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Pasco County of 72 March 5th, 2010

Pasco County, Fl

GovMax V5.0 Implementation Proposal

Prepared by MethodFactory March 5

th, 2010

Version 1.0


Contents 1 Introduction .................................................................................................................................... 5

1.1 Reader Guidelines ................................................................................................................... 5

1.2 Document Purpose ................................................................................................................. 6

1.3 Revision History ...................................................................................................................... 6

2 Housekeeping ................................................................................................................................. 7

2.1 Executive Sponsor ................................................................................................................... 7

2.2 Budget Shop POCs .................................................................................................................. 7

3 Implementation Overview ............................................................................................................. 9

4 Risk Mitigation .............................................................................................................................. 10

5 Cost Summary .............................................................................................................................. 12

6 Stages of Implementation ............................................................................................................ 13

7 Target Timeline ............................................................................................................................. 14

7.1 Deliverables & Milestones .................................................................................................... 14

7.2 Services Provided by Sarasota County.................................................................................. 15

7.3 Milestone Delivery Definitions ............................................................................................. 16

7.3.1 Stage I. – Setup .............................................................................................................. 16

7.3.2 Stage II. – Training & Acceptance ................................................................................. 18

7.3.3 Stage III. – Deployment ................................................................................................. 19

7.4 Budget Document Milestones .............................................................................................. 21

8 Acceptance Guidelines ................................................................................................................. 22

9 Organizational Setup .................................................................................................................... 24

9.1 Work Scope Navigation Structure ........................................................................................ 24

9.2 Site Options .......................................................................................................................... 25

9.3 Budget Phases ....................................................................................................................... 27

9.4 Budget Calendar ................................................................................................................... 27

9.5 Service Levels ........................................................................................................................ 28


9.6 GovMax Crosswalk ................................................................................................................ 29

10 GovMax System Capabilities ........................................................................................................ 30

10.1 Operating Budget, Budget Issus and Grants ......................................................................... 30

10.2 Position Budgeting ................................................................................................................ 30

10.2.1 Determining the Position’s Budget in GovMax ............................................................. 30

10.2.2 Features and Benefits ................................................................................................... 32

10.3 Capital Projects ..................................................................................................................... 33

11 Pasco County Position Business Rules .......................................................................................... 35

11.1 GovMax Crosswalk ................................................................................................................ 35

11.2 Fringe Types .......................................................................................................................... 35

11.3 Fringe Calculation Matrix ...................................................................................................... 36

11.4 Position Types ....................................................................................................................... 38

11.5 Position Budget Matrix ......................................................................................................... 38

12 Security Features .......................................................................................................................... 39

12.1 Security Overview ................................................................................................................. 39

12.2 Pasco County Security Role Matrix ....................................................................................... 43

13 System Data Exchange ................................................................................................................. 45

13.1 Financial Data Import ........................................................................................................... 45

13.2 Payroll Data Import ............................................................................................................... 47

13.3 Implementation Data Import Templates .............................................................................. 49

14 Outcome Based Budgeting ........................................................................................................... 50

15 Reporting ...................................................................................................................................... 51

15.1 Reporting Overview .............................................................................................................. 51

15.2 GovMax Base Reports ........................................................................................................... 52

15.3 Budget Document (Appendix ‘A’ – GovMax Implementation) ............................................. 56

15.4 Custom Report Development ............................................................................................... 57

16 Hosting Infrastructure .................................................................................................................. 58

17 End-User Training ......................................................................................................................... 59

17.1 Overview ............................................................................................................................... 59


17.2 Sample System Administrator Training Agenda ................................................................... 60

18 Follow-on support ........................................................................................................................ 63

18.1 Extended Annual Support (Appendix ‘C’) ............................................................................. 63

18.2 Discretionary Support (Appendix ‘D’) ................................................................................... 63

19 Appendixes ................................................................................................................................... 64

19.1 Appendix ‘A’ – Scope of Services .......................................................................................... 65

19.2 Appendix ‘B’ – Implementation Cost .................................................................................... 66

19.3 Appendix ‘C’ – Extended Annual Support ............................................................................. 68

19.4 Appendix ‘D’ – Discretionary Support .................................................................................. 70

19.5 Appendix ‘F’ – Sample Acceptance Document ..................................................................... 72


1 Introduction

1.1 Reader Guidelines

You, as a reviewer of this document, and a stakeholder in this project, have a responsibility to carefully review this document. It is critically important that the reader understands that this document is the complete, definitive, and exclusive definition of this implementation effort, and that by initialing this document, the reader acknowledges that fact. If the reader is aware of any other features, processes, procedures or efforts that need to be included in this effort, it is his or her responsibility to make the author aware of these so the document can be updated prior to finalization. If the reader does not understand, or is unclear on any aspect of the effort described in this document, it is his or her responsibility to discuss those points with the author and ensure that the appropriate sections are suitably clarified before this document is finalized.

Please Initial: ____


1.2 Document Purpose This document details the GovMax V5 implementation plan for Pasco County.

1.3 Revision History

Date Author(s) Version Comments

Feb 15th, 2010 Scott Auer 1.0 Draft


2 Housekeeping

The following section outlines the stakeholders responsible for the Pasco County GovMax 5 implementation.

2.1 Executive Sponsor The following person(s) are listed at the executive sponsor for the implementation.

1. Executive Sponsor ................Mike Nurrenbrock

2.2 Budget Shop POCs The following person(s) are listed as the persons of contact within the budget shop for implementation. Each area should have a single person with subject matter expertise and decision making authority. During the implementation, these individuals must be available to answer questions, provide insight and validate business rules. If any individual is not able to commit to the project timeline, another point of contact should be appointed. An individual could serve as point of contact for one, or all areas.

1. Budget Manager ................. Mike Howard

2. IT ......................................... Jim Cerny

3. Operating ............................ Mike Clark

4. Capital .................................Dan Risola

5. Personnel ............................ Georgeann Walkinshaw


6. Performance ....................... Mike Howard

7. Other .................................. Sue Erdberg


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 Initial: ____


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 the project. Because we cannot eliminate all risk, we have suggested that Pasco establish Contingency and Management Reserve funds to account for the unknown.

Key Risk Mitigation Strategy

Availability of resources and key stakeholders.

A schedule of key resources, their availability, contact details as 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 Pasco County HR and Finance systems. Any lack of responsiveness from Pasco 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 Pasco County provide multiple data import files based on the agreed upon import file format. If for whatever reason Pasco 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. Pasco 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.

Deployment None – not included in this statement of work.

Documentation This engagement includes GovMax System Administration guide and pre-populated on-line help written in generic language (not specific to Pasco County vocabulary/organizational structure). Additional documentation may be provided via discretionary support request if Pasco County requires additional documentation.

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 Pasco 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 extranet. 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 Pasco 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.

Contingency and Management Reserve It is recommended that Pasco County make independent allowances for potential use in the form:

Contingency funds – To be used at Pasco 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 Pasco 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.


5 Cost Summary The following section outlines the implementation costs.

Implementation Appendix SOW Name/Title Description Hrs Cost

B PAS2009_02

Implementation Cost

GovMax V5.0 Client Implementation. One-time application configuration.

620 $96,100

Total Estimate 620 $96,100

Ancillary Services

Appendix SOW Name/Title Description Hrs Cost

B PAS2009_03

Extended Annual Support

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 customer’s satisfaction. Up to 15 minutes of consulting assistance. (limitations apply)

N/A $14,415

C PAS2009_04

Discretionary Support

Estimated annual discretionary support allowance (T&M)*

240 $37,200

* 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.


6 Stages of Implementation

The following section outlines the stages to implement GovMax V5 for Pasco County.

Pre-Implementation

Stage I. Stage II. Stage III.

Planning Setup Acceptance

Deployment

Development Environment:

gmv5PAS.methodFactory.com

Staging Environment: https://PASstg.fiscalgov.com

Production Environment:

https://PAS.fiscalgov.com

Invoicing Milestones

Completion of the GovMax V5 Implementation Planning Document


#1 – Configuration of Development Environment

#2 – Configure Base System

#3 – Load ‘Look-up’ data

#4 – Configuration of Staging (Testing) Environment

GovMax Base reports delivered


#5 – Load Account Details

#6 – System Administration Orientation and On-Line Help Administrator Orientation and Training


#7 – Client Validation and Acceptance of Implementation Statement of Work

#8 – Configuration of the Production environment

Custom Budget Document reports delivered *(TBD)


7 Target Timeline

The following section provides the estimated timeline for the project.

7.1 Deliverables & Milestones

Deliverable Milestone Date

Milestone Software Implementation Started

Stage I –Setup

1 Configuration of Development Environment

2 Configure Base System

3 Load “look-up” data+

4 Configuration of Staging Environment

Stage II –Acceptance

5 Load Account Details+

6 System Administration Orientation and On-Line Help Administrator Orientation and Training

Client Migration Validation (2 weeks)

Stage III –Deployment

7 Client Acceptance of Implementation Statement of Work

8 Configure and Deploy Production Environment

+ 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 3/12/2010. Any milestone related invoices will be issued upon the milestone delivery. The client has 7 days from date of milestone delivery to validate the deliverable. Unless the client notifies MethodFactory of a specific objection to the milestone deliverable within the 7 day period that deliverable shall be considered met and the balance of the project shall continue as per plan. If the client notifies MethodFactory of a specific objection, the objection shall be evaluated for its validity per the requirements listed in this document. If the objection is determined to be valid, the objection shall be resolved. Any project timeline adjustments associated with client objections shall be provided in writing.


7.2 Services Provided by Sarasota County

It is acknowledged that Client (Pasco County) may enter into an agreement with Sarasota County for services related to its web-based budgeting application ("GovMax"). Client acknowledges and agrees that any such agreement with Sarasota County is independent of this Agreement. In the event Client experiences any service delivery or any other issues with the services provided by Sarasota County, this Agreement shall continue and shall not terminate and such issues shall not affect Customers 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.


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 Milestone #1: Configuration of Development Environment

Pasco County’s GovMax V5 development environment is configured and accessible. Pasco County specific system configuration (including the establishment of Pasco County’s navigation structure, base administrator accounts and site options as defined in Organizational Setup) will be completed.

Site: http://gmv5PAS.fiscalgov.com

Milestone #2: Configure Base System

A – Client Implementation Portal is configured and ready for use.

Site: http://extranet.methodfactory.com/GovMax/PAS/default.aspx MethodFactory and Client will be able to access GovMax V5 SharePoint Implementation portal to communicate and store; milestones status, meeting notes, import files and any other files or communication used during implementation.

B – Application Configuration

MethodFactory will have the GovMax application configured based on the options as defined in Organizational Setup. At this point the users of the three named roles will be able to log into GovMax V5 development environment site options area only. 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.

http://gmv5leo.fiscalgov.com/

http://extranet.methodfactory.com/GovMax/SEM/default.aspx


The status of each milestone is tracked within the project portal. The milestone statuses can be reviewed by clicking on the link titled ‘Milestones’.

Milestone #3: Load “look-up” data

All client provided look-up data [e.g. line items objects, departments, business units, position additives, job classifications…+ has been loaded into the development environment. The Load “look-up” data milestone will be met when client provided “look-up” data has been successfully imported into the GMV5 development environment. The acceptance criteria can be confirmed by comparing the client provided “look-up” data (excel files) with the GMV5 table content (available for export via Settings > Customization > Data Export). The status of each “look-up” data table load is tracked within the project portal. The data load status can be reviewed by clicking on the link titled ‘Data Load Schedule’.

Milestone #4: Configuration of Staging Environment

Pasco County’s GovMax V5 staging environment is configured and accessible. Pasco County specific system configuration (including the establishment of Pasco County’s navigation structure, base administrator accounts and site options as defined in Organizational Setup) will be completed.

Site: http://PASstg.fiscalgov.com

http://leostg.fiscalgov.com/


7.3.2 Stage II. – Training & Acceptance

Milestone #5: 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 GMV5 development environment. The acceptance criteria can be confirmed by comparing the client provided Account Detail data (excel files) with the GMV5 table content (available for export via Settings > Customization > Data Export). The status of each Account Detail data table load is tracked within the project portal. The data load status can be reviewed by clicking on the link titled ‘Data Load Schedule’.

Supplemental Data Manipulation Within the scope of the GovMax V5 Implementation project (Appendix ‘B’ PAS2009_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.

Milestone #6: System Administration Orientation and On-Line Help Administrator Orientation and Training

MethodFactory will provide quick-start application administrator orientation for the purpose of familiarizing client designees with the core functionality of the application. The orientation will include hands-on access into all workspaces, as well


as an in-depth discussion of system administered settings. The objective of the Client-side Application Administrator Orientation is to enable the client effectively identify data and application configuration issues. 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.

MethodFactory will provide client with written documentation regarding the administration of On-Line Help and will conduct (1) training session to demonstrate to system administrators and/or Management & Budget SMEs the process for populating and managing on-line help.

7.3.3 Stage III. – Deployment

Milestone #7: Client Validation and Acceptance of the Implementation Statement of Work (sample acceptance document attached in Appendix ‘E’)

During this milestone the client will sign-off that implementation is completed as described in the statement of work (PAS2009_02 Pasco County GovMax Client Implementation) and the V5 budget accurately reflects the data scripts/files provided for the implementation. Pasco County’s GovMax is ready for production use. This milestone is for the standard implementation of GovMax V5 and does not consider any custom report development.

Milestone #8: Configure and Deploy Production Environment

Pasco County’s GovMax V5 production environment is configured and populated with the staging environment data that was accepted as per the Client Acceptance milestone. Pasco County specific system configuration (including the establishment of Pasco County’s reporting structure, base administrator account and site options as defined in the Organization Setup section) will be completed. Pasco County will have final determination for the ‘go-live’ date of their GovMax V5 implementation.


Site: http://PAS.fiscalgov.com

http://sem.fiscalgov.com/


7.4 Budget Document Milestones The following section outlines the milestone dates of the delivery for the Pasco County budget document specific reports.

Deliverable Milestone Date

No reports considered N/A


8 Acceptance Guidelines The following section outlines the acceptance criteria for the Stage II Milestone #7: Client Validation and Acceptance. The Pasco County Budget Document that will serve as the validation base line is located at: http://extranet.methodfactory.com/GovMax/PAS/Shared%20Documents/Planning%20Documents/Budget%20FY10%20-%20Proposed[1].pdf The GovMax reports that will serve as the validation destination is located at: http://extranet.methodfactory.com/GovMax/PAS/Shared%20Documents/GovMax%20Base%20Reports/GovMax%20V5%20Base%20Repots%20(88).zip

Area GovMax Report Pasco County Report

Operating Expenditure Budget

Expenditure | Expenditure Line Item Budget

Import File

Operating Revenue Budget Revenue |Revenue Line Item Budget

Import File

Fund Balance Fund Proforma | Fund Proforma Summary

Import File

Personnel Service FTE/Position Count

Budget Document | Authorized Position Summary

Import File

Personnel Service Budget Position | Position Line Item Budget

Import File

CIP Projects CIP Expenditure Budget Summary Import File

Grants Expenditures Grant | Grant Expenditures Import File

Grants Revenues Grant | Grant Revenues Import File

Grants Positions Grant | Grant Positions Import File

Budget Issues Expenditures Not included Not included

Budget Issues Revenues Not included Not included

Budget Issues Positions Not included Not included

Program Budget* Note included Not included

The acceptance of Stage II Milestone #7: Client Validation and Acceptance does not consider any custom or budget document development.

http://extranet.methodfactory.com/GovMax/PAS/Shared%20Documents/Planning%20Documents/Budget%20FY10%20-%20Proposed%5b1%5d.pdf

http://extranet.methodfactory.com/GovMax/PAS/Shared%20Documents/Planning%20Documents/Budget%20FY10%20-%20Proposed%5b1%5d.pdf

http://extranet.methodfactory.com/GovMax/PAS/Shared%20Documents/GovMax%20Base%20Reports/GovMax%20V5%20Base%20Repots%20(88).zip

http://extranet.methodfactory.com/GovMax/PAS/Shared%20Documents/GovMax%20Base%20Reports/GovMax%20V5%20Base%20Repots%20(88).zip


* Even though Program Based Budgeting is considered within this statement of work since there is not a FY 09/10 budget to compare against it cannot be considered for acceptance sign-off.


9 Organizational Setup

The following section outlines the organizational setup and configuration for the Pasco County GovMax V5 implementation.

9.1 Work Scope Navigation Structure The following section outlines the requested work scope navigation structure. This structure will be used to navigate to the desired cost center.

Pasco County Work Scope Navigation Structure:

Level Reporting Structure Notes

1 Branch/Section MethodFactory recommends that the Branch/Section not be included a part of the navigation structure but as a report grouping option from the report templates. This recommendation is made to limit the number of tree levels required to be opened by a Pasco County budget analyst.


2 Department

3 Division

4 Account Represents the cost center Expenditure account make-up:

This is made up of 3 parts Fund – 4 digits - B001 Division – 6 digits – 110100 Line item – 5 digits – 11100

Revenue account make-up: This is made up of 2 parts

Fund – 4 digits - B001 Line item – 6 digits – 11100

5 Line Item The first number of the line item determines what ‘object category’ the expense should be assigned to.

1 & 2 = Personal Services 3 & 4 = Other Services & Charges 5 = Materials & Supplies 6 = Capital 7 = Debt Service 8 = Grants & Aids 9 = 91xx = Interfund Transfers 92xx through 96xx = Other Non Operating 99xx = Reserves 9998 = Less charges (budgeted as a negative number)

9.2 Site Options

The following section defines the default site options that will be configured for the new installation.

Fiscal Year Information

Fiscal Start Month (Jan-Dec) October

Fiscal Start Day (1-31) 1st

Budget Information

Annual Budget

Operating Forecast years 2y (FY 2011 & 2012)

CIP Forecast years 10Y (FY 2011 – 2020)


Budget Phases Departmental OMB Adjusted Proposed Adopted

Budget Years Adopt 1y

FY Database FY2011

How many years of historical data would you like to provide?

Number of Operating Service levels you would like to maintain?

Number of Performance Service levels you would like to maintain?

4 (ICMA Reporting Quartiles)

Position Budgeting

Budgeted Positions 1964 FT/48 PT

Non-Budgeted Positions but need to report FTE and/or Position Counts.

Constitutionals: 1,420 Full Time 3 Part Time Judicial: 17 Full Time

New Position Prefix This will be address via an export and provided as an attachment.

Calculates OT by Position (Yes/No) This will be address via an export and provided as an attachment.

Minimum Fringe FTE 1

FICA Rate 0.062

FICA Exclusion Ceiling By law

Medi-Care rate 0.0145

Workers Comp Factor A factor of .6 would reduce the amount budgeted to 60% of the un-factored amount. A factor of 1.1 would cause an organization to budget 10% more than the standard calculation would call for.

Maybe

Pay Periods 26 except for County Commissioners

Hours per Pay Period 0 – 120


Data Migration Required for Implementation

Financial Data Yes

Position Data Yes Optional Imports

Budget Issues (Yes/No) No

Grants (Yes/No) Yes

CIP (Yes/No) Yes

Position Budget Details (Yes/No) Yes

Objective/Measures/Indicators for your Departmental Summary (Yes/No)

Yes

Org Code, Business Center and Business Unit Narratives.

Yes

9.3 Budget Phases

The following section describes the budget phases for Pasco County and the corresponding calendar dates.

Phase Name

Phase 1 Department Submission

Phase 2 OMB Adjusted

Phase 3 Proposed

Phase 4 Adopted

9.4 Budget Calendar

The following section shows the budget calendar for Pasco County.

Date Description

June 1 Submission of budget request to the Board of Commissioners by the Sheriff, Supervisor of Elections, and Clerk of the Circuit Court.

June 1 Submission of budget request to the Florida Dept. of Revenue by the


Property Appraiser.

July 1 Certification of the County’s net taxable value of property by the Property Appraiser.

July 15 (or 15 days after certification, whichever is later)

Submission of proposed budget by the County Administrator to the Board of County Commissioners.

July 15 – Sept. 20 The Board of County Commissioners may hold work sessions on various sections of the County budget.

August 1 Submission of budget request to the Florida Dept. of Revenue by the Tax Collector and a copy to the Board of County Commissioners.

By August 4 (or 35 days after certification, whichever is later)

The Board of County Commissioners must notify the Property Appraiser of the proposed millage rate, rolled‐back rate, and the date, time and place of the first public meeting.

By August 25 Property Appraiser mails TRIM (Truth in Millage) Notices, which are notices of proposed property taxes.

Approx. Sept 9 The Board of County Commissioners holds the first of two public meetings.

Approx. Sept 22 The Board of County Commissioners holds the final public hearing and adopts the budget.

October 1 Effective date of the Pasco County Budget.

9.5 Service Levels

The following section describes the service levels for Pasco County.

Service Level

Description Used For

SL 1 Service Level 1 Continuation and Operating

SL 2 Service Level 2 Operating

SL 3 Service Level 3 Budget Issues

SL 4 Service Level 4 Capital Projects

SL 5 Service Level 5 N/A

SL 6 Service Level 6 N/A


9.6 GovMax Crosswalk

The following section describes the language crosswalk between Pasco County and GovMax.

Pasco GovMax Used For

Account Organization Code

Line Item Account Object or Object


10 GovMax System Capabilities

10.1 Operating Budget, Budget Issus 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 organization language and structure.

C

Ability to add detail to the line items. C

Ability to export the final budget to the organization’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 organizations 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

10.2 Position Budgeting Additives are the multipliers, flat rate and variable amounts that are combined to the base salary to produce the overall position budgets. Examples of additives include Life Insurance, Retirement, Merit, Cola, Lump Sum amounts, Workers Comp, FICA, Medicare, LTD, etc.

10.2.1 Determining the Position’s Budget in GovMax


The following section outlines the order of operation that will be performed when determining the position’s overall budget. It contains the business rules that apply to all additives, and explains their potential value types as well as their position in the overall calculation.

Sequence 1 – Salary Composition This sequence step is responsible for adjusting the base salary before any fringe additives are added and any net totals are captured. The calculation of sub 1 generates base salary for the next fiscal year. The only adjustments allowed within sub 1 are as follows:

Code Name Percentage? Flat Amount? Allows

Compounding

01 Merit Additive Yes Yes Yes

02 COLA Additive Yes Yes Yes

03 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).

Code Name Percentage? Flat Amount?

04 Fringe Additive Yes Yes

05 Non-Fringe Additive Yes Yes

Fringe Additive – Employee compensation other than your wages, tips, and salaries, such as health insurance, life insurance, and pension plans. Most fringe benefits are deductible by the organization and are not included them in the employee’s income. Non-Fringe Additive – Pension benefit contributions made by an employer that are not critical to the workers health and survival. Sequence 3 – Budget Accumulation This step will be responsible for capturing the additive and fringe totals and optionally performing calculations on those values.


Code Name Percentage? Flat Amount?

06 Net Fringe Additive Yes Yes*

07 Net Additive Yes Yes*

08 Net Salary Additive Yes No

* While sub 2 should be responsible for adding flat amounts to the position’s budget, they are available in step 3 as well so that negative values can be added to the final calculated additive totals, allowing a set number to be taken off the accumulated value. All positive flat amounts are encouraged to be placed within step 2.

Net-Fringe Additive – This type of additive is a multiple of the sum of Fringe and Fringe additives only. Net Additive – This type of additive is a multiple of the sum of Fringe and Non-Fringe additives only.

Net Salary Additive – This type of additive (is a multiple of the sums from Sub 1 and Sub 2. Examples of this type of additive are FICA and Medicare.

10.2.2 Features and Benefits The following section outlines the features and benefits of the Position Budgeting module.


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 assigned Pay Grade.

C

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 organization’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 Amount, and Variable Pct of Salary.

C

Ability to budget partial year or seasonal positions. C

Ability to budget vacant positions. C

10.3 Capital Projects

The following section outlines the features and benefits of the Capital Project module.


Ability to assign a unique number to the capital projects. C

Ability to align CIP expenditures to activities. C

Ability to budget CIP projects 5, 10, 15, 20 years out. C

Ability to assign multiple funding sources. C

Ability to align operating budget impacts to the CIP project. C

Ability to upload a Site Map. C

Ability to track CIP projects by district. C

Ability to filter CIP projects by Project Manager, Fund, Category, Type, Department and Division.

C


Ability to import CIP data. C

Ability to capture the CIP’s Comprehensive Plan. C

Ability to capture narrative information. C


11 Pasco County Position Business Rules

The following section outlines the business rules for calculating the position budgets of Pasco County.

11.1 GovMax Crosswalk

The following section describes the language crosswalk between Pasco County and GovMax.

Pasco GovMax Internal Notes

Job Code Classification Code

Pay Grade Pay Grade We will need to add the Pay Grade to the Position record because it is currently defined on the Classification Code table. This will be required to determine the Max salary.

Job Title Job Title

Union Code Union Code N(o) or Y(es)

11.2 Fringe Types

The following section outlines the business rules for calculating the position budgets of Pasco County.

Description Business Rule V5 Supported

Auto 2 employees Yes

Deferred Comp 1 employee Yes

FICA Yes

Health Insurance Begins 1st of month following 90 day from hire.

Yes – via the use of the MERIT start date which would be set at 90 days after Hire Date.

Life Insurance Begins 1st of month following 90 day from hire.

Yes via the use of the MERIT start date which would be set at 90 days after Hire Date.

MEDICARE Yes


MERIT Currently a percentage but may need a flat amt. in the future. (Ex. Merit 1 and Merit 2)

Yes

Retirement Multiple Rates Yes

Wellness (EAP) Begins 1st of month following 90 days from hire. Full-time employees only (greater than 30 hours)

Yes – via the use of the MERIT start date which would be set at 90 days after Hire Date.

Workers Comp We are not currently utilizing this, but may need to address this moving forward.

Ride on Ambulance 2.5% Yes

Shift Differential Two Rates: 5% & 10% Yes

11.3 Fringe Calculation Matrix

The following section describes the Pasco County fringe calculation business rules.


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.

Type Business Rules

Full-Time 30 hours or greater. FICA, Pension and Health

Part-Time Less than 30 hours. FICA and Pension (no Health Insurance)

11.5 Position Budget Matrix

The following table shows the Position Budget Status calculation method that will be used for Pasco County.

Status Count FTE?

Salary %

Additive %

Count Position?

OT Salary %

OT Additive %

Active Yes 100 100 Yes 100 100

FTE Only Yes 0 0 Yes 0 0

Not Funded No 0 0 No 0 0

Overtime Only No 0 0 No 100 100

Position Deleted No 0 0 0 0 0

Recommend – Do not count FTE

No 100 100 No 100 100

Recommend – Excluding Additives

Yes 100 0 Yes 100 0

Recommend – Additives Only

Yes 0 100 Yes 0 100


12 Security Features

The following section describes the system setting configurations for the Pasco County GovMax implementation.

12.1 Security Overview

GovMax provides role based and used based security management. 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.


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.)


12.2 Pasco County Security Role Matrix

The system administrator role is assigned to users of Pasco 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.


System Administrator: Admin access to entire application. Admin Report User: Read access to all canned and customized reports for all branches, funds, divisions, programs. (Used primarily by County Admin.) Budget Office Power User: Read/Modify/Insert/Delete access to all branches, funds, divisions, programs, and line items associated with all GovMax workspaces. These individuals should have full access to the full personnel workspace, etc. (This may be the same security as the System Administrator.) Budget Office User: Read/Modify/Insert/Delete access to all branches, funds, divisions, programs, and line items. Limited ability to add/remove employees within the personnel module and limited ability to add and delete line items, etc. These individuals should have access to open and close department/division budgets to department users. Report User: Read access to all canned and customized reports assigned to the specified user’s branch, funds, division, and /or programs. Department User: Read/Write/Modify/Delete access to all branches, funds, divisions, programs, and line items assigned to the specified user’s branch, funds, division, and programs associated with all GovMax workspaces. These individuals would only have this write, modify, and delete access while the budget application is open for entry. Once the application is closed for entry, these users would have read only access.


13 System Data Exchange

The following section describes the data exchange features of GovMax.

13.1 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 2011 budget database:


Col. # Field Field Value

1 Account Cost Center

2 Year to date expense FY 2010 Actual

3 Amended Budget FY 2010 Amended

4 Prior year YTD FY 2009 Actual


13.2 Payroll Data Import

The application provides the ability for system administrators to import and/or refresh the Position Control data at any time. The following is the agreed file format for the FY 2011 budget database:

Business Rules


The Account is what the position budget split will be based on. This will be constructed by combining the Fund + Division + Line Item. Currently, the file format shown above does not contain the line item but will be in the final version provided for implantation by Pasco County

All positions with a value of ‘Y’ for the Insurance field will receive the same insurance additive code.


13.3 Implementation Data Import Templates

During the implementation MethodFactory will request data to populate the system from Pasco County. The following import file formats will be used for this implementation.

http://extranet.methodfactory.com/GovMax/PAS/default.aspx?RootFolder=%2fGovMax%2fPAS%2fShared%20Documents%2fData%20Import%20Files&FolderCTID=&View=%7b7BDC386F%2dC9EF%2d4434%2dA3C0%2dE2B856098C3A%7d





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 V5 also allows organizations 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 Pasco County specific performance data.


15 Reporting

The following section outlines the reporting functionality of GovMax V5.

15.1 Reporting Overview The base implementation of GovMax includes 89 core dataset templates, including 9 which collectively constitute a GFOA compliant budget document. The remaining 80 templates are used for management analysis. The dataset templates that can be manipulated using with user manageable parameters to allow for the creation of dozens of unique report variations from each template. Literally thousands of unique reports can be generated using the 89 dataset templates. Additionally, the datasets driving the resultant report(s) are based upon the work scope or data subset selected, which creates another dimension of out-of-the-box reporting power and flexibility.


15.2 GovMax Base Reports

The following reports will be deployed with GovMax V5 as the base reports.

Expenditure Reports (21)

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

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

Revenue Reports (19)

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

40 Revenue Line Item Budget

Position Reports (11)

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

Budget Issues Reports (5)

52 Budget Issue Cost Summary

53 Budget Issue Detail Sheets

54 Budget Issue Expenditures

55 Budget Issue Positions

56 Budget Issue Revenues

Fund Reports (6)

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

Capital Projects Reports (9)

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

Grant Reports (4)

72 Grant Detail Sheets

73 Grant Expenditures

74 Grant Positions

75 Grant Revenues

GFOA Compliant Budget Documents (9)

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

Background Part/Look-up Reports (5)

85 Expenditure Account Report

86 JL Account Listing

87 JL Code Listing

88 Organization Code Listing (Cost Center)

89 Revenue Account Listing


15.3 Budget Document (Appendix ‘A’ – GovMax Implementation)

The following section outlines the reports that are required by Pasco County to be custom developed by MethodFactory to complete their Budget Document.

Report Name Notes

Budget Document

Reader requires customizations to the base budget documents defined in section titled ‘Base Reports’. Yes/No Please Initial: ____


15.4 Custom Report Development

‘Custom’ reporting in this document refers to client-specified custom reports which will be produced from the GovMax system. These reports are in addition to the standard base 45 reports. It is the responsibility of the Client to document, and provide to MethodFactory prior to development, any custom report business rules that were used to produce the reports. Report styling (e.g., display data, summary footing, layout, fonts, spacing, etc.) will match, as practically possible, to reports that were delivered to MethodFactory by client during the implementation planning process.

Report Name Notes/Examples Must have in V5 (Yes/No)

St. Pete Times Report http://extranet.methodfactory.com/GovMax/PAS/Shared%20Documents/Planning%20Documents/Pasco%20Reports/Budget%20Summary%202009-2010.pdf

Yes

Expenditure Budget Line Item Budget report

http://extranet.methodfactory.com/GovMax/PAS/Shared%20Documents/Planning%20Documents/Pasco%20Reports/Water%20and%20Sewer%20Fund.pdf

http://extranet.methodfactory.com/GovMax/PAS/Shared%20Documents/Planning%20Documents/Pasco%20Reports/Budget%20Summary%202009-2010.pdf









16 Hosting Infrastructure The following diagram shows the hardware infrastructure for GovMax V5 provided and managed by Sarasota County.

Internet

DMZ

PORT

Hot-swap disk array

Fiber chanel connected

Load Balancer

VPN Client

STAGING

ENVIRONMENT

DEVELOPMENT

ENVIRONMENT

PRODUCTION

ENVIRONMENT

Staging Reporting

Service Manager

Development Reporting

Service Manager

DMZ

TRUSTED

PORT

Staging WebDevelopment Web

Staging SQL

Development SQL

Production Web-1 Production Web-2

SQL Cluster Primary

MFMM / MFMP

SQL Cluster Primary

MFMM / MFMP

GovMax 4.0

Control Environment

Production Reporting

Service Manager

MF Firewall Firewall

`

Web Customers


17 End-User Training

17.1 Overview

Training will be lead by Sarasota County GovMax Staff. MethodFactory will not be responsible for the development of client specific user manuals, curriculum, agendas, and documentation. MethodFactory Application development SMEs will be available as requested up to time allotted in Appendix ‘B’. MethodFactory effort associated with preparation, planning, documentation, delivery, and any related activities, will be billed at actual time. Training may consists of:

(2) days system administration training on-site at MethodFactory offices.

Training curriculum may include: o ½-day application administrator training, o ½-day user training for Pasco County budget shop personnel, o ½-day Train-the-Trainer session with Pasco County designated GovMax v5

“Trainer”, o ½-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 * Note: Travel expenses are estimated based on current internet pricing. Actual travel expenses will be invoiced following billing.


17.2 Sample System Administrator Training Agenda

Day 1 – AM

Introduction o What MethodFactory would like to accomplish

Provide Monroe County the tools to be able to formally accept implementation and initiate stage 3 (deployment) activities.

o What Monroe County would like to accomplish V5 Navigation o Left and Top Navigation

Left Menu Tree Navigation Bar Main Menu Icons 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

Database Archives o Training o Read Only o Reset Position Budget o Permissions

Position Budgeting o Additive Setup o Position Classification and Additives o Additive Management o Non-GovMax Positions o Position History o Budget Splits

Position Recalculation o Full Versus Incremental Recalculation o Queued Operations

Accounts o Adding New Accounts o Adding New Detail Items

Data Import/Export Grants Budget Issues


o Recommended versus Not Funded o Budget Items o Recalculations

Capital Projects

Day 2 – AM

Customize Entities o Display name o Navigation Area(s) o Attributes o Columns

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


18 Follow-on support

The following section outlines the follow-on support that will be provided to Pasco 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 Pasco County specific GovMax V5 online help,

18.1 Extended Annual Support (Appendix ‘C’)

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 customer’s satisfaction

Up to 15 minutes of consulting assistance

18.2 Discretionary Support (Appendix ‘D’)

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


19 Appendixes


19.1 Appendix ‘A’ – Scope of Services

Project Name: GovMax V5.0 Client Implementation Proposal Number: PAS2009_02 Statement of Work

MethodFactory proposes to assist Pasco County with GovMax V5.0 Implementation services as described in the comprehensive implementation planning document (“03-03-10_Pasco County GM5 Implementation Plan v1.0.pdf”). This initial phase will deliver the base GovMax v5 Performance Management functionality, without consideration of Pasco County performance structure, which will be addressed in a subsequent engagement. MethodFactory will provide the services of Senior Consultants for this engagement.


19.2 Appendix ‘B’ – Implementation Cost

Statement of Work Short Title: GovMax V5.0 Client Implementation

Client Name: Pasco County, FL

Project Name: GovMax V5.0 Client Implementation

Proposal Number: PAS2009_02

Date Prepared:

Pasco County PO #:

V4 Data Migration Estimation of Work

Milestone Invoice Schedule

Deliverable Invoice %

Invoice Amount

Milestone Date

Software Implementation Started

Stage I –Setup

1. Configuration of Development Environment 2. Configure Base System 3. Load “look-up” data 4. Configuration of Staging Environment

Stage I Milestone 30% $28,830

Stage II –Acceptance

5. Load Account Details Data Manipulation (Refer to PAS2009_03 Statement of Work) 6. Administrator Orientation and Training and On-Line Help Pre-Population

and Administration Orientation

Stage II Milestone 40% $38,440

Stage III –Deployment

7. Implementation Acceptance 8. Configure and Deploy Production Environment

Stage III Milestone 20% $19,220


Stage IV –Warranty (30 day)

1.

Stage IV Milestone 10% $9,610

Totals $96,100

___________________________________________________________________________ MethodFactory will submit Milestone invoices on the day of Milestone delivery. Delivery of project milestones will be determined by reviewing the milestone delivery against the requirements outlined in section 5 of the Pasco County GovMax V5.0 Implementation Proposal. Total Implementation Estimate ..............................................................620 hrs Total Estimate ................................................................................. 620 Total Implementation Estimate…… .................................................. $96,100

Approval of Statement of Work:

Pasco County MethodFactory

Name: Steve Walter

Title: Partner

Date:

Signature:


19.3 Appendix ‘C’ – Extended Annual Support

Statement of Work: GovMax v5 Application Annual Support

Client Name: Pasco County

Project Name: GovMax v5 Extended Annual Support


Date Prepared:

Pasco County PO #:

This document outlines the extended annual support arrangement with Pasco County for GovMax V5.0. Ad-hoc support 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’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 customer’s satisfaction

Up to 15 minutes of consulting assistance Annual Support Cost ................................................................................ $14,415 Payment terms: Net 30 Pasco County Designated GovMax v5 Support Contacts As per the GovMax v5 support process, Pasco County may name up-to 4 contacts with the authority to submit service requests and obligate Pasco 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 e-mail Phone

1.

2.

3.


4. Approval of Statement of Work:


Name: Steve Walter

Title: Partner

Date:

Signature:


19.4 Appendix ‘D’ – Discretionary Support

Statement of Work: GovMax v5 Discretionary Support

Client Name: Pasco County

Project Name: GovMax v5 Discretionary Support


Date Prepared:

Pasco County PO #:

This document outlines the ad-hoc support arrangement with Pasco County for GovMax V5.0. Ad-hoc support tenets: MethodFactory will provide as needed GovMax V5.0 support upon completion of the 30-day implementation warranty period. The ad-hoc support arrangement does not commit Pasco 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 $155.00. 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 Pasco 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. Support Hours 240 Support Cost $37,200

Project lead (signature authority):

Support hours in PO: 240

PO Number:

PO expiration date:

Payment terms: Net 30 Pasco County Designated GovMax v5 Support Contacts


As per the GovMax v5 support process, Pasco County may name up-to 4 contacts with the authority to submit service requests and obligate Pasco 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 e-mail Phone

5.

6.

7.

8. All invoices will be mailed directly to the Project lead designated above*. The Project lead is responsible for ensuring that all invoices are submitted to Pasco 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:


Name: Steve Walter

Title: Partner

Date:

Signature:


19.5 Appendix ‘F’ – Sample Acceptance Document

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