Method and System for Marketing Vehicles for Sale or Lease to Replace Totaled Vehicles

Abstract

Methods and systems are disclosed for marketing vehicles for sale or lease to drivers whose ordinary vehicles have been totaled. In an exemplary embodiment, data about a totaled vehicle may be entered by an insurance adjuster into a computer system, and this data can be leveraged to trigger the marketing of vehicles for sale or lease to a driver to replace the totaled vehicle.

Description

CROSS REFERENCE TO RELATED APPLICATION

This application is a divisional of Ser. No. 10/343,576, filed Jan. 31, 2003, now U.S. Pat. No. ______, which is a national stage entry of PCT Serial No. PCT/US01/51437 filed Oct. 19, 2001, the entire disclosure of which is incorporated herein by reference.

This application is related to Ser. No. 09/694,050 filed Oct. 20, 2000, now U.S. Pat. No. 7,899,690, which is a continuation-in-part of 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 315 kilobytes), “Exhibit C.txt” (file created Dec. 28, 2010; file size of 533 kilobytes), and “Exhibit D.txt” (file created Dec. 28, 2010; file size of 260 kilobytes), these files being incorporated herein by reference.

INTRODUCTION

The invention disclosed and claimed in the first filed 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 second filed parent continuation-in-part application extends the functionality of the first filed 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. The inventions disclosed in this application add to the functionality of the systems first disclosed in the two parent applications by providing features and advantages which increases its flexibility and adaptability to other business models as might be found in different countries for handling rental vehicle transactions.

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 first parent application cross-referenced above, the inventors herein have previously 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 first parent's 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.

One limitation however, is that with this embodiment, this internet access must support a stateful connection. In this context, a stateful connection refers to a “persistent” conversation, meaning that the client side and server side software components establish a connection to one another once and multiple data transfers may occur without severing that connection. Common examples of a stateful connection include on-line chat, on-line gaming, and for virtually all on-line conferencing. This is distinguishable from the normal operation of web pages which typically establish a connection, transfer the object on the page, and then sever that connection. These types of connections are generally referred to as “stateless” connections.

A second major advantage of the first parent's 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 first parent's 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 first parent's 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 first parent's 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 first parent's invention.

Still another advantage of the first parent's 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 first parent's 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 first parent's invention generally increases the interest of the user in using the system. These advantages of the first parent's 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 second parent's invention extends the first parent's invention and expands its capabilities and functionalities. With the second parent's 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 second parent's 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 second parent's 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 second parent's invention, there are other more particularized improvements that add functionality within the operating framework of the second parent's 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 nationwide, with access through the web portal to reservation facilities which are themselves nationwide.

Still another feature is the ability to customize an individual user's 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 second parent's 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 user's 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 changed as circumstances warrant, all with simple programming changes at the web portal.

There are still other features that are provided by the second parent's invention that find their genesis in the different approach taken over the first parent's 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 user's 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 provider's 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.

Still other advantages and features have been developed and are newly disclosed and claimed more particularly herein. These advantages and features relate to usage of the present invention both domestically and abroad where there are idiosyncrasies in the business model that need to be accommodated. Still other features provide entirely new functionality. One such new feature involves adapting the present invention as a tool to market replacement vehicles for sale or lease to a customer who has had an accident significant enough that repair of his vehicle is not economically feasible. This is commonly referred to “totaling” a vehicle. The insurance industry totals about 3 million cars per year, of which approximately 17% are newer models (defined as within three years of current model year). Once totaled, the owner needs to buy another car. Since car rental companies desire to sell more cars, any opportunity to tap into the total loss market will be bountiful.

The present invention provides a window into the establishment of a total loss for a renter's/insured's/claimant's automobile. Any car that is deemed to be a total loss would be indicated as such in the present invention for reporting purposes. At this point the stored information could be used to help provide economic benefit to all parties, insurance company, rental car company, and automobile owner.

Once a renter's/insured's/claimant's (owners) car is determined to be a total loss the adjuster will try to ascertain the actual cash value (ACV) to be settled with the owner. The adjuster can use a third party tool, such as CCC's Pathways® product, to determine what ACV is. Today an adjuster must input this information manually into a separate application. The present invention contains much of the necessary information needed to determine ACV: name, car make, model series, year. The present invention need merely send the necessary information electronically to a total loss product and request an electronic response. Once the necessary information is generated, the present invention would in turn take the ACV and cross reference the car rental database of inventory. Necessary information might include but not be limited to: ACV, year, make, model series, comparable cars, etc.

The car rental inventory can be filtered by geography and “holding requirements”. As a reseller of vehicles, the car rental inventory is generally contractually required to be within the fleet as a rental for a predetermined amount of time prior to being available for sale to third parties. Once a car is past the holding requirement it is generally within the discretion of the car rental company to sell. Thus, instead of X % of cars available to the car rental company for retail sale, a virtual inventory of cars is available for retail sale to the owner of the car.

Once the filters for geography and holding requirements are active, the present invention delivers a list of available vehicles for sale. At this point the adjuster and owner review the available cars, decide the cars considered to be attractive, and the owner then decides which one he wishes to purchase.

The user then selects one or more potential vehicles and sends the request to the appropriate car rental location. The car rental location can then contact the owner of the vehicle to buy one of the selected vehicles. In addition, the list of vehicles and ACV information can be sent to the owner for further review and discussion.

Once the car rental company contacts the owner and comes to a sufficient conclusion, either to buy or not to buy, the adjuster is notified of the conclusion and the transaction is consummated either through the present invention or off-line.

Still other features are disclosed and claimed herein which extend the functionality of the present invention. These include the following. One such feature is providing for automatic extensions of existing rental authorization, so that some limited extension authority is granted to permit some flexibility to a particular user without burdening him with the need to obtain approval for the extension. Another feature could be referred to offline usage, and provides the functional advantage of permitting processing of reservation data in a computer not connected into the network, and then uploading/downloading between the offline computer as it is connected into the network, such as by dialing into the network over the internet, or through a portal. The type of data which could be processed includes virtually any related to the processing of vehicle rental transactions and other related data such as car repair scheduling, etc. This functionality provides an extension of the usability to the invention to mobile users who travel beyond the reach of the internet, which even further enhances its applicability to those places not covered by wireless coverage. Alternatively, it allows the invention to bypass special connectivity issues which are thought to be disadvantageous for any reason including cost, unavailability, inconvenience, etc. Still another feature includes further integration of the internal data bases kept by permitting a user to automatically update not just one but several data bases with a single command once that new data is entered into a single menu. For example, in what can be referred to as “power templates”, a user may enter a multiple number of rental reservations on a single menu and then click a single “approved” icon which would then enter all of them into the system. This represents an improvement over a previous implementation requiring a user to separately “approve” each reservation, and then suffer the system processing time for each reservation. This “batch” processing can result in significant improvement in throughput, and reduction of user interface time for processing multiple transactions. Still another feature provides the added functionality of processing customer satisfaction feedback through the system. This feature provides the capability for a user to enter customer feedback information, both positive and negative but perhaps more importantly negative, so that immediate awareness of any problem can be obtained and corrective action taken to mitigate or eliminate the difficulty. This feature also allows a user to indicate a suggested supervisory level of interaction, or the system may allow for automatic escalation of involvement for succeeding levels of supervisory attention as the dissatisfaction continues or even escalates. This feature can be significant to a service provider as the ultimate success of a service provider is directly dependent on the perception of satisfaction by the end customer. And, it is well known that the sooner a problem is identified and solved, the more likely a customer will have a satisfactory experience. Furthermore, from a strict economic viewpoint, the sooner some problem is addressed and solved, generally the less expensive the solution. A small accommodation can change a frown to a smile, if promptly offered.

Still other features are now disclosed that have applicability perhaps in the domestic business model, but certainly offer needed functionality in other business models found in other countries. One of these includes multiple party involvement/management of a rental transaction. While the flexibility of allowing multiple adjusters within a group to “work on” a rental transaction has been previously described, this particular feature is different in that not only may these multiple adjusters not be within the same group, they might not be employed by the same employer, might not be adjusters themselves, and might have different authority for action on the transaction as is commonly found in different countries. For example, in some countries one adjuster authorizes and manages the rental reservation for the car while another adjuster authorizes and manages the insurance coverage for the rental. Still another feature allows third party or “independent party” management of the rental. In some countries a third party other than an insurance company is involved, such as a “credit hire” or “assist companies” or “repair facility” or “lawyer” or “fleet management company”. Each of these third parties, or any other third party, may be permitted access to the system and a user profile created for them that defines their authority to process rental transactions through an administrative profile set up in advance through agreement with the authorizing agent, such as an insurance company. As an enhancement, various individualized features may also provide data indigenous to a particular country, such as electronic access to the Schwackliste book for an adjuster to conveniently view a “class” for a car to determine what replacement vehicle is legally authorized for rental. Still another example of a feature needed to accommodate international capability is a need for a tiered rate system, and an hourly rental charge instead of a daily charge which predominates the domestic market. Processing of electronic signatures to satisfy local custom or legal requirement is yet another example of a feature for which the present invention is uniquely suited to provide.

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 first parent's invention;

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

FIG. 3 is a schematic diagram of the computer systems comprising the second parent's 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;

FIG. 160 illustrates a plurality of automated extensions process flow options;

FIG. 161 illustrates an exemplary “Extend Rental” screenshot;

FIGS. 162-164 describe a synching function for an embodiment;

FIGS. 165-167 describe a power template function for an embodiment;

FIGS. 168-171 describe a technique for collecting user satisfaction feedback for an embodiment;

FIGS. 172-184 describe features for embodiments whereby multiple adjusters and/or multiple parties are able to share management of reservations; and

FIGS. 185-187 describe a technique for identifying replacement vehicles for total losses.

DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENT

The overall system architecture for the first parent's 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 appropriately 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 first parent's 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 first parent's 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 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 first parent's 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 first parent's 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 first parent's 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 first parent's 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 first parent's 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 second parent's 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 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.

With this architecture, stateless connections are accommodated, for the first time. By supporting stateless connections, this embodiment eliminates the implementation difficulties encountered with the first parent's embodiment on the client. These implementation difficulties include installing extra software on the client side computers, and eliminates the need for special configuration of the internet access method, such as proxy servers or routers. For example, many proxy server are configured to disallow stateful connections for security reasons, i.e. to prevent unauthorized programs from establishing such connections. Another example is that routers are customarily configured with most ports closed and thereby unable to support stateful connections.

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 invention as well as the first parent's 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 invention, the Internet portal provided by the ARMS/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 providers 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 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 invention, a user is provided with among other things Internet access through a single portal to a plurality of service providers and, to the extent possible, to their integrated computer business systems.

The invention is sufficiently flexible to accommodate changes which are intended to adapt it for use with other business models, and especially those encountered in other countries. Furthermore, some of these changes add features that are equally applicable domestically. One such example is an “automated extensions” feature. Typically, there are many occasions when a damaged or inconvenienced vehicle is not made available for use when originally scheduled. In the prior art, many times an extension would then need to be requested through the system, with authorization requested and provided. In order to streamline this process, and to minimize delay and involvement of supervisory authority, the system may provide for some form of automatic extension authority. Preferably, this could be provided in any one of three modalities (see FIG. 160), or some combination thereof. A first modality as exemplified by FIG. 160 (option 1) would be for the service provider to have automatic extension authority, upon communication to the customer, within certain pre-determined limits. For example, an initial authorization may be for 12 days of a vehicle rental. A request for an extension of 5 days may be made by the service provider and of that 5 days 3 days may be authorized automatically as being within 25% of the original rental term and a request for the additional 2 days requiring approval may be automatically generated. Still another variation as exemplified by FIG. 160 (option 2) would be for the insurance company to set a limit within the system of the total number of authorized days, which could be based on some other parameter such as labor hours or body shop hours or down time for the repairs to take place. Then, upon request for an extension, one may be automatically granted based on the total authority allowed or initially set into the system by the insurance company, and up to that limit. Still another variation as exemplified by FIG. 160 (option 3) would be for a third party service provider to be involved in the process, such as a body shop, to make direct input into the system of a need for an extension. These authorized third party providers would preferably be pre-selected and their authority limited as described above. This feature may be implemented conveniently in a separate menu, for example as shown in the attached “screen shots” headed “Extend Rental” (see FIG. 161).

Another feature is an offline usage feature which allows a user, such as an adjuster, to work with a laptop having loaded thereon a software program that emulates the connected network software for local processing of data, such as claims data (see FIG. 164). In use, an adjuster would preferably first connect to the system and download or “synch” his laptop data base with the claims data resident in the system. The adjuster would then disconnect and use his local program to work offline. Such work could include the generation of new reservations, authorization of direct billings, extension of rentals, approval of invoices, and setting of termination dates for on-going rentals, among other tasks. The user would then re-connect to the system, such as over an internet connection, sign in, and “synch” his laptop to the system which then transmits or executes his commands/communications to the central processor. The central processor checks the users “synch” data against its data file, advises the user of any “synch” data that is older than the current data, and requests the user to specify which data should be processed. After the processor is instructed by the user, it will then act on the “synch” data. For clarity, a first “screen shot” (see FIG. 163) is provided that illustrates a sign in log for a user who wants to initiate a “synch”, and a second “screen shot” (see FIG. 162) is provided to illustrate a listing of activity that could have been created offline and which is available to be input to the system upon “synching”. A preferences feature is provided to allow a user to establish defaults for automatic synching of the data. Other preferences would include options on how synching issues when offline and main system transactions are updated. Also, a history feature will allow the user to display all of the synching activity from his connection or portal (e.g., a display of all of the snych events over a specified period of time) including error messages and conflicts noted (e.g., resolution to synch conflicts (i.e., the main system was updated after the local record was updated which record takes precedence)).

Yet another feature allows for a user to enter, or execute, a full menu of transactions without individually opening them from a summary menu (see FIG. 165). This has been referred to as a “power template” feature. The purpose of the power templates is to allow the adjuster to quickly update all action items without having to go into the details. The adjuster is presented with the required information to extend, authorize, approve invoice, or set last day on the rental. If the adjuster wishes to view the details, a hyperlink is provided to allow a user to jump into another menu of details for an individual item should it need to be changed and not entered as suggested, requested or listed on a users action list. FIG. 167 shows an administrative feature whereby a user's defined preferences can include options to list management tasks for each of extensions, direct bill requests, and invoice billing as a list or individually. FIG. 166 shows an action items list where 4 extension management tasks are displayed as a group for selection to access the power template of FIG. 165.

Still another feature allows for the collection of user satisfaction feedback, and alerts to be entered for the attention to complaints, by the user right at his terminal (see FIGS. 168-171). This capability allows for a text message to be entered as well as the name and contact information of the party making the feedback. As known in the service industry, and as discussed above, customer satisfaction is important and the faster a complaint can be registered and communicated to the proper person for correction, and then corrected, the more likely that a customer will view his experience favorably. By providing a pop up menu item capability, a user may from any one of a number of menus (see FIGS. 168 and 169) immediately enter the description of the problem and send it to the proper person electronically with a minimal amount of effort and a high degree of reliability. A convenient record may then be made of these “feedback” issues and entered into the system database. With this information stored electronically, it may be conveniently searched and analyzed for any recurring patterns, thereby identifying any particular person, branch, facility, or type of problem that should be addressed for action beyond the solution of the immediate problem. A “screen shot” is provided to illustrate how the “pop up” menu may appear (see FIG. 169), although it could be varied to allow for entry of other or additional information such as “trouble codes” allowing for the type of problem to be user classified, etc. A flow diagram (see FIG. 171) is also provided to illustrate the flow for complaints, a methodology for processing them including escalating their importance and level of attention as the matter remains unresolved over time.

Still another feature that adds to the flexibility of the invention is a multiple adjuster feature (see FIG. 174), that can be extended to include an independent party control feature. In some countries, and in some business models either domestically or abroad, it may be preferable to have more than one adjuster be empowered to interact with or authorize certain facets of a vehicle rental transaction. In those situations, the invention can provide the flexibility and control needed to separately empower and control the interaction of multiple adjusters. For each user of the invention, an “Administration” schedule is set up by an authorizing agent, such as someone at the supervisory level of either the insurance company or the service provider, which grants authority for performing certain work activities as well as possibly limiting the amount of monetary authority allowed that adjuster. A “screen shot” (see FIG. 183) is attached which exemplifies such authorization, with work activities including creating/authorizing reservations, maintain/extend rentals, pay invoices, user maintenance, receive unassigned action items, and reporting. This capability could be used to separately authorize different adjusters acting on behalf of the insurance company and the individual. In other words, the individual may need the car for 5 days but the individual's insurance coverage may only apply for 3 days while the insurance may pay for five days rental. This capability may also be further extended to independent third parties.

An independent party constitutes a third-party management organization that an insurance company may give permission to manage some or all of the rental transaction. As extended for independent party management, this capability further adapts the invention for use with agencies such as “credit hire” (see FIGS. 178-179), “lawyer” (see FIG. 183), “fleet management companies”, or “repair facility” (see FIGS. 177 and 181-182), or “assist companies” (see FIGS. 175-176), all of which are found in other than domestic markets. A credit hire is a lawyer in England that represents clients before a claim is filed. The lawyer (credit hire) helps his/her client get access to rentals, deals with the body shop and medical providers. The credit hire is hired by the renter, or by the person who was involved in the accident. The “lawyer” is similar to the credit hire—this person manages the claim for his/her client. In England, this role is called “Credit Hire”, in Germany it is called “Lawyer”. Typically, a fleet management company takes care of a fleet for a company, manages the car hire paperwork and authorizations for replacement rentals that are needed when a fleet car is in the shop. An assist company will take on the task of managing the rental process on behalf of the insurance company in managing the rental portion of the claim due to an accident. Functions for each “role” vary by the insurance company authorizing permissions. The chart and description below attempt to explain each permission as it pertains to each entity outlined above.

							Receive
		Create/	Maintain/				Unassigned
	Own	Authorize	Extend	Pay	User	Reporting	Action
	files*	Reservations	Rentals	Invoice	Maintenance**	(Management)	Items
Credit Hire	X	X	X		X	X	X
(Lawyer)
Fleet	X	X	X	X	X	X	X
Management
Company
Assist	X	X	X		X	X	X
Company
*Own files: this authorization, if granted, will allow the user to have a file (or claim) assigned to him or her.
**User Maintenance: A person that is authorized with this capability has the ability to maintain the authorization for other users within his organization. For example, person “B” at ABC company has access to “user maintenance.” Person B can assign the access for persons C and A at ABC company, but not for Mr. D at DEF corporation.

Included herewith is FIG. 180 which further explains the different types of independent parties routinely found at present, and examples of “screen shots” (see FIGS. 172, 173, 183, and 184) which provide the additional functionality of customizing authorizations for each of these independent parties for interacting with a rental transaction.

Yet another feature provided by the invention is a facility for marketing cars for sale/lease to customers. As explained above, a customer will occasionally be forced to replace his vehicle at the same time that he is renting a vehicle for temporary use. Furthermore, the value of the replacement vehicle, or the approved value that an insurance company will allow under coverage, many times determines the available vehicles from which a customer will be allowed to select without personal expense. The invention is uniquely designed to provide a listing of available cars, and information about the cars, all from the existing rental car data base as is kept in routinely running the rental car company's main business of renting cars. It is a simple matter to provide a menu which allows a user to specify search through the car inventory with parameters such as zip code, vehicle category, make and model. Using any one or more of these parameters, a search inquiry will then produce a listing of available vehicles matching the parameters, along with additional information about the vehicle including mileage, selling price, and color as well as other accessories. A customer could then be advised of the search results and allowed to select a vehicle. The invention may, if agreed to by the insurance company, and possibly conditioned on the physical inspection of the car by the customer, then authorize the transfer of the vehicle to the customer as an outright settlement of his claim.

In implementing the replacement of the customers vehicle, a process preferably comprises the steps of an adjuster identifying the loss as a total loss which is preferably entered at the same time that a replacement vehicle rental is reserved (see FIG. 185 (the “Total Loss” selection in the “Vehicle Condition” field of the Create Reservation screen), sending the vehicle data to a third party valuation tool for processing, determining the valuation of the vehicle by a suitable measure such as actual cash value (ACV), sending the ACV to the system, using the search function to identify possible replacement vehicles available for the customer (see FIG. 186), finalizing the replacement process with the customer including executing transfer of title documentation if desired, and posting the results of the vehicle replacement in the system for access by the insurance adjuster so that he can confirm that the customers claim has been satisfied. A flow chart describing this process is attached for further explanation (see FIG. 187).

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 Label	Type	Size	Screen Field Name	Data Field Name	Screen Specific 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	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	Rental Postal/	Zip Code
			Zip 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 Phone	is Open.
				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 Label	Type	Size	Screen Field Name	Data Field	Screen Specific 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	Number, PO#, CC#
Order Number			Order Number
Corporate			Corporate
Class Number			Class Number
Renter's Name	Output	30	Renter's Name	First Name + Last	N/A.
				Name
Claims Office:	List B ox	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 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 Label	Type	Size	Screen Field Name	Data Field Name	Screen Specific 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 Phone	populated, add a
				Extension	label to the screen to
					differentiate between
					Home Phone and
					Work Phone
	Output	16	Renter's Work	Day Phone +	If these fields are
			Phone	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	Number, PO#, CC#
Order Number			Order Number
Corporate			Corporate
Class Number			Class 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 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 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	Autho-
(Depending on	Reservation/	Reservation or	rized
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	X	X	X
CONDITION
DATE OF LOSS	X	X	X
(Removed for corporate)
INSURED INFORMATION	X	X	X
RENTER INFORMATION	X
DATE RENTAL IS	X
NEEDED
NUMBER OF	X	X
AUTHORIZED DAYS
DIRECT BILL PERCENT	X	X	X
(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 + Last
			Name	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			Corporate	Number	insurance USER
Class no			Class Number		Corporate Class
Purchase			Purchase		number is for a
Order no			Order Number		corporate USER
					Purchase order
					number is for a
					dealership USER
Claim Number:	Input	11	Claim Number	Insurance Claim	Claim number for an
Corporate			Corporate	Number	insurance USER
Class Number			Class Number		Corporate Class
Purchase			Purchase		number is for a
Order Number			Order 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	Zip Code
			Postal/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/	Zip Code
			Postal Code
Home Phone:	Output	16	Renter's Home	Renters Night	This field is input if the
			Phone	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	Day Phone +
			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

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

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 Label	Type	Size	Screen Field 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			Purchase	Claim	required field.
Order Number			Order Number	Number, PO#,	‘Reference’ number should be
Corporate			Corporate	CC#	presented in separate fields to
Class Number			Class 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 Label	Type	Size	Screen Field Name	Data Field	Screen Specific Rule
Handling for:	Output	35	User Name	First Name + Last	Should be presented as User
				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 + Last	Should be presented as
				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			Purchase	Claim	the corresponding
Order Number			Order Number	Number, PO#,	Unauthorized Request record.
Corporate			Corporate	CC#	This field is in the
Class Number			Class 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 + Last	Should be presented as
				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			Purchase	Claim	the corresponding Customer
Order Number			Order Number	Number, PO#,	File.
Corporate			Corporate	CC#	This field is in the “Reference
Class Number			Class 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 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 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

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 Prev 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

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   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.

4.1.9 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 Definition The handled by adjustor code is the adjustor code
                     of 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 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.

4.1.16 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

	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 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.

4.1.17 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 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.

4.1.18 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 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.

4.1.27 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			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.

2.1.3 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: Adjuster 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   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.

4.1.25 Loss Type Description

Entity      LOSS TYPE
Column Name loss_typ_dsc
Label Name  loss type description:
System Name LOSSTYPDSC
Data Type   CHAR(40)
Attribute   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.

4.1.26 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 if a lexical defini-
                     tion 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”

4.1.39 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 Label	Type	Size	Screen Field 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
Date					must 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 Label	Type	Size	Screen Field Name	Data Field Name	Screen Specific 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 Label	Type	Size	Screen Field Name	Data Field Name	Screen Specific 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 Label	Type	Size	Screen Field Name	Data Field Name	Screen Specific 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 Period:	Output	30	Authorized Start Date	Start Date + End	Only in invoicing
to				Date + Days	sections
(  days)				authorized-detail
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 Code
			Zip 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 Year +
Vehicle			Year, Make and	Renter Make/Model
			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 Label	Type	Size	Screen Field Name	Data Field Name	Screen Specific 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     std_msg_dsc
Name
Label Name standard message description:
System     STDMSGDSC
Name
Data Type  CHAR(50)
Attribute  The standard message description if a lexical definition
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 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 Label	Type	Size	Screen Field Name	Data Field	Screen Specific 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 Label	Type	Size	Screen Field Name	Data Field	Screen Specific 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 a
					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 Billed	CALCULATED
			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 *
Days + “@” +			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 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
			(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 + Last	This field is repeated
				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 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
			(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 + Last	This field is repeated
				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	The 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

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

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 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 Author-
                     ization/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: Adjustor 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 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.

4.1.50 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
			(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 + Last	This field is repeated
				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.
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:

2.1.3 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
			(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 + Last	This field is repeated
				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	The 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.

2.2.3 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 Author-
                     ization/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 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.

4.1.17 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 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.

4.1.24 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 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 Label	Type	Size	Screen Field 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 Label	Type	Size	Screen Field 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:
			ll 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

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 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:
			ll 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 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 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	Insured Name	Rental Status
Name
Total Charges	Billed Amount	Amount Received
Other Charges	Vehicle Condition	Authorized Total Amount
	(Driveable Flag/
	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 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 Label	Type	Size	Screen Field Name	Data Field Name	Screen Specific 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 Label	Type	Size	Screen Field Name	Data Field Name	Screen Specific 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 Label	Type	Size	Screen Field Name	Data Field Name	Screen Specific 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
$	Text Box	10	Authorization Limit	profile type value
max/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 Label	Type	Size	Screen Field Name	Data Field Name	Screen Specific 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 characters 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 independant 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: I2 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 Label	Type	Size	Screen Field Name	Data Field	Screen Specific 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 I2

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: 07/17/00 [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 method for marketing vehicles, the method comprising:

an insurance company computer receiving data indicative of a customer who has a totaled vehicle;

in response to the data receiving step, the insurance company computer initiating a search of inventory data representative of a plurality of vehicles available for sale or lease to identify a plurality of vehicles available for sale or lease to the customer to replace the totaled vehicle; and

in response to the searching step, the insurance company computer displaying a list of the identified vehicles.

2. The method of claim 1 further comprising the insurance company computer determining a value associated with the totaled vehicle, and wherein the searching step comprises the insurance company computer initiating the search of the inventory data such that the search is based at least in part on the determined value.

3. The method of claim 2 wherein the value determining step comprises the insurance company computer determining an actual cash value (ACV) for the totaled vehicle.

4. The method of claim 3 wherein the value determining step further comprises:

the insurance company computer sending data describing the totaled vehicle to an external vehicle valuation tool; and

the insurance company computer determining the ACV based at least in part on data generated by the external vehicle valuation tool.

5. The method of claim 3 wherein the searching step comprises the insurance company computer initiating the search such that the vehicles on the displayed list can be purchased by the customer without personal expense.

6. The method of claim 2 further comprising the insurance company computer maintaining data about the customer indicative of a geographic area associated with the customer, and wherein the searching step further comprises the insurance company computer initiating the search of the inventory data wherein the search is based at least in part on the determined value and the geographic area data.

7. The method of claim 6 wherein the data about the customer indicative of the geographic area comprises a zip code for the customer.

8. The method of claim 6 wherein the searching step further comprises the insurance company computer initiating the search of the inventory data such that the search is based at least in part on the determined value, the geographic area data and a vehicle category.

9. The method of claim 6 wherein the searching step further comprises the insurance company computer initiating the search of the inventory data such that the search is based at least in part on the determined value, the geographic area data, and a vehicle make and model.

10. The method of claim 1 wherein the displaying step comprises the insurance company computer displaying the list such that the list identifies a mileage for each listed vehicle.

11. The method of claim 10 wherein the displaying step comprises the insurance company computer displaying the list such that the list identifies the mileage and a price for each listed vehicle.

12. The method of claim 1 wherein the searching step comprises the insurance company computer initiating the search in a database of vehicles available for sale or lease maintained by a rental vehicle service provider.

13. The method of claim 12 further comprising the insurance company computer selecting a listed vehicle in response to user input and communicating the selection to a location where the selected vehicle is located.

14. The method of claim 13 wherein the location comprises a rental vehicle location where the selected vehicle is located.

15. The method of claim 14 wherein the communicating step comprises the insurance company computer communicating the selection to the rental vehicle location through a rental vehicle reservation management computer system.

16. The method of claim 1 wherein the receiving step comprises the insurance company computer receiving the data indicative of the customer having the totaled vehicle from a user.

17. The method of claim 16 wherein the user comprises an insurance adjuster.

18. The method of claim 16 further comprising the insurance company computer connecting over the Internet with a rental vehicle reservation management computer system to create and manage a replacement rental vehicle reservation for the customer in response to user input.

19. The method of claim 18 wherein the searching step comprises the insurance company computer system initiating the rental vehicle reservation management system to perform the search.

20. The method of claim 19 further comprising the insurance company computer receiving the list from the rental vehicle reservation management computer system for display on the insurance company computer.

21. The method of claim 20 wherein the rental vehicle reservation management system is configured to provide a plurality of graphical user interface (GUI) menus to the insurance company computer over the Internet for display thereon, wherein the receiving step comprises the insurance company computer receiving the data indicative of the customer having the totaled vehicle through one of the provided GUI menus.

22. The method of claim 21 wherein the provided GUI menu through which the insurance company computer receives the data indicative of the customer having the totaled vehicle is the same GUI menu through which the user inputs data for creating a replacement rental vehicle reservation.

23. The method of claim 21 wherein the displaying step comprises the insurance company computer displaying the list through another of the provided GUI menus.

24. The method of claim 21 further comprising the insurance company computer receiving the data indicative of the customer having the totaled vehicle when it also receives user input to create the replacement rental vehicle reservation.

25. The method of claim 1 wherein the displaying step comprises the insurance company computer displaying a graphical user interface (GUI) menu that lists the identified vehicles found by the search, and wherein the GUI menu is configured to accept user input to initiate a new search of the inventory data using at least one changed search parameter.

26. The method of claim 1 further comprising sharing the list with the customer.

27. An apparatus for marketing vehicles, the apparatus comprising:

an insurance company computer configured to manage an insurance claim for a policyholder relating to a disabled vehicle of the policyholder by using a single application to (1) interact with a rental vehicle reservation management computer system to create and manage a replacement rental vehicle reservation on behalf of the policyholder, (2) receive data indicative of the disabled vehicle being totaled, and (3) in response to the received data indicative of the disabled vehicle being totaled, (i) initiate a search of inventory data representative of a plurality of vehicles available for sale or lease to identify a plurality of vehicles available for sale or lease to the policyholder to replace the totaled vehicle, and (ii) display a list of the identified vehicles for marketing to the policyholder.

28. A system for marketing vehicles, the system comprising:

an insurance company computer configured to (1) receive data indicative of a customer who has a totaled vehicle, (2) in response to the receipt of the data, initiate a search of inventory data representative of a plurality of vehicles available for sale or lease to identify a plurality of vehicles available for sale or lease to the customer to replace the totaled vehicle, and (3) in response to the search, display a list of the identified vehicles.

29. The system of claim 28 wherein the insurance company computer is further configured to determine a value associated with the totaled vehicle, and wherein the search is based at least in part on the determined value.

30. The system of claim 29 wherein the insurance company computer is further configured to perform the value determination by determining an actual cash value (ACV) for the totaled vehicle.

31. The system of claim 30 wherein the insurance company computer is further configured to perform the value determination by (1) sending data describing the totaled vehicle to an external vehicle valuation tool, and (2) determining the ACV based at least in part on data generated by the external vehicle valuation tool.

32. The system of claim 30 wherein the insurance company computer is further configured to initiate the search such that the vehicles on the displayed list can be purchased by the customer without personal expense.

33. The system of claim 29 wherein the insurance company computer is further configured to maintain data about the customer indicative of a geographic area associated with the customer, and wherein the search is based at least in part on the determined value and the geographic area data.

34. The system of claim 33 wherein the data about the customer indicative of the geographic area comprises a zip code for the customer.

35. The system of claim 33 wherein the search is based at least in part on the determined value, the geographic area data and a vehicle category.

36. The system of claim 33 wherein the search is based at least in part on the determined value, the geographic area data, and a vehicle make and model.

37. The system of claim 28 wherein the insurance company computer is further configured to performing the displaying operation such that the list identifies a mileage for each listed vehicle.

38. The system of claim 37 wherein the insurance company computer is further configured to perform the displaying operation such that the list identifies the mileage and a price for each listed vehicle.

39. The system of claim 28 wherein the insurance company computer is in communication with a database maintained by a rental vehicle service provider, the database comprising stored data about a plurality of vehicles available for sale or rent, and wherein the insurance company computer is further configured to initiate the search in the database.

40. The system of claim 39 wherein the insurance company computer is further configured to select a listed vehicle in response to user input and communicate the selection to a location where the selected vehicle is located.

41. The system of claim 40 wherein the location comprises a rental vehicle location where the selected vehicle is located.

42. The system of claim 41 wherein the insurance company computer is further configured to communicate the selection to the rental vehicle location through a rental vehicle reservation management computer system.

43. The system of claim 28 wherein the insurance company computer is further configured to connect over the Internet with a rental vehicle reservation management computer system to create and manage a replacement rental vehicle reservation for the customer in response to user input.

44. The system of claim 43 wherein the insurance company computer is further configured to initiate the search by initiating the rental vehicle reservation management system to perform the search.

45. The system of claim 44 wherein the insurance company computer is further configured to receive the list from the rental vehicle reservation management computer system for display on the insurance company computer.

46. The system of claim 45 wherein the rental vehicle reservation management system is configured to provide a plurality of graphical user interface (GUI) menus to the insurance company computer over the Internet for display thereon, wherein the insurance company computer is further configured to receive the data indicative of the customer having the totaled vehicle through one of the provided GUI menus.

47. The system of claim 46 wherein the provided GUI menu through which the insurance company computer receives the data indicative of the customer having the totaled vehicle is the same GUI menu through which the user inputs data for creating a replacement rental vehicle reservation.

48. The system of claim 46 wherein the insurance company computer is further configured to display the list through another of the provided GUI menus.

49. The system of claim 46 wherein the insurance company computer is further configured to receive the data indicative of the customer having the totaled vehicle when it also receives user input to create the replacement rental vehicle reservation.

50. The system of claim 28 wherein the insurance company computer is further configured to perform the displaying operation by displaying a graphical user interface (GUI) menu that lists the identified vehicles found by the search, and wherein the GUI menu is configured to accept user input to initiate a new search of the inventory data using at least one changed search parameter.

51. The system of claim 28 wherein the insurance company computer is further configured to share the list with the customer.

52. A method comprising:

accessing data in a database about an inventory comprising a plurality of vehicles available for sale or lease;

capturing data about a replacement rental vehicle driver; and

searching the accessed data based on the captured data to generate at least one lead for marketing at least one replacement vehicle from the inventory for sale or lease to the driver; and

wherein the method steps are performed by a computer system.

53. The method of claim 1 wherein the capturing step comprises the computer system capturing data about a plurality of replacement rental vehicle drivers, and wherein the searching step comprises the computer system searching the accessed data based on the captured data to generate a plurality of leads for marketing a plurality of replacement vehicles form the inventory for sale or lease to the drivers.

54. The method of claim 53 wherein the drivers are replacement rental vehicle drivers who have a totaled vehicle.

55. The method of claim 54 wherein the computer system comprises a reservation management computer system, the method further comprising:

the reservation management computer system creating and managing a plurality of replacement rental vehicle reservation transactions on behalf of the drivers in response to user input, wherein the managing comprises the reservation management computer system making a plurality of transactional changes to a plurality of rental contracts corresponding to a plurality of the replacement rental vehicle reservation transactions, the transactional changes including a plurality of extensions during an open rental phase for a plurality of the rental contracts.

56. The method of claim 55 further comprising the reservation management computer system (1) providing a plurality of graphical user interfaces (GUIs) to a plurality of user computers for display thereon, and performing the creating and managing steps in response to user input received through the GUIs.

57. The method of claim 56 further comprising the computer system maintaining the database.

58. A method comprising:

providing data over the Internet to a remote computer for populating a plurality of graphical user interface (GUI) screens on the remote computer;

accepting input over the Internet through the provided GUI screens;

creating a reservation transaction for a rental vehicle in response to the accepted input, wherein the rental vehicle comprises a replacement vehicle for a disabled vehicle;

performing any of a plurality of management functions on the reservation transaction in response to the accepted input, wherein the management functions include making a transactional change to a rental contract corresponding to the reservation transaction;

accessing a database comprising data corresponding to an inventory of vehicles; and

in response to accepted input that is indicative of the disabled vehicle being totaled, searching the database for vehicles within the inventory for marketing as a sale or lease thereof to an owner of the disabled vehicle; and

wherein the method steps are performed by a computer system.

59. The method of claim 58 further comprising:

maintaining data about a geographical area associated with the owner; and

searching the database based on the geographical area data to identify the vehicles within the inventory that are near the geographical area; and

wherein the steps of maintaining geographical area data and searching the database based on the geographical area data are performed by the computer system.

60. The method of claim 59 further comprising:

identifying an actual cash value (ACV) for the disabled vehicle; and

searching the database based on the ACV to identify the vehicles within the inventory for marketing as a sale or lease thereof to the owner; and

wherein the identifying step and the step of searching the database based on the ACV are performed by the computer system.

61. The method of claim 60 further comprising:

generating a list of vehicles within the inventory for marketing as a sale or lease thereof to the based on the database search, and wherein at least one of the GUI screens is configured to display the list such that the listed vehicles are associated with pricing information and are selectable by a user, wherein the generating step is performed by the computer system.

62. The method of claim 61 wherein the disabled vehicle is a subject of an insurance claim, wherein the user comprises an insurance adjuster, and wherein the method further comprises authorizing a transfer of a selected vehicle from the list to the owner as a settlement of the insurance claim, wherein the authorizing step is performed by the computer system.

63. The method of claim 58 further comprising maintaining the database.

64. An Internet-enabled automatic rental vehicle transaction system, said system comprising:

a computer system configured to (1) provide management functionality to a reservation transaction for a rental vehicle on behalf of an owner whose vehicle is disabled, (2) access a database comprising data corresponding to an inventory of vehicles available for sale or lease, (3) identify the disabled vehicle as being eligible for replacement, and (4) search the database for vehicles within the inventory to identify at least one vehicle available for sale or lease to the owner as a replacement for the eligible disabled vehicle.

65. The rental vehicle transaction system of claim 64 wherein the computer system is further configured to (1) maintain data about a geographical area associated with the owner and (2) search the database based on the geographical area data to identify vehicles within the inventory that are near the geographical area.

66. The rental vehicle transaction system of claim 65 wherein the computer system is further configured to (1) identify an actual cash value (ACV) for the disabled vehicle and (2) search the database based on the ACV to identify vehicles within the inventory for marketing as a sale or lease thereof to the owner.

67. The rental vehicle transaction system of claim 65 wherein the inventory data comprises data corresponding to vehicles that are currently available for sale or lease and data corresponding to vehicles that will be available for sale or lease in the future subject to a holding requirement, and wherein the computer system is further configured to search the database based on the geographical area data and at least one holding requirement to identify vehicles within the inventory for marketing as a sale or lease to the owner.

68. The rental vehicle transaction system of claim 64 wherein the computer system is further configured to (1) identify an actual cash value (ACV) for the disabled vehicle and (2) search the database based on the ACV to identify the vehicles within the inventory for marketing as a sale or lease thereof to the owner.

69. The rental vehicle transaction system of claim 68 wherein the computer system is further configured to (1) send data about the disabled vehicle to a third party valuation tool, (2) receive the ACV from the third party valuation tool and (3) use the received ACV as the identified ACV.

70. The rental vehicle transaction system of claim 64 wherein the computer system is further configured to (1) provide a plurality of graphical user interface (GUI) menus to a remote computer over the Internet for display thereon, and (2) generate a list of vehicles within the inventory for marketing as a sale or lease thereof to the owner based on the database search, and wherein at least one of the GUI screens is configured to display the list such that the listed vehicles are associated with pricing information and are selectable by a user.

71. The rental vehicle transaction system of claim 70 the computer system is further configured to respond to a selection of a vehicle from the list by routing data about the selected vehicle to a computer where the selected vehicle is located.

72. The rental vehicle transaction system of claim 71 wherein the computer system is further configured to include contact information for the owner with the routed data.

73. The rental vehicle transaction system of claim 64 wherein the computer system is further configured to search the database based on a user-specified vehicle category, make and model to identify vehicles within the inventory that may be of interest to the owner.

74. The rental vehicle transaction system of claim 64 wherein the computer system is further configured to provide a plurality of graphical user interface screens (GUI) menus for display on a remote computer over the Internet, wherein at least one of the GUI menus is configured to permit a user to create a reservation transaction on behalf of the owner with any of a plurality of competitive rental vehicle service providers.

75. The rental vehicle transaction system of claim 64 wherein the computer system comprises:

an Internet web portal configured to provide a plurality of graphical user interface screens (GUI) menus to a remote computer for display over the Internet; and

a mainframe in communication with the Internet web portal, wherein the mainframe is configured to (1) perform the management functionality in response to input through the provided GUI menus, (2) maintain the database, (3) identify the disabled vehicle as being eligible for replacement, and (4) search the database.

76. The rental vehicle transaction system of claim 75 wherein the management functionality comprises an extension during an open rental phase for a rental contract corresponding to the reservation transaction.

77. The rental vehicle transaction system of claim 75 wherein the computer system further comprises the remote computer on which the GUI menus are displayed, the remote computer being in communication with the Internet web portal via the Internet.

78. The rental vehicle transaction system of claim 77 wherein the mainframe comprises a plurality of linked mainframes.

79. The rental vehicle transaction system of claim 70 wherein the disabled vehicle is a subject of an insurance claim, wherein the user comprises an insurance adjuster, and wherein the computer system is further configured to authorize a transfer of a selected vehicle from the list to the owner as a settlement of the insurance claim.

80. The rental vehicle transaction system of claim 64 further comprising the database.