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
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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
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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