Vehicle Registration and Title

1
Vehicle Registration and Title

• System Overview
• As of July, 2003

2
System Overview

• VRT is a Record Keeping and Financial system used
  to track vehicle ownership, vehicle operation,
  and related financials in the State of Iowa.
• On-line system with immediate updates
• Interactions include NMVTIS
• NMVTIS National Motor Vehicle Title Information
  System

3
Title and Registration Example

• Simple Example
• Transfer of ownership of a truck
• Customers already exist
• Vehicle is delinquent, and therefore seller fees
  are due
• Customer wants to register for a higher tonnage

4
Frame Overview

• What does each frame do?
• Console - The container for the system. It
  manages the menus and authorizations for the
  system.
• Prequalifier -Used to enter all known
  information, as a quick start to the TR
  transaction. This information would normally be
  entered from the application.
• Application Tab - Main frame where most of your
  work will be done. Use this tab to enter the
  vehicle sale information, validate customers
  participating in the transaction, verify and/or
  update the default registration logic, and review
  the summary of fees.
• Vehicle Status - Displays the current vehicle
  title and registration information. Use this tab
  to cancel any current security interests and
  record any dealer assignments.
• Registration Detail - Presents a breakdown, by
  registration year, of the registration fees
  and/or penalties that are due.
• Fee Detail Displays the fee breakdown and
  manages financial adjustments to these fees.
• Relate Customer - The interface where customers
  are added or removed from the transaction,
  depending on their relationship to the ownership
  transfer (that is, owner, lessee, primary
  operator, or security interest holder).
• Credit Use to identify the vehicle that was
  sold, traded, or junked in order to apply the
  remaining unexpired registration fees to their
  new vehicle or to request a refund (if it is past
  the 30 day window).
• Mailing - Use to send the documents to a
  particular location based on the customers
  request.
• Documents - Identifies the required documents for
  a transaction.

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Console
The container for the system. It manages the
menus and authorizations.

• Standard Windows Interface (like Word, Excel,
  Quicken).
• Menu options are enabled based on user profile
  authorizations.
• Fast Path allows quick startup of transactions.

6
Console with Menu Selection

• Sample of a menu selection.
• Still follows a standard Windows interface.
• Hotkeys are available for most menus.

Select Title Registration
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Prequalifier
Used to enter all known information, as a quick
start to the TR transaction.

• Enter as much transaction data as possible in
  order to pre-calculate fees.
• Customer identifiers include DL, SSN, FEIN, and
  so on.
• System limits the number of customers per
  relationship type.

Minimum Entry Purchase date and vehicle
information Click Continue.
8
Vehicle Search
Lists all candidate vehicles for selection

• Displays whenever more than one vehicle matches
  selection criteria.
• This frame is displayed because a partial VIN was
  entered.
• Columns can be sorted and filtered.
• Gives user basic vehicle information with the
  intent of selecting the correct vehicle to
  transfer.

Double Click a row to select the vehicle
9
Vehicle Status
Displays the current vehicle title and
registration information, cancel security
interests, and record dealer assignments.

• Displays most current title and registration
  information.
• Confirm ownership.
• Verify previous registration.
• Cancel security interests.
• Record dealer assignments.
• Including a check for a current dealer license at
  time of assignment.

Enter Cancel Date and Cancel Reason Click
Application Tab
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Application Tab
Main frame where most of your work will be done.
This tab allows you to enter the vehicle sale
information, validate customers participating in
the transaction, verify and/or update the
default registration logic, and review the
summary of fees.

• Main tab where most of the TR information is
  recorded and work is performed.
• Displays
• TR transaction information.
• Customer information relationship.
• Registration defaults.
• Transaction fee summary.

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Application Tab - 2
Click the tabs to move to different frames

• Fee calculate immediately
• Taxable Amount
• Registration Fees
• Plate Fees
• System edits will ensure that required
  information is required
• Ex. odometer damage due for automobiles LT 10
  years old.
• System will ensure the plate selection is
  appropriate for the vehicle type and usage.

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Registration Detail
Presents a breakdown, by registration year, of
the registration fees and/or penalties that are
due.

• Displays the registration fee breakdown.
• Ex. The seller was delinquent
• Can support different tonnage for the seller and
  the buyer.

Note the tonnage differences
13
Fee Detail
Displays the fee breakdown and manages financial
adjustments to these fees.

• Displays the transaction fee breakdown.
• Allows fee adjustments.
• All adjustments to fees will be tracked and
  require appropriate authorization.
• Adjustments can be manual or system generated.
• Displayed later.

14
Credit Tab
Allows the user to identify the vehicle which was
sold, traded, or junked in order to apply the
remaining unexpired registration fees to their
new vehicle or request a refund.

• Manages the vehicles that were sold, traded, or
  junked.
• Applies credit dollars to the registration fees
• Checks for a common customer on the credit
  vehicle.
• Facilitates the request for refund.
• Ex. An excess credit is available for refund.

15
Fee Detail With Credit Vehicle

• Frame is displaying a system-generated adjustment
  to the registration fees.
• Information from the Credit tab.

16
Application Tab Revised With Credits

• Demonstrates the integration between tabs.
• Transaction fee summary indicates an adjustment
  exists.
• Floating the cursor over shows the adjustment
  amount.

17
Relate Customer Tab
The interface where customers are added or
removed from the transaction, depending on their
relationship to the ownership transfer (that is,
owner, lessee, primary operator, or security
interest holder).

• Manages the customers participating in this
  transaction.
• Integrates with the customer database.
• Relates customers to their vehicles.

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Mailing Tab
Allows the user to send the documents to a
particular location.

• Displays where the documents will be sent.
• Allows for selection of residency or mailing
  address or entry of one-time mailing information.

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Documents Tab
Identifies the required documents for a
transaction.

• Identifies the documents required for a
  transaction.
• Also allows user to record special documents
  presented.
• Ex. Inspection, artists lien, etc.
• Option to note the document storage location and
  any comments.

Click Add to record more documents.
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Button Overview
Once the transaction is viewed as ready, the user
decides how to proceed
Buttons are constantly along the bottom of the
frame.
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Button Definition

• Validate
• Check for errors and return to the TR
  transaction.
• If errors exist, an error report will be
  displayed.
• Pay Now
• Check for errors, and if complete, continue to
  cash drawer.
• Pay Later
• Check for errors, and if complete, place
  transaction in awaiting payment status and
  process another transaction.
• Enables paying for multiple transactions with a
  single payment.

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Button Definition - 2

• Hold
• Stores the current transaction information for
  restart as of the point of placing the
  transaction on hold.
• Transaction will be seen by anyone performing a
  transaction on this vehicle.
• Deny
• Systematically records the denial of the
  application.
• Print App
• Prints a completed application for the customer
  to sign and/or initial.
• Revert
• Returns to the original system data.
• Cancel
• Cancels the transaction and leaves the vehicle in
  its current state.

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Cash Drawer
Tracks the payments made for the transactions.

• Transaction Total link can show the transaction
  breakdown
• Additional Charges link captures special fees.
• Ex. Organ Donations

Click Pay to complete payment processing.
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Generate
Displays the key pieces of information generated
for this transaction.

• Once payment is complete, the user has the option
  to automatically complete the generation of the
  credentials or defer until a later time (ex. For
  back office TR work).

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Manage Customer Overview

• Manages customer information independent of title
  and registration actions
• Maintains history of customer information
• Ex. Track name and address changes over time
• Provides robust search capabilities
• Using a variety of selection criteria

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Customer Search
Enter Customer Last Name starting with W

• Prequalifier begins the customer search.
• Can enter combination of fields to narrow the
  customer search.
• Wildcards are assumed. The exact match does
  invoke a specific customer search.

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Customer Search ResultsCandidates

• Frame displays when there is more than one
  customer who matches the selection criteria.
• Default is to show it sorted by Legal Name.

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Customer Search Results - Sorted

• By clicking the column header you can resort the
  data returned.
• Ex. Sorted by managing County
• Columns provide filters capabilities.
• Ex. Reduce list to where Managing County Polk
• Double-click the row to select the customer.

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General Tab - Before

• Displays a summary of the core customer
  information.
• This shows the before information.
• Here is where address, ID information, etc. would
  be updated.
• Other tabs show specific information with
  history.
• All updates are tracked.

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General Tab - After

• Information is immediately updated.
• Residency and mailing address were both updated.
• Email address was added in the Contact Area.

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Address Tab

• This frame shows the history of the address
  changes and the dates the addresses were in
  effect.

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Vehicle Management

• Provides the ability to manage a vehicle
  definition
• Keeps vehicle changes historically
• Supports (eventually) the comparison of vehicle
  information from multiple sources. (ex.
  Comparing the Iowa information against the NMVTIS
  information)
• Supports proper vehicle definition during the
  title and/or registration process.

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Vehicle Search

• Prequalifier begins the vehicle search.
• Can enter combination of fields to narrow the
  vehicle search.
• Wildcards are assumed. The exact match does
  invoke a specific vehicle search.

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Vehicle Search Results - Candidates

• Just like in customer, this frame displays when
  there is more than one vehicle that matches the
  selection criteria.

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Vehicle Detail
indicates which fields are required
for each vehicle type.

• Captures and displays the current vehicle
  information.
• For new vehicles, this information is populated
  by VINA (and no longer by the rate book).
• Other tabs display detailed and/or historical
  information, much like the customer example.

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Summary

• Development continues on the new system, is
  coming along well, and will be dramatically
  different from the current VRT system.
• Learning to use Windows will help everyone become
  comfortable more quickly when it is time for
  training.
• Continuing to work with the DOT technical staff
  to ensure your office is upgraded in a timely
  fashion will ease your office transition.

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Key Dates

• User Acceptance testing
• Will occur most of 2004
• Office Upgrades
• Should ideally be complete by September, 2004
• Training
• Should begin no later than August 2004 and be
  completed by December 2004
• System Conversion Implementation
• Is scheduled for January 2005

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Comments and Feedback?

• Contact your County Enhancement Committee
  Question- Information Contact Group (QIC)
  representative