Woods, Mike D.

English

Texas A&amp;M Repository

Texas Agricultural Extension Service'I"---PUl/J& H,?iA9 PUlfJ~--------------COMPUTER SELECTION AND USEFOR RURAL WATER SYSTEMS1Mike D. Woods*Mailing utility bills on time is a major concern ofall water supply corporations or systems. Preparingrequired reports or analyzing records and data forfuture planning are also important activities. Asmore and more people move into Texas, the dataprocessing abilities of rural communities and muni-cipalities become even more important. Computersystems are frequently viewed as a solution to thesegreater demands fqr data processing. A computermayor may not be the answer for a particularorganization. This report covers selecting acomputer system and describes how a computermight be used by a water supply corporation orsystem.Successfully Using a Computer SystemA common use of computers for water systems isutility billing. Accuracy and speed are key elementsrequired of the computer for this function. Apossible sequence of events related to computerizedutility billing might be similar to the following:• A print-out (listing) of customers is provided bythe computer for meter readers. The route sheetwould list customers in routed order.• Water consumption readings are made by meterreaders.• All meter readings are transferred to the ledgerwhich is stored in the computer. A IO-key padon the computer terminal allows rapid dataentry by route without reference to accounts.• Bills are calculated by the computer.• Bills are prepared by the computer for mailing.They can be sorted by route or zip code for costsaving through bulk mailing. Also, individualor bulk messages to customers can be includedon the billing statement.'Portions of this paper were adapted from "Selecting andPurchasing a Computer for County Government," OSUExtension Facts, No. 843, Oklahoma State University, Still-water, Oklahoma.*Extension community services specialist, The Texas A&MUniversity System.Program features to consider include thecalculating of averages (for unusual occurrencessuch as a misread meter); ability to change the ratestructure; ability for multi-rate structures; andflagging of unusually high or low water consump-tion. The computer program should allow the staffto view individual customer files and usage history.An additional feature is the presentation of customerusage totals by route or pump station for water lossdetermination.Once a water system has mastered the utility bill-ing process on a computer, consider other useoptions. An inventory of parts, tools and equipmentis one possibility. Calculating the water used perpump station for water loss determination is anotheruse. User specific information can also be easilyretrieved if the data base exists. For example, infor-mation on all rent accounts might be accessed toanswer specific questions. Of course, bookkeepingfunctions such as payroll or purchasing may alsobe useful. Specialized software such as a data basemanagement system may allow this type of record-keeping and analysis. There are also many wordprocessing packages for letter writing and otheroffice functions to evaluate. If these or other func-tions are important, then the computer systemselected will depend on specific tasks to be per-formed.Selecting a Computer SystemTexas Agricultural Extension Service. Zerle L. Carpenter, Director. The Texas A&M University System. College Station, Texascosts and benefits of conversion to computer use.Member systems of state rural water associationsmay be important references for good computersystems.Scheduling Computer Conversion Activities. Setup a time-table or schedule at the first planningmeeting in which computer conversion is consid-ered. Exact dates may be changed but scheduling inadvance has two major advantages. First, schedul-ing avoids "dragging out" the process. If goals areset, managers, staff members and board members aremore likely to give adequate time and attention tothe project. Secondly, by scheduling all futureactivities, interested parties are kept informed of thecomputer search process.Conducting the Needs Study. The key to selectingthe right computer is to know the tasks expected ofthe computer. Major uses might include billing,payroll, inventory of equipment and other capitalitems, meter locations and word processing. Be veryspecific about the tasks to be performed with thecomputer. Keep in mind you are concerned withcurrent and future needs as growth occurs. By con-ducting this system-wide needs assessment, staff andboard members are informed of key considerations.This is also an opportunity to reduce staff concernover converting to the computer, and it helps deter-mine if a genuine need for computer processingreally exists.If the needs study is done thoroughly, the next stepis to find computer software (programs/instructionsto make the computer run) that accomplishes thetasks you want done.Preparing Specifications. Tell vendors what tasksyou wish to automate and what you expect from thevendor. Specifications should cover the following:Hardware-Physical part of a computer system.• CPU (central processing unit; the "brains of thecomputer)• Storage (diskette system or other means to storedata)• Input Devices (keyboards, terminals or videodisplay units)• Output Devices (printers-many choices ofspeed and quality)Software-Written instructions to the computerto produce desired calculations and other func-tions.Be sure to consider ease of use, availability andquality of operating instruction manuals.Services. Consider the following items regardingserVIce:• Delivery and installation of system• Training and support during conversion tocomputer use• Maintenance of hardware/software systemVendor Demonstrations. Assuming some vendorproposals are satisfactory, the next step is to scheduleand conduct vendor demonstrations. Seeing a systemactually performing the desired tasks is one of thebest evaluation tools. It may be wise to identify atleast two vendors so the water system retains someleverage in the negotiation process. Most vendorswill provide references of existing customers. Ask forthese references and check them out. Evaluatingother water systems can reveal much about the qual-ity of the computer system and the service.The final step includes preparing a contract forthe selected hardware and software system. Thecontract describes the job to be done and the asso-ciated costs.Some additional ideas you may want to consideras you shop for a computer system include:Computers Have Limits. The computer can domany jobs, but incorporating additional tasks mayrequire more programming and involve additionalcosts. Also, clean up your manual system ofaccounting before computerizing. The computer isfast and accurate. If you have inaccurate numbers tobegin with, you will be making mistakes muchfaster.Employee Attitudes. Remember the human factorwhen planning. Include training and informationfor those who will be using the system. The morecomfortable your employees and staff are withcomputers, the greater are the chances of success.Service. An extremely important consideration indetermining which system to purchase is that ofservice. Obviously, do not buy a system which isexpensive to maintain and which might remainunusable while a part or serviceman is in route.One of the most important questions to ask is thatof service turnaround time, including where andhow fast service is performed. This item can beespecially important when relying on one system forbilling. What are you going to do if the systembreaks down just before billing close-out and you areforced to "wait it out" without being able to go to aback-up plan?As you discuss training with the software and/orhardware vendor be specific about who is to receivetraining. Where will the training be conducted andhow long will it last? Think of these and any otherquestions as you search for the right computer.There is no "dumb" or insignificant question. Themore you study the issue and do your homework, thebetter prepared you will be when the computerarrives at your office.AcknowledgmentAppreciation is extended to Larry Brown, Manager of WixonWater Supply Corporation and Board Member for the TexasRural Water Association for his helpful comments and sug-gestions in preparing this report. Dr. John Sweeten,Extension agricultural engineer, also provided valuablesuggestions, and the Extension Computer Services Unitprovided technical input which strengthened this publication.Educational programs conducted by the Texas Agricultural Extension Seroice seroe people of all ages regardless of socioeconomic level,race, color, sex, religion, handicap or national origin.Issued in furtherance of Cooperative Extension Work in Agriculture and Home Economics, Acts of Congress of May 8, 1914, as amended,and June 30, 1914, in cooperation with the United States Department of Agriculture. Zerle L. Carpenter, Director, Texas AgriculturalExtension Service, The Texas A&M University System.IM-7-85 CD I

Computer Selection and Use for Rural Water Systems.

Texas A&M University

Texas Agricultural Extension Service
'I"---PUl/J& H,?iA9 PUlfJ~--------------
COMPUTER SELECTION AND USE
FOR RURAL WATER SYSTEMS1
Mike D. Woods*
Mailing utility bills on time is a major concern of
all water supply corporations or systems. Preparing
required reports or analyzing records and data for
future planning are also important activities. As
more and more people move into Texas, the data
processing abilities of rural communities and muni-
cipalities become even more important. Computer
systems are frequently viewed as a solution to these
greater demands fqr data processing. A computer
mayor may not be the answer for a particular
organization. This report covers selecting a
computer system and describes how a computer
might be used by a water supply corporation or
system.
Successfully Using a Computer System
A common use of computers for water systems is
utility billing. Accuracy and speed are key elements
required of the computer for this function. A
possible sequence of events related to computerized
utility billing might be similar to the following:
• A print-out (listing) of customers is provided by
the computer for meter readers. The route sheet
would list customers in routed order.
• Water consumption readings are made by meter
readers.
• All meter readings are transferred to the ledger
which is stored in the computer. A IO-key pad
on the computer terminal allows rapid data
entry by route without reference to accounts.
• Bills are calculated by the computer.
• Bills are prepared by the computer for mailing.
They can be sorted by route or zip code for cost
saving through bulk mailing. Also, individual
or bulk messages to customers can be included
on the billing statement.
'Portions of this paper were adapted from "Selecting and
Purchasing a Computer for County Government," OSU
Extension Facts, No. 843, Oklahoma State University, Still-
water, Oklahoma.
*Extension community services specialist, The Texas A&M
University System.
Program features to consider include the
calculating of averages (for unusual occurrences
such as a misread meter); ability to change the rate
structure; ability for multi-rate structures; and
flagging of unusually high or low water consump-
tion. The computer program should allow the staff
to view individual customer files and usage history.
An additional feature is the presentation of customer
usage totals by route or pump station for water loss
determination.
Once a water system has mastered the utility bill-
ing process on a computer, consider other use
options. An inventory of parts, tools and equipment
is one possibility. Calculating the water used per
pump station for water loss determination is another
use. User specific information can also be easily
retrieved if the data base exists. For example, infor-
mation on all rent accounts might be accessed to
answer specific questions. Of course, bookkeeping
functions such as payroll or purchasing may also
be useful. Specialized software such as a data base
management system may allow this type of record-
keeping and analysis. There are also many word
processing packages for letter writing and other
office functions to evaluate. If these or other func-
tions are important, then the computer system
selected will depend on specific tasks to be per-
formed.
Selecting a Computer System
Texas Agricultural Extension Service. Zerle L. Carpenter, Director. The Texas A&M University System. College Station, Texas
costs and benefits of conversion to computer use.
Member systems of state rural water associations
may be important references for good computer
systems.
Scheduling Computer Conversion Activities. Set
up a time-table or schedule at the first planning
meeting in which computer conversion is consid-
ered. Exact dates may be changed but scheduling in
advance has two major advantages. First, schedul-
ing avoids "dragging out" the process. If goals are
set, managers, staff members and board members are
more likely to give adequate time and attention to
the project. Secondly, by scheduling all future
activities, interested parties are kept informed of the
computer search process.
Conducting the Needs Study. The key to selecting
the right computer is to know the tasks expected of
the computer. Major uses might include billing,
payroll, inventory of equipment and other capital
items, meter locations and word processing. Be very
specific about the tasks to be performed with the
computer. Keep in mind you are concerned with
current and future needs as growth occurs. By con-
ducting this system-wide needs assessment, staff and
board members are informed of key considerations.
This is also an opportunity to reduce staff concern
over converting to the computer, and it helps deter-
mine if a genuine need for computer processing
really exists.
If the needs study is done thoroughly, the next step
is to find computer software (programs/instructions
to make the computer run) that accomplishes the
tasks you want done.
Preparing Specifications. Tell vendors what tasks
you wish to automate and what you expect from the
vendor. Specifications should cover the following:
Hardware-Physical part of a computer system.
• CPU (central processing unit; the "brains of the
computer)
• Storage (diskette system or other means to store
data)
• Input Devices (keyboards, terminals or video
display units)
• Output Devices (printers-many choices of
speed and quality)
Software-Written instructions to the computer
to produce desired calculations and other func-
tions.
Be sure to consider ease of use, availability and
quality of operating instruction manuals.
Services. Consider the following items regarding
serVIce:
• Delivery and installation of system
• Training and support during conversion to
computer use
• Maintenance of hardware/software system
Vendor Demonstrations. Assuming some vendor
proposals are satisfactory, the next step is to schedule
and conduct vendor demonstrations. Seeing a system
actually performing the desired tasks is one of the
best evaluation tools. It may be wise to identify at
least two vendors so the water system retains some
leverage in the negotiation process. Most vendors
will provide references of existing customers. Ask for
these references and check them out. Evaluating
other water systems can reveal much about the qual-
ity of the computer system and the service.
The final step includes preparing a contract for
the selected hardware and software system. The
contract describes the job to be done and the asso-
ciated costs.
Some additional ideas you may want to consider
as you shop for a computer system include:
Computers Have Limits. The computer can do
many jobs, but incorporating additional tasks may
require more programming and involve additional
costs. Also, clean up your manual system of
accounting before computerizing. The computer is
fast and accurate. If you have inaccurate numbers to
begin with, you will be making mistakes much
faster.
Employee Attitudes. Remember the human factor
when planning. Include training and information
for those who will be using the system. The more
comfortable your employees and staff are with
computers, the greater are the chances of success.
Service. An extremely important consideration in
determining which system to purchase is that of
service. Obviously, do not buy a system which is
expensive to maintain and which might remain
unusable while a part or serviceman is in route.
One of the most important questions to ask is that
of service turnaround time, including where and
how fast service is performed. This item can be
especially important when relying on one system for
billing. What are you going to do if the system
breaks down just before billing close-out and you are
forced to "wait it out" without being able to go to a
back-up plan?
As you discuss training with the software and/or
hardware vendor be specific about who is to receive
training. Where will the training be conducted and
how long will it last? Think of these and any other
questions as you search for the right computer.
There is no "dumb" or insignificant question. The
more you study the issue and do your homework, the
better prepared you will be when the computer
arrives at your office.
Acknowledgment
Appreciation is extended to Larry Brown, Manager of Wixon
Water Supply Corporation and Board Member for the Texas
Rural Water Association for his helpful comments and sug-
gestions in preparing this report. Dr. John Sweeten,
Extension agricultural engineer, also provided valuable
suggestions, and the Extension Computer Services Unit
provided technical input which strengthened this publication.
Educational programs conducted by the Texas Agricultural Extension Seroice seroe people of all ages regardless of socioeconomic level,
race, color, sex, religion, handicap or national origin.
Issued in furtherance of Cooperative Extension Work in Agriculture and Home Economics, Acts of Congress of May 8, 1914, as amended,
and June 30, 1914, in cooperation with the United States Department of Agriculture. Zerle L. Carpenter, Director, Texas Agricultural
Extension Service, The Texas A&M University System.
IM-7-85 CD I


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Computer Selection and Use for Rural Water Systems.

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Computer Selection and Use for Rural Water Systems.

Abstract

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Texas A&amp;M Repository

Texas A&M University

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