Service Management System

CHAPTER 2

Gentugao, Lovely

Pasicollan, Jacel

Monsanto, Jomar

Baclas, Roma Joy

Ogatis, Mark Anthony

BSIT4106

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2. REVIEW OF RELATED LITERATURES AND STUDIES

In this chapter, the researchers present a review of different studies and

literature, which are related to the proposed study.

2.1 FOREIGN STUDIES

2.1.1 Enabling Telecoms and Utilities to Adapt to the Winds of Business Change

URL:http://www.billingworld.com/blogs/baker/2014/07/enabling-telecoms-and-
utilities-to-adapt-to-the-w.aspx

AUTHOR: DAN BAKER

DATE PUBLISHED: JULY 15, 2014

According to him, Sailing is a very different experience from driving a

car.In an automobile, the driver feels the pride of total control. The steering
wheel and foot pedals quickly respond to his every wish. And tech features like
cruise control, auto transmission and four-wheel drive reinforce the belief that
man is master of his environment. The skipper of a sailing yacht or boat,
however, learns a very different lesson: humility. He’s conscious that any
progress he makes toward his goal must be negotiated with Mother Nature
and her erratic winds, tides, rocky coasts and weather. So time, experience –
and a near-disaster or two – teach the sailor to know the color of shallow water
and the meaning of dark clouds on the horizon. In short, he learns to adapt
and therefore gets to sail another day. Of course, these same virtues of
adaptability and experience make for great business acumen too. Speaking of
which, we are now joined by Kirill Rechter, CEO of LogNet Billing, who has
served in the role of either chief engineer or captain of the MaxBill solution for
18 years.In my interview with Kirill, he lays out an interesting set of principles
that guide his company’s delivery of back-office system value to telecom and
utility service providers around the globe.

Dan Baker: Kirill, it would be great if you first explained the

heritage of your company.

Kirill Rechter: Sure, Dan. I was one of three founders of MaxBill, a

combined billing and CRM firm, back in 1996. And in 2008, we merged with
LogNet Systems and created a separate company named LogNet Billing. We
support a much broader array of internal system modules these days, but
rather than confuse customers by naming them all, we just call the solution
MaxBill because that’s where we came from. In our early days, MaxBill was a
leader in the trend to support convergent, multi-play telecom services. And

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over the years, we built all of our components and in that way kept the data
integrity and simplicity of a single database.

We had many installations around the globe involving convergent and

multi-play services — in North America, the Far East, but mostly in
Europe. Historically we’ve served operators of fixed line, mobile, cable
TV/satellite and ISP businesses. And in recent years we’ve also penetrated
the utility market and have installations on both the municipal and
electricity/gas energy side. We’ve found the utility market to be a good fit with
our telecom expertise.

DB: Much has changed in 18 years. Perhaps the most momentous thing
in billing is the move away from fancy rating to flat rate and tiered billing.

KR: Yes, in fact, the key value we deliver is no longer around being able to
deliver just multi-play services or sophisticated rating. That is a given
today. Instead we must look beyond mere billing and CRM and deliver deeper
value around the larger business of our customers. We’ve coined a marketing
phrase called “Modern Billing" to explain our philosophy and the four parameters
for our solutions are: strategic, holistic, empowering and direct. First of all, our
mission is to set the dimensions around how a telecom or utility service provider
can achieve its strategy. The board-level strategy must be translated down to the
actual business processes and we do that via measurements and KPIs. Our
clients have many different strategic challenges. For example, one could be
around integrating with third-party partners. Another could be reducing
operational costs. Still another could be improving customer experience or
expanding into new market segments. Now I want to be clear. We are not
targeting Tier 1 carriers for legacy replacement. Those companies will probably
never replace those systems. Yet, when there’s a need for new, innovative
services, even the large operators need outside help. It’s places like machine-to-
machine. If you try to adapt a legacy billing system to support something M2M, it
just won‘t work because the costs to upgrade are too high, meaning it won’t
support the business case. So strategy is really the first thing “modern billing"
needs to consider. And strategy will dictate which modules you need to
consider. In M2M, for instance, you’ll probably need to beef up on the bulk
operations and trouble-ticketing side because you need to deliver and install
equipment at the customer’s site.

DB: How do you work with clients and deliver value? How have you
broken with the past method of doing things?

KR: Certainly our process catalog is key to our method. This is different from a
product catalog by the way. The process catalog maps the entire activity of the
company’s business processes. It’s like hiring a consultant to come in and
look at your business. But instead of getting a report with a list of
recommendations, you get data from our measurement of processes end-to-

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end. And you see the bottlenecks and the automation candidates, or
“automation points" as we call them. Often we find that 70 percent of the
overall cost process is spent on some gate, which we clearly see as place to
automate. We analyze the error rates, the type of errors and whether a
particular error is being repeated more often and, therefore, requires much
more time to fix. We assign every business process to certain roles and we
see which role can handle a deficiency because a role is associated with a
certain employee skill set. So we assign these business processes to roles in
the organization and in this way we can measure the exact cost of every
action. We call it a blueprint, allowing you to see the map of business process
with full cost and time spent on actions.

DB: This process automation sounds quite valuable. How about a case
study?

KR: One of our largest customers (also a multi-play firm) is First Utility. They
are the largest competitive energy operator in the U.K. (seventh largest
overall). The firm was first a telecom provider and then decided to go into the
utility market. At the time, they looked for a rare solution that would support a
full docket of telecom services, gas/electricity billing, and integrated with the
U.K.’s complex deregulated industry rules, and full cost analysis. Big-name
billing companies competed for their business, but we won the business. And
they are a great client. They are growing very fast and we are proud to help
support their growth. First Utility is very good in how they measure their
business processes. They find places to automate and they attack those
bottlenecks. So MaxBill is a key to their profitability. And they are improving
customer satisfaction and experience all the time. They have to, because in
the U.K., the consumer can easily switch utility providers. So MaxBill is helping
them maintain good billing transparency and customer support — but also
keeping costs low.

DB: What happens when the customer wants to hook in an outside

system in the MaxBill framework?

KR: They can do that, no problem. But there’s no need to assemble a “best-of-
breed" system because we’ve added most of the business systems they will
need. In addition, the costs and time it takes to integrate outside systems also
makes a best-of-breed approach not very workable. So this is our Empowering
principle: We must provide the customer with end-to-end portfolio of tools. We
can‘t expect them to purchase new systems. They don’t have the budget for it,
so the one system must expand into many areas of need. So we look at
components we need to complete the offer. And it shouldn‘t be overloaded
with crazy functions and features, so troubleshooting and a knowledge base
are very important and are included. Otherwise we can’t make improvements
in the business processes. Empowering is also about using our system to the
maximum and integrating it with different channels of communication like call

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center, online portal, self-care, etc. We also have embedded analytics reports
to help make decisions. Our analytics subsystem can also be populated with
external information.

DB: What level of control does your customer have over the final
solution?

KR: Well, the trend these days is to say a solution is “flexible," but I think that
word conveys the wrong impression when you talk about billing which is
designed to be solid, unwavering, and robust. So we like to use the word
Direct — the customer should have direct control of the product and adapt it to
new business situations while maintaining independence from the software
vendor. And it should be integrator friendly. Remember: Mid-range customers
have their own IT personnel and their proper role is to reduce their company
costs. Their goal is to operate systems without being too dependent on the
software supplier. So to serve these customers, your system should have
good documentation, training and configuration capabilities. After all, billing
and CRM are not new. The field is 20 years old or more and every service
provider has its billing experts who are skeptical about high maintenance fees
and know the subtle ways vendors try to achieve “lock-in. "In our case, for
example, customers have the freedom to say: “I don‘t want any LogNet Billing
personnel around — if I have a maintenance issue I’ll give you a call." So we
encourage this independence and recognize that many times a local systems
integrator will support the client. We are completely OK with that.

DB: Thanks, Kirill. I think the principles you laid out for “modern billing"
are the kind of points service providers need to seriously consider when
they go looking for solutions.

Kirill Rechter is the CEO of LogNet Billing. Dan Baker is research director
of Technology Research Institute (TRI) and has been a B/OSS market
synthesizer since 1994. He is also editor of the Black Swan Telecom
Journal and Telexchange Journal.

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2.1.2 CERQUIT Financial Suite (Computerized Accounting System)

AUTHOR: CERQUIT

URL: http://www.cerquit.com/Products/Computerized-Accounting-System

According to Cerquit Financial Suite Computerized Accounting

System the system they used was designed to support basic and advanced
accounting modules to simplify the accounting process, centralize financial
information, improve employees’ productivity, and generates accounting reports
on the fly. And already migrate accounting systems from JD Edwards, Quick
Books, Peach Tree, and in-house accounting systems to Cerquit Financial Suite.
They also help clients transition from manual to computerized accounting
system. What does a good system delivers? What does “CERQUIT FINANCIAL
SUITE” provides to its users?

ENHANCED COMPETENCE IN DECISION MAKING

This system provides a snapshot-in-time look at your business,
making summarized and detailed accurate financial reports easily available on
demand essential to come up with a sound continuing strategic planning.
BETTER CASH MANAGEMENT
it is a packaged system having an integrated Billing, Accounting and Inventory,
thus providing a centralized business data that allows users to manage income
and expenditure more efficiently.

DATA & REPORTS ACCURACY

With this fully integrated Accounting Software, reports are not only
available on demand but also generate significantly accurate data. It saves time
in cross checking, because information is entered only once to be used
throughout the system.

FAST and ACCURATE SUPPORT, Highly Customizable, EASY MIGRATION

and SEAMLESS INTEGRATION CAPABILITIES
It is 100% developed and maintained by Cerquit Solutions, Inc. to
ensure that the application can be tailored to specific processes of different
business types. It also has the capability to migrate data from foreign accounting
system and integrated other third party software like Payroll systems.

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GROWTH PARTNER
This Accounting System caters to a wide range of businesses
belonging to different industry verticals and operational size. It is the perfect
growth partner since it grows with your business. It is designed to be dynamic,
scalable, and secure.

SUPPORTS BIR COMPUTERIZED ACCOUNTING SYSTEM REQUIREMENTS

AND REGULATION
The system also supports BIR (Bureau of Internal Revenue)
accounting book reports and conforms with BIR Computerized Accounting
System (BIR CAS) revenue regulations. Meaning no hidden charges for BIR
customization for standard compliance.

HIGH ROI
CFS guarantees fast return on investment. Other than that it
completely automates the business process, it gives so much more benefits that
directly translate to financial gain. The system expedites the month-end financial
and BIR report generation, minimizing unnecessary employee overtime cost and
maximizing employee potentials. It eliminates fraud and data incongruence.

CLOUD READY
CFS has been tested compatible to cloud computing. Components
it is a packaged system which includes Disbursements, Billing, Collection,
General Journal, Memo, Inventory, and Fixed Assets management.

BILLING & COLLECTION

This is consists of modules which allow users to manage, post, and track
company sales, receivables, and customer payments. It is composed of
Accounts Receivables, Bank Transactions, Cash Receipts, Invoice, Memo and
Transmittal. Billing & Collection allows for efficient data sharing while limiting the
need for redundant data entry. It supports multi-currency, provides strict
monitoring of receivable through Aging reports and is configurable to auto-
generate number series. Authorized users are made possible to manage
Marketing/Sales rebates, company shares, employee/partners/consultant
income, taxes due, as well as discounts.

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DISBURSEMENT
This consist of modules that is use to manage and track company expenses or
the money going out in exchange of goods and services, as well as internal
company disbursements and post accounting entries for the transaction. It also
has the capability to print check. This allows authorized users to monitor which
are being paid on time and which are not, that is essential to avoid any credit or
supply problem.

FIXED ASSETS
This module allows authorized users to record assets and its depreciation. It
includes facilities, equipment, and real property. It has a feature to automatically
compute depreciation based on the amount and life expectancy then
automatically post the monthly depreciation into the book.

REPORTS
Detailed and summary reports are available on demand. The system has the
capability to customize electronic reports to fit the existing preprinted forms and
these are all exportable into Excel, PDF, CSV, TIFF.

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2.1.3 INTRODUCTION TO TELECOMMUNICATION BILLING SYSTEM

AUTHOR: TELECOM COMPANY

DATE PUBLISHED: UNKNOWN

URL: http://www.codeproject.com/Articles/10824/Billing-System-Introduction

According to Telecommunication companies, in businesses it is

necessary to have an effective and accurate billing system to be able to
assure their revenue.

Billing systems process the usage of network equipment that is used during the
service usage into a single Call Detail Record (CDR). The billing process
involves receiving billing records from various networks, determining the billing
rates associated with the billing records, calculating the cost for each billing
record, aggregating these records periodically to generate invoices, sending
invoices to the customer, and collecting payments received from the customer.

Billing system is very complex starting from network elements that generate
usage to the billing system to usage collection, mediation, rating, and invoicing.
To simplify the process I will introduce a simple system usage scenario as shown
in the following figure. The system user navigates through the company site and
views company services, and he decides to order one of the available services. If
he has no account, he signs up for a new account, else he signs in. Then the
user asks to conduct an order with the selected service. The service may be
prepaid where he has to pay to have credits to use the service, or it may be
postpaid, where he has to pay if the service has installation or setup fees, and
later on he will pay for his usage of each billing cycle.

The billing system should provide service to the user, collect user usage records,
and generate invoices of each credit expire, each billing cycle depends on the
billing type, collect payments and adjust customers' balances

System parts
We can divide the system into seven parts
1. Services
2. Accounts
3. Ratings
4. Invoices and payments
5. Reporting
6. Help Desk
7. 7 Devices.

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Service

Service is the entity offered by the company and targeted to the customers. Each
service is defined by an engineering employee as a service catalog which
includes service type, name, billing policy, and its default rating profile. All of
these attributes are described later in this article. After service ordering by the
customer, it takes a unique ID which is attached with the account of the
customer, provided by the provisioning system to the customer at a certain date.

Account

The customer account includes customer contact profile information, account

type, login information, and payment method. Each customer account is linked in
the system with specific services offered to this customer, and the customer will
be billed depending on his usage of these services. Customer account belongs to
a specific account type, which is related to some price plans determined by
discounts and promotions.

Rating

One of the big issues in any billing system is how, when, and where the
companies should bill their customers. Rating is the process of converting usage
records from one form to another, like converting usage units to its cost. This
process is essential in the billing process as it is the point of conversion of the
service usage to revenue value to company, which is the target of
telecommunication companies.

Invoices and payments

Each customer in the system has an account balance, which affects any invoices
requested by the customer and any payments done by the customer. Normally
the invoices are generated as a result of service hosting or using, and payments
are the customer payments as a result of the invoicing operation.

Invoice

It is the entity generated by the billing system to inform the customer that he
must pay for his service usage or ordering. Each invoice includes the customer
account, date of payment, line items of the invoice, and invoice sales taxes.
Invoices affect the account debits in the billing system.

Payment
It is the process of collecting company money from the customers and adjusting
their balances through adjusting the account debits and credits. The customers

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receive receipts of their payments. Receipt view is shown in the next figure. Each
customer account should include its payment method to be used after generating
invoices and to ask customers for payments.

Billing types

Billing types indicate whether and how the users pay to get and use the services.

Postpaid billing

In postpaid billing the customer may pay an insurance payment in advance, and
he may pay the installation or setup fees, and in each billing cycle he will be
invoiced (receive a bill) to pay for his usage of the service.

Prepaid billing

In prepaid billing the customer buys a given amount of credits (duration, volume,
number of events) and is then allowed to use the corresponding network
resources as long as their account is in credit. Billing system receives customer
usage records from the network elements and adjusts the customer credits.
When their credit has been used up, network usage will be restricted. Prepaid
corresponds to a real-time process, because transactions are only allowed if the
user account is in credit, and this has to be checked in real-time.

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2.1.4 The Medical Billing System

AUTHOR: Dr. Vee

DATE PUBLISHED: March 22, 2010

URL: http://veemd.com/2010/03/22/a-foreign-language-the-medical-billing-
system/

According to Dr. Vee, “I can sum up the biggest problem with the health
care system in one word: bureaucracy. The regulations that doctors have to
memorize, in addition to plain old medicine !) looks like the indecipherable
ingredients on the back of a processed food bag: CPT/ICD codes, HIPPA
compliance, Red Flag rules, CMS oversight, meaningful use of EMRS,
prescription drug plan overrides, pre-authorization, high fructose corn syrup, red
dye #3 and MSG. Both MSG and physician regulations give me a major
headache, and leave me with less energy to give to my patients.

I have spent years trying to learn the French language and suddenly
figured out that I did not need to learn French when I was already fluent in
another foreign language: medical billing.

Over a quarter of my overhead as a primary care physician goes toward

paying for staff, software, transmission companies and other costs related solely
to medical billing. I frequently get resumes from billing clerks in other fields who
think that because they did billing for an auto parts store or a plumber, they can
get paid even better doing medical billing. These billers believing erroneously
that all physicians do is send a bill to the patient and get paid large sums of
money by expending minimal effort.

The fundamental belief held by Medicare, Medicaid and other other

insurance companies is that physicians will not be honest in their billing
practices. That is the reason the physician must code for an office visit,
procedure or surgery using the right modifiers, codes and service locations in the
right boxes of the form (called the HCFA form) to prove that he or she did not
commit fraud and abuse. Next the doctor has to pay for an electronic system to
submit the form containing all the diagnoses and level of service. Finally the
doctor then has to pay for another service to transmit all the claims to the right

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insurance company. The insurance companies are counting on our ignorance

and hope that doctors will do what they typically do: give up and just not bill. I
know that I, and most physicians, underbill the level of care of an office visit so
that they don’t get audited by Medicare or other insurance companies.

An office visit can be rejected (not considered a “clean claim”) if the physician’s
NPI number, Medicare numbers and the ICD and CPT codes are not just right.
Certain numbers (which is always a mystery to the doctor and billers) have to go
in certain boxes, or else the claim is rejected.

Trying to call Medicare or an insurance company to ask a question about a claim

takes several hours. If you call Medicare back (and assuming you actually get
through–make sure you have a couple of free hours on your hands to wait on
hold), you will get a different answer from a different claims specialist.

The key to all this complexity is very simple: doctors don’t understand the system
and will often give up and just write off the office visit. That saves the the
insurance company or Medicare a bundle.

I am not sure why coding the diagnosis hypertension to the most specific decimal
point makes a bit of difference in the time and complexity of the care I provided to
a patient. Does my level of care make a difference if the patient has
hypertension with kidney disease versus hypertension with heart disease? Since
they are equally complex patients, why does Medicare want me to distinguish
their diagnoses? And why penalize me if I just bill using plain old hypertension,
not otherwise specified (NOS)? And why does Medicare have to know if the
blood pressure is controlled or not controlled? Do I or the patient get bonus
points if the patient eliminates salt from his diet and gets his blood pressure
controlled?

Actually, some day doctors will be penalized for their patients have uncontrolled
diabetes or cholesterol. I am not sure why I should be responsible for a patient
who does not eat healthy or exercise, but the government is set on “outcomes”
and “pay for performance,” which means that those patients who are non-
compliant will not have doctors who are willing to take care of them.

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Conversely, a patient may have underlying complex hypertension, but, if the

blood pressure is controlled, I will spend less time on that medical problem and
bill a lower level office visit. So why does the detailedness of the diagnosis code
(“to the highest specificity”) make a difference?

Why make the doctor and billing specialist (and believe me, this person has to be
a specialist) spend the extra time to put two decimal points on a diagnosis code
that is of no relevance to the patient’s care? Would it not make sense to spend
the doctor and the staff”s time teaching patients about a no added salt diet to
control hypertension rather than figuring out the right hypertension code to the
highest specificity? Like there isn’t any waste in the medical system there?

Even more confusing is the fact that every year certain CPT and ICD codes and
diagnoses are eliminated or converted to different codes. That means every year
the doctor has to buy new books and learn about new codes to the highest
decimal point specificity, or risk having claims rejected. Why do codes have to
be changed from year to year? The patient with hypertension and kidney
disease still has the same ailment, but little did he know that his diagnosis code
has changed!

For example, if the diagnosis code for uncontrolled (“Malignant”) hypertension is

changed, and I don’t want to spend $600 to buy coding books that particular year
(I won’t be able to afford to buy them next year–that is the absolute truth) that
tells me you have changed the diagnosis code and I use the old diagnosis code,
why is my claim denied? Have I not provided the same service to the patient,
whether the high blood pressure is controlled, uncontrolled, two decimal points,
one decimal point, with kidney disease (further broken down into kidney disease
stages one through five), has salad dressing on the side and a partridge in a
pear tree?

I have looked in coding books frequently, trying to find a code for what my patient
has. The books themselves are mazes and not set up the step by step way
doctors think. If you look under “Disease” multiple completely unrelated diseases
of many different organ systems are listed. How would one know to even look in
that section? Furthermore, there are diagnoses for illnesses that I know
do not actually exist. Many codes are “V” codes or represent preventive medicine
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issues, which are not paid for by most insurance companies, including Medicare.
So why list them? Somebody was actually paid to make up those diagnoses
and assign codes to them. Such a waste of manpower.
The rules of the coding system involving medical decision making, physical
exam bullet points and past medical/social/family history are so complex that
coders and doctors can’t possibly agree with the level of service that can be
billed. For example, I can bill a higher level office visit if I ask the patient
about her family history. Maybe that is a poor use of time if I am already aware
of the family history or if the family history is irrelevant to the patient’s
medical condition. Either way, it doesn’t matter, because I can bill a higher level
visit if I ask and document the family history in my note. Some doctors learn to
play the billing game well, which does not mean they provide better medical
services. Their billers just know how to bill more effectively.

President Obama claims there is so much fraud and abuse in the medical system
that eliminating it will pay for a new health care system. I believe the fraud
and abuse are in the unnecessary bureaucracy utilized to ensure all the complex
rules of billing are followed. If changes in the health care system require more
bureaucrats to carry out the system, then the point of changing the system to
save money has been lost.

So many health care dollars would be saved if a straightforward billing system

were in place. Patients should be furious that this money, which could be put to
use to expand services to more patients, instead is being spent on bureaucrats
who exist simply to make sure that the doctor is learning and using the foreign
(billing) language correctly.

Literally millions of dollars could be saved if so many people did not exist simply
to monitor the doctor, with the underlying assumption that doctors by nature must
be corrupt and require this type of oversight. That money is better spent towards
actual health care, not health care billing.

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2.1.5 COMPUTERIZED WATER BILLING SYSTEM

SITE BY: Pradeep Gokhale

DATE PUBLISHED: Ssaturday, February 23, 2008
URL: http://totalgravity.blogspot.com/2008/02/computerized-water-billing-
system.html

According to Pradeep Gokhale, Water Billing and Revenue Management

System is the most important Aspect of any Water Supply Scheme as it governs
the financial aspect, which is the most important factor.

Amaravati water supply scheme is the only urban water supply scheme in
Maharashtra which has been getting the facility of computerized water billing
system continuously since 1991. The operating of the system has been
outsourced. The software development has not been in a year or two, but it has
been in process years together and proudly contributed by generously from
meter readers, counter clerks, fitters, plumbers, clerical staff in the office, and
auditors and accountants, to the higher officers, engineers at all levels, and most
of consumers of the scheme. It has become most intelligent software in the
country and now it is not only utility software but it is management software. It is
in use in number of cities in Vidarbha and has to share the experience of
managing more than 800000 consumers in the Delhi, the Capital city of the
Country, since 1995. Following script has been included in the Maintenance
Manual for urban areas.

The base of Water Billing System can be any one or more of the following:-

A. Metered System

1. Actual Consumption of Water

2. Minimum Fixed Charge
B. Non-Metered System
1. Fixed Charge Per Month
2. Fixed Charge Per Family
3. Fixed Charge Per Tap
4. Percentage of Annual Letting Value of Property

The various stages in the Water Billing Process are:-

1. Data Gathering (Meter Reading in case of Metered Billing)
2. Generation of Bill based on this Data

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3. Distribution of Bill to Consumer

4. Payment of the Bill by the Consumer
5. Sending the receipt details to Billing Section
6. Related Accounting

Irrespective of the basis of the Billing Metered/Unmetered, the Computerized

Billing System needs Three major databases:-

1. Master Data – This is the data, which needs to be entered only one time when
the Consumer/Connection is added into the database. This data is relatively
static in nature and does not change time to time. Various data required to be
stored are:-
Consumer Number, Name of Consumer, Address, Type of Use, Type of
Consumer, Tap Size, Date of Connection, Details of Feeder Line, Locality, House
No., Ward No., No. of taps, No. of Families, Meter Make, Meter Number, First
Reading, Ownership of Meter, Deposit Amount etc.

2. Data for each Billing Round – This data will be entered for every
consumer for every round and will be used for calculating the demand of that
billing round. Various data items required to be stored are :–
Consumer Number, Date of Meter Reading/Period for which Billed,
Status of the Connection and any changes in Master Data etc.

3. Receipt Data – This data will be the data related to the payments made by the
consumers against the bill issued. This data will be entered on daily basis
irrespective of the billing frequency. Various data required to be stored are:-
Consumer Number, Date of Receipt, Receipt Number, Details of the collection
Centre, Cash/Cheque (If Cheque- Cheque No., Bank, Branch) Part
Payment/Adhoc Payment/Deposit, Account Head for posting etc.

BILLING PROCESS:

A. Data Gathering: - For better administrative control over the complete billing
process the City/Town is divided into various Zone/Sections geographically or as
per the distribution network ESR wise. It is observed that the Cities already have
ward numbers or localities which can be used as they are but if the billing is as
per the distribution network the billing system can provide very important feed
back as far as Water/Revenue losses are concerned (Water Unaccounted for).
These zones are further divided into smaller areas (Wards) for better control. The
Person responsible for gathering data from these is the Meter Reader/Ward
Clerk. In case of Metered System the suggested Number of Consumers which
can be handled by one Meter Reader may vary from 1000 to 1500 Consumers
per month depending on the geographical spread of the area and other office

BILLING Page 17
Service Management System

jobs to be performed by the person. In case of unmetered System the Number

can be doubled.
The prime responsibility of this person will be,
1. to gather all the data related to the water connections in given area,
2. to collect all the data related to New Connections/Disconnection
3. to point out any change in the Master data of these connections.
This person will also be responsible for communicating this data, in given formats
to the Billing Section.

B. Generation of Bills:
The Water Rates/Tariff structure may have one or more aspects from the
following – Consumption Based, Flat Rate, Minimum Charges, Fixed Charges,
Average Consumption Based etc.
Depending on the data gathered the demand for a particular billing period is
calculated by the Computerized System. The outstanding amount is worked out
on the basis of details of payments received. The charges for delayed payments
or amounts not paid are calculated as per the rules given and the Bills are
generated areawise.

C. Distribution of Bills to Consumer:

The distribution of bills can be done using any one of the following
a. By Post or Courier
b. By Persons specially appointed for this purpose
c. By Concerned Meter Readers/Ward Clerks
i) In a special round for distribution of bills
ii) At the time of Meter Reading for next round.
(This option saves effort/manpower but there is delay on one
complete cycle in meter reading and distribution of bills)
D. Payment of Bills by the Consumer
The payments can be accepted at any one or more of the following:
a. Counters at various offices of the Board/Corporation
b. Various branches of Bank/Banks authorized for accepting
payments
c. Door to door/on the spot recovery by concerned person/team.
d. Electronic fund transfer through various banks offering such
option
E. Sending Receipt Details to Billing Section:
The collection counter/Bank/person shall send the receipt details to
the billing section periodically (preferably daily basis) and the same
is entered into the system and the totals cross checked.

F. Related Accounting:
The billing section also carries out the accounting related to these
receipts such as posting of receipts, generation of demand
BILLING Page 18
Service Management System

registers or ledgers on periodic basis. The complete accounting

related to the Billing is to be carried out by computerized system.

FREQUENCY OF BILLING
The frequency of Billing governs the cash flow of the Water billing system and
thus more frequency means regular cash flow. The frequency of billing depends
mainly on the type of system used. For Non-metered system the suggested
Billing frequency is quarterly and for the Metered Systems the suggested Billing
frequency is Bi-monthly. But in both cases all Non-Domestic, Industrial, Bulk
Consumers shall preferably by billed Monthly to have a better control. The only
other factor which can be considered in the respect is the availability of
manpower for billing process and the cost of issuing bills in one complete billing
etc.

DELAYED PAYMENTS:
Since water is being treated as a commodity consumed the advance billing is
generally not carried out. It is therefore must to levy penalty/interest on the
delayed payments of the bills. The minimum rate for such Delayed payments
shall be at per with commercial interest rate.

COMPUTERISATION OF WATER BILLING SYSTEM

In this twenty first century Computers have become necessary in the day to day
activities also. For the water billing system which is complex, repetitive and has
voluminous data, computerization is must. Since various related areas like
accounting, banking, consumer services are already computerized at most of the
places computerization of the water billing is must.

REQUIREMENTS OF COMPUTERISED WATER BILLING SYSTEM

a. Hardware:- The Computer Hardware required for Water Billing System is as
follows:
i) For Towns with 25,000 or less Water Connections the requirements of
Hardware for processing of 5,000 Bills Per Month is as follows:-
P-III, 850+MHz, 64 MBRAM, 20GB HDD, 1.44 MB FDD, 2 Nos. 52x CD-ROM,
SVGA MONITOR, KEYBOARD, MOUSE etc.
DOT MATRIX PRINTERS 300+ C.P.S., 132 Column – 2 Nos.
U.P.S. 1 KVA (At least 30 minutes battery backup) – 2 Nos.
ii) For Cities with more than 25,000 Water Connections requirement for
processing 25,000 Bills Per Month is as follows:-
SERVER – P-4, 1+Ghz, 256 MB RAM, 2x20+ GB SCSI HDD, 1 No.
1.44 MB FDD, 52X CD-ROM, 8/16 GB DAT, SVGA MONITOR, KEYBOARD,
MOUSE, ETHERNET CARD, 56.6 KBPS MODEM etc. P-III, 850+MHz, 64 MB
RAM, 20 GB HDD, 1.44 MB FD, - 10 Nos. 52X CD-ROM, SVGA MONITOR,
KEYBOARD, ETHERNET CARD, MOUSE etc.
16 PORT HUB - 1 No.
LINE PRINTER 1400 LPM - 1 No.
DOT MATRIX PRINTERS 300+C.P.S., 132 Column - 5 Nos.

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Service Management System

U.P.S. 5 KVA (At least 30 minutes battery backup) - 1 No.

iii) For Metros with more than 1,00,000 Water Connections requirement the
Hardware Setup mentioned in (ii) above needs to be installed at various Zonal
Offices and these Servers be interconnected to each other for Data transfer or
generation of reports.
b. System Software: The System Software required is as follows:
i) For Towns using stand along Computer systems the System Software required
is Windows, FOXPRO
ii) For Cities and Metros using Servers the System Software is as follows:
Windows, UNIX, ORACLE, DEVELOPER 2000 or Visual Basic
c. Application Software: - The Application Software for the Water Billing System
is the soul of the Computerized Water Billing System and needs to be developed
as per the requirement of the Board/Urban Local Body.
d. Manpower:- The manpower required for the Computerized Water Billing
System is as follows:-
i) Manager Data Processing – 1 No. for each Computer Centre
ii) Supervisor Data Processing – 2 Nos. for each Computer Centre
iii) Data Entry Operators – 1 No. for each Computer
PRIVATISATION:
Considering the volume of the work and skills required for the Computer
Operations this activity can be entrusted to a private Agency on Contract basis.
The Contract can be for complete Out-Sourcing or Data Processing or Deputing
Expert Manpower for On – Site Data processing.

ADVANTAGES OF COMPUTERIZATION:
Control of the System
Decision Making
Sky is the limit

FUTURE AVENUES:
The Computerized Water Billing System can be used in future for direct
payments through Credit Cards, Internet etc. The information for the consumers
can also be made available on Internet or through Kiosks. The advance meters
with remote reading techniques may give a system with minimum data entry to
be done manually. The distribution network if available as Graphic information on
Computers, can be directly be linked with the billing system to locate
Water/Revenue losses.

OUTPUT FORMATS:
1. BILL: On Computer Stationary of 15” x 6” Size having three distinct parts
which are separated by perforation for easy tear off. The data printed on all three
parts is same. The first of leftmost part acts as acknowledgement of the
Consumer for having received the bill for and also office copy of the bill issued.
The Second or middle part is the Bill Cum Receipt for the consumer. The Third or
rightmost part is the copy of the receipt given to consumer for the collection
centre.

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Service Management System

The contents of the bill are – Period of Billing, Zone, Area, Bill date, Due Date,
Bill Number, Consumer No., Consumer Name, Address, Water Charge, Arrears,
D.P.C., Meter Details, Previous & Current Reading, Status of Meter, Tap Size,
Consumer Type, and Last Payment Details etc.
2. METER READING BOOK:
Consumer No., Name, Previous Reading & Status, Current Reading & Status
3. SCROLL
Receipt No., Date, Collection Centre, Consumer No., Name, Area, Amount,
Cheque Details etc.
4. LEDGER
Consumer No., Name, Outstanding amount as on 1st April and following details
of each billing round in the year –
Current Reading & Status, Arrears, D.P.C., Water Charge, Receipt No., Date,
Amount received.
5. ASSESSMENT / DEMAND
Zone, Area, Meter Reader, Total Water, Total D.P.C.
6. DEFAULTERS LIST
Consumer No., Name, Outstanding Amount, Last Payment Date, Status
7. DISCONNECTION LIST:
Meter Reader, Area, Consumer No., Name, Outstanding Amount

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Service Management System

2.2 Local Literature

2.2.1 Conceptual Literature (Invoice as part of Billing System)

Author: vernamich07
Date Published: September 2013
URL: http://www.studymode.com/essays/Hghfhgf-1911035.html

According to Mostafa (2005) stated, “Billing process includes receiving

billing records determining the billing rates associated with the billing records,
calculating the cost each billing record. Aggregating these records periodically to
generate invoice, sending invoice to the customer the customer and collecting
payments received from the customer. “This article shows the different process
that the billing system must associate moreover it is also clear here that an
invoice is essential between the customer and the company. It means that an
invoice must be including to the billing system to be develop.

2.2.2 Conceptual Literature (Invoice as part of Billing System)

Author: vernamich07
Date Published: September 2013
URL: http://www.studymode.com/essays/Hghfhgf-1911035.html

According to Sinsong(2009). “Sales invoice which is more popularly

known as a “bill” is simply an itemized list of goods or services sold for which
payment is due”. This statement about an invoice shows the relevance of it to the
study. An invoice must be enforcing to the billing system because it serves as a
proof between the concerned parties that a payment was due, benefits of Billing
System.

BILLING Page 22
Service Management System

2.2.3 Conceptual Literature (Invoice as part of Billing System)

Author: vernamich07
Date Published: September 2013
URL: http://www.studymode.com/essays/Hghfhgf-1911035.html

Patel (2000) stated that “small business billing system is there to help reduce
errors that most generally annoy the customers “It is very obvious that the new
system being develop for the PGA will surely give a lot of benefits.

2.2.4 LAN-Based Assessment and Billing System for Camiling

Author: Anonymous
Date Published: Anonymous
URL:http://www.cerillion.com/en/products?gclid=CLXEzoLJ7L8CFRYIvAodh7cA
Uw

According to Camiling College, “LAN-based Assessment and Billing

System for Camiling Colleges”, presents the possibilities of helping the cashier or
person-in-charge by developing a system that enhances the existing manual
system to satisfy their clients, the students.

CHAPTER 1 THE PROBLEM AND ITS BACKGROUND

Introduction As people go along through life, it is inevitable to encounter many

changes that can help in one’s daily needs. One of these changes is technology.
It presents big help to lessens one’s work and make it more efficient especially
when applied to business establishments. Information technology plays a big role
in processing such needs. Its growing uses are becoming more essential, that it
has already become a trend. It is easy to use, fast and accurate, and improves
the efficiency of an individual or an organization. One such application that
benefits most from computerization is the processing of an assessment and
billing for an organization’s clients, since the process ensures that fast and
accurate processing of data to accommodate a client’s request the soonest
possible time. Camiling Colleges is one of the private schools in Camiling, Tarlac.
It consist of primary and secondary level with a population of 900 to 1000
students, because of that, the current Assessment and Billing system for
Camiling Colleges which is done manually, hampers the enrollment procedure
due to long queue being experienced by students in getting assessment and
issuance of official receipts. The study entitled “LAN-based Assessment and
Billing System for Camiling Colleges”, presents the possibilities of helping the
cashier or person-in-charge by developing a system that enhances the existing
manual system to satisfy their clients, the students. Statement of the Problem

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Service Management System

The manual method of assessing and issuance of receipt during enrollment

period at Camiling Colleges is prone to errors, tedious and most often misplaces
records or documents. The people concerned could not accommodate more
students because of the slow assessment and computation of fees to be paid,
thus, causing inconvenience to both teachers who are assisting in the enrollment
and the students during enrollment. Significance of the Study Through the
implementation of the proposed system, stakeholders would benefit in terms of:
A. Cashier and accessing officer: · Provides accurate data, whereby eliminating
the tedious job and double-checking the computed amount to be paid by the
students. · Speeds up the computation of payments and issuance of receipts. B.
Students: · Provides easy to access and updateable student records. · Facilitates
the processing of student transactions. School: · Provides enhanced and
updated student records. · Provides precise information regarding the different
transactions made especially in assessments and billing section during
enrollment period. · Avoid misplacing of records or documents.

Scope and Delimitation

The proposed system will be designed to improve the current Assessment and
Billing System of Camiling Colleges in terms of: Easy to navigate interface.
Assessing the total amount to be paid by the students like tuition fees,
miscellaneous fees and other fees. Automatic computation of payments and
issuance of receipts. Generates printed reports. Can be installed in a client-
server environment. The system will not include the personal information of the
students, scheduling of enrollment and the assessment and billing of the
elementary students of that Institution. Theoretical Framework Conceptual
framework shows the effect of the intervening variable on the dependent as well
as with the independent variables. It makes the relation under the study more
distinct, providing the researchers direction and basis for data analysis. The
elimination of errors in recording data, safe record keeping, faster recording and
retrieving of data, accurate and correct data will be the dependent variable, while
the independent variable is the data gathered from system fees. Both are
influenced by the intervening variable that is the LAN-Based Assessment and
Billing System for Camiling Colleges. Planning Phase – First and foremost the
users capability and knowledge is very essential to take into account. Designing
the system must not be simple and not complex to understand. Adaptability and
capability of the software is a major component in the systems’ design. Complex
features The following are some system requirements to run and maintain the
system: a) CPU – Pentium III or higher (Pentium 4 is recommended) b) RAM –
128 MB (256 MB recommended) c) Hard Disk – 40 MB free space (for faster
response) d) CD ROM- needed for software installation. e) OS – Microsoft
Windows 98/2000/ME/XP f) Program - Microsoft Visual Basic 6.0 g) DATABASE
- Microsoft Access 97/2000

CHAPTER 2 REVIEW OF RELATED LITERATURE AND STUDIES In this

chapter, the researchers present a review of different studies and literature,

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Service Management System

which are related to the proposed study. Related Literature As cited in the article
entitled “Computerized Billing for Time Improves Client Communication and Firm
Profitability” by Murphy (1996), he stated that, accounting firms can improve their
profitability and relation with clients by automating client billing with computers.
Accounting firms can use personal computer as an economical means of
computerizing the billing process. A Computerized Billing System allows
accounting firms to more effectively manage their employee’s productivity and
give them the means to analyze the hours available and hours billed of each
employee. A Computerized Billing System provides more control over a accounts
receivable and client work processes. According to the article entitled, “Computer
In Today’s World Philippines” by Bitter (1995), stated that the function performed
by the computer division of various organizations has become identified as data
processing program expedite many business functions such as the accounts
payable system. They keep records of vendor’s number, special accounts and
dates of payments. There are many advantages in using an accounts payable
package: all information remains in one done automatically; calculations are
easily made; the time involved to do work is greatly reduced. According to the
article entitled “Information to Computer and Information System” by Syzmanski
(1998), Computers are used in business for many tasks that can be grouped into
category called data processing. Data processing includes tasks such as word
processing, billing, and assembling number and facts associated with general
office functions, such as order processing, inventory and billing. Related Studies
Foreign Studies In the study of Kumar (1999), entitled “Computer Based Science
Assessment Implication of Student with Learning Disabilities”, the author focuses
about the implication of computer-based test on student with learning disabilities,
he found out that a computer technology can be viable tool for performance
assessment, and a potentially powerful the replacing the traditional product
oriented paper and pencil tests. He also emphasized the researchers and
educators must pay special attention to first, testing and validity of the use of
computer technology tools. Cruz (1996), pointed out, the automatic processing of
business data has introduced radical changes in the accounting of functions of
recording. EDP application in record keeping have been justified by the large
number of items that have to be process and the number of kinds of reports that
have to be produced out of this records. Some typical example of record keeping
application are payroll, customer billing, inventory control of accounts receivable
and payable, and production scheduling. EDP has not only reduced the time
required to handle this data but has also affected economics by doing the work
faster and accurately. In the study of Burton (1999), it was cited that, “Among
other information needed for computing Consumer Price information (CPI), prices
of many daily required items are collected on a regular basis. This valuable
information gives rise to the possibility of constructing a price decision support
system, the system that can analyze stored prices and there related information
to provide information on price relation and thus the prediction of tendency or the
effect of price changes of items into another. Local Studies In the study of
Purification (1995), entitled “Billing System of Plaza Hotel”, states that due to
probably of manual computation error, computerizing the system will be able to

BILLING Page 25
Service Management System

step this probability even it is very rarely experienced in the manual billing
system. In the study conducted by Benipayo (1994), entitled “Study on the
RM/GS Billing System of the Manila Electronic Hotline Telephone Company”,
stated that billing system is an essential component of the revenue generating
function of the company. Thus, failure to generate bill on the proper time would
effect the retaliation in the collection of revenues. The billing update is

actually the revision of the entry of the new accounts in the customer file. Failure
to update customer state in the billing records shall in a “no billing” of the
consumption and will ultimately cause a non-generation bill. In the study of
Bartolome (2000), entitled “A Computer Water Billing System for Teresa Water
Supply”, stated that in making a water billing computerized, numerous benefits
can be acquired. One of the benefits is that it speeds up the current computation
of the bills wherein the operators will not waste their time in computing the bills of
every concessionaire because the system computers it automatically.

CHAPTER 3 METHODOLOGY This chapter aims to discuss the method used in

the development of the proposed system. Methods of Study The researchers
have adopted Structured System Analysis and Design Methodology (SSADM) in
developing the proposed system. The subsequent stages of the methodology are
allowed to deliver an effective, efficient and user friendly system for Camiling
Colleges. Structured System Analysis and design methodology brings a well-
defined activity and specifies the sequence and interaction of activities. It uses
diagrammatic and other modeling techniques to give a more precise definition
that is both user and developer. This diagram in modeling techniques
represented used in the preceding part of the chapter SSADM provides a clear
statement of the requirements that anyone can understand. It improves project
and planning control and provides a better quality system by making the project
very comprehensive and ensures that the resulting system will be a high quality.
Chapter 4 PRESENTATION, INTERPRETATION, AND ANALYSIS OF DATA
This chapter presents the pertinent information gathered by the researchers
through the use of questionnaires and interviews being distributed in the target
organization or respondents. The researchers are now ready to show interpret
and analyzed the exact findings being collected and be treated through the use
of statistical tools that pertinent in the development the researchers study. Based
on the data gathered, the findings are: on the problems countered with the
current system After reviewing the current assessment and billing system of
Camiling Colleges the researchers now identify the problem that exist with in the
system Computation of bills and making of statement of accounts and receipt
requires a lot of time. Cannot easily achieve the accuracy of bills being
computed. There’s a possibility in occurrence of mistakes in human written.
Difficulties in making the monthly report Identical accounts sometimes occur. The
problems numerated above are experience or encounter by the personnel every
time the statement of accounts is done due to the manual method of computation
On the advantages on Lan-Based Assessment and Billing System Table 1

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Service Management System

ACCURACY OF COMPUTED BILLS Rating Frequency Percentage Needs

improvement 0

--- Poor 1 10% Satisfactory 2 20% Very Satisfactory 5 50% Excellent 2 20%
Total 10 100% In the study of Burton (1999), it was cited that, “Among other
information needed for computing Consumer Price information (CPI), prices of
many daily required items are collected on a regular basis. This valuable
information gives rise to the possibility of constructing a price decision support
system, the system that can analyze stored prices and there related information
to provide information on price relation and thus the prediction of tendency or the
effect of price changes of items into another. Table 2 CONSISTENCY OF
COMPUTED AMOUNT Rating Frequency Percentage Needs improvement 0 ---
Poor 0 --- Satisfactory 3 30% Very Satisfactory 4 40% Excellent 3 30% Total 10
100% In the study of Purification (1995), entitled “Billing System of Plaza Hotel”,
states that due to probably of manual computation error, computerizing the
system will be able to step this probability even it is very rarely experienced in the
manual billing system. Table 3

NEATNESS OF THE STATEMENT OF ACCOUNT AND RECEIPT Rating

Frequency Percentage Needs improvement 0 --- Poor 0 --- Satisfactory 0 --- Very
Satisfactory 0 --- Excellent 10 100% Total 10 100% Cruz (1996), pointed out, the
automatic processing of business data has introduced radical changes in the
accounting of functions of recording. EDP application in record keeping have
been justified by the large number of items that have to be process and the
number of kinds of reports that have to be produced out of this records. Some
typical example of record keeping application are payroll, customer billing,
inventory control of accounts receivable and payable, and production scheduling.
EDP has not only reduced the time required to handle this data but has also
affected economics by doing the work faster and accurately. Table 4
EFFECTIVENESS OF COMPUTERIZED SYSTEM Rating Frequency
Percentage Needs improvement 0 --- Poor 0 --- Satisfactory 2 20% Very
Satisfactory 5 50% Excellent 3 30% Total

10 100% In the study conducted by Benipayo (1994), entitled “Study on the

RM/GS Billing System of the Manila Electronic Hotline Telephone Company”,
stated that billing system is an essential component of the revenue generating
function of the company. Thus, failure to generate bill on the proper time would
effect the retaliation in the collection of revenues. The billing update is actually
the revision of the entry of the new accounts in the customer file. Failure to
update customer state in the billing records shall in a “no billing” of the
consumption and will ultimately cause a non-generation bill. Table 5
PREPARATION AND DISTRIBUTION OF STATEMENT OF ACCOUNTS Rating
Frequency Percentage Needs improvement 0 --- Poor 0 --- Satisfactory 3 30%
Very Satisfactory 4 40% Excellent 3 30% Total 10 100% According to the article
entitled “Information to Computer and Information System” by Syzmanski (1998),
Computers are used in business for many tasks that can be grouped into

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Service Management System

category called data processing. Data processing includes tasks such as word
processing, billing, and assembling number and facts associated with general
office functions, such as order processing, inventory and billing.

CHAPTER V SUMMARY OF FINDING, CONCLUSION AND

RECOMMENDATIONS SUMMARY of FINDINGS The study is all about the Lan-
based Assessment and Billing System of Camiling Colleges. This aimed to prove
that the automation of work is better than the manual system. On the advantages
of the Lan-based Assessment and Billing System After the evaluation of the
existing system of the Camiling Colleges. The researchers scheduled an initial
testing of the system. The respondents are taken from a sample of personnel
and students. The summary of the result is presented below based on: On the
accuracy of computed bills Excellent was rated at 20% or a total of 2
respondents while 50% or 5 respondents rated it as very satisfactory. Twenty
percent or 2 of the respondents rated it as satisfactory while 10% or 1 of the
respondents rated it as poor. None pf the respondents rated it as needs
improvement. Consistency of computed amount Thirty percent or 3 or 3 out of 10
respondents rated it as excellent and 40% or 4 respondents rated it as very
satisfactory while 30% or a total number of 3 respondents rated it as satisfactory.
None of the respondents rated it poor and needs improvement. On the neatness
of statement of accounts and receipt All of the respondents rated it as excellent
since it is computerized; erasures are eliminated that makes the statement of
account and receipt more presentable and credible. On the effectiveness of the
system Thirty percent or 3 out of 10 respondents rated it as excellent; very
satisfactory was rated by 50%, which have a total number of 5 respondents while
satisfactory was rated by 205 or 2 of the total number of respondents. On the
preparation and distribution of statement of accounts Thirty percent or a total
number of 3 respondents rated excellent, 4 out of 10 respondents or 40% rated it
as very satisfactory while 30% or 3 respondents rated it as satisfactory.
CONCLUSION Based from the analysis of the system, the researchers
concluded that the students especially the personnel in charge would benefit
from the proposed system. It is more secure and it ill lessens the processing time
of assessment and billing than the manual processes. The transaction is more
efficient thus the user will lessen their burden activities like computing bills that
sometimes causes errors in writing the Assessment and Billing of the students.
RECOMMENDATION An improvement system for processing maintenance and
billing is strongly recommends by the researchers. This is much easier to use
than the present manual process. This will secure all records and files of the
students as well as the Assessment and Billing process. BIBLIOGRAPHY Books:
Bitter, Gary G. (1995), “Computer in Today’s World Philippine”; The McMillan
Com. Smith, Murphy L. (1996), “Computerized Billing for Time Improves Client
Communication and Firm Profitability”; (Management of an Accounting Practice)
the CPA Journal Syzmanski, Robert A (1998), “Introduction to Computer and
Information Systems”; Merrill Publishing Co.

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Service Management System

Unpublished Thesis: Bartolome, Elea S.(2000), “A Computerized Water Billing

System for Theresa Water Billing Supply”, (Tibag, Tarlac City) Benipayo, Enrico
(1994), “Study on the RM/GS/ Billing System of the Manila Electronic Hotline
Telephone Company”. Burton, Has (1999), “Price decision Support System for
Cambodia”. (De La Salle University). Cruz, G.A (1995), “Management Uses Of
Accounting”; (Manila). Kumar, David D. (1994), “Computer Based Science
Assessment Implication of Students with Learning Disabilities”. Purification,
Susan (1995). “Billing System of Plaza Hotel,” (De La Salle University,

2.2.5 Utility Billing Software: Complete Automation of your Billing Processes

AUTHOR: Josh Averbeck

DATE PUBLISHED: 1996

URL: http://findaccountingsoftware.com/focus-on-functionality/utility-billing-
software-complete-automation-of-your-billing-processes/

According to this article, As a utility, your billing needs are unique.

You need a software package that will meet these unique needs. Utility billing
software will not only meet these unique needs but will automate much of your
billing process. From meter reading, to invoice compilation and payment
processing, utility billing software will give you everything you need to monitor
and manage your entire billing process.

Gathering Usage Data and Preparing Utility Bills

A common theme across any utility is the need to track usage and bill
based for this usage. As a result, in order to bill a customer, usage data must be
gathered and translated into a billable amount. This can become a very time
consuming task when the steps of gathering data and translating this data into a
billable amount must be repeated for each individual customer. The good news
though? The repetitive nature of this process though makes it an optimal
candidate to be automated through software. The first step involved in billing for
most utilities is gathering usage data from meters or some other monitoring
device. One option for accomplishing this is having staff manually read each
meter and write down the usage. At that point the usage data can be translated
into bills for each customer. This labor intensive process can however quickly
become a very time consuming and costly method of managing billing. If you’re
looking to automate this process there are a number of automatic meter reading
(AMR) systems available to you.

BILLING Page 29
Service Management System

Many utility billing systems have integrated automatic meter reading

solutions while others will integrate with third-party meter reading systems.
Whatever the setup, the end-result is the same. Utility usage information will be
gathered efficiently and will be ready for use in the creation of invoices. Since the
gathering of usage data is automated, you can ensure that all usage information
is 100% accurate. AMR systems will help remove the risk of human error.

Automatic meter reading systems can vary greatly in their methods of

tracking and complexity. Some will consist of a fully integrated network that
continuously monitors and logs utility usage. This type of AMR system will give
you the greatest depth of information and highest level of control. If this level of
control is not needed, there are additional options available to you.

Some automatic meter reading systems will use mobile devices that
connect to meters to gather usage data. This will allow you to ensure that your
data is 100% accurate eliminating any human error. If you are, however, looking
to improve the productivity of the meter reading process, a wireless AMR system
offers just the solution. Wireless automatic meter reading systems send data to a
device within a certain proximity of the meter. This means that staff can just drive
down the street while data is gathered automatically.

Once usage information is gathered a utility billing system will

automatically create invoices. These systems will give you a number of options
for invoice delivery and payment acceptance.

Utility Invoice Creation

Utility billing software will give you a plethora of features all designed to
save you time. Batch invoicing will allow you to print or email invoices with one
push of a button. This will ensure you don’t have to print/email each invoice
individually. Utility billing systems will also allow you to setup different pricing
structures for different customer types, so you don’t need to manually adjust
billable amounts. If you bill on a subscription or flat-fee basis, recurring invoicing
features will automatically create your invoices on a set schedule. All of these
features are designed to automate the process of invoice creation and delivery.

After invoices are delivered to the customer a strong utility billing system
will manage the process of collecting payments from your customers.

Utility Billing Software for Managing Collections and Customer Payments

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Once invoices are issued, utility billing software will give you a number of
options for managing collections and receiving payments. Utility billing systems
will track outstanding payments due. Additionally, many of them will have the
ability to automatically print or email late notices when a customer is past due.
These systems will also apply late fees for these customers automatically.

A strong utility billing system will give you the tools needed to manage
customers with multiple locations. You will be able to setup multiple locations for
a single customer. Their invoices will then detail amounts being charged for each
location. This will ensure that one customer is not receiving multiple invoices in a
billing period.

A number of utility billing systems will give your customers an online

payment portal. This portal will allow your customers to log-on using a password
and pay their bills instantly. This level of convenience ensures that payments are
received as soon as possible.

Whether you are a small utility with just a few dozen customers or a large
utility with thousands of customers, there is a utility billing solution available for
you. These systems are designed with your needs in mind and hence will provide
the maximum level of automation for you.

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2.3 Synthesis & Analysis

Enabling Telecoms and Utilities to Adapt to the Winds of Business Change

It was coined a marketing phrase called “Modern Billing" to explain the

philosophy and the four parameters for the solutions
are: strategic, holistic, empowering and direct. the principles laid out for
“modern billing" are the kind of points service providers need to seriously
consider when looking for solutions. Given for the study discussed above, the
review focused on implementing modern billing solutions for prominent
telecommunications and utility service worldwide.

CERQUIT Financial Suite (Computerized Accounting System)

The researchers found this article very useful to their project. The kind of
system that they have was also compose of accounts receivable, bank transactions,
cash receipts, invoice, memo, and transmittal. It process efficient data sharing while
limiting the need for redundant data entry. It also support multi-currency, provides
strict monitoring of receive through reports and is configurable to auto-generate
number series. And only authorized users are allowed to access the system and
manage the sales, company shares, employee, income, taxes due and as well as
discounts.

INTRODUCTION TO TELECOMMUNICATION BILLING SYSTEM

This article is a simple overview of the billing system and it shows clear
understanding of the billing operation. Differ from other type of billing system, in this
article, this system has also types like this prepaid and postpaid billing system. It has
different functions although almost the same process.

The Medical Billing System

On this case, some problems occurred in terms of billing and needs

to be apply an action on this problem. That is why developers implement
efficient way in terms of billing especially like hospitals. They need
accurate billing system because hospitals holds volume of patients. This
article may help the researchers in determining the risk that they may
encounter once the system is execute to the user.

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COMPUTERIZED WATER BILLING SYSTEM

In this article it was explained the process of water billing system. It governs
financial aspects which is the most important factor. It helps the researchers in their
project in terms of billing system including its process and how it was integrated with
other sub-systems. It will serve one of the researcher’s guide to implement better billing
system.

Conceptual Literature (Invoice as part of Billing System)

Like written above it emphasize how the billing help in each company, it serves
as proof between the concerned parties that a payment was due. It also shows how
flexible of it to study.

Conceptual Literature (Invoice as part of Billing System)

It simply stated that the billing system is very accurate; it lessens time and makes
the work fast.

LAN-Based Assessment and Billing System for Camiling

The article written above said that Billing System is very effective in computing
bills, it lessens the burden of the user, it transacts properly and error free. Through this,
it guides the researchers in maintaining and implementing their project. It is efficient and
reliable in processing the bills. It may help the researcher to obtain missing of records
and information needed by the company.

Utility Billing Software: Complete Automation of your Billing Processes

System developers should always consider company’s demand. This utility

billing system provides service where in clients meet their expecting output from the
developer. Just like the researchers for their system project. The researchers study the
process just like this article in order to meet the objectives and also implement an
automated billing system for their clients.

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