Backup Documents 10/12/2010 Item #16F 5
MEMORANDUM
16F 5
Date:
October 20,2010
To:
L yn Wood, Contract Specialist
Purchasing Department
From:
Teresa Polaski, Deputy Clerk
Minutes and Records Department
Re:
Contract #10-5368 "GovMax Upgrade"
Contractor: Method Factory
Attached one original contract, referenced above (Item #16F5) approved
by the Board of County Commissioners on October 12,2010.
The second original document will be held in the Minutes and Records
Department with the Official Records of the Board.
If you should have any questions please contact me at 252-8411.
Thank you.
Attachments
ITEM NO.:
Purchasing Departmen! vr hl,.A:~ Ut.. 1 ~F 5
3301 Tamiami Trail EaS()UNTY ATT~N
Naples, Florida 34112 .
Telephone: (239) 2~ I
FAX: (239) 252- lU 10 OCT' 9 PH 2: 56
Email: @colliergov.net.~ v
WWNcollie~oi VI? ~\/5 ~
DATE RECEIVED: 0';;: \ \ ;/l[, P
~ '() t ~ 1 VI'
Sf1lJ )~V
DO NOT WRITE ABOVE THIS LINE ) 0 ~~..I{."" '//7
Request for Legal Services 7:::> 1LJ (
eolteT Co1.t.my
AdrTinislrative Services Division
Purchasing
FILE NO.:
ROUTED TO:
Date: October 15,2010
From:
Scott Teach
Deputy County Attorney
')
Lyn M. Wood, C.P.M. ~
Contract Specialist
10-5368 GovMax Upgrade
))\,01 iD(z.-c
To:
Re:
Contractor: Method Factory
BACKGROUND OF REQUEST:
This contract was approved by the BCC on October 12, 2010; agenda item 16F5.
This item has been previously submitted.
Contract review and approval.
-~
ACTION REQUESTED:
OTHER COMMENTS:
Please forward to BCC for signature after approval. If there are any questions concerning the document,
please contact me at the telephone number or email address above. Purchasing would appreciate
notification when the documents exit your office.
G/Acq uisitions/AgentF ormsand Letters/RiskMgmtReviewoflnsurance4/15/201 0/16/09
..411
,
,
Co~_ CouHty
- - -- -
Mrinistrative Servires Division
Purchasing
Purchasing Department 1 6
3301 Tamiami Trail East F 5
Naples, Florida 34112
Telephone: (239) 252-
FAX: (239) 252-
Email: @collierqov.net
www.collierqov .neUourchasinq
Memorandum
Subject:
Solicitation # 10-5368 - GovMax Upgrade
From:
October 15, 2010
Lyn M. Wood, C.P.M. \~'\
Contract Specialist J - \ ~
Date:
To:
Ray Carter
Risk Management
This Contract was approved by the BCC on October 12,2010, agenda item 16F5.
The County is in the process of executing this contract with Method Factory. Method Factory will be
implementing the GovMax Upgrade but will be doing it remotely and we do not expect them to be on
campus for any reason.
.
If you have any questions, please contact me at the above referenced information.
1r;Jf~ved By
Risk Management Signature
/o/tc;to
Date
(Please route to County Attorney via attached Request for Legal Services)
G/Acquisitions/AgentF ormsandLetters/RiskMgmtReviewoflnsurance4/15/201 0/16/09
.lIl
mausen_9
16F
5
From:
Sent:
To:
Cc:
Subject:
RaymondCarter
Tuesday, October 19, 2010 10:51 AM
LynWood
HerreraSandra; mausen_g
GovMax Upgrade 10-5368
Lyn, as we discussed this upgrade is being completed by Sarasota County in association with Method Factory remotely at
their office. That said, I concur with you that we have limited exposure in this agreement and no insurance requirement
is in the contract as approved by the BCC 10/12/10 item 16F.
Ray
~~
Manager Risk Finance
Collier County Board of County Commissioners
3301 East Tamiami Trail
Naples, FL 34112
OffIce 239-252-8839
Mobile 239-821-9370
Under Florida Law, e-mail addresses are public records. If you do not want your e-mail address released in response to a public records request, do not send
electronic mail to this entity. Instead. contact this office by telephone or in writing.
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Statement of Work - Collier County, FL
GovMax V5.0 Migration Proposal
Prepared by MethodFactory
September 3rd, 2010
Version 1.5
Collier County, FL
Page 1 of 135
September 24th, 2010
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Contents
1 Introduction................................................................................................................ ............... ..... 6
1.1 Reader Guidelines........................................................................................................ ...........6
1.2 Document Purpose ..................... ... ............................. ................... ... ...................................... 7
1.3 Revision History...................................................................................................................... 7
2 Housekeepi ng ......................................................................................................... ................... ...10
2.1 Executive Sponsor...................................................................................................... .......... .10
2.2 Budget Shop POCs .......................................................................................................... ......10
3 1m pie mentation Overview........................................................................................................... .12
4 Risk Mitigation............... ................. ................................. ............... ............................. .................13
5 Cost Summa ry............................................................................................................................. . .15
6 Stages of Implementation.................................................................................................... ........18
7 Target Ti meli ne................................................................................................................. ........... .19
7.1 Del ivera bles & Milestones.......................................................................................... ..........19
7.2 Services Provided by Sarasota County.............................................. ....................................23
7.3 Milestone Del ivery Defi n itions ........................................................................................ ..... 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 Accepta nce G uideli nes ........................................................................................................ .........29
8.1 Requested Enha ncements ................................................................................ .................... 30
8.2 V5 Position Ca Icu lations.......................................................................................... ..............34
9 Organ izationa I Setu p .................................................................................................................... 38
9.1 Work Scope Navigation Structure.... ............................ ................ ........................................38
9.2 Site Options........................................................................................................................ ...39
9.3 Budget Phases................................................................................................................ ...... .41
Collier County, FL
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9.4 Budget Ca lenda 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 H istorica I Budgets................................................................................................ ..46
9 .8.1.2 Out-Yea r Budgets Details........................................................................... ............47
9.8.2 Ca pita I Projects................................................................................ ............................. .48
9.8.2.1 Projects................................................................................................................. .48
9.8.2.2 CI P 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 AdditivesjFri nges ..................................................................................... 54
9.8.3.4 Position Budget...................................................................................................... 54
9.8.4 G ra nts .........,............................................................................................................ ......54
9.8.4.1 G ra nt Record..................................................................................................... ..... 54
9.8.5 Budget Issues........................................................................................... ...................... 56
9.8.5.1 Budget Issue Record ...... ................................ ...................... ..................................56
10 GovMax System Ca pa bil ities ...................................................................................... ..................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 Featu res a nd Benefits............................................................................................. ......66
10.3 Ca pita I Projects..................................................................................................................... 71
Collier County, FL
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10.3.1 CIP History Budget Enhancement .......................... ...................... ................................. 73
10.3.1.1 Current v5 Functionality.,.... ................................ .................... .................. ............ 73
10.3.1.2 Description of Changes ............ ............................. ................... .............................. 78
10.3.1.3 Not Considered ................................ .... .................. ................................................85
11 Collier County Position Business Rules.............................. ................ ...........................................86
11.1 GovMax Position Budgeting Crosswalk ...................... ......................... .................................86
11.2 Fri nge Types........................................................................................................... .............. .86
11.3 Fri nge Ca Iculation Matrix......................................................................................... .............87
11.4 Position Types................................................................................................................ ....... 88
11.5 Position Budget Matrix ............ ................................ ..................... ................. .......................88
12 Security Featu res......................................................................................................................... .89
12.1 Secu rity Overview....................................................................................................... ......... .89
12.2 Collier County Security Role Matrix ......................................................................................93
13 System Data Exchange..................................................................................... .............................95
13.1 Budget Import Templates ... .... ........................ ... ... ................... ............................................. 95
13.1.1 Financial Data Import ....................................... ..................... .................... ....................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 tE' - Discretionary Support) ..............................................98
13.2 Budget Exports Tern plates.................................................................................................... 99
13.2.1 Standard Budget Export ................... ......................... ..................................................100
13.2.2 Deta i1ltem Budget Export......................................................................................... ..101
13.2.3 Custom Exports (Appendix tE' - Discretionary Support)............................................. 101
13.2.3.1 Expenditures and Revenues ............... .................... .............................................102
13.2.3.2 Expenditu res Only............................................................................................ ....102
13.2.3.3 Revenues Only................................................................................................ .....103
Collier County, Fl
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13.2.3.4 Capital Projects ............................. ........................ ................... ............................103
14 Outcome Based Budgeting ........................................ .................... .............................................104
15 Reporti ng ............................................................................................................................... . ....105
15.1 Reporti ng Overview........................................................................................................ ....105
15.2 Featu res a nd Benefits....................................................................................................... ..106
15.3 GovMax Base Reports......................................................................................... ............... .106
15.4 Budget Document (Appendix 'B' - GovMax Implementation Costs) .................................110
15.5 Custom Report Requests (Appendix '0' - 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 Optiona I End-User Tra i n i ng ............................................................................................ ........... .120
20.1 Overview.................................................................................................................. .......... .120
21 Follow-on support ......... ......... .........................,... ..................... ............................... ...................122
21.1 Extended Annual Support (Appendix 'e' - Extended Annual Support) ..............................122
21.2 Discretionary Support (Appendix '0' - Discretionary Support).......................................... 122
21.3 Appendix 'A' - Statement of Work ........................... ................ ..........................................123
21.5 Appendix 'B' - Implementation Cost........................... ..................... ...................... ............124
21.6 Appendix 'e' - Extended Annual Support ......................... ................ .......................... ........127
21.7 Appendix '0' - Discretionary Support ............................. ...................................................130
21.8 Appendix 'E' - GovMax Enhancements. ............................ ............... ....................... ...........133
Collier County, FL
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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.
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Page 6 of 135
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1.2 Document Purpose
This document details the GovMax V5 implementation plan for Collier County.
1.3 Revision History
Date Author(s) Version Comments
June 25th, 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 3rd, 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
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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 2nd, 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 Countv GMS
Implementation Plan v1.4.PDF.
Added additional Acceptance language to
Section 8 to cover the agreed to
Collier County, FL
Page 8 of 135
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September 3rd, Scott Auer
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enhancements.
Updated document based on email from
Susan U. on 9/2.
Updated milestone dates per new start
date.
September 24th, 2010
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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 poes
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
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6. Performance ...................... Susan Usher
7. Reporting ........................... Susan Usher
8. Other................................... Susan Usher
Collier County, Fl
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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;;tw L-
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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
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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:
· Contingencv 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
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5 Cost Summary
The following section outlines the implementation costs.
Implementation
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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
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C Extended Periodic system updates, Access to the N/A $12,000
Annual Support 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)
1st year one-time 25% discount applied
to the $16,000 annual support cost.
0 Discretionary Estimated annual discretionary support 120 $15,000
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.
E Custom Report Customization of 18 existing V5 report 112 $14,000
Development 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
Collier County, Fl
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. 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
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6 Stages of Implementation
The following section outlines the stages to implement GovMax VS for Collier County.
Pre-
Implementation
Planning
Stage I.
Stage II.
Stage III.
Setup
Migration
Acceptance
DEV Q&A PRODUCTION
Environment Environment Environment
InvoicinJ! Milestones Invoicina: Milestones Invoicina: Milestones Invoicimz 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 VS 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 Begi ns
acceptance.
Collier County, FL
Page 18 of 135
September 24th, 2010
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7 Target Timeline
The following section provides the estimated timeline for the project.
7.1 Deliverables & Milestones
Stage l-setup a Confipration
Configuration of Development Environment
Configure Base System
load "look-up" data +
Configuration of Staging Environment
Stage 1I....oata MIpation & Training
load Account Details+
System Administration Orientation and On-line Help Administrator
Orientation and Training
Delivery of system for validation and acceptance
Stage HI-Acceptance & Deployment
Client Migration Validation (2-3 weeks)
Supplemental Data Manipulation
Client Acceptance of Implementation Statement of Work
Configure and Deploy Production Environment
Stage N -Warranty Period
11/5
11/9
11/15
11/17
12/14
12/17
12/17
Warranty Period (30 days)
1/13
12/17-1/13
1/14
1/14
Collier County, Fl
Page 19 of 135
September 24th, 2010
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Tesk NIme
COL2010_02A GM51mplementatJon Plan
IE PM~servel1lo1dback
EJ Execution
EJ GovMax V5 Implemenbltioo
EJ tie - Pre-Implemenbltion PI.nning
Development of the v5 Migration Planning Doco
GovMax v5 Migration SCJIN Review
Finalize Contracting (e.g. MSA, Hosting agreement)
Start GovMax v5 Migration
EJ Customizlltions
Financial GMIE
Budget Exports
Default % of Change Enhancment
CIP History Budget Enhancement
Additive Start Date Enhancement
MERIT calculation Enhancement
Configure Development Environment
IE Conf"lglR"e Base System
GovMax v4 FY 2011 -2014 Database Provided
IE lO8d "look-up" data
IE Conf"lfIUI"e staging Environment
Client Validation of "look-up" data
Stage I Invoicing Milestone (20%)
IE lO8d Account Details
EJ Administnltor Orienbltion .nd Tr.ining
Training Preparation
System Administrator Orientation and Training
Stage II Invoicing Milestone (40%)
IE Data MlInipullltioo
Client Validation and Acceptance
EJ Configure Production Environment
Deployment to Production Server
Validation of Environment
Stage III Invoicing Milestone (20%)
Budget Analyst Training (Collier Responsible)
Warranty Milestone (20%)
Collier County, Fl
Page 20 of 135
Duration
Start
F'1lish
145.25 dllYS Mon Il2110 Fri 2125"1
11." dllYS Fri Il20110 Wed '''5''0
145.25 dllYS Mon Il2/10 Fri 21251'11
145.25 dllYS Mon Il2l1. Fri 2/25.'11
53 dllYS Moo Il2/1' Wed 1'''3''0
2 wks Mon 81211 0 Fri 8/1311 0
3 days Moo 8/1611 0 Wed 8/18/1 0
3.5 wks Mon 912011 0 Wed 1 0/1311 0
1 day Wed 1 011311 0 Wed 1 0/1311 0
45.31 dllYS Too 10..,4i10 Moo 12/2'.'1'
24 hrs Fri 1011511 0 Wed 1012011 0
24 hrs Wed 1 0120/1 0 Tue 1 0126/1 0
4.5 days Tue 1012611 0 Tue 111211 0
75 hrs Thu 10/1411 0 Wed 1113/1 0
24 hrs Mon 121611 0 Mon 1211311 0
26 hrs Mon 12/13/1 0 Moll 1212011 0
6 hrs Thu 11/411 0 Fri 11 .1511 0
2.31 dllYS Fri 1115l1. Tue 1119.'10
1 day Mon 1118110 Tue 1119110
4.25 dllYS Tue 11."'.11' Moo 11"5"0
2.25 dllYS Mon 1M5.'" Wed 11"mO
3 days Tue 1112311 0 Mon 11129/1 0
o days Moo 1112911 0 Man 11129/1 0
11.5 dllYS Tue 11."'.11' Tue 12"41'10
3 dllYS Tue 12.'141'11 Fri 12.111."0
8 hrs Tue 1 211411 0 Wed 12/15/1 0
16 hrs Wed 1211511 0 Fri 1211711 0
o days Fri 12/1711 0 Fri 1211711 0
9.15 dllYS Fri 12..,111. Tue 1l4l'11
3.5 wks Fri 12/17/10 Thu 1/13/11
0.25 days Fri 1."41'11 Fri 1.1141'11
2 hrs Fri 1/14/11 Fri 1 /14/11
o hrs Fri 1114111 Fri 1114111
o days Fri 1114111 Fri 1114111
o days Fri 1 /14/11 Fri 1114111
30 days Fri 1114111 Fri 2125111
64 days Wed 12l11'1. Too 3l31'11
24.69 days Tue 114111 Moo 2/J.1'I1
September 24th, 2010
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+ 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.
AcceDtance - 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 GM5 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 imDOrtant to note that Kev Dersonnel from Collier County will not be available to
work on GovMax on 10/23-10/28 and 11/12 to 11/22. The Droiect Dlan and acceDtance
dates will work around these dates.
Collier County, Fl
Page 21 of 135
September 24th, 2010
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SamDle AcceDtance Document
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Project Acceptance Short Title: GovMax V5.0 Implementatioo Acceptance
ProiedTitIe: GovMax VSlmplementation
atement ofWOl'k:
Descriotion:
This letter is to acknowledge that as of MethodFactory has delivered the application
development project defined below with all specified functionality in accordance with the planning
design .PDF document and sUbsequent changes orders. The 30 day application defectwarranty
begins on the date listed above.
Outstandina Issues to be resolved:
Additional Issues (included inthe olannina desian docurnentand notrecorded inthe issue
tracker):
Acceotance:
By:
Title:
Name:
Date:
Collier County, FL
Page 22 of 135
September 24th, 2010
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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 (IGovMax"). 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
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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 VS 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 confiRured and ready for use.
MethodFactory and Client will be able to access GovMax VS SharePoint
Implementation portal to communicate and store; milestones status, meeting notes,
import files and any other files or communication used during implementation.
B - Application ConfiRuration
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 VS development environment site options area onlv.
Collier County, FL
Page 24 of 135
September 24th, 2010
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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 GMVS development environment. The
acceptance criteria can be confirmed by comparing the client provided "look-up"
data (excel files) with the GMVS 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 VS 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
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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 GMVS 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 works paces, 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
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7.3.3 Stage III. - Acceptance & Deployment
The following section describes the acceptance criteria for Stage 111- 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 (COL2010_02 Collier County GovMax Client
Implementation) and the VS 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 VS and does not
consider any custom report development.
Supplemental Data Manipulation
Within the scope of the GovMax VS Implementation project (Appendix '8'
COL2010_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
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Configure and Deploy Production Environment
Collier County's GovMax VS 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 VS
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
September 24th, 2010
Page 28 of 135
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8 Acceptance Guidelines
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 vS and v4 Position
Budgets due to Rounding rule differences once GovMax vS 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:
. - -~~~~~~~~::r~--~~~ ~- ~~--"~~~~~rr~: .~ _~~--~~ _--~~_. .~~ - - -- --
Operating Expenditure Expenditure Detail Item Budget Expenditure Detail Item Budget
Budget
Operating Revenue Budget Revenue Detail Item Budget Revenue Detail Item Budget
Fund Balance Fund Service level Proforma Service level Fund Proforma
Summary
Personnel Service Authorized Position Summary Position Summaries
FTE/Position Count
Personnel Service Budget Position line Item Budget Position line Item Budget
CIP Expenditures. CIP Expenditure Budget Summary CIP Expenditure Budget
Summary
CIP Revenues. Project line Item Budget Project line Item Budget
Performa Performa
Grants Expenditures Grant Expenditures Grant Expenditures
Grants Revenues Grant Revenues Grant Revenues
Grants Positions Grant Positions Grant Positions
Budget Issues Expenditures Budget Issues Expenditures Budget Issues Expenditures
Budget Issues Revenues Budget Issues Revenues Budget Issues Revenues
Budget Issues Positions Budget Issues Positions 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
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8.1 Requested Enhancements
The following acceptance UAT scripts are the agreed to acceptance criteria for the requested
Collier County GovMax vS 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
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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.
MERIT on MID Point
Calculation (Section 10.2.2)
Enhancement
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
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Max: $100,000
The position will be recalculated and the expected FY 2011 MERIT
budget will be $1,000 ($50,OOOx2% [MID point]). The $1,000 will be
compounded into the FY 2012 Budgeted Salary
FY 2011 Position Budget ($90,Ooo+$loo0)= $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,Ooox2% [MID point]). Only $250 will be
compounded into the FY 2012 Budgeted Salary
FY 2011 Position Budget ($99,750+$loo0) = $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
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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.
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
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8.2 V5 Position Calculations
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COLA
COLA is onlv 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
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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
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
___'--'-:--...: .i
~DVmaX .....;
~arme,.s Sarasota County Government
~---------------- - --
5
r;:. :c...,......,.........
in association with &MethodFactory :::::_"'"
14', *'I't.
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,Ooox2% [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: $50.000
Max: $100,000
The position will be recalculated and the expected FY 2011 Mert
budget will be $1,000 ($50,OOOx2% [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
16F 5
r;. :.0:__...
in association with &'MethodFactOry ~~"'"
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,Ooox2% [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 = $100,000
Test #3 and Test #4
Both Tests #1 & #2 will be repeated with the MerE additive but
applied to a Union position. A Union position # will be provided by
Collier County for testing.
Collier County, FL
Page 37 of 135
September 24th, 2010
---=--.
~'tIDM Sarasota County Government
-----.-:_-
5
':' :c....~...
in association with &MethodFactory ~"":''''''
----
9 Organizational Setup
The following section outlines the organizational setup and configuration for Collier County
GovMax VS implementation.
9.1 Work Scope Navigation Structure
The following section outlines the requested work scope navigation structure. This structure
will be used to navigate to the desired cost center.
Collier County Work Scope Navigation Structure:
, --'-'~-~~:lfj~~$~7~ri~-~~~~'-'.~~--- -"--
. ...... ',' - ~".':..- ~1C::"'-: ~~~- - "'-'lI'!ll'", ".,,~.ol' ,.)oq; 'T~"~y-.-, ...... -;,...........- ::;-.. ----..,.-~.~- .,,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
16F 5
--::::::--...
~nvmax "
~__~~asota County Government
r;.
in association with &MethodFactory
~'1:~s.~
_ _JCll
",., Slo4....
--- - -
--------
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 Operatin~ 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?
_._~~.~ ~----~-~=~--__~~~ :.~~~'~~~~~:F7;:-~.~~~~~-_~;--~~;~-~-,~ ~~ 0-_- -
. 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
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---=----
~~M sarasota County Government
t;' x...~...
in association with &'MethodFactOry ~...';'!''''''
. Calculates OT by Position (Yes/No) Yes
. Minimum Fringe FTE 0.75
. FICA Rate 0.062000
. FICA Exclusion Ceiling $106,800 (all out years)
. Medi-Care rate 0.014500
. 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.
. Vacancy Adjustment Factor 0.000000
. Pay Periods 26
. Hours per Pay Period 80
. Calculate MERIT at MERIT date or Merit date
start of each fiscal year?
. Enforce Pay Grade Max limits? No
. If yes, what is included in the -
enforcement:
0 MERIT
0 COLA
0 Salary Additives
-~- - --~~~~ -~.-- ~_'_- ~_. r-'~~~~~~~~-:;-:;'~.J~7~~~;~J;~"~:~- - -
~~i - "-. ~"'r~*;:'~~~_lr~t~iIr__'!~~~';' I'~~
_I>'> , ." .t.....'""~ ~_~::Jt."..\it:y w"'- -"i!iitt ~.\""-f\!5'1k
. Service Enhancements/Decision Y
Packages/Budget Issues
. G~nb Y
. Capital Y
. 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
-".... ~.._-.....
,~~ _~~~~~ ~~unty Government
9.3 Budget Phases
r;:. x...~,....
in association with &'MethodFectory ~....";-"'"
--~--
The following section describes the budget phases for Collier County and the corresponding
calendar dates.
~ ~...~ -:~-~--~:-~ - ~~-~~ :-~-l- -~: -~~~~ ~"~~?~:~~
A ~. ~..; ': '" +'. /:. _ ~~t~. .::1:7":~~~~",;:!~~'
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.
-~- -, ~- :-.---- ~~ ~-~- " --
Jan
Jan
Jan
Jan
JanjFeb
Feb
late Feb
Every 2 weeks
MarjApr
April
May
mid-June
late-July
August
Collier County, Fl
Contact John to get GovMax ready for new fiscal year
Upload audited actual revjexp from last year
Upload current FY revjexp 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 revjexp 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).
Page 41 of 135
September 24th, 2010
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~~.M sarasota County Government
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in association with &MethodFactory ~~"'"
Early-Sept
Mid - Sept
First Public Hearing
Final Public Hearing
The weekend after Final Public Hearing, upload the budget into the
accounting system
Accounting System "flips the switch" to activate the new year's budget
weekend in Sept
Oct 1
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.
. ---- -~~~~ ~~~7~~~~~EJ,~~~---.-~~- --
Sll Next year's budget - "Current The info that was inputted into Operating or
los" service level - providing Position Control (not a Budget Issue)
existing services, replacement
of capital outlay items
Sl2 Next year's budget - "Current A place where Depts can input a piece of
los" service level - providing their budget here and if we need to cut the
existing services, replacement budget, these are the items that will be cut
of capital outlay items out of "Current los"
Sl3 Budget Issue - "Expanding" - Prepare a Budget Issue.
something new, new position, Will show up under "Expanded los"
new service, new program,
expansion on something in On the program summary page (budget doc)
existence, new capital outlay this item will be displayed (continuation of
item (not a replacement) (no existing level of service).
difference between Sl2 & Sl3
in V4.0)
Sl4 Budget Issue - tied to a capital Not being used at this time, but will be in
Project item. Not being used the future (I guess that a Budget Issue will
at this time. be required for this one too). Will show up
under"Expandedlos"
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
F 5
". X"'~S4
in association with &MethodFactory ~~"'"
9.6 GovMax Operating Budget Crosswalk
The following section describes the language crosswalk between Collier County and
GovMax.
. -~ -:~~~~:t!~~~-:-~~---:r-~:=::~~~~~_~~~~;-~~__~::;:~~~:/~~.~'.~:~~.~~~~~ ~ -. ->
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 vS.
Business Units
,,,-.,JJIU'"
Divisions
~-
TFA Codes
--.
Strategic Initiatives
....
Expenditure Object Codes
Number, Name, Transfer to Fund, Account Major, Account
Collier County, FL
Page 43 of 135
September 24th, 2010
----=----.
~~M_ _~~~~~ ~:un~Government
II"te
Expenditure Minors
" .i "i".ctCodes
Pay Plans
',"'- ,-\
"
Salary Adjustments
~", "
Retirement Plans
Collier County, Fl
5
r') :C"'~5.4
in association with &MethodFactory ~_"";'lCll
Minor
........."'Name
Number, Name
.~""""#Name,oTransfer from Fund,.~M"t.
......; --,ue/[ype, Rewnue Factor
Number, Name
..... ............... ..,u...-......
n~'....,.,...n~
Number, Name
,Ret'.:
Do not use
NUmber, NJme, text. Org Code; .
Do not use
Numbe ,.. de ..""""""
. . '.' r, n;ame,pay plan, pay gra , retirement; .i" .,'
:n . ~~....fuII-time. . ...~; "<C:'!,,:'!.;':
,..~1~~~~.' .' exp~"""-!'o~
'Tf . "".., '~ot.hetiexp~' :.:';.
Name, Salary Adjustment
,,~,~Min,Mid, Max forAnnualaAcl.....
Number, Name, Exp Object Code, Adjust Type, amounts and/or
percentages
Weclo nobise- i&nOre
Number, Name, Exp Object Code, percentages
Numlreri___~~'Code,,'.~:;:~c.:t~:;
Number, Name, Exp Object Code, flat rate
Do not use.
Number, Name, (appears to have been expanded in vS - refer to
section 11.5 Position Budget Matrix, at a minimum, the selection
made in v4 otherwise we will not be able to have similar results
when testing calculations between v4 and vS)
Donotusef
All are coded with activity 1000 (we don't use this function)
AIIprojKt$ar'f!.. coded Adopted, no~~~~ ."
(we........... h"._~:~.____) . .;.,y",;.;,....
UUI~ 'Ii....... ,.....~.,~"'UUfI ',~. ' , : :</', ~:..:~.-t'"'"
Names
Name, CIP.CatetorV Type
Name
00 not use
Name
Page 44 of 135
September 24th, 2010
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in association with &MethodFactOry ~~>ClI
-----
Funding Sub-Class
'. .'"':.I.l~
J~;-;.:;':~';:~~t~'t>:".~~(:,~ '. ';."'- - " ,:_, ,- ;
Budget Issues
"iQC.,lotuse
Do not use
:DQnotuse\
Do not use
.nt~, Name, Business Unit, ~~~:~~~<~,
Gtant'~atOr . '., <,~,~~di;,~;;,:i" :.,.
We do not have any in FY 2011. I set up 3 testing budget issues,
but I can set them up vS again.
Collier County, FL
Page 45 of 135
September 24th, 2010
16F 5
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in association with &MethodF8ctory ~_";'!''''''
------
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
Fund Code
"r.t1tlJI"~tt...
,\. ':" ,- -": . , .' <' ,"',
Account Type
Part ofthe~structure
Part of the organization structure
Une ltemobject.~
(~)xpenditure or (R)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.
Number
. Noles
,,.~.Iitf' .
~," " " ~~\_.-.' ,,," ,~.;: ",,1'- "
Adopted
.1 r ...
;",Cj,r'I:;:~7 .
Amended
'''Ill f."...
Annualized
Money
Money
Collier County, Fl
Page 46 of 135
September 24th, 2010
----..-.---;:---......
'l&~;: _~~~~ta County Government
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? :c:.... .......,....
in association with &MethodFactory ~"';!'OCJI
9.8.1.2 Out- Year Budgets Details
:' :~.1;',<....:",;,,'
'.....CDde
Partoftbe~n structure
Fund Code
'....;
Grant Number
Part of the organization structure
<l~'~
Budget Issue Number
:''''~I.__t.. .
11.;' ;"''''_'',- ,-' _ _: " . _
Account Type
;'~..qb,klct,.,.. ..c:ode.
- .. ".
,~<,~[,PI'!f~..
FY 2011 Budget
(~)xpenditure or (fi)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.
Uneitem detail description.
'" t' . '., ",'-"
FY 2013 Budget
WM4.~ :.II It
,~,..
FY 2015 Budget
Number
Number
~:",..
NumIIer
Number
Number
Collier County, FL
Page 47 of 135
September 24th, 2010
~
~
9.8.2 Capital Projects
9.8.2.1 Projects
~. ',,~CacIe
~~]1"'9I'-1t
Project Manager
? x__...
in association with &MethodFactory l::.:'_oa
""-, .......
Project title
BusiAeSS~nit COde of the project.
Project status code from the Project Status
lookup table.
~ ~<'<for.tJle location of the project
(e~<~,"ot~~.* and Cypress)."..
Short text to allow organizations a place to
store Project Ranking criteria.
~~,""ftomap Catepy
look. table. .E)GImpIe - Public Safety,
AdrninisUatior\ T~.
Project type from the Project Type lookup
table. Example - Expansion, Land
Acquisition, Equipment, Replacement.
Narrlt?~the~,~nt.
Name of the project manager.
<~~,~~...1Dr Nameoftbe~ contractor
,1;,'..-""., ;,'...J;.... _,' '"
Public Information Rep
'~l~~rw......1ioIl
1-,_ ,'';',lj"\';;'l'I':"~,_I,,,,, >'1"
.......<<.
Project Description
Praject RatIonale
Funding Strategy
".lllllpact
CDRment
Current Project Status
Collier County, FL
Name of the public information
representative.
EmaiI of the~. information
representative.
Narrative for the project description.
Narrative for ~.pI1tject rationale.
Narrative for the funding strategy.
Narrativeforthe~'impact.
Narrative for the current project status of
the Comprehensive Plan.
Page 48 of 135
No
September 24th, 2010
16 5
_=---.. ,.I{,
~~JJ' '
armB,:___~~~~a County Government
'7:' :c...~..
in association with &MethodFactory ~~"'"
Deficiency
i~RJjtt
Budget Analyst
Comments
l=v.,Q!fio
l=Yes, O=No
1~:~..
Narrative for the budget analyst comments
;JI:~.
Comp Plan Reference
1_ct"~
LMS
<ll#;l~,~
Narrative for the comprehensive plan.
1='(es.:~
No
9.8.2.2 ClP Districts
CIP District aligned to the project.
Collier County, FL
Page 49 of 135
September 24th, 2010
4 ,
16F 5
f") x..........,.....
in association with &MethodFactOry l::.:'_oa
j,l', ......
9.8.2.3 CIP Revenues and Expenditures
".~
CIP Activity Code
:Iii!.,tt...~
. .;, - " -~t .It.. <
Account Type
_'4.~""
Appropriated To-Date
FY 2012 Budget
1ft:" ,........ ;t
'-i'c"..',""';' !r!"~:""U
FY 2014 Budget
<'~~.tI11Jlt .
FY 2016 Budget
.
;-, !,' i./" ._.-:.~:.~
FY 2018 Budget
~"'~~"""l
FY 2020 Budget
Collier County, FL
CIP Expenditures only
;'~<~~code.
(~)xpenditure or (fi)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 itemd8taldescription.
.~
Number
N....
Number
Number
Number
Numher
Number
Number
Number
Page 50 of 135
September 24th, 2010
. ~ I
" f
~~ · F
'(;Irme"!__~~asota County Government in association with &MethodFactOry ~';:;"
9.8.2.4 CIP Historical Budgets
~..
''''~~"'~-'''.'--'
.:a-,-,",._,1.~;~'.:\;,.-::;[<' "
Adopted
1:~JjJJl.JI,~ r
Actual
~D~~'"
Annualized
Collier County, FL
5
.,;< 'hloftb! _~structure
Part of the organization structure
.;f8I'tof~ ~~ structure.' . ".
......:.;,~~... ,
Part of the organization structure
CIP Revenues only
;ttP'~-~onIy
Line Item object code.
~'ortB)evenues.
If yourme~nGt, contain this column you~.
value of. ',~tD eitherEq;~ ~8If' ..,.
your", '.Ofa siIWIe'" .'
Line item detail description.
Number'
......
Money
Money
Money
Page 51 of 135
September 24th, 2010
-----::::::--- ",
~nvmaxt~ ~~.
~~__~~~sota County Government
9.8.3 Position Control
9.8.3.1 Position Record
'=' x,.. ,...,.. s.-
in association with &MethodFactory ~"';!''''''
Budget Status
~"*,~.~
Budgeted Salary
:~'''l~r " ........ "
.:""::,.\,,~..,,.~~~~~":I':'~'" "
j,.~ "_; : . c..::, '. .~.
Class
~~~C!r".r .
; , I!..' ,,,.., ..; ~"" .... _ . .
Current FTE
~...........
;'
Current Position
~~,Jf~
Hire Date
;~'\'^~'
Job Title
MerIt Date
Position Standing
Collier County, FL
Values:
l=Active
2=lnactive
3=Excluding Adjustments
4=Adjustments Only
S=Excluding FTE
6=Position Deleted
7=FTE Only
8=OT Only
fAeney
Money
Values: '
.....~
l=Hourly
Job class code for the position.
Horn.ecost ~ for the position
Number up to 2 decimals
MOney
Value is required to be a number (no decimals).
Money
Short date
The ~. oftl1e'.~RltN!nt for the position.
,,' '.
The job title of the position.
Short date
Values:
l=Recommended
2=Non-Funded
Page 52 of 135
September 24th, 2010
F
5
~ ..q,
Rnyrnax ~;'
~;.mB"S Sarasota County Government
~-------------- - - -"
5
':' X"'~M
in association with &MethodFactory l::::_oa
....,-...e...
Position Type
vaa.s:
l=EXist1Ac
2=New
3=Deleted
Values:
FT=Full-Time
PT=Part-Time
TP=Temporary
":_1
Number
....,,..,,. StIlus
~ ;.. '" -";
.V~
=
Short date
,I'.':';+""fi"", '.~.'.' . euIIIt.' Ion
<,_.1.... ..'." .
.j"'" ,';'._'<' -c . .'-, -'<I'
Scheduled Hours
9.8.3.2 Position Budget Split
.~;~~
-"~'~~;'''''
Fiscal Year
"~~,~~~J~~I. '.
JL Code
.~JlI t ....NI.....
Grant Number
The position split's cost center.
eurrer.t.~le~rqf the position split.
Fiscal year
Split "for the3~iscaIyear.
Collier County, FL
Page 53 of 135
September 24th, 2010
q&~jJ ,';:
'tIrme":___~~asota County Government
16F 5
"=' :C-"~!M
in association with &MethodFactory ~"';!''''''
- ------
9.8.3.3 Position Additives/Fringes
The fringe/additive code assigned to the position.
9.8.3.4 Position Budget
Number
........
~, ' . .;: 1'1I< ~: -' ,
FTE
'~",',*,'
Scheduled Hours
"'beI'
Number
Number
Number
9.8.4 Grants
9.8.4.1 Grant Record
;,110: 1~1ilrIn
Business Unit
Text
Text
Business Unit code
.....
, ;1>,vr,
Fund code
Grant Administrator
Text
:<....f!GC
{:~""C
POC Phone
.~
Grant point of contact
Point of contact phone #
Point of contact extension
Collier County, FL
Page 54 of 135
September 24th, 2010
16F 5
~
~~M _~~~sota County Government ;n ."od,,"oo .;,1, &"....odF.CIo'Y ~,.;:.~
CFDA
....,[..
'.,;J',; "', ;,,1.,,1'
CSFA
-,8~lIrq_I ','
". .)11" ...r
:- , .o"-,.".f.._ '", :
Other
:_~~:..
Application Date Rcv.
:Q~'~~,r"Rev.
Agreement Date Rev.
;,:.............
<<~:'N:;!~;"'-~".;'... :",." "
Audit Report Date Rcv.
:<~rntt~<tI~ D8IIe. Rev.
Application Finance Rev.
":.J..~~~;~~.
Agreement Finance Rcv.
.~,~~'.I"""Rcv.
Audit Report Finance Rcv.
,lE,~l~'(~.nts fJaaIJQt Rev.
Start Date
;-tl"~'''''..
'~,v;" ,,I"~""-'ioJ'''. ,~!P~~,h,,_,'e 'r
"'<.. '"f'~'" '" "lll,,-....:;'"!: '4 '\"" " ' " .
End Date
X....... Dale
Fixed Assets
Collier County, FL
Text
Text
Text
Text
Text
Date
-Date
Date
Date
Date
Date
Date
Date
Date
Date
Date
Date
Date
Date
Date
Values:
Undefined
N/A
Federal Owned
State Owned
County Owned
City Owned
Grantor Owned
Other
Page 55 of 135
September 24th, 2010
16F 5
r;.. x.... ...............'~~
in association with &MethodFactory ~,...~"'"
Values:
Refer to the Strategic Initiative lookup table
VaIue$:
RefertA'the 4ssue Type lookup table
Business Unit code
'AIbIIl~.
, ' .., ,. ' ., ~ ,..,.........
,~~': . --,
Money
Grant-In-Aid
'..~J.lt~~
Advanced Payment
\OOm ~.
'. i. ..."
Interest Due
."rt,~~lJ~..
Revenue Notes
Values: Undefined, Yes, No
"aIOeI:~, Yes, No .
Values: Undefined, Yes, No
Value$: NlA, cash, In-Kind
Values: Undefined, Yes, No
Text
Text
,.,~:;~;,,:~.!.
Text
Comments
1ftAt..'"tltrm ,101$
Text
Text
9.8.5 Budget Issues
9.8.5.1 Budget Issue Record
,Ql,l,jnrltltll,<,.
Strategic Initiative
..--
Business Unit
FtnI
Budget Issues Admin/POC
Fund~
Text
(~teveI
~.- -"3:',,
CIP Project
CIP project number
Collier County, FL
Page 56 of 135
September 24th, 2010
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-----
Text
:v~
:~.
Text
Text
Text
Cost Text
Text
Budget Text
Recommendations/Comments
Collier County, FL
Page 57 of 135
September 24th, 2010
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~~~ Saramla County Government
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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
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~~M sarasota County Government
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-----
Document reports only. John allowed us to turn this field on or off,
II V..3IIJB
Fund COde:PJ1
Net Balance:1 Yes.:::J
e General Fund (001) is the largest operating fund of the County, ~ is used to account for all countywide
nDnDnlIl nnwammont ::U..tMti,llC~ :IIn'" i~ cwnnnrhu" nrinrin~lIv h.... ::U'4 ~ln'Dm hvoc: ThCll rnnc::trtlftinn::lll ()ffirgr F'llnrtc:
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 2n out-year budget. $
Oe/Ive< ~bk!I""".:l
~~MII>>"~~'!:llo~.
~.:"" ~ ..~"" = 'va.u ~ ,va."
I ~ o,~: _eo ,00 00 1000
__.,., ~ to 5~nt yurs: r
flIfW I r 1 r I _I ....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.
~e<_:I""".:.!
_ ~~.uD"'~iIU___Il'I'l::Mo1"
--.=Yjj11 FY 2112 FY 21113 FY.,.. FY 2015
I ~ ': ~"::. ...!:U .. .l:".~t 01
(.........1 1 .1 _I ....1
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
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.
q&iIDM sarasot!nty Government
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A new Site Options option will be added to the Budgeting Information tab of Collier
County's vS implementation that will allow for a new Details created to have the year 2 % of
Change default to -100.00%.
Site Options
I Oct - Sep ~I
I Update I
I Create I Queued Ops
I Update I
I Nearest dollar ell
I Year 2 @ -100.~ .111
r", Y DfDmIIIiDa il -Budget nfonnltion II SliIrvice LewII DfDmIIIiDa II PaeIiDR DfDrmlIIiDn Ji GenenI nfDrmllliDn j, w..-..- ~ jl ~.I
Condnuous FiIaII PlalHllng:* I No ~~I
Budget 1Iethod:* I Annually "~I
Current Budget Phae:* I Preliminary ,:II
Budgeting Out-Y..,.;* Is .'111
Cepllal Out.Yun:* Is ,..,
Cunent Budget Perlod:*
Update Budget Method:
Crellt8 Phae Snapshot
Update Budgeting Years:
Monetary Rounding:
Default" of Change Rate:
HIleDrlc:aI Years
Budgeting Years:* 12 .~I
Capital years:- 12 ,~I
Performance Years:* 12 ~I
. Required Fields
I Apply II s.e II Cancel
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
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------
Org Code: 1100220-669
Org Code Name: IOffice Of Utility Regulation
Business Unit: I 0530 Regulation
Fund: 1669 Utility Fee Trust
TF A: 1539 Other Physical Environmen
Department: I 0 Comm.Dewlopm_Div~1
Division: I 00000 N1A .il
Program: I 053020 Utility Regulations Fund (669)
Function: 153 Physical Environment vJ
FY 2009 History Org Code: 1100220-669 I
FY 2010 History Org Code: 1100220-669 I
CIP Projects: 0
Default % of Change Rate: I Year 2 @ -100.00% ,til
Do Not Allow Override to % of Change Rate: 0
Org Code Status: I Actiw
I
~I
~I
cil
~I
,jl
[ Cancelli SUbml] I Reset] I Delete I
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
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Object Code: 1634112
Object COde Name: I Hospitalization In Patient
Transfer to Fund: IN/A - Not a Transfer Account
Account Major: 60 Operating Expense
Account Minor: 600 Operating Expense
Expense Category: NA Undefined i~1
Resource Summary: NA Undefined i~1
Default % of Change Rate: Year 2 @ -1oo.00%,.jl
Do Not Allow Override to % of Change Rate: 0
,~I
vi
vi
Account Descri tion
Do not allow new Detail Line Items: 0
Requires Mapping to Activity/Deliverable: 0
[ Cancelli SUbmI' [ Reset I [Delete I
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
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~~-M~ sarasota County Government
5
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'io:',5rI'f
Bull... Cenbtr:
8uIh.- Unit
, OrganIzation Code:
Fund:
Account Object
12 - Communications
1230 - Communications Prod DeliYery
31240000 - Mail Distribution
001 - General Fund
500315 - Computer Software &Consultants
FY 2011
FY 2012
FY 2013
Budget
2,5001
01
01
01
01
FY 2014
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 2-5 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
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September 24th, 2010
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Apply % of Change Rates
AuIomIIIIc'.1II Apply .. of a..ge Rates to AI DetaIl budgets
[Apply .. of a..ge RIIeIs II c.nc:e1
Collier County, FL
Page 64 of 135
September 24th, 2010
,-,,-- '" -...=---..
'i&~ _~r~~~ ~~u~ty Governme:t
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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, LTO, 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:
01
02
03
Merit Additive
COLA Additive
Salary Additive
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).
~~"""-~- _:-.T~~ ~---- - -~
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
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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.
06
07
08
Net Fringe Additive
Net Additive
Net Salary Additive
"'. ..........~..<:
'..L J~:.h:>,.h.
Yes
Yes
Yes
Yes*
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
- ,. '--L
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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 $
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
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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
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in association with &MethodFactory ~~;-"'"
Posltion:j5lm2033 Paramedic II Oncl B32 OT hrs)
Class:j3HJ5 Paramed,c Ii Oncl B32 Ot Hrs)
Incumbent:IOisarro Concetta status:lActive
..,~- FlIaI Y_2IllIIl
Press SPACEBAR or EJmR to activate and use tNs cantroI
14461ll-490 Erne en Medical Se... 512100
14461ll-490 Erne en Medical Se... 514100
14461ll-490 Erne en Medical Se.., 519100
14461ll-490 Erne en Medical Se.., 519100
14461ll-490 Erne en Medical Se,.. 519100
14461ll-490 Erne en Medical Se,.. 521100
14461ll-490 Erne en Medical S... 521100
14461ll-490 Erne en Medical Se.. 521100
14461 ll-490 Erne en Medical Se,.. 521100
14461 ll-490 Erne en Medical Se,.. 522200
14461 ll-490 Erne en Medical Se,.. 522200
1446111-490 Erne en Medical Se,.. 523150
14461 ll-490 Erne en Medical Se,.. 523160
-
Re ular Salaries
overtime
ReselVe For Sala
ReselVe For Sala
Reserve For Sala
Social Seeu Mate...
Social Seeu Mate,
Social Secu Mate
Social Seeu Mate,
Retirement Hi h Ha...
Retirement Hi h HI...
Health Insurance
ute Insurance Short
... CII*
071001-10
071001-10
071001-10
071001-10
071001-10
071001-10
071001-10
071001-10
071001-10
071001-10
071001-10
071001-10
071001-10
...
Sala - 50002083 Oisa,..,
or Sa'a . 50002083 Oi..,
COl.'lAlfustement- 500,..
EMS Merit ercontract - 5..,
P Plan Adus1ment. 50..,
FICA. 50002083 Oisa"... '
or Flea - 50002083 Ois,
Medicare - 50002083 Oi
or Medicare - 50002083 ..,:
Retirement - 50002083 ,
OT Retirement- 500020... I
Healllllnsuranee - 5000..,
Ufe Insurenee - 5000208...
33816
21578
1 386
676
85
2230
1 338
521
313
7718
4631
8732
223
........
00000
00000
00000
00000
00000
00000
00000
00000
00000
00000
00000
00000
00000
-!!.L.!U
FY:DB FY :lDlO FY 3111
o I 0 I 0
-I ~ I <J-.LoII I
FY 3112
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)
514100 OT
514100 OT
514100 OT
514100 OT
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
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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
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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.
Ability to align CIP expenditures to activities.
Ability to budget CIP projects 5, 10,15,20 years out.
Ability to assign multiple funding sources.
Ability to align operating budget impacts to the CIP project.
Ability to upload a Site Map.
Ability to track CIP projects by district.
Ability to filter CIP projects by Project Manager, Fund, Category, Type,
Department and Division.
Ability to import CIP data.
Ability to capture the CIP's Comprehensive Plan.
Ability to capture narrative information.
C
C
C
C
C
C
C
C
C
C
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
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/ymiX .~. i
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ProjeCt: 31333 ., Opo<ollng Project m
ActiVIty: 1000 ., Project Budget
/"
___ )it___
o 21,500
o 112500
,....'^.,'.,~"'~.c .,
""""J:;__',~_
II
0000
_~DI__ -._..llInllllll(iIIl..IIII~nIDl~I__""...UllllllrnlTl'mlnnll~lftl""'H
.....T.... ......... FY2011 FY2012 FV2013 FY'" PV2I1I
Adoptod:140,ooo i estim.to::O 1100,000 10 10 10 10
Amondod:305,531 i ~tod: 0 1100,000 10 10 10 10
oc..tod:305,600 Bolonco:.O 10 10 10 10 10
~
project:1
Org code:1
Revenue code:1
Item:lproject Budget
ClP Funding Code: N1A - Undefined .~
JL Code: 00000??oo NJA
JL Revenue Code: N1A ~
Grant: 00000 N1A <f\
Appropriated to Date: 0
....
FY ]010 Bud et
, AdopI8d
11.000.000
AmendId
11.000.000
Forec:asIed
11.088.000
~t..,.t.HIUt Ueldlj Ilelll UuU eldl t\.4:' ues.ts
FY 2012 FY 2013 FY 2014 FY 2015
10 10 10 10
ICanc:eI]
FY 2011
11.088.000
Collier County, Fl
Page 72 of 135
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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
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arm6,:___~rasota County Government
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:>' ',l.
'0.
,,~-'f;' ,
Optional
Optional
EorR.(&penditu~ or Revenue)
,': " - _:e,.'c,
Project Activity
M!""""
,""'~ c ,,_, ",~ ~~
'., ';,_ > .;,t._, .' ,~',,,
,_ I ,-. i'
Account Object
'...',.~~:,'a~i,H~
Fiscal Year
Line item object
Une item object description
~-.f,,~,-:~,.1
To Date
Adopted
-.
"""illI . d
h,.lItt
Actual
" }-
Annualized
v4 Forecast field value
........'.
,,;:-,"l\,:)/,"'E;~-"j"",'
JL Object Code
:~'.~....
JL Object Code Name
.... -J.....C4de
Organization Code Name
. ""6MIe
Optional"
Optional
Optional
Optional
Fund Name
BusIness center
Business Center Name
...........
~...,>;" -.'~ ~'" '-'
Business Unit Name
".......,
~:~<,.~
Program Number
Collier County, FL
Page 74 of 135
September 24th, 2010
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::....
<custom fields>
A user would navigation to the Capital Project Lookup table to add or edit CIP historical
budgets.
Capital Project Lookups
,
~
.. CI' Category Type CII Category Types Cl'CategoryType system CI' Cl . 'i:
.. CI' DiItricts CII Dislricls Cl'Oistricls System Cl'Di
.. CI' Program Activty CII Program Aclivties ClPProgramActiviy System Cl'Pr
.. 3
Fund~ Code Funding Codes FundingCode System Fundi
.. Funding Source Funding Sources FundingSource System Fundi
.. Funding Sub-Class Funding SUb-C__ FundingSubClasa System Fundi
.. Funding Type Funding Types FundingType System Fundi
i) Project Activty Project Activties ProjectActiviy System Projec: -
.. Project status Project statuses ProjectStatus System Projec: '#
Al.~~_ii.M".. .~".,ccl!l],". ,"""~_.~,"'. ------ .
- ------~--------
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
~. -". -----
~.
..;........'; "
': " ~,'
5
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Sarasota County Government in association with &MethodFactory t;:...."':f!''''''
Capital Project Lookups
~=PE?1all:t~( "115)"'"
I~
.....v_ ~ AcIive Service Level Project Number Funding Code Project AdIwIy Jl Cod
2011 lMlcIAcquidion True PA1010 7001 itlI
2011 202O!i.'Cm8q Funding True PT2200 28 1
2011 XFER FR 700-Pl1BLIC FACLlTESICASH True PP6000 36
PP6000
PP4200
SEfS14
J7T1010
PS4400
PA1010
PS4400
PP4200
PP4000
PP41 00
2011 Canst of Recreational F.cay True
2011 Transfers 2OO5B GO-122365000 True
2011 Future GO Bond PnIceeds True
2011 XFERS 2OO9A VRA ($ 36,000,000) True
2011 Transfer from General Fund True
2011 Transfer from General Fund True
2011 LeeseIPIm:IwIse True
2011 ProfssionBl Services True
2011 Profllssionlll Services True
2011 Future GO Bond PnIceeds True
.r~~~~~~""'__IC:_~'
CIIIngt....-: c 1 ;t}!:i! I 1JiII*ying.-ge 1 of S. .... 1 to 100 of 415.
7107
35
35
41
01
01
41
6003
6003
35
~
.all
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
16F 5
":' x... "...... 54
in association with '&MethodFactory ~"':~1OI
Capital Project Lookups
Deec:rtpdon
Service level
ActIve
Appropriated To 0fIte
Project Number
Funding Code
Project Activity
Jl Code
Jl Object Code
....
Type
CUllom AUrIbutB
Account Deec:rtpdon
FiKaI Year
Account Object
Account Object Name
Organization Code
OrganIzation Code Name
Fund Neme
Fund Code
Adop4ed
Amended
Actual
Encumbrances
Collier County, FL
ILand Acquisition
!Ves ~[
19490000.00??oo000000
IpA1010
i
17001
IE
1
IPurchase Of Land
12011
17001
[Purchase Of Land
[9A1021 [
lLANO FUND-COUNTY-PROFFI
[General Capital Projects Fund I
1300
10.000000000000
10.000000000000
10,000000000000
10.000000000000
Page 77 of 135
September 24th, 2010
,. ~ - ---"-0,
~~;;_ sarasota County Government
"=' :.::...~,..
in association with &MethodFactory ~;'!'>Cl!
10.3.1.2 Description o/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
16F 5
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~~~_ sarasota County Government
r:- x...,..,..,....
in association with &MethodFactory ~...."':f!''''''
Filter by project ActMty: I Show All Budget Items
I 'It- ,', ~ ~11t Ie t'lt E" Ir- ur.t t: F:o:rlude
0. wWzIIIol. Code 0IlJlId Code 0lIjIlct Name App~ FY 201111udgl1led FY 201211uc1g11i1l1 ".
~ 85769305 500342 Central Service Charges 5458 SO SO
~ 85169305 500342 CenlraI Service Charges 5180 SO SO
~ 85769305 500630 ~vemen\s 541,000 SO SO
~ 85769306 500342 Central Service Charges $2,032 SO SO
~ 85769306 500342 Central Service Charges 55.808 SO SO
~ 85769306 500630 ~ovemen\s 5992,960 SO SO
2!1 85769307 500342 Central Service Charges $2,698 SO SO
l!!l 85769307 500630 ~vemen\s $7.7.302 50 SO
L:!I 85769306 500630 ~vemen\s 50 51,750,000 SO -
",,1 --"'~'" .. '1---..----.- ~
~._"C ~:".'.'. ""c,.;,.-"W .I.
Project Budget
VNr
FY 2009 (Actual) 0
FY 2010 (Amended) 0
~~To-OIle 1,853,326
FY 2011 1.750,000
FY 2012 0
FY 2013
FY 2014 0
FY 2015 0
Apply I[ SlMI \I CIncaI
Unlike v4, vS will display the current and history year 1 budget.
Collier County, FL
Page 79 of 135
September 24th, 2010
16F 5
iji~ Sarasot!nty Government
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in association with &MethodFactory
c.~~!lI.4
s..- ....)C)f
'ioo',JIr,rI'"
Project:iJ1JJJ . Operating PYoject JJJ
Activ1ty:'1ooo . project Budget
0IICM1
_....nlll_
BudIIt T'"
Adopted: 140.000 i
Amended: 305.531
Forecasted:;JQ5,600
.
. ~~lI1t;:;,~- ~.l
"".",j"iIc,,iC
0000
mm.iIIIIItItlnlltlln:.l...III~llilf1l1a.""IIIt._ "I:.ltUn~;rmlliil..:lllllnll""I'11
..-.cI FY 1011 FY 1012 FY 2013 FY au FY 2lItS
Estimate:' 0 1100,000 10 10 10 10
Budgeted:,O 1100.000 10 10 10 10
Balance: 0 10 10 10 10 10
~
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 workspaces.
Collier County, FL
Page 80 of 135
September 24th, 2010
rro 'ill] ax
~ar'TlBrs
~-
16F ~
f') x...~",..
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-----
so SO SO
SO SO SO SO SO SO 001 J
=;
SO SO SO SO SO SO 001 "
SO SO SO SO SO SO 001
SO SO SO SO SO SO 001
SO SO SO SO SO SO 001
SO SO SO SO SO SO 001
SO SO SO SO SO SO 001
SO SO SO SO SO SO 001
SO SO SO SO SO SO 001
SO SO SO SO SO SO 001 ..,.
AS '.
a.ge ..-ae: < 1l H:i 111111... ~ I 0iIpIIyIng pIIglt 1 of 1185, ..... 1 tit SO of 44214.
The following is the v4 example. The FY 2010 Forecasted column represents the FY 2010
Annualized column in v5.
Project:,31333. Operating project 333
ACtivity:: 1000 . Project Budget
_c..
/
1
2 ,
.. ...~:_,t~.~. . _,__,'~.,. j", .;:'_',H"...,';''''::"'._'_H..:<ll-___-,JIII,.,;;...,-:.~_._<<-:.~_...L__._-,..,""_-$""~ .",'._
.11
0000
_a....mn_
... TCUIa
Adopted: 1'-0.000 I
Amended: 305.531
Forecasted: 305.600
........iI..Dlftlllllll:.l'..I....inuPS1I;1.....IIII..tU:.lIIl~:nnl.~.nl.~'.1I
AjlpnIprilIiId FY 2011 FY 2012 FY 2013 FY 21m FY 2015
Estimate:!O 1100,000 10 10 10 10 i
Budgeted:iO 1100.000 10 10 10 ~ --I
Balance:iO 10 10 10 10 10 I
~
Collier County, FL
Page 81 of 135
September 24th, 2010
5
q!iin]M 5araso~!nty Government
~--
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in association with &MethodFactory ~...."':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 actMty for this
actMties tab and align it to the project,
Project Activity:" 11001 - Central Service Charges .., I
Select the Budgeting Account to add the Expenditure Detail Item .
Replace with Infonnation and History tabs.
DhIllon:
1M - Camrruity SeMces
lM99 - CapUlImpcMImenls Prupns
85169305 - BI8ckbum Point P8rk Addition
390 - CapitallrnpnMments
5l10342 - CenIraI Service ChaIges
o.,.H1IM.nI:
0rgIlI1Iudon ea.:-
Fund:
AI:cGunt 0bjec:I:*
&xpencIIIUre DetaIIIt8m (Quick Setup)
O""'~..n.-* IFY2010 ese 07/1712009 Upload
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 vS.
Collier County, FL
Page 82 of 135
September 24th, 2010
;;. -
,..----===---..
~DVmaX ...
~arm6rs Sarasota County Government
~---------------- '-...,
5
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in association with &MethodFactory ~7"'"
Line Item - (??oo1000 , 500995 ) Reserve for Contingencies
~IIII
[ Apply II 5we Il Cancel 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
~IDix :"
'tfrbie~_ _ ~rasota County Government
16F 5
r;. x................
in association with &MethodFactory ~"':f!''''''
-----
Project: I
Activity:l-
Org Code:I'
Object Code:!
Business Unit:l- ",
Fund:!
Item Description:! project Budget
JL Code: 00000??oo N1A I!!
JL Object Code: N1A :11
Grant: 00000 N1A
Activity: N1A J!
Deliverable: N1A ~~
Appropriated to Date: 0
."
10
10
10
l Cancel ] r
10
10
Collier County, FL
Page 84 of 135
September 24th, 2010
---:::--....
~~~ Sarasota County Government
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in association with &MethodFactory ~"':f!''''''
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 CIP 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: I
Revenue Code: I
Item: I Project Budget
JL Code: I 000000000 NlA
JL Object Code: I 00000 NlA1}1
Grant: I 00000 NlA
Service Level: 11 ~I
Budget Issue: I NlA .11
vi
~I
Revenue Detail Item Bud eta Re uests
FY 2011
1.088.000
FY 2012
FY 2013 FY 2014 FY 2015
o 0
[ Back ]
Collier County, FL
Page 85 of 135
September 24th, 2010
---:--...
~~;: sarasota County Government
5
r;. :c.... ~5,-4
in association with &MethodFactory ~~"'"
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
$ - Can be added to proposed system for additional payment
N - Cannot be accommodated
- - - "-~ ~- --~-""""",,::""-:-:->,..-..---.:7;J'-"'-~~----~~-----~"'~~-_____-- -..--~ -- "-~--- - --
.. '1c~.l:t.-
- - -- - - ~ - - -- - - -.... -.". - - -
~:.;~~ ~"-~ ~~- - ~_~.:: ~ ~- .1"~~;S:i;-~~~ i_~~.~~~;:~t'~~' \"~ ~;~~;:i~ ~ >~ .,
DC30 (3K deferred
comp)
This salary adjustment is applied to all positions within
"Administrator & Assistant Co Manager" pay plan.
C
DC15 (1.5K
deferred comp)
V5 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
16F 5
~ ~ ._-~
'II~er. Sarasota County Government in association with &MethodFactory ~...:;~"'"
----
VS maintains Salary adjustments on the Classification Code
table.
DCSO($SOO 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 vS 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 vS 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 vS 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 vS 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 vS 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
.....--- --~
~~M Sarasota County Government
5
? X....~5.'III
in association with &MethodFactory ~"':f!''''''
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
--. ....-T~~--~""":"..."::~~~....~~-..,..,.".-...--~"""""~~~,.~:"T~~- -" -~ ,---,
~ ~ ,,,-,,.' - "" - -" "-, ,.- ., "'<!F"''''~'lr.;,J:.~''~,,~.;M~- "1':_", ~ -
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.
.,- ---"---~~~~~.'~~r~~~:rR~~~---::~rv~--- - ---
~, t<_~~>f'~..I!1."'...:r;"'" ~t -- ~.".'"'~ J-'1.'~-~~""-Y"'~;!'" ~---- 't~ - -
, . .-;:~~'It:":;_:-:' : ~r~~F~';-"-,> ,
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
16F 5
."..-----~.~-.~
~~M__~~~~~ ~:u:ty Government
r:- x,..~,...
in association with &MethodFactory ~...-;-"'"
12 Security Features
The following section describes the system setting configurations for the Collier County
GovMax implementation.
12.1 Security Overview
Security -
---
:::: ....,d
Claim Management
Manage the security claims of the application that
grants user access.
,~
Authentication
Determine the authentication used by the
application.
"
Role Management
Add new Roles. Manage the worK scope and module
access for Roles.
I
User Management
Add new users. Edit information about users and
deactivate user records.
'i Licensing . User Activity Log
~!f'.J
Iii' Manage the license keys to the modules of GO'Max Displays the activites for all users.
Budgeting Suite.
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
16F 5
~
'l&~~ sarasota County Government
r;- x...,.....,...,...
in association with &MethodFactory ~...."':f!''''''
Role Management
DetaIls Memben Settings Area Budgeting Area Reporting Area Budgeting Phases Performance Area
Buclgedng Se1dngI
~ Access Budgeting Settings
C8pIIoI Project Sealngs
~ Access Capita/ Project Settings
CUIIDmIuIIon Seaings
~ Access Account Administraion
~ Access Central SeNice Charges
~ Access Data Import
~ Access Work Scope Navigation
Builder
OrgMIudon Sealngs
~ Access Budget Roll
~ Access Fiscal V_ Copy
~ Access Site Options
OCher Ac:cMI
~ Access GMV5 Application
PedormeIIC8 Sealngs
~ Access 0epartmentaI
Synchronization
POIidon SeaIngs
~ Access Budget Split Reset
Seady Sealngs
~ Access Authentication
~ Access Security
S,..,.. SeaIngs
~ Access Account Details
~ Access Customization
~ Access Historical Budgets
~ Access Account Migration
~ Access Customize Entities
~ Access Ust Filtering
~ Access Business Center Index
~ Access Logo Customization
~ Access Departmental Index
~ Access Organization Settings
~ Access Settings
~ Edit Site Options Budget
~ Access Performance Settings
~ Access Position Settings
~ Access Claim M...agement
~ Access Licensing
~ Access Navigation Management ~ Access ReIndex Database
. Required Fields
Collier County, Fl
~ Access System Settings
[ Apply II 5aYe I[ C8nceI I
Page 90 of 135
September 24th, 2010
------..........
~~M sarasota County Government
r') x...~.....
in association with &MethodFactOry ~...."':f!''''''
Role Management
Accou....
Details Members Settings Area Budgeting Area Reporting Area Budgeting Phases Performance Area
~ Access Accounts
o Create Transfers
~ Edit Account Details
~ Export Accounts
~ Read Account Details
Budget ......
~ Access Budget Issues
~ Edit Budget Issues
Budgedng
~ Access Budgeting
CepIbII Projects
~ Access Capital Projects
~ Edit Capital Projects
~ Read Capital projects
GranD
~ Access Grants
~ Edit Grants
Position Budgeting
~ Access Position Budgeting
~ Edit Position Budgeting
. Required Fl9Ids
Collier County, FL
~ Create Account Details
~ Delete Account Details
~ Edit Account History
o Override Account Object Check
~ Read Accounts
~ Create Budget Issues
~ Export Budget Issues
~ Create Capital Projects
~ Edit CIP Project ActMty
~ Create Grants
~ Export Grants
~ Create Position Budgeting
~ Export Positions
Page 91 of 135
~ Create Accounts
~ Delete Accounts
~ Edit Accounts
o Perform Account Recalculation
~ Delete Budget Issues
~ Read Budget Issues
~ Delete Capital projects
~ Export Capital projects
~ Delete Grants
~ Read Grants
~ Delete Position Budgeting
~ Read Position Budgeting
I Apply II s..v 1\ C8nceI
September 24th, 2010
~~ Sarasm!~ty Government
~--
5
o
in association with &MethodFactory
~~~!I.4
s..- -ooe K3t
;,o',]!....u
Role Management
Det8Us Members Settings Area Budgeting Area Reporting AIP3 Budgeting Phases Performance Area
ReportIng
~ Access Budget Document
~ Access Custom
~ Access Grant
~ Access Reporting
~ Access Budget Issue
~ Access Expenditure
~ Access My Reports
~ Access RlMftue
~ Access Capital projects
~ Access Fund Proforma
~ Access Position
~ Access Strategic Performance
. Required Fields
I Apply II 81M II C8nceI 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
f~ Sarasot: c~:ty Government
--------- - - - - - - --, - --
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r'} x...,.....,......
in association with &MethodFactory ~"':;'!'>OI
User Management
User DetBbae Access Navigation Access Role Default Work Scope Performance Work Scope UIer Ac:tIvfty
, lookupl Capital Projects
Fat .......:"
l8It Name:"
I
I Scott
IAuer
lIaln Phone:
Other Phone:
. u.r .......:.
PrInNIry E..mell:. !scottsuer@methodfactory.com
Confirm E..mell:" Iscott.suer@methodfactory,com
. Ac:tIve u.er: ~
R.- P-.d: I Reset Password I
lIoblle Phone:
TItle:
Secondary E-mail: I
UIer Role:. I Application Administrator .:II
R..t Workscopes: I Reset Work Scopes at login
.111
DeKrtpdon:
I Clear Locks II Clear Profile I I Apply II s....
. Required Fields
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
16F 5
'--yUlax - n
Gn!IDa~ .Q .__~
~__~~~~~ ~ounty Government in association with IIftMethodFactOry_ ~'::=_
- - ~- ~- - -- ------,--,-,----~ --- - - - --
System Administrator: Admin access to entire application.
Please complete the GovMax vS Security Matrix.
Collier County, FL
Page 94 of 135
September 24th, 2010
16F 5
? x... ,...,.,..
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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:
Encumbrance
Organization code
Account code
Amended budget
YTD~f budSet '.
Encumbrance budget
EorIU~nue)
Org Code
_.p~
Amended Budget
!f11)....
~
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
---~'-..... '.';
Q&~;;- <
arm6":___~~asota County Government
~ X...,..,....,...5.d
in association with &MethodFactory ~...."':f!'>Cl!
Budget Status
Budgeting Type
...
Cost Center
'~,:~~.,&
Current Position
,.......'
!1':t"::!.,.l-' ,;,',. 1\-'
Incumbent
f....,
~:.:~ ',,' .~-~' ,; ,
Merit Date
.,rt]~:~r~
u,.,_,:,- c" " _.,~
Position Status
,PosItIon TvPe
Scheduled Hours
Collier County, FL
Values:
l=Active
2=lnactive
3=Excluding Adjustments
4=Adjustments Only
5=Excluding FTE
6=Position Deleted
7=FTE Only
8=OT Only
,~,
Values:
O=Salary
l=Hourly
Jobdass tode fortht! position.
Home cost center for the position
1\IumIaer. UPtD2~1s
Value is required to be a number (no decimals).
Sbert date
The name of the incumbent for the position.
lhej9btitle of~ position. (Class desuiption)
.' "- ~ ' , '-'-
Short date
Values: c,"
1~
2=Non-Funded
Values:
l=Existing
2=New
3=Deleted
Values:
~=F\IJI-:T.
PT~...T1IM:
TP=Temporaty.
Number (Default to 80 hours)
Page 96 of 135
September 24th, 2010
F
5
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~~foraafiscal yeal'$)
Values:
l=Yes
O=No
~..~'
Line item object code used for the Salary and Wages budget.
Type Account
13.1.2.2 Position Fringe Update
The position fringe update file format allows for the updating/adding of position fringes.
Additive Code
.I!"vr'll'* .-
'w. ~,",,'1"""'"''!'''''''<<''' ,
," ..' ',",',
The fringe/additive code assigned to the position.
AIwa,ys ~ltto.1.
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.
Fiscal Year
The position split's cost center.
Current service level of the position split.
Fiscal year
ServIce'IANeI
SplIt Pen:entaae
JL Code
$ptit "for the above fiscal year.
Collier County, FL
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13.1.2.4 Pay Grade Import
The pay grade file format allows for the updating/adding of classification pay grades.
_.~it~'t ~"~i'f".'.,~,,;t:
~
Money
.~'"
Money
f"~..
,,',- '.. ,-;, ..~
Money
Max Hourly
Money
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
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13.2 Budget Exports Templates
The following exports are located in the Administration I Fiscal Year I Budget Exports.
Report Viewer: I ActiveX ~I
Selected Export: I Standard Budget Export~1
Selected Accounts: I Expenditures and Revenues~1
I Back I iPmt~
Note: Export to a file using the Crystal Reports Viewer
These exports currentlv exist with vS located within the Home I Settings I Customization I Data
Export I Custom Exports folder. These exports do not require customization in vS.
Collier County, FL
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~ Sarasota County Government
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My Default WOI1< Scope""
~~_~.,:I !M
Custom Export
~~-
~....1Iudgot -
Job Lod9Or_
-1Iudgot -
:t.'~~'~..!L~,'.,~~~!~~"~..:!~::-~~_~~_~~~;:,::~~!_,:::::,,, ~.'."
~~:""j~~
~.---c:..lIr .....
13.2.1 Standard Budget Export
The Standard budget export allows for the exporting of expenditure and revenue line item
budgets out of GovMax.
'-~~..';
1
2
3
Cost Center
Line Item Object
Out year 1 Budget
Collier County, FL
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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.
1 Cost Center
2 Line Item Object
3 JL 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
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13.2.3.1 Expenditures and Revenues
The following is the file format for this export:
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:
1 Org Code
2 TFA
3 ObjCode
4 G ra nt
5 Annualized
6 Current
7 Expanded
Collier County, FL
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13.2.3.3 Revenues Only
The following is the file format for this export:
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:
1 Org Code
2 TFA
3 ObjCode
4 Project
5 Annualized
6 Current
7 Expanded
Collier County, FL
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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 roll-ups 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
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15 Reporting
The following section outlines the reporting functionality of GovMax V5.
i)~~~1C
. M u:=:J /1 + I Main Report"!!,l ~ I
I .. 1100"4~1
..
303 Office of Financial Planning! Rewnue Line lem Budget.,ouped ~Busmess Center, BuRlew lINl
"" 03 0 Ad . . i SarallOta CounY Government
'" 1 ministration i ""ounl FY 2005 FY 200& FY 200G FY 2007 FY 2008
:B 0320 Fiscal and ManagemEi Cod<! Roy...... O",,;pl;on Actual .tdopled .'mended Budget Budget
:%I 0323 Financial Systems I 03 OffIce of Financial Planning .
:%I 0325 Employee Benefits al1 I r
:%I 0340 Asset Management i~310 Adlnk1Istratlon II .
iB 0360 Risk and Safety i ' I
jj 0370 AS Automotive Reso~lllIOOlll00 FIOld_
it! 0398 0 b S ' :-, BoncI JI\>picoIion F.. 3,500 0 0 0 0 0 0
. e t eMce !301110 _ Earnngs 2.40I,5Cl7 1.500.000 1.500.000 1,500.000 1,500.000 1,500.000 1.500.000 "1
'J:I 0399 Caprtal Projects ;301300 110_ Goin(lDss)on kwostm 102,218 0 0 0 0 0 0
:301301 Urw-..I Goin(lDss)- -1181,053 0 0 0 0 0 0
i--Oporaing 8.500 0 0 0 0 0 0
, RovoroI
1381101 _erlnlm FIOld 101 CU. +I8,I8lI +I8,I8lI 17U37 178.537 178.537 178.537 f
;381102 TI'WtS1...trom Fund 102 120..... 1~.D2' 12~.D21 70,028 n.888 74.81'8 78.051 11
!3811011iTr3nsferfrom FlM lOG 1,130.111 l."Ol"'~12 1.~.g12 Ul04,Q12 1,804,012 1.804,"12 1.104.012 1.
:381117 Tronsferlnlm FIOld 117 0 28.1lO8 28,1lO8 0 0 0 0
i
'381118 Tronsferlnlm FIOld 118 8lI7.3OO 2.312,400 3.008,4110 2,28U80 2.283.572 2.288,704 2.2e5.52ll 2
1381130 Tronsferlnlm FIOld 130 1104." 81~,127 81~,127 81~,127 81~,127 81~,127 "~,127 8 '.
~381144T~erfromFundl+4 0 0 800.000 0 0 0 O~;
~...v.._-- ~ I "'~~~)#...,...,,~~.~~ 1.iiF.J2~..~
FY 2009
Budg<l
Fi<<alyearJ
FY 2010 FY 2011 "
Budgot
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 data sets driving the resultant report(s) are based upon the work
scope or data subset selected, which creates another dimension of out-of-the-box reporting
power and flexibility.
Collier County, FL
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,
Expenditure
1=---.- OetailltBm Budaet
Report
PrlmIIry Grouping:
SecO...., Grouping:
Report Detail Grouping:
s.mc. level:
[ Do Not Print Notes
I Division
I None
I Fund
I All SeMceLewls
~I
~I
~I
~I
""1
5IMt to POF 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
$ - Can be added to proposed system for additional payment
N - Cannot be accommodated
D
D
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
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5 Expenditure Bi-Annual Budget Comparison
6 Expenditure Bi-Annual 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
25 Revenue Amended Budget/Estimate Proforma Summary
26 Revenue Bi-Annual 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
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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
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- - ------
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
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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.
6 0 y m a x Ma"""ZIng your perfgrmtlnce. IfMlstrl'enta end resuka
. Budget Document
. Budget Document - CIP
. Expenditure Summaries
. Revenue Summaries
. Position Summaries
. Appropriation Summaries
. Fund budget Summaries
. CIP Appropriation Plan Summary
. CIP Project Descriptions
. Reports Main
Budget Document
Budget Document CIP
Expenditure Summaries
Revenue Summaries
Position Summaries
Appropriation Summaries
Fund budget Summaries
CIP Appropriation Plan Summary
CIP Project Descriptions
~.
'~~~~fi:~~".::'
;~: ~
.~.~'R~
Da......t~ Rep'o.rtS'
~,"",~--"...,-,." .-.,-"\-,',,
~~ht~
-' .. ,'J-
,...~tooa.meDt D~
~""~-'''':'.''''H I~~_"""_
Rc~
~~l~~~
8ucIjM. ..... C::\"1JOcU.llentRe ." .
. ..... ....,... . pons
- - - - ~~~~:~~?:~-':
Collier County, FL
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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 .com/G ovMax/CO L!Sha red%20Docu ments/Pla nni ng%20Doc
uments/ sa m ple%200f%20reports%20i n%20V 4 %20which%20were%20custom ized%20for'l102
OCollier'l1020for%20a n n ua lized%20a nd%20expa nded%20LOS%20i u Iv%202010.doc
~ .~",":.~ ,_~L'~f:,_-,:~:"~._,!.,._,~~~, ;.
, - -- -~-:r;:~y:~ .( -,- --.. - --~~~:-
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
~~"
~~~.,
~-~'>~
~~~...,.
~~c:~
RtWeIlfIe .-""l'Ir
<,",._,.,._,_.!.~"'~~-~,,
,.~'
;~:.~':,:
"'....'l~~i
~"C'
. ,- ,
c "~_ ",' ._ '. ',",.~ _' _' '\', _" ._ '~ ."
'~:~..."'.'.i"""
~~,~~:,
_~:lii""Dfii.\.'s.,.' "
',' .....,'.. .. " ., '..' I,.,. .._'
,.frtQjeCt,:~:~<
'~~
;"".._",,;,-,-~~~.,,::, ,..-
'.,~I~..~
,"~.,.,,,,,,~,,...,,.~<..,, ,'-'
. . . .
~, .'c'" '",-~:< . : " ' :'" . ~- - - , . <'
c:--",'~~.:~_:
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','~ " .:". . -'" , . " " -, ',; ':
Collier County, FL
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16 System Requirements
GovMax is delivered in a Software as a Service (Sa as) 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
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17 Hosting Infrastructure
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in association with &MethodFactory ~...:;-"'"
The following diagram shows the hardware infrastructure for GovMax V5 provided and
managed by Sarasota County.
OEWL"Mr
ElIWItalllElT
--~-
~-
-...
~-
Description of GovMax Technology
I. GovMax is a Microsoft .Net 3.5 web based solution build on a multi-tiered
architecture.
II. The database tier is a clustered Microsoft SQL Server 2005.
III. GovMax utilizes separate Dev-Stage-Production environments for its Change
Process.
IV. GovMax is load balanced between (2) Windows 2003 R2 quad-processor Xeon.
3.00GHz servers.
Collier County, FL
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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.),
3.) Retaining an on-staff 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
"'16-24hrs 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 SOL Express (SOL 2005 Client Connectivity Only)
Some of the items might already be installed on your machine. It is possible that the SOL 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
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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
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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
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· Global Announcements
o Budget Work Scope
o Workspace Grids
Global Announcements
Role Management/User Management
o Role Management
· Details
· 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
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-------
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
Day2-AM
Customize Entities
o Display name
o Navigation Area(s)
o Attributes
o Columns
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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 On-site training
o Next steps (acceptance -> staging ->warranty period)
Q&A
Collier County, FL
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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 '8'. 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 Y2-day application administrator training,
o Y2-day user training for Collier County budget shop personnel,
o Y2-day Train-the-Trainer session with Collier County designated GovMax vS
"Trainer" ,
o Y2-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
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* Note: Travel expenses are estimated based on current internet pricing. Actual
travel expenses will be invoiced following billing.
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21 Follow-on support
The following section outlines the follow-on 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 V5
online help.
21.1 Extended Annual Support (Appendix 'e' - 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 15 minutes of consulting assistance
21.2 Discretionary Support (Appendix 'D' - 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
----
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21.3 Appendix 'A' - Statement of Work
Project Name: GovMax VS.O Client Implementation
Proposal Number: COL2010_02
Statement of Work
MethodFactory proposes to assist Collier County with GovMax VS.O Implementation
services as described in the comprehensive implementation planning (Collier County GMS
Implementation Plan vl.4.pdf). This initial phase will deliver the base GovMax vS
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
loF :)
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21.5 Appendix 'B' - Implementation Cost
Client Name:
Project Name:
Proposal Number
Date Prepared:
Collier County, FL
GovMax v5 Client Migration
COL2010_02
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
C0L2010_02 GovMax vS 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
CIP 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
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Invoice Milestone Invoice Date Amount Due
Payment Schedule
Implementation Stage 1- Setup Milestone (20%)
Implementation Stage 11- Migration Milestone (40%)
Implementation Stage 11I- Acceptance Milestone (20%)
Implementation Stage IV - Warranty Milestone (20%)
Bud8et Document - Report Group #1 Milestone
Budget Document - Report Group #2 Milestone
Budpt Document - Report Group #3 Milestone
Budget Document - Report Group #4 Milestone
11/29/2010
12/17/2010
1/14/2011
2/14/2011
12/17/2010
1/4/2011
1/27/2011
3/3/2011
$12,250.00
$24,500.00
$12,250.00
$12,250.00
$4,687.50
$4,687.50
$6,2S0.00
$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:
~
Collier County Attorney Attest
Name:
Date:
atone,
Page 125 of 135
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Signature: v
This statement of work is subject to the terms and conditi ns in the executed Master Service
Agreement.
A. b
a0.111, maidalleir ATTEST
all • /►S/ DWIG.T E. BRO t TER
Deputy Count .r piney B � �� '
Attest •s t C i rNa:
IIQAatur4 n'rriv
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Collier County, FL Page 126 of 135 September 24th, 2010
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21.6 Appendix 'e' - Extended Annual Support
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 arrangement with Collier County for GovMax V5.0.
Extended Annual Support (EAS) tenets:
MethodFactory will provide as needed GovMax V5.0 application support upon completion of the 30-day
implementation warranty period. The warranty provided includes support for the Budget Development
Software System and all modules included in the proposed system will be one year.
MethodFactory 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 supporUconsulting assistance per incident
. Application defects
. Annual fiscal year database setup (limitations apply)
What is not covered 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
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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 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
1. Susan Usher
2. Mark Isackson
3.
4.
e-mail
Susanusher~colliergov.net
MarkIsackson~colliergov.net
Phone
239-252-8810
239-252-8717
Approval of Statement of Work
Project Name:
Proposal Number
GovMax v5 Extended Annual Support
COL2010_03
Collier County, FL MethodFactory
Name:
Date:
Chairman Fred W. Coyle
Scott Auer, Partner
9/30/2010
----------. /
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Signature:
~ct
Collier County Attorney Attest
Name:
Date:
AttGneJ
Page 128 of 135
'.
Collier County, FL
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This statement of work is subject to the terms and conditions in the executed Master Service
Agreement.
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Collier County, FL
Page 129 of 135
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ATTEST
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21.7 Appendix '0' - Discretionary Support
Client Name: Collier County, FL
Project Name: GovMax vS Discretionary Support
Proposal Number CO L20 10_04
Date Prepared: September 30, 2010
This document outlines the ad-hoc support arrangement with Collier County for GovMax VS.O.
Ad-hoc SUDDort tenets:
MethodFactory will provide as needed GovMax VS.O support upon completion of the 30-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 for 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 Discretionary Support Hours ............ .......... ..............................................120
Discretionary Support Cost .......................... ............ .......... ........................ ...........$15,000.00
nature authori :
ort hours in PO: 120
PO Number:
PO ex iration date:
Payment terms: Net 30
Collier County, FL
Page 130 of 135
September 24th, 2010
~ ..
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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 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
5. Susan Usher
6. Mark Isackson
7.
8.
e-mail
Susanusher@colliergov.net
Marklsackson@colliergov.net
Phone
239-252-8818
239-252-8717
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 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 CO L20 10_04
Collier County, FL MethodFactory
Name:
Date:
Chairman Fred W. Coyle
Scott Auer, Partner
9/30/2010
Signature:
n__1
Collier County Attorney Attest
Name:
Date
......, Coaly AUoney
Collier County, FL
Page 131 of 135
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Page 132 of 135
September 24th, 2010
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21.8 Appendix 'E' - GovMax Enhancements
Client Name: Collier County, FL
Project Name: GovMax v5 Enhancements
Proposal Number COL2010_0S
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_0S GovMax vS 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
?
in association with &MethodFactory
Position Salary Adjustments
Position Expenditure Budget Summary
Reoort GrouD #4 Milestone
Expenditure Service Level Budget
Revenue Service Level Budget
Fund Proforma Summary
Fund Line Item Detail Proforma
CIP History Budget Enhancement
Additive Start Date Enhancement
MERIT on MID Point Calculation Enhancement
Default % Change Enhancement
75
24
28
36
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$9, 375
$3,000
$3,500
$4,Soo
Payment Schedule
Invoice Milestone Invoice Date Amount Due
CUstom Report - Report Group #1 Milestone
Custom Report - Report Group #2 Milestone
Custom Report - Report Group #3 Milestone
Custom Report - Report Group #4 Milestone
CP History Budget Enhancement Completion
Additive Start Date Enhancement Completion
MERIT on MID Point Calculation Enhancement Completion
Default % Change Enhancement Completion
1/7/2011
1/17/2011
1/21/2011
1/27/2011
1/13/2011
1/13/2011
1/13/2011
1/13/2011
$3,500
$3,500
$3,500
$3,500
$9,375
$3,000
$3,400
$4,500
Total Cost .............. .................. ............ ............ ........... ........... ...............................$34,375.00
Approval of Statement of Work
Project Name: GovMax v5 Discretionary Support
Proposal Number COL20i0_0S
Collier County, FL
Page 134 of 135
September 24th, 2010
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Collier County, FL MethodFactory
Name: Chairman Fred W. Coyle Scott Auer, Partner
Date: 9/30/2010
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Collier County Attorney Attest
Name:
Date:
Signature:
ATTEST
~~~
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Collier County, FL
Page 135 of 135
September 24th, 2010
16F 5
MEMORANDUM
Date:
October 25,2010
To:
Lyn Wood, Contract Specialist
Purchasing Department
From:
Teresa Polaski, Deputy Clerk
Minutes and Records Department
Re:
Contract #10-5368 "GovMax Upgrade"
Contractor: Sarasota County
Attached two original contracts, referenced above (Item #16F5) approved
by the Board of County Commissioners WI ~er fl., 2010.
Please forward a fully executed original back to the Minutes and Records
Department to be held with the Official Records of the Board.
If you should have any questions please contact me at 252-8411.
Thank you.
Attachments
~Cmmt,y
~ ~
AdrrinisIrative Servia!s Division
Purchasing
16F 5
DATE RECEIVED:
Purchasin~ D~p~~ 0\ I ht
3301 Tamla~W.,1ritill~t,\,T()RNE:Y
Naples, Flonda!~f121 '.
Telephone: (239) 252- ~ 1""
FAX: (239)~%-OST I 5 fl:' I ,: C 8 OJJ .
Email: @co1nergov.net
V d
1,o)liJ /
0"'
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s\v ~ ~
~~
~
DO NOT WRITE ABOVE THIS LINE
Request for Legal Services
Date:
October 14,2010
From:
Scott Teach
DeputyCounty Attorney
Lyn M. Wood, C.P.M.
Contract Specialist
- ~ 10//4
'&(.
To:
Re:
10-5368 - GovMax Upgrade
Contractor: Sarasota County
This contract was approved by the Bee on October 12, 2010; agenda item 16F5.
BACKGROUND OF REQUEST:
This item has been previously submitted.
ACTION REQUESTED:
Contract review and approval.
OTHER COMMENTS:
Please forward to Bee for signature after approval. If there are any questions concerning the document,
please contact me at the telephone number or email address above. Purchasing would appreciate
notification when the documents exit your office.
~~~
\<;)\~\\O
G/Acquisilions/AgenIFormsandLetters/RiskMgmIReviewoflnsurance4/15/201 0/16/09
c#r County
...,.- ~ -
Adrrinistrative Setvioos Division
Purchasing
Purchasing Department
3301 Tamiami Trail East
Naples, Florida 34112
Telephone: (239) 252-
FAX: (239) 252-
Email: @collierqov.net
www.collierqov . neVourchasinq
16F
5
Memorandum
Subject:
Solicitation # 10-5368 - GovMax Upgrade
Date:
October 14, 2010
Lyn M. Wood, C.P.M. ~r'
Contract Specialist V.l\~'
From:
To:
Ray Carter
Risk Management
This Contract was approved by the BCC on October 12,2010, agenda item 16F5.
The County is in the process of executing this contract with Sarasota County. The renewal cannot take
place until verification is received from Risk that all the insurance requirements, per the contract, have
been met. A copy of the original solicitation is attached. There are no insurance requirements as this is a
hosted licensing agreement.
If you have any questions, please contact me at the above referenced information.
Insurance Approved By:
Risk Management Signature
Date
(Please route to County Attorney via attached Request for Legal Services)
G/Acquisitions/AgentF ormsandLetters/RiskMgmtReviewoflnsurance4/15/20 10/16/09
SARASOTA COUNTY
HOSTED APPLICATION SERVICE and LICENSE AGREEMENT
16F
5
THIS HOSTED AP.r.LICATION SERVICE and LICENSE AGREEMENT made and
entered into this .LEday of OL.<h>~v 2010, by and between Collier County, a political
subdivision of the State of Florida, hereafter referred to as "LICENSEE", and Sarasota
County, a political subdivision of the State of Florida, hereinafter referred to as
"LICENSOR".
WITNESSETH:
WHEREAS, Licensor wishes to grant to Licensee a non-exclusive and non-transferable
Hosted Application Service Agreement, hereinafter referred to as "Agreement" to use the
Governmental Management System, hereinafter referred to as "GOVMAX."
NOW, THEREFORE, in consideration of the covenants, representations and warranties set
forth herein and other good and valuable consideration, the receipt and sufficiency of which
the parties hereby acknowledge, the parties, by their authorized signatures below, hereby
agree as follows:
A. Scope
This Agreement applies to version (5.0) of GOVMAX and updates as defined below,
and related hosting services, which comply with current ITIL (Information
Technology Infrastructure Library) standards.
B. Definitions
1. The term "GOVMAX" as used in this Agreement includes the Strategic
Planning, Business Planning, Performance Management and Financial
Planning systems integrated in GOVMAX and the user guides and
administrators manual for GOVMAX.
2. The term "Software Enhancement" shall mean additional software
functionality or software modules which are optional and which may be
purchased by Licensee at an additional fee to be set by Licensor.
3. The term "Update" shall include mandatory bug fixes and shall mean
mandatory mid-version releases of GOVMAX where the primary version
number does not change; for example, an upgrade from version 4.0 to version
4.1, or, a minor change which does not require any update to the version
identifier.
4. The term "Upgrades" shall mean mandatory full version releases of
GOVMAX where the primary version number is increased by one or more;
for example, an upgrade from version 4.0 to version 5.0.
C. Access and Services Provided:
1. Licensor agrees to provide access to GOVMAX to Licensee and such access
shall be deemed to have occurred when connection is made by Licensee by
electronic connection via the Internet. Licensee shall be entirely responsible
for establishing an Internet connection to Sarasota County's demarcation
point. Licensor shall not be responsible for connection failure' ~Led 5
service speed or outages as they relate to Licensee's Internet Service Provider
or internet connection. Licensor shall be responsible for maintaining Internet
Session connectivity from its demarcation point to the GovMax application.
Licensor shall make available to Licensee version 4.0 GOVMAX and all
Licensees' data for at least ninety (90) days from Licensee's acceptance of
version 5.0 GOVMAX.
2. Licensor will provide the use of the following equipment, software and
servIces.
a. Coordinate the initial setup process to configure GOVMAX to meet
Licensee's individual requirements in the areas of organizational
structure and planning, backend systems integration, custom reporting,
and any other unique configurable settings to match GOVMAX's
operational capabilities to the specific business goals identified by
Licensee. The specific hosting services to be provided by the Licensor
are itemized herein. Implementation, customizations, and training
services will be purchased separately from Licensor's designated
installer and service provider ("Service Provider"), which is currently
MethodFactory Inc., but which may be any firm designated by
Licensor to perform the services specified. Provide the Licensee with
at least sixty (60) days notice if Licensor contemplates a service
provider change.
b. Provide Hardware platform, operating system, system application and
database maintenance; and
c. Perform maintenance and operations control on GOVMAX; and
d. Store data and conduct daily backups of database; and
e. Provide security of GOVMAX and data; and
f. Provide, through Licensor's Service Provider (as of the date of this
contract, the Service Provide is MethodFactory), one 8-hour training
sessions, and intended for Licensee's system administration-level
users. Additional user training is available at Licensee's site, at
Licensor's or its Service Provider's then-current daily rate, plus travel
and living expenses. All travel expenses for trainers will be
reimbursed in accordance with Florida Statutes Section 112.061 or
Sarasota County Resolution #2008-013, as applicable. Potential
participants in training sessions shall have, at minimum, a functional
understanding of personal computers and a working knowledge of
Microsoft Office products.
g. Provide help desk support to Licensee's Representative or its designee
and up to three (3) system administrators during normal working hours
(Monday through Friday, 8:00 a.m. to 5:00 p.m., Eastern Time,
excluding Licensor's holidays). The parties understand that any
support, services, or products will be requested only by persons
authorized by the Licensee's Representative to do so.
2
16F 5
h. Provide access for maximum of 140 active users and a maximum of
250 named users. An active user is a user logged into the system more
than 24 hours per year. A named user is user defined in the system.
1. For those services provided to Licensee by Licensor's Service
Provider, Licensee shall make payment directly to Service Provider. It
shall be Licensee's sole responsibility to ensure that the providing of
such services and the payment for same are in accordance with
Licensee's applicable policies and procedures. It shall not be
Licensor's responsibility to directly provide any services for which it
has designated a Service Provider.
3. Any additional related services including ad-hoc reports will be available from
Licensor's Service Provider, once specific requirements are provided by
Licensee in accordance with paragraph 2(h). Estimates for any additional
related services will be provided at Licensor's then-current rates, currently
One Hundred Twenty-Five Dollars ($125.00), per hour, and subject to annual
review. All travel expenses will be reimbursed in accordance with Florida
Statutes Section 112.061 or Sarasota County Resolution #2008-013, as
applicable.
4. Availability and Support. GOVMAX will be available on a supported basis
(with help desk support as provided in Paragraph C.2.g.) and with the
additional hosting support described in this Paragraph 4, during normal
working hours. GOVMAX will be available outside of normal working hours
on an unsupported basis. Service requests that arise outside of normal
working hours shall be addressed the following business day. Additional
support can be made available outside of normal working hours with
reasonable advance notice upon mutual agreement of Licensor's
Administrative Agent and Licensee's Representative. Additional fees may
apply to this service. Licensor's Data Center hosting support includes:
a. Operations and Monitoring Services - GOVMAX is supported by an
on-site operations team providing 24 x 7 continuous system
monitoring; basic problem identification and resolution; escalation and
notification; change and problem management; operating system
security; data restores; vendor management; and batch scheduling and
monitoring within the Licensor's data center ("Data Center"). Support
is accessed by telephone at (941) 861-7100.
b. System Administration Services - Systems are supported at the
Licensor's Data Center by an on-call system administration team
providing hardware/operating system installation, maintenance,
updates and upgrades, backup and recovery, hardware security,
performance tuning and capacity planning, configuration management
and data backup and restoration.
c. Database Administration Services - On-call database administration
teams will support systems located within the Licensor's Data Center.
Services included by this team are: hardware and software review
(memory, disk volumes, operating system levels and any additional
3
16F 5
software required); compatibility review with existing software; and
technical support; MS SQL Server software installation; support and
recovery documentation patch support; database backup software
resolution; creation of database backup scripts; automatic notification
of event conditions; automatic action on selected events (software
failures); security reporting, and capacity planning monitoring (disk,
memory, CPU, MS SQL Server licensing, etc.). Licensor will also
perform upgrades and patches to the MS SQL Server Relational
Database Management System, as published by MS SQL Server if
determined to be appropriate by the System Administrator. Licensor
shall continually measure and report disk utilization for average
utilization during IS-minute intervals over a 24-hour period of time.
Should average disk utilization exceed 90% over a 24-hour period of
time a performance problem will be identified and appropriate
problem management procedures invoked by Licensor.
d. Standard System Recovery Services - Licensor shall provide the
following data and system recovery services:
i. Use disk mirroring and off-site storage (currently provided by
Iron Mountain Incorporated, but subject to change at the sole
discretion of Licensor) of backup tapes to enable the
restoration of service in the event the application database is
corrupted and/or damaged. The high-availability architecture
enables business continuance at degraded performance levels.
In the event that the primary computing resources are made
inoperable, GOVMAX will be available at a degraded level of
performance.
11. Daily backup of Licensee's data. Licensor stores copies of all
backup tapes in an off-site, environmentally controlled, secure
archive. Off-site storage is cycled on a daily basis. This service
is provided as a means to protect Licensee from total loss of
data in the event of a significant site failure.
111. Ensure that all systems purchased by Licensor for use in the
performance of the services specified hereunder are equipped
with dual power supplies and are provided with commercial
power supported by separate uninterrupted power supplies.
The Uninterrupted Power Supply (UPS) facilities are
composed of battery back-up and diesel generators. The battery
back-up services are sufficient to support power transition from
primary power to the secondary power provided by the diesel
generators.
5. Grant of License and Permitted Uses. GOVMAX (including but not limited to
the source code and all intellectual property that is created, modified, or
reduced to a tangible medium of expression during any services provided or
any activities conducted by Licensor pursuant to this Agreement) shall at all
times remain the property of Licensor. Licensor hereby states that the
Licensor owns GOVMAX free of liens and encumbrances. Licensor grants,
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16F 5
and Licensee accepts, a non-exclusive, non-transferable license ("the
License") to use GOVMAX in accordance with the provisions of this
Agreement. GOVMAX may only be used by Licensee's own personnel for
the development of Licensee's operating and/or capital budget(s) and for
management use. Licensee agrees to take reasonable precautions to provide
adequate security to use and provide access to GOVMAX only as permitted
by this Agreement.
6. Prohibited Uses. Licensee recognizes that GOVMAX was developed by
Licensor and that Licensor claims copyright protections in GOVMAX to the
fullest extent provided by law and Licensee agrees that it will not infringe
upon or otherwise violate Licensor's copyright. Licensee shall not sell,
assign, license, sublicense, transfer, allow the use of, or otherwise convey any
of its rights to GOVMAX provided under this Agreement to any third party,
any other governmental, or non-governmental entity without Licensor's prior
written consent, which consent Licensor shall have the right to either grant or
deny in its sole discretion, and which consent will not be withheld
unreasonably.
7. Software and Licensing Requirements. In order to operate GOVMAX,
additional third party software licenses may be required. It is the responsibility
of Licensee to acquire all necessary third party licenses and to maintain
sufficient numbers of such licenses to operate GOVMAX and to satisfy all
Agreement requirements by third parties. The following represent the
minimum requirements of Licensee:
Desktop computers and/or terminals with power and network
capacities sufficient to support high-speed internet access for
Licensee's users;
Security at the desktop or terminal location;
In the event Licensee intends or endeavors to create or design reports separate
from those created or designed by Licensor, Licensee must have properly-
licensed, updated and maintained versions of the necessary third-party
software (currently Crystal Developer). Specific information regarding
technical requirements for user-designed reports should be requested from
Licensor prior to Licensee's undertaking the report creation and design.
8. Data Ownership. Licensee is the sole owner of its data and as such will be
provided with access to all databases as requested. Licensor recognizes that
such data may contain material exempt from disclosure under State of Florida
public records laws and will turn over to Licensee for response any request
from a third party for access to or copies of said data.
9. Term: The term of this Agreement shall commence upon execution of the
Agreement by both parties and shall continue for three years (3) years
thereafter, or until such earlier date on which this Agreement is terminated as
provided herein. Provided the Licensee is not in default under the terms of this
Agreement, and contingent upon mutual acceptance by both the Licensee and
the Licensor, the Agreement shall automatically renew for one-year periods.
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16F
L
.",
These automatic renewals shall continue until the Agreement is terminated by
either party in accordance with Section E hereunder. The terms and
conditions during any renewal periods shall be as stated herein unless
modified through the execution of a written Amendment to this Agreement,
signed by the duly authorized representatives of both parties.
D. Fees:
1. Annual Fee. The initial annual fee ("Fee") of $44,358 for this Agreement
shall be due upon the successful production implementation of GOVMAX and
training of Licensee by the Licensor. In subsequent years, the Fee shall be
due on January 31.
2. Fee Adjustment: The Fee shall be increased annually by three percent (3%)
of the preceding year's base Fee cost. In no event may the annual Fee for any
year decrease below the annual Fee for the preceding year.
3. From time to time Licensor may add Updates or Upgrades to GOVMAX. The
fee for Updates is included in Licensee's Fee. Upgrades represent major
changes and may require, at Licensor's sole discretion, a separate
implementation charge and/or an increase in the Fee as specified hereunder.
Upgrades and Updates are mandatory once made available by Licensor and
their implementation may only be waived at the sole discretion of Licensor.
Upgrades will be implemented by Licensor on a date to be mutually agreed
between the parties, but not more than twenty-four (24) months from the date
the Upgrade is first made available to Licensee. Within forty-five (45) days of
implementation of an Upgrade, an invoice will be issued to the Licensee for a
one time implementation fee, if deemed applicable by Licensor, and the
annual price of the Upgrade on a prorated basis to cover the remainder of the
Fee for the current year. The Fee in subsequent years will be adjusted to
include the price of the Upgrade.
Should Licensee refuse the implementation of a mandatory Upgrade, Licensor
shall continue full support under the terms of this Agreement for a twenty-four
(24) month period following the date the Upgrade is first made available to
Licensee. At the conclusion of the twenty-four (24) month period, Licensor,
at its sole option, shall determine whether to continue offering support or to
terminate this Agreement in accordance with Section E below. Licensor's
choice to continue supporting Licensee's un-upgraded version of GOVMAX
shall apply only to the then-current term of the Agreement and shall not
obligate Licensor to continue offering said support in subsequent renewal
terms. Upgrades will not take affect during the initial term of the agreement.
E. Termination of Agreement:
1. If the Licensee is in material breach or default, including non-payment of any
Fees, which is not cured within thirty (30) days after receipt of the written
notice of breach or default, then Licensor's Administrative Agent may
terminate this Agreement upon thirty (30) days prior written notice.
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2. If the Licensor is in material breach or default, including failure to perform as
provided in Section C "Access and Services Provided" which is not cured
within thirty (30) days after receipt of the written notice of breach or default,
then Licensee may terminate this Agreement. Licensee may terminate this
Agreement for its convenience and without cause upon sixty (60) days prior
written notice
3. In the event GOVMAX is no longer available at any cost through Licensor or
any other entity, public or private, Licensee may elect to purchase a copy of
the system code described in this Agreement, for the sole use of the Licensee,
for a purchase price in an amount equal to the then-market value of the
applicable version of GOVMAX as determined by an independent appraiser to
be hired by Licensor and approved by Licensee, which approval shall not be
unreasonably withheld. Regardless of appraised value, the purchase price
shall not be less than $350,000 (three hundred fifty thousand dollars).
Licensee's option for purchase will extend only to the version of GOVMAX
in use by Licensor at the time the purchase option is exercised. Licensor will
give 12 months notice before GovMax is no longer available for use by the
Licensee. The option to purchase must be exercised within twelve (12)
months of the date Licensee is notified that GOVMAX will no longer be
available, and paid within thirty (30) days from the date the purchase option is
exercised. Such a purchase is payable within thirty (30 days) from the date
the purchase is exercised. The system code will be delivered to Licensee
within sixty (60) days of the date on which payment is received by Licensor.
4. Immediately following termination of this Agreement, Licensee shall return all
manuals, templates and product software to Licensor. Licensee further agrees that
it shall not disclose any trade secrets, proprietary contents or protected
intellectual property of Licensor's GOVMAX software system to any person in
accordance with section 119.071(1)(f), Florida Statutes at any time while such
materials are in Licensee's possession. If Licensor notifies the Licensee that it
does not want such materials returned at the termination or expiration of this
Agreement, Licensee shall retain such confidential, protected materials for the
duration of the public records retention requirements and at the expiration
thereof, shall then destroy them and shall then certify the occurrence of such
event to Licensor. If Licensor is in possession of any backup tapes of Licensee's
data at the time of termination, they shall be returned to Licensee at its sole
expense. Licensor shall be responsible for storage, disposition and applicable
confidentiality (if any) of any additional copies of such backup tapes it may have
produced for its own purposes and if Licensor so elects, it may destroy such
additional copies at the time allowed by State public records retention
requirements. Licensee shall be required to print hard copies for retention of its
own confidential materials of data files to avoid costs of data retrievals from
Licensor.
F. Limited Warranty. Licensor certifies that it has a proprietary right and authority to
license GOVMAX and that GOVMAX is the copyrighted product of Licensor.
Licensor shall be solely responsible for, and Licensee shall incur no liability in
connection with, any claim that GOVMAX infringes a U.S. patent or copyright or a
third party's trade secrets, provided that:
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16F 5
I. Licensee promptly notifies Licensor in writing of the claim;
2. Licensor has sole control of the settlement or defense of any action against
Licensee as to which this indemnity relates (provided that there is no finding
of fault against the Licensee and that the Licensee is not required to contribute
to any settlement); and
3. Licensee reasonably cooperates with Licensor to facilitate such defense.
Other than the certification and Limited Warranty expressly stated in this
Section F, there are no express or implied warranties relating to GOVMAX
covered by this Agreement, including but not limited to warranties of
merchantability or fitness for a particular purpose.
G. If GOVMAX or any portion thereof is held to constitute an infringing product,
Licensor shall allow Licensee to immediately terminate this Agreement and refund
Fees to Licensee on a prorated basis for the period of time that Licensee was unable
to use GOVMAX due to an infringement claim.
H. Limitation of Liabilities: Licensor shall have no liability for any loss or liabilities
resulting from any application of GOVMAX, or results, of such application by
Licensee or any other party. Licensor's sole obligation and liability, if GOVMAX is
defective or fails to conform to specifications, shall be to correct software-coding
errors in the original code. In any event, Licensor's liability for any losses or
damages which arise out of or in connection with GOVMAX services provided under
this Agreement, whether the claim is in contract or otherwise, shall not exceed the
annual amount paid by Licensee pursuant to this Agreement. Under no circumstances
shall Licensor be liable for special, incidental or consequential damages, including,
but not limited to, loss of anticipated income or loss resulting from business
disruption, even if Licensor has been advised of the possibility of such damages.
I. Applicable Law and Venue:
1. This Agreement shall be deemed to be a Florida agreement and shall be
governed as to all matters of validity, interpretation, obligations, performance,
or otherwise, exclusively by the laws of the State of Florida, and all questions
arising with respect thereto shall be determined in accordance with such laws.
Regardless of where actually delivered and accepted, this Agreement shall be
deemed to have been delivered and accepted by the parties in the State of
Florida.
2. Any and all claims or disputes arising out of this license Agreement shall be
resolved by submitting the issues to the County Manager of Collier County,
Florida, or his designee, and to the County Administrator of Sarasota County,
Florida, or his designee. If the parties are unable to come to a resolution
within a reasonable time, not to exceed 3 months, the parties may agree to
submit the claim or dispute to mediation. Both parties shall equally share in
the cost of mediation and agree to the time, place and mediator. In the event
mediation is unsuccessful, any and all suits brought concerning this
Agreement shall be filed and maintained in the appropriate court of competent
jurisdiction in Sarasota County, Florida.
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J. Licensor's Administrative Agent and Licensee's Representative: The Licensor's
Administrative Agent is designated to act on behalf of the Licensor and to administer
the terms and conditions of this Agreement. If necessary, a specific Administrator
may be authorized to perform the duties and responsibilities of the Administrative
Agent. Licensor's Administrative Agent and Licensee's Representative are named
below, and may be changed at any time by providing five business days' written
notice to the other party.
Address:
Licensee's Representative:
Name: Mark Isackson
Corporate Financial
Operations and Management
Services, County Manager's
Office
3299 Tamiami Trail East,
Suite 201
Naples, FL 34112
Licensor's Administrative Agent:
Name: Judith A. Kenton
Title:
Title:
GovMax Manager-EIT, 5th Fir.
Address:
Telephone: 239-252-8717
Facsimile: 239-252-4010
E-mail: markisackson@colliergov.net
1660 Ringling Blvd.
Sarasota, FL 34236
Telephone 941-861-5423
Facsimile: 941-861-5371
E-Mail: jkenton@scgov.net
K. Notices: Except as otherwise provided herein, all notices required or permitted under
this Agreement shall be made in writing and shall be deemed given and served five
(5) days after deposited in the United States Mail, postage prepaid and certified,
directed as follows:
If to Licensor: Sarasota County Government
1660 Ringling Boulevard, 5th Floor-EIT
Sarasota, Florida 34236
Attn: Judith A. Kenton, GovMax Manager
With copies to: Sarasota County Government
1660 Ringling Boulevard
Sarasota, Florida 34236
Attn: Stephen D. DeMarsh Esq. County Attorney
If to Licensee: Mark Isackson, County Manager's Office
Collier County Board of County Commissioners
3299 Tamiami Trail East, Suite 201
Naples, FL 34112
With Copies to: L yo Wood, Purchasing Dept
Collier County Board of County Commissioners
3327 Tamiami Trail East
Naples, FL 34112
Either party may change its address by giving written notice of such change.
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L. Non-appropriation: The performance of obligations of either party under the
agreement is subject to lawfully available appropriations.
M. Miscellaneous:
1. This Agreement constitutes the entire agreement between the parties with
respect to GOVMAX and the matters discussed herein and no prior contracts,
representation, condition, understanding, or agreement of any kind, oral or
written, shall be binding upon the parties unless incorporated into this
Agreement in writing. This Agreement may not be modified or amended
except in writing by mutual agreement by both parties.
2. Force Majeure: Neither party shall be in default by reason of any failure in
the performance of this Agreement if such failure arises out of causes beyond
its reasonable control. Such causes may include, but are not limited to, acts of
God, acts of the public enemy, acts of government in either its sovereign or
contractual capacity, acts of the party whose performance is not sought to be
excused, fires, flood, weather, epidemics, quarantine restrictions, strikes,
freight embargoes, failure of transmission or power supply, mechanical
difficulties with equipment which could not have been reasonably forecasted
or provided for, or other causes beyond its sole control. The party so affected
will resume performance as soon as practicable after the force majeure event
terminates.
3. Assignment: Licensee may not assign this Agreement without the prior written
consent of Licensor. Licensor may assign this Agreement to another entity or
agency in the event ownership of GOVMAX is transferred, or in the event
Licensor in its sole discretion deems such an assignment necessary in
connection with the performance of its obligations hereunder.
4. Modifications to the Agreement: Except as provided herein, the terms of this
Agreement may only be amended or modified through the execution of an
Amendment by the duly authorized representatives of each party.
5. If any provision of this Agreement is deemed invalid or unenforceable, the
remaining provisions shall not be affected thereby. The terms and conditions
of this Agreement shall prevail over any printed provision of any purchase
order form used by Licensee to order GOVMAX.
6. This Agreement contains and embodies all the representations, covenants and
promises made by the parties hereto, and no modifications or amendments
hereof shall be valid unless in writing and executed by the parties hereto.
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16f 5
IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first
above written.
.,.' .~,.~~?:~.,,~~.)~::>
A'T"'1"'T'C"'r. . . . . > >,
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DW..'~~. !erkofCourts
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Approved as to form and
legal sufficiency:
Licensee:
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA
'juJ.. w, ~
by:
Fred W. Coyle, Chairman
~IRLL
Deputy County Attorney
SGU7f 1<. ~~~"
Print Name
Witness:
Licensor
. . . .
. . .
COUNTY ADMINISTRATOR
. . .
Print Name:
Sarasota County
. . .
Signed By:
By:
. . . .
. . . .
. . .
. . .
Date:
. . .
Date:
Executed by the County Administrator
Pursuant to Sarasota County Ordinance
No. 2003-084.
APPROVED AS TO FORM AND CORRECTNESS:
By:
COUNTY ATTORNEY
11