Statement of Work (SOW)

1. Purpose

This Statement of Work defines the scope, deliverables, timeline, acceptance criteria, and commercial terms for the Charity ERP/CRM & Event Management Platform engagement between VetsWholeInOne.org ("Client") and Argo Consulting, LLC dba Mobley Helms Systems (MHS) ("Consultant").

2. Scope of Work

Consultant shall deliver a full-scope ERP/CRM and Event Management platform for Client, including:

• Donor and supporter contact management (CRM) powered by Consenta.cc platform
• Donation tracking, receipt generation, and tax-deductible acknowledgment letters
• Case management for veteran services (intake, assignment, tracking, resolution, outcome reporting)
• Event creation, registration, and capacity management for charity events
• Volunteer scheduling, shift management, hours logging, and self-service portal
• Reporting dashboards with real-time metrics and export capabilities
• VetsOS — custom web-based operating system interface for daily organizational operations
• Role-based access control (Admin, Staff, Volunteer, Read-Only)
• Mobile-responsive design for field workers and event coordinators
• Production deployment with SSL, CDN, and DDoS protection
• Staff training sessions (2 hours, recorded) and user documentation
• 30-day post-launch support and 12-month hosting

3. Milestones, Schedule, and Acceptance Criteria

Milestone 1: Discovery, Design & Foundation — $2,000

Due: Week 1-2 • Status: Delivered Feb 21, 2026

Milestone 2: CRM & Donor Management — $2,000

Due: TBD • Status: TBD — pending Phase 1 outcomes

Milestone 3: ERP & Case Management — $2,000

Due: TBD • Status: TBD — pending Phase 1 outcomes

Milestone 4: Event Management & VetsOS — $2,000

Due: March 14, 2026 • Status: PRIORITY Accelerated for March 21 charity golf event. System delivered + staff trained.

Milestone 5: Polish, Launch & Training — $2,000

Due: TBD • Status: TBD — pending Phase 1 outcomes

4. Assumptions and Dependencies

• Client will provide timely access to systems, stakeholders, and feedback (within 3 business days for approvals)
• Client will designate a single point of contact for approvals and communications
• Client will provide existing donor/contact data in CSV or Excel format for import
• Client will provide event details and volunteer roster for initial data seeding
• Third-party service costs beyond included hosting are client responsibility unless specified
• Change requests beyond this SOW scope will be handled via Change Order process
• Platform designed for up to 10,000 contacts, 1,000 active cases, and 100 events per year
• If Client delays feedback or approvals by more than 10 business days, timeline extends accordingly

5. Out of Scope

• Full native iOS/Android applications with App Store review cycle — thin PWA clients with GPS keep-alive added via CO-20260226-GOLF
• Integration with external accounting software (QuickBooks, Xero) — available as Change Order
• Payment processing for event tickets (can be added via VendyAI as Change Order)
• SMS notifications for event reminders (available as Change Order CO-20260221-7C3C)
• Custom printed materials (brochures, signage) — digital assets only
• Data migration from systems other than CSV/Excel exports

6. Commercial Terms

7. Acceptance

By signing below, both parties agree to the terms outlined in this Statement of Work.

Digital Signature

Sign this Statement of Work electronically via Consenta.cc, our secure e-signature platform.

Invoice

Line Items

Payment Schedule

Notes:

• Milestone 1 has been delivered in full. Payment of $2,000 is due to commence Milestone 2 development.
• Includes 30 days of post-launch support (up to 10 hours of bug fixes and minor adjustments).
• Hosting and infrastructure included for first 12 months (through February 2027).
• Annual maintenance and hosting renewal available at $1,200/year.
• Late payment terms: 1.5% monthly interest on balances over 30 days past due.
• Payment via VendyAI secure checkout (below) or wire transfer to Argo Consulting, LLC dba Mobley Helms Systems (MHS).

Pay Online

Pay your milestone invoice securely via VendyAI, our payment processing platform.

Meeting Minutes

1. Agenda

1. Project scope review — ERP/CRM/Event Management for veteran charity operations
2. VetsOS demo — custom operating system interface for daily operations
3. Timeline walkthrough — 8-week delivery with 5 milestones at $2,000 each
4. Budget confirmation — $10,000 all-inclusive with 12 months hosting
5. Technology stack overview — Consenta.cc CRM, Cloudflare infrastructure, AuthFor SSO
6. Admin access and security — credential provisioning on Day 1
7. Data migration planning — existing donor/contact spreadsheets
8. Next steps and action items

2. Discussion Summary

Project Context

Kickoff meeting establishing full project scope. VetsWholeInOne.org currently manages donor data in spreadsheets, tracks volunteer hours manually, and coordinates events via email chains. The organization has grown to a point where these ad-hoc systems are causing data loss, duplicate communications, and missed follow-ups with donors and veterans in need of services.

Platform Requirements

The leadership team identified the following priorities (in order of importance):

1. Donor tracking — Critical for fundraising. Need to track every interaction, generate tax receipts, and segment donors for targeted outreach campaigns.
2. Event management — Charity golf tournaments are the primary revenue driver. Need registration, volunteer scheduling, sponsor tracking, and post-event reporting for board presentations.
3. Case management — Growing veteran services program needs formal case tracking. Currently using a shared Google Doc. Need intake forms, assignment workflow, and outcome reporting for grant applications.
4. Reporting — Board requires quarterly reports on donations, cases served, events held, and volunteer hours. Currently assembled manually from multiple spreadsheets.

VetsOS Discussion

VetsOS demo was well-received. The familiar desktop metaphor (windows, taskbar, start menu) addresses the team's concern about staff adoption — several staff members are not comfortable with complex web applications. VetsOS provides a familiar interface that "looks like a computer they already know how to use."

Technology and Security

Consultant presented the technology stack: Cloudflare Workers for global edge compute, D1 for database, KV for caching, R2 for file storage. All data encrypted at rest and in transit. RBAC ensures volunteers only see what they need. Admin credentials provisioned Day 1 for client testing throughout development.

3. Decisions Made

• Platform hosted at vets1.golflink.cc (ERP/CRM frontend)
• VetsOS at vets1.golflink.cc/os (desktop OS interface)
• SLA portal at sla.golflink.cc/vets1 (this page)
• 5 milestones at $2,000 each ($10,000 total contract value)
• Admin credentials provisioned Day 1: admin / HealingVets99$
• 8-week timeline confirmed, starting February 21, 2026
• CRM powered by Consenta.cc platform for enterprise-grade donor management
• Authentication via AuthFor SSO for single sign-on across all platform modules
• Client to provide donor/contact CSV export within first week for import planning
• Weekly status updates via SLA portal (Status tab) + email summary

4. Action Items

Next meeting: Thursday, March 5, 2026 at 11:00 AM ET (Video Conference)

Agenda for next meeting: Milestone 2 kickoff — review imported donor data, demo CRM contact management, discuss segmentation strategy, plan bulk communication approach.

Meeting Minutes — Design Expansion

1. Agenda

1. Golf tournament operations — expanded pairing and simulation requirements
2. USGA Rules of Golf integration for in-app tournament direction
3. Mobile client strategy — thin iOS and Android delivery
4. Change Order authorization and scope confirmation

2. Discussion Summary

Golf Pairing System

The tournament director needs to assign player skill ratings (A/B/C/D) to the registered player roster. The pairing engine must automatically generate balanced foursomes ensuring one player of each grade per group. The host must be able to re-run the pairing after any roster change. Tee sheet output must be printable and shareable.

Pace-of-Play Optimization

Slow play is a persistent problem at charity events. The team requested an optimization layer that groups players whose estimated round pace is within a tight variance band, minimizing the spread across all groups on the course simultaneously. This is an operations research combinatorial assignment problem. MHS will implement a solver (greedy + local-search) that accepts per-player pace estimates and outputs an optimized group order alongside a projected variance reduction figure vs. random assignment.

USGA Rules of Golf

Tournament directors frequently need to look up rules on the course. A searchable USGA Rules reference integrated into the platform (and accessible from the mobile thin client) was requested. Applicable rules will be surfaced contextually — e.g., viewing an event surfaces pace-of-play rules automatically.

Tournament and Player Simulators

To plan events before day-of, the team wants a simulation environment: (1) a player simulator that models virtual players with realistic handicap and pace distributions, and (2) a tournament simulator that accepts a player roster (real or virtual) and produces a full simulated draw — tee times, flight assignments, scoring by format (stroke, stableford, match play), and a projected leaderboard. This enables "what if" planning before committing to an event layout.

Thin Mobile Clients

The tournament host operates on the course during events. A thin iOS and Android PWA client, installable from App Store and Play Store, is needed for full CRM/event management access on mobile. GPS keep-alive must remain active so host location services stay on during operations (preventing auto-sleep from terminating location tracking on course).

3. Decisions Made

• Golf pairing engine, pace optimizer, USGA rules integration, tournament simulator, player simulator, and thin mobile clients added to Milestone 4 scope via Change Order CO-20260226-GOLF
• Milestone 4 revised total: $3,000 (was $2,000; CO adds $1,000)
• Out of Scope item "Native mobile applications" updated to reflect thin PWA clients now in scope
• R-007 (OR optimization complexity) and R-008 (GPS permissions variance) added to Risk Register

4. Action Items

Project Status Report

Executive Summary

Milestone 1 (Discovery, Design & Foundation) has been completed and delivered on schedule. All 7 deliverables have been accepted: requirements document, wireframes, database schema, API contracts, SLA portal, site deployment, VetsOS shell, and hosting infrastructure. The platform is live at vets1.golflink.cc with admin access provisioned. Milestone 1 payment of $2,000 has been invoiced (due March 23, 2026).

Milestone Progress

Completed This Period (Milestone 1 — All Accepted)

• Requirements gathering and stakeholder alignment — documented 9 core requirements
• Feasibility assessment and technical architecture selection — Cloudflare Workers + D1 + KV + R2
• UI/UX wireframes — 12 screens covering all major user flows
• Database schema design — 8 tables with relationships, indexes, and constraints defined
• API contracts — 24 REST endpoints with full request/response schemas
• SLA Portal deployment — this page, live at sla.golflink.cc/vets1 with all 8 document tabs
• ERP/CRM frontend deployment — vets1.golflink.cc with login, 7 pages, CRUD, charts, CSV export
• VetsOS shell deployment — vets1.golflink.cc/os with desktop interface, 8 module windows, drag/resize
• Hosting infrastructure — Cloudflare Workers, D1 database, KV storage, R2 object storage, DNS, SSL
• Admin credentials provisioned — admin / HealingVets99$ working on both interfaces

Waiting On Client

• Donor/contact CSV export (needed for Milestone 2 data import planning)
• Upcoming events list for next 6 months (needed for Milestone 4 event seeding)
• Volunteer roster with contact information (needed for Milestone 4)
• SOW signature via Consenta.cc digital signature (SOW tab)
• Milestone 1 payment of $2,000 (Invoice tab, due March 23, 2026)

Up Next (Milestone 2 — CRM & Donor Management)

Milestone 2 begins upon receipt of Milestone 1 payment. Key development items:

• Contact management module — add, edit, search, filter, archive contacts via Consenta.cc
• Donor interaction history — timeline view per contact
• Donation tracking — amount, date, method, campaign, tax receipt generation
• CSV import tools — field mapping, duplicate detection, validation preview
• Donor segmentation — smart lists, tags, saved filters
• Acknowledgment letter templates — 3 templates with auto-population
• Bulk communication integration — segment → email via MailGuyAI

Project Metrics

Timeline

Risks and Issues

Change Order

1. Change Description

Add SMS notification capability for event reminders, volunteer shift alerts, and case status updates. Includes integration with a third-party SMS gateway for reliable message delivery to U.S. mobile numbers.

2. Reason for Change

During the kickoff meeting, the Client noted that many volunteers are not reliably reached via email. SMS reminders have been shown to improve event attendance rates by 25-40% and volunteer show rates by 30-50% compared to email-only communications. This is particularly important for time-sensitive shift coverage and last-minute event changes.

3. Impact Assessment

4. Items Added to Scope

• SMS notification engine — Send SMS messages via third-party gateway (Twilio or equivalent)
• Event reminder automation — Send SMS reminders 24 hours and 2 hours before event start
• Volunteer shift alerts — Send SMS confirmation when shift is scheduled, reminder 24 hours before
• Case status updates — Optional SMS notification to veteran when case status changes
• Opt-in/opt-out management — Contacts can opt in/out of SMS in their profile settings
• SMS log — Track all sent messages with delivery status in admin dashboard

5. Cost Breakdown

Note: This Change Order covers development only. Ongoing SMS gateway fees (estimated $20-50/month for typical nonprofit usage) are the Client's responsibility and will be billed directly by the SMS provider.

6. Approval

This Change Order is effective upon signature by both parties.

Change Order CO-20260226-GOLF

1. Summary

This Change Order expands Milestone 4 (Event Management & VetsOS) to include a full Golf Tournament Operations suite: automated pairing engine, pace-of-play optimizer, USGA Rules of Golf integration, tournament simulator, player simulator, and thin iOS + Android clients with GPS keep-alive. These additions were requested during the February 26, 2026 design expansion meeting.

2. Background

The original SOW scoped a general-purpose event management module. The March 21 charity golf tournament surfaced detailed tournament operations requirements that go beyond general event management: automated balanced foursome generation from skill-rated rosters, operations research-based pace optimization, an in-app USGA rules reference, pre-event simulation tooling, and mobile clients that maintain GPS keep-alive for host course operations. These requirements constitute new scope not covered under the original Milestone 4 budget.

3. Impact Assessment

4. Items Added to Scope

• Golf Pairing Engine (4.9) — Host assigns A/B/C/D skill ratings; system auto-generates balanced foursomes (one per grade). Re-pairing on any roster change. Tee sheet output.
• Pace-of-Play Optimizer (4.10) — Combinatorial OR solver minimizes pace variance across groups. Outputs optimized group order + projected variance reduction vs. random assignment.
• USGA Rules Integration (4.11) — Searchable USGA Rules of Golf reference within platform. Contextual rules surfacing during tournament management. Mobile-accessible.
• Tournament Simulator (4.12) — Full pre-event simulation: draw, tee times, flight assignments, projected leaderboard. Supports stroke, stableford, and match play formats.
• Player Simulator (4.13) — Virtual player profiles with handicap, pace, and performance distributions. Powers the tournament simulator with realistic field modeling.
• Thin iOS + Android Clients (4.14) — Installable PWA thin clients. GPS keep-alive for host on-course operations. Full platform access on mobile (App Store + Play Store distribution).

5. Cost Breakdown

6. Approval

This Change Order is effective upon signature by both parties.

Risk Register

Risk Matrix

Risk Score Legend

Risk Scoring Method

Score = Likelihood × Impact where Likelihood (Low=1, Medium=2, High=3) and Impact (Low=1, Medium=2, High=3).

Deliverable Manifest

Summary

Milestone 1 — Discovery, Design & Foundation DELIVERED

Milestone 2 — CRM & Donor Management PENDING

Milestone 3 — ERP & Case Management PENDING

Milestone 4 — Event Management & VetsOS PENDING

Milestone 5 — Polish, Launch & Training PENDING