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Backup Documents 12/13-14/2011 Item #16F116F 1 MEMORANDUM Date: January 3, 2012 To: Lyn Wood, Contract Specialist Purchasing Department From: Martha Vergara, Deputy Clerk Minutes and Records Department Re: Change Order #4 "GovMax v5 Discretionary Support" Contractor: MethodFactory Attached is one (1) Original, referenced above (Item #16F1) approved by the Board of County Commissioners on Tuesday, December 13, 2011. The original has been kept by the Minutes and Records Department to be kept as part of the Boards Official Records. If you should have any questions please contact me at 252 -7240. Thank you CHANGE ORDER CHANGE ORDER NO. 4 TO: Method Factory 1005 North Orange Ave. Sarasota, FL 34236 DATE: October 28, 2011 PROJECT NAME: GovMax Upgrade PROJECT NO.: 50001 Under our AGREEMENT dated October 10, 2010 16F CONTRACT NO. 11-5616 BCC Date: _10/12/10_ Agenda Item: _16F5 1 You hereby are authorized and directed to make the following change(s) in accordance with terms and conditions of the Agreement: Add Statement of Work COL2011_1, COL2011_3, COL2012_01 and COL2013_01 attached. FOR THE Additive Sum of: _Eighty Thousand Seven Hundred Fifty Dollars ($_80,750.00_). Original Agreement Amount Sum of Previous Changes This Change Order adds Present Agreement Amount $ 153,875.00 $ 8,875.00 $ ` 80,750.00 $ 228,500.00 The time for completion shall be increased by _731 calendar days due to this Change Order. Accordingly, the Contract Time is now 1,219 calendar days. The final completion date is _2/18/14 . Your acceptance of this Change Order shall constitute a modification to our Agreement and will be performed subject to all the same terms and conditions as contained in our Agreement indicated above, as fully as if the same were repeated in this acceptance. The adjustment, if any, to the Agreement shall constitute a full and final settlement of any and all claims of the Contractor arising out of or related to the change set forth herein, including claims for impact and delay costs. Accepted: // -1 / _ , 2011 CONTRACTOI MethodFactor} ; Scott Auer, 11 -5 616 — Method Factory GovMax Upgrade Change Order #4 OWNER: BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY, FLORIDA Susan Usher, Project Manager Date: +N ATTEST'nl� a 4,0 �t1 ' ht E Bdck, ale BY: _ r Aooroved As -7'd FoHt Print Name: SCOTT R. TEACH Ass* t County Attorney 11 -5 616 — Method Factory GovMax Upgrade 2 Change Order #4 16F 1 DE IRECTOR By: Ma Isac on CONTRACT SPECIALIST By: Lyn fd BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY FLORIDA BY: Fred W. Coyle, Chairman Statement of Work: GovMax v5 Discretionary Support Client Name: I Collier County, FL Project Name: GovMax v5 Discretionary Support Proposal Number: COL2011_03 Date Prepared: 10/24/2011 This document outlines the ad -hoc support arrangement with Collier County, FL for GovMax V5.0. Ad -hoc support tenets: The ad -hoc support arrangement does not commit Collier County, FL to a minimum number of support hours per month. As such, MethodFactory does not maintain a support level agreement for this project. MethodFactory will bill monthly for: • Technical and /or end -user training • Custom data imports • Custom data exports • Custom report development • Collier County, FL application enhancement requests Requested Items Description Hours None The hourly rate for application support is $125.00. Billings for issue management will be associated to issues within the GovMax V5.0 issue tracker. Any issues that have development effort estimates greater than 24 hours or would result in significant functional changes will require the generation of a Statement of Work (SOW) and signature approval by Collier County, FL. Any SOW's will include estimates for development, testing, documentation, deployment and project management. All time required to research issues and generate SOW's will be billed as part of the issue management process. Recommended Discretionary Support Hours ............................ ............................120 Discretionary Support Cost .................... ............................... .....................$15,000.00 Project lead (signature authority): Support hours in PO: 120 PO Number: PO expiration date: Payment terms: as per the Master Services Agreement Collier County, FL Designated GovMax v5 Support Contacts As per the GovMax v5 support process, Collier County, FL may name up -to 4 contacts with the authority to submit service requests and obligate Collier County, FL to pay for requested services. The GovMax v5 Support Administrator will maintain a list of client representatives that have been authorized to submit services requests. As a control, requests submitted by other than the named individuals in the grid below will be referred back to the client's primary GovMax v5 contact. Name e-mail Phone 1. Susan Usher Susanusher(@collierov.net 239 -252 -8810 2. Mark Isackson MarkIsacksonocollierg2v.net 239- 252 -8717 3. 4. Signature: All invoices will be mailed directly to the Project lead designated above *. The Project lead is responsible for ensuring that all invoices are submitted to Collier County, FL's Finance office and that the payment terms above are met. The Project lead is responsible for notifying MethodFactory of any invoice disputes prior to the expiration of the payment terms listed on the invoice. The Project lead agrees to be the single point of contact to MethodFactory for the resolution of any billing issues. Approval of Statement of Work Project Name: GovMax v5 Discretionary Support Proposal Number COL2011_03 • • MethodFactory Name: Chairman Fred W. Coyle Scott Auer, Partner - Date: Signature: `/r Name: SCOTT R. TEACH WIGHT ` ���' "; . CLERK Date: Signature: t_ r 4r 16F 1 *OM THODFACTORY k mptenwvt pfogrem Statement of Work: COL2011 01 GovMax V5 Enhancements Client Name: Collier County, FL Project Name: GovMax v5 Enhancements Proposal Number: COL2011_01 Date Prepared: 08/16/2011 Modified: 10/25/2011 16F 1 J*, METHODFACTORY implement. progress Contents WorkDescription: ....................................................................................................................................... 3 Ticket #05252 - Account Export does not contain or include the Annualized amounts .............. 3 Ticket #05253 — New Report — Proforma JL Code Report ............................... ............................... 5 Ticket #05254 — The customization of entity titles for Org Code and Account Objects is incomplete................................................................................................................ ............................... 7 Ticket #05257 — New report — Security Report ................................................... .............................11 Ticket #05258 — New report — Performance Measure report ........................... .............................17 Ticket #05261 — Work Scope Enhancement ....................................................... .............................18 Ticket #05262 — Add the program to the performance workspace under the business unit and move the program indicators onto the programs ............................................... .............................20 Estimationof Work ...................................................................................................... .............................34 16F �� METHODFACTORY implement progress Work Description: Ticket #05252 - Account Export does not contain or include the Annualized amounts MethodFactory will add the Account Annualized budget field to the Account grid and add it to the Account Export file format. The following budget value located on the Account Information tab will be included in the Account grid and Account Export. - -- Information Transfers Aclti Detail Recalculate Add lliigr�n�er3ts Fund Center 101522 -301 - Omb Capital Commitment Item 763100 - Improvements General __... Annualized: Show Details Below are the account details for the selected account- Select a forecast budget year to view details specified for that year- Ib New Delete More • . All Years Description dL Code Flame !L Cale 50001 Proj Budget Account Grid FY 2012 FY 2013 FY 2014 FY 2015 FY 2015 FY 2011 fact 6100,000 so so so so 590,750 E METHODFACTORY implement progress iExpenditures Fund Center 16F ❑ Exact I Search Reset Fs 2016 FY 2010 FY 2011 Adopted F` 2011 Amended FY 21011 4ctual F1' 2011 Encumbrances FY 2011 Balance Fun s0 5379.929 $378,470 $378,470 5125,204 s0 5253,266 E !* $0 $291,142 $309,193 $309.193 $100,638 s0 5202,555 E i s0 s0 s0 50 s0 s0 s0 E 50 $904 50 so $180 s0 -6180 E so so s0 s0 s0 so 50 E so so so so so so 2011 Annualize so E 50 52.086 s0 s0 so s0 60 E i 50 $0 $192 $192 so s0 $192 E ! 1 s0 E $50,012 $52,614 552,614 517,200 so $35,414 E 50 $38,233 $36,485 $36,485 514,552 s0 $21,933 E j $0 $52.060 $87.820 587,820 517,911 so 669.909 E 60 $116,094 $125.070 $125.070 631,268 s0 $93,803 E j $0 60 $11.100 $11,100 s0 s0 511,100 E'w'I 14 4 `1 2 3 4 5 6 7 8 9 10 ... ► ►I 0.00 0.00 20358 itemr in 408 page I QAO 0.00 - 180.00 0. 180.00 Account Export Review and confirm the data to be exported. To create your export file click 'Export Data' button. g- i'.ttent FY 2012 FY FY FY F,` FY 2010 Ft 2011 FY 2011 FY 2011 FY 2011 FY 2011 Fund Cente �; =Name 2013 2014 2015 2016 .Adopted amended Actual Encumbrstice .. _. .:. _ aiance flame . ...__...._ ries ....... ...... ........... _� _. .... ..._�:.__.._ Board Of led 378525.00 0.00 0.00 0.00 0.00 379928.97 378470.00 378470.00 125203.68 0.00 253266.12 County mis Commis"11; - Board Of ! 9 curly 53069.00 0.00 0.00 0.00 0.00 50012.20 52614.00 52614.00 17199.94 0.00 35414.06 County Commission Board Of ,, For 0.00 OAO 0.00 0.00 0.00 - 903.75 QAO 0.00 - 180.00 0. 180.00 County Phone Commosioi 2011 Annualize Board of e rsement 5000.00 0.00 0.00 0.00 0.00 5799,42 5000.00 5000.00 2409.25 0.00 2590.75 County �b' �r commissioi { Board O v Of # ? Previous Export Finish 1 A 16F METHODFACTORY implement progress Ticket #05253 - New Report - Proforma A Code Report New Report — Proforma JL Code Report A new report is needed showing the data by JL Code, revenues and expenditures — Proforma type of report. Below is an excerpt of our Budget Document. This section is "driven" by JL Codes. We would like a report that we can run which will give us the above information, so that we don't have to run and re -run the Budget Documents. We would like the option of running this report by Summary (above) or Show Line Items. Report Detail: Show Line Items Summary Only The report needs to run by "PROGRAM" . Summary Only format: We need a report similar to the above, where... • the JL Code is the driver • Revenue and expense totals are side by side (as shown above) or in close proximity to one another. • Report should display the JL Code number (xxxxxx -xx) and title • FTE totals are not needed in the report • Depending on how difficult it is, including descriptions is optional. FY 2012 FY 2012 FY 2012 FY 2012 Program Summary Total FTE Budget Revenues Net Cost Departmental AdministrationfOverhead 0.50 212,094 216,600 -4,506 Funding for departmental administration and foxed departmental overhead. Maintenance, Repair, and Acquisition 23.50 4,340,421 4.394,600 - 54,179 Maintain County vehicles and equipment in excellent operating condition with a minimum 95% avaitabdHy rate. Fuel Services 2.00 6,103,878 6,107,800 -3,922 Ensure cost effective, dependable. and timey fuel services are provided for County vehicles, equipment. and emergency generators. Refueling stations maintained to exceed 99% availability. Reserves T71900 77,900 - Maintain sufficient reserve finds to cover contingency requirements. Current Level of Service Budget 26,00 10,734.293 10,796.900 - 62.607 We would like a report that we can run which will give us the above information, so that we don't have to run and re -run the Budget Documents. We would like the option of running this report by Summary (above) or Show Line Items. Report Detail: Show Line Items Summary Only The report needs to run by "PROGRAM" . Summary Only format: We need a report similar to the above, where... • the JL Code is the driver • Revenue and expense totals are side by side (as shown above) or in close proximity to one another. • Report should display the JL Code number (xxxxxx -xx) and title • FTE totals are not needed in the report • Depending on how difficult it is, including descriptions is optional. 16F n METHODFACTORY Att implement - progress • Report will have 3 columns, expenditures, revenues, difference and the data will come from Out Year 1 (the year we are budgeting). Show Line Items format: Within a JL Code, display Expenditures first, then Revenues (similar to the Capital Project report) Project Line Item Budget Proforma 60044 Oil Well Rd, Immok Rd to Everglades 153373 -313 S�•pl;; ^aas Tax Road Construction 7612W Easeme -t 0 0 1.M.W3 0 1OW73313 S»rpLss Gas Tax Road Construction 753100 Improvements General 0 7,075.732 7;375.700 137,000 ExpernzttureTotals 0 7;371,732 8,338.700 137.000 IM73313 Surpt s Gas Tax Road Construction 334432 Grant Proceeds 4 SM,M 0 4,33+!,`03 4,830,500 0 Pro*ct 60044 Vanance: 4,8Y.!0D - 2.235,232 4,102,200 - 137,000 • JL Code and title should be included in report • Expense and Revenue OrgCodes and Account Object Codes should be displayed. • FTE and descriptions are not needed in the "show line item' report. • The columns to be displayed in the report: • Out years 1 to 5. • History year 1 and 2 do not store their information in JL Codes so these columns are not needed. For both reports, show only funded account dollars. it 16F I METHODFACTORY implement progress Ticket #05254 - The customization of entity titles for Org Code and Account Objects is incomplete. The customization of entity titles for Org Code and Account Objects is incomplete. (ticket 4195). Account Object or Object Code should be renamed to Commitment Item. Org Code should be renamed to Fund Center Below are all the exceptions. 16F 1 METHODFACTORY implement progress Positions: ing I Position Budgeting All Positions My Default A'ork Scope = ,ugout Af i Exact _Seachj1 Reset Job Tale Director - Sold Waste Manager - Utility Billing & Cust Serv. Manager - Environmental Compliance Equipment Operator, Senior FY 2012 Budgeted FY 2014 5134.101 1 Position Plumber 1 $79.243 Please select _ 1 Budget Status Poaaion tdu Class ,,p,_,, , Incumbent Job Title 50000471 • o 0 0 _ 7 2 Position Plumber soo0 0473 Position Standing Position T , e -1 50000474 ., r My Default A'ork Scope = ,ugout Af i Exact _Seachj1 Reset Job Tale Director - Sold Waste Manager - Utility Billing & Cust Serv. Manager - Environmental Compliance Equipment Operator, Senior FY 2012 Budgeted FY 2014 5134.101 1 5123,580 1 $79.243 1 507,207 1 16F 1 r, METHODFACTORY A9 L implement. progress Home Budgeting I Position Budgeting My Default Work Scope BudgdSplit: Position Expenditure Detail Defaults: Organization Code: j 2101551308 - Public Utilities Planning & Proj j fulgmt Account Object: 512100 - Regular Salaries Setup the default account detail values for the splitting of the additives expenditure default items... JL Code: 090203 -10 - Departmental Administration JL Object Code: Please Select_ Grant: Please Select.. Budget Issue: Please Select._ Service Level: 1 - SL 1 Save Split Home Budgeting I Position Budgeting My Default Work Score Logout i dditr e- se, ,r Flte.r I Additive Code r-Exact - Search Reset I Additive Code Fame Object Code Account name �d J COLA COLA Adjustement 519100 Reserve For Salary Adjustment cc ocis Deferred Comp 41,500 match 512600 Er 457 Deferred Comp Fri Work Scope: Work Scope main page Account Objet JV METHODFACTORY AL implement, progress Home My Work Scope WK 4 'J ?GF'1 I My Default 'Y'Vor Manage your assigned work scope. Customize Your work scope by creating sub-scopes. Select a Favorite Work Scope: Default "fork Scope 'I --i Ilev., The folloviing items are included in the selected work scope, To manage the viork scope press s Currer: Account 0tj;_Ct 10&0 1860 Budget Issue 2 2 Capital Project EA 3 543 Grant 24 24 Fund Center Code 1339 1339 Position 2154 2153 16F 1 ViETHt?DFACTORY implement progress Ticket #05257 - New report - Security Report Ticket # 04277 requested that a new column be added to the User Security screen displaying additional information provided in the Description field or create a new field where a Department name could be typed in. Settings I System settings i security I user P.1anagement OP�1B Logout ¢i Add new users. Edit information about users and deactivate user records. AM— f , - options . R t name Fist name hone Description / Department tram System Admin istrator 19452-f-525 f— & Adams Steven Budget Tech View 4nty j er t, Alen Deborah Budget Tech View 4nty (— L Atonso Haaedis Budget Tech View only ' damn ��Caxae}5 . 4, <7� -n's Ssro�ydx ::�o�l =�eret Masuw7�n�^+sf `t" � Lt�gr➢tK di Add new uSets- Edit irdttrmation etswrt users and deac-tiriiiiis uset reeoedt. zl id., lmv nt R User Name ' Bain Ptroatr- 19452-f-525 F irsa ttama ' j er t H wr Phone Last Name -' ' damn Mob& Phone 3!�253 vw) P,moaryE -nnaw, ne iMe. �- Contom E mat €s' a rAoarnr c t tr cr net Secondary E matt Active Uses 9 User Rete.` ISudge. 4-1, Vie* Or,4 Rxiaa+tt Password: 5'ettaf Pasd d_. 9 Reset Worilisco"s Edited by Scott Auer on Wednesday, March 23, 2011 at 8:49 AM We'll consider it again when looking at updating the user management workspace in the future. Edited by Susan Usher on Wednesday, March 23 2011 08:44:20 AM i am extremely disappointed. i will need to think of plan B. Edited by Scott Auer on Wednesday, March 23, 2011 at 8:03 AM Unfortunately after further review the user management screen does not allow for customization. Request can not be accomodated. 16F 1 METHODFACTORY implement progress There are no reports on Security, there are no exports on Security. There is nothing to "grab" which shows me the Users, their depts., or what they have access too. There is NOTHING. We need something... a report, an export, something to help us determine who has what without opening and closing 160 Users. New Report or Export should display the following: (in order of Priority) (Scott, Rachel and I worked on the Report Specification document and have come up with the following...) Report #1: • Selection will be on User or "all users" • Report will display User name, Role, Description field (I typed in the dept name here) A" wo...r+ L01 W . ' anew o.+au.nw 4*"& .„ Fro..:- ..»......r. .xi; .«..,..,h. .....,w,.°.6.�.. - Hw� vsrrea �31f11 _., 4sw rku..r rye.. _ ._.....,.._. • From the DEFAULT WORK SCOPE tab, list the available (checked) BC and BU assigned to the user or if the "Assigned OrgCode Only" box is checked. (include the BC /BU titles) Report #2: (Assigned OrgCode Only) • Selection will be on User or "all users" • Report will display User name and Description field • List of OrgCodes assigned to the user and OrgCode titles. 16F I IAL FACTORY METHODimplement progress L9*00 RzSrYi 1t- -':- Wd—lo Wmd- A" #WA4WA th- -N. u�v- J If,- Tr, iv wt J-01y 3�vn 9eQ3'1zm •Odin V, WA • Please filter out the retired OrgCodes. (Active OrgCodes = Yes.) CIF* Unsr C.. Caster HW" �� — �,— D. -7 -7 • Report will display User name • By each LOOKUP tab, Yes or No, are any of the Create, Edit, or Delete boxes checked? it does not need to tell what is checked, just if something is checked. W" %,erPl—p a.* W IIIt A"— 1— .n % h*.p R" Report #3: (lookups) • Selection will be on User or "all users" • Report will display User name • By each LOOKUP tab, Yes or No, are any of the Create, Edit, or Delete boxes checked? it does not need to tell what is checked, just if something is checked. Budgeting Capital Projects Position Report Read Create Edit Delete Select All W Budgeting Settings Account Major W Arrmint Minnr r10 r 17- r Report #4 (Capital Projects tab) 16F 1 AMETHODFACTORY implement progress • Selection will be on User or "all users" • Report will display User name • From the CAPITAL PROJECTS tab, does the User have "View Only" or "CIP Category Manager" -1 Carital Prcjects User Type: View Only Required Fields CIP Cateqor,; Nianager Locks I_ clear Profile Apply Save • List of Assigned CIP Categories The new Security reports will be placed in a new workspace under Reporting called Security Reports. WN, b atom "Id vom 6*A to WW1, WMI Budget Document Strategic Performance Issue tc podxa Tf P'tz"rl WQP 7N 7)wse *C tz ve not Li N" t ^, il%4*t am Mood ja MYS>trfrtrtarRl to CY W Protects Expenditure —A" oft' Lookup Reports F,rt T" 1w-.Vz !avx aul r Wul fom-at krRWS 1,1 WR .0 41i -111m141'i 4r04 owy MAj),IoA Ka..... #Njx Swd AV A�vlw� ..oft* Fund Prafoi Grant Como -rooes 1"4.00 kx vezemirg Anxt;zm# and LrMi- Position Revenue Aj=,1jk Strategic Performance Custom Guieued Reports Lookup Reports F,rt T" 1w-.Vz !avx aul r Wul fom-at ? Access to this workspace will be managed through Role Management through a 'Access Security Reports' option from with the Reporting area. AA�p METHODFACTORY implement progress Add new Roles. ftanage the work scope and module access for Roles. Details I:lembers Settings area EuJget"I9 ea Reporting Area Budgeting Phases Performance Area Reporting 1r Access Lookup Reports W Access Position i✓ Access Reporting �Access Security Reports eqR uiredFields — Apply Save Car Report #5 h- Add new users. Edit information about users and deactivate user records. j low" Performance Mork Scope Copy from User: Please select COPY UpEL sc - and iisstan er select from the items belo.v Perforrnance Work Scope: Business Center eport should state what the Core Services: selections are for each Business Processes: category and which Perf Process Activities: --{ ! WorkScope. " Commit Changes 16F 1 And just like the Report #3, a yes or no, if there is a check mark in the create, write, or delete box 16F 1 * METHODFACTORY implement progress Wia Mur Subdrss G,sate ilaae Wiltp [}u tau+ f:rterzr :e Go= r r r ��irs 5eracaa b.:aar � r t.. Cnncait tkxum�rR i" t" r reas r r r I" t'k�Kts r 9 r r r r r $+.''>i`+e39 f�aCLP43A9 Ae tw, ..e� (" r r r eivw S-A vts" r r cf,atwq. r r.ipa,�.re r r r r r P,,Xesg Act A{l, i. ±:.: i.qH r r r r ch4 r r r r r r r r r 4Asn au. r- Q—.f to ! 1 b A*. <.+.. t A 16 F I METHODFACTORY implement progress Ticket #05258 - New report - Performance Measure report Collier County would like to budget up to 40 hours of MethodFactory development services to develop a Performance Measure report that will be defined sometime in the future. A 16F i METHODFACTORY implement. progress Ticket #05261 - Work Scope Enhancement Allow the "option" to have Work Scopes update themselves for new Account Objects. Work Scopes are extremely cumbersome when the work scope does not allow updates to include new Account Objects. Settings: With this change we'll need to add a new Inclusive Scope option for Account Objects. We'll change the verbiage of the existing option to reflect the inclusivity of Positions into a Saved work scope. Manage the global options of the site. Fi_C3: ca' a cr __ __ _= :el lnformati4 _. _ _ ",space Genera -a.n; cn 5­9 .Sc­ Grant Capital Project F_r _c ;_;"stop= Default New Work Scope❑ Default New Work Scope 0 Position scope to Account Object scope to Inclusive Scope Inclusive Scope ' Required Fields Apply Save Cancel Work scope: On the Account Object sub -scope screen we'll add the checkbox that will allow for a default value and user override of the inclusivity site option selection. 0 l AIL METHOD implement progress 16F 1 Manage your assigned work scope. Customize your work stoke by creating sub- scopes. Favorite: Fund Test Account Object v Excluded Items: 1334 Current Items: 11 Reset Search Return to List Inclusive Scope Checking this box will include all items created in the future. Exclusion Work Scope Assigned Work Scope (Included) The following records have been manually Excluded from the The following records are Included in the work scope of the work scope of the user. user. Code: _....... . ....._. Search Reset Code: W. Search I Reset Exclude (. — t n METHODFACTORY implement progress 16F 1 Ticket #05262 - Add the program to the performance workspace under the business unit and move the program indicators onto the programs Collier County would like MethodFactory to add Programs within the Performance to allow for the ability to security which programs individuals have access to edit the program narratives and performance measurers. First, MethodFactory will copy the Program relationship from the Fund Center to under the aligned to Business Unit within the Performance workspace. Search Filter Business Unit *jj0807 j ❑Exact Search Reset Fund Center Fund Center Name Fund CiP Cost Only Center Hkstcr: Program Function TF.A Code Fund Center Status Business Unit 989010 -607 Interest 607 1 080700 51 513 0807 178985 -001 Sea Turtle Monitoring 001 1 060701 53 537 0807 i 156341 -111 Recreation Programs 111 08.0702 57 572 0807 156381 -111 fast Maples Community Park 111 060702 57 572 0807 156380-111 Veterans Community Park 111 1 080702 57 572 0807 156313 -111 Golden Gate Aquatic Facilities 111 1 080702 57 572 0807 156395 -111 Max Hasse Community Park 111 080702 57 572 0807 989010 -130 Interest 130 1 080703 51 513 0807 156332 -111 Parks d Other Property 111 1 060702 57 572 0807 156364 -001 Parks 8 Recreation Marine Ops 001 1 080701 57 572 0807 v' i i 14 4 1 ► N _ _ 32 it n, : .1 =l ges _.. The relationship between the Program and the Fund Center will remain within the Fund Center lookup. Collier County is aware that there is a chance that you could have a program in the Fund Center lookup table not created in the performance workspace or vice versa. 16F 4& METHODFACTORY implement progress 4 - —4LIO 1 4 Butin*ss C*Attf jWS Low, ' Pr"ram 4 "40" -4,41* 0e�s :ter— , 08,V Kft< sw'v - CA" k�VW�one" EJU00*5% Unit Second, Method Factory will copy the program Narratives from the Program Lookup tables into the Statement areas of the Performance Program. i roro FACTORY METHODimplement progress lddwlh� io nudgeting I ookupa ptgr*m � odc program Natto 161 Nc t-, —Er the ".11 be j if the f*OP4 co'r.""M#ty and wtmatwnwd d CM40, Budget Vwia—es t,*rwces are %totnt As SW 300 bisoo F v 201 wovt-j boar et 41-! *1 tha skr 1.4 fc,*,av ;;: enves are dovoa t ^) W 600 Out to a deatmed OnfalffWA mth re,:IeldOh '30*5 &N wh*be VaqrAMI tied j,—rt sere docma $77 9W TItvs as Ou. to -A (- __I 6�" )[ =096W-j i .41 � QN METH�JDFACTQRY A implement progress M *zsr.g 16F - .�. - r'J tl�n i54t# 'j{,TiF i:a4t tnarta{,�St �irid fkaIDpit�i+3Tt3 icHtae(14 iii :11a txuspnl iPri•tt3tftlt&tElCtl (a1r�'^��4�i'�iMpp�l z ...._,. T„ twrcrr erg •s!lp,r� a Ine GF3a rcmmxbY and ar*svtrrtgR a(6Pr S: rwmt- •� ,c ' - «, A-s -, F iogtam Budget Valances and Notes: ,a. °.. Fruptsst F't 2011 " taasonu se tees ate btecatt a $221300 Eetur Py 12011 aimed budget dae i) nil MWq �+ 1'utded •atanCFtt and mCat1mg 10;rw addAtanal'VOCiat -n d%OWV the . ..' p+rppmzcs a*a tprp[JSC a $66 600 npi� FY 7011 aetF€aii ksc+dc2pt 11 <r*ost tl10 abgrvdy rpc#gtpd rp•.cenym " yt��p+rrat�rv7 }}NptJit -A SRI :p09at-' :k"t —:.a v AGp'r ; i Saw Carztal ' Next, MethodFactory will move the measure and indicator from the Business Unit to the appropriate program. Which measures and indicators will be moved to what program will depend on the Indicator title which is prefixed with the program code as shown below. '1 16F METHODFACTORY implement progress Finally, this change will require an update to the Budget Document and Budget Document — CIP reports to support the new location for the program narratives. Collier County will be responsible for managing the security to the new programs. 1 h, Mom* .. "JyOj ,Etectec Add, edk of delete a peOwmance ob(ettiae. - -� _„�.•,:'rIMiSV ii�.[`.'.t.:l5 ,i. e; (. esa�'{t ,. .., ,aii�vti_. r;- •. „t J5 COJt R!{sBCC A�C'L+C ;�gs.4nkeNthc nary , 2 3 Pith: So—m.0 +,,w w :mtr4y:fY#e°-.';„ #'C'4afRhzp,iiif ! iiitlly i••1 �"4 ""W 44"W F scw A+bmaM+Ctayl s tlR - v . ":;>^�••• !"?4t ,sun..-^ -4 ar ' °^i o'Ta lb.r. j`fY4S -,t -V'f i <^d�. #ss Fet Ba,KE9 r!f &1 RNrSit1 CY .`� nG ea+a f#k FYG'!y ftmm tv M i �,41t164,KM, wr � «`eaat FOe t�itett Pta�iir sRini Klt slftt/lt Ftt Sitel Pmpnm Ri�OtfiAM'!t5'',�''."� WeAiUfb Tide: �6Cte998 Pe+? Ba9ed fBG y 9}' i'i : ,(I VA -PS'ia. s, ,,ta�oa xa�+resr �m ,. CA" -ea w" Set a IA 0@ r6 Finally, this change will require an update to the Budget Document and Budget Document — CIP reports to support the new location for the program narratives. Collier County will be responsible for managing the security to the new programs. 1 16F '1 AL METHQDFACTORY implement progress Collier County's implementation of the Estimation functionality Collier County would like to activate the ASSUMPTION feature. Items of concern are: The use of the Annualized field. • Rename the Assumption field to Assumption Adj • Create new field, Assumption Total • Formulas • Manual Entry • Straight Line Pay Period (Regular Salaries) • Budget Formula o YTD formula o Retirement Formula o Social Security Formula • Reports • Security The Annualized Field: In Collier County, the Annualized field is populated by all the users. It is an estimate of how much will be spent /collected in the current year (history year 1 or FY 2011 in the example below). This field is used and printed in the Budget Doc. We cannot have this field automatically changing its total. Therefore I am proposing a new field; which will display the Assumption Total or Assumption Results. Information Add Detail Add Alignments Fund Center 100010 -001 - Board Of County Commissioners Commitment Item 511100 - Salaries Elected Officials Annualized: 1379,900 Assumption Adjustment 10 Assumption Total: Show Details Below are the account details for the selected account Select a forecast budget year to view details specified for that year. New Delete More Options All Years Description JL Code dame JL Code FY 2012 FY 2012 50002011 - Salary - COLETTA JR JAMES Departmental.Ad min istration /Overhead 010101 -10 575,705 $0 50002012 - Salary - HLLER GEORGIA Departmental AdministratioWOverhead 010101 -10 575,705 So 50002013 - Salary- COYLE FRED Departmental Atl min istration..Overhead 010101 -10 $75,705 so 50002014 - Salary - FIALA DONNA LOU Departmental Administration;Overhead 01D101-10 $75,705 5o 50002015 - Salary - HENNING THOMAS Departmental Ad min istrationfOverhead 010101-10 $75.705 so i 1 METHODFACTORY 16F implement progress 5 1 FY 20101 FY 2011 Amended Encumbrances YTO Actual Balance Annualized 379,9291 378,4701 378.4701 01 12S.2041 253,268 1 274,400 Apply ' Save i Cancel I Delete ME7H4DFACTORY 16F implement progress Assumption Formulas: Regular Salaries (account object 512100) Formula: (((last pay period amount) *((# of pay periods remaining) + (partial pay period))) + YTD expenses + encumbrances + Assumption Adjustment = Assumption Total Last pay period amount can be loaded onto a Salaries Lookup table. In the Site Options screen, shouldn't the "Last Pay Period" be renamed "Remaining Pay Periods "? In the Site Option screen, we need to add another field to include a decimal, for the year -end partial pay period. Settings I Organization Settings I Site Options Gl; Ce?_:ult `Zvork Scc 14 1, Logout 0� 1 1' Manage the global options of the site. 1C 19 20 .7 22 4 23 .6 6 Position Prefix: Flew Position Number Start:' 21 Pay Periods:' 126 Bi- weekl.; Last Pay Period:' 26 .7 .8 Minimum Additive FTE:' 0 75 Partial Payroll (in 10ths) FICA Rate:` 10062 •S Calculate Merit at Merit Date: r Budget Calculation: Salary ` FTE ' Pos 7 Calculation Accuracy: IT, the week7E Splits Must Equal 100 %: r Required Fields Apply Save Cancel Collier's Pay Periods are bi- weekly, with the pay period ending on a Friday. At year end, the Finance office will accrue a partial payroll into the current fiscal year (history year 1 or FY 2011) for proper year- end cut offs. Therefore we have 26 pay periods plus a partial as follows: FY 2011= 0.5 pay periods (pay period beginning 9/24, 5 business days in Sept) FY 2012 = 0.5 pay periods (pay period beginning 9/22, 5 business days in Sept) FY 2013 = 0.6 pay periods (pay period beginning 9/21, 6 business days in Sept) FY 2014 = 0.7 pay periods (pay period beginning 9/20, 7 business days in Sept) FY 2015 = 0.8 pay periods (pay period beginning 9/19, 8 business days in Sept) When Finance prepares the accrual, they divide the partial pay period's dollars by 10 business days multiplied by the number of business days in September. They do not count the weekends. 1 16F 1 AMLimplement progress Other account objects that would use this formula are: 511100 Salaries elected officials • 514100 Other Salaries and Wages • 514100 Overtime • 522200 Retirement High Hazard • 522500 Retirement Elected Scott, will I have multiple (6) look -up tables? Budget Formula Amended Budget + Assumption Adjustment = Assumption Total Some examples of Account Objects that would use this formula are: 512600 ER 457 (Deferred Compensation) 523150 Health Insurance • 523151 Health Ins — VSIP • 523160 Life Insurance • 524100 Workers Comp • 525100 Unemployment 6xxxxx internal service charges YTD Actuals Formula YTD Actuals + Assumption Adjustment = Assumption Total Some examples of Account Objects that would use this formula are: • 518100 Termination Pay • 518200 VSIP Program • 528100 Allowance Moving 3xxxxx Department's Charges for Services (to the public). Retirement Regular formula (account object 522100) It appears that Arlington calculates its Retirement contributions by taking the Assumption Total from above and multiplying it by their retirement percent. Florida Retirement System has too many different rates. The formula should be applied to the future salaries calculated above and this number should be added to what has been expensed in the accounting system, YTD actual. The formula will need to include the following accounts • 512100 Regular Salaries 513100 Other Salaries and Wages 514100 Overtime 1 METHODFACTORY 16F implement progress Formula = SUM ((last pay period amount) * ((# of pay periods remaining) + (partial pay period)) + Assumption Adjustments) for the above accounts * retirement Percentage (use Additive HA, FY 11 Assumption %) + YTD Expenses acc't obj 522100 + Encumbrances acct obj 522100 + Assumption Adj acc't obj 522100. A B C D E F 1 Retirement Calculation 522100 2 Reg Salaries Other Sal & Wages Overtime Retirement Reg 3 512100 513100 514100 Assumption Total 4 Last Pay Period Amount 5 * (# of Pay Periods remaining + partial PP) b Subtotal +84 *65 7 +Assumption Adjustments 3 Subtotal @surn(B6:B7) @sum(BS:DS) 9 * Retirement % (HA additive) 10 Subtotal 11 +YTD expenses for Acc't Obj 522100 12 '+ Encumbrances for Acc't Obj 522100 13 +Assumption Adjustments for Acc't Obj 522100 14 Assumption Total for Acc't Obj 522100 @sum(F10:F13) 16F 1 METHODFACTORY implement progress Additive Code Additive Name: IFRS Regular Class Pension Adjustment Type: 104 - Fringe Additive Account Object: 1622100 - Retirement Regular Additive Type: 10 1 - All Positions Additive Dependency: No Dependency w Budget Category: 102 - Percent of Salary Additive Group: 00 - NA Additive Class: JRetirernentPian Calculate On Base Salary: f— Exclude From: IFICAf Medicare Include in Over -Time: rJ Calculate if Hired Prior: Effective Stan Date: Apply Now Notes: J Additive Budgets Enter the forecasted budget values for the additive Please enter the values as percentage amounts 1 533 %1 1 0 %l 1 0 %1 1 0 %1 1 0% 1 FY 2011 Assumption Apply I gave I Delete I Cancel ob WARNING: Since these formulas are Account Object driven and not Account Object /Fund driven, the Fire Districts and Emergency Medical Services calculated Assumptions will have to be manually altered. Regular Salaries includes the employee's pay for Regular Retirement personnel and for Special Risk /High Risk Retirement personnel. So the above formula will include all the EMS workers and Fire fighters in the calculation for Regular Retirement. Social Security formula (account object 521100) The formula will need to include the following accounts • 511100 Elected Official Salary • 512100 Regular Salaries • 513100 Other Salaries and Wages 514100 Overtime Formula = SUM ((last pay period amount) * ((# of pay periods remaining) + (partial pay period)) + Assumption Adjustments) for the above accounts * retirement Percentage (use Additive FICA, FY 11 Assumption %) + YTD Expenses acc't obj 521100 + Encumbrances acc't obj 521100 + Assumption Adj acc't obj 521100. 16F 1 METHODFACTORY implement. progress .................. A 8 C D E = G 1 Social Security Calculation 521100 2 Elected Officials Reg Salaries Other Sal & Wages Overtime Social Security 3 511100 512100 513100 514100 Assumption Total 4 Last Pay Period Amount 5 * (#of Pay Periods remaining + partial PP) 6 Subtotal +84'185 7 +Assumption Adjustments 8 Subtotal @sum(86:B7) @sum(B8:E8) 9 * Social Security % (FICA additive) 10 Subtotal 11 +YTD expenses for Acc't Obj 521100 12 + Encumbrances for Acct Obj 521100 13 +Assumption Adjustments for Acc't Obj 521100 14 Assumption Total for Acc't Obj 521100 @sum(F10:F13) Addkh* Code Additive flame: A�tnanaiit Typo. 08 t:t °na3ary Ad9ans AXem" Obloct` Additive type . cur past Addarre Dependency- fl7l. A EiXja =tfln y=- -� i3u4pot t_ a119o'1 102 Porcam ea sta it Additive Group:. !'�:t - is %. Addwh* (.lass. t}nCeFead 1.clude in Ovw Tiwro. Catcuiato it tined Prwtr. f0ecTtve Sta:tD*ta- l.%,C(r,'i: ti -. W Additive Budgets der the R.ver=led t:uoget ..11#1 +,u the :4"J. -11 1 em wlft I will use the FY 11 Assumption % for both FICA and Medicare, 7.65 %. No need to have separate calculations for FICA and MEDI. During the months of January — September, no one will be at cap. Everyone will have to pay both with the exception of a handful of people. I can live with that. Reports: A new report will be needed for Collier County. • A revenue report • An expense report 16F 1 A L METHODFACTORY Implement. progress B C D E F 6 H FY 2011 FY 2011 FY 2011 FY 2011 Amended Budget YTD Expenses Encumbrances Annualized Assumption Adi Assumption Tot Variance 0 3 u D O N N b 3 C d Q 16F 1 METHODFACTORY implement, progress Security: Security over the Assumption field is a major concern for Collier County. We use the Annualized field to estimate how much money the depts. will spend /collect this year. (History Year 1 or FY 2011). The new Assumption field is too close to the Annualized field. My fear is that users will accidently input their Annualized amounts into the Assumption field. Therefore under role management, I would like to see another check box. Add new Rotes. Manage the work scope and module access for Rotes. Detail; .'emt.er- Settings Area Budgeting Area Reporting Area Budgeting Phases Performance Area Accounts NO- Access Accounts r Create Account Details P Create Accounts i Delete Account Details r Delete Accounts P Edit Account Annualized I— Edit Account Detail Annualized r Edit Account Details r Edit Account History ro- Edit Accounts I✓ Export Accounts t✓ Override % Change Locking I✓ Read Account Details r Read Accounts Q Edit Assumption Adjustment If the box is checked, the user may edit or input a value into the Assumption Adj field. If the box is unchecked, the user will not be able to input a value. (The title of the field and box should be grayed out). I do not mind if the users see the values in the boxes. I just don't want them thinking if they accidently type in a value, that the value will be stored in GovMax. 16F t•1 A METHODFACTORY implement. progress Estimation of Work The cost for services is based upon the standard rate as defined in the Master Services Agreement. This effort will be billed against proposal number COL2011_01. Change Hours Ticket #05252 — Account Export does not contain or include the Annualized 14 amounts Ticket #05253 — New Report — Proforma JL Code Report 10 Ticket #05254 —The customization of entity titles for Org Code and Account Objects 16 is incomplete Ticket #05257 — New report — Security Report 14 Ticket #05258* — New report — Performance Measure report 40 Ticket #05261— Work Scope Enhancement 14 Ticket #05262 —Add the program to the performance workspace under the business 31 unit and move the program indicators onto the programs. Collier County's implementation of the Estimation functionality (note —this is a 131 good faith estimate for development. Prior to development Collier County and MethodFactory will need to clarify questions and functionality as described in this section.) Total Development 270 Project Management Included Total Additional Effort ................. Total Additional Effort Cost ......... Payment terms: As defined in the Master Services Agreement executed on 10/29/07. ............... 270 hrs .............. $33,750 * Method Factory should not start ticket 05258 until: 1) Ticket 05262, Add the Program to the performance workspace under the Business Unit, is completed 2) Collier County approves Ticket 05258 in the Method Factory Ticket Tracker system. I 16F 1 METHODFACTORY implement progress Approval of Statement of Work COL2011_01: A Name: SCOTT R. TEACH DWIGHT E. BROCK, CLERK Title: Deputy County Attorney Date: `a 13 N, ► 2.c� Signature: This statement of work is subject to the terms and conditions in the 66,6;t°j'd Maste`r'Service Agreement. Collier • MethodFactory Name: Chairman Fred W. Coyle Scott J. Auer Title: Partner Date: e.O 2; l/ Signature: A Name: SCOTT R. TEACH DWIGHT E. BROCK, CLERK Title: Deputy County Attorney Date: `a 13 N, ► 2.c� Signature: This statement of work is subject to the terms and conditions in the 66,6;t°j'd Maste`r'Service Agreement. i MBX y ait Sarasota County Government in association with &MethodFactory , 4ry Client Name: Collier County, FL Project Name: GovMax v5 Extended Annual Support (FY 2013) Proposal Number: COL2013_01 Date Prepared: 10/24/2011 This document outlines the Extended Annual Support arrangement with Collier County, FL for GovMax V5.0. Extended Annual Support (EAS) tenets: MethodFactory's will provide warranty and support services pursuant to the terms of the implementation agreements — renewable annually, in one (1) year increments. During the term of the extended annual support contract MethodFactory extends the application warranty and will resolve any application defects at no cost to the client. • Periodic system updates • Access to the support portal • Technical support by phone and email • Project Management (planning, organizing, and managing resources to bring about the successful completion of service requests) • Account Management (communicating and working with client on matters not directly related to a discrete service requests) • Issue Management (Logging, tracking, resolving and closing of service requests to the client's satisfaction) • Up to 15 minutes of technical support/consulting assistance per incident • Application defects • Annual fiscal year database setup (limitations apply) 'Changes to the organization's departmental structure are not included with the annual fiscal database setup. What is not covered by EAS: • Custom imports • Custom exports • New report request • Modifications to existing custom reports or GovMax v5 report templates • Collier County, FL enhancements to the application Period of Coverage: 2 -20 -2013 — 2 -21 -2014 AnnualSupport Cost ......................................................................... ............................... $16,000.00 Payment terms: as per the Master Services Agreement Future GovMax v5 Extended Annual Support agreement cost increases will not exceed 3.0% in any given year. Collier County, FL Designated GovMax v5 Support Contacts 16F ?at"itGrS Sarasota Coun #y Government in association withMethodFactory As per the GovMax v5 support process, Collier County, FL may name up -to 4 contacts with the authority to submit service requests and obligate Collier County, FL to pay for requested services. The GovMax v5 Support Administrator will maintain a list of client representatives that have been authorized to submit services requests. As a control, requests submitted by other than the named individuals in the grid below will be referred back to the client's primary GovMax v5 contact. Nlama a_mail Phone 1. Susan Usher Susanusher @colliereov.net 239- 252 -8810 2. Marklsackson MarkIsackson(a)colliergov.net 239- 252 -8717 3. 4. Approval of Statement of Work Project Name: GovMax v5 Extended Annual Support (FY 2013) Proposal Number COL2013_01 Name: SCOTT R. TEACH DWIGHT E B OCK, CLERK Date: 3 Z UCA c.' Signature: v l� AClt�t..:lf -Qo; Ef►� 1 � This statement of work is subject to the terms and conditions in the�bxectlted Master rvicie Agreement. 1 GOVMax d""arbie -ff Sarasota County Government in association with &MethodFactory Client Name: Collier County, FL Project Name: GovMax v5 Extended Annual Support (FY 2012) Proposal Number: COL2012_01 Date Prepared: 10/24/2011 This document outlines the Extended Annual Support arrangement with Collier County, FL for GovMax V5.0. Extended Annual Support (EAS) tenets: MethodFactory's will provide warranty and support services pursuant to the terms of the implementation agreements — renewable annually, in one (1) year increments. During the term of the extended annual support contract MethodFactory extends the application warranty and will resolve any application defects at no cost to the client. • Periodic system updates • Access to the support portal • Technical support by phone and email • Project Management (planning, organizing, and managing resources to bring about the successful completion of service requests) • Account Management (communicating and working with client on matters not directly related to a discrete service requests) • Issue Management (Logging, tracking, resolving and closing of service requests to the client's satisfaction) • Up to 15 minutes of technical support/consulting assistance per incident • Application defects • Annual fiscal year database setup (limitations apply) +Changes to the organization's departmental structure are not included with the annual fiscal database setup. What is not covered by EAS: • Custom imports • Custom exports • New report request • Modifications to existing custom reports or GovMax v5 report templates • Collier County, FL enhancements to the application Period of Coverage: 2 -21 -2012 — 2 -20 -2013 AnnualSupport Cost ......................................................................... ............................... $16,000.00 Payment terms: as per the Master Services Agreement Future GovMax v5 Extended Annual Support agreement cost increases will not exceed 3.0% in any given year. Collier County, FL Designated GovMax v5 Support Contacts 16F 1 Gr�rRa x !7� 1pavr i'f Sarasota County Government in association with **AMethodFactory As per the GovMax v5 support process, Collier County, FL may name up -to 4 contacts with the authority to submit service requests and obligate Collier County, FL to pay for requested services. The GovMax v5 Support Administrator will maintain a list of client representatives that have been authorized to submit services requests. As a control, requests submitted by other than the named individuals in the grid below will be referred back to the client's primary GovMax v5 contact. Names P-mail Phone 1. Susan Usher Susanusher(@colliergov.net 239- 252 -8810 2. Mark Isackson MarkIsackson(@colliergov.net 239- 252 -8717 3. 4. Approval of Statement of Work Project Name: GovMax v5 Extended Annual Support (FY 2012) Proposal Number COL2012_01 Collier County, FL MethodFactory Name: Chairman Fred W. Coyle Scott Auer, Partner Date: Signature: Name: SCOTT R. TEACH DWIGHT E B Date: a C ^Piz t Signature: This statement of work is subject to the terms and conditions in the ektuted Master._ rvice Agreement. a