THIS IS NOT AN INVOICE Order Form
Prepared for
Emeryville, CA
Order #: Q-288576
Prepared: 19 Dec 2023
Granicus Proposal for Emeryville, CA
ORDER DETAILS
Prepared By: Mike Schultz
Phone:
Email: [email protected]
Order #: Q-288576
Prepared On: 19 Dec 2023
Expires On: 31 Jan 2024
Currency: USD
Payment Terms: Net 30 (Payments for subscriptions are due at the beginning of the period of performance.)
Period of Performance: The Agreement will begin on date of signature and will continue through the end of the then current billing term.
The Agreement will begin on date of signature and will continue through the end of the then current billing term, and will continue for an additional 48 months thereafter.
ORDER TERMS
Current Billing Term
End Date: 30 Jun 2024
DocuSign Envelope ID: 29386B99-6BF5-44E1-9BC8-155D4B3C378F Order Form
Emeryville, CA
Order #: Q-288576
Prepared: 19 Dec 2023
PRICING SUMMARY
The pricing and terms within this Proposal are specific to the products and volumes contained within this Proposal.
Terminating Subscriptions
Solution Quantity/Unit Prior Annual Fee
Government Transparency Managed Services
Hardware (GT) 0 Each $3,531.00
Government Transparency Suite 0 Each $7,164.72
Legistar 0 Each $7,575.60
Open Platform Suite 0 Each $0.00
Legistar Add-On - Laserfiche Integration 0 Each $1,284.00 Meeting Efficiency Suite 0 Each $7,164.72
SUBTOTAL: $26,720.04
Upon the signing of this Agreement, annual fees for the terminating subscription(s) shall cease. Any pre-paid fees for the terminating subscription(s) after the signing of this Agreement will be prorated from the signing of this Agreement to the end of the Client's then-current billing term, credited, and such credit applied to the annual fees for new subscriptions.
Client will continue to have access to and use the terminating solution until the new subscription(s) is/are deployed.
Upon the deployment of Client's new solution as determined at Granicus' sole discretion, Granicus shall remove access to the Client's terminating subscription(s).
DocuSign Envelope ID: 29386B99-6BF5-44E1-9BC8-155D4B3C378F Order Form
Emeryville, CA
Order #: Q-288576
Prepared: 19 Dec 2023
One-Time Fees
Solution Billing
Frequency Quantity/Unit One-Time Fee
OneMeeting Laserfiche Integration -
Setup and Configuration Upon Delivery 1 Each $200.00
OneMeeting Meeting Manager -
Configuration and Training Upon Delivery 1 Each $780.00 OneMeeting Data Migration Services Upon Delivery 436 Units $5,450.00 OneMeeting Agenda Automation -
Configuration and Training Upon Delivery 1 Each $1,040.00 OneMeeting Data Migration Services Upon Delivery 1 Units $1,000.00 Granicus Web - Enhanced Package Milestones -
40/30/30 1 Each $18,000.00
GXG Information Architecture Up Front 1 Each $22,500.00 Setup and configuration package:
OpenForms License Up Front 1 Each $0.00
Training: OpenForms Upon Delivery 1 Each $0.00
OpenCities Imperva Security License -
Services Setup and Configuration
Package
Up Front 1 Hours $0.00
SUBTOTAL: $48,970.00
DocuSign Envelope ID: 29386B99-6BF5-44E1-9BC8-155D4B3C378F Order Form
Emeryville, CA
Order #: Q-288576
Prepared: 19 Dec 2023
New Subscription Fees
Solution Billing
Frequency Quantity/Unit Annual Fee
Laserfiche Integration - Tier 1
Annual 1 Each $1,750.00
Meeting Management - Tier 1
Annual 1 Each $4,487.30
Agenda Automation - Tier 1
Annual 1 Each $5,982.29
OpenForms Team License
Annual 1 Each $4,255.01
OpenCities SaaS License
Annual 1 Each $9,999.99
OpenCities Cloud Security License
Annual 1 Each $1,250.00
Government Experience Cloud
Annual 1 Each $0.00
SUBTOTAL: $27,724.59
Please note, annual fees for new subscriptions will be prorated to align to Client's then-current billing term.
Exceptions include Recurring Captioning Services, SMS, and Targeted Messages.Additional volume purchased will cover the period of 29 Sep 2023 - 30 Jun 2024 The additional volume and annual fees will be added to Emeryville, CA's standard subscription and will be included in the next renewal period.
DocuSign Envelope ID: 29386B99-6BF5-44E1-9BC8-155D4B3C378F Order Form
Emeryville, CA
Order #: Q-288576
Prepared: 19 Dec 2023
FUTURE YEAR PRICING
Period of Performance
Solution(s)
Year 2 Year 3 Year 4 Year 5
Laserfiche Integration - Tier 1 $1,872.50 $2,003.58 $2,143.83 $2,293.89 Meeting Management - Tier 1 $4,801.41 $5,137.51 $5,497.13 $5,881.93 Agenda Automation - Tier 1 $6,401.05 $6,849.13 $7,328.57 $7,841.57 OpenForms Team License $4,552.86 $4,871.56 $5,212.57 $5,577.45 OpenCities SaaS License $10,699.99 $11,448.99 $12,250.42 $13,107.95 OpenCities Cloud Security
License $1,337.50 $1,431.13 $1,531.30 $1,638.50
Government Experience Cloud $0.00 $0.00 $0.00 $0.00
SUBTOTAL: $29,665.31 $31,741.90 $33,963.82 $36,341.29
DocuSign Envelope ID: 29386B99-6BF5-44E1-9BC8-155D4B3C378F Order Form
Emeryville, CA
Order #: Q-288576
Prepared: 19 Dec 2023
PRODUCT DESCRIPTIONS
Solution Description
Laserfiche Integration - Tier 1 Laserfiche Integration - Tier 1 OneMeeting Laserfiche
Integration - Setup and
Configuration
Laserfiche Integration - Setup and Configuration ServicesWe will work with you to configure the Laserfiche integration so that you can add OneMeeting documents to Laserfic
Meeting Management - Tier 1 Meeting Management - Tier 1Includes: 2 workflows, 1 post workflow OneMeeting Meeting Manager
- Configuration and Training
Meeting Manager - Analysis, Setup and Configuration ServicesThese services focus on the analysis of your agenda, minutes and miscellaneous output templates; and your live meeting process. They also include the setup and configuration of the templates, motions and votes, public speaking and comment options (if purchased) and live meeting display.
OneMeeting Data Migration
Services
Meeting Data Migration ServicesOur data migration engineers will migrate your historic meeting data. We will migrate meetings, items, item attachments. When items are not available, we will migrate pdfs only.
Agenda Automation - Tier 1 Agenda Automation - Tier 1Includes: 2 workflows, 1 post workflow, 2 forms and up to 4 meeting types
OneMeeting Agenda
Automation - Configuration
and Training
Agenda Automation - Analysis, Setup and Configuration ServicesThese services focus on the analysis of your agenda item approval process and the designing of the forms and workflows to faciliate the submittal and approval of agenda items.
OneMeeting Data Migration
Services
Flat fee for data extraction in the form of a .bak file. Historical meeting data older than 2 years.
DocuSign Envelope ID: 29386B99-6BF5-44E1-9BC8-155D4B3C378F Order Form
Emeryville, CA
Order #: Q-288576
Prepared: 19 Dec 2023
Solution Description
Granicus Web - Enhanced
Package
The Enhanced package provides a citizen-focused website with a robust UX process. This package utilizes standard CMS functionality to create a modular homepage layout. It is recommended for organizations that have a small/medium website implementation team with the capacity to engage in a design process to feature their existing branding using proven design patterns for digital transformation.
This package includes:
• Professional Project Management
o Weekly / bi-weekly communication
• Basic UX Consultation, which may include one (1) or more of the following based on consultation with client:
o One (1) site analytics report based on Google Analytics o One (1) homepage heatmap analytics visualization
o One (1) internal stakeholder survey
o One (1) Community survey export
o One (1) modular homepage wireframe based on
predefined building blocks
o Information Architecture (IA) best practices review
• One (1) Content Rationalization Package (basic)
o Best practices review, one (1) hour session
o Site scrape loaded into AIM framework document
• One (1) Visual Design Package
o One (1) homepage design concept
o Interior page sample
o Mobile version sample
o Up to three (3) rounds of design revisions
• Up to two (2) CX features
o choose from Granicus library
• Development/CMS Implementation
• Content Migration - up to one hundred (100) pages
• QA & Accessibility Report
• Remote Training
o Delivered in three (3) non-consecutive sessions eight (8) hours total
o Up to ten (10) people
DocuSign Envelope ID: 29386B99-6BF5-44E1-9BC8-155D4B3C378F Order Form
Emeryville, CA
Order #: Q-288576
Prepared: 19 Dec 2023
Solution Description
OpenForms Team License OpenForms is a digital forms builder specifically designed for Government.
Government services can be complicated, but the experience for the residents accessing them shouldn’t have to be. OpenForms is perfect for the business of government, with capabilities that will help you convert complex, multi-page forms and processes into simple, step-by-step online forms that adjust based on customers responses.
The Team plan enables powerful form building for up to:
• 5 users, 50 published forms.
Key features include:
• Drag and drop form builder
• Display logic and calculations
• Payments
• Insights dashboard
• Form analytics
• Support team access
• Save responses
• Unlimited responses
• Data connections and API access
• Up to: 10GB file uploads, 1,000 web API calls per hour This package does not include premium features such as workflow, workspaces, form versioning or custom documents. For these features, please consider OpenForms Enterprise.
DocuSign Envelope ID: 29386B99-6BF5-44E1-9BC8-155D4B3C378F Order Form
Emeryville, CA
Order #: Q-288576
Prepared: 19 Dec 2023
Solution Description
OpenCities SaaS License The OpenCities platform allows you to launch modern, easy to use websites that evolve to put the needs of your community at the center.
The SaaS License includes:
• All OpenCities out of the box functionality (excluding optional/premium modules priced separately)
• Platform setup and full project management
• Managed cloud hosting via Microsoft AzureGov
• Ongoing security updates
• Ongoing product updates and enhancements
• WCAG AA Accessibility maintained perpetually
• 99.9% up-time guarantee and 24/7 support for Priority 1 issues (per SLA)
• Comprehensive SLA and Support Ticketing system
See subscription agreement for details.
GXG Information Architecture Updating your website’s Information Architecture (IA) is key to improving the overall user experience. Our IA process involves website data analysis, user research and user testing, and other best-practice methodologies that serve to seamlessly bridge your goals with user needs. This effort will result in a strategic and scalable approach to content priorities, a development of a navigation structure for your new site, and the creation of an actionable implementation strategy for your existing content. Activities include:
• Kickoff: Align on goals, expectations, timelines, and deliverables • Data Audit: We'll review surveys, Google Analytics, and any other piece of data to get a sense of how the website is currently utilized, what the user priorities are, and how the current content is meeting their needs.
• User engagement: Conduct up to one (1) card sort with up to forty (40) external users OR up to one (1) tree test with up to forty (40) external users Deliverable:
• Recommendations & Implementation Report. Includes new Information Architecture map, connecting individual pages to their new categories and location in the site tree Assumptions:
• Covers analysis and IA for sites with up to 2,500 URLs. • Three-month period of performance to be completed within the contract period. • Does NOT include a content audit.
• Does NOT include content creation.
• Client sources external users for testing. • Does NOT include document review.
DocuSign Envelope ID: 29386B99-6BF5-44E1-9BC8-155D4B3C378F Order Form
Emeryville, CA
Order #: Q-288576
Prepared: 19 Dec 2023
Solution Description
OpenCities Cloud Security
License
Deployment of Imperva Security and Content Delivery Network (CDN).
Providing leading caching and security resulting in enhanced protection from malicious attacks.
Once configured, it continuously monitors and blocks attacks. With a global 24/7/365 security operations center, it provides an expertly managed web application firewall, distributed denial of service attack protection and advanced bot detection.
Setup and configuration
package: OpenForms License
Setup and configuration of OpenForms
Training: OpenForms 1.5 hour OpenForms Training session for up to 25 people, delivered online.
OpenCities Imperva Security
License - Services Setup and
Configuration Package
Setup and configuration of OpenCities Imperva Security License Government Experience Cloud Government Experience Cloud is a purpose-built software-as-a-service (SaaS) solution that helps local government transform the resident experience to better connect, engage, and serve constituents by increasing workflow efficiencies and maximizing existing technology investments, such as integrations into traditional back-office enterprise solutions.
DocuSign Envelope ID: 29386B99-6BF5-44E1-9BC8-155D4B3C378F Order Form
Emeryville, CA
Order #: Q-288576
Prepared: 19 Dec 2023
TERMS & CONDITIONS
• This quote, and all products and services delivered hereunder are governed by the terms located at https://granicus.com/legal/licensing, including any product-specific terms included therein (the “License Agreement”). If your organization and Granicus has entered into a separate agreement or is utilizing a contract vehicle for this transaction, the terms of the License Agreement are incorporated into such separate agreement or contract vehicle by reference, with any directly conflicting terms and conditions being resolved in favor of the separate agreement or contract vehicle to the extent applicable. • If submitting a Purchase Order, please include the following language: The pricing, terms and conditions of quote Q-288576 dated 19 Dec 2023 are incorporated into this Purchase Order by reference and shall take precedence over any terms and conditions included in this Purchase Order. • This quote is exclusive of applicable state, local, and federal taxes, which, if any, will be included in the invoice. It is the responsibility of Emeryville, CA to provide applicable exemption certificate(s). • Any lapse in payment may result in suspension of service and will require the payment of a setup fee to reinstate the subscription.
• Upon the effective date, this Agreement shall supersede and replace any previous agreement between the parties for the Terminating and/or Existing Subscriptions listed herein. All such prior agreements between the parties are hereby void and of no force and effect.
• Billing Frequency Notes (Milestones - 40/30/30): An initial payment equal to 40% of the total; a payment equal to 30% of the total upon homepage design approval, and; a payment equal to 30% of the total upon go-live.
• Client will be invoiced for use of any product or service measured or capped by volume or amount of usage that exceeds the permitted amount set forth in this Quote at the same cost or rate set forth herein. • Updates to Shared Short Codes for SMS/Text Messaging:
Granicus will be migrating all clients with SMS/Text Messaging Solutions using a shared short code option to a unique standard toll-free number within the United States (International numbers not supported). Short Codes are recommended for Text-to-Subscribe functionalities, if enabled where available, for an additional fee.
Client must have explicit opt-in for all destinations sent to and adhere to all CTIA guidelines for the duration of its use.
DocuSign Envelope ID: 29386B99-6BF5-44E1-9BC8-155D4B3C378F Order Form
Emeryville, CA
Order #: Q-288576
Prepared: 19 Dec 2023
BILLING INFORMATION
Billing Contact: Purchase Order
Required?
[ ] - No
[ ] - Yes
Billing Address: PO Number:
If PO required
Billing Email: Billing Phone:
If submitting a Purchase Order, please include the following language:
The pricing, terms, and conditions of quote Q-288576 dated 19 Dec 2023 are incorporated into this Purchase Order by reference and shall take precedence over any terms and conditions included in this Purchase Order.
AGREEMENT AND ACCEPTANCE
By signing this document, the undersigned certifies they have authority to enter the agreement. The undersigned also understands the services and terms.
Emeryville, CA
Signature:
\s1\
Name:
\n1\
Title:
\t1\
Date:
\d1\
DocuSign Envelope ID: 29386B99-6BF5-44E1-9BC8-155D4B3C378F Emeryville, CA– Data Migration
Date: Thursday, January 11, 2024
Data Migration Summary & Proposal
Summary
Emeryville is migrating historical data from their Legistar system to the OneMeeting platform.
Summary of Data to be Migrated
Included:
• Videos
• Agendas (or Agenda Packets)
• Minutes Documents
• Attachments
• Matters (Resolutions/Ordinance)
• Metadata:
-Names
-Dates
-Meeting Time
-Meeting Body Description
Not Included:
• Motions
• Minutes Notes
• Legislative History
• Votes
• Roll Call
Any additional data sources not discussed and evaluated during the scoping process are not included in this proposal and would be subject to additional cost and scope.
Services Proposed for this Migration
Based on the data provided – the following services are recommended and included in the project scope and cost to complete this migration.
1) Data Extraction
Granicus will extract data for use from the provided client data and stage it in an intermediary database to perform analysis and validation with the Client. 2) Meetings will be Migrated into the Granicus System
Granicus will take the source data and create corresponding meetings with their associated documents (Agendas/Minutes) attached in the Granicus System.
DocuSign Envelope ID: 29386B99-6BF5-44E1-9BC8-155D4B3C378F
3) Items will be made available on Granicus public web portals Data will be available and viewable on Emeryville’s public facing web portals.
Any services not listed above are not included in this migration and would require additional cost and scope.
Pricing
The pricing below reflects pricing based on the amount and types of data described. Any additional data or data sources not captured in the summary above may incur additional costs. A variance of data size of +/- 10% is acceptable.
Service Level of Effort Price (Upfront)
Data Migration 436 Meetings $12.50 per-meeting
Data Extraction 5 Hours $1k
Total
$6450
5 years of data – 2019-2023
DocuSign Envelope ID: 29386B99-6BF5-44E1-9BC8-155D4B3C378F Emeryville, California
Implementation Approach
granicus.com | [email protected] 1
Implementation Approach
At Granicus, we take pride in fully understanding your project before it begins. Before project initiation, we will provide Emeryville, CA with a project plan and, if requested, a Scope of Work (“SOW”) document to support a clear understanding of the project.
Although Granicus makes every attempt to provide accurate estimates, it is possible that additional Client requirements or details can emerge. If new requirements are discovered or additional products and/or services are required, it may change the estimated cost and timeline provided.
Methods and Stages
The project will consist of three distinct stages:
Granicus uses a consultative approach to implementation, and our implementation methodology framework includes planning and discovery, implementation, and project closure. The discovery period includes comprehensive review and analyses of the Client’s business processes for agenda and management. Additional discovery sessions will be held with subject matter experts to map and document workflows, forms, and documents to drive a successful Configuration period and lead into Training, Go Live, and Transition to the Support team for on-going, long-term support.
Risk Management
A tollgate (health check) review is conducted at the end of each phase of implementation to ensure that activities, milestones, and deliverables are provided per Emeryville’s quality standards, and that any risks and issues are proactively addressed moving into the next phase.
Projected Timeline
The estimated project timeline is 24 weeks. The projected timeline can be impacted by changes to the project scope and based on commitments to the general project requirements.
DocuSign Envelope ID: 29386B99-6BF5-44E1-9BC8-155D4B3C378F Emeryville, California
Implementation Approach
granicus.com | [email protected] 2
The Granicus Project Manager will work with the Client team during the Planning and Discovery Phase to identify implementation priorities and may shift the timeline and the timeline duration based on those priorities.
Overview of Deliverables
Deliverable Category Deliverable Name Granicus Client
Project Management
Kick-Off Meeting
Granicus will host a kick-off
meeting with the project
participants to review scope of
work, timeline, methodology and
next steps.
Responsible Responsible
Project Management Plan
Granicus will invite Emeryville's
contacts to the project
Responsible Contribute,
Approval
DocuSign Envelope ID: 29386B99-6BF5-44E1-9BC8-155D4B3C378F Emeryville, California
Implementation Approach
granicus.com | [email protected] 3
Deliverable Category Deliverable Name Granicus Client
management tool used for the
project management plan.
Project Schedule
The project schedule will be set
and provided upon vendor
contract dates and full scope of
the project upon contract
signature.
*The project plan can shift if new
scope or needs are identified.
Responsible Contribute,
Approval
Weekly Status Meeting
Notes
As part of the ongoing project,
the Granicus team schedules
weekly recurring check-ins. These
check-ins start after discovery
sessions are completed. Weekly
status meetings are used to
cover progress, outstanding
items and upcoming items.
Responsible Responsible,
Approval
Monthly Progress Report or
Meeting
Monthly progress will be
incorporated in the weekly
meetings. Meetings at the
end/beginning of each month
can be used to review progress
and upcoming plans for the
previous/upcoming month.
Responsible Contribute,
Approval
Design
Granicus will conduct
discovery sessions and
working sessions with the
city to complete
Infrastructure Design Responsible Approval
User Interface Design Responsible Contribute,
Approval
Data Migration Design Responsible Contribute,
Approval
Full Functionality &
Workflow Design
Responsible Contribute,
Approval
Preliminary Design Review
Meeting
Responsible Responsible,
Contribute,
Approval
Software Installation &
Configuration
Testing Test Management Plan Responsible Contribute,
Approval
DocuSign Envelope ID: 29386B99-6BF5-44E1-9BC8-155D4B3C378F Emeryville, California
Implementation Approach
granicus.com | [email protected] 4
Deliverable Category Deliverable Name Granicus Client
Granicus will work with the
city to develop a full test
plan, complete end-to-end
testing, and to develop test
cases.
Functional and NonFunctional Testing Responsible Contribute, Approval
Test Cases Responsible Contribute,
Approval
End-to-End Testing Responsible Contribute,
Approval
User Acceptance Testing Responsible Contribute,
Approval
Performance Test Report Responsible Approval
Data Conversion/
Migration
Granicus will work with the
city to develop a migration
plan and will provide a
report of successfully
migrated meetings.
Conversion/Migration Plan Responsible Contribute,
Approval
Data Conversion Report Responsible Approval
Document Migration
Report
Responsible Approval
Training
Granicus will work with the
city to develop a training
plan, facilitate application
administration training, and
provide the city existing
resources and guides for
end users/ administrators.
Training Plan Responsible Contribute,
Approval
Instructional Design Plan Responsible Contribute,
Approval
End User Training Responsible Responsible,
Approval
End User Manuals Responsible Responsible
Application Administration
Training
Responsible Responsible
Approval
System & Application
Administrator Manuals
Responsible Responsible
Implementation
The implementation plan will
exist within the project
planned. The city project
members will have access
to the plan. Existing product
guides and resources will be
available to the city.
Project Implementation
Plan
Responsible Contribute,
Approval
“Run Book” or Knowledge
Transfer User Manual
Responsible Responsible
Post Implementation
Report
Responsible Approval
Stabilization
Maintenance/Ongoing
Support
Operations and
Maintenance (O&M) Plan
Responsible Approval
DocuSign Envelope ID: 29386B99-6BF5-44E1-9BC8-155D4B3C378F Emeryville, California
Implementation Approach
granicus.com | [email protected] 5
Deliverable Category Deliverable Name Granicus Client
Service level agreements
are provided in the contract
which can be obtained at
any time.
Service Level Agreements
(Primary and Third-Party
applications)
Responsible Contribute,
Approval
Help Desk Reports
This is a call scheduled with the
Granicus project team, support
team and the city's main
contacts. The call review
resources provided to the city
around severity levels, logging
tickets, the help center and
introduction to the support team.
Responsible Contribute,
Approval
Project Close-Out
Transition Plan
Granicus will provide a high-level
summary report of the
implementation project.
Responsible Contribute,
Approval
Final Project Report Responsible Approval
General Project Requirements
The following are the general project requirements based upon the processes described above for this OneMeeting implementation.
Customer agrees to:
• Commit a Project lead and relevant Subject Matter Experts, as needed for successful project delivery.
• Lead development or procedural discussions, produce end-user training documentation, and conduct end-user training sessions, as needed. • Provide technical resources required for video streaming • Provide technical resources required for add-in installation on client workstations and is responsible for end-user support.
• Complete Training assigned
• Complete User Acceptance Testing
• Provide feedback and sign off all phases of the project • Ensure local infrastructure complies with published minimum requirements. • Provide resources required to use remote sharing software for meetings such as GoToMeeting or Microsoft Teams
Granicus agrees to:
• Commit a project lead and other subject matter experts, as needed for successful project delivery
DocuSign Envelope ID: 29386B99-6BF5-44E1-9BC8-155D4B3C378F Emeryville, California
Implementation Approach
granicus.com | [email protected] 6
• Implementation tasks are estimates until the completion of the Gap analysis. After completion of the Gap analysis, Granicus and Customer will review the Implementation project requirements, including but not limited to Future State process designs, work effort estimates, timelines, and software, and execute a Change Order Authorization as appropriate.
• Testing and Deployment of Software Upgrades and Patches • Review and Demonstration of the entire solution in OneMeeting as a refresher of system features and including the approval process.
Granicus will perform a gap analysis with Customer at each step to clarify and confirm the agenda management processes and Granicus best practices and functionality. If the customer requests changes to the standard offering, those requests will likely impact the work effort estimated, resulting in further analysis and discussions and possibly a Change Order and/or additional software development.
Granicus will be responsible for the following project management tasks:
• Project Tracking
• Weekly Status Calls
• Regular remote share working sessions
• Issue resolution portal for tracking of issues identified as issues, defects, feature requests, and bugs.
• Review and configuration of user and role permissions within the OneMeeting Solution
• Granicus will perform testing of the software functionality and provide support during customer user acceptance testing before production. • Training will be provided to those individuals identified as testers for successful User Acceptance Testing
Project Team
Granicus’s Project Team includes a dedicated Project Manager, Implementation Consultant, and Technical Lead. Throughout the project, our team’s goal is to ensure a successful, on-time Go Live of the OneMeeting system and long-term successful use.
Our team brings industry best practices and product expertise to all sessions to ensure we are meeting your needs and working to simplify and improve processes, workflows, committee management, and meeting management. The Granicus Project Manager will be responsible for leading the project to drive dates, deliverables, and completion of the project. The Granicus team will partner with the assigned Client Project Manager during the entire project cycle to ensure transparency, accountability, and successful completion of the project.
DocuSign Envelope ID: 29386B99-6BF5-44E1-9BC8-155D4B3C378F Emeryville, California
Implementation Approach
granicus.com | [email protected] 7
Client Team
It is important for the Client to create a solid project team for a successful OneMeeting implementation and wide adoption of the solution. Below are the recommended project team roles:
• Project Manager: The Project Manager should be someone who manages the Client team’s performance of project tasks and secures acceptance and approval of deliverables from the Client stakeholders. The Project Manager is responsible for communication, including status reporting, risk management, escalation of issues, and, in general, making sure the project is delivered on schedule and within scope.
The Project Manager will have signature authority for the acceptance of deliverables by Client. The Project Manager’s responsibilities will also include, but not be limited to:
Collaboration with Granicus resources on the project schedule deliverables Coordination with key stakeholders, representatives, and decision makers Facilitation of timely decision-making and resolution of issues Coordination of Client resources for decision-making, project management, testing, training, etc.
• System Administrator: The System Administrator should be a person who is closely involved with the legislative process: from the approval process of legislation to the creation of minutes. This person should consider him or herself computer-savvy. The System Administrator is responsible for maintaining the administration tab, managing the configuration of the system, user management, etc. in OneMeeting. The System Administrator’s responsibilities will also include, but not be limited to:
Collaboration with Granicus resources on the project schedule deliverables Serving as internal resource to OneMeeting users
Coordination with key stakeholders, representatives, and decision makers • IT Lead: The IT Lead works closely with the Project Manager to ensure that OneMeeting is deployed properly and helps solve IT issues that might arise. • Subject Matter Experts: It is important that Subject Matter Experts—such as the Clerk, department management and staff, and the City Manager—are an integral part of the Project Team to consult on the legislative process of the Council, from the approval process of legislation to the creation of minutes. These people may also be responsible for indexing the recording during the meeting if video/audio recording is involved.
• Backup System Administrator: This Backup System Administrator will serve as support to the System Administrator and preferably has a solid understanding of the legislative process of the Client jurisdiction—from the approval process of legislation to the creation of minutes—as well as a good level of technological skills.
DocuSign Envelope ID: 29386B99-6BF5-44E1-9BC8-155D4B3C378F Emeryville, California
Implementation Approach
granicus.com | [email protected] 8
User Testing
OneMeeting’s implementation includes walk-throughs and approvals of the system by the Client for each milestone ("User Acceptance Testing"). Thorough testing is required throughout the project plan prior to designated walk-throughs and approvals (“SignOff”). Prior to training and overall project completion, end-to-end walkthroughs of the system and approval is required during the Implementation Stage.
Testing starts with Granicus’s comprehensive testing of each area throughout the configuration. Once testing passes Granicus’s standards, the Client and Granicus will walk-though the area. After the walk-through, the Client's user groups will spend time— as a group and as individuals—continuing to test all areas of the project prior to moving to the next project milestone. Issues reported are tracked and organized on a templated test case system to ensure transparency and real-time access to updates and improvements. Issues reported will be fixed and feature requests will be documented prior to sign-off.
Prior to Training, extensive end-to-end testing will be completed by the Granicus team.
We will assign the Client project team members with user acceptance testing for final sign-off and further familiarity with the OneMeeting solution. Training materials are available at this stage to enhance the user testing experience prior to final walkthrough and sign-off.
Training Plan
OneMeeting’s implementation includes comprehensive training courses and written documentation that will allow the City’s users to learn at their own pace. Our software is not only easy to install, but easy to use as well. As a result, training requirements are much less intrusive and time-consuming when compared to other systems.
Please note: due to the health and safety concerns of performing onsite training during the coronavirus pandemic, all OneMeeting training will be performed remotely until Granicus leadership deems it safe for our team to travel and meet clients onsite.
All remote trainings are recorded and provided to the client at no additional fee. This allows users to review the material at their own pace and on their own time.
To ensure the proper training of OneMeeting users and administrators, we recommend adherence to the following guidelines:
• We recommend that at least two individuals be trained as Administrators. These Administrators should be prepared to attend all training sessions to gain a deep understanding of all users will be interacting with the OneMeeting system. • We recommend not more than two people per workstation during training classes to ensure adequate levels of hands-on experience for each participant.
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Implementation Approach
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System Administration Training
We recommend that at least two individuals be trained on system administration. One would be the primary System Administrator and the other would be the secondary or Backup System Administrator.
Training really starts during the installation process. Granicus project team members frequently discuss and include system administrators, so they become familiar with all aspects of the system. Then, several days of formal training take place.
The training will train participants on troubleshooting the software and provide answers for specific needs or questions.
User Training
User training takes place after installation is complete. This is important because trainings utilize the newly installed system. Users can immediately begin using the software upon completion of the end-user training.
Instructional Methods
Training is entirely hands-on and designed to appeal to different user types, learners, and skill levels. Our basic training model consists of these four parts:
• Explain: The instructor offers students an explanation of the concept and its possible applications.
• Demonstrate: The instructor shows students exactly how to perform the operation or how the concept works.
• Practice: The students practice the concept using the software. • Evaluate: The instructor and students review the concept and practice performance. This gives students a chance to ask questions and give input Ongoing Training Opportunities
There are multiple training options available after the initial implementation of your solution has completed. They include onsite training (when permitted), online “webinar” training, training videos, and written documentation. Clients also have access to our searchable online knowledgebase, which is constantly updated and expanded and includes how-to guides, helpful articles, release notes, and much more.
Recommended Offering for Emeryville
As part of system set-up, Granicus offers live training sessions through Zoom. The OneMeeting training package includes up to 15 hours of live training. Our recommended training schedule is a total of 12.5 hours over a four-day period and is organized to train three user groups: System Admins, Clerks/Staff and Council Members.
We also include an additional 2.5 hours that can be used for any additional training needs as determined by the project team. Training hours are valid during the training DocuSign Envelope ID: 29386B99-6BF5-44E1-9BC8-155D4B3C378F Emeryville, California
Implementation Approach
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stage of implementation and expire two weeks after your first live meeting with OneMeeting.
The table in this document summarizes the recommended training schedule including audiences, length, and descriptions for each session. This training package is included in the OneMeeting system set-up fee. In addition to live training, the Client will also have 24/7 access to PDF and other resources in our support knowledgebase.
Live Training Notes
• Trainings are delivered virtually through Zoom and range between 60-120 minutes per session.
• Trainings are recorded for future reference and links to recordings will be provided. • We recommend users be logged into their OneMeeting accounts to follow along with trainings.
• We recommend System Admins attend all trainings.
• The training schedule outlined below is flexible and can be revised if that is determined to be desirable and/or necessary by the project managers for Client and Granicus.
Training Requirements by Audience
• System Admins: 12.5 hours of training sessions. We recommend Admins attend all sessions.
• Clerks/Staff: 8 hours of training sessions.
• Council/Committee Members: One 60-minute training session. Members need their tablet or laptop devices typically used for voting and viewing in documents with them at these trainings.
Training Breakdown
Training
Day Audience(s) Training Session Length Description
1 System
Admins
System
Management:
Session 1
90 mins
This is the first of two sessions for system
administrators only. This training will dive into
the Admin area in the OneMeeting system
and cover "maintenance" or "system upkeep"
responsibilities like updating positions/ user
access/ meeting roles/ etc.
System
Management:
Session 2
90 mins
This is the second of two sessions for system
administrators only. This training will continue
from the first admin session.
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Training
Day Audience(s) Training Session Length Description
2 Clerks/
Staff,
System
Admins
Building an
Agenda:
Submitting
Items and
Managing
Task Lists
90 mins
This session will cover all areas of building an
agenda before the meeting. We'll start with
submitting an agenda item through a form all
the way through managing tasks and moving
items through the workflow to ultimately
make it onto the agenda.
Finalizing an
Agenda and
the Live
Meeting
90 mins
This session will cover all areas of finalizing and
compiling agendas to the public before a
meeting. We'll also dive into a live meeting
covering your steps right before the 'go-live'
and during the meeting actions. Come ready
to participate and get familiar with the live
meeting system.
Post Meeting
Processes 60 mins
This session will cover post-meeting
responsibilities. Topics like post-meeting cleanup, time stamping videos, and compiling Minutes and Packets to publish publicly will all
be covered during this session.
3 Clerks/
Staff,
System
Admins
Mock (short)
Live Meeting
#1
120 mins
This will be the first of two practice
walkthroughs of a live meeting. This is
interactive, mimicking the behaviors and
actions of a meeting like activating items, roll
call, minutes and motions, etc. Includes Q/A
session.
4 Council
Members
(Council
members
attend only
1 session),
System
Admins
Council/
Committee
Member
Training
(Group #1)
60 mins
This session is for the first group of council and
committee members. We will show council
members and committee members how to
use the OneMeeting system for their meeting
participation. We'll cover viewing agenda
details along with voting and using Zoom, if
you're virtual. Voting devices are required for
this session for each member. Each member
should attend only one of the council
member and committee member trainings.
There should be no majority of council
members present.
Council/
Committee
Member
Training
(Group #2)
60 mins
This session is for the second group of council
and committee members. We will cover the
same details as with the first group.
Clerks/
Staff,
System
Admins
Mock (short)
Live Meeting
#2
120 mins This will be the second of two practice
walkthroughs of a live meeting.
Misc. TBD TBD 150 mins
This is a 2.5-hour bucket of optional training
sessions to be used at the discretion of the
project team.
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