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#10-5368 (Method Factory) ~~~mg.~ Sarasota County Government In association with _MethodFactory f;::;r"::~:~' ;, -, 1~~.; , (:olliC'1' (:Ollllt\ , '" I,'A . Statement of Work - Collier County, FL GovMax V5.0 Migration Proposal Prepared by MethodFactory September 3'., 2010 Version 1.5 Collier County, FL Page 1 of 135 September 24th, 2010 r"rlldDax ~artTle,.s '" Sarasota county Government in aS5ooatlOn with _MethodFactory 1::~~~;! ;,'" ";,,, ~,:l ::~"~;L~-'t !':'! -. - - -- Contents 1 I ntrod ucti 0 n .............................................................................................................................. ......6 1.1 Reader Guidelines ..... .......... ................................................................................. ................... 6 1.2 Docu ment Purpose ................................................ .............................................. ................... 7 1.3 Revision History........................................... .......................................................... ................. 7 2 Housekeeping....... .................................................... .................................................. ..................10 2.1 Executive Sponsor ....................................................................................... ..........................10 2.2 Budget Shop POCs ....................................................................................... ....................... ..10 3 Implementation Overview.................................................................................... ....................... .12 4 Risk Mitigation ............ ..................................................................................... ..... ........................13 5 Cost 5u mmary .............. .................................................................................... ............................ .15 6 Stages of 1m pie mentation ........................................................................... ................................ .18 7 Target Ti mel ine ............................................................................................ ................................ .19 7.1 Deliverables & Milestones................................................................... ................................ .19 7.2 Services Provided by Sarasota County..................................................................................23 7.3 Mi lestone Delivery Defi nitions .................................................... ........ ............. ....................24 7.3.1 Stage I. - Setup & Configuration ...................................................................................24 7.3.2 Stage II. - Data Migration & Training ............................................................................26 7.3.3 Stage III. - Acceptance & Deployment..........................................................................27 7.3.4 Stage IV. - Warranty .....................................................................................................28 8 Acceptance G u ide Ii nes ..................................................................... ............................................29 8.1 Requested Enhancements............................................ .... ................... .................................30 8.2 V5 Position Calculations........................................................ ................................................34 9 Organizationa I Setup................................................................. ...................................................38 9.1 Work Scope Navigation Structure ........................................................................................38 9.2 Site Options.................................................................. .........................................................39 9.3 Budget Phases ....................................................... ................................................................ 41 Collier County, FL Page 2 of 135 September 24th, 2010 r,nvrnax ~,.me,.s '" Sarasota County Government In association with &MethodFactory ~:~~~~IE:~:,';:;.;~ .j 9.4 Budget Calenda r .................... ...................................................................... .........................41 9.5 Service levels....................... ..... ................ .................. ...................................... ....................42 9.6 GovMax Operating Budget Crosswalk ..................................................................................43 9.7 load "look-up" Data Migration File Formats .......................................................................43 9.8 load Account Details Data Migration File Formats ..............................................................46 9.8.1 Revenues and Expenditures ..................... ................................................ .....................46 9.8.1.1 Historical Budgets ............................................................................. .....................46 9.8.1.2 Out-Year Budgets Details............ ...................................................... .....................47 9.8.2 Capital Projects.................................................. ....................................... .....................48 9.8.2.1 Projects..... ......................................................................................... ....................48 9.8.2.2 CIP Districts ................................... ..... ............................................. .......................49 9.8.2.3 CIP Revenues and Expenditures ............................................................................50 9.8.2.4 CIP Historical Budgets ......... .............................................................. ..................... 51 9.8.3 Position Control........................................................................................ ..................... 52 9.8.3.1 Position Record ............ ....... ........................................................... ........................ 52 9.8.3.2 Position Budget Split..................................................................... .........................53 9.8.3.3 Position Additives/Fringes....................................................... ..............................54 9.8.3.4 Position Budget..................................................................... .................................54 9.8.4 Grants ............................................................................................ ................................54 9.8.4.1 G rant Record......................................................................... .................................54 9.8.5 Budget Issues................................................................................ .................................56 9.8.5.1 Budget Issue Record.............................................................. ................................56 10 GovMax System Ca pa bi lities ........................................................................ ................................58 10.1 Operating Budget, Budget Issues and Grants.......................................................................58 10.1.1 Default % of Change Enhancement...............................................................................59 10.2 Position Budgeting............................................................................... .................................65 10.2.1 Determining the Position's Budget in GovMax.............................................................65 10.2.2 Features a nd Benefits...................................................... .............................................66 10.3 Capital Projects .................. ....................................................... ............................................71 Collier County, Fl Page 3 of 135 September 24th, 2010 r,lldDax ~artTle,.s '" Sarasota County Government in assoCiation with &MethodFactory c::o~~;t '-"",,,,.,~>j en"," ..,'.'!~:;~ ,",,)!c..l'( -'._- --- 10.3.1 CIP History Budget Enhancement ................................................................................. 73 10.3.1.1 Current v5 Functionality ........................................................................................ 73 10.3.1.2 Descri ption of Changes.................................................... ..... ............... ..................78 10.3.1.3 Not Considered................................................................ ..... .................................85 11 Collier Cou nty Position Business Ru les........................................................ .................................86 11.1 GovMax Position Budgeting Crosswalk ................................................................................86 11.2 Fringe Types............................................................... ...........................................................86 11.3 Fringe Ca Iculation Matrix.................................................. ....................................................87 11.4 Position Types........................................................ ......... ......................................................88 11.5 Position Budget Matrix............................................... ..........................................................88 12 Security Features.......................................... ........ ............ ............................................................89 12.1 Security Overview............................... ........ .......................................................................... 89 12.2 Collier County Security Role Matrix......................................................................................93 13 System Data Excha nge.............................. ............ ................................... .....................................95 13.1 Budget Import Templates................... ......... ......................................................................... 95 13.1.1 Fi na ncia I Data 1m port...... ..... ............... .......................................................................... 95 13.1.2 Payroll Data Import .......................................................................................................95 13.1.2.1 Position Record Update .................................. ............ ................................ ........... 95 13.1.2.2 Position Fringe Update ..........................................................................................97 13.1.2.3 Position Budget Split Update.................................................................................97 13.1.2.4 Pay Grade Import........................ ....... ................................................. ................... 98 13.1.3 Custom Imports (Appendix 'E' - Discretionary Support) ..............................................98 13.2 Budget Exports Templates. ........................ ........................................................ ................... 99 13.2.1 Standard Budget Export ..............................................................................................100 13.2.2 Detail Item Budget Export...........................................................................................101 13.2.3 Custom Exports (Appendix 'E' - Discretionary Support).............................................101 13.2.3.1 Expenditures and Revenues ................................................................................102 13.2.3.2 Expenditures Only......................... ........................................ ...............................102 13.2.3.3 Revenues Only.. ................................................................ ................................. ..103 Collier County, Fl Page 4 of 135 September 24th, 2010 r,ndDax ~rt'Je,.s '" Sarasota County Government in association with &MethodFactory ~:_::o";~;,.,..-,,,,~,l :."><~ .,'" ,';.:J' ;';', :!.~" 13.2.3.4 Ca pita I Projects................................................................. .................................. .103 14 Outcome Based Budgeting.................................................................. ...................................... .104 15 Reporti ng ............. ................................................................................... ................................... .105 15.1 Reporting Overview......................................................................... .................................. .105 15.2 Features and Benefits.................................................................... .................................... .106 15.3 GovMax Base Reports................................................................ ..... ................................... .106 15.4 Budget Document (Appendix 'B' - GovMax Implementation Costs) .................................110 15.5 Custom Report Requests (Appendix 'D' - Discretionary Support) .....................................111 16 System Requirements.......................................................................... ..... ................................. .112 17 Hosting Infrastructure....................................................................... ........................................ .113 18 Ad-Hoc Reporti ng ............................................................................... ....................................... .114 19 System Administrator Training............................................................... ................................... .116 19.1 Overview................................................................................... ......................................... .116 19.2 Sample System Administrator Training Agenda .................................................................116 20 Optional End-User Trai ni ng ....................................................... ..... ........................................... .120 20.1 Overview...................................................................................... ...................................... .120 21 Follow-on support..................................................................... ................................................ .122 21.1 Extended Annual Support (Appendix '(' - Extended Annual Support) ..............................122 21.2 Discretionary Support (Appendix 'D' - Discretionary Support)..........................................122 21.3 Appendix 'A' - Statement of Work .....................................................................................123 21.5 Appendix 'B' -Implementation Cost..................................................................................124 21.6 Appendix '(' - Extended Annual Support...........................................................................127 21.7 Appendix 'D' - Discretionary Support ................................................................................130 21.8 Appendix 'E' - GovMax Enhancements ..............................................................................133 Collier County, Fl Page 5 of 135 September 24th, 2010 r,llvIDax ~a"'Tle,.s '" Sarasota County Government in association with &MethodFactory ~::~h~~ ,""'"l"',e_l ~~-;~l~~~'t ~~:~ --._-- 1 Introduction 1.1 Reader Guidelines You, as a reviewer of this document, and a stakeholder in this project, have a responsibility to carefully review this document. It is critically important that the reader understands that this document is the complete, definitive, and exclusive definition of this implementation effort, and that by initialing this document, the reader acknowledges that fact. If the reader is aware of any other features, processes, procedures or efforts that need to be included in this effort, it is his or her responsibility to make the author aware of these so the document can be updated prior to finalization. If the reader does not understand, or is unclear on any aspect of the effort described in this document, it is his or her responsibility to discuss those points with the author and ensure that the appropriate sections are suitably clarified before this document is finalized. Please Initial: --'---'lA~,-- ATTEST:.. .' '/. DWI~,,'~, ,.,CK,C(E,.~ .( ~~ .',' ",~~~L -Oe~tyqlll~;:: ,', AtUft... te-Cl\tt~ " . i9f\IWo 'QI!. i. ' "'''; .. .. J . ~' Collier County, Fl Page 6 of 135 September 24th, 2010 ~~~g.~ Sarasota County Government '" in association with &MethodFactory :~: h:" .",."--",,s.,j :~~:~ 'U~!t~'t~':'~ 1.2 Document Purpose This document details the GovMax VS implementation plan for Collier County. 1.3 Revision History Date Author(s) Version Comments June 2Sth, 2010 Scott Auer 1.0 Draft Need to review section 10.2.2 to determine if the feature/enhancements documented there are required for the implementation of GovMax v5. Need to discuss section 9.5. This was brought over from the earlier planning engagement and I want to know if (1) the Sls are still valid and (2) what business rules will need to be changed for any of the budget documents or custom reports. July 30th, 2010 Scott Auer 1.1 Added additional custom report requests. Updated the Position GMIE requires. Added the feature/enhancement for managing CIP history within the CIP workspace (v4 customization). August 3'., Scott Auer 1.2 Updated Position import file formats 2010 based on 8/3 conference call. Clarified section 7.3 Milestone Delivery Definitions. Added Pay Grade import file format to Collier County, Fl Page 7 of 135 September 24th, 2010 ~~g.~ Sarasota County Government '" in association with &MethodFactory ~::~~!i! ',,,.. .:;>:,~ ,j "-"',, . ,.., ~':":.'~ V'J!..~" section 13.1.6. Updated document based on word doc provided by Susan U. titled "changes to SOW v1.1.docx". th Scott Auer 1.3 Updated section 8. August 26 , 2010 Added Default % Change enhancement section 10.1.1. Removed the CIP GMIE tool development. Collier County will use the v5 CIP import templates. September 2"d, Scott Auer 1.4 Updated 'Estimate' language in title 2010 headers to 'Fixed Price'. Added language as requested to pg 12. Updated Milestone % invoice as requested on pg. 114. Updated Budget Document delivery date to 12/16 as requested. Updated pg 116 to show 3.0% as requested. Provided 25% discount to 1st year Extended Annual Support. Added following defect definition to pg 20, The term "Defect" shall mean an error or omission that does not meet the requirements as defined in this document; Collier County GMS Implementation Plan vl.4.PDF. Added additional Acceptance language to Section 8 to cover the agreed to Collier County, Fl Page 8 of 135 September 24th, 2010 r,ndDax ~rtTle,.s '" Sarasota County Government in association WltI, &MethodFactory ~\"~!t"''''.;'"f.".;,j ,...,,,t .,-o,!~:'" ,.",3;-l! -._--- enhancements. September 3'd, Scott Auer 1.5 Updated document based on email from 2010 Susan U. on 9/2. September Scott Auer 1.5 Updated milestone dates per new start 24th 2010 date. , Collier County, Fl Page 9 of 135 September 24th, 2010 r,nvrnax ~,.me,.s '" Sarasota county Government in association widl &MethodFactory ~:;~\;t ;.",..,~,~-j ,"",", . ,.., ~':~, ;,",J;...\' 2 Housekeeping The following section outlines the stakeholders responsible for Collier County GovMax 5 implementation. 2.1 Executive Sponsor The following person(s) are listed at the executive sponsor for the implementation. 1. Executive Sponsor ............... Mark Isackson 2.2 Budget Shop POCs The following person(s) are listed as the persons of contact within the budget shop for implementation. Each area should have a single person with subject matter expertise and decision making authority. During the implementation, these individuals must be available to answer questions, provide insight and validate business rules. If any individual is not able to commit to the project timeline, another point of contact should be appointed. An individual could serve as point of contact for one, or all areas. 1. Budget Manager ................. Susan Usher 2. IT ........................................ Tracey Payne 3. Operating ........................... Susan Usher 4. Capital................................ Susan Usher 5. Position Budgeting ............. Susan Usher Collier County, Fl Page 10 of 135 September 24th, 2010 ~~~m~,.~ Sarasota County Government '" in association with &MethodFactory 6. Performance Susan Usher 7. Reporting ........................... Susan Usher 8. Other................................... Susan Usher f..:,~~;!.'''.,;'Y.'~ .. ,,..m~ ",""J':'.: :_..J~-\'f Collier County, Fl Page 11 of 135 September 24th, 2010 r,llvIDax ~a"'TJe,.s '" Sarasota County Government in association with &MethodFactory (~h;,!"""-.p'3.j "..>y'~ ',..,~,:" ;"', I,_~ t. .---.- 3 Implementation Overview GovMax version 5.0 is designed with a flexible yet integrated system architecture that allows for cascading-down of organizational priorities, and rolling -up of measures, expenditures and FTEs to deliver a transparent view of how organizational resources are aligned for the betterment of the community. This balance of flexibility and functionality is a double-edged sword, however, requires that we, as the application administrators, have a precise understanding of your current organizational, financial, and performance structures. Throughout the implementation process, we will call on you and your people to answer questions, supply data and confirm business rules. Delays in responses to inquiries from the implementation team will cause one-for-one slippage of the go-live date. Incomplete or inaccurate responses to requests for data and organizational business rules will result in slippage of the scheduled go-live date and/or rework that will adversely impact the estimated budget. It is critical that the reader understands that this implementation proposal is exclusive of any services not explicitly defined in this document, including; application hosting, budget management consulting, ad hoc support, custom report development (not defined in the 'Reporting' section of this document) and any other services related to the on-going maintenance and operation of the software. If for whatever reason you believe at any time, that any aspect of the project may be at risk, please immediately contact Steve Walter at (888) 345-2699, or via. Cell at (941) 809-0907. Please Initia;;twL ATTEST: " " ~K~~ O~ilty Ollilrk '. . ..; " --i Attest ,.~~'Ch.l~' 'S' ~19n.turll Ol(,.u .." Collier County, Fl Page 12 of 135 September 24th, 2010 ~~mg.~ Sarasota County Government '" in association with '&MethodFactory ~~:,.~j!,! /,,,,.'?" ~-j !,.",,. . .,.., ~:":', ,"', ~"Jj , 4 Risk Mitigation MethodFactory undertakes an active issue and risk management process within its Delivery Management practice. As such, we have outlined our initial assessment of potential risks and mitigation strategies to reduce the likelihood that those risks events will occur and create an adverse impact on the project. Because we cannot eliminate all risk, we have suggested that Collier County establish Contingency and Management Reserve funds to account for the unknown. Key Risk Mitigation Strategy Availability of resources and A schedule of key resources, their availability, contact details as key stakeholders. required and processes for approval need to be put in place and stringently adhered to. Any significant delays in decision making or feedback will cause the milestones to slip. System Dependencies Successful implementation as specified in this document depends upon application interfaces with Collier County HR and Finance systems. Any lack of responsiveness from Collier County subject matter experts (SMEs) will put project at risk. System Data Exchange Successful deployment of GovMax as defined in this implementation specification requires that Collier County provide multiple data import files based on the agreed upon import file format. If for whatever reason Collier County is unable to provide import files as specified MethodFactory can provide data manipulation services as a supplemental statement of work. Internet Bandwidth MethodFactory is delivered in a software as a service (SasS) model. Accordingly, inadequate internet bandwidth will impact system performance. Collier County will be responsible for provisioning sufficient internet bandwidth based upon number of users accessing the system. load Testing None - not included in this statement of work. Deploy to client environment None - does not apply to this statement of work. Deployment for GovMax is done within Sarasota County Hosting environment. Documentation This engagement includes GovMax System Administration guide and pre-populated on-line help written in generic language (not specific to Collier County vocabulary/organizational structure). Additional documentation may be provided via discretionary support request if Collier County requires additional documentation. Collier County, Fl Page 13 of 135 September 24th, 2010 r,lldDax ~artne,.s '" Sarasota County Government in association with &MethodFactory ~\~~i I,,,--;-r..,~.. i,~:>:11 ";,,,:0:;: ;0.-0; Training As per this implementation MethodFactory will provide 2 days of administrative training (Milestone #6) at MethodFactory offices in Sarasota Florida. Additional training may be provided via discretionary support request if Collier County requires additional training. Graphic Design None - not included in this statement of work. Timeline The requirements of the project dictate that the implementation will continue uninterrupted from kick-off through delivery. Any interruption (for whatever reason) will cause slippage in the delivery date. Co-Development None - not included in this statement of work. Client Dependencies Deliverables/dependencies that have been defined within this statement of work will be documented in the Ad-Hoc Task web part of the project extra net. Each client task will be assigned a client side resource and due date. Missed deliverables may result in product timeline slippage. Changes to Design In the event Collier County for whatever reason chooses to deviate from the implementation specification defined in this statement of work MethodFactory is glad to accommodate these changes by a Change Order. Communication Method Factory will conduct weekly progress meetings with the County to review completed items, provide an overview of schedule, and outline risks and mitigation strategies. Contingency and Management Reserve It is recommended that Collier County make independent allowances for potential use in the form: . Contingency funds - To be used at Collier County'sdiscretion to contend with any adverse impact on project timeline or budget resulting from the possibility that any risk factors could affected on the project. . Management Reserve funds - To be used at Collier County's discretion to contend with the potential desire to fund the development of additional features or functionality not explicitly defined in the executed design. Based on the size and complexity of the SOW MethodFactory recommends an additional 10%-20% of the defined Total Effort is set aside to account for the unexpected. Collier County, Fl Page 14 of 135 September 24th, 2010 r"n dDax ~nne,.s '" Sarasota County Government in association with &MethodFactory ~::~".!; :c"--;r.'~.' :;'".!"l~.~'t'~C! 5 Cost Summary The following section outlines the implementation costs. Implementation B Implementation GovMax V5.0 Client Implementation. 490 $61,250 Cost One-time application configuration. B Budget Document One-time Budget document 250 $31,250 (Section 15.4 development. Budget Document) . Budget Document . Expenditure Summaries . Revenue Summaries . Position Summaries . Appropriation Summaries . Fund Budget Summaries . CIP Appropriation Plan Summary . CIP Project Descriptions . Budget Document - CIP B Financial and Custom imports based on v4 business 0 Included Position GMIE rules. B Budget Export Custom budget export development 0 Included Customizations for exports located in Administration I Fiscal Year I Budget Exports. . Expenditures and Revenues . Expenditures Only . Revenues Only . Capital Projects Total Fixed Price Estimate 740 $92,500 Collier County, Fl Page 15 of 135 September 24th, 2010 r,nvrnax ~,.me,.s '" Sarasota County Government in aSSDoation with &MethodFactory ~::~"!:!",,..-;r.',5J ';'):";L~'t!':}, Ancillary Services ~~~'1~;~. ~~;;',:7!;.,;","#;,;,j;<{, ;-- """':".:;C;',>i '". /',..<-,'. ,/" C Extended Annual Support D Discretionary Support* E Custom Report Development Collier County, Fl Periodic system updates, Access to the support portal, Technical support by phone and email, Project Management, logging, tracking, resolving and closing of service requests to the client's satisfaction. Up to 15 minutes of consulting assistance. (limitations apply) 1'; year one-time 25% discount applied to the $16,000 annual support cost. Estimated annual discretionary support allowance (T&M)* (limitations apply) This is only a recommendation. MethodFactory recommends 10%-20% contingency funds to be used at Collier County's discretion. Customization of 18 existing V5 report templates to include the Annualized budget and the new year's (Year 1) budget needs to be broken down into 2 columns, Current lOS and Expanded lOS. . Expenditure Service level Budget . Expenditure Service level Analysis . Revenue Service level Budget . Revenue Service level Analysis . Fund Proforma Summary . Fund Detail Proforma Summary . Fund Line Item Detail Proforma . Fund Service level Proforma Summary . Fund Transfer Proforma Page 16 of 135 N/A $12,000 120 $15,000 112 $14,000 September 24th, 2010 r,llvIDax ~a"me,.s '" Sarasota County Government In association With &MethodFactory ~::~h~:i.'''--r''~ .j :r}:<I~_~'ti':" . CIP Detail Sheets . Project Expenditure Budget Summary . Project Budget Proforma . Project Line Item Budget Proforma . CIP Expenditure Budget . CIP Means of Financing . Position Primary Org Code Budget Data . Position Salary Adjustments . Position Expenditure Budget Summary E CIP History This enhancement will add the ability 75 $9,375 Budget to manage CIP expenditure and Enhancement revenue history budgets from within the CIP module (section 10.3.1). E MERIT on MID This enhancement will add the ability 28 $3,500 Point to globally calculate the MERIT based Calculation on the Pay Grade Mid salary budget for Enhancement a Position. E Additive Start This enhancement will add the ability 24 $3,000 Date to allow for an additive budget to start Enhancement if the hire date passes the business requirement of "if you were here on or after XX, then you will receive... " E Default % This enhancement will provide the 36 $4,500 Change ability to set a default % change value Enhancement for out-year 2-5 when entering line Item Detail budgets. · Discretionary Support services may include: client requested custom data imports, custom data exports, budget document development, custom report development, additional end- user/administrator training, and development of the performance management architecture. Collier County, Fl Page 17 of 135 September 24th, 2010 r,nvrnax ~,.me,.s '" Sarasota County Government In association with &MethodFactory ~:r.''':.W'-:L,!,j ,.''''~ ~"m" ',." l':J~ ;.",);..'J( 6 Stages of Implementation The following section outlines the stages to implement GovMax V5 for Collier County. Pre- Implementation Planning Stage I. Stage II. Stage III. Setup Migration Acceptance DEV Q&A PRODUCTION Environment Environment Environment Invoicinl! Milestones Invoicinl! Milestones Invoicinl! Milestones Invoicinl! Milestones . Contracting (e.g. . Configuration of . load Account . Supplemental MSA, Hosting Development Details Data Manipulation agreement) Environment . System . Client Validation . Completion of the . Configure Base Administration and Acceptance of GovMax V5 System Orientation and Implementation Implementation . load 'look-up' On-Line Help Statement of Planning Document data Administrator Work . Configuration of Orientation and . Configuration of Staging (Testing) Training the Production Environment . Delivery of system environment . GovMax Base for final data . Warranty Period reports delivered validation and Begins acceptance. Collier County, Fl Page 18 of 135 September 24th, 2010 r,nvrnax ~,.me,.s '" Sarasota County Government in association with &MethodFactory ~::~~:':!:=';O:,:_j ~,.,."". . ,-., J':\; ;.",::..j./ -._--- 7 Target Timeline The following section provides the estimated timeline for the project. 7.1 Deliverables & Milestones stage I-lietup& CoI1fIsumIon Configuration of Development Environment Configure Base System load "look-up" data. Configuration of Staging Environment Stage II-Data MIgration & Training load Account Details. System Administration Orientation and On-Line Help Administrator Orientation and Training Delivery of system for validation and acceptance Stage III-Acceptance & Deployment Client Migration Validation (2-3 weeks) Supplemental Data Manipulation Client Acceptance of Implementation Statement of Work Configure and Deploy Production Environment Stage IV - Warranty Period 11/5 11/9 11/15 11/17 12/14 12/17 12/17 1/13 12/17-1/13 1/14 1/14 Warranty Period (30 days) 1/14 - 2/14 Collier County, Fl Page 19 of 135 September 24th, 2010 r,nvrnax ~,.me,.s '" Sarasota County Government in association With &MethodFactory Task Name COL2010_02A GM51mplementation Plan 8J PM!Reserve!Holdbock ~] Execution :=' GovMax V5 Implementation ''::J #0 - Pre-Implementltion Planning Development of the v5 Migration Planning ODeD GovMax v5 Migration SCNV Review Fin.lize Contracting (e,g. MSA, Hosting agreement) start GovMax 1,15 Migration [~ Customizations Financial GMIE Budget Exports Default % of Change Enhancment CIP History Budget Enhancement Additive start Date Enhancement MERIT calculation Enhancement Configure Development Environment ~ Configure Base System GovM.x v4 FY 2011-2014 Datab.se Provided 8-J Load "Iook-UI)"' data ~ Configure Staging Environment Client Validation of "look_up" data Stage 1 Invoicing Milestone (20%) !:+] Load Account Details [::1 Administrator Orientation and Training Training Preparation System Administrator Orientation and TraIning stage II Invoicing Miles.tone (40%) l*; Data Manipulation Client Validation and Acceptance f::: Configure Production Environment Deployment to Production Server Validation of Environment stage IIllnvo!cing Milestone (20%) Budget Analyst Training (Collier Responsible) Warranty Milestone (20%) COl2010_02B Budget Document Reports COl2010_04Custom Reports - - " , Collier County, Fl Page 20 of 135 S~="i!! ,.",;..,..,,~.. ~..,,,,,,, . '.'1>1":" ;.".. ~;...\ . Duration start Finish 145.25 days MOil 8..2'10 Fri 2125..11 18.88 days Fri 8!20!10 Wed 9!15!10 145.25 days MOil 8..2,'10 Fri 2..25!11 145.25 days MOil 8..2!10 Fri 2..25'11 S3 days MOil 8,,2..'10 Wed 10!13..10 2 wks Mon 812/1 0 Fri 8/13/1 0 3 days Mon 8/16/1 0 Wed 8/18/1 0 3,5 wks Mon 9120/1 0 Wed 1 0/13/1 0 1 day Wed 10/13/10 Wed 10/13/10 45.38 <lays Th1l10,'14!10 MOil 12..20,'10 24 hrs Fri 10/15/1 0 Wed 10120/1 0 24 hr. Wed 10120/1 0 Tue 10128/1 0 4.5 d.ys Tue 10128/10 Tue 1112/10 75 hrs Thu 10/14/10 Wed 1113/10 24 hrs Mon 1216/1 0 Mon 12/13/1 0 26 hrs Mon 12/13/1 0 Mon 12120/1 0 6 hrs Thu 1114/10 Fri 1115/10 2.38 days Fri 11!5!10 TlIe 11.."10 1 day Mon 1118/10 Tue 1 UI/1 0 4-25 days TlIe 11..,,'10 MOil 11'15!10 2.25 days MOil 11!15!10 Wed 11!11!10 3 days Tue 11123/10 Mon 11129/10 o days Mon 11129/1 0 Mon 11129/1 0 18.5 days TlIe 11!16!10 TlIe 12,'14,'10 3 days TlIe 12'14'10 Fri 12,'11!10 8 hrs Tue 12/14/10 Wed 12/15/10 16hrs Wed12/15/10 Fri12/17/10 o days Fri 12/17/10 Fri 12/17/10 9.15 days Fri 12!11,'10 TlIe1!4!11 3.5wks FrI12/17/10 Thu 1/13/11 0.25 days Fri 1'14!11 Fri 1!14'11 2 hrs Fri 1/14/11 Fri 1/14/11 o hrs Fri 1/14/11 Fri 1/14/11 o d.ys FrI1/14/11 Fri 1/14/11 o days Fri1/14/11 Fri1/14/11 30 days Fri 1/14/11 Fri 2125/11 64 days Wed 12,'1,'10 Thll 3..3!11 24.69 days Tue 1!4,'11 MOil 2..1,11 ~r",~"".+ ' ., ',,<, ",.4 ."..;. _'~''''''"'.<'' J.._"..A..",...",._ ~..~'""~~. "...,..,/ ' September 24th, 2010 r"n dDax ~nTle,.s '" Sarasota County Government in association with &MethodFactory r.,::i!t,'l""l""~,i \:!~it~'t ~,:~, + Client will provide the data in the format(s) requested in this document prior to the milestone identified. The above described schedule of milestones and associated deliverables will be used for this project. In the absence of any specific deviations, provided in writing, to the deliverables defined in this implementation plan, final implementation plan delivery will occur on 3/3/2011. Any milestone related invoices will be issued upon the milestone delivery. Acceptance - The Services and/or Deliverables shall be deemed accepted in full by fifteen (15) days after the Delivery Date, unless Defect Notice is received from Customer on or before such fifteenth (15th) day. Upon receipt of such Defect Notice from Customer, MethodFactory shall review the asserted Defect to determine if the Defect is valid. If, in the reasonable professional judgment of MethodFactory, such Defect is valid, MethodFactory shall use its best efforts to correct the Defect and/or perform the Services (at no additional charge) for acceptance by Customer in accordance with the procedures set forth in this Section. If, in the reasonable professional judgment of MethodFactory, such Defect is not valid, MethodFactory shall submit to Customer a written explanation of the reasons why such asserted Defect is not valid. The written explanation of MethodFactory set forth herein shall be deemed accepted by Customer within ten (10) days after Customer's receipt of the written explanation, unless written objection to the written explanation is received from Customer on or before such tenth (10th) day. The failure of the parties to agree on the validity of the rejection of the Services and/or Deliverables shall be deemed a dispute and shall be resolved in accordance with this Agreement. Upon receipt of Defect Notice from Customer by MethodFactory as set forth above, the Services and/or Deliverables shall be deemed accepted by Customer except as to the Defect specified in the Defect Notice. The term "Defect" shall mean an error or omission that does not meet the requirements as defined in this document; Collier County GMS Implementation Plan v1.5.PDF. The term "Defect Notice" shall mean that certain written notice from Customer to MethodFactory identifying Defects. The term "Delivery Date" shall mean the date the Services are performed or Deliverables are delivered. It is important to note that Kev personnel from Collier County will not be available to work on GovMax on 10/23-10/28 and 11/12 to 11/22. The proiect plan and acceptance dates will work around these dates. Collier County, Fl Page 21 of 135 September 24th, 2010 r,nvrnax ~,.me,.s '" Sarasota County Government in association with &MethodFactory ~::,,~:o! ,""".-""t ,J '~';><iL~7'lo:" Samole Acceotance Document 1If\" " ," " '.' ." L,', ,'" ~:, 'P ('J Project Acceptance Short Title: GlNMax V5.0 Implementation Acceptance ProjectTttle: GovMax v51mplementation statement of Work: Design Document: po: Date Prepared: Descritltion: This letteristo acknowledgethalas of MethodFactory has delivered the application development project defined below with all specifiedfunctionalityin accordance with the planning design ,PDF documenland subsequent changes orders, The 30 day application defectwarranty begins on the date listed above, Outstandina Issues to be resolved: Additional Issues (included in the "Iannina desian document and notrecorded in the issue trackerl: Issue 10 Tttle Case status " '" ,,',,' , , , ," , :' ,:, ,:,,', , Acceotance: Title: By: Name: Date: Collier County, Fl Page 22 of 135 September 24th, 2010 ~~~~ Sarasota County Government '" in association with &MethodFactory 1::~h~~ ',,,..,,,,,~.j ,...."'" .,..,~:)~ ;.', l~,,-\.! 7.2 Services Provided by Sarasota County It is acknowledged that Client (Collier County) may enter into an agreement with Sarasota County for services related to its web-based budgeting application ("GovMax"). Client acknowledges and agrees that any such agreement with Sarasota County is independent of this Agreement. In the event Client experiences any service delivery or any other issues with the services provided by Sarasota County, this Agreement shall continue and shall not terminate and such issues shall not affect Clients obligations hereunder, including but not limited to, making timely payments as set forth in this Agreement. Notwithstanding anything in this Agreement to the contrary, MethodFactory does not warrant or make any representation as to the Budgeting Application functionality, its performance, use, or the results of its use. MethodFactory disclaims all warranties, express and implied, related to the GovMax including, but not limited to, the implied warranty of merchantability, quality of information and fitness for a particular purpose. Collier County, Fl Page 23 of 135 September 24th, 2010 r,lldDax ~artTJe,.s '" Sarasota County Government in association with &MethodFactory C:~~i;""i""~'''' ~"'>:!f .,...1 ,:,! ;.",J';..\.' 7.3 Milestone Delivery Definitions The following section documents what will be delivered to the client for each of the defined milestones. The target milestone dates below must be met in order to deliver the application in accordance to the target time line. 7.3.1 Stage I. - Setup & Configuration The following section describes the acceptance criteria for Stage I - Setup & Configuration. Configuration of Development Environment Collier County's GovMax V5 development environment is configured and accessible. Collier County specific system configuration (including the establishment of Collier County's navigation structure, base administrator accounts and site options as defined in Organizational Setup) will be completed. This environment is only available to MethodFactory GovMax development staff. Its purpose is to test and validate feature/enhancements and defects before being promoted to the client's GovMax Staging environment. Configure Base System A - Client Implementation Portal is configured and ready for use. MethodFactory and Client will be able to access GovMax V5 Share Point Implementation portal to communicate and store; milestones status, meeting notes, import files and any other files or communication used during implementation. B - Application Configuration MethodFactory will have the GovMax application configured based on the options as defined in Organizational Setup. At this point the users of the two named roles (Application Administrator and System Administrator) will be able to log into GovMax V5 development environment site options area only. Collier County, Fl Page 24 of 135 September 24th, 2010 r"rllvIDax ~a"",e,.s '" Sarasota County Government in assoCiation witi, &MethodFactOry ~~:,~~~ .-'.,~ '.~'~. ,j '.'"'''' . ,.., 1o:~~ :.', l!.~'f User's designated as System Administrators will be able to log into this environment under the System Administrator's credentials, however no data will have been migrated at this point. The status of each milestone is tracked within the project portal. The milestone statuses can be reviewed by clicking on the link titled 'Milestones'. load "look-up" data All client provided look-up data [e.g. line items objects, departments, business units, position additives, job classifications...] has been loaded into the development environment. The load "look-up" data milestone will be met when client provided "look-up" data has been successfully imported into the GMV5 development environment. The acceptance criteria can be confirmed by comparing the client provided "look-up" data (excel files) with the GMV5 table content (available for export via Settings> Customization > Data Export). The status of each "look-up" data table load is tracked within the project portal. The data load status can be reviewed by clicking on the link titled 'Data load Schedule'. Configuration of Staging Environment Collier County's GovMax V5 staging environment is configured and accessible. Collier County specific system configuration (including the establishment of Collier County's navigation structure, base administrator accounts and site options as defined in Organizational Setup) will be completed. Collier County, Fl Page 25 of 135 September 24th, 2010 r,nvrnax ~,.me,.s '" Sarasota County Government In aSSOciation with &MethodFactOry {,~:,!,."".,;<.,,~,t ,,.....,,, '," " !":~~ ,_', s~.,e 7.3.2 Stage II. - Data Migration & Training The following section describes the acceptance criteria for Stage 11- Data Migration & Training. Load Account Details All client provided implementation data [e.g. line items, positions, capital projects...] has been loaded into the development environment. This milestone will be met when client provided Account Detail data has been successfully imported into the GMVS development environment. The acceptance criteria can be confirmed by comparing the client provided Account Detail data (excel files) with the GMV5 table content (available for export via Settings> Customization > Data Export). The status of each Account Detail data table load is tracked within the project portal. The data load status can be reviewed by clicking on the link titled 'Data load Schedule'. System Administration Orientation and On-Line Help Administrator Orientation and Training After the account details have been successfully loaded MethodFactory will provide quick-start system administrator orientation for the purpose of familiarizing client designees with the core functionality of the application. The orientation will include hands-on access into all workspaces, as well as an in-depth discussion of system administered settings. The objective of the Client-side Application Administrator Orientation is to enable the client effectively identify data and application configuration issues. System Administrator Orientation and Training will occur on-site at MethodFactory's office in Sarasota, Florida. Client is responsible for travel, lodging, meals, and any other costs incurred. Refer to section "System Administrator Training" for additional details. Delivery of System for Validation and Acceptance The system has been delivered to the Collier County for final data validation and acceptance. Collier County, Fl Page 26 of 135 September 24th, 2010 r,nvrnax ~,.me,.s '" Sarasota County Government In association with &MethodFactOry ~~':!~ :,,::~;~~:.l ,.", ~,-& ~ 7.3.3 Stage III. - Acceptance & Deployment The following section describes the acceptance criteria for Stage III - Acceptance & Deployment. Client Validation and Acceptance of the Implementation Statement of Work During this milestone the client will sign-off that implementation is completed as described in the statement of work (COl201O_02 Collier County GovMax Client Implementation) and the V5 budget accurately reflects the data scripts/files provided for the implementation. Collier County's GovMax is ready for production use. This milestone is for the standard implementation of GovMax V5 and does not consider any custom report development. Supplemental Data Manipulation Within the scope of the GovMax V5 Implementation project (Appendix 'B' COl201O_02 GovMax Client Implementation), MethodFactory will perform the initial load of "look-up" and account detail data as a fixed-price element of this statement of work. The milestones of load 'look-up' data and load Account Details will have been met when each "look-up" and account detail table has been populated with the first set of data supplied by the client (see acceptance criteria in the load 'look-up' data and load Account Details milestones). At the client's request and based upon the variability inherent in data migration projects, supplemental data manipulation services are offered on a time and material basis following the initial loads and the achievement of the load 'look-up' data and load Account Details milestones. Data Manipulation consists of the process whereby MethodFactory will perform manual adjustments on the data, based on requirements/conditions identified by the client. The client will be responsible for funding the time and material statement of work in advance of project kick-off. Collier County, Fl Page 27 of 135 September 24th, 2010 r,lldDax ~artTle,.s '" Sarasota County Government in assoCiation with &MethodFactory :":k+"""'-'l""',~,l ,~,,:5: ,..,,,,~ -".,1.;" ,.", )!.~! Configure and Deploy Production Environment Collier County's GovMax V5 production environment is configured and populated with the staging environment data that was accepted as per the Client Acceptance milestone. Collier County specific system configuration (including the establishment of Collier County's reporting structure, base administrator account and site options as defined in the Organizational Setup section) will be completed. Collier County will have final determination for the 'go-live' date of their GovMax V5 implementation. 7.3.4 Stage IV. - Warranty The following section describes the acceptance criteria for Stage IV - Warranty. Warranty Period Begins All issues identified during the warranty period are to be logged in the Client Implementation Portal Ticket Tracker with Ticket Type of "Warranty." Tickets will be worked consistent with the defined issue management process. Issues found to be outside the scope documents identified above, will be reassigned as Ticket Type "Requires SOW/Change Order" and assigned back to client for disposition. Collier County, Fl Page 28 of 135 September 24th, 2010 r, Il 'ill) a x ~anTle,.s '" Sarasota County Government in assoCiation with &MethodFactOry 8 Acceptance Guidelines i~:,;~;! ".,....r<'~-,j ,~."''' '",,~\,! ;," _ ls..~ ~ The following section outlines the acceptance criteria for the Stage III Acceptance & Deployment of the Implementation Statement of Work. It is expected that there will be a small variance between GovMax v5 and v4 Position Budgets due to Rounding rule differences once GovMax v5 Position Recalculations are fully executed. MethodFactory will identify this overall position budget difference and provide to Collier County prior to acceptance testing. The GovMax reports that will serve as the validation destination is located at: Expenditure Detail Item Budget Expenditure Detail Item Budget Operating Expenditure Budget Operating Revenue Budget Fund Balance Revenue Detail Item Budget Fund Service level Proforma Personnel Service HE/Position Count Personnel Service Budget CIP Expenditures' Authorized Position Summary Position Line Item Budget CIP Expenditure Budget Summary CIP Revenues' Project Line Item Budget Performa Grant Expenditures Grant Revenues Grant Positions Budget Issues Expenditures Budget Issues Revenues Budget Issues Positions Grants Expenditures Grants Revenues Grants Positions Budget Issues Expenditures Budget Issues Revenues Budget Issues Positions Revenue Detail Item Budget Service level Fund Proforma Summary Position Summaries Position Line Item Budget CIP Expenditure Budget Summary Project Line Item Budget Performa Grant Expenditures Grant Revenues Grant Positions Budget Issues Expenditures Budget Issues Revenues Budget Issues Positions The acceptance of Stage III Acceptance & Deployment does not consider any custom or budget document development. . To provide the ability to validate CIP historical expenditure budgets FY 2010 Adopted, Amended and Annualized MethodFactory will provide Collier County with a data export from the CIP History table. Collier County, Fl Page 29 of 135 September 24th, 2010 r,llvIDax ~a"'Tle,.s '" Sarasota County Government in association with &MethodFactOry ~::~r.~;! leor ";>:,S,l ,:,.._',.~d':', ;';',~~! "----- 8.1 Requested Enhancements The following acceptance UAT scripts are the agreed to acceptance criteria for the requested Collier County GovMax v5 enhancements. CIP History Budget (Section 10.3.1) Enhancement The acceptance test will be performed in the FY 2011 database. The user will go to the CIP workspace and edit the CIP project. Test #1 (Expenditure) The user will select the Budget Items tab and then select the Expenditures tab. The user will edit a CIP budget detail record. The user will select the History tab. The user will enter CIP historical budgets for the detail. The user will Save their changes and go back to the Expenditures tab. The following columns will be visible to user within the Expenditures detail items grid. . FY 2009 Actual . FY 2010 Adopted . FY 2010 Amended . FY 2010 Actual . FY 2010 Encumbrances . FY 2010 Annualized The user will confirm the historical budgets they entered for the selected budget detail have been correctly saved and visible in the above columns. The user will confirm the FY 2009 Actual and FY 2010 Amended Project totals accurately reflect their changes. Collier County, Fl Page 30 of 135 September 24th, 2010 r,llvIDax ~a"'Tle,.s '" Sarasota County Government in assoCiation with &MethodFactOry MERIT on MID Point Calculation (Section 10.2.2) Enhancement {.~;!',""-;r.,!'-.j ,"I"~ ',...:c:", ;. " l~.~ ~ Test #2 (Revenue) The user will select the Budget Items tab and then select the Revenues tab. The user will edit a CIP budget detail record. The user will select the History tab. The user will enter CIP historical budgets for the detail. The user will Save their changes and go back to the Revenues tab. The following columns will be visible to user within the Revenues detail items grid. . FY 2009 Actual . FY 2010 Adopted . FY 2010 Amended . FY 2010 Actual . FY 2010 Encumbrances . FY 2010 Annualized The user will confirm the historical budgets they entered for the selected budget detail have been correctly saved and visible in the above columns. The user will confirm the FY 2009 Actual and FY 2010 Amended Project totals accurately reflect their changes. Test #1: A new 2% compounding MERIT additive will be created and added to a position with a FY 2011 budgeted Salary of $90,000. The position will have a Pay Grade assigned with the following Min/Mid/Max values: Min: $45,000 Mid: $50.000 Collier County, Fl Page 31 of 135 September 24th, 2010 ._~.____._^_'M'""_._'.' .__....-.-..n-' r,nvrnax ~,.me,.s '" Sarasota County Government in assoCiation with &MethodFactOry ~~:,~;,! ."""1-" ~., ~,..,>:" . ,-" ~~::.~ '.", i!,~'l Max: $100,000 The position will be recalculated and the expected FY 2011 MERIT budget will be $1,000 ($50,000x2% [MID point]). The $1,000 will be compounded into the FY 2012 Budgeted Salary FY 2011 Position Budget ($90,000+$1000)= $91,000 FY 2012 Position Starting Budget = $91,000 Test #2: A new 2% compounding MERIT additive will be created and added to a position with a FY 2011 budgeted Salary of $99,750. The position will have a Pay Grade assigned with the following Min/Mid/Max values: Min: $45,000 Mid: $50.000 Max: $100,000 The position will be recalculated and the expected FY 2011 MERIT budget will be $1,000 ($50,000x2% [MID point]). Only $250 will be compounded into the FY 2012 Budgeted Salary FY 2011 Position Budget ($99,750+$1000) = $100,750 FY 2012 Position Starting Budget = $100,000 Additive Start Date (Section MERIT and COLA are calculated from 10/1- 9/30 and not based on 10.2.2) Enhancement Hire Date. Test #1: A new COLA additive will be created and configured to only calculate if an employee was hired prior to 4/1/2010. The additive will be added to 2 positions with hire dates of 2/1/2010 and 8/1/2010. The user will recalculate each position. The position with the hire date of 2/1/2010 will have full COLA Collier County, Fl Page 32 of 135 September 24th, 2010 r,llvIDax ~a"'Tle,.s '" Sarasota County Government in assoCiation with &MethodFactOry :~: h,,j, 'i",--",,~..j ;_~:sc - 'U~iL~'~<' ... calculated for FY 2011 and FY 2012. The position with the hire date of 8/1/2010 will not have COLA calculated for FY 2011 but will get full COLA rate for FY 2012. Test #1: A new MERIT additive will be created and configured to only calculate if an employee was hired prior to 4/1/2010. I The additive will be added to 2 positions with hire dates of 2/1/2010 and 8/1/2010. The user will recalculate each position. The position with the hire date of 2/1/2010 will have full MERIT calculated for FY 2011 and FY 2012. The position with the hire date of 8/1/2010 will not have MERIT calculated for FY 2011 but will get full MERIT rate for FY 2012. Default % Change (Section The System Administrator will create a new % of Change Rate 10.1.1) Enhancement record within the Growth Rate lookup table. Within the application settings Site Options area the System Administrator will select this new rate entry as the Global % of Change rate and Save the selection. The System Administrator will go to the Account workspace and create a new Line Item Detail. Within the Budget tab the % of Change rate will be defaulted to the rate that was selected as the Global % of Change rate. Collier County, Fl Page 33 of 135 September 24th, 2010 ~~mg.~ Sarasota County Government '" in association with &MethodFactory ~::~":~ !,,,--,,,,~.j ~;~~;.~7' :c_! 8.2 V5 Position Calculations COLA COLA is only calculated on the Base Salary. Other Salary Additives are not included into the COLA calculation. COLA are calculated from 10/1- 9/30 and not based on Hire Date. Test #1: A new 2% compounding COLA additive will be created and added to a position with a FY 2011 budgeted Salary of $90,000. The position will have a Pay Grade assigned with the following Min/Mid/Max values: Min: $45,000 Mid: $50,000 Max: $100.000 The position will be recalculated and the expected FY 2011 COLA budget will be $1,800 ($90,000x2%). The $1,800 will be compounded into the FY 2012 Budgeted Salary FY 2011 Position Budget ($90,000+$1,800)= $91,800 FY 2012 Position Starting Budget = $91,800 Test #2: A new 2% compounding COLA additive will be created and added to a position with a FY 2011 budgeted Salary of $99,750. The position will have a Pay Grade assigned with the following Min/Mid/Max values: Min: $45,000 Mid: $50,000 , Max: $100.000 The position will be recalculated and the expected FY 2011 COLA budget will be $250 due to the $100,000 Max ceiling. Collier County, Fl Page 34 of 135 September 24th, 2010 ~~~g.~ Sarasota County Government '" in association with &MethodFactory ~:;t~!;t """';<-,!.l '::.:~il.~';"J:"::' FY 2011 Position Budget ($99,750+$250) = $100,000 FY 2012 Position Starting Budget = $100,000 COLA & MERIT COLA is onlv calculated on the Base Salary. Other Salary Additives are not included into the COLA calculation. MERIT and COLA are calculated from 10/1- 9/30 and not based on Hire Date. Test #1: A new 2% compounding COLA additive will be created and added to a position with a FY 2011 budgeted Salary of $90,000. A new 2% compounding MERIT additive will be created and added to a position with a FY 2011 budgeted Salary of $90,000. The position will have a Pay Grade assigned with the following Min/Mid/Max values: Min: $45,000 Mid: $50,000 Max: $100,000 The position will be recalculated and the expected FY 2011 COLA budget will be $1,800 ($90,000x2%). The $1,800 will be compounded into the FY 2012 Budgeted Salary The position will be recalculated and the expected FY 2011 MERIT budget will be $1,000 ($50,000x2% [MID point]). The $1,000 will be compounded into the FY 2012 Budgeted Salary FY 2011 Position Budget ($90,000+$1,800+$1000)= $92,800 FY 2012 Position Starting Budget = $92,800 i Test #2: A new 2% compounding COLA additive will be created and added to a position with a FY 2011 budgeted Salary of $99,750. A new 2% compounding MERIT additive will be created and added Collier County, Fl Page 35 of 135 September 24th, 2010 r,nvrnax ~,.me,.s '" Sarasota County Government in assOciation with &MethodFactory {"".!;!:",.,,,,'!,l :,'ox" -,-., J~:}, ;,', J!.~ ( to a position with a FY 2011 budgeted Salary of $99,750. The position will have a Pay Grade assigned with the following Min/Mid/Max values: Min: $45,000 Mid: $50,000 Max: $100,000 The position will be recalculated and the expected FY 2011 COLA budget will be $250 due to the $100,000 Max ceiling. The position will be recalculated and the expected FY 2011 MERIT budget will be $1,000 ($50,000x2% [MID point]). FY 2011 Position Budget ($99,750+$250+$1000) = $101,250 FY 2012 Position Starting Budget = $100,000 Mert and MerE Test #1: A new 2% compounding Mert additive will be created and added to a Non-Union position with a FY 2011 budgeted Salary of $90,000. A Non-Union position # will be provided by Collier County for testing. The position will have a Pay Grade assigned with the following Min/Mid/Max values: Min: $45,000 Mid: S50.000 Max: $100,000 The position will be recalculated and the expected FY 2011 Mert budget will be $1,000 ($50,000x2% [MID point]). The $1,000 will be compounded into the FY 2012 Budgeted Salary FY 2011 Position Budget ($90,000+$1000)= $91,000 FY 2012 Position Starting Budget = $91,000 Test #2: A new 2% compounding Mert additive will be created and added to a Non-Union position with a FY 2011 budgeted Salary of $99,750. Collier County, Fl Page 36 of 135 September 24th, 2010 r,lldDax ~ar,,,e,.s '" Sarasota County Government in association witl, &MethodFactory i::~i~ :,,,..;>:,~.j :.-",,.-,-..l';,' :.;", ~,~" Collier County, Fl The position will have a Pay Grade assigned with the following Min/Mid/Max values: Min: $45,000 Mid: $50.000 Max: $100,000 The position will be recalculated and the expected FY 2011 MERIT budget will be $1,000 ($50,000x2% [MID point]). Only $250 will be compounded into the FY 2012 Budgeted Salary FY 2011 Position Budget ($99,750+$1000) = $100,750 FY 2012 Position Starting Budget = $100,000 Test #3 and Test #4 Both Tests #1 & #2 will be repeated with the MerE additive but applied to a Union position. A Union position # will be provided by Collier County for testing. Page 37 of 135 September 24th, 2010 r,nvrnax ~,.me,.s '" Sarasota County Government in assoCiation with &MethodFactory ~:-:,,~i;t :<""'-"",~.j .:.~><~ . ,-" i-';~~ ;.'. !!~<I'l 9 Organizational Setup The following section outlines the organizational setup and configuration for Collier County GovMax V5 implementation. 9.1 Work Scope Navigation Structure The following section outlines the requested work scope navigation structure. This structure will be used to navigate to the desired cost center. Collier County Work Scope Navigation Structure: til_r .. ~",""._ -...-_':.1. 1 2 3 4 Business Center Business Unit Organization Code Account Object Business Center Business Unit Organization Code Account Object Collier County, Fl Page 38 of 135 September 24th, 2010 r,nvrnax ~,.me,.s '" Sarasota County Government in association with &MethodFactory i~_:,,~~;!"""-J'c+.~_l ,.",,,,,,, "'"I~:" ,.", l;.c~" - - - - - - . ~ - 9.2 Site Options The following section defines the default site options that will be configured for the new installation. . Annual Budget 1.2B . Operating Budget out years 5y (FY 2012-2015 will have the operating budgets forced to $0) . CIP Budget out years 5y . Budget Phases 5 . Budget Years Adopt 1y . Building Budget for FY Database 2011 (will setup FY 2012 database toward the end of January). Acceptance of the 2011 migrated database will occur prior to rolling the FY 2012 database. . What are your organization's Nearest dollar rounding rules: 0 All up 0 All down 0 Nearest dollar 0 Nearest 2 places 0 Other (please describe) . How many years of historical data No change from GM4 would you like to provide? . Number of Operating Service No change from GM4 levels you would like to maintain? . Number of Performance Service No change from GM4 levels you would like to maintain? . Budgeted Positions 2158 . Non-Budgeted Positions but need 0 to report FTE and/or Position Counts. . New Position Prefix New Collier County, Fl Page 39 of 135 September 24th, 2010 r,ndDax ~rtne,.s '" Sarasota County Government in assoCiation with &MethodFactory ;::,~i;!,..,,-"~..E.j ;,......',.,,:,:;; ;..,S!..;! 0 Calculates OT by Position (Yes/No) Yes 0 Minimum Fringe FTE 0.75 0 FICA Rate 0.062000 0 FICA Exclusion Ceiling $106,800 (all out years) 0 Medi-Care rate 0.014500 0 Workers Comp Factor 0 A factor of .6 would reduce the amount budgeted to 60% of the un-factored amount. A factor of 1.1 would cause a client to budget 10% more than the standard calculation would call for. 0 Vacancy Adjustment Factor 0.000000 0 Pay Periods 26 0 Hours per Pay Period 80 0 Calculate MERIT at MERIT date or Merit date start of each fiscal year? 0 Enforce Pay Grade Max limits? No 0 If yes, what is included in the enforcement: 0 MERIT 0 COLA 0 Salary Additives o Service Enhancements/Decision Y Packages/Budget Issues o Grants Y o Capital y o Performance Y Collier County performance structure includes narratives at the Business Center, Business Unit and a custom Program level. Objectives and Measures are maintained at the Program level. Collier County, Fl Page 40 of 135 September 24th, 2010 r,ndDax ~rtTle,.s '" Sarasota County Government In association with &MethodFactory ~::,~:'ft",,,,,?,,~.j \',.,:,,-~"~'/'1~:Y. 9.3 Budget Phases The following section describes the budget phases for Collier County and the corresponding calendar dates. Phase 1 Preliminary Budget Phase 2 Requested Budget Phase 3 Recommended Budget Phase 4 Proposed Budget Phase 5 Adopted Budget 9.4 Budget Calendar The following section shows the budget calendar for Collier County. May mid-June late-July Contact John to get GovMax ready for new fiscal year Upload audited actual rev/exp from last year Upload current FY rev/exp data Upload Personnel Information John & Susan in GovMax getting it ready for users Training Budget Policy, providing Board direction to staff governing the preparation of the new year's budget, Policy is adopted by BCC Upload current FY rev/exp data (usually after a Payroll) Depts. prepare & input budgets into GovMax Budget Analyst review and make changes to dept's budgets in GovMax Meetings with County Manager, Dept, and Budget office - using GovMax "Budget Document" pages BCC conducts budget workshop to review the proposed budget Tentative budget is adopted by BCC, incorporating workshop changes Prepare Resolutions for all the changes that need to be made to the Tentative budget (usually due to items approved by BCC in June & July Board meetings). Jan Jan Jan Jan Jan/Feb Feb late Feb Every 2 weeks Mar/Apr April August Collier County, Fl Page 41 of 135 September 24th, 2010 r,lldDax ~artTJe,.s '" Sarasota County Government In association with &MethodFactory ~:",... ."".,~-,,~-j "..,,:!: ,...",if',..,!,;}! ;", :lO_~., Early-Sept First Public Hearing Mid - Sept Final Public Hearing The weekend after Final Public Hearing, upload the budget into the weekend in Sept accounting system Oct 1 Accounting System "flips the switch" to activate the new year's budget 9.5 Service Levels The following section describes the service levels for Collier County. GovMax supports an unlimited number service levels but the assignment of a service level to the budget is solely managed by the Collier County. GovMax does not automatically assign service levels based on Collier County business rules. Sll Next year's budget - "Current los" service level - providing existing services, replacement of capital outlay items Next year's budget - "Current los" service level- providing existing services, replacement of capital outlay items Budget Issue - "Expanding" - something new, new position, new service, new program, expansion on something in existence, new capital outlay item (not a replacement) (no difference between Sl2 & Sl3 inV4.0) Budget Issue - tied to a capital Project item. Not being used at this time. Sl2 Sl3 Sl4 The info that was inputted into Operating or Position Control (not a Budget Issue) A place where Depts can input a piece of their budget here and if we need to cut the budget, these are the items that will be cut out of "Current los" Prepare a Budget Issue. Will show up under "Expanded los" On the program summary page (budget doc) this item will be displayed (continuation of existing level of service). Not being used at this time, but will be in the future (I guess that a Budget Issue will be required for this one too). Will show up under "Expanded los" On the program summary page (budget doc) this item will be displayed (operating impacts from capital projects). Collier County, Fl Page 42 of 135 September 24th, 2010 r,nvrnax ~,.me,.s '" Sarasota County Government In association with &MethodFactory {,,~i:!""...-;-r:,;..j e,'''''' ',' ,. !":~' ~',n..-3( 9.6 GovMax Operating Budget Crosswalk The following section describes the language crosswalk between Collier County and GovMax. None Same as v4 9.7 Load "Look-up" Data Migration File Formats The following section describes the look-up tables that will be migrated into GovMax v5. look up item (v4 name) Details to be brought over and drop down selections made 011 CocIes Number, Name, 8u5.iness Ctr, &M1eSS Ualt, Fund, If;\, Department, Proaram, Function, Org Code Status, tc:hecldlOl( if used in) tIP Project Number, Name, text, Show Net Balance (Yes/No) Number, Name Number, Name, Business Center Number, Name (not populated) Number, Name, text 1 I Funds Business Centers I Business Units Departments I Divisions PlVlrams ---i I I TFA Codes Number, Name ' Functions _- Number, Name-~------=--------- j Strategic Initiatives ____~~ not use_.,.________,___,_______ I', 8udget Issue Types Issue Type, Name . Scorecard Perspectives Do Not Use ' :;;::mance Measure Do not use -------- -- l Expenditure Object Codes Number, Name, Transfer to Fund, Account Major, Account ! .-.~--_.__...~..__...,'~..._-~,_.,_.,_._--.__."-.'._._-,-,-_.__._._,----~-_.~._~--_._--_.._-,~ Collier County, Fl Page 43 of 135 September 24th, 2010 r,nvrnax ~,.me,.s '" Sarasota County Government in association with &MethodFactory ~:,.~!!"'''-';''''~'' :.""" . ,.-" ~.:.,:.,! ,.', ~.~ ~ , I Expenditure Majors , Expenditure Minors Minor Number, Name Number Name ,,- '~--'-~~"-~-"-'~-~-'-~-----'-'--I ~ , , - 1 Revenue Object Codes Number, f4aITIe, Transfer from Fund, A<<ount Major, A<<ount Minor, Revenue-Iype, Revenue Factor Revenue Majors Number, Name ---------------1 Revenue Minors Number, Name Revenue Types Number, Name I .w__" Expel1$e CategOries Do not use - Revenue Summaries Do not use , , Job lAldpr Codes (Jl Codes) Number, Name, text, Org Code Alignment I All other "Jl xxx" Do not use i -_._..,..__.~-----,,-"---~"'---'~"-------'-~-' Classification Codes Number, name, pay plan, pay grade, retirement, life insurance, new-hire ~unt, full-time expaccount, parHlme exp account, Temporary exp account, otherexpaccount, OT expaccount. ~y Plans ____ Pay Grades I Salary Adjustments Name, Salary Adjustment , ,~__,__________ Num~r, "ame, M!,~, Mid, Mllxfor Annualllnd Hourly l Number, Name, Exp Object Code, Adjust Type, amounts and/or percentages ~ --i --'--' Worker's Comp We do not use - ign Retirement Plans Number, Name, Exp life Insurance Plans Number, Nllme, up Health Insurance Plans Number, Name, Exp - EEO Do not use - Position Budget Status Number, Name, (ap section 11.5 Positio made in v4 otherwi when testing calcul Oasslficatlon Groups Do not use. Project Activity Codes All are coded with a .~,--_..."..._--,_..__.__.._.._- Project SJatus All projects are to (we don't~se !~~f ore Object Code, percentages Object Code, percentages Object Code, flat rate pears to have been expanded in v5 - refer to n Budget Matrix, at a minimum, the selection se we will not be able to have similar results ations between v4 and v5) ctivitylOOO (wE!~on'!_lJsethis function) be coded Adopted, no matter what is in v4 unctio!).L________~______ I Project Types CIP Catetorles I CIP Category Types OPActMtIes ,_~I~_Distr!cts__~___ Names -----_._,---~-,-_._-_._--_....~-'_._---" Name, CIP Category Type Name ._---_._~._---~--,. Do not use Name Collier County, Fl Page 44 of 135 September 24th, 2010 r,nvrnax ~,.me,.s '" Sarasota County Government in association with &MethodFactory ~~1~~ "~,::~:~~'l ;.,.. :,..-1 ~ FUIldinICodes Funding Types FUIldinI Sources I '"",U"" SuI><I~, Grant Information I Budget Issues L,_,_._.~__._____,.__.,._ Collier County, Fl Do not use ._,~-_.- I Do not use ' Do_~ ,I Do not use Grant Number, Name, Business Unit, Business Center, Fund, l' Grant Administrator We do not have any in FY 2011. I set up 3 testing budget issues, I i ___ __bu!!~!l~.s~!..tt1.~m ue.v~~~~in:_ ____ , ,. ____.________ ___j Page 45 of 135 September 24th, 2010 ~~g.~ Sarasota County Government '" in association with &MethodFactory [~:~~!!''''r"",~ .l '.',><I,',.,;,!,:,. ;""J!_.o\'! 9.8 Load Account Details Data Migration File Formats The following section describes the Account Details tables that will be migrated into GovMax v5. 9.8.1 Revenues and Expenditures 9.8.1.1 Historical Budgets i =:t~de :::~~:=':::::. ' , I Busim!ss Unit code Part of the OI'gaf!~Q1lSl:r.ucture I ; Fund Code Part of the organization structure i I Une Item Object line Itemobj~ cpcle. I i Account Type (!;)xpenditure or (B)evenues. , If your file does not contain this column you can set the default value of this field value to either E or R but all the line items in your import file mu~t be of a single type. Number Money Money - detimal is based on your organization's busille$S rule"for number of decimals. Money Money Money Collier County, Fl Page 46 of 135 September 24th, 2010 r,ndDax ~rtTle,.s '" Sarasota County Government in association with &MethodFactory r::~'1!!i,,,..-;<,:,~.j t~~;,~;t!':":'! 9.8.1.2 Out-Year Budgets Details ... .. .. .. . . OrpnlzatkmCOde ' Partoftfle;~$tii)rtstr~~, '. ". ,",',. ..'. ',.',."',','. '." ,."'.' .... y Business Unit code Part of tbeorpnization structUi'l! I i Fund Code Part of the organization structure i I JLCode I I Grant Number i I Service Level I I Budget Issue Number ' I Une Item Object Line Item obj!lct code. I I Account Type (g)xpenditure or (.!!)evenues. · If your file does not contain this column you can set the default value of this field value to either E or R but all the line items in your import file must be of a single type. Une item detllil description. litem Descdption FY 2011 Budget -l I l , I FY ZOU 'Iludpt FY 2013 Budget FY 2014 8"lIsat FY 2015 Budget Number Number Number Number Number Collier County, Fl Page 47 of 135 September 24th, 2010 r,ndDax ~rt"e,.s '" Sarasota County Government in association wIN, &MethodFactOry :":~:oj. "'<y--p;,~,t ,..~~3: \...,,~ . ''''' J~:~~ "..,&-\., ,::~r ":::~en~<. ",'....,....",.'<>~:<l ~usin ess Unit Code Business Unit code of the project. Yes I i Project Status Code Project status code from the Project Status Yes ! , lookup table. I location ~:.:~~::~~~th'=~n :d~: ! Ranking Short text to allow organizations a place to , ! store Project Ranking criteria. Projectc.tepryCode Categorization code from CIP Category lookup table. Exatnple . Public Safety, Administration, Transportation. Project type from the Project Type lookup table. Example - Expansion, land Acquisition, Equipmen!, Replacement. Name of the design consultant. I DesfgnConsultant ! Project Manager I Construction Contractor Narr;;"(;fttUl'cc;;;StrUCtlOn contractor I Public Information Rep ! I :lnfGrmatkm i Project Description I Project RatIonale i Funding Strategy Budget Impact Comment ! Current Project Status Narrative for the current project status of ~__,_______.____ ___ _ _t~e~()rn~re~el1siv..e'Plal1:"'__ ,.____ 9.8.2 Capital Projects 9.8.2.1 Projects i Project Type Code Collier County, Fl No No Yes Yes No Name of the project manager. No No No Name of the public information representative. Emait of the public information representative. .. Narrative for the project description. No Yes Narrative for the project rationale. No No - Narrative for the funding strategy. Narrative for the budget impact. No No ---,---.-----.1 Page 48 of 135 September 24th, 2010 r"n dDax ~rtTle,.s '", .".... 'J'< '" Sarasota County Government in association with &MethodFactory ~:.:,,~li"''''~i'''"!d "'"",1,',,,,1':':;)' ;,', J:"~ ~ - C1E~ l=Ves, O=No No Comp Plan Reference Narrative for the comprehensive plan. No .- LOS CQnCurrency 1=Ves, O=No No , lMS No Growth 1=Yes, O=No No l=Yes, O=No No 1=Ves, O=No No Deficiency ~her i Budget Analyst ~Cl..IT1!""en!~_____ - Narrative for the budget analyst comments No '_..___-.-..J 9.8.2.2 CIP Districts District Code CIP District aligned to the project. Collier County, Fl Page 49 of 135 September 24th, 2010 r,ndDax ~rtTJe,.s '" Sarasota County Government in association with &MethodFactory :W:!o:"t "",',,-r.,~_j -:~,,:lC """'~ .'""~" '.', .'!"~ l: 9.8.2.3 CIP Revenues and Expenditures Part of the organliatlori structure I OI'pIIzatIon Code i JL Code i Service Level ! CIP Project Number ! OP Funcftng SoIJfte Code CIPRevenuE!s only CIP Expenditures only -^---- .---------.--.---... Une Item object code. (~)xpenditure or (B)evenues. If your file does not contain this column you can set the default value of this field value to either E or R but all the line items in your import file must be of a single type. Une item detail description. , i I , CIP Activity Code I Line Item Object Account Type i Itemlk=iptIon , , Appropriated To-Date i FY 2Ol18uctpt I , FY 2012 Budget I FY 2013 Budget i FY 2014 Budget , ! FY 2015 Budpt I ! FY 2016 Budget I FY 2017 Budpt r-- ; FY 2018 Budget i I FY 2019 Budlet I , FY 2020 Budget Number Number Number Number Number Number Number Number --_.._---_._-_._."._-<------~'--------- , , ---1 Number Number Collier County, Fl Page 50 of 135 September 24th, 2010 r,ndDax ~rtTle,.s '" Sarasota County Government in association with &MethodFactory t;~I~:~~::;~,;j 9.8.2.4 CIP Historical Budgets ! Business Center Code Part of the organization structure : , Business Unit code Part of the ~ti<ln structu~ I , Fund Code Part of the organization structure ! ~ JL Code ________ I I Service Level I CIP Project Number ---------- , CIP Funding Source Code CIP Revenues only i I CIP ActIvity Code Line Item Object I j CIP Expenditures only Li ne Item object code. c I Account Type (ilxpenditure or (B)evenues. I If your file does not contain this column you canseuhe ~lt I val~ of this field value to either.E or R butall thc!~ items ,In , I your import file must be of asi. type. , " Item Description Line item detail description. rFiSCaIy;ar--------~;;;~- , Adopted Money - decimal is based on your organization's business rule for number of decimals. r Amended Money i Actua I >--- I Encumbrances , i Annualized Money Money Money Collier County, Fl Page 51 of 135 September 24th, 2010 I~Number~~<iiWi"",>< '.,'"," ",',. '. ! ! Budget Status Values: : , , . l=Active 2=lnactive 3=Excluding Adjustments 4=Adjustments Only S=Excluding HE 6=Position Deleted 7=HE Only 8=OT Only i Bucf&eted HoutIy Money ; r,nvrnax ~,.me,.s 9.8.3 Position Control 9.8.3.1 Position Record Budgeted Salary ! Bud&..Type i L , Class i CostCenter , : Current HE r Currentl~ Hourly I Current Position i Current Salary Hire Date i Incumbent Job Title I Merit Date Position Standing '" Sarasota County Government in association with &MethodFactory ~~~~~l~ ;,,,._?,,~,, T..'!:"'.iL~'t ~~' Money Values: O=Salary 1=Hourly Job class code for the position. Home cost center fertile position Number up to 2 decimals Money . Value is required to be a number (no decimals). Money Short date The name of the incumbent ferUle position, The job title of the position. -,'--,._.-,--------- -----_.-- Short date Values: l=Recommended 2=Non-Funded "----- ,,---",_._+-_. ..-..--.-- -~---,_._.._,.. ......---.--.... .,,-- ---- ..-. ------~_.,----.""---_._..__..._--_.__....,-----~---,---......--. Collier County, Fl Page 52 of 135 September 24th, 2010 r,nvrnax ~,.me,.s '" Sarasota County Government in association with &MethodFactory il1~ ~:'~:~:,i ,,',J~.'H PositIon Status Values: l=Eldsting 2=New 3=Deleted Values: FT=Full-Time PT=Part-Time TP=Temporary Always use 1 Number I Position Type I Requil"es Recalculation I Scheduled Hours 1= , 1- Type Account Values: 1=Yes O=No Short date Line item object code used for the Salary and Wages budget. 9.8.3.2 Position Budget Split Cost Center Service Level The position split's cost center. Current service level of the position ,split. --j I Fiscal Year Fiscal year ~ SpIlt Percentage ---- Split % for U; above fiscal year. I Jl Code IBUdget Issue Number ---. ! Grant Number Collier County, Fl Page 53 of 135 September 24th, 2010 ~~mg.~ Sarasota County Government '" in associaNon with &MethodFactory :":.I"~.'."".>",'3'>1i s_~:!': \'};:!L~'t);':" 9.8.3.3 Position Additives/Fringes ~affetted~!f~. Additive Code The fringe/additive code assigned to the position. 9.8.3.4 Position Budget Number Number Number Number Number 9.8.4 Grants 9.8.4.1 Grant Record Grant Title Description Text ..,--'------'--_._--------------------, ,__!ext __ _ I Business Unit code ' ! Business Unit i I Fund ! Grant Administrator I Grant POC I POC Phone IPOCExt Fund code Text 1 I , l Grant point of contact Point of contact phone # Point of contact extension Collier County, Fl Page 54 of 135 September 24th, 2010 ~~g.~ Sarasota County Government '" in association with &MethodFactory ~~:,.~~ :.",..-;""e-,l 'U~L~'r~":'" r CFDA a___________ Federal A&ency CSFA Text Text Text state Alency I Other I Other Name , Application Date Rev. Text Text I I , I I j I 1 i , I I Text Date Award tetter Date Rev. Date Agreement Date Rcv. Sub-Grantee Date Rev. Date Date I =::;~~~~~---~~~~------------- I Application Finance Rcv. Date I Award Letter Finance. Rev. Date i Agreement Finance Rcv. Date ~ -------------- ------- ~~~b-Grantee Finance Rev. Date I Audit Report Fina~ce RC~~__~~~=-- Amendments Finance Rev. Date ~tart Date Date ~ose-out Date Date i End Date Date 1--------'------'-------_._------------------- I Reports Due Date Date I _~____._ ---------1 i , Fixed Assets Values: Undefined N/A Federal Owned State Owned County Owned City Owned Grantor Owned Other Collier County, Fl Page 55 of 135 September 24th, 2010 r,llvIDax ~a"me,.s '" Sarasota County Government In association With _MethodFactory {1t~i;!""-7,..~-j :...,,~ ',." ~.o;;" ;....,}'.....H I I ~ I , i I i ---j Aflowatlle AdmIn ChaI1e Grant-In-Aid Relmhursement Money Values: Undefined, Yes, No Values: Un4ef1ned, Yes, No Values: Undefined, Yes, No -.-.---..---------..----. Values: N/A, Cash, In-Kind [ :::ced Payment I Interest Due Expenditure Notes Revenue Notes Values: Undefined, Yes, No Match Notes Text Text Text Text I Comments ~r Comments Text 9.8.5 Budget Issues 9.8.5.1 Budget Issue Record I :~!t Irs..,,,,,,.,, ' U~ISSi1ii~be'r: .' ".." ..,',. ..>......." ',. I , Title ! I =:itiative Values: I , I Refer to the Strategic Initiative lookup table " Issue TYtle Values Refer to the IsSUe Type lookup table I Business Unit Business Unit code l Fund ---'Fund code i Budget Issues Admin/POC Text I .------.--.- ServIce Level I CIP Project CIP project number L____ ..~_"".._____ Collier County, Fl Page 56 of 135 September 24th, 2010 r,nvrnax 'fPi,rmers ~ . '" Sarasota County Government in association wid! &MethodFactory 1~,~~i~ ~'''''''T,,~.j :n><!o ','"K~, ;,", J;.~.f BllcIJ!tStlmas Values: Not.FUrided Recommended Text , State/Federal Mandates BenefIt$ andstratqlc Initiatives Organization Goals, Objectives, and Agreements Health and Safety Text Text Text ~ Conformance to I Industry/Professional Standards Offsetting Revenue/Cost Avoidance Consequences of Not Funding Text the Issue Equipment Requl-ms Text Budget Text I Recommendations/Comments L--____ _ m_.'~_"___U'"__'_'__" _.'0 Text Text Collier County, Fl Page 57 of 135 September 24th, 2010 ~~~M Sarasota County Government '" in association with &MethodFactory :~:":+:,.....~,~,j ~~::,;; ',..,j~::! ;,;"1!,"H 10 GovMax System Capabilities 10.1 Operating Budget, Budget Issues and Grants The following section outlines the features and benefits of the Operating Budget modules. C - Current Functionality A - Added functionality based on client requirements at no additional cost P - Planned functionality for future release at no additional cost $ - Can be added to proposed system for additional payment N - Cannot be accommodated Ability to configure the modules based on your organizational language and C structure. Ability to add detail to the line items. C Ability to export the final budget to the client's financial system. C Ability to add line item and line item detail narratives. C Ability to add custom attributes to line item and line item details. C Ability to exchange data with the client's financial system. C Manage the budget from across departments, funds, and cost centers. C Ability to group line item details together into a decision package. C Ability to manage Grants. C Ability to align resources to decision package. C Ability to manage planned reductions. C Ability to import internal service charges. C Ability to distribute budget percentages across a line item detail fiscal budget. C Ability to perform what-if scenarios through database archives. C Ability to view changes made by users. C Ability to upload documents. C Ability to manage historical budget data at the line item or line item detail. C Ability to manage the annualized or estimated line item budget. C Please provide details on Collier County specific requested functionality that you will require and is not outlined in the above functionality matrix. Net Cost A This is not an inputted field. Behind the scenes, GovMax calculates what this figure should be. This line "Net Cost (fund name)" is used on the Budget Collier County, Fl Page 58 of 135 September 24th, 2010 ~~mg.~ Sarasota County Government '" in association with &MethodFactory [~:,."i;!-'''''''7<,~,j "',lci>'n'!:'::~ ,.", s,'~" Document reports only. John allowed us to turn this field on or off, I Of....8IIoIl.. The General Fund (DOl) isthe largest operalingfund of the County_ It is used to account for all countywide ""..."",1 c"",..rnm"...1 ;>rli"jti,,~ "In" tOO ~t1nt"lnrt"rl nr;nrin~ll\I hI' <lei It:.I",..", t"v..., Tho ('nndit"tinn:>1 nff",r", 10111"1"" lookup / Organizational Code lookup / funds / click on a fund code / click on the "Fund Description" title / decide if you want a "net cost balancer" or not. Ability to set a default of the % change for the 2" out-year budget. $ >,'h',''''rabi" 1'1.'A" ':"!'II1!-'lrmi11+::rr.:t~&i:.i.il":''''" FY 2{l11 FY :l(I12 FY 2013 FY 2014 FY :t<I1S ~~ 10 ~ ~ ~ I"" 1:-' Ol,a<'l1'&: .fOO -00 -~ 00 10 '110 1000 At.ltll)~'~tn"I"nh ~.~ -,':D';"'l''''l1t -.~'.:"..: r -1-1-1-1 10.1.1 Default % of Change Enhancement Collier County has requested GovMax be enhanced to allow for them to determine the "% of Change" default value for years 2-5 when creating a new Detail item. In v4 when a user creates a new detail item Collier County had customization made to default year 2 as- 100.00. C~:,~.,.t,~bl", IIFA":'; 1:'7l.mI'~m1I+:T'!i:,~.~ '!'~'~ ,"::::~~ji:J~",~:" J '.~ "~'__'.~:'; ~.'" '.r .. _~ .,',"'"<. t1<~,~,,,J-",.""'~I~:'~'''''Y:J''I!~h:<_!;"?!,,,,... :,r.,~'-'~ ;ry:~. f!\r" To accomplish this enhancement and provide the greatest flexibility MethodFactory will develop a Growth Rate table which will allow Collier County to manage their Default % of Change value(s) that could be applied as a Global default to all objects or at the Organization Code level or on specific Object Codes. Collier County is requesting this be a global % Change of -100.00 for all objects. Collier County, Fl Page 59 of 135 September 24th, 2010 r,ndDax ~rtTle,.s '" Sarasota County Government In association with &MethodFactory r.,:.."I;! :,ty-1",~-j 'i.....""""..,,,;.,:;! ;,;"~-I'/ YeaI'2...."-100:W "'Q.OOO.tlO .'. '();()(f".' ' ! I L A new Site Options option will be added to the Budgeting Information tab of Collier County's v5 implementation that will allow for a new Details created to have the year 2 % of Change default to -100.00%. ~~ ~. ~ -, < Sit. O"'cms --...- Fiscal Year Information Budget InflJrmation Service LevellnfDrmation Posilioo InfllnnaticHl General Information ': WGltspace O~ior)S GME Continuous Fiscal Planning:. No v Budget Method:' Annually v. Current Budget Ph....:. Prehm~_~~ v Budgeting Out.Yea",;' 5 v Capital Out.Yea",:' 5 v Current Budget Period:" Update Budget Method: Create Ph.... Snopshot: Updote Budgeting Yea",: Monetary Rounding: Default % of Change Rate: [O~t~.~",,- I Update I I Create I Queued ODS vi I Update I I Nearest dollar v Historical Yel!ll"$ Vea' 2~J.l ()()O~~l Budgeting Yea",;' 2 v Capital YeBrs:* 2 v Performance Years:" 2 v ~ Required Fields I Apply II s... II Cancel I .... _.... ."".. ~ ""."~._"",,. " __'H. , <,~,?~","'"m~':"""",~~,- "._"-',' .1"'''''''''':''''''''',:0''' ",Y""'e''''"Y ,_-~"__,!:,,_,,,,"'70/_~'?"'~" To allow for a default % of Change rate at the Organization Code level the same option as above will be added to the Organization Code table. This setting will override the global setting in the Site Options. Collier County, Fl Page 60 of 135 September 24th, 2010 r,lldDax ~ar"Je,.s '" Sarasota County Government in assOCIation with &MethodFactory :":~'+:"'''l''','l-.j :.~:~ ,..."'.. ',.~, ~":~ :.', J!..~,! .----- Org Code: '100220-669 Org Code Name: Office Of Utility Regulation Business Unit: 0530 Regulation Fund: 669 Utility Fee Trust TFA: 539 Other Physical Environmen ., --- -,.,'---..-- Department: D Comm Developm,Div ., Division: 00000 NiA ., Program: 053020 Utility R8jl~lations Funo_ (669) Function: 53 Physical Environment ., FY 2009 History Org Code: 100220-669 FY 2010 History Org Cooe:' 100220-669 CIP proJec ts: 0 fw-.-.-----...-...., Org Code Status: ',,,ctiv~_,"'-! ., ., ., -----_._-----~ Default % of Change Rate:Year_~~-l~O-'~....i Do Not Allow Override to % of Change Rate: 0 I Cancel ] [ Subm. ] [ Reaet] I Delete] :""-_,""'_', _:"'.'? - ,"~ '''7':'"7'.'''' ..'--.","'""N-"'~""',r-.;,' >!<'.,,:~::"'-.'~""t~~:~':":,:,~S'li.:,. 'IT'?'.' :":'_A:"""fc:'":"::"",If,!..~;l,..,: '-O:f>Y""" ,-"",,".,""fW',,.,.,,... ":.~"':7" ~ ,.. -.""?- .'~' ".:;('v..'_,;'.'."""," ~,},,,,.^; The Do Not Allow Override to % of Change Rate option is provided to lock the % of Change from being modified when adding a new Detail. This option will only allow the user to enter a year 1 budget value and the % of Change set rate will provide the year 2-5 budget values. To allow for a default % of Change rate at the Object Code level the same option as above will be added to the Account Object Code table for Expenditures and Revenues. If there is a rate set here it will override the global and/or Organization Code rates. Collier County, Fl Page 61 of 135 September 24th, 2010 ~~~M Sarasota County Government '" in association with &MethodFactOry :~: ~,<t ',,.,,-.,,,,,~.j ':_"':~ - ';.~>= ',.,,~;.: ;_.,.....;~f Object Code: :634112 Object Code Name: [Hospitalization In Pati~~t-'~ L_~_...._.".___." _._.....____........_....._ ..__..__~...__.._.._ Transfer to Fund: NiA - Not a Transfer Account Account Major: 60 Operating Expense Account Minor: 600 Operatin~Expense Expense Category: NA Undefined .., Resource Summary: NA Undefined .., .., .., .., Default % of Change Rate: [y.;;,r[2~:i~():~~"=~ Do Not Allow Override to % of Change Rate: 0 Account Descri lion Do not allow new Detail Line Items: 0 Requires Mapping to Activity/Deliverable: 0 I ca.""11 ~ SUbmilj [ Resell [ Delete I .'. "'79":::'>._ =','. ~. ~<~ ',_ /(> ~~"f '~"'''''7.-:__..ry',_ ,__._I"LJ;J:'.';'~"'- _~. ,1",./. ',-'W',,','" -'i,-h., {ro'- .1","'" ,,'.' "0,,.., ,~ .",!,,'l;'-,'-."N:':T ,'~-'''.<A'_~~<_-'P__..<.~,...\~,,': ",.-.:n..~-.,_. .~~_...~(!'t'0<":,=<"",,,,'-v As with the Organization Code the Do Not Allow Override to % of Change Rate option is provided to lock the % of Change from being modified when adding a new Detail. This option will only allow the user to enter a year 1 budget value and the % of Change set rate will provide the year 2-5 budget values. When a Default % of Change rate is applied either as a global rate, at the organization level or at the account object level when a user either creates a new Detail or edits and Existing detail the In % of Change will be automatically set to the defaulted rate. Depending on the Do Not Allow Override to % of Change Rate setting the user mayor may not be able to change year 2-5 budget values. Collier County, Fl Page 62 of 135 September 24th, 2010 r"n dDax ~nTJe,.s '" Sarasota County Government in association With &MethodFactory ~~,:~h:,t /,'''- "?,,-!,.j ".t"'" . ,." !:..: ~~ '.',,"_-5f Business Center: Business Unit: Organization Code: Fund: Account Object: 12 - Communications 1230 - Communications Prod Oelivery 31240000 - Mail Distribution 001 - General Fund 500315. Computer Softwara &Consultants FY2011 o FY2012 FY 2013 FY Z014 Save II Delete I The final change of the enhancement will be a management panel that will allow for GovMax Administrators to apply the Default % of Change to the year 2-S budgets. This management function will allow for a change to be made to a % of Change default rate table and then automatically applied to all existing detail budgets. As an example if Collier County decides during the FY 2012 budget year they would like to budget for year 2 at -10% instead of -100% value. They would go into the Rate table and update the year 2 % Change rate from -100.00 to -10.00 and save the changes. Then come to this management panel and click the Apply % of Change Rates and all affected Detail items will automatically be readjusted based on the revised rate. Collier County, Fl Page 63 of 135 September 24th, 2010 r,llvIDax ~a,.",e,.s '" Sarasota County Government in ass0CJation with &MethodFactory ~~:,~~~;W-"",~.j \'_;~lL~'t:':':~ Apply % of Change Rates , , Automatically Apply % of Cha_ Rat.. to All DellliI b_ I Apply % of Change Rat.. II Cencel I Collier County, Fl Page 64 of 135 September 24th, 2010 r,llvIDax ~a,.,,,e,.s '" Sarasota County Government In association with &MethodFactory i~:.."i;t';W7~,~,j "..,,,, .,.~,!:';', ;,', t'!,~" 10.2 Position Budgeting Additives are the multipliers, flat rate and variable amounts that are combined to the base salary to produce the overall position budgets. Examples of additives include Life Insurance, Retirement, Merit, Cola, lump Sum amounts, Workers Comp, FICA, Medicare, lTD, etc. 10.2.1 Determining the Position's Budget in GovMax The following section outlines the order of operation that will be performed when determining the position's overall budget. It contains the business rules that apply to all additives, and explains their potential value types as well as their position in the overall calculation. Sequence 1 - Salary Composition This sequence step is responsible for adjusting the base salary before any fringe additives are added and any net totals are captured. The calculation of sub 1 generates base salary for the next fiscal year. The only adjustments allowed within sub 1 are as follows: CDcIe Ifame ~m~I' 1lI;l-' AaUlt ,t? 01 02 03 Merit Additive COLA Additive Salary Additive Yes Yes Yes Yes Yes Yes Yes Yes Yes Sequence 2 - Additive Composition This step will be responsible for calculating all additives that are dependent upon the salary calculated in Sub 1 (Base+MERIT+COlA+lump Sum+OT). Percentage Yes Flat Amount Yes Min. FTE Yes Include in FICA Yes Include in Over-time No Calculate only on Base Salary Yes Yes Yes Yes Yes No Yes Collier County, Fl Page 65 of 135 September 24th, 2010 r,nvrnax ~,.me,.s '" Sarasota County Government In association with &MethodFactory r.:~~?~ :,,,.",,,,~,j ";:;~;L~7'!":)' Fringe Additive - Employee compensation other than your wages, tips, and salaries, such as health insurance, life insurance, and pension plans. Most fringe benefits are deductible by the organization and are not included them in the employee's income. Non-Fringe Additive - Pension benefit contributions made by an employer that are not critical to the workers health and survival. Sequence 3 - Budget Accumulation This step will be responsible for capturing the additive and fringe totals and optionally performing calculations on those values. Code Name. , , "~llll&e?c ' .~,Mlll_c 06 Net Fringe Additive Yes Yes' 07 Net Additive Yes Yes' 08 Net Salary Additive Yes No · While sub 2 should be responsible for adding flat amounts to the position's budget, they are available in step 3 as well so that negative values can be added to the final calculated additive totals, allowing a set number to be taken off the accumulated value. All positive flat amounts are encouraged to be placed within step 2. Net-Fringe Additive - This type of additive is a multiple of the sum of Fringe and Fringe additives only. Net Additive - This type of additive is a multiple of the sum of Fringe and Non-Fringe additives only. Net Salary Additive - This type of additive (is a multiple of the sums from Sub 1 and Sub 2. Examples of this type of additive are FICA and Medicare. 10.2.2 Features and Benefits The following section outlines the features and benefits of the Position Budgeting module. C - Current Functionality A - Added functionality based on client requirements at no additional cost P - Planned functionality for future release at no additional cost $ - Can be added to proposed system for additional payment Collier County, Fl Page 66 of 135 September 24th, 2010 r,llvIDax ~a"'TJe,.s '" Sarasota County Government In association with &MethodFactory ~::~~!;.',,..-:;>:,,~,l ~..."'~ '",,~:,: .,', J:"~ ( N - Cannot be accommodated Ability to make global changes by Fringe Benefit, Bargaining Group, Pay Grade. C Ability to budget a position as Hourly or Salary. C MERIT fringe types are budgeted based on the positions Start Date. C Ability to budget fringes based on the Position's Start Date and MERIT Date. C Ability to budget by employee or position. C Ability to spread FTE allocations across multiple cost centers. C Modify variables and perform various what-if scenarios. C Modify assumptions and recalculate. C Ability to assign FTEs to Budget Issues or Service Enhancements. C Ability to assign FTEs to Grants. C Ability to track position history, employee history and related changes to FTE. C MERIT and COLA fringe types can be based on the Max position budget or the C assigned Pay Grade. Ability to budget fringes based on a minimum FTE requirement. C Ability to track position reduction labor costs. C Ability to align labor cost to the client's outcome based budgeting goals. C Ability to budget Over-Time labor costs on the position. C Ability to budget only a portion of the positions labor cost. C Ability to define custom attributes on the position record. C Ability to manage fringe budgets at the position. C Provides ability for compounding fringes type. C Multi-year budgeting of FICA rates. C Provides ability to budget fringes as a Pct of Salary, Flat Amount, Variable Flat C Amount, and Variable Pct of Salary. Ability to budget partial year or seasonal positions. C Ability to budget vacant positions. C Please provide details on Collier County specific requested functionality that you will require and is not outlined in the above functionality matrix. COLA - COLA is applied to person's salary, until the individual hits the Maximum C (last number in Pay Grade) in his Pay Grade, than it stops. Once at max, you no longer receive COLA. Merit (both kinds) - Merit, is applied to the Market Point of the individual's pay S grade (middle number in the Pay Grade). Since we do not use the 2nd thru 5th years in GovMax, we don't need to worry about the lump sum. BUT here in Collier, if you Collier County, Fl Page 67 of 135 September 24th, 2010 ~~g.~ Sarasota County Government '" in association with &MethodFactory ::,.~~;t/""'-;:<'5.J '-..""~ ""4'.'':'::'' ;,', t!.;~'~ are at or exceed Market Point, than your merit is a lump sum which does NOT get applied to your base salary. e.g.: if you are at Max and being paid $100,000 per yr, than the merit bonus will be paid to you, but next year, you will still be making $100,000 per yr. Def Comp - Currently in v4.0, if you are a part-time person, the def comp is C prorated based on the FTE. This must stop. If you are entitled to $500, than it shouldn't matter if you are FT (1.0 FTE) or PT (less than 1.0 FTE). Life ins - Currently in v4.0, life insurance is not being included in the FICA and medi C tax calculation. Def Comp - Currently in v4.0, the def comp is being included in the Sub 1 Sum C when retirement and life ins calculates. This should not happen. Def Comp (Salary Adjustment) - Currently in v4.0, OT is being included on def A compo This should not happen. To allow for v5 to balance to v4 position calculations MethodFactory will allow for v5 Salary Adjustments to be included or excluded from OT calculations. This is a $0 cost enhancement to GovMax v5. When the County gives out the COLA and merit raises, they usually have an "if you $ were here on XX date, then you will receive..." so if an employee passes the hire date test, they will get a raise and if his hire date is after the "if you were here on xx date", they will not receive a raise? The additive date will be universal or another way to say it, everyone will use the same "if you were here on xx date" for the test to see if they get a raise or not? OT - currently in v4.0, the COLA, merit and pay plan adj adds to the OT number and C places this large amount into account 514100. Collier County, Fl Page 68 of 135 September 24th, 2010 r,llvIDax ~a"'Tle,.s '" Sarasota County Government in association with &MethodFactory i~:,,~:.i!'''''''7<'\~.1 ",,><,,','.,,~l'! ;,', ~,.~.~ P05Ition:15OOO2003 Paramedic II (incI832 OThrs) CI45S:!30Ei05 ParamediC Ii (inc1832 01 Hrs) Incumbenl:IDisarm Concetla Status:IActive - .LCOOIe ........ -- ..- 144610-490 Em, '" ~9dlcalSe 512100 Re lJlar Salarl~.s 071001-10 00000 Sala -5000208J Dlsar 33,816 144610-490 EmerQencvMedicalSe 514100.. CNertime 071001-10 00000 OTSalary-500020830i 21,578 144610-490-- :Emer.9!!lcvMedicaISe. 519100_ Reserve-ForSaiary 071001-10, 00000 COLAAd-USlement-m= 1386 144610-4<;ici ime.~~Medicalse_. 519100 ~ese_rveF~rii!;;-ry: 971 OOf.l_0t= 00000 EMSMerrt erconlract-5., _ 676 144610-490 'Erne en MedlcaISe.. 519100. ReselVeForSala 071001-10 00000 pa PlanAdluslment-50 B5 144610-490 Em' '"' MadicalSe 52110,! SocialSecuri .., 071001-10 00000 FICA-500020B3 DiSatr.-,"= - 2230 144610-490 Em. '"' MedlcalSe 521100 SocialSecun.!tJ!ll1c ~;~~~~:~~t 00000 OTFlca-50002083~ 1338 144610-490 Em' '"' MedlcaiSe ~21100 S~o.cJal SecuntvMatc 00000 ~.~dlcarE!. :~.0_~Ql0.8} QLl- ~l! 1",-46-10-490 Em. '"' MedicalSe 5}1JP.q_ So_ci~J.Secun~ll1c 1071001-10t 00000 OTJ,,'edlc~re.500020BL.. 313 1~4610-490 Emer enc MedicalSe _~n~p.o. ~_eUr~ment Hiah Ha,_ 071001.10 00000 Relireme.nl__ 50.001_~83 - U18 144610-490 Em. '"' Medical S~ . 522200 ReUrementHi hHa 071001-10 00000 OTReti!..'":!!Ient-500q20 4631 144610-490 Em, '"' Medic~1 Se~_ 523150 Heallhlnsurante '071001-10 00000 Heallhlnsurance-5000___ : .____~.732 144610-490 Em' '"' MedicalSe 52316ll Life Insurance Short 071001-10 00000 ---Ufelnsur;nce-SOOO-20S.",'''r-'' 213 PU";'lllmtllld etfotilhl ..!LL!!J FY""" 84,247 FY2lJJll o '."1 f'f211O FY'3l11 o I 0 ~d~s O'Ian~log I FY2)12 o In the above example, each line item will print in the referred to account. Even if there are 4 line items referencing one account (see account 521100). Regular Salary $33,816 Divide by 2080 hours Multiply by 832 hours Multiply by 1.5 = $20,289.60 - this should be the OT Salary in account 514100 COLA; OT "base pay" $20,289.60 x 4.1% = $831.87 Merit; OT "base pay" $20,289.60 x 2.0% = $405.79 Pay Plan Adj; OT "base pay" $20,289.60 x .025% = $50.72 Total OT = $21,577.98 I would like GovMax to treat the OT postings like it does the Regular Salary postings, show all the components as follows: (it All can still post in the OT account, in pieces) 5141000T 5141000T 5141000T 5141000T OT Salary OT COLA Adjustment OT EMS Merit per contract OT Pay Plan Adjustment $20,289.60 $831.87 $405.79 $50.72 Collier County, Fl Page 69 of 135 September 24th, 2010 r,nvrnax ~,.me,.s '" Sarasota County Government in association with &MethodFactory ~~:,~~;! i.,,- 7"" ~.I -:,.,,,,, ',-":,:,, ;.".S!.-H "----- Than I can download the OT account and sort through the data to collect the dollar amounts in each of the pay increases. This type of information is needed on an annual basis by our Human Resources Dept. Collier County, Fl Page 70 of 135 September 24th, 2010 r,ndDax ~n"e,.s '" Sarasota County Government in assoCiation with &MethodFactory i~:~~i:1 :'''--r'~ ,j :..."""',,.,J":"! ;.',J!..H -._--- 10.3 Capital Projects The following section outlines the features and benefits of the Capital Project module. C - Current Functionality A - Added functionality based on client requirements at no additional cost P - Planned functionality for future release at no additional cost $ - Can be added to proposed system for additional payment N - Cannot be accommodated Ability to assign a unique number to the capital projects. C Ability to align CIP expenditures to activities. C Ability to budget CIP projects 5, 10, 15, 20 years out. C Ability to assign multiple funding sources. C Ability to align operating budget impacts to the CIP project. C Ability to upload a Site Map. C Ability to track CIP projects by district. C Ability to filter CIP projects by Project Manager, Fund, Category, Type, C Department and Division. Ability to import CIP data. C Ability to capture the CIP's Comprehensive Plan. C Ability to capture narrative information. C Please provide details on Collier County specific requested functionality that you will require and is not outlined in the above functionality matrix. Ability to view/manage project expenditure and revenue history within CIP workspace $ Collier County, Fl Page 71 of 135 September 24th, 2010 r,ndDax ~rtTJe,.s '" Sarasota County Government in association with &MethodFactory 1rn1il1l~..,."",,,~.I.JYI..,""n,,......,,,,I...~,,,n""""':!'II''''t~,,...".. ~._ r:x2!l'1 FY2012 FV2013 FY20'4 FY2015 100,000 iO '0 [0 10 100,000 ~o 0 : 0 !O :0 iO 0 '0 io ~ "nl!Jrlf''''f",',~"",rw,",'~7,r'_ .r.. ",p_ 'Y," Project' 31333. OJ>ll,;d;llgPmjoct 333 Actilflty:100Q.PrtlJ6ctBudge\ i OJaCOdil ~- ~. ~c.~ rtnI' ______ :"'Jlt1aAllllltilcl __ 63(980 j- mJ. ______0 _E5.2~; 6~Q9BO 333! '" 0 112,500, FYlOUlAiMNICI W.to~ 2,634!_ _, 2,700 ---3-~_ -- --302,900 ~._,--- /" ~, (m____ -;r',.' """ [][]QD ~;;l~;'''7 Adopted,MO,OOO Am@nd"d;305531 Esttm~t""O 8udgEted;:O orec~5ted:305600 Balance:'O ;:;1~,'" ~"~0 .:< ."'.~ .".,0/"4 ,'_'~"',~,'."f, .,., ,~)'!I,~,,~,,'"'''''Nf',i_'''''~';0''~''''' ProJect: Org Code: Revenue Code;' Item :!~r_~!~_~! _~_~,~~!_ CIP Funding Code :~!,!~~_-:..~~~~n~_~: JL Code: 000000000 NfA __nr JL Revenue Code :,_~JA _~,; Grant;' 00000 NJA v I Appropnated to Date::O FY 2010 Bud et Adopted ~~~O~OO() _ Forecasted KOOO.OO~::=Jl.08BOOI=-J , Pf2ll11B111l11'1 FY20'I2....... : -~ ~-~ ! .,,,.,.,..0;','<~~,,,,,,~,,,,:,,,,,, v FY2011 1088000 FY 2012 FY 2014 FY 2015 --r:--.---.--------......- ,0 :0 Revenue Uelall Item lIuu et<H t(e uests FY 2013 r- ,0 r ,0 I Cancell .;-.,.-..:""W7'''''t'.~'''--.~._".-'''.'' " _ ~.,.. .",..."v.~.,.~,,'."'.,~. .5...""""';''''''''' .,n S;o;lt.t'~,!I~:"!."".,:,.10r-. '.'f:""iB .,..,.~,,,,.:-~,~,,.-....,;~ Collier County, Fl Page 72 of 135 ~:.:,~is!"=-"i"',!j ';:;~iL~~~" ),:', .' .--' September 24th, 2010 ~~mg.~ Sarasota County Government '" in association with '&'MethodFactory :~:h'7 .'~"'-r,~.l c.-..;'!C ',:.!~!~...~\"I..:" 10.3.1 CIP History Budget Enhancement The following section outlines the work required to be accomplished to support the management of CIP historical budgets from within the v5 CIP module. 10.3.1.1 Current v5 Functionality Currently Capital Project Historical budgets are maintained in a CIP History lookup table. This table is separate to the Operation budget history. The following is the table format. Collier County, Fl Page 73 of 135 September 24th, 2010 ~~g.~ Sarasota County Government '" in association with &MethodFactOry [~:,,~i;! :"';--;-<';.1 '~:~~iL~~f" ::.:.::~~ F~ . .~~~~~:~--==- ..-....... ......... I Project Activity Optional ; [TYpe---" E or R (Expenditure or Revenue)------- I,' I Account Object Line item object --1 Account Description l~~e i~~:mOb;ect description I Fiscal Year I Appropriated To Date -..--------, I , Adopted i I Amended' ---------"--'-- I ! Actual t!~~mbrances I i Annualized v4 Forecast field value ! i JL Code Optional -------- I i Jl Object Code Optional I-------_._-_._-~._._-,._--,--,._._---- ,.---"---------- I JL Code Name Optional I i JL Object Code Name Optional I Orpnization Code ----------------------- i l I , Organization Code Name , Fund Code Fund Name ---r ! Business Center Business Center Name Business Unit Business Unit Name Notes Program Number Collier County, Fl Page 74 of 135 September 24th, 2010 r"n dDax ~rtTle,.s '" Sarasota County Government In association with &MethodFactory :-:","":,,,,,'p:.,~',, 1:.~~; ',...~,:" ,. :;'-'-1 l ! I :::::n I I AccountDetaiIRec~ID---- ! ~c~_st_o_m fie~~s> __ l ~_. ,._~~__~.._,._..___ ..,--.-J A user would navigation to the Capital Project lookup table to add or edit CIP historical budgets. , . " , , Calltal Projec1 L.ookups fi! EdIt Refresh LIst SuR:h Ftller [Dlsplay-N~;;;;--------~-----3 C------- -- ---------1 o Exact I Search 11 Rosetl I I JiJ CIP CBtegl)ry TYlJe CIP Category Types CIPCategoryType System CIPet JiJ CIPQislric1s CIPOistricts CIPOistricts System CIPDi JiJ CIPPr()gramActivity CIPProgramActivities CIPProgramAclivity System CIPPr JiJ Funding Code Funding Codes FUlldingCode System Fundil JiJ Funding Source Funding Sources FuodingSource System Fundil 1::1 FundingSub-Gl8ss Funding Sub-Classes FundingSubClass System Fundi! JiJ Funding Type Funding Types FundingType System Fundi! JiJ PrOject Activily Projec1Activrties ProjectActivity System Projec - JiJ Project Status Projec15tatu$es Pro.rectStatus System Projety < > Selecting the lookup table the user would be shown a grid all of the CIP historical budgets by Project. They can either search for details by providing a project number or create a new detail by selecting the 'New' button in the menu bar. Collier County, Fl Page 75 of 135 September 24th, 2010 r,nvrnax ~,.me,.s '" Sarasota County Government In association with &MethodFactory r.:~"?~! :",.. -"",!'. j :'.""iL~'f"!~" -._--- ~ " . - - ! ^, , Capital Project LookUps " Fiscal Year Description Acti\'e Service Le'.'el Pro-ject Number Furulino Cooe Project Acti'lity JLet.d 2011 land AcquiSition True PA1C10 7IJ01 ^ 2011 20.2a~Cmaq Funding "True P'T22CO ,. 2011 XFER FR 71l(}-PUBlIC FACIUTIESlCASH Tfue PP60DI] }S 2011 Consl of Recreational Facility irue PP!50DO 7107 2011 Transfers 20058 GO-12236S(tal) 'True PP4200 3E. 201t Future GO Bond Proceeds True SEES14 3:, 2011 XFERS 2009A VRA (5 ).6,QOO.DOQ} True PT1Q1Q 41 2011 Transfer from General FLJnd True PS4400 01 2011 Transfer from Generel Fund True PA1e10 01 2011 Lease/Purchase True PS4400 41 2011 ProfessionalSer'iices True PP42GD 6D03 2[J11 Prtlfessionsl Ser'/ices True PP40DO 6003 2011 Future GO Bond Proceeds True PP41 00 3~. ....._~~.~. ....~~.~~..~_~, I;"~_;'ih_ V < ) ChaBge page: < 1 ~ ~!.2 ~ I Displaying pa!iJ81 of5, items 1 to 100 of 415. Creating a new or editing an existing CIP historical budget the user would be presented with a list of text boxes that they would need to complete. Note: This information is only displayed in the CIP lookup workspace and reporting must be customized to report this budget data. Collier County, Fl Page 76 of 135 September 24th, 2010 r,nvrnax ~,.me,.s '" Sarasota County Government in association with &MethodFactory ~~:""i~;,t>.-.,,,,~.l ".."...,..,g:)! ;';', !'.~! . .. l?I;' It,';' _. ~"" '" ,,\ '0 "h,,,, ", Capital Project l..oekuPlt . .. I , , ~ . , " Description Service level Active Appropriated To Date Project Number Funding Code Project Activity Jl Code Jl Object Code Notel Type CUlIIom AllrIbute Account Description Fiscal Yeer Account Object Account Ob;ect Name Organization Code Organization Code Name Fund Name Fund Code Adopted Amended Actual i ~_~!1,~,_~_~_~_~~j~i~n Yes v .9490000 0000.00000000 PA1010 7001 ------------..-._.,,------ iF>.~r_c~~~~_ Q!, ~~!:I~ '2011 :7001 ip~rchase Of Land ~9Al021 'LAND FUND.COUNTY-PROFF [~.~n~r~I_~_~P!~almP~()j"~~_~~_f~n~ '300 '0. 00.0.0.0.0.0.0.0.0.0.0. ,0. 0.0.0.000000000 [OOOOOOOOQQOOO :0 000000000000 -'''"~-~'-79'-,,;:; .;:.:::-==--:...-~..-'-"--"H, '''' "_~"~,,w,,, ,_L .'e,er" """ ,_w_r"""'''-IfI!II!!!I'''' Encumbrances ",,','. """ Collier County, Fl Page 77 of 135 September 24th, 2010 r,llvIDax ~a"me,.s '" Sarasota County Government in assoCIation with &MethodFactory ~~~,,'::! ...."-7',,3.' ';:"~!L~7" l~:~~ 10.3.1.2 Description of Changes The following changes are proposed to allow for management of the CIP historical budgets from within the CIP module on a detail by detail basis similar to v4. The proposed changed is only for the CIP workspace. Change #1. Add Current and History Year 1 (e.g. for the FY 2012 database these years would be the FY 2011 Amended and FY 2010 Actual) to the Expenditure and Revenue budget items tabs. This change will allow the user to view the summed total expenditure or revenue CIP history budget from expenditure or revenue budget item work area. Collier County, Fl Page 78 of 135 September 24th, 2010 r,ndDax ~nTJe,.s '" Sarasota County Government in association with &MethodFactory :':':k~l,,,"=~,j ,,,,,,,;!(: ~ ,..._'",,~., ;"'.$~'f L1aIl~__ALW;_',!.l'j_! Filter by Project Activity Show All Budget Items v . '~ew E.!! fc:lll Delete E1 Include t::! Exrfudf' Organizatkl,n CDde Object Cede ObjeclKeme Ap.j:lropriated F'f2011 BUd!)eted ~ 85705930'::. 5DO~42 Central Service Charges MS8 " ~ 857S930!;, 500342 Central Ser~'ice Charges 5180 " ~ B!;,7693-0~ 500630 Imprcvements SAU}OO SO ~ ~ 85769300 SD-0342 Central Service Charges 52,IB2 " ~ 857693(}€. 500342 Cenlral Service Charges 55,BUB 50 ~ 85769306 SOlJoE.30 Improvements 5992,960 SO ,~ 85769307 5002.42 Central Service Charges $2,69B SO ~ 85769307 500630 Imorovements $747,302 SO ~ 8576930.8 500630 Improvements SO S1,7SrUlaC ~I ( v.., FY 2009 (Actual) FY 201 0 (Amended) o o 1,853.326 1,75lJ,()OO Appropl'flrted.. To-o.te FY2011 FY2012 FY2013 FY 2014 FY2015 Apply Unlike v4, v5 will display the current and history year 1 budget. Collier County, Fl Page 79 of 135 FV21112B~ F' " ^ so so so " " " $0 " v > t,. 0 0 t._ 0 0 0 0 S.... Cancel September 24th, 2010 ~~mg.~ Sarasota County Government '" in association wit}) &MethodFactory ~\~i:!,.,,..';o,,~.j ';:;:';;'~'t~.c:" project::JtJ}J -Ol>Elril_!in_~~r(lja~~3~J Acbvity:.1000. Pl'OjeclBudget _______n__ li~;~II.~;'-'.-;;,n~llTJir,'" I OfIeoft . --".c=- 'rund ............. fY2G'O~ FY2CltUlnllldlilll--'-fY201GF~ --'fYa1',1IllIIDIt fYlOU-..- i ti=j16~653-333==:ti349BOf3331____ _ ,.91. 27,@Qi_ __~~ ---.llQ9I. _----&-__----1-. '2 15fi53--<13 649960 333-1 -jL:_____ill2QQL-==J.91M.L~=_--302900r--~ l.!._.__-.c-.__... ~_. mOO !..i Irnm....."rr.""'",..I.I~OI:'1l1..T"."'-...,""....,'".."f1l1'lT:11:1T!i"~.n".". ~ FY2011 FY2012 FY2013 FY2014 FY2015 Estimate,iO 'tOO.OOO '0 '0 Budgeted:'O 100.000 0 0 8alance:O () :0 0 ~ ",!>,,__.~,-Jlt~P,I""""''''''T..,~_5''_'''''w,?,-~)".:"',~'W .~. """,,'.'" ,~11'l!';"~~"P~"."_"'",_"7<'1""fr;{Jj..,.,,,??,."!,f.J _.",,,.,,,".-,-,,,,~.._~ ,', i,m..",t."'''<'>'''~:<:r_''T''_",''',,,,"w.,',,,,,,,n.,'' :;: _...~I.ill_ 8~Tot. Adopted,.'4~OOO Amended, 305.531 Forecastect:305.600 Change #2: Add the Current fiscal year budgets (Adopted, Amended, Actual, Encumbrances and Annualized) and the History Year 1 Actual budget to the Expenditure and Revenues details grid. Refer to the accounts workspace as example. This change will allow the user view the historical budgets on each detail within the expenditure or revenue works paces. Collier County, Fl Page 80 of 135 September 24th, 2010 r,nvrnax ~,.mers '" Sarasota County Government In association with &MethodFactory ~~:~t;.:~",,,ni"" ~ ,j ~~~~.~';~'i:'::' $~ $~ $~ $~ $~ $~ ~~1 ^ ~o $0 ~o ~o ~o $0 001 $0 $0 ~o ~o $0 SO 001 ~O ~O ~O $0 $0 $0 001 ~O ~O ~O ~O $0 ~O 001 $0 ~O $0 ~O SO ~O 001 ~O $0 ~O SO ~O ~O 001 ~O SO SO $0 ~O SO 001 ~O $0 ~O ~O SO ~O 001 SO ~O ~O ~O ~O SO 001 ~O ~O ~O ~O ~O ~O 001 ... < > Change page: < 1 ~~:!~tiZB:a1Q:=~ J Oi&pleyng page 1 of88S, iterM.1 to SO of 44214. The following is the v4 example. The FY 2010 Forecasted column represents the FY 2010 Annualized column in v5. PrOJ9C t; :}l~_J,J,',~~~!I,~~"~!~J~~~}J? Activity::tooo. Project Budget / fYlClt111lM111t fYZ01Z....... I --:'--100~- -~ ""- 0IIjICtc... 634980 6403980 .!i (][] [ill rnm...."".,"""I:."..I~;I.~m.~,.......""..."r.",,niTl'l'!1l:iTTi,,~,,;,,~,,,, ~ropi;llted FY2011 FY2012 FY 2013 FY ~4 FY 20Hi Estimate:iO------------ ]100000'- To __on --- 'il'o :0 8udgeted::O ;100000 '0 0 :0 0 Balance:!O 10:0 0 '0 ~ ~;'" _'''~'''''~'-' ,,~LJ '':'~.""''_'''_'''"''',~!!l:,!Jb,,,)!''r~:~~;'''., ,,''''1''1.''"'''''' '1'f.>,,,n""""'W'~~-,c:r"F"',!En~, iL~P,,~ q:~ l~ ""''"','. W:CO""w_ V""i' _JIo.~lill_ 8udgetTotlls Adopted: 140,000 Amended- 305,531 Forec<3sted,305liDO i;' Collier County, Fl Page 81 of 135 September 24th, 2010 r,nvrnax ~,.t;;e,.s '" Sarasota County Government in association wIth AA,.MethodFactOry i~:~~I:! :""'-in!,; ,.."'~ .,.,,~:;~ ;.', !~.-! f Change #3: Add a History tab to allow for management of the CIP history data on the Edit detail screen of the CIP workspace. CIP History budget will be managed Please select a project activity for this e the activity you are looking fur is not displayed go to the- project activities tab and align it to the project Project Activity:. 1001 - Central Service C~~'1Jes Replace-with h'l'ormati.oo and History tabs. Sele<::t the Budgeting Account to add the Expenditure Detai! Item Depllrtment: DIvloion: Or9'lnlzation Code:'"' Fund: Account Object:* 04 - Community Services 0499 - CapitallmprCMllT1ents Programs 85769305 - BlacktKJm Poin! Park Addition 390 . Capitallmprovernents 500342 ~ Central Service Charges Expenditure Detlllltem IQulck Setup) Deacripdon:. iFY2g10_CS~97!!7/2009~I~ad Selecting the History tab will display the Historical budgets for the detail. This page will show all historical years for the detail item. Also, the Encumbrance column will be added. Different from v4 the user will be able to manage the historical budgets for all History years of the detail. This will be decided based on the number of historical years maintained by v5. Collier County, Fl Page 82 of 135 September 24th, 2010 r,ndDax ~rtne,.s ~f' ".' '":' Sarasota County Government in association with &MethodFactory {,,~i:'''''-";''-"O.j ~,..>O . ,.., :.:..:;~ ;.', ~.,,! Adopted 800.000001 Amended ~-. ":l 471.050,00, Aclulli 000] AnnuaJized r 0,001 l _ _ __ ~ _..I , ", ,~, ", ,. '~;OW' ,~ I Apply II Save II Cancel ,:,:,-,..-:F'1""'"",o/",."..',,,? .\ '" 1f":f~~,."'\\'!7./'"'' ~<'1.'4--_',""~"",/~,"/7_!~~...'".,,,...../...,.':';_ '"<<""_0""'" ''"'.'~''''.:''''_'_<, "',_.',>' o ".,-..,-.t".f< I~ The following if the v4 example of the History management area. Only the current fiscal year is managed within v4. Collier County, Fl Page 83 of 135 September 24th, 2010 r,ndDax ~nTJe,.s '" Sarasota County Government in aS50ciarron with &MethodFactory :.:h:-t,'",.-:=!;" '--,~:!e - ,-,..,.,~ ',...,;";,, ;,', :~~.~ ProJect: Activity: Org Code: Object Code: Business Fund: Item Description: Pr(}!,,,,;:tcf'l,~~~El1~,", JL Code: 000000000 NIA v f ,-~~-,...-.-,' JL Object Code:,.NI~,_~..' Grant: 00000 NIA v Activity: NIA vi ,.__.._""~.,, Deliverable:: NlA vi Appropriated to Date:O FY 2010 Bud et FY 2011 FY 2012 FY 2013 FY 2015 o 0 0 I Cancel I ., '.,,-''''' :"A~.'''''~_''''_'~', "-'0' .,..w}?>:'....-.',~.,.. "'-t- ."'or.,..'":"_..... .,",,..., ..."-, ,~ ,~}"':'''''W~'''h l...,~",>..!".~:". P."', '",'v."", ~!l!'*'~.,~.~,.~".~,"yd,,-'f.,...,~.,-~,,"L-.~"""ry".1??i: :_~?'~,._... """._.,0' .",:., -~ '~''F Collier County, Fl Page 84 of 135 September 24th, 2010 r,nvrnax ~,.me,.s '" Sarasota County Government in association with &MethodFactory ~::"~~',,,,-",,,,~.j 'i~~,~';.'l:":" 10.3.1.3 Not Considered This enhancement only takes into consideration the enhancing of the CIP module. V4 provides an "Edit Project Budget" button from within the Expenditure and Revenue Detail workspaces when editing a C1P detail. Similar functionality is not considered by this enhancement. The editing of CIP's Historical budgets will be accomplished only within the CIP module. Org Code: Revenue Code: Item: Project Budget JL Code: 000000000 NIA JL Object Code: 00000 N!A v Grant: 00000 N!A v v Service Level: i 1 v Budget Issue: NIA v Revenue Detail Item Bud eta Re uests FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 .:.:~~~r~..t~~:I._~~O- .-. <-~.~._,.." "'" _",.,.w,...-.~,-_.: Collier County, FL Page 85 of 135 September 24th, 2010 r,ndDax ~n"e,.s ~ Sarasota County Government In association with &MethodFactory i~:",~:,;t '..y.-"",~.l ~::~;L~'~" ~~:'; 11 Collier County Position Business Rules The following section outlines the business rules for calculating the position budgets of Collier County. 11.1 GovMax Position Budgeting Crosswalk The following section describes the language crosswalk between Collier County and GovMax. Bus. Center Bus. Unit Organization Object Bus. Center Bus. Unit Organization Object No change No change No change No change 11.2 Fringe Types The following section outlines the business rules for calculating the position budgets of Collier County. C - Current Functionality A - Added functionality based on client requirements at no additional cost P - Planned functionality for future release at no additional cost S - Can be added to proposed system for additional payment N - Cannot be accommodated DC30 (3K deferred comp) This salary adjustment is applied to all positions within "Administrator & Assistant Co Manager" pay plan. C DC15 (l.5K deferred comp) VS maintains Salary adjustments on the Classification Code table. This salary adjustment is applied to all positions within "Directors & Attorneys" pay plan. C Collier County, Fl Page 86 of 135 September 24th, 2010 r,llvIDax ~a"'Tle,.s '" Sarasota County Government in association wiN, &MethodFactory =": ~,<j. :..,,...-,,,,~',I ,~~:!C ;n><il"'"I~}1 ;.'. )!.~.[ V5 maintains Salary adjustments on the Classification Code table. DC50($500 This salary adjustment is applied positions manually. C deferred comp) COLA This salary adjustment is applied to all positions with all the C pay plans in v4 except the Commissioners pay plan. To accomplish this in v5 we would remove this additive from the Classifications of the Commissioners pay plan. MERIT This salary adjustment is applied to all positions with all the C pay plans in v4 except the Commissioners, EMS Union, and the Pilots Union pay plans. To accomplish this in v5 would we remove this additive from the Classifications of the above pay plans. PPA This salary adjustment is applied to all positions with all the C pay plans in v4 except the Commissioners pay plan. To accomplish this in v5 we would remove this additive from the Classifications of the Commissioners pay plan. COMM This salary adjustment is applied to ONLY the Commissioner's C pay plan. To accomplish this in v5 we would ADD this additive to only the Classifications of the Commissioners pay plan. MERE This salary adjustment is applied to ONLY the EMS Union and C Pilot Union pay plans. To accomplish this in v5 would we ADD this additive to only the Classifications of the above pay plans. 11.3 Fringe Calculation Matrix The following section describes Collier County fringe calculation business rules. Collier County, Fl Page 87 of 135 September 24th, 2010 r,nvrnax ~,.me,.s '" Sarasota County Government in assoCiation with &MethodFactory ~~::i:! "'''""1,,,3-,, ,..."'" .,...~n~ ;"',,,.-\! 11.4 Position Types The following section defines the types of position and specific business rules that will be considered when budgeting the base salary for each Position. C - Current Functionality A - Added functionality based on client requirements at no additional cost P - Planned functionality for future release at no additional cost $ - Can be added to proposed system for additional payment N - Cannot be accommodated Full-Time Part-Time Temporary Other Over-Time 11.5 Position Budget Matrix The following table shows the Position Budget Status calculation method that will be used for the Collier County. Active Yes Yes 100 100 100 100 Active - Do not count FTE No No 100 100 100 100 Active - Excluding Fringes Yes Yes 100 0 100 0 Active - Fringes Only Yes Yes 0 100 0 100 FTE Only Yes Yes 0 0 0 0 In-Active No No 0 0 0 0 Overtime Only No No 0 0 100 100 Position Deleted No No 0 0 0 0 Collier County, Fl Page 88 of 135 September 24th, 2010 r,ndDax ~nne,.s f '" Sarasota County Government in association with &MethodFactOry t:~hii ,=-:;>:,~,.j \...><"-,...1'::,, ;_'. ~..o\' 12 Security Features The following section describes the system setting configurations for the Collier County GovMax implementation. 12.1 Security Overview Security ,..~. Claim Management Manage the security claims of the application that grants user access , ,u t 'I , Authentication Determine the authentication used by the application - Role Management Add new Roles. Manage the work scope and module access for Roles " User Management Add new users. Edit information about users and deactivate user records "' . ,...;<;""'/v " , 'v Licensing ~ Manage the license keys to the modules of GovMax ~ Budgeting Suite User Activity Log Displays the activites for all users GovMax provides role based and used based security management. By default GovMax is configured with (2) administrator roles; Application Administrator and System Administrator. The Application Administrator role is reserved for MethodFactory and Sarasota County staff. System Administrators are reserved for the individuals granted to be the Collier County GovMax administrators. System Administrators would define the Application Roles and then assign users. Through Role Management administrators have the ability to manage the user access to the application modules, ability to add, edit, update, delete budgeting data with one or all modules, ability to view position budgeting data within the operating module and reports, view reports, manage lookup data and which budgeting phases users have access to. Collier County, Fl Page 89 of 135 September 24th, 2010 r,ndDax ~rtTJe,.s '" Sarasota County Government in association with &MethodFactOry ~:~,,* .'"y-"",!--; ~-~:~ - ~..,><It ..... I~:" ;.',),-,.0\:[ ) , ,", , - ^ " , '~': i tit} RoIe_ t ' , , ~ " ;\ Details Members Budgeting Settings ~ Access Budgeting Settings 8udgeting Area Reporting Area Budgeting Phases Peff-ormance Area Capitol Project Settings o Access Capital Project Settings Customlzation Settings ~ Access Account Administration o Access Central Service Charges o Access Data Import o Access Work Scope Navigation Builder Organization Settings o Access Account Details ~ Access Customization o Access Historical Budgets [t] Access Account Migration o Access Customize Entities o Access List Filtering [;'] Acce.. Budget Roll o Access Fiscal Year Copy o Access Site Options Other Access o Access Business Center Index o Access Logo Customlzation o Access DBpartmEtntallndex o Access Organization Settings o Ac-cess GMV5 ApplicatIOn ~ Edit Site Options Budget Performance Settings ~ Ac-cess Settings ~ Access Performance Settings ~ kcess Departmental Synchronization Position Settings ~ Access Budget Split Reset ~ Access Position Settings Security Settings o Access Licensing o Access Authentication ~ Access Security System Settings o Access Claim Management ~ Access System Settings ~ Access Navigation Management ~ Access Relndex Database .. Required Fields I Apply II Sill'll II Concel I ""r~~~~"I?T.:'N"'''''^',''''''''~1'~'~'''!fW'?'~ '''l''''''~'~''~', ,"",",.!",,,,,,,,~J;,-" ~''"~~ ."'" "!':?~'~"1"li";>~l!fl"'I!':''J'l!;!'f'''1,,^~,",,:'\'!'''llJ''T''i'''~~:'~'1l'~r'~''~~.~..^ ,1I!l4!"'~~~." '::) Collier County, Fl Page 90 of 135 September 24th, 2010 ~~mg.~ Sarasota County Government '" in association with &MethodFactory (.:~~;;! ....,y.?',!'" '~'.,:,,:~,~'t I';'::~, " , ' 0 ~ <- Role Mana.ment , Details Members Settings Area Accounts Rep0l1ing Area Bud.geti119 Phasl;>$ Pertormance Area ~ Access Accounts o Create Transfers ~ Edit Account Details ~ Export Accounts ~ Read Account Oetails Budget Issues ~ Create Account Details o Delete Account Details ~ Edit Account History o Override Account Object Check ~ Read Accounts ~ Create Accounts ~ Delate Accounts o Edit Accounts o Perform Account Recalculation ~ Access Budget Issues o Edit Budget Issues Budgeting ~ Create Budget Issues o Export Budget Issues ~ Delete Budget Issues o Read Budget Issues ~ Access Budgeting Capltel Projects ~ Access Capital Projects o Edit Capital Projects o Read Cap.al Projects Grana ~ Create Capital Projects o Ed. CIP Project Aetl~ty o Dalete Capital Projects o Export cap.al PrOjects ~ Access Grants ~ Edit Grants POlIUlon Budgeting o Create Grants ~ Export Grants ~ Delete Grants o Read Grants ~ Access Position Budgeting o Edit Position Budgeting ~ Required Fields ~ Create Position Budgeting o Export Pos.ions ~ Delete Position Budgeting ~ Read Position Budgeting I Apply II Save II Cancel I .. ~"'^'^"fG'","'~~''''1 ".?..'!CH. '.'< ,~, "..~,.~~~..~C":.~,.."'" ''< .. \ """<"~','.",' ,. ....-, " ...."i.,. m.. ,'o)'l'!""t":1;1""" <... .' ,"~."~ ..,. ;"""'_~'",:",(","!"'V.'" ~....:.,,'X~''JR''', ',,'lk~'0 "~..1,' ",'.",..'T" ' Collier County, Fl Page 91 of 135 September 24th, 2010 r,llvrnax ~a,.~e,.s '" Sarasota County Government in association with &MethodFactory :.o:k..,;,,,..,_,,~.j ';.".,;c ';~~~gL~'t ~':~~ - , ~ , Rote .na~ment Details Memhers Settings Area Budgeting Area Budgeting Phases Performance Area Reporting ~ Access Budget Document ~ Access Custom ~ Access Grant ~ Access Reporting ~ Access Budget Issue [tJ Access Expenditure ~ Access My Reports ~ Access Revenue ~ Access Capital Projects o Access Fund Proforma ~ Access Position ~ Access Strategic Performance . Required Fields I Apply II SlMl II Cancel I Through the User Management workspace administrators have the ability to determine which cost centers a user has access to, which what-if or budget archive databases are available, more granular Capital Project security, the user profile (e.g. password reset, email address, contact information, etc.) Collier County, Fl Page 92 of 135 September 24th, 2010 r,llvIDax ~a"me,.s f"~ >>', '" Sarasota County Government In assoCiation witl, ~MethOdFactory ~:~r.i;,.,,,,..,,,,,!l,.j ,."'''''' .,'''' !~:'O ;'0, ~;H ~ o , USer MaflagelJ'lent Database Access Navigation Access Role Default Work Scope Perionnance Work Scope User Activity Lookups Capital Projects User Name:'" Main Phone: FlrstNllme:. lScott Other Phone: leat Nllme:'" r'....'. [Auer 1~.~o~-t.~~.~~_r:r!~_!_~~!cIc!~_~~o~_ ts~ott -a~_~~@tT1~.h~!a~_!1J_ry__~()~ ftJ Mobile Phone: Tltl.: Primary E-mail:' Confirm E.mall:" Secondary E.mall: u..., Role:' r ... , . i A?~lic:atlon Administrator ..,. ActIv.u...r: Reset Password: I Reset PasswQrd I ReMt Workscopes: R~~~tVY()r_~__~~()~~~~_t h~9in Description: . RoqUlred Fields I Clear Locks II Clear Profile I I Apply II Save II Cancel I 'j, .. < ". ,"'~'''- ..-~""" "'.'. ,,-"',"~_,"'_~ .,n".',....; .":",,,y ,:,'O,,.'f!'o1' "'-"''\'''',f:l'''''''''''''''-''"-,,, """'!?__'f'~<''','I~"!"n:q!I"..~,-~",,,',~.>:~ ~;r-"~,,'"""""":-'''''~'''1'',''~..,,?,J' ','I" ',~ ,>" V~.~" """,', "~""',>,"~"~""l'>~,'l", ,/- 12.2 Collier County Security Role Matrix The system administrator role is assigned to users of Collier County that will be responsible for managing the application settings along with managing the access into the application. The following additional roles will be created during the GovMax Implementation. Read: the user can only read existing entries in documents. Modify: the user can modify existing entries in documents. Insert: the user can insert entries in documents. Delete: the user can insert and delete entries in documents. Admin: the user has all rights to entries in documents. No access: the user cannot view the specified item. Collier County, Fl Page 93 of 135 September 24th, 2010 r,nvrnax ~,.me,.s " Sarasota County Government in assoCiation with ~MethodFactOry :.:.:1.;* :",..-p.,~>j ,~~ :.~ ""><lr.""~;< ;_',l~.e'( System Administrator: Admin access to entire application. Please complete the GovMax v5 Security Matrix. Collier County, Fl Page 94 of 135 September 24th, 2010 r,,',n dDa,x ~nTle,.s '" Sarasota County Government in association with .M.MethodFactory t:,."i:"""-;'t,,!_;j ',:~~)t~,;..)":l! 13 System Data Exchange The following section describes the data exchange features of GovMax. 13.1 Budget Import Templates The following section describes the Collier County specific import file templates for loading the financials and position budget data. 13.1.1 Financial Data Import The application provides the ability for system administrators to import and/or refresh the Amended, YTD Actual and Encumbrance budgets for the current fiscal year data at any time. The following is the agreed file format for the FY 2012 budget database: I ~;::' ~::~rz::;on code --J l ==." =:::." ~ YTD YTD Actual budget ~brance Encumbrance budget Type E or R (Expenditure/Revenue) 13.1.2 Payroll Data Import The application provides the ability for system administrators to import and/or refresh the Position Control data at any time. 13.1.2.1 Position Record Update The following is the agreed file format for the FY 2012 budget database: Collier County, Fl Page 95 of 135 September 24th, 2010 r,ndDax ~nTJe,.s '" Sarasota County Government in association with '&'MethodFactOry ~~:,.~.::! '''''''>,,'!-A ,~..><~ . ,-.,. t.:.:~ ~ ;.', ~!.'<I'f Budget Status Values: l=Active 2=lnactive 3=Excluding Adjustments 4=Adjustments Only 5=Excluding FTE 6=Position Deleted 7=FTE Only 8=OT Only Money Values: O=Salary l=Hourly Job class (ode fj)r the position. Home cost center for the position Number up to 2 decimals Value is required to be a number (no decimals). BudaetedsaklfY Budgeting Type ! i I = Center , I Current FTE Current Position Hire Date I Incumbent Job TItle Position Standin& ! Position Status 1-- Scheduled Hours Collier County, Fl Short date The name of the incumbent for the position. ------.-------.,. - The job title of the position. (Class desc:ription) Short date Values: 1=Recommended 2=Non-Funded Values: l=Existing 2=New 3=Deleted Values: FT=Full-Time PT=Part-Time TP=Tempotary Number (Default to 80 hours) Page 96 of 135 September 24th, 2010 r,nvrnax ~,.me,.s '" Sarasota County Government in association with &MethodFactory i::,,~i:"""l',^~,j \..".~ -""1':,, ;", ~"~'! -._--- I aT Hours I Seasonal , , Number (Same for aU fiscal years) Values: l=Yes O=No Short date Type Account Line item object code used for the Salary and Wages budget. , ._ __ ""__'__.._.._m__~'_._.. 13.1.2.2 Position Fringe Update The position fringe update file format allows for the updating/adding of position fringes. I Additive Code The fringe/additive code assigned to the position. ' I BucIpt Quantity Always default to 1, -----~ I 13.1.2.3 Position Budget Split Update The position budget split update allows for the updating of position splits. This import will delete all splits for the affected positions prior to running the import. I Cost Center I Service Level , Fiscal Year i I SpIlt percentqe I Jl Code The position split's cost center. Current service level of the position split. Fiscal year Split % for the, above f~al year. Collier County, Fl Page 97 of 135 September 24th, 2010 r,llvIDax ~a"'ne,.s '" Sarasota County Government In association with &MethodFactory i~:,,~i"''''7",~.j '-.~"'" ..,..,~:" ;,",Ss..-\-' ---.---- - 13.1.2.4 Pay Grade Import The pay grade file format allows for the updating/adding of classification pay grades. 1:~COde :~::::::::~ade' ., " "".,'.' ." ! I ::: :::~ --------:::~--------- I ----.---..------- Max Salary Money I Min Hourly Mid Hourly Money Money ! , Max Hourly Money l~_.~.._,,__. .__.__..__~_.._.______..__....._ 13.1.3 Custom Imports (Appendix 'E' - Discretionary Support) The following custom imports are not included in the migration but Collier County would like an estimate provided for the migration. Collier County, Fl Page 98 of 135 September 24th, 2010 r,lldDax ~artTle,.s '" Sarasota County Government In association with &MethodFactory (:,~I;t:..rv'r",!.j ,....><~ _,_.,,1'::' ;.', ~~.~'l 13.2 Budget Exports Templates The following exports are located in the Administration I Fiscal Year I Budget Exports. Report Viewer; ActiveX v "'::~::':::::;;: r~~;~;;;;,;;,;~~~ < I I I , I Back] ~Printl Nole: Export to a file using the Crystal Reports Viewer ~,}'(, '.~.~f~,~. .. ':"~_'.' ','... .. .... ~";"<'-"1'(< """"'~'" ,""0,,,,_"; .,,". .,~..q,,"''1'''<'FiP,' ,'" ""'~"''I-.",_~, _."'~, ,)"}:",? <"r,v')"r:r"_<::,,,,,)i' These exports currentlv exist with v5 located within the Home I Settings I Customization I Data Export I Custom Exports folder. These exports do not require customization in v5. Collier County, Fl Page 99 of 135 September 24th, 2010 r,nvrnax ~,.me,.s ,.... Sarasota County Government In association with At."MethodFactOry ~:;lf ~,:,,:,-~::~.I ;.',!~<I'! Hom. ~L~~._l,,~_~J_~_~,~.w ~y~;tau~,,~~~~~~ee_ r~L'.~~__~._; , Btldgelmg A~CQU"IS "''''h,,,'fJudg.tll'J Bu Il)<ol Is"ue~ Granls " Custom Export ' " Cu.wm EI<P~rl ~rre > Repontnq o.,tl~ lief" Budi18\ E;<port Job LedO'l'f E;<porl SI,,"dllrdlludgo:rlE>:~ 'l-"P'ldIPJcll"c!S 'Perlo!"""nce ~ ;ij' ! dDelault C~Cl2tlJ).2OtOSIraIoIIICountrGoVemmetlt,llll1al*"IIIJ_d ! 13.2.1 Standard Budget Export The Standard budget export allows for the exporting of expenditure and revenue line item budgets out of GovMax, Col.. .FWIl ..... '. .' ..... ..' .. . .'. ....,WW '. 1 Cost Center 2 Line Item Object 3 Out year 1 Budget Collier County, FL Page 100 of 135 September 24th, 2010 r,nvrnax ~,.me,.s JI ,.... Sarasota County Government in association WiHl At."MethodFactory ~::~h~ "W7,,,~_1 :;~'!~:';...~\" J~: ~~ 13.2.2 Detail Item Budget Export The Detail Item budget export allows for the exporting of expenditure and revenue line item detail budgets out of GovMax. COl.' ,-"" ... y. ,',;.,' ... J "ptJlIrTI[,11 tlln . . ; 1 Cost Center 2 Line Item Object 3 J L Code 4 JL Object 5 Line Item detail description 6 Out year 1 Budget 13.2.3 Custom Exports (Appendix 'E' - Discretionary Support) The following custom exports are not included in the migration but Collier County would like an estimate provided for the migration. Expenditures and Revenues Expenditures Only Revenues Only Capital Projects Collier County, FL Page 101 of 135 September 24th, 2010 r,nvrnax ~,.me,.s ",. jt . ,.... Sarasota County Government in association with At."MethodFaclory ~::~"5'! ;""'-r"'~ ,j V):-\t~'~":':1~ 13.2.3.1 Expenditures and Revenues The following is the file format for this export: COL' .... ...... '. . --c- ,. ", .~.~.~.IIII 1 Org Code 2 TFA 3 ObjCode 4 Grant 5 Annualized 6 Current 7 Expanded 13.2.3.2 Expenditures Only The following is the file format for this export: COl.' ...... . " . ,.....,.. . :."~J i7:t ., r\. . .' 1 Org Code 2 TFA 3 ObjCode 4 Grant 5 Annualized 6 Current 7 Expanded Collier County, FL Page 102 of 135 September 24th, 2010 r,. n 'ill) a x ~nne,.s ,.... Sarasota County Government in association with At."MelhodFaclory :":~"":",,...",,,,"!.d ,_,,:1: . >n"'~ ..,.,,!~::p' ;.', 1~..s ~ 13.2.3.3 Revenues Only The following is the file format for this export: CeL' ... .$iekt.. . , .. ;.~lllt~_ 1 Org Code 2 TFA 3 ObjCode 4 Grant 5 Annualized 6 Current 7 Expanded 13.2.3.4 Capital Projects The following is the file format for this export: COl.. .... .. .,.'. '. ... .... .... ..... .;f:;(UliJlllll 1 Org Code 2 TFA 3 ObjCode 4 Project 5 Annualized 6 Current 7 Expanded Collier County, FL Page 103 of 135 September 24th, 2010 r,DvD)ax ~a"",e,.s I'^^ ~, . ;.':: ,.... Sarasota County Government in association with At."MethodFaCIOry i::~~jl!;""'-1<"'!!-,j ,..",~ .",~,~,:~ ;...,~.\'! 14 Outcome Based Budgeting Outcome Based Budgeting in GovMax at the most basic level provides agencies the ability to input narratives (statements), objectives, and measures and output them into the budget document in GFOA compliant format. For agencies that elect to go further, the functionality exists within GovMax to cascade Enterprise objectives through the Performance Management structure down to the employee level, to establish the linkage between day-to-day activities and achievement of the highest level organizational objectives. The creation of this linkage requires enterprise- wide agreement regarding the means by which cascading and rollcups are accomplished. Using the "alignment matrix", GovMax VS also allows clients to dynamically associate resources (dollars and FTE investment) with the associated deliverables. In this initial implementation phase, the deployment will include the navigation structure to populate measures and objectives that will use to produce GFOA compliant reports but does not include Collier County specific performance data. Collier County, FL Page 104 of 135 September 24th, 2010 r,nvrnax ~,.me,.s ,.... Sarasota County Government in assocIation with At."MethodFaCIOry ~~:~~ ~,:.,~:~,;:-j ;.",l!..\,! 15 Reporting The following section outlines the reporting functionality of GovMax V5. ~ 03 Office of FinSlncial Planning .!J 0310 Administration _""",unt .:!:I 0320 Fiscal and Manageme [,ode ""","'rl~" U".',,"pbor, .:!:I 0323 Financial Systems .:tI 0325 Employee Benefits an .:!:I 0340 Asset Management 110 j'HllllinistlOltioll .:!:I 0360 Risk and Safety .:tI 0370 AS Automotive Resou,00l.lll1000 Fund Almin 3461l01Bond I'pplic;nionhe 361110 lntenlst 6aming$ 361300 Ruli..d G~in(lo5s)on In"Hlm 361301 UOluhndG.in(loss)ln....stm 36QQOOM.~llaneousOp~~ing R@".nu ReYerKle Line hem Budget grouped by Business Center. Business Unit Sara sofa COl.lnlV Govgmmenf FY2tl(l~ i',jop\ecl F\'20(IO I'r~~"d~d ,')'.,OOS Bu.:jqe1 .. Fiocaf Year zJ FY2010 Ff2D11 , 8'Jdg.-t c'Ull"l..t ~c;j!.O!1iI' ~ li / 1 + L0_~i_~__~'~~~~~_~J _ _ ~ ft _l_~o%.-1 FY ,:I)O~ 'leb,1 ,.'1'.'I)U/ 8,".:J"eJ F\200'. 8udge! r- 03'Offlce of Financial Planning 1 :tl 0398 Debt Service :tl 0399 Capital Projects 1,~OO 0 0 0 0 0 2,401,5e7 1,500,000 l,~OO,OOO 1.500.000 1,500,000 1.500,000 102.218 0 . . 0 0 ~81.053 . 0 . 0 . MOO 0 0 . 0 . o l,~OO,OOO o o . r ", , 38'101 Transt.rtrom Fund 101 381102 Transl.,trom Fund 102 381 109 Tf"3I'l<t., lrom Fund 109 381117 Transf., from Fund 117 381119TranslufromFun<11N 381130 Transfo,trom Fund 130 381144T",nst.,trom Fund 144 .~.........,.......~'~m..l~~d~,. 403,1.;:1 448.159 448.15~ 179,~37 179,531 119.531 \1~,531 1-' 129,448 125.021 \25,021 70,Q:l6 12,858 74.875 76,9~1 :t' 1,135,11.1 1.504,912 U04,912 1,604,912. 1.604,912. 1.504.912. lM4,9110 1.', 25.606 26,M 697.300 2,312,400 3,00B.480 2,289.580 2,293,~71 U88.7ll4 .,295.520 Uaa 504,.;:14 615.121 615.127 515,1:l7 615,1:l7 615.127 515.127 5r o 0 800,000 0 0 0 0' .."..__.~~-,,~,~;~~~8~_ ~.-M..~;.:J.......:.J _.;-.i ,.. 15.1 Reporting Overview The base implementation of GovMax includes 89 core dataset templates, including 9 which collectively constitute a GFOA compliant budget document. The remaining 80 templates are used for management analysis. The dataset templates that can be manipulated using with user manageable parameters to allow for the creation of dozens of unique report variations from each template. Literally thousands of unique reports can be generated using the 89 dataset templates. Additionally, the datasets driving the resultant report(s) are based upon the work scope or data subset selected, which creates another dimension of out-of-thecbox reporting power and flexibility, Collier County, FL Page 105 of 135 September 24th, 2010 r,n'ill)ax ~nTle,.s f~" ';;1 . ). ,.... Sarasota County Government in association with At."MelhodFaclory ~~:,~;;r{""'.;x:'~..l j,~",~ ',-"),:,, '.-, l~.~ ' Expenditure Exoenditure DetaillfBm Budoet Report: Primery Grouping: Secondery Grouping: Repori Detell Grouping: Service Level: Do Not Print Notes ... None -, .~J -, -~j Division Fund vi All Service Levels ... I Save 10 PDF II View Report I 15.2 Features and Benefits The following section outlines the features and benefits of the Position Budgeting module. C - Current Functionality A - Added functionality based on client requirements at no additional cost P - Planned functionality for future release at no additional cost $ c Can be added to proposed system for additional payment N - Cannot be accommodated D CJ 15.3 GovMax Base Reports The following reports will be deployed with GovMax VS as the base reports. 1 Expenditure Amended Budget/Estimate Comparison 2 Expenditure Amended Budget/Estimate Comparison Summary 3 Expenditure Amended Budget/Estimate Proforma Detail 4 Expenditure Amended Budget/Estimate Proforma Summary Collier County, FL Page 106 of 13S September 24th, 2010 r,n'ill)ax ~nTle,.s f"". , ,.... Sarasota County Government in association witl] At."MelhOdFaClOry ~:II"~;tr""",-;<,!.j ~",J<tt ',.., ,'~:y. ',', ~.~'f S Expenditure Bi-Annual Budget Comparison 6 Expenditure BicAnnual Budget Comparison Summary 7 Expenditure Budget Comparison 8 Expenditure Budget Comparison Summary 9 Expenditure Budget Development Comparison Detail 10 Expenditure Budget Development Comparison Summary 11 Expenditure Budget Summary 12 Expenditure Budget Worksheet 13 Expenditure Budget/Actual Balance 14 Expenditure Budget/Actual Balance Summary 15 Expenditure Budget/Actual Comparison 16 Expenditure Budget/Actual Comparison Summary 17 Expenditure Budget/Estimate Comparison 18 Expenditure Budget/Estimate Comparison Summary 19 Expenditure Detail Item Budget 20 Expenditure Line Item Budget 21 Expenditure Service Level Budget Line Item 22 Revenue Amended Budget/Estimate Comparison 23 Revenue Amended Budget/Estimate Comparison Summary 24 Revenue Amended Budget/Estimate Proforma Detail 2S Revenue Amended Budget/Estimate Proforma Summary 26 Revenue BicAnnual Budget Comparison 27 Revenue Bi-Annual Budget Comparison Summary 28 Revenue Budget Comparison 29 Revenue Budget Comparison Summary 30 Revenue Budget Development Comparison Detail 31 Revenue Budget Development Comparison Summary 32 Revenue Budget Summary 33 Revenue Budget/Actual Balance 34 Revenue Budget/Actual Balance Summary 35 Revenue Budget/Actual Comparison 36 Revenue Budget/Actual Comparison Summary 37 Revenue Budget/Estimate Comparison 38 Revenue Budget/Estimate Comparison Summary 39 Revenue Detail Item Budget Collier County, FL Page 107 of 135 September 24th, 2010 r,nvrnax ~,.me,.s ,. "., .t__ ,.... Sarasota County Government in association with At."MethodFaclory x~:-<t..,.,..-"",,~,j ,~~lfI(; - I...",,,.,,,,!":!!: ',',j;..!! 41 FY YYYY Bi-Annual Base Salary Comparison 42 FY YYYY Bi-Annual Salary/Fringe Summary 43 FY YYYY Budget Split Summary 44 FY yyyy Salary/Fringe Detail 45 FY YYYY Salary/Fringe Summary 46 FY yyyy Service Level/Issue Summary 47 Position Budget History 48 Position Budget Reduction 49 Position Budget Split Audit 50 Position Budget Summary 51 Position Line Item Budget 52 Budget Issue Cost Summary 53 Budget Issue Detail Sheets 54 Budget Issue Expenditures 55 Budget Issue Positions 56 Budget Issue Revenues 57 Fund Detail Proforma Summary 58 Fund Line Item Detail History Proforma 59 Fund Line Item Detail Proforma 60 Fund Proforma Summary 61 Fund Service Level Proforma Summary 62 Fund Transfer Proforma 63 CIP Budget Activity Comparison 64 CIP Budget Comparison 65 CIP Detail Sheets 66 CIP Expenditure Budget 67 CIP Means of Financing 68 Operating Budget Impacts 69 Project Budget Proforma 70 Project Expenditure Budget Summary 71 Project Line Item Budget Proforma Collier County, FL Page 108 of 135 September 24th, 2010 r,DvgJax ~a""Je,.s ,.... Sarasota County Government in association wIth At."MelhOdFaClOry .~~:,,":;! .-''''''-;,<,5 d "",><I,',,,d-:;< ,,',!,...,.e 72 Grant Detail Sheets 73 Grant Expenditures 74 Grant Positions 75 Grant Revenues 76 Authorized FTE Summary 77 Budgetary Cost Summary 78 Business Center Organizational Charts 79 CIP Appropriation Plan Summary 80 CIP Category Financial Plan 81 CIP Operating Budget Impact Summary 82 Departmental Budget Document 83 Departmental Index 84 Fund Summary 85 Expenditure Account Report 86 JL Account Listing 87 JL Code Listing 88 Organization Code Listing (Cost Center) 89 Revenue Account Listing Collier County, FL Page 109 of 135 September 24th, 2010 ~~t~ Sarasota County Government ,.... in aS5ociat;on wiN. At."MethodFactory {~~~.'I""';r.,e,j ~"'><lf . '"., :~: II ;_',lJ_JH 15.4 Budget Document (Appendix 'B' - GovMax Implementation Costs) The following section outlines the reports that are required by Collier County to be custom developed by MethodFactory to complete their Budget Document. 60 V rn a x r";',~j'"'I<,m;:11'l)i~f :;;(,rtufn~,lnc., '~q.:'~;t::'ent." ,1n(1 r;'Jt;1itt<; WnlJ.; Sf Opf-'o l/lokups UlIIlql-'t ()I (ldllFl .itll diet! CollierCoul'lty Govemmel'lt - Fiscal Year 2011 Budget Document Reports . BudQet Oocument . BudQet Oocument CIP . EXDenditure Summaries . Revenue Summaries . Position Summaries . Aoorooriation Summaries . Fund budQet Summaries . CIP Aooropriation Plan Summary . CIP Proiect Oescriotions . Reoorts Main '"'~""""""--""'""-''''"'''' ","',"'-" """._",,,..,,...,,,,,,,,,,,,.,,,, Y''"'''"", ..".. .,....- Budget Document Budget Document - CIP Expenditure Summaries Revenue Summaries Position Summaries Appropriation Summaries Fund budget Summaries CIP Appropriation Plan Summary CIP Project Descriptions Collier County, FL --".... ..' Page 110 of 13S September 24th, 2010 r,nvrnax '1iariners ,.... Sarasota County Government In assocIation with At."MethodFaClOry :~:~:+ ,',,,.-,,,,,~'.l ,~,,:!C - ,,,,,,,,,.,'>>IC:" ;,',l~-l"f 15.5 Custom Report Requests (Appendix '0' - Discretionary Support) The following reports are not included in the migration but Collier County would like an estimate provided for the migration of an existing V4 report or new development. The following document describes the business rules for the below reports. http://extranet.methodfactorv . co m/ G ovM ax/ CO LIS ha red%2 ODoc u me nts/Pla n n i ng%2 ODoc uments/sam ple%20of%20reports%20in%20V4%20which%20were%20custom ized%20for%2 OCo II ie r%2 Ofo r%2 Oa n n u a I i zed%2 Oa n d%2 Oexpa nd ed%2 OLOS %20i u Iv%2 02010. doc Expenditure Service Level Budget Expenditure Service Level Analysis Revenue Service Level Budget Revenue Service Level Analysis Fund Proforma Summary Fund Detail Proforma Summary Fund Line Item Detail Proforma Fund Service Level Proforma Summary Fund Transfer Proforma CIP Detail Sheets Project Expenditure Budget Summary Project Budget Proforma Project Line Item Budget Proforma CIP Expenditure Budget CIP Means of Financing Position Primary Org Code Budget Data Position Salary Adjustments Position Expenditure Budget Summary Collier County, FL Page 111 of 135 September 24th, 2010 r,nvrnax ~,.me,.s ,'" ,;" ,.... Sarasota County Government in assocIation with At."MethodFaclory t:~hii! "''''.-;'>''~,:l ".,."" . '"., ~':', ..',J!.-H 16 System Requirements GovMax is delivered in a Software as a Service (SaaS) model. The only requirements for accessing the system are internet connectivity and Internet Explorer 6 or greater. The underlying technology is Microsoft .NET 3.5 and SQL2005. GovMax is served using SSL against load balanced web servers, connected to clustered Enterprise SQL. Reporting is delivered using Business Objects XI (Crystal Enterprise), Data can be inputted to the system manually (via keyboard), The input can be done in bulk (via. Excel-like import) or can be semi-automated (via. accounting and HR systems interfaces). Collier County, FL Page 112 of 135 September 24th, 2010 ~~~mg.~ Sarasota County Government 17 Hosting Infrastructure ,.... in association with At."MethodFactory :~:",.+;,,,.-,,,,,!-A ~~':;: 'N';~:"" ,,', ".~! The following diagram shows the hardware infrastructure for GovMax VS provided and managed by Sarasota County. j~V~-~ ~ ~~-, lnl_ ~ \^..,t~,,,, ; IIEWLoPtII'in E_OIO,e.IlT '" ,... '~lT' ',..~ ....... . ~. ~"IISOl ~R-"'9 Ser~.M..-..ger " ~, STAGIIIG UlwtO_Ml PAODUCllON EII\IIIlOllIllfIff ~.. ".,,,,,,~p.,, ,'.', "",."",'_, "';"'- ''''', ."..,,,,N1f!i11m~F':f,mk~:j.:',~.,,,,,",>,.,,,,.. 0-:"', ~.1'"'' ..,.,. ,:A~_'. "~',"'.....,,,..<." '''.. ~'.':'~"""~ .,-.!i'ti': p~~ --...... Description of GovMax Technology I. GovMax is a Microsoft .Net 3.5 web based solution build on a multictiered architecture. II. The database tier is a clustered Microsoft SQL Server 2005. III. GovMax utilizes separate Dev-StagecProduction environments for its Change Process. IV. GovMax is load balanced between (2) Windows 2003 R2 quad-processor Xeon~ 3.00GHz servers. Collier County, FL Page 113 of 135 September 24th, 2010 ~~m~ Sarasota County Government ,.... in association with At."MethodFactory {:~.'",...;>:,~,j ',~~:"l'L:;tl:'::" 18 Ad-Hoc Reporting The GovMax Ad-hoc Report Development Engine is the optional functionality necessary for designing and building client specific Business Objects Universes (views) that will be used to create reports or report variations; without requiring technical programming. With the GovMax Ad-hoc Report Development Engine, clients have the ability to make changes to existing reports, or to create reports, from scratch, without the involvement of development resources. The only requirements client-side requirements for using Ad-Hoc Reports are: 1.) Authorization of the GovMax Ad-hoc Report Development Engine effort, 2.) Procurement of the appropriate number of Crystal Reports 2008 Designer licenses (-$350ea.j, 3.) Retaining an oncstaff Crystal Reports Developer to create reports The development of the ad-hoc reporting engine is strictly optional, but is assumed to be desired by the client. As a frame of reference, development of custom reports typically takes -16c24hrs each for design, development, testing, and deployment. If you would like schedule a demonstration of how Ad-hoc Report Development is administered, please contact us to arrange a demonstration. System Requirements The recommended software for Ad-Hoc report development is Crystal Reports. The version required is Crystal Reports 2008, If other versions are used there could be complications running reports. In order to allow for Crystal to connect to the universes, specific software may be required. The following items are required to be installed in addition to Crystal Reports: . ASP,NET 2,0 Framework . Microsoft Installer 4.5 or Greater . Microsoft SQL Express (SQL 2005 Client Connectivity Only) Some of the items might already be installed on your machine. It is pOSSible that the SQL Client Connectivity tools are already installed as part of another installation. Some of the other components might be available on your machine already. Detailed installation / configuration instructions are listed in Appendix A. Collier County, FL Page 114 of 135 September 24th, 2010 r,ovmax ~a"'Tle,.s ,.... Sarasota County Government in assocIation with At."MethodFaclory t:~h~ !...."..p~,j :._It',.,d':~~ ;,', l>-~'! A VPN connection to Sarasota County is also required. Please see the VPN setup and access instructions from Sarasota County to install. Collier County, FL Page 115 of 135 September 24th, 2010 r,n'ill)ax ~nTle,.s ,.... Sarasota County Government in association with At."MelhOdFaClOry ~~:,~li i""," C;~" ~<j ''''><~ ',.,,!:.::~ ,,', !!.~'~ 19 System Administrator Training 19.1 Overview System Administrator Orientation and Training will occur on-site at MethodFactory's office in Sarasota, Florida. Client is responsible for travel, lodging, meals, and any other costs incurred. System Administrator Training will be led by MethodFactory and Sarasota County GovMax staff. MethodFactory will provide the client with curriculum, agendas and written documentation regarding the administration of On-Line Help. MethodFactory will not be responsible for the development of client specific user manuals, Training may consists of: . (2) days system administration training on-site at MethodFactory offices. . Training curriculum may include: o System administrator training, o Demonstration of the process of populating the on-line help. o Up to 30 minutes of training is provided on all customizations as part of the implementation cost. . Additional training can be contracted at the rate, plus travel expenses, as requested. 19.2 Sample System Administrator Training Agenda Day i-AM Introduction o What MethodFactory would like to accomplish . Provide Collier County the tools to be able to formally accept implementation and initiate stage 3 (deployment) activities. o What Collier County would like to accomplish V5 Navigation o Left and Top Navigation . Left Menu Tree . Navigation Bar . Main Menu Icons Collier County, FL Page 116 of 135 September 24th, 2010 r,nvrnax ~,.me,.s ,.... Sarasota County Government in association WIth At."MethodFaClOry ~~:"k!i!.""'7,,~.j \~..><:" .",,1':): ;.', J!.~ ( . Global Announcements o Budget Work Scope o Workspace Grids Global Announcements Role Management/User Management o Role Management . Deta i1s . Members . Settings Area . Budgeting Area . Reporting Area . Budgeting Phases o User Management . User . Database Access . Default Work Scope . Assigned Org Codes Only Lookups o Budgeting Lookups o Position Budgeting Lookups o Capital Project Lookups User Activity Log My Work Scope o Default Work Scope o Reset Work Scopes o My Work Scope Day 1- PM Site Options o Fiscal Year Information o Budget Information o Phase Snapshot o Service Level Information o Position Information Collier County, FL Page 117 of 135 September 24th, 2010 r,nvrnax ~,.me,.s ,.... Sarasota County Government in assocIation with At."MelhOdFaClOry ~~:",".:;t l",. 7'" ~d ,.,.><!, . ,. " l":~, ;";',1:.';'( Database Archives o Training o Read Only o Reset Position Budget o Permissions Position Budgeting o Additive Setup o Position Classification and Additives o Additive Management o Non-GovMax Positions o Position History o Budget Splits Position Recalculation o Full Versus Incremental Recalculation o Queued Operations Accounts o Adding New Accounts o Adding New Detail Items Data Import/Export Grants Budget Issues o Recommended versus Not Funded o Budget Items o Recalculations Capital Projects Day 2-AM Customize Entities o Display name o Navigation Area(s) o Attributes o Columns Collier County, FL Page 118 of 135 September 24th, 2010 ~~~mM Sarasota County Government ,.... in association with At."MethodFactOry ;~:~>+ !""--,,,",~,l ,~~:!C '''''''' ',.~,j;":~ ;",',~,!'! On-line Help Management o Categories o Topics Reporting o Budget Documents . Statements o Base Reports o Grouping Parameters o Departmental Index Setup o Ad-Hoc Reporting Extranet o Ad-hoc Tasks o Tickets GovMax V5 Implementation o Project timeline update o Ticket tracker o Project portal o System Acceptance o Oncsite training o Next steps (acceptance c> staging ->warranty period) Q&A Collier County, FL Page 119 of 135 September 24th, 2010 r,nvrnax ~,.me,.s ,.... Sarasota County Government in assoCIation with At."MelhodFaClory :":I;;:+i"y_",,,~.,1 L,,,JOC - 'Co-,""" .,.,,/.,:.:,~ ;,.', )!-~'( 20 Optional End-User Training 20.1 Overview End-User training is not included in the plan, but it is recommended that a contingency fund be set-aside so that In the event that end-user training is desired, funding will be available. If elected, training will be lead by Sarasota County GovMax Staff. MethodFactory will not be responsible for the development of client specific user manuals, curriculum, agendas, and documentation, MethodFactory Application development SMEs will be available as requested up to time allotted in Appendix 'B', MethodFactory effort associated with preparation, planning, documentation, delivery, and any related activities, will be billed at actual time. Training may consists of: . (2) days train-the-trainer training on-site. . Training curriculum may include: o )l,cday application administrator training, o )I,-day user training for Collier County budget shop personnel, o )I,-day Train-the-Trainer session with Collier County designated GovMax vS "Trainer", o )I,-day facilitation (proctoring) of initial training session(s) with department(s) . Additional training can be contracted at the rate, plus travel expenses, as requested. Travel costs are excluded and will be billed at actual Travel Cost: Hotel: 2 Nights @ contracted rate x 2 persons Meals: State Rate Transportation: State rate for personal vehicle use Collier County, FL Page 120 of 135 September 24th, 2010 r,n'ill)ax ~nTle,.s I.." ,i;- ,"oX . '-',1. ,.... Sarasota County Government in assocIation with At."MethodFaClOry r;,~j;r '.~~- ";-.:' U \:;~j.1.~';"lC~ * Note: Travel expenses are estimated based on current internet pricing. Actual travel expenses will be invoiced following billing. Collier County, FL Page 121 of 135 September 24th, 2010 r,nvrnax ~,.me,.s "" k. .. "". ,.... Sarasota County Government in assocIation wIth At."MelhodFaClOry l~:"~i;t."...,,,..~,l \..~",~ ""."l-c:l, ;.', :!-O~'( 21 Follow-on support The following section outlines the followcon support that will be provided to Collier County following the GovMax implementation. . GMv5 Administrator's manual to be provided. . User's manual to be provided based on the client's organizational structure and data in the system at the time of training. . As part of the system administrator's training, instruction and documentation will be provided for the population and administration of Collier County specific GovMax VS online help. 21.1 Extended Annual Support (Appendix 'C' - Extended Annual Support) The warranty provided includes support for the Budget Development Software System and all modules included in the proposed system will be one year. MethodFactory's will provide warranty and support services pursuant to the terms of the implementation agreements- renewable annually, in one (1) year increments, . Periodic system updates . Access to the support portal . Technical support by phone and email . Project Management . Logging, tracking, resolving and closing of service requests to the client's satisfaction . Up to 1S minutes of consulting assistance 21.2 Discretionary Support (Appendix '0' - Discretionary Support) . Development of additional Import interfaces not requested during implementation . Development of additional Export interfaces not requested during implementation . Data Manipulation . Report development . On-site training . Other services as requested Collier County, FL Page 122 of 135 September 24th, 2010 ~~m~ Sarasota County Government ,.... in association with At."MethodFactOry {~~i: ;II'-^;r.'~,j """"" '0"" ~:..;'~ ;..',~.,., 21.3 Appendix 'A' - Statement of Work Project Name: GovMax V5.0 Client Implementation Proposal Number: COL2010_02 Statement of Work MethodFactory proposes to assist Collier County with GovMax V5.0 Implementation services as described in the comprehensive implementation planning (Collier County GMS Implementation Plan v1.4.pdf). This initial phase will deliver the base GovMax v5 Performance Management functionality, without consideration of Collier County performance structure, which will be addressed in a subsequent engagement. MethodFactory will provide the services of Senior Consultants for this engagement. Collier County, FL Page 123 of 135 September 24th, 2010 -_..--~--,--- IWvillax ra,.""e,.s ~""_.,--,,_."...-~ -"-, , , ~ ,.... Sarasota County Government In assocIatIon wIth At.,.MelhodFaClOry 21.5 Appendix 'B' - Implementation Cost Client Name: Collier County, FL Project Name: GovMax v5 Client Migration Proposal Number COL2010_02 Date Prepared: September 30, 2010 Intent oj' this document: This document is an agreement between the client and MethodFactory for services herein defined. The description of work, estimation, and payment schedule are listed. Description oj' Work The following documentation outlines the functionality that is within the scope of this SOW. Estimation oj' Work The cost for services is based upon the standard rate as defined in the Master Services Agreement with an effective date of 11/21/2007. This effort will be billed against proposal number COL2010_02 GovMax v5 Client Migration, Early-Migration Discount Fixed Priced Estimates Work Hours Amount Due Easy-button v5 FY 2012 Data Migration Budget Document Reports ReDort GrouD #1 Expenditure Summaries Revenue Summaries Position Summaries ReDort GrouD #2 Appropriation Summaries Fund Budget Summary ClP Appropriation Plan Summary CIP Project Descriptions ReDort GrouD #3 Budget Document - CIP ReDort GrouD #4 490 250 $61,250 $31,250 Collier County, FL Page 124 of 135 September 24th, 2010 r,;;iTIiix ~,.me,.s _........_-_._,.~ " ':" ,.... Sarasota County Government in association wIth At..MelhodFaclory I Budget Document TM__f*e.' '.. 740 $92,500 I Payment Schedule Invoice Milestone I nvoice Date Amount Due Implementation Stage 1- Setup Milestone (20%) 11/29/2010 $12,250.00 Implementation Stage II - Migration Milestone (40%) 12/17/2010 $24,500.00 Implementation Stage 111- Acceptance Milestone (20%) 1/14/2011 $12,250.00 Implementation Stage IV - Warranty Milestone (20%) 2/14/2011 $12,250.00 Budget Document - Report Group #1 Milestone 12/17/2010 $4,687.50 Budget Document - Report Group #2 Milestone 1/4/2011 $4,687.50 Budget Document - Report Group #3 Milestone 1/27/2011 $6,250.00 Budget Document - Report Group #4 Milestone 3/3/2011 $15,625.00 T ota I Fixed Price.............................................................................................................. $92,500 Approval of Statement of Work Project Name: Proposal Number GovMax v5 Client Migration COL2010_02 Signature: I ' ~C-\J Scott Auer, Partner 9/30/2010 17 J' /,"l- ""---- ---;~-t / I! ~ // \''y, / ) / D....t Couaty Collier County, FL noraey Page 125 of 135 Y: Attest a' .~'" CN t~. .. i; . th i'tfI.ture5 ~l1ber.24, 2010 Date: ij9;OOax J'a""Tle"$ -"--"~",.._,,-------- - - " ,-f.. ,.... Sarasota County Government In associatIon wIth At."MelhOdFaClOry ,..""".-,,'. Signature: ~~-J G~ This statement of work is subject to the terms and conditl ns in the executed Master Service Agreement. A ATTEST D~RO,,~," . CtER, ~" 8 . Lt(~~ Attest " ~Clll'1",,"i ' IIQnatur. "fl.:.' " '.'~, G . Collier County, FL Page 126 of 135 September 24th, 2010 -,"'~_.- --".~'''" UiJ~tDax "-a,./,,,e,.s ...--,.._"---.."~"" ,. tt '" --" ., ' cs' ," ,,' ,.... Sarasota County Government In associatIon wIth At."MelhodFaClOry 21.6 Appendix 'C' - Extended Annual SUPPO!-t Client Name: Collier County, FL Project Name: GovMax v5 Extended Annual Support Proposal Number COL2010 03 Date Prepared: September 30, 2010 This document outlines the extended annual support atrangement with Collier County fat GovMax V5,Q, Extended Annual Support lEAS) tenets: MethodFactory will provide as needed GovMax V5,Q application support upon completion of the 3Q-day implementation warranty period, The wartanty provided includes support for the Budget Development Software System and all modules included in the proposed system will be one yeat, MethodFactoty will provide wartanty and support services putsuantto the terms of the implementation agreements - renewable annually, in one (1) year increments, During the term of the extended annual support contract MethodFactoty extends the application wartanty 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 tesources 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. ttacking, 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) What is not coveted bv EAS: . Custom imports . Custom exports . New report request . Modifications to existing custom reports or GovMax v5 report templates . City of Arlington enhancements to the application Collier County, FL Page 127 of 135 September 24th, 2010 ___.~-_.,~,o_ r,ovIDax ~a"'Tle,.s "'._~~._--,~-'"'~ ,. " 1 AD ,,- ,.... Sarasota County Government In associatIon with '&'MelhOdFaClory 1st Year one-time 25% Discount 'fie"~'_...A""~ln . .' ($4,000) $,:\AtlIO Payment terms: Net 30 Future GovMax v5 Extended Annual Support agreement cost increases will not exceed 3.0% in any given year. The second-year calculation will be based on the un-discounted rate of $16,000. Collier County Designated GovMax v5 Support Contacts As per the GovMax v5 support process. Collier County may name up-to 4 contacts with the authority to submit service requests and obligate Collier County to pay for requested services, The GovMax v5 Support Administrator will maintain a list of client reptesentatives that have been authotized to submit services requests, As a control. tequests submitted by other than the named individuals in the grid below will be teferted back to the client's primary GovMax v5 contact Name e-mail Phone 1. Susa n Usher Susanusher~collierRov.net 239 252-8810 2. Mark Isackson Marklsackson~collierRov.net 239-252-8717 3, 4. Approval oJ Statement of Work Project Name: Proposal Number GovMax v5 Extended Annual Support COL201O_03 Collier County, FL MethodFactory Name: Chairman Fred W. Coyle Scott Auer, Partner Date: 9/30/2010 c1 ,/ Signature: 1~W , ( I . - , Collier County Attorney Attest Name: Date: ..toU" is ~~M4t ,201'0 .tfM~ .t~- Collier County, FL .---_.--.~~ IJ>>villax rar"Tlers '"-".........._,.._-~- ,., (' ',- '* ,.... Sarasota County Government In aSSOCIatiOn wIth At."MelhodFaClOry Signature: ~C7--~ G/ This statement of work is subject to the terms and conditions in the executed Master Service Agreement. ~~-r ~H Deputy CoUDty Attorney ATTES /'> T .. ' DWI~HT E. BROC~",'~l!RK",', .."." ..;: ~O\ P~n~k" Attest II te CtYaI,..... ..,.. ~19"ltUf'. Oft,..'. . ...: Collier County, FL Page 129 of 135 September 24th, 2010 ",.__..__~.-.,,___,_~"_~.~,<,... __"_~___..._'w~.____._____~_ .-----~ lWvgJax J:' ar""ers ""-~~.'--'-"""': 0/" ' /, .. .... ,.... Sarasota County Government In associatIOn wIth At."MelhodFaClOry 21.7 Appendix 'D' - Discretionary Support Client Name: Collier County, FL Project Name: GovMax v5 Disctetionary Support Proposal Number COL2010_04 Date Prepared: September 30, 2010 This document outlines the ad-hoc support arrangement with Collier County for GovMax V5,Q, Ad-hoc support tenets: MethodFactoty will provide as needed GovMax V5.Q support upon completion of the 3D-day implementation warranty period, The ad-hoc support arrangement does not commit Collier County to a minimum number of support hours per month, As such. MethodFactory does not maintain a support level agreement fat this project MethodFactory will bill monthly for: . Technical and/or end-user training . Custom data imports. . Custom data exports . Custom report development 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 6 hours or would result in significant functional changes will require the generation of a Statement of Work (SOW) and signature approval by Collier County, 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 Discretiona ry Support Hours................................................................... .120 Discretiona ry Su pport Cost................................................................................... $15,000.00 Project lead (siqnature authoritv\: Support hours in PO: 120 PO Number: PO expiration date: Payment tetms: Net 30 Collier County, FL Page 130 of 135 September 24th, 2010 -_.-,_._--._-,._,----._-"--~_._._,-_.~--...._>_."-,.._-,.,- [~;IDax ",-arf.,TlerS '-,-"-,...--.....-. " " ,.... Sarasota County Government In associatIon wIth At."MelhodFaClOry -,,,.__,,.,,_;.1 Collier County Designated GovMax v5 Support Contacts As per the GovMax v5 support process. Colliet County may name up-to 4 contacts with the authotity to submit service requests and obligate Collier County to pay for requested services, The GovMax v5 Support Administrator will maintain a list of client representatives that have been authotized to submit services requests, As a control, requests submitted by other than the named individuals in the gtid below will be referred back to the client's ptimary GovMax v5 contact Name e-mail Phone 5. Susan Usher 5usanusher@colliergov.net 239-252-88Hl 6, Mark Isackson Marklsackson@colliergov.net 239-252-8717 7. 8, 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's Finance office and that the payment terms above are met The Project lead is responsible for notifying MethodFactory of any invoice disputes priat to the expiration of the payment terms listed on the invoice. The Project lead agrees to be the single point of contact to MethodFactory fat the tesolution of any billing issues. Approval of Statement of Work Project Name: GovMax v5 Discretionary Support Proposal Number C0L201O 04 Collier County, FL MethodFactory Signature: I ~.~ I Scott Auer, Partner 9/30/2010 Name: Date: Chairman Fred W. Coyle ,,'" ( H'~~; DepIIty County Attorney ATTEST OWl Tf'&~~~ . . se.i>te er 10 .ttut"U"q If1lM ''t . d'tn.turt' 011.. . Collier County, FL Page 131 of 135 B;;ID-ax ipar"Tlers ","""",._.~.~_._-,".-.,,.. Signature: f"' ~-:-:, y " ,.... Sarasota County Government In associatIon wIth At."MelhodFaClOry I~~ CoUDty Attoney Collier County, FL ATTEST ~"T"E, ...B",',RO~, .,~LERK :"'\~~ ,-:,.li=:;- '\~t , "\t:,~~~~f}",,,? f'~'.ilM!t' . . "'f~wi>""" ~:"-"__".;-,'-_~:' ..J',j',;'~J . ':," Page 132 of 135 September 24th, 2010 _._---.._~-'"'" ....".----~.,-,,--_.~,~-~-_..- -- ijQvgJax I.-art-TIers ""''''------,..-''''"- ,'^' ,1" J ,.... Sarasota County Government in assOCIatIOn wIth At."MelhodFaClOry 21.8 Appendix 'E' - GovMax Enhancements Client Name: Collier County, FL Project Name: GovMax v5 Enhancements Proposal Number COL2010 05 Date Prepared: September 30, 2010 Intent of this document: This document is an agreement between the client and MethodFactory for services herein defined. The description of work, estimation, and payment schedule are listed. Description of Work The following documentation outlines the functionality that is within the scope of this SOW. Estimation of Work The cost for services is based upon the standard rate as defined in the Master Services Agreement with an effective date of 11/21/2007. This effort will be billed against proposal number COL2010_05 GovMax v5 Client Migration, Work Requested Hours Fixed Price Custom Report development ReDort GrouD #1 Milestone Expenditure Service Level Analysis Revenue Service Level Analysis Fund Detail Proforma Summary Fund Service Level Proforma Summary ReDort GrouD #2 Milestone Project Line Item Budget Proforma CIP Expenditure Budget CIP Means of Finance CIP Detail Sheets Project Expenditure Summary Project Budget Proforma ReDort GrouD #3 Milestone Fund Transfer Proforma Position Primary Org Code Budget Data 112 $14,000 Collier County, FL Page 133 of 135 September 24th, 2010 .--'''''''---~'-- IWvIDax It'a,.""ers -,.___"_<W_"~ 'f ~ , ') Sarasota County Government In aSsoCIatIOn with At."MelhodFaclory Position Salary Adjustments Position Expenditure Budget Summary ReDort GrouD #4 Milestone Expenditure Service Level Budget Revenue Service Level Budget Fund Proforma Summary Fund Line Item Detail Proforma CI P History Budget Enhancement 75 $9,375 Additive Start Date Enhancement 24 $3,000 MERIT on MID Point Calculation Enhancement 28 $3,500 Default % Change Enhancement 36 $4,500 l'~fIilIe".;P~ " ..'. ..,< ' ,..i---S- ,." $M,a7S Payment Schedule Invoice Milestone Invoice Date Amount Due Custom Report - Report Group #1 Milestone 1/7/2011 $3,500 Custom Report - Report Group #2 Milestone 1/17/2011 $3,500 Custom Report - Report Group #3 Milestone 1/21/2011 $3,500 Custom Report - Report Group #4 Milestone 1/27/2011 $3,500 CIP History Budget Enhancement Completion 1/13/2011 $9,375 Additive Start Date Enhancement Completion 1/13/2011 $3,000 MERIT on MID Point Calculation Enhancement Completion 1/13/2011 $3,400 Default % Change Enhancement Completion 1/13/2011 $4,500 Total Cost............................................................................................................. $34,375.00 Approval of Statement of Work Project Name: GovMax v5 Discretionary Support Proposal Number COL2010_05 Collier County, FL Page 134 of 135 September 24th, 2010 6~~max '7f?t!'rmer.s sarasota County Government "..~.~~_.....~ - ,.... In aSSoCIation with At."MethodFactory Name: Date: Chairman Fred W. Coyle Scott Auer, Partner 9/30/2010 Signature: 1~~~C .' Name: Date: Signature: ATTEST Q?f. :;t~rLE~Kr . y " ~~ ; : ,,' ". Att.st 'IS ~'Ch.1~'i ~1911.tur' ~:. .. . . .Jt' . ~\ . .; -.;-;'.: Collier County, FL Page 135 of 135 September 24th, 2010 ..-.......".----