HomeMy WebLinkAbout20080622.tiff .71
DECADE
• e r T W • ■ I
COMPA NT, I1€
Decade Software Company, LLC
Weld County Health Department
License and Support Agreement
Agreement Number 155-2008
Revision 3.0
02/12/2008
Signed contract must be returned, to Decade by Client, within 30 days of receipt. In the event signed
contract is not received by Decade within 30 days of Client receipt, prices and terms contained herein
are subject to increase.
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Contents
1. Definitions 2
2. License 2
3. Ownership 3
4. Prices,Adjustments,and Taxes 4
5. Support Services 4
6. Items Not Covered by this License and Support Fee 6
7. Warranty and Limitation of Decade's Liability 7
8. Binding Dispute Resolution 8
9. Client Responsibilities 8
10. Version and Module Upgrades 9
11. Early Termination 9
12. Actions Upon Termination 9
13. Decade Staff 10
14. Access to Client Systems 10
15. Notice 10
16. General 11
17. Acceptance of Agreement 12
Appendix A. Volumes,Prices,and Payment Schedule for License Fees 13
Appendix B. Dates and Term 15
Appendix C. Statement of Work 16
Appendix D. Professional Services Rates 17
License and Support Agreement 1
Decade Software Company, LLC
LICENSE AND SUPPORT AGREEMENT
tt
THIS AGREEMENT made this 40— day of l eb ru a r , 2("OR •
BETWEEN: /
DECADE SOFTWARE COMPANY, LLC. ("Decade")with principal place of business at 4201 West
Shaw Avenue, Suite#102,Fresno,California 93722,and the Weld County Health Department
(hereinafter"Client)with principal place of business at 1555 North 17th Avenue, Greely,Colorado 80631.
WHEREAS Decade is the developer and owner of a certain set of software products marketing using the
trade name EnvisionConnect;
AND WHEREAS Client desires to obtain from Decade a non-exclusive license to use Decade's Licensed
Programs and services;
NOW THEREFORE this Agreement witnesses that for good and valuable consideration,the receipt and
sufficiency of which are hereby acknowledged, and the mutual promises herein,the parties agree as
follows:
Appendixes
The following appendices are attached to form part of this Agreement:
Appendix Description
Appendix A Volumes,Prices,and Payment Schedule for License Fees
Appendix B Dates and Term
Appendix C Statement of Work
Appendix D Professional Services Rates
In the event of a conflict between the main body of the Agreement and an Appendix to the Agreement,
the terms of the Appendix shall prevail.
Weld County Health Department
Revision: 3.0 Revision Date: 02/12/2008 Initial Ohl Initial
License and Support Agreement 2
Decade Software Company, LLC
1 . Definitions
1.1. Agreement.The agreement set forth in this document
1.2. Licensed Materials.The tern"Licensed Materials" shall mean computer programs, in object form,
and all related documentation and materials provided to Client under the terms of this Agreement.
Licensed Materials shall not include Source Code.
1.3. Licensed Programs. The term"Licensed Programs" shall mean the object code version of the
software,as well as all updates,enhancements and releases. Licensed Programs are a sub-set of the
Licensed Materials.
1.4. Source Code. The term"Source Code" shall mean a full source language statement of the programs
owned by Decade used to prepare the Licensed Programs, including any updates,enhancements,revisions
and modifications thereto that are provided to Client under this Agreement. Source Code shall not include
any source language statements for any portion of the Licensed Programs owned by or sublicensed from
third parties.
1.5. Effective Date.The term"Effective Date" shall mean a specific mutually agreed upon date as
defined in Appendix B,Dates and Term.
1.6. Anniversary Date.The term "Anniversary Date" shall mean a specific mutually agreed upon date as
defined in Appendix B,Dates and Term.
1.7. Version.The term"Version" shall mean an issue of Licensed Programs, which has been made
available to the Client.
1.8. Professional Service Request(PSR). The term"PSR" shall mean the document and process required
to authorize professional services which are outside of those agreed to in Appendix C, Statement of Work.
1.9. EnvisionConnect.The term EnvisionConnect shall mean the trade name for the Licensed Programs
provided under this Agreement as described in Appendix A.
1.10. Inspector. The term"Inspector"shall mean a Client staff member whose job function requires fifty
percent(50%)or more time is spent conducting field activities such as inspections or investigations.
2. License
2.1. Decade hereby grants to Client, and Client hereby accepts from Decade,subject to the terms and
conditions of this Agreement, a non-exclusive, non-transferable license("License")to use the Licensed
Materials solely for its own use.The License shall be restricted for use with one(1)production server
database with a single set of master code tables.
2.2. The License also authorizes Client to maintain a back up copy of the Licensed Programs for use
with databases for back up and testing purposes only.Client agrees to maintain appropriate records on the
quantity and location of all such copies, and produce same on demand by Decade.Client agrees to include
Weld County Health Department
Revision: 3.0 Revision Date: 02/12/2008 Initial Initial
License and Support Agreement 3
Decade Software Company, LLC
the Decade copyright notice on all copies, in whole or in part, in any form. Client agrees to receive prior
written approval from Decade before copying any portion of the Licensed Programs for any other
purpose.
2.3. Client may not assign, sublicense or otherwise transfer, in whole or in part,the License,this
Agreement or any of its rights or obligations hereunder, without the prior written consent of Decade.
2.4. Client agrees to not allow access to the Licensed Programs to any third party without written
permission from Decade.
3. Ownership
3.1. Decade is the lawful owner of all proprietary rights whatsoever in the Licensed Materials including
any changes,additions, and enhancements in the form of new or partial programs or documentation,but
not as to limit the generality thereof, all copyright interests in the Licensed Materials. All copies of the
Licensed Materials provided to,or reproduced by,the Client pursuant to this Agreement are,and remain
the property of Decade. No rights in the Licensed Materials are granted to anyone other than those set
forth in this Agreement.The Client shall use its commercially reasonable best efforts to prevent any
violations of the Decade's property rights in the Licensed Materials and shall,under no circumstances,
sell, lease, sublease, sublicense,assign,barter,or otherwise transfer the Licensed Materials or use the
Licensed Materials for the processing of data for others,except as provided herein.
3.2. The Client shall have no right to modify, enhance or otherwise change the Licensed Materials in any
way without the prior written consent of the Decade,however the Client shall be entitled to merge the
Licensed Materials into other materials to form a system,provided that upon termination of the License
granted by this Agreement,the Licensed Materials will be completely removed from the system and
treated as though permission to merge had never been granted.Use of the Licensed Materials in a system
shall remain subject to all other terms of this Agreement.
3.3. The Licensed Materials and all other data or materials supplied by Decade to Client are confidential
and proprietary to Decade,protected by law and of substantial value to Decade, and their use and
disclosure must be carefully and continuously controlled;
3.4. The Licensed Materials and the Source Code are protected by the Copyright Laws of the United
States.
3.5. All logos,trademarks and trade names of Decade are proprietary to Decade and may only be used as
authorized in writing by Decade.
3.6. Client shall keep all property of Decade free and clear of all claims,liens and encumbrances.
3.7. Client shall notify Decade immediately of the unauthorized possession,use or knowledge of any
item supplied to Client pursuant of this Agreement.
3.8. Subject to laws of the State of Colorado, In the event Client breaches or attempts to breach any of
the provisions of this Section 3,Decade shall have the right, in addition to such other remedies which
may be available to it,to injunctive relief enjoining such breach or attempt to breach, it being
Weld County Health Department
Revision: 3.0 Revision Date: 02/12/2008 Initial/1"/g! Initial
License and Support Agreement 4
Decade Software Company, LLC
acknowledged that legal remedies are inadequate.The provisions of this Section 3 shall survive
termination of this Agreement.
4. Prices, Adjustments, and Taxes
4.1. Prices for license fees and professional services are contained in Appendixes A and C. The original
license and annual fees are based on the number of Inspectors specified in Appendix A.
4.2. Client agrees to pay for additional Inspectors as they are added at Decade's then prevailing license
and maintenance fees.
4.3. After the initial term and for successive terms thereafter,Decade will notify Client at least sixty(60)
days prior to the end of the then current term of Decade's intent to increase prices for the successive term.
4.4. It is understood by the parties that the Client is exempt from sales and use taxes. The parties agree
that Decade shall be responsible for all sales taxes imposed on any supplies or other items which Decade
is obligated under this Agreement to provide at its own expense hereunder. However, as to any other
taxes,other than taxes based on Decade's net income or capital stock, imposed by any taxing aurhority
and based on any on-site services or other goods and services furnished under this Agreement shall be
paid by Client.
As Client is using the Licensed Programs in Colorado,Client is responsible for knowing the sales and use
tax rules of Colorado.
4.5. Decade reserves the right to withhold services for non-payment of fees.
4.6. Section 6 lists products and services that are not included in the license and support fee.Fees for
Client's use of these items are due and payable when invoiced.
5. Support Services
The following services are included in the license and support fees:
5.1. Telephone Support Decade provides telephone support via a toll free number for Client's
usability questions and/or problem resolution. Support is provided during
Decade's regular business hours(8:00 A.M.to 5:00 P.M.,Pacific Time,
Monday through Friday,with Federal and State holidays excluded.)
Issues can be reported 24-hours a day by RTI WebFirst,e-mail, fax or
telephone. Decade supports both the applications developed in-house and
the database backend on which these applications run.
Weld County Health Department
Revision: 3.0 Revision Date: 02/12/2008 Initial 446,./ Initial
License and Support Agreement 5
Decade Software Company, LLC
5.2. Web-based Support All clients have 24-hour access to our web resources.This includes all
system documentation,EnvisionConnect upgrade files, and monthly"Did
You Know?"newsletter of system workflows tips.Web resources allow
clients to search Decade's Knowledge Base of known EnvisionConnect
issues and suggestions and instantly send issues to Decade technical
support staff via an online support form.
5.3. Licensed Programs Decade will provide Licensed Programs maintenance,which includes
Maintenance defect fixes, and any other required modifications to keep the Licensed
Programs in conformance with the specifications contained in the then
current Decade Licensed Materials.Decade will amend the specifications
only to remove documentation errors,provide consistency of
interpretation or describe improvements to the Licensed Programs.
Decade will correct any error or malfunction in the Licensed Programs
that prevents them from operating in conformance with the then current
Licensed Materials,or Decade will provide a commercially reasonable
alternative that will conform to the then current Licensed Materials.
If Client's system is inoperable due to a reproducible error or
malfunction,and Client is using the current release of the Licensed
Programs,Decade will provide continuous effort to correct the error or
malfunction at no additional cost to the Client.
5.4. User Group Meetings User group meetings occur on a frequency determined by the user
community. These meetings allow users to share ideas,workflows, etc.
Client may send representatives to any user group meeting conducted by
Decade clients.
5.5. Refresher Training There will be no charge for refresher training conducted at Decade's
office on mutually agreeable dates,if the material was covered and the
attendee(s)was included in Client's initial training.Refresher training
does not include training for new Licensed Programs or Client staff that
have not been trained before, which are billable services.
5.6. List Server Decade's clients use a list server to share information. Workflows for the
Licensed Programs,environmental regulation workflows,user-
customized reports,and general questions and answers are available.
5.7. Decade Exchange Decade Exchange is a web-based file exchange solution that provides a
secure area where clients can share files. Clients have the freedom to
upload/download useful reports, scripts,and other files at times most
convenient to them.
Clients have a searchable archive of environmental regulation workflows,
Licensed Programs workflows,user-customized reports, scripts,and
general questions and answers that can be accessed through keyword
searches. Users have the option of drilling down through categories or
searching for files by using a search dialog box.
Weld County Health Department
Revision: 3.0 Revision Date: 02/12/2008 Initial 4'/fl, Initial
License and Support Agreement 6
Decade Software Company, LLC
5.8. Client Relationship RTI CustomerFirst is a Client Relationship Management(CRM) software
Management application that enables Decade to manage every aspect of our
relationship with the client.Client information acquired from sales,
marketing,client service,and support is captured and stored in a
centralized database to improve client satisfaction. Decade will not
release any Client information without prior authorization from the
Client.
5.9. Decade has the right to eliminate,add to,or modify these services.
6. Items Not Covered by this License and Support
Fee
6.1. The following services will be provided on a fee basis.Appendix A contains prices for license fees,
and all services included in Appendix C Statement of Work that are agreed upon as a condition of this
Agreement. Services not specifically included in Appendix C can be obtained from Decade after
completion and approval of a Professional Service Request(PSR)at the rates identified in Appendix D.
6.2. Support Initiated Decade's normal working hours are 8:00 A.M. to 5:00 P.M.,Pacific Time,
Outside Normal Monday through Friday,with Federal and State holidays excluded. If
Working Hours Client requires or initiates service outside these hours, Client will pay for
such support at Decade's prevailing rates.
6.3. Data Conversion
6.4. Data Correction or Unless caused by Decade's negligence while working on Client's system.
Restoration
6.5. Custom Programming
6.6. Software
Implementation
6.7. Initial and New Staff
Training
6.8. Client will reimburse Decade for out-of-pocket costs expended on Client's behalf,unless such costs
are caused by Decade's negligence.These can include travel,parts, supplies,media and reproduction,and
long distance calls initiated from Decade to Client's system. Decade will obtain Client's prior approval
before expending more than$100.00 per incident.
Weld County Health Department
Revision: 3.0 Revision Date: 02/12/2008 Initial `t' I,Initial
License and Support Agreement 7
Decade Software Company, LLC
7. Warranty and Limitation of Decade's Liability
7.1. Decade warrants that the media used to deliver the Licensed Materials to Client is free from
mechanical or recording defects, and if such defects are found,Decade will immediately replace the
defective media.
7.2. Decade warrants that it is the owner of the Licensed Materials and that it has the right to grant the
License granted hereunder. Decade agrees to defend Client against, and pay the amount of any adverse
final judgment(or settlement to which Decade consents) resulting from third party claim(s)(hereinafter
"Indemnified Claims")that the Licensed Materials infringe any copyright or patent;provided Decade is
notified promptly in writing of the Indemnified Claims and has sole control over its defense or settlement,
and Client provides reasonable assistance in defense of same.
7.3. Decade warrants that the Licensed Programs will perform substantially in accordance with its then-
current Licensed Materials,at no additional cost to Client, provided that: (a)the Licensed Programs have
not been modified,changed or altered by anyone other than Decade or as authorized by Decade in
writing; (b)Client is operating the then-current version of the Licensed Programs; (c) Client's computer
system is in good operating order and is installed in a suitable operating environment; (d)Client's
computer system configuration used in the operation of the Licensed Programs meets Decade's approved
specifications as contained in the Statement of Work, Appendix C; (e)the error or defect is not caused by
Client or its agents, employees or contractors; (I)Client promptly notifies Decade of the error or defect
when it is discovered; (g)all fees then due to Decade have been paid; and(h)Client is not otherwise in
breach of its obligations under this Agreement. In such event,Decade shall use its commercially
reasonable efforts to cause the Licensed Programs to perform substantially in accordance with its then-
current Licensed Materials as soon as reasonably practicable under the circumstances.
7.4. If Client notifies Decade of such error or defect and, after investigation by Decade,Decade
determines that such error or defect occurred as a result of Client not being in compliance with one or
more of the reasons listed in Section 7.3 above,then Client shall reimburse Decade at Decade's then
prevailing rates for all costs incurred in investigating such error or defect.
7.5. EXCEPT AS SPECIFICALLY SET FORTH ABOVE,THERE ARE NO OTHER WARRANTIES
OF ANY KIND,WHETHER EXPRESS OR IMPLIED,WITH RESPECT TO THE LICENSED
PROGRAMS,THE LICENSED MATERIALS OR ANY UPDATES, ENHANCEMENTS OR
RELEASES THERETO,OR ANY OTHER SERVICES OR GOODS PROVIDED BY DECADE TO
CLIENT IN CONNECTION WITH THIS AGREEMENT, INCLUDING WITHOUT LIMITATION
ANY WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.
CLIENT'S SOLE AND EXCLUSIVE REMEDIES AND DECADE'S ONLY OBLIGATIONS UNDER
THE WARRANTY SET FORTH ABOVE AND THIS AGREEMENT IS TO CAUSE THE LICENSED
PROGRAMS TO OPERATE SUBSTANTIALLY IN ACCORDANCE WITH DECADE'S THEN-
CURRENT LICENSED MATERIALS OR TO CORRECT THE THEN-CURRENT LICENSED
MATERIALS.
7.6. DECADE DOES NOT WARRANT THAT THE FUNCTIONS CONTAINED IN THE LICENSED
PROGRAMS SHALL MEET CLIENT'S REQUIREMENTS OR SHALL OPERATE IN
COMBINATION WITH OTHER SOFTWARE OR SYSTEMS WHICH CLIENT SELECTS FOR USE,
OR THAT THE OPERATION OF THE LICENSED PROGRAMS SHALL BE UNINTERRUPTED OR
ERROR FREE, OR THAT ALL ERRORS AND DEFECTS HAVE BEEN IDENTIFIED AND
CORRECTED BY DECADE.
Weld County Health Department
Revision: 3.0 Revision Date: 02/12/2008 Initial
License and Support Agreement 8
Decade Software Company, LLC
7.7. DECADE SHALL NOT BE LIABLE FOR ANY INDIRECT,INCIDENTAL, PUNITIVE,
EXEMPLARY, SPECIAL OR CONSEQUENTIAL DAMAGES OF ANY KIND WHATSOEVER
SUFFERED OR INCURRED BY CLIENT AS A CONSEQUENCE OF THE USE OR
PERFORMANCE OF THE LICENSED PROGRAMS OR OTHERWISE, EVEN IF DECADE HAS
BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. IN ANY EVENT,UNDER NO
CIRCUMSTANCES SHALL DECADE BE LIABLE FOR ANY LOSS, COST, EXPENSE OR
DAMAGE TO CLIENT IN AN AMOUNT EXCEEDING THE SUM OF THE INITIAL LICENSE FEE
ACTUALLY PAID BY CLIENT TO DECADE UNDER THIS AGREEMENT, WHETHER ARISING
AS A RESULT OF: (A)ANY BREACH OF THIS AGREEMENT BY DECADE; (B)ANY ACT OR
FAILURE TO ACT OF DECADE; OR(C)ANY CLAIM MADE AGAINST CLIENT BY ANY
OTHER PARTY,EVEN IF DECADE HAS BEEN ADVISED OF THE CLAIM OR POTENTIAL
CLAIM.CLIENT AGREES THAT IT SHALL NOT ASSERT ANY CLAIMS AGAINST DECADE
BASED ON ANY THEORY OF STRICT LIABILITY.
8. Binding Dispute Resolution
The parties shall use reasonable efforts to amicably settle all disputes, controversies, or differences, which
may arise between them("Dispute"). If no resolution is reached,the parties shall submit the Dispute to a
mutually acceptable mediator, initiated by written demand of one party served on the other,and if the
mediator determines that the Dispute cannot be resolved by mediation,then the Controversy shall be
submitted to binding arbitration in accordance with the rules and regulations of the American Arbitration
Association.Arbitration shall take place in Greeley,Colorado. The arbitration award shall be supported
by written conclusions of law and fact. Punitive damages shall not be permitted under any circumstances.
The existence of the dispute,the dispute resolution process and the arbitrators' award shall be maintained
confidential,provided that the arbitrators' award may be entered as a final judgment in any court in Weld
County, Colorado having jurisdiction.The provisions of this Section 8 shall not apply to those instances
in which either party is entitled to seek injunctive relief pursuant to the terms of this Agreement and
desires to do so.
9. Client Responsibilities
Client is responsible for the following:
9.1. Timely payment of Decade invoices.
9.2. Provision of appropriate operating environment for Client's computer system,Client employees,
and Decade staff when at Client location.
9.3. Provision of knowledgeable,competent operators with an understanding of Client's operations.
9.4. Scheduled training to properly prepare Client's staff to use Licensed Programs.
9.5. Backing up files and Licensed Programs daily,or whenever they change, and keeping them in a
secure place.
Weld County Health Department
Revision: 3.0 Revision Date: 02/12/2008 Initial kill,Initial
License and Support Agreement 9
Decade Software Company, LLC
9.6. Notifying Decade of a problem as soon it appears.
10. Version and Module Upgrades
10.1. Decade will periodically make Licensed Programs upgrades and enhancements available to Client.
Decade will provide the necessary instructions and software tools so Client can install the upgrades and
modifications.
10.2. Client will maintain its system at the current release level of the Licensed Programs. Ninety(90)
days after the release of a new Licensed Programs Version, Decade will not be obligated to maintain prior
Versions.Decade will have the sole discretion to decide if new Licensed Programs are a no charge
upgrade, a no charge enhancement,or a billable offering. Billable offerings are optional,and Client will
not be required to purchase them to maintain the current release level.
11 . Early Termination
11.1. Either party may terminate this Agreement for a material breach of this Agreement,provided that
the party in default has not cured or corrected such breach within thirty(30)days of receiving notice of
such breach from the non-breaching party. Such termination may be in addition to any other rights and
remedies the terminating party may have at law or in equity.
11.2 This Agreement may be terminated by Client at any time by giving written notice to Decade as
specified herein, which notice shall be given at least one hundred eighty(180)days prior to the effective
date of termination. If the Agreement is terminated by Client,Decade will be paid for all products
provided and services perform on or before the effective date of termination.
12. Actions Upon Termination
12.1. Client will cease using Licensed Materials immediately upon termination.
12.2. Within thirty(30)days after termination for any reason, Client will furnish Decade an affidavit
certifying that the original and all copies, in whole or in part,of the Licensed Materials have been
returned to Decade or destroyed by Client.
12.3. Client will pay all amounts due Decade for services and products provided on or prior to the date of
termination.
Weld County Health Department
Revision: 3.0 Revision Date: 02/12/2008 Initial444- Initial
License and Support Agreement 10
Decade Software Company, LLC
13. Decade Staff
13.1. Client shall not attempt to hire any current or former Decade staff member without prior written
consent from Decade.
14. Access to Client Systems
14.1. Client agrees to install such telephone lines,communications software,and communications
equipment necessary to allow remote access to Client's computer system.This access will be used to
provide technical support and problem resolution. Client shall install its own security measures to prevent
unauthorized access.Client shall be responsible for all expenses associated with obtaining and installing
such telephone lines and communication equipment. Decade shall provide Client with the appropriate
communication software at no additional cost. In the event Decade has to access Client's system remotely,
Client shall reimburse Decade for the cost of the telephone call.
15. Notice
15.1. Any notice,request, demand, consent,or other communications provided or permitted hereunder
shall be in writing and given by personal delivery,transmitted by facsimile,or sent by ordinary mail,
postage paid,addressed to the party for which it is intended at its address as follows:
For Decade:
Attention: Kevin Delaney
4201 West Shaw Avenue Suite, 102
Fresno, CA 93722
Phone: 800-233-9847 ext 703
Fax: 559-271-2892
E-mail: kevindelaney@decadesoftware.com
For Client:
Trevor Jiricek
Director of Environmental Health
1555 North 17`"Avenue
Greeley, CO 80361
Phone: (970) 304-6415 Ext. 2214
Fax: (970) 356-4766
E-mail: tjiricek@co.weld.co.us
Weld County Health Department
Revision: 3.0 Revision Date: 02/12/2008 initiai'G/Z-Initial
License and Support Agreement 11
Decade Software Company, LLC
For IS Contact: ACS/Weld County Information Service Dept
Attn: Sheila Batson, IS Consultant
1401 No. 17th Avenue
Greeley,Co 80631
Phone: (970) 304-6570 ext 2539
Fax: (970) 304-6572
E-Mail: sbatson@co.weld.co.us
16. General
16.1. Any clause of this Agreement found to be unenforceable shall be severed from this Agreement and
the remainder of the Agreement shall remain in full force and effect.
16.2. Any waiver of any clause of this Agreement shall not constitute a subsequent waiver of that clause
or any other clause.Failure or delay of either party to enforce compliance with any clause shall not
constitute a waiver of such clause.
16.3. This Agreement shall be governed by Colorado law, and the court of competent jurisdiction shall be
in Greenly, Colorado.
16.4. In the event litigation is required to enforce performance of this Agreement, each party shall be
responsible for all expenses including,but not limited to attorney fees and costs, witness fees and costs,
and court costs.
16.5. This Agreement replaces all other prior agreements, orally or in writing, relating to the subject
matter contained herein, including any made by other parties such as distributors,consultants, dealers or
resellers.This Agreement can only be modified in writing as approved by authorized signatories of both
parties.
16.6. This Agreement is binding upon and shall inure to the benefit of the legal successors and assigns of
the parties.
16.7 No Waiver of Immunity. No portion of this Agreement shall be deemed to constitute a waiver of
any immunities the parties or their officers or employees may possess,nor shall any portion of this
Agreement be deemed to have created a duty of care which did not previously exist with respect to any
person not a party to this Agreement.
16.8 No Third Party Beneficiary Enforcement. It is expressly understood and agreed that the enforcement
of the terms and conditions of this Agreement,and all rights of action relating to such enforcement, shall
be strictly reserved to the undersigned parties and nothing on this Agreement shall give or allow any
claim or right of action whatsoever by any person not included in this Agreement. It is the express
intention of the undersigned parties that any entity other than the undersigned parties receiving services or
benefits under this agreement shall be an incidental beneficiary only.
Weld County Health Department
Revision: 3.0 Revision Date: 02/12/2008 Initial ta,1/4-Initial
License and Support Agreement 12
Decade Software Company, LLC
17. Acceptance of Agreement
Decade and Client have caused this Agreement to be executed by their duly authorized representatives on
the respective dates entered below:
snt
Chair, Board of County Comm'ssioners FEB 2,0B190-
1“,
ATTEST: ��r WELD, a political subdivision Weld
County Clerk to the Board of the S ,COL O:
�tr
in �1�7►
By. an `�``��-nt Clerk to the Board
The person signing this Agreement on behalf of the Client warrants that they have read and understand all
the teens and conditions contained herein,are authorized to sign on behalf of the Client and accept
personal responsibility for damages if they are not so authorized.
Decade Software Company,LLC
Swa:)gets,
2/15/2008
Kevin Delaney,Managing Member Date Agreed
Decade Software Company,LLC
Weld County Health Department
Revision: 3.0 Revision Date: 02/12/2008 Initial 141'llnitial
W"— 0 R
License and Support Agreement 13
Decade Software Company, LLC
Appendix A. Volumes, Prices, and Payment Schedule
for License Fees
A.1 Number of Inspectors
Inspectors and Program Areas Numbers
Number of Inspectors 5
Number of Inspectors Using EnvisionConnect Remote 5
Number of System Users 25
A.2 Licensed Programs
EnvisionConnect—Licensed Programs Included in this Agreement:
• EnvisionConnect
® EnvisionConnect Remote Use
A.3 EnvisionConnect Prices
Fees Price
Recurring Fee
® Annual License and Support Fees $15,300.00
One-Time Fee
® Gold Migration Package $17,632.00
On-Site Training—2 Days
Web Based Training— 16 Hours
Migration Professional Service Hours—70 Hours
Onsite Planning Meeting—2 Days
Travel and Actual Lodging Costs Incurred in Greeley,
Colorado for Decade Project Staff will be reimbursed—4
Days
O Remote Needs Analysis/Consulting—20 Hours $2,520.00
® Custom Report Development-4 Reports(15hrs each) $7,560.00
Year One Total $43,012.00
plus reimbursable expenses
Weld County Health Department
Revision: 3.0 Revision Date: 02/12/2008 Initial bill Initial
License and Support Agreement 14
Decade Software Company, LLC
A.4 Payment Schedule
License And Support Fees
Payment Percentage Milestone
100 Percent Invoiced Annually at Agreement Signing
Remote Needs Analysis/Consulting
Payment Percentage Milestone
100 Percent Invoiced at end of month for hours completed in that
month
Gold Migration Package
Payment Percentage Milestone
30 Percent Agreement Signing
70 Percent Go Live of EnvisionConnect
Custom Report Development Hours
Payment Milestone
Monthly Invoiced at end of month for hours completed in that
month
All invoices are payable net thirty(30) days.
A.5 Payment Frequency
Annual License Renewal Fees will be paid annually.
A.6 Client Contact for Billing Issues
Client Contact Person for Billing Issues
Julie Jordan
System Consulting Manager
1401 No 17th Ave
PO Box 758
Greeley CO 80632
Phone: (970) 304-6570
Fax: (970) 304-6572
E-mail: jjordan@co.weld.co.us
Weld County Health Department
Revision: 3.0 Revision Date: 02/12/2008 initial 10/0 Initial
License and Support Agreement 15
Decade Software Company, LLC
Appendix B. Dates and Term
This Agreement shall become effective as specified below("Effective Date")or when Decade provides
the Licensed Programs or services hereunder,whichever is earlier.
The month and day of the Effective Date shall determine the anniversary date(hereinafter"Anniversary
Date").
This Agreement shall have a term of three years.
In the event the Agreement is not terminated,as specified herein, it shall be automatically renewed for
successive three year terms on the same conditions in effect at the conclusion of the ending term.
Either party may terminate this Agreement at the end of the initial or any successive term by giving the
other party at least sixty(60)days prior written notice and Client may terminate as provided in paragraphs
11.1 and 11.2.
Milestone Summary
Milestone Date
Effective Date: Date entered on Page one of this
Agreement
Agreement Term Ends Three years from Effective Date
Estimated Migration Start Date: 02/18/08
Weld County Health Department
Revision: 3.0 Revision Date: 02/12/2008 Initial /Alf(,( Initial
License and Support Agreement 16
Decade Software Company, LLC
Appendix C. Statement of Work
Page intentionally left blank for insertion of SOW details.
Weld County Health Department
Revision: 3.0 Revision Date: 02/12/2008 Initial'(il Initial
DECADE
SRO
C O T T N • ■ C
COS►AOT, IIC
Decade Software Company, LLC
Appendix C
Statement of Work
Weld County Environmental Health Department
EnvisionConnect Upgrade, Report Customization
andTraining
Revision 3.0 02/12/2008
Contents
Contents 1
1. Project Overview 1
2. Project Deliverables 2
2.1. Decade Project Deliverables 2
2.2. Client Project Deliverables 3
2.3. Deliverable Acceptance Criteria 4
3. Migration and Implementation Methodology 4
3.1. Baseline Project Backlog 5
4. Gold Package Migration Services 9
4.1. Remote Project Kick-Off 9
4.2. Onsite Planning Meeting 9
4.3. Migration Services 10
4.4. Training 10
5. Report Customization 11
5.1. Requested Custom Reports 11
6. Final Acceptance Testing 14
7. Go Live 15
8. Project Teams 15
8.1. Decade Resources 17
8.2. Client Resources 19
9. Progress Reporting and Communications 21
9.1. Status Meetings and Status Reports 21
9.2. Project Delays 21
9.3. Additional Service Requests 22
10. Attachments 23
Statement of Work 1
Decade Software Company, LLC
This document,Appendix C of Agreement, represents a Statement of Work(hereinafter referred
to as SOW)that outlines all of the work involved in a successful EnvisionConnect(hereinafter
referred to as System) migration. Migration is defined as the process of transferring a system
database from one system platform to another. All pricing and related terms and conditions are
found in the associated License and Support Agreement(hereinafter referred to as Agreement).
1 . Project Overview
Decade will assist the Weld County Environmental Health Department(hereinafter referred to as
Client)with the migration of their legacy Envision database on Sybase Adaptive Server Anywhere
8 to an EnvisionConnect database on Microsoft SQL Server 2005. Client will provide all
necessary MS SQL licenses and hardware infrastructure required for the production server to be
deployed in an agency-hosted environment. The test database will be deployed in a Decade-
hosted environment until the acceptance testing period has concluded.
In addition to performing standard migration services, Decade will provide additional needs
analysis, report customization and training. Needs analysis will involve utilizing a configuration
tool to make certain the Client is utilizing the System to its fullest extent.
Client will manage all processes(e.g. complaints, inspections, financials, time and activity)for the
following programs in the System:
• Food • Childcare
• FBI- Foodbourne Illness • Board and Care
• Household Hazardous • Swimming pools
Waste • Body Art
• Institutions • Vector
Client will utilize the System to track time and activity only for the following programs:
• Air-State • Lab- Medical Screening
• Air-Local • Lab-Sexually Transmitted
• Biosolids Diseases
• Community Outreach • Lab-Vector Control
• Environmental Planning • Lead
• Emergency Preparedness • Leave Time
• Encephalitis Monitoring • Methamphetamine Lab
• Food • Recreation Sanitation
• Health Planner • Septic
• Household Hazardous • Stormwater
Waste Waste
• Institutions • Water
• Lab-Bioterrorism • Vector Control
• Lab-Consumer Protection
For the scope of this project no data in the Client's Digital Health Department database will be
converted into the System.
Weld County Environmental Health Department
Revision:3.0 Revision Date:02/12/2008
Statement of Work 2
Decade Software Company,LLC
2. Project Deliverables
2.1. Decade Project Deliverables
The following will be delivered to Client within the scope of this project:
Migration System,Deliverables
EnvisionConnect V 2 To Include:
EnvisionConnect Remote
Service Deliverables
Project Management Team
Migration Project Backlog
Needs Analysis
Configuration
Custom Report Development
Onsite and Remote System Training
Downloadable System Training and Documentation
Sessions at www.decadesoftware.com
Acceptance Sign-Off Documents
All project deliverables are described in detail below. System deliverable Maintenance and
Technical Support is part of the License and Support Agreement(herein referred to as
Agreement), and is explained in Agreement, Section 5.3.
2.2. Client Project Deliverables
The following will be delivered by the Client within the scope of this project:
Client Deliverables
Project Team
Training Facility
Onsite Workspace for Decade Project Team
Required Hardware and Network Infrastructure for
EnvisionConnect
Required Network Access
• Open Ports 3389 and 80
• Provide List of IP Addresses for Those User
Workstations that Will Access Configuration
Wizard
• Remote Desktop Connection(RDC)
Most Recent Copy of Envision Database
Timely Response to Sign-Off Documents
Weld County Envronmental Health Department
Revision:3.0 Revision Date:2/15/2008
Statement of Work 3
Decade Software Company, LLC
2.3. Deliverable Acceptance Criteria
Upon completion of go live as defined in Section 7.0, Decade will deliver a Notice of Project
Completion and Acceptance, as provided in Attachment A. Client must return this signed form
within five(5)days of receipt. The project will be considered complete when all deliverables
defined in this SOW have been finally accepted by Client via this signed form, or when the
System has been placed into production without an uncorrected failure for five(5) business days,
whichever occurs first.
3. Migration and Implementation Methodology
Decade utilizes a methodology called Scrum for all upgrades and new implementations. Scrum
enables the creation of self-organizing project teams by encouraging verbal communication
across all team members that are involved in the implementation project. The Scrum
implementation methodology is designed to increase communication and efficiency related to all
tasks; therefore, decreases the duration of the project. Scrum characteristics and processes are
as follows:
Project Backlog
A backlog is a list of prioritized tasks to be performed during the EnvisionConnect implementation
and is maintained by the"Project Owner".
Sprint
An iterative time period during which a fixed set of backlog tasks are completed.
Sprint Planning Session
Session in which the backlog items for the sprint will be defined.
Sprint Backlog
The sprint backlog breaks down the high-level project backlog tasks due for completion in the
next sprint.
Daily Scrum Meetings
A brief daily meeting at which time each team's progress is explained, upcoming work is
described and impediments are raised. Scrum meetings will last no longer than twenty(20)
minutes. All designated project team members must be present.
Sprint Retrospective
Brief meeting in which all team members reflect about the past sprint.
3.1. Baseline Project Backlog
The table below outlines the high-level tasks involved in a successful migration and Press Agent
implementation. This serves as a starting point and will be refined as the project commences and
delivered to the County as a formal project backlog.The project's sprint backlog will be updated
during daily Scrum meetings and serve as a project management repository for analysis,
specifications, tasks and resource assignments. Both the County and Decade must sign off on
the fully completed project backlog prior to final Acceptance.
Weld County Envronmental Health Department
Revision:3.0 Revision Date:2/15/2008
Statement of Work 4
Decade Software Company, LLC
Task Duration Resource
Project Kick-Off 1 Days
Client Sends Envision Database Client
Client and Decade
Remote Project Kick-Off Meeting Project Teams
Migration in a Test Environment 5 Days
Decade Migrates Data from Sybase to MS SQL Client/TS
Decade Technical
Decade Runs DBMT Support
Decade Technical
Decade Provides a Log File for Unaccepted MS SQL Data Support
Decade Technical
Decade Provides and Applies Script Support
Migration In a Production Environment 1 Day
Decade Technical
Migration on the Client-Hosted Production Server Support
Decade Technical
Miscellaneous Troubleshooting Support
Planning and Needs Analysis 2 Days
Onsite Planning Meeting Client Project Team
Decade Implementation
Specialist
Install and Configure EnvislonConnect 2 Days
Security Setup Client/Decade
Technical Support
Configure Page Layout and UDFs Client/Decade
Technical Support
Report Customization 7.5 Days
Customize Four System Reports(15 Hours Each) Report Writing
Specialist
EnvisionConnect Training 4 Days
Onsite System Training (2 Days) Client/Decade Trainer
Remote WebEx Training(16 Hours) Client/Decade Trainer
System Testing 1 Day
Test Custom Reports in EnvisionConnect Decade Technical
Support
Go Live Client/TS
Weld County Envronmental Health Department
Revision:3.0 Revision Date:2/15/2008
Statement of Work 5
Decade Software Company, LLC
4. Gold Package Migration Services
4A. Remote Project Kick-Off
The migration project will commence with a remote Project Kick-off Meeting that will include the
following tasks:
• Review Project Team Roles and Responsibilities
• Provide Client with Login Credentials to Configuration Wizard
• Provide Client with Login Credentials to Test System in Decade-Hosted Environment
• Review Client Support Resources at www.decadesoftware.com
The Client's business processes that have not already been defined in Envision will be defined by
the Client using the Configuration Wizard and documented in the EnvisionConnect Needs
Analysis Report, as provided in Attachment B.
4.2. Onsite Planning Meeting
The Decade Implementation Specialist will lead a two(2)day onsite planning meeting. Decade
and Client Project Teams should leave this onsite session having accomplished the following:
• Reviewed the Completed EnvisionConnect Needs Analysis Report
• Modified System Configuration Based on Needs Analysis
• Installed System
4.3. Migration Services
Decade will assist the Client with the following migration tasks:
• Migration of data from Sybase to MSSQL in a test environment for validation.
• Provide client with a log file consisting of data that MSSQL will not accept(this is
typically a log of dates that will need to be corrected in Sybase prior to migrating to
SQL Server).
• Provide and apply script to correct data issues to ensure a successful migration to
MSSQL.
• Migration of data from Sybase to MSSQL in a production environment.
• Installation of EnvisionConnect in a Client-hosted environment.
• Test custom reports in EnvisionConnect.
• Setup security in EnvisionConnect.
• Modify Page Layout to include UDFs.
4.4. Training
Decade will deliver the following training:
• Two(2) Days of Onsite System Training
• 16 Hours of Web-based Training
The training content will be determined at the onsite planning meeting and will be confirmed in the
form of a training agenda. This training agenda will be delivered to Client prior to each training
session. The remote web-based training will be conducted over the Internet using WebEx Web
conferencing tools and telephone services.
Weld County Envronmental Health Department
Revision: 3.0 Revision Date:2/15/2008
Statement of Work 6
Decade Software Company, LLC
The Client will provide an adequate facility for all onsite training events.Attendees are required to
complete all pre-training exercises prior to the trainer's arrival.
5. Report Customization
Decade will provide report customization services for Client. Customization is defined as
modification, documentation, testing and delivery of an existing System report.
Decade will provide Client a Custom Report Request(CRR), as provided in Attachment C, to
detail the requirements for each report. Client will approve the CRR specification prior to creation
of the report. Changes made after the CRR has been signed and accepted, will be billable at the
professional service hourly rates outlined in Appendix D of associated Agreement.
5.1. Requested Custom Reports
Decade will customize four(4) reports for Client. The development hours for each report shall not
exceed fifteen (15)hours per report for analysis, design, creation and testing. if the professional
service hours exceed fifteen (15) per report, the additional hours spent on these custom reports
will be billable at the professional services hourly rate defined in Appendix D of associated
Agreement.
The following table identifies the custom reports that will be provided by Decade:
Requested Custom Reports
Estimated
Development
Report Description Hours Billable
Customization to Standard Report#0060 15 Yes
Cross reference Client's Time Report(Staff Activity-
DOR). Calculates FTE.
Customization to Standard Report#0078 15 Yes
Cross reference Client's Time Report(Summary).
Calculates Leave Time.
Customization to Standard Report#0089 15 Yes
Cross reference Client's One-Month Staff Time
Summary report
Customization to Standard Report#0099 15 Yes
Cross reference Client's Mileage by Program
report. Employees allocate travel miles to more
than one program and one travel account per day.
For any additional custom report requests, Client must complete a CRR. These hours will be
billable at Decade's hourly professional service rate as outlined in Appendix D of associated
Agreement. The Client is responsible for verifying contracted custom reports. Reports will be
tested using the specifications stated in the CRR acceptance criteria.
Weld County Envronmental Health Department
Revision:3.0 Revision Date:2/15/2008
Statement of Work 7
Decade Software Company, LLC
6. Final Acceptance Testing
Upon Decade's notification to Client that EnvisionConnect is ready for acceptance testing, Client
will perform a variety of EnvisionConnect functions and verify their completion without error.
Decade will provide Client with a test plan that will address how data is selected, who should be
involved, specific tests to be performed, and how successful completion is defined.
The purpose of the acceptance tests is to test and confirm that EnvisionConnect has successfully
reached operational status in accordance with the acceptance test criteria.
Decade's role in Final Acceptance Testing is to ensure the tests are thorough, complete, valid
and have been properly executed. Any issues or defects found will be documented as items
requiring a fix prior to final acceptance and documented in the Issues Log. Client is responsible
for fixing issues or defects associated with the Client's network, workstations, or other related
components. Decade will be responsible for fixing issues or defects resulting from the System.
If no issues or defects are reported during the acceptance test period, Client will provide a signed
Notice of Project Completion and Acceptance Form.
Weld County Envronmental Health Department
Revision:3.0 Revision Date:2/15/2008
Statement of Work 8
Decade Software Company, LLC
7. Go Live
Upon completion of acceptance testing Client will be ready to go live with EnvisionConnect in a
production environment. Go live is defined as the point in time when Client data is used for
production purposes. Decade will consider Client in a state of'go live'when EnvisionConnect is
functioning uninterrupted in an agency-hosted, production environment for five(5) business days.
Upon to the completion of the five (5)business day go live period, Decade will deliver a Notice of
Project Completion and Acceptance to Client. Client must return the signed acceptance form
within five(5)days of receipt.
Go Live Delivery and Acceptance Milestones
• Decade will deliver Notice of Project Completion and Acceptance for final
acceptance.
• Client will provide written acceptance of migration within five (5)days of receipt.
8. Project Teams
Successful completion of this project will require ongoing communication and coordination
between the Decade and Client project teams. The following tables list a high-level description of
the roles and responsibilities of the key staff from both teams that will be working together on the
completion of the System migration.
Weld County Envronmental Health Department
Revision:3.0 Revision Date:2/15/2008
Statement of Work 9
Decade Software Company, LLC
8.1. Decade Resources
Decade Software Company, LLC(DECADE) Project Team
Role Name Responsibilities
Client Services Manager John Jensen • Oversee Decade project team and
deliverables.
• Develop Microsoft Project Plan.
Technical Support Specialist/ To Be Assigned • Manage project resources and
Implementation Specialist deliverables.
• Schedule and attend all on-site
activities.
• Directly coordinate with Client
Project Manager.
• Oversee System migration and
configuration.
• Develop and deliver training.
• Schedule and attend status
meetings.
Report Writing Specialist Javier Badillo • Develop and deliver CRR.
• Design and develop report(s).
Decade personnel will be Onsite at Client facility for the following:
• Onsite Planning Meeting
• On-site Training
Weld County Envronmental Health Department
Revision:3.0 Revision Date:2/15/2008
Statement of Work 10
Decade Software Company, LLC
8.2. Client Resources
Client Required Project Team
Role Name Responsibilities
Project Coordinator- Full-time, Sheila Batson • Available for all Decade on-site
Dedicated activities.
• Have a thorough understanding of
Client operations and workflows.
• Communicate directly with Decade
project team.
• Assist with training agenda and
materials.
• Participate in all activities outlined in
project backlog.
• Obtain approval and signature on all
required sign-off documents.
Department/Program Subject Trevor Jiricek • Define configuration requirements.
Matter Experts Dan Joseph • Participate in onsite planning meeting
Sara Evans and system testing.
Cindy Salazar • Participate in final acceptance review.
• Act as on-going 'Train-the-trainer(s)'.
DBA Phil Zenger • Have thorough knowledge of MS SQL
Server 2005.
• Assist with System installation,
configuration, and any required
integration.
• Fulfill on-going role of System DBA.
EnvisionConnect Administrator Dan Joseph • Support on-going operations of the
Sheila Batson System.
• Assist with System setup and
administration.
• Act as lead trainer.
Client resources will participate in all activities including, but not limited to, remote project kick-off
meeting, all onsite activities, installation, configuration, and System testing.
Weld County Envronmental Health Department
Revision:3.0 Revision Date:2/15/2008
Statement of Work 11
Decade Software Company, LLC
9. Progress Reporting and Communications
The completion of this project will require continual communication between Decade and County
staff. The Scrum implementation methodology ensures successful communication with daily
Scrum meetings and sprint planning sessions. Decade shall track, document, and communicate
project status to the Client on a regular basis.
9.1. Status Meetings and Status Reports
Daily Scrum meetings will be lead by the 'Scrum Master'. These are brief daily meetings during
which each team's progress for the current Sprint backlog is explained, upcoming work is
described, and impediments are raised. Scrum meetings will last no longer than twenty(20)
minutes. All designated project team members must be present.
Decade will track any impediments raised in the project or sprint backlogs.
9.2. Project Delays
In the event of project delays, Decade or Client shall provide written notice through the Change
Control Log, as provided in Attachment D. Project delays are defined as any circumstance or
lack of action from either party that would cause a delay in the project of more than one week.
9.3. Additional Service Requests
Project changes, or additional requests for service, that impact the cost or the method of the
migration project as defined within this SOW,will be managed through documented Professional
Service Requests(PSR), as provided in Attachment E. PSRs can be initiated by Decade or by
Client. The initiator of the PSR will document the relevant information on the PSR. The following
PSR processes will occur:
• Decade delivers PSR to Client.
• Client accepts with written approval within five(5)days of receipt.
• Decade delivers price proposal upon acceptance.
Weld County Envronmental Health Department
Revision:3.0 Revision Date:2/15/2008
Statement of Work 12
Decade Software Company, LLC
10. Attachments
Attachment A Notice of Project Completion and Acceptance
Attachment B EnvisionConnect Needs Analysis Report
Attachment C Custom Report Request(CRR)
Attachment D Change Control Log
Attachment E Professional Service Request(PSR)
Weld County Envronmental Health Department
Revision:3.0 Revision Date:2/15/2008
Notice of Project Completion and Acceptance 1
Decade Software Company, LLC
Notice of Project Completion and Acceptance
Overview
Project completion is attained when:
1 The product is delivered to the Client.
2 Decade delivers a Project Completion Notice to the Client.
3 Client reviews and approves the product as complete.
4 Client sends a signed Notice of Acceptance to Decade.
Project Completion Notice
Project Completion Notice Instructions:
1 Decade fills in the Custom Services Agreement date.
2 Decade fills in the beginning and ending date for the 30-day waiting period.
3 Decade delivers a Project Completion Notice to the Client.
Notice of Acceptance
Notice of Acceptance Instructions:
Upon receipt of a Project Completion Notice,Client has 30 days to send a signed copy of
the Notice of Acceptance to Decade.
1 Acceptance of Product
If Client accepts the product,Client should do the following:
A Check the box labeled Product Delivered and Accepted by Client
B Sign and date the document.
C Fax or mail the document to Decade Software Company.
2 Non-Acceptance of Product
If Client does not accept the product,Client should do the following:
A Check the box labeled Product Not Accepted by Client.
B Sign and date the document.
C Attach a specific and detailed list of deficiencies.
D Fax or mail the document to Decade Software Company.
This process will be repeated until the product is accepted.
If Client fails to return a Notice of Acceptance within 30 days of receipt of the signed
Project Completion Notice from Decade,and unless Client requests a 30-day extension
prior to the end of the first 30 days,then acceptance by Client shall be deemed to have
occurred.
<Client>
<Project> Date: <00/00/00>
Notice of Project Completion and Acceptance 2
Decade Software Company, LLC
Project Completion Notice
This document is to inform you that Decade Software Company,LLC has completed the
<Project>project and delivered the[Software,report] to accomplish the requirements as
defined in the Custom Services Agreement dated[00/00/00]between the<Client>and
Decade Software Company, LLC.
Upon receipt of this notice,Client has 30 days in which to send a signed copy of the
Notice of Acceptance to Decade.
The 30-day period will commence on [00/00/00] and expire on [00/00/00].
If Client fails to return a Notice of Acceptance within 30 days of receipt of the signed
Project Completion Notice from Decade,and unless Client requests a 30-day extension
prior to the end of the first 30 days,then acceptance by Client shall be deemed to have
occurred. Extension requests must be in writing by letter, e-mail,or fax and must be
received before the 30-day period has ended.
[Decade Representative] Date
[Title]
Decade Software Company, LLC
<Client>
<Project> Date: <00/00/00>
Notice of Project Completion and Acceptance 3
Decade Software Company, LLC
Notice of Acceptance
This document represents<Client>'s acceptance that[describe work]. If you cannot
accept the delivered product,please explain your concerns and attach a specific and
detailed list of deficiencies. Decade will address your concerns,correct the deficiencies
[in accordance with the document],and send another Notice of Acceptance for your
signature.
Requests for changes or modifications [to the Envision database] following your
signature can have significant impact upon this project and may require the addition of a
signed addendum to the [Conversion Plan]document.Therefore,please submit any
corrections, additions or modifications to Decade Software Company for review prior to
signing this Notice of Acceptance.
Client has 30 days from [00/00/00] to return a signed copy of the Notice of Acceptance
back to Decade. If Client fails to return a Notice of Acceptance within 30 days,and unless
Client requests a 30 day extension prior to the end of the first 30 days,then acceptance by
Client shall be deemed to have occurred.
After signature, fax the Notice of Acceptance back to Decade at(559)271-2892.
❑ Product Delivered and Accepted by Client
❑ Product Not Accepted by Client
[Client Representative] Date
[Title]
<Client>
[Client Representative] Date
[Title]
<Client>
[Decade Representative] Date
[Title]
Decade Software Company,LLC
[Decade Representative] Date
[Title]
Decade Software Company,LLC
[Decade Representative] Date
[Title]
Decade Software Company,LLC
<Client>
<Project> Date: <00/00/00>
Dale run : 4/4/2006 3:03:33PM Report 0601
Run by : cuENT12 Envision Needs Analysis Report Page : 1
Record Selection Criteria:Implementation Questions Included?:YES
Question# Envision Needs Analysis Question Answer
Module:Accounts Receivables and Invoices
1 Does your agency charge for more than Just monitored programs(for example MS
photocopies,consulting,etc.)?
Envision can track charges and payments even when they are not related to annual health
permits.
Some agencies bill consultants for whom the agency provides special reports;some charge
for photocopies or printouts they make. It is a policy of some agencies to bill for meetings it
holds with architects,contractors,and consultants.Accounts for people and businesses for
those entities are created in cases such as these.
2 Will your agency use program-anniversary for permit fee billing? Yes
What"Program Anniversary Billing"is and why agencies use it
You might want to use program anniversary billing if your agency has inventoried
establishments that have a different billing anniversary date for each of the regulated
programs. For example,a restaurant may be in operation for two years before the proprietor
opens a bar.Wien that occurs,the two regulated activities have different billing
anniversary dates.
The alternatives to Program Anniversary Permit Fee Billing are Annual Permit Fee Billing and
Facility Anniversary Permit Fee Billing,which is explained elsewhere in the wizard. Your
agency can use all three methods of billing.
Therefore, if program anniversary billing is applicable for even a small number of regulated
facilities, answer Yes to this question.Your response here is used for both training and
configuring Envision for daily use.
Date run : 4/4/2006 3.03:33PM
Report 0601
Run by : CLIENT12 Envision Needs Analysis Report Page : 2
Record Selection Criteria:Implementation Questions Included?:YES
Question if Envision Needs Analysis Question Answer
3 Will your agency use facility anniversary for permit fee billing? Yes
What"Facility Anniversary Billing"Is and why agencies use it
You might want to use facility anniversary billing if your agency bills facility permit fees
using a single anniversary instead of the anniversary of each regulated program's start date.
Also,the costs associated with postage,staffing,and invoicing materials such as paper and
envelopes are reduced.Additionally,since facility anniversary billing creates a single Invoice
for a facility's permit fees,account aging,late payment penalty processing and overall
account management is simpler.
As noted earlier,the alternatives to Facility Anniversary Billing are Annual Permit Fee Billing
Program Anniversary Permit Fee Billing.
You can use more than one type of billing methods
It is not uncommon for agencies to have a policy whereby a single invoice is printed for
some types of regulated programs(FadlityAnniversary Billing for fnuttiole charges per
prnted invoice),and several single Invoices are generated for each of the other regulated
programs(Program Anniversary Billing for one charge per printed invoice).For example,
some agencies create a single invoice for all of the fees related to regulated hazardous
materials programs,but not for the regulated public water systems.
Therefore,if your agency uses a single anniversary date per regulated facility for even a
small number of inventoried facilities,answer Yes to this question.A Yes response here
triggers an additional Envision Needs Analysis question regarding fee prorating,as well as a
configuration option for anniversary date billing.
4 Does your agency print statements that consolidate invoices for all fees incurred by a Yes
facility,including permit and services(such as plan checks)?
The definition of a consolidated statement and the benefits of using it
In Envision,all charges, whether they pertain to permit fees or other charges,can be printed
on a consolidated statement, similar to a credit card statement containing all charges and
payments occurring in the prior period.
For instance, in a given month, a facility might incur annual permit fees,service fees based
on a complaint investigation,and plan check fees for the facility's expansion. Though these
transactions are recorded on separate invoices, are dissimilar and made on separate days,
all of them can be printed on a consolidated statement. Consolidated statements can be a
great time and money saver.
You can use consolidated statements with Program Anniversary and Facility Anniversary
Billing
Consolidated statements don't determine or affect the way in which you create invoice
records(described on previous pages). Consolidated statements provide a way for your
agency to print invoice records.
Invoice printing options
Envision provides several types of invoice reports,each with specific attributes suited for
particular needs. Beside consolidated statements,there are reports that print only the
transactions of a single invoice, reports that print only the permit fees,and many more.
Therefore, if your agency prints consolidated statements for even a few accounts,answer
Yes to this question.A Yes response here directs Decade staff in recognizing the training,
data conversion and system implemenation needs of new Envision users.
Dale run : 4/42006 3:03:33PM Report 0601
Run by : CLIENTt2 Envision Needs Analysis Report Pape : 3
Record Selection Criteria:Implementation Questions Included?:YES
Question# Envision Needs Analysis Question Answer
a Is It your agency's policy to send delinquent accounts to collections if payment Is not Yes
submitted within a period defined by your agency?
Envision provides the means for setting up accounts receivable activities so that delinquent
accounts with balances are automatically updated with a status code Identifying that they
should be sent to collections.If it Is your agency's policy to send delinquent accounts to
collections If payment is not submitted within the period defined by your agency,answer
Yes.
The answer you provide here determines how other components of Envision's Accounts
Receivable system specific to Collections are configured.These configuration items include
such things as minimum invoice amounts and period of days before sending to collections,
etc.Also triggered is the setting up of the support code indicating that an invoice is to be
sent to collections.
6 Does your agency's financial policy require the use of a receipt book or receipts that are Yes
each pm-printed with a unique number?
Envision can automate the generation of receipt numbers when payments are applied.When
implemented,this can eliminate the use of pre-printed, numbered receipt books.
If you answer Yes to the question, Decade staff is prompted to conduct a number of
activities specific to your training and, if you are a new Envision user,your data conversion.
It also triggers a transaction processing configuration item for the automatic generation of
receipt numbers.
Please note that Envision also features a Controlled Document System for agencies that use
pre-printed, numbered stock that must be accurately tracked or otherwise accounted for.
Envision's Controlled Document System is addressed later in the Configuration Wizard.
r Does your agency discount invoices,or grant discounts to some facilities? Yes
Some agencies discount invoices or grant discounts on the fees of other government
agencies,churches,or schools.
In Envision,six different discounting methods are available:
• Program-level
• Account-level
• Number of Programs Monitored at a Site
• All but Highest Fee for a Site
• Number of Units at a Site
• Larger of Unit-type Charges and Other Charges
If you area new Envision user and you answer Yes to the question,please send a ropy of
your discount policy to your System Implementation Specialist A Yes answer to this
question triggers several additional Envision Needs Analysis questions regarding discounting
for permits.Also triggered are a new accounts default configuration item for discounting
invoices,input into your discount schedule,and the setup of a Program/Element code for
Calculated Discount Fee.
Date run : 4/42006 3:03:33PM Report 0601
Run by : CLIENT12 Envision Needs Analysis Report Page : 4
Record Selection Criteria:Implementation Questions Included?:YES
Question# Envision Needs Analysis Question Answer
6 Does your agency exempt from billing some accounts such as other government agencies, No
schools,or churches?
Envision allows you to establish a default answer to this question each time an account is
created. If your agency's policy allows for a large number of accounts to be exempt from
billing, select Yes. If your agency rarely or never exempts accounts from billing,select No.
If you are a new Envision user and you answer Yes to the question,please send a copy of
your exemption policy to your System Implementation Specialist.A Yes answer here also
triggers a new accounts default configuration item for accounts exempt from billing.
9 Does your agency ever prorate tees as a discount method? No
Proration applies to several practices.One form of proration is a method of discounting that
results in a reduction of a standard fee amount Sometimes this proration discount type is
applied for facilities that start conducting a neir regulated activity during a month other
than the month when other regulated activities began at that facility.
That is,when processing the first permit fee for a regulated facility,some agencies will not
charge the entire fee for the mi regulated activity m I the month when other programs
are billed their fee.
An example of this is when a restaurant is in operation for eight months before the
proprietor opens a bar.Because the two regulated activities have different start dates the
annual permit fee for the new bar program is prorated so that it covers only the four months
remaining until the restaurant is invoiced for its next regular annual permit fee.This is done
so that the agency can routinely bill all of the regulated programs at each facility on the
same date.
That is,the charges for the bar permit are discounted using fee proration.
Proration is not used by Envision strictly for batch processing;it can also apply to manually
entered invoices.
The answer to this question prompts input into your discount schedule and setup of a
Calculated Discount Fee Program/Element code.
Date run : 414/2006 3:03:33PM Report . 0601
Run by CLIENT12 Envision Needs Analysis Report Page : 5
Record Selection Criteria:Implementation Questions Included?:YES
Question# Envision Needs Analysis Question Answer
10 Does your agency apply penalties to delinquent accounts? Yes
Many agencies age some or all accounts to determine if delinquent payment penalties
should be applied. In Envision,the penalty assessment batch process provides a number of
penalizing options.
• Different penalty schedules can be configured for different programs or external
agencies,as desired.
• Penalties can be calculated using either a 30-day month or actual days.
• Grace days can be incorporated.
• Penalties can be traced to the original charge for statistical reporting.
• Credits can be applied to charges by the batch process before the penalties are
calculated.This eliminates a penalty applied to a charge on one invoice while another
invoice has a credit.
If your agency ages and penalizes at least some of your accounts, answer Yes to this
question.
A Yes answer to this question triggers additional Envision Needs Analysis questions specific
to your policies for penalizing accounts.Also prompted are a number of Month-End Close
and Penalty configuration items.
11 Does your agency use different penalty schedules for different programs or activities? Yee
Some agencies apply different penalty schedules to different types of programs or services.
In these cases,for example,one penalty rate is applied for food programs while another
penalty rate is used for swimming pool programs.Still another penalty rate could be applied
for the service-based activities that are provided by the agency.
The answer to this question determines how other components are configured in Envision
and helps Decade understand the way you use Envision's Accounts Receivable module,
allowing Decade to provide better technical support
12 Does your agency have different penalty rates for different aging categories? Yes
Many agencies age accounts and apply late payment penalties according to their
established penalty schedules.A sample penalty schedule showing different penalty rates
for different aging categories is as follows:
Age Category Penalty Rate
1 to 30 days No penalty
31 to 60 days 10%penalty
61 to 90 days 15%penalty
91 to 120 days 20%penalty
The answer to this question determines how other components are configured in Envision
and helps Decade understand the way you use Envision's Accounts Receivable module,
allowing Decade to provide better technical support.
Date run : 4/4leu n 3:03:33PM
Report 0601
Run by : CLIENT12 Envision Needs Analysis Report Page : s
Record Selection Criteria:Implementation Questions Included?:YES
Question# Envision Needs Analysis Question Answer
13 Does your agency apply penalties only for delinquent payment of permit fees,and not for Yes
delinquent payments for services or other account types? •
Generally,agencies produce invoices that fall within two broad categories—permit fees and
service-based fees. Permit fees are charged for the programs at Inventoried facilities an
agency monitors.These permitted programs cover such things as food,swimming pools,or
underground storage tanks.Service-based fees,on the other hand,are charged for a variety
of services an agency provides to individuals or businesses, regardless of whether a
permitted program is involved.Fees can be charged for such services as providing
individuals with special reports,photocopies,or printouts.Some agencies also bill for
meetings it holds with architects,contractors,and consultants.
The answer to this question determines how other components are configured in Envision
and helps Decade understand the way you use Envision's Accounts Receivable module,
allowing Decade to provide better technical support.
14 Does your agency apply penalties only for delinquent payment of service-based fees,and Yes
not for delinquent payments of permit fees or other program account types?
Most agencies generally produce invoices that fall within the two broad categories of
service-based fees and permit fees. Service-based fees can be charged for such things as
providing individuals with special reports, photocopies,or printouts. Some agencies also
charge service fees for meetings it holds with architects, contractors,or consultants.
Service-based fees are charged for services an agency provides to individuals or businesses
regardless of whether a permitted program is involved. Permit fees, on the other hand, are
charged to inventoried facilities to cover such programs as food, swimming pools,or
underground storage tanks.
The answer to this question determines how other components are configured in Envision
and helps Decade understand the way you use Envision's Accounts Receivable module,
allowing Decade to provide better technical support.
13 Does your agency apply penalties for delinquent payment of service-based fees and Yet
delinquent payment of permit fees at the same penalty rates?
As noted,agencies generally produce invoices falling within the two broad categories of
service-based fees and permit fees.Some agencies have a policy that mama a different
penalty schedule for delinquent payments for some or all of their service-based fees.
If the penalty rates you use for delinquent payments are the same regardless of the type of
charge,answer Yes to this question.
The answer to this question determines how other components are configured in Envision
and helps Decade understand the way you use Envision's Accounts Receivable module,
allowing Decade to provide better technical support.
Dale run : 4/4/2606 3:03:33PM Report 0601
Run by : CLIENTI2 Envision Needs Analysis Report Page : 7
Record Selection Criteria:Implementation Questions Included?:YES
Question# Envision Needs Analysis Question Answer
16 IS it your agency's policy to assess compound penalties? Yes
In some cases, penalties applied for delinquent payments are subject to further penalty.
These assessments are called compound penalties. For example, because a facility failed to
pay a$500 invoice within the defined period,a$100 penalty was applied. Because the
facility delayed payment even further, a 10%penalty of$10 is added to the$100 penalty
the next time the penalty assessment routine was run. The compound penalty amount in
this example is$110.
The answer to this question determines how other components are configured in Envision
and helps Decade understand the way you use Envision's Accounts Receivable module,
allowing Decade to provide appropriate training and technical support.
17 Is It a policy of your agency to exempt accounts such as other government agencies, Yes
schools,or churches from assessment of late payment penalties?
Some agencies do not assess late payment penalties on the accounts of some special
entities such as other government agencies,schools,or churches. For example,if a church
within the jurisdiction of an agency with such an exemption policy fails to make a timely
payment of the permit fee charged for its day care program,a late fee is not assessed.
Envision allows you to establish a default answer to this question each time an account is
created. If your agency's policy allows for a large number of accounts to be exempt from
assessment of late payment penalties,select Yes.If your agency rarely or never exempts
accounts from assessment of late payment penalties,select No.
The answer to this question helps Decade understand the way you use Envision's Accounts
Receivable module,allowing Decade to provide better technical support A Yes answer here
prompts configuration of a New Accounts Default for accounts exempt from penalties.
ie Do you want the ability to identify certain invoices that should be exempt from batch Yes
penalty assessment?
A batch process is simply a set of instructions repeatedly performed against a batch of
records with the purpose of creating,changing,or deleting them.There are a number of
batch processes built into Envision that relieve staff from the tedium of manually performing
the same transaction repeatedly.One of the processes that can be applied against a batch
of records in Envision is the assessment of penalties. Invoices that are exempt from penalty
assessment are identified as such through the use of an Invoice Status code.
If ever there are particular invoices for which your agency does not want to have penalties
assessed during batch processing, select Yes.
The answer to this question helps Decade understand the way you use Envision's Accounts
Receivable module,allowing Decade to provide better technical support.A Yes answer here
prompts setup of an Invoice Status support code for bypassing penalty assessment.
Date run : 4/4/2006 3:03:33PM Report : 0601
Run by : CLIENTI2 Envision Needs Analysis Report Page : 8
Record Selection Criteria:Implementation Questions Included?:YES
Question# Envision Needs Analysis Question Answer
19 Does your agency levy surcharges when invoicing for recurring fees? Yes
A surcharge is an additional charge or tax added to an original fee.Often,local or state
taxes or fees have surcharges levied,the proceeds from which are used for infrastructure
improvement or other services.
In California,for example,state surcharges are levied against programs covering hazardous
materials,underground storage tanks,or other entitles regulated under California's Unified
Program.The surcharge is used to fund the costs of all state agencies that are assigned
Unified Program responsibilities.
The answer to this question helps Decade understand the way you use Envision's Accounts
Receivable module,allowing Decade to provide better technical support.A Yes answer here
prompts several additional Envision Needs Analysis questions specific to your agency's
policies regarding surcharges.Also triggered is the entry of Surcharge Fee Program/Element
codes.
20 Does your agency remit surcharges it collects to an external agency,such as a state or Yes
federal agency?
The proceeds from surcharges,the additional charges or taxes added to an original fee, are
often used to fund specific programs. If your agency remits the surcharges it collects to an
external agency,select Yes.
The answer to this question determines how other components are configured in Envision
and helps Decade understand the way you use Envision's Accounts Receivable module,
allowing Decade to provide better technical support.
21 Does your agency surcharge only some health programs and not other health programs? vat
Proceeds from surcharges,additional charges or taxes added to an original fee,are often
used fund specific programs.This means that some health programs could be surcharged
while others would not. For example,underground storage tank programs could be charged
when food programs would not. In a case like this,a surcharge fee code is set up on
Program/Element records in Envision for underground storage tanks,whereas no surcharge
fee code is used on Program/Element records for food programs.
The answer to this question determines how other components are configured in Envision
and helps Decade understand the way you use Envision's Accounts Receivable module,
allowing Decade to provide better technical support.
22 Does your agency apply an administrative surcharge for the invoices it creates? Yes
Some agencies apply a surcharge that is a fee for covering overhead costs each time an
invoice is created,regardless of the types and amounts of charges on the invoice.This is
often called an administrative fee.
The answer to this question determines how other components are configured in Envision
and helps Decade understand the way you use Envision's Accounts Receivable module,
allowing Decade to provide better technical support.
If you answer Yes to this question,a Program/Element specifically for your Administrative
Fee code is created later in this wizard.
Date run : 4/4/2006 3:03:33PM
Report 0601
Run by : CLIENTI2 Envision Needs Analysis Report Pape : 9
Record Selection Criteria:Implementation Questions Included?:YES
Question# Envision Needs Analysis Question Answer
2s Do you need to know how much was billed and received for one or more particular yes
program during a specified period?
Programs and their associated fees are defined in Envision by Program Category and
Program/Element codes. Envision reports are available that summarize,by Program Category
and Program/Element, invoicing and payment transactions made during a specified period.
The response you give at this page of the wizard assists Decade in understanding your
reporting needs.
24 Do you have to produce end-of-period reports that cross-reference the accounts and Yes
sub-accounts of an umbrella organization to which your agency belongs?
Some agencies must cross-reference their financial transactions to the coding scheme used
by their city-or county-wide financial department. In these cases the county auditor or
fiscal department outside of the agency use general ledger codes and charts of accounts
that differ from the agency's. Envision can accommodate the cross-referencing of accounts
inside and outside an agency so that files can be transferred between agencies or
organizations as needed.
The answer to this question determines how other components are configured in Envision.
It also helps Decade understand the way you use Envision's Accounts Receivable module,
allowing Decade to provide better technical support.
If you answer Yes here,the wizard is promted to later set up Program/Element codes that
use AKA fields on which to sort, to accommodate file transfer.
Date run : 4/4/2006 3.03.33PM Report . 0601
Run by : CLIENT12 Envision Needs Analysis Report Page : 10
Record Selection Criteria:Implementation Questions Included?:YES
Question# Envision Needs Analysis Question Answer
25 Does your agency regularly receive large numbers of payments for which you want to Y"
expedite the payment posting process using Envision's Batch Payments processing
system?
What batch payment posting can provide
Batch payments posting allows you to break the process of posting payments into several
steps,which could be useful for your agency's particular data entry needs. Batch payments
processing is used by agencies receiving a large volume of payments each day to quickly
enter payment infomration.At specified intervals,the Batch Payments process is run and
the payment information records entered at the Batch Payments form is posted against the
corresponding invoice charges.
Facilitates using external payment processing centers
At some agencies,outside entities are contracted to do the actual printing of invoices and
collection of payments for the agency.Sometimes the payments received by the external
entity are sent to a department somewhere other than where Envision is installed.A list of
payments is returned to the agency,where the staff manually enters the payment amounts
into Envision.In other instances,an outside entity collects payments,and then sends the
agency the payment data,which is then applied to the agency's accounts in a batch mode.
Envision provides several tools for importing data from external systems.Once the data has
been imported using one of these tools, Envision's Batch Payments batch process is used to
apply the payment information against the existing invoice charges.
Can automate electronic payment posting
Decade Software Company's Batch Payments Import System is a tool that allows for the
automated importing of externally generated payment records into Envision's Batch
Payments table.This tool is designed for agencies that use an outside financial institution to
receive and process payments.The financial institution sends the payment information to
the agency,usually on a nightly basis.Once the financial data is successfully imported
using the Batch Payments Import System,the payments are automatically applied to their
respective charges in Envision.(NOTE:Decade Software Company's Batch Payments Import
System is a tool licensed separately from Envision.)
The response to this question helps determine whether or not you will ever want to apply
payments in a batch mode.A Yes answer here enables Batch Payments Configuration items
that are used in the Batch Payments batch process Also triggered is the setup of a Batch
Payments Default Program/Element code as well as batch payments Invoice Status and
Payment Type support codes.
NOTE: Regardless of your answer,you are not prevented from applying payments
manually via Envision's Debit/Credit Calculator.
Module:Daily Time and Activity and Inspections
Date run : 4/4/2006 3:03:33PM Report 0601
Run by : CLIENTI2 Envision Needs Analysis Report Page : 11
Record Selection Criteria:Implementation Questions Included?:YES
Question# Envision Needs Analysis Question Answer
I Are statistics about your agency's activities used to help track costs? Yes
Because Daily Time and Activity records contain Employee ID's, Envision can produce
reports with employee cost information. If you answer yes to this question, be sure you
specify the employee's hourly wage at the Employee form.
The answer to this question helps Decade understand the way you use Envision's Daily
Time and Activity module,allowing Decade to provide appropriate training and technical
support. For new Envision users,the response given here assists Decade in data conversion
and implementation.
2 Do you need analytical reports of the time and activity spent at your agency in order to Yee
provide Justification for staffing and budgetary considerations?
The answer to this question helps Decade understand the way you use Envision's Daily
Time and Activity module,allowing Decade to provide appropriate training and technical
support. For new Envision users,the response given here assists Decade in data conversion
and implementation,and helps Decade staff understand your reporting needs.
3Of the facilities inspected by your agency,do you need to identify which did not receive Yes
routine inspections during a specified period?
The answer to this question helps Decade understand the way you use Envision's Daily
Time and Activity module, allowing Decade to provide appropriate training and technical
support. For new Envision users,the response given here assists Decade in data conversion
and implementation and assists Decade staff in understand your reporting needs.
4 Does your agency track travel expenses per employee? Yes
The answer to this question helps Decade understand the way you use Envision's Daily
Time and Activity module,allowing Decade to provide appropriate training and technical
support. For new Envision users,the response given here assists Decade in data conversion
and implementation,and helps Decade staff understand your reporting needs.
5 Does your agency track mileage per employee? Yes
The answer to this question helps Decade understand the way you use Envision's Daily
Time and Activity module, allowing Decade to provide appropriate training and technical
support. For new Envision users, the response given here assists Decade in data conversion
and implementation,and helps Decade staff understand your reporting needs.
e Does your agency track employee travel time separate from actual activity time? Yee
The answer to this question helps Decade understand the way you use Envision's Daily
Time and Activity module,allowing Decade to provide appropriate training and technical
support Envision provides fields that individually track the time spent in travel from the
time spent conducting the activity.
For new Envision users,the response given here assists Decade in training,data conversion
and Implementation.A Yes answer here also triggers an additional Envision Needs Analysis
question regarding your agency's policy regarding combined travel and activity time.
Date run : 4/42006 3:03:33PM Report 0601
Run by : CLIENTI2 Envision Needs Analysis Report Page : 12
Record Selection Criteria:Implementation Questions Included?:YES
Question# Envision Needs Analysis Question Answer
T Does your agency track employee travel and activity time together? Yes
Envision provides fields to individually track the time spent in travel from the time spent
conducting inspections. This allows for reporting the time employees spend conducting
each type of activity.This can be important for agencies that bill recipients of services-
travel time is often not billable.
The answer to this question helps Decade understand the way you use Envision's Daily
Time and Activity module, allowing Decade to provide appropriate training and technical
support. For new Envision users,the response given here assists Decade in data conversion
and implementation.
e Does your agency bill entities above and beyond their permit fee amounts,based on the Yes
time your staff spends inspecting,investigating,or otherwise performing activities related
to their establishments?
The answer to this question helps Decade understand the way you use Envision's Daily
Time and Activity module,allowing Decade to provide appropriate training and technical
support.For new Envision users,the response given here assists Decade in data conversion
and implementation.
A Yes answer here also prompts an additional Envision Needs Analysis question covering
your agency's policy regarding automated billing for the time employees at your agency
spend investigating,consulting,reviewing,and working on projects.
9 Would you like to automate billing,through the batch process,for the time employees at Yes
your agency spend investigating,consulting,reviewing,and working on projects?
Envision's Daily Time and Activity System can automate,through the batch process,billing
for time your agency's staff spends on activities. If you would like to take advantage of the
feature that uses Daily Time and Activity records to create invoices,select Yes here.
The answer to this question helps Decade understand the way you use Envision's Daily
Time and Activity module, allowing Decade to provide appropriate training and technical
support. For new Envision users,the response given here assists Decade in data conversion
and implementation.
10 Does your staff record notes or comments regarding the inspections your agency Yes
performs?
Comments can be associated with most records in Envision. Please note,however,that this
question pertains specifically to the comments your inspectors add to the records for the
inspections they perform.This question does not pertain to general comments added
elsewhere in Envision.
The response you give here is used for both training and configuring Envision for daily use.
A Yes answer here prompts the setup of Comment Subcategory support codes.
Date run : 4/42006 3:03:33PM Report 0601
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Record Selection Criteria:Implementation Questions Included?:YES
Question# Envision Needs Analysis Question Answer
11 If,during the course of a complaint investigation,your inspector discovers that health Yes
laws have been broken,is it the policy of your agency to cite violations?
Envision records each violation or observation as a distinct record so that follow-up
activities to verify compliance can be performed.
A Yes answer here triggers the set up of several support codes and configuration items
related to the recording and processing of violation records. It also prompts several
additional Envision Needs Analysis questions regarding your agency's inspection practices.
12 Do your staff or your inspectors record comments for each violation cited? Yos
The answer to this question helps Decade understand the way you use Envision's Daily
Time and Activity module,allowing Decade to provide appropriate training and technical
support. For new Envision users,the response given here assists Decade in data conversion
and implementation.A Yes answer here prompts the setup of Comment Subcategory
support codes.
13 Do you need to track the enforcement activities undertaken by your staff that ensure Yes
compliance after citation of violations?
If your agency cites violations as a matter of policy,there may situations in which
enforcement actions must be taken to obtain compliance and resolve cited violations.
Envision's Enforcement Tracking allows you to identify the number and type of enforcement
actions taken,the entities involved,the expected date of resolution, and much more.
In Envision, multiple Inspection Violation Enforcement Tracking records can be linked to
each violation;conversely, multiple violations can be linked to the same Inspection Violation
Enforcement Tracking record.
A Yes answer to this question triggers the setup of the Compliance Action, Enforcement
Action and Action Status support codes.
NOTE: The above-mentioned support codes are also referenced within the Public Water
System section of the Configuration Wizard because of similar violation enforcement
needs.
14 Does your agency assign point values to the violations that are cited? Yea
Cited violations can be given point values that are used by Envision's Daily Time and
Activity System to score inspections.Inspection scores are typically printed on the Official
Inspection Report provided to facility operators.
The answer to this question helps Decade understand the way you use Envision's Daily
Time and Activity module,allowing Decade to provide appropriate training and technical
support For new Envision users,the response given here assists Decade in data conversion
and implementation.Answering Yes here also triggers the configuration of several violations
scoring settings.
Date run : 4/4/2006 3:03:33PM
Report : 0601
Run by : CLIENT12 Envision Needs Analysis Report Page : 14
Record Selection Criteria:Implementation Questions Included?:YES
Question# Envision Needs Analysis Question Answer
15 Does your agency schedule inspections based on the results of an inspection? Yes
If your agency determines a facility's next scheduled inspection(or follow-up)based on the
result of an inspection, answer Yes to this question. For example, an agency may have a
policy that states when a facility's routine inspection results in a passing score,another
routine inspection will be scheduled a year later. However, if the inspection results in a
failing score,a follow-up inspection will be scheduled a week later.
If you answer Yes to this question,the Activity Processing Control(APC)section of the
Configuration Wizard is activated. The APC is where you define the logic necessary to
automate the scheduling of the next inspection for the following types of regulated
programs and forms tracked by Envision:
• General Health,such as food, pools, institutions,etc.
• Underground Storage Tank
• Water System Inventory
• Facility Emergency Response Plans
Onsite Septic
• Complaint
• Service Request
• Site Remediation
• Event Tracking
You define the logic as records in the Activity Processing Control table.As Daily Time and
Activity records are stored,the system uses the logic to determine the new inspection date
on the corresponding program-level record.
NOTE: The use of Activity Processing Control is optional;daily activity logging does not
require it. But, if you don't define any Activity Processing Control records, the Daily
Time and Activity System will not be able to update the next inspection dates in any
of the related records.
For new Envision users,the response given here assists Decade in data conversion and
implementation, and,as noted,triggers configuration items later in this wizard.
Module:Facilities and Facility Owners
1 Does your agency identify the business type or principal business activity of each Ytl
monitored facility such as Restaurant,Retail Market,Gas Station,Distributor,Fann,
Processor,etc.
The answer to this question helps Decade understand the way you use Envision's Facilities
and Facility Owners module,allowing Decade to provide appropriate training and technical
support. For new Envision users,the response given here assists Decade in data conversion
and implementation.Answering Yes here also triggers the setup of Business Type support
codes later in this wizard.
Date run : 414/2006 3:03:33PM Report 0601
Run by CLIENTI2 Envision Needs Analysis Report Page : 15
Record Selection Criteria:Implementation Questions Included?:YES
Question# Envision Needs Analysis Question Answer
2 Does your agency identify the business association of each monitored facility such as Yes
Corporation,Individual,Partnership,Single Proprietor,Local Agency,County Agency,
etc.?
The answer to this question helps Decade understand the way you use Envision's Facilities
and Facility Owners module, allowing Decade to provide appropriate training and technical
support. For new Envision users,the response given here assists Decade in data conversion
and implementation.Answering Yes here also triggers the setup of Business Code support
codes later in this wizard.
3 At your agency,do you wish to track the ownership type for each monitored business or Yee
facility,such as Property Owner,Business Owner,Co-Owner,Property/Business Owner,
etc.?
The answer to this question helps Decade understand the way you use Envision's Facilities
and Facility Owners module,allowing Decade to provide appropriate training and technical
support.For new Envision users,the response given here assists Decade In data conversion
and implementation.Answering Yes here also triggers the setup of Ownership Type support
codes later in this wizard.
4 Does your agency categorize facilities using the federal Standard Industrial Classification Yes
or North American Industry Classification System code?
The Standard Industrial Classification(SIC)code was developed by the federal government
to help classify inventoried facilities.The North American Industry Classification System
(NAICS)has now officially replaced the Standard Industrial Classification(SIC)system. The
NAICS provides a consistent system for economic analysis across the three North American
Free Trade Agreement partners-Canada, Mexico and the United States.
These codes can be thought of as being similar to Program/Element codes in Envision,
although the SIC and NAICS codes contain only classification information and no fee
schedule. Because there are thousands of these codes,this data is generally not entered
manually. The codes can be acquired from the federal government as a data file and
imported into Envision.
The answer to this question helps Decade understand the way you use Envision's Facilities
and Facility Owners module,allowing Decade to provide appropriate training and technical
support. For new Envision users,the response given here assists Decade in data conversion
and implementation.A Yes answer here triggers the input of Standard Industrial
Classification support codes later in the wizard.
NOTE: During the transition of use from SIC codes to the new NAICS codes,some
agencies choose to reference both codes.To do so,a user-defined field must be set
up in Envision. For assistance, please speak to your system implementation
specialist or a member of Decade's Customer Support team.
Module:Complaint Tracking
1 Do you assign complaint investigations to individual staff members or inspectors based on yea
geographical location?
The answer to this question helps Decade understand the way you use Envision's Complaint
Tracking module4 allowing Deldade to provide appfoprlete training end technical support For •
"new Ehvlslon users,the response given here assists a : • In date conversion and r r:
implementation. sr
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Record Selection Criteria:Implementation Questions Included?:YES
Question# Envision Needs Analysis Question Answer
2 Do you assign complaint investigations to individual staff members or inspectors based on Yes
the health program category?
The answer to this question helps Decade understand the way you use Envision's Complaint
Tracking module,allowing Decade to provide appropriate training and technical support. For
new Envision users,the response given here assists Decade in data conversion and
implementation.
3 Does your agency notify complainants(individuals who file complaints)about the results Yes
of inspections prompted by those complaints?
The answer to this question helps Decade understand the way you use Envision's Complaint
Tracking module,allowing Decade to provide appropriate training and technical support.For
new Envision users,the response given here assists Decade in data conversion and
implementation.
4 Does your agency correlate inspection activity with complaint activity? Yes
It can often be expected that the number of complaints against a business or facility will
become fewer when inspection activity is increased.
The answer to this question helps Decade understand the way you use Envision's Complaint
Tracking module,allowing Decade to provide appropriate training and technical support. For
new Envision users,the response given here assists Decade in data conversion and
implementation.
5 Does your agency bill for the Investigation of complaints? Yes
If it is the policy of your agency to invoice the recipient of a complaint for the time your
staff spends investigating and resolving that complaint answer Yes here.
Envision can be used to automate many aspects of complaint invoicing.Your Fee Schedule
can be set up to recognize the time recorded on an inspection record(Envision's Daily Time
and Activity record)to create an invoice for the owner of a property against which a
complaint is logged.
Note that complaint invoicing is not limited to inventoried facilities(facilities that normally
receive annual permits and inspections).
The response to this question helps Decade understand the way you use Envision's
Complaint Tracking module,allowing Decade to provide appropriate training and technical
support For new Envision users,the response given here assists Decade in data conversion
and implementation.A Yes answer here prompts several additional Envision Needs Analysis
questions regarding your agency's complaint tracking practices.It also triggers complaint
tracking configuration and the setup of a number of complaint status support codes later in
this wizard.
Date run : 4/4/2006 3.03.33PM Report 0601
Run by : CLIENT12 Envision Needs Analysis Report Page : 17
Record Selection Criteria:Implementation Questions Included?:YES
Question# Envision Needs Analysis Question Answer
6On the invoices your agency creates for the investigation of complaints,do you assess an Yes
administrative fee in addition to the activity fee?
Some agencies assess an administrative fee in addition to the investigation fee to cover the
cost of paperwork,clerical time,etc.The administration fee assessed to any complaint
invoice is based on either the percentage of the original billed amount or the administration
fee amount,but not both.The system will calculate the amount which will be the greater
charge of the two and apply it.
The answer to this question helps Decade understand the way you use Envision's Complaint
Tracking module,allowing Decade to provide appropriate training and technical support. For
new Envision users,the response given here assists Decade in data conversion and
implementation.A Yes answer here prompts configuration of your complaint tracking
administrative fee and the setup of a Complaint Administrative Fee Program/Element code.
7 Does your agency place a lien on a complaint recipient's property when he or she fails to Ye`
pay a complaint Investigation tee?
Some agencies place a lien on the property of a complaint recipient when the recipient fails
to pay a complaint investigation fee.If this is your agency's policy,and you want track the
liens through Envision's Complaint records,select Yes here.
The answer to this question helps Decade understand the way you use Envision's Complaint
Tracking module,allowing Decade to provide appropriate training and technical support. For
new Envision users,the response given here assists Decade in data conversion and
implementation.A Yes answer here triggers several lien configuration items,as well as the
setup of support codes associated with liens.
Does your agency assign priorities to complaints? Yes
At the time initial complaint information is recorded,the determined priority can be
indicated on the Complaint record.Assigning a priority to the complaint helps agency
personnel determine how quickly the complaint should be investigated. If your agency
assigns priorities to complaints,select Yes here.
Further on in the Configuration Wizard, Complaint Status support codes are set for use in
Envision.While Complaint Status codes can be used for billing purposes,they can also be
used to indicate the priority of a complaint.
The answer to this question helps Decade understand the way you use Envision's Complaint
Tracking module,allowing Decade to provide appropriate training and technical support. For
new Envision users,the response given here assists Decade in data conversion,
implementation,and training.
Module:Service Request Tracking
Date run : 4/4/2006 3:03:33PM Report 0601
Run by : CLIENT12 Envision Needs Analysis Report Page : 18
Record Selection Criteria:Implementation Questions Included?:YES
Question# Envision Needs Analysis Question Answer
11s it the policy of your agency to Invoice the work your employees perform in the
resolution of service requests?
Some agencies invoice the work their employees perform in the resolution of service
requests.This means,for example,that those agencies invoice architects or contractors for
plan reviews conducted by the agency.
The Service Request module in Envision records requests for services that an agency
receives from regulated facilities,contractors,consultants,and architects. In fact,this
module can be used to record requests of any type from any entity.Using this module, it is
possible to capture a significant level of detail about each request.
Automate service request billing
Also,if you record the time your employees spend resolving requests, invoicing the
recipient of your services can be automated using Envision's Daily Time and Activity Batch
Billing process.Furthermore,if your agency receives deposits for work to be done on
projects,you can automate the manner by which the credit amount is debited for the work
your staff performs.
Please note that this question pertains to Envision's Service Request module and should not
be confused with another Configuration Wizard question regarding Service Billing.
(However,the Daily Time and Activity Batch Billing process is used to automate the billing
for both.)
The answer to this question helps Decade understand the way you use Envision's Service
Request module,allowing Decade to provide appropriate training and technical support.For
new Envision users,the response given here assists Decade in data conversion and
implementation.Answering Yes here also prompts the setup of some items in Envision's
Financial System that are specific to Service Requests.
2 Does your agency bill for plan reviews? Y85
Some agencies create charges for the reviews the agency performs on plans for
contractors,developers, and architects. If your agency bills for plan reviews,select Yes.
The answer to this question helps Decade understand the way you use Envision's Service
Request module,allowing Decade to provide appropriate training and technical support. For
new Envision users,the response given here assists Decade in data conversion and
implementation.Answering Yes here also prompts the setup of some items in Envision's
Financial System that are specific to Service Requests.
3 Do you work on multiple projects for one entity at the same time? vu
Working on multiple projects for one entity at the same time means,for example,that
multiple plans submitted by one contractor might be worked on simultaneously.
The answer to this question helps Decade understand the way you use Envision's Service
Request module,allowing Decade to provide appropriate training and technical support For
new Envision users,the response given here assists Decade in data conversion and
implementation.
Date run : 4/4/2006 3 0313P Report . 0601
Run by : CLIENTI2 Envision Needs Analysis Report Page : 19
Record Selection Criteria:Implementation Questions Included?:YES
Question# Envision Needs Analysis Question Answer
4 Do you receive payments that must be applied to more than one project for a customer? Yes
Some agencies will receive a payment from a customer that must be applied to more than
one project.This means,for example,that contractors sometimes pay your agency for more
than one project at a time.
The answer to this question helps Decade understand the way you use Envision's Service
Request module,allowing Decade to provide appropriate training and technical support. For
new Envision users,the response given here assists Decade in data conversion and
implementation.Answering Yes here also prompts the setup of some items in Envision's
Financial System that are specific to Service Requests.
5 Do you send notices to entitles when their deposits need to be increased due to the Yes
amount of work that has been performed by your staff against their project?
The question at this page of the wizard may apply if your agency receives deposits for work
to be done on service requests and then debits that credit amount as your staff completes
portions of the work.
The answer to this question helps Decade understand the way you use Envision's Service
Request module,allowing Decade to provide appropriate training and technical support. For
new Envision users,the response given here assists Decade in data conversion and
implementation.
No configuration is prompted by your answer here;however,if your answer indicates that
this situation applies to your agency,a report can be developed for regularly-scheduled use
at your agency for implemention of this policy.
Module:General Permits
I Does your agency print at least some permits on pre-printed stock or special forms on Yes
which the data must be positioned to fit within specified margins?
The answer to this question helps Decade understand the way you use Envision's General
Permits module,allowing Decade to provide appropriate training and technical support. For
new Envision users,the response given here assists Decade in data conversion and
implementation,and provides information regarding your specific reporting requirements.
2 Do some of the permits issued by your agency expire,prompting Issuance of renewal Yes
permits?
The answer to this question helps Decade understand the way you use Envision's General
Permits module,allowing Decade to provide appropriate training and technical support. For
new Envision users,the response given here assists Decade in data conversion and
implementation.
Date run : 4/4/2006 3.03:33PM Report 0601
Run by : CLIENT12 Envision Needs Analysis Report Page : 20
Record Selection Criteria:Implementation Questions Included?:YES
Question# Envision Needs Analysis Question Answer
3 Do some of the permits issued by your agency never expire and never prompt issuance of Yes
renewal permits unless the business is sold,shut down and re-opened,or some other
non-routine event occurs?
On Envision's General Permit form,the Does Not Expire option works in conjunction with
the Permit Is Valid To field.When the Does Not Expire option is selected, a Valid To date
does not need to be specified. However, before a General Permit record can be entered or
updated,a date must be entered in the Permit Is Valid To field OR the Does Not Expire
option must be selected. Both fields cannot be left blank.
NOTE: Selecting either the Disable Permit Dates option or the Does Not Expire option
changes the fields required by the system before creating or updating a record at
the General Permit form.As System Administrator,you may want to consider using
field security to allow only certain users access to these two fields.
The answer to this question helps Decade understand the way you use Envision's General
Permits module,allowing Decade to provide appropriate training and technical support. For
new Envision users,the response given here assists Decade in data conversion and
implementation.
4 Does your agency bill entities for recurring health permits? Yes
Many agencies,on a periodic basis,send invoices to regulated businesses or facilities for
payment of the permitting fees for those facilities.This type of invoicing is often referred to
as"annual"permit fee billing,though it is possible in Envision to organize permit fee billing
to occur at different monthly,quarterly,semi-annual,or annual intervals. In fact,Envision
allows you to set up groups of facilities that are billed annually for some of their permit
fees,while being billed monthly for others.Envision can serve several combinations of
billing practices.
The answer to this question helps Decade understand the way you use Envision's General
Permits module,allowing Decade to provide appropriate training and technical support. For
new Envision users,the response given here assists Decade in data conversion and
implementation.A Yes answer here prompts a number of additional Envision Needs Analysis
questions specific to your agency's policies regarding the invoicing of permits.
5 At your agency,are permit fee discounts applied based on the number of regulated Yes
activities monitored at a facility?
At some agencies, permit fee discounts are applied based on the number of regulated
activities monitored at a facility. For example,the total number of programs at a facility
with a hotel, restaurant,and pool is three.Some agencies provide a discount for a facility
such as this with multiple programs,since a single inspection can cover all regulated
activities.
This method of discounting in Envision, Discount Based on the Number of General Health
Programs Monitored at a Site, is accomplished through use of the Batch Billing process.
The answer to this question helps Decade provide training and technical support appropriate
for your agency. For new Envision users,the response given here assists Decade in data
conversion and implementation.
Date run : 4/4/2006 3.03:33PM
Report 0601
Run by : CLIENTI2 Envision Needs Analysis Report Page : 21
Record Selection Criteria:Implementation Questions Included?:YES
Question# Envision Needs Analysis Question Answer
6 Does your agency provide certain types of facilities with a fee discount based on the Ysa
number of billable units at their site?
For example,if the fee for the regulated activities at a labor camp is based on the count of
the number of beds(beds being the billable units),some agencies charge a lesser amount,
or even no amount,for the number of beds over a certain threshold.That threshold,the
base unit level,can differ for each activity regulated by your agency.
Calculating what the fee for an established number of units would be and setting that
amount as a maximum billable amount is another way of achieving a discount based on the
number of units.
Base unit level and maximum billable amount values can be used in combination to establish
unit-based discounts appropriate to each regulated activity monitored by your agency.
The answer to this question helps Decade provide training and technical support appropriate
for your agency. For new Envision users,the response given here assists Decade in data
conversion and implementation.
7 Does your agency apply fee discounts based on the larger of unit-type and other fee Yes
charges?
The question at this page of the wizard covers a discounting method, used by agencies
with very specific discounting needs,that is quite unique in its implementation. It is
designed to be used for inventoried facilities such as organized camps that are invoiced
using a combination of fixed fee program-level billing and unit-based billing. The resulting
charges are compared(fixed fee vs. unit-based), and the higher charge is discounted.
The answer to this question helps Decade provide training and technical support appropriate
for your agency. For new Envision users,the response given here assists Decade in data
conversion and implementation.
8 Does your agency ever issue interim permits to entities who have paid initial permit fees Yu
but are yet to have Initial Inspections completed?
If your agency issues permits to businesses that have paid initial permit fees but still await
their initial inspections,a report can be designed that allows permits to be printed without
initial inspections having been completed.
The answer to this question does not trigger any configuration,but helps Decade provide
training and technical support appropriate for your agency. For new Envision users,the
response given here assists Decade in data conversion and implementation for both the
General Permits module and Financial system.
Date run : 4/42006 3:03:33PM
Report 0601
Run by : CLIENT12 Envision Needs Analysis Report Pape : 22
Record Selection Criteria:Implementation Questions Included?:YES
Question# Envision Needs Analysis Question Answer
9 Does your agency print a single,consolidated permit for all programs or processes Yes
monitored at a facility?
Some agencies, if there are, for example,five health programs permitted at a site, print just
one permit document that covers all five of the programs.
The answer to this question helps Decade understand the way you use Envision's General
Permits module,allowing Decade to provide appropriate training and technical support. For
new Envision users,the response given here assists Decade in data conversion and
implementation.
70 Upon a health program's anniversary date,is the issuance of a renewal permit contingent Yes
only upon receipt of the annual permit fee and not also on the passing of an annual
Inspection?
If at your agency the issuance of a renewal permit is contingent only upon receipt of the
annual permit fee and not also on the passing of an annual inspection,a report can be
designed that allows the permit to be printed without the annual inspection having been
completed.By contrast,some agencies make issuance of a permit contingent upon both
receipt of payment and the passing of the annual routine inspection.
The answer to this question does not trigger any configuration,but helps Decade provide
training and technical support appropriate for your agency.For new Envision users,the
response given here assists Decade in data conversion and Implementation for both the
General Permits module and Financial system.
11 If your agency receives payment for one of multiple permitted programs at a facility,will Yes
you issue a permit for that program even if payment for the other programs has not yet
been posted?
The answer to this question does not trigger any configuration, but helps Decade provide
training and technical support appropriate for your agency. For new Envision users, the
response given here assists Decade in data conversion and implementation for both the
General Permits module and Financial system.
12 Does your agency run its permit printing process periodically,but not every fight? Yes
The answer to this question helps Decade understand the way you use Envision' General
Permits module,allowing Decade to provide appropriate training and technical su rt.For
new Envision users,the response given here assists Decade in data conversion nd
implementation.
13 Does your agency run its permit printing process nightly,since permits may renew at any Yes
time throughout the year?
The answer to this question helps Decade understand the way you use Envision's General
Permits module, allowing Decade to provide appropriate training and technical support. For
new Envision users,the response given here assists Decade in data conversion and
implementation.
Dale run : 4/4/2006 3:03:33PM Report 0601
Run by : CLIENT12 Envision Needs Analysis Report Pape : 23
Record Selection Criteria:Implementation Questions Included?:YES
Question# Envision Needs Analysis Question Answer
74 Does your agency print a permit only after all fees for the program associated with the Yoe
permit are paid,regardless of whether payment is received for annual permit fees?
Some agencies print a permit only after all fees for any program associated with the permit
are paid,whether or not the annual permit fees are paid.For example,if a program has
been charged a fee for a complaint investigation and that fee is not yet paid,the annual
permit will not be issued even though the annual permit fee is paid.
The answer to this question helps Decade understand the way you use Envision's General
Permits module,allowing Decade to provide appropriate training and technical support. For
new Envision users,the response given here assists Decade in data conversion and
implementation for both the General Permits module and Financial system.
15 Does your agency track specific conditions,restrictions,and/or exemptions and print them Y86
as an additional note on some or all permits issued?
The answer to this question helps Decade understand the way you use Envision's General
Permits module,allowing Decade to provide appropriate training and technical support. For
new Envision users,the response given here assists Decade in data conversion and
implementation.A Yes answer here triggers the setup of Standard Permit Note support
codes.
Module:Event Tracking System
No records are displayed because this module does not have any support codes.
Module:Comments
No records are displayed because this module does not have any support codes.
Module: Field Inspection System
1 WIII you track all activity,not just inspection-related activity,with the Field inspection r«
System?
The answer to this question helps Decade understand the way you use the Envision Field
Inspection System,allowing Decade to provide appropriate training and technical support.
For new Envision Field Inspection System users,the response given here assists Decade in
data conversion and implementation.
2 Will your inspectors,at least sometimes,print official inspection reports at the inspected Yes
site?
At some agencies,the inspectors leave a copy of their inspection report with the operator
or responsible party of the facility they've inspected.
The answer to this question helps Decade understand the way you use the Envision Field
Inspection System,allowing Decade to provide appropriate training and technical support.
For new Envision Field Inspection System users, the response given here assists Decade in
data conversion and implementation.A Yes answer here triggers configuration of your
default inspection report.
Date run : 4/4/2006 3.03:33PM Report 0601
Run by : CLIENT12 Envision Needs Analysis Report Page : 24
Record Selection Criteria:Implementation Questions Included?:YES
Question# Envision Needs Analysis Question Answer
3 Will official inspection reports be printed at your central office and mailed to the Inspected Yee
sites?
The answer to this question helps Decade understand the way you use the Envision Field
Inspection System,allowing Decade to provide appropriate training and technical support
For new Envision Field Inspection System users,the response given here assists Decade in
data conversion and implementation.
4 For your agency,is more than one official inspection report used? Yes
Sometimes there is a need to implement multiple versions of the official inspection report on
each of the portable computers used in the Envision Field Inspection System.
The answer to this question helps Decade understand the way you use the Envision Field
Inspection System,allowing Decade to provide appropriate training and technical support.
For new Envision Field Inspection System users,the response given here assists Decade in
data conversion and implementation.
6 Does your agency ever have inspectors print reports other than(or additional to)official yes
Inspection reports In the field?
Management reports are usually printed in an agency's central office.Some agencies,
however,choose to have management reports or other types of reports printed in the field.
The answer to this question helps Decade understand the way you use the Envision Field
Inspection System,allowing Decade to provide appropriate training and technical support
For new Envision Field Inspection System users,the response given here assists Decade in
data conversion and implementation.
6 Does field level security need to be implemented within the Envision Field Inspection Yes
System at your agency?
The response to this question determines whether field level security needs to be
implemented within the Envision Field Inspection System at your agency.As an example,
some agencies allow only clerks to change name and address fields.This means that
inspectors logged into the Envision Field Inspection System do not have privileges allowing
for changes to name and address fields.
The answer to this question helps Decade understand the way you use the Envision Field
Inspection System, allowing Decade to provide appropriate training and technical support.
For new Envision Field Inspection System users,the response given here assists Decade in
data conversion and implementation.
r Are partial inspections recognized by your agency? Yee
Sometimes it is necessary for an inspector to stop an inspection before it is completed.For
example,if an inspection is started at 4:00 p.m.and,because of time constraints,needs to
be finished the following day,the inspection is only partially completed.
The answer to this question helps Decade understand the way you use the Envision Field
Inspection System,allowing Decade to provide appropriate training and technical support
For new Envision Field Inspection System users,the response given here assists Decade In
data conversion and implementation.
Date run : 4/42006 3.03:33PM Report 0601
Run by : CLIENT12 Envision Needs Analysis Report Page : 25
Record Selection Criteria:Implementation Questions Included?:YES
Question# Envision Needs Analysis Question Answer
6 At your agency,is the Envision Field Inspection System used to investigate complaints? Yes
The answer to this question helps Decade understand the way you use the Envision Field
Inspection System, allowing Decade to provide appropriate training and technical support.
For new Envision Field Inspection System users,the response given here assists Decade in
data conversion and implementation.
918 it the policy at your agency to allow inspectors to add new complaints to the Envision Yee
Field Inspection System database during an Inspection?
The answer to this question helps Decade understand the way you use the Envision Field
Inspection System,allowing Decade to provide appropriate training and technical support.
For new Envision Field inspection System users,the response given here assists Decade in
data conversion and implementation.
1°At your agency,is the Envision Field Inspection System used to respond to service Yes
requests?
The answer to this question helps Decade understand the way you use the Envision Field
Inspection System,allowing Decade to provide appropriate training and technical support.
For new Envision Field Inspection System users,the response given here assists Decade in
data conversion and implementation.
"At your agency,is the Envision Field Inspection System used to follow up on violations Yee
that were cited at an earlier time?
The answer to this question helps Decade understand the way you use the Envision Field
inspection System,allowing Decade to provide appropriate training and technical support.
For new Envision Field Inspection System users,the response given here assists Decade in
data conversion and implementation.
12 At your agency,is the Envision Field Inspection System used to review digital images,or Yes
audio or video recordings?
The answer to this question helps Decade understand the way you use the Envision Field
Inspection System,allowing Decade to provide appropriate training and technical support.
For new Envision Field Inspection System users,the response given here assists Decade in
data conversion and implementation.
13 Does your agency use Database Independent Replication? Yes
Database Independent Replication supports Microsoft SQL Server 2000 for the Envision
Field Inspection System.As an alternative to Sybase SQL Remote replication,Database
Independent Replication allows for replication between either a Sybase AM 8/Microsoft
SQL Server 2000 consolidated database and a Microsoft SQL Server Desktop Engine
(MSDE)/Microsoft SQL Server 2000 remote database.NOTE:Sybase ASA 8 as a remote
database is not supported with Database independent Replication.
The answer to this question helps Decade understand the way you use the Envision Field
Inspection System,allowing Decade to provide appropriate training and technical support.
For new Envision Field Inspection System users,the response given here assists Decade in
data conversion and implementation.A Yes answer here prompts configuration of
replication connection parameters.
Date run : 4/4/2006 3:03:33PM Report 0601
Run by : CLIENT12 Envision Needs Analysis Report Page : 26
Record Selection Criteria:Implementation Questions Included?:YES
Question# Envision Needs Analysis Question Answer
14 At your agency,are facilities and their related records assigned to specific employees? Yet
The answer to this question determines the method by which records are downloaded to
the portable computer.
You can assign facilities and their related records to both specific employees and specific
geographical areas. It is possible to answer Yes to this question and also to the following
question regarding the assignment of facilities and their related records to specific
geographical areas;these methods are not mutually exclusive.
The answer to this question helps Decade understand the way you use the Envision Field
Inspection System,allowing Decade to provide appropriate training and technical support.
For new Envision Field Inspection System users,the response given here assists Decade in
data conversion and implementation.
75 At your agency,does each area of an Inventoried site have an Inspection deadline date Ye'
assigned?
This means,for example,that the food area of a hotel has its own inspection deadline date
assigned.The answer to this question determines the method by which records are
downloaded to the portable computer.
The answer to this question helps Decade understand the way you use the Envision Field
Inspection System,allowing Decade to provide appropriate training and technical support.
For new Envision Field Inspection System users,the response given here assists Decade in
data conversion and implementation.
!WCA!E
t • t t r • ■
•er PAN t, ut
<Client>
Customized Report Request
<Project - Project #2000-000>
Revision <1 .0>
<00/00/00>
Revision History
Customized Report Request
Decade Software Company, LLC
<Client>
<Project - Project #2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Date Document Description Author
Revision
[00/00/00] [1.0] [Created Document]
Contents
Overview 1
1. General Information 2
1.1. Definitions 2
1.2. Description 2
1.3. Impact of the Report 2
1.4. Report Request Number 3
1.5. Date Report Request Submitted to Decade 3
1.6. Report Request Priority 3
1.7. Involved Parties 4
1.7.1. <Client> 4
1.7.2. Decade Software Company 4
2. Functionality Requirements 5
2.1. Description 5
2.2. Report Mock-ups 5
2.3. Report Sort Order 5
2.4. Report Totals 5
2.5. Update Matrix 6
2.6. Miscellaneous 6
3. Technical Specifications 7
3.1. Crystal Reports Version 7
3.2. Envision Software Version 7
3.3. Database Name and Version 7
3.4. Database Tables and Fields 7
3.5. Report Grouping 7
3.6. Report Parameters 8
3.7. Selection Criteria 8
3.8. Updating Database Fields 8
4. Report Specifications Review 9
4.1. Specification Review 9
4.2. Alternatives 9
5. Report Modifications 10
5.1. Modifications Approved 10
5.2. Modifications Rejected 10
6. Assessments 11
Customized Report Request C-2
Decade Software Company, LLC
6.1. Report Priority 11
6.2. Report Design Plan 11
6.3. Report Test Plan 11
6.4. Report Distribution Plan 11
6.5. Date Report Specification Submitted to Client 12
7. Acceptance of Specifications 13
7.1. <Client> 13
7.2. Decade Software Company,LLC 13
8. Exit Criteria Completion Lists 14
8.1. Report Testing by Decade 15
8.2. Report File Distribution to Client 17
8.3. Report Testing by Client 18
8.4. Final Approval by Client 19
8.5. Re-evaluation of Report by Decade 20
8.6. Re-testing Report by Client 21
9. Acceptance of Final Report 22
9.1. <Client> 22
9.2. Decade Software Company,LLC 22
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Customized Report Request 1
Decade Software Company, LLC
Overview
This document will help you convey report specifications when you need a new custom
report created.
The workflow assignments are:
• The Client will complete all applicable portions of section 1,General Information
and section 2,Functionality Requirements.
• The Decade Implementation Specialist and Report Designer will complete all
applicable portions of section 3,Technical Specifications.
• The Decade Report Designer will complete all applicable portions of section 4,
Report Specifications Review and section 6,Assessments.
• The Client and the Decade Implementation Specialist and Report Designer will work
together to complete all applicable portions of section 5,Report Modifications.
• The Client and Decade will work together to complete all applicable portions of
section 7,Acceptance of Specifications.
• The Client and the Decade Report Designer will work together to complete all
applicable portions of section 8,Exit Criteria Completion Lists.
• The Client and Decade will work together to complete all applicable portions of
section 9,Acceptance of Final Report.
(Text enclosed in square brackets and displayed in blue italic text
(style=lnfoBlue) is included to provide guidance to the author and should be
deleted before publishing the document. A paragraph entered following this style
will automatically be set to the text style appropriate to this document(style=Body
text).]
(To update fields (which display a gray background when selected), select File >
Properties to access the Document Properties dialog box. Replace the Title,
Subject, Author, Company, and Keywords fields with information appropriate for
this document. To update all fields, select Edit> Select All(Ctrl+A) and press F9.
To update a single field,just click on the field and press F9. This must be done
separately for the text boxes on the cover page and for headers and footers.
Press Alt+F9 to toggle between displaying the field names and the field contents.
See Word help for more information on working with fields.]
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Customized Report Request 2
Decade Software Company, LLC
1 . General Information
The<Client>will complete all applicable portions of section 1,General Information.
1 .1 . Definitions
The following acronyms and words are used in this document.
(ABCD) Acronym for the<Client>.
Client <Client>
Crystal Crystal Reports software
Decade Decade Software Company,LLC
DSC Acronym for the Decade Software Company,LLC.
Extended Any recipient of the output from the report.
Client
Report A model of the proposed report structure.
Mock-up
Software The Software includes computer programs,in object form,and all
related documentation,materials,and all modifications made hereafter,
in whole or in part.
User Any Client staff member tasked with using this report.
(This section includes the acronyms, words, and standard word definitions that
are used in this document]
[Add definitions for any new words.]
1 .2. Description
The<Client>needs to have a[simple description]report [created/customized]by Decade
Software Company,LLC. The project is as follows:
[Expand the description to describe the project(s) to be created/done.]
[This description should briefly convey the purpose of the new report. A single
paragraph should suffice for this description. A more detailed description should
be given in the background sections.]
1 .3. Impact of the Report
[List the impact that you expect these reporting requirements will have on your
agency. This section will help Decade establish a development, design, and
testing baseline.]
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Customized Report Request 3
Decade Software Company, LLC
1 .4. Report Request Number
Report Request Number: [0000]
(The Report Request Number is used for tracking purposes. The Client should
assign a number to the report. The number must be four characters long and
may be alphanumeric in format. If only a number is used, it must be between
5000 and 9999.]
1 .5. Date Report Request Submitted to Decade
Date the Report Request [00/00/00]
was submitted to Decade:
[Enter the date the report request was formally submitted to Decade.]
1 .6. Report Request Priority
The priority level for this request is:
El High El Medium ❑ Low
This request is ranked at this priority level because:
[Select a check box to rank the request as high, medium, or low priority]
(When ranking priority level, take financial and risk factors into account as well as
the date the customization project is needed by the Client and the process
timeframe that will be required to complete the request]
[Explain the need that necessitates this priority level.]
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Customized Report Request 4
Decade Software Company, LLC
1 .7. Involved Parties
The following involved parties will serve as contacts between the<Client>and Decade
Software Company,LLC.
1.7.1. <Client>
Client Contact Person for[Category]
[Primary Client Contact Name]
[Title]
[Address]
[City, State,Zip]
Phone: [(000)000-0000 Ext. 0000 ]
Fax: [(000)000-0000]
E-mail: [name@youragency.org]
Client Contact Person for[Category]
[Client Representative Name]
[Title]
[Address]
[City, State,Zip]
Phone: [(000)000-0000 Ext. 0000]
Fax: [(000)000-0000]
E-mail: [name@youragency.org]
1.7.2. Decade Software Company
[Decade Contact Name]
[Implementation Specialist]
Decade Software Company,LLC
4201 West Shaw Avenue,#102
Fresno,CA 93722
Phone: [(800)233-9847 Ext. 000]
Fax: [(559)271-2892]
E-mail: [name@decadesoftware.com
[Decade Contact Name]
[Report Designer]
Decade Software Company,LLC
4201 West Shaw Avenue,#102
Fresno,CA 93722
Phone: [(800) 233-9847 Ext. 000]
Fax: [(559)271-2892]
E-mail: [name@decadesoftware.com]
(Client-Enter information about client contact person(s).
Decade—Enter information about the Decade contact person(s).]
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Customized Report Request 5
Decade Software Company, LLC
2. Functionality Requirements
The Client will complete all applicable portions of section 2,Functionality Requirements.
2.1 . Description
[Provide a detailed description of your request for a new report. Include the
purpose of the report and how your agency will make use of it]
2.2. Report Mock-ups
Decade report examples and mock-ups can be found in Appendix A.
(Include a mockup of the proposed report. If the mockup is being sent as a
separate file or as a fax, state the format of the file or the recipient of the fax. List
any Decade reports that you know are similar to the new report being requested.]
2.3. Report Sort Order
[List the sort order for the records on the report. Make note of the sort direction
as well. For example, you normally sort on the Facility Address.]
2.4. Report Totals
[List and describe the business rules for all calculated totals this report should
include. You do not have to create the calculation. For example, the total number
of all violations for a facility on a given date or the total amount due for all
invoices associated with a particular Accounts Receivable ID.]
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Customized Report Request 6
Decade Software Company, LLC
2.5. Update Matrix
[Identify the Envision fields that you would like to have updated when printing this
report. Identify the conditions under which the update should occur. Adjust the
table accordingly. See the following Update Formula Matrix example.]
<Client>
Update Formula Matrix
GENERAL PERMIT REPORT
WORK FLOW
Over
Batch Fi
Counter Printing Reprint Copy
Printing
From Date N Y N N
c To Date N Y N N
• m Number of Times Printed Y Y Y N
✓ tj
m a Print Date Y Y Y N
LL
mo Issuance Date Y Y N N
New Permit/Reprint Y Y Y N
2.6. Miscellaneous
[If the report you need is a letter, provide the text you want to display. Also,
include any text to be displayed if different from what can be taken from your
Configuration information.]
[Specify if the report:
* Will include an agency logo, seal, image or watermark
* Will be printed on pre-printed paper stock
* Will be printed on pre-perforated paper stock
* Will be folded to align mailing and/or agency address in a window envelope
If pre-printed or pre-perforated paper stock will be used when printing this report,
provide Decade with 30 sheets of that paper stock.
If window envelopes will be used to mail this report, provide Decade with 10
envelopes.]
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Customized Report Request 7
Decade Software Company, LLC
3. Technical Specifications
The Decade Implementation Specialist and Report Designer will complete all applicable
portions of section 3,Technical Specifications.
3.1 . Crystal Reports Version
Crystal Reports Software Version:
[List the Crystal Reports software version here.]
3.2. Envision Software Version
Envision Software Version:
(List the Envision software version here.]
3.3. Database Name and Version
Database Name:
Database Software Version:
[List the database name and version here. For example, Adaptive Server
Anywhere, version 8.02]
3.4. Database Tables and Fields
[List all tables and fields that will be used for this report.]
[If you need assistance in completing this section, please call your Decade
contact person listed section 1.7, Involved Parties.]
3.5. Report Grouping
[List how you would like information grouped on the report. For example, group
by Facility ID, Invoice ID, Invoice Date, etc.]
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Customized Report Request 8
Decade Software Company, LLC
3.6. Report Parameters
[List the user selectable options that you want to display in the Report Generator.
For example, Beginning and Ending Facility ID, Beginning and Ending Invoice
No., Line Item Applied Date, any single value support code such as Program
/Element, etc.]
3.7. Selection Criteria
[List how you want the report to select records. For example, select Facility ID
ranges, Invoice ID range, Accounts Receivable or Invoice with a balance, etc.]
3.8. Updating Database Fields
[List the database fields that the report must update. For example, the current
"From"and"To"date on a permit or the number of times printed for an invoice.]
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Customized Report Request 9
Decade Software Company, LLC
4. Report Specifications Review
The Decade Report Designer will complete all applicable portions of section 4,Report
Specifications Review.
4.1 . Specification Review
[List each point of the report specification as it is reviewed. Indicate whether the
specification needs further clarification or is acceptable as described. Include the
reasons for not accepting a given specification]
4.2. Alternatives
[List any alternatives to the proposed report specifications.]
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Customized Report Request 10
Decade Software Company, LLC
5. Report Modifications
The<Client>and the Decade Implementation Specialist and Report Designer will work
together to complete all applicable portions of section 5,Report Modifications.
5.1 . Modifications Approved
[List approved changes to the original report specifications.]
5.2. Modifications Rejected
[List the changes that were rejected.]
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Customized Report Request 11
Decade Software Company, LLC
6. Assessments
The Decade Report Designer will complete all applicable portions of section 6,
Assessments.
6.1 . Report Priority
The priority level for this request is:
❑ High O Medium ❑ Low
(Select a check box to rank the request as high, medium, or low priority.]
[Priority level should be based on the urgency of the reporting need as specified
by the requesting agency, as well as time involvement and the existing workload
of the report designer. This decision will be made with the agency's client contact
person (listed in section 1.7, Involved Parties), the Report Designer, and the
report designer's immediate supervisor.]
6.2. Report Design Plan
[This plan should include an overview of the report by the Report Designer and
the a description of the steps necessary to complete the requested report.]
6.3. Report Test Plan
[The test plan should include the procedures for testing all aspects of the report
to ensure that correct data is being returned and a timeframe for completing the
testing and making any report changes.]
6.4. Report Distribution Plan
[The report distribution plan covers how the report will be delivered to the client
for their internal testing. It will also clarify the parameters and selection criteria
used to run the report. Any report defects reported by the client after their internal
testing will be noted. The report will be re-tested. If the defect is confirmed, steps
will be taken to correct the problem. A corrected copy will be delivered to the
client for further testing.]
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Customized Report Request 12
Decade Software Company, LLC
6.5. Date Report Specification Submitted to Client
Report specifications [00/00/00]
delivered to Client:
[Report specifications will be considered accepted, and report development
begun, if a Client signature (section 7.1) is not received within 10 business days
of this date.]
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Customized Report Request 13
Decade Software Company, LLC
7. Acceptance of Specifications
Your signature in this section signifies that you have read and agree with the
specifications that have been developed.
The Client has 10 business days,from the time that report specifications are delivered,to
review the specifications.
If the Client finds deficiencies in the specifications,they must contact Decade Software
Company for correction as soon as those deficiencies are noted.
If after 10 business days,no Client signature is received,the specifications in this
document will be considered accepted and development of your report will begin.
Changes after that point will significantly influence the scope and timely completion of
your report.
7.1 . <Client>
Client Representative Date Approved
Job Title:
Agency or Division:
Phone: [(000)000-0000 Ext.0000]
E-mail: [name@youragencv.ore]
❑ No Client signature received by[00/00/00]. Faxed to Client
Specifications considered accepted and development will begin.
This is 10 business days after submission to the Client on*[00/00/00].
(*Date from section 6.5,Date Report Specification Submitted to Client.)
7.2. Decade Software Company, LLC
Decade Representative Date Approved
Job Title:
Department: [ Client Services]
Phone: [(000)000-0000 Ext.0000]
E-mail: [namena.decadesoftware.com]
Reviewed By
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Customized Report Request 14
Decade Software Company, LLC
8. Exit Criteria Completion Lists
The<Client>and the Decade Report Designer will work together to complete all
applicable portions of section 8,Exit Criteria Completion Lists.
This section outlines the criteria that must be met in order for the report to be deemed
complete. Enter an"X" in the"Yes"or"No"check box to indicate completion status.
Enter"N/A"in the"N/A"column when verification is not applicable for a particular
item.
When advising Decade of deficiencies or issues in the report,please give us a detailed
description of the problem in the notes area of each section. When final approval is given,
be sure to sign and date section 9,Acceptance of Final Report. Then, submit a final copy
of this document to the Decade Report Designer.
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Customized Report Request 15
Decade Software Company, LLC
8.1 . Report Testing by Decade
Item to Verify Completed
No. Description Yes No N/A
8.1.1. Create the necessary data for testing the report. ❑ 0
8.1.2. Verify the report is grouping as specified. ❑ 0
8.1.3. Verify the report is sorting by the specified criteria if ❑ ❑
different than the grouping.
8.1.4. Verify that each calculated field is returning the 0 ❑
correct value. (Create the necessary test data to
verify the calculation.)
8.1.5. Verify running totals are being reset at the proper ❑ ❑
time and returning the correct amount.
8.1.6. Verify that"Sum"values are being added in the ❑ 0
correct group.
8.1.7. Confirm the correct number of records are being 0 0
returned.
8.1.8. Verify tables are correctly linked. ❑ 0
8.1.9. Verify parameters. ❑ ❑
8.1.10. Confirm all necessary selection criteria are being ❑ 0
used.
8.1.11. Review report for consistent use of font style and ❑ ❑
size.
8.1.12. Check for page breaks at the correct place and for ❑ ❑
any leading or trailing blank page.
8.1.13. Verify page number is incrementing correctly. 0 0
8.1.14. Check dates for consistent formatting. 0 0
8.1.15. Check columns and rows for proper alignment. 0 0
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Customized Report Request 16
Decade Software Company, LLC
Notes for Section 8.1, Report Testing by Decade
No. Notes
8.1.1
8.1.2
8.1.3
8.1.4
8.1.5
8.1.6
8.1.7
8.1.8
8.1.9
8.1.10
8.1.11
8.1.12
8.1.13
8.1.14
8.1.15
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Customized Report Request 17
Decade Software Company, LLC
8.2. Report File Distribution to Client
Report submitted to client for in-house testing. Report due back to Decade 30 calendar
days from [00/00/00].
Item to Verify Completed
No. Description Yes No N/A
8.2.1. Document report parameters and how they are used. ❑ ❑
8.2.2. Document of the report selection criteria and how it is ❑ ❑
used.
8.2.3. Document any additional information, such as printer El ❑
specifications.
Notes for Section 8.2, Report File Distribution to Client
No. Notes
8.2.1
8.2.2
8.2.3
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Customized Report Request 18
Decade Software Company, LLC
8.3. Report Testing by Client
Item to Verify Completed
No. Description Yes No N/A
8.3.1. Confirm the report is grouping as specified. ❑ D
8.3.2. Confirm the report is sorting by the specified criteria if ❑ ❑
different then the grouping.
8.3.3. Confirm each calculated field is returning the correct ❑ ❑
value. (If necessary, create test data to verify
calculations are correct.)
8.3.4. Confirm the correct number of records is being ❑ ❑
returned.
8.3.5. Confirm all specified parameters are being used. ❑ ❑
8.3.6. Confirm all selection criteria are being used. ❑ ❑
8.3.7. Confirm report format is as specified. ❑ ❑
Notes for Section 8.3, Report Testing by Client
No. Notes
8.3.1
8.3.2
8.3.3
8.3.4
8.3.5
8.3.6
8.3.7
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Customized Report Request 19
Decade Software Company, LLC
8.4. Final Approval by Client
Item to Verify Completed
No. Description Yes No N/A
8.4.1. Report meets all specified criteria and works as ❑ 0
designed. (If Yes, sign and date the 9.1, client
signature section.)
8.4.2. Report does not meet the specified criteria or is not 0 0
working as designed. (List and fully describe all
problems related to the report in the notes section.)
Notes for Section 8.4, Final Approval by Client
No. Notes
8.4.1
8.4.2
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Customized Report Request 20
Decade Software Company, LLC
8.5. Re-evaluation of Report by Decade
Note each problem as either corrected or not able to reproduce. (If unable to reproduce a
particular problem review with client.)
Report re-submitted to client for in-house testing. Report due back to Decade 30 calendar
days from [00/00/00].
Item to Verify Completed
No. Description Yes No N/A
8.5.1. Review report problems. (List and fully describe all 0 0
problems related to the report in the notes section.)
8.5.2. Re-test report. 0 0
Notes for Section 8.5, Re-evaluation of Report by Decade
No. Notes
8.5.1
8.5.2
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Customized Report Request 21
Decade Software Company, LLC
8.6. Re-testing Report by Client
Item to Verify Completed
No. Description Yes No N/A
8.6.1. Re-test report. 0 0
8.6.2. Report meets all specified criteria and works as 0 0
designed. (If Yes, sign and date the 9.1, client
signature section.)
8.6.3. Report does not meet the specified criteria or is not 0 El
working as designed. (List and fully describe all
problems related to the report in the notes area.)
Notes for Section 8.6, Re-testing Report by Client
No. Notes
8.6.1
8.6.2
8.6.3
<Client>
<Project-Project#2000-000>
Revision: <1.0>Revision Date: <00/00/00>
Customized Report Request 22
Decade Software Company, LLC
9. Acceptance of Final Report
Your signature in this section signifies that you have tested and accept the final report file
without changes. The Client has 30 calendar days from the time the report file is
delivered,to review the report.
If the Client finds deficiencies in the report file,they must contact Decade Software
Company for correction as soon as those deficiencies are noted.
If after 30 calendar days,no Client signature is received,the custom report project will be
considered accepted and completed.Client non-signature will result in specific
contractual events including,but not limited to,invoicing,transfer of your report
implementation to maintenance status,etc.
9.1 . <Client>
Client Representative Date Approved
Job Title:
Agency or Division:
Phone: [(000)000-0000 Ext. 0000]
E-mail: [name(a,vouragencv.ory]
O No Client signature received by [00/00/00]. Faxed to Client
Report file considered accepted and completed.This is 30 calendar days after
submission to the Client on*[00/00/00]. (*Date from section 8.2,Report File
Distribution to Client. If the report is re-submitted for testing,this date is from
section 8.5,Re-evaluation of Report by Decade.)
9.2. Decade Software Company, LLC
Decade Representative Date Approved
Job Title:
Department: [Client Services]
Phone: [(000)000-0000 Ext. 0000]
E-mail: [name( ,decadesoftware.com]
Reviewed By
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Customized Report Request 23
Decade Software Company, LLC
Appendix A Decade Report Examples
and Mock-ups
Decade Report Examples
The following Decade reports can be used as examples to start the customization project.
Number Decade Report Name Report Function
[00000]
Report Mock-ups
The following report mock-ups can be used as examples to start the customization
project.
Report Name Report Function
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Project Change Control - Instructions
After reviewing the Change Control Process flow and setting authorization levels,read these
instructions to understand how to work with the Change Control Log& Change Control Form.
1. Fill in the Project Name, Project RCN & Project Manager fields on the "Log"tab first(these values
will then show on the tabs for the individual change control forms, e.g. CC1, CC2, etc.)
2. Fill in the rest of the fields on Change Control form per the instructions in the pop-up comments.
3. To add more individual Change Control Forms beyond CC10, create a copy of an existing Change
Control Form tab, moving it to the end and renaming it CC11, CC12, ...
4. To update the log to reflect the information from additional Change Control Forms beyond CC10,
type the number in the ID#column, copy the formulas from the row above. Select that row and press
[ctrl] [H]to search& replace "CC10"with "CC11"or"CC12", etc.
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lar Project Change Control
The Project Manager 8 Executive Sponsor use this form to document a project change control,its impact on scope,schdule Si cost,and its status
a r ' "."m •' `^/4J1PROJECT&CHANGE DESC.RIPTIO t,
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DECADE
• • P T W A • .
••S PAN1, IIC
<Client>
Professional Services Request
<Project - Project #2000-000>
Revision <1 .0>
<00/00/00>
Signed document must be returned,to Decade by Client,within 10 days of receipt. Failure to respond
promptly will impact project timelines and could negatively impact delivery dates.
Revision History
Professional Services Request
Decade Software Company, LLC
<Client>
<Project - Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Date Document Description Author
Revision
[00/00/00] 1.0 Document draft created.
Professional Services Request C-1
Decade Software Company, LLC
Contents
1. Overview 1
1.1. Additional Documents 1
2. General Information 2
2.1. Definitions 2
2.2. Service Description 2
2.3. Request Type 3
2.4. Date Request Submitted 3
2.5. Request Priority 3
2.6. Involved Parties 5
2.6.1. <Client> 5
2.6.2. Decade Software Company,LLC 5
3. Background Information 6
3.1. Business Needs Analysis 6
3.2. Date Required and Restrictions 6
3.3. Additional Supporting Information 6
4. Technical Specifications 7
4.1. Specifications 7
4.2. Requirements 7
5. Professional Services Scope Approval 8
5.1. Date Professional Services Request Sent 8
5.2. <Client>Scope Approval Sign-off 9
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Professional Services Request 1
Decade Software Company, LLC
1 . Overview
Decade clients use this document to request professional services. Decade assigns a
unique Professional Services Request number to each request.
Upon completion of the Professional Services Request,Decade Software Company,LLC
will submit the Professional Services Request to the Client for signature in the Scope
Approval section.
Upon receipt of a signed Scope Approval section, Decade Software Company,LLC will
complete a Project Estimate document and submit it to the Marketing Department.
Upon receipt of the Project Estimate document,the Marketing Department will complete
a Pricing Proposal document and submit it to the Client.
1 .1 . Additional Documents
If the Professional Services Request is accepted and subsequently executed as a contract
or agreement, further specific documents may be required. These documents will
supercede all proposals,including this document.
Additional documents needed for the successful implementation of this service request
are checked below.
9 No additional documents needed.
❑ [Document]
9 [Document]
If the Professional Services Request is accepted and subsequently executed as a contract
or agreement,further specific documents may be required and will supercede all
proposals,including this document.
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deleted before publishing the document. A paragraph entered following this style
will automatically be set to the text style appropriate to this document(style=Body
text).]
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<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Professional Services Request 2
Decade Software Company, LLC
2. General Information
2.1 . Definitions
The following acronyms and words may be used in this document.
[ABCDE] Acronym for the<Client>.
Client <Client>
Decade Decade Software Company,LLC
DSC Acronym for Decade Software Company,LLC.
Project The Client staff person that originated the Professional Services
Originator/Requestor Request.
Software Software includes computer programs,in object form,and all
related documentation,materials,and all modifications made
hereafter,in whole or in part.
[Replace all text in square brackets with appropriate text.
Add definitions for any new words.]
2.2. Service Description
The<Client>needs to have [simple description] [created/done]by Decade Software
Company,LLC.The [project] [is] as follows:
[Expand the description to describe the project to be created/done.]
[The description should briefly convey the purpose and benefits of the
professional services request]
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Professional Services Request 3
Decade Software Company, LLC
2.3. Request Type
The Professional Services Request is the following request type:
❑ Custom Programming of Procedure/Functionality/Feature/Enhancement
❑ Data Conversion
A request for conversion of data requires samples of the Client database or data files
for mapping purposes.
O Custom Report
A request for a custom report requires a description of the report content and use.
❑ Custom Report Change Request
A request to modify a custom report that was originally created by Decade Software
Company,LLC.
❑ On-site Training
A request for training requires an overview of what the client wants covered and the
number of attendees,location,etc.
❑ Online Training
A request for training requires an overview of what the client wants covered and the
number of attendees,location,etc.
❑ SQL Script
O Special Query
[Select a check box for the new functionality, feature, enhancement, data
conversion, report, training or requirement that is being proposed to the current
system.]
2.4. Date Request Submitted
The Professional Services Request was submitted: [00/00/00]
[Enter the date the Professional Services Request was formally submitted to
Decade.]
2.5. Request Priority
The priority level for this request is:
❑ High 0 Medium ❑ Low
This request is ranked at this priority level because:
[Select a check box to rank the request as high, medium, or low priority.]
[When ranking priority level, take financial and risk factors into account as well as
the date the Professional Services Request is needed by the Client and the
process timeframe that will be required to complete the request]
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Professional Services Request 4
Decade Software Company, LLC
[Explain the need that necessitates this priority level]
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Professional Services Request 5
Decade Software Company, LLC
2.6. Involved Parties
The following involved parties will serve as contacts between the Client and Decade.
2.6.1. <Client>
Client Project Originator/Requestor
[Client Representative Name]
[Title]
[Address]
[City, State,Zip]
Phone: [(000)000-0000 Ext. 0000]
Fax: [(000)000-0000]
E-mail: [name@youragency.org]
2.6.2. Decade Software Company, LLC
Decade Contact Person
[Primary Decade Contact Name]
[Title]
Decade Software Company, LLC
4201 West Shaw Avenue,#102
Fresno,CA 93722
Phone: (800)233-9847,Ext. [###]
Fax: (559)271-2892
E-mail: [name@decadesoftware.com]
[Client-Enter information about the person (project originator/requestor) that
initiated the Professional Services Request.
Decade—Enter information about the Decade contact person.]
[Replace all text in square brackets with appropriate text.]
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Professional Services Request 6
Decade Software Company, LLC
3. Background Information
3.1 . Business Needs Analysis
(Describe the customization request and how this customization will be used.
Provide as much detail as possible so Decade can have a better understanding
of what is being requested, the scope analysis, and the impact on existing
applications and workflows.]
3.2. Date Required and Restrictions
Client requested completion date: [00/00/00]
This date is not the final date for the start or implementation of this project.This date
represents the preliminary date that is currently available based on current obligations by
Decade Software Company,LLC resources;other contractual obligations may change
this date.No date can be considered finalized until a contract is in place upon acceptance
of a Pricing Proposal to be submitted to you for acceptance after receipt of the Scope
Approval sign-off in this document.
This customization has the following regulatory requirements or restrictions:
(Describe the date(s) this customization is needed and any regulatory
requirements or restrictions that will impact this request]
3.3. Additional Supporting Information
[Enter additional information that will be helpful in further explaining the
customization request]
[Enter None -No additional information."if this is true.]
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Professional Services Request 7
Decade Software Company, LLC
4. Technical Specifications
4.1 . Specifications
[Describe the specifications that detail customization rules or format for the
customization project. Specifications can be in the form of data dictionaries,
sample reports, process flows, etc.]
[Enter"Please see documents attached to this request for. . . "if you have
documentation that will add information to this request]
4.2. Requirements
The following requirements must be met when working on this request.
[Provide any requirements that this customization must include because of
regulatory requirements, etc.]
[Enter"None other than that specified in other areas of this document"if this is
true.]
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Professional Services Request 8
Decade Software Company, LLC
5. Professional Services Scope
Approval
Your signature in this section signifies that you have read and agree with the information
and specifications covered within the Professional Services Request.
The Professional Services Request represents a mutual understanding that describes the
scope of the professional services requested so that Decade can give you realistic
estimates.
Please submit any corrections,additions or modifications to Decade for review and
inclusion in this document prior to signing.
It may be necessary,to assure the successful implementation of our professional services,
to create additional documents that provide specific details describing the feature,
enhancement,report development or other service being provided.The additional
documents needed for the successful implementation of this service request are checked
below.
❑ No additional documents needed.
❑ Software Requirements Specifications(SRS)
❑ Conversion Plan
❑ Custom Report Request(CRR)
❑ Training Agenda
If the Professional Services Request is accepted and subsequently executed as a contract
or agreement, further specific documents may be required and will supercede all
proposals,including this document.
Further,if the Professional Services Request is accepted and subsequently executed as a
contract or agreement,the Client agrees to make a good-faith effort to have a resource
available to co-manage the project with Decade Software Company, LLC so as not to
detrimentally affect project deadline dates.This involvement can include but is not
limited to documentation writing and/or review,testing of a feature or function,
validation of data to certify integrity in a conversion,etc. Specific responsibilities will be
set forth in subsequent documents as needed by the project type being implemented.
After acceptance by signature,this document as well as any checked documents cannot
be modified except by written agreement between the<Client>and Decade Software
Company,LLC.
5.1 . Date Professional Services Request Sent
The Professional Services Request was sent for signature on: [00/00/00]
Signed document must be returned,to Decade by Client,within 10 days of receipt.
Failure to respond promptly will affect project timelines and could negatively impact
delivery dates.
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
Professional Services Request 9
Decade Software Company, LLC
5.2. <Client> Scope Approval Sign-off
Client Representative- Signature Date Approved
Client Representative-Printed Name
Title: [ . . . ]
Agency or Division: [ . . . ]
Phone: [(000)000-0000 Ext. 0000]
E-mail: [name@youragency.org
Decade shall own all rights,title,and interest(including without limitation all Intellectual
Property Rights)in and to the products developed as a result of this agreement.
[Client:Replace all text in square brackets with appropriate text.]
[Decade:After receiving this document back from the client, check to verify the
client filled in the signature lines with hand signature and printed name, filled in
the date on the "Date Approved"line, and filled in the client contact information.]
<Client>
<Project-Project#2000-000>
Revision: <1.0> Revision Date: <00/00/00>
License and Support Agreement 17
Decade Software Company, LLC
Appendix D. Professional Services Rates
Any services requested outside of those agreed to in Appendix C, Statement of Work will require
authorization through a Professional Service Requests(PSR) signed by both parties.
The following rates will apply for the listed professional services.
Item Rate Per Unit
Professional Services
Custom Programming $126.00 Hour
Consultation $126.00 Hour
Report Development $126.00 Hour
Training
Training at Client Facility $1,470.00 Day
Training at Decade Facility $1,470.00 Day
Training Online Using WebEx $105.00 Hour
Support
Phone Support Outside Normal $189.00 Hour
Service Hours
Third Party Support $126.00 Hour
Travel Expenses
Travel Car Rental, Lodging, Meal expenses incurred in
Greenley, Colorado(Excluding expenses for alcohol)will be
reimbursed as incurred and will not exceed $200.00 per day.
Airfare $525.00 Flight
These prices may be increased annually on the Anniversary Date,upon at least sixty(60)days prior
notice to client.
All prices are inclusive of any applicable taxes.
Weld County Health Department
Revision: 3.0 Revision Date: 02/12/2008 Initial Initial
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