HomeMy WebLinkAbout145-15 RESOLUTIONRESOLUTION NO. 145-15
A RESOLUTION TO AWARD RFP NO. 14-11 AND AUTHORIZE A
CONTRACT WITH NEW WORLD SYSTEMS CORPORATION IN THE
AMOUNT OF $813,651.00 TO UPGRADE THE CITY'S ENTERPRISE
RESOURCE PLANNING SYSTEM, TO APPROVE A FIVE (5) YEAR
MAINTENANCE AGREEMENT IN THE AMOUNT OF $840,500.00, AND TO
APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $147,000.00
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby awards RFP No. 14-
11 and authorizes a contract with New World Systems Corporation in the amount of $813,651.00
to upgrade the City's Enterprise Resource Planning System, approves a five (5) year maintenance
agreement in the amount of $840,500.00, and further approves a project contingency in the amount
of $147,000.00.
PASSED and APPROVED this 18'h day of August, 2015.
APPROVED:
AT]
SONDRA E. SMITH, City Clerk Treasurer
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Text File
File Number: 2015-0357
Agenda Date: 8/18/2015 Version: 1 Status: Agenda Ready
In Control: City Council Meeting File Type: Resolution
Agenda Number: C. 1
RFP NO. 14-11 NEW WORLD SYSTEMS CORPORATION
A RESOLUTION TO AWARD RFP NO. 14-11 AND AUTHORIZE A CONTRACT WITH NEW
WORLD SYSTEMS CORPORATION IN THE AMOUNT OF $813,651.00 TO UPGRADE THE
CITY'S ENTERPRISE RESOURCE PLANNING SYSTEM, TO APPROVE A FIVE (5) YEAR
MAINTENANCE AGREEMENT IN THE AMOUNT OF $840,500.00, AND TO APPROVE A
PROJECT CONTINGENCY IN THE AMOUNT OF $147,000.00
BE IT RESOLVED BY THE CITY COUNCIL OF
THE
CITY OF
FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville,
Arkansas
hereby awards RFP No. 14-11
and authorizes a contract with New World Systems Corporation in
the amount
of $ 813,651.00 to
upgrade the City's Enterprise Resource Planning System,
approves
a five (5)
year maintenance
agreement in the amount of $840,500.00, and further approves
a project
contingency
in the amount of
$147,000.00.
City of Fayetteville, Arkansas Page 1 Printed on 8/19/2015
Paul A Becker/Keith Macedo
Submitted By
City of Fayetteville Staff Review Form
2015-0357
Legistar File ID
8/18/2015
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
7/30/2015 Information Technology /
Finance & Internal Services Department
Submitted Date Division / Department
Action Recommendation:
Resolution awarding RFP 14-11 and approving an agreement in the amount of $813,651.00, for the upgrade of our
Enterprise Resource Planning (ERP) system, a project contingency of $147,000.00, and a five (5) year maintenance
agreement in the amount of $840,500.00, with New World Systems Corporation. The agreement includes the
purchase of related software, implementation services, data conversion, and project management services to fully
implement a new ERP system.
4470.9470.5801.00
Account Number
13008
Project Number
Budgeted Item? Yes
Does item have a cost? Yes
Budget Adjustment Attached? No
Budget Impact:
Sales Tax Capital Improvements
Fund
13008 - ERP Upgrade/ Replacement
Project Title
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
$ 1,421,680.00
$ 2,824.00
$ 1,418,856.00
$ 813,651.00
$ 605,205.00
V20140710
Previous Ordinance or Resolution #
Original Contract Number:
Comments:
CITY OF
T ay
ARKANSAS
MEETING OF AUGUST 18, 2015
TO: Mayor Jordan and City Council
CITY COUNCIL AGENDA MEMO
THRU: Don Marr, Chief of Staff
FROM: Paul Becker, Chief Financial Officer P�
Keith Macedo, Information Technology Director kJ V�1
DATE: July 30, 2015
SUBJECT: Resolution awarding RFP 14-11 and approving a contract in the amount of $813,
651, for the upgrade of our Enterprise Resource Planning (ERP) system, a
contingency of $147,000, and a five (5) year maintenance agreement in the
amount of $840,500, with New World Systems Corporation. The contract includes
the purchase of related software, implementation services, data conversion, and
project management services to fully implement a new ERP system.
RECOMMENDATION:
City staff recommends awarding RFP 14-11 and approval of the attached contract, a project
contingency, and a five (5) year standard software maintenance agreement (SSMA), with New
World System Corporation, for the purchase of related software, implementation services, data
conversion, and project management services to fully implement a new ERP system.
BACKGROUND:
Our current ERP system, provided by New World Systems, operates on an AS400 platform and
was purchased in 1992. Our ERP system provides software for our core financial systems which
includes general ledger, accounts payable, accounts receivable, human resources, payroll,
inventory, budgeting, fixed assets, and utility billing. We have performed updates to the system
over the years but have not upgraded the system to keep pace with major technology advances,
due to the cost of upgrading. Our current system is typical of a system that would have been
implemented fifteen (15) years ago, it performs most basic functions but is difficult to use, difficult
to integrate with other systems, does not provide adequate reporting, and requires significant
custom programming to maintain a functioning system. In 2010 the City performed a detailed
Information Technology Assessment, with an outside consultant, and they ranked the
replacement of our current ERP system as a high priority.
DISCUSSION:
To ensure the City selected an ERP system that would fulfill organizational wide needs for the
near and long term, City Administration created an RFP committee comprised of staff from across
the organization. City staff developed an RFP and advertised the proposal in October of 2014.
The City received three (3) responses to the proposal on October 31, 2014, including a proposal
from our existing ERP vendor to upgrade our AS400 platform to their .net Windows platform. The
RFP committee reviewed each proposal and determined to solicit onsite demonstrations from the
top two (2) vendors. In addition six (6) staff members performed two (2) site visits, to comparable
cities, in order for staff to review each system in a production environment. After the site visits
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
staff requested a best and final offer (BAFO) from both vendors. The RFP committee then met in
May of 2015 and voted to select New World Systems as the preferred vendor to implement a new
ERP. Since May staff has negotiated with New World Systems to ensure the contract, statement
of work (SOW), and total cost provides the best possible return on investment. Staff has
negotiated a five (5) year standard software maintenance agreement (SSMA) to hold
maintenance cost at a fixed rate. Staff has also negotiated a maximum 2.25% annual increase
for SSMA for years six (6) through ten (10), to secure future maintenance agreement costs. Staff
is confident the new ERP system will significantly improve staff efficiency and improve the
services we provide to our citizens.
BUDGET/STAFF IMPACT:
The funds for this project are available in the 2015 and 2016 Capital Improvements Plan (CI P)
budgets. The project contingency part of this contract is the only part of the project that will be
funded from the 2016 CIP. Future annual standard software maintenance agreements, starting
on January 1, 2017, will be funded from the appropriate fiscal year operating budgets.
ATTACHMENTS:
Staff Review Form
Staff Memo
New World Systems Corporation Agreement
Purchase Request
City of Request Fayetteville - Purchase Order Re t PO
i q � �
Requisition o.:
Date:
7/3012015
(Not a Purchase Order)
P.0 Number:
All PO Requests shall be scanned to the Purchasing e-mail: Purchasing@fayetteville-ar.gov.
Purchase shall not be made until an actual PO has been issued.
Vendor
236
Vendor
New World Systems
Mail
Q YES El NO
Legistar#:
#:
Name:
2015-0357
FOB Point:
Taxable
Address: 888 W Big Beaver Ste 600
❑ YES p No
Expected Delivery Date:
Zip Code:
Ship to code:
Quotes Attached
City: Troy
State: MI
48084
0 YES ❑ No
Requester's Employee #:
Extension:
Requester: Brad Fulmer
2273
8217
Item
Description
Quantity
Unit of Issue
Unit Cost
Extended Cost
Account Number
Project.Sub#
Inventory #
Fixed Asset #
1
Base Software (LOGOS)
1
EA
250,000.00
$250,000.00
4470.9470.5801.00
13008.1000
2
Implementation Services (LOGOS)
1
EA
289,940.00
$289,940.00
4470.9470.5801.00
13008.1100
3
3rd Party Products and Services
1
EA
179,711.00
$179,711.00
4470.9470.5801.00
13008.1200
(LOGOS)
4
Travel (LOGOS)
1
EA
90,000.00
$90,000.00
4470.9470.5801.00
13008.1300
5
Source Code (LOGOS/AEGIS)
1
EA
3,000.00
$3,000.00
4470.9470.5801.00
13008.1400
6
Source Code Admin Fee
1
EA
1,000.00
$1,000.00
4470.9470.5801.00
13008.1400
(LOGOSIAEGIS)
7
$0.00
8
$0.00
g
$0.00
10
$0.00
Shipping/Handling
Lot
$0.00
3pecial Instructions:
RFP 14-11 Subtotal: $813,651.00
Tax: $0.00
Total: $813,651.00
Approvals:
Mayor: Department Director: Purchasing Manager:
Chief Financial Officer: Budget Director: IT Director:
Dispatch Manager: Utilities Manager: Other:
NewWorldSystems Document Number: 0446-15L1G
lf�e Pr�Glic Seclor,Sofhaare Cwilp�oip
STANDARD SOFTWARE LICENSE AND SERVICES AGREEMENT
July 31, 2015
This Standard Software License and Services Agreement which includes the attached Exhibits and Appendices ("this
Agreement") is between New World Systems® Corporation ("New World"), a Michigan Corporation and City of
Fayetteville, Arkansas ("City"). This Agreement sets forth the terms and conditions under which New World
will furnish the Licensed Products and will provide certain services described herein to City.
The attached Exhibits and Appendices include:
Exhibit AA .....................
TOTAL COST SUMMARY AND PAYMENT SCHEDULE
Exhibit A .......................
LICENSED STANDARD SOFTWARE AND FEES
Exhibit B ........................
IMPLEMENTATION AND TRAINING SUPPORT SERVICES
Exhibit C .......................
STANDARD SOFTWARE MAINTENANCE AGREEMENT
Exhibit D .......................
NON -DISCLOSURE AND SECURITY AGREEMENT FOR THIRD PARTIES
Exhibit E ........................
DEMONSTRATION SITE DISCOUNT
Exhibit F ........................
DATA FILE CONVERSION ASSISTANCE
Exhibit G .......................
RECOMMENDATIONS CITY INTERFACES
Exhibit H
ACCEPTANCE TESTING
Exhibit I .........................
INCORPORATION BY REFERENCE OF NEW WORLD'S RESPONSE TO
CITY'S RFP, NEW WORLD'S BEST AND FINAL OFFER (BAFO)
MILESTONES
Exhibit J ........................
ESCROW OF SOFTWARE SOURCE CODE
Exhibit K .......................
TRAVEL POLICY
Exhibit L ........................
FINALIZED THIRD PARTY HARDWARE ENVIRONMENT
Exhibit M ......................
SOFTWARE PERFORMANCE TEST CRITERIA
Appendix 1 ....................
AGREEMENT AND AUTHORIZATION FOR PROCUREMENT OF THIRD
PARTY PRODUCTS AND SERVICES (LASERFICHE PROPOSAL)
Appendix 2 ....................
INTERFACE CLARIFICATION
Appendix 3 ....................
INITIAL IMPLEMENTATION PLAN
Appendix 4 ....................
STATEMENT OF WORK
By signing below, each of us agrees to the terms and conditions of this Agreement together with the attached
Exhibits and Appendices. This Agreement contains the complete and exclusive statement of the agreement
between us relating to the matters referenced herein and replaces any prior oral or written representations or
communications between us. Each individual signing below represents that (s)he has the requisite authority
to execute this Agreement on behalf of the organization for which (s)he represents and that all the necessary
formalities have been met. If the individual is not so authorized then (s)he assumes personal liability for
compliance under this Agreement.
ACKNOWLEDGED AND AGREED TO BY:
NEW WORLD SYSTEMS® CORPO ION
(Ne
La D. Leinwe er, President
By:
Sondra E. Smith, City Clerk/Treasurer
Date: (77-3/—u
Date: 8 18 -!s
The "Effective Date" of this Agreement is the latter of the two dates in the above signature block.
Corporate: 888 West Big Beaver Road • Suite 600 • Troy • Michigan 48084-4749.248-269-1000 • www.newworldsystems.com
0446-15L1G 0731 Agreement (15L1C 0728 Contract Pricing)
DEFINITIONS
The following terms as defined below are used throughout this Agreement:
I. "Authorized Copies,:
Except as provided in subparagraph 1.3, the only authorized copies of the Licensed Software and Licensed Documentation are the
copies of each application software package defined in this Paragraph. They are:
(i) the single copy of the Licensed Software and the related Licensed Documentation delivered by New World under this
Agreement; and
(ii) any additional copies made by City as authorized in subparagraph 1.2.
2. "An Authorized Vser/Workstadon':
Subject to the number of users specified in Exhibit A, any PC workstation that is connected to access the Licensed Software resident
on Computer and that may be logged on to access the programs, interfaces, data, or files created and/or maintained by the Licensed
Software.
3. "Computers:
The .NET Server(s) to be owned by the City of Fayetteville at:
City of Fayetteville
113 West Mountain Road
Fayetteville, AR 72701
4. "ConfidendalInformation ":
Information disclosed or obtained by one party in connection with, and during the term of, this Agreement and designated as
"Confidential" by the party claiming confidentiality at the time of disclosure. Confidential Information does not include any
information which was previously known to the other party without obligation of confidence or without breach of this Agreement, is
publicly disclosed either prior or subsequent to the other party's receipt of such information, , is required to be disclosed pursuant to
the Arkansas Freedom of Information Act (Ark. Code Ann. §25-19-101, et seq.) , other federal or state law, or subpoena or order
issued by any court or administrative agency with jurisdiction, or is rightfully received by the other party from a third party without
obligation of confidence.
5. "Contract Documents':
This document and related attachments.
6. "City Liaison' :
A City employee assigned to act as liaison between City and New World for the duration of this Agreement. Within ten (10) days of
the Effective Date, City shall notify New World of the name of the City Liaison.
7. "Daily Rate' :
As described in this Agreement, New World shall provide services to City at the rate of $900/day for the Logos project and
$1,120/day for the Aegis project. The daily rate covers all hours worked by a New World employee per day on this project. The daily
rate is protected for 24 months after the Effective Date, at which time the daily rate shall be the then -current New World daily rate.
8. "Delivery of Licensed Standard Software, :
Licensed Standard Software will be delivered in a machine readable form to City via an agreed upon network connection, , as soon as
the software is available after the Effective Date.
9. `Development Software' :
Standard application software currently under development by New World which, if applicable, will be completed and delivered to
City as Licensed Standard Software when available.
10. "Installation of Licensed Standard Software' :
Installation of the Licensed Standard Software shall be deemed to occur, for all billings or other events described herein, upon the
earl ier o,:
(a) the transfer or loading of the Licensed Standard Software onto a City server or computer, or
(b) thirty (30) days after delivery of the Licensed Standard Software.
I I "Licensed Custom Software' :
Any software (programs or portions of programs) developed by New World specifically for City's own use.
12. "Licensed Documentation' :
New World User Manuals which includes the current specifications for the Licensed Standard Software and other written instructions
relating to the Licensed Software (such as Product Bulletins, installation instructions, and training materials).
13. "Licensed Products":
The Licensed Software, the related Licensed Documentation, and the Authorized Copies of the foregoing.
14. "Licensed Software":
The Licensed Standard Software, Development Software, Upgrades, and Licensed Custom Software provided under this Agreement.
15. "Licensed Standard Software, :
The current version of New World standard and development application software package(s) (in machine readable code) listed in
Exhibit A.
16. `Solution':
The combined Licensed Products and Services provided by New World under this Agreement.
17. "SSMA":
The New World Standard Software Maintenance Agreement as set forth in Exhibit C.
18. "Travel Expenses' :
All actual and reasonable travel expenses incurred by New World for trips relating to this project, including but not limited to, airfare,
rental car, lodging, mileage, parking/tolls, and daily per diem expenses as described in Exhibit K. Said Exhibit may be changed from
time to time in the course of New World's regular business operations.
City of Fayetteville, AR
0446-15MG 0731 Agreement (15L1C 0728 Contract Pricing) Page 2 of 51
19. "Travel Time':
Actual New World employee travel time billed at the Hourly Rate , up to, but not exceeding, four (4) hours per each trip relating to
this project.
20. "Upgrades,:
Any enhanced and/or improved versions of the Licensed Standard Software provided as Licensed Standard Software under Exhibit C
of this Agreement and released after the execution of this Agreement.
GENERAL TERMS AND CONDITIONS
1.0 SINGLE USE LICENSE
1.1 New World grants City a nontransferable, nonexclusive, and non -assignable perpetual license to use
the Licensed Software only on the Computer and only for its internal processing needs. City shall
have the right and license to use, enhance, or modify the Licensed Software only for City's own use
and only on the Computer and only on an authorized workstation. New World will deliver to City one
copy of each application of the Licensed Software (in machine readable form compatible with the
specified operating environment) and one copy of the related Licensed Documentation. If City fails to
pay all license fees specified in Exhibit A and the applicable custom software fees, if any, City shall
forfeit the right and license to use the Licensed Products and shall return them to New World.
1.2 In order to assist City in the event of an emergency, City is permitted to make up to two (2) back-up
copies on magnetic media of each application of the Licensed Software and one back-up copy of the
related Licensed Documentation. These Authorized Copies may be stored as defined above so long as
they are kept in a location secure from unauthorized use. City or anyone obtaining access through
City shall not copy, distribute, disseminate, or otherwise disclose to any third party the Licensed
Products or copies thereof in whole or in part, in any form or media. This restriction on making and
distributing the Licensed Products or copies of any Licensed Product, includes without limitation,
copies of the following:
(i) Program libraries, either source or object code;
(ii) Operating control language;
(iii) Test data, sample files, or file layouts;
(iv) Program listings; and
(v) Licensed Documentation.
1.3 Upon written request by City, and with written permission by New World, additional Authorized
Copies may be made for City's internal use only.
2.0 OWNERSHIP
2.1 The Licensed Products and all copyright, trade secrets and other proprietary rights, title and interest
therein, !-cmLin die sole property of Nev, VI/,.r1a; or its licensors, and Cily shall obtain no right, title or
interest in the Licensed Products by virtue of this Agreement other than the nonexclusive,
nontransferable, non -assignable license to use the Licensed Products as restricted herein.
2.2 The license to use any Licensed Custom Software provided under this Agreement, if any, is included
in this license. New World shall have the right to use any data processing ideas, techniques, concepts,
and/or know-how acquired by it in the performance of services under this Agreement including the
development of Licensed Custom Software for the advancement of its own technical expertise and the
performance of other Software License and Service Agreements or any other applicable agreements.
New World shall have, without restriction, the right to use all programs, procedures, information, and
techniques that are publicly available, obtained or obtainable from third parties and/or developed
independently by New World without specific reference to City's organization.
3.0 CORRECTION AND SOFTWARE MAINTENANCE ON STANDARD SOFTWARE
3.1 New World provides software correction service and maintenance for the Licensed Standard Software
during the term of City's SSMA. See Exhibit C for a description of the SSMA start date and term, the
services available and the applicable fees and procedures.
City of Fayetteville, AR
0446-15MG 0731 Agreement (15MC 0728 Contract Pricing) Page 3 of 51
4.0 WARRANTIES
4.1 New World warrants, for City's benefit only, that the Licensed Standard Software will perform as
specified in its Licensed Documentation and Contract Documents based on the then -current release of
the Licensed Standard Software.
4.2 New World warrants, for City's benefit only, that it possesses the necessary intellectual rights to
license to City the Licensed Standard Software provided hereunder.
4.3 New World warrants that no `back door' password or other method of remote access into the Licensed
Software code exists. New World agrees that any and all access to any Licensed Software code
residing on the City's client/server must be granted by the City to New World, at the City's sole
discretion.
The foregoing warranties do not apply if the Licensed Product(s) have been modified by any party other than
New World. CITY EXCEPT AS SPECIFICALLY PROVIDED IN THIS PARAGRAPH 4.0, AND ITS
SUBSECTIONS, NEW WORLD EXPRESSLY DISCLAIMS ANY EXPRESS OR IMPLIED
WARRANTIES WITH RESPECT TO THE LICENSED PRODUCTS, INCLUDING BUT NOT LIMITED
TO, THE LICENSED PRODUCTS' CONDITION, MERCHANTABILITY, FITNESS FOR A
PARTICULAR PURPOSE, OR ANY IMPLIED WARRANTY ARISING FROM COURSE OF
PERFORMANCE, COURSE OF DEALING OR USAGE OF TRADE.
5.0 INSTALLATIONAND TRAINING SUPPORT SERVICES
5.1 As provided for in Exhibit B and concurrent with timely payments, New World shall make available
to City qualified representative(s) who will provide installation and training support services for each
application of the Licensed Software delivered. See Exhibit B for a description of the services
provided and the applicable fees and procedures.
5.2 New World understands that the successful installation, testing, and operation of the Licensed
Software that is the subject of this Agreement shall be accomplished by a cooperative effort. To most
effectively manage this process, New World shall designate a single representative to act as an ex -
officio member of the City's project management team ("Project Manager") and who shall have the
authority to act on behalf of the New World on all matters pertaining to this Agreement.
City shall have the right to approve all subcontractors, Project Manager, and staff assigned to City by
New World ("Designated Staff'). In the event that a Designated Staff of New World is, in the opinion
of the City, uncooperative, inept, incompetent, or otherwise unacceptable, New World agrees to
remove such person from the project. In the event of such a removal, New World shall, within fifteen
(15) days, fill this representative vacancy as described above. Regardless of whom New World has
designated to fill this representative vacancy, New World remains ilio ultimate responsible puny fur
performing the tasks and responsibilities presented in this Agreement.
New World may use subcontractors in connection with the work performed under this Agreement.
When using subcontractors, however, New World must obtain written prior approval from the City for
activities or duties to take place at the City site. In using subcontractors, the New World agrees to be
responsible for all of their acts and omissions to the same extent as if the subcontractors were
employees of New World.
5.3 Professional Services Warranty.
A. New World agrees at all times to maintain an adequate staff of experienced and qualified employees
for efficient performance under this Agreement. New World agrees that, at all times, the employees of
New World furnishing or performing any services shall do so in a proper, workmanlike, and dignified
manner.
B. New World agrees that all persons working for or on behalf of New World whose duties bring them
upon the City's premises shall obey the rules and regulations that are established by the City and shall
comply with the reasonable directions of the City's officers. The City may, at any time, require the
removal and replacement of any of New World's employees for good cause.
City of Fayetteville, AR Page 4 of 51
0446-15L1G 0731 Agreement (151,1C 0728 Contract Pricing)
C. New World shall be responsible for the acts of its employees and agents while on the City's premises.
Accordingly, New World agrees to take all necessary measures to prevent injury and loss to persons or
property located on the City's premises. New World shall be responsible for all damages to persons or
property caused by New World or any of its agents or employees. New World shall promptly repair, to
the specifications of the City, any damage that it, or its employees or agents, may cause to the City's
premises or equipment; on New World's failure to do so, the City may repair such damage and New
World shall reimburse the City promptly for the cost of repair.
D. New World agrees that, in the event of an accident of any kind, New World will immediately notify
the City's contact person and thereafter, if requested, furnish a full written report of such accident.
E. New World shall perform the services contemplated in the Agreement without interfering in any way
with the activities of the City's staff or visitors.
F. New World and its employees or agents shall have the right to use only those facilities of the City that
are necessary to perform services under this Agreement and shall have no right to access any other
facilities of the City. The City shall also extend parking privileges to properly identified members of
New World's full-time staff on the same basis as they are extended to the City's staff.
G. The City shall have no responsibility for the loss, theft, mysterious disappearance of, or damage to
equipment, tools, materials, supplies, and other personal property of New World or its employees or
subcontractors.
6.0 CITY LIAISON AND CITY RESPONSIBILITIES
The successful implementation of the Licensed Products into City's environment requires City's
commitment to and cooperation in the implementation process. Accordingly, City hereby agrees to the
following:
6.1 City understands that the Licensed Software is designed to run in a specified operating environment
which includes hardware, software and related equipment not provided by New World. City is
responsible for assuring the initial appropriate hardware equipment, related components and all cabling
are installed timely and are suitable for the successful installation of the Licensed Software. New
World shall provide the City with a complete initial listing of items, including but not limited to
hardware, software, increased bandwidth needs, and related equipment, etc. necessary to operate the
software at ultimate peak performance. The City shall pay for all items identified by New World
during the initial evaluation.
6.2 City agrees to provide the management interface and support necessary to successfully complete the
implementation of the Licensed Software. This support includes upper level management priority
setting and timely involvement during and after a change in City's organization, City's operations
and/or after changes in City's internal policies or procedures which directly affect the software
implementation.
6.3 City shall assign an upper level employee to serve as the City Liaison for the duration of the Licensed
Software impieniemation. if City must replace the City Liaison for reasons beyond its control, City
will assign a new City Liaison as soon as reasonably possible. New World is not responsible for any
delay caused directly or indirectly by the reassignment of the City Liaison. In addition to other duties
and responsibilities, the City Liaison shall:
(i) provide timely answers to New World's requests for information;
(ii) coordinate a mutually agreeable implementation and training schedule;
(iii) have authority to sign for and obligate City to any matters relating to service requests, design
documents, performance test documents and/or delivery and service dates;
(iv) in situations where City participation is required, provide timely input for systems definition,
detail design, and use of the software system.
6.4 City is responsible for creating and maintaining its master files, tables and the like which includes
accurate data entry, accurate file editing and overall file control to assure successful systems
performance.
6.5 City shall provide qualified personnel with sufficient backup to be trained to use the Licensed
Software and to interpret the output. Applying the output information in City's environment is City's
sole responsibility.
City of Fayetteville, AR
0446-15LIG 0731 Agreement (15L1C 0728 Contract Pricing) Page 5 of 51
7.0 BILLING AND ADDITIONAL AUTHORIZED WORKSTATION CHARGES
7.1 The attached Exhibits set forth the manner in which fees and payments shall be allocated and made
under this Agreement. To the extent City imposes additional requirements on New World for
services other than those expressly provided in this Agreement, New World retains the right to make
additional price adjustments and/or any other adjustments that may be necessitated. Before performing
these additional services, New World will notify City that the services are subject to additional
charge(s).
7.2 If City wishes to add additional authorized workstations or Licensed Standard Software, City agrees to
pay the additional License fees at the then current software prices in effect. SSMA fees shall be
increased according to the additional Licensed Standard Software fees on the next annual billing date
after the additional workstations and/or Licensed Standard software is added, or as specified in the
future contract. With said payments, the license provided in Paragraph 1.0 permits City's use of the
Licensed Software for the specified workstations.
7.3 City shall notify New World if additional authorized workstations need to be added to access the
Licensed Software and will pay the additional authorized workstation fees promptly when invoiced.
7.4 Any taxes or fees imposed from the course of this Agreement are the responsibility of the City and
City agrees to remit when imposed. If an exemption is claimed by the City, an exemption certificate
must be submitted to New World.
8.0 NON -RECRUITMENT OF PERSONNEL
8.1 During, and for a period of twenty-four (24) months after the expiration of, the Standard Software
Maintenance Agreement and/or any renewal maintenance agreement, each party agrees not to solicit or
hire current or former employees of the other without the other's prior written consent.
9.0 CONFIDENTIAL INFORMATION/NON-DISCLOSURE AGREEMENT
9.1 Subject to the requirements of the Freedom of Information Act (FOIA) and/or other comparable
applicable state law, each party shall hold all Confidential Information in trust and confidence for the
party claiming confidentiality and not use such Confidential Information absent express written
consent by the party claiming confidentiality. The other party agrees not to disclose any such
Confidential Information, by publication or otherwise, to any other person or organization. City agrees
to timely notify New World of any request(s) made for disclosure of confidential information.
(i) Freedom of Information Act (FOIA): City contracts and documents prepared while performing
city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of
Information Act request is presented to the City of Fayetteville, New World will do everything
possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas
Freedom of Information Act (A.C.A. §25-19-101 et. Seq.). Only legally authorized photocopying
costs pursuant to the FOIA may be assessed for this �;ompliaaee.
9.2 City hereby acknowledges and agrees that all Licensed Products are Confidential Information and
proprietary to New World. In addition to the other restrictions set forth elsewhere in this Agreement
or otherwise agreed to in writing, City agrees to implement all reasonable measures to safeguard New
World's proprietary rights in the Licensed Products, including without limitation the following
measures:
(i) City shall only permit access to the Licensed Products to those employees who require
access and only to the extent necessary to perform City's internal processing needs.
(ii) With respect to agents or third parties, City shall permit access to the Licensed Products
only after New World has received, approved and returned a fully executed Non -
Disclosure Agreement to City (see Exhibit D). New World reserves the right to reasonably
refuse access to a third party after it has evaluated the request. City agrees to provide
information reasonably requested by New World to assist New World in evaluating City's
request to permit third party access to the Licensed Products. In addition to any other
remedies, New World may recover from City all damages and legal fees incurred in the
enforcement of this provision on third party access;
City of Fayetteville, AR
0446-15LIG 0731 Agreement (151,1C 0728 Contract Pricing) Page 6 of 51
(iii) City shall cooperate with New World in the enforcement of the conditions set forth in the
attached Non -Disclosure Agreement or any other reasonable restrictions New World may
specify in writing in order to permit access;
(iv) City shall not permit removal of copyright or confidentiality labels or notifications from its
proprietary materials; and
(v) City shall not attempt to disassemble, decompile or reverse engineer the Licensed Software.
9.3 City agrees that in addition to any other remedies that may be available at law, equity or otherwise,
New World shall be entitled to seek and obtain a temporary restraining order, injunctive relief, or
other equitable relief against the continuance of a breach or threatened breach of this paragraph 9.0 on
Confidentiality and Non -Disclosure without the requirement of posting a bond or proof of injury as a
condition for the relief sought.
10.0 LIMITATION OF LIABILITYAND RECOVERABLE DAMAGES
New World's entire liability and City's exclusive remedies are set forth below:
10.1 For any claim relating to the non-conformance or imperfection of any licensed software provided
under this Agreement, New World will correct the defect so that it conforms to the warranties set
forth in subparagraph 4.1; or if after repeated attempts to correct the non -conformity, New World is
unable to correct the non -conformity, then City may recover its actual damages subject to the limits set
forth in subparagraph 10.2 below. For any other claim arising under or in connection with this
Agreement, City may recover its actual damages subject to the limits set forth in subparagraph 10.2
below.
10.2 New World's total liability to City for all claims relating to the Licensed Products and this
Agreement, including any action based upon contract, tort, strict liability, or other legal theory, shall
be limited to City's actual damages and in no event shall New World's liability exceed the Exhibit A
Licensed Standard Software fees paid to New World one and a half (1.5) times the "One Time Project
costs as identified in Appendix AA. New World's liability for any form of action shall only apply
after any and all appropriate insurance coverage has been exhausted.
10.3 New World shall not be liable for any special, indirect, incidental, punitive, exemplary, or
consequential damages, including loss of profits or costs of cover, arising from or related to a breach of
this Agreement or any order or the operation or use of the Licensed Products including such damages,
without limitation, as damages arising from loss of data or programming, loss of revenue or profits,
failure to realize savings or other benefits, damage to equipment, and claims against City by any third
person, even if New World has been advised of the possibility of such damages. New World's
liability for any form of action shall only apply after any and all appropriate insurance coverage has
been exhausted.
10.4 If it is determined that a limitation of liability or a remedy contained herein fails of its essential
purpose, then the parties agree that the exclusion of incidental, consequential, special, indirect,
punitive, andior exemplary damages is still effcciivc.
11.0 INTEGRATION WITH U.S. COPYRIGHT ACT
11.1 In addition to all other provisions provided under this Agreement, City agrees to be bound by and to
comply with any and all provisions of the U.S. Copyright Act (The Copyright Act of 1976, U.S.C.
Sections 101-810 (1976) as amended). If a provision of the U.S. Copyright Act and this Agreement
conflict, the more restrictive of the two applies. If it cannot be determined which is the more
restrictive, then the provision within this Agreement shall apply.
12.0 INDEPENDENT CONTRACTOR
12.1 New World is an independent contractor. The personnel of one party shall not in anyway be
considered agents or employees of the other. To the extent provided for by law, each party shall be
responsible for the acts of its own employees.
12.2 Each party shall be responsible for Workers' Compensation coverage for its own personnel.
13.0 INSURANCE REQUIREMENTS
New World shall not commence work under this Agreement until it has obtained the insurance required
under this paragraph.
City of Fayetteville, AR Page 7 of 51
0446-15MG 0731 Agreement (15MC 0728 Contract Pricing)
13.1 Workers' Compensation Insurance: New World shall procure and maintain during the term of this
Agreement, Workers' Compensation Insurance for all of its employees who engage in the work to be
performed.
13.2 Liability and Property Insurance Comprehensive Form: New World shall procure and maintain
during the term of this Agreement, Liability and Property Damage Insurance in an amount not less
than $1,000,000 on account for each accident; and in an amount not less than $1,000,000 for each
accident for damage to property.
13.3 Automobile Liability Insurance: New World shall procure and maintain during the term of this
Agreement, Hired and Non -Ownership Motor Vehicle Bodily Injury and Property Damage Insurance
in an amount not less than $1,000,000 for injuries, including accidental death, to each person; and,
subject to the same limit for each person, in an amount not less than $1,000,000 for each accident; and
in an amount not less than $1,000,000 on account for each accident for damage to property, provided
however that the combined single limit for all automotive related claims shall not exceed $1,000,000.
14.0 DISPUTE RESOLUTION PROCEDURE
14.1 Any dispute or controversy arising out of or relating to this Agreement, or breach thereof, shall be
settled by the following procedure.
Level 1: Before entering into Level 2 or Level 3 of this Dispute Resolution Procedure (DRP), New
World and City shall enter into a series of management meetings for the purpose of
resolving the dispute or controversy through normal business management practices. The
series of meetings, consisting of not less than three face-to-face meetings, must be held
between upper-level managers of both City and New World. Both parties agree to put
forth their best efforts in these meetings. The first meeting shall be held at City's offices
and subsequent meetings will alternate between New World and City's offices. The Level
1 period shall begin when one party gives notice to the other by certified mail that it is
entering into this Level 1 procedure to resolve the dispute.
Level 2: Only after the parties have completed Level 1 of the DRP without resolving the dispute or
controversy and before entering into Level 3 of the DRP, City and New World shall enter
into a mediation process. Each party shall bear its own costs in preparing for and
conducting mediation, except that the joint costs, if any, of the actual mediation proceeding
shall be shared equally by the parties. The mediation process is defined as follows:
The parties shall select a mutually agreeable mediator to aid the parties in resolving
the dispute or controversy. The mediator shall not be an employee or former
employee of either party. The mediation shall be held in the City of Fayetteville..
Level 3: Only after the completion of both Levels 1 and 2 above without a satisfactory resolution of
the dispute or controversy, either party may bring suit in the United States District Court for
the Western District of Arkansas, so long as subject matter jurisdiction is met. In the event
federal subject maiter jurisdiction is not met, either party may bring suit in a court of
appropriate jurisdiction.
15.0 TERMINATION
15.1 By City: If New World fails to provide the Licensed Software as warranted in accordance with the
terms of this Agreement, City may at its option terminate this Agreement with ninety (90) days
written notice as follows:
(i) The termination notice shall provide a detailed description (with examples) of any warranty
defects claimed;
(ii) New World shall have ninety (90) days from receipt of said notice to correct any warranty
defects in order to satisfy the terms of this Agreement;
(iii) During the ninety (90) day cure period, City shall apply sound management practices and use
its best efforts to resolve any issues or obstacles — including cooperating with New World and
reassigning personnel if necessary to improve the working relationship;
(iv) At the end of ninety (90) days unless the termination has been revoked in writing by City, the
Agreement terminates.
15.2 By New World: If City fails to make prompt payments to New World when invoiced, or if City fails
to fulfill its responsibilities under this Agreement, including but not limited to those outlined in
Paragraph 6.0, then New World may at its option terminate this Agreement with written notice as
follows:
City of Fayetteville, AR Page 8 of 51
0446-15L1G 0731 Agreement (15LIC 0728 Contract Pricing)
(i) The termination notice shall define the reason for termination;
(ii) If the cited reason for termination is City's failure to make prompt payment, City shall have
ten (10) days from receipt of said notice to make payment in full for all outstanding invoiced
payments due;
(iii) If the cited reason for termination is City's failure to fulfill its responsibilities, City shall have
ninety (90) days from receipt of said notice to correct any actual deficiencies in order to
satisfy the terms of this Agreement;
(iv) During the applicable cure period, New World will use sound management practices and its
best efforts to resolve any issues or obstacles — including the reassignment of personnel if
necessary to improve the working relationship;
(v) At the end of the applicable cure period, unless the termination has been revoked in writing by
New World, the Agreement terminates.
15.3 In the event of termination by either party, New World shall continue to provide its services, as
previously scheduled, through the termination date and the City shall continue to pay all fees and
charges incurred through the termination date as provided in the attached Exhibits.
15.4 Upon termination, City shall return to New World all Licensed Products, including any copies
provided to or created by City under this Agreement.
15.5 Nothing in this paragraph on termination is intended to infer that either party has or does not have a
claim for damages.
15.6 The Terms and Conditions relating to ownership, warranties, non -recruitment of personnel,
confidentiality and non -disclosure, limitation of liability and recoverable damages, Copyright Act,
dispute resolution and the General provisions (18.0), survive termination.
16.0 PATENT AND TRADEMARK INDEMNIFICATION
New World assumes the liability for all losses, claims, damages (including loss of use), expense demands,
claims, damages and judgments in connection with or arising out of any injury or damage to property,
sustained in connection with, or to have arisen out of the performance of, New World, and New World's
agents, subcontractors, servants and employees, including losses, expenses or damages sustained by the City
and losses, expenses or damages to New World or New World's subcontractor's vehicles or property. New
World hereby undertakes and agrees to indemnify, defend and hold harmless the City, individually or
collectively, and the officers, agents, servants and employees of the City, from any and all such losses
expenses, damages (including loss of use, judgments, demands and claims), and shall defend any suit or
action brought against them, or any of them, based on any alleged injury (including death) or damage
(including loss of use) and shall pay all damages, judgments, costs and expenses, including attorney's fees, in
connection with said damages and claims resulting therefrom. The foregoing assumption, indemnification,
hold harmless and undertaking of defense shall not apply to any loss, damage, expenses, demand, claim or
cause of action arising out of, or caused by the sole negligence of the City, individually or collectively, or the
officers, agents or employees of said City.
New World agrees to indemnify and save the City harmless from and against any and all judgments, suits,
costs, and expenses, including but not limited to attorney fees, subject to the limits set forth in this
Agreement resulting from any alleged infringement of any patent or copyright arising from the licensing of
the Licensed Standard Software pursuant to this Agreement, provided that City has notified New World in
writing of such allegation within thirty (30) days of the date upon which the City first receives notice thereof.
New World's obligation to indemnify and save City harmless under this paragraph is void if the claim of
infringement arises out of or in connection with any modification made to the Licensed Standard Software or
any use of the Licensed Standard Software not specifically authorized in writing by New World.
City of Fayetteville, AR Page 9 of 51
0446-15LIG 0731 Agreement (15MC 0728 Contract Pricing)
17.0 NOTICES
17.1 Notices to City shall be deemed effective when sent by Registered or Certified U.S. Mail to the
business address of the City.
17.2 Notices to New World shall be deemed effective when sent by Registered or Certified U.S. Mail to the
following address (or to any other address so specified by New World):
New World Systems Corporation
888 West Big Beaver, Suite 600
Troy, Michigan 48084
Attention: President
18.0 GENERAL
18.1 This Agreement is the entire agreement between the parties superseding all other communications,
written or oral, between the parties relating to the subject matter of this Agreement. This Agreement
may be amended or modified only in writing signed by both parties.
18.2 This Agreement is governed by the laws of the State of Arkansas and it shall be binding on the
successors and assigns of the parties.
18.3 Failure to enforce any provision of this Agreement shall not be deemed a waiver of that provision or
any other provision of this Agreement.
18.4 The paragraph headings which appear herein are included solely for convenience and shall not be used
in the interpretation of this Agreement. Any provision of this Agreement determined to be invalid or
otherwise unenforceable shall not affect the other provisions, which other provisions remain in full
force and effect.
18.5 This Agreement is entered into solely for the benefit of New World and City. No third party shall
have the right to make any claim or assert any right under it, and no third party shall be deemed a
beneficiary of this Agreement.
18.6 Notwithstanding anything contained herein to the contrary, these terms and conditions may be
extended to other public entities for purchase of the license and/or services described under this
Agreement. To the extent they are required, the parties shall execute any requisite cooperative
agreements authorizing such extension of terms and conditions. If this is done, City assumes no
authority, liability, or obligation on behalf of any other public entity that may use this Agreement for
any such purchase.
18.7 Other integrated licensed software and services from New World may be purchased by City under the
terms and conditions of this Agreement.
18.8 Changes in scope or price: Changes, modifications or amendments to the scope of this project that do
not affect costs or fees shall be approved by the City Executive Sponsor. Changes, modifications, or
amendments to the scope of this project that increase price or fees within the authorized project
contingency, or thai decrease price or fees of this contract, shall be approved by the %layor in advance
of the change. Changes, modifications, or amendments to the scope of this project that increase price
or fees of this contract in excess of the project contingency shall not be allowed without a formal
amendment approved by the Mayor and the Fayetteville City Council in advance of the change.
City of Fayetteville, AR
0446-15L1G 0731 Agreement (151,1C 0728 Contract Pricing) Page 10 of 51
EXHIBIT AA
TOTAL COST SUMMARY AND PAYMENT SCHEDULE
I. Total Cost Summary: Licensed Standard Software, Implementation Services, And Third Party Products
DESCRIPTION OF COST COST
A. LICENSED STANDARD SOFTWARE as further detailed in Exhibit A $250,000
1. Licensed Standard Software $960,000
2. Less Demonstration Site Discount (93,000)
3. Less City Loyalty Software Credit (409,000)
4. Less Conversion Credit (40,000)
5. Less BAFO Discount (168,000)
B. IMPLEMENTATION SERVICES 289,940
1. PROJECT MANAGEMENT as further described in Exhibit B
2. INTERFACE INSTALLATION SERVICES as further described in Exhibit B
3. IMPLEMENTATION AND TRAINING SERVICES as further described in Exhibit B
4. OTHER IMPLEMENTATION SERVICES as further described in Exhibit B
5. DATA FILE CONVERSION ASSISTANCE SERVICES as further described in Exhibit F
6. CUSTOM SOFTWARE/MODIFICATION SERVICES as further described in Exhibit G
C. THIRD PARTY PRODUCTS AND SER%TIC ;S 179,71 i
1. THIRD PARTY PRODUCTS AND SERVICES as further described in Appendix 1
D. SOURCE CODE ESCROW COSTS FOR LOGOS AND AEGIS 3,000
E. TRAVEL EXPENSES (Estimate) — billed as incurred 90,000
ONE TIME PROJECT COST:
F. STANDARD SOFTWARE MAINTENANCE SERVICES — the services are further detailed in Exhibit C.
PRICING ASSUMES CONTRACT EXECUTION BYAu ust 28 2015.
City of Fayetteville, AR Page 11 of 51
0446-15L1G 0731 Agreement (15MC 0728 Contract Pricing)
Exhibit AA / COST SUMMARY AND PAYMENT SCHEDULE
II. Payments for Licensed Standard Software Implementation Services and Third Party Products
DESCRIPTION OF PAYMENT
PAYMENT
A. LICENSED STANDARD SOFTWARE as further detailed in Exhibit A
$250,000
1. Amount invoiced upon Effective Date (25%)
$62,500
2. Amount invoiced upon 90 Days After Effective Date (25%)
62,500
3. Amount invoiced upon 180 Days After Effective Date (251/o)
62,500
4. Amount invoiced upon 270 Days After Effective Date (25%)
62,500
B. IMPLEMENTATION SERVICES
289,940
1. Amount invoiced upon completion of Step 1 in SOW -
$ 49 441
Conduct Start up Activity
'
2. Amount invoiced upon completion of Step 3 in SOW -
28,294
Approve Project Plan
3. Amount invoiced upon completion of Step 4 in SOW -
28,294
Install the Standard Solution
4. Amount invoiced upon completion of Step 7 in SOW -
A. Conduct End User Training on FM
35,367
B. Conduct End User Training on HR
35367
C. Conduct End User Training on UT
35367
D. Conduct End User Training on CD
35367
5. Amount invoiced upon completion of Step 8 in SOW -
A. Conduct Go -Live on FM
7,073
B. Conduct Go -Live on HR
7,074
C: (70"duct Go -Live on T 7
7,07'
D. Conduct Go -Live on CD
7,074
6. Amount invoiced upon completion of Step 10 in SOW -
14,147
Close the Project
C. THIRD PARTY PRODUCTS AND SERVICES
179,711
1. Amount invoiced upon Effective Date
$137,826
2. Amount invoiced upon Delivery of the Third Party
13,962
Products and Services
3. Amount invoiced upon Installation of Third Party Software 13,962
4. Amount invoiced upon Delivery of Application 13 961
Extender Data File Conversion '
City of Fayetteville, AR
0446-15LIG 0731 Agreement (15L1C 0728 Contract Pricing) Page 12 of 51
Exhibit AA / COST SUMMARY AND PAYMENT SCHEDULE
D. OTHER COSTS 3,000
1. Escrow One-time set-up fee — invoiced upon Effective Date 3,000
E. TRAVEL EXPENSES (Estimate) $90,000*
(These expenses are billed as incurred and detailed itemize bills will be provided)
1. 45 trips are anticipated
*Estimate
ONE TIME PAYMENTS:
F. STANDARD SOFTWARE MAINTENANCE SERVICES — as further detailed in Exhibit C
G. SOURCE CODE ESCROW FEES FOR LOGOS AND AEGIS
1. Annual Administrative Fee — first year invoiced upon Effective Date $1,000
ALL PAYMENTS ARE DUE WITHIN THIRTY (30) DAYS FROM RECEIPT OF INVOICE.
Billings are applied ratably to each deliverable included under the total one-time cost. If any deliverable is subject
to sales tax, the tax will be calculated and added as applicable to each billing.
City of Fayetteville, AR Page 13 of 51
0446-15LIG 0731 Agreement (15L1C 0728 Contract Pricing)
EXHIBIT A
LICENSED STANDARD SOFTWARE AND FEES
License Fee for Licensed Standard Software And Documentation Selected By Ci :
Application Package Cost
FINANCIAL MANAGEMENT
1. Logos.NET Financial Management Base Suite $70,000
- General Ledger
- Budget Management
- Annual Budget Preparation
- Accounts Payable
- Revenue/Cash Receipting
2. Logos.NET Additional Financial Management Software
- Asset Management
- Purchasing Base
9,000
- Grant Management
9,000
- Bid & Quote Management
9,000
- Project Accounting
9,000
- Inventory Management
9,000
- Misc. Billing & Receivables
9,000
- Government (GASB) Reporting
21,000
- Bank Reconciliation
7,000
- Work Orders
21,000
- Third Party Document Imaging Interface
9,000
3. Expaaiided Revenue Collcctiojas
- Integrated Credit Card Processing 9,000
- PC Cash Register Interface 9,000
4. Logos.NET Procurement Management Suite
- Purchasing Base
21,000
- Requisition Processing
9,000
- Bid & Quote Management
9,000
- Contract Accounting
9,000
- Inventory Management
21,000
SUB -TOTAL FINANCIAL MANAGEMENT MODULES $251,000
City of Fayetteville, AR Page 14 of 51
0446-15LIG 0731 Agreement (15L1C 0728 Contract Pricing)
Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
PAYROLL & HUMAN RESOURCES SUITE
5. Logos.NET Human Resources Management Base Suite $52,000
- Payroll Processing
- Personnel Management
- Position Control
6. Logos.NET Human Resources
- Employee Event Tracking 12,000
- Personnel Action Processing 12,000
7. Logos.NET Benefits Management
- Benefits Administration 10,000
- COBRA Billing Administration 10,000
- Workers Compensation Administration 15,000
- Leave Management 15,000
8. Logos.NET Additional Payroll & HR Modules
- Position Budgeting 12,000
- Time & Attendance Interface 12,000
- Third Party Applicant Interface (supports NEOGOV and AppliTrack) 9,000
SUB -TOTAL PAYROLL/HUMAN RESOURCES MODULES 51591000
UTILITY MANAGEMENT SUITE
9. Logos.NET Utility Management Software
- Water/Sewer/Refuse Base Package $40,000
10. Logos.NET Additional Utility Management Modules
- Automatic Meter Read (AMR) Interface 5 9,000
- Meter and Device Inventory 11,000
- Service Order Processing 22,000
- IVR Interface for Account Balance and Payment (supports Selectron and Teleworks) 9,000
SUB -TOTAL UTILITY MANAGEMENT MODULES $91,000
City of Fayetteville, AR Page 15 of 51
0446-15LIG 0731 Agreement (15L1C 0728 Contract Pricing)
Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
COMMUNITY DEVELOPMENT SUITE
11. Logos.NET Community Development Software
- Business Licensing
- Parcel Management
- Permits
- Municipal Inspections
- Project Planning
- Code Enforcement
- Requests for Services Tracking
- IVR Interface for Permits and Scheduling Inspections (supports Selectron and Teleworks)
- Mobile Inspections (development)
12. Logos.NET Additional Community Development Modules
- GIS Integration 6
- Community Development
Business Licensing (4 screens)
Parcel Management (7 screens)
Permits (2 screens)
Municipal Inspections (4 screens)
Code Enforcement (3 screens)
Requests for Services Tracking (1 screen)
- Utility Billing
Base Package (3 screens)
Meter Inventory (1 screen)
Service Order Processing (4 screens)
SUB -TOTAL COMMUNITY DEVELOPMENT MODULES $179,000
eSUITE
13. eSuite Base Software
14. eFinance
- eSupplier
- eBid
- ePayments
$14,000
10,000
18,000
18,000
18,000
14,000
18,000
9,000
20,000
28,000
12,000
$21,000
10,000
10,000
10,000
City of Fayetteville, AR Page 16 of 51
0446-15MG 0731 Agreement (151,1C 0728 Contract Pricing)
Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
15. eHR
- eEmployee 30,000
- eTimesheets
- eBenefits Administration 15,000
15,000
16. eUtility
- eUtilities
Decision Support Base Datamart7
10,000
17. eCommunity
$21,000
- eLicense
Finance Analytics
10,000
- ePermits
10,000
- eRequest
Dashboards for Financial Management
10,000
SUB -TOTAL eSUITE SOFTWARE MODULES $151,000
DECISION SUPPORT SOFTWARE
18.
Decision Support Base Datamart7
$21,000
19.
Finance Analytics
- Includes 2 users
12,000
Dashboards for Financial Management
15,000
20.
Human Resource/Payroll Analytics
- includes 2 users
12;000
Dashboards for Human Resources
15,000
21.
Utility Management Analytics
- Includes 2 users
12,000
Dashboards for Utility Management
15,000
22.
Community Development Analytics
- Includes 2 users
12,000
Dashboards for Community Development 15,000
SUB -TOTAL DECISION SUPPORT SOFTWARE MODULES $129,000
City of Fayetteville, AR
0446-15LIG 0731 Agreement (15L1C 0728 Contract Pricing) Page 17 of 51
Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
AUTHORIZED USERS
23. Site License for up to 400 Authorized Users 8 Included
NEW WORLD STANDARD SOFTWARE LICENSE FEE $960,000
LESS DEMONSTRATION SITE DISCOUNT (93,000)
LESS CITY LOYALTY SOFTWARE CREDIT (409,000)
LESS DATA CONVERSION CREDIT (40,000)
BAFO DISCOUNT (168,000)
TOTAL SOFTWARE LICENSE FEE"" 5250.000
Note: City may license additional users at the then current list prices including a 25%
discount off list for up to two (2) years from the Effective Date of this Agreement.
Note: A Site License is included for this solution. This Site License entitles the City of
Fayetteville, Arkansas, to 400 authorized users for the Standard Software licensed in Exhibit
A, to be divided up between applications. The Site License is available to only the affiliated
Public Administration agencies within the City of Fayetteville, Arkansas. eSuite software
licensing is unlimited.
City of Fayetteville, AR Page 18 of 51
0446-15MG 0731 Agreement (15L1C 0728 Contract Pricing)
Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
ENDNOTES
Personal Computers must meet the minimum hardware requirements for New World Systems' Logos.NET
product. Microsoft Windows 7 or greater with Internet Explorer (IE) 8 or greater is the required operating
system and browser for all client machines.
2 Servers must meet the minimum hardware requirements for New World Systems' Logos.NET product.
Windows Server 2008 (R2) or greater is required for the Application Server(s), Web Server(s) and
Database Server. Microsoft SQL Server 2008 (R2) or greater is required for the Database Server. Citys
must also license the appropriate number of Microsoft Client Access Licenses (CALs) for license
compliance.
3 Suggested minimum: 100MB Ethernet Network. LOMB CATS Ethernet Network may have less than
adequate response time. Further consultation would be required to assess your network.
4 Time & Attendance interface is a two-way interface. Additional support may be required for 3rd Party
changes; not included in SSMA.
S Currently supports interfaces to Sensus/Rockwell, Neptune, Itron, Radix, Syscon and Schlumberger
devices. Technical assurance must be obtained to vert the Business Partner's software/hardware release
level interface requirements.
6 GIS integration currently supports either ESRI's ArcIMS or ArcGIS Server software; the ArcIMS and
ArcGIS Server software and any services related to the installation and setup of ArcIMS or ArcGIS are not
included in this proposal. The ArcIMS or ArcGIS Server software would need to be purchased, installed
and setup separately.
New World supports SQL Server Reporting Services (SSRS) for server -based report generation and ad hoc
reporting. SSRS utilizes a web services interface to support the development of custom reporting
applications. SSRS is included in the Express, Workgroup, Standard, and Enterprise editions of Microsoft
SQL Server. Citys may elect to use other third -party report generation tools including Crystal Reports
however New World does not provide support for these tools and cannot guarantee compatibility.
8 Additional cost per group of 5 for authorized users is $5, 000; however, New World shall offer the City a
price of 83, 750 for 24 months after contract execution.
v Prices assume that all software proposed is licensed.
!o Licensed Software, and thirdparty ftw p ty so ftware embedded therein, if any, will be delivered in a machine
readable form to City via an agreed upon network connection. Any taxes or fees imposed are the
responsibility of the purchaser and will be remitted when imposed.
City of Fayetteville, AR Page 19 of 51
0446-15UG 0731 Agreement (15L1C 0728 Contract Pricing)
EXHIBIT B
PROJECT MANAGEMENT, IMPLEMENTATION AND
TRAINING SUPPORT SERVICES
Project Management Services
New World shall act as Project Manager to assist City's management in implementing the Exhibit A software. This
responsibility will include documenting, coordinating and managing the overall Implementation Plan with City's
management and the City Liaison. Project Management Services include:
a) a summary level Implementation Plan;
b) a detail level Implementation Plan;
c) revised Implementation Plans (if required);
d) monthly project status reports; and
e) project status meetings
• a project review (kickoff) meeting at City's location
• progress status meeting(s) will occur during implementation via telephone conference or at
City's location; and
• a project close-out meeting at City's location to conclude the project.
The implementation services fees described in Exhibit AA include Project Management fees for a period up to 18
months after the Effective Date.
Project Schedule and Acceptance.
New World will develop a detailed project schedule that details both New World and City's responsibilities,
timeline for project activities, phases, milestones, and deliverables ("Implementation Plan") in connection with New
World's performance of the services described in the Statement of Work. The Implementation Plan should be in
sufficient detail to specify the deliverables, conversion, training, testing, acceptance, configuration, modification,
integration, and live operation activities. Both New World and City agree that a mutually agreeable Implementation
Plan will be submitted and approved by City within thirty (30) days of the date the Agreement is signed by both
parties ("Effective Date"). In the event New World is unable to provide the Implementation Plan within thirty (30)
days, City will have at its option, the ability to terminate the Agreement and obtain all fees paid to New World. The
Implementation Plan will also include the criteria by which the software will be tested and accepted by City.
The Project Managers appointed pursuant to this Agreement will meet periodically to review the Implementation
Plan. Changes to the scope of the project including additional Licensed Software and Services may be proposed by
either party, and if accepted by the parties, the proposed changes shall be reduced to a written document, inclusive
of any applicable pricing changes ("Change Order"). Written approval signed by a duly authorized representative of
each of the parties of such Change Order must be obtained prior to the provision of any products or services related
to such Change Order.
New World shall provide to Client a written quotation for any changes in this Agreement, including Software,
Services, Customizations, etc. Each Change Order shall be reviewed and approved by the City, and shall be subject
to the requirements in the section.
2. Implementation and Training Support Services
Based on the Licensed Standard Software listed and scope of services presented on Exhibit A, New World shall
provide the City with such work at the price listed in Exhibit AA up to 150 working days of New World
implementation and training support services have been allocated for this project. Excess days requested shall be
billed at the Daily Rate. Avoiding or minimizing custom or modified features will aid in keeping the support costs
to the amount allocated. City agrees to reimburse New World for support trips canceled by City less than ten
business (10) days before the scheduled start date to cover New World's out-of-pocket costs. The recommended
implementation and training support services ("Services") include:
City of Fayetteville, AR Page 20 of 51
0446-15UG 0731 Agreement (15L1C 0728 Contract Pricing)
Exhibit B / PROJECT MANAGEMENT, IMPLEMENTATION AND TRAINING SUPPORT SERVICES
a) implementation of each package of Licensed Standard Software; and
b) City training and/or assistance in testing for each package of Licensed Standard Software; and
c) In addition to the 150 working days of implementation and training services, 40additional working
days have been allocated to provide high-level Consulting services, as determined by mutual
agreement of the City and New World project managers, for any of the following activities:
• Enterprise -wide requirements analysis and gathering services focused on identifying and
answering organization -critical questions,
• Synthesis of findings, identifying targeted key solutions to be implemented across City
organization,
• Determination of most efficient and effective work flows and business processes for each package
of licensed standard software,
• Design, development and/or configuration on key solutions in base software reporting package,
through Business Analytics, Dashboards or agreed -to customized Datamart Reporting,
• Effective deployment of agreed -to solutions, employing the work flow and business process
configurations to support improved decision-making and long-term planning.
The project management, implementation and training support services provided by New World may be performed
at City's premises and/or at New World national headquarters in Troy, Michigan (e.g., portions of project
management are performed in Troy).
3. Interface Installation Service
New World shall provide interface installation services as described in this paragraph below as further defined and
clarified in Appendix 2. These services do not include hardware and/or third party product costs which shall be
City's responsibility, if required. Whenever possible, these services will be done remotely, resulting in savings in
Travel Expenses and Time. If on-site installation and training is required, City will be responsible for the actual
Travel Expenses and Time. The services include the following interfaces.
a) Payment Processing Interface
(includes 1 Positive Pay and 1 ACH/Direct Deposit Transmittal Export,
and 1 Payment (Check/EFT) Reconciliation Transmittal Import)
b) Third Party Document Imaging Interface
c) Time and Attendance Interface
d) Third Party Applicant Interface
e) AMR Interface
i) IVR Interface CD/Ufl,�i
g) Payroll Export
h) Parcel Import
i) Accounts Payable Purchasing Card Import
j) Receipt Import
k) FASTER Interface
1) Vanco Interface
m) Hansen Inventory Interface
4. Hardware Ouality Assurance Service
New World shall provide Hardware Systems Assurance of City's Logos.NET server(s). These services do not
include hardware and/or third party product costs which shall be City's responsibility, if required. Whenever
possible, these services will be provided remotely, resulting in savings in travel expenses and time. If on-site
installation is required, City will be responsible for the actual travel expenses and time.
City of Fayetteville, AR Page 21 of 51
0446-15MG 0731 Agreement (151,1C 0728 Contract Pricing)
Exhibit B / PROJECT MANAGEMENT, IMPLEMENTATION AND TRAINING SUPPORT SERVICES
a) Hardware Quality Assurance Services (Standard) Environment:
Hardware Systems Assurance and Software Installation:
- Assist with High Level System Design/Layout
- Validate Hardware Configuration and System Specifications
- Validate Network Requirements, including Windows Domain
- Physical Installation of New World Application Servers
- Install Operating System and Apply Updates
- Install SQL Server and Apply Updates
- Install New World Applications Software and Apply Updates
- Establish Base SQL Database Structure
- Install Anti -Virus Software and Configure Exclusions
- Install Automated Backup Software and Configure Backup Routines
- Configure System for Electronic City Support (i.e. NetMeeting)
- Tune System Performance Including Operating System and SQL Resources
- Test High Availability/Disaster Recovery Scenarios (if applicable)
- Provide Basic System Administrator Training and Knowledge Transfer
- Document Installation Process and System Configuration
5. Additional Services Available
Other New World services may be required or requested for the following:
a) additional software training;
b) tailoring of Licensed Standard Software by New World technical staff and/or consultation with
New World technical staff;
c) New World consultation with other vendors or third parties;
d) modifying the Licensed Standard Software;
e) designing and programming Licensed Custom Software; and
f) maintaining modified Licensed Standard Software and/or custom software.
City may request these additional services in writing using New World's Request For Service (RFS) procedure (or
other appropriate procedures mutually agreed upon by City and New World and will be provided at the Daily Rate).
City of Fayetteville, AR Page 22 of 51
0446-15LIG 0731 Agreement (15LIC 0728 Contract Pricing)
EXHIBIT C
STANDARD SOFTWARE MAINTENANCE AGREEMENT (SSMA)
This Standard Software Maintenance Agreement (SSMA) between New World and City sets forth the standard
software maintenance support services provided by New World.
I. SSMA Period
This SSMA shall remain in effect for a term of five (5) years (the SSMA term), with an option to renew for
additional five year terms. The initial term shall begin on 1/1/17 ("Start Date") and ending on the same calendar date
at the conclusion of the SSMA term. Maintenance is identified and agreed upon for the first five (5) years.
2. Services Included
New World shall provide the following services during the SSMA term.
a) upgrades, including new releases, to the Licensed Standard Software (prior releases of Licensed
Standard Software application packages are supported no longer than twelve (12) months after a
new release is announced by New World);
b) temporary fixes to Licensed Standard Software (see paragraph 6 below);
c) revisions to Licensed Documentation;
d) reasonable telephone support for Licensed Standard Software on Monday through Friday from
8:00 a.m. to 8:00 p.m. (Eastern Time Zone); and
e) Invitation to and participation in user group meetings.
f) Registration for three (3) City participants to the 2017 through 2021 New World Systems'
Executive Customer Conference to include two (2) nights stay at the Conference Hotel on
specified conference dates, conference registration and meals. Participation does not include
City's travel cost, local transportation cost or any other miscellaneous expense incurred by City.
These fees are non-refundable and may not be used toward a conference other than those specified
in payment terms.
I
tems a, b, and c above will be distributed to City by electronic means.
Additional support services are available as requested by City at the Daily Rate.
3. Maintenance for Modified Licensed Standard Software and Custom Software
City is advised that if it requests or makes changes or modifications to the Licensed Standard Software, these
changes or modifications (no matter who makes them) make the modified Licensed Standard Software more
difficult to maintain. If New World agrees to provide maintenance support for Custom Software or Licensed
Standard Software modified at City's request, or for prior releases of New World's software, then the additional
New World maintenance or support services provided shall be billed at the Daily Rate.
4. Billing
Maintenance costs will be billed annually.
City of Fayetteville, AR Page 23 of 51
0446-15UG 0731 Agreement (15L1C 0728 Contract Pricing)
Exhibit C / STANDARD SOFTWARE MAINTENANCE AGREEMENT
5. Additions of Software to Maintenance Agreement
Additional Licensed Standard Software licensed from New World will be added to the SSMA ninety (90) days after
delivery. Costs for the maintenance for the additional software will be billed to City on a pro rata basis for the
remainder of the maintenance year and on a full year basis thereafter.
6. Requests for Software Correction on Licensed Standard Software in Production
If, after City has cutover to live production use of the Licensed Standard Software, City believes that the Licensed
Standard Software does not conform to the current specifications and contract documents set forth in this Agreement
and the then -current New World user manuals, City shall notify New World by phone, in writing, by email, or
through the New World support website, that there is a claimed defect and specify what it believes to be defective.
Documented examples of the claimed defect must accompany each notice. New World shall review the
documented notice and when system operation, a feature or report, or any other feature or function of the Licensed
Standard Software does not conform to the published specifications and contract documents, New World shall
provide software correction service at no charge. (See Section 4.0 ("Warranties and Representations") of the
Agreement for the New World warranties provided). A custom request for change to Licensed Standard Software
to include functionality which is not part of the software design, is handled as a billable Request For Service (RFS)
(see Exhibit B — Project Management, Installation and Training Support Services and Fees, paragraph 5).
City may submit software enhancement suggestions for New World to consider. If New World, at its discretion,
decides to add a software feature as a result of City's software enhancement suggestion, the feature will be added as
Licensed Standard Software and there will be no additional charge.
During the term of this SSMA, and only after City has cutover to live production use of the Licensed Standard
Software, New World shall furnish error, defect, fault, performance degradation, operation or malfunction
correction in accordance with the Priority Categories below, based on City's determination of the severity of the
error defect, fault, performance, operation or malfunction and New World's reasonable analysis of the priority of
the Error, defect, fault, performance degradation, operation or malfunction.
(a) Priority 1: An Error, defect, fault, performance degradation, operation or matfunction which renders
the Licensed Standard Software inoperative; or causes the Licensed Standard Software to fail
caluslrophiculiy.
After initial assessment of the Priority 1 Error, defect, fault, performance degradation, operation or
malfunction by a New World Call Center analyst, if required, New World shall assign a qualified
product technical specialist(s) within one (1) hour, to diagnose and correct the Error, defect, fault,
performance degradation, operation or malfunction. New World shall work continuously to make the
correction, and shall provide ongoing communication to City concerning the status of the correction
until the Licensed Standard Software is restored to operational status and confirmed as such by City.
Immediately after notification of the Priority 1 event by City, New World shall offer to City
workaround solutions, including patches, configuration changes, and operational adjustments and
reverting to prior version of New World's software.
The goal for correcting a Priority 1 event is 24 hours or less.
City of Fayetteville, AR Page 24 of 51
0446-15LIG 0731 Agreement (15L1C 0728 Contract Pricing)
Exhibit C / STANDARD SOFTWARE MAINTENANCE AGREEMENT
(b) Priority 2: An Error, defect, fault, performance degradation, operation or malfunction which
substantially degrades the performance of the Software, but does not prohibit City's use of the
Licensed Standard Software.
New World shall assign a qualified product technical specialist(s) within four (4) hours, to diagnose
and correct the Error, defect, fault, performance degradation, operation or malfunction. New World
shall work diligently to make the correction, and shall provide ongoing communication to City
concerning the status of the correction until the Licensed Standard Software is restored to operational
status and confirmed as such by City. Immediately after notification of the Priority 2 event by City,
New World shall offer to City workaround solutions, including patches, configuration changes, and
operational adjustments and reverting to prior version of New World's software.
The goal for correcting a Priority 2 event is to include a correction in the next Licensed Standard
Software release.
(c) Priority 3: An Error, defect, fault, performance degradation, operation or ma0unction which causes
only a minor impact on the use of the Licensed Standard Software,
New World may include a correction in subsequent Licensed Standard Software releases.
City may contact the following New World resources for management level issue resolution escalation:
Vice President of Product Support, Erin Miller
Vice President of Product Vision, Brian Leary
Director of Professional Services, Andy Breeden
The no -charge software correction service does not apply to any of the following:
a) situations where the Licensed Standard Software has been changed by any party other than New
World;
b) situations where City's use or operations error causes incorrect, operation, performance,
information or reports to be generated; and
c) requests that go beyond the scope of the Specifications set forth in this Agreement and the then -
current User Manuals.
City of Fayetteville, AR Page 25 of 51
0446-15LIG 0731 Agreement (15MC 0728 Contract Pricing)
Exhibit C / STANDARD SOFTWARE MAINTENANCE AGREEMENT
7. Maintenance Costs for Licensed Standard Software Packaees Covered for NET Server(s)
New World agrees to provide software maintenance at the costs listed below for the New World Licensed Standard
Software packages described in Exhibit A.
Annual Maintenance Cost in US dollars (5 -Year Plan Billed annually)
Year 1 (1/1/17—
12/31/17)
$159,600*
Year 2 (1/1/18 —
12/31/18)
169,000*
Year 3 (1/1/19 —12/31/19)
169,000*
Year 4 (1/1/20 —
12/31/20)
169,000*
Year 5 (1/1/21 —
12/31/21)
173,900*
*Includes one-time fee for Executive Conference 2017 through 2021 — three people at $2,000 each per year. See
description in Section 2, Item f of this Exhibit.
Note: City may renew their Standard Software Maintenance Agreement for an additional 5 -year term including an
SSMA increase of 2.25% per year. Subsequent years of Software Maintenance may be added at a negotiated rate
mutually acceptable by both the City and New World. Added Licensed Standard Software as described in Exhibit A
shall be covered under a no cost warranty through 12/31/16.
City of Fayetteville, AR Page 26 of 51
0446-15UG 0731 Agreement (15L1C 0728 Contract Pricing)
EXHIBIT D
NEW WORLD SYSTEMS CORPORATION
NON -DISCLOSURE AND SECURITY AGREEMENT FOR THIRD PARTIES
This Agreement, when accepted and executed by New World, grants the undersigned the permission to use and/or have limited
access to certain New World Systems® Corporation (New World) proprietary and/or confidential information.
Installed At: City of Fayetteville
City Name
Authorized Signature of City:
Name (Please Print or Type)
Title
Located At: 113 West Mountain Street
Fayetteville, AR 72701
Signature
In exchange for the permission to use or have access to New World proprietary and/or confidential information, including
without limitation, New World software and/or documentation, the organization and individual whose names appear below,
agree to the following:
No copies in any form will be made of New World proprietary or confidential information without the expressed written
consent of New World's President, including without limitation, the following:
a) Program Libraries, whether source code or object code;
b) Operating Control Language;
c) Test or Sample Files;
d) Program Listings;
e) Record Layouts;
f) All written confidential or proprietary information originating from New World including without
limitation, documentation, such as user manuals and/or system manuals; and/or
g) All New World Product Bulletins and/or other New World Product related materials.
2. New World software, New World documentation, or other proprietary or confidential information shall not be used for
any purpose other than processing the records of the City identified above as permitted in the City's Standard Software
License and Services Agreement with New World.
3. The undersigned agree(s) that this Agreement may be enforced by injunction in addition to any other appropriate
remedies available to Nevv World. If it is determined th:,rt the money darra,cs caused by the m;dersigned's failure to
comply with the foregoing terms are difficult to ascertain, they are hereby estimated at liquidated damages of no less than
three times the then -current License Fees for the License Software provided to City under the Standard Software License
and Service Agreement between City and New World.
Agreed and Accepted by Third Parry (Organization)
Organization:
By:
Title:
Date:
Agreed and Accepted by Third Party (Individual)
Individual:
By:
Title:
Date:
Accepted and Approved by New World Systems Corp.
By:
Title:
City of Fayetteville, AR Page 27 of 51
0446-15UG 0731 Agreement (15L1C 0728 Contract Pricing)
EXHIBIT E
DEMONSTRATION SITE DISCOUNT
New World has provided City a significant discount in exchange for the privilege of using City's site for
demonstration purposes. Accordingly, after the Licensed Software has been delivered and installed, City agrees to
act as a demonstration site for prospective New World customers. City also agrees to serve as a reference or remote
demonstration site on the telephone for prospective New World customers. By agreeing to be a demonstration site,
City is not necessarily endorsing the New World software and City will not actively participate in any type of
marketing and advertising campaign for or on behalf of New World.
Demonstrations will be coordinated at mutually agreeable times with the appropriate City personnel and will be
scheduled to minimize the interruption to City's operations. New World will provide City reasonable notice for
preparation.
City of Fayetteville, AR Page 28 of 51
0446-15MG 0731 Agreement (15L1C 0728 Contract Pricing)
EXHIBIT F
DATA FILE CONVERSION ASSISTANCE
New World will provide conversion assistance to City to help convert the existing data files specified below. If
additional files are identified after the contract execution, estimates will be provided to City prior to New World
beginning work on those newly identified files. New World shall bring over all data requested from the existing
AS400 by the City during implementation at no additional fee to the City.
1. General
a) This conversion effort includes data coming from one unique data source, not multiple sources.
b) No data cleansing, consolidation of records, or editing of data will be part of the data conversion
effort. Data cleansing, removal of duplicate records, and editing must take place by City prior to
providing the data to New World
c) For Utilities, if the conversion involves a third -party, a data mapping trip will be required.
Accounts that are included in the conversion are as follows:
1. Active accounts
2. If no active account exists, the most recent inactive account will be converted
3. Any account that owes money
4. Active Services
5. Consumption History for the current meter on the account
d) For Community Development, if the conversion involves a third -party, a data mapping trip will
be required.
2. New World Responsibilities
a) New World will provide City with a conversion design document for signoff prior to beginning
development work on the data conversion. No conversion programming by New World will
commence until City approves this document.
b) New World will provide the data conversion programs to convert Citys data from a single data
source to the New World Licensed Standard Software for the specified files.
c) As provided in the approved project plan for conversions, New World will schedule a conversion
analysis trip and a separate data conversion testing trip to City's location. The conversion testing
trip for each application is a billable support trip, using standard Exhibit B services, which is
scheduled in conjuiictior, �Xitlh [lie delivery of the coi;�,erte(l data to the City.
d) New World will provide the City up to 5 test sets of the converted data. Additional test sets
requested may/will require additional conversion costs.
e) New World will provide the standard conversion record layouts to the City and convert the
available data elements defined in the standard conversion record layouts.
f) Up to seven years of historic data, or more if so desired by the City, will be converted by New
World.
3. City Responsibilities
a) City will provide data in standard conversion record layouts as provided by New World.
Submitted data files must include an accurate count of records contained in the files.
b) Data will be submitted to New World in one of the following formats: AS/400 files, Microsoft
SQL Server database, Microsoft Access database, Microsoft Excel Spreadsheet, or an ASCII -
format delimited text file. Data and databases will be transferred using the New World ftp site.
City understands that files or tables containing less than 500 records or table entries may not be
converted.
City of Fayetteville, AR Page 29 of 51
0446-15L1G 0731 Agreement (15L1C 0728 Contract Pricing)
Exhibit F / DATA FILE CONVERSION ASSISTANCE
d) As provided in the project plan , City will provide a dedicated resource in each application area to
focus on conversion mapping and testing. This includes dedicating a support person(s) whenever
New World staff is on site regarding conversions. Roughly a one to one commitment exists for
City commitment and New World commitment. City understands that thorough and timely
testing of the converted data by City personnel is a key part of a successful data conversion.
e) City agrees to promptly review conversion deliveries and signoff on both the conversion design
document and on the final conversion after the appropriate review. New World will work with
the City in applying the converted data to the production (Live) environment to obtain acceptance
by City.
f) If the City cannot provide data in the format defined in New World's standard conversion record
layouts then New World will map the data to New World's standard conversion record layout on
a daily billable basis. The City must provide complete file and field definitions for New World
to map the data.
g) City shall FTP the libraries in save file format to the New World FTP site. New World will then
convert City's data. New World guarantees City shall not incur additional expense for being at
levels 7.06 Financials and 5.2 Utility Billing.
The following files will be converted from the Logos 400 System:
Finance
Finance Base
• COA - The chart of accounts includes funds, organizations 2 through 6, base and detail accounts,
organizations sets.
• Vendor - Vendors include the base vendor, vendor contacts, and vendor addresses.
• Projects - Project set up and general ledger transactions.
• GL History - The General Ledger History conversion includes the detailed general ledger transaction history.
• Current Year's Budget - Pending budget.
• Budget History - Adopted budget history.
• Banks - Bank set up includes the bank information and the bank account information.
• Departments - Departments include the conversion of the functional department and sub -department codes
• Master Files - Financial Managements master files include invoice types, sales tax, and validations sets.
Purchase Orders and Accounts Payable
• Purchase Orders - Purchase order, detail items, disbursements, receipt of goods, requisitions, change history.
• Accounts Payable - Accounts Payable conversion includes the accounts payable invoices, detail items,
charges, payments, checks, and disbursements.
Misc. Billing City / Misc. Billing Invoice
• Misc. Billing City - Citys, include City demographic information, City contacts, and City addresses.
• Misc. Billing Invoice - Accounts receivable invoices, payments, and disbursements.
Revenue Collection receipts
• Revenue Collection Receipts - Payment Codes, Collection Stations, Receipt transactions.
City of Fayetteville, AR Page 30 of 51
0446-15LIG 0731 Agreement (15L1C 0728 Contract Pricing)
Exhibit F / DATA FILE CONVERSION ASSISTANCE
Fixed / Pending Assets
• Fixed Assets/ Pending Assets - Assets, asset items, asset classifications, depreciation methods, transaction
history.
Inventory Items / Commodity Codes
• Invento Items / Commodity Codes
Integrated Inventory
• Integrated Invento - Inventory, Inventory Transactions
User Defined Fields
• UDF / Master File UDF
Contract Accounting
• Contract Accounting
Bid and Quote
• Bid and Quote
Item Mapping
• Item Mapping from a Third Party source - All history is loaded to a single conversion item. The item tables
are populated with new codes from a standard NIGP format or New World specified format.
Human Resources / P
Employee Base
• Employee - Employee Master Files include Employee demographic information, assigned benefits, assigned
deductions, assigned taxes, assigned pay rate, employee direct deposit set up, employee gl distributions,
assigned schedules, assigned dependents, and assigned Certification.
• Employee Check Messages - Check messages to appear on the employee's check.
• Employee Documents - Free form text on the 400 is not supported.
• Employee Inventory - Inventory items such as keys, pagers, and key cards assigned to employees.
• Employee Education - Education, skills, and certifications acquired by the employee.
• Master Files - HR Master files include Benefit Codes, Deduction Codes, Tax Codes, Hours Codes, Hours
Categories, Shift Codes, FLSA Codes, Job Classes, Grades/Rates, Workers Compensation codes, Frequency
Codes Separate Check codes, Bank Accounts, Benefit Groups, Pay Batches, Departments and Sub -
departments and validation set entries required for employee set up.
City of Fayetteville, AR Page 31 of 51
0446-15UG 0731 Agreement (15L1C 0728 Contract Pricing)
Exhibit F / DATA FILE CONVERSION ASSISTANCE
ravron t1isto1y 13ase
• Pay Batch History - The batch history for payroll.
• Earnings History - The employees earnings history by pay batch.
• Deduction History - The employees deduction payment history by pay batch.
• Benefit History - The employees benefit history by pay batch.
• Hours History - The employees hour history by pay batch. This includes earned and taken accrual hours.
• Payroll Journal - Detail line items of main General Ledger journal entry.
• Check History - Check number and check date. Links the check to the earnings information.
• Disbursement Check History - Vendor payments created from payroll processes. Interfaced to Accounts
Payable but processing disbursements
User Defined Fields
• Employee/ Master File UDF - The employee user defined fields/ State Requirements UDF
Benefit Administration
• Benefit Administration - Attach employees to benefit plans from a standard matrix. This information does
not exist on the 400 and the City is required to com Tete a standard matrix for this piece.
Positions
• Positions - Positions
• Position Budgeting - Expense assigned to the position.
• Employee Positions - Assigned employee position and employee position history.
• Documents - New World documents solution
Advanced Personnel
• Advanced Personnel - COBRA, flexiblespending, random drug testing, workers comp claims
Utilities
Utilities Base
• City/ Accounts/ Contacts - City includes City information, account information, mailing address, service
address, and account level user defined fields.
• Deposits - deposits
• Billing Items - Other Charges
• Meter Unit Service - meters and meter level user defined fields
• Meter Unit Rate - rates
• Consumption - consumption
• Transactions - Transactions include transactions, bills, payments, penalties, refunds (all), adjustments (all)
• Bank Drafting - bank drafts
City of Fayetteville, AR Page 32 of 51
0446-15UG 0731 Agreement (15L1C 0728 Contract Pricing)
Exhibit F / DATA FILE CONVERSION ASSISTANCE
Only one data source for each of the following files to be converted:
Data File Conversion from 3`d Party Source (Hanson)
Inventory Application Database
- Hanson Inventory
City of Fayetteville, AR Page 33 of 51
0446-15MG 0731 Agreement (15L1C 0728 Contract Pricing)
EXHIBIT G
CITY REQUESTED STANDARD SOFTWARE ENHANCEMENTS / MODIFICATIONS AND / OR
CUSTOM SOFTWARE
1. Definition of Proiect
New World will provide the City requested Standard Software Enhancements and/or Custom Software as discussed
below to address the City's requirements. City agrees to cooperate in not making modifications and enhancements
too extensive as defined in the 2(b)(1) procedure below.
An analysis and assessment to verify the scope of effort for the project will be conducted. A revised estimate for the
modifications/interfaces may be provided at the conclusion of the assessment. City may elect to cancel or proceed
with the modifications/interfaces based on the revised estimate.
Capabilities included in the initial scope:
a) Enhancements / Modifications to Exhibit A Software
(1) Customize detailed City receipts:
Ability to customize detailed City receipts, including but not limited to amount owed and
received, type of payment, check number, account number, and transaction number.
(2) Print Deposit ticket with appropriate deposit:
Ability to print deposit ticket with appropriate deposit reconcilement code.
(3) Bank file format change:
Ability to change the format of the bank file when changes are requested from the bank.
b) Custom Software/Interfaces
With New World providing consultation, City is responsible for obtaining technical
contacts and/or technical specifications from the third parties involved.
(1) Active Directory/HR Interface (Payroll export):
Employee information (name, ID, phone number, access levels, termination information)
(Business Analytic tools may meet this requirement)
2. Methodology to Provide Enhancements and/or Custom Software
a) Definition of New World's Responsibility
This project includes the following activities to be performed by New World.
(1) Review of required features with City. Only items identified in Paragraph 1 above will be
provided in this implementation plan.
(2) Preparation of Requirements Document (RD) to include:
• Detailed description of the required feature
• menu samples
• screen samples
• report samples
(3) Programming and programming test.
City of Fayetteville, AR Page 34 of 51
0446-15LIG 0731 Agreement (15L1C 0728 Contract Pricing)
Exhibit G / CITY REQUESTED STANDARD SOFTWARE ENHANCEMENTS / MODIFICATIONS AND /
OR CUSTOM SOFTWARE
(4) Training, testing and/or other support services at the Daily Rate. Whenever possible, these
services will be done remotely, resulting in savings in Travel Expenses and Time. If on-site
installation and training is required, City will be responsible for the actual Travel Expenses and
Time.
For modification requiring over seven (7) days of work, New World utilizes a design document
procedure [see 2(b)(1) below]. For smaller modifications, New World uses a Request For Service
(RFS) procedure. Both procedures are reviewed with City at a pre -installation planning meeting. The
RFS procedure utilizes a form with a narrative description and supporting documentation if applicable
to define the work to be done.
City may during the implementation period or thereafter require modifications, interfaces, conversion,
report writing, etc., services from New World ("Customizations"). New World agrees to provide a
written Change Order describing the work to be performed and estimating the costs for City approval
before any work is initiated by New World. New World will not exceed the costs set forth in the
mutually agreed to Change Orders without justification, in writing, that is acceptable to the City. No
costs in excess of the estimates will be paid by City unless approved in writing in advance of fee
incurrence. All Customizations shall be subject to Acceptance Testing before payment is released by
the City. Acceptance of the Customizations resulting from each Change Order shall be per the
Acceptance Testing clause herein.
b) Implementation Schedule
Activity
Targeted Time Period
(1) Complete Design Review with City Staff. City agrees to be To be determined
reasonable and flexible in not attempting to design the
modifications to be more extensive than called for in the scope
(cost and schedule) of this project.
(2) New World submits completed RD to City.
(3) RD is accepted and signed off by City (no programming will be
done by New World until the formal sign -off and City's
authorization to proceed in writing).
(4) New World completes programming from RD and provides
modified software to City.
(S) Software Modification Acceptance Test based on RD.
c) Ci 's Responsibility
To be determined
To be determined
To be determined
To be determined
All City requested changes after RD sign -off must be documented by City and authorized in writing
including potential costs, if any. Additional changes will most likely delay the schedule and may
increase the cost.
City of Fayetteville, AR Page 35 of 51
0446-15L1G 0731 Agreement (15L1C 0728 Contract Pricing)
EXHIBIT H
ACCEPTANCE TESTING
Each application of Licensed Software shall be deemed to have been accepted upon the successful completion of
either Criteria 1 or Criteria 2 (listed below) whichever occurs first. Acceptance Testing is successful under either
Criteria 1 or Criteria 2 unless the Licensed Software application contains a warranty defect which substantially
impairs the value and City's use of the Licensed Software. Any claimed defects must be documented in writing as
set forth in Exhibit C.
Criteria 1:
Using Exhibit B support services, New World shall assist City in conducting the following software Acceptance
Test.
Following published specifications using established procedures and controls, the test criteria includes:
1. the successful entering and editing of a representative sample of transactions;
2. the successful processing of a representative sample of file maintenance transactions for the
master file transactions; and
3. the successful generation of standard output reports.
Testing under Criteria 1 may be completed before City has gone "live" on the application. If Criteria 1 is used, City
agrees to provide the requisite resources to timely complete the Acceptance Test procedure. If City unreasonably
delays the start of the Criteria 1 test procedure for more than fourteen (14) calendar days beyond the designated test
date, then successful software acceptance shall be deemed to have occurred for that application of Licensed
Software on the fifteenth (15th) day after the designated test date.
Criteria 2•
Successful acceptance of each application of Licensed Software delivered shall be deemed to have occurred at the
time City begins using the application of Licensed Software to produce data or output which is distributed for actual
use and/or otherwise used as "live data".
City of Fayetteville, AR Page 36 of 51
0446-15MG 0731 Agreement (15MC 0728 Contract Pricing)
EXHIBIT I
INCORPORATION BY REFERENCE OF NEW WORLD'S RESPONSE TO CITY'S RFP SOFTWARE
SPECIFICATIONS AND BAFO
For the applications licensed on Exhibit A, the New World Detail Response to the software specifications of City's
RFP is incorporated in this Agreement by reference.
All items coded "Yes" (as qualified) in the New World Detail Response to City's RFP Questionnaire will be
provided to City through currently existing Exhibit A software capabilities, City's use of 3`d Party software, custom
programming provided by New World and/or future enhancements to Exhibit A software provided under Exhibit C.
Items that are qualified, or coded as requiring modification, may be provided using Exhibit B support services at the
then current daily rates.
If the terms and conditions of the New World Detail Response to the specifications of the RFP and this Agreement
are in conflict, the governing terms and conditions shall be this Agreement.
If City has not licensed the software on Exhibit A to meet a software specification, then that specification shall not
apply in any acceptance test and/or to fulfill the above criteria.
City of Fayetteville, AR Page 37 of 51
0446-15LIG 0731 Agreement (15L1C 0728 Contract Pricing)
EXHIBIT J
ESCROW OF SOFTWARE SOURCE CODE
So long as City pays the applicable fees as described in Exhibit AA, New World stipulates that the source code for
the Licensed Standard Software, Logos and Aegis, together with the related Documentation as it is or becomes
available, will be deposited in an escrow account maintained at a suitable Agent pursuant to an agreement between
the Agent and New World (the "Escrow Agreement").
New World will in a timely manner, deposit into the escrow account copies of source code for Releases and
Versions of the Licensed Standard Software and related Documentation.
New World or New World's trustee in bankruptcy shall authorize the Agent to make and release a copy of the
applicable deposited materials to City upon the occurrence of any of the following events: (i) The existence of any
one or more of the following circumstances uncorrected for more than thirty (30) days: entry of an order for relief
under Title 11 of the United States Code; the making by New World of a general assignment for the benefit of
creditors; or action by New World under any state insolvency or similar law for the purpose of its bankruptcy,
reorganization, or liquidation; unless within the specified thirty (30) day period, New World provides to City
adequate assurances, reasonably acceptable to City of its continuing ability and willingness to fulfill its maintenance
obligations under this Agreement, (ii) New World or its successor or assigns has ceased its on-going business
operations or that portion of its business operations relating to the sale, licensing and maintenance of the Software.
In the event of release under this Agreement, City agrees that it will treat and preserve the deposited materials as a
trade secret of New World in accordance with generally accepted standards utilized to safeguard trade secrets
against unauthorized use and disclosure. This means their use is for internal processing needs only and no additional
copies will be provided to any third parties.
City of Fayetteville, AR Page 38 of 51
0446-15MG 0731 Agreement (15L1C 0728 Contract Pricing)
EXHIBIT K
TRAVEL POLICY
REIMBURSEMENT OF EMPLOYEE BUSINESS EXPENSES
In order to comply with IRS and company policies, all expense reports must be properly documented. "Properly
documented" means providing valid receipts, explanations and other information required by company policy.
Expenses that are not properly documented will not be reimbursed. This policy is subject to change at New World's
discretion without notice.
1. Receipts
Ingeneral: Original detailed receipts from third parties are required for all expenditures except mileage and per diem
allowance. (Photocopies of receipts are not acceptable.) Examples of original receipts include: hotel bills, rental car
receipts, receipts attached to airline tickets and cash register receipts. Where expenses have been charged to a credit
card, the original credit card voucher must be attached as well (Photocopies of vouchers are not acceptable.) A
credit card voucher or statement alone is not sufficient for expense report purposes.
For air travel: Boarding passes, ticket stubs and travel agent itineraries must be submitted. For E -tickets: although
there is no ticket stub to turn in, employee will submit itineraries and all other documentation provided by the travel
agent and airline.
For rental cars: The final rental contract receipt and credit card voucher will be submitted.
All receipts will clearly indicate: Seller's name/location, date, amount, method of payment, and a detailed
description of charges. In those rare cases where a receipt is lost or did not get one, provide the above information
along with an explanation of why there is no receipt. If explanations are required, make them on a separate sheet or
in a blank space on the receipt. Illegible or altered receipts will not be accepted.
2. Business Purpose
Every reimbursable expenditure must have a business purpose associated with it. For travel related expenses, the
nature of the trip will be clearly described on the expense report. All other reimbursable expenses require an
explanation of the business purpose or benefit of the expenditure.
City of Fayetteville, AR Page 39 of 51
0446-15MG 0731 Agreement (15MC 0728 Contract Pricing)
Exhibit K / TRAVEL POLICY
Reimbursable Expenses
The following types of expenses are generally considered reimbursable:
1. Mileage
The City shall reimburse for the daily business use of personal vehicle.
The mileage reimbursement covers all variable vehicle expenses, including, but not limited to: gas, oil, tires,
insurance, maintenance, licenses, depreciation, wear -and -tear, damage, deductibles, interest, loan or lease payments,
replacement rental, liability, etc.
Employees are required to keep accurate records of their business mileage in accordance with IRS regulations.
Those records must be made available to the company upon request.
Mileage Reimbursement Rates The costs of driving a vehicle vary depending on the number of miles driven and
other factors. Certain costs, like fuel, depreciation, etc., increase with each additional mile driven. Other costs, like
insurance, car payments, etc., stay about the same regardless of the number of miles driven and are personal costs, in
large part. To address this, New World has two reimbursement mileage rates:
1. Under 400 Miles Per Week: For weeks where your reimbursable mileage is 400 miles or less, you will be
reimbursed at the standard rate of $.43 per mile, or
2. Over 400 Miles Per Week: For weeks where your reimbursable mileage is more than 400 miles, you will be
reimbursed at the standard rate of $.43 per mile for the first 400 miles; All miles driven in excess of 400 miles per
week will be reimbursed at the high mileage rate of $.33 per mile.
2. Parking, Tolls, etc.
The City shall reimburse for parking, tolls, and certain other fees associated with vehicle business travel that are not
otherwise covered by the mileage reimbursement.
3. Airfare
The authorized mode of air travel for company business in the United States is coach economy class. The company
does not pay any premium or additional charge for first class or other upgraded service.
Air travel reservations must be booked through a company -approved travel agent who will bill New World directly
for the expense. In certain rare cases reservations may be made directly with the carrier as a result of flight
cancellations and necessary last minute changes in travel plans. In cases where you directly pay for air fare yourself
you must obtain a detailed receipt and submit it for reimbursement along with your credit card voucher or other
proof of payment, boarding passes and any ticket stubs.
City of Fayetteville, AR Page 40 of 51
0446-15LIG 0731 Agreement (15L1C 0728 Contract Pricing)
Exhibit K / TRAVEL POLICY
4. Rental Cars
Compact cars should normally be rented. Full-size vehicles and vans may only be rented if groups exceeding 4
people or oversize packages must be transported and it is more economical to rent a larger vehicle. Every effort
should be made to share rental cars when attending common events with other New World employees.
New World will be reimbursed for normally -priced gasoline we put into rental cars.
National Car Rental (NCR) To save money and better control expenses, the company maintains a corporate
account with National Car Rental. We must use National unless they do not have a rental car available at that
location. The collision damage waiver and personal accident insurance should be declined on all business rentals
made under our regular NCR corporate plan. When renting your vehicle, verify that they are charging you the
correct rate, which is usually stated on the itinerary from our travel agent.
5. Ground Transportation
When renting a car is not more economical, the company will be reimbursed by City for the costs of ground
transportation, including taxi cabs, shuttle services, bus fares, etc. including up to a 15% tip where appropriate.
Cabs in many large cities/airports can provide a detailed machine printed receipt.
6. Per Diem Allowances
Standard Per Diem for Overnizht Travel: A standard per diem is paid for each evening we stay overnight on
business. The standard per diem amount is $52 for travel within the 48 continental U.S. states and $62 outside the
continental U.S. The standard per diem is intended to cover all meals, tips of all kinds, and other incidental
expenses for that evening and the next day.
New World may claim an additional $26 per diem on the day of return if we arrive home after 7:00 p.m. (i.e., flight
must arrive after 6:30 p.m.) You may claim an additional full per diem on the day of your return if you arrive home
after midnight (i.e., flight must arrive after 11:30 p.m.)
Standard Per Diem for One -Day Trips: On one -day trips we may depart and return the same day and not spend an
evening out of town. In those cases, a $26 per diem may be claimed if we spend 12 hours or more away from home
on company business and travel more than 50 miles away from your office.
7. Lodging
1.0 We stay in economy hotels/motels when traveling on company business (examples: Comfort Inns, many
Holiday Inns, Hampton Inns, Hilton Garden Inns, and other clean newer motel chains, etc.) Lodging at higher
priced luxury or resort hotels will not be reimbursed unless approved by the President, or Vice President — Finance.
Many hotels have government rates or special rates available to Microsoft Business Partners or guests of the
city/county. We should always attempt to receive any reduced rate.
2.0 Only room charges and taxes will be reimbursed for the days that official company business is conducted.
Charges for personal purchases like health club fees, room service, movies, snack bars, restaurant meals, bar
charges, personal items, etc. are not reimbursable. On extended trips, a laundry/dry cleaning allowance of $10 per
week will be reimbursed for travelers on extended trips who have not returned home for over 7 consecutive days.
City of Fayetteville, AR Page 41 of 51
0446-15LIG 0731 Agreement (15L1C 0728 Contract Pricing)
EXHIBIT L
THIRD PARTY HARDWARE ENVIRONMENT
SERVERS
Host Servers
(2) Dell PowerEdge 630 (IU) Rack Server (Or Similar)
- (2) Intel Xeon E5-2650 2.3GHz, 2133MHz, IOC Processors
- 96GB 2133MHz RDIMMs (Memory)
- Internal Dual SD Module with 8GB SD Card
- Embedded SATA Controller
- (1) Broadcom 5720 Quad Port 1GB NIC (Integrated)
- (1) Broadcom 5719 Quad Port 1GB NIC (PCIe)
- Redundant 750W Hot Swappable Power Supplies
- DVD/ROM, SATA, Internal
- 3 Year ProSupport for IT and Mission Critical 24X7X4 Hour Onsite
Storage Array (SAN)
(1) Dell EqualLogic PS4100XV 2U iSCSI SAN (Or Similar)
- (12) 600GB 15K -RPM 3.5" SAS Hot Swap Disk Drives (7.2TB RAW)
- Dual Controllers with 4GB Battery Backed Cache Memory
- Supports RAID 5, RAID 6, RAID 10, RAID 50
- 2 GB Ethernet Network Interfaces Per Controller (4 Total)
- Redundant Hot Swappable Controllers, Power Supplies, Cooling Fans
- Includes EqualLogic Array, Host, and Management Software
- 3 Year ProSupport for IT and Mission Critical 24X7X4 Hour Onsite
SYSTE.NI SOrTVr?Arl
Host Servers
(2) Windows Server 2012 (R2) - Datacenter Edition, 2 Processors
(200) Windows Server 2012 - User/Device CAL (Estimated)
(4) SQL Server 2014 - Standard Core Edition, 2 Cores (8 vCPUs Total)
(1) VMware Essentials Plus 6 - Includes vSphere & vCenter for 3 Hosts, 1 Yr. SNS
SPECIFICATIONS
Application/Intranet Web Server
- 4 vCPUs
- 8GB Memory
- IOOGB Virtual Disk (OS)
- 500GB Virtual Disk (File Storage)
- Windows Server 2012 - Standard Edition, 64 -Bit
City of Fayetteville, AR Page 42 of 51
0446-15LIG 0731 Agreement (15L1C 0728 Contract Pricing)
Exhibit L / THIRD PARTY HARDWARE ENVIRONMENT
Database Server
- 4 vCPUs
- 16GB Memory
- 100GB Virtual Disk (OS)
- 250GB Virtual Disk (SQL)
- Windows Server 2012 - Standard Edition, 64 -Bit
- SQL Server 2012 - Standard Edition, 64 -Bit
Analytics/SSRS Reporting Server
- 4 vCPUs
-8GB Memory
- 100GB Virtual Disk (OS)
- 100GB Virtual Disk (SQL)
- Windows Server 2012 - Standard Edition, 64 -Bit
- Windows SQL Server 2012 - Standard Edition, 64 -Bit
eSuite Web Server
- 2 vCPUs
-4GB Memory
- 100GB Virtual Disk (OS)
- Windows Server 2012 - Standard Edition, 64 -Bit
Test Server
- 2 vCPUs
-4GB Memory
- 100GB Virtual Disk (OS)
- 50OGB Virtual Disk (File Storage)
- Windows Server 2012 - Standard Edition, 64 -Bit
Training Server
- 2 vCPUs
-4GB Memory
- 100GB Virtual Disk (OS)
- 50OGB Virtual Disk (File Storage)
- Windows Server 2012 - Standard Edition, 64 -Bit
VMware vCenter Management Server
- 4 vCPUs
-8GB Memory
- 100GB Virtual Disk (OS)
- Windows Server 2012 - Standard Edition, 64 -Bit
City of Fayetteville, AR Page 43 of 51
0446-15LIG 0731 Agreement (15L1C 0728 Contract Pricing)
Exhibit L / THIRD PARTY HARDWARE ENVIRONMENT
SPECIFICATIONS
FM/HR Workstation
- Intel Core i3/i5/i7 Processor
- 4GB System Memory
- 250GB Hard Drive
- Gigabit Ethernet Adapter
- DVD/ROM Drive
- Integrated Graphics
- 19" Color Monitor (1280 X 1024 Resolution)
- Windows 7 / Windows 8.1 Professional with IE 1 I (Compatibility View Enabled)
City of Fayetteville, AR Page 44 of 51
0446-15UG 0731 Agreement (15L1C 0728 Contract Pricing)
EXHIBIT M
SOFTWARE PERFORMANCE TEST CRITERIA
The Exhibit A Licensed Standard Software will provide satisfactory performance to satisfy the current processing
requirements of the City based upon certain conditions. This statement is conditioned on current master file sizes up
to 200% of current transaction volumes, and reasonable history retention requirements. It is also conditioned upon
the City's agreement not to add other applications, other than system administrative software such as anti-virus or
back-up software, in addition to those listed on Exhibit A, and not to use any third party software products or
hardware in a way that impacts software performance. This statement is further conditioned upon the City
balancing the computer system properly, including but not limited to, backups, file purges, tuning the system as
required, and/or any other items that may impact performance.
ERP Software Satisfactory Performance is defined as response time of one (1) second or less in over 80% of the
input or inquiry transactions during any measured one (1) hour period; plus an average response time of three (3)
seconds or less in 90% or more of the input or inquiry transactions during any measured one (1) hour period.
Satisfactory performance measurements exclude factors outside of New World's control include responses from
external systems such as latency of commercial wireless provides, i.e. Verizon, AT&T.
Given the above definition, should the Exhibit A software not perform satisfactorily, then the City shall notify New
World in writing and New World shall have ten (10) days to determine if the unsatisfactory performance is related to
New World products or is related to other factors not part of the New World software (see examples above). New
World shall have reasonable access to the City during the ten (10) day correction period and shall be able to make
any adjustments necessary to improve system performance. These adjustments may include making changes to the
Licensed Software to improve system performance. New World shall document adjustments made and notify the
City in writing of the adjustments. If requested by the City, and using Exhibit B support services, New World shall
train the City on how to make adjustments. After ten (10) days, if the system performance has not improved, and
should the unsatisfactory performance be attributable solely to the New World Software, then New World shall
provide additional computer capacities (memory, disk storage) at New World's cost to improve the performance.
The additional computer capacities will be added within thirty (30) days of the thirty (30) day correction period
ending.
For purposes of this software performance section, any New World time involved in selecting equipment,
interfacing software or hardware, tuning or balancing the system, resolving City problems, and/or other activities
performed on the City's behalf to initially start up or improve hardware or software performance will be performed
using Exhibit B support service guidelines and fees. As defined above, given written notice of software
performance deficiencies by Uie City, the New World time spent during the 30 -day correction period to evaluate the
alleged deficiencies will not be billable to the City unless New World can document and demonstrate that the
alleged deficiencies are not due to deficiencies of the Exhibit A software, in which case the time spent by New
World during the 30 -day correction period would be billed to the City.
The software performance statement set forth in this Exhibit expires six months from the date Initial Finance
Management applications have gone into "live use", at which time the priority levels in Exhibit C shall control.
City of Fayetteville, AR Page 45 of 51
0446-15LIG 0731 Agreement (15L1C 0728 Contract Pricing)
APPENDIX 1
AGREEMENT AND AUTHORIZATION FOR PROCUREMENT
OF THIRD PARTY PRODUCTS AND SERVICES
The attached configuration (Exhibit 1) describes the Third Party products and services that New World will obtain
for City. By execution of this Agreement, City authorizes New World to order the Exhibit 1 products for delivery
to:
City of Fayetteville
113 West Mountain Road
Fayetteville, AR 72701
The payments for Appendix 1 Services are covered under the Cost Summary and Payment Schedule in Exhibit AA.
City is responsible for the site preparation and related costs to install the Exhibit 1 Third Party products. City is
responsible for any returned product charges, including re -stocking and shipping fees, for all Third Party products
ordered by New World on the City's behalf. Travel Expenses incurred by New World are in addition to the
Exhibit 1 cost and will be billed weekly as incurred.
The Exhibit 1 components and cost may only be changed by mutual agreement of the parties. If a change order in
the configuration requires additional costs, New World shall notify City of the additional costs and with City's
approval these costs shall be borne by City. Without such approval, the change order will not be processed.
City shall or may be required to execute selected agreements with vendors and New World shall not confirm the
ordering of any Exhibit 1 products without City's authorized signature on said Agreements. City shall receive the
benefit of all warranties, services, etc. provided for in the Agreements.
City of Fayetteville, AR Page 46 of 51
0446-15L1G 0731 Agreement (15L1C 0728 Contract Pricing)
EXHIBIT 1
CONFIGURATION
THIRD PARTY PRODUCTS AND SERVICES
1. Laserfiche Rio
See attached pricing detail
TOTAL THIRD PARTY PRODUCTS AND SERVICES SL 11
$179,711
City of Fayetteville, AR Page 47 of 51
0446-15MG 0731 Agreement (15L1C 0728 Contract Pricing)
r 4 CCi
Experienc Excellence
PRICING PROPOSAL
PO Box 2235
Tallahassee, FL 32316
850.701.0725
850.564.7496 fax
Client Name: Fayetteville, AR
Product Description:
ECM SOFTWARE LICENSING FOR RIO
P Rio Pilot 25-49 Users
Includes Unlimited Laserfiche Servers, Workflow, WebAccess (includes
SharePoint integration web parts & WebAccess Light), Digital Signatures,
Advanced Audit Trail, Snapshot, and Email
Document Management Software and Licenses Total
WEB TOOLS FOR RIO
Q Pilot Public Portal
Includes Weblink software and 25 Weblink-only retrieval connections.
Web Tools Total
ANNUAL SOFTWARE SUPPORT - BASIC LSAP
Q Rio Pilot 25-49 Users
Includes Unlimited Laserfiche Servers, Workflow, WebAccess (includes
SharePoint integration web parts & WebAccess Light), Digital Signatures,
Advanced Audit Trail, Snapshot, and Email
Q Pilot Public Portal
Managed Services for Laserfiche
Laserfiche Managed Services needs are estimated based on the current software
components provided herein: up to 25 hours.
Complete and return to:
finance@mccinnovations.com
Order Date: July 06, 2015
Qty. cost Total
25 $900.00 $22,500.00
$22,500.00
$25,000.00 $25,000.00
$25,000.00
25 $180.00
$4,500.00
1 $5,000.00
$5,000.00
1 $3,150.00
$3,150.00
0 Training Center 50-99 Users 1 $3,920.00 $3,920.00
Q MCCi Service Level Agreement 1 $1,900.00
Annual Support Total $18,470.00
For budgetary purposes, the Client should include $18,945.00 in annual budget for renewal of LSAP, Managed
Services, and the Troininy Center,for the software quoted a>i�ve.
MCCi PROFESSIONAL SERVICES
Q MCCi Project Management Services
Professional Services Total
$9,250.00
$9,250.00
Total Project Cost $75,220.00
Project Management Services include remote installation, configuration, and/or one training session on the above
referenced products where applicable via web conference.
This completed form will constitute as an order and will be in accordance with the terms and conditions of the existing contract between MCQ and the
Client. Pricing is valid for 30 days from date appearing on this order. MCCi will invoice one hundred percent (100%) of the software and support upon
delivery of software. If services are included, the balance of the total project will be invoiced upon completion of the proposed professional services,
which may be broken up based on the completion date of specific services. Sales tax will be included where applicable. Payment will be due upon
receipt of an invoice.
Note: MCCi will prorate the support of this additional software to be congruent with your current Laserl'iche system's support (LSAP) dates, the purpose
of which is to align all software with one support date so maintenance of your account is made easy. MCQ will bill for the actual amount of support,
which may be higher or lower than quoted. To ensure you are budgeting correctly for future renewals, please add the amount listed in the budgetary
note above to your current budgeted renewal amount. Laserfiche software and help files are provided electronically. If hard copy manuals or software
is desired, there is a $50 additional charge. This will need to be requested.
This is NOT an invoice. Please use this confirmation to initiate your purchasing process.
APPENDIX 2
INTERFACE CLARIFICATION
CITY HALL 400
NEW WORLD PROPOSED SOLUTION LOGOS
Teleworks web utility online payments
Standard Journal, Receipt, or Lockbox import
Teleworks batch payment upload
Standard Journal, Receipt, or Lockbox import
AR/Parking Ticket info Download to web payment
database
City will need a 3` party Parking Ticket system
Web payments (Parking Tickets/AR
Payments/Business License Payments) Upload
Standard Journal, Receipt, or Lockbox import
Hansen (employee update) download
Business Analytics or Custom SSRS report
Novatime hours upload
3` party Time and Attendance interface (included in
pricing)
Plansource benefit upload
Replace with Benefit Administration and eBenefits
Vanco Bill Pay bank bill pay upload
Standard functionality within Utilities Application
Remit Plus Check scan and upload
Standard functionality within Utilities Application
Faster GL Transaction Upload
Standard Journal Import
Parking ticket upload from handheld
City will need a 3` party Parking Ticket system
Plates with one ticket download for handheld
City will need a 3` party Parking Ticket system
Bank of Oklahoma (pension) upload
Standard Journal Import
Pcard Transactions upload
Standard PCard Import
Positive Pay down to ARVEST
Standard within FMA plication
ACIC Plate w/o address download
City will need a 3` party Parking Ticket system
ACIC License plate info upload
City will need a 3` party Parking Ticket system
Bank Drafts(utility payments) download
Standard within Utilities Application
Direct Deposit (payroll) download
Standard within Payroll Application
Everbridge — download Utility Info
Business Analytics or Custom SSRS report
EDMS Interface
Removing this item per Fayetteville?
Temporary Bridges to Logos Utilities and Payroll
Standard Functionality within Logos
City of Fayetteville, AR Page 49 of 51
0446-15UG 0731 Agreement (15L1C 0728 Contract Pricing)
APPENDIX 3
INITIAL IMPLEMENTATION PLAN
New World uses Microsoft Project 2010 as its project management tool for managing tasks, schedules and
resources. An initial Microsoft Project Gantt Chart and a initial Project Plan (including Work Breakdown Structure
and Resource Groups) are attached. The dates included in the initial Gantt chart and Project Plan are for illustrative
purposes only.
The initial Project Plan dates are calculated based on generic assumptions about typical time frames for completing
the tasks included in the plan. The actual Project Schedule could differ significantly from the Initial Plan. The dates
included in the initial Project Plan are for illustrative purposes only.
An actual project plan with the appropriate tasks and schedule will be determined upon contract signing and more
detailed discussions about the project can take place between the City and New World staff. The availability of
City resources to perform tasks, final determination of the overall task list, City schedule constraints (seasonal peak
workloads, vacations, holidays, commitments of resources needed to support local events, etc.) and the actual
project start date must be determined. A typical implementation project of this size and scope usually spans 18-24
months from contract signing through go live. Based on unique City circumstances and/or City resource
constraints, the actual project schedule could differ significantly.
Insert INITIAL PROJECT SCHEDULE
City of Fayetteville, AR Page 50 of 51
0446-15UG 0731 Agreement (151,1C 0728 Contract Pricing)
39101 V, 4 L 2
City of Fayetteville, AR
Sample Project Gantt Chart
And Project Plan
Logos Public Administration Software Suite
July 15, 2015
Ink New World Systeivs
Project Schedule
New World uses Microsoft Project Server as its project management tool for managing tasks, schedules
and resources. A sample Microsoft Project Gantt Chart and a sample Project Plan (including Work
Breakdown Structure and Resource Groups) are attached. The dates included in the sample Gantt Chart
and Project Plan are for illustrative purposes only.
A more precise schedule and WBS with the appropriate tasks and schedule will be determined upon
contract award. The availability of resources to perform tasks, final determination of the overall task list,
schedule constraints (seasonal peak workloads, vacations, holidays, commitments of resources needed
to support local events, etc.) and the actual project start date must be determined. A typical
implementation project of this size and scope usually spans 12-18 months from contract signing through
go live.
This sample plan assumes a project start date of November 16, 2015. Here is a summary of the sample
project schedule:
Project Start I November 16, 2015
GL/Chart Of Accounts Conversion I February 10, 2016
Finance Go -Live I Rule 8, 2C1e
HR/Payroll Go -Live I August 26, 2016
Utility Management Go -Live I December 8, 2016
Community Development Go -Live I February 14, 2017
Project Close I May 29, 2017
City of Fayetteville, AR
Logos Public Admin Sample Gantt Chart
ID Task Name !Quarter 4th Quarter I 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter 1st Quarter 2nd Quarter 3rd Quar
AugiSep. ,OctNoyiDec Jan Feb Mar_Apr!May,_Jun Jul Aug Sep OctiNov_Dec,Jan Feb.LMar Apr,May Jun. Jul Aug
1 City of Fayetteville, AR - Public Administration ERP Solution
2 Initiation Phase
3 1- Conduct Start-up Activities
9 Planning Phase
10 2 - Plan the Project
32 3 - Approve the Project Plan
39 Construction Phase
40 4 - Install the Standard Solution
54 5 - Build Out Standard Solution - Initial Data and Chart of Accounts
59 Financial Management Implementation Stage
60 Construction Phase - FM
61 5 - Build Out Standard Solution
77 6 - Validate Configuration
108 Transition Phase - FM
109 7 - Conduct End User Training
121 8 - Go Live
131 9 - Complete and Implement Remaining Deliverables
149 HR/Payroll Implementation Stage
150 Construction Phase - HR
151 5 - Build Out Standard Solution
165 6 - Validate Configuration
199 ! Transition Phase - HR
200 7 - Conduct End User Training
212 8 - Go Live
222 9 - Complete and Implement Remaining Deliverables
234 Utility Management Implementation Stage
235 Construction Phase - UM
236 5 - Build Out Standard Solution
249 6 - Validate Configuration
283 Transition Phase - UM
284 7 - Conduct End User Training
292 8 - Go Live
300 9 - Complete and Implement Remaining Deliverables
311 Community Development Implementation Stage
312 Construction Phase - CD
313 5 - Build Out Standard Solution
326 6 - Validate Configuration
359 Transition Phase - CD
360 7 - Conduct End User Training
368 8 - Go Live
377 9 - Complete and Implement Remaining Deliverables
388 Closing Phase
389 10 - Close the Project
397 Custom Software Enhancements to Base Applications and Custom Interfaces (Delivered by
W
W Step 1
Step 2
----' Step 3
W__1
^ Step 4
w
Step 5 -FM
r—W Step 6 -FM
Step 7 -FM
Step 8 -FM
------- W Step 9 -FM
Step 5 -HR
r1 Step 6 -HR
W ---------
r1 Step 7 -HR
n Step 8 -HR
W ------1 Step 9 -HR
W1 Step 5 -UM
rW Step 6 -UM
A Step 7 -UM
A Step 8 -UM
--------W Step 9 -UM
�1
W ---W Step S -CD
w--1 Step 6 -CD
A Step 7 -CD
W-9 Step 8 -CD
Step 9 -CD
n Step 10
W11 -11-11-11M. -;
City of Fayetteville, AR
Logos Public Admin Sample Project Plan
ID
Task Name
Duration ',Start ,Finish
iResource Names
1
City of Fayetteville, AR - Public Administration ERP Solution
433.75 day Fri 9/25/15 Mon 5/29/17
2
Initiation Phase
1 day Mon 11/16/15 Mon 11/16/15
3
1- Conduct Start-up Activities
1 day Mon 11/16/15 Mon 11/16/15
4
Deliver Licensed Standard Software
1 day Mon 11/16/15 Mon 11/16/15
Logos Project Manager
5
Complete Start-up Communication
1 day Mon 11/16/15 Mon 11/16/15
8
Step 1 Complete
0 days Mon 11/16/15 Mon 11/16/15
9
Planning Phase
59 days Tue 11/17/15 Wed 2/10/16
10
2 - Plan the Project
38 days Tue 11/17/15 Tue 1/12/16
11
Perform Discovery
2 days Tue 11/17/15 Wed 11/18/15
13
'', Establish Executive Relationship and Expectations
0.13 days Wed 12/9/15 Wed 12/9/15
15
Establish Project Methods, Acceptance Criteria, and Governance
1 day Wed 12/9/15 Wed 12/9/15
18
Draft and Present the Project Plan
38 days Tue 11/17/15 Tue 1/12/16
31
Step 2 Complete
0 days Tue 1/12/16 Tue 1/12/16
32
3 - Approve the Project Plan
42 days Fri 12/11/15 Wed 2/10/16
33
Review and Approve Requirements Definitions Complete
0 days Fri 12/18/15 Fri 12/18/15
34
Review and Approval of Initial Data Conversion Analysis and Plan
2 wks Fri 12/11/15 Thu 12/24/15
Logos Customer
35
'', Finalize the Project Plan
2 wks Wed 1/13/16 Tue 1/26/16
Logos Project Manager
36
Conduct Project Plan Review Meeting (if plan changed)
1 day Wed 1/27/16 Wed 1/27/16
Logos Project Manager
37
Approve Project Plan (MPP)
0 days Wed 2/10/16 Wed 2/10/16
Logos Customer
38
Step 3 complete
0 days Wed 2/10/16 Wed 2/10/16
39
Construction Phase
33.75 days Thu 12/31/15 Wed 2/17/16
40
4 - Install the Standard Solution
12.5 days Thu 12/31/15 Tue 1/19/16
41
Standard Technical System Setup
12 days Thu 12/31/15 Tue 1/19/16
42
Pre -requisite Hardware / Software Setup & Installed
0 days Thu 12/31/15 Thu 12/31/15
Logos Customer
43
Verify Hardware Ready for Technical System Setup Trip
0 days Tue 1/5/16 Tue 1/5/16
Logos System Assurance
44
Perform Technical System & Software Set Up, Train Users on Server Admin & Maintenance
2 days Fri 1/15/16 Tue 1/19/16
Logos System Assurance
45
Technical Services Specification Document Delivered
0 days Tue 1/19/16 Tue 1/19/16
Logos System Assurance
46
Technical System Setup Complete
0 days Tue 1/19/16 Tue 1/19/16
47
Decision Support Software Installation
10.5 days Tue 1/5/16 Tue 1/19/16
50
eSuite Installation
10.25 days Tue 1/S/16 Tue 1/19/16
53
Step 4 Complete
0 days Tue 1/19/16 Tue 1/19/16
54
S - Build Out Standard Solution - Initial Data and Chart of Accounts
5 days Wed 2/10/16 Wed 2/17/16
55
Perform Initial Data Conversion and Testing
0 days Wed 2/10/16 Wed 2/10/16
56
Up to Win - FM / HR Pre Data Conversion Complete
0 days Wed 2/10/16 Wed 2/10/16
57
Build Out the Application - Chart of Accounts, Security, Workflow
5 days Thu 2/11/16 Wed 2/17/16
58
Review and Build Out 1- <Chart of Accounts, Security, Workflow>
5 days Thu 2/11/16 Wed 2/17/16
Logos FM Prof Sery
59
Financial Management Implementation Stage
264.75 day Fri 9/25/15 rue 10/4/16
60
Construction Phase - FM
186.75 day Fri 9/25/15 Thu 6/16/16
61',
5 - Build Out Standard Solution
165.75 day Fri 9/25/15 Wed 5/18/16
62
Build Out the Application
45 days Wed 2/10/16 Wed 4/13/16
63
Review and Build Out - FM <Identify modules to cover>
5 days Thu 2/18/16 Wed 2/24/16
Logos FM Prof Sery
64
Complete Build Tasks, Application Testing & Internal Process Development - FM
15 days Thu 2/25/16 Wed 3/16/16
Logos Customer
65
Review and Build Out - FM <Identify modules to cover>
5 days Thu 3/17/16 Wed 3/23/16
Logos FM Prof Sery
66
Complete Build Tasks, Application Testing & Internal Process Development - FM
15 days Thu 3/24/16 Wed 4/13/16
Logos Customer
67
Standard Interfaces Construction Complete - FM
0 days Wed 2/10/16 Wed 2/10/16
City of Fayetteville, AR
Logos Public Admin Sample Project Plan
ID
Task Name
Duration
Start
;Finish
Resource Names
68
Complete Pre-Go-Live Custom Software Enhancements
120 days
Fri 9/25/15
Wed 3/16/16
69
Go Live Required Custom Interfaces Construction Complete - FM
0 days
Wed 2/10/16
Wed 2/10/16
70
Go Live Required Custom Forms Construction Complete - FM
0 days
Wed 3/23/16
Wed 3/23/16
71
Go Live Required State Compliance Enhancements Complete - FM
0 days
Wed 2/10/16
Wed 2/10/16
72
Go Live Required Custom Software Enhancements Construction Complete - FM 0 days
Wed 5/4/16
Wed 5/4/16
73
Finalize Build
10 days
Thu 5/5/16
Wed 5/18/16
74
Finalize Build Out - FM <Identify modules to cover>
5 days
Thu 5/5/16
Wed 5/11/16
Logos FM Prof Sery
75
Finalize Build Out - FM <Identify modules to cover>
5 days
Thu 5/12/16
Wed 5/18/16
Logos FM Prof Sery
76
Step 5 Complete - FM
0 days
Wed 5/18/16
Wed 5/18/16
77
6 - Validate Configuration
26 days
Wed 5/11/16
Thu 6/16/16
78
Conduct Functional Test
3 days
Thu 5/19/16
Mon 5/23/16
79
Conduct Functional Testing (Customer) - FM
3 days
Thu 5/19/16
Mon 5/23/16
Logos Customer
80
Conduct Functional Testing (NWS Assist) - FM
3 days
Thu 5/19/16
Mon 5/23/16
Logos FM Prof Sery
81
Update Configuration Settings and Workflows
5 days
Tue 5/24/16
Mon 5/30/16
82
Update Configuration Settings and Workflows (Customer) - FM
5 days
Tue 5/24/16
Mon 5/30/16
Logos Customer
83
Update Configuration Settings and Workflows (NWS Assist) - FM
5 days
Tue 5/24/16
Mon 5/30/16
Logos FM Prof Sery
84
Final Test Data Conversion and Final Testing Complete - FM
0 days
Wed 5/11/16
Wed 5/11/16
85
Confirm Ready for Transition Phase
21 days
Thu 5/19/16
Thu 6/16/16
86
End User Training Preparation - FM
21 days
Thu 5/19/16
Thu 6/16/16
87
...._._. _...
. Identify End User Training Requirements
1 day
Thu 5/19/16
Thu 5/19/16
90
Develop Training Material
5 days
Fri 5/20/16
Thu 5/26/16
97
Coordinate Training Program
18 days
Tue 5/24/16
Thu 6/16/16
105
Prepare Pre-Go-Live and Go -Live Checklists - FM
5 days
Tue 5/24/16
Mon 5/30/16
Logos Project Manager
106
Confirm Go -Live Plan - FM
5 days
Tue 5/24/16
Mon 5/30/16
Logos Project Manager
107
........_.....
Step 6 Complete - FM
0 days
Thu 6/16/16
Thu 6/16/16
108
Transition Phase - FM
159 days
Thu 2/25/16
Tue 10/4/16
109
7 - Conduct End User Training
96 days
Thu 2/25/16
Thu 7/7/16
110
Annual Budgeting
10 days
Thu 2/25/16
Wed 3/9/16
111
Conduct Train-the-Trainer Training - Annual Budgeting
5 days
Thu 2/25/16
Wed 3/2/16
Logos FM Prof Sery
112
Conduct End User Training - Annual Budgeting
5 days
Thu 3/3/16
Wed 3/9/16
Logos Customer
113
Financial Management
15 days
Fri 6/17/16
Thu 7/7/16
114
Conduct Train-the-Trainer Training - FM
5 days
Fri 6/17/16
Thu 6/23/16
Logos FM Prof Sery
115
Conduct End User Training (Base) - FM
5 days
Fri 6/24/16
Thu 6/30/16
Logos Customer
116
Conduct End User Training (Additional Modules) - FM
5 days
Fri 7/1/16
Thu 7/7/16
Logos Customer
117
Post Go -Live Training Plan Refinement (if necessary)
0.63 days
Fri 6/24/16
Fri 6/24/16
118
Assess areas that need further training - FM
1 hr
Fri 6/24/16
Fri 6/24/16
Logos Project Manager,Logos FM Prof Sery
119
Develop Post Go -Live Training Plan - FM
0.5 days
Fri 6/24/16
Fri 6/24/16
Logos Project Manager
120
Step 7 Complete - FM
0 days
Thu 7/7/16
Thu 7/7/16
121
8 - Go Live
91 days
Thu 3/10/16
Thu 7/14/16
122
Annual Budgeting
1 day
Thu 3/10/16
Thu 3/10/16
123
Conduct End User Training & Go Live Support - Annual Budgeting
1 day
Thu 3/10/16
Thu 3/10/16
Logos FM Prof Sery
124 !
Financial Management
15 days
Fri 6/24/16
Thu 7/14/16
125
Execute the Pre-Go-Live Checklist - FM
5 days
Fri 6/24/16
Fri 7/1/16
Logos Project Manager,Logos Customer
126
Perform Go -Live Data Conversions - FM (when applicable)
0 days
Thu 7/7/16
Thu 7/7/16
127
Execute Go Live Plan - FM
1 day
Fri 7/8/16
Fri 7/8/16
Logos Project Manager
128
Complete Go -Live Checklist - FM
4 days
Mon 7/11/16
Thu 7/14/16
Logos Project Manager
City of Fayetteville, AR
Logos Public Admin Sample Project Plan
ID Task Name
Duration
',Start
Finish
Resource Names
129
Provide Onsite Live Support - FM
5 days
Fri 7/8/16
Thu 7/14/16
Logos FM Prof Sery
130
Step 8 Complete - FM
0 days
Thu 7/14/16
Thu 7/14/16
131 '',
9 - Complete and Implement Remaining Deliverables
58 days
Thu 7/14/16
Tue 10/4/16
132
Perform Post-Go-Live Data Conversions
0 days
Thu 7/14/16
Thu 7/14/16
133
Remaining Conversions Complete - FM
0 days
Thu 7/14/16
Thu 7/14/16
134
Complete Post-Live Custom Enhancements (if any)
5 days
Thu 7/14/16
Thu 7/21/16
135
Remaining Custom Interfaces Construction Complete - FM
0 days
Thu 7/14/16
Thu 7/14/16
136
Remaining Customizations Complete - FM
0 days
Thu 7/14/16
Thu 7/14/16
137
Remaining Standard Interfaces Complete - FM
0 days
Thu 7/14/16
Thu 7/14/16
138
Assist with Final Aceptance Testing - FM «if Acceptance Testing service contracted>>
5 days
Fri 7/15/16
Thu 7/21/16
Logos FM Prof Sery
139
Provide Post Live Training & Support (if required)
10 days
Fri 8/5/16
Thu 8/18/16
140
Provide Post Go -Live Support - FM
5 days
Fri 8/5/16
Thu 8/11/16
Logos FM Prof Sery
141
GASB - FM
5 days
Fri 8/12/16
Thu 8/18/16
143
Complete Decision Support Software (DSS) System Setup and Training
12.13 days Fri 9/16/16
Tue 10/4/16
144
Confirm DSS Installation
1 hr
Fri 9/16/16
Mon 9/19/16
Logos Project Manager
145
Conduct Finance Business Analytics Requirements Gathering / Training Planning Call
1 hr
Fri 9/16/16
Mon 9/19/16
Logos FM Prof Sery
146
Provide Finance Business Analytics Training
1 day
Mon 10/3/16
Mon 10/3/16
Logos FM Prof Sery
147 '',
Provide Dashboards for Finance Analytics Training
1 day
Tue 10/4/16
Tue 10/4/16
Logos FM Prof Sery
148
Step 9 Complete - FM
0 days
Tue 10/4/16
Tue 10/4/16
149
HR/Payroll Implementation Stage
199 days?
Wed 2/17/16
Tue 11/22/16
150
Construction Phase - HR
121 days
Wed 2/17/16
Thu 8/4/16
151
5 - Build Out Standard Solution
100 days
Wed 2/17/16
Wed 7/6/16
152
Build Out the Application
90 days
Wed 2/17/16
Wed 6/22/16
153
Review and Build Out - HR <Maintenance tables, Workforce Admin>
5 days
Thu 4/14/16
Wed 4/20/16
Logos HR Prof Serv,Logos Customer
154
Complete Build Tasks, Application Testing & Internal Process Development - HR
20 days
Thu 4/21/16
Wed 5/18/16
Logos Customer
155
Review and Build Out - HR <Identify modules to cover>
5 days
Thu 5/19/16
Wed 5/25/16
Logos Customer,Logos HR Prof Sery
156
Complete Build Tasks, Application Testing & Internal Process Development - HR
20 days
Thu 5/26/16
Wed 6/22/16
Logos Customer
157
Standard Interfaces Construction Complete - HR
0 days
Wed 2/17/16
Wed 2/17/16
158 '',
Complete Pre-Go _Live Custom Software Enhancements
70 days
Wed 2/17/16
Wed 5/25/16
159
Go Live Required Custom Interfaces Construction Complete - HR
0 days
Wed 2/17/16
Wed 2/17/16
160
Go Live Required Custom Forms Construction Complete - HR
0 days
Wed 5/25/16
Wed 5/25/16
161
Conduct Payroll Processing Training - HR
5 days
Thu 6/23/16
Wed 6/29/16
Logos HR Prof Serv,Logos Customer
162
Finalize Build
5 days
Thu 6/30/16
Wed 7/6/16
163
Finalize Build Out - HR <Identify modules to cover>
5 days
Thu 6/30/16
Wed 7/6/16
Logos HR Prof Serv,Logos Customer
164
Step 5 Complete - HR
0 days
Wed 7/6/16
Wed 7/6/16
165
6 - Validate Configuration
21 days
Wed 7/6/16
Thu 8/4/16
166
Conduct Parallel Test
30 days
Thu 7/7/16
Wed 7/20/16
167
Conduct Parallel Trip 1- HR
5 days
Thu 7/7/16
Wed 7/13/16
Logos Customer,Logos HR Prof Sery
168
Conduct Parallel Trip 2 - HR
5 days
Thu 7/14/16
Wed 7/20/16
Logos HR Prof Serv,Logos Customer
169
Conduct Functional Test
3 days
Thu 7/21/16
Mon 7/25/16
170
Conduct Functional Testing (Customer) - HR
3 days
Thu 7/21/16
Mon 7/25/16
Logos Customer
171
Conduct Functional Testing (NWS Assist) - HR
3 days
Thu 7/21/16
Mon 7/25/16
Logos FM Prof Sery
172
Update Configuration Settings and Workflows
5 days
Tue 7/26/16
Mon 8/1/16
173
Update Configuration Settings and Workflows (Customer) - HR
1 wk
Tue 7/26/16
Mon 8/1/16
Logos Customer
174
Update Configuration Settings and Workflows (NWS Assist) - HR
5 days
Tue 7/26/16
Mon 8/1/16
Logos FM Prof Sery
175
Final Test Data Conversion and Final Testing Complete - HR
0 days
Wed 7/6/16
Wed 7/6/16
City of Fayetteville, AR
Public Admin Sample Prc
ID 'Task Name
176 Confirm Ready for Transition Phase
177 End User Training Preparation - HR
178 Identify End User Training Requirements
181 Develop Training Material
188 Coordinate Training Program
196 Prepare Pre -Go -Live and Go -Live Checklists - HR
197 Confirm Go -Live Plan - HR
198 Step 6 Complete - HR
199 Transition Phase - HR
200 7 - Conduct End User Training
201 HR/Payroll
202 Conduct Train -the -Trainer Training - HR
203 Conduct End User Training (Base) - HR
204 Conduct End User Training (Additional Modules) - HR
205 Position Budgeting
206 Prepare Trainers - Position Budgeting
207 Conduct End User Training- Position Budgeting
. ....... _ . .
208 Post Go -Live Training Plan Refinement
209 Assess areas that need further training - HR
210 Develop Post Go -Live Training Plan - HR
211 Step 7 Complete - HR
212 .' 8 - Go Live
213 HR/Payroll
214 Execute the Pre -Go -Live Checklist - HR
215 Perform Go -Live Data Conversions - HR (when applicable)
216 Execute Go Live Plan - HR
217 Complete Go -Live Checklist - HR
218 Provide Onsite Live Support - HR
219 11 Position Budgeting
220 Conduct End User Training & Go Live Support - Position Budgeting
221 Step 8 Complete - HR
222 9 - Complete and Implement Remaining Deliverables
223 Perform Post -Go -Live Data Conversions
224 Remaining Conversions Complete - HR
225 ! Provide Post Live Training & Support (if required)
226 Provide Post Go -Live Support - HR
227 Provide Optional Module Training/Implementation - HR
228 Complete Decision Support Software (DSS) System Setup and Training
229 Confirm DSS Installation
230 Conduct Human Resource/Payroll Business Analytics Requirements Gathering /
231 Provide Human Resource/Payroll Business Analytics Training
232 Provide Dashboards for Human Resources Training
233 Step 9 Complete - HR
234 Utility Management Implementation Stage
235 Construction Phase - UM
t Plan
Finish
21 days Thu 7/7/16 Thu 8/4/16
21 days Thu 7/7/16 Thu 8/4/16
1 day Thu 7/7/16 Thu 7/7/16
5 days Fri 7/8/16 Thu 7/14/16
18 days Tue 7/12/16 Thu 8/4/16
5 days Tue 7/26/16 Mon 8/1/16
5 days Tue 7/26/16 Mon 8/1/16
0 days Thu 8/4/16 Thu 8/4/16
78 days? Fri 8/5/16 Tue 11/22/16
15.63 days Fri 8/5/16 Fri 8/26/16
15 days Fri 8/5/16 Thu 8/25/16
5 days Fri 8/5/16 Thu 8/11/16
5 days Fri 8/12/16 Thu 8/18/16
5 days Fri 8/19/16 Thu 8/25/16
7 days Fri 8/5/16 Mon 8/15/16
2 days Fri 8/5/16 Mon 8/8/16
5 days Tue 8/9/16 Mon 8/15/16
0.63 days Fri 8/26/16 Fri 8/26/16
1 hr Fri 8/26/16 Fri 8/26/16
0.5 days Fri 8/26/16 Fri 8/26/16
0 days Fri 8/26/16 Fri 8/26/16
13 days Tue 8/16/16 Thu 9/1/16
7.5 days Tue 8/23/16 Thu 9/1/16
0.5 days Tue 8/23/16 Wed 8/24/16
0 days Thu 8/25/16 Thu 8/25/16
1 day Fri 8/26/16 Fri 8/26/16
4 days Mon 8/29/16 Thu 9/1/16
5 days Fri 8/26/16 Thu 9/1/16
3 days Tue 8/16/16 Thu 8/18/16
3 days Tue 8/16/16 Thu 8/18/16
0 days Thu 9/1/16 Thu 9/1/16
58 days? Thu 9/1/16 Tue 11/22/16
0 days Thu 9/1/16 Thu 9/1/16
0 days Thu 9/1/16 Thu 9/1/16
53 days? Fri 9/9/16 Tue 11/22/16
5 days Fri 9/9/16 Thu 9/15/16
1 day? Fri 9/16/16 Fri 9/16/16
12.13 days Fri 11/4/16 Tue 11/22/16
1 hr Mon 11/7/16 Mon 11/7/16
1 hr Fri 11/4/16 Mon 11/7/16
1 day Mon 11/21/16 Mon 11/21/16
1 day Tue 11/22/16 Tue 11/22/16
0 days Tue 11/22/16 Tue 11/22/16
161 days Mon 7/25/16 Mon 3/6/17
88 days Mon 7/25/16 Wed 11/23/16
,esource Names
Logos Project Manager
Logos Project Manager
Logos HR Prof Sery
Logos Customer
Logos Customer
Logos Project Manager
Logos HR Prof Sery
Logos HR Prof Serv,Logos Project Manager
Logos Project Manager
Logos Project Manager
Logos Project Manager
Logos Project Manager
Logos HR Prof Sery
Logos HR Prof Sery
Logos HR Prof Sery
Logos HR Prof Sery
Logos Project Manager
Logos HR Prof Sery
Logos HR Prof Sery
Logos HR Prof Sery
City of Fayetteville, AR
Logos Public Admin Sample Project Plan
ID Task Name
,Duration
',Start Finish
,Resource Names
236
5 - Build Out Standard Solution
65 days
Mon 7/25/16 Fri 10/21/16
237 :
Build Out the Application
55 days
Mon 7/25/16 Fri 10/7/16
238
Review and Build Out - UM
5 days
Mon 7/25/16 Fri 7/29/16
Logos UM Prof Serv,Logos Customer
239
Complete Build Tasks, Application Testing & Internal Process [Development - UM 20 days
Mon 8/1/16 Fri 8/26/16
Logos Customer
240
Conduct Conversion Mapping - UM
5 days
Mon 8/29/16 Fri 9/2/16
Logos UM Prof Serv,Logos Customer
241
Complete Build Tasks, Application Testing & Internal Process Development - UM 20 days
Mon 9/5/16 Fri 9/30/16
Logos Customer
242
Standard Interfaces Construction Complete - UM
0 days
Fri 7/29/16 Fri 7/29/16
243
Standard Mail Merge Forms Construction Complete - UM
0 days
Fri 10/7/16 Fri 10/7/16
Logos Customer
244
Core Application Training (SME)
15 days
Mon 10/3/16 Fri 10/21/16
245
Provide Core Application Training 1- UM
5 days
Mon 10/3/16 Fri 10/7/16
Logos Customer,Logos UM Prof Sery
246
Provide Core Application Training 2 - UM
5 days
Mon 10/10/16 Fri 10/14/16
Logos UM Prof Serv,Logos Customer
247
Provide Core Application Training 3 - UM
5 days
Mon 10/17/16 Fri 10/21/16
Logos Customer,Logos UM Prof Sery
248
Step 5 Complete - UM
0 days
Fri 10/21/16 Fri 10/21/16
249
6 - Validate Configuration
23 days
Fri 10/21/16 Wed 11/23/16
250
Parallel Testing
10 days
Mon 10/24/16 Fri 11/4/16
251
Conduct Parallel Trip 1- UM
5 days
Mon 10/24/16 Fri 10/28/16
Logos Customer,Logos UM Prof Sery
252
Conduct Parallel Trip 2 - UM
5 days
Mon 10/31/16 Fri 11/4/16
Logos Customer,Logos UM Prof Sery
253
Functional Test
3 days
Mon 11/7/16 Wed 11/9/16
254
Conduct Functional Testing (Customer) - UM
3 days
Mon 11/7/16 Wed 11/9/16
Logos Customer
255
Conduct Functional Testing (NWS Assist) - UM
3 days
Mon 11/7/16 Wed 11/9/16
Logos FM Prof Sery
256
Update Configuration Settings and Workflows
5 days
Thu 11/10/16 Wed 11/16/16
257 I
Update Configuration Settings and Workflows (Customer) - UM
1 wk
Thu 11/10/16 Wed 11/16/16
Logos Customer
258
Update Configuration Settings and Workflows (NWS Assist) -'JM
5 days
Thu 11/10/16 Wed 11/16/16
Logos FM Prof Sery
259
Final Test Data Conversion and Final Testing Complete - UM
0 days
Fri 10/21/16 Fri 10/21/16
260
Confirm Ready for Transition Phase
23 days
Mon 10/24/16 Wed 11/23/16
261
End User Training Preparation - UM
21 days
Mon 10/24/16 Mon 11/21/16
262
Identify End User Training Requirements
1 day
Mon 10/24/16 Mon 10/24/16
265
Develop Training Material
5 days
Tue 10/25/16 Mon 10/31/16
272
Coordinate Training Program
18 days
' Thu 10/27/16 Mon 11/21/16
280
Prepare Pre -Go -Live and Go -Live Checklists - UM
5 days
Thu 11/17/16 Wed 11/23/16
Logos Project Manager
281
Confirm Go -Live Plan - UM
5 days
Thu 11/17/16 Wed 11/23/16
Logos Project Manager
282
Step 6 Complete - UM
0 days
Wed 11/23/16 Wed 11/23/16
283 !
Transition Phase - UM
73 days
Thu 11/24/16 Mon 3/6/17
284
7 - Conduct End User Training
10.63 days Thu 11/24/16 Thu 12/8/16
285
Utility Management
10 days
Thu 11/24/16 Wed 12/7/16
286
Conduct Train -the -Trainer Training - UM
5 days
Thu 11/24/16 Wed 11/30/16
Logos UM Prof Sery
287
Conduct End User Training - UM
5 days
Thu 12/1/16 Wed 12/7/16
Logos Customer
288
Post Go -Live Training Plan Refinement
0.63 days
Thu 12/8/16 Thu 12/8/16
289
Assess areas that need further training - UM
1 hr
Thu 12/8/16 Thu 12/8/16
Logos UM Prof Serv,Logos Project Manager
290 !
Develop Post Go -Live Training Plan - UM
0.5 days
Thu 12/8/16 Thu 12/8/16
Logos Project Manager
291
Step 7 Complete - UM
0 days
Thu 12/8/16 Thu 12/8/16
292
8 - Go Live
7.5 days
Mon 12/5/16 Wed 12/14/16
293
Utility Management
7.5 days
Mon 12/5/16 Wed 12/14/16
294
Execute the Pre -Go -Live Checklist - UM
0.5 days
Mon 12/5/16 Tue 12/6/16
Logos Project Manager
295
Perform Go -Live Data Conversions - UM
0 days
Wed 12/7/16 Wed 12/7/16
296
Execute Go Live Plan- UM
1 day
Thu 12/8/16 Thu 12/8/16
Logos Project Manager
Page 5
City of Fayetteville, AR
Logos Public Admin Sample Project Plan
ID
Task Name
IDuration
Start Finish
IResource Names
297
Complete Go -Live Checklist - UM
4 days
Fri 12/9/16 Wed 12/14/16
Logos Project Manager
298
Provide Onsite Live Support - UM
5 days
Thu 12/8/16 Wed 12/14/16
Logos UM Prof Sery
299
Step 8 Complete - UM
0 days
Wed 12/14/16 Wed 12/14/16
300
9 - Complete and Implement Remaining Deliverables
58 days
Wed 12/14/16 Mon 3/6/17
301
Perform Post -Go -Live Data Conversions
0 days
Wed 12/14/16 Wed 12/14/16
302
Remaining Conversions Complete - UM
0 days
Wed 12/14/16 Wed 12/14/16
303
Provide Post Live Training & Support (if required)
43 days
Thu 1/5/17 Mon 3/6/17
304
Provide Post Go -Live Support - UM
5 days
Thu 1/5/17 Wed 1/11/17
Logos UM Prof Sery
305
Complete Decision Support Software (DSS) System Setup and Training
12.13 days Thu 2/16/17 Mon 3/6/17
306
Confirm DSS Installation
1 hr
Thu 2/16/17 Fri 2/17/17
Logos Project Manager
307
Conduct Utility Management Business Analytics Requirements Gathering/ Training
1 hr
Thu 2/16/17 Fri 2/17/17
Logos HR Prof Sery
308
! Provide Utility Management Business Analytics Training
1 day
Fri 3/3/17 Fri 3/3/17
Logos UM Prof Sery
309
Provide Dashboards for Utility Management Training
1 day
Mon 3/6/17 Mon 3/6/17
Logos UM Prof Sery
310
Step 9 Complete - UM
0 days
Mon 3/6/17 Mon 3/6/17
311
Community Development Implementation Stage
114 days
Mon 12/5/16 Thu 5/11/17
312
Construction Phase - CD
41 days
Mon 12/5/16 Mon 1/30/17
313
5 - Build Out Standard Solution
25 days
Mon 12/5/16 Fri 1/6/17
314
Build Out the Application
25 days
Mon 12/5/16 Fri 1/6/17
315
Review and Build Out - CD
5 days
Mon 12/5/16 Fri 12/9/16
Logos Customer,Logos CD Prof Sery
316
Complete Build Tasks, Application Testing & Internal Process Development - CD
20 days
Mon 12/12/16 Fri 1/6/17
Logos Customer
317
Support Parcel Import - CD
2 days
Mon 12/12/16 Tue 12/13/16
Logos Customer,Logos CD Prof Sery
318
Core Application Training (SME)
30 days
Mon 12/12/16 Fri 12/23/16
319
Provide Core Application Training 1- CD
5 days
Mon 12/12/16 Fri 12/16/16
Logos Customer, Logos CD Prof Sery
320
Provide Core Application Training 2 - CD
5 days
Mon 12/19/16 Fri 12/23/16
Logos Customer, Logos CD Prof Sery
321
Standard Interfaces Construction Complete - CD
0 days
Fri 12/9/16 Fri 12/9/16
322
Standard Mail Merge Forms Construction Complete - CD
0 days
Fri 12/16/16 Fri 12/16/16
Logos Customer
323
Finalize Build
5 days
Mon 12/26/16 Fri 12/30/16
324
Finalize Build Out - CD
5 days
Mon 12/26/16 Fri 12/30/16
Logos CD Prof Serv,Logos Customer
325
Step 5 Complete - CD
0 days
Fri 12/30/16 Fri 12/30/16
326
6 - Validate Configuration
21 days
Fri 12/30/16 Mon 1/30/17
327
Conduct Parallel Test
5 days
Mon 1/2/17 Fri 1/6/17
328
Conduct Parallel Trip - CD
5 days
Mon 1/2/17 Fri 1/6/17
Logos CD Prof Serv, Logos Customer
329
Conduct Functional Test
3 days
Mon 1/9/17 Wed 1/11/17
330
Conduct Functional Testing (Customer) - CD
3 days
Mon 1/9/17 Wed 1/11/17
Logos Customer
331
Conduct Functional Testing (NWS Assist) - CD (when applicable)
3 days
Mon 1/9/17 Wed 1/11/17
Logos FM Prof Sery
332
Update Configuration Settings and Workflows
5 days
Thu 1/12/17 Wed 1/18/17
333
Update Configuration Settings and Workflows (Customer) - CD
1 wk
Thu 1/12/17 Wed 1/18/17
Logos Customer
334
Update Configuration Settings and Workflows (NWS Assist) - CD
5 days
Thu 1/12/17 Wed 1/18/17
Logos FM Prof Sery
335
Final Test Data Conversion and Final Testing Complete - CD
0 days
Fri 12/30/16 Fri 12/30/16
336
Confirm Ready for Transition Phase
21 days
Mon 1/2/17 Mon 1/30/17
337
End User Training Preparation - CD
21 days
Mon 1/2/17 Mon 1/30/17
338
Identify End User Training Requirements
1 day
Mon 1/2/17 Mon 1/2/17
341
Develop Training Material
5 days
Tue 1/3/17 Mon 1/9/17
348
Coordinate Training Program
18 days
Thu 1/5/17 Mon 1/30/17
356
Prepare Pre -Go -Live and Go -Live Checklists - CD
5 days
Thu 1/19/17 Wed 1/25/17
Logos Project Manager
357
Confirm Go -Live Plan - CD
5 days
Thu 1/19/17 Wed 1/25/17
Logos Project Manager
Page 6
7
City of Fayetteville, AR
Logos Public
Admin Sample Project Plan
ID
Task Name
Duration
',Start
Finish
iResource Names
358
Step 6 Complete - CD
0 days
Mon 1/30/17
Mon 1/30/17
359
Transition Phase - CD
76.5 days
Wed 1/25/17
Thu 5/11/17
360
7 - Conduct End User Training
10.63 days Tue 1/31/17
Tue 2/14/17
361
Community Development
10 days
Tue 1/31/17
Mon 2/13/17
362
! Conduct Train -the -Trainer Training - CD
5 days
Tue 1/31/17
Mon 2/6/17
Logos CD Prof Sery
363
Conduct End User Training (Base) - CD
5 days
Tue 2/7/17
Mon 2/13/17
Logos Customer
364
Post Go -Live Training Plan Refinement
0.63 days
Tue 2/14/17
Tue 2/14/17
365
Assess areas that need further training - CD
1 hr
Tue 2/14/17
Tue 2/14/17
Logos CD Prof Serv, Logos Project Manager
366
Develop Post Go -Live Training Plan - CD
0.5 days
Tue 2/14/17
Tue 2/14/17
Logos Project Manager
367
Step 7 Complete - CD
0 days
Tue 2/14/17
Tue 2/14/17
368
8 - Go Live
18.5 days
Wed 1/25/17
Mon 2/20/17
369
Community Development
18.5 days
Wed 1/25/17
Mon 2/20/17
370
Review Parcel Import Process
1 day
Wed 1/25/17
Thu 1/26/17
Logos UM Prof Sery
371
Execute the Pre -Go -Live Checklist - CD
0.5 days
Thu 2/9/17
Fri 2/10/17
Logos Project Manager
372
Perform Go -Live Data Conversions - CD (when applicable)
0 days
Mon 2/13/17
Mon 2/13/17
373
! Execute Go Live Plan - CD
1 day
Tue 2/14/17
Tue 2/14/17
Logos Project Manager
374
Complete Go -Live Checklist - CD
4 days
Wed 2/15/17
Mon 2/20/17
Logos Project Manager
375
Provide Onsite Live Support - CD
5 days
Tue 2/14/17
Mon 2/20/17
Logos CD Prof Sery
376
Step 8 Complete - CD
0 days
Mon 2/20/17
Mon 2/20/17
377
9 - Complete and Implement Remaining Deliverables
58 days
Mon 2/20/17
Thu 5/11/17
378
Perform Post -Go -Live Data Conversions
0 days
Mon 2/20/17
Mon 2/20/17
379
Remaining Conversions Complete - CD
0 days
Mon 2/20/17
Mon 2/20/17
380
Provide Post Live Training & Support (if required)
58 days
Tue 2/21/17
Thu 5/11/17
381
Provide Post Go -Live Support - CD
5 days
Tue 2/21/17
Mon 2/27/17
Logos CD Prof Sery
382
Complete Decision Support Software (DSS) System Setup and Training
12.13 days Tue 4/25/17
Thu 5/11/17
383
Confirm DSS Installation
1 hr
Tue 4/25/17
Wed 4/26/17
Logos Project Manager
384
Conduct Human Resource/Payroll Business Analytics Requirements Gathering /
1 hr
Tue 4/25/17
Wed 4/26/17
Logos HR Prof Sery
385
Provide Community Development Business Analytics Training
1 day
Wed 5/10/17
Wed 5/10/17
Logos CD Prof Sery
386
Provide Dashboards for Community Development Trainine
1 day
Thu 5/11/17
Thu 5/11/17
Logos CD Prof Sery
387
Step 9 Complete - CD
0 days
Thu 5/11/17
Thu 5/11/17
388
Closing Phase
12 days
Fri 5/12/17
Mon 5/29/17
389
30 - Close the Project
12 days
Fri 5/12/17
Mon 5/29/17
390
Verify All Contracted Items are Delivered and Payments are Collected
5 days
Fri 5/12/17
Thu 5/18/17
393
Transition from Project Team to Ongoing Accunt Team Members
7 days
Fri 5/19/17
Mon 5/29/17
396
Step 10 Complete
0 days
Mon 5/29/17
Mon 5/29/17
397
Custom Software Enhancements to Base Applications and Custom Interfaces (Delivered by
60 days
Wed 2/10/16
Wed 5/4/16
7
APPENDIX 4
3 &, , e.
MrA
0
City of Fayetteville, AR
Statement of Work
Logos Public Administration Software Suite
July 30, 2015
Ink New World Sysiems
LOGOS STATEMENT OF WORK (SOW)
Table of Contents
Page
A. PROJECT OVERVIEW......................................................................................................................................4
A.1
OBJECTIVES ...................................................................................................................................................... 4
A.2
SCHEDULE........................................................................................................................................................5
D.3
A.3
SCOPE AND DELIVERABLES..................................................................................................................................6
PROJECT COMMUNiCA(ION AND PLANNING TOOLS...............................................................................................24
B. PROJECT ORGANIZATION & DECISION MAKING............................................................................................7
D.5
B.1
CITY PROJECT ORGANIZATION.............................................................................................................................7
D.6
B.2
NEW WORLD PROJECT ORGANIZATION...............................................................................................................12
E.5
B.2.1
NEW WORLD PROJECT TEAM ASSIGNMENTS........................................................................................................12
E.5.1
B.3
PROJECT DECISION MAKING PROCESS.................................................................................................................16
E.5.2
C. PROJECT RESPONSIBILITY & RISK SUMMARY...............................................................................................17
C.1
PROJECT OWNERSHIP AND SUCCESS...................................................................................................................17
S9
C.2
CITY EXECUTIVE SPONSOR RESPONSIBILITIES.........................................................................................................17
C.3
MANAGING CHANGE WITHIN CITY ORGANIZATION................................................................................................17
C.4
PROVIDE A STABLE ENVIRONMENT AND SUFFICIENT INFRASTRUCTURE.......................................................................18
C.5
NEW WORLD SYSTEMS ESCALATION POLICY.........................................................................................................18
C.6
EXPECTATIONS FOR PROJECT IMPLEMENTATION....................................................................................................18
C.7
SOFTWARE & WARRANTY EXPECTATIONS............................................................................................................18
C.8
TOP ERP IMPLEMENTATION RISKS: WHAT CAN ENDANGER PROJECTSUCCESS?..........................................................18
D. PROJECT MANAGEMENT RESPONSIBILITIES................................................................................................ 20
D.1
NEW WORLD'S PROJECT MANAGEMENT RESPONSIBILITIES.....................................................................................21
D.2
CITY'S PROJECT MANAGEMENT RESPONSIBILITIES.................................................................................................22
D.3
MANAGING PROJECT SCOPE — USE OF CONTRACT ADDENDUMS AND CHANGE ORDERS................................................23
D.4
PROJECT COMMUNiCA(ION AND PLANNING TOOLS...............................................................................................24
D.5
PROJECT STATUS REPORTS................................................................................................................................25
D.6
FORMAL CITY NOTIFICATIONS............................................................................................................................26
E. 5 PHASE PROJECT IMPLEMENTATION METHODOLOGY (PIM)......................................................................27
E.1
MILESTONE SUMMARY.....................................................................................................................................29
E.2
FORMAL NOTIFICATIONS SUMMARY...................................................................................................................30
E.3
WORK BREAKDOWN STRUCTURE(WBS).............................................................................................................31
E.4
INITIATION PHASE...........................................................................................................................................32
E.4.1
Step 1: Conduct Start-up Activities.........................................................................................................33
E.5
PLANNING PHASE............................................................................................................................................36
E.5.1
Step 2: Plan the Project..........................................................................................................................37
E.5.2
Step 3: Approve the Project Plan...........................................................................................................54
E.6
CONSTRUCTION PHASE.....................................................................................................................................
S9
E.6.1
Step 4: Install the Standard Solution......................................................................................................60
E. 6.2
Step 5: Build Out the Standard Solution.................................................................................................63
Published: 7-30-2015 Logos Public Administration Software Suite Page ii
New World Systems
Completion Criteria: This step shall be complete upon not f cation from New World the standard solution
build is ready for functional test.........................................................................................................................71
E. 6.3 Step 6: Validate Configuration...............................................................................................................72
E.7 TRANSITION PHASE..........................................................................................................................................78
E.7.1 Step 7. Conduct End User Training.........................................................................................................79
E.7.2 Step 8: Conduct Go-Live.........................................................................................................................83
E.7.3 Step 9: Complete and Implement Remaining Contract Deliverables.....................................................88
E.8 CLOSING PHASE..............................................................................................................................................93
E.8.1 Step 10: Close the Project......................................................................................................................94
The terms and conditions governing this project are specified in the Agreement between the parties. In the event
statements in this Logos Public Administration Software Suite Statement of Work (SOW) conflict with the terms and
conditions in the Agreement (including all of its Exhibits, Attachments and Addendums), the Agreement shall take
precedence over this SOW.
Published: 7-30-2015 Logos Public Administration Software Suite Page iii
ElNew World S))stems
A. PROJECT OVERVIEW
LOGOS STATEMENT OF WORK
This Statement of Work (SOW) defines the principal activities and responsibilities of City and New
World for the implementation of an integrated ERP system consisting of the following primary software
applications:
LOGOS.NET Modules and Functions
Financial Management Suite
Payroll & Human Resources Suite
Utility Management
Community Development Suite
eSuite Web Applications
Decision Support Analytics & Reporting
A.1 Objectives
The project will provide an integrated Enterprise Resource Management (ERP) system, Logos.NET, as
described in the Agreement to assist and support City staff in the delivery of services and activities, take
advantage of best practices, and significantly improve the efficiency and effectiveness of City operations.
Below is a summary of the planned objectives for the project:
a) Replace the City's AS/400-based software and certain other related business systems and shadow
systems.
b) Provide better front-end services by improving the City's back -end services and systems.
c) Incorporate fully integrated "best business practices".
d) Develop a system that is user-friendly and empowers core City users and other City stakeholders
to improve their financial processes.
c) lnmprove quality and accessibility of information for decision support.
f) Utilize data to create informative reports on financial activity.
g) Reduce paper-based workflow processes and forms.
h) Reduce redundant "shadow systems", data entry, storage, and paper processing.
i) Improve operational effectiveness and productivity.
j) Reduce the number of systems the City owns and supports and their related costs by retiring
existing legacy and back office "systems" and tools.
Published: 7-30-2015 Logos Public Administration Software Suite Page 4
New World Systems
A,2 Schedule
PROJECT V VI
This project is targeted to be completed and the project closed as identified in the Agreement and
detailed Project Plan, to be completed after signing of Agreement. Many factors will impact the ability
of the New World and City project teams to meet this target.
The New World and City Project Managers will work together, along with New World and City senior
management, to develop a project plan that itemizes the specific tasks, resources, dependencies and
schedules. New World will work hard to help build a project plan to meet the targeted timeline.
However, unforeseen City dependencies, unexpected City circumstances or changes to City requirements
may cause the New World and City Project Managers to build a project plan that does not meet the
targeted project completion timeline.
When the planning activity is completed and the Project Plan is approved by New World and City senior
management, then the actual scheduled completion date will be determined for this project.
Developing the Project Plan and then approving the Project Plan are specific steps called out in the New
World Project Implementation Methodology (PIM) outlined in later sections of this SOW.
Published: 7-30-2015 Logos Public Administration Software Suite Page 5
Ilk New World Systems` PROJECT OVERVEW
A.3 Scope and Deliverables
The success of the project is dependent upon all of the organizations identified below to participate fully
in this project and to fulfill all of their assigned tasks with quality and on schedule.
The scope of this project includes three types of deliverables from New World:
1. Licensed Standard Software Deliverables
2. New World Service Deliverables
3. Third Party Hardware, Software, Service Deliverables
The scope and deliverables proposed for this project are outlined in the agreement.
Published: 7-30-2015 Logos Public Administration Software Suite Page 6
New World Systepns`
LOGOS STATEMENT OF WORK
B. PROJECT ORGANIZATION & DECISION MAKING
B.1 City Project Organization
The City project organization, roles and assigned individuals are shown below:
Published: 7-30-2015 Logos Public Administration Software Suite Page 7
New World Systen2s`
PROJECT ORGANIZATION & DECISIONMAKING
B.1.1 City Project Team Assignments
Here are the City Project Roles and Assignments:
1 Executive Sponsor Chief Financial Officer Paul Becker
Chief of Staff Don Marr
2
1 Project Manager
TBD
TBD
3
Finance Subject Matter Expert
Accounting Manager
Marsha Hertweck
4
HR/Payroll Subject Matter
Expert
Accounting Manager-
Payroll
Trish Leach
5
Utilities Management Subject
Matter Expert
Billing and Collections
Manager
Cheryl Partain
6
Community Development
Subject Matter Export
7
Technology Leader
TBD
TBD
The City Project Manager will maintain a current version of the Project Team Assignments in the Project
Management Workbook.
Published: 7-30-2015 Logos Public Administration Software Suite Page 8
New World Systems-
PROJECT ORGANIZATION & DECISIONAIDING
B.1.2 City Project Team Roles & Responsibilities
Here are the City Project Roles and Responsibilities:
B.1.2.1 City Executive Sponsor
• Provides executive level oversight of the project conduct and outcomes on behalf of City.
• Executive Sponsor is appointed by (the Governing Group/some other entity) and serves for
the duration of the project.
• Executive Sponsor (is/is not) a Governing Group member.
• Executive Sponsor attends Governing Group meetings and (votes/does not vote) on
resolutions presented.
• Executive Sponsor is accountable to the Governing Group for project conduct and outcomes.
• Executive Sponsor reports project status to the Governing Group.
• Executive Sponsor monitors contract and budget compliance.
• Executive Sponsor presents and recommends approval of project funding requests to the
Governing Group.
• Executive Sponsor presents and recommends final top level project decisions to the
Governing Group.
• Executive Sponsor makes executive project decisions that do not require Governing Group
approval.
• Executive Sponsor is accountable for project results and outcomes.
B.1.2.2 City Project Manager
• Project Manager provides day-to-day oversight of the project conduct and outcomes on
behalf of City.
• Project Manager is accountable to the Executive Sponsor for project conduct and outcomes.
• Project Manager reports project status to the Executive Sponsor.
• Project Manager monitors contract and budget compliance.
• Project Manager presents and recommends approval of project funding requests to the
Executive Sponsor.
• Project Manager presents and recommends executive level project decisions to the Executive
Sponsor.
• Project Manager makes and/or coordinates with project constituents to make daily project
decisions that do not require Executive Sponsor approval.
• Project Manager is accountable for project results and outcomes.
Published: 7-30-2015 Logos Public Administration Software Suite Page 9
New World S))stems`
PROJECT ORGAMZATION & DECISION MAKNG
B.1.2.3 City Subject Matter Experts (SMEs)
• SMEs represent functional senior managers and users for the functional areas engaged in the
project. The functional areas include:
o Finance
o HR/Payroll
o Utility Management
o Community Development
• SMEs provide day-to-day oversight and coordination of the project tasks and outcomes on
behalf of the assigned functional areas on behalf of City.
• SMEs make and/or coordinate with functional constituents to make daily project decisions
that do not require Project Manager approval.
• SMEs are appointed by (the functional senior managers/some other entity) and serve for the
duration of the project.
• SMEs train end users.
• SMEs are accountable to the Project Manager and their Functional senior managers for
project conduct and outcomes.
• SMEs report project status to the Project Manager and their Functional senior managers.
• SMEs are accountable for the results and outcomes of project activities in their functional
areas.
B.1.2.4 City Technology Leader
• Technology Leader represents technology senior managers for project.
• Technology Leader provides day-to-day oversight and coordination of the technology tasks
and outcomes on the project.
• Technology Leader is appointed by (the technology senior managers/some other entity) and
serves for the dwration of the project.
• Technology Leader is accountable to the Project Manager and their Technology senior
managers for technology task conduct and outcomes for the project.
• Technology Leader reports status to the Project Manager and their Technology senior
manager.
• Technology Leader makes and/or coordinates with technology constituents to make daily
technology decisions that do not require Project Manager approval.
• Technology Leader is accountable for the results and outcomes of technology activities of the
proj ect.
Published: 7-30-2015 Logos Public Administration Software Suite Page 10
New World Systejns-
PROJECT ORGANIZATiON & DECISIONKI
B.1.2.5 City Build Teams
• Build teams are representatives from the functional areas engaged in the project. The
functional areas include:
o Finance
o HR/Payroll
o Utility Management
o Community Development
• Build Teams complete project tasks to configure and setup their assigned functional areas of
the product suite.
• Build Teams are appointed by the (SME/functional senior manager/some other entity) and
serve for the duration of the project.
• Build Teams are accountable for the results and outcomes of the project activities in their
functional areas.
Published: 7-30-2015 Logos Public Administration Software Suite Page 11
New TYlorlcl Sy5ten2s
PROJECT ORGANIZATION & DECISIONMAKING
B.2 New World Project Organization
The New World project organization, roles and assigned individuals are described in B.2.1, below:
8.2.1 New World Project Team Assignments
1 Group VPI Vice President of Customer I Mark Dvorak
Care
2 1 Account Manager I Customer Care Manager I Brad Reed
3 Executive Sponsor General Manager Logos( Andy Breeden
Professional Services
4
Sr. Project Manager
Sr. Project Manager
Felix Winkler
5
Finance Application Specialist
Finance Application
Ron Vedder
Specialist(s)
6
HR/Payroll Application
HR/Payroll Application
Dave Jankowski
Specialist
Specialist(s)
7
Community Development
Community Development
Ben Cheney
Application Specialist
Application Specialist(s)
8
Utility Management Application
Utility Management
Shannon Landis
Specialist
Application Specialist(s)
9
Teelulical Services Specialist
Tecluiical Services
Joyce Wiazowski
Specialist(s)
10
Data Conversion Lead
Data Analyst
Imran Ahmad
The New World Project Manager will maintain a current version of the Project Team Assignments in the
Project Management Workbook.
Published: 7-30-2015 Logos Public Administration Software Suite Page 12
NO New World Systems
PROJECT ORGANIZATION & DECISIONMAKING
B.2.2 New World Project Team Roles & Responsibilities
New World Project Roles and Responsibilities:
B.2.2.1 New World Group VP
• Served as the New World leader of the procurement process.
• Serves as a source of information about discussions and expectations formed during the
procurement process.
• Responsible to help complete additional procurements if any required for the project.
• Available to meet with City and New World senior managers during the project for project
discussions if requested by Project Managers.
• Available to help make contract adjustments if requested.
B.2.2.2 New World Account Manager
• Served as the New World sales representative during the procurement process.
• Serves as a source of information about discussions and expectations formed during the
procurement process.
• Responsible to help complete additional procurements if any required in order to complete
the project.
• Available to meet with City and New World managers during the project for project
discussions if requested by Project Managers.
• Available to help make contract adjustments if requested.
B.2.2.3 New World Executive Sponsor
• Executive Sponsor is assigned at the project initiation and serves for the duration of the
project.
• Provides executive level oversight of the project conduct and outcomes on behalf of New
World.
• Executive Sponsor is accountable to New World executives for project conduct and
outcomes.
• Executive Sponsor monitors contract and budget compliance.
• Executive Sponsor makes executive project decisions, or facilitates obtaining decisions for
New World.
• Executive Sponsor meets with and reviews status with City Executive Sponsor.
• Executive Sponsor is accountable for project results and outcomes.
B.2.2.4 New World Project Manager
• Project Manager is appointed at project initiation and serves for the duration of the project.
• Project Manager provides day-to-day oversight of the project conduct and outcomes on
behalf of New World.
• Project Manager is responsible for project planning.
• Project Manager is responsible for New World resource management.
Published: 7-30-2015 Logos Public Administration Software Suite Page 13
New World S,ystems-
PROJECT ORGANIZATION & DECISTON MAKING
• Project Manager is accountable to the Executive Sponsor and New World executive
managers for project conduct and outcomes.
• Project Manager reports project status to the New World Executive Sponsor.
• Project Manager reports project status to the City Project Manager.
• Project Manager monitors contract and budget compliance.
• Project Manager presents and recommends approval of project funding requests to the New
World Executive Sponsor.
• Project Manager presents and recommends executive level project decisions to the New
World Executive Sponsor.
• Project Manager makes and/or coordinates with New World project constituents to make
daily project decisions that do not require New World Executive Sponsor approval.
• Project Manager is accountable for project results and outcomes.
• Project Manager is responsible for production, coordination and management of the project
management workbook.
B.2.2.5 New World Application Specialist
• Application Specialists serve as the product experts for their assigned functional areas of the
Logos product suite. The functional areas include:
o Finance
o HR/Payroll
o Utility Management
o Community Development
• Application Specialists provide training and knowledge transfer to City functional experts to
enable City staff to set up and configure each application area of the product suite.
• Application Specialists provide support to City functional experts to help them make project
decisions.
Application Specialists provide trainlnb to City trainers to enable illern to twin end users.
• Application Specialists provide training to City trainers to end users.
• Application Specialists are assigned by New World resource managers and serve for the
specific tasks as assigned during the project.
• Application Specialists are accountable to the New World Project Manager and their
resource managers for project conduct and outcomes.
• Application Specialists report project status to the Project Manager and their resource
managers.
• Application Specialists are accountable for the results and outcomes of project activities in
their functional areas.
B.2.2.6 New World Technical Services Specialist
• Technical Services Specialist provides hardware, system software and network infrastructure
services.
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B.2.2.7
New World Systen7s
PROJECT ORGANIZATONDECISION MAKMG
• Technical Services Specialist reports status to the Project Manager and their technical
services resource manager.
• Technical Services Specialist makes and/or coordinates with City technology constituents to
project technology decisions that do not require Project Manager approval.
• Technical Services Specialist reports technical issues and resolution recommendations to the
New World Project Manager.
• Technical Services Specialist is accountable to the Project Manager and their New World
technical services resource manager for the technical services outcomes and results during the
proj ect.
New World Data Conversion Lead
• Data Conversion Lead manages the New World data conversion activities and resources for
the project.
• Data Conversion Lead works with assigned City data conversion staff during the project.
• Data Conversion Lead is assigned early in the project and serves for the duration of the data
conversion activities.
• Data Conversion Lead is accountable to the New World Project Manager and their data
conversion senior managers for data conversion task conduct and outcomes for the project.
• Data Conversion Lead reports status to the New World Project Manager and their data
conversion senior manager.
• Data Conversion Lead is accountable for the results and outcomes of data conversion
activities of the project.
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New World Systenzs° _
PROJECT DECISION MAKING
I
B.3 Project Decision Making Process
Decisions will be made at multiple organization levels at City and New World in order to deliver the
desired project results. Many decisions need to be made during the project. Many people are involved in
the project. If decision making is not appropriately defined, the risks increase that undesirable project
outcomes could occur. In setting up the decision making process for the project, the following are
desired:
1. It is desirable that decisions are made in a timely fashion and in accordance with the appropriate
level of authority required to establish policies and procedures, to authorize/approve plans and
resources, and/or to resolve issues.
2. It is desirable to enable decision-making authority to be granted to managers who are as close to
the daily project activities as possible to avoid delays or bottlenecks yet to also attain quality
results for the project.
Here are the decision-making levels at City and New World. If collaboration and communication
between the individuals on the same level (in the hierarchy shown below) at City and New World fail to
result in a timely decision or issue resolution as required to keep the project on track, then the individuals
must escalate the decision or issue resolution one level up as shown below.
Collaborate
t s wv
Communicate
Collaborate
Communicate
Collaborate
Communicate
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New World Systepns_
LOGOS STATEMENT OF WORK
C. PROJECT RESPONSIBILITY & RISK SUMMARY
New World's objective for every project is to fulfill all contracted obligations successfully, on time and
on budget.
In order to complete a successful project, both New World and City team must be engaged fully in the
project and support is required in a number of areas. To aid in completing a successful project, the
following responsibilities must be fulfilled and the risks must be mitigated.
C.1 Project Ownership and Success
1. Project ownership is shared between City and New World teams.
2. Executive sponsors from City team and New World need to collaborate to manage through
strategic issues, help drive change management, and maintain consistent communication
throughout the project.
C.2 City Executive Sponsor Responsibilities
1. Provide leadership and clear direction to City project team throughout the project.
2. Allocate sufficient and qualified resources to ensure a successful project.
3. Confirm achievement of all milestones and contract deliverables after each phase of the project.
4. Track progress and resolve issues during executive milestone reviews.
5. Ensure the assigned resources adhere to timeframes and schedules.
6. Partner with the New World Executive Sponsor to resolve any disputes that may arise.
7. Work as a team with New World to drive and promote change, and take advantage of best
practices.
C.3 Managing Change within City Organization
City is responsible for managing change within their organization.
Limit the scope of changes that may delay implementation or increase the cost of the project.
3. Users will need consistent coaching and reassurance from the leadership team.
4. Team should expect to provide extra effort during the implementation period.
5. Users need to understand the differences and overall benefits of the new system.
6. Do not allow individual desires or agendas to overshadow the needs of the many.
7. City management needs to explain the differences and benefits of the new solution.
a. Workflow may be slower at first, but there is more information and long-term organization
value
b. More data integration is available which contributes to the overall solution value
Published: 7-30-2015 Logos Public Administration Software Suite Page 17
New World Systepizs
PROJECT RESPONSIBILITY & RiSK SUMMARY
C.4 Provide a Stable Environment and Sufficient Infrastructure
Adhere to New World specifications for hardware, software and infrastructure.
Manage and maintain the necessary network bandwidth and stability.
3. Adhere to industry -standard practices when managing security, network and database resources.
4. Establish organization -wide policies and procedures to govern use of hardware, software and
networks.
C.5 New World Systems Escalation Policy
1. City identifies an issue and categorizes it as a product, project or business issue.
2. City contacts the New World Project Manager and provides detailed documentation of the issue.
3. If New World Project Manager is unavailable, City contacts City Account Manager (Regional
Territory Manager or Customer Care Representative assigned to City ).
4. If City is unable to resolve the issue or not satisfied with the issue resolution, City escalates to
New World Executive Sponsor for the project.
C.6 Expectations for Project Implementation
1. Project execution will follow the New World Project Implementation Methodology as described
in later sections of this SOW.
2. City and New World Project Managers shall identify key timeframes and requirements early in
the project.
a. Project start dates
b. Milestone dates
c. City blackout dates
d. Non-standard contract deliverables required for go -live (generally delivered after go -live)
Resource scheduling will be planned and agreed to by both City and New World.
a. Scheduled resource assignments will be held for a 90 -day lock period
b. Schedule changes within the lock period are costly, and can put the project plan at risk
C.7 Software & Warranty Expectations
1. Large-scale ERP software solutions typically have some open warranty issues
2. Software issues may arise as a normal part of any project implementation
3. Any issue with the software system should be documented using New World's standard
methodology
4. As with all projects, this is a partnership between City and New World, and the parties need to
work together to quickly diagnose and resolve any potential issues
C.8 Top ERP Implementation Risks: What Can Endanger Project Success?
1. City Senior Leadership Not Engaged
a. Without sustained executive support and leadership, project delays and failure may occur
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New World Systeins_
PROJECT RESPONSI&LiTY & RSKUM A Y
Increasing Project Scope
a. Changing or adding requirements mid -project may delay project and increase costs
b. Delayed approvals on non-standard contract deliverables may delay project and increase costs
c. Adding non-standard features increases the project complexity and risk of successful
implementation. Simplifying the go -live requirements early in the project plan and
minimizing requirements changes during project implementation mitigates risk
3. Change Management
a. Failure to manage process change in City organization increases risk
b. Effective communication is imperative during the entire implementation process
4. Third Party Contract Deliverables
a. Document and obtain approvals on requirements involving third parties early in the project
b. Set and manage expectations with all participants
Environment, Infrastructure and System Administration
a. Adhere to New World specifications for hardware, software and infrastructure
Manage and maintain the necessary network bandwidth requirements
c. Managing City environment during and after the project requires one or more skilled system
administrators to manage the technical resources
6. Data Conversion
a. Only submit data to New World after thoroughly reviewing City data mappings
b. Analyze all converted data closely, including controls, before resubmitting
c. Continue to stress user review and accuracy
City and New World Executive Sponsors and Project Managers are expected to work with each other
throughout the project to ensure mutual understanding of the responsibilities and risks described above,
work together to ensure both parties fulfill their respective responsibilities and mitigate the risks to help
ensure successful project completion.
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New World Systems
LOCOS STAT EMENT OF WO
D. PROJECT MANAGEMENT RESPONSIBILITIES
New World and City Project Managers will use the PIM to manage the implementation of the New
World technology and to transition City from its existing technologies and operation to the
technology provided and described in the Agreement. In addition to using the PIM, the following
guidelines shall be followed:
1. Work will be performed at the City's location and New World's project offices and will be
performed on business days during City's normal business hours, except when both parties agree
otherwise.
2. A project consists of the delivery, installation, configuration, testing and implementation and go -
live of the licensed standard software that provides the functionality and operation described in
the Agreement.
3. Additional work activities and software functionality not described in the Agreement and/or the
SOW will be considered a change to a project and will be authorized by City using the Project
Change Order document. Depending on the nature of the change, a cost adjustment may result
which shall be managed according to the Agreement
4. The City and New World expect and agree that the Agreement and/or SOW may be modified
from time to time, especially after New World gains a more complete understanding of City's
existing technologies, business practices and operations.
Training will take place during normal business hours, which is typically from 8:00 am - 5:00 pm,
and will not exceed eight (8) hours per 24-hour period. Nonstandard training hours may be
accommodated upon mutual Agreement. Training arrangements for observers may be made upon
mutual Agreement.
6. City is responsible for the WAN/LAN infrastructure.
7. The operation and availability of the external systems or third party software is the responsibility
of City and necessary for the success of the project.
8. City is responsible for maintaining in good working order the third party systems that it operates
and that interface with New World software as part of this project.
9. With the City's prior approval, the New World Implementation teams must have access to all
servers and workstations that are applicable to the project. This includes having a domain login
with local administrative privileges to remove/install software, access to registries, the ability to
set scheduled tasks and remote access to applicable desktops.
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New LYlorlcl Systems'
PROJECT A AO MT . ESPO S11311r,i i S
D.1 New World's Project Management Responsibilities
Detailed Project Management responsibilities are outlined in each step of the PIM. Overall, New World
responsibilities include the following:
1. Managing the efforts of New World's staff and coordinating New World activities with City
Project Manager.
2. Providing monthly project status reports to City.
3. Documenting, coordinating and managing the overall Implementation Plan (both summary and
detail level) with the City's management and the City Project Manager.
4. Conducting a project review (kick-off) meeting at the City's location.
5. Managing the efforts of the New World staff and coordinating New World's activities with the
City's Project Manager.
6. Coordinating delivery of contracted services throughout the project.
7. Providing New World consultation with the City and its other vendors or third parties when
necessary.
8. Maintaining a record of all project communications.
9. Conducting bi-weekly or weekly as needed regular project review meetings with the City's
Project Manager via telephone conference calls.
10. Preparing and submitting monthly regular status reports to the City and to New World
management.
11. Responding to issues if any rose by the City's Project Manager throughout the project.
12. Preparing and submitting project Change Orders to the City's Project Manager (or designee) as
necessary and gaining New World and City approvals before implementing the requested
changes.
13. Conducting a project close-out meeting at the City's iocaiion to conclude the project.
Project Management Responsibilities are executed by the New World Project Manager (PM), or
representative of the PM, if the PM is not available.
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NO New World Systerpis
ROJECT MANAGEMENT _ SPO SI ILITI S
D.2 City's Project Management Responsibilities
Detailed Project Management responsibilities are outlined in each step of the PIM. Overall, City
responsibilities include the following:
1. Assigning a competent Project Manager with authority to make project decisions and
commitments on behalf of City, including:
a. provide timely answers to New World's requests for information
b. coordinate a mutually agreeable implementation and training schedule
c. have authority to sign for and obligate City to any matters relating to service requests, design
documents, test documents and/or delivery and service schedules
d. In situations where City participation is required, provide timely input for systems definition,
detail design, and use of the software system
2. Managing the efforts of City's staff and coordinating City activities with the New World Project
Manager.
3. Providing status reports to New World on City tasks.
4. Providing overall status reports to City managers and teams.
5. Maintaining project communications with the New World Project Manager.
6. Providing input to New World for creation of the regular status reports.
7. Ensuring that City personnel have ample time, resources and expertise to carry out their
respective tasks and responsibilities.
8. Participating in the status gathering and sharing activities with the New World Project Manager
as required for determining project status.
9. Providing responses to issues raised by the New World Project Manager in a timely manner.
10. Serving as liaison with all City provided third party vendors and associated systems.
11. Ensuring that acceptable Change Orders are approved in a timely fashion by authorized
signature(s).
12. Providing workspace for New World personnel as reasonably requested.
13. Ensuring New World personnel have access to server and network equipment and work areas
with pre -authorization for off -hours.
14. Ensuring timely payment of invoices.
Project Management Responsibilities are executed by the City Project Manager (PM), or representative of
the PM, if the PM is not available.
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NO New World Systems
PROJECT MANAGEMENT RESPONSiBUTIES
D.3 Managing Project Scope -Use of Contract Addendums and Change Orders
During the course of this project, it may become necessary to make adjustments to the scope of the
project. If such a situation arises, a formal process shall be used to document requests and solicit
approvals to change the scope. Contract Addendums or Change Orders will be used to request and
approve changes to project scope.
Changes to project scope include alterations, deletions, additions, deviations and omissions to the
products and services identified in the Agreement. The standard method of documenting and executing a
change to the Agreement are shown below:
• Exhibit A (Licensed Standard Software and Fees) — Contract Addendum
• Exhibit B (Implementation and Training Support Services) — Change Order
• Exhibit F (Data Conversions) — Change Order
• Exhibit G (Custom Interfaces) — Change Order
• Appendix 1 (Third Party Products and Services) — Contract Addendum
• The Logos Statement of Work (SOW) — Change Order
Note that the terms and conditions governing this project are specified in the Agreement between the
parties. In the event that statements in this Logos Statement of Work (SOW) conflict with the terms and
conditions in the Agreement (including all of its Exhibits, Attachments and Addendums), the Agreement
shall take precedence over this SOW.
Requests for changes that require Contract Addendums and/or Change Orders are typically initiated by
City. However, the New World Project Manager may offer proposals to City Project Manager for
consideration.
City approval of a New World -initiated Contract Addendum and/or Change Order will be indicated
through execution (signature) of the Contract Addendum and/or Change Order documents by duly
authorized City representatives before airy additional work is performed.
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New World Systems`
PROJECT MANAGEMENT Rc.SPONSI UTIES
D.4 Project Communication and Planning Tools
During the course of this project, it is necessary to communicate information between City and New
World and vice versa. New World will provide project information to City in various formats
appropriate to each type of information that is communicated. Key communication and planning tools to
be used include:
Project Plan
• Project Tasks
• Project Scheduling
• Resource Assignments
• Payment Milestones
• Key Milestones
• Contract Deliverables (Services and Software)
• Gantt Chart
Project Management Workbook
• Project Methodology Overview
• Monthly Project Status Report
• Project Schedule City Blackout Dates
• Contact Information
• Roles and Responsibilities
• Communication Plan
• Risk Management Plan
• Action Items
• Issues
• Change Control Definition, Register and Forms
• Pre Go -Live Readiness Checklist
• Pre Go -Live Systems Assurance Readiness Checklist
• Go -Live Checklist
• Post Go -Live Checklist
Data Conversion Plan
Technical Services Plan
Reauirements Definitions (Custom Enhancements. Custom Interfaces)
Pre -Trip Reports
Post -Trip Reports
Build Plans
Training Plans
Functional Test Checklist
Additional tools will be used by the Project Managers as appropriate to communicate activity specific
information throughout the project.
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10 New TYlorlcl Systems'"
PROJECT MANAGEMENT RESPONSIBILITIES
D.5 Project Status Reports
During the course of this project, the New World Project Manager will prepare and provide to City
monthly written status reports. In addition, regular status review meetings and/or conference calls will be
used at the discretion of the Project Managers to further ensure appropriate status information is
exchanged. These review meetings and calls will also be used to identify and/or resolve issues where
possible, coordinate action items and schedule activities as appropriate.
City is responsible to provide New World with updated status regarding City tasks and activities. The
Project Managers shall collaborate to determine the best format and process for communicating City
status to New World.
In addition, the New World and City Executive Sponsors will meet periodically to review project status.
The initial meeting will take place during project initiation. At that meeting, a schedule will be agreed
upon for status meetings between the Executive Sponsors for the remainder of the project duration. City
will host the meetings at their location and is responsible to attend as planned.
Communication between the senior managers at City and New World is essential to ensure project
success and these meetings are a key activity to ensure project success.
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New World Systeyns-
PROJECT ANA ME i RESPONSiBUTiES
D.6 Formal City Notifications
During the course of this project, it is necessary to formally notify City of completion of key events or
fulfillment of key project obligations. The New World Project Manager will notify City in writing of the
completion of these key events and obligations. The reasons for formal notification include:
Bring City's attention to the New World position that a key event has occurred or a key project
obligation has been fulfilled.
2. Establish "for the record" that City has been notified.
3. Provide a specified time period for City to take exception or dispute the New World position, if
so desired.
4. To bring clear closure for the project teams that key events did occur and fulfillment of key
project obligations were made.
When notified by New World, City may:
1. Sign and return the notification as acknowledgement and approval of the completion of the key
event or fulfillment of the key project obligation in a timely manner.
2. Provide written notice to New World within the specified time period (typically 15 days) that
City does not agree that of the completion of the key event or fulfillment of the key project
obligation occurred and why.
3. Do nothing within the specified time period (typically 15 business days), in which case the
completion of the key event or fulfillment of the key project obligation is deemed approved by
City.
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New World Systems
LOGOS STATEMENT OF WORK
E. 5 PHASE PROJECT IMPLEMENTATION METHODOLOGY (PIM)
Customer Agreement Signed
Go Live
End UserTraining
8. Conduct Go -Live
g. Complete and
Implement
Remaining
Deliverables
5 Phase Project Implementation Methodology (PIM)
Since its inception, New World has successfully completed thousands of implementation projects. New
World has developed this standard project implementation methodology to be predictable, repeatable,
lower risk and maximize project success. This standard approach is based upon a blend of Project
Management Institute (PMI) Project Management Book of Knowledge (PMBOK) guidelines and
knowledge obtained from years of successful New World project management activity deploying public
sector solutions.
Projects are divided into five distinct phases during implementation:
1. Initiation —Engage project management, establish initial communication channels and begin
planning.
2. Planning— Create and approve the Project Plan.
3. Construction — Execute the Project Plan to build, configure, test and review the system to verify
system readiness.
4. Transition — Train users, perform data conversion (if required), execute go -live, complete Post
Go -Live activities, finalize City application customizations, optimize implementations (if
applicable) and complete final acceptance of the operating system.
5. Closing— Review and approve the project closure, disengage project management and formally
transfer City to New World Account Management team.
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Initiation•
Phase•
•
Phase
1. Conduct Start-up
z. Plan the Project
y.. Install the Standarc
Activity
3. Approve Project
Solution
Plan
S. Build Out Standard
Solution
6. Finalize
Configuration
Go Live
End UserTraining
8. Conduct Go -Live
g. Complete and
Implement
Remaining
Deliverables
5 Phase Project Implementation Methodology (PIM)
Since its inception, New World has successfully completed thousands of implementation projects. New
World has developed this standard project implementation methodology to be predictable, repeatable,
lower risk and maximize project success. This standard approach is based upon a blend of Project
Management Institute (PMI) Project Management Book of Knowledge (PMBOK) guidelines and
knowledge obtained from years of successful New World project management activity deploying public
sector solutions.
Projects are divided into five distinct phases during implementation:
1. Initiation —Engage project management, establish initial communication channels and begin
planning.
2. Planning— Create and approve the Project Plan.
3. Construction — Execute the Project Plan to build, configure, test and review the system to verify
system readiness.
4. Transition — Train users, perform data conversion (if required), execute go -live, complete Post
Go -Live activities, finalize City application customizations, optimize implementations (if
applicable) and complete final acceptance of the operating system.
5. Closing— Review and approve the project closure, disengage project management and formally
transfer City to New World Account Management team.
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I] New World Systenis`
HASP PROJECT I PLEMENTATlON METHODOLOGY
Each phase consists of one or more steps. Each step includes:
1. New World Responsibilities – Tasks New World staff is responsible to complete.
2. City Responsibilities – Tasks City staff is responsible to complete.
3. Product and Service Deliverables — Contract items that are delivered during the step.
4. Key Milestones – Events that are key to monitoring the status and health of the project.
5. Completion Criteria - requirements in order to consider the step complete.
The Phases, Steps, Milestones, Product and Service Deliverables, and Work Breakdown Structure (WBS)
that comprise the PIM are summarized in the matrix on the following pages. Each step and project
deliverable are described in detail in the sections following this matrix. Although the PIM steps are
shown in diagrams as sequential, steps will overlap based on individual project needs and circumstances.
Also note, the Phases, Steps, Milestones, Product and Service Deliverables, and WBS are embedded in
the Project Plan template, which is used in conjunction with this methodology.
Note, the Construction Phase (Steps S and 6) and the Transition Phase (Steps 7 through 9) are
repeated for each application if the project contains staged go -live events.
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New LYlorld Silsten as
HASP PROJECT IMPLEMENTATION METHO LOGY
E.1 Milestone Summary
These are the milestones specified for this project per the Agreement terms and conditions along with the
Key Project Milestones that will be used to help monitor project status.
Initiation
1-
Conduct Start-up
Activity
Execute Customer Agreement
2 -
Plan the Project
Complete Executive Summary Project Plan
P lanning
Draft Project Plan
3-
Approve the Project
Approve Project Plan
Plan
4-
Install the Standard
Deliver Technical Services Specification Document
Solution
Construction
5 -
Build Out Standard
Solution
Complete Build of Configuration for Functional Test
g -
Validate Configuration
Approve Final Configuration for Training and Go -Live
7-
Conduct End User
Complete Pre -Go -Live User Training
Training
g -
Conduct Go -Live
Go -Live
Transition
g -
Complete and Implement
Complete Development and Implementation of Remaining
Remaining Deliverables
Deliverables
10 - Close the Project JPro
Closing
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New World Systeyns
PHASE PROJECT IMPLEMENTATION ME C C L Y
E.2 Formal Notifications Summary
Certain communications are so important during the course of a project they cannot be left to verbal
conversation or email messages alone. Formal notifications will be used to help manage expectations,
ensure senior managers are informed, cause City and New World decisions to be made in a timely
fashion, and help the Project Managers adhere to project timelines.
Here are the required formal notifications that the New World Project Manager will use in managing this
implementation project.
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1- Conduct Start
Notificat onthat MilestoneisComplete
Initiation
up Activity
—Deliver Licensed Standard Software
Notification of Start of Warranty Period
2- Plan the
Notification that Milestone is Complete
Planning
Project
—Complete Executive Summary Project Plan
Notificationthat MilestoneisComplete
3- Approve the
8- Conduct Go-
Project Plan
—Approve Project Plan (MPP)
Live
4- Install the
Notificationthat MilestoneisComplete
Standard
— DeliverTechnicaI Services Specification Document
9- Complete and
Solution
Notificationthat ProjectDel iverableisComplete
Implement
— CompleteDevelopmentandImplementationof
—Deliver 3`d Pa rty Hardware• Deliver 3`d Pa rtV Software
5- Build Out
Notification that Project Deliverable is Complete
Deliverables
Standard
—Deliver Licensed Custom Software Enhancements
Construction
—Deliver Remaining Licensed Standard Software
—Deliver Licensed Custom Interfaces
—Deliver Remaining Licensed Custom Software
Notification that Milestone is Complete
Enhancements
- Complete Build Out of Configuration for
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6- Validate
Notification of Data Conversion Pre -Go -Live Approval
Configuration
Notification that Milestone is Complete
—Approve Final Configuration forTrainin and Go -Live
7- Conduct End
Notification that Milestone is Complete
User Training
—Complete Pre -Go -Live User Training
8- Conduct Go-
Notification of Data Conversion Pre -Go -Live Approval
Live
Not fl, cationthi-,✓tilestcneisCon ipletc
—Go -Live
9- Complete and
Notification that Milestone is Complete
Transition
Implement
— CompleteDevelopmentandImplementationof
Remaining
Remaining Deliverables
Deliverables
Notification that Project Deliverable is Complete
—Deliver Remaining Licensed Standard Software
—Deliver Remaining Licensed Custom Software
Enhancements
—Deliver Remaining Licensed Custom Interfaces
10- Close the
Notificationthat MilestoneisComplete
Closing
project
—Close Project
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I]
New World Systems 5 PHASE PROJECT IMPLEMENTATiON METHODOLOGY
E.3 Work Breakdown Structure (WBS)
Here is the Work Breakdown Structure for this implementation project.
$
CondudSta 'rE-up
A. Deliver licensed Software
ARivi9 B. Complete Start -Up Communication
SP- A. Perform Discovery
Wan the Project B. Establish Executive Relationship and Expectations
C. Establish Project Methods, Acceptance Criteria and Govemance
D. Plan Implementation Activities
E. Draft the Project Plan
F. Draft the Technical Services Configuration Plan
G. Draft the Data Conversion Plan
H. Draft the Requirements Definitions (RDs) (for
additional custom software or modifications)
I. Provide Functional Spedfi cation Review (if service is contracted)
J. Approval of Draft Project Plan (internal)
A. Present Project Plan
B. Review and Approve Project Plan (MPP)
C. Review and Approve Supporting Plans
Data Conversion Plan
Technical Services Configuration Plan
Reauirements Definitions fifanvreal
'"Step S.'"'"""" -:j A.ProvidelntegrationOverview
Build Out Standard B. Build Outthe Applications
Solution C. Perform Initial Data Conversion Development and Testing
D. Complete Pre -Go -Live Custom Software Enhancements ('d any)
Custom Interfaces
Custom Software Enhancements
State Compliance Enhancements
E. Conduct Functional Test
r
A. Update Configuration Settings and worldlows
Sip &B.
Perform Final Data Conversion Test Run and Final Testing
: Finalize Configurations
C. Prepare Go -Live Plan
"Stepp
CanduitEnd User
------------
A.Tralnthe 7rainers
Training
B. Train the End Users
.___----__.___-__.____-._.__-_---__.
Step 1:
A*Execute Go -Live Preparation
Go-f.ive
B. Perform GG -Live Data Conversion
.,.--------------.___.:'
C. Go -Live
-.-----------------.--._-
w.Sp�,.....,..-..,.,j
A. Perform Post Go -Live Data Conversion
Complete Remaining
B. Complete PostGG-Live Custom Enhancements (if any)
Deliverables
Custom Interfaces
Custom Software Enhancements
C. Provide Post live Training and Support
D. Conduct Reliability Test (if specified in CustomerAgreement)
E. Complete Decision Support Software (DSS) Setup and Training (if
required)
i
Step 10 .,1 A. VedfyAll Contract Items Delivered and Payments are Collected
(lose the Protect B. Transition from Project Team to Account Team and Close Project
v
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Uk New World Systems
PHASE PROJECT IMPLEMENTATION METHODOLOGY
E.4 Initiation Phase
Customer Agreement Signed
Go Live
Purpose: Deliver standard licensed software, engage project management, establish initial
communication channels and begin planning.
Description of Phase: The Initiation Phase initiates with the Agreement being signed by both parties.
This phase consists of one step:
• Step 1: Conduct Start-up Activities
New World will deliver the standard licensed software. Also, the initial communication takes place
between New World and the City, the Project Managers are assigned and the New World Sales
representative initiates the formal transition of the project to the New World Operations team. The
Operations team (when completely formed) includes Executive Sponsorship, Project Management and
Professional Services Application Specialists.
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1"Ll New World Systeuzs`
E.4.1 Step 1: Conduct Start-up Activities
Step lA - Deliver Licensed Software
Overview: When the Agreement is signed, New World will deliver to City the standard licensed
software in the Agreement. This delivery excludes any custom software enhancements or custom
interfaces (which will be delivered later in the project once completed).
1. Deliver the standard licensed software electronically 1. Download the standard licensed software from the
by posting the software to a Customer Portal for Customer Portal.
download.
2. If posted to a Customer Portal for download, New
World will notify City the software is available and
is considered "delivered."
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New World Systems
INITIATION HAS —STEP
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2. Deliver Licensed Standard Software
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1. Notification of Delivery of Licensed Standard Software
Completion Criteria: This step shall be complete upon delivery of the standard licensed software.
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New World Systems
INFIATiO 5 - STEP
Step 1B - Complete Start -Up Communication
Overview: The New World Project Manager will complete one or more conference calls with City. The
objectives for this communication are:
1. Describe key teams/groups and identify their roles and responsibilities during the project.
2. Discuss expectations of City and New World.
a. Notify City their senior leadership will be required for executive project reviews and signing
approval documents.
b. Discuss Project timeframes
3. Discuss Account Management Planning meeting agenda and objectives.
4. Review Account Management slide deck, adjust as necessary.
5. Set date for onsite Account Management Planning meeting and discuss site preparation.
6. Discuss keys to project success.
7. Request topology diagram of City's network.
1.
Schedule New World staff to participate in the
1. Schedule City resources to participate in the start -
start -up call(s).
up call(s).
2.
Clearly define the objectives for each of the start-up
2. Participate in the call and discuss agenda items
call(s).
during the start-up call(s).
3.
Request topology diagram of the City's network.
3. Provide the topology diagram of the City's
4.
Request a copy of City's Organization Chart.
network.
5.
Review City Competency Matrix.
4. Provide a copy of the City's Organization Chart.
6.
Complete Internal Contract Review
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formal Not�ficat�ons
Completion Criteria: This step shall be complete at the conclusion of the Start -Up Conference Call(s).
Published: 7-30-2015 Logos Public Administration Software Suite Page 35
New World Systeins-
PHASE PROJECT IMPLEMENTATION METHODCLOGY
E.5 Planning Phase
Customer Agreement Signed
Go Live
3. Approve Project
Plan
Purpose: Create and approve the Project Plan ( ).
Description of Phase: The Planning Phase consists of two steps:
• Step 2: Plan the Project
• Step 3: Approve the Project Plan
During this Phase, the New World and City Project Managers organize the project, establish project
teams, confirm requirements, develop the Executive Summary Project Plan, develop the MPP, develop
the Data Conversion Plan, establish acceptance criteria and obtain senior management approval for these
plans.
Published: 7-30-2015 Logos Public Administration Software Suite Page 36
10 New World Systems
E.5.1 Step 2: Plan the Project
LANSING PHASE — STEP 2
Step 2A — Perform Discovery
Overview: New World and City Project Managers will review City's business practices, environment
and workflow. Key events include:
1. In-depth review of City operations and policies to establish an understanding of City's
environment.
2. Review of contracted Requirement Documents (RDs) as specified in the Agreement for Custom
Software Enhancements and/or Custom Interfaces.
Key participants include:
1. New World Account Sales or Customer Care Account Manager
2. New World Project Manager
3. New World Application Specialists
4. City Project Manager
5. City SMEs
Published: 7-30-2015 Logos Public Administration Software Suite Page 37
2.
3.
New World Systews
Review City workflow requirements as described
above.
Document workflows and requirements reviewed.
Review any and all documents detailing discovery
activity completed during the sales process
including:
a. Discovery Document (Demonstration
Team)
b. Best Process Review (Demonstration
Team)
c. Turnover Document
PLANNING PRASE — STEP
1. Coordinate with City participants to be available as
necessary including supervisors, SMEs and others
to discuss all licensed applications, modules and
functions.
tM�lestdnes
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Completion Criteria: This step shall be complete upon review of City's operations, workflows and
policies.
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1"M New World Systeins
Step 2B - Establish Executive Relationship and Expectations
LAN ING PRASE — STEIN
Overview: The assigned New World Executive Sponsor will meet with City Senior Manager(s) to
establish a business relationship between New World and City executives. During this meeting, these
key topics will be reviewed:
1. Executive overview with Executive Management and identification of City Executive Sponsor(s).
2. Review of project scope (Agreement, project implementation methodology) with City Senior
Management.
3. Discuss initial Project Schedule and resource management policy.
4. Presentation of the overall implementation strategy, roles, responsibilities and keys to project
success.
Key participants include:
1. Senior/Executive Sponsor
2. General Manager of Professional Services
3. New Account Sales or Customer Care Account Manager
4. New World Project Manager
5. City Senior Management/Executive Sponsor
6. City Project Manager
This meeting is commonly referred to as the Executive Sponsor Meeting.
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New World Systepns
Executive Sponsor will meet with City senior managers
to discuss topics listed above. Once complete, the
Executive Sponsor (and/or designee) will document and
distribute the information to the appropriate members of
the project teams. The New World Executive Sponsor
responsibilities include:
1. Review summary of project
2. Establish framework for future senior manager
meeting agendas and schedule, roles and
responsibilities of New World and City senior
managers
3. Discuss City initial senior input for Project
Schedule
PANNI HAS — STEP
1. Schedule appropriate senior managers participate in
the meeting.
2. Reach Agreement with New World on senior
management status reporting, meeting agendas and
schedules.
3. Accept responsibility for prescribed expectations of
City senior management team.
1. Complete Executive Summary Project Plan
Completion Criteria: This step shall be complete upon completion of the initial Executive Summary
meeting.
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Ilk New World Systems
LA Ni G PHASE — STEP
Step 2C - Establish Project Methods, Acceptance Criteria and Governance
Overview: The assigned New World Project Manager will coordinate a series of onsite meetings with
key City staff associated with project planning, development and implementation. In this series of
meetings, New World and City will establish project methods, acceptance criteria and governance.
Key topics include:
1. Review of project scope (Agreement, project implementation methodology) with City project
management.
2. Discuss initial Project Schedule and resource management policy.
3. Presentation of the overall implementation strategy, roles, responsibilities and keys to project
success.
Key participants include:
1. General Manager of Professional Services
2. New Account Sales or Customer Care Account Manager
3. New World Project Manager
4. City Project Manager
5. City project planning staff as appropriate
These meetings are commonly called the Account Management Planning meetings.
Project Manager will meet with City staff to discuss 1.
topics listed above. Once complete, the Project Manager
(and/or designee) will document and distribute the
information to the appropriate members of the project 2.
teams. The New World Project Manager responsibilities
include:
1 3.
1. Review project methodology
2. Establish framework for account management, roles
and responsibilities of New World and City
3. Establish initial Project Management Workbook
(PMW) with City:
a. Roles and Responsibilities
b. Communication Plan
c. Risk Management Plan
d. Initial issues/concerns
4. Discuss City initial input for Project Schedule
Once compiled, documents will be provided to City for
review.
Discuss with New World and help outline a
document describing the project methods,
acceptance criteria and governance topics.
Provide written list of any specific issues found by
City with the project documentation prepared
through this process.
Reach Agreeinent with New World on adjusting
documents to reflect issues identified.
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Ink New World Systems°
PLANNING BIAS — STEP 2C
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Completion Criteria: This step shall be complete upon delivery of the final Project Management
Workbook documents to City.
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ink New Wb ld ,Systems`
Step 2D — Plan Implementation Activities
PLANNING PHASE — STEP
Overview: The assigned New World Project Manager will coordinate a series of internal meetings with
key New World staff associated with project planning, development and implementation. In this series
of meetings, New World will refine project methods, scope and requirements for functional teams who
will provide project deliverables.
Key topics include:
1. Review of project scope (City Agreement, project implementation methodology, Discovery Review)
2. Discuss initial Project Schedule and resource assignments
Key participants include:
1. New World Executive Management
2. New Account Sales or Customer Care Account Manager
3. New World Project Manager
4. New World Functional Team Managers
Project Manager will meet with New World staff to
review information documented during Perform
Discovery and City meetings to Establish Project
Methods, Acceptance Criteria and Governance
activities.
The New World Project Manager responsibilities
include:
1. Provide functional managers with a refined scope of
project. City's project expectations and project
information.
2. Review any required or possible future changes to
the contract.
3. Develop an overall implementation strategy to meet
the Citys' needs by identifying:
a. Schedule
b. Resource assignment
c. Work assignments
d. Project workflow
4. Complete executive project requirements review
5. Complete second Internal Contract Review
None
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ink New World Svstems
LANG PHASE — STEP
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Completion Criteria: This step shall be complete upon presentation to City of the draft Project Plan.
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New World Svsteins`
Step 2E - Draft the Project Plan
PLANNING MASE — STEP
Overview: In parallel to Establish Executive Relationship and Expectations, the assigned New World
and City Project Managers will review of City's business practices, environment and workflow to
examine the fit into the New World software product. Following this assessment, New World and City
will create the initial draft of the MPP. Key topics include:
1. High level review of City workflows and policies to establish the foundation to facilitate
discussions related to a proposed timeline, custom requirements and an initial training schedule.
2. Address go -live requirement for custom interfaces, custom software modules and/or data
conversions.
3. Development of the initial draft of Project the Plan.
The initial draft of the Project Plan can be a full MPP or it can be the Project Schedule from the PMW.
At this time, the draft plan is based on the future availability of New World and City resources, the
successful completion of project tasks over time, and the mitigation of potential project delays. It is a
baseline project plan that may require alterations due to changes in the project as the plan is executed.
Key participants include:
1. Senior/Executive Sponsor
2. General Manager of Professional Services
3. New Account Sales or Customer Care Account Manager
4. New World Project Manager
5. City Senior Management/Executive Sponsor
6. City Project Manager
7. City SMEs
1. Review City workflow requirements.
2. Document the workflows a.nd requirements
reviewed.
3. Distribute the documents to the appropriate
members of project team.
4. Develop initial draft of MPP.
1. Identify any City schedule dependencies,
constraints. conflicts and requirements inclusive of
City holidays, end of year conflicts, and any peak
workload periods.
2. Work with New World Project Manager on
developing the initial draft of the MPP.
3. Provide written list of any specific issues found by
City with the project documentation prepared
through this process.
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New World Systenis`
1. Draft Project Plan
Completion Criteria: This step shall be complete upon presentation to City of the draft Project Plan.
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El New World SYsteyns
PLANNING PHASE — STEP
Step 2F - Draft the Technical (Hardware Systems Assurance) Services Configuration Plan
Overview: In parallel to Establish Project Methods, Acceptance Criteria and Governance and Draft the
Project Plan, the Technical Services team will work with the Project Manager to coordinate and facilitate
a set of conference calls with City to address the Technical Services activities required to deploy
application servers and software at City location. The key objective of the conference calls is to ensure
all parties understand what is required for each component the Technical Services team will deploy,
infrastructure requirements for deployment and environmental factors that could affect deployment.
1. Technical Service Lead facilitates conference call
with City and New World technical resources to
address the initial Technical Services planning and
analysis.
2. Document City site technical information.
3. Develop a Technical Services Plan (incorporated
within the MPP) detailing the tasks required to
execute the Technical Services activities for
deployment (Technical System Stet -up, Mobile
Messaging Installation and Field Reporting
Deployment).
1. Identify any City schedule dependencies,
constraints, conflicts and requirements.
2. Work with New World Project Manager on
developing the initial draft of the Technical
Services Plan.
Product and Service DOW60a , es
` Products Serwces r z
1. Draft Technical Services Configuration Plan
s � 'r Formai Notlficatlons ' '�
Completion Criteria: This step shall be completed upon creation of the draft Technical Services Plan.
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New World Sj stems`
Step 2G - Draft the Data Conversion Plan
PLANNING PRASE — STEP
Overview: In parallel to Establish Project Methods, Acceptance Criteria and Governance and Draft the
Project Plan, New World will provide conversion assistance to City to help convert the existing data
files defined in the Agreement. If additional files are identified after the execution of the Agreement,
estimates will be provided to City prior to New World beginning work on those newly identified files.
Based on the Agreement, City and New World will conduct the data conversion and migration. New
World will analyze City source data, develop and deliver a Data Conversion/Migration Plan. This
conversion effort includes data coming from one unique database or source, not multiple sources. No data
cleansing, consolidation of records, or editing of data will be part of the data conversion effort. Any data
cleansing, removal of duplicate records or editing must take place by City prior to providing the data to
New World.
A data conversion analysis and assessment to verify the scope of effort for the project will be conducted
onsite at City location. City will be responsible for actual travel expenses for this trip.
The scope specification shall include identification of City files to be converted, the number of records to
be converted and the number of data drops provided to City. The standard number of data drops is five
(5) test and 1 (one) final production data drop.
Should City require a change in scope, a revised cost estimate for the data conversion may be provided at
the conclusion of the assessment. City may elect to cancel or proceed with the conversion effort based on
the revised estimate.
1. Data Conversion Lead facilitates conference call
with the City and N!c; ,.: World participants to
address the data conversion process and initial
requirements.
2. Document City's preliminary conversion
requirements.
3. Develop a Data Conversion Plan (incorporated
within the MPP) detailing the tasks required to
execute the data conversion activities.
4. Distribute and explain the Data File Conversion
Implementation Guide.
City will provide data in standard conversion record
layouts as required by Neiv `y'or!d Nvith an accwate
count of records contained in the files.
2. Appoint key contact regarding delivery and loading
of conversion data.
3. As provided in the project plan for conversions,
City will provide a dedicated resource in each
application area to focus on conversion mapping
and testing.
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13 New World Syslernas`
PLANKING PHASE — STEP
RIM OMF
&MON MINIMIZE
IMA
Completion Criteria: This step shall be complete upon creation of the draft Data Conversion Plan.
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I] New World Systeins°
PLANNING BIAS — STEP
Step 2H - Draft Requirements Definitions (RDs) (for additonal custom software or modifications)
Overview: In parallel to Establish Project Methods, Acceptance Criteria and Governance and Draft the
Project Plan, the New World Project Manager will coordinate a series of discussions with key City
SMEs associated with requested scope changes/additions to the contracted Custom Software
Enhancements and/or Custom Interfaces. Working with City, New World will develop the additional
Requirements Definition (RDs) to support contract changes associated with the additional development
activity.
1. The Project Manager will meet onsite or via
conference calls with City staff and review
requirements for additional Custom Software
Enhancements and/or Custom Interface
development.
2. Once the process of requirements definition
gathering is complete, the Project Manager working
with City will review the draft Requirements
Definition documents and distribute them to the
appropriate members of the Project Team for
validation.
3. Submit approved Requirements Definitions to New
World Sales Administration team to generate a
contract addendum to add the additional RDs to the
scope of the project.
1. Meet with New World Project Manager and review
requirements for additional Custom Software
Enhancements and/or Custom Interfaces.
2. Review and validate the draft Requirements
Definitions (RDs) as documented.
3. Provide written list of any specific issues found by
City with the Requirements Definitions prepared
through this process.
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Formal Not�ficat�ons � �, r
Completion Criteria: This step shall be complete upon delivery of the draft Requirements Definition
Documents.
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New World Sj stems `
Step 2I - Provide Functional Specification Review
PLANNING PHASE - STEP 21
Overview: The New World Project Manager will meet onsite with City and review the functional
specifications for the licensed software.
1. The Project Manager and an appropriate number of
New World Application Specialists, working with
City, will review the functional specifications for
the licensed software (typically functional
specifications are attached in the Agreement from
the New World Response to City RFP) if review
services are purchased.
2. Approve validation of the functional specifications
on behalf of New World. (if applicable)
1. City working with New World Project Manager
and SMEs will review the functional specifications
for the licensed software (typically attached in the
Agreement from the New World Response to
City RFP) if review services are purchased.
2. Approve validation of the functional specifications
on behalf of City. (if applicable)
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Products � Seruices
1. Provide Functional Specification Review
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Completion Criteria: This step shall be complete upon completion of the onsite review meeting(s) of the
functional specifications.
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Slk New World Systems
PLANMNG PHASE— STEP
Step 2J — Approval of Draft Project Plan (internal)
Overview: The last activity in the Plan the Project step of the implementation is internal New World
management approval of the draft project plan for presentation to the City. Management approval is an
acknowledgement of project plan variance, acceptance of the planned deployment strategy for the project
and an endorsement of the proposed schedule of events for execution of the plan.
One major goal of the approval process is to acknowledge project variances during the project planning
process and document a plan to address these variances before any detailed project plan is presented to
the City.
By obtaining management approval to present a draft project plan to the City, New World provides
project managers with acknowledgment of plan variance and the corporation's commitment to executing
the approved draft project plan.
Key participants include:
1. Senior/Executive Sponsor
2. Director of Professional Services
3. New World Project Manager
Review Project Plan with New World management None
to confirm the selected project deployment strategy
is in-line with stakeholder's understanding of City's
needs and requirements.
Identify and address variances between project plan
and City's contract requirements.
Obtain) Ncm, `Vorld mar;agemcnt approval to present
project plan to City.
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ki New World S,ysleins
PLANNING HAS — STEP
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Completion Criteria: This step shall be complete upon New World management team's approval of the
draft project plan and a meeting date for presentation of the plan has been scheduled.
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10 New World Systems -
E.5.2 Step 3: Approve the Project Plan
PLANNING A5 — STEP
Step 3A — Present Project Plan
Overview: The initial draft of the Project Plan can be either the MPP or it can be the Project Schedule
from the PMW. At this time, the draft plan is based on the future availability of New World and City
resources, the successful completion of project tasks over time, and the mitigation of potential project
delays. It is a baseline project plan that may require alterations due to changes in the project as the plan is
executed.
Key participants include:
1. Senior/Executive Sponsor
2. General Manager of Professional Services
3. New Account Sales or Customer Care Account Manager
4. New World Project Manager
5. City Senior Management/Executive Sponsor
6. City Project Manager
1.
2.
3.
Review draft MPP with City.
Ensure there is a clear alignment of the Project Plan
and the Supporting Plans (Technical Services
Configuration Plan, GIS Plan, Data Conversion Plan
and Requirements Definitions for custom
software/interfaces) to the implementation of the
standard application solution in the City's live
environment.
Distribute the documents to the appropriate
members of project team.
1. Review draft MPP with New World.
2. Provide written list of any specific issues found by
City with the project documentation prepared
through this process.
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New World Systems
PLANNING PHASE — STEP
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1. Present draft PrqjectMari
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Completion Criteria: This step shall be complete upon the presentation of the finalized draft Project
Plan to City.
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New World Systems-
PLANNING PRASE — STEP
Step 3B — Review and Approve the Project Plan
Overview: The objective of this step is to approve the MPP based upon the planning completed in
reviewing City work processes discovered during Step 2B above. The resulting document defines the
specific project tasks, timelines for completion and ownership of each activity throughout the remainder
of the project.
The approved project plan can be the MPP or it can be the Project Schedule from the PMW as drafted
during the Draft Project Plan step of the Project Implementation Methodology. At the time of approval,
the plan is based on the future availability of resources, the successful completion of project tasks over
time and the mitigation of potential project delays. It is a baseline project plan that may require
alterations due to changes in the plan as the project is completed.
1. Ensure there is a clear alignment of the MPP and the
Supporting Plans (Systems Assurance Configuration
Plan, Data Conversion Plan and Requirements
Definitions for custom software/interfaces) to the
implementation of the standard application solution
in City's live environment.
2. Review resources confirmed in the project schedule.
Ensure New World resources can be locked into the
schedule with sufficient notification of assignment
prior to deployment of service deliveries.
3. Review the draft MPP with City staff.
4. Approve the MPP on behalf of New World.
5. Upon mutual approval of the MPP, establish the
document as the baseline for the project. If there are
no deficiencies communicated, the Plan shall be
finalized after review and acceptance of New
World and the City.
1. Review the draft MPP.
2. Document any specific deficiencies found with the
Plan and provide to New World within fifteen (15)
business days of receipt.
3. Approve the MPP on behalf of City, by either:
a. Signing off on the draft MPP by City Project
Manager and Executive Manager.
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New World 4stems
J�ect Deliverable Completion Notification — Approve Project Plan
PLANNING PHASE — STEP 3B
The Approve Project Plan step must be completed prior to executing any activities outlined in the Build
Out the Standard Solution step (Step 5) of the Project Implementation Methodology.
Completion Criteria: This step shall be complete upon City's acceptance of the plan.
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New World Systems
Step 3C — Review and Approve Supporting Plans
LAIC PHASE — STEP
Overview: The objective of this task is to approve the Supporting Plans: Technical Services
Configuration Plan, Data Conversion Plan and Requirements Definitions.
2
3
Ensure there is a clear alignment of the Project Plan
and the Supporting Plans (Technical Services
Configuration Plan, Data Conversion Plan and
Requirements Definitions (for additional custom
software or modifications) to the implementation of
the standard application solution in the City's live
environment.
Review the draft supporting plans with City staff.
Approve the Supporting Plans on behalf of New
World.
1. Review the draft supporting plans.
2. Document any specific deficiencies found with the
Supporting Plans and provide to New World within
fifteen (15) business days of receipt.
3. Approve the Supporting Plans on behalf of City, by
either:
a. Signing off on the Supporting Plans by City
Project Manager and Executive Manager.
None 1. Finalize the Data Conversion Plan
2. Finalize the Technical Services Configuration Plan
3. Finalize Requirements Definition Documents (RDs)
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Completion Criteria: This step shall be complete upon City's acceptance of the last of the Supporting
Plan delivered.
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New World Systetns-
PHASE PROJECT IMPLEMENTA70N METHODOLOGY
E.6 Construction Phase
®Customer Agreement Signed WGo Live
4: install thestandard
Solution
5. Build Out Standard
Solution
6. Finalize
Configuration
Purpose: Execute the Project Plan to install, setup, build, review, finalize configuration and verify
system readiness for training and go -live.
Description of Phase: The Construction Phase consists of three steps.
• Step 4 — Install the Standard Solution
• Step 5 — Build Our Standard Solution
• Step 6 — Validate Configuration
During this Phase, the New World and City Project Managers lead the project, coordinate project team
activities, communicate direction, report on project progress and monitor resources. The team's focus
during this Phase is to execute the Project Plan. City and New World project teams install the system,
implement the database, review the configuration, apply final application configuration requirements and
lay the groundwork to migrate to the New World application. Success requires commitment from New
World and City to include necessary leadership and governance by both parties over their respective
teams.
The methodology diagram indicates each step of the Construction Phase follows the previous step, but
occasionally steps may occur concurrently.
Steps 5 and 6 of the Construction Phase are repeated for each Application if the project contains
multiple go -live events.
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New World Systems
E.6.1 Step 4: Install the Standard Solution
Step 4 — Install the Standard Solution
Overview: During this step, New World validates and finalizes City's hardware configuration, software
requirements and implementation. The result of this effort is documented in the Technical Services Setup
Plan.
New World will install the licensed standard software (including standard interfaces) and standard
database on City supplied servers and configure the system to meet application specifications.
These services do not include hardware and/or third party product costs which shall be City's
responsibility, unless otherwise stated in the Agreement. Whenever possible, these services will be
provided remotely, resulting in savings in travel expenses and time. If onsite installation is required, City
will be responsible for the actual travel expenses and time.
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holk New World Systems'
Configure the system as required and provide knowledge
transfer to City System Administrator:
1. Verify with City personnel the computer
processor(s), operating system software, third party
software, associated workstation requirements,
printers, network communications and other related
components supplied by City.
2. Document the required site resources (e.g., facility,
power, network, cooling, etc.) necessary to operate
the application; as part of the review, New World
will make recommendations for necessary site
modifications to meet minimum operating
requirements for the application.
3. Review with City the minimum requirements for
workstations as identified in Agreement, as
applicable to the application.
4. Train City to install client workstations, administer
servers, manage disaster recovery systems and
review any other items of concern related to
hardware and software configuration.
5. Review ongoing City management expectations of
how system will be managed by City.
6. Identify role of New World vs. City post system
setup.
7. Provide City with a Technical System Setup
document that includes the following:
a. Identification of any special space requirements
b. Functional system diagram, showing a high
level view of the New World standard software
subsystems and their associated lia;d�vare
4
1. Provide City technology staff to assist New World
with executing the Technical System Setup Plan.
2. Provide in writing, information on existing
hardware and operating system software
components and terminal networks, as well as
projected utilization statistics (i.e. number of users,
number of concurrent users, number of transactions,
database sizes) and other information reasonably
required to validate final hardware requirements.
3. Review and approve the final hardware and
operating system configuration with the New
World project team.
4. Review New World's recommendations regarding
any existing communications networks and
workstations and make any modifications identified
by New World to ensure compatibility with the
equipment and system to be installed.
5. Ensure hardware is ordered, delivered and installed
prior to scheduling New World's Technical
Services visit onsite.
6. Provide information technology support staff onsite
and accessible via phone or email for knowledge
transfer and to help address any concerns
encountered during the system installation.
7. Provide approval indicating completion of system
set-up and administration training.
Published: 7-30-2015 Logos Public Administration Software Suite Page 61
New World Swenzs`
CONSTRUCTION HAS — STEP
1. Third Party Hardware 1. Prepare Initial Databases
Third Party Software 2. Setup City Environment(s)
3. Install Standard .NET Applications on City Servers
(including standard interfaces)
4. Install Initial Data Bases
5. Train City Staff on Server Administration &
Maintenance
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s
7
1. Deliver Technical Services Specification Document
e ® o
1. Project Deliverable Completion Notification — Deliver Technical Services Specification Document
2. Project Deliverable Completion Notification — Deliver Third Party Hardware; Deliver Third Party Software
Completion Criteria: This step shall be complete upon the delivery of the Technical Services
Specification Document.
Published: 7-30-2015 Logos Public Administration Software Suite Page 62
New World Systems
E.6.2 Step 6: Build Out the Standard Solution
Steps 5 through 9 are repeated for each Application if the project contains multiple go -live events.
Step 5A — Provide Integration Overview
Overview: New World and City Build Teams will meet for one or two days to review the Logos
application in its entirety to generate a solid understanding of how each of application component
functions, how components are integrated and how data is managed throughout the system.
The Provide Integration Overview focuses on developing an end-to-end perspective across all
applications for the City's Build Team on how data management and construction decisions in one area
of the sof fare can impact other areas.
Key participants include:
1. New World Project Manager
2. New World Application Specialist
3. City Project Manager
4. City Build Team Members
5. City SMEs
Published: 7-30-2015 Logos Public Administration Software Suite Page 63
New World Systems
1. To provide appropriate Application Specialists 1. Coordinate with City participants to be available as
onsite to assist with integration overview. necessary.
2. To guide City through the application integration 2. Provide and schedule necessary facilities for
and operational specifications of the licensed session.
components. 3. Assign, schedule and ensure attendance and
participation of appropriate staff for session.
Product and Service Deliverables r� " ��` �'
ProductsM,Ser��ces
'� Milestones r�
f� , , � f=ormal Noificat�ons k' � s
The Approve Project Plan step must be completed prior to executing any activities outlined in the Build
Out the Standard Solution step (Step 5) of the Project Implementation Methodology.
Completion Criteria: This step shall be complete upon delivery of the integration overview.
Published: 7-30-2015 Logos Public Administration Software Suite Page 64
13 New World Slateins-
CONSTRUCTION BIAS — STEP
Step 5B- Build Out the Applications
Overview: The Build Out of the Applications includes reviewing the available functionality of each
application and module and assisting/training City SMEs to:
1. Define City workflows
2. Build out validation sets
3. Make application configuration settings
4. Set up standard forms as required for each application and module purchased
To define City workflows, a hands-on Build Review of each application is completed in a class room
with computer workstations with access to the application software. Build Reviews are facilitated by New
World Application Specialists for each application area. City operations staff expert(s) on the
application area attend the reviews to learn how to set up, configure, and maintain the software.
The Build Reviews are conducted by walking through each function within each application from the
user/administrator point -of -view and examining every project construction element as it relates to a
particular process. During the review, City staff makes decisions regarding the configuration elements
and they set up the system accordingly on -the -spot where possible. In addition, homework is assigned to
City staff to complete additional tasks outside of the Build Review sessions regarding definition of
workflows and/or set up of the system configuration. The homework results are reviewed in subsequent
review sessions with the full group.
The goal is at the conclusion of each application's Build Review; the application is properly configured
with all related system variables fully defined and set-up.
The Build Reviews include:
1. Reviewing the various City work processes and the functional relationship to the software.
2. Review of any applicable Requirements Definition documentation for Custom Enhancements
and/or interfaces regarding impacts on City worlaiows.
3. Identification and documentation of any desired configuration modifications to the standard
software solution (not previously contracted).
4. Validation of any custom modification decisions related to implementation of the standard
software solution and the post -live custom requirements.
a. Custom software modifications
b. Custom interfaces
5. Identification of any Municipality -specific reports (management reports, public inquiries, etc.).
Published: 7-30-2015 Logos Public Administration Software Suite Page 65
New World Systems
1. Provide access to up-to-date user manuals for
workshop participants.
2. New World's Project Manager and Application
Specialist(s) will act as facilitators to lead the walk
through of the New World standard software
solution with City staff and train City Staff on how
to configure and set up each Application.
3. The New World Project Manager will assist City
Project Manager to prepare the City team for the
Build Reviews
4. The New World Project Manager and/or
Application Specialist will provide additional
applicable documentation required during the
review.
5. The New World Application Specialist will present
the configured applications facilitate an interactive
exchange with City and to review the configured
applications with City.
6. A New World Executive Manager may participate
in the Build Reviews, as well as in a project review
meeting with City's senior staff.
7. The New World Project Manager will work with
City Project Manager to finalize the content of the
User Training Plans as part of the Build Reviews.
1. City Project Manager is responsible for preparing
City team for the Build Reviews, ensuring all
necessary City team members attend the reviews,
configure the system and complete homework
assignments.
2. City is responsible to make decisions regarding
configuration and set up and to apply those
decisions to the configuration and set up of the
application software.
3. Once initial Build Out is complete for each
application area, City team leaders and SMEs will
walk the review group through City workflow and
policy set up in the configured New World
applications.
4. During the walk through, City will determine any
additional workflow modifications and/or minor
software configuration changes required and will
document in writing the list of any additional
configuration changes required.
5. City is responsible for ensuring the implementation
of any workflow changes prior to rollout and
training to its end-user community.
6. Provide in writing a list of any required non-
standard New World reports not yet identified or
included in the Agreement.
7. City Project Manager will work with New World
Project Manager to finalize the content of the User
Training Plans as part of the Build Reviews.
8. Presentation of the final configuration and set up to
City staff. "Here's how the system has been
constructed."
None 1. Train and Assist City to Build Out Each
Application Purchased (Configuration and Setup)
2. Train City Staff on Application System
Administration
Published: 7-30-2015 Logos Public Administration Software Suite Page 66
1"M New World Systen,zs`
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Completion Criteria: This step shall be complete upon the conclusion of the build out activity.
Published: 7-30-2015 Logos Public Administration Software Suite Page 67
New World Systeins
CONSTRUCTION PRASE — STEP
Step 5C - Perform Initial Data Conversion Development and Testing
Overview: In parallel Build Out of the Applications, New World and City will perform the initial data
conversion development, mapping and testing to convert the existing data files defined in the Agreement.
If additional files are identified after execution of the Agreement, estimates will be provided to the City
prior to New World beginning work on those newly identified files.
Based on the Data Conversion Plan, City and New World will conduct the initial data conversion tasks.
Note, no data cleansing, consolidation of records, or editing of data will be part of the data conversion
effort. Any data cleansing, removal of duplicate records or editing must take place by City prior to
providing the data to New World.
1.
Program the data conversion tools per the Data
1.
Cleanse the data to be converted as required prior to
Conversion Plan.
providing to New World.
2.
Test the data conversion tools to validate they
2.
Map the data fields for the files to be converted so
correctly follow the mappings.
they align to the New World data base fields.
3.
Provide converted test data files to City for testing.
3.
Provide New World with the data files to be
4.
Assist the City in analyzing the source data
converted by extracting live data from the legacy
extracted as requested.
system and submitting to New World.
5.
Enter the City's issues into New World's issue
4.
Assist New World in analyzing the source data
tracking database and notifies the programmer.
extracted as requested.
6.
Resolve issues prior to the next scheduled delivery
5.
Correct any data issues in the source identified by
of the conversion.
New World when necessary.
6.
When provided with a converted test data set, test
the conversion to validate for accuracy and
completeness.
7.
Identify any concerns within fifteen (15) business
days of each data conversion iteration.
None 1. Provide initial data conversion development,
mapping, testing
Published: 7-30-2015 Logos Public Administration Software Suite Page 68
New world Systeins`
•
CONSTRUCTION HAS — STEP
Completion Criteria: This step shall be completed at the conclusion of the first delivery of test data
conversion files. (There are five (5) test and one (])final production data conversion "drops " in the
Agreement.
Published: 7-30-2015 Logos Public Administration Software Suite Page 69
New World Systems
CONSTRUCTION RASE ® STEP
Step 5D - Complete Pre -Go -Live Custom Software Enhancements (if any)
Overview: During this step, working with City, New World will complete development and installation
of any Custom Software Enhancements, Custom Interfaces and/or State Compliance Enhancements in
City environment required for go -live. The results of this step are a completed system ready for go -live.
1. Complete development tasks for Custom
Enhancements, Custom Interfaces and/or State
Compliance Enhancements.
Z. Working with City, implement the Custom
Enhancements, Custom Interfaces and/or State
Compliance Enhancements as required for go -live
1. Provide liaison to participating City agency staff
and third party vendors as required supporting
installation and test of interfaces to third party
systems.
2. Test the Custom Enhancements, Custom Interfaces
and/or State Compliance Enhancements.
3. Notify New World within 15 business days of
installation of Custom Software of any issues
discovered during test.
1. Licensed Custom Software (Pre -Go -Live) 1. Install any remaining go -live Contract Deliverables
- Custom Interfaces (Custom Interfaces, Custom Enhancements)
- Custom Software Enhancements
�stones s
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0 • •
1. Project Deliverable Completion Notification —Deliver Licensed Custom Software Enhancements and Licensed
Custom Interfaces
Completion Criteria: This step shall be complete upon the expiration of the fifteen (15) day testing
period or City's acceptance of the interfaces, whichever occurs first.
Published: 7-30-2015 Logos Public Administration Software Suite Page 70
New World Systeaas`
CONSTRUCTION PHASE — STEP
Step 5E — Finalize Build
Overview: The Finalize Build includes a review of overall application functionality, the integration of the
system to additional modules, interface operations and data capture processes. During Finalize Build, City
staff confirms decisions previously made regarding the configuration elements they set up the during the
build process.
1. New World's Project Manager and Application
Specialist(s) will act as facilitators during the
Finalize Build process.
2. The New World Project Manager will assist the
City Project Manager to prepare the City team for
the Finalize Build activity.
3. The New World Project Manager and/or
Application Specialist will provide additional
applicable documentation required during the
review.
4. The New World Application Specialist will present
the configured applications and facilitate an
interactive exchange with the City and to review the
configured applications with the City.
Once initial Build Out is complete for each
application area, City team leaders and SMEs will
walk the review group through the City workflow
and policy set up in the configured New World
applications.
During the walk through, City will determine any
additional workflow modifications and/or minor
software configuration changes required and will
document in writing the list of any additional
configuration changes required.
City is responsible for ensuring the implementation
of any workflow changes prior to executing the
parallel test and functional test.
1. Complete Build Out of the Configuration for Functional Test
,� E_orm l Notiflcat�ons
Completion Criteria: This step shall be complete upon notification from New World the standard
solution build is ready for functional test.
Published: 7-30-2015 Logos Public Administration Software Suite Page 71
New World Systenis-
E.6.3 Step 6: Validate Configuration
ONST€2LJCTiO HAS — STEP GOA
Steps S through 9 are repeated for each Application if the project contains multiple go -live events.
Step 6A — Conduct Parallel Test
Overview: The parallel test, as defined in the project plan, is the process used to validate the overall
function of the New World software using City's production data. During the test, the City will utilize
their current production system and the New World test environment simultaneously for data entry and
production activities. The results between the two systems will be compared to confirm that both systems
operate as expected and the results of the data import and management processes are equal. The parallel
test uses production data to insure New World software will be able to function with the data available
and the input processes used io populate the data in the New Worid software;.
Published: 7-30-2015 Logos Public Administration Software Suite Page 72
NO New World Systenas-
ONST UCTlO HAS — STEP
2.
New World's Application Specialist(s) will act as
facilitators during the parallel test and will assist
City to:
a. Review the process used for data capture to
emulate this process on both systems
b. Review all calculations and required data
management processes on both systems
c. Generate required reports from both systems
and review reports for accuracy and data
discrepancies
d. Review journal entries on both systems and
confirm data accuracy
e. Review any other printed documents generated
from both systems and confirm data accuracy
The New World Project Manager will assist the
City Project Manager to prepare for the Parallel Test
by confirming the following (As applicable):
a. The previous data set as required for the test is
available in the New World system
b. The required City SMEs have the appropriate
availability to participate in the parallel test
c. The appropriate work location with client
availability to work with the New World
software and the production system
i. The City Project Manager is responsible for
preparing the City team for the parallel test,
ensuring all necessary City team members attend
the events, participate in the process and complete
assignments associated with the successful
conclusion of the parallel test.
2. The City must provide access to current production
system for data comparison activity required by the
parallel test.
3. City is responsible for identifying data
discrepancies and making decisions required to
resolve the discrepancies.
4. Provide in writing a list of any required non-
standard New World reports not yet identified or
included in the Agreement.
Product artd Service Deliverables
Products Seru�ces r
.�.allel Test with City
x `Maes#ones �� �-
Formal Not�filcat�ons
Completion Criteria: The parallel test shall be completed upon validation that input, process and output
between the New World software and the City's current system are accurate with all discrepancies
resolved.
Published: 7-30-2015 Logos Public Administration Software Suite Page 73
0 New World Systenis'
Step 6B — Conduct Functional Test
CONSTRUCTION PHASE — STEP
Overview: The functional test is a determination if the software solution is ready for user training and go -
live. It can be performed by City, or if functional test services are contracted from New World, the
functional test can be performed jointly by New World and City. The functional test is intended to
validate the licensed software satisfies the functional specifications included in the Agreement and/or
RFP response from New World. If no functional specifications were provided in the Agreement or RFP
response, then the functional test is simply a final review of readiness to begin User Training.
2.
If City has purchased Functional Test Services,
then:
a. To provide appropriate Application Specialists
onsite to assist with functional test
b. To guide City through the functional
specifications one at a time, and
demonstrate/verify the specification is satisfied
by the software
c. To assist City to record the results of each
functional test
d. To assist City to tally the test results
e. To confirm pass/fail of the functional test per
the test criteria.
New World shall:
a. Provide City the Functional Test Checklist.
b. Review the City's test plan(s) to ensure
alignment with the Functional Test Checklist and
project scope.
1. If City has purchased Functional Test Service, then:
a. To walk through functional specifications one
at a time to witness, observe and verify the
specification is satisfied by the software
b. To assist New World to record the results of
each functional test
c. To assist New World to tally the test results
2. If City has not purchased Functional Test Services,
then City shall:
a. Verify the software meets the specifications
defined in the Functional Test Checklist for
licensed software
b. Document concerns identified during the
review of the Functional Test Checklist using
the standard notification process provided by
New World
c. Lead the development of the test plan(s) (test
approach, test scenarios, test scripts, test
schedule, and requirements traceability) that
will used in the Functional Test.
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Completion Criteria: This step shall be complete upon delivery of the functional test results to City.
Published: 7-30-2015 Logos Public Administration Software Suite Page 74
Ilk New World Sj.�sterras-
CONSTRUCTION PHASE — STEP
Step 6C — Update Configuration Settings and Workflows
Overview: During this step, City updates the Workflows, Validation Sets, Configuration Settings and
Standard Forms based on the results of the functional test.
F r 1111ilestories
Completion Criteria: This step shall be complete upon commencement of User Training.
Published: 7-30-2015 Logos Public Administration Software Suite Page 75
®� e
® a
1. Review results of functional test with City.
1. Apply configuration or other changes as determined
2. Provide guidance to City to changes to the software
by the functional test results.
based on the results of the functional test.
F r 1111ilestories
Completion Criteria: This step shall be complete upon commencement of User Training.
Published: 7-30-2015 Logos Public Administration Software Suite Page 75
1"M New World Systems
CONSTRUCTION PHASE — STEP
Step 6D — Perform Final Data Conversion Test Run and Acceptance Testing (per Exhibit H in the
Agreement)
Overview: In parallel to Update Configuration Settings and Workflows, New World and City will
perform the final data conversion test run and testing of the converted data files defined in the
Agreement.
1. Provide final converted test data files to City for
testing.
2. Coordinate New World resources to support City's
Acceptance Testing.
1. When provided with a converted test data set, test
the conversion to validate for accuracy and
completeness.
2. Coordinate and conduct Acceptance Testing.
3. Identify any concerns within fifteen (15) business
days of receiving the data conversion test files.
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1. Notification of D..Approval
Completion Criteria: This step shall be complete when City provides Data Conversion Pre -Go -Live
Approval to New World or within fifteen (15) business days of receiving the final data conversion test
files, whichever comes first.
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New World Systems`
Step 6E — Confirm Ready for Transition Phase
O STRUCTiOPHASE — STEP
Overview: Review the overall project status to ensure all requirements for the go -live event have been
completed and the go -live event can occur with minimal disruption or risk. Document all related issues
and concerns and jointly agree, in writing, to move forward with training and transition to the live
environment.
1.
New World Project Manager will review the
1.
Working with New World, review the Project
Project Management Workbook with the City to
Management Workbook to ensure all applicable
ensure all applicable issues and action items were
issues and action items have been addressed to
addressed.
move forward with training and transition to the
2.
New World will assist City to prepare the go -live
live environment.
Checklist.
2.
Ensure its team is fully committed to the go -live
3.
Develop Conversion Cutover Plan (as part of the
event and the proper governance and leadership is
Go -Live Plan).
in place to guide the City through a successful go -
4.
Final verification New World resources are
live event.
scheduled to conduct City go -live activities.
3.
Assist New World to prepare the Go -Live
5.
Review Training Plans with City.
Checklist.
4.
Plan, schedule, communicate and coordinate all
user planning, preparation and go -live tasks and
events.
5.
Ensure requirements for training sessions have been
met and attendees have been notified of their
required participation.
6.
Working with New World, review the Training
Plans to ensure training will meet the needs of the
user base.
1. Approve Final Configurationfor •Go -Live
• • e
1. Project Deliverable Completion Notification -Approve Final Configuration for Training and Go -Live
Completion Criteria: This step shall be complete upon delivery to City of completed Pre -Go -Live
Readiness Checklist.
Published: 7-30-2015 Logos Public Administration Software Suite Page 77
10 New World Systems
PHASE PROJECT IMPLEMENTATION METHODOLOGY
E.7 Transition Phase
Customer Agreement Signed
Go Live
End UserTraining
8. Conduct Go -Live
g. Complete and
Implement
Remaining
Deliverables
Purpose: Train users, perform data conversion, execute go -live, complete post -go -live activities, finalize
City application customizations and optimize implementation (if appropriate).
Description of Phase: The Transition Phase consists of three steps.
• Step 7 - Conduct End User Training
• Step 8 - Conduct Go -Live
• Step 9 - Complete and Implement Remaining Contract Deliverables
During this Phase, New World and City project teams train users, cut over from legacy systems and
complete post go -live requirements.
The Transition Phase is repeated for each Application if the project contains multiple go -live events.
Published: 7-30-2015 Logos Public Administration Software Suite Page 78
New World Systems`
E.7.1 Step 7: Conduct End User Training
TRANSITION PHASE — ST EP 72
Steps 5 through 9 are repeated for each Application if the project contains multiple go -live events.
7A — Train the Trainers
Overview: New World's Application Specialist(s) provide user training to City staff.
2.
3
4.
5
6.
The New World Project Manager will assist City
Project Manager to prepare the City team for Train -
the Trainer Training.
The New World Project Manager and/or
Application Specialist will provide additional
applicable documentation required during the
course.
The New World Application Specialist will present
the configured applications in a manner that
facilitate an interactive exchange with City staff to:
a. Understand the functional use of the application
b. Establish that attendees have the knowledge to
successfully train others
c. Develop training techniques and lesson plans to
successfully train end users
d. Resolve common training problems to
minimize disruption and delays during the end
user training process
Monitor training course attendance and ensure all
appropriate users receive training.
Identify in writing any issues regarding training
delivery.
Provide a recap of the training activities related to
each application.
1. Assign, schedule and ensure attendance and
participation of appropriate staff for training
sessions.
2. Provide and schedule necessary facilities for
training sessions.
3. Ensure training facilities are set up and configured
with all requisite hardware/software.
4. If a Train -the -Trainer approach is used, select City
trainers and receive the Train -the -Trainer training
from New World.
5. If a Train -the -Trainer approach is used, City must
provide end user training.
6. Monitor training course attendance and ensure all
appropriate users receive training.
7. Identify in writing any issues regarding training
delivery.
Published: 7-30-2015 Logos Public Administration Software Suite Page 79
New World Systen;as`
TRANSITION PHASE ® STEP
None 1. Provide Training for City Trainers
2. Prepare assessment of areas that need further
training
3. Develop Post Go -Live Training Plan (if necessary)
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1. Complete Pre -Go -Live User Training
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Completion Criteria: This step shall be complete at the conclusion of the training session(s).
Published: 7-30-2015 Logos Public Administration Software Suite Page 80
New World Systems
TRANSITION PHASE — STEP 7
Step 7B — Train the End Users (if applicable)
Overview: New World's Application Specialist(s) provide user training to City staff.
11
2.
None, unless City has purchased End User Training
Services from New World.
If City has purchased End User Training Service,
then:
a. The New World Project Manager will assist
City Project Manager to prepare the City team
for the End User Training
b. The New World Project Manager and/or
Application Specialist will provide additional
applicable documentation required during the
course
c. The New World Application Specialist will
present the configured applications in a manner
that facilitate an interactive exchange with City
staff to understand the functional use of the
application
d. Monitor training course attendance and ensure
all appropriate users receive training.
e. Identify in writing any issues regarding training
delivery
f. Provide a recap of the training activities related
to each application
1. Assign, schedule and ensure attendance and
participation of appropriate staff for training
sessions.
2. Provide and schedule necessary facilities for
training sessions.
3. Ensure training facilities are set up and configured
with all requisite hardware/software.
4. If a Train -the -Trainer approach has been selected
and City is providing End User Training, City must
do the following:
a. Train all users.
b. Monitor training course attendance and ensure
all appropriate users receive training.
c. Identify in writing any issues regarding training
delivery.
d. Provide New World with a recap of the
training activities related to each application
None 1. Provide Training for City End Users (if purchased)
2. Prepare assessment of areas that need further
training
3. Develop Post Go -Live Training Plan (if necessary)
1. Complete Pre -Go -Live User Training
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New World, systems
-
c.:J„�_',._
1. Project Deliverable Completion Notification —Complete Pre -Go -Live User Training
Completion Criteria: This step shall be complete at the conclusion of all New World delivered End
User Training session(s).
Published: 7-30-2015 Logos Public Administration Software Suite Page 82
INNew World Systems
E.7.2 Step 8: Conduct Go -Live
PA STT IDS PHASE — STEP
Steps S through 9 are repeated for each Application if the project contains multiple go -live events
Step 8A - Execute Go -Live Preparation
Overview: During and immediately after User Training, New World and City work together to prepare
for go -live as documented in the PMW.
Published: 7-30-2015 Logos Public Administration Software Suite Page 83
ink New World Systeins-
FA
3.
4.
L,
Working with City, execute the Pre -Go -Live
Checklist.
In preparation for go -live, New World will assist
City to verify the operational readiness of the
production environment. This activity may be
managed by the Project Manager. The key areas to
be reviewed (when applicable) and the New World
team members that will assist in the review are:
a. Infrastructure and related operational
environment (Technical Services)
b. Application configuration, compliance
adherence and custom software modifications
(Application Specialists)
c. Standard and custom interfaces (Interface
team/Application Specialists)
d. Data conversion (Data Conversion team)
New World assists City in preparing production
server for go -live:
a. Set counters
b. Other maintenance tasks
Provide final updates, when applicable, to the
following:
a. Standard software
b. Custom software
c. Hardware
d. Interfaces
e. State reporting
f. Data conversion
In preparation for go -live New World will
coordinate an internal Pre -Live Leadership Meeting
with resources assign to provide go -live services for
City.
TRANSITION PRASE — STEP
1. Verify the operational readiness of the production
environment (New World will assist).
2. Prepare production server for go -live (New World
will assist):
a. Set counters
b. Other maintenance tasks
3. Schedule, communicate and coordinate all user
planning, preparation and go -live tasks and events.
Published: 7-30-2015 Logos Public Administration Software Suite Page 84
New World Systems
,
y
tri �,._ ._s,.�� �? f r r �. � . �� ���.�'�i��' "S F '` t ✓ � N-..- '' ,,.,.
Completion Criteria: This step shall be complete on the day City cuts over to live production use of the
software
Published: 7-30-2015 Logos Public Administration Software Suite Page 85
Ilk New World Systeivs`
ANSMO HAS — STEP
Step 8B - Perform Go -Live Data Conversion
Overview: In parallel to Execute Go -Live Preparation, New World and City will perform the go -live
data conversion.
Execute the go -live data conversion per the Data 1. Assist New World as requested in executing the
Conversion Plan. (Typically this process involves go -live data conversion plan.
moving tested data conversion from Test 2. When provided with the go -live data set, test the
Environment into Production Environment.) conversion in the Production Environment to
validate for accuracy and completeness.
Identify any concerns as soon as possible, but no
later than fifteen (15) business days of New World
applying the go -live data conversion files to the
Production environment.
Completion Criteria: This step shall be complete when City provides Data Conversion Pre -Go -Live
Approval to New World or within fifteen (15) business days of applying the go -live data conversion files
to City Production environment, whichever comes first.
Published: 7-30-2015 Logos Public Administration Software Suite Page 86
1"M New World Systenzs
Step 8C - Go -Live
TRANSITION HAS — STEP 8C
Overview: With assistance from New World, City goes live on all applications, modules and interfaces
identified in the Agreement and as documented in the PMW.
1
2
3.
Execute the Go -Live Checklist.
New World conducts City turnover to City
Support.
New World receives clearance for onsite to depart
City site.
1. Provide SME staff to assist with go -live for each of
the applications to serve as the first line of support
during the go -live period.
2. Place the software into production and begin
operational use in consultation with New World
and in accordance with the PMW.
3. Provide a detailed list of questions and issues that
require explanation or resolution by New World at
the end of each day during go -live period.
Milestones -
'FArmal Notlficatlans
1. Project Deliverable Com2letion Notification — Go -Live
Completion Criteria: This step shall be complete on the day the New World go -live team leaves City
site.
Published: 7-30-2015 Logos Public Administration Software Suite Page 87
New World Systen zs-
E.7.3 Step 9: Complete and Implement Remaining Contract Deliverables
Steps S through 9 are repeated for each Application if the project contains multiple go -live events.
Step 9A - Perform Post Go -Live Data Conversion
Overview: New World and City will perform the post -go -live (and final) data conversion.
1. Execute the post -go -live data conversion per the
Data Conversion Plan.
1. Assist New World as requested in executing the
Post Go -Live Conversion Plan.
2. When provided with the post go -live data set, test
the conversion in the Production Environment to
validate for accuracy and completeness.
3. Identify any concerns as soon as possible, but no
later than fifteen (15) business days after New
World applying the post go -live data conversion
files to the production environment.
Milestones
'"L___.,i.Ya�.L.✓»w:._.=c.`�?v_.�,✓�.... 1_�ls..:� �,.. � ✓.�.=... _ .,.x,�=r....� .�. .i� ,FG:..�...uG..'�.. r
Published: 7-30-2015 Logos Public Administration Software Suite Page 88
New World Systoias
None
TRANSITION PRASE — STEP
j71 �""r-.yrs r✓'Y.-,,1-�s';ru-,s, -"'-v
ys ':'u-: ✓ a �,, �„„F .i of ��x�p +.�`'�" "�� � .. �1111i1��.��C��l�� �`� i "`� �7 "sem � ��� �/,ti �j�'� >`'; e," "`'-✓�"
•
Completion Criteria: This step shall be complete when City provides Data Conversion Post Go -Live
Approval to New World or within fifteen (15) business days of applying the post go -live data conversion
files to City Production environment, whichever comes first.
Published: 7-30-2015 Logos Public Administration Software Suite Page 89
New World Systems-
TRANS€TIC€PHASE — STEP
Step 9B - Complete Post Go -Live Custom Enhancements (if any)
Overview: New World will provide City remaining contracted Custom Software Enhancements and/or
Custom Interfaces and Installation Services per the Agreement.
IN
3
4.
Complete development and deliver Custom
Software Enhancements and Custom Interfaces to
City.
Assist City to implement Custom Software
Enhancements and/or Custom Interfaces as
appropriate.
Provide training for Custom Software
Enhancements and/or Custom Interfaces as
appropriate.
Perform Final Acceptance Testing Services working
with City. (if applicable)
1. Provide resources and work with New World to
support the installation of software upgrades when
enhancements and/or custom software are available,
including interfaces and state reporting.
2. Coordinate access to third parties as requested by
New World to install and test the interfaces.
3. Test the Custom Software Enhancements and
Custom Interfaces.
4. Provide timely approval (within 15 business days of
delivery) of each Custom Software Enhancement
and/or Custom Interface as meeting the
requirements of each appropriate Requirements
Definition Document.
5. Perform Final Acceptance Testing working with
New World.
1. Licensed Custom Software (post go -live) 1. Install any post go -live contract deliverables
- Custom Interfaces (Custom Interfaces, Custom Enhancements)
- Custom Software Enhancements 2. Provide City with assistance for Final Acceptance
Testing.
1. Complete Development and Implementation of Remaining Deliverables
1. Project Deliverable Completion Notification — Complete Development and Implementation of Remaining
Deliverables
2. Project Deliverable Completion Notification -
- Deliver Remaining Licensed Standard Software
- Deliver Remaining Licensed Custom Software Enhancements
- Deliver Remaining Licensed Custom Interfaces
Completion Criteria: This step shall be complete when City provides approval to New World for each
of the custom contract deliverables or within fifteen (15) business days of delivery, whichever comes
first.
Published: 7-30-2015 Logos Public Administration Software Suite Page 90
New World Systenis'
Step 9C — Provide Post Live Training and Support
ANSMO HAS — STEP
Overview: New World will provide City with Training and Support Services post go -live to ensure
successful transition from City previous systems to the New World software.
Provide remotely or onsite Training as specified in
the MPP
Provide additional support services remotely or
onsite as specified in the Project Plan (MPP
including reviewing:
a. Infrastructure and related operational
environment
b. Application configuration, compliance
adherence and custom software
modifications
c. Standard and Custom Interfaces
d. Data conversion
e. Release pathing/open item review
1. City staff to attend training as specified in the MPP
7 go -1` M1 estpriES ...; 1
r
r
Formal N l fcatlons a ' r
Completion Criteria: This step shall be complete upon completion of the Post -Live Training and
Support for City Staff.
Published: 7-30-2015 Logos Public Administration Software Suite Page 91
New World Systeins
TRANSITION PMASE — SCEP
Step 9D - Complete Decision Support Software Setup and Training (if required)
Overview: If licensed, New World will provide City with implementation DSS modules and provide
purchased training services.
2
3
4
5.
Facilitate one or more consultative session(s)
(onsite) with executive staff to discuss data needs
and information requirements for decision making.
Lead solution design and review sessions to
document and collaboratively design reporting
cubes and dashboards to assist with data needs and
decision making as discussed during the
consultative session(s).
Configure and train on DSS software.
Provide training session(s) to provide an overview
of using each DSS licensed module including basic
reporting and dashboard creation and other standard
features.
Build City specific reporting cube(s) and
dashboard(s) as agreed upon during solution design
and review.
1. Ensure appropriate managerial level
personnel/decision makers are available for the
consultative sessions to discuss data needs and
information requirements for decision making.
2. Ensure infrastructure is in place to support DSS
implementation (generally setup in Step 4 of
Construction phase).
3. Approve agreed upon requirements of reporting
cubes and dashboards.
4. Assign, schedule and ensure attendance and
participation of appropriate staff for training
sessions.
5. Provide and schedule necessary facilities for
training sessions.
6. Ensure training facilities are set up and configured
with all requisite hardware/software.
7. Monitor training course attendance and ensure all
appropriate users receive training.
8. Identify any issues in writing.
None 1. Install Post Go -Live Contract Deliverables Decision
Support Software
a. City Specific Reporting Cubes and Dashboards
b. Installation services of City specific Reporting
Cube(s) and Dashboard(s).
c. Training services for City staff
Mrlesto"'I I OR
f=orrr� No#ficatans
.____.=✓',�,_.�___,_..............._........_��,r ..._._S:...t"_/.,., r..��:v.�,. /f.a<...�i.._..�..w..._.�� ,l._._.. vim, l..<.,._. .�.., � �' � A 1.....:. ,. �:
Completion Criteria: This step shall be complete upon completion of the DSS Training Services for
City Staff.
Published: 7-30-2015 Logos Public Administration Software Suite Page 92
New World Systems`
E.8 Closing Phase
PHASE PROJECT IMPLEMENTATION THODOLOGY
®Customer Agreement Signed VGo Live
Conduct so. closethe Project
Purpose: Review the project, approve closure, disengage project management and transition City to the
Account Management Team.
Description of Phase: The Closing Phase consists of one step.
• Step 10 — Close the Project
During this Phase, the New World Project Manager reviews the project with Executive Management,
closes out all remaining documentation tasks and disengages from the project. The Account Management
Team assumes all responsibilities for ongoing support of the system and City.
Published: 7-30-2015 Logos Public Administration Software Suite Page 93
New World Systems -
E.8.1 Step 10: Close the Project
CLOSING PHASE — STEP 1 OA
Step 10A — Verify All Contract Items Delivered and Payments are Collected
Overview: New World and City will review the Agreement and Project Plan to confirm all deliverables
and services have been deployed per the terms of the Agreement. The Project Manager will confirm all
payments have been collected related to contact terms and conditions.
1. The Project Manager will review final project status 1. Complete any remaining payments from the
with City to ensure all product and services contract Agreement.
deliverables contracted in the Agreement are
delivered, billed and all invoices have been paid.
Completion Criteria: This step shall be complete upon delivery of the Project Closure Letter to City.
Published: 7-30-2015 Logos Public Administration Software Suite Page 94
New World Systeazs
PEDi
Step 10B — Transition from Project Team to Account Team and Close Project
Overview: New World Project Manager will schedule a formal turnover with City to the New World
Account Management Team. The New World Account Management team includes the Executive
Sponsor, Customer Support and Customer Care. The managers of Customer Care and Customer Support
will introduce their organization structure and review the services each team provides.
Project Closure will be formally communicated to City, ensuring City and the New World Customer
Support team members are aware the deployment of the New World software and services has been
completed.
From this point forward, City and New World shall operate in a support relationship as provided for in
the Software Support Maintenance Agreement (Exhibit C) of the Agreement.
1. The New World Project Manager will coordinate a
meeting, either via teleconference or onsite, to
review the project status and transition ongoing
communications with City to the assigned Account
Team.
2. Prepare the Project Closure Letter.
3. Managers of New World Customer Support
participate in the meeting with City.
4. The Project Manager will deliver the Project
Closure Letter to City.
1. Provide appropriate personnel for the Customer
Support turnover meeting.
2. Provide a location with a conference phone for the
support turnover meeting.
` `� Product and Service Deliverables � ` s �`
Products Services
None I. Close OLIt tile Prqject
y ` IVIIreSt011eS ' f
F Y /
w,�_'1. Project Complete
2__.w...............i_«._._...._._.-e_.. ...�.lv�.a t�..._.�....... �.2'.�...wJ.,s..:r..._:.v'cu.,........ --:'
0 0
1. Project Deliverable Completion Notification —Close Project
Completion Criteria: This step shall be complete upon delivery of the Project Closure Letter to City.
Published: 7-30-2015 Logos Public Administration Software Suite Page 95
Keith Macedo
Submitted By
City of Fayetteville Staff Review Form
2016-0448
Legistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
9/21/2016
Submitted Date
Action Recommendation:
—Tyles �ech�olo��� �
Information Technology/
Chief of Staff
Division / Department
Staff recommends authorizing the attached change order to the Tyler Technologies Inc. Enterprise Resource
Planning (ERP) system agreement, which removes the 3rd party document imaging interface and adds both an oper
enrollment conversion and nine (9) training and support services hours to the existing agreement.
4470.9470.5801.00
Account Number
13008
Project Number
Budgeted Item? Yes
Does item have a cost? No
Budget Adjustment Attached? NA
Previous Ordinance or Resolution H 145-15
Original Contract Number:
Comments:
Budget Impact:
Sales Tax Capital Improvements
Fund
13008 - ERP Upgrade/ Replacement
Project Title
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
$ 857,481.00
$ 603,667.41
$ 2537813.59
I $ 253,813.59
V20140710
Approval Date: _10-3-1('0
CITY OF
S
e evl le
ARKANSAS
TO: Mayor Jordan
THRU: Don Marr, Chief of Staff
FROM: Keith Macedo, Information Technology Director K�
DATE: September 21, 2016
STAFF MEMO
SUBJECT: Staff recommends authorizing the attached change order to the Tyler
Technologies Inc. Enterprise Resource Planning (ERP) system agreement,
which removes the 3rd party document imaging interface and adds both an open
enrollment conversion and nine (9) training and support services hours to the
existing agreement.
RECOMMENDATION:
Staff recommends authorizing the attached change order to the Tyler Technologies Inc.
Enterprise Resource Planning (ERP) system agreement, which remove,- the 3rd party
document imaging interface and adds both an open enrollment conversion and nine (9) training
and support services hours to the existing agreement.
BACKGROUND:
The Tyler ERP agreement included configuring the Laserfiche document imaging system to
integrate with the Logos ERP software. During the implementation of the ERP project City
Information Technology (IT) staff were able to configure the Laserfiche document imaging
software to work with the new Logos ERP software, without assistance from Tyler. Since City
staff were able to perform this configuration, we asked Tyler to provide us a credit for the hours
assigned to Laserfiche and assign the hours to additional needs. During the HR/Payroll
implementation we determined the need for Tyler to assist with the import of open enrollment
benefit information into Logos. The attached change order converts the hours dedicated to
Laserfiche to support services related to importing the open enrollment benefit information into
Logos' HR/Payroll module and provide an additional 9 hours of training and support services
DISCUSSION:
The attached change order approves the removal of the 31d party document imaging interface
and adds both an open enrollment conversion and nine (9) training and support services hours
to the existing agreement.
BUDGET/STAFF IMPACT:
The attached addendum does not change the cost of the agreement or the cost of future annual
software:maintenance for Logos.
Attachments:
Staff Review Form
Staff Review Memo
Tyler Technologies Change Order
Mailing Address:
113 W. Mountain Street wvvw.fayetteville-argov
Fayetteville, AR 72701
••:° ®tyjer
•• hnol0gics
Empowering people who serve the public'
Customer: Contract Date:
Fayetteville, AR 8/18/15
Submitted by: Date:
Felix Winkler 8/29/16
Customer Code: Project Code(s):
FAY0446 C15011305
Problem/Concern/Reason for Scope Change:
uescrlp
01501805 -3'd Party Doc Imaging Interface = $3,000
ADD
➢ Employee Enrollment Information Conversion (Benefit Plan Import)_ $2,000
Reference "2220644.pdr for details of the requirements and responsibilities.
The cost for this includes programming, quality testing, electronic delivery, and set up assistance. This project is
considered custom software. Required upgrades to the custom software by Tyler New World ERP changes, third party
vendor changes, or changes in customer requirements are subject to additional software upgrade fees.
D 9 Training and Support Services hours to C15011302 = $1,000
All future project milestones still apply.
Special Considerations:
Acknowledged and Agreed to by: (Tyler New World ERP)
Finance QN Operations
Name/Title: C-hmk-Twigg_-CoFpOF, -ben fIer- Name/Title: Andrew Breeden, Director of Professional
Services -NWERP
Dale: 8/30/16 � Date: 8/3A0/16
Signature: v�. G Signature:
Acknowledged and Agreed to by: (Customer)
1 1 • if 1 1
Date: 4
CONFIDENTIAL -I- Fayetteville AR ADD Benefit Plan Import C0081916
840W. Long Lake Road • Troy • Michigan 48098. 248.269-1000 • w mtylertech.com
°
••°°°° tyler
• technologies
RFS Authorization Form
Please return this completed Request For Service form with authorized signature to Tyler Technologies. You may fax or email
the form to your Tyler Technologies Contact or Relationship Manager. Unless otherwise specified, this project will be scheduled
on the first available date following receipt of a signed copy of this form.
Relationship Manager Brad Reed
Case Number
2220644
Date
09/21/2016
•
Name
Fayetteville, AR
Address
113 West Mountain Street
Fayetteville, AR 72701
Phone (479)575-8320
•
Project Cost $2,000.00
Invoiced Upon Execution $0.00
Invoiced Upon Delivery $2,000.00
Total Amount to be Invoiced $2,000.00
CONTACT• •
Name Title/Role Phone Fax Email
Keith Macedo IT Management (479) 575-8320 (479) 575-8257 kmacedo@fayetteville-ar.gov
SERVICE DESCRIPTION
Employee Enrollment Information Conversion
This conversion will be written as scripts.
There will be no downtime for the go -live.
General Requirements/Assumptions:
1. This conversion effort includes data coming from one unique data source, not multiple sources.
2. No data cleansing, consolidation of records, or editing of data will be part of the data conversion effort. Data cleansing, removal of duplicate records, and
editing must take place by Client prior to providing the data to Tyler Technologies.
3. Client understands that files or tables containing less than 500 records or table entries will not be converted unless mutually agreed upon by both parties.
4. Data and databases will be transferred using the Tyler Technologies ftp site.
Tyler Technologies Responsibilities:
1. Tyler Technologies will provide the standard conversion record layouts to the Client.
2. Tyler Technologies will convert the available data elements defined in the standard conversion record layouts.
3. Tyler Technologies will provide the Client up to three deliveries of the converted data. Additional deliveries may require additional conversion costs.
4. As provided in the approved project plan for conversions, Tyler Technologies will schedule a conversion analysis trip if needed and a separate data conversion
testing trip to Client's location. The conversion testing for each application is a billable support trip, using standard Exhibit B hours, which is scheduled in
conjunction with the delivery of the converted data to the Client.
5. Up to seven years of historic data will be converted by Tyler Technologies.
Client Responsibilities:
1. Client will provide data in standard conversion record layouts as provided by Tyler Technologies.
2. If the Client cannot provide data in the format defined in Tyler Technologies'standard conversion record layouts then Tyler Technologies will map the data to
Tyler Technologies'standard conversion record layout on an hourly billable basis. The Client must provide complete file and field definitions for Tyler
Technologies to map the data.
3. Data will be submitted to Tyler Technologies in EBCDIC, ASCII delimited file, ASCII fixed record /fixed field length file, MS Access, or MS Excel format.
4. Data files submitted must contain an accurate count of records contained in the file.
5. As provided in the project plan for conversions, Client will provide a dedicated resource in each application area to focus on conversion mapping and testing.
This includes dedicating a support person(s) whenever Tyler Technologies staff is on site regarding conversions. Roughly a one to one commitment exists for
Client commitment and Tyler Technologies commitment. Client understands that thorough and timely testing of the converted data by Client personnel is a key
part of a successful data conversion. t
6. Client agrees to promptly review conversion deliveries and signoff on both the conversion,design document, -and 6n the final conversion after the appropriate
review. Applying the converted data to the production environment is interpreted as conversion acceptance by Tyler Technologies.
Tyler Technologies provides warranty and maintenance on this project for 30 days alter initial delivery The cost for this project
includes programming, quality testing, electronic delivery, and set up assistance. This project is considered custom soRware.
Required upgrades to the custoo soRwre a result of Tyler Technologies release changes, third party vendor changes, or
changes in client requirementlare su e7ct to dditiPal fees.
Authorized Signature '0%,9
67' UTTI.M1 W002?N�tl Date min WE
Name I�il1l.1 m /. 1
��
� y lei l�chnolo i e5 � dZ�
City of Fayetteville Staff Review Form
2.7-0049
t.egistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Keith Macedo 1/23/2017 Information Technology/
Chief of Staff
Submitted By Submitted Date Division / Department
Action Recommendation:
Staff recommends authorizing the attached request for service, related to the Tyler Technologies Inc. Enterprise
Resource Planning (ERP) system agreement, which adds a custom import process to allow the bulk updating of pay
rates.
Budget Impact:
4470.9470.5801.00 Sales Tax Capital Improvements
Account Number Fund
13008 13008 - ERP Upgrade/ Replacement
Project Number Project Title
Budgeted Item? Yes Current Budget $ 857,481.00
Funds Obligated $ 474,928.90
Current Balance $ 382,552°10
Does item have a cost? No Item Cost $ -
Budget Adjustment Attached? NA Budget Adjustment
Remaining Budget $ 382,552x10
V20140710
Previous Ordinance or Resolution # 145-15
Original Contract Number:
Comments:
Approval Date: l— a (A - Irl
CITY OF
T0*4i
ay �1 le
ARKANSAS
TO: Mayor Jordan
THRU: Don Marr, Chief of Staff
FROM: Keith Macedo, Information Technology Director
DATE: January 17, 2017
STAFF MEMO}
SUBJECT: Staff recommends authorizing the attached request for service, related to the
Tyler Technologies Inc. Enterprise Resource Planning (ERP) system agreement,
which adds a custom import process to allow the bulk updating of pay rates.
RECOMMENDATION:
Staff recommends authorizing the attached request for service, related to the Tyler
Technologies Inc. Enterprise Resource Planning (ERP) system agreement, which adds a
custom import process to allow the bulk updating of pay rates.
BACKGROUND:
Staff has determined the need to bulk import pay rate adjustments, via an Excel file, into our
New World ERP software. This process is generally performed as part of the annual review of
pay rates, at which time a large quantity of pay rates could be changed. Historically we calculate
the pay rate changes and develop an Excel document that contains the employee and any pay
adjustment. The attached request for service will utilize existing professional services hours to
complete the work. The Tyler ERP agreement, within Exhibit B, included professional service
hours to develop several system integrations that City staff were able configure without the
assistance of Tyler. Due to this the City has service hours available to allocate to the pay raise
import process.
DISCUSSION:
The attached request for service will allocate 52 existing service hours to develop a custom
import process to allow the bulk updating of pay rates within our New World ERP software.
BUDGET/STAFF IMPACT:
The attached request for service does not change the cost of the agreement or the cost of future
annual software maintenance payments for our New World ERP software.
Attachments:
Staff Review Form
Staff Review Memo
Tyler Technologies Request for Service
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
ee.e.%% t y I le r
0 teehnolokyies
NNM
Please return this completed Request For Service form with authorized signature to Tyler Technologies. You may fax or email
the form to your Tyler Technologies Contact or Relationship Manager. Unless otherwise specified, this project will be scheduled
on the first avallable date following receipt of signed copy of this form.
Relationship Manager Brad Reed
Case Number
2241546
Date
01/16/2017
Name
Fayetteville, AR
Address
113 West Mountain Street
Fayetteville, AR 72701
Phone
(479) 575-8320 -
Name Title/Role
Keith Macedo IT Management
Estimated Exhibit B Hours 52
The total hours worked on this project will be
deducted from your Exhibit B hours balance from your
Software License and Services Agreement.
Phone Fax Email
(479) 575-8320 (479) 601-2076 kmacedo@fayetteville-ar.gov
Create a scheduled, automated SSIS mport that will take the attached file format and create a new HR.Employeelob record with the updated amount and insert a
row into HR.EmployeeJobEvent using the reason code provided in the import file. This process will run outside of the NWS application. The import file will be
placed into a specified directory on the NWS database server and the job cart be scheduled to check this folder as often as every minute and import any files that
are found. Validation reports listing any reason that a record would not get updated will be saved to another directory on the save server. Please decide if you
would like the database connection string saved to an unencrypted text file on the server or saved in the server's Registry.
Deliver by 2/10/2017.
General Requirements/Assumptions:
1. Review of required features with Client.
2. Programming and programming test.
3. Interface installation services as required.
Tyler Technologies Responsibilities:
1. Tyler Technologies shall provide interface installation services. These services do not include hardware and/or third party product costs which shall be the
Client's responsibility, if required.
2. Whenever possible, these services will be done remotely, resulting in saving in travel expenses and time. If on-site installation and training is required, the
Client will be responsible for the actual travel expenses and time.
Client Responsibilities:
1. Client agrees to cooperate in not making modifications and enhancements too extensive.
2. All Client requested changes after RFS sign -off must be documented by Client and authorized in writing including potential costs, if any. Additional changes
will most likely delay the schedule and may increase the cost.
Tyler Technologies provides warranty and maintenance on this project for 30 days after initial delivery. The cost for this project
includes programming, quality testing, electronic delivery, and set up assistance. This project is considered custom software.
Required upgrades to the custo software as ult of Tyler Technologies release changes, third party vendor changes, or
changes in client requirements e subje o addi Tonal es,
Authorized Signature •v.._ Date 10-6117
Name (Printed) 611, ! ,0" Ol''don Title
Keith Macedo
Submitted By
City of Fayetteville Staff Review Form (1
2017-0063
Legistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
1/31/2017 Information Technology/
_ Chief of Staff
Submitted Date Division / Department
Action Recommendation:
-Ine,
I L�S-!Ur
Staff recommends authorizing the attached request for service, related to the Tyler Technologies Inc. Enterprise
Resource Planning (ERP) system agreement, to build custom forms for the utility bill, final utility bill, and water
meter work order.
4470.9470.5801.00
Account Number
13008
Project Number
Budgeted Item? Yes
Does item have a cost? No
Budget Adjustment Attached? NA
Budget Impact:
Sales Tax Capital Improvements
Fund
13008- ERP Upgrade/ Replacement
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Project Title
$ 857,481.00
$ 474,928.90
l $ 382,552.10
Remaining Budget$ 382,552.10
V20140710
Previous Ordinance or Resolution # 14S -1S
Original Contract Number:
Comments:
Approval Date: �'� —Irl
CITY OF
ANSAaT**441
S
TO: Mayor Jordan
THRU: Don Marr, Chief of Staff
FROM: Keith Macedo, Information Technology Director
DATE: January 31, 2017
STAFF MEMO
SUBJECT: Staff recommends authorizing the attached request for service, related to the
Tyler Technologies Inc. Enterprise Resource Planning (ERP) system agreement,
to build custom forms for the utility bill, final utility bill, and water meter work
order.
RECOMMENDATION:
Staff recommends authorizing the attached request for service, related to the Tyler
Technologies Inc. Enterprise Resource Planning (ERP) system agreement, to build custom
forms for the utility bill, final utility bill, and water meter work order.
BACKGROUND:
Staff has determined the need to modify the standard utility bill, final utility bill,- and work order to
accommodate our business needs, as defined in the attached request for services (RFS). The
Tyler ERP agreement, within Exhibit B, included professional service hours to develop several
system integrations that City staff were able configure without the assistance of Tyler. Due to'
this the City has non -allocated service hours available to assign to the worked defined within
both RFS documents.
DISCUSSION:
The attached request for service (RFS) will allocate 16 hours to the work order form changes
and 32 hours to the utility bill and final utility bill form changes. If both RFS are approved, the
ERP project will have 348.50 hours of unallocated service hours that can be assigned as
needed.
BUDGET/STAFF IMPACT:
The attached request for service does not change the cost of the agreement or the cost of future
annual software maintenance payments for our New World ERP software.
Attachments:
Staff Review Form
Staff Review Memo
Tyler Technologies Request for Services
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
0
••:7.M. tyler
r
.
• technologies
RFS Authorization Form
Please return th/s completed Request For Service form with authorized signature to Tyler Technologies. You may fax or email
the form to your Tyler Technologies Contact or Relationship Manager. Unless otherwise speci0ed, this project will be scheduled
on the first available date following receipt of a signed copy of this form.
Case Number 2250946
Relationship Manager Brad Reed
RFS Date 01/30/2017
Department Interfaces
CLIENT INFORMATION•
Name Fayetteville, AR Estimated Exhibit B Hours 16
Address 113 West Mountain Street The total hours worked on this project will be
Fayetteville, AR 72701 deductedfiom your Exhibit 8hours balance from your
Phone (479) 575-8320 Software License and serv/ces Agreement.
CONTACT•• •
Name Title/Role Phone Email
Keith Macedo IT Management (479) 575-8320 kmacedo@fayetteville-ar.gov
DESCRIPTIONSERVICE
Custom Work Order Form
See documents "Sample of Meter Work Orders.pdf' for an illustration of the work order.
Customer Number will be replaced with Account Number.
Print as many work orders on one page as possible.
Location will be the Location Code Description and Location Details fields combined.
General Requirements/Assumptions:
1. Review of required features with Client,
2. Programming and programming test.
3. Form installation services as required.
Tyler Technologies Responsibilities:
1. Tyler Technologies will provide the Client requested Form as discussed below to address the Client's requirements.
Client Responsibilities:
1. Client agrees to cooperate in not making modifications and enhancements too extensive.
2. All Client requested changes after RFS sign -off must be documented by Client and authorized in writing including potential costs, if any. Additional changes
will most likely delay the schedule and may Increase the cost.
lyler Technologies provides warrant and maintenance on this project for 30 days after initial delivery. The cost for this project
includes programming, quality test g, electron' 'very, and set up assistance. This project is considered custom software.
Required upgrades to the Gusto software a a res t of Tyle Technologies release changes, third party vendor changes, or
changes in client require re subject additi nal fee
Authorized Signature °'YL Date 3 , %
Name (Printed) r Title ° till CK
Tyler Authorized Q
Signature ts. 1 it �
Date i 3 0
Name (Printed) 47'tD9,t—:W Z? �hE�'�j ,r.-1 Title Or R_ - Mo PC: a )C..45 -s
•
•••'•• ty ler
• technologies
RFS Authorization Form
Please return this completed Request For Service form with author/zed signature to Tyler Technologies. You may fax or email
the form to your Tyler Technologies Contact or Relationship Manager. Unless otherwise specified, this project will be scheduled
on the first available date following receipt of a signed copy of this form.
Case Number 2250945
Relationship Manager Brad Reed
CLIENT •
Name Fayetteville, AR
Address 113 West Mountain Street
Fayetteville, AR 72701
Phone (479) 575-8320
RFS Date 01/30/2017
Department Interfaces
Estimated Exhibit B -Hours 32
The total hours worked on this project will be
deducted from your Exhibit B hours balance from your
software License and services Agreement.
CONTACT• •
Name lltle/Role Phone Email
Keith Macedo IT Management (479) 575-8320 kmacedo@fayetteville-ar.gov
Custom Utility Bill Form
See documents "Sample Utility Bill.pdf" and "Sample Final Bill.pdf' for illustrations of the bills.
The verticle barcode will be removed.
Customer Number will be replaced with Sequence Number.
The client must provide their OCR calcuakion prior to development of the custom form.
General Requirements/Assumptions:
1. Review of required features with Client.
2. Programming and programming test.
3. Form installation services as required.
Tyler Technologies Responsibilities:
1. Tyler Technologies will provide the Client requested Form as discussed below to address the Client's requirements.
Client Responsibilities:
1. Client agrees to cooperate in not making modifications and enhancements too extensive.
2. All Client requested changes after RFS sign -off must be documented by Client and author?zed in writing including potential costs, if any. Additional changes
will most likely delay the schedule and may increase the cost.
Tyler Technologies provides warranty and maintenance on this project for 30 days after initial delivery. The cost for this project
Includes programming, qaR
, elec,' "c delivery, and setup assistance. This project is considered custom software.
Required upgrades to thoftwa/'e as a suit of Tyler Technolog/es release changes, third party vendor changes, or
changes in client require�ubj tlo ad tiona/ few.
Authorized Signature f
Name (Printed) �a J p irAan
Tyler Authorized
Signature 4yx--4—�
Name (Printed) 14HR Zc'Z.-I R $2�r�En1
Date
Title
Date
Title 3>11L.
I y1 ,,, ieck,no��l INC. L0
City of Fayetteville Staff Review Form�C
2017-0153
Legistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Keith Macedo 3/7/2017 Information Technology /
Chief of Staff
Submitted By Submitted Date Division / Department
Action Recommendation:
Staff recommends authorizing the attached request for service, related to the Tyler Technologies Inc. Enterprise
Resource Planning (ERP) system agreement, to build a custom form for the utility billing past due notice.
4470.9470.5801.00
Account Number
13008
Project Number
Budgeted Item? Yes
Does item have a cost?
Budget Adjustment Attached?
Previous Ordinance or Resolution #
Original Contract Number:
Comments:
K1 -
NA
Budget Impact.:
Sales Tax Capital Improvements
Fund
13008 - ERP Upgrade/ Replacement
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
Project Title
$ 857,481.00
$ 474,928.90
3&2,552.10
382,552.10
V20140710
Approval Date:
CITY OF
7a vy4* e4o Mev i le
ARKANSAS
TO: Mayor Lioneld Jordan
THRU: Don Marr, Chief of Staff
FROM: Keith Macedo, Information Technology Director
DATE: March 7, 2017
STAFF MEMO
SUBJECT: Staff recommends authorizing the attached request for service, related to the
Tyler Technologies Inc. Enterprise Resource Planning (ERP) system agreement,
to build a custom form for the utility billing past due notice.
RECOMMENDATION:
Staff recommends authorizing the attached request for service, related to the Tyler
Technologies Inc. Enterprise Resource Planning (ERP) system agreement, to build a custom
form for the utility billing past due notice.
BACKGROUND:
Staff has determined the need to modify the standard past due notice to accommodate business
needs, as defined in the attached request for services (RFS). The Tyler ERP agreement, within
Exhibit B, included professional service hours to develop several system integrations that City
staff were able configure without the assistance of Tyler. Due to this the City, has non -allocated
service hours available to assign to the worked defined within the attached RFS document.
DISCUSSION:
The attached request for service (RFS) will allocate 16 hours to the utility billing late notice form
changes. If the RFS is approved, the ERP project will have 332.50 hours of unallocated service
hours that can be assigned as needed.
BUDGET/STAFF IMPACT:
The attached request for service does not change the cost of the agreement or the cost of future
annual software maintenance payments for our New World ERP software.
Attachments:
Staff Review Form
Staff Review Memo
Tyler Technologies Request for Services
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
it y
,!er
hnologies
RFS Authorization Form
Please return this completed Request For Service form with authorized signature to Tyler Technologies. You may fax or email
the form to your Tyler Technologies Contact or Relationship Manager. Unless otherwise speGried, this project will be scheduled
on the first a vallable date following receipt of a signed copy of this form.
Case Number 2255971 RFS Date 03/03/2017
Relationship Manager Brad Reed Department Interfaces
Name Fayetteville, AR Estimated Exhibit B Hours 16
Address 113 West Mountain Street The total hours worked on this project will be
Fayetteville, AR 72701 deducted from your Exhibit 8 hours balairce from your
Phone (479) 575-8320 Software License and services Agreement
• • •
Name Title/Role Phone Email
Keith Macedo IT Management (479) 575-8320 kmacedo@fayetteville-ar.gov
e •
Custom Utility Delinquent Notice Form
See the document "UtilityBill_PastDueNotice.pdf" for an illustration of the notice,
The verticle barcode will be removed.
Customer Number will be replaced with Sequence Number.
The client must provide their OCR calcualtion prior to development of the custom form.
The notice will be designed for shut off delinquent events only,
General Requirements/Assumptions:
1. Review of required features with Client.
2. Programming and programming test.
3. Form installation services as required.
Tyler Technologies Responsibilities:
1. Tyler Technologies will provide the Client requested Form as discussed below to address the Client's requirements:
Client Responsibilities:
1. Client agrees to cooperate in not making modifications and enhancements too extensive,
2. All Client requested changes after RFS sign -off must be documented by Client and authorized in writing including potential costs, if any, Additional changes
will most likely delay the schedule and may increase the cost.
Tyler Technologies provides warranty and maintenance on this project for 30 days after initial delivery. The cost for this project
includes programming, quality testing, electronic delivery, and set tip assistance. This project is considered custom software.
Required upgrades to the custona�software result of Tyler Technologies release changes, third party vendor changes, or
changes in client requirements � subject t a ditional f4s.
Authorized Signature
Name (Printed)
Tyler Authorized
Signature
Name (Printed) f4,/ D /ZCiy
Date
Title
Date 31 L Z 1
Title Di fL . PAOF su c:S _
CITY OF FAYETTEVILLE PAST a U E NOTICE
UTILITY BILLING OFFICE
113 W MOUNTAIN ST Water & Seaver Billing Inquiries Call: 479-521-1258
FAYETTEVILLE. AR 72701-6083 Recycling & Trash Billing Inquiries Call: 479-575-8398
Account Number
044643063
MadingAddress:
Customer Number
163758
RAQUEL ANDREA LUCIANI DE PASS
4152 N CHRYSLER DR 7
FAYETTEVILLE, AR 72703
CUT OFF DATE PAST DUE AMOUNT
10/12/2016 $46.67
04464306300016375800170046676
Remit to Address.
CITY OF FAYETTEVILLE
113 W MOUNTAIN ST
FAYETTEVILLE, AR 72701-6083
Mo not send cash. Pleasenaite)our account numberonyour check or moueyorder and makepayable to the Ciprof Fzyelteville.
Remit papnems to address ,above. Payments recei..ect aper d p.m will not be postect to the accomal until the neat busutess day.
1-1 Check here for changes to name, mailing address, or phone number.
Please detach rind return upper porlionKithpayinent.
Account Number
Customer Number
Service Address
044643063
163758
4152 N CHRYSLER DR 7
498
PAST DUE NOTICE/PENDING DISCONNECT
Please Remit To.-
CITY
o:
CITY OF FAYETTEVILLE
113 W MOUNTAIN ST
FAYETTEVILLE, AR 72701-6083
Billing Inquiries:
Water & Sewer 479=521-1258
Recycling & Trash 479-575-8398
Monday through Friday, 8:00 am - 5:00 pm
Pay and inquire about your account on the web
at www.fayettevilie-ar.govlpaydtilityliill
or by calling 844-719-3598.
DATE PROCESSED:
AMOUNT PAST DUE:
CUT OFF DATE:
AMOUNT OWED ON ACCOUNT:
9/27/2016
$46.67
10/12/2016
$46.67
We wish to call your attention to the apparent oversight in the payment of ypur bill. Your bill is now past due.
Payment must be received before the cut off date shown above to insure uninterruppt�ed seivice. Do not marl your
payment as it may not reach us before the cut off date. Bring your payment to the Utility Billing Office.
THIS IS THE ONLY NOTICE YOU WILL RECEIVE
Failure to settle this account balance before cut off date will result in discontinuation of service and the addition
of disconnect charges to the amount due. You will avoid these costs by paying your past due amount now.
Cut off begins at 9 a.m. on the date indicated above.
Field personnel will NOT attempt to collect at the door.
RECONNECT FEE IS $35.00.
RECONNECT FEE MUST BE PAID IN FULL PRIOR TO REINSTATEMENT.
NO RECONNECTS WILL BE DISPATCHED AFTER 7 p.m.
Keith Macedo
Submitted By
Tyler Technologies Inc. Enterprise I
City of Fayetteville Staff Review Form
2017-0529
Legistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
arce Planning (ERP) system agreement
9/15/2017 Information Technology /
_ Chief of Staff
Submitted Date Division / Department
Action Recommendation:
Staff recommends authorizing the attached service agreement and billing authorization form, related to the Tyler
Technologies Inc. Enterprise Resource Planning (ERP) system agreement, which provides remote technical
support to upgrade our ERP software to the latest version.
Budget Impact:
4470.9470.5801.00 Sales Tax Capital Improvements
Account Number
13008
Project Number
Fund
13008 - ERP Upgrade/ Replacement
Budgeted Item? Yes Current Budget
Funds Obligated
Current Balance
Project Title
$ 527,665.00
$ 152,613.00
$ 375,052.00
Does item have a cost? NA Item Cost
Budget Adjustment Attached? NA Budget Adjustment
Remaining Budget $ 375,052.00
V20140710
Previous Ordinance or Resolution # 145-15
Original Contract Number:
Comments:
Approval Date: 0 - x
CITY OF
ayUVi e
AS
TO: Mayor Jordan
THRU: Don Marr, Chief of Staff
FROM: Keith Macedo, Information Technology Director
DATE: September 15, 2017
STAFF MEMO
SUBJECT: Staff recommends authorizing the attached service agreement and billing
authorization form, related to the Tyler Technologies Inc. Enterprise Resource
Planning (ERP) system agreement, which provides remote technical support to
upgrade our ERP software to the latest version.
RECOMMENDATION:
Staff recommends authorizing the attached service agreement and billing authorization form,
related to the Tyler Technologies Inc. Enterprise Resource Planning (ERP) system agreement,
which provides remote technical support to upgrade our ERP software to the latest version.
BACKGROUND:
Staff has determined the need to upgrade our Tyler New World ERP system to the latest
version. As a general practice, the Information Technology (IT) department strives to upgrade
City software to the latest version to ensure the City benefits from new enhancements and bug
fixes. Tyler recently released a new software version, 2017.1, that staff would like to implement
as soon as possible. Since this is our first major upgrade to our New World ERP system, we are
requesting approval to utilize 8 implementation hours to have Tyler's professional services team
to assist with the upgrade. Tyler's staff will provide remote assistance to IT staff to upgrade our
live, test, and train versions of our ERP software. The Tyler ERP agreement, within Exhibit B,
included professional service hours to develop several system integrations that City staff were
able configure without the assistance of Tyler. Due to this the City has service hours available
to allocate towards the 2017.1 upgrade.
DISCUSSION:
The attached service agreement and billing authorization form will allocate 8 implementation
hours, from our existing service hours, to provide remote professional services support to
upgrade our ERP software to version 2017.1.
BUDGET/STAFF IMPACT:
The attached request for service does not change the cost of the agreement or the cost of future
annual software maintenance payments for our New World ERP software.
Attachments:
Staff Review Form
Staff Review Memo
Tyler Technologies service agreement and billing authorization form
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
••�;:� tylehrRies
Service Agreement and Billing Authorization Form
Please complete this form including an authorized signature and fax, mail or scan and email it to your Tyler Technologies contact.
840 W. Long Lake Rd, Troy, MI 48098
Scheduling will be done upon receipt of this signed document.
OfferingDetalls:
Location:
Tyler Technologies
Price
Assistance Requested
Tyler Technologies will provide upgrade assistance for the IVersionj release. which includes:
Remote
Yes
8 Service Hours. to be
• Upgrade 1 Test environment
Assistance
drawn from
Upgrade 1 Live environment
implementation
• Upgrade 1 Train environment
services
Each upgrade will Include the following:
• Upgrade the New World ERP Solution
• Upgrade eSute (if applicable)
• Upgrade Business Analytics to Decision Support Services iversioni (d applicable)
• Testing of the following:
o HTML reports
o HTML to PDF conversion
o SSRS reports
o SSRS to myReports
InstalllConTgute the Managed Internet Updater on the Application Servers. .
The following items will not be covered:
• Slip printer or any other peripheral device setup
• Custom forms or interfaces — post upgrade
• Data vandatronttestmg services — post upgrade
• Business processing testing — post upgrade
Issues that are software driven and not upgrade driven will go through the normal channels of
the Support Center and not through the application specialist assisting with the upgrade.
Custornsr Acknowledgement:
1) Far any upgrade service offerings where I have waived Tyler Technologies assistance. I agree that any service expense required by Tyler Technologies to bring my
environment into compliance will be borne by my agency. I further acknowledge that Mese services will need to be scheduled by Tyler Technologies and may not be able to
be delivered immediately upon my request but that Tyler Technologies will make best efforts to accomrradete our schedlla.
2) During the scheduled upgrade time I will provide remote access to the Test Server, Live Server and COW to be upgraded. The service delivery may be split for test and
Ove to accommodate schedule and downtime Involved.
Customer Support Contact: Scott A. Miller lOffering Cost: 8 hours
Relationship Manager: Brad Reed Total Fee S: 8 hours
RFS Date: 9114/2017 12:00.00 AM
Contact Name for Delivery of Service
Title
Email Address
Case Number
Keith Macedo
kmo0W2%bfavatteviDlUI g v
5733784
Cutstomsr Information and Approval -Now World ERP
Organization Name: Fayetteville. AR
Address: 113 West Mountain Street
City, ST Zip: Fayetteville, AR 72701
Phone: (479) 5;6P20 Fax No: (479) 601-2078
Authorized Signature: Title: mayor
Name (Printed): Lion ordan Date
New World Signature: Title: P f. Din
Name (Printed):Q N v 13IZr'ePe ^J Date: R (15 1q
Policies
Po6cles: The signature above authorizes Tyler Technologies to invoice Customer at the appropriate fee based on service berg provided.
The total fees will be billed upon execution, Full payment is due within 30 days.
This Form shall be governed by the general terms and conditions of the original livense agreement between Tyler Technologies and Customer
Pricing is valid for 30 days from date of RFS.
Tyler Technologies Inc. (ERP) & (HSA)
City of Fayetteville Staff Review Form
2017-0644
Legistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Keith Macedo 11/6/2017
Information Technology /
. Chief of Staff
Submitted By Submitted Date Division / Department
Action Recommendation:
Staff recommends authorizing the attached request for service, related to the Tyler Technologies Inc. Enterprise
Resource Planning (ERP) system agreement, to update health savings accounts (HSA) information for the 2018
open enrollment.
Budget Impact:
4470.9470.5801.00 Sales Tax Capital Improvements
Account Number Fund
13008 13008 - ERP Upgrade/ Replacement
Project Number Project Title
Budgeted Item? No Current Budget $ 857,481.00
Funds Obligated $ 482,429.00
Current Balance $ 375,052.00
Does item have a cost? No Item Cost $ -
Budget Adjustment Attached? NA Budget Adjustment
Remaining Budget $ 375,052.00
V20140710
Previous Ordinance or Resolution # 145-15
Original Contract Number: Approval Date: `1_ q— m
Comments:
CITY OF
rayVk
ARKANSIq
TO:
Mayor Lioneld Jordan
THRU:
Don Marr, Chief of Staff
FROM:
Keith Macedo, Information Technology Director
DATE:
November 6, 2017
STAFF MEMO
SUBJECT: Staff recommends authorizing the attached request for service, related to the
Tyler Technologies Inc. Enterprise Resource Planning (ERP) system
agreement, to update health savings accounts (HSA) information for the 2018
open enrollment.
RECOMMENDATION:
Staff recommends authorizing the attached request for service, related to the Tyler
Technologies Inc. Enterprise Resource Planning (ERP) system agreement, to update health
savings accounts (HSA) information for the 2018 open enrollment.
BACKGROUND:
When staff posted our 2018 open enrollment information into Tyler's New World ERP software
staff members HSA bank account numbers were not saved. Tyler is currently working on a
patch to correct this problem but offered to update the accounts via a script at no cost to the
City. included professional service hours to develop several system integrations that City staff
were able configure without the assistance of Tyler. Due to this the City, has non -allocated
service hours available to assign to the worked defined within the attached RFS document.
DISCUSSION:
There is no cost associated with the attached request for service (RFS) and the work will
require a minimum amount of City staff times to complete.
BUDGET/STAFF IMPACT:
The attached request for service does not change the cost of the agreement or the cost of future
annual software maintenance payments for our New World ERP software.
Attachments:
Staff Review Form
Staff Review Memo
Tyler Technologies Request for Services
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
•
••::•. t er
.® y
• technologies
RFS Authorization Form
Please return this completed Request For Service form with authorized signature to Tyler Technologies. You may fax or email
the form to your Tyler Technologies Contact or Relationship Manager. Unless otherwise specified, this project will be scheduled
on the first available date following receipt of a signed copy of this form.
Case Number 5853705
RFS Date 11/06/2017
Department Conversions
CLIENT INFORMATION•
Name City of Fayetteville, AR Project Cost $1,280.00
Address 113 W Mountain St Invoiced Upon Delivery $0.00
Fayetteville, AR 72701-6069 Total Amount to be Invoiced $0.00
Phone (479)575-8320
Name Title/Role
Cindy Butcher Accounting
Phone Email
14795758281 cbutcher@fayetteville-ar.gov
•
Customer will provide most recent copy of their LIVE database to NW ERP. NW ERP will create, test and supply a script to the customers that will update their
employees account number in 2018 Enrollment for HSA plans. The account number to be used is from their 2017 HSA Plans. If there is no 2017 HSA Plan for
the employee, their account number in the 2018 HSA benefits enrollment will be blank.
Tyler Technologies provides warranty and maintenance on this project for 30 days after initial delivery. The cost for this project
includes programming, quality testing, electronic delivery, and setup assistance. This project is considered custom software.
Required upgrades to the custoT software as a result of Tyler Technologies release changes, third party vendor changes, or
changes in client requirements re sub ct to ad "tional fees. Pricing is valid for 30 days from date of RFS.
Authorized Signature Date I I- G- 1,1
Name (Printed) Lioneld JrdZ Title Mayor/City of Fayetteville
Keith Macedo
Submitted By
Tyler Technologies Inc. - Enterprise Resource Planning (ERP)
City of Fayetteville Staff Review Form
2018-0178
Legistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
3/13/2018 Information Technology /
_ Chief of Staff
Submitted Date Division / Department
Action Recommendation:
Staff recommends authorizing the attached discontinuance of maintenance for Tyler Technologies Inc. Community
Development related modules, within the Enterprise Resource Planning (ERP) system agreement approved by City
Council on August 18, 2015.
Budget Impact:
1010.170.1710-5416.00 General Fund
Account Number Fund
Project Number Project Title
Budgeted Item? Yes Current Budget $ 419,245.00
Funds Obligated $ 87,197.02
Current Balance $ 332,047.98
Does item have a cost? Yes Item Cost $ (33,239.00)
Budget Adjustment Attached? NA Budget Adjustment
Remaining Budget $ 365,286.98
V20140710
Previous Ordinance or Resolution # 145-15
Original Contract Number: Approval Date:
Comments:
CITY OF
FAYETTEVILLE
ARKANSAS
TO: Mayor Jordan
THRU: Don Marr, Chief of Staff
FROM: Keith Macedo, Information Technology Director
DATE: March 13, 2018
STAFF MEMO
SUBJECT: Staff recommends authorizing the attached discontinuance of maintenance for
Tyler Technologies Inc. Community Development related modules, within the
Enterprise Resource Planning (ERP) system agreement approved by City
Council on August 18, 2015.
RECOMMENDATION:
Staff recommends authorizing the attached discontinuance of maintenance for Tyler
Technologies Inc. Community Development related modules, within the Enterprise
Resource Planning (ERP) system agreement approved by City Council on August 18, 2015.
BACKGROUND:
City Council approved an agreement on August 18, 2015 for the purchase and implementation
of New World Systems Enterprise Resources Planning (ERP) system to provide financial,
human resources/payroll, utility management, and community development software and
related professional services. The City has successfully implemented the financial, human
resources/payroll, and utility management modules. In October of 2015 Tyler Technologies
Inc. purchased New World Systems Inc. and to date have continued to implement and support
all modules the City purchased.
DISCUSSION:
Staff has continually monitored the development services software market since 2015,
including New World Systems Community Development module that was part of the ERP
agreement. Staff compared the Community 'Development module to Tyler Technologies
EnerGov development services related module and other software applications to compare
functionality and features. Staff determined that the New World Community Development
module does not meet the level of functionality and features that other software applications
offer. Due to this we are recommended that we discontinue software maintenance for the
Community Development Module. Staff is in the process of reviewing development services
software and will bring a recommendation to the Mayor and City Council in April.
BUDGET/STAFF IMPACT:
Discontinuing the Community Development module maintenance which will reduce the annual
ERP software maintenance amount by $33,239.00.
Attachments:
Staff review form, Staff review memo, Discontinuance of Maintenance document
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
•
'•'''• t yler
.,.•
• tec~Ini�logies
Discontinuance of Maintenance
Acknowledgement Document
Client requests NOT to participate in Annual Software Maintenance on the following applications:
1. Business Licensing - $2,337.00
2. Code Enforcement - $2,377.00
3. Community Development Analytics - $2,038.00
4. Dashboards for Community Development - $2,547.00
5. eLicense - $1,698.00
6. ePermits - $1,698.00
7. eRequest - $1,698.00
8. GIS Integration Community Development - $4,754.00
9. IVR interface for Permits and Inspections - $1,528.00
10. Mobile Inspections - $3,396.00
11. Municipal Inspections - $3,056.00
12. Permits - $3,056.00
13. Request for Services Tracking - $3,056.00
Remember Tyler applications are tightly integrated. All applications on the same technology platform are required to be on the same version.
Client requests NOT to participate in Annual Software Maintenance. If you decide you want maintenance on a product that has been cancelled, then
you pay the lower of the following to get back on the maintenance plan: The maintenance fees that would have been charged had you not cancelled
or the license fees to repurchase the application.
Support Terms for CLIENTs Not Participating in the Annual Software Maintenance Agreement. If CLIENT elects not to
participate in the COMPANY Annual Software Maintenance Agreement but wishes to pay for application upgrades and releases, CLIENT
shall receive support on a Time and Materials basis:
a. CLIENTS not on Software Support Maintenance will receive the lowest priority for Software Support.
b. CLIENTs not on Software Support Maintenance will be charged $250 per hour with a one-hour minimum for all software
support calls
Maintenance on dropped module(s) will be removed from the next annual billing.
Tyler is dedicated to providing superior customer service to all our Clients and Stakeholders. In order to assist us to improve
our processes we ask that you provide a.reason for your discontinuance by selecting one of the following:
❑ Don't use
❑ Dissatisfied with product
❑ Dissatisfied with service
❑ Our decision is related to cost
❑ Other:
Date
COF-IT-Discontinuance of maintenance for Tyler Technologies Inc. Integrated Credit Card Processing
module, within the New World Systems Enterprise Resource Planning {ERP}
Keith Macedo
City of Fayetteville Staff Review Form
f
legistar File ID
M
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
10/12%2018
INFORMATION TECHNOLOGY (170)
Submitted By Submitted Date Division Department
Action Recommendation:
Staff recommends authorizing the attached discontinuance of maintenance for Tyler Technologies Inc.
Integrated Credit Card Processing module, within the New World Systems Enterprise Resource Planning (ERP)
system agreement approved by City Council on August 18, 2015.
Account Number
Project Number
Budgeted Item? Yes
Does item have a cost? No
Budget Impact:
Current Budget
Funds Obligated
Current Balance
Item Cost
9
Project Title
R.
419,245.00
$ 354,894.33
$ 64,350,67
$ (1,440.00)
Budget Adjustment Attached? NA Budget Adjustment
Remaining Budget-- 650,790.67
V20180321
Purchase Order Number: Previous Ordinance or Resolution # 145-15
Change Order Number: Approval Date:
Original Contract Number:
Comments:
CITY OF
FAYETTEVILLE
ARKANSAS
TO: Mayor Jordan
THRU: Don Marr, Chief of Staff
FROM: Keith Macedo, Information Technology Director
DATE: October 12, 2018
STAFF MEMO
SUBJECT: Staff recommends authorizing the attached discontinuance of maintenance for
Tyler Technologies Inc. Integrated Credit Card Processing module, within the
New World Systems Enterprise Resource Planning (ERP) system agreement
approved by City Council on August 18, 2015.
RECOMMENDATION:
Staff recommends authorizing the attached discontinuance of maintenance for Tyler
Technologies Inc. Integrated Credit Card Processing module, within the New World Systems
Enterprise Resource Planning (ERP) system agreement approved by City Council on August
18, 2015.
BACKGROUND: -
City Council approved an agreement on August 18, 2015 for the purchase and implementation
of New World Systems Enterprise Resources Planning (ERP) system to provide financial,
human resources/payroll, utility management software and related professional services. The
City has successfully implemented the financial, human resources/payroll, and utility
management modules.
DISCUSSION:
The City purchased New World's Integrated Credit Card Processing (ICCP) module as part of
the financial and utility modules. ICCP is an option that allows third party credit card processor
to be directly integrated to allow credit cards to be processed through New World Software. The
City has not implemented this feature due to the complexity and availability of time to implement
this optional module. The City recently purchased Tyler's Cashiering module that will replace
the functionality that ICCP provides. Due to this staff recommends discontinuing the annual
maintenance for ICCP, as documented in the attached Discontinuance of Maintenance
document.
BUDGET/STAFF IMPACT:
Discontinuing maintenance related to the Integrated Credit Card Processing module will reduce
the annual Tyler New World ERP software maintenance amount by $1,440.00.
Attachments:
Staff review form, Staff review memo, Discontinuance of Maintenance document
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
•
.e. tyler
technologies
Acknowledgement Document
Client requests NOT to participate in Annual Software Maintenance on the following applications:
Integrated Credit Card Processing
Remember Tyler applications are tightly integrated. All applications on the same technology platform are required to be on the same version.
Client requests NOT to participate in Annual Software Maintenance. If you decide you want maintenance on a product that has been cancelled, then
you pay the lower of the following to get back on the maintenance plan: The maintenance fees that would have been charged had you not cancelled
or the license fees to repurchase the application.
Support Terms for CLIENTS Not Participating in the Annual Software Maintenance Agreement. If CLIENT elects not to
participate in the COMPANY Annual Software Maintenance Agreement but ~wishes to pay for application upgrades and releases, CLIENT
shall receive support on a Time and Materials basis:
a. CLIENTS not on Software Support Maintenance will receive the lowest priority for Software Support.
b. CLIENTS not on Software Support Maintenance will be charged $250 per hour with a one-hour minimum for all software
support calks
Maintenance on dropped module(s) will be removed from the next annual billing.
Tyler is dedicated to providing superior customer service to all our Clients and Stakeholders. In order to assist us to improve
our processes we ask that you provide a reason for your discontinuance by selecting one of the following:
❑ don't use
❑ Dissatisfied with product
❑ Dissatisfied with service
❑ Our decision is related to cost
❑ Other:
City of
Lioneld j ri-Mayor
Printed Name & Title
Date
Please return this form via email to: chuck .twigg{a.,tylertech.com or by Fax: 248 434-3134
Public Safety CAD/RMS agreement
Keith Macedo
Submitted By
City of Fayetteville Staff Review Form
2021-0827
Legistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
10/15/2021 INFORMATION TECHNOLOGY (170)
Submitted Date Division / Department
Action Recommendation:
Staff recommends approving the attached quote, related to the Tyler Technologies Inc. Public Safety CAD/RMS
agreement, to migrate the Police Departments Aegis Justice Link server to a new server.
Budget Impact:
1010.200.2900-5315.00
Account Number
Project Number
Budgeted Item? Yes Current Budget
Funds Obligated
Current Balance
Does item have a cost? Yes Item Cost
Budget Adjustment Attached? No Budget Adjustment
Remaining Budget
General
Fund
Project Title
$ 132,000.00
$ 11,672.79
$ 435.00
$ 119,892.21
V20210527
Purchase Order Number: Previous Ordinance or Resolution # 146-15
Change Order Number:
Original Contract Number:
Comments:
Approval Date:
10/18/21
CITY OF
. FAYETTEVILLE
ARKANSAS
TO: Mayor Lioneld Jordan
THRU: Susan Norton, Chief of Staff
FROM: Keith Macedo, Information Technology Director
DATE: October 14, 2021
STAFF MEMO
SUBJECT: Staff recommends approving the attached quote, related to the Tyler
Technologies Inc. Public Safety CAD/RMS agreement, to migrate the Police
Departments Justice Link server to a new server.
RECOMMENDATION:
Staff recommends approving the attached quote, related to the Tyler Technologies Inc. Public
Safety CAD/RMS agreement, to migrate the Police Departments Aegis Justice Link server to a
new server.
BACKGROUND:
The Police department maintains a data sharing agreement with the City of Bentonville and City
of Rogers Police Departments that allows for sharing of specific information between cities.
Fayetteville, Rogers, and Bentonville all utilize the same vendor for CAD/RMS which allows
information sharing through a Tyler product called Aegis Justice Link.
DISCUSSION:
Justice Link runs on a standalone server that needs to be upgraded to a new server and
operating system due to the current operating system is nearing end of support. The attached
quote is to approve Tyler technical services team to perform the Aegis Justice Link server
upgrade and ensure the Bentonville and Rogers connections are operational.
BUDGET/STAFF IMPACT:
The cost for Tyler's technical services team to upgrade Aegis Justice Link server is a one-time
cost of $435.00 that will be funded from the Police Department operations budget.
Attachments:
Staff Review Form, Staff Review Memo, Tyler Quote
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
.
• t Y er
• technologies
INVESTMENT SUMMARY
Tyler Software
Services
Third -Party Products
Travel
Total One -Time Cost
Annual Recurring Fees/SaaS
Tyler Software Maintenance
2021-279445-Y2W4C0
$0
$ 435
$0
$0
$ 435
$0
$0
• i00 Quoted By: Dawn Brown
•• •ii Quote Expiration: 4/6/22
tyler Quote Name: Aegis Justice Link on New Server
• �('hnologies
Sales Quotation For:
Fayetteville Police Department
100 W Rock St
Fayetteville AR 72701-6057
Phone: +1 (479) 587-3581
Services
Aegis Justice Link on New Server 1 $ 435
TOTAL
Summary
One Time Fees
Recurring Fees
Total Tyler Software
$ 0
$ 0
Total Annual
$ 0
$ 0
Total Tyler Services
$ 435
$ 0
Total Third -Party Hardware, Software, Services
$ 0
$ 0
Summary Total
$ 435
$ 0
2021-279445-Y2W4C0
$0 $435 $0
$ 435 $ 0
Page 1
Contract Total
Unless otherwise indicated in
For six (6) months from them
Customer Approval:
Print Name: Li
$ 435
conf ract�r amendment thereto, pricing for optional items will be held
datjgf he Effectiy� Date of the Contract, whichever is later.
C
Date:
P.O.#:
10/18/21
The Software, Maintenance, Services and Third -Party Products, as applicable, that are itemized above, are hereby added to your existing agreement with
Tyler. Fees for Software, if applicable, will be invoiced to you in full upon receipt of your signed quote. Unless otherwise stated in the Assumptions,
associated maintenance and support fees, and thereafter in a lump sum amount together with your then -current maintenance and support fees for
previously licensed software. Fees for Services. Third -Party Products and/or travel, as applicable, will be invoiced as rendered or delivered. The terms and
conditions of your agreement will otherwise control.
Assumptions
Personal Computers must meet the minimum hardware requirements for New World products. Microsoft Windows 7 64-bit with Extended Security
Updates and Windows 10 64-bit is required for all client machines. Windows Server 2012/2012 R2/2016/2019 and SQL Server 2012 SP4/2014
SP2/2016 SP2/2017/2019 are required for the Application and Database Server(s).
New World product requires Microsoft Windows Server 2012/2012 R2/2016/2019 and SQL Server 2012 SP4/2014 SP2/2016 SP2/2017/2019, including
required User or Device Client Access Licenses (CALs) for applicable Microsoft products. Servers must meet minimum hardware requirements
provided by Tyler. The supported Microsoft operating system and SQL versions are specific to Tyler's release versions.
New World product requires Microsoft Excel or Windows Search 4.0 for document searching functionality; Microsoft Word is required on the
application server for report formatting.
Tyler recommends a 100 Mbps/1 Gbps Ethernet network for the local area network. Wide area network requirements vary based on system
configuration, Tyler will provide further consultation for this environment.
Does not include servers, workstations, or any required third -party hardware or software unless specified in this Investment Summary. Client is
responsible for any third -party support.
2021-279445-Y2W4C0 Page 2
Licensed Software, and third -party software embedded therein, if any, will be delivered in a machine readable form to Client via an agreed upon
network connection. Any taxes or fees imposed are the responsibility of the purchaser and will be remitted when imposed.
Tyler's GIS implementation services are to assist the Client in preparing the required GIS data for use with the Licensed New World Software.
Depending upon the Licensed Software the Client at a minimum will be required to provide an accurate street centerline layer and the appropriate
polygon layers needed for Unit Recommendations and Run Cards in an industry standard Esri file format (Personal Geodatabase, File Geodatabase,
Shape Files). Client is responsible for having clearly defined boundaries for Police Beats, EMS Districts and Fire Quadrants. If necessary Tyler will assist
Client in creating the necessary polygon layers (Police Beats, EMS Districts and Fire Quadrants) for Unit Recommendations and Run Cards. Tyler is not
responsible for the accuracy of or any ongoing maintenance of the GIS data used within the Licensed New World Software.
Client is responsible for any ongoing annual maintenance on third -party products, and is advised to contact the third -party vendor to ensure
understanding of and compliance with all maintenance requirements.
All Tyler Clients are required to use Esri's ArcGIS Suite to maintain GIS data. All maintenance, training and ongoing support of this product will be
contracted with and conducted by Esri. Maintenance for Esri's ArcGIS suite of products that are used for maintaining Client's GIS data will be
contracted by Client separately with Esri.
When Custom interface is included, Custom interface will be operational with existing third -party software. Any subsequent changes to third -party
applications may require additional services.
When State/NCIC is included, Client is responsible for obtaining the necessary State approval and any non -Tyler hardware and software. Includes
state -specific standard forms developed by Tyler. Additional forms can be provided for an additional fee.
2021-279445-Y2W4C0 Page 3
A Comprehensive Public Safety Software Solution
Computer Aided Dispatch
CAD Mapping
Dispatch Questionnaire
Rip-N-Run Printing
Service Vehicle Rotation
E-911
ePCR
Call Entry
Fire Equipment Search
Run Cards/Response Plans
Unit Management
NG911
Fire Records
Call Control Panel
GIS/Geo-File Verification
Rapid SOS
Web CAD Monitor
CAD NCIC
Out -of -Band AVL
Unit Recommendations
Hazard and Location Alerts
Pictometry
Telestaff
Unit Status/Control Panel
Hazmat Search
Additional Modules
Available Interfaces
ASAP
PulsePoint
Call Stacking
Hydrant Inventory
BOLOS
Alarm
Pre -Arrival Questionnaire
Twitter
CAD Messaging
Note Pads
CAD Auto Routing
CAD to CAD
Encoder
PEMA Knowledge Center
Call Scheduling
Proximity Dispatch
CAD AVL
CAD Paging
CAD CFS Export
Law Enforcement Records Management
Arrests
Impounded Vehicles
Training
Crash
Scheduling
Citizen Reporting
Buildings
Incidents
Wants and Warrant
Stop Data
Tyler Content Manager
COPLINK
Businesses
Investigations
Equipment and Inventory
Use of Force
Accurint Crime Analysis
Case Management
Order of Protection
Additional Modules
Gangs
Vehicle Tracking
LINK
Case Processing
Personnel
Alarms
Hazardous Materials
Evidence
Citations
Property and Evidence
Animal Licensing
Multi -Server Search
Available Interfaces
SECTOR
Dynamic Reporting
Records Request
Bicycle Registration
Narcotics
Livescan
MiDEx
Field Interviews
Registered Offenders
Bookings
Pawn Shops
Ticket Writer
LACRIS
IBR/Clery Reporting
Standard Reporting
Briefing Notes
Permits
NCIC
Fire Records Management
Activity Reporting/
Hazardous Materials
Pre -Plans
Additional Modules
Fire Permits
Scheduling
Hydrant Inventory
Station Activity Log
NFIRS Reporting
Inventory
Investigations
Incident Tracking
BLS/ALS
Data Analysis/Mapping
LOSAP Tracking
Business Registry
Personnel/Education
Equipment Tracking
Vehicle Tracking
Corrections Management
Bookings
Inmate Scheduling/
Corrections Officer Log
Additional Modules
Officer Activity Reporting
Available Interfaces
D/L Swipe for Visitors
Tracking
Financial Management
Inmate Tracking Bar
Officer Equipment Tracking
Livescan
Incident Tracking
Inmate Contact
Jacket Processing
Coding
Grievance Tracking
Booking Export
Inmate Property Tracking
Inmate Programs
Business Registry
Property Room
Mugshots
Northpointe
Inmate Classification
Inmate Activity Log
Personnel/Education
Commissary Accounting
Web Inmate Inquiry
VINE
Inmate Housing
Trustee
State Reporting
Data Analysis/Mapping
CorEMR
Mass Move
Case Management
Mobile Computing
Dispatch/Messaging/
DL Swipe Mugshot
In -Car Routing
LE Field Reporting
Ticket Writer
State/NCIC
Download
Stop Data
LE Accident Field Reporting
Fire Dispatch/Messaging
In -Car Mapping/AVL
Use of Force
Field Investigations
Mobility Software
ShieldForce LE Dispatch CrewForce Fire Dispatch
Analytics
Data Marts
Dashboard
SceneCollect
Law Enforcement Analytics
Keith Macedo
Submitted By
Tyler Technologies Inc. Enterprise
Resource Planning (ERP) System
Agreement
City of Fayetteville Staff Review Form
2022-0379
Legistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
4/22/2022 INFORMATION TECHNOLOGY (170)
Submitted Date Division / Department
Action Recommendation:
Staff recommends authorizing the attached request for service (RFS), related to the Tyler Technologies Inc.
Enterprise Resource Planning (ERP) system agreement, to develop script for extra bag charges.
5500.750.5080-5816.00
Account Number
19004.1
Project Number
Budget Impact:
Recycling and Trash
Fund
Route Optimization & RFID System
Budgeted Item? Yes Current Budget
Funds Obligated
Current Balance
Does item have a cost? Yes Item Cost
Budget Adjustment Attached? No Budget Adjustment
Remaining Budget
Project Title
$
95,001.00
$
61,436.00
$
33,565.00
$
2,450.00
31,115.00
V20210527
Purchase Order Number: Previous Ordinance or Resolution # RES 145-15
Change Order Number:
Original Contract Number:
Comments:
Approval Date:
4-25-22
CITY OF
FAYETTEVILLE
ARKANSAS
TO: Mayor Jordan
THRU: Susan Norton, Chief of Staff
FROM: Keith Macedo, Information Technology Director
STAFF MEMO
DATE: April 21, 2022
SUBJECT: Staff recommends authorizing the attached request for service (RFS), related to
the Tyler Technologies Inc. Enterprise Resource Planning (ERP) system
agreement, to develop script for extra bag charges.
RECOMMENDATION:
Staff recommends authorizing the attached request for service (RFS), related to the Tyler
Technologies Inc. Enterprise Resource Planning (ERP) system agreement, to develop script for
extra bag charges.
BACKGROUND:
City Council approved an agreement on August 18, 2015 for the purchase and implementation
of Tyler New World's Public Safety software for Police, Fire, and Central Dispatch. The new
software went live in February 2017 and has been upgraded several times to keep up with Tyler
software updates.
DISCUSSION:
City staff are implementing a new Recycling and Trash software called Routeware to help with
routing of trucks and the management of daily work. The software has the ability to track extra
bag information that can be sent to Tyler New World ERP's utility management module for
billing. The attached request for service approves Tyler staff to develop a script that will intake
Routeware extra bag data, track annual extra bag charges, and add extra bag charged to a
customer's bill if they have exceeded the annual allotment of 4 extra bags. Staff is currently
working with Routeware to develop a custom export of the extra bag information into a format
that Tyler ERP can import.
BUDGET/STAFF IMPACT:
The attached document requires a signature to approve the script development in the amount of
$2,450. This is a one-time expense budgeted within the Recycling and Trash Route
Optimization and RFID System CIP project and will not affect future Tyler software maintenance
costs. There may be future minor expenses related to updating the script due to future Tyler
ERP upgrades that may affect the function of the script. Staff anticipates the updating this script
if needed to be a small percentage of the $2,450 initial script development cost.
Attachments: Staff review form, Staff review memo, Tyler request for server
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
•
'•::�. new WofCRFS Authorization Form
a tler erp solution
Please return this completed Request For Service form with authorized signature to Tyler Technologies. You may fax or email
the form to your Tyler Technologies Contact or Relationship Manager. Unless otherwise specified, this project will be scheduled
on the first available date following receipt of a signed copy of this form.
Case Number 9328278
CLIENT ••
Name City of Fayetteville, AR
Address 113 W Mountain St
Fayetteville, AR 72701-6083
Phone (479)575-8320
Name Title/ Role
Keith Macedo IT Director
RFS Date 04/15/2022
Department Conversions
Project Cost $2,450.00
Invoiced Upon Delivery $2,450.00
Total Amount to be Invoiced $2,450.00
Phone Email
(479) 575-8320 kmacedo@fayetteville-ar.gov
DESCRIPTIONSERVICE
A custom SQL Script that will add a specific device type and rate to utility accounts
1.) Accounts to be affected will be pulled from a txt/csv file with a list of full utility account numbers, to be provided by the City of Fayetteville.
2.) Each utility account will have will have one XBAG non -metered device added to the SOLID WASTE service.
3.) Depending on the account class of the utility account, the follow rates will be added to the XBAG device.
o FARM account class = XBAGFARM rate
o FAYE account class = XBAGFAYE rate
o GREE account class = XBAGGREEN rate
o JOHN account class = XBAG30HN rate
o WAS account class = XBAGWASH rate
4.) The start date for the XBAG non -metered device and rate will be:
o Unbilled Accounts = Move -In date of UM account.
o Billed Accounts = Date of last non -metered read + 1 day.
5.) Any accounts that meet the following criteria will not be updated by the script.
o There is already an XBAG service or rate attached to the account.
o The account is not one of the five account classes referenced in item #3
o There is no active SOLID WASTE service currently set up on the account.
o Account has an active 32GalCart, 64GalCart or 96GalCart device.
o The account status is currently in "Active" or "Move -In".
o The account number provided does not exist in the New World database.
6.) The utility accounts skipped will be returned in the SQL script with their respective reason in item #5 above.
7.) The script will cancel itself if:
o All five of the new rate types are not set up.
o The new XBAG device type is not set up.
o The import file cannot be parsed (bad formatting).
o The import file cannot be found.
Client responsibilities once the script is received:
• Restore a copy of the live database to the test environment
• Run the script against the new test database
• Thoroughly test the new data to ensure all critical business processes function as expected
• Once everything has been confirmed, run the script against the live database
Tyler Technologies provides
includes programming, gdaA
Required upgrades to thrlc'C
changes in client requir j g
Authorized Signature
Name (Printed)
and mainte nce on this project for 30 days after initial delivery. The cost for this project
electro ' d livery, and set up assistance. This project is considered custom software.
r
asr ult of yler Technologies release changes, third party vendor changes, or
t to a ti Is valid for 30 days from the date of the RFS.
Date 4-25-22
Lioneld Jordan
Title Mayor
Tyler Technologies Inc.
Enterprise Resource Planning
Keith Macedo
Submitted By
City of Fayetteville Staff Review Form
2022-0439
Legistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
5/12/2022 INFORMATION TECHNOLOGY (170)
Submitted Date Division / Department
Action Recommendation:
Staff recommends authorizing the attached request for service (RFS), related to the Tyler Technologies Inc.
Enterprise Resource Planning (ERP) system agreement, to develop custom SQL Server Reporting Services (SSRS)
reports for extra bag management to support RTC's new Routeware software.
Budget Impact:
5500.750.5080-5816.00 Recycling and Trash
Account Number
19004.1
Project Number
Fund
Route Optimization & RFID System
Budgeted Item? Yes Current Budget
Funds Obligated
Current Balance
Does item have a cost? Yes Item Cost
Budget Adjustment Attached? No Budget Adjustment
Remaining Budget
Purchase Order Number:
Change Order Number:
Original Contract Number:
Comments:
Project Title
$
95,001.00
$
63,886.00
$ 31,115.00
$
4,725.00
$
26,390.00
V20210527
Previous Ordinance or Resolution # RES 145-15
Approval Date:
5-17-22
CITY OF
FAYETTEVILLE
ARKANSAS
TO: Mayor Jordan
THRU: Susan Norton, Chief of Staff
STAFF MEMO
FROM: Keith Macedo, Information Technology Director
DATE: May 12, 2022
SUBJECT: Staff recommends authorizing the attached request for service (RFS), related to
the Tyler Technologies Inc. Enterprise Resource Planning (ERP) system
agreement, to develop custom SQL Server Reporting Services (SSRS) reports
for extra bag management to support RTC's new Routeware software.
RECOMMENDATION:
Staff recommends authorizing the attached request for service (RFS), related to the Tyler
Technologies Inc. Enterprise Resource Planning (ERP) system agreement, to develop custom
SQL Server Reporting Services (SSRS) reports for extra bag management to support RTC's
new Routeware software.
BACKGROUND:
City Council approved an agreement on August 18, 2015 for the purchase and implementation
of Tyler New World's Public Safety software for Police, Fire, and Central Dispatch. The new
software went live in February 2017 and has been upgraded several times to keep up with Tyler
software updates.
DISCUSSION:
City staff are implementing a new Recycling and Trash software called Routeware to help with
routing of trucks and the management of daily work. The software has the ability to track extra
bag information that can be sent to Tyler New World ERP's utility management module for
billing. The attached request for service approves Tyler staff to develop custom SSRS reports to
assist with the tracking and management of extra bag charges. Staff is currently working with
Routeware to develop a custom export of the extra bag information into a format that Tyler ERP
can import.
BUDGET/STAFF IMPACT:
The attached document requires a signature to approve the script development in the amount of
$4,725.00. This is a one-time expense budgeted within the Recycling and Trash Route
Optimization and RFID System CIP project and will not affect future Tyler software maintenance
costs. There may be future minor expenses related to updating the script due to future Tyler
ERP upgrades that may affect the function of the script. Staff anticipates the updating this script
if needed to be a small percentage of the $4,725.00 initial SSRS report development cost.
Attachments: Staff review form, Staff review memo, Tyler request for server
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
••:•, new world
�• , t y i e r er 1 . ii
RFS Authorization Form
Please return this completed Request For Service form with authorized signature to Tyler Technologies. You may fax or email
the form to your Tyler Technologies Contact or Relationship Manager. Unless otherwise specified, this project will be scheduled
on the first a vallable date following receipt of a signed copy of this form.
Case Number 9294270
CLIENT ••
Name City of Fayetteville, AR
Address 113 W Mountain St
Fayetteville, AR 72701-6083
Phone (479) 575-8320
Name Title/Role
Keith Macedo IT Director
A custom SSRS report that updates non -metered default usage amounts
RFS Date 05/12/2022
Department Interfaces
Project Cost $4,725.00
Invoiced Upon Delivery $4,725.00
Total Amount to be Invoiced $4,725.00
Phone Email
(479) 575-8320 kmacedo@fayetteville-ar.gov
• Parameters:
o CSV Path
o Update Flag
• The report updater will use the following logic to update the UDF and default usage of the non -metered units for trash penalties:
o The UDF value on the utility account will be updated by subtracting the bag penalty value in the CSV from the current UDF value. This UDF value will not be
updated to a negative number.
o Once the UDF value minus the penalty count coming in goes below zero, the default usage for the non -metered will be updated to reflect that amount.
* Example — Customer A has UDF value of 1 and they go over their trash bag limit by 3. The new UDF value is updated to 0 and the default usage is
updated to 2 so the person will pay for the 2 bags they went over the limit by.
o Any accounts that are not included in the CSV and have this specific non -metered type set up in the account, will have their default usages set to zero.
* Example - Next month, Customer A is not included in the CSV or the penalty count is 0. The report updater will set their default usage from 2 (from the
previous month) to 0.
o Any accounts that are in this CSV file that have 0 for the penalty value, will have their default usage set to zero so that they will not be charged.
* Example - Next month, Customer A is included in the CSV and the penalty count is 0. The report updater will set their default usage from 2 (from the
previous month) to 0.
• If the parameter update flag is set to "Yes", then the UDFs and default usages will be updated. If the update flag is set to "No", then only a preview of the
changes be displayed and nothing will be updated.
• The report will not execute if:
o CSV file is ill -formatted or cannot be found.
o The CSV contains a bad account number that cannot be found.
o An account number is included that doesn't have this specific non -metered type or rate.
o An account number that doesn't have a UDF value set up for trash bag allowance.
• The report updater will keep record of the default usages and UDF values changed in an audit table. (Account, Old UDF Value, New UDF Value, Old Default
Usage, New Default Usage, Changed Date, Changed User)
• Report Columns:
o Utility Account Number
o Trash Bag UDF value before.
o Trash Bag UDF value after.
o Default Usage before.
o Default Usage after.
General Requirements/Assumptions:
1. Review of required features with Client.
2. Programming and programming test.
3. Interface installation services as required.
New World ERP Responsibilities:
1. New World ERP shall provide interface installation services. These services do not include hardware and/or third party product costs which shall be the Client's
responsibility, if required.
2. Whenever possible, these services will be done remotely, resulting in saving in travel expenses and time. If on -site installation and training is required, the
Client will be responsible for the actual travel expenses and time.
Client Responsibilities:
1. Client agrees to cooperate in not making modifications and enhancements too extensive.
2. All Client requested changes after RFS sign -off must be documented by Client and authorized in writing including potential costs, if any. Additional changes
will most likely delay the schedule and may increase the cost.
Tyler Technologies provides warranty and maintenance on this project for 30 days after initial delivery. The cost for this project
Includes programming, quality testin ,electronic de ' ery, and setup assistance. This project is considered custom software.
Required upgrades to the custom ftware as a &stilt o yler Technologies release changes, third party vendor changes, or
changes In client requirements a su¢lect to,Q q'ltional f s. Paling is valid for 30 days from the date of the RFS.
Authorized Signature
Name (Printed) ioneld Jord
Date 5-17-22
Title Mayor
Tyler Technologies Inc,ACFR Builder Maintenance Discontinuance
City of Fayetteville Staff Review Form
2023-1217
Item ID ARCHIVED
N/A
City Council Meeting Date-Agenda Item Only
N/A for Non-Agenda Item
Keith Macedo 12/12/2023 INFORMATION TECHNOLOGY(170)
Submitted By Submitted Date Division/Department
Action Recommendation:
Staff recommends authorizing the attached discontinuance of maintenance for Tyler Technologies Inc. ACFR Builder
module, within the New World Systems Enterprise Resource Planning (ERP) system agreement approved by City
Council on August 18, 2015.
Budget Impact:
1010-170-1710-5416.00 General Fund
Account Number Fund
Project Number Project Title
Budgeted Item? Yes Total Amended Budget $ 475,050.00
Expenses (Actual+Encum) $ 454,752.95
Available Budget 20,297.05
Does item have a direct cost? No Item Cost $Is a Budget Adjustment attached? No Budget Adjustment $ -
Remaining Budget 20,297.05
V20221130
Purchase Order Number: Previous Ordinance or Resolution# Res 145-15,33-21
Change Order Number: Approval Date: 12/13/2023
Original Contract Number:
Comments:
CITY OF
FAYETTEVILLE STAFF MEMO
ARKANSAS
TO: Mayor Jordan
THRU: Susan Norton. Chief of Staff
FROM: Keith Macedo. Information Technology Director
DATE: December 12. 2023
SUBJECT: Staff recommends authorizing the attached discontinuance of maintenance for
Tyler Technologies Inc. ACFR Builder module, within the New World Systems
Enterprise Resource Planning (ERP) system agreement approved by City
Council on August 18, 2015.
RECOMMENDATION:
Staff recommends authorizing the attached discontinuance of maintenance for Tyler
Technologies Inc. ACFR Builder module, within the New World Systems Enterprise Resource
Planning (ERP) system agreement approved by City Council on August 18. 2015.
BACKGROUND:
City Council approved an agreement on August 18, 2015, for the purchase and implementation
of New World Systems Enterprise Resources Planning (ERP) system to provide financial,
human resources/payroll, utility management software and related professional services. The
City has successfully implemented the financial, human resources/payroll, and utility
management modules.
DISCUSSION:
The City purchased New World's ACFR Builder module in 2016 to assist with pulling together
the City's Comprehensive Annual Financial Report (CAFR). New World's ACFR Builder was
designed to assist staff in pulling the appropriate reports and data required to compile the
annual CAFR to reduce time and develop a repeatable process. Accounting staff recently
reviewed a CAFR system from the City's external auditing firm Forvis and found the new system
to fill accountings requirements better than Tyler New World ACFR Builder. IT and Accounting
performed a thorough review of Forvis ACFR product and made the decision to purchase the
product from Forvis in the amount of$10,000 for implementation and $3,000 for annual
maintenance. The attached document will remove Tyler New World ACFR Builder from the
City's annual Tyler New World ERP annual maintenance.
BUDGET/STAFF IMPACT:
Discontinuing maintenance related to Tyler New World ACFR Builder module will reduce the
annual Tyler New World ERP software maintenance amount by $4,048.97.
Attachments: Staff review form, Staff review memo, Tyler Discontinuance of Maintenance
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
•
••••••• tyler
November 15,2023 •
Discontinuance of Maintenance on Licensed Software Empowering people who serve the public'
Acknowledgement Document- FAYETTEVILLE,AR CITY OF 49937
Client requests NOT to receive support and maintenance services,as defined in its License and Services
Agreement with Tyler.on the following applications(the"Cancelled Applications"):
• Effective I2/31/23
• Support& Update Licensing-ACFR Builder
By discontinuing maintenance on the Cancelled Applications,Client understands that it is losing the
rights and benefits,and accepting the consequences. summarized below:
• The Maintenance and Support Agreement set forth in Client's contract with Tyler will no longer apply to
the Cancelled Applications;
• Client will only receive maintenance and support on a time and materials basis,at Tyler's then-current rates
or such other rates as Tyler deems necessary to account for Client's lack of ongoing training on the
Cancelled Applications,with all of those services being charged at a two(2)hour minimum for every
support call Client makes;
• Client will receive the lowest priority under the applicable Support Call process;and
• Client will be required to purchase new releases of the Cancelled Applications, including fixes,
enhancements,patches;and platform upgrades.
If Client decides to reinstate maintenance on a Cancelled Application,then Client will be required
to(a)pay all past due maintenance and support fees,including all fees for the periods during which
services were suspended; or(b) re-license the Cancelled Application at Tyler's then-current
software fees for that application or its functional equivalent.
Tyler is dedicated to providing superior customer service to all our clients. In order to improve our
processes,we ask that you provide a reason for your discontinuance of maintenance and support on
the Cancelled Applications by selecting one of the following:
Don't use
X Dissatisfied with product
_Dissatisfied with service
Our decision is related to cost
Other:
City,f Fayette •Ile AR
, 4L _
Authorize• i ature
Mayor L one a Jordan
Printed Name& Title
12/13/2023
Date