anticipated that the Agency will provide resources knowledgeable with the historical data to assist in the data migration/conversion effort. TruePoint will conduct Analysis/Mapping and Data Conversion Development for the Legacy Data.
TASK 8: HISTORICAL DATA CONVERSION ANALYSIS
TruePoint’s anticipation is to convert all Agency Historic Access DB permit data: Permit History, Status, Address, Parcel, Owner, Custom Fields, Fees, Inspections, as well as all other appropriate data elements into the new Accela configuration.
TruePoint will create a Data Conversion Mapping Document detailing the data conversion process, mutually agreed upon requirements and mapping of Agency’s historical data into Accela Civic Platform.
TruePoint Responsibilities:
Work with the Agency to define and document historical data elements that are required for the conversion.
Facilitate the data analysis and mapping process
Complete the Data Conversion Specifications Document.
Agency Responsibilities:
Provide historical data in acceptable formats.
Provide subject matter experts on the data source to aid TruePoint in identifying key components of the historical data
Provide subject matter experts on the historical configuration to aid in the data mapping process TASK 9: HISTORICAL DATA CONVERSION DEVELOPMENT
Upon Agency approval of the Historical Data Conversion Specifications document, TruePoint will provide a program(s) to migrate appropriate historical data into Accela Civic Platform. Upon receipt of the conversion from TruePoint, the Agency DBA will load the data into the TEST environment for validation.
TruePoint Responsibilities:
Provide a program to migrate historical data into the Agency’s AA test database environment. Each data conversion will include up to three (3) conversion loads for client testing Validate the successful completion of the migration of historical data into the Agency’s test environment.
Agency Responsibilities:
Providing the legacy data source in an accepted format. For example, MS Access, Excel or delimited Text formats.
Assist in the execution of the data conversion program and provide access to environments as needed
Provide resources to validate the conversion counts and the quality of the data converted into Accela Civic Platform
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SYSTEM INTERFACES
For each interface, the TruePoint technical lead will work together with Agency’s technical lead and business leads to document functional and technical requirements of the interface in an Interface Specifications Document. Interface development begins upon written approval of the specifications. It is expected all interfaces will use Accela’s Construct API, web services or batch engine. No custom or third party integration tool will be used to accomplish input or output of data to/from the Accela system.
In other words, data coming into Accela and data coming from Accela will use the existing integration technology. Agency responsibility includes obtaining permission for level/type of integration from appropriate application owners (including on premises or cloud/hosted, etc.). All interfaces will be developed against 1 (one), agreed upon version of the 3rd party system.
TruePoint will conduct Analysis for each Integration that will be developed in the scope of this implementation.
Deliverable System Name Description
9A APO or XAPO Assumed XAPO integration to AGIS
9B CSLB/Hdl Real time validation from the CSLB from Professional Portlet and Hdl for Business Licenses
9C Export to Munis Daily payment by Account export for Tyler/New World 9D DigEplan Referenced Above
TASK 9A THRU D: INTERFACE ANALYSIS AND DEVELOPMENT
To determine the Agency requirements for each interface, analysis sessions will be conducted as a portion of this deliverable. The findings will then be documented in the Interface Specifications Document(s) for use by TruePoint in building the interface code. The implementation of each interface is dependent on the assistance of the Agency’s staff, specifically, interface analysis, data mapping, and data manipulation as required in the source system. TruePoint will provide a program to integrate 3rd Party data to/from Accela Civic Platform.
In terms of specific output, the following will be executed for each interface:
Interface Specifications Document
Operational Interface in the Development or Test environment TruePoint Responsibilities:
Provide timely and appropriate responses to Agency’s request for information. Conduct Interface Analysis sessions.
Work with Agency staff to develop interface specifications document. Use an Accela web service or other tool to implement the interface functionality based on the specifications.
Build all aspects of the interface that interact directly with the Accela Civic Platform.
Agency Responsibilities:
Provide timely and appropriate responses to TruePoint’s request for information. Provide system and access to individuals to provide required details of system interface.
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Allocate the time for qualified business and technical experts for the testing sessions that are critical to the project success.
Identify and coordinate any related tools used to implement the interface (3rd party or in‐house development).
Assist in the interface specification development and data mapping process. Review and approve the interface specification documents. Work with Third Party Data Sources to determine best methods of interfacing to Accela system. Validate interface through testing.
Work with 3rd party to ensure data from Accela is in correct format. Updates to interface, post go‐live, due to changes in 3rd party system or Agency business processes.
REPORTS
Reports are defined as anything that can be generated from the system, including but not limited to, reports, forms, documents, notices, and letters that the Agency wishes to print as identified during configuration analysis. The Configuration Document will define the reports and documents that are required by the Agency to effectively use Accela Civic Platform. These reports will be broken down by level of effort and identified in the configuration document. It is expected that, after the appropriate training on the database and the selected report writing tool is completed, Agency personnel will be able to handle additional and future report requirements.
Reports can be developed using the integral Ad‐Hoc Report Writer included with Accela Civic Platform, Microsoft Report Service (SSRS) or Crystal Reports at the Agency’s discretion. Custom reports, whether developed with Ad‐Hoc Report Writer, SSRS or Crystal Reports, will be deployed in the Report Manager for use within Accela Civic Platform. The Agency will need to create a local Accela DB environment for use in creating and testing reports in‐house. Request for a local copy of the Agency data can be requested through CRC.
TASK 10: REPORT SPECIFICATIONS
TruePoint will develop 15 to 20 documents/letters/reports from those identified by the Agency as required for the new system.
Prior to the development of a report the Agency will approve report design specification documents that will be created jointly by the Agency and TruePoint. The approved documents will be used as a basis for determining completion and approval of the reports. Development of each report cannot begin until agreement on each specification is complete.
A proven strategy that combines the use of the Accela Civic Platform Quick Queries, Accela Ad‐Hoc reports and custom reports developed by TruePoint, or Agency, can ensure that all required reporting requirements are met.
TruePoint Responsibilities:
Assist in determining level of effort for reports to assist with prioritization Develop report specifications
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Agency Responsibilities:
Make available the appropriate key users and content experts to participate in the report specification
Provide information and data in the formats specified by TruePoint that will be needed for agreement on the Deliverable
TASK 11: REPORT DEVELOPMENT
TruePoint will develop custom documents/letters/reports per the specifications developed and approved in the Report Specifications. Changes to the report specifications after approval can negatively impact project progress and the overall schedule.
TruePoint Responsibilities:
Develop reports per specifications in Crystal Report XI server format or later. Assist in the validation of the reports in test environment Agency Responsibilities:
Make available the appropriate key users and content experts to participate in the report development and validation activities
Request change order if changes to specifications are required TASK 12: ACCELA CITIZEN ACCESS CONFIGURATION AND INTEGRATION TO DIGEPLAN This task includes setup and configuration of Accela Citizen Access (ACA) per the Requirements gathered in the To‐Be Analysis Phase. TruePoint will work with the Agency representatives validate and implement Accela Citizen Access to extend certain aspects of the internal Accela Civic Platform configuration for use by the general public.
TruePoint Responsibilities:
Setup Accela Citizen Access in Dev and Test environments Assist agency in set up and validation of merchant account integration Work with the Agency to determine which services to expose to the public via Accela Citizen Access
Configure the Online Record types defined in the System Configuration Document in Accela Citizen Access
Agency Responsibilities:
Obtain a merchant account, and deploy an internet‐enabled payment engine Validate that the configuration specification for Accela Citizen Access meets Agency requirements based on details from the Configuration phase of the project Perform testing of all Online Record types for purposes of validating the configuration ATTACHMENT 4
TASK 13: ACCELA GIS CONFIGURATION
TruePoint configure Accela GIS to link and leverage existing Agency GIS information, including assistance with establishing the map service to be used in conjunction with Accela GIS. The following are the main objectives being pursued through the implementation of the Accela GIS:
Look up permit information and parcel information from the Permitting system View selection, location, and associated GIS information Select one or more parcels and add new applications to the permit system Auto‐populate spatial attributes for a property in forms MAP XAPO data attributes
TruePoint Responsibilities:
Demonstrate that the Accela GIS applications are operational in the Agency computing environment thus communicating with the Accela Civic Platform system Agency Responsibilities:
Arrange for the availability of appropriate staff for the system setup, testing, and quality assurance throughout the setup process
Provide information and data in the formats specified by Accela that will be needed for the GIS implementation.
TASK 14: ACCELA MOBILE DEPLOYMENT
TruePoint will setup the Accela Mobile Gateway. As part of this deliverable TruePoint will perform the configuration tasks required to ensure the Accela Mobile Apps interfaces with Accela Civic Platform in both a test and production environment. Using Accela Mobile Apps, an Agency inspector can perform activities such as:
Result inspections/investigations in either store/forward or wireless mode Create or Review Record information in the field
TruePoint Responsibilities:
Create configuration specifications for Accela Mobile Office based on analysis with the Agency Configure Accela Mobile Apps
STAGE 5 – READINESS
TASK 15: TRAINING
TruePoint will provide training for Agency staff that focuses on the administration, maintenance, and augmentation of its Accela Civic Platform configuration. Our aim is to educate Agency resources on all aspects of Accela Civic Platform to ensure the Agency is self‐sufficient. This allows the Agency to best react to changing requirements and ongoing maintenance, which can allow the Agency to be reactive and significantly reduce system maintenance costs over time.
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TruePoint can provide on‐site or remote training services as desired by the Agency. With COVID‐19 we have adapted to remote web training for most of our customers that has been very successful.
In terms of specific training sessions, the following are recommended:
Accela Civic Platform ‐ Core Team Training – .5 days (SME’s and Admins) Accela Civic Platform Admin Training – 2 days (System Admin) Accela Civic Platform Business Rules Scripting (Basic) – 1 day Accela Civic Platform Database Schema Fundamentals – .5 day (report writers) Report Workshop Report Training .5 day of workshop training Report Workshop Ad‐Hoc Report Training 2 (2 hour) remote sessions Train the Trainer Training Support 4.5 days
TruePoint Responsibilities:
Coordinate with the Agency to define training schedule and coordination. Deliver training per the specific requirements listed above.
Agency Responsibilities:
Select and prepare the power‐users who will be participating in the training and subsequently training end users.
Arrange the time and qualified people for the training who are critical to the project success. Provide suitable Agency facilities (this can be remote if necessary) to accommodate various training classes.
For the Report Workshop agency, will need to provide a local MSSQL environment loaded with a current copy of the configured Data Base.
TASK 16: USER ACCEPTANCE TESTING (UAT) AND GO LIVE PREP This task is comprised of the assistance TruePoint will provide to allow the Agency to accept that the solution meets the requirements as documented in all the deliverables.
TruePoint will provide support for training, oversight, answering questions and addressing issues discovered in User Acceptance Testing. It should be noted that it is critical that the Agency devote ample time and resources to his effort to ensure that the system is operating per signed specifications and ready for the move to production.
TruePoint will aid the Agency by providing User Acceptance Testing (UAT) support and a defined testing process. TruePoint will address and rectify issues discovered during the UAT process as Agency staff executes testing activities.
TruePoint Responsibilities:
Provide recommendations on testing strategy and best practices. Lead the Agency in up to [3] weeks of User Acceptance testing effort and the validation of the system configuration and its readiness to be migrated to production for active use. Resolution of issues as a result of User Acceptance Testing activities.
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Agency Responsibilities:
Make available the appropriate Agency key users and content experts to participate in user acceptance testing as defined and managed by Agency.
Develop the User Acceptance test scripts.
Utilize the use cases documented in each Configuration Document Deliverable as the basis for the acceptance of this Deliverable.
STAGE 6 ‐ DEPLOY
TASK 17: PRODUCTION SUPPORT
Production date is defined as the official date in which Accela Civic Platform moves from the test environment to production for daily Agency usage. This date will be agreed to by both TruePoint and the Agency at project inception. It may be altered only by change order agreed to by both parties. In the weeks prior to moving to Production, TruePoint will assist in final data conversions, system validation, staff preparation assistance and training, and coordination of deployment.
TruePoint Responsibilities:
Provide on‐site or remote resources to support the move to Production and Post‐Production Support effort
With assistance from the Agency, lead the effort to transfer the system configuration and any required data from Support to Production
Assist in the development of a Pre‐Production checklist that details the critical tasks that must be accomplished prior to moving to Production
Agency Responsibilities:
Provide technical and functional user support for pre and postproduction Planning, execution, and monitoring
Provide timely and appropriate responses to TruePoint’s request for information Assist in the development of a Pre‐Production checklist that details the critical tasks that must be accomplished prior to moving to Production
Make available the appropriate Agency key users and content experts to participate in user acceptance testing as defined and managed by Agency
PROJECT TIMELINE
The estimated duration of this project is 11 months.
Upon initiation of these Services, the TruePoint Project Manager will work with the Agency to collaboratively define a baseline project schedule. Given the fact that project schedules are working documents that change over the course of the project, the TruePoint Project Manager will work closely with Agency to update, monitor, agree, and communicate any modifications.
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PROJECT SERVICES BUDGET
EXPENSES:
Due to COVID ‐19 restrictions TruePoint will plan to perform as many services remotely as possible. If travel is allowed and required actual amounts of any reasonable and customary travel expenses incurred during the performance of services under this SOW will be billed to Agency. TruePoint will bill Agency for actual expenses incurred for travel and lodging/living, as well as other approved out‐of‐pocket expenses (such as mileage, parking, tolls, and telecommunications charges). TruePoint will work with Agency to manage and control its expenses and will not incur expenses more than the initial contracted budget below without Agency’s prior written consent. Expense receipts will be made available as requested by Agency.
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