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• City of Sunny Isles Beach RFP 18-04-02 Disaster Debris Management and Disposal Services individual ticket and the truck certifications..Ceres' ticket database has been in use for more than 10 years and is easily modified to meet the varying needs of our clients. The database is also designed to make data • entry easy. One data entry person, with minimal training, can enter over 700 tickets per day. Drop down selections, short cuts and static information retrieval make data entry fast and accurate. The system does not allow entry of duplicate tickets thus preventing duplicate billing and duplicate payments. The system does not allow a ticket to be entered with an amount that exceeds the certified load amount of the truck. Additional features of this custom software make it flexible enough to record data that is known to be required for a particular circumstance or project. Ceres maintains separate databases for each project to insure that data integrity is maintained. Each completed truck certification form and each load ticket are electronically scanned at the field office and then transmitted to an imaging database located on a secure Ceres server outside the disaster area. The scanned information is then retrieved by our data entry staff and entered into the appropriate project database under normal office conditions. Database rules require that first the truck owner(Ceres or one of its subcontractors)and then the individual truck be established in the database before the system will accept any load ticket information for that truck The Ceres "Data Entry/Accounting Procedures" manual is used to provide guidance to our data entry personnel so all data is entered in a consistent manner to insure data integrity. All reimbursable activities under a particular contract, for example, stump removal, operation of hourly rate equipment, and personnel hours, are recorded by our operations staff. Ceres audits the database for inconsistencies, data entry error and data integrity on a regular basis. This ensures that records of all potentially-reimbursable activities are acceptable and auditable by FEMA. Ceres has taken great care to develop both policies and procedures that can be consistently applied to every project. This extra planning makes the implementation of a project easier and faster. Additionally the use of advanced communication technologies, such as wireless and satellite internet connections; cell phones with voice, data and text; and electronic imaging of paper documents, allow Ceres to simultaneously manage multiple projects, in multiple states. Ceres' image databases (images include both tickets and truck logs) are available to all our governmental customers as password protected read only files on the internet. The data has been used for audits by such Federal agencies as the U.S. Army Corps of Engineers. • I Equi bebris Ticket !i Dbase*•4q Certification c Received Verification" Ticket . ' Duplicate Successful Entered into Information I from Field N Database £ Ent, ? No lnva�id�" �' Ticket Entry n Ops and Entry C Tr� uc Scanned into ,_,. s ...LaserFiche sr � �,. Yes Ticket Corrective Action Process No Ticket Resolved?', Yes • Ceres 00 This flow chart illustrates the data flow and system logic for handling completed load tickets. The system will check for a non- duplicate ticket number,a valid truck number and that the load does not exceed the verified capacity of the truck before information will be saved in the data base. 110 ( Fn) E� Tab 8 Project Understanding and Technical Approach /// Section 2 Understanding of the Services and Support ENVIRONMENTAL Page 8.2-12