1 Project Change Order #7
© 2023 Cognizant
2 Contents
Project change order.................................................................................................................................3 Summary.....................................................................................................................................................3 Request Description..................................................................................................................................4 Business Purpose / Reason for Change................................................................................................4 Impact Assessment...................................................................................................................................5 Payment Terms..........................................................................................................................................6 Assumptions...............................................................................................................................................6 Authorization...............................................................................................................................................7
3 Project change order
This Change Order form is used for requesting, documenting and approving changes to the Workday deployment or other applicable service offering, including, but not limited to, changes to the project’s Scope, changes for a major configuration element, project timeline/schedule changes, integration specifications changes, addition of resources or any other deliverable change from the originally planned Workday deployment or applicable service offering.
Summary
Client: City of San Mateo
SOW/Project Name: PROJ_54648/ City of San Mateo, CA – HCM/Pay - Phase 2 Change Order #: C07
Project Manager (Client): Pete Owen, Director of IT
Project Sponsor (Client): Pete Owen, Director of IT
Engagement Manager: Ken Clark Cognizant
Acceptance Due Date: 4/30/2024
Change Type: Term Extension (additional hours added)
Impact Assessed by: Jane Davis, Ken Clark, Neil Brosnan, Sarah Gardner, Rachel Taylor, Pete Owen, Jenifer Forsythe
Priority: High
Billing: Change #1: The project extension scope will be billed under current project.
Change #2: The OC&T scope of work to be billed separately under new T&M project.
Contract Line Type: The project extension scope will be Fixed Fee.
The OC&T scope of work will be Time & Material
Is new PO# required? No new PO# needed
4 Request Description
Change #1: This Change Order extends the project timeline 26 weeks and set the anticipated Go-Live date to December 22, 2024. The Client has also decided to not move forward with Recruiting.
Go-Live Push Items Change Order Price
Extension of Resources for all Functional areas
including the EM
$361,630.00
Removal of Recruiting. Decouple recruiting
from the HCM business process (Hire, Job
change & Add Additional Job BP). Provide
additional testing support related to regression
testing the modified business processes.
$9,075.00
Sub Total $370,705.00
Cognizant Investment $80,000.00
“Go-Live” Change Order Amount $290,705.00
Change #2: New Scope. Provide additional Organizational Change Management & Training (OC&T) support as outlined in Appendix A.
OC&T Proposal Items Change Order Price
OC&T Architect
- Includes advising on resistance approach &
advice on sustainment best practices.
- Provide recommendations on training methods &
reinforcement activities to increase adoptions
$22,000.00
Training support $42,000.00
OC&T support $42,000.00
“OC&T” Change Order Amount $106,000.00
Change #3: The following projects end dates will also be revised:
•City of San Mateo, CA - FINS - Phase 1 (The remaining Adaptive working is under this project)
•City of San Mateo – Change Order #6 – Staff Aug on current project (Testing staff augmentation is under this project)
5 Business Purpose / Reason for Change
Change #1: The client required more time to complete the End-to-End testing. Therefore, the project go-live date will move to 12/22/2024 from 7/21/2024 (CO#5). As a result of the extension of the project go-live date, the extended Post production support for Integrations and Payroll support, as stated under CO#6, end date will become on 4/11/2025.
Change #2: The client has requested additional Organizational Change Management & Training services to augment their Change Management work.
Change #3: Need to align all projects end dates to ensure work can continue.
Impact Assessment
Project Activities
Affected:
Timeline and Scope affected as a result of this change order Deliverables
Affected:
As per Appendix A
Project Schedule
Impact:
Schedule impact will include:
•Project extension of 26 weeks
•Current Go-Live Date 07/21/2024
•New Go-Live Date 12/22/2024
•Extended E2E testing by 14 weeks
•Extended Parallel testing by 4 weeks
•UES period will occur after the Parallel testing and be for 8 weeks •Current Project end date 10/13/2024
•Revised project end date 4/11/2025
Current Timeline
Total 109 weeks
4 12 16 49 8 4 16
Current Plan Stage Architect
Stage
Configuration
& Prototype
Testing Payroll
Parallel
Deploy Post
Production
Start 9/12/2022 10/10/2022 1/2/2023 4/24/2023 4/1/2024 5/27/2024 6/24/2024 End 10/7/2022 1/1/2023 4/23/2023 3/31/2024 5/26/2024 6/23/2024 10/13/2024 Revised Timeline
Total 135 weeks
4 12 16 63 20 4 4
Revised Plan Stage Architect
Stage
Configuration
& Prototype
Testing Payroll
Parallel +
UES
Deploy Post
Production
Start 9/12/2022 10/10/2022 1/2/2023 4/24/2023 7/8/2024 11/25/2024 12/24/2024 End 10/7/2022 1/1/2023 4/23/2023 7/7/2024 11/24/2024 12/23/2024 4/11/2025 Change 0 0 0 14 12 0 0
6 Pricing Matrix Change #2: The following is the T&M Pricing Matrix:
Role Hourly
Rate
Estimated
Effort Total
Senior Principal Consultant $275 80 $22,000.00
Principal Consultant – Training $210 200 $42,000.00
Principal Consultant – OC&T $210 200 $42,000.00
Total 480 $106,000.00
Payment Terms
Change #1: The Total amount $290,705.00 will be split amongst the current milestone payment schedule. Payments for this change order will be made according to the milestone payment schedule below:
Fixed Fee and Invoicing
Event Invoice
Date
Current
Invoice
Amount CO7
Revised
Amount
(After C07)
Plan Stage: Delivery of Plan Artifacts 10/7/2022 $124,314.00 N/A Architect Stage: Sign off 1/01/2023 $251,529.75 N/A
Configure Stage: Delivery of End to End
Tenant
4/23/2023 $385,603.09 N/A
Test Stage: Delivery of End to End – 2
Tenant
10/02/2023 $499,280.00 N/A
Test Stage: Completion of End to End
Test
3/31/2024
6/7/2024
$431,223.09 $156,533.46 $587,756.55
Test Stage: Completion of Parallel Test 5/26/2024
9/30/2024
$385,603.07 $134,171.54
$519,774.61
Deploy Stage: Completion of Push to
Production (Go Live)
6/23/2024
12/23/2024
$310,785.00 $0 $310,785.00
Post Production Support: Completion of
Project
7/21/2024
4/11/2025
$155,757.00 $0 $155,757.00
Total Payments $2,544,095.00 $290,705.00 $2,834,800.00
Change #2: Time & Materials SOW: This Change Order will be billed monthly on a Time and Materials (“T&M”) Basis based on actual usage at the rates set forth in the SOW and as identified in the Pricing Matrix above.
Assumptions
7 •Any additional changes after this date will go through our Change Control process and may have to be handled post go-live.
•All Assumptions from the SOW dated 21 February 2022 apply to this Change Order •
Authorization
Client Authorization Signature Cognizant Authorization Signature Name Name
Job Title Job Title
Date Date
8 Appendix A - Organizational Change Management Scope
Cognizant Services Client Responsibilities
Organizational
Change
Management
•Facilitate weekly OC&T
workstream meetings for
on-going support and guidance
on usage of tools and
templates, for the duration of
the project
•Advise on resistance
management approach
•Provide overview of reward and
recognition materials
•Confirm major change impacts
for inclusion in readiness
materials
•Support the development of
end-user communications
verbiage, up to fifty (50) hours,
throughout the remainder of the
project
•Develop updated Change
Champion Network Plan
•Support Change Champion
Network activities, up to
fifty (50) hours, throughout the
remainder of the project
•Develop Change Impact
Readout
•Introduce In-System Guidance
planning tools
•Advise on sustainment best
practices
•Provide organizational change
counterpart to regularly
interface
with Cognizant’s OC&T team
•Engage project sponsor in
overview presentation of
resistance management and
reward and recognition
materials
•Partner in the confirmation of
change impacts
•Assume ownership of the
Change Impact Analysis
•Assume ownership of
communications plan
•Develop and deliver all
communications beyond
Cognizant’s defined scope
•Provide input and approve of
updated Change Champion
Network Plan
•Identify Change Champions
•Design, manage, and
implement Change Champion
Network activities beyond
Cognizant’s defined scope
•Provide input and approval of
Change Impact Readout
•Execute sustainment activities
Training •Provide two hundred (200)
hours of training support, to be
divided between:
oLeading the development
of prioritized training
materials, as defined in the
Training Needs
Assessment and
Curriculum Plan
oDelivering end-user
training, as defined in the
Training Needs
Assessment and
Curriculum Plan,
throughout the remainder
of the project
•Own the development,
conversion, and maintenance of
In-System Guidance (Help Text,
Guided Tours, etc.)
•Own the development of
training materials beyond the
defined Cognizant effort
allowance
•Own the delivery of training
activities beyond the defined
Cognizant effort allowance
•Own training logistics, including
but not limited to: registering
participants, tracking training
attendance and completion,
scheduling, etc.
9 Cognizant Services Client Responsibilities
•Recommend training evaluation
methods
•Recommend additional
reinforcement activities to
increase adoption
•Evaluate training effectiveness
•Coordinate training
reinforcement activities, as
needed
•Measure and report on end-
user adoption
Appendix A – Timeline Extension
Function Amount
WD HCM Core Lead $36,300
WD HCM Consultant $17,820
WD Absence Management Lead $27,225
WD Absence Management Consultant $17,820
WD Time Tracking Lead $27,225
WD Time Tracking Consultant $17,820
WD Benefits Lead $21,725
WD Talent Management Lead $16,225
WD Learning Lead $16,225
WD Payroll Lead $27,225
WD Payroll SR. Principal Consultant $27,225
WD Change Management Lead $10,620
WD Reporting Lead $11,000
WD Data Conversion Lead $11,000
WD Integrations Lead $16,225
WD Integrations Principal $16,225
WD Engagement Manager $52,800
$370,705