PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF SAN BERNARDINO
AND APPLICATION SOFTWARE TECHNOLOGY LLC
This Agreement is made and entered into as of November 20, 2024 by and between the City of San Bernardino, a charter city and municipal corporation organized and operating under the laws of the State of California with its principal place of business at Vanir Tower, 290 North D Street, San Bernardino, CA 92401 (“City”), and Applications Software Technology LLC , a Delaware limited liability company with its principal place of business at 4343 Commerce Court, Ste. 701, Lisle IL 60532 (hereinafter referred to as “Consultant”). City and Consultant are hereinafter sometimes referred to individually as “Party” and collectively as the “Parties.”
RECITALS
A. City is a public agency of the State of California and is in need of professional services for the following project:
ERP Implementation (hereinafter referred to as “the Project”).
B. Consultant is duly licensed and has the necessary qualifications to provide such services.
C. The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein.
NOW, THEREFORE, IT IS AGREED AS FOLLOWS:
AGREEMENT
1. Incorporation of Recitals. The recitals above are true and correct and are hereby incorporated herein by this reference.
2. Services. Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit “A.”
3. Professional Practices. All professional services to be provided by Consultant pursuant to this Agreement shall be provided by personnel identified in their proposal unless otherwise agreed to by the City. Consultant warrants that Consultant is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Consultant’s performance of this Agreement. Consultant further represents that no City employee will provide any services under this Agreement as an employee, agent or representative of Consultant’s.
4. Compensation.
a. Subject to paragraph 4(b) below, the City shall pay for such services in accordance with the Statement of Work set forth in Exhibit “A.” b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of $4,932,000. This amount is to cover all related costs, and the City will not pay any additional fees for printing expenses.
Consultant may submit invoices to City for approval. Said invoice shall be based on the total of all Consultant’s services which have been completed and accepted by the City in accordance with Exhibit A. City shall pay Consultant’s invoice within forty-five (45) days from the date City receives said invoice. The invoice shall describe in detail the services performed and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as “Additional Services” and shall identify the number of the authorized change order, where applicable, on all invoices.
5. Additional Work. If changes in the work seem merited by Consultant or the City, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the City by Consultant with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall be prepared by the City and executed by both Parties before performance of such services, or the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement.
a. Adjustments. No retroactive price adjustments will be considered.
Additionally, no price increases will be permitted during the first year of this Agreement, unless agreed to by City and Consultant in writing.
6. Term. This Agreement shall commence on the Effective Date and continue through February 28, 2027, unless the Agreement is previously terminated as provided for herein (“Term”).
7. Maintenance of Records; Audits.
a. Records of Consultant’s services directly relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City for inspection and/or audit upon commercially reasonable prior written notice to Consultant at mutually convenient times for a period of four (4) years from the Effective Date.
b. Books, documents, papers, accounting records, and other evidence directly pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by City.
8. Time of Performance. Consultant shall perform its services in a prompt and timely manner and shall commence performance upon receipt of written notice from the City to proceed. Consultant shall complete the services required hereunder within Term.
9. Delays in Performance.
a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the non-performing Party. For purposes of this Agreement, such circumstances include a Force Majeure Event. A Force Majeure Event shall mean an event that materially affects the Consultant’s performance and is one or more of the following: (1) Acts of God or other natural disasters occurring at the project site; (2) terrorism or other acts of a public enemy; (3) orders of governmental authorities (including, without limitation, unreasonable and unforeseeable delay in the issuance of permits or approvals by governmental authorities that are required for the services); and (4) pandemics, epidemics or quarantine restrictions. For purposes of this section, “orders of governmental authorities,” includes ordinances, emergency proclamations and orders, rules to protect the public health, welfare and safety. b. Should a Force Majeure Event occur, the non-performing Party shall, within a reasonable time of being prevented from performing, give written notice to the other Party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. Delays shall not entitle Consultant to any additional compensation regardless of the Party responsible for the delay.
c. Notwithstanding the foregoing, the City may still terminate this Agreement in accordance with the termination provisions of this Agreement.
10. Compliance with Law.
a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements.
b. If required, Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of Consultant by federal, state and local regulatory agencies.
c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement.
11. Standard of Care. Consultant’s services will be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. Consultant’s performance shall conform in all material respects to the requirements of the Scope of Work.
12. Conflicts of Interest. During the term of this Agreement, Consultant shall at all times maintain a duty of loyalty and a fiduciary duty to the City and shall not accept payment from or employment with any person or entity which will constitute a conflict of interest with the City.
13. City Business Certificate. Consultant shall, prior to execution of this Agreement, obtain and maintain during the term of this Agreement a valid business registration certificate from the City pursuant to Title 5 of the City’s Municipal Code and any and all other licenses, permits, qualifications, insurance, and approvals of whatever nature that are legally required of Consultant to practice his/her profession, skill, or business.
14. Assignment and Subconsultant. Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from employing independent associates and subconsultants as Consultant may deem appropriate to assist in the performance of services hereunder.
15. Independent Consultant. Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of Consultant shall become an employee of City. The work to be performed shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided. Any personnel performing the work governed by this Agreement on behalf of Consultant shall at all times be under Consultant’s exclusive direction and control. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance under this Agreement and as required by law.
Consultant shall be responsible for all reports and obligations respecting such personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, and workers’ compensation insurance.
16. Insurance. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has secured all insurance required under this section. a. Additional Insured
The City of San Bernardino, its officials, officers, employees, agents, and volunteers shall be named as additional insureds on Consultant’s and its subconsultants’ policies of commercial general liability and automobile liability insurance using the endorsements and forms specified herein or exact equivalents. b. Commercial General Liability
(i) The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the City.
(ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following:
Insurance Services Office Commercial General Liability
coverage (Occurrence Form CG 00 01) or exact equivalent. (iii) Commercial General Liability Insurance must include coverage for the following:
(1) Bodily Injury and Property Damage
(2) Personal Injury/Advertising Injury
(3) Premises/Operations Liability
(4) Products/Completed Operations Liability
(5) Aggregate Limits that Apply per Project
(6) Explosion, Collapse and Underground (UCX)
exclusion deleted
(7) Contractual Liability with respect to this Contract (8) Broad Form Property Damage
(9) Independent Consultants Coverage
(iv) The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement.
(v) The policy shall give City, its elected and appointed officials, officers, employees, agents, and City-designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage.
(vi) The general liability program may utilize either deductibles or provide coverage excess of a self-insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an additional insured.
c. Automobile Liability
(i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to the City. (ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto).
(iii) The policy shall give City, its elected and appointed officials, officers, employees, agents and City designated volunteers additional insured status. (iv) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self-insured retention. d. Workers’ Compensation/Employer’s Liability
(i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement.
(ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this section. e. Professional Liability (Errors and Omissions)
At all times during the performance of the work under this Agreement the Consultant shall maintain professional liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the City and in an amount indicated herein. This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend. f. Privacy/Network Security (Cyber)
At all times during the performance of the work under this Agreement, the Consultant shall maintain privacy/network security insurance for: (1) privacy breaches, (2) system breaches, (3) denial or loss of service, and the (4) introduction, implantation or spread of malicious software code, in a form and with insurance companies acceptable to the City.
g. N/A
h. Minimum Policy Limits Required
(i) The following insurance limits are required for the Agreement:
Combined Single Limit
Commercial General Liability $2,000,000 per occurrence/$4,000,000 aggregate for bodily injury, personal
injury, and property damage
Automobile Liability $1,000,000 per occurrence for bodily injury and property damage
Employer’s Liability $1,000,000 per occurrence
Professional Liability $1,000,000 in the aggregate (errors and omissions)
Cyber Liability $3,000,000 in the aggregate
(ii) Intentionally omitted.
(iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement.
i. Evidence Required
Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25-S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance. j. Policy Provisions Required
(i) Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant shall provide at least ten (10) days prior written notice of cancellation of any such policy due to non-payment of the premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration. (ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss. (iii) The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement. (iv) All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to provide waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants.
(v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Further the limits set forth herein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City and shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law. k. Qualifying Insurers
(i) All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements:
(1) Each such policy shall be from a company or
companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law.
l Additional Insurance Provisions
(i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including, but not limited to, the provisions concerning indemnification. (ii) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement. (iii) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv) Neither the City nor the City Council, nor any member of the City Council, nor any of the officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement. m. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section. Policies of commercial general liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, City may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants.
17. Indemnification.
a. To the fullest extent permitted by law, Consultant (“Indemnifying Party”) shall defend at Consultant’s expense (with counsel reasonably approved by the City), indemnify and hold the City, its elected and appointed officials, officers, employees, agents, and authorized volunteers (collectively, the “Indemnitees”) free and harmless from any and all claims, demands, causes of action, suits, actions, proceedings by third parties for costs, expenses, liability, judgments, awards, decrees, settlements, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, (collectively, “Third Party Claims”) in any manner arising out of, pertaining to, or incident to any alleged acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s services, the Project, or this Agreement, including without limitation the payment of all damages, expert witness fees, attorneys’ fees and other related costs and expenses. This indemnification clause excludes Third Party Claims to the extent arising from the acts or omission of the City or any Indemnitee(s).
Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, the City Council, members of the City Council, its employees, or authorized volunteers. Consultant’s indemnification obligation shall survive the expiration or earlier termination of this Agreement.
b. Intentionally Deleted.
c. Limitation of Liability. Neither Party shall be liable for any indirect, incidental, special, punitive or consequential damages, including without limitation loss of profits (otherwise than in respect of any obligation to pay the fees due to Consultant), savings, revenue, business or data, however arising, whether in contract, tort (including negligence) or any other legal or equitable theory, even if it has been advised of the possibility of such damages; and except with respect to damages resulting from breaches of confidentiality, bodily injury, death, damage to physical property and violations of applicable laws, (ii) the Parties’ liability shall not exceed, in the event of City’s liability to Consultant, the fees and expenses due and owing to Consultant, and in the event of Consultant’s liability to the City, one and one half times (1.5x) the total fees and expenses due by the City to Consultant under this Agreement.
The limitations set forth in section 17 (c) shall apply regardless of whether a claim or liability is in contract, tort (including negligence) or any other legal or equitable theory, and notwithstanding the failure of any limited remedy of its essential purpose.
The City’s sole and exclusive remedy with respect to any alleged breach of a license or subscription agreement for, any warranty under a license or subscription agreement for, or the suitability, characteristics, functionality or performance of, or infringement of Intellectual Property Rights by, third party software shall be in accordance with the terms of the license or subscription agreement or related agreements between the City and the third party software vendor and Consultant shall have no liability therefor.
18. California Labor Code Requirements. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects. If the Services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, Consultant agrees to fully comply with such Prevailing Wage Laws, if applicable. Consultant shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subcontractors to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1).
If the Services are being performed as part of an applicable “public works” or “maintenance” project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such Services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. This Project may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements.
19. Verification of Employment Eligibility. By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub-subconsultants to comply with the same.
20. Laws and Venue. This Agreement shall be interpreted in accordance with the laws of the State of California. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a state or federal court situated in the County of San Bernardino, State of California.
21. Termination or Abandonment
a. City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) business days’ written notice to Consultant.
In such event, City shall be immediately given title and possession to all original field notes, drawings and specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned . City shall pay Consultant the value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task for the Project for which a payment request has not been received, the charge for services performed during such task shall be the value of such services, based on the hourly rate set forth in the statement of work. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed services, and shall not be entitled to damages or compensation for termination of work.
b. Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) business days’ written notice to City only in the event of substantial failure by City to perform in accordance with the terms of this Agreement through no fault of Consultant.
22. Attorneys’ Fees. In the event that litigation is brought by any Party in connection with this Agreement, the prevailing Party shall be entitled to recover from the opposing Party all costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing Party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof. The expenses of the City Attorney’s Office in enforcing this Agreement on behalf of the City shall be considered as “attorneys’ fees” for the purposes of this Agreement only if the City Attorney’s Office acts as the sole litigation counsel on behalf of the City in such litigation.
23. Responsibility for Errors. Consultant shall be responsible for its work and results under this Agreement. Consultant, when requested, shall furnish an explanation as may be required by the City’s representative, regarding any services or deliverables rendered under this Agreement at no additional cost to City. In the event the services and/ or deliverables do not conform to the statement of work, upon notification from the City to Consultant in writing, specifying the nature and extent of the non-conformity within thirty (30) days of the acceptance of the service or deliverable claimed to be non- conforming, Consultant shall, at no cost to City, re-perform the applicable services or correct the applicable deliverable at Consultant’s expense to cure the non-conformity as promptly as possible, but in any event within such period as agreed upon by the parties in writing and to participate in any meeting required regarding the correction.
Notwithstanding the foregoing, Consultant shall not be responsible for remedial actions to the extent the failure is solely caused by or related to modifications to the services and/or deliverables, or to the environment in which they operate, by the City or anyone other than the Consultant or Consultant's subcontractor. Furthermore, if Consultant re- performs services and the non-conformity is later discovered to be solely attributable to, caused by or related to modifications to the services, deliverables or environment by the City or anyone other than the Consultant or Consultant's subcontractor, the City agrees to reimburse Consultant for the material and labor costs of the remedial measures.
Notwithstanding anything in this Agreement or any statement of work to the contrary, Consultant does not warrant any software, application or other product provided by Oracle Corporation (or its affiliates) or any other third party, and Consultant shall have no responsibility or liability for defects in or failures of the services or deliverables that Consultant can evidence were caused solely by such software, applications or products or any modifications, upgrades or other changes thereto by Oracle or such third party and were not caused by Consultant’s configuration of such software, applications or products.
24. Prohibited Employment. Consultant shall not employ any current employee of City to perform the work under this Agreement while this Agreement is in effect.
25. Costs. Each Party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein.
26. Documents. Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, Drawings and Specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of the City.
27. Organization. Consultant shall assign [***INSERT NAME***] as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City.
28. Limitation of Agreement. This Agreement is limited to and includes only the work included in the Project described above.
29. Notice. Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to the following addresses and shall be effective upon receipt thereof:
CITY:
City of San Bernardino
Vanir Tower, 290 North D Street
San Bernardino, CA 92401
Attn: Director of Finance
& Management Services
With Copy To:
City of San Bernardino
Vanir Tower, 290 North D Street
San Bernardino, CA 92401
Attn: City Attorney
CONSULTANT:
Applications Software Technology LLC
4343 Commerce Court, Ste, 701
Lisle, IL 60532
Attn: Contracts Manager
30. Third Party Rights. Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant.
31. Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination.
32. Entire Agreement. This Agreement, including Exhibit “A,” represents the entire understanding of City and Consultant as to those matters contained herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each Party acknowledges that no representations, inducements, promises, or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. No terms, provisions or conditions of any purchase order, acknowledgement or other business form, or of any electronic data interchange, internal or third party portal, or any other electronic means, that either Party may use in connection with the transactions contemplated by this Agreement shall have any effect on or shall otherwise modify the rights, duties or obligations of either Party under this Agreement, regardless of any failure of a receiving Party to object to such terms, provisions or conditions. This is an integrated Agreement.
33. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid, illegal, or unenforceable for any reason, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance, and the remaining provisions of this Agreement shall remain in full force and effect.
34. Successors and Assigns. This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each Party to this Agreement. However, Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void.
35. Non-Waiver. The delay or failure of either Party at any time to require performance or compliance by the other Party of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance.
No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the Party against whom enforcement of a waiver is sought. The waiver of any right or remedy with respect to any occurrence or event shall not be deemed a waiver of any right or remedy with respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver.
36. Time of Essence. Time is of the essence for each and every provision of this Agreement.
37. Headings. Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain, or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement.
38. Amendments. Only a writing executed by all of the Parties hereto or their respective successors and assigns may amend this Agreement.
39. City’s Right to Employ Other Consultants. City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects.
40. Prohibited Interests. Consultant maintains and warrants that it has neither employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
41. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one single Agreement.
42. Authority. The persons executing this Agreement on behalf of the Parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said Parties and that by doing so, the Parties hereto are formally bound to the provisions of this Agreement.
43. Electronic Signature. Each Party acknowledges and agrees that this Agreement may be executed by electronic or digital signature, which shall be considered as an original signature for all purposes and shall have the same force and effect as an original signature.
44. Disciplinary Actions in Phases for Non-Performance. Failure for Consultant to perform its obligations under this Agreement or comply with the Performance Indicators may result in disciplinary action as follows:
(i) Informal Warning (Written or Verbal). Consultant is given a warning in regards to non-performance. If a verbal warning is issued, it will be confirmed with an electronic correspondence to the Consultant.
(ii) Formal Written Warning. A formal written warning is issued to Consultant pursuant to Section 29 of this Agreement. Consultant must respond within 5 to 10 days of receipt of the formal warning. Upon response from the Consultant, Consultant shall be provided a reasonable time to make corrections to their performance.
This time period
(iii) Formal Penalty Issued. A penalty of 15% of the Consultant’s current invoice amount or annual contract amount is deducted for non-performance after previous warnings have been issued.
(iv) Termination of Contract. If the performance has not been corrected after all warnings and previous penalties have been exhausted, City may terminate the contract pursuant to Section 21 of this Agreement. [SIGNATURES ON FOLLOWING PAGE]
SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF SAN BERNARDINO
AND APPLICATION SOFTWARE TECHNOLOGY LLC
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above.
CITY OF SAN BERNARDINO
APPROVED BY:
Rochelle Clayton
City Manager
ATTESTED BY:
Genoveva Rocha
City Clerk
APPROVED AS TO FORM:
Best Best & Krieger LLP
City Attorney
CONSULTANT
Signature
Name
Title
EXHIBIT A
Statement of Work
Enterprise Resource Planning System
for
City of San Bernardino, CA
Submitted: 11/20/2024
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Table of Contents
1. Background..................................................................................................................................................4
2. Definitions ....................................................................................................................................................4
3. Scope of Work..............................................................................................................................................7
3.1 Oracle ERP Applications to be Implemented..........................................................................................................7
3.2 Project Timeline ......................................................................................................................................................9
4. Scope of Services......................................................................................................................................11
4.1 Implementation Services ......................................................................................................................................11
4.2 Functional Requirements & Gap Analysis ............................................................................................................12
4.2.1 Enterprise Structure and Chart of Accounts Design .......................................................................................13
4.2.2Configuration Scope .......................................................................................................................................13
4.3 Integration Development.......................................................................................................................................15
4.3.1 Oracle Integration Cloud Service (OIC) ..........................................................................................................15
4.4 Data Conversion ...................................................................................................................................................16
4.5 Reporting ..............................................................................................................................................................16
4.5.1 Reporting Bucket of Hours..............................................................................................................................17
4.6 Testing ..................................................................................................................................................................17
4.6.1 Testing Event Entry and Exit Criteria ..............................................................................................................18
4.7 Customizations/Modifications ...............................................................................................................................19
4.8 Budgeting (Enterprise Performance Management (EPM)) Scope........................................................................20
4.8.1 Planning & Budgeting Scope Assumptions.....................................................................................................20
4.8.2 EPM Training Services ...................................................................................................................................21
4.8.3 Planning & Budgeting Implementation Assumptions ......................................................................................21
4.9 Data Archive and Reporting..................................................................................................................................22
4.10 Quarterly Releases ...............................................................................................................................................22
4.11 Organizational Change Management ...................................................................................................................23
4.12 Training.................................................................................................................................................................23
4.12.1 AST Training Videos...................................................................................................................................24
4.12.2 Oracle Guided Learning Limited.................................................................................................................26
4.12.3 Training Roles and Responsibilities............................................................................................................27
4.13 Post-Production Support.......................................................................................................................................28
4.14 Change in Scope (Project Change Control) .........................................................................................................28
5. Project Methodology & Governance Structure.......................................................................................28
5.1 Project Methodology .............................................................................................................................................28
5.2 Project Governance Structure ..............................................................................................................................29
5.3 Project Management.............................................................................................................................................29
5.4 Issue Escalation Path ...........................................................................................................................................29
5.5 Project Schedule...................................................................................................................................................29 Statement of Work
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5.6 Project Documentation .........................................................................................................................................29
5.7 Project Status Reports..........................................................................................................................................30
5.8 RAID Log ..............................................................................................................................................................30
5.9 Steering Committee Meetings ..............................................................................................................................31
6. Project Roles & Responsibilities..............................................................................................................33
6.1 Staff Roles and Time Commitments .....................................................................................................................33
6.2 AST and City Responsibilities...............................................................................................................................34
6.2.1 Roles and Responsibilities..............................................................................................................................34
6.3 Project Location(s)................................................................................................................................................37
7. Project Deliverables and Work Products ................................................................................................38
7.1 Deliverable Acceptance Process ..........................................................................................................................53
7.1.1 Non-System Event Deliverables Acceptance: ................................................................................................53
7.1.2 System Event Deliverables Acceptance: ........................................................................................................53
7.1.3 Deliverables Use in Production.......................................................................................................................53
7.1.4 Project Phase Acceptance:.............................................................................................................................53
7.1.5 Final Acceptance ............................................................................................................................................55
7.2 Project Assumptions .............................................................................................................................................55
8. Project Payment Schedule........................................................................................................................58
9. Approvals ...................................................................................................................................................59 Appendix 1 Interface Scope.............................................................................................................................60 Appendix 2 Data Conversion Scope ...............................................................................................................65 Appendix 3 Workflow Scope............................................................................................................................69 Appendix 4 Deliverable Acceptance Certificate.............................................................................................76 Appendix 5 Project Change Control Process ................................................................................................77 Appendix 6 - Module to Process Scope Mapping..........................................................................................82 Appendix 7 – EDM Methodology .....................................................................................................................86 Appendix 8 – Requirements Traceability Matrix ............................................................................................97 Statement of Work
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This Statement of Work, subject to the Master Agreement, dated ___________________ (“the Agreement) between the City of San Bernardino, (“City”) and Applications Software Technology LLC (“AST”) is intended to set forth the Services and Deliverables that AST shall provide to the City, and includes a description of the scope, roles, responsibilities, tasks, and timeframe for the implementation of the Oracle ERP Cloud applications at the City. The SOW shall outline the project scope and milestones as mutually agreed to by both parties.
The Statement of Work is subject to the terms of the Agreement and the terms of the Agreement are hereby incorporated by reference into this SOW. Terms used but not defined herein shall have the meaning(s) set forth in the Agreement.
1. Background
The City of San Bernardino, has concluded that the technologies currently used to support and deliver community services as well as communicate and engage with the community is no longer capable of providing the data-driven analysis the City needs to demonstrate measurable results of taxpayer investment. The City seeks a contemporary, cloud- based municipal financials, procurement, budgeting, and human resources solution to replace their multiple, unintegrated back office systems, including Tyler New World and multiple HR and Payroll support systems.
The City has selected the Oracle Fusion Cloud applications to replace its legacy systems.
2. Definitions
The table below defines the most commonly used abbreviations in this Statement of Work.
Acronym Acronym Description Acronym Acronym Description AST Applications Software Technology LLC OIC Oracle Integration Cloud Service CDM Customer Data Management OTBI Oracle Transactional Business Intelligence CLM Contract Lifecycle Management PCR Project Change Request COA Chart of Accounts PMIS Project Management Information System CPQ Configure Price Quote PMO Project Management Office CRM Customer Relationship Management RAID Risk, Action Item, Issue, and Decision CX Customer Experience RFP Request for Proposal
DED Deliverable Expectation Document RTM Requirements Traceability Matrix DILO Day in the Life Of SaaS Software as a Service
EDM Enterprise Domain Methodology SIT System Integration Testing ERP Enterprise Resource Planning SME Subject Matter Expert ESC Executive Steering Committee UAT User Acceptance Training HR Human Resources USD U.S. Dollar
ERP Human Capital Management VPN Virtual Private Network OCM Organizational Change Management
Definitions & Terminology:
Instance An instance is one of the non-production or production environments provisioned to support implementation activities.
Business Unit
A business unit is an Oracle Cloud enterprise structure that administers and segregates subledger transactions such as invoices and payments. Business units can contain one or more business functions such as Requisitioning, Payables Invoicing, and Payables Payments.
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Acronym Acronym Description Acronym Acronym Description Most City governments have 1 Business Unit unless there are other component units (like a School District or Utility) that need to be included in the same Oracle environment with different business process and data.
Chart of Accounts
segment hierarchy
A Segment hierarchy is a roll-up structure. Each COA segment can have a hierarchy that can be used to support reporting and budgetary control. As an example, consider the Organization/Cost Center segment of the COA structure. A hierarchy could be defined as follows:
Accounting transactions would typically be coded at the lowest level (1010, 1020, 1030, etc.) but balances would be maintained at roll-up levels (1000 and 9999) to support reporting. In addition, even if transactions were recorded at the lowest level, budget control could be defined at higher levels – e.g., control for the Finance Department (1000) rather than the divisions within Finance.
Control Budget
Control budgets are budgets used to control encumbrance and expenditure transactions. Multiple control budgets can be defined in Oracle G/L at different levels. This Hard/Full budget control can be established at the Department level and a Warning Control can be established at the Division level.
Corporate Asset
Book
This is an Oracle term to define all the transactions including depreciation for a group of assets.
Tax Book A Tax Book is all the transactions associated with a single FEIN.
Allocation rules
Allocation rules are typically defined in the General Ledger to support cost allocation. For example, Phone Bills paid and accounted for centrally that need to be allocated back to each Department based on allocation rules and formulas.
Purchasing
Documents
This is for all potential Purchasing Documents (printed, PDF, XML format) that the City may need (PO, RFQ, Contract, etc.).
Journal line rules
for subledger
accounting
Subledger rules define how JEs should be posted to each of the Ledgers that can be defined in the G/L module. Thus, the City may have several Ledgers (Modified Accrual, GASB, Cash, etc.) and subledger rules define what transactions and how they should be posted to each ledger.
Examples of low
complexity
personalization
Oracle Cloud’s page personalization capabilities allow customers to modify the application forms look and feel to meet their specific needs. System Administrators can personalize pages such as, but not limited to, expose or hide fields, make them required or read-only, display a KPI dashboard based on an application role, and more.
Descriptive
flexfield
A Descriptive Flexfield is a User Defined Field that can be added to a Page/Form to support any unique data requirements for a particular client.
Fast formula
A FastFormula is a Payroll programming tool that allows calculations to be made to support Payroll Gross-Net calculations and other types of eligibility determination calculations.
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Acronym Acronym Description Acronym Acronym Description FastFormulas are all Update safe.
HCM Groups for
OTL
The HCM Groups for OTL is a functionality to group employees based on certain criteria for time entry purpose. Few examples are:
•Group all salaried employees into one group;
•Group all salaried employees whose job code is 12345;
•Group all salaried employees whose job code is 12345 and are part of bargaining unit ABC. etc.
Groups like these can be configured based on business needs and requirements.
Non-standard
roles
Examples are as follows:
•An HR Director, or HR Manager in the organization may have full access to all HR data and will have a corresponding Human Resources Specialist role within Oracle that grants them full access to HR data. •If there is an HR Analyst role in the organization who needs limited access to HR data, then a non- standard role will be configured that contains limited set of functions/privileges and this role will be assigned to the HR Analyst user account who then gets limited HR data access in the application.
Such non-standard roles can be configured. It is recommended to go with delivered roles and avoid/minimize non-standard roles.
How interview
templates are
used
Interface Templates are used to do the mapping design showing how fields on the Oracle side and legacy/3rd party side that need to interface to/from each other
Alerts/notification
s
Notifications are in-system messages or emails that notify a user of some information (like a transaction that was approved) or require the user to take some action (approve a requisition). These alerts/notifications are generated by workflow processes and can also be notifications/reports that are generated when a certain condition is met (a Blanket Contract about to expire that needs to be bid out again).
Performance
templates
A performance template could be City Annual Evaluation, Annual Performance Evaluation, Mid-Year Evaluation, etc., based on the type of evaluations City performs. The template contains information related to the content it holds, like Competencies, Goals, etc, and the sequence of the process – starts with employee evaluation, goes to supervisor evaluation, review comments, final feedback and final ratings, etc.
Feedback
Template
A feedback template can be configured where an employee can seek feedback from any employee or manager within the organization. It can be a questionnaire-based feedback and we can configure respective set of questions. Before the annual evaluation, an employee can seek feedback from his/her peers or any other employee that can be viewed by the employee’s line manager.
Seeded
Notification
A seeded notification is an Oracle delivered Notification that is available with the software.
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Acronym Acronym Description Acronym Acronym Description Custom
Calculation
City specific special allocations, rolling forecasts, union-based position calculations, multi-year planning, customized city required workflow rules
“Unique” financial
statement or
dashboard
Budget plan reports are common requests by public sector clients. Unique refers to any variation of a report would be considered “unique”. For example, a report comparing budget vs actual by Fund would be a separate and different report that a report comparing budget vs. Actual by Cost Center.
Navigation Flow Navigation flows are a way to provide a client a step-by-step process for admins and users. This is out of the box functionality
Task Manager
Lists
Task Lists are incorporated with Navigation flows as a way to provide a client a step by step process for admins and users. This is out of the box functionality
3. Scope of Work
3.1 Oracle ERP Applications to be Implemented
The project scope constitutes the implementation of the software applications and packages identified in Table 1 Scoped Software Footprint. Any change in scope, schedule or Implementation of any additional modules/applications will be subject to the change order process.
Table 1 Scoped Software Footprint
Phase Oracle SKU Modules to be Implemented
B91084 – Oracle Fusion Enterprise Resource Planning
Cloud Service
General Ledger
Project/Cost Accounting
Grant Accounting
Accounts Receivable/Misc. Billing
Accounts Payable
Expenses (Travel & Reimbursements)
Fixed Assets
Cash Management (Bank Reconciliation)
Financial Reporting
B86841 – Oracle Fusion Document Recognition Cloud
Service
AP Invoice Imaging
Financials &
Procurement
B91086 – Oracle Fusion Procurement Cloud Service Requisitions/Purchasing Bids Management
Contract Management
B85800 – Oracle Fusion Human Capital Management
Base Cloud Service
Core HR
Self Service HR
Benefits
Absence Management
HCM -
HR/Payroll
B95499 - Oracle Fusion HCM Communicate Cloud
Service
Core HR
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Phase Oracle SKU Modules to be Implemented
B94933 - Fusion Workforce Compensation Cloud Service Compensation B75365 – Oracle Fusion Time and Labor Cloud Services Oracle Time and Labor B86334 - Fusion Payroll Cloud Service for the United
States
Payroll
B85242 - Fusion Learning Cloud Service Learning
B95657 - Oracle Fusion Learning Connect Cloud Service
- Hosted
Learning
B94925 - Oracle Fusion Talent Management Cloud
Service
Goal Management
Performance Management
B87388 - Oracle Fusion Human Resource Help Desk
Cloud Service
HR Help Desk
B95573 - Oracle Fusion Touchpoints Cloud Service Goals and Performance Management Advanced HCM
B89482 – Oracle Fusion Workforce Health and Safety
Incidents Cloud
Health and Safety
Budgeting B91074 – Oracle Enterprise Performance Management Enterprise Cloud Service
Planning and Budgeting
Enterprise Performance Reporting
B88206 - Oracle PaaS and IaaS Universal Credits Technology for Integration and Analytics B87365 - Oracle HIPAA Advanced Security for Fusion
SaaS in the Oracle Public Cloud
Tech
B19399 - Oracle Digital Assistant Platform for SaaS -
Hosted Employee
Chatbots
ERP Software B84490 - Oracle Additional Test Environment for Oracle Fusion Cloud Service - Each
2 EPM Software Oracle Enterprise Performance Management Enterprise Cloud Service - Hosted Named User
4 Can/Am – Teller CashieringThird Party
Software ADP Support Tax Filing and W-2 Services
The City shall procure Oracle Cloud applications subscriptions for all required software applications, prior to the start of the implementation project.
The scope of the implementation will be governed by the available functionality within the Oracle modules listed above, business requirements corresponding to the City’s Functional Specifications, subsequent clarifications as per Appendix 6 – Module to Process Scope Mapping, and available through the configuration of standard Oracle ERP functionality, unless specified as out of scope in the table above.
3.2 Project Timeline
The following is the high-level project timeline. A detailed project schedule for each phase will be established at the beginning of that specific phase.
The phases are depicted in the graphic below:
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4. Scope of Services
This section describes the scope of services associated with the implementation of the Oracle Cloud applications listed in Section 3.1 of this document. Any additional work not scoped in this document shall be handled via mutually agreed to change order process described in Appendix 5: Project Change Control Process.
4.1 Implementation Services
AST shall perform implementation Services necessary to enable the Oracle Cloud applications to operate in a production environment, including:
▪Project Management: Establish in coordination with the City the necessary plan for governance, tools, resources, and risk mitigation to create and maintain a project management structure, including coordination and collaboration with the City team.
▪Organizational Change Management: Recommend an Organizational Change Management Strategy and Plan to help maximize employee adoption, usage of Oracle tools, and assist in minimizing resistance to the system. ▪Definition: Work with key project members to validate and understand project scope, planning, project organization, requirements, and artifacts.
▪Process Design & Application Configuration: AST will map the business requirements provided by the City as a part of the RFP process to a repository of Municipal Government best-practice “Day in the Life Of” (DILO) Scenarios, “Fit-to-Standard” Oracle Modern Business Practice (MBP) process flows, standard workflows, and application roles for use in conducting the initial design Sprint (Sprint 1). The City will be requested to accept or enhance/update the DILOs scenarios to meet their specific processes. The updated DILOs and design documentation will be utilized to configure a Sprint 2 environment, after which the City will be provided the opportunity to update/enhance and finalize the DILOs to support the testing and verification process. The process shall include reviewing built-in best practices within the Oracle Cloud ERP applications using the “Fit to standard” approach. Using the Oracle Modern Business Practice (MBP) process flows, the intent is to streamline the business process flows at the City and use standard functionality in the Oracle applications to accomplish the business objectives. Application Configuration - AST will configure the Oracle Applications per the final DILOs provided by the City.
▪Conversion Design & Development – Review and finalize the data conversion templates identified in Appendix 2 below to import master data (e.g., Employees, Customers, Vendors) and transactional data (e.g., COA balances, Purchase Orders, AR Invoices) into the Oracle applications. Build and unit test conversion programs for the import of data to Oracle.
▪Interface Design & Development- Conduct review meetings with City and 3 rd party interfacing system representatives of the interfaces identified in Appendix 1 below. Determine and document the end-state integration functionality to/from the Oracle applications. Build, and Unit test interfaces with data provided by City and 3rd party interfacing system representatives. The process shall include a review of built-in best practices within the Oracle Cloud ERP applications using the “Fit to standard approach.” The intent is to streamline the business process flows at the City and use standard functionality in the Oracle applications to accomplish the business objectives.
▪Chart of Accounts (COA) & Organizational Structure Review: Review business requirements to meet the operational, financial controls as well as reporting needs and identify any changes needed to the existing chart of accounts (“COA”) structure. Review the relationship and design considerations for the HCM application organizational structure and the COA Cost Centers (e.g., Departments). ▪Testing: Create a testing strategy to verify the system process, conversion, integration, and reporting functionality. Lead the process of planning the execution of the System Integration (SIT) testing session and support the City in the planning for User Acceptance Testing (UAT). Accumulation and reporting of testing results for SIT and UAT. Providing the City with a repository of test scripts to map DILO data requirements for the SIT and UAT testing sessions.
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▪System Cutover – Create a detailed cutover plan that outlines the steps required to prepare the Oracle and legacy applications for transition and cutover. Manage the execution of the Oracle related tasks on the cutover plan.
▪Production Go-Live and Support: To the extent scoped, move the phase of users, application managers, systems operation managers, and business functions, interfaces, and converted data from the pre-production environment to the live production environment. Provide production support services for the defined production support period.
4.2 Functional Requirements & Gap Analysis
AST shall implement the Oracle Cloud applications to address the City’s business requirements. Using out of the box (configurable) functionality within the scoped applications in Section 3.1, the solution shall seek to address the business requirements described in Appendix 8 – Requirements Matrix of this SOW.
For each phase of the project, AST shall create a “Requirements Traceability Matrix” (RTM) by mapping the requirements from the RFP to the AST repository of industry based DILO (Day in the life of) scenarios and Oracle business processes and identify functionality gaps. It may be feasible that some of the functionality currently deployed in Legacy applications is not configurable in the Oracle Cloud ERP system. AST’s objective is to implement the Oracle Cloud Applications without any modifications and as per the features and functions provided by Oracle. This may require changes in certain business processes and operating procedures. AST shall assist the City in finding alternates and workarounds for the functionality gaps.
The City will be asked to review the DILOs and requirements mapping for completeness and accuracy during the Define stage of the Phase. The master listing of DILOs will set the expectations for functionality to be provided by Oracle applications. AST will work with the City to validate the scope for including additional DILOs until the design is finalized at the conclusion of Model Stage of the Phase.
AST will identify gaps between the provided DILOs and application functionality and will present the gap options available to the City within the context of the current Oracle application functionality. The City will be requested to select from one of the available options. The City will be required to finalize their choice of solution for gaps by the end of the Model stage so that the design can be established and finalized before the start of the System Integration Test (SIT).
The implementation scope of services does not represent the full functionality of the Oracle Cloud Applications. The implementation shall deliver the functionality to meet the City specific business needs as listed in functional requirements and communicated to AST during planning and design sessions.
This RTM document will become the master requirements document, and the test scenarios will be developed based on the DILOs in the RTM document. The implementation resource and cost estimates have been based on a fixed scope and schedule as defined in this Statement of Work. Any changes to the overall solution, which are not identified in this statement of work, could have an impact on the implementation timeline and/or costs and would be handled through the change order process described in this document.
“New Requirements” means those requirements identified hereafter, which City staff can introduce during the “define” and “model” stages. As long as AST can satisfy these new requirements via the purchased software modules with the out-of- the-box delivered functionality within the project timeline and utilizing the existing project resources, then these new requirements will be implemented within the fixed fee implementation scope. Any new requirements that cannot be implemented with out-of-the-box functionality within the project timeline and utilizing the existing project resources or process changes and/or changes/updates in the application software after the acceptance of the business process solution design (sprint 2 and Gap/Fit Analysis), will be handled via the mutually agreed to change order process as described in Appendix 5: Project Change Control Process.
AST bases the implementation scope on the requirements listed in the Functional Requirements, as well as based on AST’s experience in working with other clients of similar size and complexity. In some cases, it may be technically infeasible to meet the requirements due to the lack of availability of data, controls/constraints of the SaaS applications, or for other system architecture reasons. This infeasibility may not become apparent until the detailed Define/Model phase.
In such cases, AST will provide help and guidance to the City concerning alternative methods to meet its business requirements, such as implementing process changes or manual steps.
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The City’s module leads will be responsible for the following by the end of the Model stage:
▪Finalize the list of DILOs for the Phase by identifying any missing DILO’s and updating AST provided DILO’s based on the City’s business needs. This will include the end-to-end scenarios between functional areas. There are expected to be multiple internal sessions between the City’s Modules Leads to identify and finalize the end-to- end scenarios. AST recommends joint team meetings between the City’s Module leads to accomplish this activity. ▪Finalize configuration data so the AST Team can start configuring the SIT environment. ▪Finalize data extraction/load rules and mapping for all integrations and conversions. ▪Finalize all design decisions for processes and configurations. ▪Review and validated conversion and integration design document for the functional aspects of identification of business unit test cases, business rules and mapping between source and target system.
4.2.1 Enterprise Structure and Chart of Accounts Design The Enterprise Structure and Chart of Accounts design has to be finalized before the start of the Business Process Analysis activities of the first Phase of the project. The values for segments in the Chart of Accounts, the hierarchies, and the mapping of the Chart of Accounts values from Source to Target (Oracle Cloud Applications) will be finalized by the City by the end of the Model stage of the Financials phase of the project for accurate conversions and validation of accounting of the transactions during SIT.
4.2.2Configuration Scope
AST will configure up to three (3) instances, one (1) during the Model Stage and two (2) during the Verify stage prior to the Production instance for each Phase. The number of instances to be configured will depend on the timeline, number of sprints and the number of available instances for the stage. AST will provide the City an overview of the key configurations during Define and Model stages for the City to take decisions on the configurations needed. At the end of the Model stage, the City will finalize configuration data so the AST Team can start configuring the SIT environment. AST Functional Consultants configure the applications for the Sprint Workshops.
The following are the Oracle Cloud Applications Configuration scope:
Oracle Fusion ERP Cloud Applications
Configure up to one (1) Primary ledger and one (1) Secondary GASB Ledger Configure up to one (1) Legal Entity
Configure up to one (1) Business Unit
Configure up to one (1) chart of accounts structure
Configure up to two (2) hierarchies per chart of account segment Configure up to two (2) Control budgets and up to three (3) Supplement rules per Control Budget Change logo on AR invoice
Configure for two (2) Banks – one for AP and one for Payroll.
Develop up to two (2) Check formats – one for Payables and one for Payroll Two (2) bank statement integrations (BAI2) - one (1) for each bank Configure one (1) Corporate Asset Book and one (1) Tax Book Configure up to thirty (30) additional Depreciation Tax Rates Configure up to five (5) allocation rules
Configure up to two (2) supplier punchouts
Configure up to two (2) purchasing Document layouts
Configure up to thirty (30) journal line rules for subledger accounting Statement of Work
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Oracle Fusion ERP Cloud Applications
Configure up to ten (10) Inquiry roles
Configure up to five (5) Low Complexity Personalizations Configure up to ten (10) Descriptive flexfields
Expense module will be configured only for processing PCards Configure Tax as needed for third party tax engine integration Collections are not in the scope
Oracle Fusion HCM Cloud Applications
Configure up to ten (10) absence plans
Configure up to five (5) fast formulas related to absence management Delivered Leave Accrual (top down or bottom up) method will be used Define up to ten (10) time entry rules
Define up to five (5) fast formulas to support time entry and validation Define up to ten (10) benefit plans
Define up to five (5) fast formulas to support benefit enrollment Open enrollment is not in scope of work (will not be conducted in Oracle) Define up to two (2) Payrolls
Ten (10) Fast Formulas for Payroll
Delivered way of Payroll Costing (core Oracle functionality to be utilized) Five (5) Time Card calculation rules
Five (5) Time Card validation rules
Four (4) HCM Groups for OTL
Ten (10) Work Schedules
Three (3) Salary basis (e.g. hourly, salaried)
ADP is only for Tax filing
Configure up to two (2) non-standard roles for ORC
Configure up to two (2) Requisition Forms - Recruiter and Hiring Manager Configure up to two (2) Candidate selection Process.
Configure up to two (2) Candidate Application Flow.
Configure up to ten (10) Offer Letter templates.
Configure up to two (2) Interview templates.
Configure delivered Oracle Integrations (e.g. Linkedin, Skillsoft) Up to two (2) Career Site ( 1 Internal, 1 External) - Standard themes Configure up to two (2) non-standard roles for Learning Configure the Learning Process Flow for Employee and Manager Configure Content and Course types
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Oracle Fusion HCM Cloud Applications
Configure up to five (5) Descriptive Flexfields.
Configure up to five (5) Alerts/notifications.
Employee Transcript (learning history) for last two (2) years Configure up to two (2) Performance Templates
Configure one (1) Feedback Template
Configure Seeded Notifications
Configure up to two (2) non-standard roles for HRHD
Configure the Process Flow for Employee and Manager for HR Help Desk Configure Knowledge Management. Configure up to ten (10) Articles.
Configure Grievances and Disciplinary Actions within the delivered functionality of HRHD module
4.3 Integration Development
AST will work with the City to design the development approach for the approved and scoped interfaces, as identified in Appendix 1: Interface Scope of this statement of work. Any additional interface work will be handled via the mutually agreed change order process described in Appendix 5: Project Change Control Process.
AST shall lead the overall interface design and development effort. AST will be responsible for developing the Oracle Cloud portion of the interface, and the City shall lead the work effort on the third- party/existing/legacy system components, including managing the relationship with all third-party vendors to ensure timely and accurate work related to integrations, data exchanges, etc.. Roles and Responsibilities related to interface development tasks are identified centrally in Section 6, Project Roles and Responsibilities.
The City will be responsible for developing any programs required to extract the data from the current system or other third-party systems in the required format (to be provided by AST), any data transformation needed (e.g., to correspond to new COA), and any programs required to update City third party systems with data from the Oracle Cloud applications. the City will identify the key resource from the City, and as needed, the Third Party for each integration, who will be responsible for that interface by the end of the Define stage. The City shall be responsible for any required coordination, customizations to, and ongoing maintenance of the incumbent legacy systems and third-party systems.
AST plans to potentially utilize all available Oracle ERP Cloud services tools to assist the City, including:
▪Specialized Data Loader. AST will use this tool for Payroll Batch Loader, Benefits Data Loader, Compensation Data Loader, Talent Data Loader, Absence Data Loader, and Core HR Data Loader.
AST will work with the City to further review integration requirements and then determine the best method of interfacing data to and from the City’s third-party applications to the Oracle ERP solution during the define stage of the project.
Changes in the method after the define stage resulting from new or modified requirements may result in a change order for the additional services related to integration development and/or rework.
If there are changes made to entity definitions in the Cloud ERP system (E.g., “HR Positions, Expenditure Types, Expenditure Organizations, etc.), and the systems that integrate with Cloud ERP are not modified to reflect new values, a crosswalk to map old and new values may be needed. In such cases, the City will be responsible for creating the crosswalk, any modifications to the third-party systems and the upkeep of the crosswalk to prevent errors when running the integration with those systems.
4.3.1 Oracle Integration Cloud Service (OIC)
AST shall utilize Oracle Integration Cloud Service (OIC) to develop the scoped interfaces. The OIC configuration shall include:
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▪Provisioning: Provision and configure all scoped OIC services, establish baseline network rules and security configurations.
▪Error Handling, Tracking, and Scheduling: OIC provides specific enterprise features for error handling, tracking, and scheduling. AST shall enable the baseline for these common integration artifacts, which can then be used for integration development.
4.4 Data Conversion
AST shall lead the overall data conversion process and will be responsible for designing and developing the methods and programs for the data conversion scope as identified in Appendix 2: Data Conversion Scope of this statement of work.
Roles and Responsibilities related to data conversion tasks are identified centrally in Section 6 Project Roles and Responsibilities.
The City will identify the key resource from the City for each conversion data element, who will be responsible for that conversion by the end of the Define stage. The City shall be responsible for data extraction from the legacy system(s) and any data cleansing to fit the data format to be provided by AST. AST shall lead the effort for loading the data into the Oracle ERP Cloud system. AST shall provide the templates defining the required format for data conversion entities and provide overall guidance in data extraction requirements. The City will be responsible for creating any crosswalks/data mapping needed to map data elements from the legacy application to Oracle Cloud Applications.
AST plans to use its data conversion accelerator (“Transcend”) for the implementation. In addition to the partial data conversions during the design sprint sessions, AST will run data conversion up to three times in the development environment, either during system integration testing (partial load), user acceptance testing, or independently, to validate the data conversion process before the production run.
The City will verify converted data and be primarily responsible for conversion validation and resolution. AST will assist the City in identifying sources of conversion errors and potential resolution paths.
4.5 Reporting
Oracle Cloud ERP applications come with standard reports, ad-hoc reporting capabilities, Enterprise Performance reporting for budgeting, and a Business Intelligence solution based on the transaction system.
During the Define stage, AST will conduct an analysis of the City’s internal and external reporting requirements to identify reporting needs for normal business operations in the respective functional areas.
AST will map the City’s reporting requirements to one of the following options:
Oracle Fusion Cloud
Standard Reports
Oracle Cloud Applications deliver out-of-the-box reports and dashboards/infolets to cover all areas of the subscribed service areas. AST will enable the identified out-of-the-box reports that can meet the City’s reporting requirements.
Oracle does not allow custom changes to these out-of-the-box reports. Out-of-the-box reports will be enabled as is. If any out-of-the-box report fails to work as expected, AST will initiate a Service Request with Oracle.
AST CoE Pre-Built
Report Templates
AST’s Government Center of Excellence (CoE) has assembled a large repository of common public sector reports developed for similar customers. AST will enable the identified CoE reports that can meet the City’s reporting requirements. Deployment on the City’s Oracle instance and unit testing of the selected CoE reports is included with AST’s reporting efforts.
Any effort to change or modify CoE reports required to meet the City’s needs can be accommodated via the reporting “bucket of hours” defined below.
Custom Reports City reporting requirements which cannot be met via out-of-the-box standard reports, AST’s CoE reports, or Oracle ad-hoc reporting capabilities are defined as a custom report.
As part of the reports analysis, AST will determine the effort required to develop the custom report based on complexity (low, medium, high, or very high). The City can then determine how best to allocate the reporting “bucket of hours” defined below for AST custom report development. The activities for requirements discussion, design, development, unit testing and deployment are included in the efforts for report development.
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To support self-sufficiency for report development, AST will conduct training classes for City staff on using cloud reporting tools. AST will conduct one (1) class for each of the three major reporting tools OTBI, BI Publisher and Smart View. Each class will be two (2) hours each. AST will conduct different classes for the ERP and HCM workgroups.
The following process will be adopted for Custom report development:
▪The City will document the specifications for custom report development in the AST provided “reports requirement template.”
▪AST will provide a Report Design document for each custom report developed which will be reviewed and signed off by the City. This will include the report output format, data elements needed on the report, parameters, sample output, business and formatting rules, and unit test cases. The City should ensure that the design and the unit test cases capture their business needs from the report.
▪Reports will be developed and tested as per the signed-off Report Design Document. For any changes to the report design after the design sign-off, AST will provide schedule and cost impacts
4.5.1 Reporting Bucket of Hours
A bucket of one thousand (1,000) hours is included in our service fees which the City can use for the following:
▪Approved Changes/modifications to AST CoE reports
▪Approved Custom Report design and development
AST will utilize “zero dollar” change orders to document the City’s authorization to draw from the bucket of hours. Effort hours quoted on the approved Change Order will be deducted from the bucket of hours.
Any additional requests for report development support beyond the bucket of hours will be subject to the change order process described in Appendix 5: Project Change Control Process.
4.6 Testing
AST will lead the effort in creating the project’s testing strategy and in planning the testing events. The testing strategy document will detail the various testing events' scope and objectives and identify the exit criteria for each of the structured testing events. AST will assist the City Team / Functional Leads and Business SMEs in writing test scenarios and test scripts to verify the business tasks they perform on a day-to-day basis. The list of DILOs will be used to ensure that all the functional requirements are tested.
AST will use PractiTest Software as a test tracking tool to maintain test scenarios and test scripts for the testing events. the City will be responsible for updating the executed test results in PractiTest. The Project Management team will use the PractiTest built-in dashboards for measuring testing progress/results.
The following testing events will be carried out during the Cloud Implementation Project:
▪Unit Testing: Unit Testing will be an unstructured event that focuses on assessing each implemented application component's quality at the most basic level and independent of each other. As the first iteration of formal testing, unit testing aims to uncover issues very early in the project implementation cycle. While the functional team focuses on conducting a sanity check of most basic flows and business processes for proper functioning at the unit level, the technical team creates and executes unit tests as part of their data conversion and interface design and development effort. Unit Test results are marked for AST Internal Consumption. AST performs Unit Testing prior to Sprint-2, SIT and UAT.
▪System Integration Testing (SIT): AST will lead system Testing, and the City team will validate the designed process flows identified and finalized during the end of the Model stage of each Phase. This testing focuses on assessing the quality of each of the implemented modules on an individual basis and validating the end-to-end processes. SIT ensures that interfaces, conversion, custom reports, and any other custom objects interact appropriately and validate the system functionality across the modules. It is also an opportunity for City module owners to actively participate in and understand the newly deployed system's end-to-end business process functionality. It is not necessary to have all the technical items ready at the start of SIT. Reports development can continue during and post SIT as per the development schedule for the Custom Reports.
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▪Payroll Parallel Testing (Parallel): Additionally, a Payroll parallel test will be conducted during the HR/Payroll Implementation. This activity will include loading time entry data from the legacy system and processing payroll in the new Oracle system. Payroll Parallel is only for Gross-to-Net comparison including validation and reconciliation of Gross to Net calculations between the two systems within reasonable tolerances. Payroll Costing legacy system comparison is not an objective of Payroll Parallel.
Parallel Testing will be conducted for two Payroll batches. The AST team will coordinate with the City team to determine the best prior periods for testing. This testing event typically happens after SIT and either before or in conjunction with the UAT event. the City will be responsible for extracting time data in the required format and assisting AST during the Gross-to-Net reconciliation processes. The following tasks are scoped:
Load Time Entry data provided by the City in the required format from the legacy system directly into Payroll. Run Payroll Process
Validate Gross to Net Pay
Utilizing AST developed Payroll Parallel dashboard, reconcile the differences (Identify the discrepancies and the root cause for any material differences)
▪User Acceptance Testing (UAT): This is the last of the major testing activities before the implemented solution is deployed in production. The City team will lead the User Acceptance Testing events. UAT is carried out by the business users from various departments who will be primarily interacting with the system post-go live. The key goal is to ensure that the newly configured system functions are correct for City end-users' day-to-day business needs. Test scripts will be executed manually, and no automated tools are proposed. All configurations, Entity values (Key Flexfields), etc., shall be frozen prior to the start of UAT. UAT will be an abridged version of the system integration testing to validate that the system meets the City’s business needs. A preliminary Go/No Go decision will be made based on UAT results as per agreed upon UAT exit criteria to be outlined in the testing strategy document.
4.6.1 Testing Event Entry and Exit Criteria
AST and the City will agree upon entrance and exit criteria for SIT and UAT events.
The following are best practice recommendations for the entry and exit criteria for System Integration Testing (SIT).
SIT Entry Criteria SIT Exit Criteria
▪City has validated requirements and determined approach to gaps
▪Planned work for all Sprints has been completed
▪Planned unit testing has been completed
▪Fully configured SIT instance is available
▪Test Management tool is configured and in place
▪Data conversion is completed and loaded into SIT instance ▪User roles are defined and set up in the SIT instance
▪Integration development is substantially completed,
installed in the environment and ready for testing to/from the Oracle applications
▪All planned Test Sets and test scripts have been
documented and reviewed by the City
▪City testing resources have been identified, trained and scheduled for SIT activity
▪Delivered Reports and identified custom reports for SIT are developed.
▪All planned SIT test scripts have been executed and
results recorded
▪All failures have been analyzed and corresponding defects logged into JIRA (issue tracking tool)
▪All severity 1 and 2 issues/defects have either been
resolved or have suggested resolution plan documented
(or workaround)
▪All issues related to Oracle software have an associated Service Request opened and recorded in the testing log
▪All recorded issues/defects have been noted and retested where applicable
The following are best practice recommendations for the entry and exit criteria for User Acceptance Testing Statement of Work
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UAT Entry Criteria UAT Exit Criteria
▪SIT has been completed with exit criteria met.
▪Fully configured UAT instance available.
▪Data conversion is completed and loaded into the UAT
instance.
▪User roles are defined and setup in the UAT instance.
▪Integration development is completed, loaded to the
environment and ready for testing to/from the Oracle
applications.
▪City testing resources/end users have been identified, trained and scheduled for UAT activity.
▪Delivered Reports and identified custom reports for UAT are developed.
▪All planned UAT test scripts have been executed and
results reported.
▪All Priority 1 and 2 issues/defects related to configurations have been resolved or Software related issues have an
agreed upon workaround available and a service request
logged.
▪All Priority 3 and 4 issues are recorded and either resolved or workaround solutions agreed upon and available.
▪All recorded issues/defects have been retested.
The following are best practice recommendations for the entry and exit criteria for Payroll Parallel Testing:
PPT Entry Criteria PPT Exit Criteria
▪SIT phase has been completed with exit criteria met.
▪The subset of Test Scenarios relevant for Payroll Parallel Testing have been identified and documented.
▪The Parallel Test instance is fully configured for Payroll run.
▪The data for Time Entry and Absences for the relevant
period have been extracted and ready in the appropriate format.
▪Data conversion is completed and loaded into Parallel
instance.
▪All planned unit testing has been completed.
▪Account Validation/Costing/Cost String Validation has
been completed
▪Element Validation has been completed
▪Client testing resources have been identified, trained and scheduled for Parallel activity.
There will be 2 rounds of Payroll Parallel testing. An agreement will be reached with the City prior to testing as to an acceptable level of discrepancy in the calculation of Payroll Gross to Net balances. Deviations will be reported and resolved at the conclusion of the first round of testing.
▪All planned Parallel test scenarios have been executed and results recorded.
▪All failures have been analyzed and corresponding
issues/defects logged in the tracking tool.
▪Payroll comparison between Oracle Cloud Payroll and
Legacy System is completed and differences if any
have been either rectified or reconciled.
▪All issues related to Oracle software issues have an
associated Service Request opened and recorded in
the testing log.
▪All recorded issues/defects have been noted and
retested where applicable.
The % of failures should significantly be reduced during the second round of testing. Any failures identified during the second round will be addressed and if required subsequent activities (e.g. running retro pays, quickpays) to validate calculations may be taken.
4.7 Customizations/Modifications
Oracle Cloud ERP applications come standard with built-in industry best practices. AST’s objective is to help the City streamline its business processes and implement the standard process flows built into the Oracle Cloud Applications. This may require changes in certain business processes and operating procedures. Therefore, no customizations, extensions, or modifications are scoped. However, the City can engage AST services for any custom development through a change order process described in Appendix 5: Project Change Control Process.
AST bases the implementation scope on our response to the requirements listed in the Functional Requirements at a very high level. During the Define and Model Stages, as these requirements are translated to business process flows, the City’s intent with the requirement may be determined to be different than that which AST interpreted in the RFP response and further clarifications as presented in this statement of work. AST’s ability to develop solutions for business requirements would be governed by available functionality and the operational capabilities within the standard Oracle Statement of Work
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Cloud services being implemented. In some cases, it may not be technically possible to meet the requirements due to the lack of data availability, limitation of the Oracle software, or other system architecture reasons. This infeasibility may not become apparent until the Model stage. In such cases, AST will provide help and guidance to the City concerning alternative methods to meet its business requirements, which may include implementing process changes or manual steps.
Cases in which the proposed out-of-the-box/standard functionality deviates from how the City chooses to address specific functionality/business processes (while still reaching the same outcome) may result in additional consulting effort and costs. Any such instances will be discussed, and the details mutually agreed upon by the City and AST in writing through a change order process.
4.8 Budgeting (Enterprise Performance Management (EPM)) Scope Oracle’s EPM -Enterprise Cloud Service, specifically the Planning and Narrative Reporting functions, will be utilized as the Software to deliver a complete, configured, and populated solution as required for the City to begin, facilitate, and complete the Planning and Budgeting process. AST will leverage ‘Opex Planning’, a pre-configured solution model specifically configured for Public Sector agencies across the U.S. Different pre-built components that are part of ‘Opex Planning’ will be used throughout the application configuration.
Oracle's EPM is a tool that allows the City to have a tailored budget solution to meet the requirements. The scope below is an estimate that AST has made based on conversations, requirements shared, and previous experience with other public sector clients. Given the flexibility of the product, AST is limiting the scope of the implementation of Forms, business rules, and reports. If the City’s requirements exceed this scope, AST will assist the City in process changes, and/or changes/updates will be addressed via the mutually agreed to change order process described in Appendix 5 Project Change Control Process.
Below is the scope of the EPM deliverables business functions that will be implemented:
4.8.1 Planning & Budgeting Scope Assumptions
The following is the detailed scope of deliverables that are included under Oracle EPM by leveraging AST’s “OPEX Planning" configuration model:
▪Conduct Design and Requirement workshops with client SMEs and stakeholders ▪Development of Design Document
▪Produce Requirements Traceability Matrix (RTM) to highlight requirements by business process ▪Setup and Configure (1) one Oracle Planning Cloud application with 3 Plan Types:
Operating Budgeting
Position Budgeting
Capital Budgeting
▪Upload Dimension structures and required alternate hierarchies ▪Build Up to five (5) Custom Forms (excluding those forms that come standard with the Public Sector model) ▪Build Up to five (5) custom calculations rules
▪Create up to ten (10) unique financial statement report or dashboards via EPM Planning Cloud or Narrative Reporting
▪Build up to five (5) Navigation Flows
▪Build up to three (3) Task Manager Lists
▪Set up security in accordance with the final security matrix as provided by the client ▪System Integration Testing will be performed in concert with the Client team to ensure mutually acceptable integrations/performance
▪Support validation of all historical data loaded into EPM Cloud Data Integrations
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AST shall develop data integration functionality leveraging Oracle Data Exchange for configuring and automating the following integrations:
▪Integration with Oracle General Ledger system and Oracle Cloud Planning ▪Integration with Oracle HCM and Oracle Cloud Planning
▪Create appropriate Data Pushes between the Oracle Planning plan types as needed Data Conversions
AST shall provide the following data conversion services:
▪Load two (2) years of historical Adopted Budget balances from Oracle General Ledger leveraging Oracle Data Management.
▪Load two (2) years of historical adopted Actual balances from Oracle General Ledger leveraging Oracle Data Management.
The City will be responsible for providing conversion file extracts to AST from legacy system(s) and for any data accuracy, cleansing and transformation needed.
4.8.2 EPM Training Services
The preliminary training plans include formal classroom training for up to ten (10) users identified by the City, “Train-the- Trainer” training sessions, and knowledge transfer for all key functions. ▪AST will be responsible for creating up-to three (3) training guides using MS Word/MS PowerPoint. The training topics will include the business process flows in scope. ▪AST will provide train-the-trainer training for City SMEs and Trainers, who will, in turn, be responsible for end-user and external training. The train-the-trainer training will consist of conducting one (1) class of the scoped training content.
4.8.3 Planning & Budgeting Implementation Assumptions
▪The project schedule assumes that the post Go Live integration with Oracle HCM will have minimal impacts to the design of the Planning application(s). At the time of re-engagement (approximately 10 months after Planning Go Live), AST will assess any impacts the new Oracle HCM system has on the Planning applications. Material impacts to the Planning application (e.g. changes to metadata, calculation scripts / logic, web forms) will result in AST commencing Change Control to secure additional project funding ▪Customer will provide a dedicated resource(s) throughout the project's Design, Data Validation and Testing phases. Any limitations or project delays due to a lack of client resources being available will result in AST commencing Change Control to secure additional project funding ▪Customer will be responsible for defining and documenting the Security matrix. AST to offer guidance. Security matrix is a list of all users with what security access they should have – by dimension members, artifacts, etc.
AST will provide guidance, but clients are required to provide the comprehensive list to ensure the system is set up correctly.
▪Customer will be responsible for providing data load mappings from source system to target. The client is responsible for full data validation of the system. AST will validate data at certain levels after data is fully loaded, however public sector clients are expected to validate and verify that data ties out to the source system ▪Customer will take primary responsibility for developing all test scripts and executing the Regression Testing/ Data Validation processes. AST to assist in defect resolution. ▪The Customer team will be responsible for developing and executing the User Acceptance Testing (UAT) portion of the validation including testing scripts, application testing and data validation. AST resources assist in defect resolution. User Acceptance testing scripts are for end users to test the system once AST completes build and System Integration Testing. Clients are responsible for building out test scripts for their end users to test business processes they expect the system to fulfill. AST team will provide guidance and assistance. ▪Metadata management will be manual for each application or through uploading flat files using EPM Automate with Data Management.
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▪AST does not develop Oracle software and on the rare occasion when an Oracle Service Request (SR) needs to be logged to communicate a software defect to the Oracle Product Management team, delays in the project timeline may occur which could also impact the total cost. These delays are outside of AST’s control however, we will work with both Oracle and Customer to get the issue resolved as quickly as possible. ▪Oracle and Customer are responsible for the uptime of Customer’s Oracle EPM environments. Therefore, AST is not responsible for latency issues experienced by the Customer, nor unexpected environment down time that could delay development. Any delays of 4 hours or more are incurred due to these reasons, will result in AST commencing Change Control to secure additional project funding provided to make up for the lost development time.
▪Out-of-scope: The Out-of-Scope bullets are specific EPM functionality that is NOT included in this SOW. Modules are Out of the Box modules that can be created via Planning. But the scope does not include any of those specific modules. Report books, batching and bursting are functionality related to Narrative Reporting. Enterprise Data Management is the metadata management tool that manages all Oracle Cloud applications. If a decision is made to include these during design and requirements, this would trigger a Change Order and require an increase in the cost and timeline of the implementation.
oFinancial Consolidation and Close
oAccount Reconciliation
oTax Reporting
oProfitability and Cost Management
oWorkforce, CapEx, Project, and Scenario Modeling modules oReport Books, Bursting and Batching
oEnterprise Data Management (EDM)
4.9 Data Archive and Reporting
A data warehouse or archiving solution for historical data is not in scope.
AST can provide options and effort estimates for archiving conversion data to the City upon request.
4.10 Quarterly Releases
Oracle releases quarterly patches for ERP applications that include product fixes, enhancements, and new functionality.
Before each patch, Oracle publishes release content documents that describe the changes. AST will review these documents and advise the City on how the quarterly patches may affect the modules and functionality within the project scope, based on the release content details and AST's knowledge of the City’s implemented software. AST will do this for the entire implementation period until the design is frozen for System Integration Testing (SIT). After that, only optional features that are critical for the City and AST will be applied, with joint review of any timeline and cost implications by the AST and City PMO.
The following is the process AST will follow for the implementation of updates:
▪AST performs a unit test of the Quarterly Updates limited to the project scope. If the patch schedule interferes with the Sprint, SIT, or UAT schedules, AST performs a parallel unit test and provides quick feedback to the City.
AST and the City will jointly determine the scope of the testing that must be repeated based on the applicability of Oracle Release Content features.
AST works with Oracle and changes the quarterly schedule to a monthly schedule during implementation.
This process will ensure we test the features quickly and not waiting for the end of the three months. ▪No updates will be done between UAT and Go-Live.
▪Quarterly Patching resumes after Go-live.
All the above methodology works for EPM applications as well, except EPM updates are monthly, not quarterly.
Statement of Work
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City of San Bernardino, CA
Enterprise Resource Planning System Page | 38
4.11 Organizational Change Management
AST believes in a dual focus on change strategic planning and change execution. A comprehensive and action-oriented roadmap covering motivational hurdles encountered in organizational change is required to drive user behavior to adopt a new way of work.
In the early stages of the project, AST will create the Change Management and Communication strategy in consultation with your Change Management Lead.
Once the Change Management and Communication strategy is created, your change management lead will be responsible for executing the plan with assistance and guidance from AST's OCM Lead. AST's change lead role will be to lead the development of a Change Management and Communication Strategy and provide guidance in the execution.
4.12 Training
AST believes in providing users a blended training approach comprising of instructor-led and self-paced learning techniques that align with user needs. Our training tactics consist of facilitated training, guided learning, simulation videos, and reference guides.
AST library of training materials provides training on key activities users need to learn in Oracle Fusion. The materials are customizable and can be reconfigured to match your existing training materials.
Statement of Work
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City of San Bernardino, CA
Enterprise Resource Planning System Page | 39
4.12.1 AST Training Videos
AST offers Oracle Fusion training videos for some of the most frequently used applications. The City have access to these generic Oracle branded videos to use as part of your training plan.
AST will change the video introduction slide and footer to match the client logo for all videos relevant to the AST Implementation Project. All screenshots will remain using the Oracle Vision environment. If desired, the AST training lead will provide the City training lead with an overview of how to modify the videos with application branding if required. The City is responsible for any modifications to video screenshots or verbiage. Any assistance required for producing your versions of the videos must be completed before going live. AST is not responsible for helping produce custom videos or maintaining content to match future Oracle enhancements.
A table containing the following information regarding the proposed training courses:
- Title
- Description
- Duration
- Max # of students
- Number of classes proposed
Statement of Work
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Training Sessions
40 Delivered
Hours
Session Description Expected
Employee Count
TTT Purpose, Roles, Overview
Facilitation techniques for End UsersTTT Kick-Off
1 hour,
delivered
twice
Basic Oracle Navigation/ Terminology
20 Topics Chart of Accounts
InquiryGeneral Ledger
4 hours
Process Flows/Approvals and Workflows
20 Process Flows/Approvals and Workflows
Budgeting
2 hours
Budgeting
10 Payables Overview
Scanned Invoices
Non-PO Matched invoice, account coding workflow
PO Matched invoice (3-way) matching
POETA related PO Matched invoices
Accounts Payable
2 hours
Standard reports/ custom reports
20 How to create and submit transactions 20
Create receipts and apply to transactions
Create standard receipts
Create miscellaneous receipts
Review project related AR invoices
Accounts
Receivable
3 hours
Standard reports/ custom reports
Bank Maintenance and Statements
Statement Reconciliation
Accounting
Cash Management
2 hours
External Transaction creation
5 Accounting
DepreciationFixed Assets
2 hours
Reporting
5 Requisitioning Overview
Requisition Preferences
Create and Submit Requisitions
Funds Check/Budget Inquiry
Requisition Management
Punchouts
Supplier Inquiry
Requisition Lifecycle
Purchasing (A)
3 hours
Receipts
20 Purchasing Overview
Purchasing (B)
4 hours
PO Inquiry (PO PDF, PO Lifecycle)
20 Statement of Work
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City of San Bernardino, CA
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4.12.2 Oracle Guided Learning Limited
As part of the Fusion Applications, Oracle offers a free limited version of Oracle Guided Learning (OGL). OGL provides users with in-app support and efficiently guides them in completing tasks in real time. AST will provide the items below as part of the project implementation.
OGL Configuration
A member of the AST Training Team will configure OGL for use in two environments, one for testing and one for production. It is recommended to configure OGL in the UAT and PROD environments where the application build is more stable. Content from OGL is not environment specific and does not allow for different versions except during OGL content creation cycles.
Change Orders for Autocreated POs
Retainage PO
Supplier Portal
Inventory
Management,
RF Smart (A)
1 hour Inventory Master Data Management 20
Inventory
Management
Inventory Transactions- inbound receipts, PO and Non-PO 10 RF Smart
continued (B)
Inventory Issues
Sub inventory transfers
4 hours
Inventory Replenishment/ Min Max planning
Inventory
Management, RF
Smart continued
(C)
52 hours Weapons Management
Inventory Counting 10
Inventory Input/Reporting
Inventory
Management, RF
Smart continued
(D)
2 hours
Projects and Grants Overview
POETA
How to check Project/Grant Budget
Projects and
Grants
3 hours 5
Reporting Navigation/Dashboards
Reporting
1 hour
Search Results
20 1 hour
Oracle Guided
Learning
Instruct the future GC owner(s) of Oracle Guided Learning on the management of the module
2 Helpful Resources 20
Recap/CelebrationsWrap Up
2 hours
Statement of Work
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AST will configure up to 5 security roles in OGL to match the Fusion Applications and enable content visibility to align with security (e.g., only users who can enter requisitions will see OGL help on entering requisitions).
OGL Content Delivery
OGL Limited allows for 15 items to be active simultaneously. OGL limited does not include a full library of prebuilt guides.
To activate more than 15 or view prebuilt Oracle content, OGL Licenses must be purchased.
As part of the OGL Limited content delivery, AST will activate items based on the below specifications:
▪1 welcome message
▪8 guides from AST library of most frequent processes
▪2 custom guides (each under 15 steps) not in the AST library ▪4 smart tips
OGL Knowledge Transfer
AST training lead will provide a 1-hour overview to a client representative on how to manage Oracle Guided Learning (OGL) content going forward. This session can be recorded if permitted by the client policy. It will provide basic directions on how to enable or disable content and how to make minor edits. The client is responsible for maintaining OGL Limited content post-production.
4.12.3 Training Roles and Responsibilities
The table below further outlines the roles and responsibilities of the AST CMAT team and your team in Training-related project tasks:
Table 2 Training Roles and Responsibilities
Task Description AST City
Training Strategy High level plan on how training will be delivered, including training tactics Lead Assist Knowledge Transfer
Planning
List of sessions that will be conducted between AST Functional / Technical consultants and assigned client representatives.
Co-Lead Co-Lead
End User Training
Plan
Schedule of courses and users that you will deliver training to. Guide Lead Train the Trainer
Materials
Create editable Oracle user guides for use by trainers Lead Assist End User Training
Materials
Create essential training materials for end users. Assist Lead Train-the-Trainer
Overview Sessions
Conduct TTT sessions for identified trainers up to 3 per module to review classroom basics
Co-Lead Co-Lead
Oracle Guided
Learning Premium
Define digital adoption strategy and deploy self-service guides. Lead Assist End User Training Schedule end users and deliver required training Guide Lead
4.13 Post-Production Support
AST shall provide one (1) month of post-production support for all project phases. The “Go-Live” date means the date on which the software components associated with a particular phase of the Oracle ERP Cloud solution are configured in the production environment and are available for use by the City.
During the post-production support period, it is imperative that the City production support team be assigned to collaborate with the AST team on issues and resolutions. AST’s issues tracking tool (JIRA) will be utilized to track the reported issues and provide access to the City team to log the issues. The City commits to testing and giving feedback on Statement of Work
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all tickets marked as ready for retesting in 3 business days. At the end of the support period, all open tickets will be transferred to the City support team for continuing support and resolution.
The post-production support would include both onsite and offsite, including offshore work.
4.14 Change in Scope (Project Change Control)
The procedure for the Project Change Order Process is outlined in Appendix 5 – Project Change Control Process of this document.
5. Project Methodology & Governance Structure
5.1 Project Methodology
AST will use its EDM methodology in the performance of this project. The methodology may be tailored to meet the City’s scope, project timeline and deliverables. The following diagram shows the overview of the EDM methodology.
Figure 2 AST EDM Methodology
An overview of the various stages of the EDM methodology is included as Appendix 7 – EDM Methodology.
5.2 Project Governance Structure
A key component of project success is an effective project governance structure, which establishes open lines of communication at all levels of the project organization and enables timely decision making. In addition, it serves as a guideline for all the project personnel to understand their roles and role expectations.
5.3 Project Management
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AST will work with the City to assemble a cohesive team of consultants, users, and IT personnel. The Oracle Cloud ERP project will be led jointly by the AST and City Project Management teams to create a totally synergistic approach to project management and promote the most effective communication throughout the project. The following is a preliminary proposed project governance structure, which will be revised at the start of the project/phase.
5.4 Issue Escalation Path
The following is the issue escalation path planned for the project. It may be modified with written consent of both City and AST management.
Table 3 Issue Escalation Path
Topic Escalation 1 Escalation 2 Escalation 3
Functional Process Owners, Functional Steering Committee Executive Sponsor Technical Process Owners, Technical Steering Committee Executive Sponsor Project/Vendor
Management/Quality Business Executive Steering Committee Executive Sponsor
5.5 Project Schedule
AST will develop a project schedule containing required deliverables, tasks, milestones, task dependencies, and high- level resource assignments by role (without resource-leveling) and stages of the project during the define phase. The project schedule shall be developed at the beginning of the project with details for phase 1 and high-level tasks for the remaining phases and will be reviewed and updated at the beginning of each project phase. The schedule will be reviewed with the PMO and key project team members to incorporate their feedback. A detailed Phase 1 MS project schedule will be submitted for review within the first four weeks of the project start.
Once finalized, the project schedule is approved and becomes the source of task statuses. The schedule will be used to monitor the progress and updated periodically to capture the latest status of tasks, activities, and deliverables. Any changes in the due dates will be discussed and agreed upon by AST and City project managers to ensure accuracy, consistency, and visibility of the deliverables' dates. AST will update and maintain the project schedule based on agreed- upon changes.
AST will use Microsoft Project (MS Project) to document and track the project tasks.
5.6 Project Documentation
AST shall use its proprietary project management platform ProjectFIT™ to act as the central storage to store, manage, and access artifacts created during the project. This includes all documents and logs, including but not limited to deliverables, supporting documents for deliverables, issues logs, status reports, minutes of meetings, design documents, and configuration data. The Project repository tool will be used as the central repository for the project. The City and AST Project Managers will create the structure for the repository and determine the access levels of the project team members for the artifacts. Separate communication will be sent to the project team members to inform them of the location, structure, accessibility, process for creating, uploading, modifying, and viewing the artifacts within the repository.
Project Repository access will be provided to key City and AST project team members. All City-specific collateral will be available for download for sixty calendar days at the end of all phases of the project.
5.7 Project Status Reports
Project status monitoring will include periodic status reports, structured meetings, and the Risk, Action Item, Issue, and Decision (RAID) log. The PMO (Project Management Office) will be responsible for ensuring that the project maintains Statement of Work
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effective and open lines of communication. Expectations regarding team communication methods and components are listed below:
▪Weekly Team Status Reports – AST and City team leads will prepare written status reports for weekly submission to the PMO team. The written status does not need to duplicate all issues in the project issues log, and the expectation is that the status will report progress against tasks, identify project risks, and escalate issues of high concern to the PMO.
▪PMO Status Reports – AST and City Project Managers shall create and post consolidated project status reports to the project repository. The report, in addition to reviewing the project progress, RAID log, communication, and Organizational change management status and project schedule, will be the basis for discussions during the weekly PMO meetings. These reports will be posted 2 business days prior to start of the weekly PMO meeting.
The formats of the weekly team status and PMO status report will follow the AST project status template.
5.8 RAID Log
Tracking project risks, action items, issues, and decisions (RAID) is an important project management component. The ERP Cloud project will utilize AST’s ProjectFIT™ to manage and track project RAID items. It is the responsibility of each project team member to access this tool regularly throughout the project and enter RAID information in a timely manner.
The definition of the RAID components is provided below:
▪Risks – An item that may or may not impact the project positively or negatively. Project team members are expected to log risks along with an expected impact and the likelihood of the risk occurring. ▪Action Items – Action items represent specific action(s) that are to be taken to complete planned project tasks or milestones. Project team members are expected to list all critical action items that, if not completed, would negatively impact the project timeline and schedule. Ideally, action items will be assigned to a single owner with an established due date. Action items should not be closed without the agreement of the creator or PMO (if necessary). Priorities will be assigned to action items, and team members will have the ability to escalate to project management. The end users and/or City PMO will close out action items, when complete. ▪Issues – Issues represent an acknowledgement that the project needs to address something. Issues are to be prioritized and brought to the attention of project management. Issues may, in turn, result in action items being created and assigned.
▪Decisions – Important or “Key” decisions will be documented for reference.
The Oracle ERP Cloud project will result in RAID items that need to be managed and elevated when appropriate. The AST and City project managers will be responsible for elevating issues from the team level. The following priorities have been provided as the basis for elevating RAID items:
Table 4 Decision Priority Matrix
Priority Definition/Condition (meets one or more of the following) Response
1-Critical
•Significant negative impact on achieving the go-live date of the phase(s) or significant milestone
•Significant impact on the project budget
•Significant scope change to the project that impacts an entire phase or multiple phases
•Loss of availability of a Core Project team member or
other key resource (City or AST) for a significant period of time or for the duration of the project
•Impact of item is across the entire system and requires a decision that necessitates the need to develop a “white paper.”
•The item was communicated to AST and City
Steering Committee Members.
•Ownership of the item is identified at the
Project Management or above level.
•An initial response must occur within 1
Business Day of the logged item.
•An analysis is developed and presented to
Steering Committee Members if a key
decision is made. Resultant decision is
logged in the Project Log, Decision Tab.
2-High •Significant negative impact on achieving the timely acceptance of an identified project deliverable
•The item was communicated to AST and City
project managers.
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Priority Definition/Condition (meets one or more of the following) Response
•Impact on the project budget
•Scope change to the project for multiple functional areas within a phase or for an entire phase
•Loss of availability of a team lead for a significant period of time or the duration of the project.
•Loss of availability of a Core Project team member or other key resource (City or AST) for a short period of time
•Item originated in a functional team and was unable to be resolved and was thus escalated to the PMO for resolution. •Ownership of the item is identified at the Project
Management or Functional team level.
•An initial response must occur within 2
Business Days of the logged item.
•An analysis is developed and presented to
Steering Committee Members if a key decision
is made. Resultant decision is logged in the
Decision Log.
•If item originated from a functional team, will be
reassessed to validate criticality.
3-Medium
•Items require logging and tracking as they relate to the review and/or acceptance of a project deliverable.
•Impact on the project budget
•Scope change to the project for a single functional area within a phase
•Reconfiguration of a team is required due to short-term loss of a critical team resource
•Anticipated closure of item within 30 days of item being logged
•Resolution of the item performed within the team without additional review required
•Resolution of the item has an impact to a broad range of project staff although the impact may not occur until several months later (e.g., black-out periods for vacation time) •Ownership of the item may be at the Project
Management or Functional team level.
•An initial response to the item must occur within
5 Business Days of logging the item.
•If a key decision is made. Resultant decision is
logged in the Decision Log.
4-Low
•Item noted has little to no impact on the project and is put on the log simply for tracking purposes only
•Communication of resolution of the item is not required •Periodically assess whether this item is worth
tracking.
5.9 Steering Committee Meetings
Executive Steering Committee (ESC) meetings will be held on a periodic basis to be attended by the City and AST executives and the project management team (AST and City) to review and resolve the high-level project status and issues. The Project Management Office (PMO), which includes AST and City project managers and change management lead(s), will prepare a high-level project status presentation for discussion during periodic ESC meetings.
The purpose and frequency of ESC meetings may vary throughout the project. The pace and cadence of the meetings will be influenced by the PMO office needs for executive decisions and by the needs of the ESC to remain informed as to the project status. The planned frequency of the ESC meetings by stage are listed below:
Define Stage Bi-Weekly
Model Stage Bi-Weekly
Verify Stage Bi-Weekly
Deployment Bi-Weekly
ESC meetings may need to be held on an ad-hoc/unscheduled basis from time to time to address critical project issues.
The PMO group and the project sponsor will determine when an ad-hoc meeting is necessary.
The presentations provided during the ESC meetings may include but will not be limited to:
▪Current Accomplishments & Activities – Listing of completed and in-progress tasks ▪Upcoming Activities — Listing of key upcoming tasks and deliverables Statement of Work
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▪Schedule Milestone Status – Provides information tracking the project status in accordance with the approved project schedule.
▪Issues & Risks – The PMO will evaluate the project issues and risks in order to determine which require escalation to the ESC for direction and resolution.
▪Informational Items – Items that the PMO believes the ESC should be informed of, for which no action or decision is required.
▪Project Budget Status – The PMO will provide a high-level summary of the project's financial position. ▪Project Scope – Items that will or may result in a change in project scope will be brought to the ESC for review and approval. The PMO will track the balance of any contingency hours available for non-scoped items for the ESC.
The PMO will be responsible for documenting the ESC meeting minutes and decisions made.
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6. Project Roles & Responsibilities
For the successful execution of the project, the cooperation, support, and interaction with the City’s personnel will be valuable to the AST consultants working on the project. AST consultants will work closely with City staff to form a cohesive team. A clear listing of the roles and responsibilities of the team members will prepare them to meet the challenges of the project and accomplish the project objectives in the planned timeframe.
6.1 Staff Roles and Time Commitments
Listed below in the table are the expected City roles, the approximate time commitments throughout the project, and required skillsets for each group. The project needs may require additional time commitment during critical milestones.
Table 5 Roles & Time Commitment
Role Phase Est. # of
Staff
Skills % Time
Commitment
Project Sponsor All 1 Provide guidance and direction to the project team. Decision making ability and leadership.
10%
Steering Committee All As per plan Provide guidance and direction to the project team. Decision making ability and leadership.
5%
Project Manager
All 1 Ability to manage large projects; understanding of City business processes and approval hierarchy; good
communication skills
100%
Support Admin All 1 Admin Support. Schedule people, rooms, and equipment, assist with project documentation and management
100%
Change Management
Lead
All 1 ▪An understanding and has insight into organizational issues and challenges
▪Understands how people go through change and the
change process?
▪Ability to influence others and move the organization
toward a common goal
▪Has been in prior communication roles or has strong
writing skills.
▪Comfortable speaking or presenting in front of all
levels of the organization.
100%
Training Lead (100% two
months before the
Deploy phase
All 1 ▪An understanding and insight of organizational issues and challenges to assess training needs and develop
training programs.
▪Ability to coordinate and execute training efforts for the organization.
▪Has experience overseeing the organization training
and development activities
▪Is comfortable speaking or presenting in front of all
levels of the organization
50%
Team Leads/ Subject
Matter Experts (1 Per
Business Area)
All 1 per
functional
area
Complete understanding of City policies and procedures; Authority to make process design decisions. Ability to create business DILOs for testing.
75%
Business Analysts (1 Per
Major Business Area/
Dept.)
All 1 per
business
area/dept
Full understanding of Business Area/Dept. procedures;
Ability to communicate process design/decisions to the
departments
25% to 50%
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Role Phase Est. # of
Staff
Skills % Time
Commitment
Interfaces Lead
All 1-2 Understanding of City applications; data extraction for conversion and interface development. Ability to create technical design documents.
50%
Technical IT Analysts
All 2-3 Programming experience; data extraction for conversion, interface development, script development; ability to create technical design documents.
80%
Administrative Support All 1 Admin Support. Schedule People, staff 50% Network Admin All 1 Knowledge of the City Networking infrastructure and capacity.
5%
Additionally, the City may assign backup Subject Matter experts and department representatives as required and decided by the City project manager.
6.2 AST and City Responsibilities
The table below identifies the lead responsibility for all the important tasks on the project.
6.2.1 Roles and Responsibilities
Table 6 Roles & Responsibilities, PMO
Role/
Resource Responsibility AST City
Project Oversight Co-Lead Co-Lead
Project Planning Co-Lead Co-Lead
Project Management Co-Lead Co-Lead
Status Reporting and Project Team Communication Co-Lead Co-Lead Issues Resolution Co-Lead Co-Lead
Consulting Resource Allocation Lead None
City Resource Allocation None Lead
Scope Control Co-Lead Co-Lead
Project Communication to Stakeholders Assist Lead
Production Migration Lead Assist
Project
Manager
Deliverable Acceptance None Lead
OCM Analysis and Planning (Gain understanding of the project vision and organization) Lead Assist Develop the Organizational Change Management Strategy (a model that includes ‘How’ each component of the strategy will be executed on the project, i.e., communication, sponsor roadmap, coaching, etc.)
Lead Assist
Execute approved change management strategies and plans for the organization. Co-Lead Co-Lead Complete change impact analysis of changes that will occur to people, process, technology (i.e., changes to job roles, key performance indicators, organization structure, business process, and procedures, etc.)
Co-Lead Co-Lead
Brand or Design communication outputs to fit the organization and culture. Assist Lead Communicate organization changes and position profile changes. Guide Lead Change
Management /
Training Lead
Identify impacted stakeholders and communication distribution lists Assist Lead Statement of Work
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Role/
Resource Responsibility AST City
Create and distribute project updates for OCM to project leadership. (based on project reporting schedule) Guide Lead
Gather regular feedback on change management effectiveness and review results with project leadership to make modifications to strategy/plans as needed. Co-Lead Co-Lead Assist with the project readiness assessment and provide input on Go/No Go decision Co-Lead Co-Lead Conduct lessons learned sessions, and if multiple phases are in scope, modify strategy/plans for future phases. Co-Lead Co-Lead
Conduct Training needs assessment Co-Lead Co-Lead
Develop a Training Strategy Lead Assist
Develop a Training Plan Assist Lead
Training Instance Management Co-Lead Co-Lead
Knowledge Transfer Planning & Execution Co-Lead Co-Lead End User Training Scheduling and Coordination Guide Lead Training Materials Development Co-Lead Co-Lead
End User Training Delivery Assist Lead
OGL Guide Selection Co-Lead Co-Lead
OGL Configuration and Development Lead Assist
OGL Transaction Staging for Dev & Test Co-Lead Co-Lead
OGL Production Cutover Lead Assist
System Configuration and Requirements Validation Lead Assist Conduct System Sprints Lead Assist
Functional Issues Resolution Lead Assist
Functional Configuration Documentation Lead Assist
Finalize Gap Solution Assist Lead
Interface Design Assist Assist
Data Cleanup and Validation Assist Lead
Custom Report Specifications Document Assist Lead
Create Test Plan Lead Assist
Create/Update DILOs Assist Lead
Create Test Scripts Lead Assist
Update Test Scripts with City-specific data and examples Assist Lead Unit Testing Lead Assist
System Testing Lead Assist
User Procedure Documentation None Lead
User Acceptance Testing (User and End to End) Assist Lead Create Training Material Lead Assist
Functional
Leads
Train-The-Trainer Delivery Lead Assist
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Role/
Resource Responsibility AST City
End User Training Assist Lead
Knowledge Transfer Lead Assist
ERP Cloud Instance Planning and Deployment Lead Assist
Coordinate with Oracle on architecture Lead Assist
Knowledge Sharing Lead Assist
Interface Design Co-Lead Co-Lead
Tech Lead
Set Up New Users/ Responsibilities Assist Lead
Technical configuration Lead Assist
Technical Configuration Reviews for SDLC compliance (The City will be responsible for having appropriate reviewers available for sign-off (i.e., Security, IT Compliance, etc.) Assist Lead For technical Objects including Data Conversion and Interfaces ▪Technical Design
▪System Design
▪Develop programs
Lead Assist
For technical Objects including Data Conversion and Interfaces ▪Third-Party and legacy system Changes
▪Data Extraction/Integration development
▪Data Cleanup and Formatting
Assist Lead
Interface and Data Conversion Reviews (The City will be responsible for having appropriate reviewers available for sign-off (i.e., Security, IT Compliance, etc.) Assist Lead Integration Testing Support Lead Assist
User Acceptance Testing Support Assist Lead
Custom Components Migration Lead Assist
Analyze, track, resolve application system problems Lead Assist Custom Report Specifications Document Assist Lead
Report Development Co-Lead Co-Lead
Technical
Analysts
Knowledge Sharing Lead Assist
Work with Oracle to assure Network availability None Lead Monitor Network Bandwidth None LeadNetwork
Administrator
Desktop Configuration None Lead
LEGEND: Description/meaning of the responsibility levels Lead The party that is responsible for performing the task and performing the majority of the work.
Co-Lead The parties shall share responsibilities for performing the tasks and work.
Guide Provide oversight and direction on what tasks to accomplish, including the suggested timing of task execution but having no direct responsibility or involvement with any task execution.
Assist The parties assist in actively creating part of the Deliverable or performing the activity None No involvement in the task is expected
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The designated City users shall be made available during the project for the interview, system demonstrations, system testing, decision-making, and other tasks related to this project.
6.3 Project Location(s)
AST shall provide the services in a combination of onsite at City premises and offsite, including offshore locations. $127,112 has been budgeted for travel and will be billed at actuals and per diem for meals. Travel is subject to any government guidelines or restrictions prevalent at the time of travel. AST and City Project Managers will determine the limits for expense types (e.g. airfare, hotel) in the Project Management Plan. Any deviations to the limits should be approved by City Project Manager.
Additional travel in excess of the budgeted amount would be billed at actual costs with authorization by the City.
The City will provide adequate workspace and infrastructure (including but not limited to conference rooms, projectors, telephone, network, and Internet access) for the AST project team members. The City shall provide network and system connectivity for AST consultants using their laptop computers and remote access (VPN or equivalent) to the systems. It is accepted and acknowledged that work will be conducted by resources in remote locations in multiple time zones. As such, the need for tools supporting remote working environments is required.
The City will be responsible for making facilities available and required infrastructure ready for tasks like training, conference room pilots, team meetings, system testing, and other events. These facilities should include audiovisual and physical (whiteboards, flip charts, etc.) amenities.
AST staff will honor all holidays observed by the City, although, with permission, may choose to work on holidays and weekends when appropriate. With permission from the City, AST staff may have access to the City worksite for extended hours including hours that may be the City holidays.
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7. Project Deliverables and Work Products
The table on the following page is a master list of the deliverables and work products that will be provided as part of the Oracle Cloud implementation project. The list outlines the expected content and acceptance criteria of the anticipated Deliverables and Work Products.
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Table 7 Master Deliverable and Work Product List
Stage Title Deliverable/Work product
Description
Category Document
Type
Work
stream
Acceptance
Criteria
AST
Responsibilities
City
Responsibilities
Define Project/Phase Kick-
Off
Initiate the Project Phase
Prepare project kick-off
presentation materials and provide
an overview of
▪Project scope
▪Project schedule
▪Roles and responsibilities
AST
Deliverable
Live Event w/
MS
PowerPoint
presentation
materials
Project
Management
System
Event
Completed
Prepare meeting
deck and review with
City PM and
Sponsors prior to
presentation to
combined team
Provide necessary
information, PMO
review of kickoff
deck. Participation in
presentation along
with executive
sponsors to
combined team.
Define Project
Management Plan
(Charter)
Provide guidelines to the project
team on project governance and
execution.
Document project governance
structure. The deliverable material
includes:
▪Project management
approach
▪Project organization structure
and roles
▪Issue management and
escalation strategy
▪Quality Management Plan
▪Knowledge Transfer Strategy
▪Change control strategy
▪Risk mitigation strategy
▪Communication Plan
AST
Deliverable
Microsoft
Word / Adobe
Pdf
Project
Management
Completed
Document
Prepare document.
Collaborate with City
PMO
Review document
and make updates to
document
Define MS Project
Schedule
Create a project schedule for the
implementation
The Project Plan will include the
following data elements for each
project task:
▪Description
▪Duration
▪% Complete
▪Start Date
AST
Deliverable
Microsoft
Project
Project
Management
Completed
Document
(initial
project plan)
Prepare document
and maintain
throughout project
Validate, provide
input on the
constraints, verify
activities and check
the resource
dependencies
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Stage Title Deliverable/Work product
Description
Category Document
Type
Work
stream
Acceptance
Criteria
AST
Responsibilities
City
Responsibilities
▪End Dates
▪Dependencies
▪Responsible Party
This is an initial plan and will be
updated for status periodically as
per the Project Management Plan.
Resource leveling is specifically
excluded from this deliverable
Define Instance
Management Plan
The Instance Management Plan
will include:
▪Listing of all the City
environments
▪Plan for each environment
throughout the project
▪Plan for moving configuration
between environments
▪Plan for each environment
post-go-live
AST Work
Product
MS
Excel/Word
Technical NA Prepare document
and maintain
throughout project
Conduct meeting/s
with City technical
lead review of the
document.
Participate in AST led
meeting and review
and update
document
Define Change
Management
Strategy
Outline of the approach and
components for Organizational
Change Management Approach
The deliverable to include:
▪OCM Strategy and
approach
▪OCM Team roles and
responsibilities
▪Communication strategy
AST Work
Product
Microsoft
Office (i.e.,
Word, PPT) /
Adobe PDF
Change
Management
Completed
Document
Prepare document.
Collaborate with City
CMO
Participate in AST led
meeting and review
and update
document
Define Data Conversion
Strategy
Document the Project conversion
strategy
Define the data conversion
approach and strategy. The
deliverable material includes:
▪Data Conversion Approach
▪Data Conversion Scope
▪Data Extract Strategy
▪Conversion Approach
▪Data Reconciliation Strategy
AST Work
Product
MS Word Technical NA Prepare the Data
Conversion Strategy
document
Hold meeting/s with
City Tech Lead to
review document.
Update the
document with the
inputs provided
Review and Provide
inputs
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Stage Title Deliverable/Work product
Description
Category Document
Type
Work
stream
Acceptance
Criteria
AST
Responsibilities
City
Responsibilities
Define Integration Strategy Document the Project interface strategy
Define the interface approach and
components. It includes:
▪Interface Approach
▪Interface Scope
▪Interface Validation Strategy
AST Work
Product
MS Word Technical NA Prepare the
Integration Strategy
document.
Hold meeting/s with
City Tech Lead to
review document.
Update the
document with the
inputs provided
Review and Provide
inputs.
Define Reporting Strategy Define reporting and
dashboard/analytics approach and
components. It includes:
▪Reporting/Dashboard
approach
Reporting Tools to be deployed
AST Work
Product
Microsoft
Word/ Adobe
PDF
Technical NA Prepare the
Reporting Strategy
document.
Hold meeting/s with
City Tech Lead to
review document.
Update the
document with the
inputs provided
Review and Provide
inputs.
Define Test Strategy The Test Strategy includes:
▪Entrance/Exit criteria for SIT
and UAT as defined in the
SOW
▪Cadence for testing event
meetings (defect review,
progress, etc.)
▪Testing process flow
▪Testing infrastructure/
instances
▪Testing responsibilities
▪Defect remediation process
Deliverable Word Project
Management
/ Testing
Track
Completed
Document
AST led meeting(s)
to prepare the Test
Strategy and update
the document as
needed
Participate in AST led
meeting(s), review
document and review
updates as needed.
Define Discovery Sessions Demonstrate standard functionality per Oracle’s Modern Business
Process and DILOs of the Oracle
application modules for the phase
to:
▪Demonstrate Oracle’s
standard flows with reference
AST Work
Product
Live
Demonstration
Event
Functional NA Review processes to
be demonstrated on
AST or Oracle Demo
instance.
Provide details for
scheduling of the
meetings for each
module. Document
Participate in the
meetings
Identify and provide
inputs for any unique
processes or
procedures.
Continuously review
Action and Decision
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Stage Title Deliverable/Work product
Description
Category Document
Type
Work
stream
Acceptance
Criteria
AST
Responsibilities
City
Responsibilities
to the preliminary flows
established.
▪Demonstration standalone
modules with limited cross-
module integration points will
be shown as needed to
leverage data entered into
the system by AST.
▪Demonstrate standard
functions that may not have
been captured as
requirements but may be of
interest to the City based on
Industry standards. Only
applicable module
functionality to be
demonstrated
all RAID items
discuss during
meeting in the
minutes of the
meeting as well as
on RAID log.
items in specific to
close them as soon
as possible.
Provide Inputs,
include necessary
teams, help
document the
FIT/Gap
Define Preliminary DILOs Provide standard DILO's from AST repository mapped to City
Requirements
AST Work
Product
Excel Functional NA AST to map
requirements from
RFP/SOW to DILOs
prior to assessment
meetings occurring.
During the
assessments AST
will review the DILOs
with City functional
team and will note
updates, clarify
requirements, and
list new
requirements. DILOs
will be utilized as
input for Sprint1.
AST to lead meeting
to show all
requirements in
Appendix 8 have
been mapped to a
DILO.
City Functional lead
will be responsible for
reviewing the DILO to
requirements
mapping to ensure
that all requirements
and DILOs are
incorporated.
City Functional lead
will be responsible for
identification of new
DILO's and update of
the DILO's
Participate in AST led
meeting, showing all
requirements have
been mapped to
DILOs.
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Proprietary & Confidential
City of San Bernardino, CA
Enterprise Resource Planning System
Page | 58
Stage Title Deliverable/Work product
Description
Category Document
Type
Work
stream
Acceptance
Criteria
AST
Responsibilities
City
Responsibilities
Define Chart of Accounts
Key Design
Document (KDD)
Defines the final COA structure for
the implementation
AST Work
Product
Word Functional NA Hold meeting/s with
City GL and finance
lead to determine
Chart of Accounts
Structure.
Provide example of
other clients and
guidance of leading
practices
Attend meetings with
AST
Finalize the structure
by the close of
Design Stage
Define Preliminary Security
Matrix
Document to illustrate the
Standard Oracle Roles with a goal
to simplify the Security design
AST Work
Product
Excel Functional NA Showcase the
standard Security
roles in each module
during Discovery
sessions.
Provide the module
role matrix with
Standard Oracle
Roles
Gain understanding
of standard Oracle
roles with a view to
determining if any
custom roles are
needed.
Start internal
discussions and
reviews and prepare
to provide additional
role requirements to
AST before the end
of Model stage
Model Sprint/CRP
Schedule
Schedule of sessions to
demonstrate solutions and process
flows
AST Work
Product
Excel Project
Management
NA Work with the City
team to identify the
scenarios and
solutions that need to
be demonstrated.
Identify sessions or
areas and which the
City members can
participate in the
workshop
Create a Schedule
Confirm scenarios
and solutions that the
City wants to be
demonstrated
Confirm the City
employees to
participate in
identified workshops
Confirm CRP
schedule.
Model Conduct CRP Event Deliverable includes:
▪Demonstration of CRP
environment with complete
City specific configurations,
integrations and data
conversion
Deliverable
- Event
NA Project
Management
Statement of Work
Proprietary & Confidential
City of San Bernardino, CA
Enterprise Resource Planning System
Page | 59
Stage Title Deliverable/Work product
Description
Category Document
Type
Work
stream
Acceptance
Criteria
AST
Responsibilities
City
Responsibilities
▪Demonstrate CRP
environment meets SIT
entrance requirements
Model Sprint (Conference
Room Pilot )
Demonstrate standard functionality
to gain consensus on software fit
and potential functionality gaps.
Perform City-specific base/shell
configuration of the Oracle
application modules for the phase
to:
▪Demonstrate Oracle’s
standard flows with
reference to the
preliminary flows
established.
▪Demonstration
standalone modules with
limited cross-module
touch points will be
shown as needed to
leverage data entered
into the system by AST.
▪Demonstrate standard
functions that may not
have been captured as
requirements but may
be of interest to the City
based on Industry
standards. Only
applicable module
functionality to be
demonstrated.
Note that this is a prototype to
validate the design approach on a
module-by-module basis. This is
not a testing event nor a
demonstration of a fully developed
solution to the Gaps
AST Work
Product
Live
Demonstration
Event
Functional NA Configure
environment as per
City specific data
Demonstrate
functionality as per
Sprint Schedule
Document all design
issues and action
items
Demonstrate process
flows and solutions
identified for
Sprint/CRP
Identify and
document areas not
ready for SIT and
defects/issues
discovered during
CRP event.
Provide configuration
data requested by
AST at the end of
Define Stage for AST
to configure the
environment
Continue to review
and update
RTM/DILO document
Inform AST Lead on
updates being made
Attend Sprint /CRP
sessions and provide
necessary inputs on
process flows,
design, solutions to
gaps and finalize the
solution to gaps
Statement of Work
Proprietary & Confidential
City of San Bernardino, CA
Enterprise Resource Planning System
Page | 60
Stage Title Deliverable/Work product
Description
Category Document
Type
Work
stream
Acceptance
Criteria
AST
Responsibilities
City
Responsibilities
Model Data Conversion
Programs
Developed
Deliverable includes:
▪Complete development
of the data conversion
load programs for all
approved data
conversions
▪Unit testing of Data
Conversion programs
with sample data is
complete
AST Work
Product
Live Event Technical NA Create conversion
programs as needed
to load the data
Verify that the File
format in which data
is provided is as per
accepted criteria
Load Conversion
data
Provide output report
to City to perform
post conversion
validation
Perform unit testing
on sample data
Provide Data
Conversion files in
the AST determined
format
Validate file before
sending to AST
Validate Data Load
output
Model/Ve
rify
Integration
Programs
Developed
Deliverable includes:
▪Complete development
of interface programs for
all approved entities
▪Unit testing of the
interface process
complete with sample
data
AST Work
Product
Live Event Technical NA Create integration
programs
Verify that the File
format in which data
is provided is as per
accepted criteria
Load Conversion
data
Perform unit testing
on sample data
Provide Integration
files per design for
inbound integrations
Work with third party
applications/vendors
to ensure that their
end of work is
progressing as per
schedule
Validate file before
sending to AST
Perform unit testing
on Target third party
applications to
confirm data load
Model Final DILOs Day in the Life scenarios provided
by AST at the end of Define and
updated by City personnel to
represent scenarios that are
representative of the City’s
business process and scenarios.
AST will update the DILO’s with
traceability to the Process Flows
and the relevant Test Scripts that
will be required for the SIT and
UAT testing.
Client Work
Product
Excel Functional NA Update new and
modified DILO's with
associated process
flows and Test
Scripts
Identify and add new
DILO's/Business
Scenarios within the
scope of the project.
Update AST provided
DILO's as necessary
to reflect the City’s
process and
business scenarios.
Statement of Work
Proprietary & Confidential
City of San Bernardino, CA
Enterprise Resource Planning System
Page | 61
Stage Title Deliverable/Work product
Description
Category Document
Type
Work
stream
Acceptance
Criteria
AST
Responsibilities
City
Responsibilities
Model Final Process Flows Update of preliminary business processes diagrams
AST Work
product
Visio/PDF Functional Updated
Flows
Work with the City to
help to identify any
changes needed to
the Process flows.
Update and finalize
all Business flows
needed for
finalization of design.
Review the
preliminary Process
flows and provide
inputs to AST on
updates needed to
Process before the
start of Sprint 2
sessions
Work with AST team
to get the process
flows reviewed to
ensure uniform
understanding of the
business process
between AST and the
City.
Model Gap-Fit Analysis Identify Gaps in Oracle system
flows based on Preliminary Flow
mapping and Sprints. Perform
▪Gap Analysis
▪Document high-level solution
approach/workaround for
Gap solution (Does not
include solution design).
▪Final DILO's and Final
Process Flows will be
additional work products
associated with this
deliverable
Deliverable Excel Functional
Technical Completed
Document
Document on the
RAID log all open
design items that
needs City decision.
Finalize DILO/RTM
with City specifics
Provide inputs to
finalize process flows
Finalize all design for
functionality and
gaps, finalize key
configurations, close
all decisions, and
choose solution for
gaps.
Provide final Process
Flow diagram
Sign off on
conversion and
integration design
Model Final Security
Matrix
Completed design document
(matrix) that will list all agreed
upon standard and custom roles to
be deployed
CITY Work
Product
Excel Functional/T
echnical
NA Assist the City in
completion of
Security Matrix
Assist the City to
ensure compliance
with Oracle licensing
Knowledge transfer
sessions for City staff
Review Security Role
matrix to ensure
completeness to
configure roles and
for assignment of
roles and context
values to users
Analyze the current
custom roles and
determine if they are
needed or should be
eliminated.
Review document
with Oracle Standard
roles determine if any
custom roles are
needed.
Ensure compliance
with Oracle licensing
Update Security
matrix with custom
role definition. This
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City of San Bernardino, CA
Enterprise Resource Planning System
Page | 62
Stage Title Deliverable/Work product
Description
Category Document
Type
Work
stream
Acceptance
Criteria
AST
Responsibilities
City
Responsibilities
during SIT/UAT
Instance
configuration by
AST.
definition will be used
as input to create the
custom role.
Finalize all roles
(Standard and
Custom) needed
across all modules
Finalize Role Matrix
to determine
functions needed for
each custom role
Finalize assignment
of roles and context
values to users
Model Final Workflow Completed design document that
defines the agreed upon workflow
routing rules for the in scope
workflows
AST Work
Product
Excel/Word
Document
Functional NA AST led meeting(s)
to prepare final
workflow document,
and update through
life of the project.
Configure identified
workflows for SIT
after approval of
design document.
Participate in AST led
meeting(s), review
documents and
updates through the
life of the project.
Model Configuration
Document from
Sprint/CRP
Environment for SIT
Deliverable includes: Complete all
City specific configurations in CRP
system · Unit testing of
configuration complete
Deliverable Excel Functional NA Configure the Sprint
environment based
on configurations
from an instance
identified by the City.
Unit test environment
for standard
functionality.
Update configuration
during Model with
changes required for
updated/new
solutions to gaps and
processes.
Provide configuration
workbook from CRP
instance to the City
no less than 8
business days prior
to start of
configuration
Provide AST with any
changes (updated
data sets, identify
configuration not to
be migrated, new
configurations
needed based on
discussions during
Assessment) needed
for Sprint before the
scheduled start of
Sprint where it is
possible to identify
the changes. Provide
AST with additional
configuration data
and decisions based
on development of
solution during Model
stage leading up to
SIT.
Statement of Work
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City of San Bernardino, CA
Enterprise Resource Planning System
Page | 63
Stage Title Deliverable/Work product
Description
Category Document
Type
Work
stream
Acceptance
Criteria
AST
Responsibilities
City
Responsibilities
activities of SIT. It is
possible to extract
this and provide to
the City as CRP
sessions are going
on.
The CIty will review
the configuration
document provided at
the end of CRP
Model Final Security
Matrix
Completed design document
(matrix) that will list all agreed
upon standard and custom roles to
be deployed
CITY Work
Product
Excel Functional/T
echnical
NA Assist the City in
completion of
Security Matrix
Assist the City to
ensure compliance
with Oracle licensing
Knowledge transfer
sessions for the CIty
staff
Review Security Role
matrix to ensure
completeness to
configure roles and
for assignment of
roles and context
values to users
during SIT/UAT
Instance
configuration by
AST.
Analyze the current
custom roles and
determine if they are
needed or should be
eliminated.
Review document
with Oracle Standard
roles determine if any
custom roles are
needed.
Ensure compliance
with Oracle licensing
Update Security
matrix with custom
role definition. This
definition will be used
as input to create the
custom role.
Finalize all roles
(Standard and
Custom) needed
across all modules
Finalize Role Matrix
to determine
functions needed for
each custom role
Finalize assignment
of roles and context
values to users
Verify Training Plan Planning document that provides
the scope of training, approach,
City training population, City
trainers and draft schedule of
training sessions / methods.
City Work
Product
Word
Document
Training NA Review training plan
and offer feedback to
the City.
Develop training plan
and update through
the life of the project.
Statement of Work
Proprietary & Confidential
City of San Bernardino, CA
Enterprise Resource Planning System
Page | 64
Stage Title Deliverable/Work product
Description
Category Document
Type
Work
stream
Acceptance
Criteria
AST
Responsibilities
City
Responsibilities
Verify SIT Test Schedule
and Plan
Schedule of sessions to include
technical, module, and cross
module testing sessions.
AST Work
Product
Excel Project
Management
NA Develop SIT Test
schedule and Plan
Provide the schedule
and Plan to the City
no less than 5
business days ahead
of the first expected
testing session.
Identify testers for the
SIT sessions
Schedule SIT
sessions with correct
City testers.
Verify System Integration
Testing (SIT)
The deliverable material includes:
Perform System Integration testing
according to plan including:
▪Validate business process
flows
▪Validate cross-module
processes
▪Test all integrations
AST
Deliverable
NA Project
Management
Live Event Complete DILO
document with
mapping to test
scripts and upload to
PractiTest
Configure and smoke
test SIT environment
for all in scope
functionality
Convert Data
Meet entrance/exit
criteria for SIT
Identify missing
steps to add to
Cutover Plan
template
Assist the City in
execution of test
scenarios
Resolve SIT
issues/defects
Approve
configuration data for
SIT no less than 3
business days prior
to start of
configuration
activities
Validate Converted
data and work on
conversion data
errors
Identify missing steps
to add to Cutover
plan
Prepare Test Data for
usage in SIT
Test scenarios
identified for SIT
(DILO's, integrations)
Review results of
issue/defect
resolution provided
by AST and retest.
Test user security if
necessary over and
above SIT Test
Scenarios.
Verify UAT Test
Schedule/Plan
Schedule of sessions to include
technical, module, and cross
module testing sessions.
AST Work
Product
Excel Project
Management
NA Develop UAT Test
Schedule/Plan and
provide to the City no
less than 5 business
days ahead of the
first expected testing
session.
Schedule UAT
sessions with correct
City testers.
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Proprietary & Confidential
City of San Bernardino, CA
Enterprise Resource Planning System
Page | 65
Stage Title Deliverable/Work product
Description
Category Document
Type
Work
stream
Acceptance
Criteria
AST
Responsibilities
City
Responsibilities
Verify User Acceptance
Testing (UAT)
Execute end-to-end system
process flows. Test scripts will be
executed manually, and no
automated tools are proposed.
The deliverable material includes:
Perform User Acceptance Testing
according to plan using test scripts
▪Validate business process
flows
▪Validate cross-module
processes
▪Test all integrations
AST
Deliverable
NA Project
Management
Live Event Update Test
Scenario document if
needed for UAT
scenarios and upload
to PractiTest
Provide final
configuration data to
the City no less than
8 business days prior
to start of
configuration
activities
Provide inputs on
time taken for
execution of UAT
cutover activities for
Cutover Plan
Configure and smoke
test UAT
environment
Convert Data
Meet entrance/exit
criteria for UAT
Identify missing
steps to add to
Cutover Plan
template
Assist the CIty in
execution of test
scenarios
Resolve UAT
issues/defects
Approve final
configuration data for
UAT no less than 3
business days prior
to start of
configuration
activities
Provide inputs on
time taken for
execution of UAT
cutover activities for
Cutover Plan
Validate Converted
data and work on
conversion data
errors
Identify missing steps
to add to Cutover
plan
Prepare Test Data for
usage in UAT
Update Test
Scenario document if
needed for additional
UAT scenarios
Review results of
issue/defect
resolution provided
by AST and retest.
Test user security if
necessary over and
above UAT Test
Scenarios.
Statement of Work
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City of San Bernardino, CA
Enterprise Resource Planning System
Page | 66
Stage Title Deliverable/Work product
Description
Category Document
Type
Work
stream
Acceptance
Criteria
AST
Responsibilities
City
Responsibilities
Verify Payroll Parallel
Testing
Conduct parallel testing for up to 2
payroll batches and perform
reconciliation of Gross to Net to
legacy payroll within reasonable
tolerances. The following tasks are
scoped
▪Load time entry data from the
legacy system directly into
payroll
▪Run payroll process
▪Validate gross to net pay
▪Reconcile the Gross to Net
differences within reasonable
tolerances (Identify the
discrepancies and the root
cause for any material
differences).
Live Event Live Event Functional +
Technical
Completed
Event
System event
completed, and open
issues documented.
Verify and Confirm
Verify Train the Trainer
Training
Provide training and knowledge
transfer of the Oracle system
applications throughout the
project, as well as a course on
managing training to the City
trainers before the execution of
end-user training
Deliverable Event Training Provide knowledge
transfer to the City
trainers Conduct
Train the Trainer
sessions
Participating in Train
the Trainer sessions
Verify Cutover Plan The Cut Over Plan includes: ·
Sequence of production cut over
activities and responsible party for
each, including City specific tasks
related to work needed outside of
ERP environment. This is a living
document which is expected to
start at the beginning of SIT up to
the point where cutover activities
start. The document will be
considered final at the start of the
Cutover activities in the state it is
in.
Deliverable Excel Project
Management
Produce cut over
plan at start of SIT
sessions
Conduct cut over
planning meetings
with the City
Conduct tabletop
exercise of the cut
over plan with all
responsible parties
Update the cut over
plan through the life
of the project
Review and approve
the cut over plan
Participate in cut over
planning meetings
Participate in tabletop
exercise of the cut
over plan
Update with City
specific tasks
Provide updates to
the cut over plan
through the life of the
project
Statement of Work
Proprietary & Confidential
City of San Bernardino, CA
Enterprise Resource Planning System
Page | 67
Stage Title Deliverable/Work product
Description
Category Document
Type
Work
stream
Acceptance
Criteria
AST
Responsibilities
City
Responsibilities
Deploy Go Live Readiness
Assessment
AST tracking tool that will review
the readiness of the City to go live
across multiple areas (e.g.
Training, Technical Cutover,
Communications, Help Desk Prep,
Application Functionality) for a 4 to
6 week period prior to go live
AST Work
Product
Excel Project
Management
NA Produce go live
readiness
assessment
Conduct review
session(s) of
document with the
City
Participate in review
sessions(s) and
review go live
readiness
assessment
document
Determine go/no-go
decision
Deploy Go Live The deliverable material includes:
▪Production configuration
complete
▪Custom components
migrated to the Production
instance
▪Production validation
complete
▪Production system made
available to users
Deliverable Event Project
Management
Event
completed
Migrate end state
UAT configuration to
PROD
Complete data
conversion and load
using the end state
UAT processes
Migrate reports from
UAT to Prod
Successfully execute
the cut over plan
Provide final data cut
for PROD cut over
Migrate Integration
code and
configurations to
Production
Successfully execute
the cut over plan
Accept PROD
system
Deploy Post Production
Support
Production support services
provided for the specified period
for the phase
Deliverable Event Project
Management
Event
completed
Resolve outstanding
issues/defects
according to the
Project Acceptance
criteria identified in
the SOW
Engage with AST for
issue/defect
resolution
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City of San Bernardino, CA
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7.1 Deliverable Acceptance Process
For purposes of acceptance of the Solution (or portions thereof), the parties intend to use the following staged acceptance procedure. All timeframes specified in the following procedures may be overridden by written agreement between both parties as per the Project Schedule.
7.1.1 Non-System Event Deliverables Acceptance:
All completed non-system deliverables (typically written documents, e.g., Project Management Plan) will be reviewed by AST’s Project Manager and uploaded to the designated project repository/network folder. AST Project Manager shall notify the City Project Manager and submit a Deliverable Acceptance Certificate (Sample format attached in section Appendix 4 of this document).
Upon AST’s submission of a completed Deliverable, the City shall review the Deliverable and approve it or notify AST of the discrepancies and errors found in the Deliverable within ten (10) consecutive business days, unless otherwise mutually agreed to in writing by the Project Managers of both the parties.
If the City requires revisions to the submitted deliverables, all the required changes shall be collected and consolidated by the City Project Manager into one document and provided to the AST Project Manager within the stipulated time period ten (10) consecutive business days). AST shall then revise the Deliverable or satisfactorily provide a written explanation of the reasons for Accepting the Deliverable “as is” within ten (10) consecutive business days. Upon receipt of the revised Deliverable or receiving a satisfactory written explanation for the deficiencies identified, the City Project Manager will verify that the changes were incorporated and accept the deliverable within ten (10) consecutive business days by signing the Deliverable Acceptance Certificate. There shall be no new revisions requested for the deliverable other than those identified previously in the first round.
In the event that neither approval nor feedback from the City is received within the stipulated time period, the deliverable shall be deemed approved, and AST will submit the related invoice for payment.
7.1.2 System Event Deliverables Acceptance:
Upon completion of a system event (marked as system event in Table 7 Master Deliverable and Work Product List, e.g., Sprint Complete), AST Project Manager shall submit an acceptance certificate to the City Project Manager. Upon AST’s submission, the City Project manager shall verify the completion of the system event and provide signed acceptance within five (5) business days.
In the event that neither approval nor feedback from the City is received within the stipulated time period, the deliverable shall be considered approved.
7.1.3 Deliverables Use in Production
Except as otherwise provided herein, the City shall not use the Deliverable in a production environment or in the ordinary course of the conduct of their business prior to Acceptance of the Deliverable and such use shall, without the written consent of AST, be deemed Acceptance of such Deliverable and all other predecessors. Use of the Deliverable in a test environment to validate acceptance criteria shall not be considered Acceptance of said Deliverable.
Upon go-live of any phase all deliverables, except Post-Production Support Complete, related to that phase shall be deemed to be approved and immediately ready for invoicing. The City may still request edits to the deliverables, the remedy of such can be subject to the approval of the Post-Production Support Complete deliverable.
7.1.4 Project Phase Acceptance:
Once the City begins using the Software Components for Productive Use (“Go-Live Date”), AST will provide Post- Production Support for a specified period (“Post-Production Support Period”). At the end of the Post-Production Support period, AST and the City will complete a phase review and prioritize the list of issues based on the criteria below.
Issue Classification
The following factors primarily determine the priority assigned to a System Issue/Incident:
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▪The impact on the business in size and scope, e.g., financial impact (loss) ▪The urgency to the business in time-dependent operations The following definitions will guide how AST and the City prioritize system issues.
Table 8 Issue Priority Definitions
Severity Description of Service Request
Severity (Priority) Code Response
Priority 1
Defined as an incident that renders a
production system inoperable. Users
are unable to connect to or use the
system to support City business
functions.
•Assign resources to work on the problem within 0.5 business hours during regular business hours and 4 hours during non-business hours. •Log Service Request (SR) with Oracle, if necessary
•Assign resources to be available and work on the incident until resolved.
Priority 2
Defined as consistent
intermittent outages and/or failure of
the Production System, interfering
with normal operation. May also be
defined as a system/application that
is operating but with severe restriction
or affects a time sensitive function.
•Assign resources to work on the problem within 1 business hour during regular business hours and next business day when reported during non- business hours.
•Time sensitive issues like Payroll will be addressed until resolved or a work- around acceptable to the City is found, in which case the priority will be lowered.
•Log Service Request (SR) with Oracle, if necessary
•Communicate efforts and results once every business day until resolved or the priority changes.
Priority 3
Defined as a production
system/application problem affecting
large number of users. The majority
of the functions are still usable. Some
circumvention may be required to
reestablish normal service.
•Assign resources to work on the problem within 2 business day. •Communicate confirmation of scope and impact of the incident within 5 business days of reporting
•Elevate to “Priority 2” if incident is not resolved in 15 business days. •Communicate efforts and results once every 2-3 business days until resolved or the priority changes
Priority 4
Defined as a production
system/application problem isolated
to a few people, performing non-
critical tasks and an alternative
workaround exists. The majority of
the functions for most users are still
usable.
•Review and based on open issues log, assign resources to work on the problem within 5 business days.
•Communicate confirmation of scope and impact of incident within 8 business days of reporting
•Communicate efforts and results once every 5 business days Priority 5
Defined as informational
only or scheduled system downtime
for maintenance. No users are
adversely impacted.
•Review and based on open issues log assign resources to research the problem within 10 business days.
•Communicate efforts and results once every 5 business days The priority of a defect does not necessarily determine how soon an issue will be resolved; it merely indicates the urgency and order in which the issues will be undertaken for resolution. The resolution time will depend on several factors, including the complexity of the problem, dependency on users’ input, ease of replication in the test environment, etc.
Resolution of issues may require the software/hosting vendor to provide patches or replacement parts, and therefore may not be within the control of AST.
If there are priority 1, 2 issues related directly to AST implementation efforts, open without resolution at the end of the designated post-production support period (Issues a result of errors/bugs in the Oracle or third-party software/hosting are specifically excluded), will continue to be supported by AST beyond the designated support period until a resolution, including a workaround, acceptable to the City is found. In order to expeditiously resolve issues, City staff shall be available to test all issue remediation and provide feedback no later than two (2) business days after AST notifies that the issue is resolved in a test environment. After this review is completed, the City shall notify AST in writing of its “Phase Acceptance.” All remaining open issues at the conclusion of a phase will be transferred to the City support team for ongoing resolution efforts.
7.1.5 Final Acceptance
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After Acceptance of all phases of the Oracle ERP Cloud System Project has occurred, the system is considered finally accepted, and the City shall notify AST in writing of the final acceptance.
7.2 Project Assumptions
The following project assumptions have been made to prepare this statement of work:
Software Assumptions
1. Software subscription prices included are subject to final configuration and approval from Oracle America, Inc.
The terms of the SaaS subscription are subject to the terms and conditions of Oracle Corporation’s Master Agreement for software subscriptions.
2. Any changes to the overall solution that are not identified in the RFP response will have an impact on the implementation costs.
3. Prior to the Sprint start, the city will procure all necessary third-party software.
4. The City will obtain SaaS subscription before the commencement of services and maintain such a subscription for the duration of the services
5. The City will procure a third-party solution to manage W2 & Payroll Tax Filing as part of the Payroll process. AST will work with the chosen third party solution to ensure that the integration to the application works as needed.
Scope and Terms Assumptions
6. The scope of work will be governed by a statement of work to be negotiated between AST and the City during the contract process.
7. The implementation resource and cost estimates have been based on a fixed scope and schedule. Any changes to the project scope, timeline, approach, or resources will be subject to a formal Change Control process and may increase project costs.
8. SaaS solutions do not support software customizations. To the extent that requirements cannot be met through the configuration of the software, the City may need to make changes in business processes and operating procedures to adapt to built-in best practices in the Oracle SaaS solution. AST will work with the City to assist with the adaption of appropriate process re-engineering.
9. City management, including the Project Manager and key users, will be able to make timely decisions on the issues raised by the project team.
10. City personnel will be assigned to the project as per an agreed upon staffing profile. Key users’ and management’s time will be made available for the duration of the project for interviews, system demonstrations, system testing, decision-making and other tasks related to this project.
11. The City will designate a project sponsor who shall represent the City during the performance of services, ensure performance obligations, establish and maintain an active line of communication with the AST project manager during the performance of the services, and make timely decisions on behalf of the City on all relevant issues.
12. In order to meet the project timelines, the City Project Manager will review and accept the deliverables in a timely manner as defined in the deliverable acceptance process.
13. The City will provide adequate workspace and infrastructure for the consultants assigned to the project (including, but not limited to, desktop computers, telephone, internet, connection, remote/VPN access to all project related applications to network and existing documentation). Such access must be available within two days of the start of a consultant on the project.
14. The City will be responsible for making facilities available and preparing the required infrastructure for tasks like training, conference room pilots, and others.
15. The City is responsible for providing narratives of the current business processes during each project phase's Define/Model stage.
16. The City will be able to provide detailed information related to third-party vendors.
17. The City will be able to provide quick interpretations of labor agreements if questions arise.
18. Only seeded workflows will be supported, and the available configuration of those workflows is included in the scope of this offering. No custom workflows will be implemented.
Statement of Work
Proprietary & Confidential
City of San Bernardino, CA
Enterprise Resource Planning System Page | 71
19. The implementation is scoped for the City as a single Business Unit. All departments and entities that will form part of this implementation will be configured under the City Business Unit.
20. The City will provide configuration elements in the Oracle Cloud Applications required format.
21. The standard Oracle Transactional Business Intelligence (OTBI) will be implemented. There are many requirements identified with a reporting solution. AST’s experience is that many of the reporting needs can be met by either standard reports or user-configurable reports.
22. As software vendors are continuously improving the capabilities of their products, it is possible that throughout the implementation time horizon, additional capabilities may be introduced that the City would want to leverage. This will be handled through the Change Control process.
23. The City will address functional questions and resolve issues for activities owned by the City in agreed-upon periods.
Technical Assumptions
24. The current pricing proposal includes five (5) Cloud environments for Oracle Fusion Cloud ERP Applications. If additional environments are deemed required, these need to be priced separately.
25. It will be the City's responsibility to extract the data from its current ERP system and other legacy systems and perform any data cleanup required in the current system before converting the data or following the data conversion in the Oracle Cloud Service. Data needed for conversion will be provided in the format specified by the AST consulting team for the Data element/s to be converted promptly per the agreed project schedule.
26. The City will verify converted data and be primarily responsible for conversion error recognition and resolution.
27. The City and AST will determine the best method of interfacing data to and from the City’s legacy applications to support the City’s Oracle solution. The City will be responsible for developing programs required to extract the data from the legacy applications in the required format and any programs required to update the City legacy applications with data from the Oracle Cloud applications.
28. AST will provide the data extracts from Oracle Cloud applications for the City to update the third-party systems integrations. The City will be responsible for loading into third-party systems as per the individual third-party application needs.
29. The City will work with third-party vendors to facilitate data integration with Oracle Cloud and coordinate any interface design, development or testing activities with third parties.
30. The data conversion scope is aligned with industry best practice, which recommends converting only those historical transactions needed to support normal, day-to-day operations in the new ERP System. AST will work with the City to provide options for storing and accessing the remaining historical data required for reporting purposes.
31. AST bases the implementation scope on the requirements listed in the Functional Requirements and based on AST’s experience in working with clients of similar size and complexity. Sometimes, it may be technically infeasible to meet the requirements due to the lack of data availability, controls/constraints of the SaaS applications, or other system architecture reasons. This infeasibility may not become apparent until the detailed Define/Model phase. In such cases, AST will help and guide the City concerning alternative methods to meet its business requirements, such as implementing process changes or manual steps.
32. A detailed Change Control Process will be a mutually agreed upon plan that specifies the approval process for any changes to the Statement of Work.
Project Plan Assumptions
33. AST staff will work both onsite and remotely, including offshore solutions.
34. The AST Team will honor all holidays observed by the City, although, with notice, they may choose to work on holidays and weekends when appropriate.
Pricing Assumptions
35. The pricing and scope are limited to implementing the Oracle Cloud applications/modules included in this response. Any change in scope, schedule or Implementation of any additional modules/applications will require a change order and additional fees shall apply.
36. Oracle Corporation will provide software maintenance and hosting as a part of the SaaS subscription costs.
Statement of Work
Proprietary & Confidential
City of San Bernardino, CA
Enterprise Resource Planning System Page | 72
Statement of Work
Proprietary & Confidential
City of San Bernardino, CA
Enterprise Resource Planning System Page | 73
8. Project Payment Schedule
The project has been established with a fixed fee schedule for services. Project Payment schedule includes a one-time fee upfront prior to the start of the project as follows:
One-time Cost Cost
Service Fees $4,932,000
Optional items Cost Comment
AST Testing as a Service (TaaS) $ 30,000 $30,000 initial implementation and
then $97,800 annually fee for total
of 500 scripts. This service supports
executing Monthly Releases of EPM,
Quarterly for ERP and HCM.
Additional Reports Hours (1,000) $ 130,000 Optional, Only to be charged if incurred
AST Prepares End-User Training Material (500
hours) $ 75,000
Statement of Work
Proprietary & Confidential
City of San Bernardino, CA
Enterprise Resource Planning System Page | 74
9. Approvals
Except to the extent otherwise expressly set forth in this SOW, this SOW is governed by the terms and conditions of the Agreement. This SOW may be modified only by a writing signed by both parties.
IN WITNESS WHEREOF, the parties have each caused this SOW to be signed and delivered by their duly authorized officers, all as of the date first set forth above.
Applications Software Technology, LLC
Signed
Printed Name
Title
Date
City of San Bernardino, CA
Signed
Printed Name
Title
Date
Statement of Work
Proprietary & Confidential
City of San Bernardino, CA
Enterprise Resource Planning System Page | 75
Appendix 1 Interface Scope
Integrations scope is subject to ability to map to available Oracle ERP cloud applications features and functionality. Each item listed is a one-way interface which processes/produces one input/output file.
Table 9 Interface Scope (to be reviewed and finalized with the City) Interfaces/Integrations
Name
Description Interface
Direction(s)
(One-way
or Two-
way)
Third-Party
Software
(Vendor
Name,
Product
Name, &
Version)
Frequency
/ Real-
Time
Active
(As
Needed,
Scheduled
or Real-
time)
Integration
Type
(Import or
Export)
Download Bank
Statement File
Provide the ability to accept a downloaded bank
statement file.
One-way Wells Fargo As Needed Import
Upload G/L Journal
Entries
System must allow uploading and posting of journal
entries (e.g., bank files, Excel, third-party system revenue transactions, etc.) with audit trail capabilities.
One-way Microsoft Excel As Needed Import
Fiscal Year To Date
Export
Ability to export year to date general ledger data to a third-party budget development and financial
transparency system.
One-way OpenGov Scheduled Export
Excel Budget Import
Ability to import detailed budgets into the Budget modules from Microsoft Excel.
One-way Microsoft Excel As Needed Import
Excel Budget Export
Ability to export detailed budgets from the Budget
modules from Microsoft Excel.
One-way Microsoft Excel As Needed Export
Budget Activity
Ability to import adopted/amended budgetary data from a third-party budget development system.
One-way OpenGov Scheduled Import
Statement of Work
Proprietary & Confidential
City of San Bernardino, CA
Enterprise Resource Planning System Page | 76
Interfaces/Integrations
Name
Description Interface
Direction(s)
(One-way
or Two-
way)
Third-Party
Software
(Vendor
Name,
Product
Name, &
Version)
Frequency
/ Real-
Time
Active
(As
Needed,
Scheduled
or Real-
time)
Integration
Type
(Import or
Export)
Over the Counter Credit
Card Payments
Ability to accept third-party over-the-counter credit card transactions.
Two-way Business Track As Needed Import
Online Credit Card
Payments
Ability to accept third-party online customer credit card transactions.
Two-way All Paid As Needed Import
Online Credit Card
Payments
Ability to accept third-party online customer credit card transactions.
Two-way Business
Registrations
As Needed Import
Barcode Scanners
Ability to allow auto-population of fields through bar code scanning.
One-way TBD As Needed Import
Third-party Cashiering
Applications
Integration with the Agency's parks and recreation system for processing cashiering transactions.
One-way ACTIVE Net Scheduled Import
Third-party Cashiering
Applications
Integration with the Agency's citation system for
processing cashiering transactions.
One-way Data Ticket Scheduled Import
Third-party Cashiering
Applications
Integration with the Agency's animal control system for processing cashiering transactions.
One-way Chameleon Scheduled Import
Permitting Ability to accept permitting related receivables. One-way Permits Plus Scheduled Import Citations Ability to accept citation related receivables. One-way Data Ticket Scheduled Import 1099 Forms To IRS Ability to electronically submit 1099 forms to the IRS. One-way N/A As Needed Export 1096 Forms To IRS Ability to electronically submit form 1096 to the IRS. One-way N/A As Needed Export Statement of Work
Proprietary & Confidential
City of San Bernardino, CA
Enterprise Resource Planning System Page | 77
Interfaces/Integrations
Name
Description Interface
Direction(s)
(One-way
or Two-
way)
Third-Party
Software
(Vendor
Name,
Product
Name, &
Version)
Frequency
/ Real-
Time
Active
(As
Needed,
Scheduled
or Real-
time)
Integration
Type
(Import or
Export)
Purchasing Cards
(transaction details
associated with GL
accounts)
Ability to download purchasing card transaction file to post transaction detail to general ledger by general ledger account code. Note: each transaction is associated with a specific general ledger account number in the text file.
One-way Wells Fargo As Needed Import
Positive Pay
Provide the ability to integrate with financial institutions for positive pay on accounts payable checks.
One-way Wells Fargo As Needed Export
Voided Check File
Ability to produce a voided check file similar to a positive pay file that can be uploaded to a bank.
One-way Wells Fargo As Needed Export
Electronic Payments
(ACH/Direct
Deposit/Wires)
Ability for electronic payments to be made to vendors via ACH/Direct Deposit and wire transfers (Push Pay).
One-way Wells Fargo As Needed Export
EEO-4 Survey File Upload
Ability to electronically submit the EEO-4 Survey to the Equal Employment Opportunity Commission.
One-way N/A As Needed Export
Affordable Care Act (ACA)
information File Upload
Ability to upload Affordable Care Act (ACA) information. One-way N/A As Needed Export Applicant Tracking
Ability to integrate with the agency's Applicant Tracking System for importing employee record information.
One-way NEOGOV Scheduled Import
Benefits/Health Insurance
Ability to integrate with a third-party benefits provider to allow for the modification of insurance enrollment.
One-way BenXcel Scheduled Export
Statement of Work
Proprietary & Confidential
City of San Bernardino, CA
Enterprise Resource Planning System Page | 78
Interfaces/Integrations
Name
Description Interface
Direction(s)
(One-way
or Two-
way)
Third-Party
Software
(Vendor
Name,
Product
Name, &
Version)
Frequency
/ Real-
Time
Active
(As
Needed,
Scheduled
or Real-
time)
Integration
Type
(Import or
Export)
Learning Management
Ability to integrate with the Agency's X Learning
Management System (LMS), as well as track employee
certifications.
One-way Target
Solutions
Scheduled Import
Direct Deposit File Report and data file for transmission to bank. One-way Wells Fargo As Needed Export Positive Pay
Provide the ability to integrate with financial institutions for positive pay on payroll checks.
One-way Wells Fargo As Needed Export
Electronic Federal and
State Files
Generate electronic file and all related forms (including W-2 reporting) for annual reporting to federal and state agencies, in accordance with their requirements.
One-way IRS As Needed Export
Retirement Plan File
Export
Ability to export a file containing employee/employer
retirement plan contributions.
One-way Nationwide As Needed Export
Retirement Plan File
Export
Ability to export a file containing employee/employer
retirement plan contributions.
One-way Empower As Needed Export
myCalPERS Ability to export a file to be uploaded to myCalPERS. One-way CalPERS As Needed Export Scheduling
Ability to import employee schedules into the Time and
Attendance system.
One-way InTime As Needed Import
Email Integration
Ability to send emails from system utilizing standard
SMTP protocols.
One-way N/A As Needed Export
Single Sign-On / Active
Directory
Support of Single-Sign-On and Active Directory. Two-way N/A As Needed Import/Export Statement of Work
Proprietary & Confidential
City of San Bernardino, CA
Enterprise Resource Planning System Page | 79
Interfaces/Integrations
Name
Description Interface
Direction(s)
(One-way
or Two-
way)
Third-Party
Software
(Vendor
Name,
Product
Name, &
Version)
Frequency
/ Real-
Time
Active
(As
Needed,
Scheduled
or Real-
time)
Integration
Type
(Import or
Export)
Two-Factor
Authentication (2FA)
(Okta)
Support Two-Factor Authentication (2FA) through Okta. Two-way N/A As Needed Import/Export Ad HocThird-Pary Report
Writers
Ability to integrate with third party report writers. One-way N/A As Needed Export Rest API
Provide a REST API interface to facilitate querying data and integration.
Two-way N/A As Needed Import/Export
Statement of Work
Proprietary & Confidential
City of San Bernardino, CA
Enterprise Resource Planning System Page | 80
Appendix 2 Data Conversion Scope
Historical conversions will only be accomplished for static historical data needed to support forward-going operations in the new Oracle Cloud system. Historical transactional data in legacy systems other than that listed in Table 10 Conversion Scope (to be reviewed and finalized with , is not recommended for conversion. Any historical data in legacy systems not converted to the new system can be made available for inquiry and reporting only by maintaining the current legacy environment in a read-only mode with no maintenance and support. Optionally, AST can assist the City in migrating the read-only legacy environment to OCI if needed.
Data Conversion scope is subject to mapping to available Oracle ERP cloud applications features/functionality and the City’s ability to extract the data in the specified format and do the cleansing/transformation as per the project schedule.
Table 10 Conversion Scope (to be reviewed and finalized with the City) Existing Software Product
Conversions
Description Number of
Records
(Estimated
)
No.
of
Years
Of
Data
Type of
Data
Conversion
(Electronic,
Manual,
N/A)
Software
Application
Version Database
Chart of
Accounts
Chart of account
info including
segments, control,
accounts, due
to/due forms, etc.
19,652 N/A Electronic Tyler New
World
2022.1.17.
2 SQL Server
General
Ledger
Accounts
Balances
(Summary
level)
Summary level
actuals account
balances
19,652 5 Electronic Tyler New
World
2022.1.17.
2 SQL Server
Budgeting
(Approved
Budgets)
Budget account
balances for
approved budgets
18,710 5 Electronic Tyler New
World
2022.1.17.
2 SQL Server
Budgeting
(Adopted
Budgets)
Budget account
balances for
adopted budgets
18,710 5 Electronic Tyler New
World
2022.1.17.
2 SQL Server
Detail Level
Budgets
Detailed line-level
budget information
25,495 5 Electronic Tyler New
World
2022.1.17.
2 SQL Server
Open
Project/Grants
Project/Grant
Master records
including
expenditure/fundin
g accounts
255 N/A Electronic Tyler New
World
2022.1.17.
2 SQL Server
Project/Grant
Actuals
Project/Grant
actuals account
balances
2,500 15 Electronic Tyler New
World
2022.1.17.
2 SQL Server
Project/Grant
Budgets
Project/Grant
budget data
5,000 15 Electronic Tyler New
World
2022.1.17.
2 SQL Server
Statement of Work
Proprietary & Confidential
City of San Bernardino, CA
Enterprise Resource Planning System Page | 81
Existing Software Product
Conversions
Description Number of
Records
(Estimated
)
No.
of
Years
Of
Data
Type of
Data
Conversion
(Electronic,
Manual,
N/A)
Software
Application
Version Database
Open
Purchase
Orders
Open Purchase
Orders
9,900 11 Electronic Tyler New
World
2022.1.17.
2 SQL Server
Historical
Purchase
Orders
Historical
Purchase Orders
9,000 11 Electronic Tyler New
World
2022.1.17.
2 SQL Server
Attachments 99,000 11 Electronic Tyler New
World
2022.1.17.
2 SQL Server
Customer
Master
Records
(Accounts
Receivable)
Customer
demographic data
431 N/A Electronic Tyler New
World
2022.1.17.
2 SQL Server
Open
Receivables
(Accounts
Receivable)
History of open
receivables
30 N/A Manual Tyler New
World
2022.1.17.
2 SQL Server
Bills
(Accounts
Receivable)
History of all
receivables open
and closed
N/A N/A N/A N/A N/A N/A
Recurring
Invoices
(Accounts
Receivable)
Invoices sent on a
regular basis
10 5 Electronic NWS N/A N/A
Vendor Master
Records
(Accounts
Payable)
Vendor master
data including
names, addresses,
SSN/FID, etc.
11,750 N/A Electronic Tyler New
World
2022.1.17.
2 SQL Server
Vendor
Address
Records
(Accounts
Payable)
Additional vendor
remit addresses
50,000 N/A Electronic Tyler New
World
2022.1.17.
2 SQL Server
Vendor 1099
Records
(Accounts
Payable)
Vendor 1099
history
16,750 5 Electronic Tyler New
World
2022.1.17.
2 SQL Server
Accounts
Payable Check
History
Vendor payment
history, including
check number,
date, amount, etc.
60,500 11 Electronic Tyler New
World
2022.1.17.
2 SQL Server
Statement of Work
Proprietary & Confidential
City of San Bernardino, CA
Enterprise Resource Planning System Page | 82
Existing Software Product
Conversions
Description Number of
Records
(Estimated
)
No.
of
Years
Of
Data
Type of
Data
Conversion
(Electronic,
Manual,
N/A)
Software
Application
Version Database
Accounts
Payable
Invoices
Vendor invoice
detail
154,000 11 Electronic Tyler New
World
2022.1.17.
2 SQL Server
Procurement
Card Master
Records
Demographic data
for employees
holding P-Cards
1,800 N/A Manual Wells Fargo N/A N/A
Fixed Assets
Master fixed asset
data including
asset description,
depreciation,
location, etc.
1,927 N/A Electronic Tyler New
World
2022.1.17.
2 SQL Server
Attachments 3,500 3 Electronic Tyler New
World
2022.1.17.
2 SQL Server
Open Bids All open bid
records
20 N/A Electronic Planet Bids N/A N/A
Historical Bids Historical bid
records
1,000 3 Electronic Planet Bids N/A N/A
Attachments 300 11 Electronic Planet Bids N/A N/A
People
Management
Employee
Master
Records
(active)
Employee master
records with
addresses
900 10 Electronic Harris Linus 8.4.0 Uni Data
Employee
Deductions
(active/no end
date)
Historical
employee payroll
deduction data
23,400 10 Electronic Harris Linus 8.4.0 Uni Data
Payroll –
Employee
Leave Accrual
Master
Records
Historical accrual
information
including Vacation,
Holiday, and other
leave
23,400 10 Electronic Harris Linus 8.4.0 Uni Data
Payroll -
Employee
Leave Accrual
Transaction
History
Transaction level
history for accruals
23,400 10 Electronic Harris Linus 8.4.0 Uni Data
Employee
Payment
History
Amounts for
earnings and
deductions with
23,400 10 Electronic Harris Linus 8.4.0 Uni Data
Statement of Work
Proprietary & Confidential
City of San Bernardino, CA
Enterprise Resource Planning System Page | 83
Existing Software Product
Conversions
Description Number of
Records
(Estimated
)
No.
of
Years
Of
Data
Type of
Data
Conversion
(Electronic,
Manual,
N/A)
Software
Application
Version Database
check number and
date
Employee
Earnings &
Deduction
History
Amounts for
earnings and
deductions with
check number and
date attached to a
pay code
23,400 10 Electronic Harris Linus 8.4.0 Uni Data
Personnel
Action History
Information on
various types of
personnel actions
including changes
in job/salary,
dates, etc.
N/A N/A N/A N/A N/A N/A
Position
Master
Records
(current/active
)
Position control
data such as
position,
description, status,
etc.
N/A N/A N/A N/A N/A N/A
Statement of Work
Proprietary & Confidential
84 Appendix 3 Workflow Scope
This list includes the pre-defined, seeded workflows to be set up during the ERP system implementation.
Table 11 Seeded Workflows in Scope
Business Process Name Track
Account Coding Financials
Asset Mass Transaction Financials
Asset Retirement Approval Financials
Deal Registration Approval Process Financials
Expense Approval Financials
Holds Resolution Financials
Invoice Approval Financials
Journal Approval Financials
Payment Approval Financials
Project Contract Invoice Approval Financials
Project Cost Adjustment Approval Financials
Project Expenditure Batch Approval Financials
Project Financial Plan Approval Financials
Project Labor Schedule Version Status Change Approval Financials Project Status Change Approval Financials
Project Time Card Approval Financials
Project Time Card Approval ELA Financials
Send Budget Notification Financials
Add Contingent Worker HCM
Add Nonworker HCM
Add Pending Worker HCM
Additional Assignment Info HCM
Administer Individual Compensation HCM
Administer Salary HCM
Approve Development Goal HCM
Approve Development Goal: Add Shared Colleague Goal HCM Approve Development Goal: Add Shared Manager Goal HCM
Approve Development Goal: Goal Share Action HCM
Approve Development Goal: Manage Private Goals HCM
Approve Development Goal: Remaining Goal Actions HCM
Statement of Work
Proprietary & Confidential
85 Business Process Name Track
Approve Gig Assignation HCM
Approve Goal HCM
Approve Job Offer HCM
Approve Job Requisition HCM
Approve Performance Document HCM
Approve Performance Goal HCM
Approve Performance Goal: Add Shared Colleague Goal HCM Approve Performance Goal: Add Shared Manager Goal HCM
Approve Performance Goal: Add Shared Organization Goal HCM Approve Performance Goal: Goal Align Action HCM
Approve Performance Goal: Goal Cancel Action HCM
Approve Performance Goal: Goal Copy Action HCM
Approve Performance Goal: Goal Delete Action HCM
Approve Performance Goal: Goal Extend Action HCM
Approve Performance Goal: Goal Move Action HCM
Approve Performance Goal: Goal Share Action HCM
Approve Performance Goal: Manage Goal Measurement HCM
Approve Performance Goal: Manage Goal Outcome HCM
Approve Performance Goal: Manage Goal Task HCM
Approve Performance Goal: Manage Organization Goals HCM Approve Performance Goal: Manage Private Goals HCM
Approve Performance Goal: Remaining Goal Actions HCM
Approve Talent Profile Content HCM
Cancel Work Relationship HCM
Change Assignment HCM
Change Legal Employer HCM
Change Location HCM
Change Manager HCM
Change Marital Status and Change Address HCM
Change Personal Information HCM
Change Personal Information: Address HCM
Change Personal Information: Biographical Info HCM
Change Personal Information: Change Contact Start Date HCM Change Personal Information: Citizenship HCM
Change Personal Information: Contact Relationship HCM
Change Personal Information: Create a New Contact HCM
Statement of Work
Proprietary & Confidential
86 Business Process Name Track
Change Personal Information: Demographic Info HCM
Change Personal Information: Disability Info HCM
Change Personal Information: Driver's Licenses HCM
Change Personal Information: Email Details HCM
Change Personal Information: Name HCM
Change Personal Information: National Identifiers HCM
Change Personal Information: Other Communication Accounts HCM Change Personal Information: Passports HCM
Change Personal Information: Person Number HCM
Change Personal Information: Phone Details HCM
Change Personal Information: Primary Address HCM
Change Personal Information: Select a Coworker as a Contact HCM Change Personal Information: Visa and Permits HCM
Change Photo HCM
Change Working Hours HCM
Checklist Action Composite HCM
Checklists Action Occurrence HCM
Compensation Add Delegate Worker HCM
Compensation Change Eligibility HCM
Compensation Remove Delegate Worker HCM
Compensation Workbench Change Eligibility HCM
Compensation Workbench FYI Notifications Composite HCM
Compensation Workbench Reassign Worker HCM
Compensation Workbench Worksheet Approval HCM
Compensation Worksheet Approval HCM
Compensation reassign worker HCM
Correct Employment Details HCM
Create Grade HCM
Create Grade Ladder HCM
Create Grade Rate HCM
Create Job HCM
Create Location HCM
Create Organization HCM
Create Position HCM
Delete Assignment HCM
Delete Date Effective Grade Ladder Record HCM
Statement of Work
Proprietary & Confidential
87 Business Process Name Track
Delete Date Effective Grade Rate Record HCM
Delete Date Effective Grade Record HCM
Delete Date Effective Job Record HCM
Delete Date Effective Location Record HCM
Delete Date Effective Organization Record HCM
Delete Date Effective Position Record HCM
Delete Grade HCM
Delete Grade Ladder HCM
Delete Grade Rate HCM
Delete Position HCM
Delete Time Approval Data HCM
Edit Grade HCM
Edit Grade Ladder HCM
Edit Grade Rate HCM
Edit Job HCM
Edit Location HCM
Edit Organization HCM
Edit Position HCM
Employment Checklist Allocated Task Composite HCM
Employment Start Dates HCM
Global Absence Disbursement Transaction HCM
Global Absence Donation Transaction HCM
Global Absence Recording - Multiple Assignment HCM
Global Absence Recording - Single Assignment HCM
Goal FYI Notification HCM
Hire an Employee HCM
Learning Assignment Completion HCM
Learning Assignment Withdrawal HCM
Learning Incident HCM
Learning Item Contribution HCM
Learning Observation Checklist HCM
Learning Request HCM
Local And Global Transfer HCM
Manage Absence Case HCM
Manage Absences HCM
Manage Allocated Checklists HCM
Statement of Work
Proprietary & Confidential
88 Business Process Name Track
Manage Approval Delegation HCM
Manage Areas of Responsibility HCM
Manage Checklist Template HCM
Manage Directs HCM
Manage Document Records HCM
Manage Document Types HCM
Manage Eligible Jobs HCM
Manage Employment HCM
Manage Individual Compensation HCM
Manage Person HCM
Manage Personal Contributions HCM
Manage Position Hierarchy HCM
Manage Salary HCM
Manage Work Relationship HCM
Manage Work Schedule Assignment HCM
Movement Request Approval HCM
New Assignment HCM
New Terms HCM
New Work Relationship HCM
Oracle Taleo Candidate Import FYI Alert HCM
Oracle Taleo Imported Notification HCM
Payroll Time Card Approval HCM
Payroll Time Card Approval ELA HCM
Performance FYI Notification HCM
Person External Identifiers HCM
Profile FYI Notification HCM
Promote HCM
Request New Position HCM
Request Position Change HCM
Resign from Employment HCM
Resignation HCM
Review Volunteering Organization HCM
Review Volunteering Project HCM
Salary History HCM
Select a Coworker as a Contact HCM
Share Information HCM
Statement of Work
Proprietary & Confidential
89 Business Process Name Track
Share Information Approval FYI Notification HCM
Share Information FYI Notification HCM
Share Information Reject FYI Notification HCM
Talent Review FYI Notification HCM
Terminate Employment HCM
Termination HCM
Time Card Worker Approval HCM
Time Change Request Approval HCM
Transfer HCM
Work Confirmation Approval HCM
Workforce Compensation Change Eligibility HCM
Workforce Modeling Approval HCM
Update User Email Security
Communicate Purchase Order Supply Chain
Manage Contracts Supply Chain
Oracle Supplier Network Inbound Composite Supply Chain
Purchasing Document Approval Supply Chain
Requisition Approval Supply Chain
Supplier Registration & Profile changes Approval Supply Chain B2B Error Handler Composite Tech
Event Handler Composite Tech
Inbound Composite Tech
Inbound Service Composite Tech
OAGIS Inbound Composite Tech
Outbound Composite Tech
Outbound Document Composite Tech
SEFAZ Inbound Composite Tech
All listed workflows are categorized as Medium complexity as defined in the table below.
Complexity No of Level User Group
Low Maximum 3 Approval Group, Supervisor and Cost Center Approval Medium Maximum 4 Approval Group, Project, Supervisor and Cost Center Approval High Maximum 6 Position, Department, Approval Group, Project, Supervisor and Cost Center Approval Very High 6 and above User specific, Position, Department, Approval Group, Project, Supervisor and Cost Center Approval
Configuration of approval levels beyond those identified as low complexity will be subject to the change order process described in Appendix 5: Project Change Control Process.
Statement of Work
Proprietary & Confidential
90 Statement of Work
Proprietary & Confidential
91 Appendix 4 Deliverable Acceptance Certificate
EDM.910 – Acceptance Certificate
<Client Name>
Del # Deliverable Description Date
Deliverable
Completed
DEL < SOW deliverable description >
Deliverable acceptance conditions: (Provide any detail needed to support acceptance) Approved By
Date Name Role Signature
Statement of Work
Proprietary & Confidential
92 Appendix 5 Project Change Control Process
Any change in scope of the project as described in the Statement of Work, or changes that would affect the scope, timeline, resources, or cost would be processed using this Project Change Request (PCR) process. This would include:
▪Custom Components like Interfaces, Custom Reports etc. Amendments ▪Additional Reporting
▪Other Changes
For each customization and extension that gets approved, the following will be provided:
▪Functional Design
▪Technical Design
▪Test Scripts
The PCR contains a description of the desired change, the business reason for the change, alternatives to the desired change, and estimates of resources, time, and/or cost to incorporate the change as well as any other pertinent information. This will allow the City to make a decision whether to approve and incorporate the change into the project or not.
The framework for the change control process is illustrated in the following diagram.
Figure 3 Change Control Process
▪A PCR will be the vehicle for communicating change. The PCR must describe the change, the rationale for the change, and the effect the change will have on the project. It should also include the scope of the change, a description of the activities to be completed as part of the project change request, an outline of the responsibilities of the parties involved and the estimated level of effort (and cost) to complete.
Statement of Work
Proprietary & Confidential
93 ▪The City Project Manager, with approval from the Steering Committee shall be authorized on behalf of the City to approve Change Orders.
▪If a change request has a significant impact on budget or schedule, it will be presented to the City steering committee for approval. The steering committee will determine whether the benefits of the proposed change merit the investment, and whether they are willing to provide additional funding. Resolution (acceptance or rejection) of the PCR will be documented on the PCR in the Resolution section.
▪If approved, a written PCR will be signed by both AST Project Manager and the City’s Project Manager to authorize implementation of the requested change. ▪Approved PCR’s shall be incorporated into the project budget and the project work plan and assigned to the appropriate resources.
▪Upon receiving an approved Change Order, AST shall promptly commence performing the Services described in the Change Order.
The change control form template is attached below.
* The specific parameters that define a “significant impact on budget or schedule” will be documented in the Change Control Strategy section of the Project Management Plan deliverable.
Statement of Work
Proprietary & Confidential
94 Figure 4 Sample Project Change Order
Statement of Work
Proprietary & Confidential
95 Statement of Work
Proprietary & Confidential
96 Statement of Work
Proprietary & Confidential
97 Appendix 6 - Module to Process Scope Mapping
The table below provides the module processes that are in scope for the implementation:
Table 12 Module to Process Scope
Module/Area Oracle MBP Processes
Assets
B91084 – Oracle Fusion Enterprise
Resource Planning Cloud Service
Asset Acquisition to
Retirement
Acquire Asset
Record Asset Acquisition
Define Customer Asset
Configure Customer Asset
Maintain Asset Attributes
Maintain Asset Financial and
Reporting Attributes
Track Asset Assignment &
Location
Capitalize Assets
Depreciate Assets
Record Asset Retirement
Record Asset Reinstatement
Report and Reconcile Asset
Activities
General Ledger
B91084 – Oracle Fusion Enterprise
Resource Planning Cloud Service
Manage Budget and
Journals
Define Budget Policies
Enter Budgets
Monitor Budgets
Close Budgets
Manage Funds Reservations
Define Allocations and Periodic
Entries
Manage Subledgers Journal
Record and Edit Standard
Journal Entries
Record Allocations and Periodic
Entries
Manage Intercompany
Transactions
Approve Journals
Post Journal Entries and Update
Ledger Balances
Projects and Grants
B91084 – Oracle Fusion Enterprise
Resource Planning Cloud Service
Manage Projects and
Grants
Maintain Master Project List
Manage Project and Grant
Revenue Sources
Manage Project and Grant
Expenditures
Manage Project and Grant
Budgets
Manage Project and Grant
Reimbursements
Support Project and Grant
Integration into the General
Ledger
Configure Project and Grant
Reporting
Period/Year End Close
B91084 – Oracle Fusion Enterprise
Resource Planning Cloud Service
Period Close to
Financial Reports
Close subledgers
Pro-forma close ledgers
Close Ledgers
Payables Supplier Invoice to
Payment
Invoice for Assets
Invoice for Projects
Quick Check Payment
Payment Batch
Statement of Work
Proprietary & Confidential
98 Module/Area Oracle MBP Processes
B91084 – Oracle Fusion Enterprise
Resource Planning Cloud Service
B91084 – Oracle Fusion Enterprise
Resource Planning Cloud Service
Invoice Creation for PO
Invoice Imaging
Single Use Account Invoice
Retainage
Invoice Validation
Invoice Approval
Check Return
Credit Memos
VOID Cancel Payment
1099 Process
Accounting
Period Close
Receivables
B91084 – Oracle Fusion Enterprise
Resource Planning Cloud Service
Customer Invoice to
Receipt
Customer Creation
Auto Invoice Import
Manual Transaction
Credit Memo on Transaction
Revenue Recognition
Invoice Print & Re-print
Customer Statement
Transaction Adjustment/
Write-off
Chargeback
Credit Memo Application
Manual Receipt
Spreadsheet remittances
Miscellaneous Receipt
Receipt write-off
Reverse Receipt
On-account
Transaction and Receipt Inquiry
AR Balances
Accounting and Revenue
Recognition
Reconcile Receivables Account
to General Ledger
Cash Management
B91084 – Oracle Fusion Enterprise
Resource Planning Cloud Service
Bank Transaction to
Cash Position
Create and Manage Adhoc Payments
Create and Manage Bank Account Transfers
Create and Manage Bank Statements
Create and Manage External Transactions
Bank Statement - Manual Reconciliation
Bank Statement - Auto Reconciliation
Cash Management Reporting
Procurement
B91086 – Oracle Fusion Procurement
Cloud Service
Source to Settle
Supplier Registration
Manage Supplier Profile
Supplier collaboration
Manage Supplier Qualifications
Optimize Supplier Portfolio
DocuSign Integration
Catalog Management
Create Requisitions
Managing requisitions
Approve Requisitions
Create Purchase Order
Create Contract or Blanket
Agreements
Contract Management
Create Purchase Order from
Contract or Blanket Purchase
Agreement
Import Orders and Agreements
Approve Purchase Orders and
Agreements
Manage Purchase Orders and
Agreements
Approve Purchase Orders and
Agreements
Communicate and Dispatch
Purchase Orders and
Agreements
Amend Purchase Orders and
Agreements
Receiving Goods and Quantity
based Goods and Services
Statement of Work
Proprietary & Confidential
99 Module/Area Oracle MBP Processes
Change Orders
Certificates of Insurance and
Approval
Renewal of Purchase Orders
Receive Amount based Services
Or Expense Line Types (Self
Service)
Correct Receipts against Orders
Return Receipts against Orders
Benefits and Payroll
B85800 – Oracle Fusion Human Capital
Management Base Cloud Service
B85800 – Oracle Fusion Human Capital
Management Base Cloud Service
Benefits to Payroll
Define Benefits Programs
Manage Benefits
Process Benefits Enrollment
Administer Employee Benefits
Process Payroll
Payroll
B85800 – Oracle Fusion Human Capital
Management Base Cloud Service
B86334 - Fusion Payroll Cloud Service
for the United States
Payroll to Payment
Manage and Monitor Payroll
Processing
Manage Validation
Schedule and Distribute
Payments
Finalize Payroll Reporting
HR, Compensation, and Payroll
B85800 – Oracle Fusion Human Capital
Management Base Cloud Service
B86334 - Fusion Payroll Cloud Service
for the United States
B94933 - Fusion Workforce
Compensation Cloud Service
Employee Separation
Process Employee Separation
Perform Exit Interview
Finalize Compensation Pay out
Post to Payroll
Goals and Performance
B95573 - Oracle Fusion Touchpoints
Cloud Service
B94925 - Oracle Fusion Talent
Management Cloud Service
Goal Setting to
Performance
Align Business Goals
Draft Goals/Objectives
Finalize Goals
Manage Talent Profile
Employee Self Evaluation
Request Feedback
Evaluate Employee
Performance
Predict Team Performance
Time and Absences
B75365 – Oracle Fusion Time and
Labor Cloud Services
Absence Planning to
Continuity
Define Absence and Leave
Plans
Create Absence Rules and
Controls
Enable Employee Self Service
Track Absence Balances
Time Collection
B75365 – Oracle Fusion Time and
Labor Cloud Services
Time Collection to
Payroll
Time Collection
Monitor Time Entries
Perform Time Calculations
Approve Time
Transfer Time
Health and Safety
B75365 – Oracle Fusion Time and
Labor Cloud Services
Incident Report to
Workplace Safety
Report Incidents
Review Reports
Assign Ownership
Document Events
Investigate Root Cause
Take Follow-up Actions
Close Incidents
Monitor Safety Trend
Statement of Work
Proprietary & Confidential
100
Appendix 7 – EDM Methodology
AST’s proven Enterprise Domain Model (EDM) Methodology will serve as the roadmap for the development of the City’s Oracle Cloud solution. Incorporating lessons learned from nearly three (3) decades of successful business transformation projects, EDM is cloud-specific implementation methodology that is nimble, yet comprehensive, incorporates Oracle Modern Best Practice, takes advantage of multiple “sprints” or system prototypes, and focuses on super user training and self- sufficiency.
EDM is a hybrid agile-based approach that allows us to deliver changes fast, review often and improve iteratively to deliver an excellent product to you. EDM incorporates the iterative configure and test approach of agile yet spreads the solution components across multiple modeling cycles (sprints) so that the system solution process is spread across multiple iterations and is made easier to manage; thereby increasing the project team’s chance of success.
Our team also uses AST’s Center of Excellence (CoE) collection of pre-built tools and templates to help jumpstart our customers’ journey to cloud-based solutions. The tools include:
▪ProjectFIT™
▪Rapid4Cloud Configuration Migration Automation Tool
▪Transcend™ Data Conversion Accelerator
▪AST Center of Excellence tools, accelerators, report templates, and industry solutions ▪PractiTest
▪AST Training Videos, Quick Reference & Business Process Guides ▪Oracle Guided Learning
The following is an overview of the activities for each of the stage of the EDM Methodology.
Stage 1 — Define
The goal of the Define Stage will be to complete project planning and project initiation activities as required for laying the groundwork for the project execution stages. A key objective will be achieving a common understanding between AST and the City with respect to how the project will be managed and on the baseline project schedule. The City and AST Project Managers will work together to define and establish the project governance, Change Management Strategy, and Project Management Plan (Project charter) and build an achievable work plan (schedule). Additionally, this stage provides time for the project management staff to prepare for the on-boarding of the project team (e.g., securing workspace, network access, lodging, establishing a PMIS, and establishing Oracle system access).
Project Governance
Key deliverables from this stage include the Project Management Plan, project schedule, and organizational change management strategy. AST Project Manager will present a draft Project Management Plan and schedule to the City for review and discussion; upon reaching an agreement, the documents will be presented to the project executive leadership for review. The Project Management Plan will document the understanding of how the project will approach organizational / governance structure (roles and responsibilities), scope management, scheduling, resources, team and executive- level communications, issue management, and risk management. The project schedule will be prepared in Microsoft Project and will present the activities and estimated durations for each project Phase. Both the Project Management Plan and Microsoft schedule will be considered “living” documents, which can be updated with a joint agreement as required during the life of the project.
Change Management & Training
During this stage, the AST Change Management Lead will review the methodology for addressing change with the City and executive leadership to plan how the project will holistically address change management activities. They will work with the City Change Lead to establish the organizational change management strategy and define the plan to execute throughout the project. The AST Training Lead will Statement of Work
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101
conduct a training needs analysis to understand where the City will need focused training activities and define success criteria to measure organizational readiness and retention of new knowledge.
Enterprise Structure and Chart of Accounts Design
The initial part of the Define stage in Phase 1 consists of defining the City’s Enterprise Structure and Chart of Accounts Design. The Enterprise Structure will result in the definition of the ledger, legal entity and Business Unit for the City. The Chart of Accounts Design should result in the definition of the structure of the Chart of Accounts in terms of the number of segments needed, the purpose of the segment, and the structure of the data fields needed for each segment. Finalization of values needed for each segment can continue till the end of the Model stage.
Business Process Analysis
AST functional consultants will lead the Process analysis tasks with the participation of key City resources during the Discovery Workshop sessions in the Define stage of each phase. Concurrently, technical consultants will review the technical requirements and identify application development standards which will guide the design and development efforts for integrating, interfacing, and configuring the applications.
Through design workshops, AST will review standard processes and functionality available within a given Oracle application module. This will facilitate analysis of business flow requirements and understand the gaps, if any, between the Oracle process flows and City requirements. All of these will contribute towards defining the work efforts in each Sprint in the Model Phase of the project. The Process flows and the development work will determine the prioritization of the work during the Sprints in the Model Stage, which will be documented in the Sprint Prioritization Matrix.
The following is an overview of key tasks/activities of the stage:
Table 13 Define Stage Key Activities
Track Key Task / Activity Description AST
Resources City Resources
City Project Staffing
and SME identification
Identify and staff functional
and technical project team
members and
departmental SMEs
(subject matter experts)
and assign them to the
project as per agreed upon
staff participation levels.
N/A Project Management
Establish Project
Management
Information Systems
Establish a project
management information
system (PMIS) to store
documents and manage
issues (action items and
risks).
Enable the use of AST’s
ProjectFIT™ as the project
management tool.
Project
Manager
Project Manager
Project
Management
Establish PMO
(Project Management
Office)
AST and City Project
Manager will identify the
personnel and roles that
will staff the PMO and will
identify the functions, tools,
and techniques that will be
utilized to manage the
project.
Project
Management
Project Management
Statement of Work
Proprietary & Confidential
102
Track Key Task / Activity Description AST
Resources City Resources
Project Management
Plan (Charter)
Meetings and
Discussions
Meet with the project
management and
executive level personnel
to develop project
governance approach:
including structure (roles
and responsibilities), scope
management,
communication strategy,
quality management plan,
knowledge transfer
strategy and issue
management.
Project
Management,
Executive
Sponsors
Project Management,
Steering Committee,
Executive Sponsors
Project Schedule
Meetings and
Discussions
Gain project management
and executive level
approval via meetings for
an MS Project schedule
that presents project
activities, and duration
estimates for the specific
phase.
Project
Management,
Executive
Sponsors
Project Management,
Steering Committee,
Executive Sponsors
Oversee project
activities and perform
project management
functions
Manage Project Scope,
Communications,
Schedule, Issues,
Resources, Quality,
Project
Management,
Executive
Sponsor
Project Management,
Steering Team,
Executive Sponsors
Document Change
Management Strategy
& Plan
Work with the City change
management lead to
prepare an overview of
organizational change
management strategy
including approach,
communication strategy,
sponsorship roadmap,
roles, and responsibilities.
Change
Management
Lead, Project
Manager
Change Management
Lead, Project Manager,
Executive Sponsors
Training Strategy Strategy outlining the
goals, approach, methods,
resources (including a
sample of the training
materials) for training
during implementation.
Training Lead Training Lead
Change
Management
& Training
City Change
Management
Coordination
Work with the City Change
Lead to establish the
organizational change
management strategy.
Coordinate with City
management to review
strategy and their
acceptance of the
approach.
Coordinate with City
departments to review
unique aspects of their
Change
Management
Lead, Project
Manager
Change Management
Lead, Project Manager
Statement of Work
Proprietary & Confidential
103
Track Key Task / Activity Description AST
Resources City Resources
change management
challenges.
Help define criteria for
Change Agents from the
departments.
Assist with identifying
available communication
tools.
Assist with defining roles
and responsibilities
Conduct Training
Needs Analysis
Evaluate organization
needs for education to
meet the expected
changes coming with the
new system
Change
Management
Lead, Training
Lead
Change Management
Lead, Training Lead
Define Success
Criteria
Work with the City to
define the method of
measuring training success
and remediation steps if
necessary.
Change
Management
Lead,
Training Lead
Change Management
Lead,
Training Lead
Initiate Continuous
Knowledge Transfer
Program
Work with City Change and
Training lead to define
various modes of
education, knowledge
transfer, and topics
proposed by AST.
Define roles and
responsibilities for user
registration and tracking
Change
Management
Lead,
Training Lead,
Project
Manager
Change Management
Lead, Training Lead,
Project Manager
OGL Dev
Configuration
Configure OGL
City Project Team to
complete Oracle Business
Process Training Courses
Training Lead Training Lead
Application
Orientation workshops
Application Module based
System Overview will be
provided to the City staff
using the Oracle
demonstration
environment. The
emphasis will be on
demonstrating the core
business processes to City
personnel.
AST Solutions
(Functional
and Technical)
Team
City Project Team
Business
Process
Analysis
Identify Business
Process Flows for the
Design Sprints
Review and map the
Oracle standard process
flows to City business
requirements.
AST Solutions
(Functional
and Technical)
Team
City Team and
Functional Leads /
Business SMEs
Statement of Work
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104
Track Key Task / Activity Description AST
Resources City Resources
Establish preliminary
business process flows for
Design Sprint sessions
Interface Strategy Define Interface approach,
scope, and plan for the
interfaces. Validate listing
of incoming and outgoing
interfaces and integration
touch points to Oracle.
Tech Lead Tech Lead and Staff
Technical
Conversion Plan Define Data Conversion
Plan, scope and strategy
and define conversion
entities:
Review Data Extract
Approach
Review Conversion
Reconciliation Strategy
Draft Data Conversion
Plan and review with City
staff
Tech Lead Tech Lead and Staff
Stage 2 – Model
The goal of the Model Stage is to validate the system design and configuration meet WCSD’s business process needs. Business process flows identified in the Design Stage align to DILOs (Day in the life scenarios). The DILO document connects requirements provided by the City via RFP in a format similar to a Requirement Traceability Matrix, but correlates the requirements to business processes.
Functional and technical activities support solution design which meets the City’s business process flows as identified in the Design Stage. AST staff will lead the design tasks with the participation of the Client’s project management, Project Leads, and departmental subject matter experts (SMEs). The project team will follow an applications-based process design approach. Additionally, the data conversion and integration requirements with existing legacy/third party systems will also be reviewed and documented.
The AST team will develop functional specifications for the scoped technical objects, including data conversions, interfaces, and workflow approvals.
The completion of the Sprint, marks the conclusion of system design. At this point, corresponding configurations are also complete and indicates readiness to move to the Verify Stage for testing.
Sprint Workshop Sessions
During the Model Stage, facilitated Sprint Workshop sessions will be conducted in the form of one Sprint based on Fit-To-Standard's concept. The sprint's focus is on first delivering the necessary functionality to meet the business's needs within a required time box. The Sprint will consist of a distinct set of activities conducted according to the Sprint’s plan. And define the topics to be demonstrated in the Sprint, including the appropriate data, workflows, etc. Specific components for integrations, conversions, and configuration at the time of execution of the sprint will determine the work involved. A key to the success of the sprint sessions is to have active participation from City participants. It is critical to capture input and feedback to evolve the solution design. With the completion of Sprint, the design process is completed.
This allows the applications to move to the project's next stage (Verify) for robust/comprehensive testing.
Configuration Management:
Statement of Work
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Based on the configuration plan and steps initiated in the Define Stage and based on information provided by City Functional Leads, AST Consultants will configure the applications for the Sprints. The configuration efforts are progressive, and AST Consultants and their City counterparts can define the extent of the configuration and process flow demonstration needs An Application Configuration Document in an excel format will be created for each functional module, documenting all the configurations made. This is a living document and will be updated as and when new data is received and modified based on the results of the sprint and testing activities Gap-Fit Analysis
A key component of Gap-Fit analysis in a Cloud implementation is the Fit-to-Standard approach. SaaS applications do not allow customization of the application code. Therefore, when a Gap is identified between the City’s requirement and Oracle Cloud standard functionality, it is important to determine and document how business processes will need to change to meet the end goal of the requirement in a non- custom manner.
The AST project team will review all requirements and map them to Oracle Cloud functionality. Any gaps will be documented in the Requirements Traceability Matrix as a ‘Gap.’ Solution Options will be presented and discussed with the City in order to make final solution decisions for all gaps.
The Gap Fit Analysis documentation consists of two components ▪Requirement Traceability Matrix (RTM): The RTM will be maintained to track the City’s business requirements (per requirements in the RFP) and process flow requirements through the various stages of the project. Requirements are captured in the document, and then as each activity occurs, additional information is captured, including gap/fit analysis, test script mapping, and others. The City will finalize the requirements for the Phase by the end of Sprint 1 which will enable the AST team to identify and solution for gaps and finalize the design by the end of Model stage.
▪Business Process Flow Diagrams - Visio process flows matching the future state Oracle Cloud business processes.
Change Management & Training
While designing solutions, organizational changes, process improvement, and re-engineering initiatives will be considered. The Change Management team will identify areas where process change will impact the City and proactively communicate these expected changes. Additionally, if resistance to change is identified that is impacting the project schedule or that will impact future system capabilities, the change management team will elevate these concerns utilizing resistance management techniques.
Meanwhile, AST Training Lead will begin defining the necessary components of the training plan and working with the City to build out the curriculum and courses that will be delivered. Oracle Guided Learning will be introduced to the project team and functional leads will become involved in workshops to select guides that will assist end users in completing key tasks.
Workflow Development
A workflow is an automated process that sequentially passes a task from one user (or group of users) to another. After each assignee addresses the task (for example, by approving it), an end result is achieved.
Oracle ERP Cloud Service leverages a standards-based workflow service to deliver a robust Workflow and Approvals engine that enables complex rules and routings. The Oracle Cloud solution does not allow customizations; therefore, only standard, seeded workflows will be deployed for the City. AST will assist the City with the configuration of these workflows to meet your specific organizational requirements.
Reporting & Analytics
AST’s approach for custom reporting includes training City users on the use of the standard delivered Oracle Reporting Tools to design and develop the required reports. Underlying the Oracle Cloud Service is an innovative reporting model that provides immediate access to all information. Oracle Transactional Statement of Work
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Business Intelligence (OTBI) for ERP and ERP is a real-time, self-service reporting solution for Oracle Cloud Applications.
Application Access Security Design
AST will configure the built-in Oracle Application Access Security and assist the City in determining Application Roles and Responsibilities to be assigned to the end user community.
The following is an overview of key tasks/activities of the stage:
Table 14 Model Stage Key Activities
Track Key Task / Activity Description AST Resources City Resources
Oversee project activities
and perform project
management functions Manage Project Scope,
Communications, Schedule,
Issues, Resources, Quality.
Project
Management
Executive Sponsor
Project
Management,
Steering
Committee,
Executive
Sponsors
Maintain Project
Schedule
The schedule will be updated to
reflect progress and completion of
activities, resource allocations, and
estimated task durations.
Project Manager Project Manager
Develop Application
Security Document Identify Application Roles and
Responsibilities.
Project Manager/
Functional Leads
Project Manager/
Team/Functional
Leads
Project
Management
Schedule Sprint
Sessions
Coordinate the scheduling of Sprint
sessions to ensure proper SME
representation.
Project Manager Project Manager
Sprint1/2 (Conference
Room Pilot)
Perform City-specific base/shell
high level configuration of the
Oracle application modules for the
phase to:
▪Demonstrate Oracle’s
standard flows with reference
to the preliminary flows
established.
▪Demonstrate standalone
modules with limited cross
module integration points
with limited data.
Sprint-1 would be a demo of high-
level functionality to assist with
solution design and not a working
solution. All issues identified will be
reviewed for consideration in the
next round of Sprint.
AST Functional
Leads
City Functional
Leads, City
Project Team
Functional
Workforce Structure
Design
Meetings will be held to review the
current workforce structures and
options for changes to components
including Locations, Departments,
Grades, Jobs, Positions, Unions
and Bargaining Units, Contracts
AST Functional
Lead
City Functional
Leads,
Budget Business
Owners in
relation to
positions
Statement of Work
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Track Key Task / Activity Description AST Resources City Resources
Conduct Fit/Gap
Analysis
The Gaps between the Oracle
system functionality and the City
business requirements will be
identified, and options will be
identified (e.g., manual work
around, updated high level process
flow). the City will select the option
desired.
Functional Leads City Functional
Leads
Provision ERP
Application
Environments
Coordinate with Oracle to provision
ERP environments required for
sprints
Tech Lead Tech Lead
Conversion Design Data Conversion design would be
one consolidated document per
phase which will include design
components, including:
▪Conversion Overview
▪Data Mapping Plan
▪Data Cleansing Plan
▪Data Extraction and
transformation
Tech Lead Tech Lead and
Tech Staff
Technical
Interface Design One Interface design document per
object will be created. It will define
design components, including:
▪Description of components
▪Source and target Systems
▪Functional Setup
Prerequisites including:
Cross Module
Dependency (If Any)
Business Rules (If Any)
High Level Process Flow
▪Technical Approach (Does
not include pseudo code)
▪Application Column Mapping
for Oracle applications
Tech Lead Tech Lead and
Tech Staff
Deliver and Track
Continuous Knowledge
Transfer Program
Ensure success criteria is being
met and adjust plan as needed.
Training Lead Training Lead
Build Change Champion
Network
Launch Change Agents with
representations from impacted
departments.
Change
Management Lead
Change
Management
Lead
Change Mgt
& Training
Complete
Communications, per
plan
Per the approved communication
plan, publish communications and
Change
Management Lead
Change
Management
Lead
Statement of Work
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108
Track Key Task / Activity Description AST Resources City Resources
hold meetings as required to
achieve objectives
Define Training Plan
Components
Consider Training Needs Analysis,
start plan for Training Schedule,
Courses and Material Needed
Training Lead Training Lead
OGL Guide Selection Review base library and select
guides necessary for phase 1
deployment.
Review guide content to estimate
necessary changes based on
system design and business
processes.
Training Lead Training Lead
Stage 3 – Verify
The goal of the Verify stage is to validate that the Oracle Cloud ERP solution for the specific phase will meet the City’s business functional requirements. The testing focus will be towards validating business flows and requirements that map to the City’s business needs rather than on standard capabilities provided by the Oracle Cloud ERP.
The testing events include unstructured unit testing by the AST Project team members, structured System Integration Testing (SIT), and User Acceptance Testing (UAT). The Project Management Office will track the progress of the testing events. The AST technical team will coordinate with Oracle to provide the testing environment, and AST functional leads will configure the applications.
Change Management & Training
As the project completes various stages of testing, the AST Training Lead will begin working with functional SMEs to compile the necessary training materials for each module. End users training will begin in the later part of this phase once an environment is stable for training activities. Ongoing knowledge transfer sessions will also begin including hands on activities that simultaneously support the training environment data requirements. OGL guides will be developed and tested as well as incorporated into training sessions where relevant. Change Management will be focused on ensuring communications are delivered and assessing the organization readiness for go live.
Table 15 Verify Stage Key Activities
Track Key Task / Activity Description AST
Resources City Resources
Oversee project
activities and perform
project management
functions
Manage Project Scope,
Communications, Schedule,
Issues, Resources, Quality.
Project
Management
Executive
Sponsor
Project
Management,
Steering
Committee,
Executive
SponsorsProject
Management
Maintain Project
Schedule
The schedule will be updated
to reflect progress and
completion of activities,
resource allocations, and
estimated task durations.
Project Manager Project Manager
Statement of Work
Proprietary & Confidential
109
Track Key Task / Activity Description AST
Resources City Resources
Develop Application
Security Document
Identify Application Roles and
Responsibilities.
Project
Manager/
Functional
Leads
Project Manager/
Team/Functional
Leads
Monitor Custom
Development
Completion
Project Management will track
the progress toward
completion of the scoped
development objects and the
progress through design,
build, and unit test.
Project Manager Project Manager
Unit Testing of
application
Modifications,
Interfaces,
Conversions, and
Data Warehouse
Project team members will
assist in unit testing by
providing informal test
scenarios and by validating
module-based results
Functional
Leads/ Tech
Staff
Functional Leads/
Tech Staff
Perform Unit Testing
of scoped Custom
Objects
Unit test custom objects with
sample data before migrating
to System Integration Testing
Tech Staff Tech Staff
Configure the
Budgeting data
model, Set up
FDMEE interface
(Phase 5 only)
Configuring and setting up the
Hyperion Planning application.
Functional
Leads/ Tech
Staff
Functional Leads/
Tech Staff
Identify Final Test
Scenarios
Provide real life examples
linked to end user
requirements for use in the
SIT and UAT testing cycles
Functional
Leads Functional Leads
Create Test Scripts
Create test scripts as per
testing strategy/plan based on
scenarios. In order to ensure
completeness, AST shall
provide templates and City
staff will develop them.
Test Scripts are to be based
on process flows and shall be
consolidated (under 100 per
Oracle business application
area) to be able to be
executed as per the testing
schedule.
Functional
Leads Functional Leads
Functional
Configure System
Integration Testing
Environment
The system integration
environment will be configured
with the module specific
application configuration
(design).
Functional
Leads Functional Leads
Change Mgt
& Training
Deliver and Track
Continuous
Knowledge Transfer
Program
Ensure success criteria is
being met and adjust plan as
needed.
Training Lead Training Lead
Statement of Work
Proprietary & Confidential
110
Track Key Task / Activity Description AST
Resources City Resources
Complete
Communications, per
plan
Per the approved
communication plan, publish
communications and hold
meetings as required to
achieve objectives
Change
Management
Lead
Change
Management Lead
Develop Training
Material
Develop various training
materials including end user
training and knowledge
transfer topics.
Functional
Leads/Training
Lead
Functional
Leads/Training
Lead
Schedule & Start
Delivery of Training
Develop training delivery plan
and communicate pan to the
organization. Start delivery,
where needed.
Training Lead Training Lead
OGL Development
With a stable environment
from SIT, begin development
on selected guides to align
with the City environment.
Training Lead Training Lead
OGL Testing
With a successful UAT for
Functional tests, perform UAT
using OGL Guides to complete
similar tasks
Training Lead Training Lead,
Functional Leads
Stage 4 — Deploy
The goal of the Deploy Stage is to plan and execute the production migration of the Oracle Cloud ERP application modules included in that phase. AST shall lead the task of documenting a production cutover plan. AST and the City will co-lead the management/execution of the cutover plan. The successful execution of the cutover plan will result in the configuration of the ERP applications and migration of any custom components into the production environment, and final data conversion. City staff will assist with these tasks and take the lead in performing final system validation with AST guidance before Production Go-Live. the City shall also ensure that all the stakeholders are informed of the production cutover. The City project management team members will authorize the go-live based on mutually agreed upon and documented criteria. AST will assist City team members in production support for the designated period following Go Live.
The following is an overview of key tasks/activities of the stage:
Table 16 Deploy Stage Key Activities
Track Key Task / Activity Description AST
Resources
City
Resources
Oversee project
activities and perform
project management
functions
Manage Project Scope,
Communications, Schedule,
Issues, Resources, Quality.
Project
Management
Executive
Sponsor
Project
Management,
Steering
Committee,
Executive
Sponsors
Project
Management
Maintain Project
Schedule
The schedule will be updated
to reflect progress and
completion of activities,
Project Manager Project Manager
Statement of Work
Proprietary & Confidential
111
Track Key Task / Activity Description AST
Resources
City
Resources
resource allocations, and
estimated task durations.
Develop and Monitor
Production Cutover
Plan
A production cutover plan will
be developed to identify the
sequence of activities
required to migrate from the
Legacy application to the
Oracle system. Periodic
meetings will be held to track
progress to the plan through
Go Live.
Project Manager Project Manager
Establish Post Go- Live
Support
Plan for the transition to the
Oracle applications by
establishing Post Go- Live
Support and procedures
Project
Management
Project
Management
Make Go-No Go
Decision
Review status of testing and
preparedness of the
applications and the
organization to Go-Live. A
decision is required from the
City to proceed with go-live
Project
Management
Project
Management,
Steering
Committee,
Executive
Sponsor
Perform Production
Cutover Activities
Perform production cutover
activities including
configuration, data load and
other tasks. Assist in
verification of production
conversion.
Functional Leads
Functional
Leads/ Business
SMEs
Functional
Post-Production
Support
Support functional activities
post Go Live as required by
the City
Functional Leads
Functional
Leads/ Help
Desk
Migrate Custom Objects
to
production
Migrate approved custom
objects to production
environment
DBA/Tech Staff DBA/Tech Staff
Support Cutover
Activities
Support cutover activities.
Assist in verification of
production conversion
Tech Staff Sys Admin/Tech
StaffTechnical
Provide Post-
Production Support
Support functional activities
post Go Live as required by
the City
Tech Staff Sys Admin/Tech
Staff
Provide Internal Go-
Live Communications
As part of cutover planning,
define key cutover
communications for
departmental and end user
personnel. Distribute
communications per the
cutover plan
Project
Management
Change
Management
Lead/Project
ManagementChange Mgt
& Training
Provide External Go-
Live Communications
Plan for communications to
City external stakeholders
(Vendors, Customers etc.)
Change
Management
Lead/Project
Management
Change
Management
Lead/Project
Management
Statement of Work
Proprietary & Confidential
112
Track Key Task / Activity Description AST
Resources
City
Resources
regarding the new
functionality provided
Plan for post go liver
Training and
Communications
Develop a plan for support
communications and
refresher courses, if needed,
during post go live support
Change Lead
Training Lead
Change Lead
Training Lead
Conduct Training Training Leads will conduct
end user training sessions Functional Leads Functional
Leads/ Trainers
OGL Production
Cutover
Enable phase 1 approved
OGL Guides for users in
Production environment
Training Lead Training Lead
OGL Post-Production
Support
Monitor OGL usage, search
terms, guide completion.
Identify application pain
points and remediate with
new guides or additional
communications as needed
Training Lead Training Lead
Statement of Work
Proprietary & Confidential
113
Appendix 8 – Requirements Traceability Matrix
Please reference the following attached documents:
▪AST_San Bernardino ERP - RFP F-23-70 Appendix A1 Finance Mgt 2023-09-12a.xlsx (https://astportal.sharepoint.com/:x:/s/Proposals/EQ4H5FaXBH5Fm3PFhtlZJHIBH0YjaHKh4005S ndaw33OTQ?e=sOkt5l)
▪AST_San Bernardino ERP - RFP F-23-70 Appendix A2 People Mgt 2023-09-12a.xlsx (https://astportal.sharepoint.com/:x:/s/Proposals/EcX0mI9tJLFJnz7gIH2DeZ8B_DosqZz2cFViRa9 XlerS4Q?e=Jdn2KZ)
▪AST_San Bernardino ERP - RFP F-23-70 Appendix A3 Other 2023-09-12a.xlsx (https://astportal.sharepoint.com/:x:/s/Proposals/EZ_0Apr8X3tOoHak18_QsyUBb5w4baK9q- ovuAQvzPdNSg?e=Q0I9Lz)