Specifications include, but are not limited to: To manage these processes today, TDEC utilizes overly complex activities which includes but is not limited to the following: – Customers may be identified through interactions such as but not limited to: State Parks visits, magazine orders, regulatory activities, data requests, and grant applications. – A regulatory process for BOE may start with a paper form submission, customer estimate of fees being mailed in, or may utilize a regulatory and permitting industry-specific tool to provide online permit applications in some divisions, and provides staff limited online tracking, but involves a complex daily ETL and backend process to connect to databases and downstream systems to move application and customer information. – A recreational process for BOC might start with a customer staying in a lodge and utilizing on premises activities, which are each processed in standalone systems. – An internally built system, GIA, provides limited ability to manage a segment of customer records by providing an interface between divisions systems of record and TDEC's 2000s era Commercial Off-The-Shelf (COTS) accounting system that includes tools to ensure the data is well formatted and customers are properly identified before transferring invoice and payment data into TDEC’s COTS accounting system. GIA also provides some division-friendly reports concerning customer financial transactions. – TDEC’s accounting system is used to manage daily TDEC accounts receivable details for the BOE, which includes limited ability to manually print invoices and statements. TDEC needs more sophistication for invoice creation with a variety of template styles to correctly print invoices with sufficient description details as well as capabilities to permanently relate and maintain invoice attachments. – BOC accounting occurs in each standalone system, and then reconciliation occurs through a series of downloads from the standalone systems, which is then reconciled in a series of spreadsheets against state accounting sources. These are produced for each park on a daily basis. – Ultimately the State’s ERP system is used to record all division monies which have been received across TDEC.
