HomeMy WebLinkAbout2007-11-06; City Council; 19208; Upgrade of the City's financial information systemCITY OF CARLSBAD - AGENDA BILL
AB#
MTG.
DEPT.
19,208
10/23/07
FIN
APPROVAL OF CONTRACTS FOR
THE UPGRADE OF THE CITY'S
FINANCIAL INFORMATION SYSTEM
RECOMMENDED ACTION:
Adopt Resolution No. 2007-281 approving an addendum to the City's financial
information system maintenance contract between the City of Carlsbad and SunGard Bi-Tech
LLC for the purchase of SunGard Bi-Tech's 7i Upgrade, Bank Reconciliation and Documents
Online software, related training, travel and professional services for implementation and
interfaces, and approving a contract with Leckey Consulting, Inc. for project management
services related to the upgrade of the City's financial information system.
ITEM EXPLANATION:
In April of 1996, Council authorized the upgrade of the City's financial information system by
approving a contract with Bi-Tech Software, Inc., for their Interactive Fund Accounting System
software known as IFAS. The City successfully implemented IFAS in 1997, and has been
utilizing this system for the City's general accounting, payroll, human resources, accounts
payable, accounts receivable, purchasing, cash receipting and fixed asset tracking and
reporting needs since that time. IFAS is considered an ERP (Enterprise Resource Planning)
system as it integrates various operational and management functions within one system. The
City also has a maintenance agreement with SunGard Bi-Tech for the maintenance and support
of the system. Any modifications to the system (upgrades, additional enhancements, etc.) are
contracted with SunGard Bi-Tech through an addendum to this maintenance agreement.
In July of 2005, a goal team was formed to address how effectively IFAS was currently serving
the City's needs, and whether the system was consistent with the overall direction of the City's
Strategic Technology Plan. In order to accomplish this task, the team set out to gather
information on whether IFAS was meeting the current needs, and whether IFAS could meet the
City's future needs. Focus groups were interviewed to determine how individuals were using
IFAS, what they perceived as the strengths and challenges of IFAS, and how they would
improve IFAS. These comments were summarized and discussed with representatives of
SunGard Bi-Tech, the company providing the software. It was determined that by upgrading to
the latest version of IFAS, their web-based platform called 7i, the majority of issues identified by
the City could be addressed, as no major issues had been identified during the interviews with
employees.
The team also evaluated the costs of implementing a new financial information system to
address these same needs. It was determined that the benefits of implementing a new system,
an estimated cost of over $2.2 million (including software, project management and the
DEPARTMENT CONTACT: Kevin Branca 760-602-2430 kbran@ci.carlsbad.ca.us
FOR CITY CLERKS USE ONLY.
COUNCIL ACTION: APPROVED
DENIED
CONTINUED
WITHDRAWN
AMENDED
x^"
\{
*[r
D
D
D
CONTINUED TO DATE SPECIFIC D
CONTINUED TO DATE UNKNOWN D
RETURNED TO STAFF D
OTHER - SEE MINUTES D
10/23/07 Adjourned to 11/6/07
Page 2
backfilling of key positions during the implementation), did not outweigh the benefits of a new
system. In fact, at a cost of $460,000, the City could upgrade to 7i, and achieve a majority of
the same benefits as implementing a new system, and better align the City's financial
information system with the Strategic Technology Plan. The estimated costs of implementing a
new system at $2.2 million is consistent with the costs of originally implementing I FAS back in
1996-97, which cost just under $2.0 million. In addition, implementing a new ERP system is
more risky than upgrading the City's current ERP system. New ERP implementations have a
greater risk of failure than most other new technologies due to the complexities of implementing
ERP systems.
During the interviews conducted by the goal team, it was determined that I FAS is primarily a
financial management system, with limited Human Resource system capabilities. Therefore,
the goal team recommended that the City continue to explore upgrading to 7i for its financial
information system needs, and to establish a separate goal team to research the feasibility of
an HRIS (Human Resources Information System). By separating these two projects into
separate goals, it allowed the City to keep both projects moving forward on their own time
schedules and independent of one another, since I FAS does not currently offer a suitable
solution for the Human Resources needs.
By upgrading to 7i, some issues currently existing with I FAS that were identified by the focus
groups interviewed will be addressed including:
• User friendly screens
• The availability of a dashboard to provide easier access to favorite reports and
short cuts
• Web-enabled technology consistent with other City software programs (i.e. the use
mouse, click and drag, etc.)
• Expanded data fields
• Enhanced security
• Online procedures
• Enhanced search capabilities
• Expanded purchase order workflow features
In addition, the City will now have the financial information system on a platform that is capable
of accepting future enhancements to the system. These enhancements may include:
• Electronic accounts payable payments
• Web-based timecards
• Imaging of documents (i.e. invoices, support documents, etc.)
• Employee online services
• Additional workflow opportunities
• Creation of Webforms to help streamline processes
• Potential usage of other 7i modules (e.g. grants management, contract management, bid
and quote management, and work order management)
Lastly, as with most software applications, at some point the City will be required to upgrade to
7i in order to continue to receive support from SunGard Bi-Tech. This requirement to stay
current with I FAS upgrades is also a requirement of the City's maintenance contract with
SunGard Bi-Tech. Although a date has not been determined at this time, SunGard Bi-Tech has
Page 3
stated they will not be providing support services for the current level of IFAS, at some point in
the future.
The implementation of IFAS 7i requires a full-time Project Manager (similar to the
implementation of IFAS) to oversee and administer the project due to the magnitude of the
upgrade, as well as to provide training services and the creation of new procedures. For project
management services, this will involve overseeing the details of the project, making sure that
the project stays on schedule, coordinating the installation and implementation of the software,
testing the software, facilitating meetings with staff and SunGard Bi-Tech, monitoring the project
status and keeping all participants informed. Since the 7i version of IFAS will have new
features, training will be required for central staff and end users within each department.
Existing procedures will also need to be updated. It is Staff's recommendation to enter into an
agreement with Steve Leckey, President of Leckey Consulting, Inc. to provide project
management, training, and procedures development services. Mr. Leckey has performed this
identical upgrade at the counties of San Mateo and Shasta.
In summary, staff is recommending the upgrade to 7i at this time due to:
Least costly alternative for meeting the City's ERP needs.
Least risky alternative.
Increased ease of use to end user (i.e. solves many of the issues identified by staff).
Foundation for future process improvements.
Stay current with the requirements of the SunGard Bi-Tech maintenance contract.
Alignment with the City's Strategic Technology Plan.
More efficient Information Technology support through the use of a thin client (i.e. a
browser based application).
FISCAL IMPACT:
To date, the City has spent approximately $89,250 on Phase 1 and 2(a) of the IFAS 7i Upgrade
Project, including the development of the IFAS 7i Upgrade Project Scope Statement and
Implementation Plan, developing a project management plan, and best practices review (BPR)
and network consulting services. With approval of these two contracts, the Council will be
authorizing staff to proceed with Phase 2(b), the cost of which is approximately $370,750, as
shown in the table on the following page:
3
Page 4
Phase 1
PROJECT COST SUMMARY
Develop scope statement and implementation plan
Phase 2(a)
Develop management plan, and conduct BPR and
network consulting
Phase 2(b)
7i software, training and implementation
Project management
Hardware
Contingency
Total Project Costs
PROJECT FUNDING SOURCES
Finance Department operating budget
General Fund non-department budget
Total Project Costs
Appropriated to date (Finance operating budget)
Additional appropriation needed
$10,000 (completed)
79,250 (in process)
126,412 (Bi-Tech addendum)
201,600 (Leckey contract)
14,500
28,238
$460,000
$200,000
260,000
$460,000
(200,000)
$260,000
The cost for the entire project, through Phase 2(b), will be $460,000. This agenda bill is
seeking approval of the Phase 2(b) contract with SunGard Bi-Tech ($126,412) and the Phase
2(b) contract with Leckey Consulting, Inc. ($201,600). Because only $200,000 has been
appropriated to date for the 7i project, staff is requesting that the Council approve a transfer of
$260,000 at this time from the General Fund Non-Departmental budget to the 7i project budget,
to cover the Leckey Consulting contract and a portion of the SunGard Bi-Tech contract.
ENVIRONMENTAL IMPACT:
Pursuant to Public Resources Code section 21065 and CEQA Guidelines section 15738, this
does not constitute a "project" within the meaning of CEQA and therefore, does not require an
environmental review.
PageS
EXHIBITS:
1. Resolution No. 2007-281 approving an addendum to the City's financial
information system maintenance agreement between the City of Carlsbad and SunGard
Bi-Tech LLC for the purchase of SunGard Bi-Tech's 7i Upgrade, Bank Reconciliation and
Documents Online software, related training, travel and professional services for
implementation and interfaces, and approving a contract with Leckey Consulting, Inc. for
project management services related to the upgrade of the City's financial information
system.
2. Addendum to the Software License Agreement between the City of Carlsbad and Sungard
Bi-Tech LLC.
3. Professional Services Agreement for Project Management Services with Leckey
Consulting, Inc.
Exhibit 1
1 RESOLUTION NO. 2007-281
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, APPROVING AN ADDENDUM
3 TO THE CITY'S FINANCIAL INFORMATION SYSTEM
4 MAINTENANCE AGREEMENT BETWEEN THE CITY OF
CARLSBAD AND SUNGARD BI-TECH LLC FOR THE
5 PURCHASE OF SUNGARD BI-TECH'S 71 UPGRADE,
BANK RECONCILIATION AND DOCUMENTS ONLINE
6 SOFTWARE, RELATED TRAINING, TRAVEL AND
PROFESSIONAL SERVICES FOR IMPLEMENTATION
7 AND INTERFACES, AND APPROVING A CONTRACT
WITH LECKEY CONSULTING, INC. FOR PROJECT
8 MANAGEMENT SERVICES RELATED TO THE UPGRADE
9 OF THE CITY'S FINANCIAL INFORMATION SYSTEM
10
WHEREAS, in April 1996, Council authorized the upgrade of the City's financial
11
information system by implementing Sungard Bi-Tech's I FAS system; and
12
WHEREAS, in August 2001, the Council authorized a maintenance agreement
-L 3
14 between the City of Carlsbad and Sungard Bi-Tech LLC for software maintenance and
^5 support of IFAS; and
16 WHEREAS, recently staff conducted a needs assessment and cost benefit
17 analysis, and determined that upgrading to IFAS 7i (Bi-Tech's web-based platform) can
18 address current issues identified during focus group interviews with City staff in the
19 most efficient manner; and
20 WHEREAS, by upgrading to IFAS 7i, the City will have their financial information
21
system at a platform that will be supported by Sungard Bi-Tech LLC in the future, and
22
will allow the City to implement future additional enhancements to their system; and
23
WHEREAS, IFAS 7i is consistent with the overall direction of the City's Strategic
25 Technology Plan; and
26
27
28
U>
Exhibit 1
1 WHEREAS, the implementation of IFAS 7i requires a full-time Project Manager to
2 oversee and administer the project due to the magnitude of the upgrade, as well as to
3 provide training services and the creation of new procedures.
4
WHEREAS, there is sufficient funding in the General Fund Non-Departmental
5
budget to fund the addendum to the maintenance agreement with Sungard Bi-Tech LLC
6
and a professional services agreement with Leckey Consulting, Inc.
7
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of8
9 Carlsbad, California, as follows:
10 1. That the above recitations are true and correct.
11 2. That the Mayor of the City of Carlsbad is authorized to sign the addendum
12 to the maintenance agreement between the City of Carlsbad and Sungard Bi-Tech LLC
13 for the purchase of IFAS 7i and the related services as described in the addendum.
14
3. That the fees and compensation for said project management services
15
shall not exceed $126,412 and shall be as described in the addendum to the16
17 maintenance agreement between the City of Carlsbad and Sungard Bi-Tech LLC.
18 4. That the Mayor of the City of Carlsbad is authorized to sign a contract
19 between the City of Carlsbad and Leckey Consulting, Inc. for project management
20 services related to the City's 7i upgrade project as outlined in the contract.
21 5. That the fees and compensation for said project management services
22
shall not exceed $201,600 and shall be as described in the contract between the City of
23
Carlsbad and Leckey Consulting, Inc.
24
6. That the Finance Director is hereby authorized to transfer $260,000 from
26 the General Fund Non-Departmental budget to the City's 7i upgrade project budget.
27
28
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carlsbad on the 6th day of November, 2007, by the following vote to wit:
AYES: Council Members Lewis, Kulchin, Hall, Packard and Nygaard.
NOES: None.
ABSENT: None.
LORRAINfc M/WOOCy
/(SEAL) C7
Exhibit 2
ADDENDUM TO THE SOFTWARE LICENSE AGREEMENT
I. License
This Addendum to the Software License Agreement dated April 30, 1996, is by and between
SunGard Bi-Tech LLC, hereinafter referred to as SunGard, and City of Carlsbad, hereinafter
referred to as Customer, for a non-transferable, non-exclusive, limited scope, term license to use
SunGard's proprietary software module(s) known as IFAS 7i, Bank Reconciliation and Documents
Online.
The Customer is hereby granted the right to use the module(s) licensed herein, in conjunction
with SunGard's proprietary application software previously licensed from SunGard, collectively
referred to as Software. Customer's Software use is limited by the number of Concurrent Users
named in the original Software License and Support Agreement ("Agreement"), as it may have
been amended, between SunGard and Customer. If Customer's Agreement does not limit the
number of Concurrent Users, then this Addendum limits the number of Concurrent Users on all
SunGard Software at 48 Concurrent Users.
The term of the license granted by this Addendum shall continue in perpetuity, however;
SunGard's obligation with respect to warranties and indemnities shall cease to apply if Annual
Support is terminated. SunGard shall have no liability with respect to Customer's use of the
Software or services after Annual Support is terminated. Customer agrees that the Terms and
Conditions stated in the original Agreement are applicable to the Software licensed in this
Addendum. If any terms of this Addendum conflict with terms of the original Agreement, the
terms herein shall take precedence. No title to or ownership of the Software or any of its parts
is hereby transferred to the Customer and the Customer's right to use the Software shall at all
times be subject to the restrictions set forth in the above mentioned Agreement and this
Addendum. The license granted hereby does not include licensing for any third party product
unless expressly stated herein.
10/10/2007 CONFIDENTIAL
°t
Exhibit 2
II. License Fee, Annual Support, Installation and Professional Services:
The service charge(s) are as follows:
IFAS Products & Services License First Year
Support Hours Professional
Services Total Price
Finance
Bank Reconciliation (Conversion from Check Management)
- Consulting
- Data Conversion
- Special Tasks
--
18
20
16
2,700
3,700
2,960
-
2,700
3,700
2,960
Tools and Productivity Software
Documents Online
- Consulting
- Training
IFAS 7i
- Training
Setup for Workflow
- Consulting
- Training
- Technical Consulting
12,400
30,960
2,232
5,573
9
18
70
66
31
20
1,350
2,700
10,500
9,900
4,650
3,700
14,632
1,350
2,700
36,533
10,500
-
9,900
4,650
3,700
IFAS Project Professional Services
IFAS 7i Dashboard Training
IFAS 7.9 Security Set-Up Assistance
Remote Project Management (To Be Billed Hourly @ $150/hour)
8
24
40
1,200
3,600
6,000
1,200
3,600
6,000
Ancillary Hardware Components
Stage and Integrate Client Provided 7i Server Farm
- Server Farm Staging and Integration on-site
Estimated SunGard Travel
Sub-Total
Tax on Software and Support
Grand Total
-
$43,360
$3,252
$46,612
-
$7,805
$585
$8,390
48
388 hrs
7,200
11,250
$71,410
$71,410
-
7,200
11,250
$122,575
$3,837
$126,412
If services beyond those included above are needed, they shall be offered at SunGard's then
current service rates. Any associated Travel, Meals, and Lodging will be billed as incurred.
Customer shall have the option of purchasing Annual Software Support. Annual Software
Support is eighteen (18) percent of the undiscounted License Fee. The first year's Support is
due upon execution and subsequent renewals will be prorated to run concurrently with the
existing support schedule. The annual Software Support period commences upon execution.
Annual Support in future years shall be increased annually by the change in the Consumer
Price Index (CPI) from the previous year, plus 2%.
Whenever any services are provided by SunGard at a Customer location or any other location
requested by Customer other than one of SunGard's locations, Customer shall reimburse
SunGard for reasonable travel (including travel from origination points other than SunGard's
headquarters location), lodging, meal and related expenses incurred by SunGard personnel in
providing such services. Airfares shall be coach or economy. Meal reimbursement for
consulting or training or travel days will be at the per diem rate for Customer's area as set by
the IRS. Ground transportation may include rental cars (intermediate or economy), bus,
taxi/shuttle (including tips) and/or personal car mileage (at current IRS rate). Lodging
arrangements will be made with safety, cost, proximity to Customer, and reputation of the
facility in mind. Items of a personal nature will not be charged to Customer.
Customer will be provided with a copy of the Traveler's expense report; however copies of
receipts will not be provided without an additional charge.
10/10/2007 CONFIDENTIAL
|0
Exhibit 2
Customer shall also reimburse SunGard for freight costs (including in-transit insurance, if
necessary) associated with the delivery of Software, hardware and/or third party software.
Note: Customer intends to initially implement the 7.7.2 version of I FAS 7i. The upgrade from
7.7.2 to 7.9 will be subsequently installed and the upgrade will be performed as covered within
the Customer's ongoing Annual Support Agreement.
III. Payment
Due upon execution of Addendum:
License Fees
1 st Year Support
Sales Tax
$43,360
7,805
3,837
Total Due $55,002
If applicable, 1PO% of the sales/use tax is due on the taxable amou
To Be Billed As Incurred:
Professional Services $60,160
Estimated Travel Expenses 11,250
$71,410
Total of all
payments:
Addendum a
r/ //Wfa w_
BY:
PRINT NAME:\aron Johnson PRINT NAME:
PRINT TITLE:President PRINT TITLE: Mayor or City Manager
PRINT TITLE: Controller
DATE:
PRINT TITLE: City Clerk
DATE:
$126,412
ition.
Z PRINT TITLE: City Attorney
10/10/2007 CONFIDENTIAL
I)
Exhibit 3
AGREEMENT FOR PROJECT MANAGEMENT SERVICES
LECKEY CONSULTING, INC.
c/~THIS AGREEMENT is made and entered into as of the o _ day of
. 2007, by and between the CITY OF CARLSBAD, a municipal
corporation, ("City"), and Leckey Consulting, Inc., a corporation, ("Contractor").
RECITALS
A. City requires the professional services of a project manager that is
experienced in system upgrades and implementations.
B. Contractor has the necessary experience in providing professional
services and advice related to system upgrades and implementations.
C. Selection of Contractor is expected to achieve the desired results in an
expedited fashion.
D. Contractor has submitted a proposal to City and has affirmed its
willingness and ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, that portion of the
services (the "Services") that are identified in Phase 2 Scope of Services attached as
Exhibit "A", which is incorporated by this reference in accordance with this Agreement's
terms and conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional
care and skill customarily exercised by reputable members of Contractor's profession
practicing in the Metropolitan Southern California Area, and will use reasonable
diligence and best judgment while exercising its professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of one year from the date first
above written.
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The total fee payable for the Services outlined in the Scope of Services described in
Section 1 (Phase 2) will not exceed two hundred and one thousand, six hundred dollars
($201,600.00). Consulting fees shall be paid on an hourly basis per the hourly rate
schedule, and travel expenses shall be paid on a daily basis, as outlined in Exhibit "B",
with the Not-to-Exceed Contract Amount for Phase 2 set at $201,600 to include both
City Attorney Approved Version #11.28.06
Exhibit 3
consulting and travel costs. Incremental payments, if applicable, should be made as
outlined in attached Exhibit "B". No other compensation for the Services will be allowed
except for items covered by subsequent amendments to this Agreement. The City
reserves the right to withhold a ten percent (10%) retention until City has accepted the
work and/or Services specified in Exhibit "A".
6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent
contractor and in pursuit of Contractor's independent calling, and not as an employee of
City. Contractor will be under control of City only as to the result to be accomplished,
but will consult with City as necessary. The persons used by Contractor to provide
services under this Agreement will not be considered employees of City for any
purposes.
The payment made to Contractor pursuant to the Agreement will be the full and
complete compensation to which Contractor is entitled. City will not make any federal or
state tax withholdings on behalf of Contractor or its agents, employees or
subcontractors. City will not be required to pay any workers' compensation insurance or
unemployment contributions on behalf of Contractor or its employees or subcontractors.
Contractor agrees to indemnify City within thirty (30) days for any tax, retirement
contribution, social security, overtime payment, unemployment payment or workers'
compensation payment which City may be required to make on behalf of Contractor or
any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City's election, City may deduct the indemnification amount from any
balance owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval
of City. If Contractor subcontracts any of the Services, Contractor will be fully
responsible to City for the acts and omissions of Contractor's subcontractor and of the
persons either directly or indirectly employed by the subcontractor, as Contractor is for
the acts and omissions of persons directly employed by Contractor. Nothing contained
in this Agreement will create any contractual relationship between any subcontractor of
Contractor and City. Contractor will be responsible for payment of subcontractors.
Contractor will bind every subcontractor and every subcontractor of a subcontractor by
the terms of this Agreement applicable to Contractor's work unless specifically noted to
the contrary in the subcontract and approved in writing by City.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials,
employees and volunteers from and against all claims, damages, losses and expenses
including attorneys fees arising out of the performance of the work described herein
caused by any negligence, recklessness, or willful misconduct of the Contractor, any
City Attorney Approved Version #11.28.06
J3
Exhibit 3
subcontractor, anyone directly or indirectly employed by any of them or anyone for
whose acts any of them may be liable.
The parties expressly agree that any payment, attorney's fee, costs or expense City
incurs or makes to or on behalf of an injured employee under the City's self-
administered workers' compensation is included as a loss, expense or cost for the
purposes of this section, and that this section will survive the expiration or early
termination of this Agreement.
10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims for injuries to persons or damage to property
which may arise out of or in connection with performance of the services by Contractor
or Contractor's agents, representatives, employees or subcontractors. The insurance
will be obtained from an insurance carrier admitted and authorized to do business in the
State of California. The insurance carrier is required to have a current Best's Key Rating
of not less than "A-:V".
10.1 Coverages and Limits.
Contractor will maintain the types of coverages and minimum limits indicated below,
unless City Attorney or City Manager approves a lower amount. These minimum
amounts of coverage will not constitute any limitations or cap on Contractor's
indemnification obligations under this Agreement. City, its officers, agents and
employees make no representation that the limits of the insurance specified to be
carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If
Contractor believes that any required insurance coverage is inadequate, Contractor will
obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense.
10.1.1 Commercial General Liability Insurance. $1.000.000 combined
single-limit per occurrence for bodily injury, personal injury and property damage. If the
submitted policies contain aggregate limits, general aggregate limits will apply
separately to the work under this Agreement or the general aggregate will be twice the
required per occurrence limit.
10.1.2 Automobile Liability (if the use of an automobile is involved for
Contractor's work for City). $1,000,000 combined single-limit per accident for bodily
injury and property damage.
10.1.3 Workers' Compensation and Employer's Liability. Workers'
Compensation limits as required by the California Labor Code and Employer's Liability
limits of $1,000,000 per accident for bodily injury. Workers' Compensation and
Employer's Liability insurance will not be required if Contractor has no employees and
provides, to City's satisfaction, a declaration stating this.
City Attorney Approved Version #11.28.06
Exhibit 3
10.1.4 Professional Liability. Errors and omissions liability appropriate to
Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must
be maintained for a period of five years following the date of completion of the work.
10.2. Additional Provisions. Contractor will ensure that the policies of insurance
required under this Agreement contain, or are endorsed to contain, the following
provisions:
10.2.1 The City will be named as an additional insured on General
Liability.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional
Liability, which will be written as claims-made coverage.
10.2.3 This insurance will be in force during the life of the Agreement and
any extensions of it and will not be canceled without thirty (30) days prior written notice
to City sent by certified mail pursuant to the Notice provisions of this Agreement.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution
of this Agreement, Contractor will furnish certificates of insurance and endorsements to
City.
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these
insurance coverages, then City will have the option to declare Contractor in breach, or
may purchase replacement insurance or pay the premiums that are due on existing
policies in order to maintain the required coverages. Contractor is responsible for any
payments made by City to obtain or maintain insurance and City may collect these
payments from Contractor or deduct the amount paid from any sums due Contractor
under this Agreement.
10.5 Submission of Insurance Policies. City reserves the right to require, at anytime,
complete and certified copies of any or all required insurance policies and
endorsements.
11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of
the Agreement, as may be amended from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred
under this Agreement. All records will be clearly identifiable. Contractor will allow a
representative of City during normal business hours to examine, audit, and make
transcripts or copies of records and any other documents created pursuant to this
Agreement. Contractor will allow inspection of all work, data, documents, proceedings,
and activities related to the Agreement for a period of three (3) years from the date of
final payment under this Agreement.
City Attorney Approved Version #11.28.06
Exhibit 3
13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors
pursuant to this Agreement is the property of City. In the event this Agreement is
terminated, all work product produced by Contractor or its agents, employees and
subcontractors pursuant to this Agreement will be delivered at once to City. Contractor
will have the right to make one (1) copy of the work product for Contractor's records.
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City
and Contractor relinquishes all claims to the copyrights in favor of City.
15. NOTICES
The name of the persons who are authorized to give written notices or to receive written
notice on behalf of City and on behalf of Contractor under this Agreement.
For City:
Name: Kevin Branca
Title: Assistant Finance Director
Department: Finance
City of Carlsbad
Address: 1635 Faraday Avenue
Carlsbad, CA 92008
Phone No.: (760)602-2418
For Contractor:
Name: Steve Leckey
Leckey Consulting, Inc.
Title: President
Address: 4927 Runway Drive
Fair Oaks, CA 95628
Phone No.: (916) 802-9500
Each party will notify the other immediately of any changes of address that would
require any notice or delivery to be directed to another address.
16. CONFLICT OF INTEREST
City will evaluate Contractor's duties pursuant to this Agreement to determine whether
disclosure under the Political Reform Act and City's Conflict of Interest Code is required
of Contractor or any of Contractor's employees, agents, or subcontractors. Should it be
determined that disclosure is required, Contractor or Contractor's affected employees,
agents, or subcontractors will complete and file with the City Clerk those schedules
specified by City and contained in the Statement of Economic Interests Form 700.
Contractor, for Contractor and on behalf of Contractor's agents, employees,
subcontractors and consultants warrants that by execution of this Agreement, that they
have no interest, present or contemplated, in the projects affected by this Agreement.
Contractor further warrants that neither Contractor, nor Contractor's agents, employees,
subcontractors and consultants have any ancillary real property, business interests or
City Attorney Approved Version #11.28.06
I (S
Exhibit 3
income that will be affected by this Agreement or, alternatively, that Contractor will file
with the City an affidavit disclosing this interest.
17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and
regulations which in any manner affect those employed by Contractor, or in any way
affect the performance of the Services by Contractor. Contractor will at all times observe
and comply with these laws, ordinances, and regulations and will be responsible for the
compliance of Contractor's services with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act
of 1986 and will comply with those requirements, including, but not limited to, verifying
the eligibility for employment of all agents, employees, subcontractors and consultants
that the services required by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations
prohibiting discrimination and harassment.
19. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following
procedure will be used to resolve any questions of fact or interpretation not otherwise
settled by agreement between the parties. Representatives of Contractor or City will
reduce such questions, and their respective views, to writing. A copy of such
documented dispute will be forwarded to both parties involved along with recommended
methods of resolution, which would be of benefit to both parties. The representative
receiving the letter will reply to the letter along with a recommended method of
resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City
Manager. The City Manager will consider the facts and solutions recommended by each
party and may then opt to direct a solution to the problem. In such cases, the action of
the City Manager will be binding upon the parties involved, although nothing in this
procedure will prohibit the parties from seeking remedies available to them at law.
20. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services,
City may terminate this Agreement for nonperformance by notifying Contractor by
certified mail of the termination. If City decides to abandon or indefinitely postpone the
work or services contemplated by this Agreement, City may terminate this Agreement
upon written notice to Contractor. Upon notification of termination, Contractor has five
(5) business days to deliver any documents owned by City and all work in progress to
City address contained in this Agreement. City will make a determination of fact based
upon the work product delivered to City and of the percentage of work that Contractor
has performed which is usable and of worth to City in having the Agreement completed.
Based upon that finding City will determine the final payment of the Agreement.
City Attorney Approved Version #11.28.06
Exhibit 3
Either party upon tendering thirty (30) days written notice to the other party may
terminate this Agreement. In this event and upon request of City, Contractor will
assemble the work product and put it in order for proper filing and closing and deliver it
to City. Contractor will be paid for work performed to the termination date; however, the
total will not exceed the lump sum fee payable under this Agreement. City will make the
final determination as to the portions of tasks completed and the compensation to be
made.
21. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or
person, other than a bona fide employee working for Contractor, to solicit or secure this
Agreement, and that Contractor has not paid or agreed to pay any company or person,
other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift,
or any other consideration contingent upon, or resulting from, the award or making of
this Agreement. For breach or violation of this warranty, City will have the right to annul
this Agreement without liability, or, in its discretion, to deduct from the Agreement price
or consideration, or otherwise recover, the full amount of the fee, commission,
percentage, brokerage fees, gift, or contingent fee.
22. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to
City must be asserted as part of the Agreement process as set forth in this Agreement
and not in anticipation of litigation or in conjunction with litigation. Contractor
acknowledges that if a false claim is submitted to City, it may be considered fraud and
Contractor may be subject to criminal prosecution. Contractor acknowledges that
California Government Code sections 12650 et seq.. the False Claims Act applies to
this Agreement and, provides for civil penalties where a person knowingly submits a
false claim to a public entity. These provisions include false claims made with deliberate
ignorance of the false information or in reckless disregard of the truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is
entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges
that the filing of a false claim may subject Contractor to an administrative debarment
proceeding as the result of which Contractor may be prevented to act as a Contractor
on any public work or improvement for a period of up to five (5) years. Contractor
acknowledges debarment by another jurisdiction is grounds for City to terminate this
Agreement.
23. JURISDICTIONS AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of
enforcing a right or rights provided for by this Agreement will be tried in a court of
competent jurisdiction in the County of San Diego, State of California, and the parties
waive all provisions of law providing for a change of venue in these proceedings to any
other county.
City Attorney Approved Version #11.28.06
24. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and
Contractor and their respective successors. Neither this Agreement or any part of it nor
any monies due or to become due under it may be assigned by Contractor without the
prior consent of City, which shall not be unreasonably withheld.
25. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated
by it, along with the purchase order for this Agreement and its provisions, embody the
entire Agreement and understanding between the parties relating to the subject matter
of it. In case of conflict, the terms of the Agreement supersede the purchase order.
Neither this Agreement nor any of its provisions may be amended, modified, waived or
discharged except in a writing signed by both parties.
26. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf
of Contractor each represent and warrant that they have the legal power, right and
actual authority to bind Contractor to the terms and conditions of this Agreement.
CONTRACTOR
By:
(sign here)/'
(print name/title)-/ATTEST:
(print name/title)
J. /ecAeu 2) kc
LORRAIN
City Clerk
8
City Attorney Approved Version #11.28.06
Exhibit 3
If required by City, proper notarial acknowledgment of execution by contractor
must be attached. If a Corporation. Agreement must be signed by one corporate
officer from each of the following two groups.
'Group A. "Group B.
Chairman, Secretary,
President, or Assistant Secretary,
Vice-President CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or
assistant secretary under corporate seal empowering the officer(s) signing to bind the
corporation.
APPROVED AS TO FORM:
RONALD/
deputy City Attorney
Exhibit 3
Exhibit A
Phase 2 Scope of Services
a Project Management
• Provide day-to-day project management.
• Provide hands-on assistance with detailed tasks as needed. For example,
provide assistance with overall business process review where new I FAS
7i functions have changed, business and functionality requirements,
application configuration, front-end workflow optimization for the
purchasing module and development and implementation of dashboard
functionality.
• Ensure that the City's responsibilities of the project are satisfactorily met.
• Review all major project deliverables, as set forth in Phase 3 - Build,
Phase 4 - Testing & Training, Phase 5 - Go-Live Phase, and Phase 6 -
Post Implementation Support Phase.
(Remainder of Page Intentionally Left Blank)
Exhibit 3
Phase 3: Build
Project Deliverable Leckey Consulting
Responsibility SunGard Responsibility City Responsibility
1. Module Configuration & Build** -
This will consist of configuration
changes (where applicable) for existing
modules, including building any new
coded tables. Additionally it will
include unit testing of the module and
the standard classic and CDD reports
identified in the Reports Gap Analysis.
Manage the process.
Review and recommend
approval of deliverable.
Implement DSD
configuration changes
with assistance from the
SMEs.
Unit test the IF AS 7.7
modules after SunGard
implements the
configuration changes.
Unit test useable standard
classic and CDD reports
identified in the Reports
Gap Analysis.
Review and approve
deliverable.
2. PO Workflow Model** - This will
consist of a functioning PO Workflow
model based on the City requirements.
Manage the process.
Facilitate ad hoc work
sessions with SunGard
consultants and IT &
Purchasing SME to address
development issues or
interpretations of the DSD.
Schedule PO Workflow
Focus Group to present a
working model.
Facilitate PO Workflow
Focus Group session to
review the working model.
Review and recommend
Develop PO Workflow
model onsite based on the
DSD.
Demo the PO Workflow
model to the Focus Group.
Update the PO Workflow
model based on feedback
from the Focus Group.
SMEs and core team
members attend ad hoc
work sessions with
SunGard.
Unit test the PO Workflow
model.
PO Workflow Focus
Group attends demo of the
working model.
Review and approve
deliverable.
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
approval of deliverable.
3. PO Workflow Approval Hierarchy**
- This will consist of building all of the
necessary workflow role and security
tables from the operating departments.
Manage the process.
Facilitate work shops with
departments on explaining
the new PO workflow
model and how to complete
the templates.
Review and recommend
approval of deliverable.
Educate City on which
tables need built in
Workflow and NUUPUS.
Create template for
gathering workflow role
and security information
from departments.
Hold work shops with
departments to explain the
new PO workflow model
and how to complete the
data gathering templates.
Using the templates
completed by the
departments, build the
workflow role and
security tables.
Review and approve
deliverable.
4. Dashboard Build - This will include
the creation of the Dashboard (i.e.,
homepage, public tabs, portlets, etc.).
Manage the process.
Review and recommend
approval of deliverable.
None.Develop the Dashboard.
5. New Custom CDD Reports**Manage the process.
Review and recommend
approval of deliverable.
Based on availability of
City resources, SunGard
may need to augment
CDD development efforts.
Develop CDD reports
based on the DSD.
Unit test reports.
Review and approve
deliverable.
6. New Batch Interfaces. This includes
the following three CK interfaces that
• Manage the process.
• Review and recommend
Develop the interfaces.Unit test the interfaces.
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
need re-written for the BK module:
• Cancelled Checks
• AP Positive Pay
• Payroll Positive Pay
approval of deliverable.
7. CK to BK Conversion Manage the process.
Review and recommend
approval of deliverable.
Develop conversion and
make any necessary
configuration changes in
the BK module.
Unit test the conversion.
Review and approve
deliverable.
System Test Plan** - This will consist
of testing scenarios based on realistic
events at the City. It will be used for
both integration testing (completed by
the SMEs), and a subset of the test
scenarios will be employed for User
Acceptance Testing (UAT).
Manage the process.
Develop a rough draft of
the Test Plan.
For payroll only,
incorporate parallel testing
into the Test Plan.
Schedule UAT with testers.
Review and recommend
approval of deliverable.
None.SMEs will expand upon
the draft Test Plan and
finalize it.
Identify users other than
the SMEs for conducting
UAT.
Review and approve
deliverable.
9. Training Plan** - This should include
the detailed training approach, course
descriptions, number of classes,
instructors, registration process and
time/dates of each class.
Manage the process.
Develop Training Plan.
Execute the training
registration process for the
key Finance users and the
users at the operating
department level.
Review and recommend
approval of deliverable.
None.Book the City's training
facility for the date/times
identified in the Training
Plan.
Review and approve
deliverable.
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
10. Training Materials**Manage the process.
Develop Training
Materials.
Review and recommend
approval of deliverable.
None.Participation by SMEs in
developing the appropriate
level of content for the
training materials.
Review and approve
deliverable.
11. User Guides** - This will include
either an update to the City's existing
User Guides or new ones where none
exist. They will then be converted to
PDF files and added to the online feature
of each 7i module.
Manage the process.
Update the City's existing
User Procedures with
changes in IF AS 7.7
modules, or create new
procedures where none
exist.
Review and recommend
approval of deliverable.
None.SME participate in
business process walk-
throughs with Leckey
Consulting to ensure he
understands the details of
the future process.
Review and approve
deliverable.
Phase 4: Testing & Training
Project Deliverable Leckey Consulting
Responsibility SunGard Responsibility City Responsibility
12. Cutover Plan - Compile a detailed
list of cutover activities to be
performed in the last 2-3 weeks
before the Go-Live date.
Manage the process.
Prepare draft Cutover Plan.
Review and recommend
approval of deliverable.
Review Cutover Plan.Provide technical cutover
tasks.
Review and approve
deliverable.
13. Performance Testing - This is
testing designed to ensure that the
network and servers are adequate to
produce reasonable response times.
Manage the process.
Review and recommend
approval of deliverable.
None.IT to determine best method
for conducted performance
testing.
IT to conduct performance
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
tests and document results.
Make refinements as
necessary to the network
and servers to achieve
reasonable response times.
14. Integration Testing** - This is
testing completed by the SMEs,
including performance testing.
Manage the process.
Review and recommend
approval of deliverable.
Assist with resolving
issues resulting from
testing not readily fixed
by City personnel.
SMEs to conduct integration
testing & document results.
SMEs to run parallel testing
for payroll & document
results.
IT to conduct performance
testing to ensure that
response times are
reasonable, and to document
results.
Fix problems with IF AS 7.7
resulting from testing and/or
coordinate with SunGard to
help solve the problem.
Once defects are fixed,
retest the effected area,
including rerunning payroll
parallel testing.
Review and approve
deliverable.
15. User Acceptance Testing** - This is
the final testing of the system and will
be completed by users outside of the
Manage the process.
Train users on U AT
methodology.
Assist with resolving
issues resulting from
testing not readily fixed
Conduct UAT and
document testing results.
Once defects are fixed,
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
core team.Review and recommend
approval of deliverable.
by City personnel.retest the effected area,
including rerunning payroll
parallel testing.
Review and approve
deliverable.
16. End User Training (core users) ** -
This will involve delivering training
to the key users of Finance (about 20
users) for all significant differences in
the 7.7 version of IF AS.
Manage the process.
Make copies of agreed upon
training materials for each
class.
Conduct training.
Review and recommend
approval of deliverable.
None.Attend training supplied by
Leckey Consulting.
Review and approve
deliverable.
17. User Support Structure** - In order
to ensure a smooth transition for users
to the new IF AS 7.7 system, the core
team will develop three methods for
supporting the users:
- User Labs
- SunGard Consulting
Note: The above support activities are
intended to be short-term in nature and
last about one month after the go-live
date.
Manage the process.
Develop details of the various
support methods.
Prior to the Go-Live date,
publish via email to
departments the support
methods, schedule, dates, etc.
Review and recommend
approval of deliverable.
Provide post go-live
consulting assistance as
requested by the City.
Assign resources.
Execute support methods.
Review and approve
deliverable.
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
Phase 5: Go-Live Phase
Project Deliverable Leckey Consulting
Responsibility SunGard Responsibility City Responsibility
Execute Cutover Plan** - This involves
all of the various technical steps
necessary to ready the new system for
production. It typically is done the last 2-
3 weeks before the Go-Live date (with
some tasks completed over the weekend
to avoid disrupting normal operations).
Manage the process.
Review and recommend
approval of deliverable.
Complete the HFS for
production, including the
data roll (i.e., CK to BK,
changes in IF AS 7.7
configuration, the new PO
Workflow model, new
CDD reports, etc.).
As needed, assist City
with other Cutover
activities where issues are
encountered.
Execute components of
the Cutover Plan not
completed by SunGard.
Review and approve
deliverable.
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
Phase 6: Post Implementation Support Phase
Project Deliverable Leckey Consulting
Responsibility SunGard Responsibility City Responsibility
18. Post Implementation Review - This
will include a review of the IF AS 7.7
implementation results. The goal will
be to determine what improvements
need to be made in the short and long-
term, and also to document lessons
learned for use in the next project.
Manage the process.
Identify departments to
interview.
Conduct department
interviews and other analysis.
Summarize the results and
prepare recommendations.
Review and recommend
approval of deliverable.
None.Participate in the post
implementation review.
Review and approve
deliverable.
This deliverable will require significant involvement by SMEs and/or Focus Group members.
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
• Monitor the project plan and schedule and make course corrections as
necessary.
• Manage issues and ensure that resolutions are finalized in a timely
manner.
• Enforce project scope from start to finish.
• Ensure change management, training and communication are effective
(and adjusted accordingly if goals are not met).
• Proactively manage risk.
• Review and provide comments regarding project team staffing changes.
• Foster a learning environment.
• Re-direct resources as capabilities and/or needs change.
• Track and communicate project budget/costs.
• Identify data integration requirements to support required functionality with
other systems.
• Report and present biweekly status reports to the project stakeholders.
• Provide a post implementation review.
a Contract Management
• Ensure that Bi-Tech's responsibilities (and other vendors/contractors) of
the project are satisfactorily met by the City.
• Act as a liaison between the project team and Bi-Tech from the beginning
of project through project completion; coordinate problem identification
and resolution activities.
• Review all major deliverables produced by Bi-Tech (and other
vendors/contractors).
• Review and approve all Bi-Tech invoices (and other vendors/contractors).
• Review and approve Bi-Tech staffing changes.
• Manage proposed scope changes.
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
For end user procedures and training, scope will include training for the key users of the
City (approximately 20 people). The City will be responsible for delivering the training to
the remaining users of the City. Contractor and City roles for development and training
delivery include:
a A City subject matter expert (SME) will exist for each I FAS 7i module and will be
able to contribute his or her time to work with Contractor in creating the
procedures and training materials to avoid significant gaps in knowledge. It is
acceptable for there to be more than one SME for multiple modules in certain
areas. Although Contractor can actually create the procedures and training
material documentation, Contractor may need the SME to assist Contractor as
necessary in developing the final deliverables.
Q Procedures documentation is confined to step-by-step instructions for using IFAS
7i screens and not integrated operational procedures or policies.
a Procedures and training will be limited to end user transaction creation only
(except for basic end user navigation training) and not for centrally ran batch
processes, workflow administration, year-end close processes, running of payroll,
system administration and the like. Specifically, it will include the following areas:
• IFAS 7i Navigation (including the Dashboard)
• Journal Entries
• Direct Budget Update Entry
• Budget Adjustment Entry
• Invoice Entry
• Accounts Receivable Billing Entry
• Requisition Entry (including Workflow approvals)
• Cash Receipt Entry
• Fixed Asset Entry
• Timecard Entry
• Employee Creation Entry
• BK Check Status Changes
• Running CDD Reports
User procedures will be created using MS Word with traditional screen prints and
step-by-step instructions for using an IFAS 7i screen. In addition to being used in
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
training classes, they will also be converted to PDF files and be used to replace
the I FAS 7i online generic procedures (wherever an online help facility is
offered).
Training materials will be a combination of the user procedures (see above), a basic
PowerPoint presentation of the changes in the module and a few exercises to reinforce
learning.
D Work Plan as set forth in the City of Carlsbad - 7i Upgrade Project.
(Remainder of Page Intentionally Left Blank)
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
City of Carlsbad - 7i Upgrade Project
Exhibit 3
Project Start Date: Mon 1/11/08
Project Finish Date: Mon 6/30/08
Work Plan
ID Task Name
1 |7i Upgrade Project
2 [End of Phase 1
3 'Build Phase
4 Dummy Task for Phase Estimation
5 Project Management Track
6 Phase Planning
7 ^Identify Materials/Decisions Required
jfor Planning
Duration
122 days
Start ; Finish Predecessors
Frn/ll/08'iMon 6730/08 f
50 days Mon 1/14/08
Lead Person
i
jLeckey
Fri 3/21/08.
1 day'Mon 1/14/08 Mon 1/14/08
1 day Mon 1/14/08 ]Mon 1/14/08
8 (Update Build Phase Workplan w/
(Detailed Tasks and Dates
1 day,Mon 1/14/08 Mon 1/14/08
1 day iMon 1/14/08 jMon 1/14/08
(Review with Sponsor, Project Owner
land Core Team9
10 [Refine Project Schedule as needed
11
1 day |Mon 1/14/08 Mon 1/14/08
1 day |Mon 1/14/08 Mon 1/14/08
12__
Approval by Sponsor to Start Phase (via
|eMail)
I Ongoing PM Activities
1 day
1 day
Mon 1/14/08 Mon 1/14/08
Mon 1/14/08 Mon 1/14/08
Execute Communication Plan 1 day IMon 1/14/08 |Monl/14/08
Leckey
Leckey
jLeckey
JLeckey
r
jlrvine
i
1 Leckey
-[————iStatus \
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
Maintain Project Work Plan
(Maintain Issue Log
14_
j 16 [Maintain Risk Mgmt Plan
1 day (Men 1/14/08 JMon 1/14/08 \
1/14/08
117 Hold Weekly Team Meetings/Status
Report
| 18 jPrepare Monthly Project Financials
\ 19 (Monthly ITGC Meetings/Status Report
Maintain Project Library
22
Phase Close-Out
Verify Phase Objectives Being Met
Update Project Schedule as Needed
Release Staff as Appropriate
(23
r
j 25 [Review/Assess Scope
(26
\ 27 (Technical Track
J28
Approval by Sponsor to Complete Phase
(via eMail)
li
'Determine Data that Can be Ported from
1 day pVIon 1/14/08 Mon
day Mon4/08Nfon
day Monl4/08 Mon
129
!30
Dev to Prod
Send eMail to Depts for Minimum IF AS
7i PC Requirements
[Copy PDF Procedures Written by Team
Leads to Fl Location
>e
n
_._
a
1 day
Iday. .
1 day
"~™""™ """"""" ""—"""
1 day
1 day
Iday
Mon 1/14/08
Mon 1/14/08
Mon 1/14/08
Mon 1/14/08
Mon 1/14/08
Mon 1/14/08
Mon 1/14/08
Mon 1/14/08
Mon 1/14/08
Mon 1/14/08
Mon 1/14/08
Mon 1/14/08
133
Reports Gap Analysis
Create a Reports Inventory (CDD, IQ,
classic, ad hoc, and use-files)
1 day |Mon 1/14/08 |Mon 1/14/08^~T —j—— —
1 day IMon 1/14/08 Mon 1/14/08 Branca,Colette,Porter
Go EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
34
| 35
\36|_
r38~
[Determine Gaps by Comparing
(Inventory to 7.7 Reports
(Create List of Custom CDD Reports
[Needed
{Module Configuration & Build
General Ledger & Job Ledger
Update configuration based on DSD
1 day Mon 1/14/08 iMon 1/14/08
1 day|Mon 1/14/08 Mon 1/14/08i i
TdayJMon T/14/b¥|Monl7i4/08
1 day JMon
1 day [Mon
Branca, Colette,Porter
Branca,Colette,Porter
l/14/08|Monl/14/08.. _____
40
41
[43
|44
145
i46
j
[47j__
__
iso
|Build other coded field values (if any)
[Update DSD with any configuration
(changes
(Unit test module and reports per the
[Reports Gap Analysis
[SunGard,SMEs
~|SMEs~~
|Purchasing/EN
[Update configuration based on DSD
iBuild coded field values (if any)
[Update DSD with configuration changes
|(if any)
jUnit test module and reports per the
[Reports Gap Analysis
(Accounts Payable
(Update configuration based on DSD
[Build coded field values (if any)
{Update DSD with configuration changes
|(if any)
lUnit test module and reports per the
Reports Gap Analysis) 51
I 52 (Person Entity
1/14/08 Mon 1/14/081 day|Mon
i
1 day Mon Mon 1/14/08
Mon 1/14/08
1 day [Mon
1 day IMon
Mon 1/14/08
SMEs,SunGard
SMEs
Mon 1/14/08
1 day JMon...:Mon 1/14/08
Mon 1/14/08
Mon 1/14/08
1/14/08 Mon 1/14/08
1/14/08 Mon 1/14/08 SMEs,SunGard
1/14/08 Mon 1/14/08
Mon 1/14/08
Mon 1/14/081 day Mon
1 dayJMon 1/14/08 Mon 1/14/08
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
I 53 |Update configuration based on DSD
I 54 (Build coded field values (if any)
1 day [Mon~ 1/14/08 JMon 1/14/08
1 day |Mo^l7l4/08 Mon 1/14/081
__ [Update DSD with configuration changes Mon 1/14/08
56 Unit test module and reports per the
Reports Gap Analysis
1 57 IBank Reconciliation
I 58 [Update configuration based on DSD
| 59 Build coded field values (if any)
160
1 day |Mon 1/14/08
1 day =Mon 1/14/08 Mon 1/14/08
1 daylMon 1/14/08 Mon 1/14/08
1 day |Mon 1/14/08 [Mon 1/14/08 |SMEs,SunGard
SMEs
Update DSD with configuration changes
(if any)
Unit test module and reports per the
Reports Gap Analysis
(62
[63"
[64
| 65
I 66
67 |Cash Receipts
oT__
|6<T
Accounts Receivable
(Update configuration based on DSD
Build coded field values (if any)
Update DSD with configuration changes
(if any)
Unit test module and reports per the
Reports Gap Analysis
Update configuration based on DSD
[Build coded field values (if any)
70
71
Update DSD with configuration changes
Unit test module and reports per the
(Reports Gap Analysis
Monl4/o
1 day Mon 1/14/08
1 day JMon 1/14/08
1 dayjMon 1/14/08 Mon 1/14/08
SMEs,SunGard
SMEs1 day Mon 1/14/08 Mon 1/14/08
1 day Mon 1/14/08 Mon 1/14/08
1 day Mon 1/14/08
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
I 72 (Fixed Assets 1 day (Mon 1/14/08 |Mon 1/14/081
74
75
I 76
PTT"
[Update configuration based on DSD
Build coded field values (if any)
Update DSD with configuration changes
'(if any)
fUnit test module and reports per the
(Reports Gap Analysis
Budget Preparation
Update configuration based on DSD
80
Build coded field values (if any)
Update DSD with configuration changes
(if any)
181 Unit test module and reports per the
Reports Gap Analysis
Human Resources82
83 [Update configuration based on DSD
[sT
85
Build coded field values (if any)
Update DSD with configuration changes
(if any)
Unit test module and reports per the
Reports Gap AnalysisI 86
[87 (Payroll
(89
J90
•
(Update configuration based on DSD
Build coded field values (if any)
[Update DSD with configuration changes
I(if any) ^ ^^ ^
[Unit test module and reports per the
1 day IMon 1/14/08 Mon 1/14/08
1 day Mon 1/14/08 Mon 1/14/08
1 day Mon 1/14/08 Mon 1/14/08
1 day Mon 1/14/08 Mon 1/14/08
1 day Mon 1/14/08 Mon 1/14/081
day Mon 1/14/08 on/14/08
Mon 1/14/08 IMon 1/14/08
1 day JMon 1/14/08 Mon 1/14/08
1 day IMon 1/14/08 Mon 1/14/08
1 day JMon 1/14/08 iMon 1/14/08
day JMonl/14/08 1
1 day JMon 1/14/08 Mon 1/14/08
SMEs,SunGard
SMEs
SMEs,SunGard
SMEs
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
[Reports Gap Analysis.
1 92 (Review and Approve Deliverable
1 93 |PO Workflow Approval Hierarchy
| Q4 JCreate Security & WF approval
\ [hierarchy templates for work shops
i 95 (Complete work shops with depts
! Qfi (Meet with depts post work shop (as
| needed)
jReview WF templates completed by
idepts
rable
erarchy
val
shops
epts
lop (as
1 day Mon 1/14/08
1 day Mon 1/14/08
1 day Mon 1/14/08
1 day Mon 1/14/08
1 Hflv IVfnn 1/14/DS
;i
Mon 1/14/08 ffrvine
Mon 1/14/08
Mon 1/14/08
Mon 1/14/08
Mrm 1/14/08
"~" ~" '
Peterson
Leckey,Peter
T .pr.Vftv Pftfr
97,,1 day Mon 1/14/08 Mon 1/14/08
j 98 Finalize WF templates 1 dayTMon 1/14/08 [Mon 1/14/08
| 99 iBuild new WF structure in tables 1 day [Mon 1/14/08 (Mon 1/14/08
ilOO Unit Test PO WF Models (sample a few
depts)
[101 (Review and Approve Deliverable
1102 (System Test Plan
JCreate Rough Draft Test Plan (including
[workflow)
(Refine Rough Draft Test Plan (including
(workflow)
1 day (Mon 1/14/08 Mon 1/14/08
1 day ]Mon 1/14/08 Mon 1/14/08
1 day |Mon 1/14/08 [Mon 1/14/08
1 day Mon 1/14/08 IMon 1/14/08
1 day Mon 1/14/08 Mon 1/14/08
(105 Project Sponsor/Owner/IT Review of
Test Plan
[Update Draft Test Plan with Review
(Comments
SMEs
SMEs
SMEs,Peterson
SMEs
jlrvine
Leckey
SMEs
1 day JMon 1/14/08 Mon 1/14/08
1 day Mon 1/14/08 Mon 1/14/08
'i
M
Irvine,Branca,Peterson
1107 Review and Approve Deliverable
108 (Development Track
109 [CreateCDD Report Specs
1 day IMon 1/14/08 |Mon 1/14/08
1 day Mon 1/14/08 Mon 1/14/08
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
1CK to BK Conversion 1 day Mon 1/14/08 |Mon 1/14/08
111! (Run Conversion Program
Validate Conversion Results
114
115
116
117
f8
119
120
121
122
1 day |Mon 1/14/08 Monl4/08
Review and Approve Deliverable
,PO Workflow Model
,'ButtdPOMode
Unit test PO Model
Review and Approve Deliverable
Custom CDD Reports 1 day [Mon 1/14/08 [Mon 1/14/08
Build CDD reports
|Unit test each CDD report
Review and Approve Deliverable
(Standard Dashboard Template
(Agree to portlet design
124 [Build Homepage, Tabs and Portlets
(Unit test Dashboard
127__
129
|126 Review and Approve Deliverable
Batch Interface Programs
(Create Cancelled Checks Specs
Develop interface
1130 (Unit test interface
pT
|132|
1133 (Unit test interface
1134 (Create Payroll Positive Pay Specs
Create AP Positive Pay Specs
[Develop interface
1 day
1 day
Mon 1/14/08 Mon 1/14/08
Mon 1/14/08 Mon 1/14/08
Peterson
Peterson
Irvine
1 day |Mon 1/14/08
onl4/08
1 day Mon 1/14/08 jMon 1/14/08
1 day]_____ _ 1/14/Q8
Branca,Leckey,SMEs
Peterson
SMEs"
Irvine
1
T
1 day
Tday |Mon 1/14/08 JMon 1/14/08
day JMon 1/14/08 Mon 1/14/08
SunGard
Peterson
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
|136
p7
138
[Develop interface
Unit test interface
1 day )Mon 1/14/08 JMon 1/14/081
Review and Approve Deliverable
Training Track
(User Training Plan
(Develop User Training Plan (TP)
2
l43
[Core Team Review of TP
jPrpject Sponsor/Owner Review OF TP
(Update TP with Review Comments
(Present TP to ITGC for Feedback
jl46
1147
l48
I
J149
150
J152
(153
il54
1156
1157!__Accounts Receivable
(Cash Receipts
1 day Mon 1/14/08 |Mon 1/14/08_____
^ .___. |____
Mon 1/14/08
Leckey
Core Team
|Irvine,Branca
1 day Mon
1 day Mon
1/14/08 Mon
Leckey
(Leckey1 day [Mon
1 day Mon
1 day IMon
1/14/08 Mon
1/14/08 IMon
1/14/08 JMon 1/14/08!___
1 day |Mon
i
1 day [Mon
1 day IMon
1/14/08 Mon
1/14/08 Mon
1/14/08 Mon
1/14/08
l7l4/08 IMon
f 1 dayiMon 1/14/08 JMon 1/14/08
[Update TP with Feedback
P ~~.,,~.,,,,,,,,,,..,,,..,,,,,,,~,,.,.~,~,..... ™..™™ ... _m_™_.™~_.™,™™_~^.m~-~_
[Review and Approve Deliverable
[User Training Facility
(Determine Training Room Needs Based
Jon Training Plan
'Book Training Room for All Classes
[Training Materials & User Guides
[Dashboard
[General Ledger & Job Ledger
[Purchasing/EN
(Accounts Payable
[Person Entity
Bank Reconciliation
1 day JMon 1/14/08 JMon 1/14/08 [__ ______|__.___|
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
159
[160
161
I 1 day Mon
Human Resources
[Payroll
(Project Owner Review of Training
[Materials & User Guides1163
!164 Update Training Materials & User
(Guides with Review Comments
1165 [Review and Approve Deliverable
(166 [Testing & Training Phase
1167 |Dummy Task for Phase Estimation
1168 [Project Management Track
1169 (Phase Planning
|170
1171
(Identify Materials/Decisions Required
| for Planning
ppdate T&T Phase Workplan w/
'Detailed Tasks and Dates
(Review with Sponsor, Project Owner
land Core TeamJ172I
1173 jRefine Project Schedule as needed
Il74
Mon 1/14/081/14/08
1/14/08
1/14/08
i7i4/oi
Mon 1/14/08
Mon 1/14/081
|Monl7l4/08
Mon 1/14/08
1/14/08
1/14/08
Mon 1/14/08
Mon 1/14/08
40 days jMon 3/24/08
3/24/08
Fri 5/16/08 3
40 days JMon
1 day |Mon
Fri 5/16/08_____
MonT/24/08
Mon 3/24/08
Mon 3/24/08
1 day Mon 3/24/08
'Approval by Sponsor to Start Phase (via
jeMail)
{Ongoing PM Activities
(Execute Communication Plan
1 day JMon 3/24/08
Mon 3/24/08
Mon 3/24/08
Mon 3/24/08
1
[
1
I
LecKey
Leckey
Leckey
Irvine
[175_
1177 [Maintain Project Work Plan
1178 Maintain Issue Log
1 day [Mon 3/24/08 (Mon 3/24/08
1 day [Mon 3/247o¥[Mon 3/24/08
Tday|Mon 3/24/08 [Mon 3/24/08
Leckey
1 day iMon 3/24/08 jMon 3/24/08)
Leckey
JLeckey
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
|180
iTsT
[l82_
|_
!l86_
[188
J189
Maintain Risk Mgmt Plan
Hold Weekly Team Meetings/Status
Report
[Prepare Monthly Project Financials
[Monthly ITGC Meetings/Status Report
Maintain Project Library
1 day |Mon 3/24/08
1 day Mon 3/24/08
Mon 3/24/08
Mon 3/24/08
1 day [Mon 3/24/08 [Mon 3/24/08 [
1 day |Mon 3/24/08 Mon 3/24/08___|_____^___
Phase Close-Out
Verify Phase Objectives Being Met
[update Project Schedule as Needed
[Release Staff as Appropriate
1 dayjMon3/24/08 Mon3/24/08
1 day IMon
| 1 day |Mon 3/24/08 JMon 3/24/08
T TdaySfon"3^4/08
[Review/Assess Scope 1 day Mon 3/24/08
I Approval by Sponsor to Complete Phase
(via eMail)
Technical Track
Performance Testing
|192
\193
194
[195
J196
[197
fl98_
i200
Stress Test the UNIX and Web Servers
Stress Test the Network Bandwidth
Review and Approve Deliverable
Development Track
1 day |Mon 3/24/08 |Mon 3/24/08____.
___™
1 day [Mon 3/24/08 fMon 3/24/08
No T&T Tasks are Defined for the
Development Track (at this point)
Functional Track
Cutover Plan
Prepare Cutover Plan
1 day (Mon 3/24/08 Mon 3/24/08
1 day jMon 3/24/08. __^|____ ^____
.__ !_____„. ^^^,
Project Owner, Core Team and SunGard
Review Cutover Plan 1 day IMon 3/24/08 [Mon 3/24/08
Leckey,Peterson,SunGard
Branca, Core
Team, SunGard
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
201
!202_
|204
|205
(206
J208
Update Cutover Plan with Review
[Comments
[Review and Approve Deliverable
'i " ~~ r1 day |Mon 3/24/08 Mon 3/24/08
__„__._
Integration Testing
[Conduct Integration Testing Using the
JTest Plan
Document Testing Results
Communicate Failed Tests to SunGard
1 day |Mon 3/24/08 |Mon 3/24/08
1 day Mon 3/24/08 Mon 3/24/08
7 day Mon 3/24/08 JMon 3/24/08
7 day Monl/24708 JLeckey
Rerun Tests for Bug Fixes
(Project Owner and Core Team Review
[Testing Results
T"/24/08
/24/08
Mon 3/24/08
Mon 3/24/08
SM
JBra
'
|209 (Review and Approve Deliverable
|210
1 day
1 day |Mon 3/24/08 pon 3/24/08
User Acceptance Testing
(Train Users on UAT Methodology
|212
213~
Conduct UAT testing
JBranca,Core Team
llrvine
day Mon 3/24/GK Mon3/24/8
JLeckey
fuAT Testers
(Document Testing Results
(Communicate Failed Tests to SunGard
1 day |Mon 3/24/08 Mon 3/24/08 UAT Testers
[215 (Rerun Tests for Bug Fixes
U,,- (Project Owner and Core Team Review
1 [Testing Results
1217 Review and Approve Deliverable
j218 [Training Track
J219
1220
1 day Mon 3/24/08Mon3/24/08
7 day
User Support Structure (labs, swat
teams, etc.)
[Design User Support Structures and
[Timeframes
1 day IMon 3/24/08 Mon 3/24/08| j
^^^^^^!_. ^^-j
[Leckey
[UAT festers
Branca,Core Team
Irvine
1 day [Mon 3/24/08 Mon 3/24/08
1 day Mon 3/24/08 Mon 3/24/08
1 day IMon 3/24/08 Mon 3/24/08 Leckey
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
221
1
J222
J223"
|224
225
|Determine How to Staff Support
Structures 1 day [Mon 3/24/08 Mon 3/24/08M
Review and Approve Deliverable
End User Training
[Test 7i PC Connections in City's
[Training Room
1 day iMon 3/24/08 Mon 3/24/08** \ s
227
|228
1229
230
Register Users for Training
Create Training Data on System
Produce Copies of Training Material
Hand-Outs
(Conduct Training for Central Power
jUsers (20 total)
Conduct Train-the-Trainer Course for
New Instructors
Conduct Training Classes for Remaining
End Users
1 day Mon 3/24/08 Mon 3/24/08
1 day |Mon 3/24/08 Mon 3/24/08
Mon 3/24/08
(Conduct Makeup Training Classes
leview and Approve Deliverable
231 ISchedule Makeup Training Classes_
233]
234^Go-Live Phase
[235 jDummy Task for Phase Estimation_ | . ___
1 day IMon 3/24/08 Mon 3/24/08
1 day |Mon 3/24/08 Mon 3/24/08
1 day Mon 3/24/08
1 day Mon 3/24/08
T"day|Mon3/24/08
Mon 3/24/08
Mon 3/24/08
Mon 3/24/08
1 day JMon 3/24/08 (Mon 3/24/08 [
I 1 Haw fv/frtn 1/OA/nS (x/frxn ^/OA/OS f
11 days JMon 5/19/08
(Project Management Track
IPhase Planning
Mon 6/2/08 j
Mon5/197o8
1 day IMon 5/19/08 |Mon 5/19/08
I
|238
I
J239
(identify Materials/Decisions Required
jfor Planning
Update Go-Live Phase Workplan w/
Detailed Tasks and Dates
1 day [Mon 5/19/08 |Mon 5/19/08
1 day Mon 5/19/08 Mon 5/19/08 1
Branca
Irvine
(Peterson
Training Lead
Training Lead
Training Lead
Leckey
Leckey
SMEs
Training Lead
SMEs
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
12401Confirm Functional Consultants for
J241
J242
|_
1244
jCutover Support
Send eMail Communication to
Departments
Review with Sponsor, Project Owner
and Core Team
[Refine Project Schedule as needed
1 day [Mon 5/19/08 Mon 5/19/081 Leckey
1 day [Mon 5/19/08
1 day [Mon 5/19/08
Mon 5/19/08
Mon 5/19/08
Approval by Sponsor to Start Phase (via
eMail)
1 day |Mon 5/19/08 Mon 5/19/08
1 day iMon 5/19/08 Mon 5/19/08
Leckey
Irvine,Branca,Core Team
Leckey
Irvine
Ongoing PM Activities
Execute Communication Plan
(245
|246
J247 Maintain Project Work Plan
248
j249 (Maintain Risk Mgmt Plan
1 day JMon 5/19/08 |Mon 5/19/08
1250 (Hold Weekly Team Meetings/Status
(Report
Maintain Project Library
Phase Close-Out
[251 [Prepare Monthly Project Financials
[252 [Monthly ITGC Meetings/Status Reportl_
[2541
[255 (Verify Phase Objectives Being Met
j256 (Update Project Schedule as Needed
(257 (Release Staff as Appropriate
J258 (Review/Assess Scope
!259 Approval by Sponsor to Complete Phase
(via eMail)
Leckey
Leckey
Leckey
Mon 5/19/08
Mon5/T9/o
1 day [Mon 5/1 9/08
Mon 5/19/081
Mon 5/19/081 day Mon 5/1 9/08
1 day Mon 5/19/08 Mon 5/1 9/08_____
Mon5/19/08
1 day (Mon 5/19/08
Mon5/19o8
1 day |Mon 5/19/08 Leckey
Branca
Mon 5/19/08
1 day [Mon 5/19/08
Tday|Mon~57l9/08
1 day Mon 5/19/08
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
260 (Technical Track
lExecute Cutover Plan
1 day Mon 5/19/08 Mon 5/19/08
1 day Mon 5/19/08 [Mon 5/19/08
262
1263
[Validate Cutover Results (spot check)
|Go-No-Go Decision for IF AS 7i
Production
SMEs,Peterson__
(264
|265
J266
[267-__._
|269
|2?o
ST!,_
iMove IFAS 7i to Production for System
iGo-live
|eMail Departments that System is in
[Production
(Review and Approve Deliverable
Functional Track
Assist with Executing Cutover Plan
(Go-Live for IFAS 7i Financials
Post Implementation Support Phase
(Dummy Task for Phase Estimation
(Project Management Track
(Ongoing PM Activities
(Execute Communication Plan
(Maintain Project Work Plan
;274_
1276 (Maintain Issue Log
577'
5278
[Maintain Risk Mgmt Plan
Hold Weekly Team Meetings/Status
Report
Prepare Monthly Project Financials
(Monthly ITGC Meetings/Status Report
[279
[280
j281 [Maintain Project Library
1 day Mon 5/19/08 Mon 5/19/08
1 day IMon 5/19/08 Mon 5/19/08
1 day Mon 5/19/08 Mon 5/19/08
1 day jMon 5/19/08 Mon 5/19/08
Mon 5/19/08
1 day Mon 5/19/08 Mon 5/19/08
Mon5/19/081 day Mon 5/19/08
20 days | Tue 6/3/08 Mon 6/30/08 234
Mon 6/30/08
dayue6/08
Tue 6/3/08
Leckey
iLeckeyTue 6/3/08 Tue 6/3/08
Tue 6/3/081 Tue 6/3/08
Tue 6/3/08 Tue 6/3/08
Idayl Tue 6/3/08) Tue 6/3/08
1 day j Tue 6/3/08 | Tue 6/3/08)
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
282 Post Implementation Review
Interview Project Sponsor
(Interview Project Owner
Interview Core Team Members
|284
[285,
[286 'Identify Departments to Interview
[287 [Conduct Departmental Interviews
Investigate System and/or Policy Issues
(time permitting)
J289 [Recommend Improvements/Action Items
290
1 day
1 day
1 day
1 day
1 day
Tue 6/3/08_____
_____
Tue 6/3/08_____
1288
([Develop Post Implementation Review
[Report
291 [Core Team Review of Reportr—
[292
1 day)
1 day)
1 day |
1 day I
Tue 6/3/08
Tue 6/3/08
_____
Tue 6/3/08
"Tue6/37()8
Iday
Tue 6/3/08 |
~Tue6/3/08l
293__
_
296
297___.
|299
[300
)
(301
Project Sponsor/Owner Review of
Report
[Update Report with Review Comments
[Present Report to ITGC for Feedback
jUpdate Report with Feedback
[Review and Approve Deliverable
[Publish Results of Review to Users
(Functional Track
SunGard Onsite Consulting Support for
Module X
Iday | Tue 6/3/08 I
Tue 6/3/08
Tue 6/3/08
______
Tue 6/3/08
~Toe6/3m\
Tue 6/3/08
Tue 6/3/08_____Tue 6/3/08
[Leckey
|lrvine,Branca
Tue 6/3/08 Tue 6/3/08
| SunGard Onsite Consulting Support for
[Module Y
1 SunGard Onsite Consulting Support for
Module Z
1 day I
1 day
1 day|
708
708
708
708
»/08
Tue 6/3/08
Tue 6/3/08
Tue 6/3/08
Tue 6/3/08
Tue 6/3/08
Branca
SunGard
SunGard
SunGard
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
[302 [Training Track
|303 {Implement User Support Structures
1304)eMail Departments of User Support
[Options
1 day | Tue 6/3/08 ] Tue 6/3/08
305 Monitor Effectiveness of User Support
(Structures! '-
306 (Make Course Corrections as Necessary
1 day Tue 6/3/08 Tue 6/3/08!
tures
ort
1 day)
1 day I
Tue 6/3/08
Tue 6/3/08
lue 6/3/08
Tue 6/3/08 Leckey
|Branca,Peterson
Iday Tue 6/3/08 Tue 6/3/08 Branca,Peterson
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES (Continued)
The following terms are applicable:
a. Contractor will be full-time starting January 2008 through May 2008. Then half-
time for June 2008 which will be Contractor's last month on the project; unless
project is not completed and the City gives the Contractor a 60 day advanced
notice in writing that they intend to extend the Contractor's schedule. If the
project schedule is extended through no fault of the Contractor, the Contractor
and City will renegotiate the time schedule. Furthermore, the Contractor will be
compensated by the City for the schedule extension at the hourly rate and travel
per diem stipulated in the contract.
b. Chargeable time will not exceed 50 hours a week and billing will occur biweekly.
Onsite services will be rendered on a four-day work week schedule (normally 10-
hour days, Monday through Thursday), except when needed Contractor will be
present on Fridays.
c. Contractor will bill the City for weekly travel time exceeding four hours a week,
not-to-exceed three billable hours per week. Travel time begins when the
Contractor leaves Contractor's business office location (for trips to the City) or
the City (when Contractor is returning home). Travel time ends when the
contractor reaches the City (for trips to the City) or the contractor's business
office location (when Contractor is returning home)..
d. The go-live date for both IFAS 7i Financials and HR/Payroll will be at the
beginning of June 2008. It will not be a phased implementation.
e. The City will have a project sponsor for the IFAS 7i upgrade project who will
ensure that timely decisions are made, adequate City resources are assigned to
the project and that they produce quality work and other issues that might arise.
A subject matter expert (knowledgeable of the current version of IFAS) will be
assigned part-time to assist with each IFAS 7i module in scope of the project. In
general, the hourly commitment for each SME will be approximately 12 to 16
hours per person per month.
f. Contractor will update City's current End user IFAS procedures to reflect the
changes in IFAS 7i.
g. The current database server is sufficient to address IFAS 7i requirements.
Therefore, it will not be necessary to complete a database migration to a new
server. Only new web servers and the related IFAS 7i will need installed.
h. All project documents and deliverables will be stored electronically in the Project
Library maintained on the City's network and it will be the City's responsibility to
ensure that there are daily server backups during the working week.
Deliverables or documents will not be replicated in paper or bound form solely for
the purpose of having a paper copy maintained in the Project Library.
EXHIBIT A - PHASE 2 - SCOPE OF SERVICES
Exhibit 3
Exhibit B
Cost of Services
Hourly Rate: $160
Fixed Daily Amount for Travel: $250