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Agenda 12/13/2011 Item #16F112/13/2011 Item 161.1. EXECUTIVE SUMMARY Recommendation to waive formal competition and approve Change Order #4 Statements of Work with Method Factory, Inc. under Contract #11 -5616 for Enhancements and Maintenance Services to GovMax budgeting software, for the cost of $80,750. OBJECTIVE: To approve Change Order #4 Statements of Work agreement with Method Factory, Inc. to add additional reports and functionality to the County's budget software system called GovMax version 5.0. CONSIDERATIONS: On October 25, 2005, agenda item 16F6, the Board approved the budget software package called GovMax which the Budget Office used to prepare the FY 2007 budget. GovMax provides the Budget department with the ability to integrate real time processing of budget preparation and maintenance and to prepare operating /capital expenditures and revenue budget for multi - years, with multiple levels for each year. Once the budget is in balance and all the narratives updated, GovMax prints the budget book for the June Budget Workshop, various documents for the July Tentative Budget handbook and the final budget book after the Board approves the final budget in September GovMax version 4 was created and is hosted by Sarasota County Government. Over the years, the technology had changed so much that Sarasota County hired Method Factory, Inc to develop the next generation of GovMax. On November 21, 2007 the Office of Management and Budget entered into a Master Service Agreement with Method Factory, Inc, Sarasota County's designated Service Provider to start the Migration Planning process for the implementation of GovMax version 5. The Migration Planning process was started, however due to fiscal restraints and other concerns the implementation was put on hold for three years. On October 12, 2010, agenda item 16F5, the Board approved a Hosted Application Service and License Agreement with Sarasota County and a Statement of Work with Method Factory, Inc for the upgrade to GovMax to version 5. The upgrade was completed in time for the FY 2012 budget season. zn All items in Method Factory's original Statement of Work have been completed. Below are two items still in effect: • The Extended Annual Support (warranty) started on February 19, 2011 and will expire on February 18, 2012. • Discretionary Support, $15,000 allotment, was provided on an "as needed" basis. As of Oct 2, 2011, approximately $5,200 has been expended for minor modifications. Going forward, pursuant to customary Collier County purchasing policies, this professional services engagement with Method Factory will be continued under a series of annual changes orders — much like the procedures for renewal of professional services for the County's Comprehensive Annual Financial Report (CAFR). This renewal change order will contemplate annual software maintenance and system customization including upgrades and alterations. Packet Page -3348- 12/13/2011 Item 16.F.1. Method Factory Inc., as Sarasota's software development partner and Service Provider, will assist the County in developing new custom reports and additional enhancements. Such enhancements include; a 40 hours has been allocated to the development of Performance Measure reports, currently GovMax has no standard reports available. As part of the Strategic Plan, various statistical information and performance measures have been identified. GovMax has the ability to store and track this type of data. • 31 hours has been allocated to relocate all the narratives to a new location inside GovMax. The Budget Office will be able to secure this new area so the appropriate departments can update their information. For the FY 2012 budget, all the narratives were emailed to the budget analyst and the budget analyst uploaded the information. • 131 hours has been allocated to a new feature in GovMax. The Estimation functionality will assist the budget analyst in calculating Personnel Service costs (forecasts) in the existing year. This enhancement includes the creation of five formulas, two reports, update security so only the budget analyst have input access and other tasks required to make this functional for Collier County. The Master Services Agreement (MSA) is still in effect from November 2007 with the stated hourly rate of $125/hour. However, a new Statement of Work (SOW) must be approved before Method Factory, Inc. can start. The SOW is a detailed document addressing new custom reports and enhancements, for a total cost of $33,750; the total amount of the change order is $80,750. The cost is broken down as follows: Add "Annualized amounts" to Account Export New Proforma Report Complete the customization — Fund Center & Commitment Item New Security Reports Performance Measures Enhancement and Reports Work Scope Enhancement Developing Performance area for Department narratives and move all the narratives to new location Estimation Enhancement, security, and reports Subtotal of Statement of Work (SOW) Extended Annual Support (Feb 19, 2011 to Feb 18, 2012) Extended Annual Support (Feb 19, 2012 to Feb 18, 2013) Extended Annual Support (Feb 19, 2013 to Feb 18, 2014) Discretionary Support (as needed, $125 /hr., contingency) Total Change Order Estimated Estimated Hours Cost 14 $1,750 10 $1,250 16 $2,000 14 $1,750 40 $5,000 14 $1,750 31 $3,875 131 $16,375 $33,750 $0 $16,000 $16,000 $15,000 $80,750 The annual cost for GovMax will be for the Extended Annual Support which is the annual warranty payment of $16,000 which may increase no more than 3% a year. Discretionary Support on an "as needed" basis for data manipulation, report development, additional enhancements, and other services requested would be billed at $125 per hour. Packet Page -3349- 12/13/2011 Item 165.1. FISCAL IMPACT: There is adequate budget in the GovMax Project 50001 in the County Wide Capital Improvement Fund (301). The source of funding for this upgrade is Ad Valorem. GROWTH MANAGEMENT IMPACT: There is no impact on the Growth Management Plan. LEGAL CONSIDERATIONS: Section V.A.4 authorizes the Board to waive formal competition of purchases in excess of $50,000.00 where it is determined to be in the best interests of the County to do so. This item has been reviewed and approved by the County Attorney's Office and is legally sufficient for Board action — SRT. RECOMMENDATION: The Board of County Commissioners 1) waives fonnal competition under Section V.A.4 of the Purchasing Policy and approves Change Order #4 with Method Factory, Inc for the Statements of Work in the amount of $80,750, and authorizes the Chairman to sign the GovMax Statements of Work. PREPARED BY: Susan Usher, Senior Budget Analyst, Office of Management and Budget Mark Isackson, Corporate Financial Operations and Management Services, County Manager's Office Packet Page -3350- 12/13/2011 Item 161.1. COLLIER COUNTY Board of County Commissioners Item Number: 16.F.1. Item Summary: Recommendation to waive formal competition and approve Change Order #4 Statements of Work with Method Factory, Inc. under Contract #11 -5616 for Enhancements and Maintenance Services to GovMax budgeting software, for the cost of $80,750. Meeting Date: 11/8/2011 Prepared By Name: HutchinsonBarbetta Title: Executive Secretary,Office of Management & Budget 11/1/20118:36:39 AM Submitted by Title: Executive Secretary,Office of Management & Budget Name: HutchinsonBarbetta 11/1/20118:36:41 AM Approved By Name: UsherSusan Title: Management/Budget Analyst, Senior,Office of Manage Date: 11/1/20115:33:32 PM Name: WoodLyn Title: Contracts Specialist,Purchasing & General Services Date: 11/2/2011 1:19:40 PM Name: KlatzkowJeff Title: County Attorney, Date: 11 /2/20113:23:41 PM Name: SheffieldMichael Title: Manager- Business Operations, CMO Date: 11/2/20113:43:24 PM Packet Page -3351- 12/13/2011 Item 16. F.1. Packet Page -3352- 12/13/2011 item 161.1. [flaX , Sarasota County Government ent n": 17 j&MethodFactory Statement of Work: GovMax v5 Discretionary Support Client game: I Collier County, FL Project Name: GovMax v5 Discretionary Support Proposal Number: COL2011_03 Date Prepared: 10/24/2011 This document outlines the ad -hoc support arrangement with Coiner County, FL for GovMax V5.0. Ad -hoc suoaort tenets: The ad -hoc support arrangement does not commit Collier County, FL to a minimum number of support hours per month. As such, MethodFactory does not maintain a support level agreement for this project. MethodFactory will bill monthly for • Technical and /or end -user training • Custom data imports • Custom data exports • Custom report development • Collier County. FL application enhancement requests Reouested Items The hourly rate for application support is $125.00. Billings for issue management will be associated to issues within the GovMax V5.0 issue tracker. Any issues that have development effort estimates greater than 24 hours or would result in significant functional changes will require the generation of a Statement of Work (SOW) and signature approval by Collier County, FL. Any SOW s will include estimates for development, testing, documentation. deployment and project management All time required to research issues and generate SOVVs will be billed as part of the issue management process. Recommended Discretionary Support Hours ............................. ...........................520 Discretionary Support Cost .................... ............................... .....................$15,000.00 Project lead (signature authority): i ? Support hours in PO: 1 120 ' PO Number: 1 PO expiration date: i Payment terms: as per the Master Services Agreement Coiner County, FL Designated GovMax vS Support Contacts Packet Page -3353- 12/13/2011 Item 16.F.1. CIFJVMEIX .Fd n _ ' a r fri�.r' ^ aaa5oil C€ unity Go? eI'nn a a t rr^ vethad=a^.'.ory As per the GovMax v5 support process, Collier County, FL may name up-to 4 contacts with the authority to submit service requests and obligate Collier County, FL to pay for requested services. The GovMax v5 Support Administrator will maintain a list of client representatives that have been authorized to submit services requests. As a control, requests submitted by other than the named individuals in the grid below will be referred back to the Client's primary GovMax v5 contact. Name e-mail Phone 1. Susan Usher j Susanz.rsher6collieri;2v. net 239 - 252 -8810 2. Marklsackson Niarklsackson6colliergov.net 239- 252 -8717 f 3. I i 4 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. PL's Finance office and that the payment terms above are met. The Project lead is responsible for notifying MethodFactory of any invoice disputes prior to the expiration of the payment terms listed on the invoice. The Project lead agrees to be the single point of contact to MethodFactory for the resolution of any billing issues. Approval of Statement of Work Project Name: GovMax v5 Discretionary Support Proposal Number COL2011_03 Packet Page -3354- 12/13/2011 Item 16.F.1. Packet Page -3355- 12/13/2011 Item 16.17.1. METHODFACTORY Statement of Work: COL2011_ 01 GovMax VS Enhancements Client Dame: Cosier County, FL Project Name: GovMax vS Enhancements Proposal Number: COL2011_01 Hate Prepared: 08/16/2011 Modified: 14/2512011 Packet Page -3356- 12/13/2011 |hp[O 16.F.1. ' �� l[�� m�� m�� v��xo Contents Work Description: ....................................................................................................................................... 3 Ticket #0S252- Account Export does not contain or include the Annualized amounts .............. 3 Ticket #O5253— New Report —ProhrrmaJL Code Report .............................................................. 5 Ticket #85254— The uuotomizm onmfentitytitles for Org Code and Account Objects is incomplete. .............................................................................................................................................. 7 Ticket #D5257— New report — Security Report .....----...—._----.-.---.--.-------.....—..11 Ticket #Q5258— New report — Performance Measure report ........................................................ 17 Ticket #D5281— Work Scope Enhancement ..................................................... ................ .............. 1Q Ticket #05262 — Add the program to the performance workspace under the business unit and move the program indicators onto the programs ............................................................................ 2O --.-'�-�- ---' 12/13/2011 Item 16.F.1. ETHODFACTORY AL i niereent. =gress Work Description: Ticket #05252 - Account Export does not contain or include the Annualized amounts MethodFactory will add the Account Annualized budget field to the Account grid and add it to the Account Export file format. The following budget value located on the Account Information tab will be included in the Account grid and Account Export. infcrmatioa 'f x Account Grid - - -• - -- • -o- - - -- Akro MFACTORY ETHODirnplerneent propress bmtndiwm Fund Center 12/13/2011 Item 16.F.1. 0 Exact =IZ95--t -:iC • E. Account Export �c- 2011 Annual!z@ :-CC E7:-t--'2 c ==-:T PT--ic"'S i Export Finish S4 LEH SIBC SC a. Sc Z: 2011 Annualize sc Z. V37 S33S.M7 47C iIF. FE 31- 5 Z-2 K, 32*,.SZ?. 312 —a. .i2_. 33 I.FH1 Z: 311, Clr 1 2 3 4 5 6 7& 9 10 Account Export �c- 2011 Annual!z@ :-CC E7:-t--'2 c ==-:T PT--ic"'S i Export Finish 12/13/2011 Item 161.1. ,a METHODFAC QRY .r*:n{ernen'. ^rorxress Ticket #05253 - New Report Proforma A Code Report New Reaort — Proforma 3L Code Report A new report is needed showing the data by 1L Code, revenues and expenditures — Proforma type of report. Below is an excerpt of our Budget Document. This section is 'driven" by 1L Codes. FY2M2 FY 2012 "'2452 fv20-2 program Summary 'ooa F—E $uBget Revemes Net Cast Dew"- ien ai ACMImstratiWDYer"eaC 0—rrj 212.ny4 21.6:644 .4¢06 ^.,e -Nea. Maintenance, Re=ir. araS Atquwton 2:.50 4.;40.421 4ZIR4.944 54:t79 .:.a»:rl! arts' . e.tl t-s or'. r •xr a� -.:.y. _ .,.,. y,. vvt _... -V r .S.qi Fue! 5emnees 2:44 S.Imsn 6.107.&44 -:x,922 rss ^.sart : «.;net Reserves _ T7.944 TT.300 as c p^ resin .,...Ms to cclvv, cr`rp -ncy ••turv- 'ert.. . 25,00 50.77.4233 %74f, M max _QW1 We would like a report that we can run which will give us the above information, so that we don't have to run and re -run the Budget Documents. We would like the option of running this report by Summary (above) or Show Line Items. Report [Detail: i Show Line Stems Summar; Only The report needs to run by "PROGRAM". Summary 0niy format: We need a report similar to the above, where... • the JL Code is the driver • Revenue and expense totals are side by side (as shown above) or in close proximity to one another. • Report should display the 3L Code number (xxxxxx -xx) and title • FTE totals are not needed in the report • Depending on how diff=icult it is, including descriptions is optional. 12/13/2011 Item 165.1. h METHODFACTORY im�terz+ent �:'ogras� E • Report will have 3 columns, expenditures, revenues, difference and the data will come from Out Year 1 (the year we are budgeting). Show Line Items format: • Within a JL Code, display Expenditures first, then Revenues (similar to the Capital Project report) 600" OR WeR Rd. lmmok Rd to Ever9tedes Zas Tax 2. a= - g... S T, 1.3 Sas Sax 9,= .� ^- r,- ice' Tax 43a_ 'Z_. _ _ ZWK .._ .. F ^��. 1e:^- '.E`i's :l'e'i• _ _ • JL Code and title should be included in report • Expense and Revenue OrgCodes and Account Object Codes should be displayed. • FTE and descriptions are not needed in the "show line item' report. • The columns to be displayed in the report: • Out years 1 to S. • History year 1 and 2 do not store their information in JL Codes so these columns are not needed. For both reports, show only funded account dollars. 12/13/2011 Item 16.17.1. ALM THODFACTORY irlviemen' Proaress Ticket #05254 - The customization of entity titles for Org Code and Account Objects is incomplete. The customization of entity titles for Org Code and Account Objects is incomplete. (ticket 4295). Account object or Object Code should be renamed to Commitment Item. Org Code should be renamed to Fund Center Below are al the exceptions. 12/13/2011 Item 16.F.1. METHODFACTORY Positions: ing Poston SuVethV 'My Default 'NO& scope Log-ut 4 -7' Position Numbe- Nease Select'. }21Lk 8'i S"mus Job I-Itle Pesk-ion Number S' -dir ----I Rcsition , a- Mpg P osftion T,,T-e 12/13/2011 Item 16.F.1. METHODFACTORY implement Drog'"ess Koine Budgeting j Position Budgeting U -cope f.,l y 0 efa 1, 0 rk S Position Expenditure Detail Defaults: I Organization Code: 210155,M - Public Utilities Planning & Proj lgmi Account Object 1512100 -Regular Salaries Setup the default account detail,.-ifues for the splitting of the additNTs expenditure default items... JL Code: 109020-11Q - Departmental Admiristrabcn JL Object Code: i please Select, Grant: Budget Issue: !Please select, Service Level: 41 SL I Work Scope: --- -I- ---. q kq� DFACTORY M implement. progress Home ?9y Work Scope 12/13/2011 Item 16.F.1. Default V V or ss Select a Favorite Work Scope: I My Default Work Scope 7j -_w . A nv The folloviini items are included in the selected work sco e- To manage the work scope pres MER A= i M Mr, BAget bws 2 2 SFr .................... ss 12/13/2011 Item 16.F.1. A& METHODFACTORY Omaress Ticket #05257 - New report - Security Report Ticket # 04277 requested that a new column be added to the User Security screen displaying additional information provided in the Description field or create a new field where a Department name could be typed in. semvs 1 SrAem settings i Semnity I Uw. management I Loma 4R I...---l- . .. ....... .. . ... Description Oepartmcrft �tc� Ve, MR Ve, cnk. E tloo'D"z COW PtIo" Edited by Scott Auer an Wednesday, March 23, 2011 at 8,49 AM consider t again wher. looking at uodating the user -ma nagernent ,morksoace in 'he futtire. lited bv'zusan Usher -or %Alednesdav, Marcb 23 20, 1 O.,4:."."0 AOM i am eNtrernely CiSar=inted'. i will need to think of plan B. Edited by Scott Auer on Wednesday, March 23, 2011 at 8:03 AM :; un�ortvnatelv after further review the vr-er manac. , ern en t M ree^ R^ot allow for =s'Cmization. Reauest can nst'--- accomccliated- 12/13/2011 Item 16.F.1. Attir—Mle,-10-nd D.r=reSS There are no reports on Security, there are no exports on Security. There is nothing to "grab" which shows me the Users, their depts., or what they have access too. There is NOTHING. We need something... a report, an export, something to help us determine who has what without opening and closing 160 Users. New Report or Export should display the following: (in order of Priority) (Scott, Rachel and I worked on the Report Specification document and have come up with the following...} Report #1: • Selection will be on User or "all users" • Report will display User name, Role, Description field (I typed in the dept name here) • From the DEFAULT WORK SCOPE tab, list the available (checked) BC and BU assigned to the user or if the "Assigned OrgCode Only" box is checked. (include the BC /BU titles) �: a !irp! +i. �+'Latatt vw.x+kxSaY;° NF3t� .e�ovw 0;i �' ai+«» cutRw+sv wLtRyf"Sp+•`4' ,�.apy tram 7cy.. Report #2: (Assigned OrgCode Only) • Selection will be on User or "all users" • Report will display User name and Description field • List of OrgCodes assigned to the user and OrgCode titles. Ej 12/13/2011 Item 165.1. ETHO DFACTOF Y Att tmDlernent c!mgress Report #3: (lookups) • Selection will be on User or "all users" • Report will display User name • By each LOOKUP tab, Yes or No, are any of the Create, Edit, or Delete boxes checked? It does not need to tell what is checked, just if something is checked. Lcckps S'Jd=t5ng Capitol pmjec"s_.__ posilron _ R.tpc2.... -. `I j. Stead Create Edit Delete Select All a+ C" � 3udgetina Settings Account Maio- W Arrnrnt fPrinnr air i s Report #4 (Capital Projects tab) 12/13/2011 Item 16.F.1. METHODFACTORY • Selection will be on User or "all users" • Report will display User name • From the CAPITAL PROJECTS tab, does the User have "View OnW or "CIP Category Manager" User Type: IV-iew Only ri ". 1CIP C4t-eaory Manaa-r I Locks ! Vear Prcfilee Ably 1 Sm • List of Assigned CIP Categories The new Security reports will be placed in a new workspace under Reporting called Security Reports. Access to this workspace will be managed through Role Management through a 'Access Security Reports' option from with the Reporting area. ro Access to this workspace will be managed through Role Management through a 'Access Security Reports' option from with the Reporting area. 12/13/2011 Item 16.F.1. METHODFACTORY iT9�B^ker;i QIOi7`r'SS DL —.pis ". :=cr, S.- Imgskrea 8n3get Arm neuotieg ?efcmance:.mt Repeating „+ Access LCO-= Reports W Access Pasta- °r Access R —prtmg Access Security Reports z — f `;Ft —rreo PkejCS Amy I S3+Y Ca Report #5 3efw!TlffKb'.:'4�' `>i. ^Ct Copy from riser. e Q Sei°, Cgoc and zc�y" z j i ,�.. c er se:_» tra'*! ti'o O-rs cetc* lPerformance Work Scope: iS'Js,ness c= epor: should state what the Care services: selections are ''Or each 'Bosinen Processes: Cs telc£?rV and which Perf !1 Process Activities: WorxSco pe. va^f�rs •caar�s And just like the Report #3, a yes or no, if there is a check mark in the create, write, or delete box METHOD FACTORY implement progress .. u � mow♦ - - - 12/13/2011 Item 16. F.1. 12/13/2011 Item 16.F.1. METHODFACTO Y Ticket #05258 - New report - Performance Measure report Collier County would like to budget up to 40 hours of MethodFactory development services to develop a Performance Measure report that will be defined sometime in the future. 12/13/2011 Item 161.1. METHODFACTORY Ticket P05261- Work Scope Enhancement Allow the "option" to have Work Scopes update themselves for new Account Objects. Work Scopes are extremely cumbersome when the work scope does not allow updates to include new Account Objects. Settings: With this change we'll need to add a new Inclusive Scope option for Account Objects. We'll change the verbiage of the existing option to reflect the inclusivity of Positions into a Saved work scope. G-eve"? AC=Um But;rftsu C-a- capft,;� perfC"o-Ce — ___ ....... ...... . Deffautt New Work Scope Def au", New Work Scone Position scope to Account Object scope to --Inclusive Scope In - elusive Scope Reouirell Fields Sane I i Cancel Work scope: On the Account Object sub-scope screen we'll add the checkbox that will allow for a default value and user override of the inclusivity site option selection. 12/13/2011 Item 16.F.1. A METHODFACTORY mo!ernent progress AL Favorite: Fund Test Excluded Iterns: 1334 Current Items: 11 -j�c, Objeci Reset Sewchjj �-tm to �U-t E'Andusive Scope Checking this box *611 include a!) fterns created in the future 12/13/2011 Item 165.1. t 1 AMETHODFACTORY mto4ernenl plmgress Ticket #05262 - Add the program to the performance workspace under the business wait and move the program indicators onto the programs Collier County would like MethodFactory to add Programs within the Performance to allow for the ability to security which programs individuals have access to edit the program narratives and performance measurers. First, MethodFactory will copy the Program relationship from the Fund Center to under the aligned to Business Unit within the Performance workspace. Search Fi ter I Business lJn.1 .'0307 —� cact S+�rch Rese -t -17 MS!° G t Sw .'1 - T "zntc^'r; .mot wy"v`7Q7 as E!7 n_..., .y _ __ __ 'rGVi :E:—,:2 - G wY ? are Q.'€^:t 57 :72 us•-Z ',wais:. -._ :�--s III r ?;'=ax 4e_sa C—c— 7rt;: ?alt i5 Y w :Z S, Z112 ZS07 _-7 2 -7s v>t 32 1 The relationship between the Program and the Fund Center will remain Within the Fund Center lookup. Collier County is aware that there is a chance that you could have a program in the Fund Center lookup table not created in the performance workspace or vice versa. A* METHODFACTORY progress 12/13/2011 Item 16. F.1. Second, MethodFactory will copy the program Narratives from the Program Lookup tables into the Statement areas of the Performance Program. 71 . . . . . . ---------- ro Second, MethodFactory will copy the program Narratives from the Program Lookup tables into the Statement areas of the Performance Program. 12/13/2011 Item 16. F.1. ETHODFACTORY impt°_Rt2ry2 progress e-14 777 s-at w w' nt ;. arx�w a .r° �: a**" - se• s"°' a ar arc .m-�s.. • �x -� {'- ".ra•r,*•.�, ar{c^cc. s+r ..�zr ... sS� �S!` �,.� r _ �., »a. !�w•.^�^c; ` ^*es -.•-a. s.,.,,... � "• �'•; ^- m-•.v� srr.r_mt !arssaa+1 i'�±�^C "�++:. xr. Gc ?- � v*so• .'..w:E«- _.Fyn �•YS �a.. �wc�cs �.� 12/13/2011 Item 165.1. METHODFACTORY mpteenpnt_ Proaress Next, MethodFactory will move the measure and indicator from the Business Unit to the appropriate program. Which measures and indicators will be moved to what program will depend on the Indicator title which is prefixed with the program code as shown below. >•on+e #.! c�a'-t• :.ark• --+c v ttia�mK 64 •."� '� � .e _u » ^ .'.i��' •"?^T' ..- vW.Lha'�. ...uvm l&.:,�xw .�, x :..!„"1753' 'at.°rt >k.. tr:« .3':: !! � �..j« = t7:•w. 5�: Y.G.t":'a� _y�,., -.o Via.. ±;t'?YS s &: iu'4^.' ..s�'t_ '.,.. ,;�St ... .. .. ,., .mot` c. °,.. *,:.-1W •.,c .�;. 4:�a:P.�+.�e, -,�:r '.V4 Next, MethodFactory will move the measure and indicator from the Business Unit to the appropriate program. Which measures and indicators will be moved to what program will depend on the Indicator title which is prefixed with the program code as shown below. 12/13/2011 Item 16. F.1. i ETHODFACTORY Finally, this change will require an update to the Budget Document and Budget Document — CIP reports to support the new location for the program narratives. Collier County will be responsible for managing the security to the new programs. 12/13/2011 Item 16.F.1. A FACTORY METHOD i=49rriertt. tlroaress Collier County's implementation of the Estimation functionality Collier County would like to activate the ASSUMPTION feature. Items of concern are: • The use of the Annualized field. • Rename the Assumption field to Assumption Ad • Create new field, Assumption Total • Formulas o Manual Entry • Straight Line Pay Period (Regular Salaries) • Budget Formula o YTD formula • Retirement Formula • Social Security Formula • Reports • Security The Annualized Field: In Collier County, the Annualized field is populated by all the users. It is an estimate of how much will be spent /collected in the current year (history year 1 or FY 2011 in the example below). This field is used and printed in the Budget Doc. We cannot have this field automatically changing its total. Therefore I am proposing a new field; which will display the Assumption Total or Assumption Results. Fund Center l000l"01 - Board Of County Commissioners Commitment Item 51i104 - Salaries Sected Officials Annualized: €379.900 Assumption Adjustment 10 Assumption Totat. Shore Zie'.ai:s Below are the account details for the selected account. Select a forecast budget }n!ar to tiiew details srecified for that year. .�' rp. �v ?.?t_.Ca�rt- :r.CC��"`43:2JAAi?$ •°° II1Fr!' taR2te'.: ,;rr>n,ss'atRfr+.�.'iver!!tti� L`�:v1.4r! a - =7.._ __ ' =T '��C2y2e -selaN ".K°.Rfis= ,ORGNA. .+' La!+4;hrrtnas:satrtssv vsrt:.ea^« it ?2 ' -t 3� °:�'�5 5 _ F` v _ .,u2„S_'- Sd�^, - - .- Yw.. F =12c l- - Saay - 'WL 4 f;,,NUA LOU ^ue^oRr "er tat t ^ a s ra Jw ±ear Ot i"4- 0 575,725 3; -_# _== _` -Sala ry - 4 _A.:TMr2.`iC aS �'°raactm! ra; 5ra scat Cre*hra4 K:.._, -IG, 5 _.:- 5'° 12/13/2011 Item 16.F.1. METHODFACTORY imOwnen" ^rocress -;< < r s! S FY 2044 FY 2044 -- -- AmenOeC - -- Enccnnbrwwes - --� -YTD ACtltet TSatanc� A�i2e0:± *.2!- 2C L3:2Ec '.'9.auC ARFtY Save Cancel Delete 12/13/2011 Item 16.F.1. M ETHODFACTORY innnienneent progress_ Assumption Formulas: Regular Salaries (account object 512100) Formula: (((last pay period amount) *((# of pay periods remaining) + (partial pay period))) +YTD expenses + encumbrances + Assumption Adjustment = Assumption Total Last pay period amount can be loaded onto a Salaries Lookup table. In the Site Options screen, shouldn't the "Last Pay Period" be renamed "Remaining Pay Periods "? In the Site Option screen, we need to add another field to include a decimal, for the year -end partial pay period. organization Serino$ ( Sim o,;nons l iy ^a`ault Y orl: 5..9 l ar!"`C "t'7H''^ ... aU _' �."^�:,.�._._� L. L�wt r`�^^•sa°a^ :k. r Position Prefix:1eM Pay Periods:' 126 5i7ael;ly _ Minimum Additive FTE:, Calculate Merit at Merit Date: r" Calculation Accuracy: ;Trti�e ee4 f * Required, Fiends Position Number Start:* Last Pay Period. Partial Payroll (in ice, FICA Rate:' Budget Calculation: Smite Must FTaal IN%: 3 J Logott}' 23 .3 22 - 23 § R 2� 2n .9 .s32 $alaly IT Pc cur Apply Sa:= Cancel Collier's Pay Periods are bi- weekly, with the pay period ending on a Friday. At year end, the Finance office will accrue a partial payroll into the current fiscal year (history year 1 or FY 2011) for proper year- end cutoffs. Therefore we have 26 pay periods plus a partial as follows: FY 2011 = 0.5 pay periods (pay period beginning 9/24, 5 business days in Sept) FY 2012 = 0.5 pay periods (pay period beginning 9/22, 5 business days in Sept) FY 2013 = 0.6 pay per (pay period beginning 9/21, 6 business days in Sept) FY 2014 = 0.7 pay periods (pay period beginning 9/20,7 business days in Sept) FY 2015 = 0.8 pay periods (pay period beginning 9/19, 8 business days in Sept) When Finance prepares the accrual, they divide the partial pay period's dollars by 10 business days multiplied by the number of business days in September. They do not count the weekends. 12/13/2011 Item 16.F.1. METHODFACTORY iR:DEe^,e�2. �'O�teSS Other account objects that would use this formula are: • 511100 Salaries elected officials • 514100 Other Salaries and Wages + 514100 Overtime • 522200 Retirement High Hazard • 522500 Retirement Elected Scott, will I have multiple (6) look -up tables? Bud>?et Formula Amended Budget + Assumption Adjustment = Assumption Total Some examples of Account Objects that would use this formula are: • 532600 ER 457 (Deferred Compensation) • 523150 Health Insurance • 523151 Health Ins —VSIP • 523160 life insurance • 524100 Workers Comp • 525100 Unemployment • 6xxxxx internal service charges YTD Actuals Formula YTD Actuals i Assumption Adjustment = Assumption Total Some examples of Account Objects that would use this formula are: • 518100 Termination Pay • 518200 VSIP Program • 525100 Allowance Moving • 3xxxxx Department's Charges for Services (to the public). Retirement Regular formula (account object 522100) It appears that Arlington calculates its Retirement contributions by taking the Assumption Total from above and multiplying it by their retirement percent. Florida Retirement System has too many different rates. The formula should be applied to the future salaries calculated above and this number should be added to what has been expensed in the accounting system, YTD actual. The formula will need to include the following accounts • 512100 Regular Salaries 513100 Other Salaries and Wages • 514100 Overtime 12/13/2011 Item 165.1. MET HO CT RY mnof - -_ -iv ;rv^mess Formula = SUM ((last pay period amount) * ((# of pay periods remaining) + (partial pay period)) + Assumption Adjustments) for the above accounts * retirement Percentage (use Additive HA, FY 11 Assumption %) + YTD Expenses acc't obj 522100 + Encumbrances acc't obj 522100 + Assumption Adj acc't obj 522100. A s c - 1 Retirenen.Calculation 522144 -- RegSataries CltherSal &Wages overtime Retirement Reg 3 S_2340 513100 5141M Assumption Tctal t. Last Pay Period Amount * (;t of, Periods remaining + partial PP) _3_.. subtoal '- -34'E5 7+Assfumption Adiustments S subtotal Hsu n {85:37} [�sum(ES:DSj .9 ' Re`irement % (!-FAA additive) 10 Subtotal 11 +YTD expenses for amt Ob; 522140 12 - _ncumbrances for Aoet Ob1S22100 7 + Assum ztionAd ;ustments for AcctObi522104 _ .. 14 Ass- imption Totat for Acct Obi 522140 C�sum( -2C:t 13 . -I- --- . 12/13/2011 Item 161.1. METHODFACTORY implement aroaress Additive Code: i-.. Additive Name: FRS Regular Class Pension Adjustment Type: D! - Fnnce Additive Account Objet 1522100 - Retirement Regular Additive Type- 101 -All Positions Additive Dependency. l[JC Dependency J Budget category: 102 - Percent of Salary Additive Group. i W. - IVA Additive Class: IRetirement Ptah Calculate on Base salary: r Exclude From: RCA r mkd�care f Include in Over-Time- W Calculated Hired Prior. – — Efeetive Start gate: App+; How -; Notes: .. Additive Budgets Erdw the forecasted budget values for the adddime Please enter the values as percentage amourrcs I 1 533 %i l 0 %1 i 0 %i J 0 %1 I 0 41 FY.ZD=Assumctran? f Apply i Sam � Delete I Cancel WARNING: Since these formulas are Account Object driven and not Account Object /Fund driven, the Fire Districts and Emergency Medical Services calculated Assumptions will have to be manually altered. Regular Salaries includes the employee's pay for Regular Retirement personnel and for Special Risk/High Risk Retirement personnel. So the above formula will include all the EMS workers and Fire fighters in the calculation for Regular Retirement. Social Security formula (account object 521100) The formula will need to include the following accounts e 511100 Elected Official Salary e 512100 Regular Salaries e 513100 Other Salaries and Wages e 514100 Overtime Formula = SUM ({last pay period amount) * {(# of pay periods remaining) + (partial pay period)) + Assumption Adjustments) for the above accounts * retirement Percentage (use Additive FICA, FY 11 Assumption %) + YTD Expenses acct obj 521100 + Encumbrances acct obj 521100 + Assumption Adj acct obj 521100. 12/13/2011 Item 16. F.1. METHODFACTORY imolernrent progress A c D I Social Secvr�y Calcilation S=DG 2 Elected Officials Reg Salaries Other Sal & Wages Overtime Social secirity 3 511100 512100 513100 514100 Assurnot-mr, Total 4 Last zav Pemd Arncurt 3 * (- of, Pay Periods remaining nartial 0P) 5 Subtctal -B41115 7 - Assumc-ton- Ad;us',nen'S Subtotal LZsurn(S6:97r -esurn(33:5-8) -9 *Socia' Secu", -%jFlCA additivet 10 Sub-'etal !-I aYTD expenses for Acc' Obj 5=1 00 12 Encumbrances for Acct Ob! 5Z1100 13 + Assumption Adiustments for Acct Obj 521100 Assumcrtion Total for Acft Obj 52'-144 Zdd%" AVO,� Szo f Doom Sxvm' I will use the FY 11 Assumption % for both FICA and Medicare, 7.65%. No need to have separate calculations for FICA and MEDI. During the months of January — September, no one will be at cap. Everyone will have to pay both with the exception of a handful of people. I can live with that. • -.. A new report will be needed for Collier County. • A revenue report • An expense report Sr- Acto� Ot4.M AddAirel TVPt, Addim— 0e;w4--1-"af- 9W*QW C-9-Y A6adi� C-ITK li�— %MmeS Zdd%" AVO,� Szo f Doom Sxvm' I will use the FY 11 Assumption % for both FICA and Medicare, 7.65%. No need to have separate calculations for FICA and MEDI. During the months of January — September, no one will be at cap. Everyone will have to pay both with the exception of a handful of people. I can live with that. • -.. A new report will be needed for Collier County. • A revenue report • An expense report 12/13/2011 Item 16. F.1. METHODFACTORY i mple-n ent. µ- oc`ess .. A $ C y = S H ! �. r ( 20111 =Y 2031 =Y 2011 FY 201-1 ~ Amended Sudget Y V = menses =_ncumDrances Annualized Assumotion Ad; Assumctic^ Tot variance a q N N f -j J .7 N t 12/13/2011 Item 16.F.1. METHODFACTORY implement, progress Security: Security over the Assumption field is a major concern for Collier County, We use the Annualized field to estimate how much money the depts. will spend /collect this year. (History Year 1 or FY 2011), The new Assumption field is too close to the Annualized field. My fear is that users will accidently input their Annualized amounts into the Assumption field. Therefore under role management, I would like to see another check box. — - -- Qetails S44 ben 'settings Area Budgeting Area Reporting ATO Budgtting?hases pt!fomsaact Ares T Accounts W Access Accounts F Create Account Details P Create Accounts r Delete Account Details a' bete Accounts F Edit A=ount Annualized r Edit Account Detail Annualized w Edit Account Details r Eft Account ISstor} W Exit Accounts w Export Accounts ; Override ;t a %Change Locla W Read Account Details N Read Accounts ! ; � Edit Assumption Adjustment : If the box is checked, the user may edit or input a value into the Assumption Adjj field. If the box is unchecked, the user will not be able to input a value. (The title of the field and box should be grayed out). I do not mind if the users see the values in the boxes. I just don't want them thinking if they accidently type in a value, that the value will be stored in GovMax. 12/13/2011 Item 16.F.1. METH DFACTORY Estimation of Work The cost for services is based upon the standard rate as defined in the Master Services Agreement. This effort will be billed against proposal number C01-2011_01. TotalAdditional Effort ................................................... ............................... ................ 270 hrs Total Additional Effort Cost .......................................................... ............................... $33,750 Payment terms: As defined in the Master Services Agreement executed on 10/29/07. * Method Factory should not start ticket 05258 until: 1) Ticket 05262, Add the Program to the performance workspace under the Business Unit, is completed 2) Collier County approves Ticket 05258 in the Method Factory Ticket Tracker system. 12/13/2011 Item 161.1. METHODFACTORY implement progress Approval of Statement of Work COL2011 41: Collier County Attorney Attest This statement of work is subject to the terms and conditions in the executed Master Service Agreement. Collier * ff Name: Chairman Fred W. Coyle Scott J. Auer Title: Partner Date: Signature: Collier County Attorney Attest This statement of work is subject to the terms and conditions in the executed Master Service Agreement. 12/13/2011 Item 161.1. NO Oinmax r : - AkrilethodFactory Client Name: f Collier County, FL Project Name: GovMax v5 Extended Annual Support (FY 2013) Proposal Number: COL2013 01 Date Prepared: 10/2412011 This document outlines the Extended Annual Support arrangement with Collier County, FL for GovMax V5.0. Extended Annual Support (EAS) tenets: MethodFactory's will provide warranty and support services pursuant to the terms of the implementation agreements — renewable annually, in one (1) year increments. During the term of the extended annual support contract MethodFactory extends the application warranty and will resolve any application defects at no cost to the client. • Periodic system updates • Access to the support portal • Technical support by phone and email • Project Management (planning, organizing, and managing resources to bring about the successful completion of service requests) • Account Management (communicating and working with client on matters not directly related to a discrete service requests) • Issue Management (Logging, tracking, resolving and closing of service requests to the client's satisfaction) • Up to 15 minutes of technical support/consulting assistance per incident • Application defects • Annual fiscal year database setup (limitations apply`} tChanges to the organization's departmental structure are not included with the annual fiscal database setup. What is not covered by EAS: • Custom imports • Custom exports • New report request • Modifications to existing custom reports or GovMax v5 report templates • Collier County, FL enhancements to the application Period of. Coverage: 2- 20- 2013 — 2 -21 -2014 AnnualSupport Cost ... .... .. .......... .. ... ....... ........ .. ..... ... ...... .............................. ............... $16,000.00 Payment terms: as per the Master Services Agreement Future GovMax v5 Extended Annual Support agreement cost increases will not exceed 3.0% in any given year. Collier County, FL Designated GovMax v5 Support Contacts Packet Page -3391- 12/13/2011 Item 161.1. I ww- Government As per the GovMax v5 support process, Collier County, FL may name up-to 4 contacts with the authority to submit service requests and obligate Collier County. FL to pay for requested services. The GovMax v5 Support Administrator will maintain a list of client representatives that have been authorized to submit services requests. As a control, requests submitted by other than the named individuals in the grid below will be referred back to the client's primary GovMax v5 contacts. Name e-mail Phone 2. Susan Usher Susanusherecolliereov.net 1239 -252 -8810 2. Marklsackson Markisacksonlicollier¢ov.net 239- 252 -8717 3. 14. Approval ra}"Stclfc lent of TVork Project Name: GovMax v5 Extended Annual Support (FY 2043) Proposal Number COI 2t313_01 Name: Chairman Fred W. Coyle Scott Auer, Partner Date: Signature: wgnature: I This statement of work is subject to the terms and conditions in the executed Master Service Agreement. Packet Page -3392- 12/13/2011 Item 16.F.1. U a V a X /. _ Client dame: ! Collier County, FL Project Name: GovMax v5 Extended Annual Support (FY 2012) Proposal Number: COL2012_01 Date Prepared: 1012412011 This document outlines the Extended Annual Support arrangement with Collier County. FL for GovMax V5.0. Extended Annual Supoort (EAS) tenets: MethodFactory's will provide warranty and support services pursuant to the terms of the implementation agreements — renewable annually, in one (1) year increments. During the term of the extended annual support contract MethodFactory extends the application warranty and will resolve any application defects at no cost to the client. • Periodic system updates • Access to the support portal • Technical support by phone and email • Project Management (planning, organizing, and managing resources to bring about the successful completion of service requests) • Account Management (communicating and working with client on matters not directly related to a discrete service requests) • Issue Management (Logging. tracking, resolving and closing of service requests to the client's satisfaction) • Up to 15 minutes of technical support/consuiting assistance per incident • Application defects • Annual fiscal year database setup (limitations apply}] .Changes to the organization's departmental structure are not included with the annual fiscal database setup. What is not covered by EAS: • Custom imports • Custom exports • New report request • Modifications to existing custom reports or GovMax v5 report templates • Collier County. FL enhancements to the application Period of Coverage: 2 -21 -2012 — 2 -20 -2013 AnnualSupport Cost ......................................................................... ............................... $1£.000.00 Payment terms: as per the Master Services Agreement Future GovMax v5 Extended Annual Support agreement cost increases will not exceed 3.0% in any given year. Collier County, FL Designated GovMax v5 Support Contacts Packet Page -3393- 12/13/2011 Item 16.F.1. s craao%a county G tVerll °rt i^ ��C a�: °ter. s4•.th 3}i�thwd*-2C:ory ._... -. As per the GovMax v5 support process, Collier County, FL may name up-to 4 contacts with the authority to submit service requests and obligate Collier County, FL to pay for requested services. The GovMax v5 Support Administrator will maintain a list of client representatives that have been authorized to submit services requests. As a control, requests submitted by other than the named individuals in the grid below will be referred back to the client's primary GovMax v5 contact. Name e-mail Phone 1. Susan Usher Susanusherracolliergov.net 1239-252-8810 { 2. Marklsackson Marklsackson,acolliergov.net 1239- 252 -8727 j 3. ! 4. ppr-ovak of 5totement of 147ork Project Name: GovMax v5 Extended Annual Support (FY 2012) Proposal Number COL2012_ 01 Name: Chairman Fred W. Coyle Scott Auer, Partner Date: Signature: _- i i Signature: ti k y This statement of work is subject to the terms and conditions in the executed Master Service Agreement. Packet Page -3394- CHANGE ORDER CHANGE ORDER NO. TO: Method Facfory 1005 North Orange Ave. Sarasota, FL 34236 DATE: October 28, 2011 PROJECT NAME: GovMax Upgrade PROJECT NO.: 50001 Under our AGREEMENT dated October 10, 2010 12/13/2011 Item 165.1. CONTRACT NO. 11 -5616_ BCC Date: _10/12/10 Agenda Item: _16F5 You hereby are authorized and directed to make the following change(s) in accordance with terms and conditions of the Agreement: Add Statement of Work COL2011_1, COL2011_3, COL2012_01 and 'COL2013_01 attached. _ FOR THE Additive Sum of Eighty_Thousand_Seven Hundred Fifty Dollars Original Agreement Amount $ Sum of Previous Changes $_ 810875.00 This Change Order adds $ 80, 750.00 Present Agreement Amount $_ 228,500.00 The time for completion shall be increased by _731 calendar days due to this Change Order. Accordingly, the Contract Time is now 1,219 calendar days. The final completion date is 2/18/14 Your acceptance of this Change Order shall constitute a modification to our Agreement and w111 be performed subject to aIl: tTie same terms and oond %bons as contained in our Agreement indicated above, as fully as if the same were repeated in this acceptance. The adjustment, if any, to the Agreement shall constitute a full and final settlement of any and all claims of the Contractor arising out of or related to the change set forth herein, including claims for impact and delay costs. Accepted: , 2011 UUN 1 KAU I UK: OWNER: MethodFacto , Inc. BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY, FLORIDA By: By; �4 {' jilt✓ Scott Auer, erector Susan Usher, Project Manager 11 -5616 — Method Factory GovMax Upgrade 1 Change Order #4 Packet Page -3395- Date: ATTEST: Dwight E. Brock, Clerk BY: Approved As To Form and Legal Sufficiency: DE IF- 12/13/2011 Item 161.1. By: + M Isac on CONTRACT SPECIALIST By: &d3n 4W X2& Lyn A d BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY FLORIDA BY: - - Fred W Coyle, Chairman 11 -5616 — Method Factory GovMax Upgrade 2 Change Order #4 Packet Page -3396-