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Billing Invoice Template - PowerPoint

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Billing Invoice Template - PowerPoint Powered By Docstoc
					                Introduction
•   Welcome!
–    Kay Overman
          Manager
          DTS Customer Relations Branch

–    Presentation Slides will be available on the
     DTS website soon.

–    Please complete your Evaluation Surveys!
             Introduction
A little about DTS….

Focused in three areas:
1. Customer Focus
2. Focus on Performance
3. Eye on Innovation
           DTS Customer Focus
• DTS does not exist without you the customers

• We recognize we need to compete for our customers‟
  business

• Customer photos in our facilities We have taken and will
  be taking a number of steps to hear our customers
  better:
   –   Customer Delivery Division and Account Managers
   –   Ongoing meetings with customer execs
   –   The Technology Services Board and Services Committee
   –   Customer Council
   –   Will be developing customer satisfaction metrics
   DTS Focus on Performance
Two areas of performance:
  –Cost Performance
     • Technology is getting cheaper – our
       rates should reflect that

  – Operational Performance
     •   Relies on people, process and technology
     •   IT was always important, but not always measured
     •   Today, we are benchmarking/measuring
     •   Very stringent SLAs
      DTS Eye on Innovation
• Technology is changing every day.

• You are the ones transforming
  government through innovation.

• We are your utility to help make it happen.
                     DTS Events
• We‟ve seen over 1,000 of you at our events in the last year!

   – Customer Forums (like today‟s)
      • To interface directly with you

   We also host…..

   – Technology Days
      • To allow us all to hear the latest on technology trends

   – User Groups
      • To establish regular work groups across organizations
                Upcoming Events
October 17-18
   DTS Sixth Annual IT Security Awareness Fair
        DTS Training & Event Center
October 26
   Natural Modernization Strategies Information Forum
        Sacramento Convention Center
December 6
   DB2 User Group
         DTS Training & Event Center
Early 2008
   DTS Customer Forum:
   Live Demo of Billing Invoice Reporting System (BIRS)
        DTS Training & Event Center

View the DTS Event Calendar at:
   http://www.dts.ca.gov/calendar/
                       Agenda
Welcome & Introduction ~ Colleen Field

Billing & MICS Data ~ Steve Shaltes

Billing Invoice Reporting System ~ Steve Shaltes

Statement of Account ~ Jose Samano

Overview of Monthly Invoice ~ Joanne Marsullo

Invoice Detail & Back-up Reports:
 -Server Billing & Internet Hosting ~ Natividad Nevarez
 -Network Billing Detail ~ Nancy Smith
 -Dedicated Equipment ~ Cindy Maciel

Wrap up & Future News ~ Colleen Field
         Billing & MICS Data
Billing:
• CPU Processing
• Data Storage
• Disaster Recovery
• Network Charges
• Servers
• Miscellaneous

Types of Data Files:
• Reports
• Invoice Data
           What is BIRS?
Billing Invoice Reporting System (BIRS)

• Web & Excel-based application
• Used to obtain invoice detail data
• Provides ability to add attributes to an
  Account Code for meaningful reporting
• This is currently in a test environment
  -Estimated availability is December 2007
  -Another forum will be held to demo BIRS
   Requirements to use BIRS
• Internet Explorer 6.0 or higher
• Microsoft Excel Version 2000 or greater
• Security for Macros set to Medium or Low
  – Tools => Macro => Security and then choose
    Medium or Low
  – Medium setting will ask you if you want to run
    macros, you should choose „YES‟ when you
    get the prompt in the BIRS Application
Main Screen of BIRS


               ACCOUNT MAINTENANCE

               BILLING DATA REPORTS

               MANAGE USERS
  ACCOUNT MAINTENANCE
• Used to add attributes to an account code
• Enables the Excel reports to be more
  meaningful
• Batch upload possible
Account Maintenance – Screen 1
Account Maintenance – Screen 2
Account Maintenance – Screen 3
        Billing Data Reports
• Select your
  Department
• Customized template
  for your Department
Enter:
Username
Password
Choose Fiscal Year
from the drop down
Click on the “Connect
and Download Data”
button
Billing Data Reports




        Choose OPEN
        CHOOSE ENABLE MACROS
(if your security setting was on medium you will
                get this message)
        Billing Data Reports - Continued

    Once you enter the required information
    the Excel Template’s macro will:
•   Connect to our server
•   Run a query
•   Get the data requested
•   Copy it to the Excel worksheet
•   Refresh the reports in the workbook
         Future Enhancements
•   More detail
•   PDF versions of actual invoices
•   PDF versions of detail reports
•   Web Portal
      To get access to BIRS
• To request a user id for BIRS send an
  email to: dtsbilling@dts.ca.gov
• We will then set up a user id and send you
  instructions on how to access BIRS
• Early 2008: BIRS Customer Forum to
  demo the system live
DTS Invoice Program at Gold Camp
OVERVIEW OF MONTHLY INVOICE
MONTHLY INVOICE INCLUDES:
• Statement of Account
• Invoice Summary
• Duplicate Summary
• Invoice Detail by Account Code
• DTS Form 10
• Server and Internet Detail
• Network Billing Detail
• Dedicated Resource by Client
• ADABAS
• CICS
• COM
• Consulting
• UUNet
    INVOICE
                                                                                 STATE OF CALIFORNIA                                               INVOICE SUMMARY
                                                                       DEPARTMENT OF TECHNOLOGY SERVICES
(1). DEPARTMENT OF SAMPLE                                                   MONTHLY INVOICE FOR JULY 2007                                   (3). INVOICE NO. D070801ABX001
    CONTRACT: 0123456                                                          DEPARTMENT CODE: AB                             (2).                PAGE NO. -         1
    ATTN: ACCOUNTING                                                                                                                        (4). BILL DATE - 08/29/07
    1234 MAIN STREET                                                                                                                               STATUS: BILL
    SACRAMENTO, CA 95814

    CATEGORY         RESOURCE DESCRIPTION                                       COMP CODE            QUANTITY            RATE                      UNITS                  CHARGES
                                                                                 -----------------
    ------------------------------------------------------------------------------------------       ----------------    ----------------          ----------------       --------------------
(5). C100            CPU PROCESSING
                     CPU BATCH NORMALIZED                                       (C101)      (6).            0.001 (7).    $1,044.0000       (8).   HOUR      (9).         $1.45 (10).
                     CPU TSO NORMALIZED                                         (C102)                      1.000         $1,044.0000              HOUR                   $1,044.00
                     CPU CICS NORMALIZED                                        (C105)                      2.550         $1,044.0000              HOUR                   $2,662.20
                     CPU ADABAS NORMALIZED                                      (C106)                      1.000         $1,044.0000              HOUR                   $1,044.00
                                INVOICE CATEGORY SUBTOTAL                                                                                                                 $4,750.20


    C200             CPU PROCESSING
                     SWIFT SUBSCRIPTION                                         (C202)                     11.000               $2.0000            USERID                 $22.00
                                INVOICE CATEGORY SUBTOTAL                                                                                                                 $22.00


    C600             DATABASE SUPPORT
                     DATABASE SUPPORT - TIER II                                 (C602)                      1.000          $1,230.6000             SERVER                 $1,230.60
                                INVOICE CATEGORY SUBTOTAL                                                                                                                 $1,230.60


    D100             DEDICATED EXPENSES
                     DEDICATED CHARGES                                          (D101)                   773.600                $1.0000            DIRECT CHARGE $773.60
                                INVOICE CATEGORY SUBTOTAL                                                                                                                 $773.60


    E100             STATEWIDE EMAIL SYSTEM
                     SMTP                                                       (E108)                      4.000             $10.3900             IP ADDRESS             $41.56
                                INVOICE CATEGORY SUBTOTAL                                                                                                                 $41.56


    F100     FACILITIES
             CUSTOMER-OWNED EQUIPMENT SERVICES                                  (F103)                      1.000            $170.0000             CABINET                $170.00
                                             INVOICE CATEGORY SUBTOTAL                                                                                                    $170.00
1. Department name and address information - Customer can provide Bill To: and ATTENTION: information for inclusion on the invoice.

2. Department Code, also know as the billing prefix.

3. Invoice Number: All DTS invoices start with a "D". The next four numbers are the current fiscal year. The next two numbers
   is the month, for example 01 is for July and then forward for each month thereafter. Next is the department code, followed by an "X".
   The final 3 numbers are the sequential invoice number.

4. Bill date is date on which invoice is printed and generated for the previous month's processing.

5. Invoice Category   - By group of services.
           Category   C = CPU Processing & Database Support
           Category   D = Dedicated Expenses
           Category   E = Statewide Email System
           Category   F = Facilities
           Category   G = Consulting
           Category   I = Internet Services & CA Homepage
           Category   M = Midrange Services
           Category   N = Network
           Category   P = Print/Forms/Microfiche
           Category   R = Disaster Recovery
           Category   S = Storage
           Category   X = Miscellaneous

6. Computation Code - service resource billing identifier code.

7. Quantity - amount of resource used in the month's billing cycle.

8. Rate - Rate charged for service.   This is multiplied by the quantity of monthly usage.

9. Units - Unit of measurement used for billing.

10. Charges - Total charge. This amount is the rate times the quantity to equal charges.
      INVOICE
                                                                                                                                                        INVOICE DETAIL
                                                                                                  STATE OF CALIFORNIA
1.    TO: DEPARTMENT NAME                                                               DEPARTMENT OF TCHNOLOGY SERVICES                            4. INVOICE NO. -D070801XXX001
1A.   SPECIAL PROJECT/ACCOUNT CODE NAME                                                   MONTHLY CHARGES FOR JULY 2007                                 PAGE NO. - 6
                                                                                                  DEPARTMENT CODE: XX                  2.               BILL DATE - 08/09/07
                                                                                                  ACCOUNT CODE: XX100                3.                 STATUS: BILL




      CATEGORY             RESOURCE DESCRIPTION                                          COMP CODE           QUANTITY           RATE               UNITS                 CHARGES
      ------------------                                                                 -----------------
                           ------------------------------------------------------------------------          ----------------   ----------------   ----------------      --------------------
      C100                 CPU PROCESSING
                           CPU BATCH NORMALIZED                                              (C101)              0.001          $1,044.0000             HOUR             $1.45
                           CPU TSO NORMALIZED                                                (C102)              1.000          $1,044.0000             HOUR             $1,044.00
                           CPU CICS NORMALIZED                                               (C105)              2.550          $1,044.0000             HOUR             $2,662.20
                           CPU ADABAS NORMALIZED                                             (C106)              1.000          $1,044.0000             HOUR             $1,044.00
                                         INVOICE CATEGORY SUBTOTAL                                                                                                       $4,751.65



      C200                 CPU PROCESSING
                           SWIFT SUBSCRIPTION                                              (C202)               11.000              $2.0000             USERID           $22.00
                                   INVOICE CATEGORY SUBTOTAL                                                                                                             $22.00

      C600                 DATABASE SUPPORT
                           DATABASE SUPPORT - TIER II                                      (C602)                1.000           $1,230.6000            SERVER           $1,230.60
                                  INVOICE CATEGORY SUBTOTAL                                                                                                              $1,230.60

      D100                 DEDICATED EXPENSES
                           DEDICATED CHARGES                                               (D101)              773.600              $1.0000             DIRECT CHARGE $773.60
                                   INVOICE CATEGORY SUBTOTAL                                                                                                          $773.60

      _________________________________________________________________________________________________________________________________
                  TOTAL CHARGES                                                                                $6,777.85
                                                                                                         ==============
1. To: Departments Name

1A. Identifies the account code name or special project

2. Department Code

3. Account Code - This always begins with the client's two character prefix,
   and follows with a minimum of 3-characters or a maximum of up to 8 characters.
   The account codes can be used for internal cost accounting in identifying
    different projects or units within a department for tracking charges.

4. Invoice Number: This number is the same invoice number
   on the Invoice Summary and will stay the same on the entire invoice.
                                         DEPARTMENT OF TECHNOLOGY SERVICES
                                             SERVER AND INTERNET REPORT
                                                  XX-DEPT OF SAMPLE
                                            FOR THE PERIOD OF JULY 2007

ACCOUNT CODE: XX501

    HOSTNAME         COMPDESC                             SR NUMBER           RATE    QUANTITY         TOTAL
    --------------------------------------------------------------------------------------------------------

    CAL-NT-DDCWEB     M201   VIRTUAL SERVER W/1 GB MEMORY       Y720               $400.00      1.00     $400.00
                      I124   DEDICATED WEB SUPPORT              Y720               $848.00      1.00     $848.00

   _________________________________________________________________________________________________________

                                                             TOTAL FOR CAL-NT-DDCWEB          CHARGES   $1,248.00

    DBSERV50          M404   SOLARIS BASE SYSTEM - TIER IV                        $6,990.00     1.00    $6,990.00
                      M407   SOLARIS TIER IV - 2 PROCESSOR                        $1,400.00     1.00    $1,400.00
                      M405   SOLARIS MEMORY                                         $100.00     1.00      $100.00
                      C602   DATABASE SUPPORT - TIER II                           $1,230.60     1.00    $1,230.60
                      S208   DISK STORAGE - SERVERS                                  $18.35    41.80      $767.03


   _________________________________________________________________________________________________________

                                                             TOTAL FOR DBSERV50               CHARGES   $10,487.63


    _________________________________________________________________________________________________________

                                                        ACCOUNT CODE XX501         TOTAL CHARGES    $11,735.63
   _________________________________________________________________________________________________________


   _________________________________________________________________________________________________________

                                    AGENCY ----- XX-DEPT OF SAMPLE                 TOTAL CHARGES    $11,735.63
   _________________________________________________________________________________________________________
                                                 DEPARTMENT OF TECHNOLOGY SERVICES
                                                      NETWORK BILLING DETAIL
                                               HW-DEPT OF TECHNOLOGY SERVICES
                                                   FOR THE PERIOD OF AUGUST 2007

       ACCOUNT CODE: HW999

                                                   INSTALL             CHARGE
CIRCUIT            INSTALL   LOCATION              SR        RECNAME   TYPE           TOTAL COMMENT
----------------------------------------------------------------------------------------------------------------------------------

ETHERNET1          05/30/04   SAC - SAC                       BRHWVPN1 RATE1            $225 BRABVPN1 RATE 1 $105 & BRAB36 RATE 1
                              SAC - SAC                       BRHWVPN1 RATE2            $241
__________________________________________________________________________________________________________________________

                                TOTAL FOR ETHERNET1          CHARGES                    $466


ETHERNET2          09/05/06 SAC - RANCHO CORDOVA 05SR1234 BRHW808      RATE2         $1,289 COEMS CONNECTION
 _____________________________________________________________________________________________________________________________

                                TOTAL FOR ETHERNET2          CHARGES                 $1,289


88HCFS371123-009    05/10/04 SAC - SAC             03SR5678 DTS34KST RATE1              $88
                             SAC - SAC             03SR5678 DTS34KST RATE2             $241
                             SAC - SAC             03SR5678 DTS34KST RATE3             $492
                             SAC - SAC             03SR5678 DTS34KST RATE4             $205
                             SAC - SAC             03SR5678 DTS34KST RATE5             $117
_____________________________________________________________________________________________________________________________

                                TOTAL FOR 15HCFS371123-219   CHARGES                 $1,106


88HCQA371103-404    10/01/97  SAC - SAC             05SR6578 BRHW33A    ADJUS            $99 ADJUST FOR CIR CHANGE JULY 2007
                              SAC - SAC             05SR6578 BRHW33A    RATE1           $344
                              SAC - SAC             05SR6578 BRHW33A    RATE2           $241
                              SAC - SAC             05SR6578 BRHW33A    RATE3           $253
                              SAC - SAC             05SR6578 BRHW33A    RATE4           $205
                              SAC - SAC             05SR6578 BRHW33A    RATE5            $60
_____________________________________________________________________________________________________________________________

                                        ACCOUNT CODE HW999     TOTAL CHARGES         $4,100
 _____________________________________________________________________________________________________________________________
 RATE 1 = ACCESS EQUIPMENT                                     RATE 1 CHARGES          $657
 RATE 2 = DEVICE AND CIRCUIT SUPPORT                           RATE 2 CHARGES        $2,012
 RATE 3 = PASS THROUGH TELCO CHARGES                           RATE 3 CHARGES          $745
 RATE 4 = STATEWIDE BACKBONE                                   RATE 4 CHARGES          $410
 RATE 5 = BANDWIDTH USAGE                                      RATE 5 CHARGES          $177
                                                               ONETIME CHARGES            0
                                                               ADJUST CHARGES           $99
PAGE 543                                                      DEPT OF TECHNOLOGY SERVICES - FINANCIAL MANAGEMENT BRANCH                                                                 8/5/2007
                                                                       DEDICATED RESOURCES BY CLIENT - JUL 07/08                                                                       DCDR51P
CLIENT (HW) DEPARTMENT OF TECHNOLOGY SERVICES
ACCOUNT CODE: HW 999


     VENDOR            IDENTIFICATION           DESCRIPTION    SR NUMBER       CONTRACT            P.O. #      LO       COMMENT      USAGE        START DATE      END DATE        TOTAL CHARGES

VISARA, INC.       123456                  SACTO LEASE                 26395   EXT2010         00-02           HW                        100.00       3/18/2004       2/28/2010          523.50 *
VISARA, INC.       102030                  SACTO LEASE                 26395   EXT2010         00-02           HW                        100.00        1/1/1999       2/28/2010          608.50 *
VISARA, INC.       ABC123MNO               SACTO LEASE         07SR100500      EXT2010         00-02           HW                        100.00        7/1/2007       6/30/2008          382.54 *
DECISION TECH      MT RENWL DCSN ANLZ      ADABAS INTERFACE    06SR107900                      06P1234         HW                        100.00        1/1/2007      12/31/2007         2659.97 *
THE STATE STORE    GOOGLE APPLICATION      2 YR SUPPORT        07SR009999                      07ABCD          HW   BILLED IN FULL        50.00        7/1/2007       6/30/2009        15567.88 *
SOFTWARE AG        ALHAMBRA SERVER         SUPPORT             04SR101101      04D1234                         DC                        100.00        7/1/2004       6/30/2008         1930.15 *
VISARA, INC.       123456                  DAVIS INSTALL               26395   MRA             00-01           HW   ONE-TIME             100.00        7/5/2007        7/5/2007          125.00 *


 HW 999 DEDICATED EDP COST TOTALS                                                                                                                                                      21797.54


* TOTAL CHARGE INCLUDES OVERHEAD CHARGE
If your department experienced an increase to your DTS invoice
as a result of the July 2007 rate changes, please refer to the
following budget letter:

Budget Letter 07-25
SECTION 15.25 – DATA CENTER RATE ADJUSTMENT

This section allows increases or decreases, provided the
aggregate General Fund increases do not exceed the aggregate
General Fund decreases.
      Wrap up and Future News
Future proposed rate changes:
 Addition of tiers for Open Systems Data Storage
 Update the COM billing rates
 Update the Disaster Recovery billing rates
 Change in the Secure File Transport rates
 Update the DTS Training Center billing rates
 Add a rate for zAAP CPU processing
                  Contacts
• Email: dtsbilling@dts.ca.gov

• Colleen Field, Manager 739-7904
• Cindy Maciel 739-7709
• Natividad Nevarez 739-7683
• Joanne Marsullo 454-8139
• Jose Samano 454-7276
• Steve Shaltes 739-7831
• Nancy Smith 454-8059
            THANK YOU!
• Please complete your surveys.


• Look for future DTS events here:
  http://www.dts.ca.gov/calendar

• See you next time…..

				
DOCUMENT INFO
Description: Billing Invoice Template document sample