Automated License Data System Questions and Answers

GENERAL LICENSE AGENT QUESTIONS:

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SPECIALMESSAGE  

The Automated License Data System Project (ALDS) continues to progress slowly.  As a result, ALDS will not begin implementation this summer as previously planned.  Our priority is to deliver a quality system and as a result, the schedule has been postponed until 2009.

How does this impact you?

For License Agents and our customers, the current paper based license system will continue until ALDS is implemented.  See Question 17

2. How do License Agents benefit from the Automated License Data System (ALDS)?

Overall the ALDS provides License Agents the ability to improve the quantity and quality of services to your license customers.  For example: 

• Your customers will be properly licensed as the system automatically enforces most licensing regulations.
• The license sales process will be faster and easier.
• You will have the ability to sell most hunting and sport fishing license items and never run out of inventory. 
• The ALDS will provide and/or you’ll have access to timely and privileged information such as DFG bulletins, press releases and direct messages.  
• The ALDS provides the potential for increased revenue as items currently only available at DFG offices will be available for sale at License Agent locations.

Operationally, being a License Agent should take less time and effort.

• No more paper license inventory to order and manage.
• All license sales accounting and reporting will be performed by the system.
• The system will enforce most licensing rules and provide License Agents with relevant and timely information such as changes in regulations, requirements, costs, or rules.
• License Agents will operate with reduced risk of penalties and/or interest charges for lost books or late license inventory.
• License Agent training will be provided and the ALDS offers a training and test mode.

Finally, the ALDS provides DFG the ability to better know our mutual customers as well as assess and provide services and products that meet their needs and interests. Furthermore, the ALDS will improve our resource management and enforcement capabilities which will ultimately provide for the long term use and enjoyment of recreational activities by the public. 

3.  Will there be an option to continue selling paper licenses?

No. It is the Department’s intent to process all licenses through the ALDS. Preprinted inventory will be eliminated.

4. Will COD Agent types be available under the ALDS?   No.

5. How will the DFG accommodate party boats who currently sell numerous one-day fishing licenses and do not have the environment to support the new system?

We are currently evaluating options to address this area of licensing. Although it is the Department’s goal to process all license sales and collect all customer data using the ALDS, we are aware a solution must ensure that last minute customers are able to get licensed and business is not lost. See response to Question 6 (below).   

NOTE:  the current paper system will continue through at least the 2008 recreational sportfishing season.

6. As a License Guide how will I provide clients a license in the field?

ALDS Internet licensing will be able to provide continued customer service to License Guides that today sell one or two licenses books a year.  With access to the internet and a printer, Guides can either process the license purchase or allow their customers to process their license purchase.  The license transaction is complete with the printing and issuance of the license. This approach also applies to License Agents and Party Boat Captains that today, sell very few licenses a year. 

7. Will one day licenses be available by the book?  No.

8.  Will License Agents be able to sell 1-Day licenses to Party Boat captains with the dates to be completed later by the Party Boat Captain?

This practice is not allowable under current laws and regulations.  However, this is one option being discussed to provide for last minute customers of Commercial Passenger Fishing Vessels. Also see response to Questions 4 and 5.

9. Will there be new requirements to qualify as a License Agent under the new system? (Will all current license agents automatically convert to the new system?) 

Yes. Based on the March 2007 survey of current License Agents, we have concluded that new business related qualification will be necessary. We will continue to evaluate this subject, but expect to establish a minimum yearly sales volume threshold to qualify License Agent for ALDS equipment at no cost.

All License Agents not meeting this minimum sales volume will have the choice to continue as a License Agent by either purchasing or leasing the ALDS equipment or to discontinue as a License Agent. 

10. Will License Agents be required to pay for the ALDS Point of Sale (POS) equipment?

No. License Agents who meet the new business qualifications will be provided the ALDS equipment at no cost.  See response Question 9 (above)

11. Can License Agents obtain more than one set of POS equipment? If yes, how much will it cost?

Yes. The price to lease an additional set of POS equipment will be $65.00/per month.  The price to purchase an additional set is approximately $1,900.

12. Will a dedicated telephone line or broadband (cable/DSL) be required?

Yes.  You will need one or the other.  Of the two, DFG highly recommends a broadband connection to maximize transaction speed.  We have been told by a number of License Agents that satelite connectivity has become more available and less expensive.

13.  How much counter space will the ALDS POS equipment require? 

To accommodate the ALDS Point of Sale equipment approximate counter space required is 12” Height x 27” Width x 14” Deep. Note: POS equipment cabling is minimal, however, cabling for internet connectivity and power must also be considered when locating the new system.   

14. How will DFG collect license sales revenues from License Agents under the ALDS?

License Agents will remit license sales revenues to DFG via electronic fund transfer (EFT) on a weekly basis.  License Agents will be required to provide access and bank account information to the DFG at the time of enrollment. Currently License Agents are required to maintain DFG license sales revenues separate from all other funds.

15.  Will there be any change in the 5% Handling fee, License Agent’s currently receive from selling licenses?

No. The current License Agent handling fee of 5% will be the same under ALDS.

16. Will current License Agents be required to re-enroll under the new system?

Yes. All License Agents wishing to continue under the ALDS, will be required to reapply, provide additional information and agree to new business requirements. DFG is currently updating the License Agent Application and Contract.

17. What is the new enrollment process, and when will it begin?  

Due to continued delayes in the project schedule, DFG will defer this process to coincide with the new project implementation dates.  The DFG will continue to provide updates as we move forward.  Below is a tentative outline of the process with dates:

• Step 1 - DFG will finalize License Agent requirements and enrollment procedures.
• Step 2 - DFG will send notice and begin the enrollment process.  License Agents will be required to complete a new application and agent contract/agreement and provide bank account information.
• Step 3
  • DFG will provide regional classroom training statewide for License Agents. 
  • DFG will ship new POS equipment to each License Agent location. Upon receipt, License Agents can install, connect, and activate equipment.  All licenses should be sold using the ALDS.
  • License Agents will immediately complete a final sales report and return all paper based inventory items to the DFG within 14 days from implementation.
• Step 4 - ALDS will be fully deployed and current paper license sales will cease.

18. How will License Agents transition license sales from paper to the new system? 

See response to question 16. DFG will provide detailed instructions when we get closer to implementation.  

19. How much ALDS training will DFG provide to License Agents? 

There are two categories of License Agent training:

• Initial Training will occur as the new system is implemented. DFG will conduct regional classroom training sessions (statewide) just prior to License Agent’s receipt of their POS equipment. The POS Equipment is equipped with a training mode and DFG will provide a  toll free Help Desk service.
• On-going Training for new License Agents, new employees, as a refresher and as changes occur over time will be provided.  For on-going training including system troubleshooting, License Agents will have access to a toll free Help Desk service and the POS system training mode.

20. Will DFG test this new system in the field by selecting a small number of pilot agents of varying size and location to work out any unforeseen operational problems with the system?

Yes.  A pilot of the new system is planned prior to deployment and implementation.

LICENSE SALES PROCESS QUESTIONS

21. How does the ALDS sell and issue a license (i.e. Collect customer data and issue a license?)

For most license sales transactions, the ALDS will collect customer data from their California Drivers License (CDL) or California Identification Card (CID).

• Scan CDL or CID.  
  • The system reads the magnetic stripe and populates customer information automatically.
• Complete Customer Information.
  • Using the touch screen the agent can update customer address (if needed), enter the customer hunter education information, telephone number and additional information.
• Select items for purchase.
  • Using the touch screen the agent can select items for purchase.  The system automatically limits items available based on customer qualifications, such as age, residency and previous purchases.
• Verify purchase.
  • Prior to finalizing the sale, the agent can verify the purchase to ensure the customer has everything they need.
• Print license.
  • All licenses, tags, and harvest cards will immediately print out on the printer (direct thermal).

License Agents will continue to collect monies from license buyers to conclude the sales process.

22.  Who processes the transaction, the customer or License Agents?

The License Agent will continue to process the transaction, collect the appropriate funds from the customer and act as an Agent of the State to ensure a complete and accurate transaction. 

23. What will a license look like?

The ALDS licenses purchased at a POS will be 3.1” wide and vary in length depending on the items purchased.  Licenses are designed to fold easily to credit card size. 

Those making general license purchases via the Internet may be able to print a temporary license from home until they receive their annual license by mail.

24.  What forms of identification can the License Agent accept for purposes of selling a license?  What about person without acceptable forms of ID and non-residents customers?

For the first license purchase through ALDS, the following will be required for all customers:

• For adults:  a State ID card, Passport, Visa, or Green Card will be required.
• For minors:  a Birth Certificate or guardian’s State ID will be required.
• Individuals without ID will be restricted to short term licenses purchases; for example, a one or two day Sport Fishing license. Also see Question 32.

25.  Will such identification be required each time that a license or tag is purchased?

On subsequent purchases, the customer must provide ID or a previous ALDS license, which can be scanned to retrieve the customer record.

26. What will be the minimum customer information required to sell a license?

Customer ID, name, address, physical description, and DOB will be required for all license sales.  License vouchers may be sold for those customers where full information is not available. 

27. Is a prior California license enough?

Yes, provided it was issued through the ALDS. Items issued prior to ALDS will not be accepted as identification.  

28. Does the License Agent have any responsibility for verifying that purchasers are who they say they are? 

Yes, DFG is relying on the collection of complete and accurate data collection to ensure the integrity of the system.

29. How will “declarations” be handled for hunting licenses?

Hunter education qualification, including declarations, will be captured as part of the license sale and printed on the hunting license document.  Hunters will be required to sign that all information on the document (including declaration, if applicable) is true and correct.  Once Hunter education is established, it will be retrieved for future license purchases and hunters will not have to provide evidence each year.

30. How will “denials” be handled for licenses?  For tags?

Customers will not be offered items for which they do not qualify.  This includes previously purchased items and items for that are restricted due to age or residency.  Customers will be instructed to contact DFG if an item is not offered for sale.

31.  Will it be harder for customers to obtain a license under the new system?

No.  It will be easier for people to obtain a license under the new system.  Items previously restricted to DFG offices will be available at License Agents.  Agents will no longer run out of certain inventory or not have certain privileges or harvest cards available.  Once entered, customer information will be retrieved from the database for subsequent purchases, eliminating the need to capture full customer information for each license sale.

32. How do I sell licenses if the system is not working?

The Department is evaluating various alternatives for issuance in cases where the online system is not available.

33. How will the system handle multiple licenses being purchased as gifts as is common at Christmas?

Vouchers will be available for purchase where full customer information is not available.  An individual may redeem the voucher by providing customer information at any License Agent location or at a DFG office.  

34. What is the estimated time for handling typical transactions under the new system?

Transaction times will vary from seconds to a minute or more based on several variables. Once implemented we will continue to monitor and adjust the system and business processes to optimize the speed of transactions.  

ACCOUNTING QUESTIONS

35. Will a separate bank account be required for license revenues collected by License Agents?

No. However, an account must be accessible for Electronic Fund Transfers (EFTs). 

36. Will license agents be able to review and approve fund transfers prior to the fund transfer from an Agent's account to the State?

Yes.  There will be at least a three day review period to allow the agent to notify the Department of any discrepancy prior to EFT processing.

37. What will be the frequency of the accounting period for reconciling license sales with the amount owed? 

Daily sales reports will be available to the agent to reconcile sales.  Weekly sales/EFT reports will also be provided to reconcile sales. The ALDS performs all accounting tasks and is capable of producing various accounting reports based on License Agent needs.

38. What will be the lag time between the end of that accounting period and the date of the funds transfer? 

See response to Question 40 (below)  

39. How will reconciliation problems be handled?

When License Agents notify DFG of disputed items and/or discrepancies, DFG will adjust the Agent’s Account and remove the items from the scheduled EFT.  DFG and the License Agent will work to resolve the problem ASAP and adjust the License Agent’s account accordingly.  

40. How and in what time-frame will the fund transfers be processed?

The transfers (EFT) will be performed weekly.  There are three components to the process: the Sales Period; Weekly Sales Report/Reconciliation; and EFT:

For example, using a sales period of Monday to Sunday, ALDS will issue/print the next day (Monday) the Weekly License Sales report. The License Agent will have a three day review and reconciliation period to notify the DFG of any discrepancy prior to EFT processing, which will occur at midnight Wednesday.

41. When credit cards are used to purchase a license, will it go through our account or a DFG account?  And who will cover the fees associated with a credit card purchase?

License Agents will continue to be responsible for their own sales and associated credit card processing fees.

42. Will DFG offer a grace period for errors during the implementation of this new system and how long will this grace period extend?

The system should minimize issuance errors as customers will only be offered licenses for which they qualify.  If the License Agent sells the customer the wrong item, the agent will be allowed to cancel the sale within a limited time frame.  Canceled licenses will be immediately credited to the agents account.  Agents will be required to mail in the canceled document(s) within 30 days or the credit will be reversed.

43. Will there be an appeal process for penalty and interest charges applied to agent accounts where either a bank transfer error, internal accounting error, or other unforeseen error occurs that causes the agents/retailer's account to have an incorrect amount of funds available?

Consistent with current statute and practice, penalty and interest charges may be appealed and waived under certain instances and circumstances.  

44. Should DFG sweep too little or too much from an agents/retailers account what process will be in place to correct this problem?

Under ALDS, License Agents will be provided a weekly sales report directly from the POS terminal and a review & reconciliation period to notify the DFG of any discrepancy in the report prior to the actual EFT processing.  DFG will maintain staff to assist License Agents with their account issues including revenue reporting. See response to Question 40 (above).

45.  Will returns be permitted?  If so, on what basis and how will credit be given to the agent?

Yes.  Agents will be able to cancel licenses sold in error within a set time frame.  Agents will be given immediate credit for cancelled items, but will be required to return those items.  Agents will be charged for items not returned.

For additional information contact Richard Reyes at Rreyes@dfg.ca.gov, (916) 928-6899 or Cavi Cavness at Ccavness@dfg.ca.gov,  (916) 928-6882