PRICE QUOTATION
CARAHSOFT TECHNOLOGY CORP
11493 SUNSET HILLS ROAD | SUITE 100 | RESTON, VIRGINIA 20190 PHONE (703) 871-8585 | FAX (703) 871-8505
WWW.CARAHSOFT.COM | [email protected]
TO:
Jitendra Kulkarni
IT Enterprise Systems Manager
City Of Palo Alto
250 Hamilton Ave
2nd Floor
Palo Alto, CA 94301 USA
EMAIL:
[email protected]
PHONE:
(925) 216-6256
FROM:
Jonathan Gutierrez
Carahsoft Technology Corp.
11493 Sunset Hills Road
Suite 100
Reston, Virginia 20190
EMAIL:
[email protected]
PHONE:
(571) 662-3375
FAX:
(703) 871-8505
TERMS:
GSA Schedule No: 47QSWA18D008F
Term: August 22, 2018 - August 21, 2028
FTIN: 52-2189693
Shipping Point: FOB Destination
Credit Cards: VISA/MasterCard/AMEX
Remit To: Same as Above
Payment Terms: Net 30 (On Approved Credit)
Cage Code: 1P3C5
DUNS No: 088365767
UEI: DT8KJHZXVJH5
Business Size: Other than Small
Sales Tax May Apply
QUOTE NO:
55316029
QUOTE DATE:
11/07/2025
QUOTE EXPIRES:
12/31/2025
RFQ NO:
SHIPPING:
ESD
TOTAL PRICE:
$4,399,299.34
TOTAL QUOTE:
$4,399,299.34
LINE NO.
PART NO.
DESCRIPTION
-
QUOTE PRICE
QTY
EXTENDED PRICE
PMO & ARCHITECTURE
1 CON-SPM-611
Senior Project Manager (Per Hour)
Client Partner/QA
Carahsoft Technology Corporation - CON-SPM
Start Date: 01/05/2026
End Date: 02/28/2027
$263.16
GSA
408
$107,369.28
2 CON-SPM-611
Senior Project Manager (Per Hour)
Project Manager
Carahsoft Technology Corporation - CON-SPM
Start Date: 01/05/2026
End Date: 02/28/2027
$221.05
GSA
1,760
$389,048.00
3 CON-SPM-611
Senior Project Manager (Per Hour)
S/4HANA Technical Solution Architect
Carahsoft Technology Corporation - CON-SPM
Start Date: 01/05/2026
End Date: 02/28/2027
$210.53
GSA
1,640
$345,269.20
PMO & ARCHITECTURE SUBTOTAL:
$841,686.48
S/4HANA - TECHNICAL & DATA MIGRATION
4 CON-IA-611
Information Architect (Per Hour)
S/4HANA ABAP Developer Lead
Carahsoft Technology Corporation - CON-IA
Start Date: 01/05/2026
End Date: 02/28/2027
$105.26
GSA
1,240
$130,522.40
5 CON-IA-611
Information Architect (Per Hour)
S/4HANA ABAP Developer
Carahsoft Technology Corporation - CON-IA
Start Date: 01/05/2026
End Date: 02/28/2027
$84.21
GSA
800
$67,368.00
6 CON-IA-611
Information Architect (Per Hour)
Fiori Architect
Carahsoft Technology Corporation - CON-IA
Start Date: 01/05/2026
End Date: 02/28/2027
$105.26
GSA
600
$63,156.00
CONFIDENTIAL
PAGE 1 of 3
QUOTE DATE:
11/07/2025
QUOTE NO:
55316029
PRICE QUOTATION
CARAHSOFT TECHNOLOGY CORP
11493 SUNSET HILLS ROAD | SUITE 100 | RESTON, VIRGINIA 20190 PHONE (703) 871-8585 | FAX (703) 871-8505
WWW.CARAHSOFT.COM | [email protected]
LINE NO.
PART NO.
DESCRIPTION
-
QUOTE PRICE
QTY
EXTENDED PRICE
7 CON-IA-611
Information Architect (Per Hour)
Reporting Remediation & Development (BW 7.5)
Carahsoft Technology Corporation - CON-IA
Start Date: 01/05/2026
End Date: 02/28/2027
$200.00
GSA
1,320
$264,000.00
8 CON-IA-611
Information Architect (Per Hour)
S/4 BASIS
Carahsoft Technology Corporation - CON-IA
Start Date: 01/05/2026
End Date: 02/28/2027
$189.47
GSA
2,530
$479,359.10
9 CON-IA-611
Information Architect (Per Hour)
S/4 Security Remediation
Carahsoft Technology Corporation - CON-IA
Start Date: 01/05/2026
End Date: 02/28/2027
$200.00
GSA
700
$140,000.00
S/4HANA - TECHNICAL & DATA MIGRATION SUBTOTAL:
$1,144,405.50
S/4HANA - FUNCTIONAL - UTILITIES & WORK MANAGEMENT
10 CON-CE-611
Consulting Engineer (Per Hour)
S/4HANA - ISU - Architect Functional
Carahsoft Technology Corporation - CON-CE
Start Date: 01/05/2026
End Date: 02/28/2027
$210.53
GSA
1,440
$303,163.20
11 CON-CE-611
Consulting Engineer (Per Hour)
S/4HANA - ISU - FI-CA Functional
Carahsoft Technology Corporation - CON-CE
Start Date: 01/05/2026
End Date: 02/28/2027
$121.05
GSA
1,360
$164,628.00
12 CON-CE-611
Consulting Engineer (Per Hour)
S/4HANA - ISU - Billing
Carahsoft Technology Corporation - CON-CE
Start Date: 01/05/2026
End Date: 02/28/2027
$121.05
GSA
1,360
$164,628.00
13 CON-CE-611
Consulting Engineer (Per Hour)
S/4HANA - ISU - Device Management, AMI and Integration
Carahsoft Technology Corporation - CON-CE
Start Date: 01/05/2026
End Date: 02/28/2027
$121.05
GSA
1,440
$174,312.00
14 CON-CE-611
Consulting Engineer (Per Hour)
S/4HANA - CRM or UI5 (per decision)
Carahsoft Technology Corporation - CON-CE
Start Date: 01/05/2026
End Date: 02/28/2027
$121.05
GSA
1,520
$183,996.00
S/4HANA - FUNCTIONAL - UTILITIES & WORK MANAGEMENT
SUBTOTAL:
$990,727.20
S/4HANA - FUNCTIONAL - HCM/PAYROLL
15 CON-CE-611
Consulting Engineer (Per Hour)
HCM Architect and Spot Consulting
Carahsoft Technology Corporation - CON-CE
Start Date: 01/05/2026
End Date: 02/28/2027
$200.00
GSA
1,000
$200,000.00
S/4HANA - FUNCTIONAL - HCM/PAYROLL SUBTOTAL:
$200,000.00
CONFIDENTIAL
PAGE 2 of 3
QUOTE DATE:
11/07/2025
QUOTE NO:
55316029
PRICE QUOTATION
CARAHSOFT TECHNOLOGY CORP
11493 SUNSET HILLS ROAD | SUITE 100 | RESTON, VIRGINIA 20190 PHONE (703) 871-8585 | FAX (703) 871-8505
WWW.CARAHSOFT.COM | [email protected]
LINE NO.
PART NO.
DESCRIPTION
-
QUOTE PRICE
QTY
EXTENDED PRICE
S/4HANA - FUNCTIONAL - FINANCE/PROCUREMENT
16 CON-CE-611
Consulting Engineer (Per Hour)
New GL Migration Architect
Carahsoft Technology Corporation - CON-CE
Start Date: 01/05/2026
End Date: 02/28/2027
$210.53
GSA
320
$67,369.60
17 CON-CE-611
Consulting Engineer (Per Hour)
FI Architect and Spot Consulting
Carahsoft Technology Corporation - CON-CE
Start Date: 01/05/2026
End Date: 02/28/2027
$210.53
GSA
1,520
$320,005.60
18 CON-CE-611
Consulting Engineer (Per Hour)
S/4HANA Funds and Grants Management
Carahsoft Technology Corporation - CON-CE
Start Date: 01/05/2026
End Date: 02/28/2027
$200.00
GSA
1,360
$272,000.00
19 CON-CE-611
Consulting Engineer (Per Hour)
S/4HANA Supply Chain/Procurement/EAM
Carahsoft Technology Corporation - CON-CE
Start Date: 01/05/2026
End Date: 02/28/2027
$200.00
GSA
1,520
$304,000.00
S/4HANA - FUNCTIONAL - FINANCE/PROCUREMENT SUBTOTAL:
$963,375.20
TRAINING SERVICES
20 CON-IA-611
Information Architect (Per Hour)
Train-the-Trainer Development & Delivery
Carahsoft Technology Corporation - CON-IA
Start Date: 01/05/2026
End Date: 02/28/2027
$184.21
GSA
576
$106,104.96
TRAINING SERVICES SUBTOTAL:
$106,104.96
ESTIMATED TRAVEL & EXPENSE
21 121-TE-2
Travel & Expenses
QTY = Number of Trips
Carahsoft Technology Corporation - 121-TE
Start Date: 01/05/2026
End Date: 02/28/2027
$1,800.00
OM
85 $153,000.00
ESTIMATED TRAVEL & EXPENSE SUBTOTAL:
$153,000.00
SUBTOTAL:
$4,399,299.34
TOTAL PRICE:
$4,399,299.34
TOTAL QUOTE:
$4,399,299.34
Quote Notes:
City of Palo Alto must reference Carahsoft Quote Number 55316029 and GSA MAS 8F : 47QSWA18D008F on any resulting purchase order.
By providing a purchase order referencing Carahsoft quote #55316029, City of Palo Alto hereby agrees to the terms and conditions as outlined in the order form below.
CONFIDENTIAL
PAGE 3 of 3
QUOTE DATE:
11/07/2025
QUOTE NO:
55316029
Statement of Work:
RISE with SAP S/4HANA Migration
RISE with SAP S/4HANA Migration
Source and destination
Sender(s)
From Carahsoft Technology Corporation
Author Jonathan Gutierrez
Capacity Senior Account Representative
Contact details 571-662-3375
[email protected]
Address 11493 Sunset Hills Rd. Suite 100, Reston, VA 20190 Receiver(s)
Entity City of Palo Alto, CA
Recipient Jitendra Kulkarni
Capacity Information Technology Enterprise Systems Manager Contact details 650-329-2466
[email protected]
Address 250 Hamilton Avenue, Palo Alto, CA 94301.
RISE with SAP S/4HANA Migration
Legal notice
The information in this SOW is confidential and may not be disclosed outside of City of Palo Alto (CoPA) , however, subject to regulatory requirements CoPA may disclose this as required to regulatory authorities or interveners and will request that the document be considered confidential. Except as otherwise provided herein, t he SOW and its contents may not be duplicated, used, or disclosed in whole or in part.
EPI-USE, the EPI-USE logo, Data Sync Manager, Variance Monitor, and Query Manager are trademarks or registered trademarks of EPI-USE Systems. All other trademarks mentioned are the property of their respective owners.
RISE with SAP S/4HANA Migration
TABLE OF CONTENTS
1. Introduction ................................................................................................................. 6
2. Project Scope ............................................................................................................... 7
2.1 Organizational Scope ...................................................................................................................... 7
2.2 Functional Scope ............................................................................................................................ 8
2.2.1 Finance Scope .......................................................................................................................... 8
2.2.2 Procurement Scope ................................................................................................................. 9
2.2.3 Utilities and Work Management Scope ................................................................................. 10
2.2.4 HCM and Payroll Scope ......................................................................................................... 12
2.3 Technical and Data Migration Scope ............................................................................................ 13
2.3.1 Integration Scope .................................................................................................................. 13
2.3.2 Upgrade Scope ...................................................................................................................... 13
2.3.3 Fiori Scope ............................................................................................................................. 13
2.4 Basis and Infrastructure Scope ..................................................................................................... 14
2.4.1 Infrastructure ........................................................................................................................ 14
2.4.2 Basis ....................................................................................................................................... 14
2.5 Security Scope .............................................................................................................................. 15
2.6 Reporting and Analytics Scope ..................................................................................................... 16
2.7 Training Scope ............................................................................................................................... 18
2.8 Organizational Change Management Scope................................................................................. 19
2.9 Project Management Scope ......................................................................................................... 19
3. Project Approach, Timeline, and Effort ....................................................................... 20
3.1 Approach, Methodology and Phases ............................................................................................ 20
3.1.1 Stages of the Activate+ Methodology ................................................................................... 22
3.2 Estimated Timeline and Staffing Levels ........................................................................................ 25
3.3 System Migration and Conversion Strategy .................................................................................. 26
3.3.1 System Migration and Conversion ......................................................................................... 27
3.3.2 Data Migration ...................................................................................................................... 27
3.3.3 S/4 System Migration ............................................................................................................ 27
3.3.4 Functional Preparation .......................................................................................................... 27
3.3.5 Realization ............................................................................................................................. 28
3.3.6 Cut-over ................................................................................................................................. 29
4. Project Organization ................................................................................................... 30
4.1 Project Governance ...................................................................................................................... 30
4.2 Project Sites .................................................................................................................................. 31
4.3 Roles and Responsibilities ............................................................................................................ 32
5. Project Fees ............................................................................................................... 37
5.1 Total Implementation Cost ........................................................................................................... 37
5.2 Travel Expenses ............................................................................................................................. 37
5.3 Payment Terms ............................................................................................................................. 38
6. Assumptions .............................................................................................................. 39
7. Contact Persons ......................................................................................................... 41
8. Acceptance and Approvals.......................................................................................... 42 RISE with SAP S/4HANA Migration
9. Appendix A Pricing detail and rate card ...................................................................... 43
9.1 Pricing Detail ................................................................................................................................. 43
9.2 Rate Card ...................................................................................................................................... 44
10. Appendix B – Project Procedures ................................................................................ 45 B.1 Project Change Control Procedure .................................................................................................... 45 B.2 Project Escalation Procedure ............................................................................................................. 45
RISE with SAP S/4HANA Migration
1. INTRODUCTION
This Statement of Work ( “SOW”) is by and between Carahsoft Technology Corporation (“Carahsoft”) and City of Palo Alto (“CoPA”, the “City” or “Client”) with services being provided by EPI-USE America, (“EPI-USE”). This SOW is effective as of August 31, 2025 (“Effective Date”.) This SOW defines the scope, services, responsibilities, estimated timeline, estimated level of effort, fees, assumptions, and other items for the implementation of RISE with SAP S/4HANA Migration (the “Project”).
RISE with SAP S/4HANA Migration
2. PROJECT SCOPE
The following components are in scope for this Project and the sections/ tables below provide the detailed scope for each component:
1. Finance;
2. Procurement;
3. Utilities and Work Management;
4. HCM and Payroll;
5. Integration;
6. Conversion;
7. Training Delivery: Conduct Train-the-Trainer sessions;
8. Project Management Office.
2.1 Organizational Scope
The scope of this Project includes employees only in the US and CoPA has union contracts affecting employees.
Country Code Flag Language Approx. number of employees
United States of America US English 1,100
Total 1,100
Table 1: Organizational Scope
RISE with SAP S/4HANA Migration
2.2 Functional Scope
2.2.1 Finance Scope
The City of Palo Alto will migrate to S/4HANA as a Brownfield migration utilizing the base premise of “lift and shift” where possible. Additions and Enhancements to existing functionality will not be implemented as part of the migration project but will be addressed in a future Phase 2 or project(s). New GL has not been implemented but will be completed as part of the migration to S/4HANA. There is some additional complexity that must be addressed as part of the migration since the go-live will not coincide with the Fiscal Year (July – June). As part of the S/4 Readiness Check analysis, open items from prior years need to be cleaned, managed, and considered prior to and during the migration.
Component Detailed Scope
Finance
Migration of the existing Financial Scope: FICO (GL, AP , AR, Fixed Assets, Funds Management, Cost Center Accounting, Order Accounting; Treasury (BAI Banks Statements only); Project Systems • Custom tables being utilized to develop custom
hierarchies (2 Balance Sheet and 2 Profit & Loss) and use of interfaces will need to be tested and remediated, if necessary.
• In Controlling, the custom table for capturing labor
distribution will be tested/addressed.
• In AP , there are a large number of vendors blocked
(30,000) that should be cleaned prior to the migration
• The custom procurement card process and other custom
transactions will be reviewed, as necessary.
During the Design/Process Review phase, workshops will be conducted to validate the processes in S/4 and configured during Realize for those needing attention.
New GL Migration: As part of the system conversion, SAP recommends the migration from Classic General Ledger to the New General Ledger without activating document splitting during the initial go-live. This phased approach allows the client to maintain existing business continuity while transitioning foundational finance structures to the Universal Journal (ACDOCA). The current Special Ledger setup and document splitting logic, will remain in place post-go-live. Existing GUI transactions and reports are RISE with SAP S/4HANA Migration
expected to function as they did prior to the migration, minimizing end-user disruption. Financial reporting will require validation by the CoPA team as part of each system build.
As part of Phase 2, document splitting within the New S4 GL structure using the “Subsequent Implementation of Document Splitting” functionality will be activated. The activation of document splitting should be timed as close as possible to the start of a new fiscal year to minimize reconciliation complexity and facilitate clearer financial reporting segmentation.
There are other options available to CoPA that we can explore prior to commencement of the project. These will be discussed in the coming months.
EPI-USE does recommend that a Proof of Concept New GL
migration be executed prior to the start of the project.
Data Conversion
Business Partner conversion will need to be completed for Vendors, Customers, and Employees during the implementation.
There is some added complexity due to overlapping number ranges based on the EPI-USE initial analysis. Business Partner numbering schemas will be determined during the design phase.
Other
The project will migrate the existing SAP Financial system to S/4 using a lift and shift strategy. No functional enhancements or structural redesigns are in scope unless identified as necessary. The goal is to maintain current-state processes and integrations with minimal disruption.
Table 2: Functional Scope
2.2.2 Procurement Scope
Component Detailed Scope
Procurement
The current processes and functionality will be migrated to standard S/4 Operational Procurement. Existing functionality for Purchase Orders, Blanket Orders and Framework Orders will be maintained. Though Contracts are not currently utilized, there may be an opportunity to use in S/4 as part of standard.
RISE with SAP S/4HANA Migration
Inventory Management functionality for using Serialization of Assets, Materials Requirements Planning (MRP)
Data Conversion Business Partner conversion for vendors is required during the implementation. Open PR’s, PO’s, etc.
Other
The project will migrate the existing SAP Procurement system to S/4 using a lift and shift strategy. No functional enhancements or structural redesigns are in scope unless identified as necessary. The goal is to maintain current-state processes and integrations with minimal disruption.
Table 3: Functional Scope
2.2.3 Utilities and Work Management Scope
Component Detailed Scope
Utilities and Work
Management
• Validation of all migrated processes related to the current IS-U environment into S4 for Utilities.
• Configuration and corrective development to ensure
migrated processes work as they do in the current
environment where possible.
• The use of Fiori views will be used where functional screens do not exist in the S4 for Utilities. For Fiori available screens, see Section 2.3.3 Fiori for scope.
• Develop or modify existing test scripts and execute SIT testing of processes in the S4 environment for existing IS-U processes. Assist with User Acceptance Testing.
• Migration, validation, and necessary corrections of the CIC0 screen and current front office processes into S4 for Utilities Embedded Customer Services.
• EPI-USE will guide determination of utilizing CoPA’s custom Customer Overview screen or adoption of the SAP
delivered version and commercially reasonable
modification to provide “like” functionality
• Migration and validation of all open Meter Read, Billing, and Invoicing exception management cases.
RISE with SAP S/4HANA Migration
• Coding related to custom development programs and
interfaces in the current environment will be identified and led by EPI-USE while actual code mitigation will be done by CoPA developers. It is recommended to implement SAP’s
BTP Integration Suite in Phase 2.
• The Embedded Customer Service Request will be used to be consistent with current functionality. The S4 Service Order with Advanced Execution will be in Phase 2.
• All process changes will be the responsibility of CoPA with assistance from EPI-USE in a “Train the Trainer”
methodology
Data Migration
• Migration, validation, and correction of all IS-U master data
• Migration, validation, and correction of all IS-U
transaction data or the agreed upon subset. Transactional data not migrated is to be left in legacy environment for reference until an archiving environment is established.
Other
The following web interface objects do not exist in the S4 environment. Usage is currently unknown. An evaluation of each will be done to determine if loss of functionality exists. EPI-USE will make a commercially reasonable effort to address these on a priority basis if they are tied to critical business functions. • S4TWL - Enterprise Services for SAP for Utilities (IS-U) The object CO_ISU_UTILITIESTIMESERIECRTCO does not exist in the target SAP S/4HANA release.
• S4TWL - Enterprise Services for SAP for Utilities (IS-U) The object CO_ISU_UTILITIESTIMESERIECRTRQ does not exist in the target SAP S/4HANA release.
• The object CO_ISU_UTILITIES_CONNECTION_RC does not
exist in the target SAP S/4HANA release. S4TWL - Enterprise Services for SAP for Utilities (IS-U)
• The object CO_ISU_UTILITIES_CONNECTION_S1 does not
exist in the target SAP S/4HANA release. S4TWL - Enterprise Services for SAP for Utilities (IS-U)
RISE with SAP S/4HANA Migration
• The object CO_ISU_UTILITIES_CONNECTION_ST does not
exist in the target SAP S/4HANA release. S4TWL - Enterprise Services for SAP for Utilities (IS-U)
• ISU_EL40 for function module ISU_IDOC_INPUT_ISU not
currently used and will not be utilized in the S4
environment
Table 4: Functional Scope
2.2.4 HCM and Payroll Scope
Component Detailed Scope
HCM and Payroll
Support
Migration of current OM, PA, PT/CATS, BN, and PY configuration and functionality.
Inventory all standard/custom Infotypes; confirm data migration strategy
Review compatibility of custom Infotypes and schemas.
Inventory all custom transactions and validate compatibility Inventory all custom reports and validate compatibility Inventory all inbound and outbound interfaces and create plan for regression testing
Regression testing of all current HCM functionality
Payroll posting to S4
Payment Medium Workbench: Retest file generation and layout in H4S4
Data Conversion Business Partner Conversion
Other
The project will migrate the existing SAP HCM system using a lift and shift strategy. No functional enhancements, schema changes, or structural redesigns are in scope. The goal is to maintain current-state processes and integrations with minimal disruption.
Table 5: Functional Scope
RISE with SAP S/4HANA Migration
2.3 Technical and Data Migration Scope
2.3.1 Integration Scope
Component Detailed Scope
Integration
Existing integrations will not be redesigned or re-written as part of this initiative.
SFTP access to existing AL11 directories on the S4 system will be enabled via RISE service requests.
Any required connection outbound, via RFC or web service, will be requested via RISE service requests.
Other SAP BTP Business Integration Suite is out of scope Table 6: Technical Integration Scope
2.3.2 Upgrade Scope
Component Detailed Scope
Upgrade Preparation
Checks
Required SAP OSS notes for the S/4HANA pre-check reports and required notes for the upgrade itself will be validated and installed if required.
SPAU/SPDD SPAU and SPDD functions during the upgrade to S/4HANA will be performed with inputs needed from the City.
Code Remediation
ABAP code remediation for items that will block the S/4HANA upgrade will be analyzed and adjusted.
Other
ABAP code remediation for items that will not block the S/4HANA upgrade are out of scope.
Table 7: Technical Upgrade Scope
2.3.3 Fiori Scope
Component Detailed Scope
Fiori Only pre-existing Fiori applications and Fiori Applications that are mandatory as a result of the migration to S/4HANA will be RISE with SAP S/4HANA Migration
deployed. Any additional Fiori App requirements will be considered additional scope and will be estimated on a time and material basis.
Other
Will perform analysis of moving to embedded Fiori and
decommissioning the stand-alone Fiori Gateway during the design phase.
Table 8: Technical Fiori Scope
2.4 Basis and Infrastructure Scope
2.4.1 Infrastructure
With the RISE with SAP construct , CoPA and SAP are responsible for the networking, VPN and infrastructure scope and related activities for this Project. The EPI-USE team will provide guidance where required to ensure the network connectivity needed for the project is in place.
2.4.2 Basis
BASIS support for the SAP ECC 6.0 Suite on HANA to S/4HANA 2024 migration on RISE will encompass the planning, design, and execution of all foundational technical activities necessary to support the migration. This includes initial system landscape planning and architecture design, followed by the technical migration of the Sandbox environment to validate migration process. The DEV and QA systems will then be built and configured in alignment with SAP and RISE standards to support subsequent development, testing, and validation activities. Two mock conversion runs will be executed to refine the technical migration approach, validate data consistency, and confirm runtime estimates. The BASIS team will lead the technical execution of the production cutover, ensuring a stable and secure transition to the new S/4HANA environment. Post go-live, Basis will provide ongoing support during the hyper care phase to monitor system performance, resolve technical issues, and ensure overall system stability.
Component Detailed Scope
Systems in Scope Sandbox, Development, Quality Assurance and Production Exclusions
• Setup/configure target VM’s
• Setup/configure network on target systems
• Setup/configure Linux on target VM’s
• All Infrastructure setup excluded
• Desktop installations/setup excluded
• Interfaces configuration
• ABAP Functional fixes
RISE with SAP S/4HANA Migration
• SAP HANA Code remediations
• SAP User Security/Authorization management
• Source/Target backups
• Documentation (Only Blueprint documentation to be
provided if required)
• DR and HA setup and testing excluded
• Travel costs are excluded
BASIS Assumptions
• SAP to set up WD's and CC, EPI-USE Labs to configure
• Work will be conducted remotely
• Labs do technical migrations only
• Access to Source systems required - O/S + DB + SAP access • Access to Staging server in RISE - O/S
• Access to DB in Rise (via HANA-Studio)
Table 9: BASIS and Infrastructure Scope
2.5 Security Scope
This section outlines the security scope of the SAP S/4 migration. Security consists of the components used to provide users access and authorization to appropriate areas of the SAP application. In preparation of the migration to S/4, SAP IAG will be deployed for the purposes of risk identification and remediation, user access provisioning, privileged access management, and entitlement management. The implementation will be executed in two major phases. The details of these phases are outlined in the subsequent section.
Phase #1 – Security Migration Preparation
Primary focus will be review of current security design, identification of legacy and non - migratable authorizations, and the definition of role-based provisioning model.
Phase #2 – SAP Identity Access Governance (IAG) Implementation Primary focus will be the deployment of SAP IAG solution to address/provide functionality for emergency access management, entitlement management, risk identification/remediation and access request provisioning. In addition, the support of all security role creations, updates, and deletions.
Component Detailed Scope
Discovery
• Review current security role design/strategy
• Examine role assignment strategy; including security
control points
RISE with SAP S/4HANA Migration
• Examine provisioning model for SAP; user life cycle
management
• Assess/prepare security role library for migration
Definition
• Define new security role design strategy for S/4
• Identify user provisioning triggers; including conditional attributes
• Develop security role provisioning logic (based on
function)
Delivery
• Execute pre-migration role level risk analysis
• Documentation and knowledge transfer
Phase #2
SAP IAG & Role
Validation including
Role Definition and
Testing
Subscribe and Configure SAP IAG:
• Access Risk Analysis for compliant user provisioning and compliant role maintenance
• Privilege Access Management to provide auditable and
temporary elevated access
• Access Request Provisioning to support automated user provisioning
• Entitlement Management to enforce a repeatable process for security role maintenance
Deploy SAP IAG in hybrid-architecture
• Integration with SAP Cloud Applications and SAP On-
Premise Applications
• Leverage customized role provisioning logic for automated access provisioning
Test and Validate IAG
• Confirm deployed and configured components
Unit, Integration, User Acceptance Testing for Security Roles • Test/validate all new and changed security roles
Support testing cycles for authorization validation
Table 10: Security Scope
2.6 Reporting and Analytics Scope
This section defines the services required to migrate the existing SAP BW 7.5 environment to BW4HANA in SAP Business Data Cloud (BDC), transition BW data models from reliance on RISE with SAP S/4HANA Migration
Classic GL to New General Ledger (New GL) structures and preserve reporting continuity using the existing SAP BusinessObjects (BOBJ) platform.
Objectives
• Migrate the BW 7.5 environment into BW4HANA in SAP Business Data Cloud via lift and shift
• Realign BW data models, transformations, and reporting layers with New GL dimensions, hierarchies, and fields already active in the source S/4HANA system. • Ensure continued availability and consistency of SAP BusinessObjects reports post- migration.
Component Detailed Scope
SAP BW
BW 7.5 Migration to SAP Business Data Cloud
• Conduct system readiness and inventory of BW objects
(InfoProviders, DataSources, transformations, DTPs,
queries).
• Migration approach:
• Full system migration of BW 7.5 to the cloud
infrastructure within the BDC framework.
• Establish connectivity to other systems where applicable.
New GL Alignment in SAP BW
• Identify BW InfoProviders, Multiproviders,
CompositeProviders, and queries that rely on Classic GL structures.
• Replace outdated extractors with ODP-enabled standard extractors or CDS views aligned to the New GL.
• Modify transformation logic and routines to ensure
compatibility with new field structures and document
splitting behavior.
• Update BW hierarchies and characteristic relationships to reflect New GL structural changes.
Table 11: Reporting and Analytics Scope
RISE with SAP S/4HANA Migration
Assumptions
• New GL will be active and operational in the source SAP S/4HANA development system before BW development work commences.
• Legacy Classic GL fields will be decommissioned in reporting scope, if necessary. • BW 7.5 is not being converted to Datasphere in this phase.
2.7 Training Scope
Train-the-Trainer Course Development Approach
As part of the end-user readiness strategy for your brownfield S/4HANA RISE migration, we recommend a targeted Train-the-Trainer (TTT) approach that equips internal trainers to train and support end users across key functional areas. Given the minimal changes to core business processes, training will focus on:
• Navigating updated user interfaces
• Understanding new terminology or transaction paths where applicable • Becoming familiar with relevant system enhancements
We estimate the need for approximately up to seven (7) TTT courses, based on the lift and shift approach utilized:
Functional Area Training Focus Areas Estimated
TTT Courses
Finance New GL/Month End Close
SAP BW Reporting
2 Procurement General Procurement Course 1
Utilities & Work
Management
Customer Service Request
Service Order
Fiori Views
CRM
4 HCM & Payroll
No changes to processes, functions or
User Interface due to lift and shift
approach
0 Business
Warehouse
No changes to processes, functions or
User Interface due to lift and shift
approach
0 RISE with SAP S/4HANA Migration
Table 12: Train-the-Trainer Scope
These TTT courses will be designed for internal trainers and super users, with clear facilitation guides, role-based scenarios, and supporting materials to ensure consistent and confident knowledge transfer.
Training Delivery Support
We will provide:
• Advice as to the Training Needs Assessment, Training Strategy and Training Design Plan, as well as to end user training materials such as Reference Guides created by CoPA. • Instructor-ready training decks and lesson plans
• Delivery of live/virtual Train-the-Trainer sessions to teach City of Palo Alto selected trainers how to utilize the instructor led training decks and lesson plans to deliver training to end users
• Provide feedback to City of Palo Alto trainers to maximize their ability to support end users
This focused TTT strategy will help accelerate end-user confidence while maximizing training efficiency during your transition to S/4HANA.
2.8 Organizational Change Management Scope
Organizational Change Management aspects are out of scope for this SOW and will be CoPA’s responsibility.
2.9 Project Management Scope
Component Detailed Scope
Project Management
Office (“PMO”)
• Provide coordination and planning for this Project
• Develop and maintain the project plan in collaboration with the CoPA Project Manager
• Provide input to weekly status reporting
• Co-lead PMO meetings and co-manage project budget
• Provide input to Issue and Risk logs
• Serve as escalation point
• Manage overall quality of the implementation
Table 13: Project Management Scope
RISE with SAP S/4HANA Migration
3. PROJECT APPROACH, TIMELINE, AND EFFORT
3.1 Approach, Methodology and Phases
EPI-USE will utilize a blend of SAP Activate and EPI-USE tailored methodology, which incorporates our lessons learned from other implementations, best practices and extensions which are required to meet the needs of an organization similar to CoPA. Our methodology is a framework to drive completeness of the project, rather than a hard and fast rule that activities must be done in a certain way. We tailor our approach to meet your business and project needs while incorporating project management, quality assurance, documentation, and best practice documentation. This methodology and approach are a combination of our methods and tools that represent an overall integrated project approach resulting in a repeatable, high-quality experience for our clients. This methodology provides the foundation for a holistic solution that responds to your needs across strategy, people, processes, and technology with a constant focus on quality.
Our approach and experience produce practical solutions that yield measurable results as defined and benchmarked at the onset of the solution lifecycle. EPI-USE plans to use our Activate+ methodology and iterative approach, which combines aspects of Agile and Waterfall methodologies. The following graphic depicts the Activate+ methodology phases:
RISE with SAP S/4HANA Migration
Figure 1: Activate+ Methodology Phases
Activate+ guides the project’s quality and efficiency and incorporates continuous improvement while utilizing the major components of SAP’s Activate methodology. In addition, this methodology brings along templates, accelerators, and overall deliverables which have been honed, modified, and advanced over our 40 years of experience.
Activate+ defines the full life cycle of project management and presents processes, tools, techniques, templates, and example artefacts that enable effective execution of engagements for complex operational environments. It also provides a consistent discipline for managing engagements across workstreams, minimizes risk, and reduces the total cost of the implementation.
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3.1.1 Stages of the Activate+ Methodology
The Activate+ methodology delivers the solution in five stages: Prepare, Design, Realize, Validate, and Launch. Each phase involves key activities/deliverables throughout the project as explained below. We develop deliverables to help stakeholders make informed decisions and to provide the foundation for decisions and efforts in subsequent phases.
Figure 2: Stages of Activate+
3.1.1.1 Prepare
Initial stage where teams and roles are established. High-level project planning, including setting key milestone dates, is completed. Initial system access is granted.
Task Description
Project Schedule Project document listing tasks, owners, durations, and start/end dates.
Kick off Presentation
PowerPoint presentation to communicate the goals of the project, team structure, implementation methodology timeline and next steps.
Project Readiness Checks
Understand current environment (data and technical).
Establish early feasibility for conversion.
Check readiness reports.
Run simplification pre-checks.
Review target architecture.
Sandbox System Build Create the Sandbox Environment and perform initial unit testing and validation capabilities.
Table 14: Prepare Task Description
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3.1.1.2 Design
Best business practices are used to determine system configuration and technical development.
Strategy plans are developed, and final project schedule is communicated.
Task Description
Project Plan Project document listings tasks, owners, durations, start/end dates, dependencies, and responsibilities.
Strategy Documents Communication, testing, training, data conversion and support.
Issue Log Oversight, tracking and closure of project issue log.
Design Document
Document detailing business processes, configuration
requirements; including integration touchpoints, standard reports, roles, authorizations, etc.
Initial System Build Create Development and Testing environment for configuration and validation capabilities.
Table 15: Design Task Description
3.1.1.3 Realize
Configuration and technical development of the solution based on the system design.
Task Description
Configuration &
development of the system Application configuration and technical development.
Data load templates Data is cleansed, prepared and ready to load into the system.
User Acceptance,
Integration Plans
Document that defines specific data and processes required for testing to successfully process business transactions and transfer data into or out of SAP.
First & Second Solution
Reviews Overview of system configuration and in-scope processes.
Test Scenarios and Scripts Documentation that defines CoPA’s business scenarios to be executed during the Validate stage.
Table 163: Realize Task Description
3.1.1.4 Validate
Validation and testing of configuration and business processes. Includes Administrator and End- User Training.
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Task Description
Integration, Payroll
Comparison, & User
Acceptance Test execution
Execution of all applicable test scripts.
Final Solution Review Review detailed configuration and processes.
End-User Training Finalize training material and conduct end-user training.
Cut-over Plan
A plan that documents the system cut-over, which includes cut- over activities, roles and responsibilities, activation of integration, and job scheduling.
Administrator Training Training for identified administrators for in-scope processes.
Table 174: Validate Task Description
3.1.1.5 Launch
Establish the productive environment, perform hyper-care and post-production support.
Task Description
Go/No-Go Meeting Final decision on project status.
Final Issue Log Validate post go-live issues list.
System Go Live Production system available for users.
Hypercare Support Post go-live support provided for resolution of critical issues.
Transition to AMS team Communication of issues and postproduction enhancements to be performed by Support team.
Project Sign Off Close project and confirm deliverables.
Table 18: Launch Task Description
RISE with SAP S/4HANA Migration
3.2 Estimated Timeline and Staffing Levels
Based on our discussions to date, the proposed start date for this Project is January 5, 2026, and the planned go live date is February 1, 2027, followed by a 1-month HyperCare support period through February 28, 2027.
The following is a high-level timeline for how we propose to work with CoPA on this project.
Figure 3: Timeline
Based on the date provided in the RFP with a targeted start of January 5, 2026, the chart below assumes a go-live of February 1, 2027. These dates will be confirmed as part of contract negotiations and project onboarding.
Implementation Phase
Estimated
Duration
(Months)
Estimated Begin
Date
Estimated End
Date
Prepare 1 1/5/2026 1/31/2026
Design - Process Review 3 2/1/2026 4/30/2026
Realize - Remediate/Build 5 5/1/2026 9/30/2026
Validate - Test/Validate 3 10/1/2026 12/31/2026
Launch 1 1/1/2027 1/31/2027
Post Go-Live Support
(Hypercare) 1 2/1/2027 2/28/2027
Table 19: Begin and End date per Phase
` M1 M2 M3 M4 M5 M6 M7 M8 M9 M10 M11 M12 M13 M14
Prepare Planning &
Staffing
Design
Realize
Validate
Launch Training and
Cutover
Support Post Go-Live
Support
Project Plan, Workshops, Process Review,
Communication
Configuration, Integrations, Test Planning & Preparation System Integration, User Acceptance
Testing, Train-the-Trainer
RISE with SAP S/4HANA Migration
Additionally, we have provided a detailed estimated staffing plan below based on the information we have gathered to date and through our experience with like clients.
Figure 4: Staffing Plan
3.3 System Migration and Conversion Strategy
EPI-USE supports a Brownfield Migration approach to minimize disruption to business users while preserving prior investments in CoPA’s current SAP environment during the transition to S/4HANA on RISE. Our expertise in SAP implementations – combined with a strong focus on clean core principles, cloud migration, and business process transformation – positions us to deliver a seamless and future-ready transition to CoPA’s SAP RISE landscape.
The next subsections delve into specifics of the S/4 Migration, including System Migration and Conversion, and Data Migration.
EPI-USE S/4HANA Migration Staffing Month 1 2 3 4 5 6 7 8 9 10 11 12 13 14 Phases Prepare Design Design Design Realize Realize Realize Realize Realize Validate Validate Validate Launch Support Activities Prep / Design Process Review Process Review Process Review Data Validation Data Validation Data Validation and Test Prep
Data Validation
and Test Prep
Data Validation
and Test Prep SIT Prep SIT SIT/UAT Cutover/ Go-
Live Hypercare
EPI-USE S/4HANA Migration Staffing Hours
PMO & Architecture 3,808 192 312 272 312 264 264 184 184 264 352 352 192 352 312 Client Partner/QA 408 32 32 32 32 24 24 24 24 24 32 32 32 32 32 Project Manager 1,760 80 160 120 160 120 120 80 80 120 160 160 80 160 160 S/4HANA Technical Solution Architect 1,640 80 120 120 120 120 120 80 80 120 160 160 80 160 120 S/4HANA - Technical & Data Migration 7,190 190 340 380 460 540 620 620 660 660 700 580 480 480 480 S/4HANA ABAP Developer Lead 1,240 40 80 80 120 120 120 120 120 120 80 80 80 80 S/4HANA ABAP Developer 800 80 160 160 160 160 80
Fiori Architect 600 40 40 40 80 80 40 40 40 40 40 40 40 40 Reporting Remediation & Development (BW 7.5) 1,320 80 80 120 120 120 80 120 120 120 120 80 80 80 S/4 BASIS 2,530 190 180 180 180 180 180 180 180 180 180 180 180 180 180 S/4 Security Remediation 700 40 40 40 40 40 40 80 80 100 100 100 S/4HANA - Functional - Utilities & Work Mgmt 7,120 40 440 600 600 600 600 400 600 600 600 600 400 600 440 S/4HANA - ISU - Architect Functional 1,440 40 120 120 120 120 120 80 120 120 120 120 80 120 40 S/4HANA - ISU - FI-CA Functional (Configuration/Testing) 1,360 40 120 120 120 120 80 120 120 120 120 80 120 80 S/4HANA - ISU - Billing 1,400 80 120 120 120 120 80 120 120 120 120 80 120 80 S/4HANA - ISU - Device Mangement, AMI and Integration 1,400 80 120 120 120 120 80 120 120 120 120 80 120 80 S/4HANA - CRM 1,520 120 120 120 120 120 80 120 120 120 120 80 120 160 S/4HANA - Functional - HCM/Payroll 1,000 0 40 40 40 40 40 80 80 80 120 120 120 120 80 HCM Architect and Spot Consulting 1,000 40 40 40 40 40 80 80 80 120 120 120 120 80 S/4HANA - Functional - Finance/Procurement 4,720 104 264 384 384 384 384 340 300 340 384 384 264 404 400 New GL Migration Architect 320 24 24 24 24 24 24 20 20 20 24 24 24 24 20 FI Architect and Spot Consulting 1,520 40 80 120 120 120 120 120 80 120 120 120 80 140 140 S/4HANA Funds and Grants Management 1,360 80 120 120 120 120 80 80 80 120 120 80 120 120 S/4HANA Supply Chain/Procurement/EAM 1,520 40 80 120 120 120 120 120 120 120 120 120 80 120 120 Training Services 576 0 0 0 0 0 0 0 0 56 160 160 160 40 0 Train-the-Trainer Development & Delivery 576 56 160 160 160 40 Total Estimated Implementation Labor Cost 24,414 526 1,396 1,676 1,796 1,828 1,908 1,624 1,824 2,000 2,316 2,196 1,616 1,996 1,712 RISE with SAP S/4HANA Migration
3.3.1 System Migration and Conversion
EPI-USE will manage the complete migration of CoPA's SAP ECC 6.0 system, along with all associated custom objects, add-ons, and interfaces, to the SAP S/4HANA environment. This migration will adhere to the Brownfield approach, preserving existing configurations, data, and customizations while ensuring compatibility with the new system. New functionality will be a focus of Phase 2 and determined in coordination with CoPA.
3.3.2 Data Migration
Our data migration strategy will ensure that all historical transactional and master data from the current SAP ECC 6.0 system is successfully transferred to the new S/4HANA system. We will execute a phased data migration process that will include development, quality assurance, and production environments to ensure data accuracy and system reliability. While performing this data migration, EPI-USE will ensure that all necessary data is available for system builds and user acceptance testing with a focus on preserving data integrity throughout the migration.
3.3.3 S/4 System Migration
The system migration from ECC to S/4 is a major event for any organization. Many see this as ‘just an upgrade,’ but we understand S/4HANA conversions are really three projects in one, occurring on parallel paths. First, there is a business process impact that must be handled.
There are new terms, new data objects, some different screens, and in most cases a much faster system. Next, there is a database upgrade, in this case Suite on HANA to S/4HANA in the cloud, but this step is a sizeable technical endeavor. Finally, there is the data center move to consider.
3.3.4 Functional Preparation
Once the Design – Process Review phase is complete, functional preparation for the upgrade begins. This includes executing SAP consistency checks, analyzing simplification items, and identifying process adjustments needed before the upgrade. A critical activity during this phase is data cleansing, as SAP tools will highlight data that must be added, corrected, or removed.
A key requirement is the Customer/Vendor Integration (‘CVI’) setup to align the legacy system with the Business Partner model in S/4HANA—essential for passing consistency checks. This also includes properly configuring Employee-to-Business Partner relationships and reviewing master data number ranges to prevent conflicts. We have noticed that there are many overlapping number ranges which adds to CVI complexity
Throughout this phase, SAP migration tools will support analysis and system build activities.
Based on findings, configuration changes may be recommended and applied to the legacy system in advance, helping reduce both downtime and upgrade risk.
RISE with SAP S/4HANA Migration
3.3.5 Realization
At the start of the Realize phase, Software Update Manager (SUM) becomes the primary tool for executing the technical S/4HANA upgrade. It uses both a source and target system to guide the upgrade step-by-step, with rollback options at key checkpoints. Once complete, the new S/4 system is ready for post-processing, while the ECC system remains intact but functionally offline.
EPI-USE will document each step of the SUM process to capture decisions, actions, and lessons learned – helping reduce downtime and issues in future upgrades. This documentation is continuously refined and reused for subsequent iterations. The diagram below illustrates where SUM fits into the overall upgrade process.
Figure 5: SUM Process Diagram (from SAP documentation)
The SUM process includes key milestones such as locking the system for development and restricting end-user access. A critical component during this phase is the Database Migration Option (DMO), which handles the conversion from the legacy database to HANA. Since the source and target databases often reside in separate data centers, maintaining stable connectivity between them is essential throughout both uptime and downtime phases.
Figure 6: SUM Process (from SAP documentation)
RISE with SAP S/4HANA Migration
One thing the SAP guides do not convey is the four-dimensional experience of living through the upgrade from the user's point of view. While the actual upgrade SUM process may take multiple weeks, the downtime should be minimized for the users.
3.3.6 Cutover
We maintain a comprehensive runbook detailing the sequenced steps, including the specific timing and document resolution of any errors encountered during the migration process. Below is a summary of our proven approach.
Figure 7: Summary of Approach
All early phases (ECC Side, Pre-Upgrade, and Uptime) can be performed on a copy of the live production system well ahead of the actual cutover—potentially starting months in advance.
The final phase (Post-Upgrade Steps) represents the converted system before it is released for general use. Only during the fourth phase (Upgrade Steps) is the system unavailable to end- users until the migration is complete.
RISE with SAP S/4HANA Migration
4. PROJECT ORGANIZATION
4.1 Project Governance
The following resources will form part of the Governance and Project Management Office:
Party Role Named resource Assignment
CoPA Project Sponsors Darren Numoto Part-time
CoPA Project Manager TBD Full-time
EPI-USE Client Partner Mark Schexnaildre Part-time
EPI-USE Project Manager TBD Full-time
Table 20: Governance and Project Management Office resources EPI-USE employs a methodical approach for organizing and executing projects. Representatives from each organization will serve as key stakeholders, representing various business areas and project workstreams. These representatives will furnish metrics, enhancing project visibility crucial for timely decision-making and recommendations, ultimately ensuring the project's overall success. In terms of project governance, our perspective on the decision-making process is outlined below:
Figure 8: Overview of Decision-Making Practice
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Furthermore, the management of communications will be a collaborative effort, offering valuable insights to inform project stakeholders. This includes updates on the project's overall progress, key decisions, issues, risks, and tracking key deliverables. The project plan updates will be supported by proposed meetings described below to facilitate effective communication among project stakeholders.
Steering Committee Meetings – EPI-USE recommends the Steering Committee meet once every month. The Project Managers of EPI-USE and the client shall jointly prepare and present the status reports to the Steering Committee. These may include reports on the summary of tasks completed, milestones achieved, unresolved issues, changes affecting the project, status on deliverables, etc.
Review Meetings – Design and document review meetings will be scheduled as required, with EPI-USE overseeing these sessions. The active involvement of end users and process owners is pivotal for the meetings' effectiveness. The EPI-USE leads or coordinators will be responsible for publishing meeting minutes and action items, ensuring that they are disseminated to all stakeholders.
Weekly Status Meeting – EPI-USE proposes to conduct a project status meeting every week.
This meeting will primarily concentrate on the progress achieved in the previous week, the plan for the current/next week, any issues that need resolution and other open items.
4.2 Project Sites
Work will take place at the following locations:
• Palo Alto, CA;
• Remotely.
In the event that travel is required, it must be pre-approved via Change Order prior to the time of travel. If on-site presence is required, then the parties will mutually agree on the schedule.
Physical access to CoPA’s offices will be required if EPI-USE resources work on-site. CoPA will provide access to the work sites, including VPN access, as reasonable and necessary, based upon CoPA’s sole discretion. Travel expenses will be reimbursed based on actuals/CoPA travel policy.
RISE with SAP S/4HANA Migration
4.3 Roles and Responsibilities
This section identifies the applicable activities, tasks, roles and responsibilities of CoPA and EPI- USE (and any third party under CoPA’s or EPI-USE’s respective supervision) for the Project.
Figure 2 indicates the definition for
each code used in the table below,
where R stands for responsible, A
for accountable, C for consulted,
and I for informed.
Figure 9: RACI Definition
The key activities, tasks, and responsibilities associated with the Project are outlined in the table below.
Stage Item Deliverable Definition EPI-USE CoPA
Prepare
Statement of
Work Review
Statement of
Work
Develop the Statement of Work
to validate alignment for project
activities.
R A
Project Kick-off
Presentation
Kick off
presentation
PowerPoint presentation to
communicate the goals of the
project, team structure,
implementation methodology
timeline, and next steps.
R A
Project Charter Project Charter
Document detailing project
requirements; including
schedule, roles and
responsibilities, project
objectives, etc.
R A
Phase Sign off Phase Sign off
Confirm Phase deliverables are
complete, and project is ready
to move to next phase
R A
Design Project Kick-off N/A Meeting to signify the start of the project and align all
R, A C
• The individual(s) who performs the task and are responsible for the action. • R’s can be shared.
R
• The individual who is ultimately accountable and responsible for acceptance. • Has Yes/No power, as well as power of veto.
• Only one A can be assigned to an activity/ deliverable.
A
• The individual(s) to be consulted.
• C’s can be shared.
C
• Optional participation, and/or
• Provided a copy of the final deliverable for informational purposes.
I
RESPONSIBLEACCOUNTABLECONSULTEDINFORMED
RISE with SAP S/4HANA Migration
Stage Item Deliverable Definition EPI-USE CoPA
stakeholders on the project
details.
Implementation
Project Plan Project Plan
Project document listing tasks,
owners, durations, start/end
dates, and dependencies.
R A
Communication
Strategy & Plan
Communication
Strategy
Document
Document outlining the plan for
communicating the project
details to the project team and
stakeholders.
C R, A
Design
Organizational
Change
Management
(OCM) Strategy
& Plan*
OCM Plan,
Framework and
Organizational
Impact
Assessment
This document lays out the
overall purpose, goals and
approach the team will follow
as they execute the
Organizational Change
Management (OCM) work
associated with the
transformation.
C R, A
Design
Document
Design Document
Functionality
Workbooks
Functional Design
Specifications
Document detailing business
processes, configuration
requirements; including
integration touchpoints,
standard reports, roles and
authorizations, etc. (including
solution configuration
workbooks).
R, A C, I
Issue Log
Management
and Resolution
Issue Log Oversight, tracking and closure
of project Issue log. R A
Inventory
Reports
Report
Requirement
Document
Document outlining existing
reports C, I R, A
Reporting
Strategy
Reporting
Strategy
Document
Document mapping existing
reports to CDS Views
Identified gaps documented
R, A C, I
Testing Strategy Testing Strategy
Document
Document outlining the
approach for the various levels
R A
RISE with SAP S/4HANA Migration
Stage Item Deliverable Definition EPI-USE CoPA
of testing the configuration,
integration, and interfaces.
Training Needs
Assessment
Training Needs
Assessment
Document of the assessment of
the training requirements which
arise from the project.
C R, A
Design
Training Strategy
& Plan
Training Plan and
Coordination
Document
Document outlining the steps
and tasks for training Client
resources beyond what training
SAP provides.
C R, A
Data Conversion
Strategy
Data Conversion
Strategy
Document
Document identifying the data
specification for conversion -
including source, data
requirements, extraction,
cleansing, etc.
C, I R, A
Post
Implementation
Support Plan
Support Strategy
Document
Document detailing Client plans
for supporting their internal
resources for support.
C, I R, A
Phase Sign off Phase Sign off
Confirm Phase deliverables are
complete, and project is ready
to move to next phase
R A
Realize
Configuration
and
development of
the system
Functionality
Workbooks
Technical Design
Specifications
Application configuration and
technical development
R, A C, I
Data Load
templates
Data Load
Templates
Templates for data loads. Data
will be provided by customer
per project requirements.
R A
Data cleansing
and preparation
Completed Data
Load Templates
Perform data cleansing and
prepare for data migrations.
C, I R, A
Training Material
development Training Material
Create identified training
material from the Training
Analysis Framework
C R, A
Realize
Test Plans (to
include
acceptance
criteria)
Relevant Test
Plans
Document that defines specific
data and/or processes required
for testing to successfully
process business transactions
and transfer data into or out of
the target system.
C, I R, A
RISE with SAP S/4HANA Migration
Stage Item Deliverable Definition EPI-USE CoPA
Reporting
Development Reports Development of identified
reports in BW4HANA
R, A C, I
First Solution
Review
(Iteration 1)
Business Process
Procedures
Configuration
Change Log
Overview of system
configuration and in scope
processes
R A
Test Scenarios
and Test Scripts
Test Scripts with
relevant data
scenarios
Documentation that defines
Client business scenarios to be
executed during the Testing
Phase.
C, I R, A
Second Solution
Review (Iteration
2)
Updated Business
Process
Procedures
Configuration
Change Log
Overview of system
configuration and in scope
processes
R A
Phase Sign off Phase Sign off
Confirm Phase deliverables are
complete, and project is ready
to move to next phase
R A
Validate
System
Integration
Testing (SIT) Test
Scenarios &
Scripts
Test Scripts with
relevant data
scenarios
Documentation that defines
client’s business scenarios to be
executed during the Testing
Phase.
C, I R, A
System
Integration
Testing Execution
Completed
Integration Test
Scripts
Execution and visibility of
business processes and
integration processes that bring
data into or out of S/4.
C, I R, A
Validate
Reporting Testing
Execution
Completed
Reporting Test
Scripts
Execution of report validation C, I R, A
User Acceptance
Testing Execution
Completed UAT
Test Scripts
Execution of User Acceptance
Testing.
C, I R, A
Payroll
Comparison Test
Execution
Completed
Payroll
Comparison Test
Scripts
Execution and visibility of
business processes and
integration processes for payroll
to ensure valid and accurate
payroll calculations.
C, I R, A
RISE with SAP S/4HANA Migration
Stage Item Deliverable Definition EPI-USE CoPA
Final Design
Documentation
Final Workbooks
Final Process
Flows
Updated functional workbooks
at the conclusion of testing.
Finalized business process flows
R A, C
Training data
creation N/A Creation of training data. C R, A
Training
Materials /
Manuals
Training Material Creation of End-User Training
Materials.
C R, A
Train-the-Trainer
Instruction
Instructor-ready
training decks
and lesson plans
Virtual delivery of sessions to
CoPA selected trainers
R, A C
Perform End-
User Training N/A Execution of end-user training. I R, A Develop Cut-over
plan Cutover Plan
A plan that documents the
system cutover, including
cutover activities, roles and
responsibilities, activation of
integrations, and job
scheduling.
R, A C, I
Technical
Administrator
Training
Administrator
Training
Presentation
Training for client- identified
admins of in-scope processes,
configuration, and technical
documentation
I R, A
Validate Phase Sign off Phase Sign off
Confirm Phase deliverables are
complete, and project is ready
to move to next phase
R A
Launch
Go/No-Go
Meeting
Go/No Go
decision Perform Go/No-Go meeting R A
Issue Log Final Issue Log Validate post go live issues list R A Go-Live N/A Productive system available R, A I
Hypercare
Support Project Sign off Post Go-live support provided
for resolution of critical issues
R A
Table 215: RACI
RISE with SAP S/4HANA Migration
5. PROJECT FEES
5.1 Total Implementation Cost
The professional services are provided on a Time and Material basis. The estimate for this project is $4,246,299.34 (“Time and Material Estimate”), which is based on the scope and assumptions defined in this SOW. Detailed pricing is provided in Appendix A.
Should the staffing, scope, and/or timeline change, then Carahsoft, CoPA and EPI-USE will follow the Project Change Control Procedure (Appendix B.1) to formally confirm the adjustment, which may include changes to the Time and Material estimate. Only upon the formal approval from CoPA and signature of the Project Change Request by each Party’s authorized representatives, will EPI-USE proceed with the changes. The rate card is provided as part of Appendix A.
5.2 Travel Expenses
EPI-USE shall bill actual and allowable expenses in accordance with the Expense Reimbursement policy as defined in the Professional Services Agreement.
To estimate the expenses over the 14-month duration of the project, the number of trips by resource was estimated as shown below with an estimated trip cost of $1,800. EPI-USE has made this assumption but is open to discussions and guidance from CoPA.
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Resource Number of Trips Amount
Client Partner 3 $5,400
Project Manager 16 $28,800
S/4HANA Technical Solution Architect 11 $19,800
Reporting Remediation & Development 11 $19,800
S/4 Security Remediation 8 $14,400
S/4HANA - ISU - Architect Functional 11 $19,800
HCM / Payroll Architect 1 $1,800
New GL Migration Architect 1 $1,800
FI Architect and Spot Consulting 11 $19,800
S/4HANA Funds and Grants Management 6 $10,800
S/4HANA Procurement/EAM 6 $10,800
Total 85 $153,000
Table 22: Estimated Travel Expenses
5.3 Payment Terms
The Professional Services shall be provided on a Time and Material basis and authorized by this mutually executed SOW.
Carahsoft will invoice and be paid according to the payment terms defined in the Agreement.
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6. ASSUMPTIONS
All assumptions and commitments from the Agreement are hereby included by reference and assumptions and commitments that are specifically applicable to this SOW are listed below:
1. The Parties agree that a standard solution will be implemented where possible and that the intent of the migration is a Brownfield or lift and shift strategy.
2. CoPA will appoint a full-time Project Manager for co-ordination of resources, personnel, subject matter experts, and also obtaining timely approval of decisions.
3. CoPA will provide appropriate access to work facilities, SAP and other systems, subject matter experts, etc. for the EPI-USE team to perform their tasks.
4. The Time and Material estimated price is based on the project approach, timeline, estimated effort, resources and scope mentioned throughout this SOW. Should any of these factors change, then CoPA and EPI-USE will need to address these changes via the Project Change Control Procedure, which may result in timeline, scope, staffing, cost, and other adjustments.
5. Pricing estimate assumes the use of offshore resources for the following:
a. S/4HANA ABAP Developer Lead
b. S/4HANA ABAP Developer
c. Fiori Architect
d. S/4HANA - ISU - FI-CA Functional
e. S/4HANA - ISU - Billing
f. S/4HANA - ISU - Device Management, AMI and Integration g. S/4HANA - CRM or UI5 (per decision)
6. The Parties understand that major business changes (e.g., acquisitions, re-organizations, third-party providers) during the project may impact the approach, timeline, estimated effort, resources and scope and will be addressed via the Project Change Control Procedure.
7. The Parties understand and are committed in staffing the appropriate number of resources, with the necessary skills, to implement this Project successfully.
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8. Solutions and services not specifically stated herein shall be considered “out of scope” and are subject to additional fees, terms and conditions as applicable and mutually agreed to by the Parties.
9. CoPA will be responsible for any activities and/or changes to internal systems.
10. Coordination, data requests, and testing with external vendors and internal/external systems will be CoPA’s responsibility.
11. All documents will be generated in US English only.
12. CoPA will be responsible for producing and formatting source data (on a regular basis) for migration and ongoing interfaces.
13. No licensing fees are included in this SOW and CoPA should procure these directly from the software vendor(s).
14. The systems/instance(s) should be available at the start of this project.
15. The most current version (as available at the start of the Build phase) of the software will be implemented. No updates and/or upgrades are planned during the project unless mutually agreed by the Parties.
16. CoPA resources will be responsible for any additional training material, other than the Train-the-Training materials developed by EPI-USE.
17. CoPA resources will be responsible for any Organizational Change Management material and execution.
18. Any changes to the design of the system will be signed off at the end of the Realize Phase and no changes will be included after that point, without PMO approval.
Note: Deviations that arise during the Project will be managed through the procedure described in the Project Change Control Procedure (Appendix B.1), and may result in adjustments to the project scope, estimated schedule, charges and other terms. If an assumption deviation is not resolved through the Project Change Control Procedure within thirty (30) days, then the issue will be resolved in accordance with the Project Escalation Procedure (Appendix B.2).
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7. CONTACT PERSONS
The contact persons for CoPA and EPI-USE on this SOW shall be:
CoPA EPI-USE
Name Jitendra Kulkarni Mark Schexnaildre
Address 250 Hamilton Street
Palo Alto, CA 94301
2002 Summit Boulevard, Suite 825
Atlanta, GA 30319
Phone (650) 690-6791 (225) 333-0158
E-mail [email protected] [email protected]
The contact persons for Carahsoft and CoPA on this SOW for invoicing shall be:
Carahsoft CoPA
Name Accounts Receivable Accounts Payable
Address 11493 Sunset Hills Road, Suite 100
Reston, VA 20190
250 Hamilton Ave
Palo Alto, CA 94301
Phone (888) 662-2724
E-mail [email protected] [email protected]
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8. ACCEPTANCE AND APPROVALS
The Agreement and this SOW constitute the entire agreement between the Parties with respect to the subject matter thereof, and there are no representations, understandings or agreements that are not fully expressed herein.
IN WITNESS WHEREOF the Parties hereto have executed this SOW, via a valid Purchase Order, as of the Effective Date.
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9. APPENDIX A PRICING DETAIL AND RATE CARD
9.1 Pricing Detail
EPI-USE S/4HANA Migration Staffing Rate/Hr. Hours Total PMO & Architecture 3,808
Client Partner/QA $263.16 408 $107,369.28
Project Manager $221.05 1,760 $389,048.00
S/4HANA Technical Solution Architect $210.53 1,640 $345,269.20 S/4HANA - Technical & Data Migration 7,190
S/4HANA ABAP Developer Lead $105.26 1,240 $130,522.40
S/4HANA ABAP Developer $84.21 800 $67,368.00
Fiori Architect $105.26 600 $63,156.00
Reporting Remediation & Development (BW 7.5) $200.00 1,320 $264,000.00 S/4 BASIS $189.47 2,530 $479,359.10
S/4 Security Remediation $200.00 700 $140,000.00
S/4HANA - Functional - Utilities & Work Management 7,120 S/4HANA - ISU - Architect Functional $210.53 1,440 $303,163.20 S/4HANA - ISU - FI-CA Functional $121.05 1,360 $164,628.00 S/4HANA - ISU - Billing $121.05 1,360 $164,628.00
S/4HANA - ISU - Device Management, AMI and Integration $121.05 1,440 $174,312.00 S/4HANA - CRM or UI5 (per decision) $121.05 1,520 $183,996.00 S/4HANA - Functional - HCM/Payroll 1,000
HCM Architect and Spot Consulting $200.00 1,000 $200,000.00 S/4HANA - Functional - Finance/Procurement 4,720
New GL Migration Architect $210.53 320 $67,369.60
FI Architect and Spot Consulting $210.53 1,520 $320,005.60 S/4HANA Funds and Grants Management $200.00 1,360 $272,000.00 S/4HANA Supply Chain/Procurement/EAM $200.00 1,520 $304,000.00 Training Services 576
Train-the-Trainer Development & Delivery $184.21 576 $106,104.96 Total Estimated Implementation Labor Cost 24,414 $4,246,299.34 RISE with SAP S/4HANA Migration
9.2 Rate Card
EPI-USE S/4HANA Rate Card Onshore
Rate/Hr.
Offshore
Rate/Hr.
PMO & Architecture
Client Partner/QA $263.16
Project Manager $221.05
S/4HANA Technical Solution Architect $210.53
S/4HANA - Technical & Data Migration
S/4HANA ABAP Developer Lead $189.47 $105.26
S/4HANA ABAP Developer $168.42 $84.21
Fiori Architect $189.47 $105.26
Reporting Remediation & Development (BW 7.5) $200.00 $200.00 S/4 BASIS $189.47 $189.47
S/4 Security Remediation $200.00 $200.00
S/4HANA - Functional - Utilities & Work Management
S/4HANA – ISU - Contract Management $210.53
S/4HANA - ISU - FI-CA Functional $210.53 $121.05
S/4HANA - ISU - Billing $210.53 $121.05
S/4HANA - ISU - Device Management, AMI and Integration $210.53 $121.05 S/4HANA - CRM or UI5 (per decision) $210.53 $121.05
S/4HANA - Functional - HCM/Payroll
HCM Architect and Spot Consulting $200.00
S/4HANA - Functional - Finance/Procurement
New GL Migration Architect $210.53
FI Architect and Spot Consulting $210.53
S/4HANA Funds and Grants Management $200.00
S/4HANA Supply Chain/Procurement/EAM $200.00
Training Services
Train-the-Trainer Development & Delivery $184.21
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10. APPENDIX B – PROJECT PROCEDURES
B.1 Project Change Control Procedure
The following process will be followed if a change to this SOW is required:
1. A Project Change Request (PCR) will be the vehicle for communicating a change. The PCR must describe the change; the rationale for the change and the effect the change will have on the Project. EPI-USE will provide the form to be completed for this purpose.
2. The designated Project/Engagement Manager of the requesting party will review the proposed change and determine whether to submit the request to the other party.
3. The Project and Engagement Managers will review the proposed change and recommend it for further investigation or reject it. If the proposed change is recommended for further investigation, the Project and Engagement Managers will determine the scope of t he investigation, the amount of investigation that will be done and what, if any, charges may apply. A PCR must be signed by authorized representatives from all parties to authorize investigation of the recommended changes. The investigation will determi ne the effect that the implementation of the PCR will have on price, schedule and other terms and conditions of the SOW.
4. A written Change Authorization and/or PCR must be signed by authorized representatives from all parties to authorize implementation of the investigated changes. Until a change is agreed in writing, all parties will continue to act in accordance with the latest agreed version of the SOW.
B.2 Project Escalation Procedure
The following procedure will be followed if resolution is required for a project -related conflict arising during the performance of this SOW:
1. When a conflict arises between Client and EPI-USE, the project team member(s) will first strive to work out the problem internally.
2. Level 1: If the project team cannot resolve the conflict within two (2) business days, the Client Project Manager and EPI-USE Project Manager will meet to resolve the issue.
3. Level 2: If the conflict is not resolved within three (3) working days after being escalated to Level 1, the Client Project Manager will meet with the EPI-USE Client Partner to resolve the issue.
4. Level 3: If the conflict is not resolved within three (3) working days after being escalated to Level 2, the Project Sponsors will meet to resolve the issue.
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5. Level 4: If the conflict remains unresolved after Level 3 intervention, resolution will be addressed in accordance with Project Change Control Procedure or termination of this SOW under the terms of the Agreement.
6. During any conflict resolution, EPI-USE agrees to provide services relating to items not in dispute, and Client agrees to pay Carahsoft invoices for items not in dispute.