Tokay Software, Inc.Welcome to our world. Tokay Software has been guiding and supporting Cross-Connection Controladministrators for over twenty-five years. We invite you to review our strengths.I About Tokay Software: IV Quotations Our Mission Tokay SQL Your Investment Tokay Navigator Live Web Tour V Implementation Process:II System Overview: Phase 1: Server/Hardware Requirements Standard Link Phase 2: Link Expanded Link Data Conversion Link Data Review Data Analysis and System Design Web Test Entry Phase 3: Implementation Schedule Phase 4: InstallationIII User Needs: Phase 5: Training Software Licenses Phase 6: Ongoing Implementation Support Support & Performance Monitoring Setup & Training Workshop Documentation Software Training Data Security and Privacy Points-of-Contact Tokay Software 800-865-2965 www.tokay.com
I About Tokay Software We are a small but mighty company. We have been in business since 1986. Backflow prevention is and has been our focus since the beginning. Our main office is located in greater Boston, MA. Our day begins at 8 a.m. EST and ends at 8:00 p.m. EST. We are here when you need us. We have sever- al thousand users in 47 states, Europe, Asia, Australia and Canada. We are all about good software and comfortable, competent users. We look forward to working with you. Our Mission: Simplicity of Use and Comprehensive Accomplishment Our mission is to organize your information because a strong backflow program is driven by infor- mation; you need to know where the water is going and how it is being used. To successfully over- see water safety you need all water customers represented in the Cross-Connection Control data- base. We make this a reality by populating the database with every water customer (via a link be- tween your backflow records and your water-customer records). When these two databases are linked, you have meaningful data and current addresses. You are well on the way to ensuring your program’s short-term success and long-term viability. The rules (e.g. your ordinances) will dictate how you run your backflow program. Our software will give you the tools and flexibility to attain your program goals. A. If you are overseeing an assembly testing program, the software simplifies test date tracking, sending group notices and following up on non-compliance issues. B. If your program includes site hazard assessments you can send self-surveys, schedule site sur- veys, track findings and follow up on compliance. C. If you are actively engaged in getting new backflow assemblies installed, Tokay will help you identify where they should be installed and oversee compliance - easily. D. If your program requires a backflow device on every commercial connection, you will be able to quickly determine if you have comprehensive coverage. E. If your program includes reuse water, we mark those addresses that have reuse to insure the installation of a backflow assembly on either the domestic line or the reuse line (as dictated by your program) or both. F. If you have additional, non-backflow related data you wish to track, the flexibility and user- customization capabilities of the Navigator will easily enable you to track additional information. Tokay Software 800-865-2965 www.tokay.com
Your Investment When you join our community of users, you benefit from the experience of many backflow prevention professionals in your state and around the country. When you are a Tokay user, your software is always evolving. We add new features on a continuous basis and updates are easily downloaded. Utilize multiple data management tools and exceptional database management simplicity. View your data on one screen (no screen hopping). Print from Crystal Reports or Microsoft Word. Link seamlessly to Excel. Send email notices. Enjoy courteous, dependable support (our user support is widely considered the best in the industry). Benefit from the ‘comfort built on familiarity’ - your software is 100% Microsoft. All icons, tool bars and navigational roadways match all standard Microsoft applications. The learning curve is exceedingly short. Appreciate the ‘competence built on training’. A certified teacher will train every user. Tokay training is free, in-depth and unlimited. Keystroke training today – data management guidance tomorrow. Tokay Software 800-865-2965 www.tokay.com
II System Overview The purpose of the Cross-Connection Control program is to help protect the integrity of the water. Data is at the heart of a comprehensive Cross-Connection Control program. We support all of your data needs. The Tokay Software application will enable you to gather, analyze and use the data to run an effective Cross-Connection Control program. Standard Link We populate the backflow database with the water customer database and we link the two databases for continued updating. The mailing addresses and company names in the backflow database remain current without manual data entry. New water connections are added to the backflow database and marked for your convenience. The integrity of the water records can never be compromised. With over twenty-five years of experience, we can guarantee a successful link with all data loaded in the appropriate fields. Populate the backflow software with the water customer records. Update the backflow records - names and addresses remain current. New water connections are electronically added to the backflow records (and flagged). Changes in water usage are flagged for your attention. Manual address updating is eliminated. Duplicate mailing costs are eliminated. Your backflow program data remains viable for the future. The data link works with all billing software. You will be able to track potential cross-connections and existing cross-connections. Expanded Link Do you halt your test due notices if the building is vacant? If so, the expanded link will save many manual steps. If the water service is inactive the expanded link will remove the test due date and assign a new test due date, if and when, the water service goes active. Link Data Review The link data specifications we provide are highly detailed. We are happy to answer any questions you or your IT staff may have. The data review is a detailed analysis of the data you submit for the link to water billing. We will identify any data issues (errors, mistakes and/or omissions). You will have the opportunity to address these issues and revise the data file before we ship the software. The data review can save time and headaches. The data review is optional but highly recommended. Web Test Entry The Web Test Entry module enables approved testers to enter test results online. Your Tokay software is updated nightly. A daily summary report delivers statistical information on both assembly performance and tester performance. Approved tests are entered electronically and test due dates are rescheduled appropriately. A daily summary report is submitted to you for both test and tester performance. Tokay Software 800-865-2965 www.tokay.com
III User Needs Support Our focus is on education. Training is included free of charge as a component of your support agreement. Your support agreement also includes technical updates, standard technical support and new releases. All users are supported under one, annual support agreement. A designated technical support contact person is not required. Phone training sessions are free and unlimited for all users. Toll-free telephone and e-mail support is available for all users. Technical updates are free and downloadable from our website. New version upgrades are free and downloadable from our website. One year of support is included in the purchase. On-site Setup & Training Workshop Our Workshops are a gift of time for the backflow prevention team. With group focus and shared input, we gain an understanding of your business processes. We then provide a framework on how your team can utilize the software to accomplish your goals. All backflow prevention programs benefit from a Setup & Training Workshop: Install the Software. Test the data. Streamline the backflow program administration methods. Train users to make effective use of the new system. Documentation A comprehensive manual and user-guide is provided. The manual will give the user a broad understanding of the software. The user-guide hones in on the details of the user tools. Each user- guide teaches the ‘tool’ using a step-by-step process. Screen shots enhance the user’s visual understanding of the steps outlined. Software Training We have the strongest training program in the industry. Your support agreement includes unlimited training for every software user. We train using your data. We guide you through the initial learning curve and then we support your data management needs. We are invested in your success as a function of your understanding. Tokay Software 800-865-2965 www.tokay.com
Data Security and PrivacyTokay will keep all customer information confidential and will never release, use or disclosecustomer data without your prior written permission. We feel all data entrusted to us is private tobe used solely for maintaining your records and not for any other purpose. The data will never beused as a basis for legal, administrative or other adverse actions. All data, which may lead to theidentity of an individual, or organization is strictly privileged and confidential. We will never publishany individual names or other personally identifying information. All data will remain your soleproperty.Points-of-Contact Account Manager 800.865.2965 [email protected] Elkins User Support 800.865.2965 [email protected] Peers Technical Service 800.865.2965 [email protected] McCoy Tokay Software 800-865-2965 www.tokay.com
Tokay: WebTestYour utility website is the entry portal for Tokay Web Test; Tokay hosts the actual test entry website.Test results can only be entered by utility approved testers. Test data is uploaded to you nightly.Review of the graded statistical screen report enables you to reject individual test results. Test resultsare entered electronically; new test due dates are scheduled appropriately.As web site host we minimize your IT staff time and you maximize your web entry benefits. Tokayoversees all the technical issues. You control the administration of the backflow program. As theresponsible party, having control of the overall program is essential to your continued compliance withstate statutes, local ordinances, building codes and water department regulations.With Tokay WebTest the tester enters test results on-line, no fee is paid for test entry. The utility paysan annual support fee and a minimal per test fee. With Tokay WebTest Revenue the tester uses acredit card to pay for the tests entered. The utility can set the fee as they choose; the result is arevenue stream that can fund the utility’s Cross-Connection Control program.Components Tokay WebTest Tokay WebTest RevenueWebsite Host Tokay Software Tokay SoftwarePortal Entry Host Utility - Link on your website Utility - Link on your websiteWebsite Technical Support Tokay Software Tokay SoftwareSetup Fee No Setup Fees No Setup FeesAnnual Hosting Fee $ 600Per Test Fee $ 1.00 $ 600 * $1.00 *plus credit card charges* Credit Card fees will apply. Credit card fees are variable and determined by the credit card company. Tokay Software 800-865-2965 www.tokay.com
Tokay: Field Survey Cross-Connection Control Survey/Inspections 1 – Excel Import:The user(s) enter survey findings and/or test results in the field using an Excel spreadsheet. The data is importedinto Tokay SQL. Variable pricing $2,200 - $4,000. Multiple design options dependent upon user needs and goals. 2 – Tablet-cellular connection:The user has a tablet pc with remote access to a virtual desktop or an actual workstation via a cellularconnection (e.g. Windows RDP, Go To My PC, etc. ). Variable pricing $0 - $4,000. Multiple design optionsdependent upon user needs and goals. 3 – Tablet-no cellular connection:The user(s) enters data on a tablet pc with custom screen(s) with synchronization capabilities with the serverdatabase. Variable pricing $3,500-$5,500. Multiple design options dependent upon user needs and goals. Tokay Software 800-865-2965 www.tokay.com
V Implementation ProcessWorkstation Hardware GuidelinesThe hardware required to support TokaySQL could vary considerably based upon many factors. The followingguidelines may need to be modified based on your specific environment. TokaySQL will operate without issue onvirtual servers/workstations. The following guidelines may need to be modified based on your specific environ-ment.Generally, TokaySQL will operate satisfactorily on existing workstations, which can include many different typesof configurations. The workstation hardware required to support TokaySQL does not need to be the most ad-vanced. Workstations: Minimum Better Platform Windows 7* Windows 7* or Windows 8.1* or Windows 10* Processor Pentium 4 - 2 GHz Pentium Dual / Quad Core RAM 2 GB 4 GB Disk Space 1 GB 1 GB Network 100 Mb/sec 1000 Mb/sec *Latest service packs required.Microsoft SQL Server Hardware GuidelinesThe hardware required to support TokaySQL could vary considerably based upon many factors. Thefollowing guidelines may need to be modified based on your specific environment.Server Minimum Better Better AgainVersion Microsoft SQL Server 2008* Microsoft SQL Server 2008R2 or 2012* Microsoft SQL Server2014*Platform Windows 2003/08/12 Server Windows 2003/08/12 Server** Windows 2012 Server**Hardware Shared Server Dedicated Server Dedicated ServerRAM 4 GB Depends on the number 8 GB + 256MB times perworkstation\userProcessor Pentium 4 2.4 GHz of users and the Quad CoreDisk Space 40 GB size of the database 1TB+RAID none RAID 5 Array RAID 10 Array*Latest service packs required. The specific version required depends on the number of useTrosk.ay Software**Latest service packs required. 800-865-2965 www.tokay.com
Tokay NavigatorServer Hardware Recommendation Operating System Database No Software required Best Available Windows Server 2003* File Server or Application Server or Hosts the database Windows Server 2008*Workstation Hardware Recommendation Operating System Best Available Windows 7 (32 or 64 bit)* or Windows 8 (32 or 64 bit)**Latest service packs required. Tokay Software 800-865-2965 www.tokay.com
Phase II: Data Link The Link to your water customer database requires that specific pieces of information need to be made available to Tokay SQL. The selected data can either be extracted and written to a file or a view can be created. In either case, Tokay will need a copy of this data to create a permanent Link for future updating of the Tokay data. This extracted data needs to be uploaded to our server. Data Conversion We will need a backup of your current backflow database, which can be uploaded to our website or FTP site. In most cases, any changes you make to your backflow data after this upload will not be reflected in the new software. Analysis and System Design Our engineering team will review and analyze the backflow data and the water customer database. We will load the data in the appropriate fields. We will setup the link for continued use after the software is installed. We analyze the data and load it appropriately to conform to your state requirements.Phase III: Implementation Schedule When you place your order, we generate a Tokay work-order. When we receive the link data, we activate the work-order and place it in the programming queue. If an on-site Workshop is part of the order, we will call to schedule a date when we receive the link file. When engineering is ready, we will request a backup of the conversion data.Phase IV: Installation Tokay SQL is downloaded from the Tokay website. Installation documentation is emailed prior download. The installation is simple and straightforward. The application can be installed on an application, SQL or file server. The data is installed on the SQL server. The Tokay Navigator is shipped on a CD. The installation is simple and straightforward. The data can be installed on a network (multi-user) or on the workstation (as appropriate). The application is installed on the workstation.Phase V: Training We use your data and your procedures when we train. Our training agenda focuses on program organization and data organization. All users will be trained. The initial phone training session gives the users a broad overview of the application and the most commonly used software tools. Emphasis is placed on the users’ immediate task needs. Subsequent training sessions will expand the users’ knowledgebase.Phase VI on following page Tokay Software 800-865-2965 www.tokay.com
Phase VI: Ongoing Implementation Support + Performance Monitoring Our implementation support staff will help you keep your software technically current, make backups, upload data, install updates, move software and install software on new workstations. They will help you find lost files and soften the blow of a computer crash. Our data management support staff helps you gather meaningful statistics, compile data for required reports, review, organize and ‘clean’ your data. They will train new users and refresh old users. Needs change over time; our data management support staff will keep your program on- track and moving forward. Tokay Software 800-865-2965 www.tokay.com
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