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Home My WebLink AboutInfo Tech Research Group; 2023-04-06; Statement of Work – Info-Tech Research Group Inc. Page 1 of 4 STANDARD WORKSHOP A Standard Workshop is: • 1-Week Workshop to solve your most pressing problem. • 5-Days of effective effort by Info-Tech. • Expert facilitators help you complete a key initiative, work through critical project deliverables, and train your team. • Follows the rigorous methodology of our blueprints. Workshop Engagement: Resource Management Prepared for: City of Carlsbad Date: March 29, 2023 WORKSHOP ACTIVITIES AND OUTPUTS Phases: Assess the Resource Management Capability Develop the Resource Management Strategy Implement & Maintain the Strategy Duration* 1 day 1 day 1 day 1 day on site + 1 day off site * Activities across phases may overlap to ensure a timely completion of the engagement Projected Activities ▪ Review the PPM Current State Scorecard ▪ Evaluate RM current state ▪ Determine your level of resource management maturity ▪ Populate Info-Tech’s Project Portfolio Management Workbook ▪ Determine potential capacity ▪ Conduct a SWOT analysis ▪ Define target state and goals of the audit ▪ Communicate the audit goals and implement ▪ Calculate realized capacity ▪ Communicate the results of the audit to confirm executive buy-in ▪ Review data from time- tracking audit ▪ Determine project vs non- project time ▪ Forecast / Analyze the Target State via 7 dimensions of resource management ▪ Determine report update frequency ▪ Review and refine the cost/benefit projections for the Current State level of Resource Management ▪ Interview key stakeholders not present in the workshop (as needed) ▪ Prepare communications template to convey your new processes to business stakeholders ▪ Define near-term plan ▪ Implement spreadsheet- based PPM solution if needed ▪ Draft standard operating procedure complete with portfolio review format and agenda ▪ Define long-term plan ▪ Develop communication plan ▪ Plan for next steps Projected Outputs ▪ PPM Current State ▪ SWOT Analysis ▪ Target State articulation ▪ Completed PPM workbook ▪ Supply-Demand Analysis ▪ Completed Time Audit Workbook ▪ Completed Time-Tracking Survey Email Template ▪ PPM/Resource Management High Level Business Case ▪ Target Resource Management Maturity State ▪ Completed Resource Management Strategy Template ▪ Tactical Plan for process / tools / communications ▪ Near-term plan ▪ Draft SOP ▪ Long-term plan ▪ Vendor selection process ▪ Draft project charter ▪ Communication Plan DocuSign Envelope ID: 797EA885-2209-4D15-B7CB-80FB64D0C9E6 INFO ,""TECH Practical IT Research That Drives Measurable Results research group Resource Management Workshop Statement of Work – Info-Tech Research Group Inc. Page 2 of 4 WORKSHOP DELIVERABLE The engagement will optimize the current resource management processes in place, and create new processes based of the identified gaps discovered in the workshop; however implementation and buy-in to the new process will take time and dedicated work. The resource management roadmap will document the stages, tools, and templates that will help City of Carlsbad move forward with their resource management initiative. The Resource Management Roadmap will include: • Portfolio Management & Resource Management Tool • Documentation of the current state • Documentation of the Strengths, Weaknesses, Opportunities and Threats • Results of the Time Tracking Audit • 7 Dimensions of the Resource Management Strategy • Thorough list of required actions on a timeline • Documentation of assumptions The Report will include an Executive Summary/Briefing in a PPT format. SCOPE LIMITATIONS The completion of the deliverable is highly contingent on the availability of required information and participation from key subject matter experts; Completion of the roadmap will be a continuous and ongoing effort for your organization to: • Apply the methodology to other business units, and; • Maintain the roadmap as business and technology evolve. Given the brief timeframe of this engagement, it shall not be expected to include: • Detailed business cases for recommendations; • Follow up activities such as re-platforming, upgrading, or consolidation; • Detailed work-plans for recommendations and change management/communications; and • Detailed governance policies. ASSUMPTIONS AND KEY SUCCESS FACTORS Assumptions: • You will provide a dedicated resource(s) for the entirety of the engagement. • You will provide designated Info-Tech personnel access to premises, systems, and documentation if needed. • You will ensure stakeholders availability for meetings, interviews, or review of material(s) as required by the project. • Project outputs will be based on Info-Tech tools and templates. The Info-Tech tools and templates will be streamlined to ensure effective communication. • The outputs created under this SOW as a whole are owned by you, provided that you do not resell them or allow them to be resold. Pre-existing components of the outputs are owned by Info-Tech. • Info-Tech and its affiliates may use any portion of the outputs at their discretion, provided that your organization’s identity and any confidential information are removed. DocuSign Envelope ID: 797EA885-2209-4D15-B7CB-80FB64D0C9E6 I NF O ,-T EC H research group Resource Management Workshop Statement of Work – Info-Tech Research Group Inc. Page 3 of 4 • Changes to finalized workshop dates with less than 30 days’ notice are subject to a rescheduling fee of $5,000 USD. • All cancellation fees that result from a change in the agreed upon workshop dates are the responsibility of the signing member. • Workshop credit expires without refund or extension one year after purchase. Key success factors: • This is Your Workshop: Our members own the success of their workshop. We’re partners to the success of this engagement. • Aligned Objective: Critical Outcomes are identified, agreed upon, and align with the standard workshop outputs. • Shared Understanding: Pre-Work / Relevant Documentation must be shared in advance of the workshop. • Standard Approach (&Scope): No deviation from proven Info-Tech workshop methodology. • Set Duration: All workshop sessions completed within 1 week. • Participants: Confirmed attendance for key participants, such as: o IT Leader(s) who are accountable or responsible for workshop outcomes o Key Stakeholders required for successful project execution o Relevant subject matter experts from IT and Business staff o No more than 12 participants for any given activity • Team Focus & Attention: Dedicated focus and attention to workshop sessions when participants are present. • Maintain Momentum: Workshop activities and targeted outcomes take priority. Tangential discussion will be limited as required. • Feedback: Workshop Sponsor is available for feedback daily and following workshop. • Attendance for Online Workshops: Online workshops require all participants to be connected from individual workstation. Teams should avoid participating together in a boardroom. Participants’ workstations should have adequate sound, microphone, and camera. LOCATION AND DATE Location: Online, via Microsoft Teams Video Conferencing Application Workshop Start Date: To be determined DocuSign Envelope ID: 797EA885-2209-4D15-B7CB-80FB64D0C9E6 I NF O ,-T EC H research group Resource Management Workshop Statement of Work – Info-Tech Research Group Inc. Page 4 of 4 FEES AND TERMS The professional fees to complete the engagement as described in this agreement are included as part of a Workshop Membership. City of Carlsbad has been invoiced 100% percent of the professional fees prior to the delivery of the engagement described in this agreement as part of their Info-Tech Research Group Inc. annual membership subscription purchase. Invoices are payable upon receipt. The maximum amount for which Info-Tech or its related entities is liable to City of Carlsbad with respect to services provided under this Statement of Work, for any reason whatsoever including, without limitation, negligence, is Two Million Dollars ($2,000,000) USD. IN WITNESS WHEREOF this agreement has been entered into by the parties hereto as of ______________________. Info-Tech Research Group Inc. (“Info-Tech”) City of Carlsbad __________________________________ Authorized signature Name: _____________________________ Title: _____________________________ Date: _____________________________ I have authority to bind the company __________________________________ Authorized signature Name: _____________________________ Title: _____________________________ Date: _____________________________ I have authority to bind the company DocuSign Envelope ID: 797EA885-2209-4D15-B7CB-80FB64D0C9E6 4/4/2023 Vice President, Research & Advisory Quality Becca Mackey 4/6/2023 Director of Information Technology 4/6/2023 Maria Callander r 1 r. ?" f