARM: Renter Detail Column Name RKFSNM Label Name First Name System Name Data Type CHAR(15) Attribute Definition
    • 4.1.12 handled by adjustor code

Entity ACTION ITEM Column Name handl_by_adjr_cde Label Name Adjustor Code System Name HNDADJRCDE Data Type CHAR(10) Attribute Definition The handled by adjustor code is the adjustor code of the administrator or adjustor's who is handling the action item.
    • 4.1.13 handled by company identifier

Entity ACTION ITEM Column Name handl_by_cmpy_id Label Name ARMS Profile ID System Name HNDCMPYID Data Type CHAR(5) Attribute Definition The handled by company identifier is the company identifier of the administrator or adjustor's who is handling the action item.
    • 4.1.14 handling for adjustor code

Entity AUTHORIZATION ACTIVITY LOG Column Name handl_for_adjr_cde Label Name handling for adjustor code: System Name HNDADJRCDE Data Type CHAR(10) Attribute The handled by adjustor code is the adjustor code of Definition an adjustor/user who is handling authorization activities for another adjustor/user in the ARMS Web application.
    • 4.1.15 handling for company identifier

Entity AUTHORIZATION ACTIVITY LOG Column Name handl_for_cmpy_id Label Name handling for company identifier: System Name HNDCMPYID Data Type CHAR(5) Attribute The handling for company identifier is the company Definition identifier used to uniquely identify an adjustor/user who is handling authorization activities for another adjustor/ user in the ARMS Web application.
    • 4.1.16 Insurance Claim Number

Entity ARM: Authorization(Claim Info) Column Name AZCLNO Label Name Insurance Claim Number System Name Data Type CHAR(20) Attribute Definition
    • 4.1.17 Last Name

Entity ARM: Adjustor Master Column Name ALLSNM Label Name Last Name System Name Data Type CHAR(20) Attribute Definition
    • 4.1.18 Last Name

Entity ARM: Renter Detail Column Name RKLSNM Label Name Last Name System Name Data Type CHAR(20) Attribute Definition
    • 4.1.19 loss type description

Entity LOSS TYPE Column Name loss_typ_dsc Label Name loss type description: System Name LOSSTYPDSC Data Type CHAR(40) Attribute Definition The loss type description is a lexical definition of the loss type code which defines the different loss categories when an Insurance Company authorizes a Rental. For example: Theft, Drivable, Repairable, Non-drivable, Non-repairable, Totaled.
    • 4.1.20 NOTE

Entity ARM: ARMS/400 Diary Notes File Column Name NENOTE Label Name NOTE System Name Data Type CHAR(50) Attribute Definition
    • 4.1.21 Renters Day Phone Extension

Entity ARM: Renter Detail Column Name RKDYEX Label Name Renters Day Phone Extension System Name Data Type NUMERIC(4) Attribute Definition
    • 4.1.22 Renters Night Phone

Entity ARM: Renter Detail Column Name RKNTPH Label Name Renters Night Phone System Name Data Type NUMERIC(10) Attribute Definition
    • 4.1.23 Renters Night Phone Extension

Entity ARM: Renter Detail Column Name RKNTEX Label Name Renters Night Phone Extension System Name Data Type NUMERIC(4) Attribute Definition
    • 4.1.23 State

Entity ARM: Renter Detail Column Name RKSACD Label Name State System Name Data Type CHAR(2) Attribute Definition
    • 4.1.24 Zip Code

Entity ARM: Renter Detail Column Name RKZPCD Label Name Zip Code System Name Data Type CHAR(9) Attribute Definition

5. Questions and Answers

    • Issue Number: 345
    • Question: Do we force the user to view the Rental Detail in order to change the unassigned adjuster to an adjuster who is authorized to handle?
    • Status: Closed—Resolved
    • Resolution: 4-12-00, Randy Haselhorst, we don't want to force them to look at the detail to assign a rental request to another user. They primarily look for claim number, claim type, renter name and possibly date of loss. If you can make the option you've described intuitive, that may work, but it doesn't sound that way to me. 4-12-00, Kim De Valiance, NO—This is a great feature, but I don't know if it is necessary. Some companies use this feature, while others wait for the phone call to authorize.
    • Issue Number: 346
    • Question: Should you be allowed to decline, authorize or extend an unassigned rental.
    • Status: Closed—Resolved
    • Resolution: 4-12-00, Randy Haselhorst—you can't “extend” until you've authorized. Decline could be an option, but we should probably think about that more to determine if we should. Current state does not have this but I have heard people ask for it. As far as authorizing, that again may be a good idea. I'd like to see Kim and Dave's ideas. 4-12-00, Kim De Valiance—Yes, we have heard this many, many times that will assigning a rental, the user should have the ability to do all these things (as long as the user has the proper authority).
    • Issue Number: 361
    • Question: Can we pass along an unassigned to another office?
    • Status: Pending
    • Resolution: Yes, if the request is an unassigned status, the USER can transfer it to another office.
    • Issue Number: 378
    • Question: Can we Exit the use case after Sending a Message and leave the request unassigned? Iteration 2 question.
    • Status: Closed—Resolved
    • Resolution: 6-23-00 Per Brian Weingart,—yes, after sending a message on an unassigned request, if we didn't assign an adjuster, it is still unassigned.
    • Issue Number: 413
    • Question: 6-23-00, Only one person can handle un-assigns—which is set up in the profile? Or can a multiple # of people handle the un-assigns? Does the Handling for drop down box allow for the selection of unassigned? How do we handle record locking? Per Jennifer, Sean is working on this issue.
    • Status: Pending
    • Resolution:
    • Issue Number: 414
    • Question: 6-23-00, If I select Unassigned from the action item list and only one exists do I go straight to the detail? Per Jennifer—Sean is working on this issue.
    • Status: Pending
    • Resolution:
    • Issue Number: 415
    • Question: 6-23-00, If I select Unassigned from the action item list and multiple exists I go straight to the detail. I go to a screen, which looks like action items, but list all of the unassigned. Per Jennifer—Sean is working on this issue.
    • Status: Pending
    • Resolution:

Functional Design Specification Authorize a Request Version 1.1 Authorize a Request 1. Authorize Request Use Case 1.1 Brief Description

    • This use case describes how a USER authorizes a direct bill request.

1.2 Use Case Actors

    • The following actors will interact with this use case:
      • ADJUSTER—The USER will use this system to authorize a direct bill request.

1.3 Pre-Conditions

    • The USER must be logged into the ARMS Web system.
    • The USER must have the authority to authorize a request.
    • At least one outstanding unauthorized direct bill request must be assigned that the USER may handle.
    • The USER must have selected an Unauthorized Direct Bill Request from the Review Action Items Screen or from the Search Results page.

1.4 Flow of Events

    • The Flow of Events will include the necessary steps to make changes and updates to “Authorize Request”.
    • 1.4.1 Activity Diagram—see FIG. 117.
    • 1.4.2 Basic Flow
      • 1. The USER selects an outstanding direct bill to authorize.
      • 2. The system displays the Customer file.
      • 3. The USER reviews the renter's information.
      • 4. The USER inputs a number of Authorized Amounts, days and required fields.
      • 5. The USER submits the Authorization.
      • 6. The system validates information in the Customer File.
      • 7. If the adjuster assigned to the Customer File is ‘UNKNOWN’ or ‘UNASSIGNED’, the System will assign the Customer File to the current USER.
      • 8. The system will update the ARMS/Web database with the Authorization.
      • 9. The System reads the user profile to see if the confirmation page should display.
      • 10. If the profile indicates ‘Show Confirmation Page’, the System will display the confirmation page.
      • 11. This ends the use case.
    • 1.4.3 Alternative Flows
      • 1.4.3.1 View Notebook
        • At step 3 of the Basic Flow, the USER can select to view the transaction history (Notebook) by selecting the Go To Notebook link.
      • 1.4.3.2 Add Notes to Customer File
        • At step 3 of the Basic Flow, the USER can add notes to the Customer File by typing in the appropriate notes field on the Customer File page.
      • 1.4.3.3 Skip Customer File
        • At step 3 of the Basic Flow, the USER should have the ability to skip to the next action item by clicking the Skip button. After clicking the Skip button, the USER should be taken to the next action item on their current list without any changes to the file being skipped.
      • 1.4.3.4 Change Customer File
        • At step 3 of the Basic Flow, the adjuster can make changes to the additional details of the Customer File. This is done by selecting the Add/Change link which will invoke an editable page with all *appropriate information editable.

1.5 Post-Conditions

    • If the use case was successful then the changes should go into effect immediately and the screen should revert back to the original screen of entry.
    • If the use case was successful, then the ARMS system will be notified of authorization changes.
    • If the use case was unsuccessful then the system state will be unchanged.

1.6 Special Requirements

    • 1.6.1 Requirements for Claim Type Authorizations
      • The following are a set of requirements surrounding the type of authorized amounts that are allowable based on the Claim Type associated with a rental. These restrictions DO NOT APPLY to reservations that are submitted with a Direct Billing Percentage of zero (0).
      • 1.6.1.1 When the Claim Type selected is ‘Insured’, ‘Theft’, or ‘Uninsured Motorist’
        • 1.6.1.1.1 The reservation/rental must always include an Authorized Rate or both Policy Daily and Maximum Limits as defined by the renter's insurance policy. Zero (0) is an acceptable Policy Daily Limit.
        • 1.6.1.1.2 The reservation/rental must include an Authorized Rate or Policy Daily Limit if a Policy Maximum Limit is included. Zero (0) is an acceptable Policy Daily Limit.
      • 1.6.1.2 When the Claim Type selected is ‘Claimant’
        • 1.6.1.2.1 The reservation/rental must always include an Authorized Rate.
        • 1.6.1.2.2 The reservation/rental may not include a Policy Daily/Maximum Limits selection.
      • 1.6.1.3 Requirements for editable fields based on reservation/ticket status
        • 1.6.1.3.1 Depending on the status of the Customer File the adjuster may change the following fields:

Unassigned/ Assigned but Unauthorized Unauthorized Reservation/ Reservation or Authorized Field Name Ticket Ticket Ticket CLAIM NUMBER X X X CLAIM TYPE X X X LOSS TYPE X X X DATE OF LOSS X X X INSURED X X X INFORMATION RENTER X INFORMATION DATE RENTAL IS X NEEDED ADDITIONAL X X X CHARGES NUMBER OF X X AUTHORIZED DAYS BILL-TO PERCENT X X X POLICY LIMITS X X X AUTHORIZED RATE X X X
      • If the Customer File is an Unauthorized Reservation, the adjuster can Reject the Authorization Request, Send a Message, and/or Transfer (Assign) the file to an adjuster.
        • 1.6.1.3.2 If the status of the Customer File is an open ticket the following rules apply:

Unauthorized Authorized Reservation/ Authorized Actions Reservation Ticket Open Ticket Send Message X X X Extension X Terminate Rental X Cancel Authorization X X Transfer/Assign Adjuster X X X View Car Class X X X

1.7 Extension Points

    • An extension point indicates a link between this use case and another use case. Extension points associated with the use case are indicated below. Clicking on the extension point will open the related use case.
    • 1.7.1 MA-04 Send Message
      • The Send Message will be used to allow the USER to capture messages and diary notes associated with a rental reservation/authorization. The USER can elect to either have the message sent to the Enterprise rental branch location responsible for the reservation/authorization, or to store the note in the ARMS Web system without sending the message to Enterprise. All MESSAGES and DIARY NOTES captured must be related to a specific reservation/authorization.
    • 1.7.2 MA-16 Transfer Work
      • (The Change Adjuster button invokes this use case).
      • The ADJUSTER may choose to transfer an authorization to a different adjuster in his/her office or transfer the authorization to another adjuster in a different office.
    • 1.7.3 MA-08 View Car Class
      • The ADJUSTER may choose to view the car class. This button invokes the View Car Class use case.
    • 1.7.4 MA-17 Cancel Authorization
      • The ADJUSTER may choose to deny the authorization. When the ADJUSTER selects the CANCEL button, it will invoke the Cancel Authorization use case to reject the authorization.

2. Screen Design

    • A definition of the screen layout(s), screen data fields, and screen functions that are used to implement the flows identified above. More than one screen may be used to implement support for the use case flow.

2.1 Authorize Rental Detail

    • This screen will allow the user to work the currently selected authorization request. The user may set the authorization amounts and policy coverage limits or may assign the request to another adjuster.
    • 2.1.1 Screen Layout—Authorize Rental Detail—see FIG. 118.
    • 2.1.2 Authorize Rental Detail

Screen Specific Screen Label Type Size Screen Field Name Data Field Rule Handling For: List Box 30 Handling for First Name + Last N/A. Adjuster's Name Name Note to Input 0 Message NOTE Enterprise: Notebook Output 50 Message NOTE Note to Self Input 0 Message NOTE Only Output 8 Message Creation Add Date N/A. Date Message Output 50 Message Text NOTE N/A. Output 10 Notebook creation Add Date date Claim no. Output 30 Claim Number Insurance Claim Number Claim Number: Input 11 Claim Number Insurance Claim N/A. Number    days @ Input 4 Number of Days Number Of Days N/A. Authorized Authorized Direct Bill %: Input 6 Percent Covered Bill To % N/A. Policy: Daily List Box 5 Policy Maximum and Dollars Per Day N/A. rate/Maximum Daily Rates Covered dollars: Policy: Daily List Box 5 Policy Maximum and Max $ Covered N/A. rate/Maximum Daily Rates dollars: Output 30 Rental Location Rental Location N/A. Branch Name Date Rental List Box 10 Rental Start Date Start Date N/A. Needed: days @    List Box 6 Vehicle Rate Vehicle Rate N/A. Insured Name: Input 30 Insured's Name First Name + Last N/A. Name Insured Name: Output 20 Insured's Name First Name + Last Name Output 30 Rental Location Address Line + N/A. Address Address Line2 Output 25 Rental Location City City N/A. Name Output 10 Rental Location Zip Code N/A. Postal/Zip Code Output 3 Rental Location State/ State N/A. Province Code Output 13 Rental Location Telephone Number N/A. Telephone Number Date of Loss: List Box 10 Date of Loss Date of Loss N/A. Date of Loss Output 10 Date of Loss Date of Loss Output 30 Renter's Address Address Line Line Renter's Output 20 Renter's City City Address Output 3 Renter's State State/Province Code Output 15 Renter's Zip/Postal Zip Code Code Home Phone: Output 16 Renter's Home Renters Night Phone + This field is input if Phone Renters Night the ticket is not Phone Extension opened. It will not be editable if the ticket is open. Authorize Output 30 Renter's Name First Name + Last N/A. Direct Bill: for Name Renter: Output 30 Renter's Name First Name + Last N/A. Name Output 16 Renter's Work Phone Day Phone + Renters Day Phone Extension Owner's Output 20 Vehicle Year, Make Renter Vehicle Year + Vehicle and Model Renter Make/Model Output 15 Repair Facility City City Repair Facility Output 20 Repair Facility Name Repair Facility Name Output 3 Repair Facility State State Output 10 Repair Facility Telephone Number Telephone Number Output 7 Repair Facility Zip Zip Code Code Claim Type: List Box 15 Claim Type claim type N/A. description Claims Office: Output 3 Office Id external organization N/A. abbreviated name Vehicle List Box 20 Loss Type loss type description Condition Vehicle Output 20 Type of Loss loss type description Condition Input 20 Renter's Email renter email
    • 2.1.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.1.3.1 Skip
        • When clicked, the USER will be taken out of the use case without changing the current status of the request. Any changes made by clicking Change or Add and keying data in the bottom section will be saved.
      • 2.1.3.2 Process
        • When clicked, the system will validate the input and accept the changes made to the customer file. The arms database will be updated and the data will be sent to the arms system. The use case will then end and the USER will return to the process from which they came.
      • 2.1.3.3 Notebook
        • When clicked, the USER will be taken to the Note Book section at the bottom of the screen to view all messages for this rental.
      • 2.1.3.4 Transfer File
        • When clicked, the USER will be taken to the Transfer File screen. This screen allows the USER to change the office or adjuster currently assigned to the customer file. The required information in the Extend Rental/Customer File will be passed to the Transfer File screen. Upon completion of the transfer, the USER will then be returned to the next action item or the profiled start page, depending on the screen from which the USER began.
      • 2.1.3.5 Change or Add
        • When clicked, the system will refresh the current screen and make all editable fields in the bottom section (outside the gray box area) input capable. The changes on the top of the screen will not be lost.
        • 2.1.3.6 Top of page
      • When clicked, the USER will be taken to the top of the current page.
        • 2.1.3.7 View Car Class
      • When clicked, the USER will be taken to the View Car Class Use Case. No changes will be lost. Once the USER is finished with this use case, the USER will return to the Extend Rental Use Case.

3. Application Operations 4. Data Fields 4.1 Data Field Definition

    • This section includes a definition of all data fields included in the functional specification.
    • 4.1.1 Add Date

Entity ARM: ARMS/400 Diary Notes File Column Name NEADDT Label Name Add Date System Name Data Type NUMERIC(8) Attribute Definition
    • 4.1.2 Address Line

Entity ARM: Renter Location Master Column Name LOADL1 Label Name System Name Data Type CHAR(30) Attribute Definition
    • 4.1.3 Address Line

Entity ARM: Renter Detail Column Name RKADL1 Label Name Address Line System Name Data Type CHAR(30) Attribute Definition
    • 4.1.4 Address Line2

Entity ARM: Renter Location Master Column Name LOADL2 Label Name Address Line System Name Data Type CHAR(30) Attribute Definition
    • 4.1.5 Bill To %

Entity ARM: Authorization(Claim Info) Column Name AZBTPC Label Name Bill To % System Name Data Type DECIMAL(3) Attribute Definition
    • 4.1.6 Branch

Entity A4 Cross Reference Column Name br_id Label Name Branch: System Name Data Type CHAR(2) Attribute Definition
    • 4.1.7 City

Entity ARM: Rental Location Master Column Name LOCYNM Label Name City System Name Data Type CHAR(20) Attribute Definition
    • 4.1.8 City

Entity ARM: Renter Detail Column Name RKCYNM Label Name City System Name Data Type CHAR(20) Attribute Definition
    • 4.1.9 City

Entity ARM: Repair Detail Column Name RUCYNM Label Name City System Name Data Type CHAR(20) Attribute Definition
    • 4.1.10 claim type code

Entity AUTHORIZATION EXTENSION Column Name clm_typ_cde Label Name claim type code: System Name CLMTYPCDE Data Type DEC(3,0) Attribute Definition The claim type code defines the different Authorization claim types. For example: Insured, Claimant, Uninsured Motorist, etc.
    • 4.1.11 claim type description

Entity CLAIM TYPE Column Name clm_typ_dsc Label Name claim type description: System Name CLMTYPDSC Data Type CHAR(40) Attribute Definition The claim type description is a lexical definition of the claim type code which defines the different Authorization claim types. For example: Insured, Claimant, Uninsured Motorist, etc.
    • 4.1.12 company identifier

Entity EXTERNAL ORGANIZATION Column Name cmpy_id Label Name company identifier: System Name CMPYID Data Type DEC(11,0) Attribute Definition Business Party Identifier is a surrogate key assigned to each unique occurrence of an Individual, External Organization, and Internal Organization (Business Party).
    • 4.1.13 Date of Loss

Entity ARM: Renter Detail Column Name RKLSDT Label Name Date Of Loss System Name Data Type NUMERIC(8) Attribute Definition
    • 4.1.14 Day Phone

Entity ARM: Renter Detail Column Name RKDYPH Label Name Day Phone System Name Data Type NUMERIC(10) Attribute Definition
    • 4.1.15 Dollars Per Day Covered

Entity ARM: Authorization(Claim Info) Column Name AZ$PDY Label Name Dollars Per Day Covered System Name Data Type DECIMAL(5, 2) Attribute Definition
    • 4.1.16 external organization abbreviated name

Entity EXTERNAL ORGANIZATION Column Name e_o_abbr_nam Label Name external organization abbreviated name: System Name EOABBRNAM Data Type CHAR(10) Attribute External Organization Abbreviated Name is a shortened Definition text based label associated with an organization outside of Enterprise. This name is sometimes used for accounting purposes.
    • 4.1.17 external organization identifier

Entity EXTERNAL ORGANIZATION Column Name e_o_id Label Name external organization identifier: System Name EOID Data Type DEC(11, 0) Attribute The external organization identifier is a surrogate key Definition assigned to each unique occurrence of an External Organization. Examples: body shops, vehicle manufacturers, insurance companies, leasing accounts, credit unions, dealerships, or government agencies.
    • 4.1.18 First Name

Entity ARM: Adjustor Master Column Name ALFSNM Label Name First Name System Name Data Type CHAR(15) Attribute Definition
    • 4.1.19 First Name

Entity ARM: Insured Detail Column Name IRFSNM Label Name First Name System Name Data Type CHAR(15) Attribute Definition
    • 4.1.20 First Name

Entity ARM: Renter Detail Column Name RKFSNM Label Name First Name System Name Data Type CHAR(15) Attribute Definition
    • 4.1.21 Group

Entity A4 Cross Reference Column Name grp_id Label Name Group Number System Name Data Type CHAR(2) Attribute Definition
    • 4.1.22 Insurance Claim Number

Entity ARM: Authorization(Claim Info) Column Name AZCLNO Label Name Insurance Claim Number System Name Data Type CHAR(20) Attribute Definition
    • 4.1.23 Last Name

Entity ARM: Adjustor Master Column Name ALLSNM Label Name Last Name System Name Data Type CHAR(20) Attribute Definition
    • 4.1.24 Last Name

Entity ARM: Insured Detail Column Name IRLSNM Label Name Last Name System Name Data Type CHAR(20) Attribute Definition
    • 4.1.25 Last Name

Entity ARM: Renter Detail Column Name RKLSNM Label Name Last Name System Name Data Type CHAR(20) Attribute Definition
    • 4.1.26 loss type code

Entity AUTHORIZATION EXTENSION Column Name loss_typ_cde Label Name loss type code: System Name LOSSTYPCDE Data Type DEC(3, 0) Attribute The loss type code defines the different loss categories Definition when an Insurance Company authorizes a Rental. For example: Theft, Drivable, Repairable, Non-drivable, Non-repairable, Totaled.
    • 4.1.27 loss type description

Entity LOSS TYPE Column Name loss_typ_dsc Label Name loss type description: System Name LOSSTYPDSC Data Type CHAR(40) Attribute The loss type description is a lexical definition of the Definition loss type code which defines the different loss categories when an Insurance Company authorizes a Rental. For example: Theft, Drivable, Repairable, Non-drivable, Non-repairable, Totaled.
    • 4.1.28 Max $ Covered

Entity ARM: Authorization(Claim Info) Column Name AZ$MAX Label Name Max $ Covered System Name Data Type DECIMAL(9.2) Attribute Definition
    • 4.1.29 NOTE

Entity ARM: ARMS/400 Diary Notes File Column Name NENOTE Label Name NOTE System Name Data Type CHAR(50) Attribute Definition
    • 4.1.30 Number Of Days Authorized

Entity ARM: Authorization(Claim Info) Column Name AZAUDY Label Name Number Of Days Authorized System Name Data Type DECIMAL(3) Attribute Definition
    • 4.1.31 Rental Location

Entity ARM: Authorization(Claim Info) Column Name AZRNLC Label Name Rental Location System Name Data Type CHAR(10) Attribute Definition
    • 4.1.32 renter email

Entity RENTER EXTENSION Column Name rentr_eml Label Name renter email: System Name RENTREML Data Type CHAR(70) Attribute Definition The email address of the renter.
    • 4.1.33 Renter Make/Model

Entity ARM: Renter Detail Column Name RKVHMM Label Name Renter Make/Model System Name Data Type CHAR(15) Attribute Definition
    • 4.1.34 Renter Vehicle Year

Entity ARM: Renter Detail Column Name RKVHYR Label Name Renter Vehicle Year System Name Data Type NUMERIC(4) Attribute Definition
    • 4.1.35 Renters Day Phone Extension

Entity ARM: Renter Detail Column Name RKDYEX Label Name Renters Day Phone Extension System Name Data Type NUMERIC(4) Attribute Definition
    • 4.1.36 Renters Night Phone

Entity ARM: Renter Detail Column Name RKNTPH Label Name Renters Night Phone System Name Data Type NUMERIC(10) Attribute Definition
    • 4.1.37 Renters Night Phone Extension

Entity ARM: Renter Detail Column Name RKNTEX Label Name Renters Night Phone Extension System Name Data Type NUMERIC(4) Attribute Definition
    • 4.1.38 Repair Facility Name

Entity ARM: Repair Detail Column Name RURFNM Label Name Repair Facility Name System Name Data Type CHAR(35) Attribute Definition
    • 4.1.39 Start Date

Entity ARM: Authorization(Claim Info) Column Name AZSTDT Label Name Start Date System Name Data Type NUMERIC(8) Attribute Definition
    • 4.1.40 State

Entity ARM: Rental Location Master Column Name LOSACD Label Name State System Name Data Type CHAR(2) Attribute Definition
    • 4.1.41 State

Entity ARM: Renter Detail Column Name RKSACD Label Name State System Name Data Type CHAR(2) Attribute Definition
    • 4.1.42 State

Entity ARM: Repair Detail Column Name RUSACD Label Name State System Name Data Type CHAR(2) Attribute Definition
    • 4.1.43 Status Description

Entity ARM: ARMS/400 Cross Reference Status Table File Column Name XUSTDS Label Name Status Description System Name Data Type CHAR(6) Attribute Definition
    • 4.1.44 Telephone Number

Entity ARM: Rental Location Master Column Name LOPHNO Label Name Telephone Number System Name Data Type NUMERIC(10) Attribute Definition
    • 4.1.45 Telephone Number

Entity ARM: Repair Detail Column Name RUPHNO Label Name Telephone Number System Name Data Type NUMERIC(10) Attribute Definition
    • 4.1.46 Vehicle Class

Entity ARM: Authorization(Claim Info) Column Name AZVHCS Label Name Vehicle Class System Name Data Type CHAR(2) Attribute Definition
    • 4.1.47 Vehicle Rate

Entity ARM: Authorization(Claim Info) Column Name AZVHRT Label Name Vehicle Rate System Name Data Type DECIMAL(5.2) Attribute Definition
    • 4.1.48 Zip Code

Entity ARM: Rental Location Master Column Name LOZPCD Label Name Zip Code System Name Data Type CHAR(9) Attribute Definition
    • 4.1.49 Zip Code

Entity ARM: Repair Detail Column Name RUZPCD Label Name Zip Code System Name Data Type CHAR(9) Attribute Definition

5. Questions and Answers

    • Issue Number: 419
    • Question: 6-23-00, When rejecting an authorization do we want a reason code? Per Jennifer—Mike, Brad and Craig is handling this.
    • Status: Pending
    • Resolution: 07-03-00—Brad Reel: In the ARMS Web V2.0 application reason codes will be collected for the following events: reject invoice, terminate authorization. Per a discussion with Randy Haselhorst, it would be worthwhile to collect a reason code for reject/cancel authorization. However, it is not critical for this release. If possible it should be incorporated.
    • 07-03-00—Brad Reel: I am reassigning to Mike Slater to work with Neil Fitzgerald and determine whether or not to incorporate in V2.0, or wait until a later release.

Functional Design Specification Change Customer File Version 1.1 Change Customer File 1. Change Customer File Use Case 1.1 Brief Description

    • The Change Authorization use case describes how the USER could change an authorization assigned to a reservation nor an open rental.

1.2 Use Case Actors

    • The following actors will interact with this use case:
      • ADJUSTER—The USER will use this case to add or change information related to an existing Customer File on a rental within ARMS Web.

1.3 Pre-Conditions

    • The USER must be logged into the ARMS Web system.
    • The USER must have selected to change an existing Customer File.

1.4 Flow of Events

    • The Flow of Events will include the necessary steps to make changes to a Customer File.
    • 1.4.1 Activity Diagram—see FIG. 119.
    • 1.4.2 Basic Flow
      • 1. The USER will select a Customer File to change.
      • 2. The SYSTEM will display the associated Customer File detail of the selected item.
      • 3. The USER will add additional or modify existing information associated with the Customer File.
      • 4. The SYSTEM will validate added or modified data.
      • 5. The SYSTEM will update ARMS Web to reflect the changes.
      • 6. The SYSTEM notifies ARMS of the changes associated with the Customer File.
      • 7. The SYSTEM checks the profile for the confirmation screen setting.
      • 8. This ends the use case.
    • 1.4.3 Alternative Flows
      • 1.4.3.1 View Rental Notebook
        • At step 1, the USER may choose to view the history of a rental. The USER will be able to see the last five diary notes. The USER can also select to view the transaction history or add diary notes from the Extend Rental Detail.
      • 1.4.3.2 Validate Changes
        • If the USER changes or adds information, which does not pass validation, an error message will notify the USER and return them to step 1 of the Basic Flow.
        • If an error is discovered in the validation of the reservation/rental information submitted by the USER (Step 3 of the Basic Flow), the system would present the USER with an error message and return them to the Detailed Reservation/Rental Display. If the error is specific to a data field within the form, the field should be highlighted and the error described.
      • 1.4.3.3 Display Confirmation
        • After step 6, the USER may wish to have a confirmation page displayed, indicating that some type of change has taken place. The confirmation page is completely optional; therefore, at anytime the USER wants to set their profile to bypass this screen, he/she may do so.
      • 1.4.3.4 Update USER Profile
        • During the confirmation process, the USER has the option of changing their profile setting to display or hide the confirmation page. Each time the setting is changed, the USER profile must be updated to reflect the new requirements set by the USER.

1.5 Post-Conditions

    • If the use case was successful then the changes have been saved to the ARMS Web database and if appropriate, ARMS Web has generated notification transactions to ARMS.
    • If the use case was unsuccessful then the system has remained unchanged.

1.6 Special Requirements

    • It will be considered invalid if for a reservation, the Claim Number, Renter First Name, Renter Last Name, Claim Type, Vehicle Condition, Rental Location, Authorized Number of Days, Direct Bill Percent, and at least one Renter Telephone number have not been included.
    • It will be considered invalid if the customer has established Claim Number editing and the Claim Number format does not meet the requirements of the customer's Claim Number definition.
    • It will be considered invalid if any field identified as REQUIRED in the company/office profile is not included.
    • It will be considered invalid if any data entered violates the data type as specified by the ARMS Web database (i.e., alpha characters in a numeric field).
    • A warning will be presented to the USER if any defined limits identified in the company/office/user profile are exceeded (e.g., Maximum Number of Days Authorized). The system will allow the USER to submit the authorization from the warning.
    • It will be considered invalid if the selected Claim Type is ‘Insured,’ or ‘Theft’ and the reservation does not include an Authorized Rate or does not include both Policy Daily and Policy Maximum Limits (with the exception of reservations with a Direct Bill Percent of zero (0)). A Policy Daily Limit of zero (0) is an acceptable entry.
    • It will be considered invalid if the selected Claim Type is ‘Insured,’ or ‘Theft’ and the reservation includes a Policy Maximum Limit but does not include an Authorized Rate or Policy Daily Limit (with the exception of reservations with a Direct Bill Percent of zero (0)). A Policy Daily Limit of zero (0) is an acceptable entry.
    • It will be considered invalid if the selected Claim Type is ‘Claimant’ and Policy Limits (Daily or Maximum) have been included.
    • It will be considered invalid if the Authorized Number of Days is included and is less than zero (0).
    • It will be considered invalid if the Direct Bill Percent is greater than zero (0) and the Authorized Number of Days is zero.
    • It will be considered invalid if the Direct Bill Percent is less than zero (0).
    • It will be considered invalid if the Direct Bill Percent is greater than one hundred (100).
    • It will be considered invalid if the Labor Hours are less than zero (0).
    • It will be considered invalid if the Date of Loss is greater than the current date.
    • It will be considered invalid if the first three digits (i.e., area code) of any U.S. or Canadian telephone number meet the criteria below:
      • 0XX
      • 1XX
      • the second and third digits equal (e.g., 800, 877, 888, etc.)
      • Where X equals any digit 0 through 9.
    • It will be considered invalid if a U.S. or Canadian telephone number does not consist of 10 digits.
    • It will be considered invalid if a U.S. postal code that does not consist of 5 or 9 digits.
    • It will be considered invalid if the a Canadian postal code does not consist of 6 alphanumeric characters in the format AXAXAX where A is an alpha character and X is a digit between 0 and 9.
    • It will be considered invalid if an E-mail address is included that does not include an ‘@’ character.
    • It will be considered invalid if the Send e-mail Confirmation to Renter flag is set to true and the Renter e-mail address is not included.
    • If the customer file is in reservation status, the screen will show a cancel button for the USER to cancel the authorization if desired.
    • If the customer file is in open ticket status, the screen will show the set last day button for the USER to terminate the rental if desired.

1.7 Extension Points

    • 1.7.1 MA-04 Send a Message
      • The Send Message will be used to allow the USER to capture messages and diary notes associated with extending a rental. The USER can elect to either have the message sent to the Enterprise rental branch location responsible for the reservation/authorization, or to store the note in the ARMS Web system without sending the message to Enterprise. All MESSAGES and DIARY NOTES captured must be related to a specific reservation/authorization.
    • 1.7.2 MA-16 Reassign USER or Office (The Transfer File button invokes this use case)
      • After the extend rental detail is displayed, the USER may choose to change the current office/USER. First, the USER would select to change the current office/USER. Second, the system would display a list of authorized offices/USERs. Third, the USER would select a new office/USER.
    • 1.7.3 MA-15 Terminate a Rental (Set Last Day)
      • After the extend rental detail is displayed, the USER may choose to terminate the rental. If termination is selected, the USER must enter a reason for the termination of the rental. Termination means the insurance company is no longer willing to pay for the rental. This function (button) is only available for an open ticket. For reservation status, the USER should see the Cancel button.
    • 1.7.4 MA-17 Cancel Authorization
      • Before step 5 of the Basic Flow, the USER should have the capability to cancel the authorization. Before the USER has made changes that have been updated in the database and sent to ARMS, the Cancel Authorization function (button) should be available for reservation status. However, the USER cannot perform the Cancel function on an open ticket. For an open ticket, the Termination (Set Last Day) function (button) is available.
    • 1.7.5 MA-08 View Car Class
      • The View Car Class use case will be used to allow the USER to view details about and select a car class to apply to a reservation. Details will include the average number of passengers and luggage items that can be served by a vehicle in the specific car class. The car class selected by the USER should be applied to the reservation.

2. Screen Design

    • A definition of the screen layout(s), screen data fields, and screen functions that are used to implement the flows identified above. More than one screen may be used to implement support for the use case flow.

2.1 Change Rental Detail

    • This screen (see FIGS. 120(a) and (b)) will allow the USER to work the currently selected authorization request. The USER may set the authorization amounts and policy coverage limits or may assign the request to another adjuster.
    • 2.1.1 Screen Layout—Change Rental Detail—see FIGS. 120(a) and (b)
    • 2.1.2 Change Rental Detail

Screen Specific Screen Label Type Size Screen Field Name Data Field Name Rule Additional Output 15 Additional Charges Charges Handling For: Output 30 Handling for First Name + Last Last Name + First Adjuster's Name Name Name Note to Self Input 50 Message NOTE Only Messages: Output 8 Message Creation Add Date N/A. Date Note to Input 50 Message Text NOTE N/A. Enterprise: Output 50 Message Text NOTE N/A. Claim Number: Output 11 Claim Number Insurance Claim Number Days Output 2 Number of Days Number Of Days N/A. Authorized to Authorized Authorized Date: _ additional Output 2 Number of Days to Number of Days to authorized days Extend Extend Policy Limits List Box 5 Policy Maximum and Max $ Covered + Dollars per day Dollars Per Day Covered Output 30 Rental Location Rental Location Branch Name days @: List Box 6 Rental Location Rate Vehicle Rate N/A. Date of Rental Output 10 Rental Start Date Start Date N/A. Insured Name: Output 30 Insured's Name First Name + Last Name Output 30 Rental Location Address Line + N/A. Address Address Line2 Output 25 Rental Location City City N/A. Name Output 10 Rental Location Zip Code N/A. Postal/Zip Code Output 3 Rental Location State/ State N/A. Province Code Output 13 Rental Location Telephone Number N/A. Telephone Number Date of Loss: Output 10 Date of Loss Date of Loss Output 20 Renter City Name City Output 10 Rental Postal/Zip Zip Code Code Output 3 Renter State/ State Province Code Output 30 Renter Street Address Line Address Home: Output 16 Renter's Home Renters Night Phone + Not editable if ticket Phone Renters Night is Open. Phone Extension Output 30 Renter's Name First Name + Last Will not be editable if Name ticket is open. First Name + Last Name Renter Output 30 Renter's Name First Name + Last N/A. Information: Name Work Phone: Output 16 Renter's Work Phone Day Phone + Will not be able to Renters Day Phone edit if ticket is Open. Extension Owner's Output 4 Vehicle Year, Make Renter Make/Model + vehicle: and Model Renter Vehicle Year Repair Facility: Output 20 Body Shop Name Repair Facility Name Input 16 Body Shop Phone Telephone Number Number Output 15 Repair Facility City City Output 3 Repair Facility State State Output 7 Repair Facility zip Zip Code code Last Day Output 10 Date rental is CALCULATED Calculated field. authorized authorized through Populated with an Open Ticket only. Charges to Output 10 Total Charges CALCULATED Date: Renter Type Output 10 Claim type claim type description Claims Office: Output 3 Office Id external organization N/A. abbreviated name Vehicle Output 15 Type of Loss loss type description Condition Renter Email: Output 20 Renter's Email renter email Will not be able to edit if ticket is Open.
    • 2.1.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.1.3.1 Skip
        • When clicked, the USER will be taken out of the use case without changing the current status of the request. Any changes made by clicking Change or Add and keying data in the bottom section will be saved.
      • 2.1.3.2 Process
        • When clicked, the system will validate the input and accept the changes made to the customer file. The arms web database will be updated and the data will be sent to the arms system. The use case will then end and the USER will return to the process from which they came.
      • 2.1.3.3 Notebook
        • When clicked, the USER will be taken to the Note Book section at the bottom of the screen to view all messages for this rental.
      • 2.1.3.4 Set Last Day
        • When clicked, the system will terminate the rental. The USER will be prompted to enter a termination date for this rental. This coincides with the use case MA-15-Terminate Rental.
      • 2.1.3.5 Transfer File
        • When clicked, the USER will be taken to the Transfer File screen. This screen allows the USER to change the office or adjuster currently assigned to the customer file. The required information in the Extend Rental/Customer File will be passed to the Transfer File screen. Upon completion of the transfer, the USER will then be returned to the next action item or the profiled start page, depending on the screen from which the USER began.
      • 2.1.3.6 Change or Add
        • When clicked, the system will refresh the current screen and make all editable fields in the bottom section (outside the gray box area) input capable. The changes on the top of the screen will not be lost.
      • 2.1.3.7 Top of page
        • When clicked, the USER will be taken to the top of the current page.
      • 2.1.3.8 View Car Class
        • When clicked, the USER will be taken to the View Car Class Use Case. No changes will be lost. Once the USER is finished with this use case, the USER will return to the Extend Rental Use Case.
      • 2.1.3.9 Extend Rental (checkbox)
        • When clicked and the process button is clicked, the system will validate the input and accept the extension AND any other changes made to the customer file. The arms web database will be updated and the data will be sent to the arms system. The use case will then end and the USER will proceed to the next action item. (If unchecked and the process button is clicked, only the changes to the screen will be saved. The extension will NOT be executed.)
      • 2.1.3.10 Last Action Message
        • After each action item in the USER's list has been completed, upon arriving at the next item there will be a confirmation message at the top of the screen. This message will be a hyperlink describing the last completed action. If the USER clicks on this link, the system will open the customer file, which will reflect all of the current information for the rental. The USER is then free to make additional changes or to simply view the file.

3. Application Operations 4. Data Fields 4.1 Data Field Definition

    • This section includes a definition of all data fields included in the functional specification.
    • 4.1.1 Add Date

Entity ARM: ARMS/400 Diary Notes File Column Name NEADDT Label Name Add Date System Name Data Type NUMERIC(8) Attribute Definition
    • 4.1.2 Address Line

Entity ARM: Renter Location Master Column Name LOADL1 Label Name System Name Data Type CHAR(30) Attribute Definition
    • 4.1.3 Address Line

Entity ARM: Renter Detail Column Name RKADL1 Label Name Address Line System Name Data Type CHAR(30) Attribute Definition
    • 4.1.4 Address Line2

Entity ARM: Rental Location Master Column Name LOADL2 Label Name Address Line System Name Data Type CHAR(30) Attribute Definition
    • 4.1.5 Branch

Entity ARM: Rental Location Master Column Name Branch Label Name Branch: System Name Data Type CHAR(2) Attribute Definition
    • 4.1.6 City

Entity ARM: Rental Location Master Column Name LOCYNM Label Name City System Name Data Type CHAR(20) Attribute Definition
    • 4.1.7 City

Entity ARM: Renter Detail Column Name RKCYNM Label Name City System Name Data Type CHAR(20) Attribute Definition
    • 4.1.8 City

Entity ARM: Repair Detail Column Name RUCYNM Label Name City System Name Data Type CHAR(20) Attribute Definition
    • 4.1.9 claim type code

Entity AUTHORIZATION EXTENSION Column Name clm_typ_cde Label Name claim type code: System Name CLMTYPCDE Data Type DEC(3.0) Attribute Definition The claim type code defines the different Authorization claim types. For example: Insured, Claimant, Uninsured Motorist, etc.
    • 4.1.10 claim type description

Entity CLAIM TYPE Column Name clm_typ_dsc Label Name claim type description: System Name CLMTYPDSC Data Type CHAR(40) Attribute Definition The claim type description is a lexical definition of the claim type code which defines the different Authorization claim types. For example: Insured, Claimant, Uninsured Motorist, etc.
    • 4.1.11 company identifier

Entity EXTERNAL ORGANIZATION Column Name cmpy_id Label Name company identifier: System Name CMPYID Data Type DEC(11.0) Attribute Definition Business Party Identifier is a surrogate key assigned to each unique occurrence of an Individual, External Organization, and Internal Organization (Business Party).
    • 4.1.12 Date of Loss

Entity ARM: Renter Detail Column Name RKLSDT Label Name Date Of Loss System Name Data Type NUMERIC(8) Attribute Definition
    • 4.1.13 Day Phone

Entity ARM: Renter Detail Column Name RKDYPH Label Name Day Phone System Name Data Type NUMERIC(10) Attribute Definition
    • 4.1.14 external organization abbreviated name

Entity EXTERNAL ORGANIZATION Column Name e_o_abbr_nam Label Name external organization abbreviated name: System Name EOABBRNAM Data Type CHAR(10) Attribute Definition External Organization Abbreviated Name is a shortened text based label associated with an organization outside of Enterprise. This name is sometimes used for accounting purposes.
    • 4.1.15 external organization identifier

Entity EXTERNAL ORGANIZATION Column Name e_o_id Label Name external organization identifier: System Name EOID Data Type DEC(11.0) Attribute Definition The external organization identifier is a surrogate key assigned to each unique occurrence of an External Organization. Examples: body shops, vehicle manufacturers, insurance companies, leasing accounts, credit unions, dealerships, or government agencies.
    • 4.1.16 First Name

Entity ARM: Adjustor Master Column Name ALFSNM Label Name First Name System Name Data Type CHAR(15) Attribute Definition
    • 4.1.17 First Name

Entity ARM: Insured Detail Column Name IRFSNM Label Name First Name System Name Data Type CHAR(15) Attribute Definition
    • 4.1.18 First Name

Entity ARM: Renter Detail Column Name RKFSNM Label Name First Name System Name Data Type CHAR(15) Attribute Definition
    • 4.1.19 Group

Entity ARM: Rental Location Master Column Name Group Label Name Group Number System Name Data Type CHAR(2) Attribute Definition
    • 4.1.20 Insurance Claim Number

Entity ARM: Authorization(Claim Info) Column Name AZCLNO Label Name Insurance Claim Number System Name Data Type CHAR(20) Attribute Definition
    • 4.1.21 Last Name

Entity ARM: Adjustor Master Column Name ALLSNM Label Name Last Name System Name Data Type CHAR(20) Attribute Definition
    • 4.1.22 Last Name

Entity ARM: Insured Detail Column Name IRLSNM Label Name Last Name System Name Data Type CHAR(20) Attribute Definition
    • 4.1.23 Last Name

Entity ARM: Renter Detail Column Name RKLSNM Label Name Last Name System Name Data Type CHAR(20) Attribute Definition
    • 4.1.24 loss type code

Entity AUTHORIZATION EXTENSION Column Name loss_typ_cde Label Name loss type code: System Name LOSSTYPCDE Data Type DEC(3.0) Attribute Definition The loss type code defines the different loss categories when an Insurance Company authorizes a Rental. For example: Theft, Drivable, Repairable, Non-drivable, Non-repairable, Totaled.
    • 4.1.25 loss type description

Entity LOSS TYPE Column Name loss_typ_dsc Label Name loss type description: System Name LOSSTYPDSC Data Type CHAR(40) Attribute Definition The loss type description is a lexical definition of the loss type code which defines the different loss categories when an Insurance Company authorizes a Rental. For example: Theft, Drivable, Repairable, Non-drivable, Non-repairable, Totaled.
    • 4.1.26 message ecars indicator

Entity AUTHORIZATION MESSAGE Column Name msg_ecars_ind Label Name message ecars indicator: System Name MSGECARIND Data Type CHAR(1) Attribute Definition The message ecars indicator indicates whether the message is sent/received from the ecars system.
    • 4.1.27 NOTE

Entity ARM: ARMS/400 Diary Notes File Column Name NENOTE Label Name NOTE System Name Data Type CHAR(50) Attribute Definition
    • 4.1.28 Number Of Days Authorized

Entity ARM: Authorization(Claim Info) Column Name AZAUDY Label Name Number Of Days Authorized System Name Data Type DECIMAL(3) Attribute Definition
    • 4.1.29 Rate Charged

Entity ARM: Authorization(Claim Info) Column Name AZRTCH Label Name Rate Charged System Name Data Type DECIMAL(5.2) Attribute Definition
    • 4.1.30 Rental Location

Entity ARM: Authorization(Claim Info) Column Name AZRNLC Label Name Rental Location System Name Data Type CHAR(10) Attribute Definition
    • 4.1.31 renter email

Entity RENTER EXTENSION Column Name rentr_eml Label Name renter email: System Name RENTREML Data Type CHAR(70) Attribute Definition The email address of the renter.
    • 4.1.32 Renter Make/Model

Entity ARM: Renter Detail Column Name RKVHMM Label Name Renter Make/Model System Name Data Type CHAR(15) Attribute Definition
    • 4.1.33 Renter Vehicle Year

Entity ARM: Renter Detail Column Name RKVHYR Label Name Renter Vehicle Year System Name Data Type NUMERIC(4) Attribute Definition
    • 4.1.34 Renters Day Phone Extension

Entity ARM: Renter Detail Column Name RKDYEX Label Name Renters Day Phone Extension System Name Data Type NUMERIC(4) Attribute Definition
    • 4.1.35 Renters Night Phone

Entity ARM: Renter Detail Column Name RKNTPH Label Name Renters Night Phone System Name Data Type NUMERIC(10) Attribute Definition
    • 4.1.36 Renters Night Phone Extension

Entity ARM: Renter Detail Column Name RKNTEX Label Name Renters Night Phone Extension System Name Data Type NUMERIC(4) Attribute Definition
    • 4.1.37 Repair Facility Name

Entity ARM: Repair Detail Column Name RURFNM Label Name Repair Facility Name System Name Data Type CHAR(35) Attribute Definition
    • 4.1.38 standard message description

Entity STANDARD MESSAGE Column Name std_msg_dsc Label Name standard message description: System Name STDMSGDSC Data Type CHAR(50) Attribute Definition The standard message description is a lexical definition for standard message code which defines a predefined message which is applicable to specific activity type codes. For example: “Authorization confirmed on &Date with Reservation Number &Resnumber”
    • 4.1.39 Start Date

Entity ARM: Authorization(Claim Info) Column Name AZSTDT Label Name Start Date System Name Data Type NUMERIC(8) Attribute Definition
    • 4.1.40 State

Entity ARM: Rental Location Master Column Name LOSACD Label Name State System Name Data Type CHAR(2) Attribute Definition
    • 4.1.41 State

Entity ARM: Renter Detail Column Name RKSACD Label Name State System Name Data Type CHAR(2) Attribute Definition
    • 4.1.42 State

Entity ARM: Repair Detail Column Name RUSACD Label Name State System Name Data Type CHAR(2) Attribute Definition
    • 4.1.43 Status Description

Entity ARM: ARMS/400 Cross Reference Status Table File Column Name XUSTDS Label Name Status Description System Name Data Type CHAR(6) Attribute Definition
    • 4.1.44 Telephone Number

Entity ARM: Rental Location Master Column Name LOPHNO Label Name Telephone Number System Name Data Type NUMERIC(10) Attribute Definition
    • 4.1.45 Telephone Number

Entity ARM: Repair Detail Column Name RUPHNO Label Name Telephone Number System Name Data Type NUMERIC(10) Attribute Definition
    • 4.1.46 Vehicle Class

Entity ARM: Authorization(Claim Info) Column Name AZVHCS Label Name Vehicle Class System Name Data Type CHAR(2) Attribute Definition
    • 4.1.47 Vehicle Rate

Entity ARM: Authorization(Claim Info) Column Name AZVHRT Label Name Vehicle Rate System Name Data Type DECIMAL(5,2) Attribute Definition
    • 4.1.48 Zip Code

Entity ARM: Rental Location Master Column Name LOZPCD Label Name Zip Code System Name Data Type CHAR(9) Attribute Definition
    • 4.1.49 Zip Code

Entity ARM: Repair Detail Column Name RUZPCD Label Name Zip Code System Name Data Type CHAR(9) Attribute Definition
    • 4.1.50 Zip Code

Entity ARM: Repair Detail Column Name RUZPCD Label Name Zip Code System Name Data Type CHAR(9) Attribute Definition

5. Questions and Answers

    • Issue Number: 368
    • Question: Can the Adjuster shorten the number of days authorized without terminating the rental.
    • Status: Closed—Resolved
    • Resolution: 5-3-00, Brian Weingart, Kim De Valiance—No. After a ticket is open and has been authorized, the only modification allowed to the number of days authorized comes in the form of a termination. For example, if an adjuster sent us ten days and on the fifth day, decided to only give us a total of six (thereby removing the authorization for four days) the adjuster would have to terminate that rental as of the sixth day.
    • Issue Number: 386
    • Question: Should the Date of Loss be editable in Change Authorization or does it depend on the state of the reservation/ticket.
    • Status: Closed—Resolved
    • Resolution: 6-23-00, Brian Weingart,—Since Date of Loss is considered Insurance company information, the adjuster owns this information. The Adjuster can change this in either a reservation or open ticket status. This is editable until the rental is considered closed.

Functional Design Specification Terminate Rental Version 1.0 Terminate Rental 1. Terminate Rental Use Case 1.1 Brief Description

    • The Terminate Rental use case describes how the USER would terminate a rental. This use case will allow the USER to inform Enterprise of the last day that the ADJUSTER will pay for a rental. In most cases, by providing a date in the future, Enterprise will receive an extension through the last day.

1.2 Use Case Actors

    • The following actors will interact with this use case:
      • ADJUSTER—The USER will use this case to terminate a rental.

1.3 Pre-Conditions

    • The USER must be logged into the ARMS Web system.
    • The USER must have the authority to terminate an open rental.
    • The USER must have selected an authorized rental.

1.4 Flow of Events

    • The Flow of Events will include the necessary steps to terminate a rental.
    • 14.1 Activity Diagram—see FIG. 121.
    • 14.2 Basic Flow
      • 1. The USER selects to terminate an authorization.
      • 2. The system prompts the USER for the termination information.
      • 3. The USER enters the termination date and reason/comments.
      • 4. The USER submits the termination information.
      • 5. The system will validate the termination information.
      • 6. The system updates the ARMS Web database.
      • 7. The system reads the USER profile for the confirmation settings.
      • 8. This ends the use case.
    • 1.4.3 Alternative Flows
      • 1.4.3.1 Previous
        • After step 3, the USER can abandon all changes, which result in the system state remaining unchanged. After clicking the “Previous” button, the USER will be returned to the screen from which they came.
      • 1.4.3.2 Additional Comments
        • When terminating a rental, the USER must select a reason from the drop-down box to explain why the termination is taking place. As well, if further explanation is desired there is a comment box in which the USER may enter additional comments for more clarification. This section is optional, unless the USER selects “Other” from the reason code drop-down box. In this case, the comment box must be used.
      • 1.4.3.3 Display Confirmation
        • After step 7, the USER may wish to have a confirmation page displayed, indicating that some type of change has taken place. The confirmation page is completely optional; therefore, at anytime the USER wants to set their profile to bypass this screen, he/she may do so.
      • 1.4.3.4 Update USER Profile
        • During the confirmation process, the USER has the option of changing their profile setting to display or hide the confirmation page. Each time the setting is changed, the USER profile must be updated to reflect the new requirements set by the USER.

1.5 Post-Conditions

    • If the use case was successful then the changes will go into effect immediately and write a transaction record to pass to ARMS indicating that there was a change on the rental. If the renter's email address was entered, a system-generated message will notify the renter.
    • If the use case was unsuccessful then the system will remain unchanged.

1.6 Special Requirements

    • 1.6.1 The termination date must be greater than or equal to the current date or the last day authorized. There is a business rule that ensures that an adjuster cannot take away already used rental days.

Current Date Authorization Date Termination Date 6/20 6/25 >= 6/20 6/20 6/10 >+ 6/10
    • 1.6.2 If the USER extends an authorization that has been terminated, the termination information is considered invalid.
    • 1.6.3 It is mandatory that a USER select a termination reason from the drop-down list. If the USER selects “Other” from the drop-down list, a comment about the termination must be supplied.

1.7 Extension Points

    • None.

2. Screen Design

    • A definition of the screen layout(s), screen data fields, and screen functions that are used to implement the flows identified above. More than one screen may be used to implement support for the use case flow.

2.1 Terminate Rental

    • This screen (see FIG. 122) will allow the user enter the information about terminating a rental.
    • 2.1.1 Screen Layout—Terminate Rental—see FIG. 122
    • 2.1.2 Terminate Rental

Screen Field Screen Label Type Size Name Data Field Screen Specific Rule Comment: Input 50 Message Text NOTE Required field if Reason selected is “other” Reason: List Box 30 Reason NOTE Required Field Termination List Box 10 Termination Date Termination Date The date entered must Date be the current date or later. This is the date that the insurance company will no longer pay for the rental. /This field should have a calendar control associated with it to allow the user to select the date of loss from a calend. Renter: Output 30 Renter's Name First Name + Last Renter's Last Name + Name Renter's First Name
    • 2.1.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.1.3.1 Previous
        • Will return the user to the detail screen from which they came. The system and the information on the detail screen will remain unchanged.
      • 2.1.3.2 Process
        • When clicked, the system will complete the termination of the rental and notify the required parties.
        • 2.1.3.2.1 The user must have selected a valid termination date that is greater than the current date.

3. Application Operations 4. Data Fields 4.1 Data Field Definition

    • This section includes a definition of all data fields included in the functional specification.
    • 4.1.1 Company Id

Entity ARM: ARMS/400 Internal Error Log File Column Name E4CUID Label Name Company Id System Name Data Type CHAR(5) Attribute Definition
    • 4.1.2 external organization abbreviated name

Entity EXTERNAL ORGANIZATION Column Name e_o_abbr_nam Label Name external organization abbreviated name: System Name EOABBRNAM Data Type CHAR(10) Attribute Definition External Organization Abbreviated Name is a shortened text based label associated with an organization outside of Enterprise. This name is sometimes used for accounting purposes.
    • 4.1.3 external organization identifier

Entity EXTERNAL ORGANIZATION Column Name e_o_id Label Name external organization identifier: System Name EOID Data Type DEC(11,0) Attribute Definition The external organization identifier is a surrogate key assigned to each unique occurrence of an External Organization. Examples: body shops, vehicle manufacturers, insurance companies, leasing accounts, credit unions, dealerships, or government agencies.
    • 4.1.4 First Name

Entity ARM: Adjustor Master Column Name ALFSNM Label Name First Name System Name Data Type CHAR(15) Attribute Definition
    • 4.1.5 First Name

Entity ARM: Renter Detail Column Name RKFSNM Label Name First Name System Name Data Type CHAR(15) Attribute Definition
    • 4.1.6 Insurance Claim Number

Entity ARM: Authorization(Claim Info) Column Name AZCLNO Label Name Insurance Claim Number System Name Data Type CHAR(20) Attribute Definition
    • 4.1.7 Last Name

Entity ARM: Adjustor Master Column Name ALLSNM Label Name Last Name System Name Data Type CHAR(20) Attribute Definition
    • 4.1.8 Last Name

Entity ARM: Renter Detail Column Name RKLSNM Label Name Last Name System Name Data Type CHAR(20) Attribute Definition
    • 4.1.9 NOTE

Entity ARM: ARMS/400 Diary Notes File Column Name NENOTE Label Name NOTE System Name Data Type CHAR(50) Attribute Definition
    • 4.1.10 renter email

Entity RENTER EXTENSION Column Name rentr_eml Label Name renter email: System Name RENTREML Data Type CHAR(70) Attribute Definition The email address of the renter.
    • 4.1.11 Termination Date

Entity ARM: Authorization(Claim Info) Column Name AZTMDT Label Name Termination Date System Name Data Type NUMERIC(8) Attribute Definition

5. Questions and Answers

    • Issue Number: 373
    • Question: How is the renter currently notified of a termination of the rental? Are they usually notified by the time the rental is terminated? How should this be represented on the screen? Should the checkbox say to notify the renter or that the renter has already been notified?
    • Status: Pending
    • Resolution:

Functional Design Specification Transfer File Version 0.6 Transfer File 1. Transfer File Use Case 1.1 Brief Description

    • The Transfer File use case describes how the user would assign one of their action items to another user/office.

1.2 Use Case Actors

    • The following actors will interact with this use case. Each of the actors can be defined generically as USER. The USER will use this use case to reassign action items to other USERS and/or offices.
      • ADJUSTER
      • PROCESSOR

1.3 Pre-Conditions

    • The USER must be logged into the ARMS Web system.
    • The USER must have the ability to reassign action items.
    • The USER must have access to a customer file to reassign.
    • The customer file must be in an open, reservation, or unauthorized state.

1.4 Flow of Events

    • The Flow of Events will include the necessary steps for a USER to reassign action items.
    • 1.4.1 Activity Diagram—see FIG. 123.
    • 1.4.2 Basic Flow
      • 1. The USER selects to reassign a customer file.
      • 2. The system retrieves the list of valid offices to display.
      • 3. The system retrieves the list of valid USERs to display based on reservation/ticket status.
      • 4. The system displays the list of adjusters for the current office and the list of other valid offices.
      • 5. The USER selects the user that will be the new owner of the selected action item.
      • 6. The system will update the ARMS Web database to reflect the recent ownership change and changes, if any, from the prior screen.
      • 7. The system generates a message indicating that a transfer and any other changes have been completed.
      • 8. The system updates the ARMS Web database and notifies ARMS with an Authorization Change transaction.
      • 9. This ends the use case.
    • 1.4.3 Alternative Flows
      • 1.4.3.1 Change Office
        • After step 3 of the basic flow, the USER may choose to assign the action item to a new office. If the USER chooses a new office, the flow would return to step 2 of the basic flow. This should reflect possible recipients of the action item from that office.
      • 1.4.3.2 Cancel Use Case
        • The USER may cancel the use case at any point prior to updating the ARMS Web Database. If the USER elects to cancel the use case, the customer file will not be transferred, however, any other changes that were made to the file will remain.
      • 1.4.3.3 Display Confirmation
        • After step 7, the USER may wish to have a confirmation page displayed, indicating that some type of change has taken place. The confirmation page is completely optional, therefore, at anytime the USER wants to set their profile to bypass this screen, he/she may do so.
      • 1.4.3.4 Update USER Profile
        • During the confirmation process, the USER has the option of changing their profile setting to display or hide the confirmation page. Each time the setting is changed, the USER profile must be updated to reflect the new requirements set by the USER.

1.5 Post-Conditions

    • If the use case was successful then the changes should go in to effect immediately and the new owner should be able to view the newly assigned action item.
    • If the use case was unsuccessful then the system will remain unchanged.

1.6 Special Requirements

    • When building the list of valid USERS, the system will determine the status of the reservation/ticket and retrieve all users in the current office with authority to process that status of a reservation/ticket.
    • When building the list of valid Offices, the system will retrieve all other offices defined within ARMS Web as valid offices for the specified company.
    • When selecting an office for the reassign operation, the system must rebuild the user list so the USER will only see valid users that are able to complete the action item to be transferred.
    • After the changes have been submitted, the next Action Item will populate indicating that a transfer has been completed, if the USER started from the Action Item List.
    • After the changes have been submitted, the USER will return to the profiled start page with a message indicating that a transfer has been completed, if the USER arrived at the customer file via the search option.

1.7 Extension Points

    • None.

2. Screen Design

    • A definition of the screen layout(s), screen data fields, and screen functions that are used to implement the flows identified above. More than one screen may be used to implement support for the use case flow.

2.1 Transfer File

    • This screen (see FIG. 124) will allow the USER to pick which functions that they may want to change.
    • 2.1.1 Screen Layout—Transfer File—see FIG. 124
    • 2.1.2 Transfer File

Screen Label Type Size Screen Field Name Data Field Name Screen Specific Rule Adjuster's ListBox 30 Change to Adjuster's First Name + Last List of adjuster's within Name Name Name the currently selected Assign to Claim Office that are authorized to handle the current request type. The adjuster that the request is currently assigned to will be selected upon entry into the screen. Adjuster's Output 30 Current Adjuster's First Name + Last N/A. Name: Name Name Claims Office ListBox 3 Change to Office Id external List of office within the organization current Company identifier Structure that are authorized to handle the current request type. The office that the request is currently assigned to will be selected in the drop down box upon entry into the screen. Claims Office: Output 3 Current Office Id external N/A organization abbreviated name
    • 2.1.3 Screen Function Definition
      • 2.1.3.1 Cancel
        • When clicked, the USER will be returned to the screen/use case where they were prior to selecting Change Office/Adjuster (Transfer). Any changes made will be lost and the system will remain unchanged.
      • 2.1.3.2 Process
        • When clicked, the system will be validated. If the validation passes, the update will be sent to the ARMS system and the USER will be returned to the screen/use case from which they came. If the validation fails, the USER will be returned to the current screen with error message(s) and the field in error highlighted.

3. Application Operations 4. Data Fields 4.1 Data Field Definition

    • This section includes a definition of all data fields included in the functional specification.
    • 4.1.1 external organization abbreviated name

Entity EXTERNAL ORGANIZATION Column Name e_o_abbr_nam Label Name external organization abbreviated name: System Name EOABBRNAM Data Type CHAR(10) Attribute Definition External Organization Abbreviated Name is a shortened text based label associated with an organization outside of Enterprise. This name is sometimes used for accounting purposes.
    • 4.1.2 external organization identifier

Entity EXTERNAL ORGANIZATION Column Name e_o_id Label Name external organization identifier: System Name EOID Data Type DEC(11,0) Attribute Definition The external organization identifier is a surrogate key assigned to each unique occurrence of an External Organization. Examples: body shops, vehicle manufacturers, insurance companies, leasing accounts, credit unions, dealerships, or government agencies.
    • 4.1.3 First Name

Entity ARM: Adjustor Master Column Name ALFSNM Label Name First Name System Name Data Type CHAR(15) Attribute Definition
    • 4.1.4 Last Name

Entity ARM: Adjustor Master Column Name ALLSNM Label Name Last Name System Name Data Type CHAR(20) Attribute Definition

Functional Design Specification Cancel Authorization Version 1.0 Cancel Authorization 1. Cancel Authorization Use Case 1.1 Brief Description

    • This use case will describe how a USER would cancel an authorized reservation.

1.2 Use Case Actors

    • The following actors will interact with this use case:
    • ADJUSTER—The USER will be able to perform the duties of canceling an authorized reservation.

1.3 Pre-Conditions

    • The USER must be logged into the ARMS Web system.
    • The USER must have the ability to cancel an authorization.
    • The USER has selected an authorized reservation and wants to cancel the authorization within ARMS Web.

1.4 Flow of Events

    • The Flow of Events will include the necessary steps to “Cancel Authorization”.
    • 1.4.1 Activity Diagram—see FIG. 125.
    • 1.4.2 Basic Flow
      • 1. The USER selects to cancel the authorization.
      • 2. The system will prompt the user for a reason for cancellation.
      • 3. The USER will select a reason.
      • 4. The USER will submit the cancellation.
      • 5. The system will update the ARMS Web database to reflect that the USER cancelled the Authorization.
      • 6. The system will read the USER profile for the confirmation settings.
      • 7. This ends the use case.
    • 1.4.3 Alternative Flows
      • 1.4.3.1 Previous
        • After step 3, the USER can abandon all changes, which result in the system state remaining unchanged. After clicking the “Previous” button, the USER will be returned to the screen from which they came.
      • 1.4.3.2 Additional Comments
        • When canceling a rental, the USER must select a reason from the drop-down box to explain why the cancellation is taking place. As well, if further explanation is desired, there is a comment box in which the USER may enter additional comments for more clarification. This section is optional, unless the USER selects “Other” from the reason code drop-down box. In this case, the comment box must be used.
      • 1.4.3.3 Display Confirmation
        • After step 6, the USER may wish to have a confirmation page displayed, indicating that some type of change has taken place. The confirmation page is completely optional, therefore, at anytime the USER wants to set their profile to bypass this screen, he/she may do so.
      • 1.4.3.4 Update USER Profile
        • During the confirmation process, the USER has the option of changing their profile setting to display or hide the confirmation page. Each time the setting is changed, the USER profile must be updated to reflect the new requirements set by the USER.

1.5 Post-Conditions

    • If the use case was successful then the changes should go in to effect immediately and generate a transaction record to pass to ARMS indicating that the authorized reservation was cancelled.
    • If the use case was unsuccessful then the system will remain unchanged.

1.6 Special Requirements

    • When canceling an authorization, the USER must select a reason from the drop-down list. If the USER chooses “Other” from the pre-defined list, a comment about why the authorization was cancelled must be supplied.

1.7 Extension Points

    • None.

2. Screen Design

    • A definition of the screen layout(s), screen data fields, and screen functions that are used to implement the flows identified above. More than one screen may be used to implement support for the use case flow.

2.1 Cancel Direct Bill Authorization

    • This screen (see FIG. 126) will allow the USER to pick which functions that he/she may want to change.
    • 2.1.1 Screen Layout—Cancel Direct Bill Authorization—see FIG. 126
    • 2.1.2 Cancel Direct Bill Authorization

Screen Specific Screen Label Type Size Screen Field Name Data Field Name Rule Reason List Box 50 Cancellation Reason NOTE N/A Comment: Input 50 Message Text NOTE Required if cancellation reason is “Other” Claim # Output 30 Claim Number Insurance Claim Number Renter's Name Output 30 Renter's Name First Name + Last N/A Name
    • 2.1.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.1.3.1 Previous
        • When clicked, the user will be returned to the screen/use case where they were prior to selecting Cancel Reservation. Any changes made will be lost and the system will remain unchanged.
      • 2.1.3.2 Process
        • When clicked, the system will update the message file with the comment record if entered and mark the current reservation authorization as cancel. The cancellation and the new message, if entered, will be forwarded to the ARMS system. The system returns the USER to the appropriate Action Items List screen.

3. Application Operations 4. Data Fields 4.1 Data Field Definition

    • This section includes a definition of all data fields included in the functional specification.
    • 4.1.1 Cancel Date

Entity ARM: Authorization(Claim Info) Column Name AZCNDT Label Name Cancel Date System Name Data Type NUMERIC(8) Attribute Definition
    • 4.1.2 Cancellation Code

Entity ARM: Authorization(Claim Info) Column Name AZCNCD Label Name Cancellation Code System Name Data Type CHAR(2) Attribute Definition
    • 4.1.3 external organization abbreviated name

Entity EXTERNAL ORGANIZATION Column Name e_o_abbr_nam Label Name external organization abbreviated name: System Name EOABBRNAM Data Type CHAR(10) Attribute Definition External Organization Abbreviated Name is a shortened text based label associated with an organization outside of Enterprise. This name is sometimes used for accounting purposes.
    • 4.1.4 First Name

Entity ARM: Renter Detail Column Name RKFSNM Label Name First Name System Name Data Type CHAR(15) Attribute Definition
    • 4.1.5 Insurance Claim Number

Entity ARM: Authorization(Claim Info) Column Name AZCLNO Label Name Insurance Claim Number System Name Data Type CHAR(20) Attribute Definition
    • 4.1.6 Last Name

Entity ARM: Renter Detail Column Name RKLSNM Label Name Last Name System Name Data Type CHAR(20) Attribute Definition
    • 4.1.7 NOTE

Entity ARM: ARMS/400 Diary Notes File Column Name NENOTE Label Name NOTE System Name Data Type CHAR(50) Attribute Definition
    • 4.1.8 Rental Location

Entity ARM: Authorization(Claim Info) Column Name AZRNLC Label Name Rental Location System Name Data Type CHAR(10) Attribute Definition

5. Questions and Answers

    • Issue Number: 418
    • Question: Do we need a reason to cancel—have cancel page.
    • Status: Closed—Resolved
    • Resolution: 6-23-00, Per Neil, kill this page, it's not necessary.

Functional Design Specification View Customer File Version 1.0 View Customer File 1. Search and View Customer File 1.1 Brief Description

    • This use case describes the process that a USER would use to find and view information regarding a rental. In order to view the rental detail, one of two general conditions must be satisfied:
    • 1) The rental is open and the USER does not have any authority to make changes.
    • 2) The rental is in a state that no longer allows changes to be made.
    • If these conditions are not met, the USER will be taken to the appropriate use case.

1.2 Use Case Actors

    • All actors will use the use case to View Rental Detail in the ARMS Web system. All of the following actors can be defined generically as a USER:
      • ADJUSTER
      • PROCESSOR
      • COMPANY MANAGER
      • ENTERPRISE ADMINISTRATOR
      • COMPANY ADMINISTRATOR

1.3 Pre-Conditions

    • The USER must be signed-on to the system (AND)
    • The USER does not have the authority to make changes and the ticket is open, (OR)
    • The ticket is in a state that doesn't allow changes to be made.

1.4 Flow of Events

    • The Flow of Events includes all the steps necessary to View Rental Detail in the ARMS Web system.
    • 1.4.1 Activity Diagram—see FIG. 127.
    • 1.4.2 Basic Flow
      • The Basic Flow of the View Rental Detail use case includes all of the required activities for the USER to successfully find and view information regarding an open rental.
      • 1. The USER initiates a search for a Customer File.
      • 2. The system, based on criteria entered by the USER, retrieves the matches for that search.
      • 3. The system displays the search results.
      • 4. The USER selects one of the matches.
      • 5. The system displays the detail of the Customer File.
      • 6. This ends this use case.
    • 1.4.3 Alternative Flows
      • 1.4.3.1 Search Again
        • After step 3 of the basic flow, the USER may decide that they would like to conduct another search. By entering new search criteria, they would return to step 2 with new criteria and the use case could continue.
      • 1.4.3.2 Only One Match Found
        • At step 2 of the basic flow, if the system only finds one match, the system will advance to step 5 of the basic flow invoking the appropriate use case for modifications.
      • 1.4.3.3 View Only
        • If the Customer File selected was in a state not allowing changes, the system would display the Customer File, however, not allowing the USER to modify any information within ARMS Web.

1.5 Post-Conditions

    • If the use case is successful, the system will return to its previous state.
    • If the use case is unsuccessful, the use case the system will remain unchanged.

1.6 Special Requirements

    • To successfully locate a customer file, the following criteria must be satisfied:
    • 1. The following fields will limit the search results: Adjuster Name, Last Authorized Day, Date of Loss, and/or a status of the Customer File.
      • a. If a Renter Last Name has been supplied, an exact match on last name is considered valid.
      • b. If a Renter Last Name and Renter First Name has been supplied and there is no exact match on Renter Last Name, there is no match.
      • c. If a Renter Last Name and Renter First Name has been supplied and there is an exact match on Renter Last Name and not an exact match on Renter First Name, the Renter Last Name with the closest Renter First Name is considered a match.
      • d. If a Renter Last Name and Claim Number has been supplied and there is an exact match on Renter Last Name and not on Claim Number, the closest match on Renter Last Name and the closest match on Claim Number greater than the Claim Number provided is considered a match.
    • 2. If the USER supplies one or more of the following fields, the above result set will position to closest match of Customer Files based on: Renter Last Name, Renter First Name, and/or Claim Number.
    • 3. This search capability will include all available Open and Closed Rentals for searching.
    • 4. Any empty fields signify the search should not limit the result set by that field.
    • 5. Any Customer File present in the result set will contain a link to the appropriate use case based on the current status of the reservation or rental.

1.7 Extension Points

    • 1.7.1.1 MA-10 Authorized a Request
      • If the customer file were an unauthorized reservation or ticket, the system would enter the Authorization use case to allow the USER to authorize this Customer File.
    • 1.7.1.2 MA-12 Extend Rental
      • If the customer file were an authorized ticket or an action item of extension status, the system would enter the Extend Rental use case to allow the USER to extend this Customer File.
    • 1.7.1.3 MA-13 Change Authorization
      • If the customer file were an authorized reservation or ticket not requiring any immediate action, the system would enter the Change Authorization use case to allow the USER to authorize this Customer File.
    • 1.7.1.4 MA-07 Additional Charges
      • The Additional Charges use case will be used to add special charges to the reservation being created by the USER (e.g., CDW). Any Additional Charges captured should be returned and applied to the reservation. The existence of Additional Charges should be reflected on the reservation screen.
    • 1.7.1.5 MA-08 View Car Class
      • The View Car Class use case will be used to allow the USER to view details about and select a car class to apply to a reservation. Details will include the average number of passengers and luggage items that can be served by a vehicle in the specific car class. The car class selected by the USER should be applied to the reservation.
    • 1.7.1.6 Invoicing—BI-01-Handle Unapproved Invoices & BI-02 Pay Approved Invoices & BI-03 Reject an Invoice
      • At step 5, the USER may elect to view approved invoices, unapproved invoices, or rejected invoices. Upon completion of this process, the USER should be returned back to step 5 of the Basic Flow.

2. Screen Design

    • A definition of the screen layout(s), screen data fields, and screen functions that are used to implement the flows identified above. More than one screen may be used to implement support for the use case flow.
      2.1 Find a Customer (tab)
    • This screen will allow the USER to view the rental.
    • 2.1.1 Find a Customer (tab)—see FIG. 128
    • 2.1.2 Customer (tab)

Screen Specific Screen Label Type Size Screen Field Name Data Field Name Rule last name Input 20 Renter last name Last name first name Input 20 Renter's first name First name claim number Input 30 Insurance claim Ins. Claim number N/A. number adj. last name Input 20 Adjuster's last name Last name N/A. last date Input 20 Last date authorized LAST AUTH DAY N/A. authorized: status: List Box 20 Contract Status Status Code N/A.
    • 2.1.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.1.3.1 Search
        • When clicked, the will search for any records that match the criteria listed.

2.2 Customer File—Closed Items

    • This screen will allow the USER to view the rental when closed.
    • 2.2.1 Screen Layout—Customer File—Closed Items—see FIG. 129
    • 2.2.2 Customer File—Closed Items

Screen Specific Screen Label Type Size Screen Field Name Data Field Name Rule Actual Days: Output 3 actual days rented Item Quantity Invoicing Section Only @ Output 3 Actual Rate Rented Item Rate Invoicing Section- Actual Rental only = Output 8 Amount charged Item Amount Invoicing sections, Actual Rental only Billed Period: Output 30 Billing start date, end Item Quantity Invoicing section only    to date and number of    (  days days) Output 3 Number of days Item Quantity Invoicing, Actual authorized Rental Section only Sales Tax Output 3 Sales Tax Item Description Invoicing, Actual ( %) Rental section only Billed Period: Output 30 Billing start date, end Bill to End Date Invoicing section only    to date and number of    (  days days) Billed Period: Output 30 Billing start date, end Bill to Start Date Invoicing section only    to date and number of    (  days days) Federal ID: Output 12 Federal ID Number Federal ID Number Only shown in Invoicing sections Invoice Date: Output 10 Invoice Date Record Add Date Only used in the invoice sections Reference: Output 32 Reference Number Invoice Number Only in the invoice sections Amount Output 8 Amount Received Total Amount Invoicing, Actual Received Received Rental sections only Total Charges: Output 8 Total Charges Total Ticket Charges Invoicing, Actual Rental Section only Total Due: Output 8 Total Due Total Amount Due Invoicing, Actual Rental sections only Handling For: Output 30 Handling for First Name + Last Adjuster's Name Name Authorized Output 30 Authorized Start Date Start Date + End Only in invoicing Period:    Date + Days sections to    (  authorized-detail days) Date Output 8 Message Creation Add Date N/A. Date Message to Output 50 Message Text NOTE Branch Location: Notebook Output 50 Message Text NOTE N/A. Authorized Output 20 Car Class Name Vehicle Class Class: Current Class: Output 20 Car Class Name Vehicle Class N/A. Claim Number: Output 11 Claim Number Insurance Claim Number Claim No. Output 30 Claim Number Insurance Claim Number Daily Output 10 Daily Policy Rate and Dollars Per Day Invoicing section only Rate/Max. Maximum Policy Covered + Max $ Dollars Rate Covered Direct Bill Output 4 Direct Bill Percent Bill To % Invoicing sections Percent only Direct Bill Output 8 Direct Bill Percent Bill To % Invoicing sections Percent Actual Rental only Output 30 Rental Location Rental Location Branch Name Days/Rate Output 6 Rental Location Rate Number Of Days N/A. and number of days Authorized Days/Rate Output 6 Rental Location Rate Vehicle Rate N/A. and number of days @ Output 7 Rental Rate per day Rate Charged Invoicing section only Rental Period: Output 30 Rental Start Start Date + End Invoicing sections    to    Date + only (  days) CALCULATED Rental Date Output 10 Rental Start Date Start Date Start Date Output 10 Start Date of rental Start Date Insured Name: Output 30 Insured's Name First Name + Last Name Output 30 Rental Location Address Line + N/A. Address Address Line2 Output 25 Rental Location City City N/A. Name Output 10 Rental Location Zip Code N/A. Postal/Zip Code Output 3 Rental Location State N/A. State/Province Code Output 13 Rental Location Telephone Number N/A. Telephone Number Date of Loss: Output 10 Date of Loss Date Of Loss Output 20 Renter City Name City Output 10 Renter Postal/Zip Zip Code Code Output 3 Renter State/ State Province Code Output 30 Renter Street Address Line Address Renter Email: Output 20 Renter's Email Day Phone Home Phone: Output 16 Renter's Home Renters Night Phone + Phone Renters Night Phone Extension Renter Output 30 Renter's Name First Name + Last N/A. Information: Name Renter Name: Output 30 Renter's Name First Name + Last Name Owner's Output 4 Renter's Vehicle Renter Vehicle Vehicle Year, Make and Year + Renter Model Make/Model Work Phone: Output 16 Renter's Work Phone Day Phone + Renters Day Phone Extension Repair Facility: Output 20 Body Shop Name Repair Facility Name Phone Output 16 Body Shop Phone Telephone Number Number: Number Output 20 Repair Facility City City Output 3 Repair Facility State State Output 7 Repair Facility Zip Zip Code Code = Output 10 Amount charged CALCULATED Invoicing sections only Total Output 8 Total authorized CALCULATED Invoicing sections authorized amount only Includes Tax & Surcharge Renter Type Output 15 Claim Type claim type description Claims Office: Output 3 Office Id external organization abbreviated name Vehicle Output 15 Loss Type loss type description Condition Renter Email: Output 20 Renter's Email renter email
    • 2.2.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.2.3.1 Previous
        • When clicked, the USER will be taken back to the use case from where they came.
      • 2.2.3.2 Printer Friendly Version
        • When clicked, the system will bring up a screen that only shows the particular invoice for which you clicked this button. The USER may print from this screen.
      • 2.2.3.3 Top of page
        • When clicked, the USER will be taken to the top of the current page.

2.3 Search Results

    • This screen will allow the USER To view the rental when closed.
    • 2.3.1 Screen Layout—Search Results—see FIG. 130
    • 2.3.2 Search Results

Screen Specific Screen Label Type Size Screen Field Name Data Field Name Rule Last Date Output 10 Authorization Date Status List Box 10 Contract Status Status Code last date Input 5 Last Day Authorized LAST AUT DAY authorized adj. last name Input 15 Adjuster Last Name Last Name Adjuster Output 20 Adjuster Name First Name + Last Name: Name Handling for: List Box 15 Handling for Adjuster First Name + Last Name Name File Type Output 15 Status Status Description confirmation Input 52 Confirmation Number Transmission Code number Claim Number Output 30 Claim Number Insurance Claim Populated by the Number data matching the search criteria claim number Input 30 claim number Insurance Claim Number Loss Date Output 10 Date of Loss Date Of Loss first name Input 15 Renter's First Name First Name last name Input 15 Renter's Last Name Last Name Renter's Name Output 30 Renter's Name First Name + Last Returned data from Name the search criteria Claims Office: List Box 5 Office ID external organization abbreviated name You requested Output 30 Search Criteria NOT STORED This field will be a search for: populated by the criteria used to search for a particular record. This field may be at Last Name, First Name, Claim Number, Confirmation Number, Adjuster Last Name or Status. The data in this field
    • 2.3.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.3.3.1 Search Again
        • When clicked, the system will re-search the database after the USER has entered new or additional criteria.
      • 2.3.3.2 Top of page
        • When clicked, the USER will be taken to the top of the current page.
      • 2.3.3.3 View Next 10>>>
        • When clicked, the system will display the next 10 items that match the search criteria.

3. Application Operations 4. Data Fields 4.1 Data Field Definition

    • This section includes a definition of all data fields included in the functional specification.
    • 4.1.1 Add Date

Entity ARM: ARMS/400 Diary Notes File Column Name NEADDT Label Name Add Date System Name Data Type NUMERIC(8) Attribute Definition
    • 4.1.2 Address Line

Entity ARM: Renter Location Master Column Name LOADL1 Label Name System Name Data Type CHAR(30) Attribute Definition
    • 4.1.3 Address Line

Entity ARM: Renter Detail Column Name RKADL1 Label Name Address Line System Name Data Type CHAR(30) Attribute Definition
    • 4.1.4 Address Line2

Entity ARM: Renter Location Master Column Name LOADL2 Label Name Address Line System Name Data Type CHAR(30) Attribute Definition
    • 4.1.5 Bill To %

Entity ARM: Authorization(Claim Info) Column Name AZBTPC Label Name Bill To % System Name Data Type DECIMAL(3) Attribute Definition
    • 4.1.6 Bill to End Date

Entity A4 Invoice Header Column Name IIBTDT Label Name Bill to End Date System Name Data Type NUMERIC(8) Attribute Definition
    • 4.1.7 Bill to Start Date

Entity A4 Invoice Header Column Name IISRDT Label Name Bill to Start Date System Name Data Type NUMERIC(8) Attribute Definition
    • 4.1.8 Branch

Entity ARM: Rental Location Master Column Name Branch Label Name Branch: System Name Data Type CHAR(2) Attribute Definition
    • 4.1.9 City

Entity ARM: Rental Location Master Column Name LOCYNM Label Name City System Name Data Type CHAR(20) Attribute Definition
    • 4.1.10 City

Entity ARM: Renter Detail Column Name RKCYNM Label Name City System Name Data Type CHAR(20) Attribute Definition
    • 4.1.11 City

Entity ARM: Repair Detail Column Name RUCYNM Label Name City System Name Data Type CHAR(20) Attribute Definition
    • 4.1.12 claim type code

Entity AUTHORIZATION EXTENSION Column Name clm_typ_cde Label Name claim type code: System Name CLMTYPCDE Data Type DEC(3.0) Attribute Definition The claim type code defines the different Authorization claim types. For example: Insured, Claimant, Uninsured Motorist, etc.
    • 4.1.13 claim type description

Entity CLAIM TYPE Column Name clm_typ_dsc Label Name claim type description: System Name CLMTYPDSC Data Type CHAR(40) Attribute Definition The claim type description is a lexical definition of the claim type code which defines the different Authorization claim types. For example: Insured, Claimant, Uninsured Motorist, etc.
    • 4.1.14 company identifier

Entity EXTERNAL ORGANIZATION Column Name cmpy_id Label Name company identifier: System Name CMPYID Data Type DEC(11.0) Attribute Definition Business Party Identifier is a surrogate key assigned to each unique occurrence of an Individual, External Organization, and Internal Organization (Business Party).
    • 4.1.15 Date of Loss

Entity ARM: Renter Detail Column Name RKLSDT Label Name Date Of Loss System Name Data Type NUMERIC(8) Attribute Definition
    • 4.1.16 Day Phone

Entity ARM: Renter Detail Column Name RKDYPH Label Name Day Phone System Name Data Type NUMERIC(10) Attribute Definition
    • 4.1.17 Days authorized-detail

Entity ARM: ARMS/400 Diary Notes File Column Name NEAUDY Label Name Days authorized-detail System Name Data Type DECIMAL(3) Attribute Definition
    • 4.1.18 Dollars Per Day Covered

Entity ARM: Authorization(Claim Info) Column Name AZ$PDY Label Name Dollars Per Day Covered System Name Data Type DECIMAL(5.2) Attribute Definition
    • 4.1.19 End Date

Entity ARM: Authorization(Claim Info) Column Name AZENDT Label Name End Date System Name Data Type NUMERIC(8) Attribute Definition
    • 4.1.20 external organization identifier

Entity EXTERNAL ORGANIZATION Column Name e_o_id Label Name external organization identifier: System Name EOID Data Type DEC(11.0) Attribute Definition The external organization identifier is a surrogate key assigned to each unique occurrence of an External Organization. Examples: body shops, vehicle manufacturers, insurance companies, leasing accounts, credit unions, dealerships, or government agencies.
    • 4.1.21 Federal ID Number

Entity A4 Invoice Header Column Name IIFETX Label Name Federal ID Number System Name Data Type CHAR(15) Attribute Definition
    • 4.1.22 First Name

Entity ARM: Adjustor Master Column Name ALFSNM Label Name First Name System Name Data Type CHAR(15) Attribute Definition
    • 4.1.23 First Name

Entity ARM: Insured Detail Column Name IRFSNM Label Name First Name System Name Data Type CHAR(15) Attribute Definition
    • 4.1.24 First Name

Entity ARM: Renter Detail Column Name RKFSNM Label Name First Name System Name Data Type CHAR(15) Attribute Definition
    • 4.1.25 Group

Entity ARM: Rental Location Master Column Name Group Label Name Group Number System Name Data Type CHAR(2) Attribute Definition
    • 4.1.26 Insurance Claim Number

Entity ARM: Authorization(Claim Info) Column Name AZCLNO Label Name Insurance Claim Number System Name Data Type CHAR(20) Attribute Definition
    • 4.1.27 Invoice Number

Entity A4 Invoice Header Column Name I1INNO Label Name Invoice Number System Name Data Type CHAR(20) Attribute Definition
    • 4.1.28 LAST AUT DAY

Entity A4 Cross Reference Column Name X4LADT Label Name LAST AUT DAY System Name Data Type NUMERIC(8) Attribute Definition
    • 4.1.29 Last Name

Entity ARM: Adjustor Master Column Name ALLSNM Label Name Last Name System Name Data Type CHAR(20) Attribute Definition
    • 4.1.30 Last Name

Entity ARM: Insured Detail Column Name IRLSNM Label Name Last Name System Name Data Type CHAR(20) Attribute Definition
    • 4.1.31 Last Name

Entity ARM: Renter Detail Column Name RKLSNM Label Name Last Name System Name Data Type CHAR(20) Attribute Definition
    • 4.1.32 loss type code

Entity AUTHORIZATION EXTENSION Column Name loss_typ_cde Label Name loss type code: System Name LOSSTYPCDE Data Type DEC(3.0) Attribute Definition The loss type code defines the different loss categories when an Insurance Company authorizes a Rental. For example: Theft, Drivable, Repairable, Non-drivable, Non-repairable, Totaled.
    • 4.1.33 loss type description

Entity LOSS TYPE Column Name loss_typ_dsc Label Name loss type description: System Name LOSSTYPDSC Data Type CHAR(40) Attribute Definition The loss type description is a lexical definition of the loss type code which defines the different loss categories when an Insurance Company authorizes a Rental. For example: Theft, Drivable, Repairable, Non-drivable, Non-repairable, Totaled.
    • 4.1.34 Max $ Covered

Entity ARM: Authorization (Claim Info) Column Name AZ$MAX Label Name MAX $ Covered System Name Data Type DECIMAL(9.2) Attribute Definition
    • 4.1.35 message ecars indicator

Entity AUTHORIZATION MESSAGE Column Name msg_ecars_ind Label Name message ecars indicator: System Name MSGECARIND Data Type CHAR(1) Attribute Definition The message ecars indicator indicates whether the message is sent/received from the ecars system.
    • 4.1.36 NOTE

Entity ARM: ARMS/400 Diary Notes File Column Name NENOTE Label Name NOTE System Name Data Type CHAR(50) Attribute Definition
    • 4.1.37 Number Of Days Authorized

Entity ARM: Authorization(Claim Info) Column Name AZAUDY Label Name Number Of Days Authorized System Name Data Type DECIMAL(3) Attribute Definition
    • 4.1.38 Rate Charged

Entity ARM: Authorization(Claim Info) Column Name AZRTCH Label Name Rate Charged System Name Data Type DECIMAL(5.2) Attribute Definition
    • 4.1.39 Record Add Date

Entity A4 Invoice Header Column Name I1ADDT Label Name Record Add Date System Name Data Type NUMBER(8) Attribute Definition
    • 4.1.40 Rental Location

Entity ARM: Authorization(Claim Info) Column Name AZRNLC Label Name Rental Location System Name Data Type CHAR(10) Attribute Definition
    • 4.1.41 renter email

Entity RENTER EXTENSION Column Name rentr_eml Label Name renter email: System Name RENTREML Data Type CHAR(70) Attribute Definition The email address of the renter.
    • 4.1.42 Renter Make/Model

Entity ARM: Renter Detail Column Name RKVHMM Label Name Renter Make/Model System Name Data Type CHAR(15) Attribute Definition
    • 4.1.43 Renter Vehicle Year

Entity ARM: Renter Detail Column Name RKVHYR Label Name Renter Vehicle Year System Name Data Type NUMERIC(4) Attribute Definition
    • 4.1.44 Renters Day Phone Extension

Entity ARM: Renter Detail Column Name RKDYEX Label Name Renters Day Phone Extension System Name Data Type NUMERIC(4) Attribute Definition
    • 4.1.45 Renters Night Phone

Entity ARM: Renter Detail Column Name RKNTPH Label Name Renters Night Phone System Name Data Type NUMERIC(10) Attribute Definition
    • 4.1.46 Renters Night Phone Extension

Entity ARM: Renter Detail Column Name RKNTEX Label Name Renters night Phone Extension System Name Data Type NUMERIC(4) Attribute Definition
    • 4.1.47 Repair Facility Name

Entity ARM: Repair Detail Column Name RURFNM Label Name Repair Facility Name System Name Data Type CHAR(35) Attribute Definition
    • 4.1.48 standard message description

Entity STANDARD MESSAGE Column Name std_msg_dsc Label Name standard message description: System Name STDMSGDSC Data Type CHAR(50) Attribute Definition The standard message description if a lexical definition for standard message code which defines a predefined message which is applicable to specific activity type code. For example: “Authorization confirmed on & Date with Reservation Number & Resnumber”
    • 4.1.49 Start Date

Entity ARM: Authorization(Claim Info) Column Name AZSTDT Label Name Start Date System Name Data Type NUMERIC(8) Attribute Definition
    • 4.1.50 State

Entity ARM: Rental Location Master Column Name LOSACD Label Name State System Name Data Type CHAR(2) Attribute Definition
    • 4.1.51 State

Entity ARM: Renter Detail Column Name RKSACD Label Name State System Name Data Type CHAR(2) Attribute Definition
    • 4.1.52 State

Entity ARM: Repair Detail Column Name RUSACD Label Name State System Name Data Type CHAR(2) Attribute Definition
    • 4.1.53 Status Description

Entity ARM: ARMS/400 Cross Reference Status Table File Column Name XUSTDS Label Name Status Description System Name Data Type CHAR(6) Attribute Definition
    • 4.1.54 Telephone Number

Entity ARM: Rental Location Master Column Name LOPHNO Label Name Telephone Number System Name Data Type NUMERIC(10) Attribute Definition
    • 4.1.55 Telephone Number

Entity ARM: Repair Detail Column Name RUPHNO Label Name Telephone Number System Name Data Type NUMERIC(10) Attribute Definition
    • 4.1.56 Total Amount Due

Entity A4 Invoice Trailer Column Name 13BL$$ Label Name Total Amount Due System Name Data Type DECIMAL(9.2) Attribute Definition
    • 4.1.57 Total Amount Received

Entity A4 Invoice Trailer Column Name 13RC$$ Label Name Total Amount Received System Name Data Type DECIMAL(9.2) Attribute Definition
    • 4.1.58 Total Ticket Charges

Entity A4 Invoice Trailer Column Name 13TO$$ Label Name Total Ticket Charges System Name Data Type DECIMAL(9.2) Attribute Definition
    • 4.1.59 Transmission Code

Entity ARM: ARMS/400 Diary Notes File Column Name NETRCD Label Name Transmission Code System Name Data Type Char(1) Attribute Definition
    • 4.1.60 Vehicle Class

Entity ARM: Authorization(Claim Info) Column Name AZVHCS Label Name Vehicle Class System Name Data Type CHAR(2) Attribute Definition
    • 4.1.61 Vehicle Rate

Entity ARM: Authorization(Claim Info) Column Name AZVHRT Label Name Vehicle Rate System Name Data Type DECIMAL(5.2) Attribute Definition
    • 4.1.62 Zip Code

Entity ARM: Rental Location Master Column Name LOZPCD Label Name Zip Code System Name Data Type CHAR(9) Attribute Definition
    • 4.1.63 Zip Code

Entity ARM: Rental Detail Column Name RKZPCD Label Name Zip Code System Name Data Type CHAR(9) Attribute Definition
    • 4.1.64 Zip Code

Entity ARM: Repair Detail Column Name RUZPCD Label Name Zip Code System Name Data Type CHAR(9) Attribute Definition

Functional Design Specification Handle Unapproved Invoices Version 1.1 1. Handle Unapproved Invoices Use Case 1.1 Brief Description

    • The Handle Unapproved Invoices use case describes how the Adjuster would review invoices and approve them for payment. The use case will then describe the processes the Adjuster will follow in the case where the Adjuster is the one that is actually paying the invoice.

1.2 Use Case Actors

    • The following actors will interact with this use case:
      • ADJUSTER—The ADJUSTER will use this case to approve and either pay unapproved invoices or send them on to a PROCESSOR for payment.

1.3 Pre-Conditions

    • The ADJUSTER must be logged into the ARMS Web system.
    • The ADJUSTER'S office must be set up for individual approval of invoices.
    • The ADJUSTER must be able to handle invoices.

1.4 Flow of Events

    • The Flow of Events will include the necessary steps for an ADJUSTER to approve and pay invoices.
    • 1.4.1 Activity Diagram—see FIG. 131.
    • 1.4.2 Basic Flow
      • 1. The ADJUSTER will view the detail of the invoice.
      • 2. If the ADJUSTER chooses to pay the invoice immediately, execute subflow 1.4.2.3—Pay a Single Invoice. Otherwise continue the Basic Flow.
      • 3. The ADJUSTER will approve the invoice.
      • 4. The system will mark the invoice approved.
      • 5. If the ADJUSTER pays their invoices, then the invoice will be added to their payment list. If a PROCESSOR pays their invoices, then the invoice will be added to the PROCESSOR'S payment list.
      • 6. The system will update the ARMS Web database.
      • 7. If this is the last or only invoice in the action items list, then continue to step eight of the Basic Flow. Otherwise, the use case ends.
      • 8. The system will check to see if the ADJUSTER'S office is set up for individual payment or bulk payment.
        • If the ADJUSTER'S office is set up for individual payment execute subflow 1.4.2.1, Individual Pay.
        • If the ADJUSTER'S office is set up for bulk payment execute subflow 1.4.2.2, Bulk Pay.
      • 1.4.2.1 Individual Payment List
        • 1. The system will display instructions for paying the invoices individually and a summary list of all the invoices just approved by the ADJUSTER.
        • 2. For each invoice on the payment list, the ADJUSTER may enter the associated check number.
        • 3. The ADJUSTER will submit the payment list to the system.
        • 4. The system will mark the invoice paid.
        • 5. The system will update the ARMS Web database.
        • 6. This ends the use case.
      • 1.4.2.2 Bulk Payment List
        • 1. The system will display instructions for paying the invoices in bulk and a summary list of all the invoices just approved by the ADJUSTER.
        • 2. The ADJUSTER may enter the check number of the check that is paying all the invoices on the payment list.
        • 3. The ADJUSTER will submit the payment list to the system.
        • 4. The system will mark the invoice paid.
        • 5. The system will update the ARMS Web database.
        • 6. This ends the use case.
      • 1.4.2.3 Pay A single Invoice
        • 1. The ADJUSTER may enter the check number for the invoice being paid.
        • 2. The system will mark the invoice paid.
        • 3. The system will update the ARMS Web database.
        • 4. This ends the use case.
    • 1.4.3 Alternative Flows
      • 1.4.3.1 Selected Action Item is Payment List
        • At step one of the Basic Flow, if the action item being worked is the “Payment List” action item, then the ADJUSTER will be taken immediately to step one of section 1.4.2.1 if they are set up for individual pay, or step one of section 1.4.2.2 if they are set up for bulk pay.
      • 1.4.3.2 Reject an Invoice
        • At step one in the Basic Flow, the ADJUSTER may choose to reject the invoice. The rejection process is executed using extension point BI-03—Reject an Invoice.
      • 1.4.3.3 View Customer File
        • At Individual Payment List or Bulk Payment List, the ADJUSTER may choose to view detail information about the rental. The view rental detail process is executed using extension point MA-19—View Customer File.
      • 1.4.3.4 Print a Single Invoice
        • At step one in the Basic Flow, the ADJUSTER may choose to print the invoice. If they so choose, they may also print the rental history. The system will display a printer friendly screen and the ADJUSTER will choose to print via their browser window. Upon printing, the ADJUSTER will choose to return to the step one of the Basic Flow by hitting the “back” button on the web browser.
      • 1.4.3.5 Print an Invoice List
        • At step one in section 1.4.2.1, Individual Pay, or section 1.4.2.2, Bulk Pay, the ADJUSTER may choose to print the invoice list of all invoices on the Payment List. If they so choose, they may also print the rental history for all invoices. The system will display a printer friendly screen and the ADJUSTER will choose to print via their browser window. Upon printing, the ADJUSTER will choose to return to the step one of section 1.4.2.1 if the ADJUSTER is set up for Individual Pay, or section 1.4.2.2 if the ADJUSTER is set up for Bulk Pay.
      • 1.4.3.6 Skip Invoice
        • At step three in the Basic Flow, the ADJUSTER may choose to skip the invoice in question and handle it at a later time. The ADJUSTER will be taken to the next action item on their action item list. The status of the invoice should not be changed by the ARMS Web system.
      • 1.4.3.7 Payment by PROCESSOR
        • If the ADJUSTER is only responsible for approving the invoice, then, after step four in the Basic Flow, the system will make the approved invoice an action item for the PROCESSOR(S) responsible for paying the ADJUSTER'S invoices. This ends the use case. Payment by PROCESSOR is handled via Functional Specification BI-02—Pay Approved Invoices.
      • 1.4.3.8 Amount Being Approved Exceeds USER'S Authorization Limits
        • When a USER attempts to approve an invoice for payment, the system will check to see if the amount due on the invoice is greater than the USER's authorization amount. If the amount due is greater than the USER'S limit, the system will not allow the approval and will request that the USER transfer the invoice to another user with authorization limits that are great enough to approve the invoice.
      • 1.4.3.9 Change Claim Number
        • At step one in the Basic Flow, if the status is “rejected” and if the profile allows, the ADJUSTER may choose to change the claim number associated with an invoice. Once a claim number has been updated, the ADJUSTER will continue with step four of the basic.

1.5 Post-Conditions

    • If the use case was successful and the ADJUSTER is responsible for paying invoices, the approved invoices should be marked as paid in the ARMS Web system.
    • If the use case was successful and the ADJUSTER is only responsible for approving invoices, then the approved invoices should be marked as adjuster approved in the ARMS Web system.

1.6 Special Requirements

    • The additional requirements of the business use case are included here. These are requirements not covered by the flow as they have been described in the sections above.
    • 1.6.1 ARMS Web Routes Invoices
      • Before an ADJUSTER receives an invoice to be approved, the ARMS Web system will look at the invoicing criteria for the owning office and owning adjuster and make a determination as to whether the invoice is auto approved or adjuster approved. If an invoice is auto approved, the invoice will always be assigned to a processor for payment without it ever being sent to an adjuster for approval. The payment method may be either bulk or individual payment.
    • 1.6.2 Includes Tax and Surcharge Data Field
      • On the invoice next to the authorized amount, the field “Includes Tax and Surcharge” will be displayed next to the Authorized total if that total should include taxes and surcharges. This will occur in two events. For an insured, if the authorized amount is less than the policy daily amount, the authorized total will include taxes and surcharges up to the policy daily amount. For a claimant, the authorized amount will always include taxes and surcharges, without limit, until the rental is terminated by the ADJUSTER.
    • 1.6.3 Data Fields to Assist with Future Releases or Customer Integration
      • It must be possible to capture the following information at some point in the future because of either planned future releases or customer integration.
        • Amount Being Paid on Each Invoice

1.7 Extension Points

    • An extension point indicates a link between this use case and another use case. Extension points associated with the use case are indicated below. Clicking on the extension point will open the related use case.
    • 1.7.1 BI-03 Reject an Invoice
      • The Reject an Invoice Functional Specification is used to reject a specific invoice to Enterprise due to missing required information or an incorrect amount on the bill. Upon completion of the Reject an Invoice Functional Specification, the ADJUSTER should be returned to step six of the Basic Flow in the Handle Unapproved Invoices Functional Specification. Any previously approved invoices should still be approved in the system. The rejected invoice should be marked as rejected by the system. The Handle Unapproved Invoices Functional Specification will only allow for one invoice to be rejected at a time.
    • 1.7.2 MA-19—View Rental Detail
      • The View Rental Detail Functional Specification is used to review the rental history in regards to a specific rental. Upon completion of the View Rental Detail Functional Specification, the ADJUSTER should be returned to step four of the Basic Flow in the Handle Unapproved Invoices Functional Specification. Any previously approved invoices should still be approved in the system.

2. Screen Design

    • A definition of the screen layout(s), screen data fields, and screen functions that are used to implement the flows identified above. More than one screen may be used to implement support for the use case flow.

2.1 Invoicing—Individual Payment

    • This screen will allow the user to choose to view the invoice selected in the action items list. They will choose to either pay this invoice immediately (pay now), or choose to add it to a payment list for payment later in conjunction with all their other invoices. They may also choose to print the invoice from this page. They may also optionally choose to print the rental history. The user may choose to change the claim number. Finally the user may choose to skip this invoice and leave it until later for review.
    • 2.11 Invoicing—Individual Payment—see FIG. 132

Screen Specific Screen Label Type Size Screen Field Name Data Field Rule Output 30 Rental Location's Address Line + Mailing Street Address Line2 Address Output 15 Line Item Charge Item Description This line may repeat Description multiple times depending on the number of taxes and surcharges that apply. Output 15.2 Line Item Charge Item Amount Line Item Charge Qty Description * Line Item Charge Amount. This line may repeat multiple times depending on the number of taxes and surcharges that apply. Claim No: Input 15 Claim Number Insurance Claim Number Invoice Date: Output 10 Invoice Date (Ecar's Record Add Date Ticket Date) Reference: Output 20 Invoice ID Invoice Number Rental Group ID + Rental Branch ID + ECARS Ticket Number Please include Output 20 Invoice Id Invoice Number Rental Group Id + this reference Rental Branch Id + number on ECARS Ticket your check Number Federal ID: Output 30 Location's Federal Id. Federal ID Number Federal ID: Output 30 Location's Federal ID Federal ID Number Amount Output 15.2 Amount of rental Total Amount Received Charges received Received Total Due: Input 15.2 Total Amount Due Total Amount Due from Ins. Company Total Charges: Output 15.2 Total Rental Ticket Total Ticket Charges Charges Handling For: Output 30 Handling for First Name + Last Adjuster's First name + Adjuster's Name Name Adjuster's last name. The name of the adjuster to which the invoice is currently assigned. Output 150 Messages NOTE This field will repeat multiple lines for all diary notes (messages) for this reservation. to Output 10 Authorization End Date Termination Date to Output 10 Authorization End Date Termination Date Direct Bill Output 15.0 Authorized Bill Bill to % Percent percentage Direct Bill Output 15.0 Authorized Bill Bill to % Percent percentage Authorized Output 10 Authorized Start Date Start Date Period: Billed Period: Output 10 Authorized Start Date Start Date Claim Number Input 15 Claim Number Insurance Claim Will be pre-filled with Number the claim number currently on the authorization. to Output 10 Close date of Rental End Date Ticket Policy: Daily Output 15.2 Policy Daily Dollars Per Day Rate-Max Maximum Amount + Covered Dollars: Policy Maximum Policy: Daily Output 15.2 Policy Daily Max $ Covered Rate/Max Maximum Amount + Dollars: Policy Maximum Rental Period: Output 10 Start date of Rental Start Date Ticket Insured Name Output 30 Insured's Name First Name + Last Name For Output 30 Insured's name First Name + Last Name Output 30 Rental Location's City + State + Zip Mailing City, State Code and Zip Code Output 30 Rental Location's Address Line + Mailing Street Stress Address Line2 Output 15 Rental Location's Telephone Number Phone Number Output 30 Rental Location's City mailing City, State, and Zip Output 30 Rental Location's State Mailing City, State, and Zip Output 30 Rental Location's Zip Code mailing City, State, and Zip Output 30 Rental Location's Address Line + Mailing Street Address Line2 Address Output 15 Rental Location's Telephone Number This field is repeated Phone Number for each invoice in the payment list. Renter Output 30 Renter's Name First Name + Last Name ( Output 5 Number of CALCULATED Authorized Days ( Output 5 Number of CALCULATED authorized days ( Output 5 Number of Rental CALCULATED Days Total Due Output 15.2 Total Amount Due CALCULATED Total Charges − from Ins. Company Amount Received Number of Output 15.2 Total Authorized CALCULATED Number of Authorized Amount before tax Authorized Days * Dates + “@” + and surcharge Authorized Daily authorized Rate Daily Rate + “/day=” Total Output 15.2 Total authorized CALCULATED (Number of authorized amount with Tax and authorized Days * includes Tax & surcharge Authorized Daily Surcharge Rate) + Calculated Tax and surcharge Number of Output 15.2 Total Ticket Rental CALCULATED Number of Rental Rental Days + Amount before tax Days * ECARS “@” + ECAR's and surcharge Ticket Daily Rate. Ticket Daily Rate + “/day=” Claim Type: Output 10 Claim Type claim type description Claims Office: Output 3 Office Id external organization The claims office id abbreviated name which the user is currently process work for. Vehicle Output 20 Loss Type loss type description Condition Rental Output 30 Rental Location's accounting name Accounting Name Send Payment Output 30 Rental Location's accounting name To: Accounting Name Check Number Input 20 Check Number check number for your payment
    • 2.1.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.1.3.1 PRINTER FRIENDLY PAGE
        • When clicked, the user will be taken to the “Printer Friendly View” of the current invoice.
      • 2.1.3.2 REJECT
        • When clicked, the user will be taken to the Reject Invoice process.
      • 2.1.3.3 PAY NOW
        • When clicked, the system will edit the current information. If the edit passes, the invoice will be marked as paid and the data files updated. If the validation fails, the user will be returned to the current screen with the errors highlighted.
        • 2.1.3.3.1 The system will validate that the user has an authorization limit high enough to approve the invoice. If not, the system will generate an error and ask the USER to transfer the invoice.
      • 2.1.3.4 ADD TO PAYMENT LIST
        • When clicked, the system will edit the current information for check number and claim number. If the edit passes, the invoice will be marked as approved and will be added to the ADJUSTER'S payment list and the user will be returned to the Review List process.
      • 2.1.3.5 SKIP>>
        • When clicked, the user will be advanced to the next action item to be processed and the current invoice will remain unchanged (un-approved).
      • 2.1.3.6 Top of Page
        • When clicked, the user will be taken to the top of the current invoice page.
      • 2.1.3.7 Transfer File
        • When clicked, the system will present a list of users that have authorization limits greater than the amount due on the invoice. The USER may then choose one user from this list to which they may transfer the file.
      • 2.1.3.8 Policy Information
        • Policy Information will only be shown under the Authorized Section if the claim type is NOT claimant.

2.2 Invoicing—Approval

    • This screen will allow the user to choose to view the invoice selected in the action items list. They may choose to approve the invoice payment. This will add the invoice to the PROCESSOR(S) that are responsible for paying the ADJUSTER'S invoices. The user may also choose to skip this invoice and leave it until later for review. They may choose to print the invoice from this page. They may also optionally choose to print the rental history. Finally, the user may choose to change the claim number.
    • 2.2.1 Screen Layout—invoicing Approval.shtml—see FIG. 133
    • 2.2.2 Invoice Approval

Screen Specific Screen Label Type Size Screen Field Name Data Field Rule Output 152 Line item Charge Item Amount Line Item Charge Qty Amount * Line Item Charge Amount. This line may repeat multiple times depending on the number of taxes and surcharges that apply. Output 15 Line Item Charge Item Description This line may repeat Description multiple times depending on the number of taxes and surcharges that apply. Claim No: Output 15 Claim Number Insurance Claim Number Claim Number 15 Claim Number Insurance Claim Will be pre-filled with Number claim number currently on authorization. To Output 10 Close Date of billing Bill to End Date of Rental Ticket Invoice Date: Output 10 Invoice Date (ECARs Record Add Date Ticket Date) Reference Output 20 Invoice ID Invoice Number Rental Group Id + Rental Branch Id + ECARS Ticket Number Federal ID: Output 30 Location's Federal Id. Federal ID Number Billed Period Output 10 Start date of billing of Bill to Start Date Rental Ticket Amount Output 15.2 Amount of Rental Total Amount Received: received Received Total Due Output 15.2 Total amount due Total Amount Due from Ins. Company Total Charges: Output 15.2 Total Rental Ticket Total Ticket Charges Charges Handling For: Output 30 Handling for First Name + Last Adjuster's First name + Adjuster's Name Name Adjuster's last name. The name of the adjuster to which the invoice is currently assigned. Output 50 Messages NOTE This field will repeat multiple lines for all diary notes (messages) for this reservation To Output 10 Authorization End Date Termination Date Direct Bill Output 15.0 Authorized Bill Bill To % Percent: percentage Direct Bill Output 15.0 Authorized Bill Bill To % Percent percentage Authorized Output 10 Authorized Start Date Start Date Period: To Output 10 Close Date of Rental End Date Ticket Policy: Daily Output 15.2 Policy Daily Dollars Per Day Rate/Max Maximum Amount + Covered Dollars Policy Maximum Policy: Daily Output 15.2 Policy Daily Max $ Covered Rate/Max Maximum Amount + Dollars Policy Maximum Rental Period: Output 10 Start date of Rental Start Date Ticket Insured Name: Output 30 Insured's name First Name + Last Name For: Output 30 Insured's Name First Name + Last Renter's Last Name + Name Renter's First Name Output 30 Rental Location's City + State + Zip Mailing City + Mailing Mailing City, State Code State + Mailing Zip and Zip Code Output 30 Rental Location's Address Line + Mailing Street Address Line2 Address Output 15 Rental Location's Telephone Number Phone Number Date of loss: Output 20 Date of Loss Date of Loss Renter Output 30 Renter's name First Name + Last Renter's Last Name + Name Renter's First Name ( Output 5 Number of CALCULATED Total number of Authorized Days authorized rental days ( Output 5 Number of CALCULATED Billed Days ( Output 5 Number of Rental CALCULATED Total number of Days authorized Rental Days Total Due Output 15.2 Total Amount Due CALCULATED Total Charges − from Ins. Company Amount Received Number of Output 15.2 Total authorized CALCULATED Number of Authorized amount before tax Authorized Days * Dates + “@” + and surcharge Authorized Daily Authorized Rate Daily Rate + “/day=” Total Output 15.2 Total Authorized CALCULATED (Number of authorized Amount with tax and authorized Days * includes Tax & surcharge Authorized Daily Surcharge Rate) + Calculated Tax and surcharge Number of Output 15.2 Total Ticket Rental CALCULATED Number of Rental Rental Days + Amount before tax Days * ECARS “@” + ECAR's and surcharge Ticket Daily Rate. Ticket Daily Rate + “/day=” Claim Type: Output 10 Claim Type claim type Claimant, Insured, description etc. Claims Office: Output 3 Office Id external organization The claims office id abbreviated name which the user is currently process work for. Rental Output 30 Rental Location's accounting name Accounting Name
    • 2.2.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.2.3.1 PRINTER FRIENDLY PAGE
        • When clicked, the user will be taken to the “Printer Friendly View” of the current invoice.
      • 2.2.3.2 REJECT
        • When clicked, the user will be taken to the Reject Invoice process.
      • 2.2.3.3 APPROVE FOR PAYMENT
        • When clicked, the currently displayed invoice status will be marked as approved and the user will be taken to the next Action Items.
          • The system will validate that the user has an authorization limit high enough to approve the invoice. If not, the system will generate an error and ask the USER to transfer the invoice.
          • Another adjuster has not already approved the invoice.
      • 2.2.3.4 SKIP>>
        • When clicked, the user will be advanced to the next selected action item to be processed and the current invoice will remain unchanged (un-approved).
      • 2.2.3.5 Top of Page
        • When clicked, the user will be taken to the top of the current invoice page.
      • 2.2.3.6 Transfer File
        • When clicked, the system will present a list of users that have authorization limits greater than the amount due on the invoice. The USER may then choose one user from this list to which they may transfer the file.
      • 2.2.3.7 Policy Information
        • Policy Information will only be shown under the Authorized Section if the claim type is NOT claimant.

2.3 Individual Payment List

    • This screen provides the user with information on what the system expects them to do, and requests a check number that will be used to pay each invoice. The user may also choose to print the invoices, and optionally print the rental history in addition to the invoices. The user may choose not to process the payment list at this time, in which case the payment list will be added to the user's action items list.
    • 2.3.1 Screen Layout—invoicingPymtList.shtml—see FIG. 134
    • 2.3.2 Individual Payment List

Screen Specific Screen Label Type Size Screen Field Name Data Field Rule Claim Number Input 15 Claim Number Insurance Claim Will be pre-filled with Number claim number currently on authorization. This field is repeated for each invoice in the payment list. This field is repeated for each invoice in the payment list. Invoice Date Output 10 Invoice Date Record Add Date This field is repeated (ECARS Ticket Date) for each invoice in the payment list. Invoice: Output 20 Invoice Id Invoice Number Rental Group Id + Rental Branch Id + ECARS Ticket Number This field is repeated for each invoice in the payment list. Please include Output 20 Invoice ID Invoice Number Rental Group ID + this reference Rental Branch ID + number on ECARS Ticket your check: number. This field is repeated for each invoice in the payment list. Federal ID Output 30 Location's Federal ID Federal ID Number This field is repeated for each invoice in the payment list. Total Amount: Output 15.2 Total amount due Total Amount Due Total Charges − from Ins. Company Amount Received This field is repeated for each invoice in the payment list. Handling For: Output 30 Handling for First Name + Last Adjuster's First name + Adjuster's Name Name Adjuster's last name. The name of the adjuster to which the invoice is currently assigned. Output 30 Insured's Name First Name + This field is repeated Last Name for each invoice in the payment list. Output 30 Rental Location's Address Line + This field is repeated Mailing Street Address Line2 for each invoice in Address the payment list. Output 12 Rental Location Telephone Number This field is repeated Telephone Number for each invoice in the payment list. Output 30 Rental Location's City + State + Zip This field is repeated Mailing City, State Code for each invoice in and Zip Code the payment list. Output 30 Rental Location's City + State + Zip This field is repeated Mailing City State Code for each invoice in and Zip the payment list. Output 30 Rental Location's Address Line + This field is repeated Mailing Street Address Line2 for each invoice in Address the payment list. Date of loss Output 10 Date of loss Date Of Loss This field is repeated for each invoice in the payment list. Invoice Output 5 Invoice List Number CALCULATED This field is repeated for each invoice in the payment list. Claim type Output 10 Claim Type claim type This field is repeated description for each invoice in the payment list. Claims Office: Output 3 Office Id external organization This claims office id abbreviated name which the user is currently process work for list. Vehicle Output 10 Loss Type loss type description This field is repeated Condition for each invoice in the payment list. Remit to: Output 30 Rental Location's accounting name This field is repeated Accounting Name for each invoice in the payment list. Rental: Output 30 Rental Location's accounting name This field is repeated Accounting Name for each invoice in the payment list. Send Payment Output 30 Rental Location's accounting name This field is repeated to: Accounting Name for each invoice in the payment list. Enter the Input 20 Check Number check number This field is repeated check number for each invoice in of your the payment list. payment here:
    • 2.3.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.3.3.1 PRINTER FRIENDLY PAGE
        • When clicked, the user will be taken to the “Printer Friendly View” of the current invoice.
      • 2.3.3.2 CONFIRM PAYMENT
        • When clicked, system will mark the reservation as paid and update the database. The update will be passed to the Arms system.
      • 2.3.3.3 PAY LATER
        • When clicked, the user will be returned to view list and the requests will remain unchanged.
      • 2.2.3.4 Top of Page
        • When clicked, the user will be taken to the top of the current invoice page.

2.4 Bulk Payment List

    • This screen provides the user with information on what the system expects them to do, and requests a check number that will be used to pay each invoice. The user may also choose to print the invoices, and optionally print the rental history in addition to the invoices. The user may choose not to process the payment list at this time, in which case the payment list will be added to the user's action items list.
    • 2.4.1 Screen Layout—Bulk Payment List—see FIG. 135
    • 2.4.2 Bulk Payment List

Screen Specific Screen Label Type Size Screen Field Name Data Field Rule Claim Number Input 15 Claim Number Insurance Claim Will be pre-filled with Number claim number currently on authorization. This field is repeated for each invoice in the payment list. Invoice Date Output 10 Invoice Date Record Add Date This field is repeated (ECARS Ticket Date) for each invoice in the payment list. Please include Output 20 Invoice ID Invoice Number Rental Group Id + this reference Rental Branch Id + number on ECARS Ticket your check: Number. This field is repeated for each invoice in the payment list. Invoice: Output 20 Invoice Id Invoice Number Rental Group ID + Rental Branch ID + ECARS Ticket number. This field is repeated for each invoice in the payment list. Federal ID Output 30 Location's Federal ID Federal ID Number This field is repeated for each invoice in the payment list. Total Amount: Output 15.2 Total amount due Total Amount Due Total Charges − from Ins. Company Amount Received. This field is repeated for each invoice in the payment list. Handling For: Output 30 Handling for First Name + Last Adjuster's First name + Adjuster's Name Name Adjuster's last name. The name of the adjuster to which the invoice is currently assigned. Output 30 Insured's Name First Name + This field is repeated Last Name for each invoice in the payment list. Output 30 Rental Location's Address Line + This field is repeated Mailing Street Address Line2 for each invoice in Address the payment list. Output 12 Rental Location Telephone Number This field is repeated Telephone Number for each invoice in the payment list. Output 30 Rental Location's City + State + Zip This field is repeated Mailing City, State Code for each invoice in and Zip Code the payment list. Output 30 Rental Location's City + State + Zip This field is repeated Mailing City State Code for each invoice in and Zip the payment list. Output 30 Rental Location's Address Line + This field is repeated Mailing Street Address Line2 for each invoice in Address the payment list. Date of loss Output 10 Date of loss Date Of Loss This field is repeated for each invoice in the payment list. Invoice Output 5 Invoice List Number CALCULATED This field is repeated for each invoice in the payment list. Count Claim type Output 10 Claim Type claim type This field is repeated description for each invoice in the payment list. Claims Office: Output 3 Office Id external organization This claims office id abbreviated name which the user is currently process work for. Vehicle Output 10 Loss Type loss type description This field is repeated Condition for each invoice in the payment list. Remit to: Output 30 Rental Location's accounting name This field is repeated Accounting Name for each invoice in the payment list. Send Payment Output 30 Rental Location's accounting name This field is repeated to: Accounting Name for each invoice in the payment list. Rental: Output 30 Rental Location's accounting name This field is repeated Accounting Name for each invoice in the payment list.
    • 2.4.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.4.3.1 PRINTER FRIENDLY PAGE
        • When clicked, the user will be taken to the “Printer Friendly View” of the current invoices.
      • 2.4.3.2 CONFIRM PAYMENT
        • When clicked, the system will mark the reservation as paid and update the database. The update will be passed to the Arms system. The user will then be returned to the next action item or the Action Item screen if no more action items exist.
      • 2.4.3.3 PAY LATER
        • When clicked, the user will be returned to Action Items and the request will remain unchanged.
      • 2.4.3.4 Top of Page
        • When clicked, the user will be taken to the top of the payment list.

3. Application Operations

    • This section will detail all the application operations that are part of this Functional Specification Document.

3.1 Get Unapproved Invoices (Adjuster Id)

    • The build unapproved invoice list operation finds all the invoices, that need approval, for the specified adjuster.

3.2 Approve Invoice (Invoice Number)

    • The approve invoice operation marks the specified invoice as approved. This invoice is now ready to be paid.

3.3 Get Approved Invoices (Adjuster Id)

    • The build approved invoice list operation finds all the approved invoices for the specified adjuster.

3.4 Get Invoice Detail (Invoice Number)

    • The build invoice detail operation gets the relevant invoice information for the specified invoice number.

3.5 Pay Invoice (Invoice Number, Check Number)

    • The pay invoice operation records the check number specified by the adjuster against the specified invoice and marks the invoice as paid.

4. Data Fields 4.1 Data Field Definition

    • This section includes a definition of all data fields included in the functional specification.
    • 4.1.1 accounting name

OFFDRB OFFICE DIRECTORY Entity BRANCH MASTER Column Name acctg_nam Label Name Accounting Name System Name Data Type VARCHAR(8) Attribute Definition
    • 4.1.2 action item assigned date

Entity ACTION ITEM Column Name actn_item_assn_dte Label Name action item assigned date: System Name AITMASGNDT Data Type DATE Attribute Definition The action item assigned date is the date the action item was established and assigned to an administrator or adjustor.
    • 4.1.3 action item complete date

Entity ACTION ITEM Column Name actn_item_cmpl_dte Label Name action item complete date: System Name AITMCMPLDT Data Type DATE Attribute Definition The action item complete date is the date the action item was completed by an administrator or adjustor.
    • 4.1.4 action item effective date

Entity ACTION ITEM Column Name actn_item_eff_dte Label Name action item effective date: System Name AITMEFFDT Data Type DATE Attribute Definition The action item effective date is the date the action item will become effective.
    • 4.1.5 action item status code

Entity ACTION ITEM Column Name actn_item_stat_cde Label Name action item status code: System Name Data Type CHAR(6) Attribute Definition The action item status code defines the status of this action item. For example:
    • 4.1.6 action item type code

Entity ACTION ITEM Column Name actn_item_typ_cde Label Name action item type code: System Name Data Type DEC(3,0) Attribute Definition The action item type code defines specific tasks/action items associated with the Rental Authorization/Reservation activities accomplished by adjustors and administrators when contracting an insured with a replacement vehicle. For example: Closing an Of
    • 4.1.7 action item type description

Entity ACTION ITEM TYPE Column Name actn_item_typ_dsc Label Name action item type description: System Name Data Type CHAR(40) Attribute Definition The action item type description is a lexical definition of an action item type code which defines specific tasks/action items associated with the Rental Authorization/Reservation activities accomplished by adjustors and administrators when contracting an
    • 4.1.8 action related adjustor code

Entity ACTION ITEM Column Name actn_rel_adjr_cde Label Name Adjustor Code System Name ARADJRCDE Data Type CHAR(10) Attribute Definition The action related adjustor code is the adjustor code of the adjustor/user which requires completion of some action item work activity such as an office closing and adjustors/users who need to be moved to another office.
    • 4.1.9 action related company identifier

Entity ACTION ITEM Column Name actn_rel_cmpy_id Label Name ARMS Profile ID System Name ARCMPYID Data Type CHAR(5) Attribute Definition The action related company identifier is the company identifier of the adjustor/user which requires completion of some action item work activity such as an office closing and adjustors/users who need to be moved to another office.
    • 4.1.10 Address Line

Entity ARM: Rental Location Master Column Name LOADL1 Label Name System Name Data Type CHAR(30) Attribute Definition
    • 4.1.11 Address Line2

Entity ARM: Rental Location Master Column Name LOADL2 Label Name Address Line System Name Data Type CHAR(30) Attribute Definition
    • 4.1.12 Adjustor Code

Entity ARM: Adjustor Master Column Name ALAACD Label Name Adjustor Code System Name Data Type CHAR(10) Attribute Definition
    • 4.1.13 ARMS Profile ID

Entity ACTION ITEM Column Name ALCUID Label Name ARMS Profile ID System Name Data Type CHAR(5) Attribute Definition The ARMS Profile ID is the company identifier used to uniquely define an authorization.
    • 4.1.14 ARMS Profile ID

Entity ARM: Adjustor Master Column Name ALCUID Label Name ARMS Profile ID System Name Data Type CHAR(5) Attribute Definition
    • 4.1.15 assigned to adjustor code

Entity ACTION ITEM Column Name assgn_to_adjr_cde Label Name Adjustor Code System Name AADJRCDE Data Type CHAR(10) Attribute Definition The assigned to adjustor code is the adjustor code of the administrator or adjustor's who is assigned the action item.
    • 4.1.16 assigned to company identifier

Entity ACTION ITEM Column Name assgn_to_cmpy_id Label Name ARMS Profile ID System Name ACMPYID Data Type CHAR(5) Attribute Definition The assigned to company identifier is the company identifier of the administrator or adjustor's who is assigned the action item.
    • 4.1.17 Bill To %

Entity ARM: Authorization(Claim Info) Column Name AZBTPC Label Name Bill To % System Name Data Type DECIMAL(3) Attribute Definition
    • 4.1.18 Bill to End Date

Entity A4 Invoice Header Column Name IIBTDT Label Name Bill to End Date System Name Data Type NUMERIC(8) Attribute Definition
    • 4.1.19 Bill to Start Date

Entity A4 Invoice Header Column Name IISRDT Label Name Bill to Start Date System Name Data Type NUMERIC(8) Attribute Definition
    • 4.1.20 check number

Entity RENTAL INVOICE PAYMENT Column Name chk_nbr Label Name check number: System Name CHKNBR Data Type DEC(11.0) Attribute Definition
    • 4.1.21 City

Entity ARM: Rental Location Master Column Name LOCYNM Label Name City System Name Data Type CHAR(20) Attribute Definition
    • 4.1.22 claim type description

Entity CLAIM TYPE Column Name clm_typ_dsc Label Name claim type description: System Name CLMTYPDSC Data Type CHAR(40) Attribute Definition The claim type description is a lexical definition of the claim type code which defines the different Authorization claim types. For example: Insured, Claimant, Uninsured Motorist, etc.
    • 4.1.23 company identifier

Entity EXTERNAL ORGANIZATION Column Name cmpy_id Label Name company identifier: System Name CMPYID Data Type DEC(11.0) Attribute Definition Business Party Identifier is a surrogate key assigned to each unique occurrence of an Individual, External Organization, and Internal Organization (Business Party).
    • 4.1.24 company structure level code

Entity ACTION ITEM Column Name cmpy_strct_lvl_cde Label Name company structure level code: System Name CMPYSLVLCD Data Type DEC(3.0) Attribute Definition The external organization structure level code identifies the kind or type of internal organizations of the external organizations which Enterprise Rent-A-Car does business with. Such as: Corporation, Branch Claims Office, Region, Area, Subregion, etc.
    • 4.1.25 Customer Transaction ID

Entity ACTION ITEM Column Name AZCUTI Label Name Customer Transaction ID System Name Data Type CHAR(20) Attribute Definition The Customer Transaction ID is the authorization transaction identifier which along with a company identifier uniquely define an authorization.
    • 4.1.26 Date Of Loss

Entity ARM: Renter Detail Column Name RKLSDT Label Name Date of Loss System Name Data Type NUMERIC(8) Attribute Definition
    • 4.1.27 Dollars Per Day Covered

Entity ARM: Authorization(Claim Info) Column Name AZ$PDY Label Name Dollars Per Day Covered System Name Data Type DECIMAL(5,2) Attribute Definition
    • 4.1.28 End Date

Entity ARM: Authorization(Claim Info) Column Name AZENDT Label Name End Date System Name Data Type NUMERIC(8) Attribute Definition
    • 4.1.29 external organization abbreviated name

Entity EXTERNAL ORGANIZATION Column Name e_o_abbr_nam Label Name external organization abbreviated name: System Name EOABBRNAM Data Type CHAR(10) Attribute Definition External Organization Abbreviated Name is a shortened text based label associated with an organization outside of Enterprise. This name is sometimes used for accounting purposes.
    • 4.1.30 external organization identifier

Entity ALTERNATE ORGANIZATION Column Name e_o_id Label Name external organization identifier: System Name EOID Data Type DEC(11,0) Attribute Definition Business Party Identifier is a surrogate key assigned to each unique occurrence of an Individual, External Organization, and Internal Organization (Business Party).
    • 4.1.31 Federal ID Number

Entity A4 Invoice Header Column Name IIFETX Label Name Federal ID Number System Name Data Type CHAR(15) Attribute Definition
    • 4.1.32 First Name

Entity ARM: Adjustor Master Column Name ALFSNM Label Name First Name System Name Data Type CHAR(15) Attribute Definition
    • 4.1.33 First Name

Entity ARM: Insured Detail Column Name IRFSNM Label Name First Name System Name Data Type CHAR(15) Attribute Definition
    • 4.1.34 First Name

Entity ARM: Renter Detail Column Name RKFSNM Label Name First Name System Name Data Type CHAR(15) Attribute Definition
    • 4.1.35 handled by adjustor code

Entity ACTION ITEM Column Name handl_by_adjr_cde Label Name Adjustor Code System Name HNDADJRCDE Data Type CHAR(10) Attribute Definition The handled by adjustor code is the adjustor code of the administrator or adjustor's who is handling the action item.
    • 4.1.36 handled by company identifier

Entity ACTION ITEM Column Name handl_by_cmpy_id Label Name ARMS Profile ID System Name HNDCMPYID Data Type CHAR(5) Attribute Definition The handled by company identifier is the company identifier of the administrator or adjustor's who is handling the action item.
    • 4.1.37 handling for adjustor code

Entity AUTHORIZATION ACTIVITY LOG Column Name handl_for_adtr_cde Label Name handling for adjustor code: System Name HNDADJRCDE Data Type CHAR(10) Attribute Definition The handling for adjustor coder is the adjustor code of an adjustor/user who is handling authorization activities for another adjustor/user in the ARMS Web application.
    • 4.1.38 handling for company identifier

Entity AUTHORIZATION ACTIVITY LOG Column Name handl_for_cmpy_id Label Name handling for company identifier: System Name HNDCMPYID Data Type CHAR(5) Attribute Definition The handling for company identifier is the company identifier used to uniquely identify an adjustor/user who is handling authorization activities for another adjustor/user in the ARMS Web application.
    • 4.1.39 Insurance Claim Number

Entity A4 Invoice Header Column Name IICLNO Label Name Insurance Claim Number System Name Data Type CHAR(20) Attribute Definition
    • 4.1.40 Insurance Claim Number

Entity ARM: Authorization(Claim Info) Column Name AZCLNO Label Name Insurance Claim Number System Name Data Type CHAR(20) Attribute Definition
    • 4.1.41 Invoice Number

Entity A4 Invoice Header Column Name IIINNO Label Name Invoice Number System Name Data Type CHAR(20) Attribute Definition
    • 4.1.42 Item Amount

Entity A4 Invoice Detail Column Name I2IT$$ Label Name Item Amount System Name Data Type DECIMAL(7, 2) Attribute Definition
    • 4.1.43 Item Description

Entity A4 Invoice Detail Column Name I2ITDS Label Name Item Description System Name Data Type CHAR(30) Attribute Definition
    • 4.1.44 Item Quantity

Entity A4 Invoice Detail Column Name I2ITQY Label Name Item Quantity System Name Data Type DECIMAL(5) Attribute Definition
    • 4.1.45 Item Rate

Entity A4 Invoice Detail Column Name I2ITRT Label Name Item Rate System Name Data Type DECIMAL(7, 2) Attribute Definition
    • 4.1.46 Last Name

Entity ARM: Adjuster Master Column Name ALLSNM Label Name Last Name System Name Data Type CHAR(20) Attribute Definition
    • 4.1.47 Last Name

Entity ARM: Insured Detail Column Name IRLSNM Label Name Last Name System Name Data Type CHAR(20) Attribute Definition
    • 4.1.48 Last Name

Entity ARM: Renter Detail Column Name RKLSNM Label Name Last Name System Name Data Type CHAR(20) Attribute Definition
    • 4.1.49 loss type description

Entity LOSS TYPE Column Name loss_typ_dsc Label Name loss type description: System Name LOSSTYPDSC Data Type CHAR(40) Attribute The loss type description is a lexical definition of the Definition loss type code which defines the different loss categories when an Insurance Company authorizes a Rental. For example: Theft, Drivable, Repairable, Non-drivable, Non-repairable, Totaled.
    • 4.1.50 Max $ Covered

Entity ARM: Authorization(Claim Info) Column Name AZ$MAX Label Name Max $ Covered System Name Data Type DECIMAL(9, 2) Attribute Definition
    • 4.1.51 NOTE

Entity ARM: ARMS/400 Diary Notes File Column Name NENOTE Label Name NOTE System Name Data Type CHAR(50) Attribute Definition
    • 4.1.52 Number Of Days Authorized

Entity ARM: Authorization(Claim Info) Column Name AZAUDY Label Name Number Of Days Authorized System Name Data Type DECIMAL(3) Attribute Definition
    • 4.1.53 Record Add Date

Entity A4 Invoice Header Column Name IIADDT Label Name Record Add Date System Name Data Type NUMERIC(8) Attribute Definition
    • 4.1.54 related office identifier

Entity ACTION ITEM Column Name rel_ofc_id Label Name related office identifier: System Name RELOFCID Data Type DEC(11, 0) Attribute Definition The related office identifier is the identifier of the office responsible for the action item.
    • 4.1.55 Remittance Reference #

Entity A4 Remit Reference No. Column Name Q5RMNO Label Name Remittance Reference # System Name Data Type NUMERIC(6) Attribute Definition
    • 4.1.56 Request Type

Entity ACTION ITEM TYPE Column Name XURSTP Label Name Request Type System Name XURSTP Data Type CHAR(1) Attribute Definition The request type is a code from the ARMS system which identifies whether adjustor action is necessary for an authorization and what type of action.
    • 4.1.57 Start Date

Entity ARM: Authorization(Claim Info) Column Name AZSTDT Label Name Start Date System Name Data Type NUMERIC(8) Attribute Definition
    • 4.1.58 State

Entity ARM: Rental Location Master Column Name LOSACD Label Name State System Name Data Type CHAR(2) Attribute Definition
    • 4.1.59 Status Code

Entity ACTION ITEM TYPE Column Name XUSTCD Label Name Status Code System Name XUSTCD Data Type CHAR(1) Attribute Definition The status code is a code from the ARMS system which identifies whether an authorization is a reservation, a ticket, unauthorized, invoiced, paid, etc.
    • 4.1.60 Telephone Number

Entity ARM: Rental Location Master Column Name LOPHNO Label Name Telephone Number System Name Data Type NUMERIC(10) Attribute Definition
    • 4.1.61 Total Amount Due

Entity A4 Invoice Trailer Column Name 13BL$$ Label Name Total Amount Due System Name Data Type DECIMAL(9.2) Attribute Definition
    • 4.1.62 Total Amount Received

Entity A4 Invoice Trailer Column Name 13RC$$ Label Name Total Amount Received System Name Data Type DECIMAL(9.2) Attribute Definition
    • 4.1.63 Total Billed to Others

Entity A4 Invoice Trailer Column Name 13OT$$ Label Name Total Billed to Others System Name Data Type DECIMAL(9.2) Attribute Definition
    • 4.1.64 Total Ticket Charges

Entity A4 Invoice Trailer Column Name 13TO$$ Label Name Total Ticket Charges System Name Data Type DECIMAL(9.2) Attribute Definition
    • 4.1.65 Vehicle Rate

Entity ARM: Authorization(Claim Info) Column Name AZVHRT Label Name Vehicle Rate System Name Data Type DECIMAL(5.2) Attribute Definition
    • 4.1.66 Zip Code

Entity ARM: Rental Location Master Column Name LOZPCD Label Name Zip Code System Name Data Type CHAR(9) Attribute Definition

5. Questions and Answers

    • Issue Number: 256
    • Question: The calculation for authorized limit when displaying the invoice detail does not take bill to percent into account when all the following conditions are true:
      • Policy Maximum=0
      • Policy Daily >0
      • Vehicle Rate >0
      • Vehicle Rate <Policy Daily
    • or all the following conditions are true:
      • Policy Maximum >0
      • Policy Daily=0
      • Vehicle Rate >0
    • In all other cases, the amount is multiplied by the bill to percent to get the authorized limit.
    • Is this calculation correct?
    • Status: Pending
    • Resolution: 3-14-00, DSE-Need to follow up with author to get a further understanding of question.
    • 3-23-00, Issue Mtg., Will get addressed in current state and fix.
    • Issue Number: 257
    • Question: This is a presentation issue. The adjuster name on the invoice detail screen will not show up in certain cases. This code is in the *INZSR sub routine and needs some investigation of scenarios to determine the exact flaw.
    • Status: Closed—Resolved
    • Resolution: 3-14-00, DSE-Need to follow up with author to get a further understanding of question.

Functional Design Specification Pay Approved Invoices (Processor Pay) Version 1.0 1. Pay Approved Invoices Use Case 1.1 Brief Description

    • The Pay Approved Invoices use case describes how the PROCESSOR would review and pay invoices in the ARMS Web system.

1.2 Use Case Actors

    • The following actors will interact with this use case:
      • PROCESSOR—The PROCESSOR will use this use case to pay approved invoices.

1.3 Pre-Conditions

    • The PROCESSOR must be logged into the ARMS Web system.
    • The PROCESSOR'S office must be set up to handle processor payment of invoices.
    • The PROCESSOR must be authorized to handle invoices.

1.4 Flow of Events

    • The Flow of Events will include the necessary steps for a PROCESSOR to review and pay invoices.
    • 1.4.1 Activity Diagram—see FIG. 136
    • 1.4.2 Basic Flow
      • 1. The PROCESSOR will view their payment list.
      • 2. The system will check to see if the PROCESSOR'S office is set up for individual payment or bulk payment.
        • If the PROCESSOR'S office is set up for individual payment execute subflow 1.4.2.1, Individual Pay.
        • If the PROCESSOR'S office is set up for bulk payment execute subflow 1.4.2.2, Bulk Pay.
      • 1.4.2.1 Individual Pay
        • 1. The system will display instructions for paying the invoices individually and a summary list of all the invoices on the PROCESSOR'S payment list.
        • 2. For each invoice on the payment list, the PROCESSOR may enter the associated check number.
        • 3. The PROCESSOR will submit the invoices to the system.
        • 4. The system will mark the invoices paid.
        • 5. The system will update the ARMS Web database.
        • 6. This ends the use case.
      • 1.4.2.2 Bulk Pay
        • 1. The system will display instructions for paying the invoices in bulk and a summary list of all the invoices on the PROCESSOR'S payment list.
        • 2. The ADJUSTER may enter the check number of the check that is paying all the invoices on the payment list.
        • 3. The PROCESSOR will submit the invoices to the system.
        • 4. The system will mark the invoices paid.
        • 5. The system will update the ARMS Web database.
        • 6. This ends the use case.
    • 1.4.3 Alternative Flows
      • 1.4.3.1 View Customer File
        • At step one of Section 1.4.2.1, Individual Pay, or Section 1.4.2.2, Bulk Pay, the PROCESSOR may choose to view detail information about the rental. The view rental detail process is executed using extension point MA-19—View Customer File.
      • 1.4.3.2 Return an Invoice
        • At step one of Section 1.4.2.1, Individual Pay or Section 1.4.2.2, Bulk Pay the PROCESSOR may choose to return any invoice to the ADJUSTER. The PROCESSOR may enter a message to explain why they returned the invoice. The returned invoice should be given a status of returned invoice. The invoice will then become an action item for the owning ADJUSTER to review and correct.
      • 1.4.3.3 Print an Invoice List
        • At step one in section 1.4.2.1, Individual Pay, or section 1.4.2.2, Bulk Pay, the PROCESSOR may choose to print the invoice list of all invoices on the Payment List. If they so choose, they may also print the rental history for all invoices. The system will display a printer friendly screen and the PROCESSOR will choose to print via their browser window. Upon printing, the PROCESSOR will return to the step one of section 1.4.2.1 if the PROCESSOR is set up for Individual Pay, or section 1.4.2.2 if the PROCESSOR is set up for Bulk Pay.

1.5 Post-Conditions

    • If the use case was successful the accepted invoices should be marked as paid in the ARMS Web system.
    • If the use case was unsuccessful, the system state is unchanged.

1.6 Special Requirements

    • The additional requirements of the business use case are included here. These are requirements not covered by the flow as they have been described in the sections above.
    • 1.6.1 ARMS Web Routes Invoices
      • Before an ADJUSTER receives an invoice to be approved, the ARMS Web system will look at the invoicing criteria for the owning office and owning adjuster and make a determination as to whether the invoice is auto approved or adjuster approved. If an invoice is auto approved, the invoice will always be assigned to a processor for payment without it ever being sent to an adjuster for approval.
    • 1.6.2 Data Fields to Assist with Future Releases or Customer Integration
      • It must be possible to capture the following information at some point in the future because of either planned future releases or customer integration.
        • Amount Being Paid on Each Invoice
    • 1.6.3 Claim Number is Editable on the Invoice
      • If a company is set up for EDI transmission of invoices to the company's claim system, that company must have the ability to change the claim number on the invoice.

1.7 Extension Points

    • 1.7.1 MA-19—View Customer File
      • The View Customer File Functional Specification is used to review the rental history in regards to a specific rental. Upon completion of the View Customer File Functional Specification, the ADJUSTER should be returned to step one of Section 1.4.2.1, Individual Pay, or Section 1.4.2.2, Bulk Pay in the Handle Unapproved Invoices Functional Specification. Any previously approved invoices should still be approved in the system.

2. Screen Design

    • A definition of the screen layout(s), screen data fields, and screen functions that are used to implement the flows identified above. More than one screen may be used to implement support for the use case flow.

2.1 Invoicing—Individual Payment List

    • This screen will allow the user to enter a check number for each invoice and notify Enterprise that they have processed the payment.
    • 2.1.1 Individual Payment List—see FIG. 137
    • 2.1.2 Individual Payment List

Screen Label Type Size Screen Field Name Data Field Screen Specific Rule Claim Number Input 15 Claim Number Insurance Claim Will be pre-filled with Number claim number currently on authorization. This field is repeated for each invoice in the payment list. This field is repeated for each invoice in the payment list. Invoice Date Output 10 Invoice Date Record Add Date This field is repeated for (ECARS Ticket Date) each invoice in the payment list. Please include Output 20 Invoice ID Invoice Number Rental Group ID + this reference Rental Branch ID + number on ECARS Ticket number. your check: This field is repeated for each invoice in the payment list. Invoice: Output 20 Invoice Id Invoice Number Rental Group Id + Rental Branch Id + ECARS Ticket Number This field is repeated for each invoice in the payment list. Federal ID Output 30 Location's Federal ID Federal ID This field is repeated for Number each invoice in the payment list. Total Amount: Output 15.2 Total amount due Total Amount Total Charges − Amount from Ins. Company Due Received This field is repeated for each invoice in the payment list. Handling For: Output 30 Handling for First Name + Adjuster's First name + Adjuster's Name Last Name Adjuster's last name. The name of the adjuster to which the invoice is currently assigned. Output 30 Insured's Name First Name + This field is repeated for Last Name each invoice in the payment list. Output 30 Rental Location's Address Line + This field is repeated for Mailing Street Address Line2 each invoice in the Address payment list. Output 12 Rental Location Telephone This field is repeated for Telephone Number Number each invoice in the payment list. Output 30 Rental Location's City + State + Zip This field is repeated for Mailing City, State Code each invoice in the and Zip Code payment list. Output 30 Rental Location's City + State + Zip This field is repeated for Mailing City State Code each invoice in the and Zip payment list. Output 30 Rental Location's Address Line + This field is repeated for Mailing Street Address Line2 each invoice in the Address payment list. Date of loss Output 10 Date of loss Date Of Loss This field is repeated for each invoice in the payment list. Invoice Output 5 Invoice List Number CALCULATED This field is repeated for each invoice in the payment list. Count Claim type Output 10 Claim Type claim type This field is repeated for description each invoice in the payment list. Claims Office: Output 3 Office Id external This claims office id organization which the user is abbreviated currently process work name for. Vehicle Output 10 Loss Type loss type This field is repeated for Condition description each invoice in the payment list. Remit to: Output 30 Rental Location's accounting name This field is repeated for Accounting Name each invoice in the payment list. Send Payment Output 30 Rental Location's accounting name This field is repeated for to: Accounting Name each invoice in the payment list. Rental: Output 30 Rental Location's accounting name This field is repeated for Accounting Name each invoice in the payment list. Enter the Input 20 Check Number check number This field is repeated for check number each invoice in the of your payment list. payment here:
    • 2.1.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.1.3.1 PRINTER FRIENDLY PAGE
        • When clicked, the user will be taken to the “Printer Friendly View” of the current invoice.
      • 2.1.3.2 CONFIRM PAYMENT
        • When clicked, system will mark the reservation as paid and update the database. The update will be passed to the Arms system.
      • 2.1.3.3 PAY LATER
        • When clicked, the user will be returned to their action item list and the payment list will remain unprocessed.
      • 2.1.3.4 RETURN TO ADJUSTER
        • When clicked, the invoice will be returned to the last adjuster associated with the rental before it closed. The invoice will be removed from the list displayed.
      • 2.1.3.5 Top of Page
        • When clicked, the user will be taken to the top of the current invoice page.

2.2 Bulk Payment List

    • This screen will allow the user to pick which functions that he/she may want to change.
    • 2.2.1 Screen Layout—Bulk Payment List—see FIG. 138
    • 2.2.2 Invoicing—Bulk Payment List

Screen Label Type Size Screen Field Name Data Field Screen Specific Rule Claim Number Input 15 Claim Number Insurance Claim Will be pre-filled with Number claim number currently on authorization. This field is repeated for each invoice in the payment list. Invoice Date Output 10 Invoice Date Record Add Date This field is repeated for (ECARS Ticket Date) each invoice in the payment list. Please include Output 20 Invoice ID Invoice Number Rental Group ID + this reference Rental Branch ID + number on ECARS Ticket number. your check: This field is repeated for each invoice in the payment list. Invoice: Output 20 Invoice Id Invoice Number Rental Group Id + Rental Branch Id + ECARS Ticket Number. This field is repeated for each invoice in the payment list. Federal ID Output 30 Location's Federal ID Federal ID This field is repeated for Number each invoice in the payment list. Total Amount: Output 152 Total amount due Total Amount Total Charges − Amount from Ins. Company Due Received. This field is repeated for each invoice in the payment list. Handling For: Output 30 Handling for First Name + Adjuster's First name + Adjuster's Name Last Name Adjuster's last name. The name of the adjuster to which the invoice is currently assigned. Output 30 Insured's Name Last Name This field is repeated for each invoice in the payment list. Output 30 Rental Location's Address Line + This field is repeated for Mailing Street Address Line2 each invoice in the Address payment list. Output 12 Rental Location Telephone This field is repeated for Telephone Number Number each invoice in the payment list. Output 30 Rental Location's City + State + Zip This field is repeated for Mailing City, State Code each invoice in the and Zip Code payment list. Output 30 Rental Location's City + State + Zip This field is repeated for Mailing City State Code each invoice in the and Zip payment list. Output 30 Rental Location's Address Line + This field is repeated for Mailing Street Address Line2 each invoice in the Address payment list. Date of loss Output 10 Date of loss Date Of Loss This field is repeated for each invoice in the payment list. Invoice Output 5 Invoice List Number CALCULATED This field is repeated for each invoice in the payment list. Claim type Output 10 Claim Type claim type This field is repeated for description each invoice in the payment list. Claims Office: Output 3 Office Id external This claims office id organization which the user is abbreviated currently process work name for. Vehicle Output 10 Loss Type loss type This field is repeated for Condition description each invoice in the payment list. Remit to: Output 30 Rental Location's accounting name This field is repeated for Accounting Name each invoice in the payment list. Send Payment Output 30 Rental Location's accounting name This field is repeated for to: Accounting Name each invoice in the payment list. Rental: Output 30 Rental Location's accounting name This field is repeated for Accounting Name each invoice in the payment list.
    • 2.2.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.2.3.1 PRINTER FRIENDLY PAGE
        • When clicked, the user will be taken to the “Printer Friendly View” of the current invoice.
      • 2.2.3.2 CONFIRM PAYMENT
        • When clicked, system will mark the reservation as paid and update the database. The update will be passed to the Arms system.
      • 2.2.3.3 PAY LATER
        • When clicked, the user will be returned to their action item list and the payment list will remain unprocessed.
      • 2.2.3.4 RETURN TO ADJUSTER
        • When clicked, the invoice will be returned to the last adjuster associated with the rental before it closed. The invoice will be removed from the list displayed.
      • 2.2.3.5 Top of Page
        • When clicked, the user will be taken to the top of the current invoice page.

2.3 Return Invoice to Adjuster

    • 2.3.1 Screen Layout—returnBilling.shtml—see FIG. 139
    • 2.3.2 Return Billing

Screen Label Type Size Screen Field Name Data Field Screen Specific Rule Claim Number Input 15 Claim Number Insurance Claim Number Amount Output 15.2 Total Amount Due Total Amount from Ins. Company Due Adjuster's Output 30 Adjuster's Name First Name + Adjuster's last name + Name Last Name adjuster's first name Comments Input 50 Reason Comments NOTE Renter Name Output 30 Renter's name First Name + Renter's Last Name + Last Name Renter's First Name Reason For ComboBox 50 Reason For Return standard Return message description
    • 2.3.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.3.3.1 CANCEL
        • When clicked, the user will be returned to the Invoicing Approval or Invoicing Individual Payment screen from which they came. The invoice will still be displayed with the status of the invoice unchanged.
      • 2.3.3.2 Return to Adjuster
        • When clicked, the user will return the invoice to the Adjuster for further instructions and the status will show returned invoice.

3. Application Operations

    • This section will detail all the application operations that are part of this Functional Specification Document.

3.1 Get Approved Invoices (Office Id)

    • The get approved invoices operation finds all the approved invoices for the specified office.

3.2 Get Invoice Detail (Invoice Number)

    • The get invoice detail operation gets the relevant invoice information for the specified invoice number.

3.3 Return Invoice to Approving Adjuster (Invoice Number, Reason Code)

    • The return invoice to approving adjuster operation marks the specified invoice so that the approving adjuster can review the invoice and re-approve it.

3.4 Pay Invoice (Invoice Number, Check Number)

    • The pay invoice operation records the check number specified by the adjuster against the specified invoice and marks the invoice as paid.

4. Data Fields 4.1 Data Field Definition

    • This section includes a definition of all data fields included in the functional specification.
    • 4.1.1 accounting name

Entity OFFDRB OFFICE DIRECTORY BRANCH MASTER Column Name acctg_nam Label Name Accounting Name System Name Data Type VARCHAR(8) Attribute Definition
    • 4.1.2 action item complete date

Entity ACTION ITEM Column Name actn_item_cmpl_dte Label Name action item complete date: System Name AITMCMPLDT Data Type DATE Attribute Definition The action item complete date is the date the action item was completed by an administrator or adjustor.
    • 4.1.3 action item effective date

Entity ACTION ITEM Column Name actn_item_eff_dte Label Name action item effective date: System Name AITMEFFDT Data Type DATE Attribute Definition The action item effective date is the date the action item will become effective.
    • 4.1.4 action item status code

Entity ACTION ITEM Column Name actn_item_stat_cde Label Name action item status code: System Name Data Type CHAR(6) Attribute Definition The action item status code defines the status of this action item. For example:
    • 4.1.5 action item type code

Entity ACTION ITEM Column Name actn_item_typ_cde Label Name action item type code: System Name Data Type DEC(3,0) Attribute Definition The action item type code defines specific tasks/action items associated with the Rental Authorization/Reservation activities accomplished by adjustors and administrators when contracting an insured with a replacement vehicle. For example: Closing an Of
    • 4.1.6 action item type description

Entity ACTION ITEM TYPE Column Name actn_item_typ_dsc Label Name action item type description: System Name Data Type CHAR(40) Attribute Definition The action item type description is a lexical definition of an action item type code which defines specific tasks/action items associated with the Rental Authorization/Reservation activities accomplished by adjustors and administrators when contracting an
    • 4.1.7 Address Line

Entity ARM: Rental Location Master Column Name LOADL1 Label Name System Name Data Type CHAR(30) Attribute Definition
    • 4.1.8 Address Line2

Entity ARM: Rental Location Master Column Name LOADL2 Label Name Address Line System Name Data Type CHAR(30) Attribute Definition
    • 4.1.9 ARMS Profile ID

Entity ACTION ITEM Column Name ALCUID Label Name ARMS Profile ID System Name Data Type CHAR(5) Attribute Definition The ARMS Profile ID is the company identifier used to uniquely define an authorization.
    • 4.1.10 assigned to adjustor code

Entity ACTION ITEM Column Name assgn_to_adjr_cde Label Name Adjustor Code System Name AADJRCDE Data Type CHAR(10) Attribute Definition The assigned to adjustor code is the adjustor code of the administrator or adjustor's who is assigned the action item.
    • 4.1.11 assigned to company identifier

Entity ACTION ITEM Column Name assgn_to_cmpy_id Label Name ARMS Profile ID System Name ACMPYID Data Type CHAR(5) Attribute Definition The assigned to company identifier is the company identifier of the administrator or adjustor's who is assigned the action item.
    • 4.1.12 Bill To %

Entity ARM: Authorization(Claim Info) Column Name AZBTPC Label Name Bill To % System Name Data Type DECIMAL(3) Attribute Definition
    • 4.1.13 Branch

Entity A4 Cross Reference Column Name br_id Label Name Branch: System Name Data Type CHAR(2) Attribute Definition
    • 4.1.14 check number

Entity RENTAL INVOICE PAYMENT Column Name chk_nbr Label Name check number: System Name CHKNBR Data Type DEC(11, 0) Attribute Definition
    • 4.1.15 City

Entity ARM: Rental Location Master Column Name LOCYNM Label Name City System Name Data Type CHAR(20) Attribute Definition
    • 4.1.16 claim type description

Entity CLAIM TYPE Column Name clm_typ_dsc Label Name claim type description: System Name CLMTYPDSC Data Type CHAR(40) Attribute The claim type description is a lexical Definition definition of the claim type code which defines the different Authorization claim types. For example: Insured, Claimant, Uninsured Motorist, etc.
    • 4.1.17 company identifier

Entity EXTERNAL ORGANIZATION Column Name cmpy_id Label Name company identifier: System Name CMPYID Data Type DEC(11, 0) Attribute Definition Business Party Identifier is a surrogate key assigned to each unique occurrence of an Individual, External Organization, and Internal Organization (Business Party).
    • 4.1.18 company structure level code

Entity ACTION ITEM Column Name cmpy_strct_lvl_cde Label Name company structure level code: System Name CMPYSLVLCD Data Type DEC(3, 0) Attribute Definition The external organization structure level code identifies the kind or type of internal organizations of the external organizations which Enterprise Rent-A-Car does business with. Such as: Corporation, Branch Claims Office, Region, Area, Subregion, etc.
    • 4.1.19 Customer Transaction ID

Entity ACTION ITEM Column Name AZCUTI Label Name Customer Transaction ID System Name Data Type CHAR(20) Attribute Definition The Customer Transaction ID is the authorization transaction identifier which along with a company identifier uniquely define an authorization.
    • 4.1.20 Date Of Loss

Entity ARM: Renter Detail Column Name RKLSDT Label Name Date of Loss System Name Data Type NUMERIC(8) Attribute Definition
    • 4.1.21 Dollars Per Day Covered

Entity ARM: Authorization(Claim Info) Column Name AZ$PDY Label Name Dollars Per Day Covered System Name Data Type DECIMAL(5, 2) Attribute Definition
    • 4.1.22 End Date

Entity ARM: Authorization(Claim Info) Column Name AZENDT Label Name End Date System Name Data Type NUMERIC(8) Attribute Definition
    • 4.1.23 external organization abbreviated name

Entity EXTERNAL ORGANIZATION Column Name e_o_abbr_nam Label Name external organization abbreviated name: System Name EOABBRNAM Data Type CHAR(10) Attribute External Organization Abbreviated Definition Name is a shortened text based label associated with an organization outside of Enterprise. This name is sometimes used for accounting purposes.
    • 4.1.24 external organization identifier

Entity EXTERNAL ORGANIZATION Column Name e_o_id Label Name external organization identifier: System Name EOID Data Type DEC(11, 0) Attribute Definition The external organization identifier is a surrogate key assigned to each unique occurrence of an External Organization. Examples: body shops, vehicle manufacturers, insurance companies, leasing accounts, credit unions, dealerships, or governing agencies.
    • 4.1.25 Federal ID Number

Entity A4 Invoice Header Column Name I1FETX Label Name Federal ID Number System Name Data Type CHAR(15) Attribute Definition
    • 4.1.26 First Name

Entity ARM: Adjustor Master Column Name ALFSNM Label Name First Name System Name Data Type CHAR(15) Attribute Definition
    • 4.1.27 First Name

Entity ARM: Renter Detail Column Name RKFSNM Label Name First Name System Name Data Type CHAR(15) Attribute Definition
    • 4.1.28 Group

Entity A4 Cross Reference Column Name grp_id Label Name Group Number System Name Data Type CHAR(2) Attribute Definition
    • 4.1.29 handled by adjustor code

Entity ACTION ITEM Column Name handl_by_adjr_cde Label Name Adjustor Code System Name HNDADJRCDE Data Type CHAR(10) Attribute Definition The handled by adjustor code is the adjustor code of the administrator or adjustor's who is handling the action item.
    • 4.1.30 handled by company identifier

Entity ACTION ITEM Column Name handl_by_cmpy_id Label Name ARMS Profile ID System Name HNDCMPYID Data Type CHAR(5) Attribute Definition The handled by company identifier is the company identifier of the administrator or adjustor's who is handling the action item.
    • 4.1.31 handling for adjustor code

Entity AUTHORIZATION ACTIVITY LOG Column Name handl_for_adtr_cde Label Name handling for adjustor code: System Name HNDADJRCDE Data Type CHAR(10) Attribute Definition The handling for adjustor coder is the adjustor code of an adjustor/user who is handling authorization activities for another adjustor/user in the ARMS Web application.
    • 4.1.32 handling for company identifier

Entity AUTHORIZATION ACTIVITY LOG Column Name handl_for_cmpy_id Label Name handling for company identifier: System Name HNDCMPYID Data Type CHAR(5) Attribute Definition The handling for company identifier is the company identifier used to uniquely identify an adjustor/user who is handling authorization activities for another adjustor/user in the ARMS Web application.
    • 4.1.33 Insurance Claim Number

Entity A4 Invoice Header Column Name I1CLNO Label Name Insurance Claim Number System Name Data Type CHAR(20) Attribute Definition
    • 4.1.34 Insurance Claim Number

Entity ARM: Authorization(Claim Info) Column Name AZCLNO Label Name Insurance Claim Number System Name Data Type CHAR(20) Attribute Definition
    • 4.1.35 Invoice Number

Entity A4 Invoice Header Column Name I1INNO Label Name Invoice Number System Name Data Type CHAR(20) Attribute Definition
    • 4.1.36 Item Amount

Entity A4 Invoice Detail Column Name I2IT$$ Label Name Item Amount System Name Data Type DECIMAL(7,2) Attribute Definition
    • 4.1.37 Item Description

Entity A4 Invoice Detail Column Name I2ITDS Label Name Item Description System Name Data Type CHAR(30) Attribute Definition
    • 4.1.38 Item Quantity

Entity A4 Invoice Detail Column Name I2ITQY Label Name Item Quantity System Name Data Type DECIMAL(5) Attribute Definition
    • 4.1.39 Item Rate

Entity A4 Invoice Detail Column Name I2ITRT Label Name Item Rate System Name Data Type DECIMAL(7,2) Attribute Definition
    • 4.1.40 Last Name

Entity ARM: Adjustor Master Column Name ALLSNM Label Name Last Name System Name Data Type CHAR(20) Attribute Definition
    • 4.1.41 Last Name

Entity ARM: Renter Detail Column Name RKLSNM Label Name Last Name System Name Data Type CHAR(20) Attribute Definition
    • 4.1.42 loss type description

Entity LOSS TYPE Column Name loss_typ_dsc Label Name loss type description: System Name LOSSTYPDSC Data Type CHAR(40) Attribute Definition The loss type description is a lexical definition of the loss type code which defines the different loss categories when an Insurance Company authorizes a Rental. For example: Theft, Drivable, Repairable, Non-drivable, Non-repairable, Totaled.
    • 4.1.43 Max $ Covered

Entity ARM: Authorization(Claim Info) Column Name AZ$MAX Label Name Max $ Covered System Name Data Type DECIMAL(9,2) Attribute Definition
    • 4.1.44 NOTE

Entity ARM: ARMS/400 Diary Notes File Column Name NENOTE Label Name NOTE System Name Data Type CHAR(50) Attribute Definition
    • 4.1.45 Record Add Date

Entity A4 Invoice Header Column Name I1ADDT Label Name Record Add Date System Name Data Type NUMERIC(8) Attribute Definition
    • 4.1.46 related office identifier

Entity ACTION ITEM Column Name rel_ofc_id Label Name related office identifier: System Name RELOFCID Data Type DEC(11,0) Attribute Definition The related office identifier is the identifier of the office responsible for the action item.
    • 4.1.47 Request Type

Entity ACTION ITEM TYPE Column Name X4RSFG Label Name Request Type System Name Data Type CHAR(1) Attribute Definition
    • 4.1.48 standard message description

Entity STANDARD MESSAGE Column Name std_msg_dsc Label Name standard message description: System Name STDMSGDSC Data Type CHAR(50) Attribute Definition The standard message description is a lexical definition for standard message code which defines a predefined message which is applicable to specific activity type codes. For example: “Authorization confirmed on &Date with Reservation Number &Resnumber”
    • 4.1.49 Start Date

Entity ARM: Authorization(Claim Info) Column Name AZSTDT Label Name Start Date System Name Data Type NUMERIC(8) Attribute Definition
    • 4.1.50 State

Entity ARM: Rental Location Master Column Name LOSACD Label Name State System Name Data Type CHAR(2) Attribute Definition
    • 4.1.51 Status Code

Entity ACTION ITEM TYPE Column Name XUSTCD Label Name Status Code System Name XUSTCD Data Type CHAR(1) Attribute Definition The status code is a code from the ARMS system which identifies whether an authorization is a reservation, a ticket, unauthorized, invoiced, paid, etc.
    • 4.1.52 Telephone Number

Entity ARM: Rental Location Master Column Name LOPHNO Label Name Telephone Number System Name Data Type NUMERIC(10) Attribute Definition
    • 4.1.53 Ticket Number

Entity A4 Cross Reference Column Name X4TKNO Label Name Ticket Number System Name Data Type CHAR(6) Attribute Definition
    • 4.1.54 Total Amount Due

Entity A4 Invoice Trailer Column Name I3BL$$ Label Name Total Amount Due System Name Data Type DECIMAL(9,2) Attribute Definition
    • 4.1.55 Total Amount Received

Entity A4 Invoice Trailer Column Name I3RC$$ Label Name Total Amount Received System Name Data Type DECIMAL(9,2) Attribute Definition
    • 4.1.56 Total Billed to Others

Entity A4 Invoice Trailer Column Name I3OT$$ Label Name Total Billed to Others System Name Data Type DECIMAL(9,2) Attribute Definition
    • 4.1.57 Total Ticket Charges

Entity A4 Invoice Trailer Column Name I3TO$$ Label Name Total Ticket Charges System Name Data Type DECIMAL(9,2) Attribute Definition
    • 4.1.58 Zip Code

Entity ARM: Rental Location Master Column Name LOZPCD Label Name Zip Code System Name Data Type CHAR(9) Attribute Definition

5. Questions and Answers

    • None.

Functional Design Specification Reject an Invoice Version 1.0 1. Reject An Invoice Use Case 1.1 Brief Description

    • The Reject an Invoice use case describes how the ADJUSTER would reject an invoice to Enterprise in the ARMS Web system.

1.2 Use Case Actors

    • The following actors will interact with this use case:
      • ADJUSTER—The ADJUSTER will use this use case to reject an invoice.

1.3 Pre-Conditions

    • The ADJUSTER'S office must be set up for individual approval of invoices.
    • The ADJUSTER must be set up to approve invoices.

1.4 Flow of Events

    • The Flow of Events will include the necessary steps for an ADJUSTER to reject invoices.
    • 1.4.1 Activity Diagram—see FIG. 140
    • 1.4.2 Basic Flow
      • 1. The ADJUSTER will reject an invoice.
      • 2. The system will prompt for reject confirmation.
      • 3. The ADJUSTER will enter a reject reason for rejecting the invoice.
      • 4. The ADJUSTER may enter comments to be added to the diary notes.
      • 5. The ADJUSTER will submit the rejection to the system.
      • 6. The system will display instructions for achieving resolution on the rejected invoice.
      • 7. The ADJUSTER will acknowledge that they understand the instructions.
      • 8. The system will update the ARMS Web database to reflect that the ADJUSTER rejected the invoice.
      • 9. This ends the use case.
    • 1.4.3 Alternative Flows
      • 1.4.3.1 Cancel Rejection
        • At steps two through seven of the Basic Flow, the ADJUSTER must have the ability to cancel the invoice rejection process. Canceling the rejection should return the ADJUSTER to the Invoicing Approval Screen or the Invoicing Individual Payment screen. The invoice that was to be rejected should be displayed. The status of the invoice should be unapproved.
      • 1.4.3.2 No Reject Reason Given
        • At step three in the Basic Flow; if the ADJUSTER attempts to bypass entering a reject reason, they will be prompted to enter one. The ADJUSTER will not be allowed to complete the rejection process without providing a reject reason.
      • 1.4.3.3 Short Pay
        • If the reject reason given in step three of the Basic Flow is a reason that requires a short pay, at step five of the Basic Flow the system will display a field for entry of the short pay amount. The ADJUSTER will not be allowed to complete the rejection process without providing an amount that will be paid.

1.5 Post-Conditions

    • If the use case was successful the invoice will be marked rejected in the ARMS Web system.
    • If the use case was unsuccessful, the status remains unchanged.

1.6 Special Requirements

    • The additional requirements of the business use case are included here. These are requirements not covered by the flow as they have been described in the sections above.
    • 1.6.1 Invoices are Initially Auto Approved
      • If an ADJUSTER'S invoices are normally auto approved, functionality needs to exist to route invoices to them when they are returned to ADJUSTER from the PROCESSOR. This functionality will need to override the normal routing processes that exist at the office.

1.7 Extension Points

    • None.

2. Screen Design

    • A definition of the screen layout(s), screen data fields, and screen functions that are used to implement the flows identified above. More than one screen may be used to implement support for the use case flow.

2.1 Reject Billing Reason

    • This screen will allow the user to begin the rejection process.
    • 2.1.1 Screen Layout—Reject Billing Reason—see FIG. 141
    • 2.1.2 Reject Billing—Reject Billing Reason

Screen Field Screen Label Type Size Name Data Field Screen Specific Rule Amount Output 10 Total Amount Due CALCULATED Claim Number Output 15 Claim Number Insurance Claim Number Adjuster's Name Output 30 Adjuster's Name First Name + Name of adjuster's to which Last Name the invoice is assigned Comments Input 50 Message Text NOTE Renter's Name Output 30 Renter's name First Name + Renter's Last Name + Last Name Renter's First Name Reason for List Box 20 Rejection Reasons standard Rejection message description
    • 2.1.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.1.3.1 CONTINUE
        • The system will validate the input from the screen according to the listed business rules. If the validation passes, the rejection process will continue.
        • The following business rules that must be passed before the USER may continue to the next step in the rejection process are the following:
          • A valid rejection reason must be selected from the drop down box
          • If the rejection reason selected is “Other” a comment must be entered
      • 2.1.3.2 CANCEL
        • When clicked, the user will be returned to the Invoicing Approval or Invoicing Individual Payment screen. The invoice will still be displayed with the status of the invoice unchanged.

2.2 Reject Billing Amount

    • 2.2.1 Screen layout—Reject Billing Amount—see FIG. 142
    • 2.2.2 Reject Billing—Reject Billing Amount

Screen Field Screen Label Type Size Name Data Field Screen Specific Rule Claim Number Output 15 Claim Number Insurance Claim Number Amount Output 15.2 Invoice Amount Total Amount Due Adjuster's Name Output 30 Adjuster's Name First Name + Name of adjuster's to which Last Name the invoice is assigned. Handling For: Output 30 Handling for First Name + Adjuster's First name + Adjuster's Name Last Name Adjuster's last name. The name of the adjuster to which the invoice is currently assigned. Output 30 User's Name First Name + Adjuster's last name + Last Name Adjuster's first name. The name of the adjuster to which the invoice is currently assigned. Output 30 Rental Location Address Line + Address Address Line2 Output 30 Rental Location City + State + City, State and Zip Zip Code Output 15 Rental Location Telephone Telephone Number Number Renter's Name Output 30 Renter's name First Name + Renter's Last Name + Last Name Renter's First Name To complete this Output 50 Rental Location accounting process, please Accounting Name name contact the Enterprise Branch listed below:
    • 2.2.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.2.3.1 REJECT INVOICE
        • The system will validate the input from the screen. If the validation passes, the invoice will be marked as rejected and the Arms Web database will be updated. If an amount was entered in the “Amount you are paying” field, then the invoice should be marked short paid.
      • 2.2.3.2 CANCEL
        • When clicked, the user will be returned to the Invoicing Approval or Invoicing Individual Payment screen. The invoice will still be displayed with the status of the invoice unchanged.

3. Application Operations

    • This section will detail all the application operations that are part of this Functional Specification Document.

3.1 Get Invoice Rejection Reasons (Company Id)

    • The get invoice rejection reasons gets the predefined rejection reasons for the company.

3.2 Reject Invoice (Invoice Number)

    • The reject invoice operation marks the specified invoice as rejected. The rejected invoice becomes an action item for the adjuster to handle.

4. Data Fields 4.1 Data Field Definition

    • This section includes a definition of all data fields included in the functional specification.
    • 4.1.1 accounting name

Entity OFFDRB OFFICE DIRECTORY BRANCH MASTER Column Name acctg_nam Label Name Accounting Name System Name Data Type VARCHAR(8) Attribute Definition
    • 4.1.2 Address Line

Entity ARM: Rental Location Master Column Name LOADL1 Label Name System Name Data Type CHAR(30) Attribute Definition
    • 4.1.3 Address Line2

Entity ARM: Rental Location Master Column Name LOADL2 Label Name Address Line System Name Data Type CHAR(30) Attribute Definition
    • 4.1.4 City

Entity ARM: Rental Location Master Column Name LOCYNM Label Name City System Name Data Type CHAR(20) Attribute Definition
    • 4.1.5 external organization abbreviated name

Entity EXTERNAL ORGANIZATION Column Name e_o_abbr_nam Label Name external organization abbreviated name: System Name EOABBRNAM Data Type CHAR(10) Attribute Definition External Organization Abbreviated Name is a shortened text based label associated with an organization outside of Enterprise. This name is sometimes used for accounting purposes.
    • 4.1.6 First Name

Entity ARM: Adjustor Master Column Name ALFSNM Label Name First Name System Name Data Type CHAR(15) Attribute Definition
    • 4.1.7 First Name

Entity ARM: Renter Detail Column Name RKFSNM Label Name First Name System Name Data Type CHAR(15) Attribute Definition
    • 4.1.8 Insurance Claim Number

Entity A4 Invoice Header Column Name I1CLNO Label Name Insurance Claim Number System Name Data Type CHAR(20) Attribute Definition
    • 4.1.9 Last Name

Entity ARM: Adjustor Master Column Name ALLSNM Label Name Last Name System Name Data Type CHAR(20) Attribute Definition
    • 4.1.10 Last Name

Entity ARM: Renter Detail Column Name RKLSNM Label Name Last Name System Name Data Type CHAR(20) Attribute Definition
    • 4.1.11 standard message description

Entity STANDARD MESSAGE Column Name std_msg_dsc Label Name standard message description: System Name STDMSGDSC Data Type CHAR(50) Attribute Definition The standard message description is a lexical definition for standard message code which defines a predefined message which is applicable to specific activity type codes. For example: “Authorization confirmed on &Date with Reservation Number &Resnumber”
    • 4.1.12 State

Entity ARM: Rental Location Master Column Name LOSACD Label Name State System Name Data Type CHAR(2) Attribute Definition
    • 4.1.13 Telephone Number

Entity ARM: Rental Location Master Column Name LOPHNO Label Name Telephone Number System Name Data Type NUMERIC(10) Attribute Definition
    • 4.1.14 Total Amount Due

Entity A4 Invoice Trailer Column Name I3BL$$ Label Name Total Amount Due System Name Data Type DECIMAL(9,2) Attribute Definition
    • 4.1.15 Zip Code

Entity ARM: Rental Location Master Column Name LOZPCD Label Name Zip Code System Name Data Type CHAR(9) Attribute Definition

Functional Design Specification Callbacks Version 1.1 Callbacks 1. Callbacks 1.1 Brief Description

    • This use case describes the process that will perform repair facility callbacks in the ARMS Web system. USERs perform repair facility callbacks on each of the rental contracts that are set to expire in the near future (or have already expired), to proactively determine if rentals must be extended due to slippage in repair facility time estimates. The callback process in the ARMS Web system will retrieve each of the rental contracts that will expire in the user-defined period of time, and organize them by repair facility to allow the USER to make one phone call to inquire about the potentially multiple vehicles that the repair facility is responsible for.

1.2 Use Case Actors

    • All actors will use the use case to retrieve callback lists in the ARMS Web system. All of the following actors can be defined generically as a USER:
      • PROCESSOR
      • ADJUSTER
      • COMPANY MANAGER
    • For the balance of this use case, all of the above actors will be referred to as USER.

1.3 Pre-Conditions

    • The USER must be signed-on to the system.

1.4 Flow of Events

    • The Flow of Events includes all the steps necessary to retrieve and manage callbacks in the ARMS Web system.
    • 1.4.1 Activity Diagram—see FIG. 143
    • 1.4.2 Basic Flow
      • The Basic Flow of the Callbacks use case includes all of the required activities for the USER to successfully generate and perform repair facility callbacks in the ARMS Web system.
      • 1. The USER selects to perform callbacks from the reporting menu of top navigation.
      • 2. The system generates a report of all open authorizations for the selected office that will expire the next day (have a last authorized day of tomorrow). This list will include any authorizations that have already expired, or will expire by the end of business on the following day.
      • 3. The system displays a summary of repair facilities that have rentals expiring in the specified timeframe. The repair facility callback summary must consist of:
        • Repair Facility Name
        • Repair Facility Telephone Number
        • Number of Rental callbacks due to the Repair Facility
      • 4. The USER selects one or more repair facilities from the repair facility callback summary.
      • 5. The system displays a summary of the open authorizations that are set to expire for all selected repair facilities. The open authorization callback summary will consist of:
        • Renter Name
        • Year/Make/Model of the Renter's Vehicle
        • Driveable Flag (y/n)
        • Number of Days Behind
        • Authorized Days
        • Last Authorized Day
      • 6. The USER will select a customer file from the list.
      • 7. The USER will extend into use case MA-12 Extend Authorization. The USER will have the ability to extend, add notes, terminate or modify an authorization as proscribed in the MA-12 Extend Authorization use case. If callbacks still exist, the USER will be returned to Step 5 of the Basic Flow on completion of the MA-12 Extend Authorization use case. If all callbacks have been completed, the Basic Flow continues.
      • 8. The system will display a screen to indicate that all repair facility callbacks for the office have been completed.
      • 9. This ends this use case.
    • 1.4.3 Alternative Flows
      • The Alternative Flows of this use case can occur when certain conditions exist or when specific USER feedback is provided.
      • 1.4.3.1 Change Last Authorized Date
        • At Step 3 or Step 5 of the Basic Flow, the USER has the ability to change the last authorized day to any day in the future. The system will re-generate the callbacks list and the USER will be returned to Step 2 of the Basic Flow on submission of the new last authorized day.
      • 1.4.3.2 Last Authorized Date Entered Invalid
        • In the Change Last Authorized Date Alternative Flow, if the last authorized date entered by the USER is invalid, the system will return to the beginning of the Change Last Authorized Date Alternative Flow and provide the USER with an error message.
        • 1.4.3.2.1 It will be considered invalid if the last authorized date entered is less than the current date.

1.5 Post-Conditions

    • If successful, a callback list is created for the USER.
    • If unsuccessful, the system state remains unchanged.

1.6 Special Requirements

    • None.

1.7 Extension Points

    • 1.7.1 MA-12 Extend Authorization
      • At Step 7 of the Basic Flow, the USER will extend from the use case to the MA-12 Extend Authorization use case. This will allow the USER to update the open authorization with the results of the repair facility callback (e.g., extend, add notes, or terminate the rental authorization). On completion of the MA-12 Extend Authorization use case, the rules specified within the Basic Flow should be followed as to the next step in the process.

2. Screen Design

    • A definition of the screen layout(s), screen data fields, and screen functions that are used to implement the flows identified above. More than one screen may be used to implement support for the use case flow.

2.1 Repair Facility Callback Summary

    • This screen provides the USER with a repair facility callback summary, and supports Step 3 of the Basic Flow.
    • 2.1.1 Screen Layout—see FIG. 144

Functional Design Specification Generate Personal Report Version 1.11 Generate Personal Report 1. Generate Personal Report 1.1 Brief Description

    • This use case describes how a USER would generate a report on their personal rental management activity. Personal reports allow the USER access to reporting on only their own rental management activity, which allows the USER to review their own performance and secures access to the rental management reports of others.

1.2 Use Case Actors

    • All actors will use the use case to generate personal reports in the ARMS Web system. All of the following actors can be defined generically as a USER:
      • ADJUSTER
      • PROCESSOR
      • COMPANY MANAGER
    • For the balance of this use case, all of the above actors will be referred to as USER.

1.3 Pre-Conditions

    • The USER must be signed-on to the system.

1.4 Flow of Events

    • The Flow of Events includes all the steps necessary to generate personal reports in the ARMS Web system.
    • 1.4.1 Activity Diagram—see FIG. 145
    • 1.4.2 Basic Flow
      • The Basic Flow of the Generate Personal Report use case includes all of the required activities for the USER to successfully generate and view a standard personal report in ARMS Web.
      • 1. The USER selects to generate a personal report from the top navigation bar.
      • 2. The system generates the report for the specific USER. The report should provide rental management reports for the signed-in USER. The default report view to display to the USER will be the Open Ticket Detail view (see section 1.6.1 of the Special Requirements section on page 5 for further definition).
      • 3. The system displays the report to the USER.
      • 4. This ends this use case.
    • 1.4.3 Alternative Flows
      • The Alternative Flows of this use case can occur when certain conditions exist or when specific USER feedback is provided. The Alternative Flows are optional and only occur if the conditions specified are met.
      • 1.4.3.1 Change Report View
        • At Step 3 of the Basic Flow, the USER will have the ability to change the report ‘view’. (Report views are covered in more detail in Section 1.6 Special Requirements.) Report ‘views’ change the type of information that is presented to the USER, but maintains the same or similar scope. For example, the USER can select to change to a closed ticket detail view from the open ticket detail view, but the information presented is limited (scoped) to the rental management activity of the USER.
        • If the USER selects to change the report view, the system will return to Step 2 of the Basic Flow and re-generate the report to build the requested view.
        • 1.4.3.2 Change Closed Ticket Date Range
          • At Step 3 of the Basic Flow, if the current report view is a closed ticket report, the USER will have the ability to change the date range of the report. The available date range for closed ticket reporting will be a rolling 13-month period (to be expanded to 24-months in future releases) with the current month inclusive. The default date range that will be presented to the USER will be the current and previous two (2) months. The USER will have the ability to select Month/Year to begin and end the date range for the closed ticket report. The USER will not have the ability to select specific days within a month as part of the date range.
          • If the USER selects a new date range for the closed ticket report view, the system will return to Step 2 of the Basic Flow and re-generate the report to build the USERs closed ticket report for the selected date range.
        • 1.4.3.3 Select Open Ticket from Open Ticket Detail Report
          • At Step 3 of the Basic Flow, if the current report view is an open ticket detail report, the USER will have the ability to select a report line item to view the details of the open ticket customer file. When selected, the system will present the USER with the customer file that corresponds to the selected open ticket. The USER will be allowed to modify and submit changes to the customer file (as proscribed in use case MA-13 Change Authorization). Once activity on the customer file is complete, the USER should be returned to the open ticket detail report (Step 3 of the Basic Flow).
        • 1.4.3.4 Select Closed Ticket from Closed Ticket Detail Report
          • At Step 3 of the Basic Flow, if the current report view is a closed ticket detail report, the USER will have the ability to select a report line item to view the details of the closed ticket customer file. When selected, the system will present the USER with the closed customer file that corresponds to the selected closed ticket. The USER will be allowed to view/print the details of the closed ticket, but will not have the ability to modify or change the ticket information. From the closed customer file, the USER will be returned to the closed ticket detail report (Step 3 of the Basic Flow).
        • 1.4.3.5 Sort Report
          • At Step 3 of the Basic Flow, the USER will have the ability to select any report column heading to have the report sorted by the selected column. If the USER selects a column heading, the system must sort the report by the selected column heading in ascending order. The USER will have the ability to toggle between ascending and descending sort order by re-selecting the currently sorted column. For example, if the USER wanted their report view to be sorted by Renter Name, clicking on the column would cause the report view to be sorted ascending by renter last name. If the USER would like to reverse the sort order to descending, selecting the column heading again would allow the report to be resorted descending by renter last name.
          • The system will return the USER to Step 3 of the Basic Flow on completion of this Alternative Flow, with the report view resorted according to the USER request.
        • 1.4.3.6 Add/Edit Custom View
          • At Step 3 of the Basic Flow, the USER will have the ability to add or edit a custom report view. If the USER selects to add a report view, the system will extend to the RP-03 Add/Edit Custom View use case to define a new custom report layout.
          • If the USER is viewing a custom report, they will have the ability to edit the custom view by selecting an ‘edit’ option. When a user requests to edit a custom report layout, the system will extend to the RP-03 Add/Edit Custom View use case and pre-fill all corresponding fields with the currently selected parameters for the custom layout.
          • On completion of the use case extension, the USER will be returned to Step 2 of Basic Flow in this use case and be presented with the custom
        • 1.4.3.7 Select Download Report
          • At Step 3 of the Basic Flow, the USER will have the ability to download the current report view to a comma-delimited file. If the USER selects to download a comma-delimited version of the report, the system must publish a comma-delimited file that includes all of the data within the columns of the current report view. The comma-delimited file should include column headings for each of the columns of data provided to the USER. The comma-delimited file must also include report header information that includes:
          •  Report View (open ticket detail/closed ticket detail)
          •  Name of the Adjuster
          •  Date and time the report was generated
          • The system should return the USER to the report view (Step 3 of the Basic Flow) once a report has been successfully downloaded.

1.5 Post-Conditions

    • If successful, a standard report is created for the USER.
    • If unsuccessful, the system state remains unchanged.

1.6 Special Requirements

    • The special requirements for this use case define all of the personal report ‘views’ that are available to the USER. This list of personal report views may be expanded at a later date to include additional information from the ARMS/400 reporting detail files, but only these views are anticipated for the initial release.
    • 1.6.1 Open Ticket Detail View
      • The Open Ticket Detail View provides the USER with columns of data on all currently open tickets under their management. The Open Ticket Detail report will display the following information to the user:
        • 1. Renter Name
        • 2. Claim Number
        • 3. Claim Type
        • 4. Authorized Rate*
        • 5. Authorized Days*
        • 6. Rental Days*
        • 7. Number of Days Behind*
        • 8. Number of Extensions*
        • 9. Surcharges (Y/N)
        • 10. Authorized Amount*
      • Specific rules that must apply to the Open Ticket Detail report view are outlined in the sections below;
      • 1.6.1.1 Data Columns in the Open Ticket Detail View should be presented in the order defined above. For example, renter name belongs in column 1 of the Open Ticket Detail report.
      • 1.6.1.2 All numeric fields should have averages provided at the foot of each corresponding column. Numeric fields are indicated with an asterisk (*) in the list above.
      • 1.6.1.3 The default sort for the Open Ticket Detail view must be by the Number of Days Behind field, with open tickets that are the farthest behind presented at the top of the list.
      • 1.6.1.4 Any open tickets that have a value greater than zero (0) in the Number of Days Behind field should be highlighted to the USER.
      • 1.6.1.5 The report must include a count of the total number of contracts in the list.
      • 1.6.1.6 The report view must include report header information (in both screen and downloaded versions) that includes:
        • the type/view of report (open ticket detail)
        • the name of the USER for whom the report was generated
        • the date/time the open ticket report was generated
    • 1.6.2 Closed Ticket Detail View
      • The Closed Ticket Detail View provides the USER with columns of data on closed ticket activity for the currently selected date range (the default date range is the current plus previous two (2) months). The Closed Ticket Detail report will display the following information to the user:
        • 1. Renter Name
        • 2. Claim Number
        • 3. Claim Type
        • 4. Authorized Rate*
        • 5. Authorized Days*
        • 6. Billed Days*
        • 7. Number of Extensions*
        • 8. Total Charges*
        • 9. Amount Received*
        • 10. Billed Amount*
      • Specific rules that must apply to the Closed Ticket Detail report view are outlined in the sections below;
      • 1.6.2.1 Data Columns in the Closed Ticket Detail View should be presented in the order defined above. For example, renter name belongs in column 1 of the Closed Ticket Detail report.
      • 1.6.2.2 All numeric fields should have averages provided at the foot of each corresponding column. Numeric fields are indicated with an asterisk (*) in the list above.
      • 1.6.2.3 The default sort for the Closed Ticket Detail view must be by the Claim Number field.
      • 1.6.2.4 The report must include a count of the total number of contracts in the list.
      • 1.6.2.5 The report view must include report header information (in both screen and downloaded versions) that includes:
        • the type/view of report view (closed ticket detail)
        • the name of the USER for whom the report was generated
        • the date/time the open ticket report was generated
    • 1.6.3 Custom Report Views
      • The USER will have the ability to define their own custom report views through the RP-03 Add/Edit Custom View use case. These custom views are accessible from the Personal Reporting module of ARMS Web.
    • 1.6.4 Report View Management
      • The system will present all of the records in a report result set on a single page, and the USER will scroll through the results to find specific records. Report views will not be presented in paging format (e.g., forcing the USER to review the Next 25 of 427 records).

1.7 Extension Points

    • This section describes the extension points of this use case.
    • 1.7.1 MA-13 Change Authorization
      • If the USER selects a line item from the Open Ticket Detail report view, the USER will extend into the MA-13 Change Authorization use case (see the Select Open Ticket from Open Ticket Detail Report Alternative Flow on page 3 for additional detail). The USER will have the ability to make any changes or updates that their security level allows, and have the opportunity to return to this use case without making any changes to the open ticket. On completion of activity in the MA-13 Change Authorization use case, the USER will be returned to Step 3 of the Basic Flow within this use case (be presented with the Open Ticket Detail report).
    • 1.7.2 RP-03 Add/Edit Custom View
      • If the USER selects to add or edit a custom view, the USER will extend into the RP-03 Add/Edit Custom View use case (see the Add/Edit Custom View Alternative Flow on page 4 for additional detail). The USER will define or modify their custom report layout and be returned to Step 2 of the Basic Flow within this use case.

2. Screen Design

    • A definition of the screen layout(s), screen data fields, and screen functions that are used to implement the flows identified above. More than one screen may be used to implement support for the use case flow.

2.1 Personal Report Template Screen

    • This screen provides the template to build personal report ‘views’, and supports Step 3 of the Basic Flow.
    • 2.1.1 Screen Layout—see FIG. 146
    • 2.1.2 Screen Field Definition

Screen Label Type Length Data Field Screen Specific Rule Office Combo Branch claims This combo list should include all of Box office the offices for the currently active company that the USER is assigned to. If the value of this field is changed, the system should automatically refresh the screen with the current report view for the newly selected office. Handling for Output Handling for For personal reports, this value Text should always be ‘Yourself’. Output <Report By> The <report by> field is a place Text holder in the header of the report view. For personal reports, this placeholder should be populated with the name of the user that is being reported on (i.e., the name of the user that requested the report). Output <Time/Date The <time/date stamp> field is a Text Stamp> placeholder in the header of the report view. For personal reports, this placeholder should be populated with the date and time that the report was generated. Output <Report The <report type> field is a Text Type> placeholder in the header of the report view. For personal reports, this placeholder should be populated with the name of the current report view (e.g., Open Ticket Detail, Custom View 1) <Column Output <Data The data columns of the report Heading I Text Columns I should correspond to the data through X> through X> columns defined for the selected report view (either static or custom report view). The data columns should be presented in the sequence that they are defined. Total Output Number of The total field should include the total Text Customer number of contracts/customer files Files that are represented in the report. Select a Combo Report view The ‘select a view’ combo box view Box selection should include the names of all report views that are available to the user. This includes all pre-defined (e.g., Open Ticket Detail) and user- defined custom views. There should be an additional option to ‘Add a custom view . . . ’. If selected, the system should redirect the user to the Add/Edit Custom View screen in the RP-03 Add/Edit Custom View specification. Show Only Combo Claim Type The ‘show only’ combo box should Box Filter include the following values: II Claim Types (default) nsured Claim Types laimant Claim Types ninsured Claim Types heft Claim Types When selected, the report should filter the records to display in the requested report view according to the selection in this combo box. For example, if the selection in the ‘show only’ field were ‘Insured Claim Types’, the report view would only include records that have a Claim Type of ‘Insured. From Combo Closed ticket The ‘From’ combo box should box report from include all months and years for the date last 13 months (rolling 13 month period, current month inclusive). For example a value in this field might include ‘January 2000’. The default value should be 2 months prior to the current month. To Combo Closed ticket The ‘From’ combo box should box report to date include all months and years for the last 13 months (rolling 13 month period, current month inclusive). For example a value in this field might include ‘July 2000’. The default value should be the current month.
    • 2.1.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.1.3.1 Choose a different report
        • The ‘Choose a different report’ screen function provides the USER with a hyperlink to the View a Different Report section of the Personal Report Template screen. The ‘Choose a different report’ screen function must be at or near the header of the report.
      • 2.1.3.2 Go to Report Averages
        • The ‘Go to Report Averages’ screen function provides the USER with a hyperlink to the bottom of the report to review the averages for each of the numeric columns in the report view. The ‘Go to Report Averages’ hyperlink must be at or near the header of the report.
      • 2.1.3.3 Column Heading Sort
        • The ‘Column Heading Sort’ screen function allows the USER to click on any column heading and have the current report view sorted by the selected column. On initial selection of a column heading, the system will resort the report view by the column selected in ascending order. If the sorted column is selected by the USER, the system will resort the report in descending order.
      • 2.1.3.4 Download this report
        • The ‘Download this Report’ screen function allows the USER to click on a hyperlink and download a comma-delimited copy of the current report view. The downloaded copy must include:
          • Report Header Information
          •  Name of the Report View
          •  Name of the Person
          •  Date and Time that the Report Was generated
          • Report View Column Headings
          • Report View Records
      • 2.1.3.5 View Report
        • The ‘View Report’ screen function allows the USER to submit a request for a different type and/or date range of the report view. The system will refresh the screen with updated report view information when this screen function is invoked.
      • 2.1.3.6 Edit Custom View
        • The Edit Custom View screen function is available only in cases that the USER has a custom defined view active. If the USER selects the Edit Custom View hyperlink, the system will present the USER with the Add/Edit Custom View screen and pre-populate the screen with the custom view definition. This will allow the USER to edit the custom views that they have previously defined.
        • See FIGS. 147(a)-(c).

Functional Design Specification Generate Management Report Version 1.11 Generate Management Report 1. Generate Management Report 1.1 Brief Description

    • This use case describes how a USER would request and generate management reports using the on-line reporting functionality of ARMS Web. On-line management reports provide real-time access to open and closed ticket information, which provides the management team of our customers with a tool to effectively monitor rental management statistics. Using the on-line reporting functionality, USERs can request and receive summarized and detailed rental management reports on their Office, on Adjusters within an office, or on the Repair Facilities that are trading partners of a particular office.
    • NOTE: The on-line reporting functionality of ARMS Web provides ARMS ticket data only. ARMS and Non-ARMS reporting is available through the monthly L480 report.

1.2 Use Case Actors

    • All actors will use the use case to generate management reports in the ARMS Web system. All of the following actors can be defined generically as a USER:
      • ADJUSTER—Adjusters may be granted the authority to access management reports in their user profile. (Users may be granted access to management reporting capabilities through their user profile, even if they are not considered ‘managers’ in the ARMS Web system.)
      • COMPANY MANAGER—All users that are identified to the system as managers will have access rights to the management reporting functionality.
    • For the balance of this use case, all of the above actors will be referred to as USER.

1.3 Pre-Conditions

    • The USER must be signed-on to the system.
    • The USER must have the authority to access management reports.

1.4 Flow of Events

    • The Flow of Events includes all the steps necessary to generate management reports in the ARMS Web system.
    • 1.4.1 Activity Diagram—see FIG. 148
    • 1.4.2 Basic Flow
      • The Basic Flow of the Generate Management Report use case includes all of the required activities for the USER to successfully generate and view a management report using the on-line reporting functionality in ARMS Web.
      • 1. The USER selects to generate a management report from top navigation.
      • 2. The system generates a Closed Ticket Summary report by Adjuster for the USER. Management reporting USERs will have the ability to request additional summary or detail reports for:
        • a. The office as a whole (by Office)
        • b. The adjusters within an office (by Adjuster)
        • c. The repair facilities doing business with a claims office (by Repair Facility)
      • 3. The system displays the report to the USER.
      • 4. This ends this use case.
    • 1.4.3 Alternative Flows
      • The Alternative Flows of this use case can occur when certain conditions exist or when specific USER feedback is provided.
      • 1.4.3.1 Change Report View
        • At Step 6 of the Basic Flow, the USER will have the ability to change the report ‘view’. (Report views are covered in more detail in Section 1.6 Special Requirements.) Report ‘views’ change the type of information that is presented to the USER, but maintains the same or similar scope.
        • If the USER selects to change the report view, the system will return to Step 5 of the Basic Flow and re-generate the report to build the requested view. NOTE: The USER may also change the Report By criteria to request a new report view (e.g., request a report by Adjuster, Office, or Repair Facility).
      • 1.4.3.2 Change Closed Ticket Date Range
        • At Step 6 of the Basic Flow, if the current report view is a closed ticket report, the USER will have the ability to change the date range of the report. The available date range for closed ticket reporting will be a rolling 13-month period (to be expanded to 24-months in future releases) with the current month inclusive. The default date range that will be presented to the USER will be the current and previous two (2) months. The USER will have the ability to select Month/Year to begin and end the date range for the closed ticket report. The USER will not have the ability to select specific days within a month as part of the date range.
        • If the USER selects a new date range for the closed ticket report view, the system will return to Step 5 of the Basic Flow and re-generate the report to build the USERs closed ticket report for the selected date range.
        • This applies to both summary and detail views of closed ticket reports.
      • 1.4.3.3 Select Summary Line Item from Open Ticket Summary Report
        • At Step 6 of the Basic Flow, if the current report view is an open ticket summary report, the USER will have the ability to select a report line item, which will trigger a request for a more detailed report for the selected item. For example, if the current view were an Open Ticket Summary for Adjusters within an office (Open Summary by Adjuster), the USER would have the ability to select an adjuster from the summarized report and review the Open Ticket Detail report for that adjuster. This ‘drill-down’ capability must be available for all report types (by Office, by Adjuster, by Repair Facility).
        • If the USER selects a line item from a summary report view, the system will return to Step 5 of the Basic Flow and generate the Open Ticket Detail report view for the selected item. From the Open Ticket Detail, the USER will have the ability to return to the Open Ticket Summary or to continue reviewing the Open Ticket Detail report views for each adjuster/repair facility within the office.
      • 1.4.3.4 Select Open Ticket from Open Ticket Detail Report
        • At Step 6 of the Basic Flow, if the current report view is an open ticket detail report, the USER will have the ability to select a report line item to view the details of the open ticket customer file. When selected, the system will present the USER with the customer file that corresponds to the selected open ticket. The USER will be allowed to modify and submit changes to the customer file (as proscribed in use case MA-13 Change Authorization). Once activity on the customer file is complete, the USER should be returned to the open ticket detail report (Step 6 of the Basic Flow).
      • 1.4.3.5 Select Summary Line Item from Closed Ticket Summary Report
        • At Step 6 of the Basic Flow, if the current report view is a closed ticket summary report, the USER will have the ability to select a report line item, which will trigger a request for a more detailed report for the selected item. For example, if the current view were a Closed Ticket Summary for Repair Facilities within an office (Closed Summary by Repair Facility), the USER would have the ability to select a repair facility name from the summarized report and review the Closed Ticket Detail report for that repair facility. This ‘drill-down’ capability must be available for all report types (by Office, by Adjuster, by Repair Facility).
        • If the USER selects a line item from a summary report view, the system will return to Step 5 of the Basic Flow and generate the Closed Ticket Detail report view for the selected item. From the Closed Ticket Detail, the USER will have the ability to return to the Closed Ticket Summary or to continue reviewing the Closed Ticket Detail report views for each adjuster/repair facility within the office.
      • 1.4.3.6 Select Closed Ticket from Closed Ticket Detail Report
        • At Step 6 of the Basic Flow, if the current report view is a closed ticket detail report, the USER will have the ability to select a report line item to view the details of the closed ticket customer file. When selected, the system will present the USER with the closed customer file that corresponds to the selected closed ticket. The USER will be allowed to view/print the details of the closed ticket, but will not have the ability to modify or change the ticket information. From the closed customer file, the USER will be returned to the closed ticket detail report (Step 6 of the Basic Flow).
      • 1.4.3.7 Sort Report
        • At Step 6 of the Basic Flow, the USER will have the ability to select any report column heading to have the report sorted by the selected column. If the USER selects a column heading, the system must sort the report by the selected column heading in ascending order. The USER will have the ability to toggle between ascending and descending sort order by re-selecting the currently sorted column. For example, if the USER wanted their report view to be sorted by Renter Name, clicking on the column would cause the report view to be sorted ascending by renter last name. If the USER would like to reverse the sort order to descending, selecting the column heading again would allow the report to be resorted descending by renter last name.
        • The system will return the USER to Step 6 of the Basic Flow on completion of this Alternative Flow, with the report view resorted according to the USER request.
      • 1.4.3.8 Add/Edit Custom View
        • At Step 6 of the Basic Flow, the USER will have the ability to add or edit a custom report view. If the USER selects to add a report view, the system will extend to the RP-03 Add/Edit Custom View use case to define a new custom report layout.
        • If the USER is viewing a custom report, they will have the ability to edit the custom view by selecting an ‘edit’ option. When a user requests to edit a custom report layout, the system will extend to the RP-03 Add/Edit Custom View use case and pre-fill all corresponding fields with the currently selected parameters for the custom layout.
        • On completion of the use case extension, the USER will be returned to Step 5 of Basic Flow in this use case and be presented with the custom report layout that was defined/modified.
      • 1.4.3.9 Select Download Report
        • At Step 6 of the Basic Flow, the USER will have the ability to download the current report view to a comma-delimited file. If the USER selects to download a comma-delimited version of the report, the system must publish a comma-delimited file that includes all of the data within the columns of the current report view. The comma-delimited file should include column headings for each of the columns of data provided to the USER. The comma-delimited file must also include report header information that includes:
          • Report View (open ticket detail/closed ticket detail)
          • Name of the Adjuster
          • Date and time the report was generated
        • The system should return the USER to the report view (Step 6 of the Basic Flow) once a report has been successfully downloaded.

1.5 Post-Conditions

    • If successful, a standard report is created for the USER.
    • If unsuccessful, the system state remains unchanged.

1.6 Special Requirements

    • The special requirements for this use case define all of the management report ‘views’ that are available to the USER. Management reports will be provided two USERs in two ways:
      • ‘Standard’ reporting views that have been defined by Enterprise at the request of customers
      • ‘Custom’ reporting detail views that allow the USER to define the columns of data that they would like to be present in a report
    • 1.6.1 Standard Management Reporting Views
      • Standard management reporting views are views that have been defined by Enterprise based on the requests of customers. These views will be carried forward in to ARMS Web and are defined in this section.
      • The table below (see FIG. 149) includes the detailed data fields that are available on each of the ‘standard’ management reports. The columns available in each report have been expanded somewhat over the current state, as the web environment offers more flexibility to provide additional information than the current state green screen application. The sequence of columns that must be presented in each report are indicated using the number 1-10, with fields that are on the screen but not in the primary data table indicated with an ‘X’. For example, the first column in the ‘Adjuster—Open Detail’ report is the renter name, the second column is the claim number, etc.
      • 1.6.1.1 All numeric fields should have averages provided at the foot of each corresponding column. Numeric fields are indicated with an asterisk (*) in the list above.
      • 1.6.1.2 The default sort for the Open Ticket Detail views must be by the Number of Days Behind field, with open tickets that are the farthest behind presented at the top of the list.
      • 1.6.1.3 The default sort for the Closed Ticket Detail views must be by Claim Number.
      • 1.6.1.4 The default sort for the Open Ticket Summary views must be by Adjuster Name (if by Adjuster), Repair Facility Name (if by Repair Facility), or Office Name (if by Office)
      • 1.6.1.5 The default sort for the Closed Ticket Summary views must be by Adjuster Name (if by Adjuster), Repair Facility Name (if by Repair Facility), or Month/Year (if by Office)
      • 1.6.1.6 Any items in an Open Ticket Detail view that have a value greater than zero (0) in the Number of Days Behind field should be highlighted to the USER.
      • 1.6.1.7 All report views must include a count of the total number of contracts listed.
      • 1.6.1.8 The report view must include report header information (in both screen and downloaded versions) that includes:
        • the type/name of the report view (e.g., open ticket detail, open ticket summary)
        • the name of the entity that is being reported on. For summary views, this should always be the office name. For detail views, the entity name must be:
          • the adjuster name (for reports by Adjuster)
          • the office name (for reports by Office)
          • the repair facility name (for reports by Repair Facility)
        • the date/time the report was generated
    • 1.6.2 Custom Management Reporting Views
      • Custom management reporting views allow the USER to define the fields that they would like to use to build their own report. The fields selected by the USER become the columns of the report, and the system will not limit the number of columns that a USER can request as part of the report. Custom reporting views are discussed at length in use case RP-03 Add/Edit Custom View.
    • 1.6.3 Report View Management
      • The system will present all of the records in a report result set on a single page, and the USER will scroll through the results to find specific records. Report views will not be presented in paging format (e.g., forcing the USER to review the Next 25 of 427 records).

1.7 Extension Points

    • This section describes the extension points of this use case.
    • 1.7.1 MA-13 Change Authorization
      • If the USER selects a line item from the Open Ticket Detail report view, the USER will extend into the MA-13 Change Authorization use case (see the Select Open Ticket from Open Ticket Detail Report Alternative Flow on page 4 for additional detail). The USER will have the ability to make any changes or updates that their security level allows, and have the opportunity to return to this use case without making any changes to the open ticket. On completion of activity in the MA-13 Change Authorization use case, the USER will be returned to Step 6 of the Basic Flow within this use case.
    • 1.7.2 RP-03 Add/Edit Custom View
      • If the USER selects to add or edit a custom view, the USER will extend into the RP-03 Add/Edit Custom View use case (see the Add/Edit Custom View Alternative Flow on page 5 for additional detail). The USER will define or modify their custom report layout and be returned to Step 6 of the Basic Flow within this use case.

2. Screen Design

    • A definition of the screen layout(s), screen data fields, and screen functions that are used to implement the flows identified above. More than one screen may be used to implement support for the use case flow.

2.1 Management Report View Template

    • This screen provides the USER with a management report view template, and supports Step 6 of the Basic Flow.
    • 2.1.1 Screen Layout—see FIG. 150
    • 2.1.2 Screen Field Definition

Screen Label Type Length Data Field Screen Specific Rule Office Combo Branch claims This combo list should include all of Box office the offices for the currently active company that the USER is assigned to. If the value of this field is changed, the system should automatically refresh the screen with the current report view for the newly selected office. Handling for Output Handling for For management reports, this value Text should always be ‘Yourself’. Output <Report By> The <report by> field is a placeholder Text in the header of the report view. For management reports, this placeholder should be populated with the name of the entity that is being reported on (i.e., Adjuster Name, Office Name, or Repair Facility Name). Output <Time/Date The <time/date stamp> field is a Text Stamp> placeholder in the header of the report view. For management reports, this placeholder should be populated with the date and time that the report was generated. Output <Report The <report type> field is a Text Type> placeholder in the header of the report view. For management reports, this placeholder should be populated with the name of the current report view (e.g., Open Ticket Detail, Custom View 1) <Column Output <Data The data columns of the report Heading I Text Columns I should correspond to the data through X> through X> columns defined for the selected report view (either static or custom report view). The data columns should be presented in the sequence that they are defined. Total Output Number of The total field should include the total Text Customer number of contracts/customer files Files that are represented in the report. Go to Combo Report sorted The ‘Go to’ combo box should Box by navigation include all of the entities available in the current report. For example, if the report were an Open Ticket Detail view Reported By Adjuster, this list would include all of the Adjusters that would PAGE in the list. The ‘Go to’ combo box should only be available in detail views. Report by Combo Report sorted The ‘Report by’ combo box should box by include all of the currently available report by options in the ARMS Web system. The report by options for the initial release of ARMS Web 2.0 should be: ‘Office’, ‘Adjuster’, and ‘Repair Facility’ Select a Combo Report view The ‘select a view’ combo box view box selection should include the names of all report views that are available to the user. This includes all pre-defined (e.g., Open Ticket Detail) and user- defined custom views. There should be an additional option to ‘Add a custom view . . . ’. If selected, the system should redirect the user to the Add/Edit Custom View screen in the RP-03 Add/Edit Custom View specification. Show Only Combo Claim Type The ‘show only’ combo box should box Filter include the following values: II Claim Types (default) nsured Claim Types laimant Claim Types ninsured Claim Types heft Claim Types When selected, the report should filter the records to display in the requested report view according to the selection in this combo box. For example, if the selection in the ‘show only’ field were ‘Insured Claim Types’, the report view would only include records that have a Claim Type of ‘Insured. From Combo Closed ticket The ‘From’ combo box should box report from include all months and years for the date last 13 months (rolling 13 month period, current month inclusive). For example a value in this field might include ‘January 2000’. The default value should be 2 months prior to the current month. To Combo Closed ticket The ‘From’ combo box should box report to date include all months and years for the last 13 months (rolling 13 month period, current month inclusive). For example a value in this field might include ‘July 2000’. The default value should be the current month.
    • 2.1.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.1.3.1 Choose a different report
        • The ‘Choose a different report’ screen function provides the USER with a hyperlink to the View a Different Report section of the Personal Report Template screen. The ‘Choose a different report’ screen function must be at or near the header of the report.
      • 2.1.3.2 Go to Report Averages
        • The ‘Go to Report Averages’ screen function provides the USER with a hyperlink to the bottom of the report to review the averages for each of the numeric columns in the report view. The ‘Go to Report Averages’ hyperlink must be at or near the header of the report.
      • 2.1.3.3 Column Heading Sort
        • The ‘Column Heading Sort’ screen function allows the USER to click on any column heading and have the current report view sorted by the selected column. On initial selection of a column heading, the system will resort the report view by the column selected in ascending order. If the sorted column is selected by the USER, the system will resort the report in descending order.
      • 2.1.3.4 Previous <Report By>
        • The ‘Previous <Report By>’ screen function allows the USER to navigate to the previous detail record in a particular detail report. For example, if the report view were an Open Ticket Detail report by Repair Facility, the ‘Previous <Report By> screen function would allow the USER to move to the previous Repair Facility detail record in a report. This screen function should only be available on open or closed ticket detail views (including custom views), and should only be available if a previous report by item exists (i.e., we wouldn't have a previous item if we were on the first item in the list).
      • 2.1.3.5 Next <Report By>
        • The ‘Next <Report By>’ screen function allows the USER to navigate to the next detail record in a particular detail report. For example, if the report view were an Open Ticket Detail report by Adjuster, the ‘Next <Report By> screen function would allow the USER to move forward to the next Adjuster's detail report view within the office. This screen function should only be available on open or closed ticket detail views (including custom views), and should only be available if a next report by item exists (i.e., we wouldn't have a next item if we were on the last item in the list).
      • 2.1.3.6 Download this report
        • The ‘Download this Report’ screen function allows the USER to click on a hyperlink and download a comma-delimited copy of the current report view. The downloaded copy must include:
          • Report Header Information
          •  Name of the Report View
          •  Name of the Person
          •  Date and Time that the Report Was generated
          • Report View Column Headings
          • Report View Records
      • 2.1.3.7 View Report
        • The ‘View Report’ screen function allows the USER to submit a request for a different type and/or date range of the report view. The system will refresh the screen with updated report view information when this screen function is invoked.
      • 2.1.3.8 Edit Custom View
        • The Edit Custom View screen function is available only in cases that the USER has a custom defined view active. If the USER selects the Edit Custom View hyperlink, the system will present the USER with the Add/Edit Custom View screen and pre-populate the screen with the custom view definition. This will allow the USER to edit the custom views that they have previously defined.

Functional Design Specification Add/Edit Custom View Version 1.1 Add/Edit Custom View 1. Generate Management Report 1.1 Brief Description

    • The Add/Edit Custom View use case describes the process to add or edit a custom report view in the ARMS Web system. Custom views allow the USER to select the data columns that they would like to view in a report (from a pre-defined list of available fields). USERs will have the ability to access their custom views just as they would any other ‘standard’ report view.

1.2 Use Case Actors

    • All actors will use the use case to add or edit a custom report view(s) in the ARMS Web system. All of the following actors can be defined generically as a USER:
      • ADJUSTER
      • COMPANY MANAGER
    • For the balance of this use case, all of the above actors will be referred to as USER.

1.3 Pre-Conditions

    • The USER must be signed-on to the system.
    • The USER must have the on-line reporting functionality active (i.e., must be on an on-line reporting screen).

1.4 Flow of Events

    • The Flow of Events includes all the steps necessary to add or edit a custom report view in the ARMS Web system.
    • 1.4.1 Activity Diagram—see FIG. 151
    • 1.4.2 Basic Flow
      • The Basic Flow of the Add/Edit Custom View use case includes all of the required activities for the USER to successfully add or edit a custom report view for use in the on-line reporting functionality of ARMS Web.
      • 1 The USER selects to add or edit a custom report view from the on-line reporting screen(s).
      • 2. The system displays a screen that allows the USER to define or build a custom report view.
      • 3. The USER defines the custom report view. The USER will have the ability to indicate a Name for the view, and define the data columns that they would like to have reported. The comprehensive list of data columns that will be available to the USER can be found in Section 1.6 Special Requirements (on page 4).
      • 4. The USER will submit the custom view to the system.
      • 5. The system will update the ARMS Web database.
      • 6. This ends this use case.
    • 1.4.3 Alternative Flows
      • The Alternative Flows of this use case can occur when certain conditions exist or when specific USER feedback is provided.
    • 1.4.3.1 Edit Custom Report View
      • At Step 1 of the Basic Flow, if the USER selected to edit a current custom report view, the system will present the screen to define/build a custom report and pre-fill all fields with the current report definition. For example, if the USER were editing their ‘Massive’ custom report view, ‘Massive’ would appear in the report name field and all of the data columns that were previously defined as the massive report would appear in the ‘selected columns’ portion of the screen.

1.5 Post-Conditions

    • If successful, a custom report view is created for the USER.
    • If unsuccessful, the system state remains unchanged.

1.6 Special Requirements

    • The special requirements for this use case define all of the management report ‘views’ that are available to the USER. Management reports will be provided two USERs in two ways:
    • 1.6.1 Custom Report Definition
      • This section provides the system framework for custom report view definition in the ARMS Web system. These are additional requirements around functionality to allow USERs to define/build custom report views, and apply to the use case as a whole.
      • 1.6.1.1 USERs will have the ability to create one or more custom views.
      • 1.6.1.2 USERs will be able to define custom report views for DETAIL views only (USERs will not have the ability to define custom summary views). (Most of the numeric fields that can be summarized for USERs are already provided in the standard management report views.)
      • 1.6.1.3 USERs will have the ability to select custom report views by Office, by Adjuster, or by Repair Facility (similar to the standard management reports).
      • 1.6.1.4 Custom report views will be limited to the data columns in the Custom Report View Data Domain (see 1.6.2 Custom Report View Data Domain)
      • 1.6.1.5 Custom report views must define if the report view retrieves Open, Closed, or All Ticket statuses.
      • 1.6.1.6 All custom report views defined as ‘closed ticket only’ must allow the user to indicate a date range. The default date range for custom views will be the same as the default range for standard closed ticket reports (the current month plus two (2) prior months).
      • 1.6.1.7 When a custom report view has been defined, the name of the custom report view will become a selection from the USERs view list. For example, ‘MyCustomView’ would be seen in the list with ‘Open Ticket Detail’, ‘Closed Ticket Detail’, etc.
    • 1.6.2 Custom Report View Data Domain
      • The following is a list of all available data columns that a USER may select as part of a custom report view. The number of columns that a USER selects to make part of the custom report view is not limited, which allows the USER to select a subset or all of these data fields to be published in their report.

Adjuster Claim Number Claim Type Office Name Renter Name State of Rental Location Authorized Days Authorized Rate Policy Daily Rate Days Behind Number of Extensions Policy Maximum Rate Rental Days Billed Days Billed to % Repair Facility Name Insured Name Rental Status Total Charges Billed Amount Amount Received Other Charges Vehicle Condition Authorized Total (Driveable Flag/ Amount Repairable Flag) Surcharges Flag Rental Start Date Rental Close Date Termination Date Invoice Date Invoice Approve Date Remittance Date Repair Facility Phone Number

1.7 Extension Points

    • None.

2. Screen Design

    • A definition of the screen layout(s), screen data fields, and screen functions that are used to implement the flows identified above. More than one screen may be used to implement support for the use case flow.

2.1 Add/Edit Custom View

    • This screen provides the USER with the ability to add or edit a custom view, and supports Step 2 of the Basic Flow.
    • 2.1.1 Screen Layout—see FIG. 152
    • 2.1.2 Screen Field Definition

Screen Label Type Length Data Field Screen Specific Rule Name this Text Custom Report The name a USER provides to refer to report Name the custom report view definition. The name of the report must be unique to other custom reports defined by the user (e.g., a single user can not have two reports with the same name). This uniqueness must only be enforced at the user level (e.g., two different users CAN use the same name for a report). The name of the report will appear in the USERs ‘Select a view’ combo box when the report view is saved. Start from a Combo Custom view The ‘Start from a View’ combo list View box start point allows a USER to select a default or ‘standard’ view as a starting point in report view definition. The values within the combo box should be ‘Open Ticket Detail’ and ‘Closed Ticket Detail’. If selected, the system should use the values of the Report by ‘Adjuster’ standard report to pre-populate the ‘New Report Fields’ list box. The default value of this field should be ‘-Select a Starting View-’ Ticket Combo Custom view The ‘Ticket Status’ combo box indicates Status box ticket status the scope of the report in terms of ticket status. The list should include ‘Open Tickets’, ‘Closed Tickets’, and ‘All Tickets’. The system will use this as part of the overall custom report definition. Available List Box Custom view The ‘Available Fields’ list box includes Fields available fields all of the fields that are available to be included in a custom view, but have not yet been selected to be included in the report. When an available field is selected from the list to be included in the report, the field should be removed from this list box (and populate the ‘New Report Fields’ list box). For a list of all available fields see Section 1.6.2 Custom Report View Data Domain above. New Report List Box Custom view The ‘New Report Fields’ list box Fields selected fields includes all of the fields that have been selected by the USER. These fields define the columns of the report. The sequence that the fields appear in the report is defined from top to bottom of this list box (e.g., the first field in the list = the first column in the report). This sequence can be modified using the Sequence Up and Sequence Down screen functions (see 0 Screen Function Definition below). If the USER selects a starting view (from the Start from a View field), the list box will populate with all of the fields that make up the standard view selected (e.g., if the USER selects ‘Closed Ticket Detail’ from the Start from a View field, all of the fields that make up a Closed Ticket Detail report would populate in this field.
    • 2.1.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.1.3.1 Remove
        • The ‘Remove’ screen function allows a USER to remove selected fields from the ‘New Report Fields’ list box (and re-add them to the ‘Available Fields’ list box).
      • 2.1.3.2 Insert
        • The ‘Insert’ screen function allows a USER to add selected fields to the ‘New Report Fields’ list box (and remove them from the ‘Available Fields’ list box).
      • 2.1.3.3 Dictionary
        • The ‘Dictionary’ screen function allows a USER to open a dictionary that defines all of the fields that can be added to a report view. The dictionary will be included as part of the help functionality of the system.
      • 2.1.3.4 Sequence Up
        • The ‘Sequence Up’ screen function (presented with an ‘up’ arrow in the screen shot) allows a USER to move a selected field in the ‘New Report Fields’ list box up in the sequence of the report.
      • 2.1.3.5 Sequence Down
        • The ‘Sequence Down’ screen function (presented with a ‘down’ arrow in the screen shot) allows a USER to move a selected field in the ‘New Report Fields’ list box down in the sequence of the report.
      • 2.1.3.6 Save Report View
        • The ‘Save Report View’ screen function allows the USER to save the custom report definition and return to the reporting use case(s). The system will return the USER to the report use case from which they entered this use case (either RP-01 or RP-02) and be presented with the newly defined report view.
      • 2.1.3.7 Close without Saving
        • The ‘Close without Saving’ screen function allows the USER to exist the screen with saving any changes made. The system will return the USER to the report use case from which they entered this use case (either RP-01 or RP-02).
      • 2.1.3.8 Delete
        • The ‘Delete’ screen function allows the USER to delete a custom report view from their profile. When a custom report view is deleted it should no longer be available in the USERs view selection combo box. The system will return the USER to the report use case from which they entered this use case (either RP-01 or RP-02).

Functional Design Specification Maintain User Version 1.3 Maintain User 1. Maintain User Use Case 1.1 Brief Description

    • The Maintain User use case describes how a USER would set up or maintain a user in the ARMS Web system.

1.2 Use Case Actors

    • The following actors will interact with this use case:
      • ENTERPRISE ADMINISTRATOR—The ENTERPRISE ADMINISTRATOR is a person who can perform this use case to set up any user in a company.
      • COMPANY ADMINISTRATOR—The COMPANY ADMINISTRATOR is a person who can perform this use case for the company. They may add users and assign them to office(s) that they are the administrator of within the company.
      • OFFICE ADMINISTRATOR—The OFFICE ADMINISTRATOR is a person who can perform this use case for the company. The OFFICE ADMINISTRATOR may maintain any user in their company structure to which they have been assigned ownership.

1.3 Pre-Conditions

    • The USER must be logged into the system.
    • If maintaining a user, the USER should have the ability to maintain that user. In order to maintain a user at a specific office, the ADMINISTRATOR must have access to that specific office.
    • If adding a user, the USER should have the ability to add a user.

1.4 Flow of Events

    • The Flow of Events will include all the steps necessary to add or maintain a company user in the ARMS Web system.
    • 1.4.1 Activity Diagram—see FIG. 153
    • 1.4.2 Basic Flow
      • The Basic Flow will describe how a USER will maintain a user in the ARMS Web system.
      • 1. The USER will choose to maintain user(s).
      • 2. The system will present a list of all users that are in all the offices the USER has access to maintain.
      • 3. The USER will choose a user to maintain.
      • 4. The system will display the user's information for the USER to edit.
      • 5. The USER will update the user's information and submit the information to the system.
      • 6. The system will validate the information entered.
      • 7. The system will update the ARMS Web database.
      • 8. This ends the use case.
    • 1.4.3 Alternative Flows
      • 1.4.3.1 Add User
      • At step three in the Basic Flow, the USER may choose to add a user, if they have the authority level to do so. The USER will enter a primary office, UserID, First Name and Last Name for the new user. The system will then validate that the office was entered and the UserID does not exist. If a UserID match is found, or the office was not entered, the system will display an error and request the USER enter a new UserID. Otherwise, the system will display the default settings for a new user; the USER will update the default settings and submit the information to the system. The system will validate the information entered, and update the ARMS Web database. The use case is then complete.
      • 1.4.3.2 Show All Users for the Company
      • At step three in the Basic Flow, the USER may choose to display all users within the company. This would allow for adding users to offices the USER controls. The USER will choose the user they wish to work with and the system will then display the user's information; the USER will add the user to any offices the USER controls and submit the information to the system. The system will validate the information entered, and update the ARMS Web database. The use case is then complete.
        • 1.4.3.2.1 If a user's primary office is not an office controlled by the USER, the USER may only add the user to offices the USER controls. The USER should not be able to change any of the user's settings. A USER that has control of a user's primary office can only change user settings.
      • 1.4.3.3 User Information Validation Fails
      • In step six of the Basic Flow, the system may find that user information entered by the USER does not meet the validation criteria. The system should return the USER to step four of the Basic Flow, show the USER the invalid data, and prompt the USER to reenter the data.
      • This rule also applies for new user creation. Whenever a new user is submitted to the system for creation, the system must validate that the criteria entered is valid. If any information is invalid, the system should present the invalid date to the USER, and prompt the user to correct it.
        • 1.4.3.3.1 The following fields must be populated to complete a user update or new user creation.
          • Last Name
          • First Name
          • UserID (Must be validated to ensure it is not a duplicate ID)
          • Home Office (Must be a valid office and not null)
        • 1.4.3.4 Cancel Add/Maintain User
        • Until step five in the Basic Flow, the USER may choose to cancel the use case. The system should not store any changes made by the USER within the use case.

1.5 Post-Conditions

    • If the use case was successful and the USER was maintaining a user, the user criteria being changed will have been changed and updated in the ARMS Web system.
    • If the use case was successful and the USER was adding a user, the user will have been added in the ARMS Web system.
    • If the use case was unsuccessful, the system state will be unchanged.

1.6 Special Requirements

    • 1.6.1 User Inactivation
      • In order to inactivate a user, the following set of criteria must be validated. If any of the criteria are found to be true, then the system will not allow the USER to inactivate the user.
      • If A4XREFL1/X4STCD is equal to ‘C’ (closed rental) and any tickets were closed in the past seven days
      • If A4XREFL1/X4STCD is equal to ‘A’ (audited invoice)
      • If A4XREFL1/X4STCD is equal to ‘R’ (reservation)
      • If A4XREFL1/X4STCD is equal to ‘O’ (open contract)
      • If A4XREFL1/X4STCD is equal to ‘U’ (unconfirmed) and A4XREFL1/X4RSFG is equal to ‘D’ (Direct Bill request)
      • If A4XREFL1/X4STCD is equal to ‘Z’ (sent) and A4XREFL1/X4RSFG is equal to ‘C’ (extension request & message sent)
      • If A4XREFL1/X4STCD is equal to ‘Z’ (sent) and A4XREFL1/X4RSFG is equal to ‘M’ (authorization message sent)
      • If A4XREFL1/X4STCD is equal to ‘Z’ (sent) and A4XREFL1/X4RSFG is equal to ‘X’ (extension request sent)
      • If A4XREFL1/X4STCD is equal to ‘B’ (authorized invoice) and A4XREFL1/X4RSFG is equal to ‘B’ (invoice sent from ARMS)
      • If A4XREFL1/X4STCD is equal to ‘B’ (authorized invoice) and A4XREFL1/X4RSFG is equal to ‘R’ (invoice returned to adjuster)
      • If A4XREFL1/X4STCD is equal to ‘B’ (authorized invoice) and A4XREFL1/X4RSFG is equal to ‘E’ (rejected system error)
      • If A4XREFL1/X4STCD is equal to ‘B’ (authorized invoice) and A4XREFL1/X4RSFG is equal to ‘O’ (rejected invoice ARMS researching)
    • 1.6.2 User Default Settings
      • Whenever a new user is created, the settings for that user should be defaulted based on the user's primary office profile settings. For example, if the office is a reservation only office, the user should default to reservation only. This does not imply that the administrator cannot change the settings. This should also apply to whether can receive work setting should be on or off for the user/team. If all other users/teams in the office have the setting either on or off, then the new user should mimic this setting. Once again, this does not imply that the administrator cannot change this setting.

1.7 Extension Points

    • None.

2. Screen Design

    • A definition of the screen layout(s), screen data fields, and screen functions that are used to implement the flows identified above. More than one screen may be used to implement support for the use case flow.

2.1 Create or Modify User

    • This screen will allow the USER to search for and select a user to modify or select to add a new user.
    • 2.1.1 Screen Layout—see FIG. 154
    • 2.1.2 Create or Modify User

Screen Specific Screen Label Type Size Screen Field Name Data Field Name Rule New Team Radio 1 Create a New Team Button New User Radio 1 Create a New User Button Indicator User ID: Input 10 User Id ARMS Profile ID First Name: Input 15 First Name of New First Name User Handling For Output 30 Handling For First Name + Last Name Last Name: Text Box 20 Last Name of New Last Name User User ID Output 10 List of User Ids within Adjustor Code the company Name Output 30 List of Users within a First Name + Last Company Name User ID: Input 10 User Id Adjustor Code Primary office List Box 25 Primary office external organization name Primary office Output 10 List of Primary offices external organization abbreviated name Office Output 20 List of Office external organization Description Descriptions within name Company Office: Output 4 Office Id external organization abbreviated name
    • 2.1.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.1.3.1 A-Z Anchor Links
        • When any of the letters are clicked, the list of users should position itself with that letter presented at the top of the user view area on the page.
      • 2.3.3.2 Teams Link
        • When the team link is clicked, the list of teams should position itself at the top of the view area on the page. The list of teams should be placed last in the list of all users/teams.
      • 2.1.3.3 Process
        • When the Process button is clicked, the system should check to see that the appropriate information was entered in order to create a new user (Office, Last Name, First Name UserID). If the information is entered, the system will create a new user with those attributes and the other user attributes defaulted. The system should then display the new user's profile.

2.2 Create or Modify Team

    • This screen will allow the USER to input and change information about a user (i.e. name, E-mail address, etc.)
    • 2.2.1 Screen Layout—see FIG. 155
    • 2.2.2 Create or Modify Team

Screen Specific Screen Label Type Size Screen Field Name Data Field Name Rule New Team Radio 1 Create a New Team Button New User Radio 1 Create a New User Button Indicator Name Output 20 Adjusters Associated First Name + Last with the Company Name Handling For Output 20 Handling For First Name + Last Name User ID Output 7 List of User Ids Adjustor Code Associated with a Company Primary office List Box 20 Primary office external organization associated with abbreviated name Team Primary office Output 10 List of Primary offices external organization Associated with a abbreviated name Company Office Output 20 List of Office external organization Description Descriptions name associated with a comp Office: Output 10 Office external organization abbreviated name Team Name Input 15 Team Name external organization name
    • 2.2.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.2.3.1 A-Z Anchor Links
        • When any of the letters are clicked, the list of users should position itself with that letter presented at the top of the user view area on the page.
      • 2.2.3.2 Teams Link
        • When the team link is clicked, the list of teams should position itself at the top of the view area on the page. The list of teams should be placed last in the list of all users/teams.
      • 2.2.3.3 Process
        • When the Process button is clicked, the system should check to see that the appropriate information was entered in order to create a new team (Office, Team Name). If the information is entered, the system will create a new team with those attributes and the other user attributes defaulted. The system should then display the new team's profile.

2.3 User Profile

    • This screen will allow the USER to input and change information about a user (i.e. name, E-mail address, etc.)
    • 2.3.1 Screen Layout—see FIG. 156
    • 2.3.2 User Profile

Screen Specific Screen Label Type Size Screen Field Name Data Field Name Rule Reset Check Box 1 Reset Password Password Indicator Email Address: Text Box 15 Adjuster's Email e-Mail address Address First Name Text Box 15 First Name First Name Handling For Output 10 Handling For First Name + Last Name Last Name Text Box 10 Last Name Last Name User ID: Output 0 User Id Adjustor Code Active Check Box 1 User is Active Status: Active/Inactive Address Output 25 Home Office Address Customer Address Line 1 + Customer Address Line 2 Phone: Output 10 Home Office Phone Customer Phone Number Number + Customer Phone Extension Postal Output 10 Home Office Postal Zip Code Code City Output 15 Home Office City customer city text ST/PROV Output 5 Home Office State customer state code Office Output 10 Office external organization abbreviated name Home Office List Box 20 Office Name external organization name Other List Box 20 Other authorized external organization authorized Offices for The User name Offices Allow files and Check Box 1 Allow files & action profile type value If Allow Files and action items to items to be assigned code Action Items have be assigned to to user been selected, this this user user or team will appear in the Handle For list. Authorize/ Check Box 1 Allow user to profile type value Extend Rental Authorize/Extend code Rental User Check Box 1 Allow user to conduct profile type value Maintenance user maintenance code Create Check Box 1 Allow user to create profile type value Reservation reservation code Reporting Check Box 1 Allow user to do profile type value (Management) reporting code Pay Invoice Check Box 1 Allow user to Pay profile type value Invoices code Days/Rental Text Box 10 Authorization Limit profile type value on Days per Rental quantity $   max/ Text Box 10 Authorization Limit profile type value rental on Maximum Dollars amount per Rental
    • 2.3.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.3.3.1 Process
        • When clicked, the system will ensure that all rules on the page are enforced. Upon completion, the system will return the USER to the Create a New User/Team page.
        • 2.3.3.1.1 The user must have a First Name, Last Name and Home Office entered. The Home Office must be a valid office for that company.
        • 2.3.3.1.2 Work Authority for each user will default to all enabled.
        • 2.3.3.1.3 If the Active switch has been set to inactive, the system will check to see if the user owns any open work. If the user owns work, the system will not allow the user to be set to inactive. The system will notify the USER that the user has open work assigned to them and request that they transfer the work before attempting to inactivate the user.
        • 2.3.3.1.4 If the reset password option is set, the system will reset the user's password. This will reset the user's password to the password used for new users. Need to verify what that password is.
        • 2.3.3.1.5 If the File Ownership flag is turned off, the system will check to see if the user owns any open work. If the user owns work, the system will not allow the file ownership flag to be turned off. The system will notify the USER that the user has open work assigned to them and request that they transfer the work before attempting to turn off file ownership.

2.4 Team Profile

    • This screen will allow the USER to input and change information about a user (i.e. name, E-mail address, etc.)
    • 2.4.1 Screen Layout—see FIG. 157
    • 2.4.2 Create or Modify Team

Screen Specific Screen Label Type Size Screen Field Name Data Field Name Rule Allow files and Check Box 1 Allow action items to action items to be assigned to team be assigned to this team Available List Box 30 Available Members First Name + Last for Team Name E-mail Address Text Box 20 Email Address e-Mail address Handling For: Output 20 Handling For: First Name + Last Name Active Check Box 1 Team Active Status: Active/Inactive Indicator Team List Box 30 Team Members First Name + Last Members Name Phone Number Output 10 Branch Office Phone Customer Phone Number Number + Customer Phone Extension Postal Output 10 Branch Office Postal Zip Code Code Address Output 25 Home Office Address Customer Address Line 1 + Customer Address Line 2 ST/PROV Output 3 Branch Office State customer state code or Province City Output 15 Home Office City customer city text Home Office Output 20 Home Office Name external organization name Office Output 5 Office external organization abbreviated name Team Name Text Box 20 Team Name external organization name
    • 2.4.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
      • 2.4.3.1 Process
        • When clicked, the system will ensure that all rules on the page are enforced. Upon completion, the system will return the USER to the Create a New User/Team page.
        • 2.4.3.1.1 The team must have a Team Name and Home Office entered. The Home Office must be a valid office for that company.
        • 2.4.3.1.2 If the Active switch has been set to inactive, the system will check to see if the team owns any open work. If the team owns work, the system will not allow the team to be set to inactive. The system will notify the USER that the team has open work assigned to them and request that they transfer the work before attempting to inactivate the team.
        • 2.4.3.1.3 If the File Ownership flag is turned off, the system will check to see if the team owns any open work. If the team owns work, the system will not allow the file ownership flag to be turned off. The system will notify the USER that the team has open work assigned to them and request that they transfer the work before attempting to turn off file ownership. If the user or team does not receive File Ownership, that user or team will not display in the Handle For list.

3. Application Operations

    • This section will detail all the application operations that are part of this Functional Specification Document.
      3.1 Build list of Users
    • (Office Id, First Name, Last Name, User ID)
    • Build a list of User first and last names NOT limited to a given office in order to search for a user. Limited by the first or last name passed.

3.2 Find User Information

    • (User Id)
    • Retrieve the current values for a user's profile.

3.3 Update User Information

    • (User Id, Name, e-mail Address, Out of Office, Handler for out of office user, Initial Page, Is user Multi-company, Is User Active, Current Password, New Password, Receive Authorization Assignment)
    • Update the given data values for the user profile.
      3.4 Build list of User offices
    • (User Id)
    • Build a list of office names for the offices the user is assigned to.

3.5 Find User Office Information

    • (User Id, Office Id)
    • Retrieve the current values assigned for the user at a given office.

3.6 Update User Office Information

    • (User Id, Office Id, and data values)
    • Update the given data values for the user profile.

3.7 Add User Office Information

    • (User Id, Office Id)
    • Assign user access to another office. Default values are set for the users access.

3.8 Remove User Office Information

    • (User Id, Office Id)
    • Revoke assignment of the user to an office. The user cannot be revoked from their primary office.
      3.9 Build a list of users to which the administrator has access
    • (Company ID, Administrator ID, User ID)
    • Build a list of User first and last names limited to a given office in order to maintain a user. Limited by the first or last name passed.
      3.10 Validate that User ID does not exist
    • (User ID)
    • Verify that the administrator must add a new user.

4. Data Fields 4.1 Data Field Definition

    • This section includes a definition of all data fields included in the functional specification.
    • 4.1.1 User Language Preference
      • This is the user's language preference while working with the ARMS Web System.
      • Data Field Type: Alpha-Numeric
      • Data Field Length: 10
      • Data Source: <Data Source>
    • 4.1.2 Phone Number
      • This is the user's phone number.
      • Data Field Type: Alpha-Numeric
      • Data Field Length: 10
      • Data Source: <Data Source>
    • 4.1.3 Profile Attribute Id
      • I.S. assigned identifier for a profile attribute. Must be unique and non-blank. Each profilable item will have a profile attribute.
      • Data Field Type: Alpha-Numeric
      • Data Field Length: 20
      • Data Source: <Data Source>
    • 4.1.4 Last Name
      • This is the last name of the user.
      • Data Field Type: Alpha-Numeric
      • Data Field Length: 20
      • Data Source: <Data Source>
    • 4.1.5 Handler for out of office user
      • This is the user who will handle work for the user who is out of office.
      • Data Field Type: Alpha-Numeric
      • Data Field Length: 0
      • Data Source: <Data Source>
    • 4.1.6 Start Page
      • This is the initial page that the user will see when he logs on to the system.
      • Data Field Type: URL
      • Data Field Length: 256
      • Data Source: <Data Source>
    • 4.1.7 Is user out of office ?
      • This flag indicates that the user is out of office and no work should be assigned to them. Instead another user can be set up to handle for the user who is out of office.
      • Data Field Type: Boolean
      • Data Field Length: 1
      • Data Source: <Data Source>
    • 4.1.8 Is the user multicompany ?
      • This flag indicates that this user can do work for multiple insurance companies. These are typically Enterprise Rent-A-Car employees working on site at an insurance company office or Rental Management Services employees who are also Enterprise employees who manage rentals for the insurance company but are not on site.
      • Data Field Type: Boolean
      • Data Field Length: 1
      • Data Source: <Data Source>
    • 4.1.9 Can user receive work ?
      • This flag indicates that user can receive work (e.g. requests for authorization, requests for extension etc.). Typically, a manager would set this flag to “No” so that work would not be assigned to him or her although he or she could be notified in certain situations like authority limit exceeded etc.
      • Data Field Type: Boolean
      • Data Field Length: 1
      • Data Source: <Data Source>
    • 4.1.10 Is User Active ?
      • This flag indicates the user is currently active and may log on to the system to do work.
      • Data Field Type: Boolean
      • Data Field Length: 1
      • Data Source: <Data Source>
    • 4.1.11 Email Address
      • This is the email address of the user.
      • Data Field Type: Alpha-Numeric
      • Data Field Length: 30
      • Data Source: <Data Source>
    • 4.1.12 First Name
      • This is the first name of the user.
      • Data Field Type: Alpha-Numeric
      • Data Field Length: 15
      • Data Source: <Data Source>
    • 4.1.13 Password
      • This is the user specified password that the user will use along with the user id to log on to the ARMS Web System.
      • Data Field Type: Password
      • Data Field Length: 10
      • Data Source: <Data Source>
    • 4.1.14 User Id
      • This is the user id that the user will use to sign on to the ARMS Web System. This id must be unique across the whole system.
      • Data Field Type: Alpha-Numeric
      • Data Field Length: 10
      • Data Source: <Data Source>

5. Questions and Answers

    • Issue Number: 321
    • Question: When do we “Kill” profiles that have been created but not used? Question 2—Do we allow for deleting users, and if so, who would handle this function? Question 3—Do we allow for deleting inactive user, and if so, who would handle this function?
    • Status: Closed—Resolved
    • Resolution: 3-21-00, Dave Smith—The other questions would seem to have procedures in place today. Unless there is a compelling reason, I don't think we should reinvent the wheel. Could you check with the ARMS team to find out?
    • 08-07-00—Brad Reel: UserIDs that were created, but never accessed will be made inactive after six months. UserIDs that have not been accessed for two years will also be made inactive. After being made inactive, they will be purged after three additional months.
    • Issue Number: 322
    • Question: Do we allow for deleting users, and if so who would it be that does so?
    • Status: Closed—Merged
    • Resolution: 3-21-00, Dave Smith—The other questions would seem to have procedures in place today. Unless there is a compelling reason, I don't think we should reinvent the wheel. Could you check with the ARMS team to find out? 3-27-00, merged with Issue 321
    • Issue Number: 323
    • Question: When do we delete an inactive user? And who would handle?
    • Status: Closed—Merged
    • Resolution: 3-21-00, Dave Smith—The other questions would seem to have procedures in place today. Unless there is a compelling reason, I don't think we should reinvent the wheel. Could you check with the ARMS team to find out? 3-27-00, merged with issue 321
    • Issue Number: 324
    • Question: User ID: Do we have current Enterprise Business rules that we need to enforce, and if so, what are they? The assumption we made when discussing this was that the admin could give them whatever ID the user desired. If user wanted the ID Beavis, the admin could create it. The question is, are there some rules we want to enforce (i.e. User ID's start w/first three characters of insurance company's name, GEI for GEICO) and some defaults for both UserID & Password? Maybe for GEICO, the first user is GEI0001 and the default password is GEICO. Just something we need to address.
    • Status: Closed—Resolved
    • Resolution: 3-22-00, Dave Smith—I think we should give them whatever user ID they want.
    • 3-30-00. Kim DeVallance—user ID is a company specific item. For example, GEICO's is their associate ID (similar to our employee number). Progressive uses their PACMAN ID, Nationwide uses their RACF ID . . . all a similar concept. It is an ID that the adjuster is familiar with and I think we should allow the customer to use an employee number already familiar to the adjuster.
    • 4-7-00, Issue Mtg, the field is 10 characters, First three will be company driven, the next 7 can be alpha/num and the users choice.
    • 4-11-00, Brad Reel—Current State, ID's are first three characters of the company's name, and up to seven numeric characters. Could possibly expand to seven alpha-numeric instead of just numeric. Barring any disagreement, we will suggest the following in the ARMS Web system: first three characters of the company's name are the first three characters of the ID. Then the ID must include at least 4 alpha-numeric characters with at least one number in it. The minimum ID length would be 7 characters, the maximum 10. Suggest we try to force companies to use their employee IDs as the seven digits. ARMS Web system can generate a number if necessary.
    • Need to confirm with our security people that this is acceptable security on an Enterprise-owned application. Also, should consider whether or not we think first three chracters of a company's name will allow us to always uniquely identify companies.
    • Issue Number: 325
    • Question: Current State we capture the primary address for the user, (the address the user (adjuster) is located at) do we want to do the same in future state? In the screen prototype should the primary user (adjuster) address be capture in the user profile screens, given that we currently have an office address in the office profile?
    • Status: Closed—Resolved
    • Resolution: 3-30-00, Kim DeVallance—Kim—I do not think it is necessary for the ARMS/Web application, but it may be a mandatory field for the ARMS system when it processes info. I would recommend checking with the analysts from ARMS. We pull the address from ECARS when we send a paper bill, and if the bill is electronic, the address does not matter.
    • 4-7-00, Issue Mtg, Default to office address, allow at the user level to be changed, if it is changed it will only update the database not the 400.
    • 4-11-00, Brad Reel—When creating a user, we need to capture a user-specific address. It should default to the primary office they are assigned to when they are first created, but be changeable. This means we have to change the process for adding a user so we identify their primary office before we enter address information.
    • Issue Number: 326
    • Question: Can a user be maintained at more than one office? Do we still have a default/primary office when the user is created?
    • Example: You have been created at the St. Louis Office and you need to travel to California to help with a disaster, does California have the rights to maintain you.
    • Status: Closed—Resolved
    • Resolution: 3-22-00, Dave Smith—For tracking purposes, I think we need to maintain one profile only. If someone moves to another location because of a disaster, we should move the profile to that office. Perhaps to make it easy on the transition, we could transfer their base profile and let the new office modify accordingly.
    • 3-27-00, Ask Brad to follow-up with Dave Smith.
    • 3-30-00, Kim DeVallance—Current state, yes a user can be maintained at more than one office, but a user should have a primary office.
    • Issue Number: 327
    • Question: Do we need a primary office at which you see all work below you? This would apply only to people who were in offices that were not claims offices. Example: I am a regional VP (wouldn't that be cool) and I want to use the system. I define “Default One” as my region, so when I look at stuff in the system an I see all the offices under my office as my default.
    • Status: Closed—Resolved
    • Resolution: 3-22-00, Dave Smith—Yes, I think this a good enhancement.
    • 3-30-00, Kim DeVallance—This would be great!!!
    • Issue Number: 328
    • Question: Do we need a primary office that you can create work at? This would apply to everyone and defines the primary office I can create work in. For an Adjuster, this would be their primary office. For someone at a higher level, it would be the office they assign work to if they create it. Following the example above, if that VP creates a res (unlikely, but work with me), this default would be the claims office it would be sent to for completion.
    • Status: Closed—Resolved
    • Resolution: 3-22-00, Dave Smith—Yes, I think this a good enhancement as well.
    • 3-30-00, Kim DeVallance—Yes, but keep in mind during the life of a rental we can transfer the rental to different offices within the same company profile.
    • Issue Number: 329
    • Question: Where does the manager get assigned to a user? At the Office Level, the User Level or the Team level? Can a user have more than one manager?
    • Status: Closed—Resolved
    • Resolution: 08-08-00—Brad Reel: Upon further discussion with the business, the process for selecting a person to handle an authorization limit is as follows: When a user hits an authorization limit, the system will request that the user select another user to approve the request and handle the rental. The system will only present users that have limits higher than the requested amount/number of days. Once the user has been selected, the rental will then be permanently transferred to the chosen user.
    • Issue Number: 331
    • Question: Under Report Layout section, is this for the office to give the user what fields that they want them to see? Then the user can set how he views these fields in MY PROFILE?
    • Status: Closed—Resolved
    • Resolution: 3-21-00, Anita Klopfenstein—It allows the user to create a default report layout as well as establish groupings. For example: I may want a team group which allows me to select adjusters to view. However, this would be a function which had to be approved in the profile of the user. Otherwise they can only see their work.
    • Issue Number: 332
    • Question: Are the authorization limits for the life of the rental or the transaction, (as applied to use by an adjuster)
    • Status: Closed—Resolved
    • Resolution: 3-21-00, Anita Klopfenstein—Both—There is a daily limit and a rental max. For the life of the rental.
    • Issue Number: 350
    • Question: Do we want to force a search before and admin can add a user?
    • Status: Closed—Resolved
    • Resolution: 08-07-00—Brad Reel: When adding a user, the system will search for the UserID and ensure it does not exist. No other searches will be performed.
    • Issue Number: 352
    • Question: Where does the ability to change the language the user can view the screens in reside? With the Admin or the user?
    • Status: Deferred
    • Resolution:
    • Issue Number: 356
    • Question: When setting up a user, should the office profile restrict the user's profile? Or are the office and user profiles independent of each other?
    • Status: Closed—Resolved
    • Resolution: 08-07-00—Brad Reel: Office profile overrides user profile. A user can have more rights than the office, but will still be restricted to only activities that can be performed in that office based on the office profile while they are working in that office.
    • Issue Number: 360
    • Question: Brad Decoder, Password/do we send e-mail to the admin to let them know how many times login failed?
    • Status: 12 User Review
    • Resolution:
    • Issue Number: 365
    • Question: Do we need a batch process for adding users?
    • Status: Closed—Resolved
    • Resolution: 07-03-00—Brad Reel: This question has also been asked in the more general setting of “Should a process exist for walking a user through setting up an entire company (much like a wizard tool).” For this release of ARMS Web (V2.0) a batch process for creating users will not be created. There will also not be a wizard for creating a company. However, for future releases, this wizard will be a very worthwhile tool to create and should be incorporated into future releases.

Functional Design Specification User Profile Version 1.0 1. User Profile Use Case 1.1 Brief Description

    • The User Profile use case describes how the USER would customize their working environment. User Profile will allow the USER to change their password, set his or her out of office, and modify their Favorite Locations list.

1.2 Use Case Actors

    • Actors will use this use case to update their user profile. The following actors will interact with this use case:
      • ENTERPRISE ADMINISTRATOR
      • COMPANY ADMINISTRATOR
      • OFFICE ADMINISTRATOR
      • CLAIMS MANAGER
      • ADJUSTER
      • FIRST NOTICE OF LOSS ADJUSTER
      • PROCESSOR

1.3 Pre-Conditions

    • The company must be enrolled in ARMS Web.
    • The USER must be enrolled and have an active User ID and password.
    • The USER must be logged into the ARMS Web system.

1.4 Flow of Events

    • The Flow of Events will include the necessary steps to make changes and updates to “My Profile”.
    • 1.4.1 Activity Diagram—see FIG. 158
    • 1.4.2 Basic Flow
      • 1. The USER will choose to edit their User Profile
      • 2. The system will display the USER'S User Profile.
      • 3. The USER will specify the action they would like to perform (user settings, set out of office, add a Favorite Location, remove a Favorite Location, edit a Favorite Location).
      • 4. The USER will select one of the options.
      • 5. Based on the USER'S response, one or more of the following subflows is executed:
        • If the USER chooses to edit a Favorite Location, the Edit Favorite Location Subflow is executed.
        • If the USER chooses to add a Favorite Location, the Add Favorite Location Subflow is executed.
        • If the USER chooses to remove a Favorite Location, the Remove Favorite Location Subflow is executed.
        • If the USER chooses to set the Out of Office Function, the Out of Office Subflow is executed.
        • If the USER chooses to Change Password, the Change Password Subflow is executed.
        • If the USER chooses Confirmation Page, the Confirmation Page Subflow is executed.
      • 1.4.2.1 Edit Favorite Location Subflow
        • This subflow allows the USER to edit a location on their Favorite Locations List.
        • 1. The USER selects the location they wish to edit from their Favorite Locations List.
        • 2. The USER changes the name they wish to use to identify the location. This is the name that will be displayed to them in their Favorite Locations List.
        • 3. The USER submits the information to the system.
        • 4. The system updates ARMSWeb to reflect the new Favorite Location.
        • 5. The use case ends.
      • 1.4.2.2 Add Favorite Location Subflow
        • This subflow allows the USER to add a location to the Favorite Locations List.
        • 1. The USER will execute Functional Specification MA-02: Find a Rental Location to search for the location they would like to add to their Favorite Locations List.
        • 2. The USER selects the location they wish to add to their Favorite Locations List.
        • 3. The USER enters the name they wish to use to identify the location. This is the name that will be displayed to them in their Favorite Locations List.
        • 4. The USER submits the information to the system.
        • 5. The system updates ARMSWeb to reflect the new Favorite Location.
        • 6. The use case ends.
      • 1.4.2.3 Remove Favorite Location Subflow
        • This subflow allows the USER to remove a location to the Favorite Locations List.
        • 1. The USER selects the location they wish to remove from their Favorite Locations List.
        • 2. The USER submits the information to the system.
        • 3. The system updates ARMSWeb to reflect the removal of the Favorite Location.
        • 4. The use case ends.
      • 1.4.2.4 Out of Office Subflow
        • This subflow allows the USER to select when they are out of office and assigns their workload to another USER.
        • 1. The USER will set choose to be Out of Office.
        • 2. The USER will enter the beginning date of when they will be Out of Office.
        • 3. The USER will choose an alternate USER to handle their work for each office the USER is assigned to.
        • 4. The USER submits the information to the system.
        • 5. The system validates the changes.
        • 6. The system updates ARMSWeb database to reflect the out of office status. At this time, the system will assign any work that exists for the USER to the chosen user(s). Any new work that is assigned to the USER will automatically be reassigned by the system to the chosen user(s).
        • 7. The use case ends.
      • 1.4.2.5 Change Password Subflow
        • This subflow allows the USER to change their current password.
        • 1. The USER enters the old password.
        • 2. The USER enters the new password of their choice.
        • 3. The USER re-enters new password for verification
        • 4. The USER submits the passwords to the system.
        • 5. The system validates the password changes.
        • 6. The system updates ARMSWeb to reflect the new password changes.
        • 7. The use case ends.
      • 1.4.2.6 Confirmation Page
        • This subflow allows the USER to turn on or off confirmation pages in the ARMS Web system.
        • 1. If Confirmation pages have been turned off, the user will turn them on.
        • 2. If Confirmation pages have been turned on, the user will turn them off.
        • 3. The USER submits the change to the system.
        • 4. The system updates ARMSWeb to reflect the change.
        • 5. The use case ends.
    • 1.4.3 Alternative Flows
      • 1.4.3.1 Invalid Password
        • At step five in the Change Password Subflow, if the current password is incorrect or if the confirmed password does not match the new password, the system will prompt the USER to re-enter the old, the new and the confirmation password.
        • 1.4.3.1.1 It will be considered invalid if the new password entered was one of the USER'S last five ARMS Web passwords.
        • 1.4.3.1.2 It will be considered invalid if the new password is not at between six and 10 characters and alphanumeric in type.—Validate 1.4.3.1.1 & 1.4.3.1.2 in Sign-on.
      • 1.4.3.2 Alternate Users not Chosen in Each Office USER is Assigned
        • At step five in the Out of Office Subflow, the system will validate that a user was selected to handle the USER'S work in each office the USER is assigned to. If a user was not chosen for each office, the system will notify the USER that they must select a user to handle their work in each office they are assigned to. The system will then return the USER to step two of the Out of Office Subflow.
      • 1.4.3.3 Out of Office Start Date is in the Past
        • At step five in the Out of Office Subflow, the system will validate that a user selected an out of office date that is present (today) or in the future. If the date is in the past, the system will generate an error and ask the USER to enter a date that is either today or in the future. The system will then return the USER to step two of the Out of Office Subflow.
      • 1.4.3.4 Favorite Location Name Entered is the same as an Existing Location
        • When the USER submits the name for a new location, or changes the name of an existing location, the system will validate that the name entered is not an exact duplicate of any other name in the USER'S list of Favorite Locations. If the name is a duplicate, the system will prompt the USER to enter a different name for the location in question. The system will then return the USER to step one of the Edit Favorite Location Subflow.
      • 1.4.3.5 Cancel User Profile
        • At any point during the use case up until a change has been submitted to the system, the USER may decide to not update their profile.

1.5 Post-Conditions

    • If the use case was successful then either a new password has been assigned, the out of office function will be turned on, or the USER'S Favorite Locations will be edited.
    • If the use case was unsuccessful then the system will remain unchanged.

1.6 Special Requirements

    • None.

1.7 Extension Points

    • None.

2. Screen Design

    • A definition of the screen layout(s), screen data fields, and screen functions that are used to implement the flows identified above. More than one screen may be used to implement support for the use case flow.

2.1 My Profile

    • This screen will allow the USER to pick which functions that they wish to change.
    • 2.1.1 Screen Layout—My Profile—see FIG. 159
    • 2.1.2 My Profile

Screen Specific Screen Label Type Size Screen Field Name Data Field Rule Remove This Check Box 1 Delete branch from Branch preferred locations indicator First Day Out: List Box 10 Out of office start Three drop downs: date month, day, year Off Radio 1 Select feature setting Button On Radio 1 Select feature setting Button Off Radio 1 Show confirmation Button page On Radio 1 Show confirmation Button page? Confirm Text Box 0 Password change password N/A. Password: New Text Box 0 Password change password N/A. Password: Adjuster: List Box 30 Handler for out of First Name + Last office user Name Handling For Output 15 Handling For First Name + Last Adjuster Name Old Password: Text Box 0 Password User Paswd N/A. Address Output 30 Preferred Location Address Line + Address Address Line2 Office Output 10 Claims Office external organization abbreviated name Office: Output 10 Handler for out of external organization office adjuster's abbreviated name office Name Input 30 Preferred Location location name Defaults to address Name name
    • 2.1.3 Screen Function Definition
      • This section includes the definitions for all functions that can be performed within the screen. This includes operations invoked by button clicks, specific shortcut keystrokes, or other actor activity.
    • 2.1.3.1 Process
      • When clicked, the system will validate the information on the screen is correct and complete. If an error is found the screen will be redisplayed with a message indicating the error condition and highlighting the field in error. If no errors are found, the database will be updated with the new information.
    • 2.1.3.2 Add A Different Office
      • When clicked, the system will take the USER to MA-02—Find Rental Location Use Case. Here, the USER will select a new location to add to the preferred location list, and then return to the PR-07—User Profile Use Case. The new information will be validated and the database will be updated.

3. Application Operations

    • This section will detail all the application operations that are part of this Functional Specification Document.

3.1 Retrieve User Profile

    • (User Id)
    • Retrieve user's current profile settings.

3.2 Update User Profile

    • (User Id, Out of Office, Assigned Adjuster, Start Page)
    • Update user's Out of Office status, Adjuster to handle work during out of office period, and the user's initial page.

3.3 Change Password

    • (Current Password, New Password, New Password Confirmation)
    • Change the user's password from the current password to the new password. Validate that the current password is correct.

4. Data Fields 4.1 Data Field Definition

    • This section includes a definition of all data fields included in the functional specification.
    • 4.1.1 Handler for out of office user
      • This is the user who will handle work for the user who is out of office.
      • Data Field Type: Alpha-Numeric
      • Data Field Length: 0
      • Data Source: <Data Source>
    • 4.1.2 Start Page
      • This is the initial page that the user will see when he logs on to the system.
      • Data Field Type: URL
      • Data Field Length: 256
      • Data Source: <Data Source>
    • 4.1.3 Is user out of office ?
      • This flag indicates that the user is out of office and no work should be assigned to them. Instead another user can be set up to handle for the user who is out of office.
      • Data Field Type: Boolean
      • Data Field Length: 1
      • Data Source: <Data Source>
    • 4.1.4 Password
      • This is the user specified password that the user will use along with the user id to log on to the ARMS Web System.
      • Data Field Type: Password
      • Data Field Length: 10
      • Data Source: <Data Source>

5. Questions and Answers

    • Issue Number: 334
    • Question: Is out of office assigned at the user level or at the office level? (Could you set this for each office you work out of?) Example: You have been created at the St. Louis Office and you need to travel to California to help with a disaster, does California have the rights to maintain you.
    • Status: Closed—Resolved
    • Resolution: 4-7-00, Issue Mtd., Defer to user review 12 08-07-00—Brad Reel: A user will be required to set their out of office function for all offices they are assigned to in order to activate the function. The function is set up using the assumption that a user would only be out of office if they were unreachable at all offices (vacation, training, etc.). Since the system can be accessed from any web connection, it is possible for a user to do work for any and all offices they are assigned to from anywhere. Therefore, it seems logical that a user would only set their out of office function if they were not available in any capacity.
    • Issue Number: 335
    • Question: Does a user have the field level control of the fields he can see?
    • Status: Closed—Resolved
    • Resolution: 4-7-00, Issue Mtg., Should be set at the Office level, the user should not be able to set the field that they want to see.

4-11-00, Brad Reel—User does not need to have control over the fields they see. Control at the office (or team level, where applicable) is sufficient.

    • Issue Number: 336
    • Question: Are we still using the “Requests to be Processed” page (the Command Center) as an option for a start up page?
    • Status: Future
    • Resolution: 4-7-00, Issue Mtg., Defer to future release, We are not sure that it will not be an option, right now it is not.
    • 4-11-00, Brad Reel—As of right now, the “Command Center” page (Requests to be Processed) should not be an option for the start page, and is not even planned for the ARMS Web system.
    • Issue Number: 434
    • Question: 07-06-00—Brad Reel: The ARMS Web redesign has a requirement that the system would allow the user to choose the page in the system they could use as their start-up page. Their options were: the Command Center Page, the Action Items Page, or the Create Reservation Page. Based on the way the system has been designed to process since that time, it does not seem to make sense to be able to choose anything other than the Action Items page as a user's start page. The profile build team suggests removing the option to allow a user to choose their start page from the user profile. 07-07-00—Brad Reel: Feedback from the technical team and the business suggests that it may make more sense to have Create Reservation as an option, and have it process in a different manner than the normal create reservation process. The main advantage of this would be First Notice of Loss Adjusters. There was also consensus that if the ability to select your start page is removed in this release, it should be possible to easily add it back in the future.
    • 07-07-00—Brad Reel: Upon speaking to the database and build teams, it should not be difficult to add the functionality back to the system in a future release. A user's start page was set up as an attribute of a user, and since there will still be other attributes for a user, the start page will just be a new attribute when it is added back. Therefore adding the ability to choose a start page in a future release should not be difficult.
    • 07-07-00—Brad Reel: This issue is being assigned to Sean O'Donnell for review of the feasibility and impacts to the create reservation process if a user is allowed to enter the create res page without having entered the initial required fields (i.e. Claim #, Claim Type, Renter Last Name, etc.). This issue should be discussed for resolution at the 07-17 issues meeting and is being assigned to Craig Lalumandier as resolution contact until it is resolved. Upon resolution, this issue may need to be assigned back to Brad Reel so that the decision can be implemented into the user profile.
    • Status: Closed—Resolved
    • Resolution: Jul. 17, 2000 [Craig L.]—For the initial release, the start page will not be profiled. This feature would not be difficult to add in the future.
    • Sean O'Donnell 07-11-2000—I would NOT recommend allowing users to have the create reservation page selected as their ‘Start Page’ for the following reasons:
      • the reason(s) we split the reservation process into two pages to begin with still exist 1) to have the information to perform authorized and unauthorized matches to ensure that the reservation that is being created does not already exist, 2) to get the ‘where needed’ information to retrieve a location & rates, 3) to get the claim type information up front so that we can build the authorization section of the create reservation page appropriately.
      • if we change the process to support ‘FNOL’ adjusters differently than the ‘normal’ way of creating a reservation, use of the application will be inconsistent.
    • Please contact me if there are concerns with these statements.

Claims

1. A rental vehicle reservation management computer system for creating and managing a rental vehicle reservation with a rental vehicle service provider, the computer system comprising:

a processor for communication with a plurality of remote business partner computers via the Internet regarding a replacement rental vehicle reservation, wherein the replacement rental vehicle reservation has a plurality of operational activity phases, the operational activity phases comprising a reservation phase, an open rental phase and a closed rental phase, and wherein the replacement rental vehicle reservation corresponds to a vehicle undergoing repair at a repair facility; and
memory;
wherein the processor and memory are configured to: create a rental vehicle transaction corresponding to the replacement rental vehicle reservation; store data in the memory representative of the created rental vehicle transaction; define a user work group, the user work group comprising a plurality of users who are authorized to share in management of the replacement rental vehicle reservation; provide data via the Internet to a plurality of remote business partner computers that are associated with members of the user work group to populate a plurality of graphical user interface (GUI) screens for display on the remote business partner computers, the provided data pertaining to the replacement rental vehicle reservation; accept reservation management input pertaining to the replacement rental vehicle reservation from the remote business partner computers over the Internet and through the GUI screens during each of the operational activity phases; automatically perform a plurality of management actions on the rental vehicle transaction without human intervention by personnel of the rental vehicle service provider during each of the operational activity phases based at least in part on the accepted reservation management input; and update the stored rental vehicle transaction data in the memory in response to the automatically performed management actions.

2. The system of claim 1 wherein the processor and memory are further configured to provide a plurality of the GUI screens over the Internet to a plurality of the remote business partner computers for display thereon.

3. The system of claim 2 wherein the processor and memory are further configured to (1) operate on a plurality of rental vehicle transactions corresponding to a plurality of the replacement rental vehicle reservations, and (2) define a plurality of user work groups, each of a plurality of the user work groups comprising at least one user who is authorized to share in management of at least one of the replacement rental vehicle reservations such that different user work groups are associated with different replacement rental vehicle reservations.

4. The system of claim 3 wherein the processor and memory are further configured to (1) receive from a remote business partner computer via the Internet a selection of a competitive rental vehicle service provider for at least one of the replacement rental vehicle reservations from among a plurality of competitive rental vehicle service providers, and (2) automatically create the at least one rental vehicle transaction corresponding to the at least one replacement rental vehicle reservation with the selected competitive rental vehicle service provider without human intervention by personnel of the selected competitive rental vehicle service provider.

5. The system of claim 2 wherein the processor and memory are further configured to change the users who are members of the user work group in response to input from an authorized user.

6. The system of claim 2 wherein the users who are members of the user work group comprise a plurality of insurance adjusters.

7. The system of claim 2 wherein the management actions include an extension for a replacement rental vehicle reservation that is in the open rental phase.

8. The system of claim 2 wherein the management actions include (1) an authorization for a replacement rental vehicle reservation during the reservation phase, (2) an authorization change for a replacement rental vehicle reservation during the reservation phase, (3) an authorization change for a replacement rental vehicle reservation during the open rental phase, (4) an extension for a replacement rental vehicle reservation during the open rental phase, (5) an invoice approval/rejection for a replacement rental vehicle reservation during the closed rental phase, and (6) an invoice remittance for a replacement rental vehicle reservation during the closed rental phase.

9. The system of claim 2 wherein the processor and memory are further configured to transition the replacement rental vehicle reservation from the reservation phase to the open rental phase in response to a notification that a rental contract has been opened for the replacement rental vehicle reservation.

10. The system of claim 2 wherein the processor and memory are further configured to (1) transition the replacement rental vehicle reservation from the reservation phase to the open rental phase in response to a notification that a rental contract has been opened for the replacement rental vehicle reservation, and (2) transition the replacement rental vehicle reservation from the open rental phase to the closed rental phase in response to a notification that a rental contract has been closed for the replacement rental vehicle reservation.

11. The system of claim 1 wherein the processor comprises a plurality of processors, at least one of the processors being resident in an Internet web portal and at least one of the processors being resident in at least one mainframe;

wherein the Internet web portal is configured to (1) provide a plurality of the GUI screens for display over the Internet to a plurality of the remote business partner computers for display thereon, and (2) accept the reservation management input over the Internet from the remote business partner computers to which the GUI screens were provided;
wherein the Internet web portal is in communication with the at least one mainframe to provide the accepted reservation management input thereto; and
wherein the at least one mainframe is configured to automatically perform the management actions on the rental vehicle transaction in response to the reservation management input.

12. The system of claim 11 wherein the Internet web portal is resident in a first computer network and wherein the at least one mainframe is resident in a second computer network.

13. A method for creating and managing a rental vehicle reservation with a rental vehicle service provider, the method comprising:

creating a rental vehicle transaction corresponding to a replacement rental vehicle reservation, wherein the replacement rental vehicle reservation has a plurality of operational activity phases, the operational activity phases comprising a reservation phase, an open rental phase and a closed rental phase, and wherein the replacement rental vehicle reservation corresponds to a vehicle undergoing repair at a repair facility;
storing data in a memory representative of the created rental vehicle transaction;
defining a user work group, the user work group comprising a plurality of users who are authorized to share in management of the replacement rental vehicle reservation;
providing data via the Internet to a plurality of remote business partner computers that are associated with members of the user work group via the Internet to populate a plurality of graphical user interface (GUI) screens for display on the remote business partner computers, the provided data pertaining to the replacement rental vehicle reservation;
accepting reservation management input pertaining to the replacement rental vehicle reservation from the remote business partner computers over the Internet and through the GUI screens during each of the operational activity phases;
automatically performing a plurality of management actions on the rental vehicle transaction without human intervention by personnel of the rental vehicle service provider during each of the operational activity phases based at least in part on the accepted reservation management input; and
updating the stored rental vehicle transaction data in response to the automatically performed management actions; and
wherein the method steps are performed by a rental vehicle reservation management computer system.

14. The method of claim 13 further comprising the rental vehicle reservation management computer system providing a plurality of the GUI screens over the Internet to a plurality of the remote business partner computers for display thereon.

15. The method of claim 14 further comprising the rental vehicle reservation management computer system (1) performing the method steps for a plurality of rental vehicle transactions corresponding to a plurality of the replacement rental vehicle reservations, and (2) defining a plurality of user work groups, each of a plurality of the user work groups comprising at least one user who is authorized to share in management of at least one of the replacement rental vehicle reservations such that different user work groups are associated with different replacement rental vehicle reservations.

16. The method of claim 15 further comprising the rental vehicle reservation management computer system receiving from a remote business partner computer via the Internet a selection of a competitive rental vehicle service provider for at least one of the replacement rental vehicle reservations from among a plurality of competitive rental vehicle service providers, and wherein the creating step comprises the rental vehicle reservation management computer system automatically creating the at least one rental vehicle transaction corresponding to the at least one replacement rental vehicle reservation with the selected competitive rental vehicle service provider without human intervention by personnel of the selected competitive rental vehicle service provider.

17. The method of claim 14 further comprising the rental vehicle reservation management computer system changing the users who are members of the user work group in response to input from an authorized user.

18. The method of claim 14 wherein the users who are members of the user work group comprise a plurality of insurance adjusters.

19. The method of claim 14 wherein the management actions include an extension for a replacement rental vehicle reservation that is in the open rental phase.

20. The method of claim 14 wherein the management actions include (1) an authorization for a replacement rental vehicle reservation during the reservation phase, (2) an authorization change for a replacement rental vehicle reservation during the reservation phase, (3) an authorization change for a replacement rental vehicle reservation during the open rental phase, (4) an extension for a replacement rental vehicle reservation during the open rental phase, (5) an invoice approval/rejection for a replacement rental vehicle reservation during the closed rental phase, and (6) an invoice remittance for a replacement rental vehicle reservation during the closed rental phase.

21. The method of claim 14 further comprising the rental vehicle reservation management computer system transitioning the replacement rental vehicle reservation from the reservation phase to the open rental phase in response to a notification that a rental contract has been opened for the replacement rental vehicle reservation.

22. The method of claim 14 further comprising the rental vehicle reservation management computer system (1) transitioning the replacement rental vehicle reservation from the reservation phase to the open rental phase in response to a notification that a rental contract has been opened for the replacement rental vehicle reservation, and (2) transitioning the replacement rental vehicle reservation from the open rental phase to the closed rental phase in response to a notification that a rental contract has been closed for the replacement rental vehicle reservation.

23. The method of claim 13 wherein the rental vehicle reservation management computer system comprises an Internet web portal and in at least one mainframe, the method further comprising

the Internet web portal is configured to (1) providing a plurality of the GUI screens for display over the Internet to a plurality of the remote business partner computers for display thereon, (2) accepting the reservation management input over the Internet from the remote business partner computers to which the GUI screens were provided, and (3) communicating the data representative of the accepted reservation management input to the at least one mainframe; and
the at least one mainframe automatically performing the management actions on the rental vehicle transaction in response to the communicated data representative of the accepted reservation management input.

24. The method of claim 23 wherein the Internet web portal is resident in a first computer network and wherein the at least one mainframe is resident in a second computer network.

Patent History
Publication number: 20130218614
Type: Application
Filed: Mar 18, 2013
Publication Date: Aug 22, 2013
Inventor: THE CRAWFORD GROUP, INC.
Application Number: 13/845,746
Classifications
Current U.S. Class: Reservation, Check-in, Or Booking Display For Reserved Space (705/5)
International Classification: G06Q 10/02 (20060101);