Agenda packet — Santa Maria City Council, March 19, 2024 (part 4 of 7)

The following figure depicts the methods, tools, expertise, and offerings Collaborative leverages to mitigate common risks.
• Guiding Principles and Vision
• Joint Governance Model for
Decision Making and Accountability
• Strong Communication Teams
Across and Remote Teams
• Comprehensive Testing Approach
and Tools
• Iterative Testing (y( Its
• Proven Test Accelerators and
Framework
• Extensive Test Scenario Library
Effective Decision
Making
ciP
Comprehensive
Testing
( >
Risk
Mitigation
Data
Quality
411.110
time
ton
C>
Change Management
and Adoption
Program and Resource Management
• Develop Resource Plans and Forecasts to manage constraints • Robust and Tested Management, Design Principles and Frameworks Risk Mitigation
• Legacy / Data Expertise
• Workday Expertise around ETL
Process
• Data Conversion Services,
Accelerators and Tools
• Prosci Approach
• Fully Certified Team
• Adoption Metrics and Training
Toolkits
• Part of Cynergy"' Delivery
Methodology
• Provide an overall description of the Vendor project management approach towards this type of engagement and projected timing for major phases.

Collaborative Response:

Project Management
Collaborative understands the importance of strong project management. Our CynergytM approach is designed to provide additional rigor and governance to the project while adhering to Workday's rapid deployment cycle.

This proactive project management approach helps ensure our clients achieve their desired deployment on -time and on -budget. We work diligently to achieve efficiencies and enhance the overall deployment experience.

Our project management approach is aligned to the principles of PMBOK and focuses on upfront definition of key performance measures, critical path milestones, and expected client outcomes. It is a continuous process Collaborative Solutions, LLC. Proprietary & Confidential 30

COLLABORATIVE

SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
that consists of the quality control tasks that provide both structure and guidance to the project resources. We believe effective project management resides not in a single individual but requires a cohesive, cross -disciplined leadership team that can provide organizational expertise, delivery guidance, and quality oversight to a project team.

Our collaborative approach to project management differentiates Collaborative from other Workday partners.

Collaborative believes in our approach because the shared ownership of the project enables effective change management, and knowledge transfer, which in turn leads to empowerment within the project team and more successful user adoption. We believe this is reflected in our 98% Client Satisfaction rating.

For the City's Workday deployment, we have included the following activities as part of overall project management.

Quality Assurance — Collaborative proactively manages quality throughout the project lifecycle, using a variety of tools, including our own Delivery Assurance Checkpoints, which are defined throughout the project lifecycle. The Delivery Assurance reviewers verify that all tasks have been performed correctly following proper project methodology and help resolve outstanding issues. In addition, our internal Program Management Office (PMO) reviews all projects for best practice usage and adherence to Workday guidelines and client needs. This has resulted in a 100% pass rate from Workday's Delivery Assurance. Collaborative also believes in the ability to resolve issues quickly to drive the project forward in a timely manner, and we provide an Executive Sponsor, Portfolio Director (PD) and Engagement Manager (EM) to engage with the City throughout the project providing the City with direct access to our key decision makers
Review/Approve Work Plan — During the Plan Stage of the project, the team confirms project scope, key deliverable dates, and milestones with the City's project leadership. Once the work plan is approved, the project team moves forward with the project. This plan is monitored weekly and any adjustments are reviewed, decisions are documented and changes if required are made to the work plan.

Communicate with Project Stakeholders— Effective, consistent, and timely communication is critical to a project's success. During planning, we partner with you to develop a communication plan that identifies the primary stakeholders, the appropriate methods of communication, the type of information the stakeholders need, and the timing and frequency of the communications. The two general approaches that we take include:

Regular status reporting and meetings with executive sponsors and steering committee members to address project status, percentage complete, and issues/concerns; and User/focus groups to address functional and technical concerns and to introduce future system users to business process changes
Weekly Status Meetings and Reports — Collaborative's Engagement Manager submits status reports to the City prior to each weekly status meeting. The report also identifies activities and deliverables completed, current project financials, and highlights issues that need to be addressed. If circumstances warrant, or in the event corrective actions are necessary, the EM will hold daily meetings to ensure the project remains on track
Project Support Status Meetings — Internal (Collaborative) bi-weekly project review meetings are attended by the account manager and delivery leadership to evaluate project health and provide support Issue Management and Resolution — An efficient issue management and resolution process is critical to the successful completion of any large-scale project. Information regarding each issue, such as the Collaborative Solutions, LLC. Proprietary & Confidential 31

COLLABORATIVE

SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
originator, date issue was raised, priority, areas affected, potential impact, detailed issue description, target resolution date, and actual resolution, will be documented for each issue. An issue log is kept throughout the project lifecycle, and each status report identifies new issues raised, as well as documented issue resolution
• Issue Escalation — During the Plan Stage of the project, an issue escalation process is jointly defined. The City will identify steering committee members and key stakeholders responsible for resolving conflicts and making decisions when the project team and project manager cannot reach consensus. Collaborative has a multi -level escalation plan up through our executive team to ensure that both the City and Collaborative can quickly and effectively manage and resolve issues
• Risk Management— Part of our quality framework is the management of risk. We work with the City early in the project to identify and document potential risks. We identify risk mitigation strategies to resolve risks that arise, keeping track of them throughout the project Scope Management— Project scope will be defined through the initial capture and documentation of requirements. To help ensure the City avoids scope creep, the project team will document each proposed change to the scope using a change order, which City project management can thoroughly review to determine its impact and cost -benefit analysis to the project • Steering Committee Meetings — Effective decision making is a critical component to a Workday project. As such during Plan, the Collaborative EM and the City PM will jointly define the Steering Committee schedule, reporting format, escalation requirements and decision timeline requirements in accordance with the Project Plan. This agreed -upon process then enables decisions to be escalated quickly to the key stakeholders on both the Collaborative and City teams to move the project forward effectively and in alignment with the City's overall strategic objectives
Timeline
The proposed project timeline along with the timing of the major phases is listed below:

Project Timeline
Strategy
Plan
Architect &
Configure
Test
Parallel
Deploy
Post
Production
Total Weeks
Weeks
7 5 I
21 11
9 4
6 61
Start
6/13/2022
7/4/2023
8/8/2023
1/2/2024
3/19/2024
5/21/2024
6/18/2024
Finish
7/29/2022
8/5/2023
12/30/2023,
3/16/2024
5/18/2024
6/15/2024
7/27/2024
• Provide a high-level work plan for achieving the successful deployment of your proposed system.

Collaborative Response:

Please see Appendix C: Additional Information for a sample project plan.

Collaborative Solutions, LLC. Proprietary & Confidential 32

e�

COLLABORATIVE

SOLUTIONS
a cognizant company
workday.

City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Client
Go -Live
Strategy
Plan
Architect
&
Configure
Test
Parallel
Deploy
Post
Production
Weeks
7 5
21 11
9 4
6 Project Oversight
Project Manager

0.0 0.5

0.5 0.5

0.0 0.5

0.5 Testing Lead

0.0 0.6

0.6 0.6

0.0 Advisory Services
Strategy

1.0 0.0

0.0 0.0

0.0 Change Management & Training 0.1

0.2 0.2

0.2 0.1
Package
HCM & Compensation Core

0.0 0.5

0.7 0.5

0.1 0.3

0.2 Onboarding

0.0 0.1

0.1 0.0

0.0 0.0

0.0 Benefits

0.0 0.3

0.5 0.3

0.1 0.2

0.1 Absence Management

0.0 0.1

0.2 0.2

0.1 0.2

0.1 Time Tracking

0.0 0.1

0.2 0.2

0.2 0.1

0.1 Payroll

0.0 0.2

0.5 0.5

0.5 0.4

0.2 Financial Data Model

0.0 0.1

0.3 0.3

0.1 0.2

0.1 Financial Accounting

0.0 0.2

0.4 0.4

0.1 0.3

0.1 Banking and Settlement

0.0 0.1

0.2 0.2

0.1 0.1

0.1 Supplier Accounts

0.0 0.2

0.3 0.3

0.1 0.2

0.1 Supplier Contracts

0.0 0.0

0.0 Mobile & Dashboards

0.0 0.1

0.1 0.0

0.0 0.0

0.0 Reporting

0.0 0.0

0.0 0.1

0.1 Data Conversion

0.0 0.2

0.4 0.5

0.2 0.5

0.2 Add-Ons
Learning

0.0 0.2

0.2 0.2

0.0 0.1

0.1 Recruiting

0.0 0.3

0.4 0.3

0.1 0.2

0.1 Talent Optimization

0.0 0.2

0.3 0.2

0.0 0.1

0.1 Budgets

0.0 0.1

0.1 0.1

0.0 0.1

0.0 Business Assets

0.0 0.1

0.2 0.2

0.0 0.1

0.1 Customer Accounts

0.0 0.1

0.2 0.2

0.0 0.1

0.1 Inventory

0.0 0.1

0.3 0.3

0.1 0.2

0.1 Grants Management

0.0 0.1

0.2 0.2

0.1 0.2

0.1 Adaptive Insights

0.0 0.3

0.5 0.5

0.1 0.3

0.2 Procurement

0.0 0.2

0.3 0.3

0.1 0.2

0.1 Projects

0.0 0.1

0.2 0.2

0.1 0.1

0.1 Integrations
Integrations

0.0 0.0

0.0 Total Est. Hours

1.1 5.4

7.9 7.4

3.1 5.5

2.8 Collaborative Solutions, LLC. Proprietary & Confidential 33 COLLABORATIVE

SOLUTIONS
a cognizant aomPary
workday.

City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Please provide an overall project organizational structure for City staff involvement during the project. Identify the roles and responsibilities of each component of this structure.

Collaborative Response:

Collaborative believes in a two in a box approach for a project team structure to ensure direct communication, more effective knowledge transfer, and faster decision making during the project. The effectiveness of this model is directly related to our 98% client satisfaction rating and 100% deployment success. Collaborative proposes a project team structure that pairs Collaborative and City resources as depicted in the graphic below to utilize the City's existing Workday knowledge and capabilities with Collaborative expertise to facilitate the most effective knowledge transfer possible. In addition to our services, Workday will provide Delivery Assurance throughout the project.

City of Santa Maria, CA
Executive Sponsor
Project Oversight

COLLABORATIVE

SOLUTIONS
A Cognizant Company
Collaborative
Executive Sponsor
Steering Committee City of Santa Maria, CA / Collaborative) City of Santa Maria, CA
Project Manager

COLLABORATIVE
& YOU

BETTER TOGETHER
HCM Leads &
SMEs
Payroll Lead
& SMEs
Absence &
Time Tracking
Lead & SMEs
Financials
Leads & SMEs
Testing Lead
Change/
Training/
Comms Leads
Data
Conversion/
Integrations/
Reporting/
Security SME
Collaborative
Portfolio Director
Collaborative
Engagement Manager
HCM Leads
Payroll Lead
Absence &
Time Tracking
Lead
Financials
Lead
Integrations
Lead
Data
Conversion
Lead
Org. Change
& Training
Lead
Workday — Delivery Assurance
Collaborative Solutions, LLC. Proprietary & Confidential 34 COLLABORATIVE

SOLUTIONS
a cognizant aompo/ y
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022

5.3 Data Conversion and Migration
It is anticipated that data conversion will occur when migrating to the new application. The Vendor is expected to assist the City in the conversion of both electronic and manual data to the new system. It is expected that the City will be responsible for data extraction from current systems and data scrubbing and data pre-processing and that the Vendor will be responsible for overall data conversion coordination, definition of file layouts, and data import and validation into the new ERP.

Please provide pricing for data conversions in the associated Microsoft Excel pricing spreadsheet. • Describe your general approach towards data conversion and how you would work with the City to conclude on the data structure for the new system including what should be converted, based on industry standards and best practices.

Collaborative Response:

The decision on what data to convert from the legacy systems takes into consideration both mandatory data required by Workday as well as the elective data. Our consultants will provide guidance on addressing these key decision points. We will provide the City with the requirements for Workday and recommendations on how to handle the elective elements. Our consultants will also recommend the conversion data elements needed in Workday to fit the needs of the City.

During the conversion process, the Collaborative team will work with the PMO to organize representation from each Agency in like groups to review the data gathering tools and templates in preparation for each data conversion. Initially, we review the templates in their entirety and identify a strategy for the client to execute.

Collaborative will also provide the agencies with best practices to providing data from disparate systems and tools to consolidate said data. Workday deployments are an iterative process and data conversion follows the same approach.

During each iteration, we review the templates and identify changes required to data conversion routines to enable a more successful conversion. Additionally, we will load your data and require data validation be executed by the client to address any gaps or issues with the data as part of the deployment. This process not only enables Collaborative and the client to identify risks sooner and mitigate issues as they arise, but it also enables the client to become more familiar with Workday and how Workday manages their data.

The City's current production systems will be converted into Workday during each of the conversion cycles. The data load cycles include:
• Foundation Tenant (Build)
• Configuration tenant
• End -to -End tenant (Build)
• Payroll Parallel tenant*
• Gold/pre-production tenant (Build)
*Parallel Payroll Tenants are only used when Payroll is being deployed or impacted by the functionality being implemented.

Collaborative Solutions, LLC. Proprietary & Confidential 35

COLLABORATIVE

SOLUTIONS
a cognizant oompvry
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
With each data conversion cycle, your SME's will validate the data to ensure quality and completeness before additional activities begin. Based upon validation findings, source system clean-up occurs along with adjustments to the way in which the data was extracted and/or loaded, allowing for 100% accuracy of your data prior to Go -Live.
• Please describe your organization's recommended approach toward retention of legacy data.

Collaborative Response:

Most clients of similar size pull the data from their legacy system(s) and store it in a data warehouse for historical reporting purposes and can sunset the legacy system within one year or less of Go -Live. With that said, every client has unique set of circumstances for sunsetting their legacy core HR and FIN system depending on how long the legacy system will be support by the prior vendor or when the data may be required for audit compliance. Collaborative would be happy to engage in further conversation to develop a plan that works best for all of the City's business requirements.

5.4 Data Analytics, Report and Form Development
For specific reporting requirements, it is anticipated that the Vendor will take the lead on developing any reports required as part of the initial deployment of the system. The Vendor is expected to provide specialized knowledge and information to the City staff during the development of needed reports, via technical training on the tools used for report development, database schema and architecture, etc. In addition to providing responses to the following items, the Vendor must complete the Report Development Form D, in attachment ERP Software and Implementation Services - Vendor Forms.docx of this RFP and include it in this section of the response.

Refer to Section 12: Other Required Forms for Form D Report Development Collaborative Solutions, LLC. Proprietary & Confidential 36

COLLABORATIVE

SOLUTIONS
a cognizant aompo/ y
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022

5.5 Integrations and Interfaces
It is expected that information generally would need to be entered only once into the system.

Modules within the system should be integrated in real-time with each other such that batch processes are not required to transfer information from one area of the system to another unless that is the preference of the City. Existing City interfaces between core modules that may currently exist (e.g., AP posting to GL) or shadow systems that will likely be replaced are not included as they are assumed to be included in an integrated ERP System.

The Microsoft Excel pricing sheet contains a listing of current and/or desired application interfaces.

Please provide pricing for interface development in the associated Microsoft Excel pricing spreadsheet.

In addition:
• Describe the extent to which the various modules are integrated together versus being purchased separately and interfaced
Workday Response:

Workday HCM / Financials avoids data duplication, inconsistency, and internal interface complexity by delivering our service using a single global object model which supports all functionality in a single database and, as such, there is no need for module -to -module integration. Workday uses a single object -oriented architecture in which objects (like candidates, workers, accounts, organizations, dependents, requisitions, etc.) are instantiated in memory and intrinsically "understand" how they are related to each other. This allows users to access data online and via reports without the database -level access (such as table selects and joins) which is required with a legacy application and relies upon a relational database for transaction processing and reporting. We've also built all our components on a core set of services that manage people, events, organizations, etc. and provide these common services to all other objects in our system. With software acquisitions, Workday has and is investing on ready -to -use, built-in integrations to and from Workday HCM / Financials for Workday Strategic Sourcing and Workday Planning to automate the synchronization of security roles and Single Sign -On, as well as automate the synchronization and exchange of primary data, while still allowing for each product to operate completely independently of one another.
• Describe your approach towards interfacing and integration with other solutions including use of specific tools, methods and standards.

Collaborative Response:

Workday deployments are also a key time to build the platform for the future. To help facilitate this Collaborative will review each of the integrations identified as in scope for the deployment and model them through our Toolset Graduation approach as shown below. This helps build an introduction for toolsets, capabilities and opportunities that exist for the City within the Workday Integration framework.

Collaborative Solutions, LLC. Proprietary & Confidential 37

COLLABORATIVE

SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
• Adds configurable attributes and maps
• Adds advanced feedback and logging
• Adds conditional processing
• Adds multiple files and / or integration points
• Adds validations (include / exclude)
• Adds additional feedback and logging
• Adds more advanced formatting options 8N�
• One way, one file, one integration point
• Limited feedback and conditional logic
• Think of as download or upload
• Workday to Vendor
• Toolkits
• Supported via product
Studio
Document
Transformation
Enterprise Interface Builder
(EIB)
Cloud Connect
APIs
Collaborative Integration Approach — Workday Toolset Graduation Once our customers have a firm understanding of the Toolsets available within Workday, we work through the Integration Decision Tree to identify the most effective technology for not only deployment, but also long-term support. As shown in the Toolset graduation, the farther down one gets on the decision tree, the more complicated not only the deployment, but also the on -going maintenance. kx,d Connect
Do we have a Cloud Connect solution?
Cusronvr twill
Is there a simple way for the customer to automate this? (internal toolset or mlddleware in place with data available)?
Lro
Is this point-to-point with a single data source, single transformation, and single endpoint?
Document
rI..411%f ImJtiM
Are validations & feedback needed? Are there multiple files in one execution?
Use power and flexibility of Studio
Collaborative Integration Approach — Integration Decision Tree All this is done with an intent to immerse the City's team side -by -side with Collaborative in the Workday Platform. If we make these decisions, and go through these experiences together, as a team, we find we enable Collaborative Solutions, LLC. Proprietary & Confidential 38 COLLABORATIVE

SOLUTIONS
a cognizant aompvry
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
the most effective form of knowledge transfer and the most effective initial decision -making process for the project.

The key benefits of the Collaborative approach to integrations include:
• Increased efficiency with integrations jumpstarted using our virtual library of thousands of templates and assets.
• Accelerated development achieved through the re -use of proven integrations frameworks. • Leverages best practices in Workday integrations and provides ability to scale. • On average we see 30% reduction in integration cost, delivery time, and re -testing efforts. • Enhanced knowledge transfer facilitating a high level of self-sustainment post Go -Live for our clients.

During each phase of the project, we will engage the City's subject matter experts and business owners. • During Plan phase, we will work with your team to lock down integration scope and help you notify vendors and gather requirement documents.

During Architect/Configure phase, we review design documents with your team members (SMEs, Business Owners, IS) and ask their signoff on integration approach. Following signoff, we will build and test integrations and provide functional knowledge transfer to your team using Operation guides (How to run integrations during testing).
• During Test phase, we work side by side with your team to execute integrations, coordinate file delivery/retrieval to/from vendor and assist in defect resolution. • During Test/Deploy/ phase, we provide technical knowledge transfer to your technical team • During Maintain phase, we will assist SMEs and business owners in running production integrations as well as coordinate successful completion of integrations with vendors. • Describe data exchange standards (e.g., XML, Web Services, or EDI) supported or provided by your product.

Collaborative Response:

Due to Workday's inherent flexibility within the integrations space, it allows for the use of a multitude of possible standards in a client's integration landscape. Depending upon the industry that Workday is interfacing with, the system has the ability to send and receive data in XML, JSON, CSV, text, web services and other formats, as well as consuming industry standard formats such as EDI, EDIFACT, H7, and others.

We do typically see a higher adoption of exchange standards within the Benefits, Financials, and Payroll modules, owning to the higher level of industry standards and practices as well. Within Healthcare in particular, the adoption of ANSI x12 is significantly higher than most legacy systems as it allows for much quicker adoption and implementation. Within the Financials and Payroll, we also see a higher adoption of vendors adhering to industry standards that can be accepted as well. From NACHA and IS020022/3 payments and statements, to specific credit card formats for all major providers (VISA, Mastercard, AMEX). For each of these, Workday provides pre -built connectors that require configuration and testing rather than new code base development.

Collaborative Solutions, LLC. Proprietary & Confidential 39

COLLABORATIVE

SOLUTIONS
a cognizant aompary
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Those vendors that have proprietary or legacy formats can also be accommodated, be it through customer integration builds, Workday delivered solutions, or Collaborative's own prebuilt integration warehouse. Utilizing the Workday Studio tool, we can accept almost any format and create transformations to allow loading into the tenant.
• As it pertains to the City's current technical environment described previously, identify potential issues for integrating with specific technologies that are used within the City.

Collaborative Response:

Our integration team will collaborate with the City's Subject Matter Expert team to capture requirements, design, and develop integrations. We use our CynergyTM methodology and have predefined entry and exit criteria for each project phase. Using our trackers and templates, we will work with the City's team to govern and monitor progress of integrations in scope. We recommend assigning few integrations to the City, which will help in knowledge transfer and transition.

Our integrations team uses a centralized model, where all the integrations are designed and delivered by consultants, who are a part of our Accelerated Cloud Deployment CenterTM (ACDC). Our design team ensures best practices and deployment efficiency are being used on all Workday integrations and data conversions. We utilize a combination of Workday's readily available tools and other tools that are proprietary to Collaborative Solutions. Our main tools include Cloud Connect (for vendor specific templates like E -Verify), EIB (for simple outbound integrations), and tools called Document Transformation and Workday Studio for more complex integrations.

Unlike on -premise ERP solutions, where integrations and functional requirements can be separated distinctly from each other enabling vendors to leverage an offshore deployment model, integrations in Workday require more alignment with the functional teams to be effective. Integrations can be a very technically challenging element for many Workday deployments as they do not use a standard SQL language base with which many on premise integrators are accustomed to. Workday leverages a Web Service API for passing data between systems as well an Eclipse based tool for complex integrations, which requires training, as well as a functional understanding of the business, to be developed effectively for the rapid deployment timelines of a Workday project. Typical offshore models, while potentially lower in per -hour resource cost, require additional management overhead, time zone adjustments, as well as content and contextual training of the offshore team.

Collaborative mitigates these challenges by:
• Leveraging our Accelerated Cloud Deployment Center (ACDC), in tandem with our local integration resources, to provide the highest touch assistance to our customers and ensure best practices are followed.
• Splitting the assignment of integrations between Collaborative and the City's integrations team to help facilitate knowledge transfer and ensure that you are able to support the integrations after Go -Live. • Assigning the more complex integrations to the Collaborative integrations team members. In doing so, we allow the City's team to ramp up on integrations so that they begin to build their foundational knowledge for future integrations work.
• Best practice guidance from the ACDC team for common integration types and standard design to reduce long-term maintenance and documentation adjustments.

Collaborative Solutions, LLC. Proprietary & Confidential 40

COLLABORATIVE

SOLUTIONS
a cognizant w. ,,pony
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
• Reducing time zone delays or project resource strain to work normal business hours in the U.S. and support nighttime hours overseas.

The ACDC process enables us to quickly scale if needed to support either additional integration needs, taking over additional integrations from customer resources due to changes in availability, comfort level with the coding, and provide a higher level of guidance during the project to immerse the City's team side -by -side with Collaborative in the Workday Platform.

ACCELERATED
CLOUD

DEPLOYMENT
CENTER Accelerated Cloud Development Center
While our CynergyTM methodology provides a framework for successful Workday deployments, Collaborative has also focused on strength and innovation in integrations and data conversion. Collaborative established the Accelerated Cloud Deployment Center (ACDC) to ensure best practices and deployment efficiency on integrations and data conversions. The ACDC is a differentiator in the industry that allows our integrations team to leverage our inventory of integration frameworks and best practices, ensuring that customers get the most robust integrations possible. Located in Tampa, Florida, the ACDC houses a team of experienced integrations developers and provides a virtual presence accessible by all Collaborative personnel.

Our integrations team leverages our inventory of integration frameworks and best practices to ensure that customers get the most robust integrations possible.

The Accelerated Cloud Deployment Center offers:
• A team of specialists with an average of 15+ years of experience, who have collectively completed 5,000+ integrations to date.
• Specialized focus on specific integration types (i.e.: Payroll Interface, Benefits, etc.), allowing more experienced development practices.
• Resources centrally located, allowing for continuous training and skill development, helping establish best practices and development efficiencies early on while allowing for more timely quality reviews.

The key benefits of the Collaborative approach to integrations include:
• Increased efficiency with integrations jumpstarted using our virtual library of hundreds of templates. • Accelerated development achieved through the re -use of proven integrations frameworks. • Leverages best practices in Workday integrations.
• Provides ability to scale.
• 30% reduction in integration cost, delivery time, and re -testing efforts. • Optimizes our ability to deliver YOUR solution.

We develop integrations daily, and our number of integrations continually increases with each project we deploy. Furthermore, data conversion is a key element of every Workday deployment and over our many years of experience, Collaborative has developed a suite of tools and templates to save the City time and effort.

Collaborative Solutions, LLC. Proprietary & Confidential 41

COLLABORATIVE

SOLUTIONS
a cognizant aompvry
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Tools/Templates
Benefit
Simplified Data Collection Files
All data must enter Workday via Workday's iLoad templates. Our simplified data collection files allow the City to save time by extracting data into simple Excel tables. We will take it from there!
Data Mapping
To further streamline the process, we have created tools to map the simplified data collection files to the iLoad templates.

Scripts
Want to save even more time? We have developed data extraction scripts for some legacy systems. Just sit back and let the script do the work.

Transactional Data Loading
Transactional Data Loading requires the use of multiple complex templates. Our Transactional Data Loading Tool, on the other hand, executes on a single template, making the Transactional Data Loading process significantly simpler for our customers.
• If local customizations are made, do you provide any tools or assistance to easily incorporate customizations into new version/releases of your software? Workday Response:

In the Software -as -a -Service environment, Workday strives to provide deep functionality and flexibility so that each organization can meet their requirements while maintaining a system that is highly configurable, and yet customization -free. Workday's focus is to maintain a strategy that allows us to provide cost-effective but flexible solutions and the ability to leverage new features and enhancements going forward.

Workday does not operate on a model of "customization" but rather configuration. Everything from branding, to validation rules, to custom objects to Business Processes is available for configuration by a customer. These configurations — many of which would be considered "customizations" in the legacy application world — are retained seamlessly when Workday services are updated behind -the -scenes.

Typically, our customers are responsible for configuration changes post go -live. While Workday and our partners are there if you need us to help, Workday is the data processor, and you are the data owner. This means that you have complete control of your system and can make all changes/configurations yourself. We focus on knowledge transfer during the implementation so that your team can learn to take ownership of the system from a functional perspective, for areas like business process setup or application security, and be able to quickly respond to your organizational needs without being reliant on a vendor.

Collaborative Solutions, LLC. Proprietary & Confidential 42

e�

COLLABORATIVE

SOLUTIONS
a cognizant company
workday.

City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
The Microsoft Excel pricing spreadsheet contains a listing of desired City application interfaces and their likely need in a future integrated environment. Provide pricing for interfaces in the associated Microsoft Excel pricing spreadsheet and explain how the integration maps the data from the old system to the new system.
• Describe your approach to interfacing City applications listed with a migration plan of 'interface' in section 2.5. If you have experience integrating with these systems, include those references on the reference forms provided in this RFP.

Collaborative Response:

The ERP Software and Implementation Services - Pricing Forms, located under a separate cover, details our approach to the City's current applications. Below is a full list of the integrations we have estimated for you.

IDa
Integration Name
ihir rty
vendondor
Functional Area
Integration Data Type
Tool
Total
Hours
Owner
Cloud Connector Name
. . .

INT001
Ba00 SSO/SAML Setup
Security
Basic SSO SAML Setup Outbound
Custom
Setup
30 CSUL
INT002
Active Directory Outbound
HCM
Active Directory Outbound Custom
EIB/OT
5 SO
CSLLC
INT0D3
Active Directory inbound
HCM
Active Directory Inbound Custom
Studio
60 CSLLC
INT004
E.Verify
HCM
eVerify Outbound Cloud Connect
CC
20 CSLLC
INT005
Medkal, Rx Outbound
Benefits
Medical Or Dental Or Vision Or Rx
Outbound Cloud Connect
CC
40 CSLLC
INT006
Dental Outbound
Benefits
Medical Or Dental Or Vision Or FP(
Outbound Cloud Connect
CC
40 CSLLC
INT007
Vision Outbound
Benefits
Medial Or Dental Or Vision Or Rx
CC
40 CSLLC
INT00B
01e, ADBD Insurance Outbound
Benefits
Life Or ADandO Outbound Cloud
CC
40 CSLLC
INT009
k0SA or FSA Eligibility and Contributions Out
Benefits
FSA Or HSA Or Transit Or Parking
Outbound Cloud Connect
CC
40 CSLLC
INT010
COBRA Events Outbound
Benefits
COBRA Events Outbound Cloud
Connect
CC
50 CSLLC
INT011
COBRA 14031 Rights Outbound
Benefits
COBRA Initial Rights Outbound Cloud
CC
50 CSLLC
INT012
ACA Outbound
Benefits
ACA Outbound Cloud Connect
CC
20 CSLLC
INT013
4018 Demographic Outbound
Benefits
Retirement Savings Financials
Outbound Cloud Connect
CC
50 CSLLC
INT014
4018 Elections and loans Inbound
Benefits
Retirement Savings Inbound Cloud
Connect
CC
50 CSLLC
INT015
4018 Contributions Outbound
Payroll
Retirement Savings Financials
CC
40 CSLLC
INT016
Payroll ACN Outbound
Payroll
ACH NACHA Payment Outbound Cloud
CC
40 CSLLC
INTo17
Payroll Positive Pay without Voids Outbounl
Payroll
Positive Pay without Voids Outbound
Custom
EIB/OT
5 SO
CSLIC
INTo18
Payroll Cheri Layout
831
Payroll Check Custom Check
Layout Low
BIRT
40 Cu it
INT019
Tax Filing Periiodk Outbound
Payroll
Tax Filing Periodic Outbound Cloud
CC
20 CSLLC
Verify if using ADP, etc
INTO2O
Tax filing Quarterly Outbound
Payroll
Tax Filing Quarterly Outbound Cloud
CC
20 CSLLC
Verify if using ADP, etc
INT021
Teller Financial Transaotia2 Inbound
Teller
Financials
Mhoc Bank Transaction Inbound
Custom
Studio
100
CSUC
Integrations from ActiveNet,
DataTickets, Genf are, SmrtPay
10T022
Sprypoint Billing Inbound
Sprypoint
Financials
Other Inbound Custom
Studio
110
CSLLC
Integrations from Onko, Portalogic,
Shale, Waslew4(ks, 5ensus
INT023
Vector Training Record Inbound
Vector Solutions
HCM
Traink Or Learnin Inbound Custom
Studio
80 CSLLC
10T024
Background Meek Bidrectional
Receuitin
Em to ent Screens WD Software
Setu
30 Cuir
INTO25
Timekeeping System Outbound
Telestaff
HCM
Demographic Outbound Custom
EIB/OT
5 60
CSLLC
16T026
Timekeeping System inbound
Telestaff
Time Tracking
Time Tacking Inbound Custom
Studio
100
CSLLC
16T027
Absence Balances Outbound
Telestaff
Time Tracking
Absence Outbound Custom
EIB/OT
70 CSLLC
INT028
Financials (API Check Layout
Workday
Birt
Financials Custom Check Layout_Low
BIRT
40 CSLLC
INTO29
financials Positive Pay without Wilds Out64
Bank of America
Financials
Positive Pay without Voids Outbound
Custom
EIB/OT
5 50
CSI1C
INT030
Financials ACHOutbound
Bank of America
Financials
ACH NACHA Payment Outbound Cloud
Connect
CC
40 CSLLC
INT031
Bank Statement Inbound
Bank of America
Financials
Bank Statement Inbound Cloud
CC
50 CSLLC
INT032
1099 Filing Outbound
IRS
Financials
Electronic Filing 1099 Outbound Cloud
CC
20 CSLLC
10T033
Journal (Charges/Credits) Inbound
Financials
Accounting loumals Inbound Custom
Studio
100
CSLLC
1147034
PA Hoc Bank (Payinents/Rehlndsl Inbound
Assetworks, Fuel
Master,
Financials
Mhoc Bank Transaction Inbound
Cloud Connect
CC
50 CSLLC
INT035
Pr0O{rement Cads Outbound
Financials
Credit Cards Masked Outbound Cloud
CC
60 CSLLC
For both Pads and T&E Cards
10T036
Promrement Cads Inbound
financials
Credit Cards Masked Inbound Cloud
CC
50 CSLLC
INT037
Slreetsave Inbound
Streetsave
financials
Business Assets Inbound Custom
Studio
120
CSLLC
16T038
Community Development Inbound
Community
Development
Financials
Other Inbound Custom
Studio
110
Cuir
16T039
008180ok Inbound
Debtbook
Financials
Other Inbound Custom
Studio
110
CSLLC
Collaborative Solutions, LLC.

Proprietary & Confidential
43 COLLABORATIVE

SOLUTIONS
a cognizant aompvry
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022

5.6 Training
In addition to providing responses to the following items, the Vendor must complete the Training Form E in attachment ERP Software and Implementation Services - Vendor Forms.docx of this RFP and include it in this section of the response.

Refer to Section 12: Other Required Forms for Form E Training • End User Training Approach: All end -user and technical training will be performed through implementation and be performed by the Vendor. End -user implementation training will be provided by the Vendor and include joint participation by the relevant City process owner team lead supporting the process area in the new software system.

Technical Implementation training will include training for City IT staff on the technologies required to support the new ERP system.

Workday Response:
our technical staff who will participate on the project team to deploy your Workday system will need to take courses designed by Workday to prepare your organization to successfully deploy and use your Workday system. Please see the Workday Education Training Catalog for detailed descriptions of these courses and the training options available. These course offerings will supplement the real-time knowledge transfer that your project team will receive from your consulting team during project workshops, design sessions and other project activities. Below are a few examples of those recommended training sessions for technical resources. • Workday Integration System Fundamentals
• Core Connectors and Document Transformation
• Workday Report Writer
• Workday Report Designer (BIRT)
• Configurable Security Fundamentals
• Advanced Configurable Security
Technical refresher training is available using our Learn On -Demand libraries. Learn On -Demand is a cost- effective alternative to traditional education delivery, providing access to training 24/7 from any computer.

Created in short, targeted segments, Learn On -Demand is perfectly suited for system administrators who need immediate access to specific training. These offerings are topic -specific and designed to focus on key Workday principles and functionality.

Collaborative Response:

As the project progresses, our Cynergym Methodology purposely helps your team build their capabilities so that they are ready to own and operate their system self -sufficiently. In the Architect & Configure stage, the Collaborative team will be leading, driving and owning many of the tasks while the City will typically review and provide feedback regarding the Collaborative work. As the team enters the Test Stage, we like to see a transition Collaborative Solutions, LLC. Proprietary & Confidential 44

COLLABORATIVE

SOLUTIONS
a cognizant aompm y
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
where your staff starts to take over the lead role for major activities while the Collaborative team provides guidance, advice and key assistance where needed. The point of this transition is to empower City stakeholders to be able to own, manage and operate their system as they work towards eventual Go -Live. We find that a collaborative and well supported transition of this kind can help our clients to be more successful and self- sufficient with their engagement.
• Train the Trainer Approach: The Vendor will incorporate a "train the trainer" approach where only key City team leads will be trained through implementation on their modules and then they will train the remainder of City staff in their respective areas. o Specify expected number of training documents to be created o Specify responsibility of producing training materials, including both manuals, on- site help, and video support.

Workday Response:

In general, Workday provides online documentation and page -specific help on virtually every page in our application to guide users within the relevant context so that no end -user documentation is typically required.

However, we provide training materials in an eBook format for all Learn Virtual, and Learn Independent courses that customers visit. While these training materials may only be used to support the specific, intended training activity and may not be duplicated without Workday's prior written consent, resources offered as part of the Adoption Kit can be reproduced, customized, and distributed within your organization, as needed.

The Adoption Kit is an out -of -the -box solution that is a collection of content, tools, and resources designed to accelerate your Workday rollout and quickly train your end -users on Workday. It is, therefore, leveraged by the implementation team, as it provides customers with customizable training materials (videos, job aids, facilitator's guide, etc.) that can be used out -of -the -box with little customization or act as the cornerstone of a larger training development plan. For example, the Manager Self -Service and Employee Self -Service materials are out -of -the -box solutions that can be used internally to train users. The kit also contains communications materials to support change management activities.

Collaborative Response:

Collaborative's approach to End -User training development is customized to each client's. The number of training documentations that will be created are dependent upon the types of training methods selected and the selected methods for each module and process, for example some user groups may receive multiple forms of training, as noted in Form E located in Section 12.

Collaborative Solutions, LLC. Proprietary & Confidential 45

COLLABORATIVE

SOLUTIONS
a cognizant oompary
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
The Vendor should provide an overall description of the proposed training approach, including the following:
• Suggested approach (train -the -trainer, end -user, hybrid) • Suggested timeframes in which training will be conducted • The Vendor must list the nature, level, and amount of training to be provided for both options in each of the following areas:
• Technical training (e.g., programming, operations, etc.) • User training
• Other staff (e.g., executive level administrative staff) • Types of training documentation to be developed
• Ability to provide recordings of trainings
• Opportunities for on -going training.

Workday Response:

Suggested approach (train -the -trainer, end -user, hybrid). Please see Training Form E in Section 12.

Suggested timeframes in which training will be conducted Training of your Functional Leads / Project Team (Training Credits) will be conducted in the early stages of the project, typically in the Pre -Plan or Planning stage of the project. The idea is to get your Project Team trained prior to the Architect / Configure stage so that they can make appropriate decisions about the software configuration. Workday's Adoption Kit will be used by your Trainers and Collaborative Solutions to train the End Users just prior to Deployment. Collaborative Solutions will work with you to determine the most appropriate time for this training to take place.

Collaborative Solutions will provide knowledge transfer throughout the deployment. By the time your project is live, your users will be able to navigate the system and run daily operations. Typically, within six months following go live, most key leads are enhancing what was designed for go live.

Opportunities for on -going training.

Workday's Adoption Kit will be customized to your specific needs so that it can be reused for training new employees. Workday's Learn on Demand libraries are available for as long as you subscribe to them for your use in training your resources on specific, focused topics. Workday offers free training for small topics in our Community website (available to our customers). In addition to this Workday offers Refresher training for a small fee for specific topics.

Collaborative Solutions, LLC. Proprietary & Confidential 46

COLLABORATIVE

SOLUTIONS
a cognizant w. ,,pony
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022

5.7 Organizational Change Management Approach
The City recognizes that a movement from the current environment to a new solution will require an active change management program. The Vendor should clearly identify their approach towards Organizational Change Management including any unique approaches or tools that will be used.

Collaborative Response:

Our Organizational Change & Training (OC&T) practice is grounded in the industry -leading Prosci® approach with activities designed to integrate seamlessly within our overall Cynergy'M Methodology to help you manage the people side of change throughout your Workday deployment. Our OC&T consultants are also Workday -certified, which accelerates understanding of the change impacts that come with adopting Workday and will help the City of Santa Maria maximize its investment by boosting end -user acceptance and adoption.

To gain organizational knowledge, OC&T consultants begin their work by engaging leadership, key stakeholders, and a representative group of employees from all levels and business areas in OC&T Design Session. In these sessions, in-depth discussions on key drivers for change are facilitated to enable the capturing of data necessary for the strategic development of customized change management activities, and communication and training plans. In addition to hosting their own Design session, OC&T consultants participate in all functional Design sessions to ensure the impact to end -users is taken into consideration when design decisions are made.

Once captured, OC&T consultants work with functional team members to mitigate against change impacts as necessary - a full report of these changes will be presented to leadership and key stakeholders throughout the project. This practice has enabled clients to have a holistic view of the changes their employees will face. It has also played a key role in deciding when to implement policy changes not directly linked to the Workday deployment.

In our pricing proposal for the City, we have included a baseline Organizational Change and Training offering named our Essentials Package. This package allows access to all our tools and templates and our Library of job aids for functional areas in scope. We also provide a set amount of advisory support to use ad -hoc, throughout the deployment to assist with the usage of our tools or provide high level guidance on the deployment.

Should the City be interested in additional support from Collaborative we also offer an optional Expanded package which includes all the baseline offering in addition to development of key change and training deliverables such as the change impact assessment, communication plan, change management strategy, and training needs assessment and curriculum plan. Included in this package is also the management of the change and training workstream on a weekly basis throughout the entire deployment.

Collaborative understands that perhaps the baseline offering is suitable, but the City may only have a need for targeted support. If this is the case, we also offer add-on packages based on your specific needs. We would like the opportunity to discuss these options in more detail with you to determine which might be most appropriate based on your needs.

Collaborative Solutions, LLC. Proprietary & Confidential 47

COLLABORATIVE

SOLUTIONS
a cognizant company
/ t
workdayx.

City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Below are the add-on packages:
% Irmo

COMMUNICATIONS
• Develop Initial Communication
Plan'
• Conduct. Analyze Readiness
Assessments
• Configure Tenant & Mobile
Branding
• Support Development of
Communications
9 5.8 Testing

ENGAGEMENT
• Advise on design o CCN
• Develop CCN Kickoff Deck
• Create CCN Demo Scripts
• Provide Training/Go-Live
Support Office Hours for End -
Users

TRAINING
• Develop TNA + CP*
�eve opIL: taeio•er
Groups for Single Platform; 4
Stakeholder Groups for Full
Platform
• Customize & Validate Job Aids
• Prepare tenant for end -user
training
• Advise on and Configure In
System Guidance
9 The Vendor should describe their recommended approach to the following types of testing that are anticipated to be performed on the project and the type of assistance they anticipate providing to the City related to such testing:
• System testing
• Integration testing
• Stress/performance testing
• User acceptance testing (UAT)
• Security testing, penetration testing, vulnerability assessments Collaborative Response:

The table below describes in detail the recommended approach to testing and the type of assistance that is provided.

Testing Type
Purpose/Description
(Additional Information
Unit
Unit Testing is the first round of testing and is
meant to review and test each configuration
component to ensure that each unit performs its
assigned function independently of other units. It
serves as a basic check that the configuration and
development requirements and is an integral part
of the configuration and development process
during the Architect stage. This should be
executed and triaged by the Collaborative
technical/functional consultant each time a
configuration is added, prior to handing the
configuration over to the client, with two major
•
•
•
•
Performed in Configuration tenant
Performed by Collaborative
Tests integrations as defined during
Architect stage and Alignment sessions
Tests individual, manually configured
components in Config tenant and after
Client Confirmation Sessions
configuration changes
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COLLABORATIVE

SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
cycles occurring after Architect and after Client
Confirmation Sessions.

Smoke
Smoke Testing is performed by executing short
tests to ensure all key functional area are working
•
Performed End -to -End and Parallel
Tenant
correctly. This should be done after each new
tenant build (End -to -End through Gold) to ensure
there are no issues in migration and that the
configuration is ready for the client to review and
test.
•
Verifies integrations execute
successfully and to specific
downstream/upstream internal or
vendor systems
•
Completed after each new tenant build
prior to client accessing tenant
End -to -End
End -to -End Testing is owned by the client testing
•
Performed in End -to -End Tenant
team with the purpose of ensuring the proper
flow of End -to -End processes between multiple
functions, integrations, and downstream systems.
•
Ensures the configured software meets
the business requirements set for the
project
It is designed to verify the system functions as
designed to verify converted data, validate in - Ensures scope custom reports, and to authenticate the
results of the processes that run in Workday
downstream systems and vendors.
the integration that is built
meets the business requirements
Identifies and resolves defects in the
integration between Workday and
other systems
•
Verifies client has the ability to test the
integration fully
Integrations
Integrations Testing validates the interaction of
two (2) or more components within the
application. Integration Testing starts after Unit
Performed in End -to -End and Parallel
tenant
Testing has been completed. It takes components
tested during Unit Testing, variously aggregates
those components, test those aggregates, and
delivers the output. Integration Testing can
expose problems with the interfaces among the
program components before the program has
been executed. This section will test Integration
Testing for all the components of the system and
display if the components are working together
as required in the preset guidelines.

Parallel
Payroll Parallel Testing ensures that the payroll
processes configured in Workday meet the same
results found in the client's legacy application(s),
with any difference being explainable. This is also
•
Performed in Parallel tenant
Client owned and Collaborative
supported
a practice run of the Go -Live cutover activities.

Testing is performed in a Parallel tenant with the
most recent employee data available, with the
•
Validates same period processing
against the legacy production
application
goal of representing the closest approximation
possible to what will be in the Production tenant
with the final tested configuration and
integrations signed off from the End -to -End
tenant.
•
Validates payroll results and other 3rd
part integration results
Validates data synchronization
activities for deployment
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a cognizant compmy
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Performance*
Stress/Performance Testing is additional testing
•
Performed in End -to -End tenant
intended for large clients to ensure optimal
system performance. The criteria are determined
by Workday, have product -specific thresholds
where the deployment team must focus on the
performance and key deployment activities and
deliverables.
•
Measures integration, reports, and Ul
performance when executed together
in production -like intervals
Includes Isolation Testing &
Concurrency Testing
*Only required if specific volumes of users related
to time entry are anticipated. Otherwise, no
performance testing will be conducted. Workday
has SLA's around system response time that will
ensure system performance meets the City's
requirements.

Determined during Architect stage as
to whether Performance testing is
required
Security
Security testing is performed to ensure security
group access is as expected.

Performed in all tenants prior to
providing client access
Performed by client before any users
access the system for DV prior to any
testing
•
Focuses on data security and visibility
Regression
Following each major Workday update, it is
important to run through the major business
processes to identify any functional impacts as a
result of the update. It is also recommended to
run through all audits within the Workday
•
Performed in End -to -End and copy of
Parallel
Re -tests impacted design/configuration
due to a change
Checklist associated with the update. If a
Workday update occurs between End -to -End
Most, if not all, changes require a form
of regression testing
Testing and Cutover, complete Regression
Testing. Test the update against the already
tested configuration. The purpose of this testing
phase is to verify that the configurations,
security, business process and integrations
continue to behave as expected. Regression
Testing will focus on changes made to the system
during and should use the change control
process.

User Acceptance
User Acceptance Testing (UAT) is designed to
•
Performed in End -to -End tenant
Testing (UAT)
confirm that Workday is not only working
properly but that the Client SMEs are confident in
their ability to perform their daily tasks using
Workday and can explain the system to general
end -users. By this stage of testing activities, all
processes should be stable, and the Client team
should be fully leading first -level issue triage.

User Acceptance Testing is performed in the
same tenant that was used for End -to -End
testing, so testers should anticipate seeing test
Facilitated by client functional teams
Participants are functional system
administrators/SMEs but are not fully
engaged with the project
Not targeted to end users
Ideally occurs after Parallel build or at
end of End -to -End
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SOLUTIONS
a cognizant aompor y
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
data. Integrations and Payroll are not included as
part of User Acceptance Testing, as these
scenarios would have been addressed during
End -to -End testing.

5.9 Operational Redesign Approach
With the deployment of a new application, the City wishes to take advantage of capabilities within the software that provide support for operational improvements. Vendors are requested to describe their approach towards operational redesign including discussion on the optimal time in which to conduct redesign as it relates to implementation of the new software.

Collaborative Response:

Strategic Implementation Planning
The success of migrating to a new technology platform is predicated on aligned strategy and planning before the start of an implementation. Collaborative Solutions offers a Workday Strategic Implementation Planning & Readiness engagement which will guide you through what needs to be done, why it must be done, and how it can be done to provide the foundation for a successful project execution. Our focus is on Leadership Alignment, Technology Readiness, and Experience Design.

Using a series of workshops, we will lead and facilitate discussion in the key areas that require review to obtain strong alignment and action for a successful Workday deployment. Specific to operational redesign, we offer the following as part of Strategic Implementation Planning at the start of the project:

Service Delivery Framework
Collaborative's service delivery transformation approach seeks to achieve an end -state characterized by consistent quality, minimized costs, optimized functionality, and satisfied customers. Our goal is to craft a service delivery model (SDM) that enables the City to effectively pursue long-term value from your investment in Workday and its capabilities by drawing upon leading practice tailored to your culture and transformation capacity.

Service delivery transformation is on -going and continues as your organization strategy and external factors evolve. Therefore, it is essential to harmonize leadership, strategy, and execution to consistently deliver high - quality, cost-effective service that enables your organization to focus on its mission. Transforming service delivery requires focus across several areas which are incorporated into Collaborative's Service Delivery Framework approach:
• Strategy Alignment— Collaborative will review your service delivery strategies and operating plan to facilitate sessions with the appropriate executives to drive alignment in harmony with the broader organizational strategy.
a Organization Buy -in — By examining complete stakeholder assessments (if available), governance and decision -making models, and plans for gaining buy -in to recommended changes, we will develop with the City an appropriate service delivery model.

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COLLABORATIVE

SOLUTIONS
a cognizant u,. r pony
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
• Talent/Staffing — Working together, we will identify the skills and capabilities needed to support the service delivery vision and confirm that they align to the mission and goals of the project, participating units, and the organization as appropriate.
• Production Governance — A recommended production governance and decision -making structure will be defined based on what we learn and know about the organization. The structure will incorporate governance aspects that are currently most effective, address opportunities for improvement, and reflect leading practice.

Achieving service delivery transformation requires a clear understanding of the gaps between your current environment and desired future state. As a final step, Collaborative's consultants will provide the City with an analysis and offer a set of recommendations to evolve and transform service delivery post Go -Live and beyond.

Developing this framework prior to Workday Architect and Configure, will assist the City in knowing who should be involved in various aspects of the implementation and in what capacity and will inform business design decisions.

In addition, describe your organization's capabilities to assist in a City-wide redesign of the chart of accounts to best leverage the capabilities of the system in order to meet the City's overall financial tracking and reporting objectives.

Collaborative Response:

The effective use of data is at the core of Technology Readiness, a part of Strategic Implementation Planning. We use a people, process, governance, and technology framework to focus on aspects of readiness that are critical to a Workday implementation. Collaborative understands that data is the foundation for both the operational efficiency and effectiveness of Workday, but also the user experience, as trust in data is paramount to a positive experience. We apply a holistic enterprise architecture approach to explore and understand your strategic vision and connect it with functional needs and expectations.

We assess readiness from data out to examine transformation potential and impacts on elements such as integration, configuration, and reporting, and concentrate on areas of intersection beyond data to surface ways to effectively achieve your transformation objectives. Specific to foundational data such as the chart of accounts, we focus on the Foundation Data Model (FDM) for assessing, designing, and managing core data such as organizational, hierarchical, job architecture and financial reporting required to create the Workday foundation.

The FDM Service is the initiation of the design of the data model used across HCM and Financials that establishes the foundation for Workday transaction processing and reporting. Goals of the exercise include:

Collaborative Solutions, LLC. Proprietary & Confidential 52

of North Carolina

COLLABORATIVE

SOLUTIONS
a cognizant oompcx y
/ t
workdayx.

City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Demonstrate
Power of One
Increase
understanding of the
power, flexibility, and
transparency of
Workday Financials
across the global
enterprise
Understand
Worktags
Demonstrate
Workday's worktags
as they relate to your
organization to show
how transactions,
processes, and
reports could look
with your data
Jumpstart the
Implementation
Provide a reliable
tool to reduce in
design time during
implementation and
a more accurate
estimation of the
implementation
effort required
Knowledge
Sharing
Opportunity to learn
from senior
experienced experts
with minimal level of
effort and cost to
your organization
The FDM service will be initiated during the Strategy stage with a key output being client specific data delivered in the initial tenant used to facilitate design discussions during the Architect Stage.

LEGG MASON

GLOBAL ASSET MANAGEMENT
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COMPANY
Pan American
Health
Organization
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BlueCross BlueShield

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NEW YORK

PUBLIC MEDIA
Bright Horizons.

FDM Readiness Clients

5.10 System Documentation and Manuals
The Vendor is expected to provide user manuals and online help for use by the City as part of the initial training and on -going operational support. Additionally, the Vendor is expected to provide technical documentation.
• Describe what documentation (user guide, technical guide, training materials, etc.) is available on the system proposed and any related costs.
• Describe what types of documentation you anticipate developing during the project.

Workday Response:

Workday has been designed with a consumer -grade user interface to deliver a user experience similar to consumer -like experience applications. As such, users are not required to understand complex menu structures or undertake difficult navigation tasks — this limits the amount of training and guidance required for your end users. Workday delivers both guide tours to assist with navigation, and Workday People Experience (Journeys and Help) to embed your organization's help guides, FAQs and policies against key HR actions such as recruiting Collaborative Solutions, LLC. Proprietary & Confidential 53 COLLABORATIVE

SOLUTIONS
a cognizant aompm y
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
compensation and talent/performance management tasks to ensure users have access to the relevant information when completing a task. Alerts and validations at a field level also support enforcement of your rules and processes to further guide users in execution of their tasks. Workday also provides guided tours that can be setup as field -level help text across various tasks. As a final point, Workday supports integrations with third -party plugins, which provide a deep, field -level click -guide guidance mechanism for those customers in need of a more detailed help function.

Workday Community is Workday's customer portal that provides access to others in the Workday ecosystem including partners, other customers, and Workday. Community provides all customers with an area to access documentation, communicate on forums, and contribute or vote on "Brainstorm" ideas. Workday is unique in that all customers are on the same version. The benefit of one version is that customers can share resources such as reports and integrations. All of this collaboration occurs on the Workday Community portal.

Workday provides several types of documentation intended to help you with various scenarios of supporting Workday:

1. Services Update Notes - we publish service update notes weekly to document fixed bugs. In addition, we include notifications of any enhancements delivered with the service update.

2. Announcing Workday - approximately one month before the Release Preparation window for a feature release, we publish early release notes under the title of Announcing Workday.

Announcing describes the most highly anticipated features and enhancements planned for the release.

Announcing is not a comprehensive list of the features planned for the release.

3. What's New Report - is a standard Workday report that you can run in your Preview or Production tenant. What's New release notes provide information about new features and enhancements delivered to each tenant. We update the report weekly.

We notify you in the weekly service update notes when we add features or move features from Preview to Production.

We created the What's New report to provide you with a source of information that you can easily download to a spreadsheet to help you plan and manage your testing of the release.

See "What's New in Workday XX" for instructions on how to run the What's New report.

4. Workday Administrator Guide - is a how-to guide for configuring and using Workday.

All documentation is updated accordingly in Workday Community when we update the Workday service.

We provide translations of the Administrator Guide in:
• French (continental)
• Japanese
All of Workday's delivered business processes are integrated within the Workday solution through use of the Workday Business Process Framework. Workday includes the Workday Business Process Framework as part of our core platform. Workday delivers a default leading practice template business process definition for each Workday process (over 750 business processes), and customers can either use these leading practice templates as -is or configure them (without coding) to meet their own unique business process requirements.

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COLLABORATIVE

SOLUTIONS
a cognizant aompm y
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Workday provides online documentation and page -specific help on virtually every page in our application.

Training materials are provided for all Learn Virtual and Learn Independent courses. These training materials are provided in an eBook format. Training materials may only be used to support the specific, intended training activity and may not be duplicated without Workday's prior written consent.

Collaborative Response:

Throughout the project, Collaborative takes a forward -looking approach to both documentation and deliverables. At each stage, Collaborative leads will set expectations on standards and timelines for key deliverables. Subsequently, be it integrations, functional configuration or data conversion, each area will maintain documentation detailing each of the decisions map, file layouts, changes, and authorizations accordingly as applicable by the area being covered.

Training materials developed will be based on the specific business process definitions configured for the City.

We will capture all conditional steps in the Business Process, incorporate all validations that are defined by the client, as well as customize materials based on the security roles performing each step.

5.11 Disaster Recovery Plan
Please describe the services you provide around business continuity and disaster recovery, if any, as part of your proposed solution.

Workday Response:

Workday maintains a formal Business Continuity Program. The Business Continuity Plan is the framework by which an unplanned event would be managed in order to minimize the loss of vital resources and disruption of business operations throughout the company. The Business Continuity Plan outlines Workday's objectives, approach, responsibilities and procedures in carrying out the plan in case of an unplanned event. A test of Workday's Business Continuity Plan is performed annually to ensure the viability of the plan and to identify programmatic improvement opportunities. Workday's communications to employees, customers and vendors about the unplanned event is made according to the procedures outlined in the Business Continuity Plan.

Workday maintains back up and disaster recovery plans and tests them regularly. Workday commits to a recovery time objective of twelve (12) hours — measured from the time that the Workday Production Service becomes unavailable until it is available again. Workday commits to a recovery point objective of one (1) hour — measured from the time that the first transaction is lost until the Workday Production Service became unavailable. During regular operations the production configurations and data are kept up-to-date at the alternate site. The production databases have a remote copy of the databases kept at our secondary data center.

Workday has established failover capabilities between the primary and secondary data centers. Should a disaster be declared at the primary data center, Workday will quickly bring customers online from the secondary data center. Backup data from production are encrypted and transmitted over secure connections to the corresponding secondary data center. All data centers, both primary and secondary, are located within the United States.

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COLLABORATIVE

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a cognizant aompo/ y
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022

5.12 Knowledge Transfer
The Vendor should describe their process for ensuring that a transfer of knowledge occurs back to City staff such that staff can support and maintaining the application in the most proficient manner once the Vendor implementation engagement is complete.

Include:
• Methodologies to ensure that training has been successful and City staff know how to use the new system.
• Approach to ensuring that City personnel can operate, maintain, configure, and modify the new system, including operation of the testing tools, supporting infrastructure, and security.

Workday Response:

With every new release, Workday Field Readiness and Workday Education partner to provide a series of Learn On -Demand videos to assist consultants in updating their knowledge. Collectively this is referred to as Update Training. The individual videos contained within an update training curriculum are called 'Knowledge Bytes'. We offer system training to our business partners to ensure they have knowledge on the latest functionality to support our customer's implementations. We continually enhance our education delivery capabilities using innovative technology to provide our customers and business partners additional classroom experiences, online training opportunities, and other knowledge transfer sessions to help build self-sufficiency and ensure successful customer adoption of the Workday service.

Your technical staff who will participate on the project team to deploy your Workday system will need to take courses designed by Workday to prepare your organization to successfully deploy and use your Workday system. Please see the Workday Education Training Catalog for detailed descriptions of these courses and the training options available. These course offerings will supplement the real-time knowledge transfer that your project team will receive from your consulting team during project workshops, design sessions and other project activities. Below are a few examples of those recommended training sessions for technical resources. • Workday Integration System Fundamentals
• Core Connectors and Document Transformation
• Workday Report Writer
• Workday Report Designer (BIRT)
• Configurable Security Fundamentals
• Advanced Configurable Security
Technical refresher training is available using our Learn On -Demand libraries. Learn On -Demand is a cost- effective alternative to traditional education delivery, providing access to training 24/7 from any computer.

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COLLABORATIVE

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a cognizant aompv y
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Collaborative Response:

Knowledge Transfer (Project Team)
Knowledge transfer is built into our implementation approach, so the project team achieves the new knowledge, skills, and self-sufficiency they need to support themselves after Go -Live. Our Knowledge Transfer approach educates and teaches project team members how to effectively leverage the Workday solution to perform their future job duties and maintain the system from an administrative perspective. This includes how to update business processes and security configuration, as well as preparing City of Santa Maria to manage Workday's semi-annual updates.

Specific milestones and opportunities for knowledge transfer are listed below:
a Architect Workshops — Immersion includes learning the kind of questions and clarifications that are asked to understand how to translate requirements into design considerations. • Work Stream Meetings (weekly scheduled and ad hoc) — Led by Collaborative consultants and attended by City of Santa Maria SMEs to facilitate Collaborative resources sharing the analysis, decision making, and configuration options available to meet requirements.
• Customer Confirmation Sessions — Immersion learning supported by review of functional requirement configuration, on -demand configuration changes (as possible), and hands-on experience of managing business processes.
• Test Scenario Development —Ensures City of Santa Maria understanding of the expected outcomes of tests.
• End -to -End Testing —First round of End -to -End has Collaborative consultants responsible for triaging and resolving test issues with observation and support provided by City of Santa Maria. The second round of End -To -End encourages City of Santa Maria resources to be the first line of triage support with shared responsibility for resolving issues between Collaborative and City of Santa Maria. • User Acceptance Testing (UAT) — User Acceptance Testing (UAT) is designed to certify the Workday application and Workday integrations are working properly. The UAT stage also helps to ensure that City of Santa Maria SMEs are confident in their ability to perform their daily tasks using Workday by allowing select business process owners (outside of the core City of Santa Maria team) to provide final validation that the configured system is ready for Production. During UAT, each scenario is assigned to one or more SMEs to act as business process owners and verify that the test executed successfully. • Payroll Integration Parallel Test — As Payroll Parallel Testing is completed, City of Santa Maria resources should be primary for all Issue triage and resolution, and the opportunity for knowledge transfer among City of Santa Maria resources. As with all stages of testing, Collaborative consultants are available to support City of Santa Maria resources with triaging, resolving, and continued knowledge transfer. • Deploy Stage — Any knowledge transfer remediation that is identified during Payroll Parallel Testing is completed during the Deploy Stage.

Our assessment of progression of knowledge transfer by the end of the stages is as follows:
• Architect Stage — City of Santa Maria resources understand the concepts and relationships between configuration set up values, business processes, and data. • Configure & Prototype Stage — City of Santa Maria resources can configure set up values, business processes, condition rules, and reports. It is during this stage that we expect to use the "See One, Do One, Collaborative Solutions, LLC. Proprietary & Confidential 57

COLLABORATIVE

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a cognizant u,. r pony
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Teach One" methodology to ensure Knowledge Transfer to City of Santa Maria resources together.

Separate knowledge transfer sessions are not included in the method. • Test Stage — City of Santa Maria resources can triage testing issues and resolve issues. • Deploy Stage — City of Santa Maria resources can train any non -core team members that will have responsibilities in production as identified above.

Training (For End Users)
End -user training is a fundamental component of our Organizational Change & Training (OC&T) methodology.

Our traditional training approach is to provide training tailored to end users and other stakeholders, dependent on the specific roles and business functions they perform. Prior to training, the end users and managers receive communications about the new technology and business processes to build their awareness and enthusiasm about the upcoming changes.

The first step in our training development methodology involves developing an End -User Training Strategy, which serves as a roadmap for all training activities. Collaborative and City of Santa Maria would jointly define the training philosophy to ensure that the most effective education for the City of Santa Maria environment is delivered to end users.

Following the development of the End -User Training Strategy, we conduct thorough assessments of each client's needs during Architect Workshops and Customer Confirmation Sessions, and with that information derive a detailed Training Needs Assessment. These assessments are validated with the client functional team leads and project management prior to building a detailed Training Curriculum Plan for the various end -user populations.

We have found that applying a range of training methods works best for most of our clients.

Once training methods have been selected and a meaningful amount of training materials drafted, clients may also elect to have Collaborative assist in User Experience Sessions (UES). While not a form of testing, UES generally occurs during the Test Stage to take advantage of the general stability of most configuration expected by that time. UES focuses on true end -user populations who have not yet been exposed to Workday. During UES, participants do not have the ability to change the system. Instead, we create an "experience" for end -users to explore the system and build their first impressions. The goal of UES is to pilot the system with a group of users who have had no prior exposure to gain an additional, candid perspective on how the new system will be received and whether it is meeting overall end -user project objectives. Feedback from UES also allows the OC&T workstream to pressure -test initial training materials. Combined, this information helps the training team identify and drive focused revisions and adjustments to training materials and plans, in turn ensuring the maximum impact and benefit of your training program.

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COLLABORATIVE

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a cognizant por y
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
The following table outlines the benefits and/or implications of the various types of end -user training delivery method options we would recommend for the deployment of Workday:

Detailed Training Methods
Training Method Benefits/Implications
Train -the -Trainer for Instructor Led Training •
Provides tools and expertise to City of Santa Maria's in- house functional and/or training teams, allowing for
enhanced knowledge transfer, flexible deployment, and
ongoing internal training capacity
•
Client must provide training resources
•
Scheduling and related logistics
Instructor Led Training (Collaborative Led) •
Provides detailed training from experienced resources
•
Allows targeting training for specific stakeholder groups, including grouping trainees by which employee type they most often transact upon (ex. faculty, staff, student)
•
Increased delivery cost
Customized On -Demand Training Videos
•
Can pair with objective assessment tools to determine the level of the end -user's comprehension of the delivered material
•
End -users can view on -demand and as needed to support their successful completion of transactions in Workday
•
Reduced delivery cost
Webinars/Presentations to Introduce City of
Large audience can receive the same message at the same Santa Maria -Specific Configuration and
time over a broad geographic area
Processes
•
Reduced delivery cost
•
Not repeatable unless recorded
Job Aids & Quick Reference Guides
•
Resource material used to aid in learning new processes and troubleshooting
Can be linked within Workday system, providing support
at the point of need
Must be updated as system changes occur to remain
relevant
In -System Guidance (Help Text, Guided Tours,
etc.)
•
Aids and guides at the point of need (directly within
Workday system)
•
Increases accessibility to training materials by linking them directly on the processes they support
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SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Section 6 - Functional System Requirements
Vendors will use the Microsoft Excel spreadsheet to provide responses to the requirements of this RFP must be provided in this section of the Vendor's response. Vendors must use ERP Software and Implementation Services - Specifications.xlsx addendum to this RFP and attach added explanation pages as necessary. Please include any costs associated with modifications in the Microsoft Excel pricing spreadsheet. Please note: The response to these requirements must be submitted in the exact format with no additional macros, formulas, new columns, modifications, passwords. Failure to adhere to this requirement can result in disqualification of the entire proposal.

Workday Response:

ERP Software and Implementation Services - Specifications Collaborative Solutions, LLC. Proprietary & Confidential 60

COLLABORATIVE

SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Section 7 — Staffing Plan
In addition to providing responses to the following items, the Vendor must complete the Staffing Plan Form — F in attachment ERP Software and Implementation Services - Vendor Forms.docx to this RFP and include it in this section of the response.
• The Vendor must detail the type and amount of implementation support to be provided (e.g., number of personnel, level of personnel, time commitment, etc.). Include resumes for all personnel that will be assigned to the project. If the Vendor is using a subcontractor, include information on subcontracting staff being used and their specific role on the project.

Collaborative Response:

Project Roles and Responsibilities
There are various roles that need to be filled on a deployment. The following is a description of the project team roles and responsibilities for Collaborative, City of Santa Maria, and Workday resources.

Collaborative Solutions Roles
The extent of each Collaborative team
member's involvement will vary by task as
defined in the project plan. Collaborative will
notify City of Santa Maria of any change in the
Collaborative team that may be necessary
from time to time. The Collaborative team
listing below does not exclude other
Collaborative staff from being involved in this
project.

Workday
Collaborative The City of
Solutions Santa Maria
111,
Collaborative resources are process/software specialists and are responsible for providing functional and technical expertise to the project. Collaborative's core responsibilities include the following:
• Lead and drive business process configuration according to City of Santa Maria's requirements • Set up and configure system as defined in the SOW
• Coach City of Santa Maria about the options and implications around each process/configuration decision • Assist City of Santa Maria with the resolution of issues • Identify potential business process improvements
• Escalate project problems and risks to the project leadership and/or steering committee as appropriate • Support City of Santa Maria during testing and validation activities • Assist City of Santa Maria with planning and managing the Organizational Change & Training (OC&T) Program
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e�

COLLABORATIVE

SOLUTIONS
a cognizant t company
workday.

City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
• Share OC&T templates and coach City of Santa Maria on how to use and maintain • Provide OC&T support during the implementation
Collaborative's responsibilities will be completed on -site in City of Santa Maria facilities when required.

Team Member
Portfolio Director
Description of Role
Collaborative provides a Portfolio Director to serve in an advisory role and escalation point on all Workday deployments to ensure success by working collaboratively with City of Santa Maria Executives, City of Santa Maria Project Manager, Workday leadership, and Collaborative's Engagement Manager. Supports Collaborative Engagement Manager to resolve any escalated issues in a timely manner and sign -off on key deliverables throughout the project per the CynergyTM for Workday methodology. The Collaborative Portfolio Director is an active and visible resource on the project and is expected to participate in regularly scheduled Steering Committee meetings and milestone activities to ensure the project is meeting the goals/objectives and timeframes outlined at the beginning of the project.

Functional Architect
Collaborative provides a Functional Architect (FA) to work with City of Santa Maria in leading and driving the solution based on their broad Workday experience along with deep implementation expertise. The FA will work with City of Santa Maria to drive City of Santa Maria solutions and provide design/strategy support. The FA is responsible for driving the design and business process sessions along with the Collaborative Consultants.

Engagement Manager
Collaborative provides a designated Engagement Manager (EM) who is responsible for working with the City of Santa Maria Project Manager to ensure the timely success of the project. The EM guides the project by providing Workday best practices as they relate to project management techniques, the use of CynergyTM tools and templates, interaction with Workday Product Strategy and Development, and leveraging Collaborative CynergyTM implementation methodology. The EM staffs the project and guides project activities to ensure the timely completion of the project in accordance with the project charter and project plan. The EM is liaison with Workday on project -related issues that may be outside the direct control of the project team (e.g., coordinating the resolution of issues with product development).

The EM partners with the Collaborative Consultants and City of Santa Maria project leads to provide additional guidance on Workday implementation best -practices, industry standards, and facilitate knowledge sharing among Workday clients as appropriate. The EM keeps the City of Santa Maria project team apprised of Workday updates, tenant changes, and can provide guidance on using the Workday Community.

Project Associate
Collaborative provides a Project Associate (PA). The Project Associate is responsible for coordinating with the Collaborative consultants to Collaborative Solutions, LLC.

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e�

COLLABORATIVE

SOLUTIONS
a cognizant company
workday.

City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Team Member
Description of Role
maintain the forecast, maintain status report details, and run weekly financials reports. The Project Associate may also attend meetings such as steering committee meetings to capture meeting minutes allowing the Engagement Manager to focus on leading the discussion. Performs engagement management tasks as assigned by EM.

Executive Sponsor
The point of contact for Collaborative's Executive Management team.

Works with the Collaborative PD & EM to ensure that escalated issues do not impact the project timeline.

Functional Consultant(s)
Responsible for working with City of Santa Maria to lead and drive City of Santa Maria business process design and integration requirements.

The Principal Consultant(s) lead business process workshops and workflow iterative development and develop business process templates that are a key input into the configuration of the solution.

The Principal Consultant(s) configures Workday according to City of Santa Maria requirements and documents any areas where
requirements are not met. They provide best practices to enhance City of Santa Maria access to the features/functions of the Workday solution. They support the testing, data conversion, and integration development efforts. They escalate issues that may impact the Go -Live date to the Collaborative EM.

Integration Consultant(s)
Responsible for working with the Collaborative Principal Consultant(s) and the City of Santa Maria Business Analysts to gather and document integration requirements. The Integration Consultant(s) leads the configuration and supports the testing of Workday packaged integrations and the development of City of Santa Maria integrations as defined by the SOW.

Data Conversion Consultant(s)
Responsible for converting City of Santa Maria data into Workday based on the configuration and mapping done by the Collaborative Principal Consultant(s) and the City of Santa Maria Business Analysts.

The Collaborative Data Conversion Consultant(s) works with the City of Santa Maria Business Analysts to resolve data related issues. They work with City of Santa Maria to resolve loading errors and reload the appropriate tenants.

Change Architect (Recommended)
The Change Architect is a senior professional resource of the Organizational Change & Training (OC&T) practice who supports the OC&T Team to ensure the quality of consulting services and deliverables. The Change Architect provides leadership and expertise to both Collaborative's OC&T Lead and the client's organizational change, communications, and training resources. The Change Architect supports the client relationship, ensures client satisfaction throughout the duration of the project, and is the first point of escalation for risks and issues related to the OC&T workstream.

Collaborative Solutions, LLC.

Proprietary & Confidential
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COLLABORATIVE

SOLUTIONS
a cognizant company
workday.

City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Team Member
Description of Role
Organizational Change & Training
Lead (Recommended)
The Organizational Change & Training (OC&T) Lead is focused on defining strategy, establishing plans, and driving execution of change management and end -user training activities. He or she provides guidance to the relevant counterparts on City of Santa Maria's OC&T team and guides the work stream through the specific methodology at each stage throughout the project, as defined in the project scope. The OC&T Lead is also responsible for the administration of the workstream, including timeline management and status reporting as defined by the overall project management team.

Strategy Architect (Recommended)
The Strategy Architect provides oversight and direction for Strategy engagements to other Strategy team members and delivering trusted business advisor support to clients. They Partner with senior executives to understand organizational perspectives and recommend best -fit methods to execute business strategies, improve operations and performance, and optimize roles and responsibilities. The Architect works with clients to understand the people issues associated with technology implementations, specifically Workday and ancillary systems including but not limited to role re -definition, skill gaps, and change readiness. The Architect continues to partner with senior executives and program managers to understand an organizations inherent capability regarding governance, decision making, data integrity, and technology development to design strategies to set the stage for successful technology implementations.

Strategy Lead (Recommended)
The Strategy Lead supports the Strategy Architect and client leadership to understand organizational perspectives and recommend best -fit methods to execute business strategies, improve operations and performance, and optimize roles and responsibilities. They will participate in development of the strategy, business initiatives, and organizational changes needed to gain leadership alignment, enable change leadership, promote stakeholder and employee engagement, enable further organizational change programs and plans. They lead assessments and meetings, developing deliverables, and delivering trusted business advisor support to clients. This lead provides knowledge transfer during transition from strategic engagement to implementation engagement ensuring client requirements, decisions, and culture are shared to enable a seamless transition between projects.

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SOLUTIONS
a cognizant ocmpony
City of Santa Maria
Executive Sponsor
workday
I Steering Committee (The City / Collaborative)
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022

COLLABORATIVE

SOLUTIONS
A Cognizant Compar.

Collaborative
Executive Sponsor
The City
Project Manager
Benefits SME Payroll SME
Financials Testing Lead
Lead
4====0
HCM/Talent/
Comp SMEs
COLMAt1YE
& YOU
BE7ttR10CI1xn
Data
Change/ Conversion/
Training/ Integrations/
Comms Leads Reporting/
Security SME
Collaborative
Portfolio Director
Collaborative
Engagement Manager
HCM Lead
Payroll/
Absence Lead
Talent Lead
Financials
Lead
Integrations
Lead
Data
Conversion
Lead
Org.Change
& Training
Lead
Workday— Delivery Assurance
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COLLABORATIVE

SOLUTIONS
a cognizant comp xiy
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Section 8 — Ongoing Support Services
In addition to providing responses to the following items, the Vendor must complete the Ongoing Support Services Form — G in attachment ERP Software and Implementation Services - Vendor Forms.docx to this RFP and include it in this section of the response. • Please specify the nature and conditions of any post -implementation support options including:
o Post -go live support that is included in the proposal response Workday Response:

Whilst Workday Support and all the associated service levels are applicable from the start of your deployment, Workday also includes a formal Service to Success transition that provides our Customer Success and Customer Base teams with a
full transition of knowledge and information on your journey to date (both the sales engagement and deployment).

Please find below an overview of the different support teams available to you.

Workday Post -Deployment Support Services Available:

Workday Support — Workday is committed to answering your questions and quickly resolving your issues with world class 24x7 production support. Gain access to our experts and get your questions answered and problems solved in the way that works best for you.

With Workday Support, you can:
• Gain access to our experts 24x7
• Get rapid resolution to any production issues
• Benefit from the multi -tenant SaaS delivery model where a resolution for one is a resolution for all Support analysts are specialists in the capabilities and functions that make up the Workday application services you have subscribed too. They also know the tools you'll use to configure and maintain your Workday system such as integrations, business processes, security, and reporting.

Workday Customer Success — Customer satisfaction is a goal of most companies, but it's a core value of every employee at Workday. That's why the Customer Success program surrounds our entire Customer Service Operations delivery model. Customer Success helps you get the resources you need so you can realize the full value of your investment.

Workday Community - Workday Community is a repository of content provided by our Customers, our Partner Ecosystem, and Workday. Community is searchable and includes topics on a variety of subjects. Customers can ask questions and get feedback from all other participants in Community.

Workday Success Plans - Workday Success Plans are subscription -based services plans that include education, Collaborative Solutions, LLC. Proprietary & Confidential 66

COLLABORATIVE

SOLUTIONS
a cognizant LA, .,,pony
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
tools, and Workday expertise to empower teams to use and adopt Workday more effectively, and cost - efficiently, throughout their time in production, as business needs evolve. There are several levels to the subscription plans to meet the needs of a diverse customer base.

Workday Education and Training: For further information, please refer to the following link; https://www.workday.com/en-us/customer-experience/education- training.html o Onsite support (e.g., system tuning, application configuration, interface issues, report development, network optimization, user training and tips to optimize the user experience)
Workday Response:

Due to the nature of the Workday hosted Cloud platform, onsite support is unnecessary. Major issues, or "Blockers" as they are known in the Workday priority structure, are dealt with in a very specific manner with fast escalation through development resulting in a fix being applied to all customers through one of the regularly scheduled weekly patches. With all Workday customers being on the same release and patch level, and no customizations to take into account, patching is a fast and easy process giving Workday the advantage of safer, faster fixes than on -premise applications.
o Telephone support,
Workday Response:

Workday Support is provided online through our case management system, Workday Customer Center. Staffed with highly trained experts, Workday Support and Customer Care organizations are available around the clock and around the world.

Customers can also request a phone call after a case is created online. The Workday Customer Center is available 24 hours a day, 365 days a year.
o Help Desk services (If there is a service level agreement for your help desk, provide a copy with your RFP response.) Specify days, hours and escalation options Workday Response:

Workday provides its customer with 24x7 technical assistance in accordance with the Support and Service Availability Policy stated in our SLA (service level availability).

Customers who need to interact with Workday open cases via our case management system. New cases require a description of the problem, the customer's assessment of impact, along with the affected system environments (Production, Sandbox, or Implementation). A case is assigned to a Workday Support Analyst for response, analysis, and resolution. Customers receive a unique case number and confirmation email for each case opened.

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COLLABORATIVE

SOLUTIONS
a cognizant a;mpary
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
The case workflow provides status information to customers. As a case moves through the workflow, the Support Analyst and Named Support Contact will communicate via the Customer Center, documenting the problem and its resolution.

If requested by either party, a phone call or online meeting will be scheduled and documented within the case by the customer and Workday. In addition, if requested by either party, a management escalation will occur.

Occasionally, Workday identifies an issue that needs to be proactively communicated to particular customers. In that event, Workday will contact each affected customer. For issues affecting many customers, Workday will communicate via Workday Community Alerts.

When a resolution to a case has been provided and the customer acknowledges receiving it by commenting in the case, the case will be closed. In the event of no customer communication, the case will be closed by Support.

Workday provides advance notice on the Workday Community site of scheduled downtimes due to weekly, monthly, and quarterly scheduled maintenance (see SLA). Upcoming scheduled downtimes are also proactively displayed within the Workday User Interface.

Note that customers often maintain their own case management system for internal use; the Workday platform is not for use in managing internal cases.

The Workday Production Support and Service Level Availability Policy (SLA) is located at https://www.workday.com/content/dam/web/en-us/documents/legal/workday-production-support-and- service-level-availability-policy.pdf, which may be updated by Workday from time to time. No update shall materially decrease Workday's responsibilities under the Workday SLA. o Toll -free support line
Workday Response:

Technical support is provided online through the Customer Center, our case management system. We do not leverage a telephony -based call routing system; however, customers can select their preferred method of contact as phone call, when a case is created online or request a phone call through a case comment. o Users groups
Workday Response:

Workday's User Groups are a growing and powerful way for Workday customers around the globe to get more from Workday —we are happy to support their further growth and maturity.

User Group Types
Workday has three main types of user groups:

Product: Workday customers who share interest in the same product functionality. Each group focuses on its unique area of the product line. Product group are typically organized by a Workday Product Manager.

Collaborative Solutions, LLC. Proprietary & Confidential 68

COLLABORATIVE

SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Regional: Workday customers who are based in the same geographic region. The members have regular meetings where they can share their ideas. Regional user groups are independent organizations run by local Workday customers. Workday promotes regional user groups but does not own, manage or direct the groups. Each regional group operates independently and typically meet several times a year in person.

Special Interest: Workday customers who are part of the same industry or other specialty areas, e.g., Technology, Higher Education, Government, Retail, etc. Special Interest group objectives include networking with others in your area of interest regarding the use of existing functionality, sharing and discussing common best practices, and providing collective feedback to Workday Product Management via the Community group.

The Workday Community site provides in -person and online spaces to organize members and meetings and to post presentations and other materials. The groups are largely run by customers and are self -organized; User Group chapters can be found throughout the world (North America, EMEA, APJ). Workday is often invited to present or participate but peer -to -peer presentations are more common. o Online knowledgebase (i.e. — how it is accesses, who updates it, etc.) Workday Response:

The Workday Community was launched at Workday Rising 2008. As a customer of Workday, your organization can gain access to The Workday Customer Community —our primary vehicle for customer communications, including on-line forums and brainstorm (where the Workday Community collaborates and votes on enhancement ideas). Workday Product Strategy and Product Management take information from the Brainstorm and use it as input to their product planning process.

VV COMMUNITY
Product Information
Q
Workday 2020R1 Release Center
Your one -stop resource for release details, references, maintenance calendars, and alerts.

Read more
I HCM
Financials
Cross Application
Integrations
Industry
Student
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Absence
Management
Recruntno
er:;1,
Starling
Basics Release Products Collaborat7
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Talen: Time Trackinc:

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Collaborative Solutions, LLC. Proprietary & Confidential 69

COLLABORATIVE

SOLUTIONS
a cognizant ccmpaxy
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Collaborative Response:

Post -Production Services
Upon going live, our clients often seek to continue to expand the partnership by leveraging one or more of our Workday support and optimization services within Collaborative's Continuous Value Services offering (CVS).

Whether the client is looking for assistance on functional or technical Workday support activities, targeted optimization of owned but not yet deployed Workday functionality, or the deployment of brand-new Workday functions, Collaborative has demonstrated success in all facets of post Go -Live Workday engagements.

Specific to the City of Santa Maria our ability to deploy and support the entire Workday Platform allows us to be a one -stop shop for any Workday -related engagements for your organization.

The initial Workday deployment is only the start of a great journey. Our belief is that with the ever-increasing functional benefits of Workday, our clients can gain value continually from the platform. One of the most important aspects to achieve the full benefit in your investment in Workday is to establish a well-defined internal Workday roadmap planning, review, and ongoing engagement amongst key stakeholders and system owners in a post -Go -Live support model.

This provides an opportunity to evaluate and identify how current and upcoming planned business needs can be supported through the effective use of technology. It can also ensure that those charged with executing and managing the governance policies have an avenue to review current system challenges and to identify areas where improvements can be made.

Continuous Value Services tends to fall within the five following categories:
• Strategic Lifecycle Planning offerings tailored to meet the most pressing needs preventing clients from realizing the maximum value from their Workday investment • Execution of planned, current year roadmap initiatives • Optimization efforts and extension of current functionality • Required maintenance to support annual occurrences such as annual merit, financials year-end close, audit requests, or open enrollment
• Planned and unplanned tasks introduced due to break -fix, punch list, change in business -drivers, regulatory, or compliance requirements
As part of our comprehensive set of post -deployment CVS offerings, our Lean -On Service provides on -demand support for what you need and when you need it from one of the most experienced set of resources in the Workday ecosystem.

Flexibility is key to our Lean -On Services. The service is typically contracted on an annual basis which targets planned staffing and resourcing needs. The service provides significant flexibility to provide optimization and production support for the following representative functional and technical support needs:

Collaborative Solutions, LLC. Proprietary & Confidential 70

COLLABORATIVE

SOLUTIONS
a cognizant aompv y
workday.

City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Activity
Functionality Scope
Workday Support and Troubleshooting
Assistance with support activities may include, but is not limited to, troubleshooting issues, guidance and other day to day activities including assisting the team with support requests.

New Functionality Review
Collaborative reviews new features and functions not yet implemented. Collaborative assists with new functionality reviews, which may include, but are not limited to, support and guidance for making decisions regarding the implementation of new functionality, such as employee/manager self-service, benefits, performance and absence management.

Collaborative can also provide sample testing scenarios, if available, or can help support Client in creating new sample test scenarios on an as -requested basis.

Reporting and Integrations
Based on Client requirements, Collaborative may provide technical support including integrations, custom reporting, and business form layouts via the Business Intelligence Reporting Tools (BIRT) framework. Integration assistance may include the configuration and supports the testing of Workday packaged integrations and the development of Client integrations.

Workday Solution Optimization
Collaborative is able to help improve the utilization of Client's Workday solution, as well as the Client's experience. Such optimization may include, but not limited to, updating business processes, revising organization structures, or modifying rules for security, business process, and organization for the full Workday platform.

Knowledge Transfer
As agreed to by Client and Collaborative, Collaborative on -demand support may include knowledge transfer pertaining to the resolution of an issue and providing insight on how Client may troubleshoot similar issues in the future and advisory support services including guidance on new feature sets, impact -considerations, and solution guidance.

Organizational Change & Training Post-
Production Services
Collaborative offers in production Workday clients services related to Organizational Change Management, Communications, and Training.

This can be part of the Lean -on Service if requested. Please see the related section below for additional service details.

In addition to the Lean -On Services, additional CVS offerings include:
• Strategic Tenant Analysis & Plan — establishing a strategic baseline for demonstrating value, followed by a thorough evaluation of tenant configuration, resulting in a timebound, actionable roadmap which aligns to delivering on stakeholder definitions of values.
• Advanced Reporting Dashboard and Analytics (ARD) — an expanded package of approximately 60 pre- built reports and dashboards that are deployed in as little as five weeks. Dashboard examples include headcount information, quality of hire, turnover, population diversity, succession potential, etc.

Collaborative Solutions, LLC. Proprietary & Confidential 71

COLLABORATIVE

SOLUTIONS
a cognizant pony
workday.

City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
• Extension and Optimization — a defined project and scope that supports the deployment of additional Workday functionality that has already been purchased by the client. • Business Event Support — based on defined, larger scoped projects such as data and/or configuration changes required to support Mergers and Acquisitions or Divestitures. It is also used by clients for project - based support for significant design changes on recurring events of existing functionality such as Open Enrollment, Annual Merit/Bonus Processing, and Financials Year -End Close. • Testing Services — assistance with facilitating testing efforts including developing test plans, test scripts, and organizes testing feedback and updates to the configuration. ttg
City of Rochester, NY
01 AMS Services
• Lean -On Services
KJ,
IDUD
Packages
• Tenant Assessment
& Plan
• Advanced Reporting
& Dashboards
03 Phase X & Business
Events
• Deploy New Workday
Products
• Merger & Acquisition
• Divestitures
Organizational Change & Training
Strategic Services
Global Presence
Flexible Options for ME & LE Customers
CVS for In Production Clients
Differentiators for Our Continuous Value Services
Collaborative's Workday Continuous Value Services (CVS) Practice is dedicated to supporting Workday Clients that are in production. Although our CVS practice often collaborates with our primary professional services organization, they are exclusive, separate, and dedicated to providing support for existing Workday clients. We are committed to driving self-sufficiency for our clients in an efficient, scalable, and value driven model.

Knowledge Transfer is key to our joint success and incorporated into our standards of delivery.

We work with our clients to target "high value" support opportunities. This means we focus on efforts which will drive stabilization followed by optimization across all deployed Workday Functionality rather than operating primarily in a traditional help desk model that focuses in on "break/fix". While a limited amount of break/fix is unavoidable in a system as dynamic as Workday, our vast experience supporting Workday clients has led us the Collaborative Solutions, LLC. Proprietary & Confidential 72

COLLABORATIVE

SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
belief that both integration and functional support should evolve towards targeting ongoing enhancements, support of optimization efforts, and adapting to changing business requirements. Doing so moves our clients from operating in a reactive, legacy ERP manner to proactively increasing the value realized from their Workday investment.

The approach we take for supporting production clients aligns to the following:
• Stabilize, then optimize your rollout by providing a quality, highly experienced team of consultants that are dedicated to post- Go -Live services
• Proactively recommend adjustments to your Workday configuration which drive more value from the solution
• Emphasize and support a knowledge transfer first approach to support the City's investment in the Workday application to help your organization move towards self-sufficiency • Leverage our resources as an extension of your internal support team, versus the more traditional "break/fix" help desk model in legacy ERP's.
• Where feasible, align a pre -assigned account team comprising both functional and technical consultants for expected support needs, in addition to a dedicated Engagement Manager Recommended Approach for the City Phase 1
The approach we take for Lean -On Services aligns to the following:
• Build upon the successes from your initial deployment in Workday by recommending adjustments to your Workday configuration which drive more value from the solution • Stabilize, then optimize your rollout by providing a quality, highly experienced team of consultants that are dedicated to post- Go -Live services
• Emphasize and support a knowledge -transfer first approach to support the City's investment in the Workday application to help your organization move towards self-sufficiency • Leverage our resources as an extension of your internal support team, versus the more traditional "break/fix" help desk model in legacy ERP's.
• Where feasible, align a pre -assigned account team comprising both functional and technical consultants for expected support needs, in addition to a dedicated Engagement Manager Tenant Analysis & Plan with Strategy Needs
Collaborative's recommendation is summarized as follows:
• Guide the City through developing a Strategy Map to gain executive alignment around a number of key factors for your Workday program: Understanding your stakeholders' definitions for value, aligning system goals and guiding principles with those of the broader organization, and agreeing upon what outcomes best demonstrate the success of your system and by what measures those outcomes will be assessed. • Conduct a Tenant Analysis & Plan (TA&P) engagement to review in -tenant configuration and understand process issues and pain -points through the eyes of your subject matter experts.

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COLLABORATIVE

SOLUTIONS
a cognizant company
/ t
workdayx.

City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
• Build a comprehensive set of recommendations (inclusive of TA&P findings as well as the enhancements requested in this RFP) and develop a timebound, actionable roadmap for with a line of site to delivering the greatest value based on your Strategy.
• Execute enhancements according to approved roadmap
• Deploy Collaborative's Advanced Reporting & Dashboard Analytics package to give the City managers and leadership access to multiple reports and dashboards as quickly as five (5) weeks. • Pair your TA&P and Enhancement projects with ongoing Continuous Value Support (CVS) Lean -On services to support daily operations and coordinate with rolling deployment of enhancements.

Tenant Analysis & Plan
As part of our recommended approach, Collaborative would conduct a Tenant Analysis prior to undertaking the enhancement portion of the project.

Recommend
• Final tenant review, analysis,
and summary recommendations
• Next steps to implement with
Collaborative
Tenant Analysis Plan
Assess
• In -tenant by consultant(s) for
in scope functional areas
• Interviews with subject -matter
experts, end users, and key
stakeholders
Collaborative's Tenant Analysis & Plan service offering is available to current Workday clients. As part of the offering, Collaborative will analyze existing client configuration, either as per client request or in preparation for Financials or Payroll implementation. The standard offering includes a review of HCM Core, Organizations, Jobs and Positions, Core Compensation, Security, Business Process, Employee Self -Service, Manager Self -Service configuration. Additional functional areas may be added to scope if requested by the client and noted in the Statement of Work (SOW).

Collaborative will review in -scope, existing configuration for standardization, Collaborative recommended best practices, potential updates, optimization opportunities, and process efficiencies. Collaborative will also lead tenant analysis workshops (either onsite or remote) with key stakeholders for each of the scoped areas in order to discuss:

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e�

COLLABORATIVE

SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
• Discuss pain points
• Inefficiencies
• Manual workarounds
• Issues
• Concerns
• Desired enhancement
• Identify opportunities to more fully leverage Workday functionality • Improve the user experience
The Tenant Analysis & Plan will conclude with delivery of top recommendations to the client in both a detailed summary report and executive presentation.

Approach & Deliverables
Stage
Standard
Duration
Description
Reference
Strategy
3 weeks
The Strategy Map phase includes
Deliverables
Map
(1 of which may be
concurrent with
Plan)
workshops conducted onsite over 2
half -days which are focused on
identifying stakeholders' persona -
based value statements to build the
vision and goals for the system and
define success criteria and measures.

Strategy Map
• Gap discussions highlight deltas
between current state and
vision.
• This activity sets the parameters
for understanding
What changes will best
demonstrate value
How to align Workday
improvements strategically to
the direction of your business
Guiding principles for Workday
reconfiguration
Plan
1 week
The TA&P Plan stage will include an
introductory client meeting/kickoff to:

Deliverables
Tenant Analysis &
• Review the scope and ensure
team understanding
Plan Kickoff Presentation
and Agenda Template
Collaborative Solutions, LLC.

Proprietary & Confidential
75 e�

COLLABORATIVE

SOLUTIONS
a cognizant comps/ v
workday.

City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Stage
Standard
Duration
Description
Reference
• Review Strategy Map for
knowledge transfer to TA&P
resources
• Identify individuals to be
interviewed during the tenant
analysis stage
• Confirm timeline
• Schedule tenant
analysis workshops
This meeting may occur during the last
week of the Strategy Phase while the
Strategy Map is still being finalized.

Tenant Analysis & Plan
Project Plan (Smartsheet)
Analysis
3 weeks
The Analyze stage consists of two
pieces. First, an in -tenant analysis is
performed by the consultant(s) for any
in -scope functional areas. Second,
interviews with client SMEs, end users,
and key stakeholders are held
(preferably in person).

Deliverables
Information gathering
sessions/ tenant analysis
workshops (leverage the
above workbook to track
conversations) in the form
of interviews, focus groups,
or formal workshops in
instances where the
analysis is being conducted
prior to a Financials or
Payroll implementation, the
interviews may be omitted
Recommend
2 weeks
The recommendation stage will include
a final tenant review, analysis,
summarization and recommendations
to the client.

Detailed Findings and
Recommendations Report
This is the detailed report documenting
all Collaborative findings and
recommendations. This report is
developed based on the results
documented in the Tenant Analysis
Workbook and Checklist. The report
includes estimated complexity
(high/medium/low), estimated level of
effort (# hours) for both Collaborative
and the client, and dependencies, if
applicable, for recommendations. The
Deliverables
Tenant Analysis & Plan
Detailed Recommendations
and Summary Presentation
Collaborative Solutions, LLC.

Proprietary & Confidential
76 e�

COLLABORATIVE

SOLUTIONS
a cognizant compvry
workday.

City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Stage
Standard
Duration
Description
Reference
evaluation key used to make
recommendations is also included.

Summary of Findings and
Recommendations Presentation
This is a PPT summary of the findings
from the above report and is used in
the final readback of the
recommendations to the client. It
highlights overall recommendation
themes as well as the top 10.

Roadmap
3 weeks
The Roadmap phase involves Strategy
Deliverables
(1 of which is
resources working with the City to
Targeted Roadmap for
concurrent with
align the TA&P Recommendations to
Workday
Recommend)
available internal bandwidth and
contracted CVS support over a 1 -3 -year
timeline. Strategy Map and existing
Recommendations
(including any impacts to
agreed scope)
SOW commitments are considered and
any recommended adjustments to the
agreed scope will be documented.
• Strategy consultants collaborate
with CVS resources for Strategy
Map knowledge transfer to
inform TA&P Recommendation
• Strategy consultants develop a 1-
3 -year Workday Roadmap for
TA&P Recommendations which
includes applicable WD Product
Roadmap information and aligns
to the City's Strategy Map.

The following timeline demonstrated the coordination of activities between the Strategic and Functional components of the approach Collaborative recommends for the City:

Collaborative Solutions, LLC. Proprietary & Confidential 77

COLLABORATIVE

SOLUTIONS
a cognizant corrnnpo y
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Strategy Engagement
TA&P Shared Timeline
Week
1 Week
2 EIRE
Week
5 Week
6 Week
7 Week
8 Week
9 Week
10 ==1:1=
=1:11 fr
Engagement Timeline
Service Request Process Ticketing System
The City's primary contacts will submit all service requests via Collaborative's ticketing system which will enable involvement by Collaborative's support personnel for resolution. Requests will be managed depending upon the type as outlined below.

Issue Resolution Support for Existing Configuration
As issue requests are received, Collaborative will:
a. Acknowledge the request within 24 hours of the City's normal business hours. Definition of normal business hours will be mutually agreed upon between the City and Engagement Manager. If emergency assistance is needed, Client will log a case with Workday. Examples of emergency assistance include a system down issue or business critical function such as payroll not processing correctly. In non -emergency cases where urgent assistance is required, Client will submit a request via the ticketing system indicating the nature of the urgent request and contact the Collaborative's Engagement Manager (EM). The EM will work with Client to outline a plan of action to address the urgent issue in a timely manner. This may involve after hours support if mutually agreed upon between both parties. Support ticket requests initiated outside of standard hours of operation (i.e.

Saturday and Sunday) will receive an initial response when the standard hours of operation window becomes available.
b. Request details on the configuration impacted, if not already provided. c. Determine a plan of action for all standard requests to support resolution of the issue which will be provided within 48 hours of issue alert.
d. Review configuration changes required with the City and request the City's approval to apply fix.

Collaborative Solutions, LLC. Proprietary & Confidential 78

COLLABORATIVE

SOLUTIONS
a cognizant u,.,,pary
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
e. Client is responsible for testing and any move -to -production activities, which shall include configuration, business processes, data, reports and integrations. Client will provide written acceptance of test results to Collaborative's prior to any move to production. f. Should the City require Collaborative's assistance with move -to -production activities, the City will submit request via writing and provide written approval for Collaborative's to access the City production tenant. The City shall verify production results and is solely responsible for production accuracy. Client shall provide written acceptance to Collaborative's after such move -to -production activities.

If the City submits a request for assistance outside of the Collaborative ticketing system via any communication mechanism such as such as email, voice mail, text, instant message Collaborative is not subject to standard response times. g.

New Configuration Enhancement Requests
As new modification requests are received, Collaborative will:
a. The City will submit a request in the ticketing system. b. Gather information on the requirements and systems involved. c. Estimate the scope of effort.
d. Request approval from the City, through ticketing system, to begin work via the ticket.

If level of effort is expected to exhaust available hours or is estimated to take more than 40 hours, a separate Change Order may be prepared.

The EM will request resource(s) upon signature of the Change Order and can take up to ten business days from date of signature. Schedule the work with the City as determined between the City's Project Manager and Collaborative's EM.
e. Complete configuration and unit testing.
f. Provide the change for user acceptance testing in the City's sandbox or implementation tenant.

Collaborative's can assist with providing testing guidance, if requested.

For more information please see our CVS Data Sheet on the Resources page of our website.

Collaborative Solutions, LLC. Proprietary & Confidential 79

e�

COLLABORATIVE

SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
• Describe your maintenance programs and options with associated pricing. • Please describe any ongoing utility billing management services that you provide (e.g. annual rate updates, etc.)
Provide information on your reporting approach including:
• A representative list of out -of -the -box reports
• Description of various methods of reporting including Business Intelligence • Methods for the City to identify, specify, and develop required custom City reports during the implementation.

Collaborative Response:

As part of our comprehensive set of post -deployment CVS offerings, our Lean -On Service provides on -demand support for what you need and when you need it from one of the most experienced set of resources in the Workday ecosystem.

The following table represents some of the activities that we have provided for on -demand support and specific client issues encountered:

Activity
Functionality Scope
Workday Support and Troubleshooting
Assistance with support activities may include, but is not limited to, troubleshooting issues, guidance and other day to day activities including assisting the team with support requests.

Collaborative can also provide sample testing scenarios, if available, or can help support Client in creating new sample test scenarios on an as - requested basis.

Workday Solution Optimization
Collaborative is able to help improve the utilization of Customer's Workday solution, as well as the Customer's experience. Such optimization may include, but not limited to, updating business processes, revising organization structures, or modifying rules for Collaborative Solutions, LLC.

Proprietary & Confidential
80 COLLABORATIVE

SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
security, business process, and organization for the full Workday platform.

Organizational Change & Training Post-
Production Services
Collaborative offers in production Workday customers services related to Organizational Change Management, Communications, and Training. This can be part of the Lean -on Service if requested. Please see the related section below for additional service details.

Advanced Report Dashboards & Analytics
Following numerous requests from our customers over the years for us to develop dashboard and scorecards, we decided to create a pre-packaged Workday Advanced Report Dashboards & Analytics offering. We have essentially taken the best -of -the best of the Workday dashboards and scorecards that we have created and have developed three offerings: HCM, System Administration and Financials.

This offering can be leveraged by the City and can be implemented in as little as five (5) weeks.

This offering is unique in the Workday ecosystem and will provide the City leadership and management teams with real-time analytics to facilitate strategic and operational decisions.

Advanced Reporting Dashboards are pre -built reports that allow minor tweaking for your requirements. They include key metrics that Collaborative has developed based off years of experience and best practices, and grow every quarter based on feedback from clients.

Advanced Report Dashboards & Analytics for HCM
Executive insight for your HCM solution is a key driver for success in any deployment. The challenge is dedicating the time and resources to effectively build the reports, which can take thousands of hours, and hundreds of thousands of dollars to complete.

With Collaborative's optional Advanced Report Dashboards & Analytics for HCM service, you can have almost 60 reports deployed in as little as five weeks for a fraction of the cost and effort it would take to build them on your own. Leveraging our industry best practices and 15 years as an HR and Financial consultancy, you'll gain ROI and increased adoption and agility from your HR and Financials investment in Workday.

Collaborative Solutions, LLC. Proprietary & Confidential 81

COLLABORATIVE

SOLUTIONS
a cognizant ccmpcny
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Section 9 — Client References
The Vendor must provide at least three references (maximum five) from clients within the last 5 years that are similar in size and complexity to the City. The format for Vendor references is provided in Client Reference form in the attachment ERP Software and Implementation Services - Vendor Forms.docx. In addition, the City requests a listing of all municipal clients, and at least one reference must be a vendor hosted / cloud deployment.

Refer to Section 12: Other Required Forms for Client Reference Form.

Collaborative Solutions, LLC. Proprietary & Confidential 82

COLLABORATIVE

SOLUTIONS
a cognizant comp xiy
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Section 10 - Subscription and Maintenance
Agreements
Sample subscription and maintenance agreements must be provided in this part of the Vendor's response for all components of the recommended solution. Indicate the basis on how subscription fees are determined.

Workday Response:

We have included our Master Subscription Agreement and sample Order Forms for Subscription and Training for your review.

Workday's simplified subscription pricing model is based on the total number of workers in the enterprise over the term of the agreement. We first determine the number for FSE (full -service equivalent) workers based on the makeup of the workers at the company.

Concessions are applied to part time, contingent, casual and volunteer or other type of workers who will access the system, providing a fair and simplified subscription model that is easy to manage. Concession to the fees is applied to part-time, casual/contingent and other worker types who will potentially have lesser interaction with the system. Full-time workers count as 100% of an FSE; part-time workers count as 50% of an FSE; contingent (contract) workers count as 25% of an FSE. All worker and user types have full access to Workday managed through role -based security.
• How are local customizations or configurations maintained when installing new releases of the Vendor's software? Describe the level of support that the Vendor provides to the City for identifying, validating, and testing scripts related to the latest software release.

Workday Response:

Workday's focus is to maintain a strategy that allows us to provide cost-effective but flexible solutions and the ability to leverage new features and enhancements going forward.

Workday does not operate on a model of "customization" but rather configuration. Everything from branding to validation rules, to custom objects to Business Processes is available for configuration by a customer. These configurations — many of which would be considered "customizations" in the legacy application world — are retained seamlessly when Workday services are updated behind -the -scenes.

All Workday customers are on exactly the same version of the service and all customers are update to new versions at exactly the same time. Configurations are automatically brought forward to the new version without Collaborative Solutions, LLC. Proprietary & Confidential 83

COLLABORATIVE

SOLUTIONS
a cognizant compary
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
effort on the customer's part. Because they are configurations and not customizations, they do not break during the update process.

Workday provides details for new Feature Updates in the Release Center that is part of the Workday Community customer collaboration site. This provides details on new features, training videos, and other tools to prepare for the update.

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e�

COLLABORATIVE

SOLUTIONS
a cognizant compory
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Section 11- Exceptions and Deviations
If the Vendor finds it impossible or impractical to adhere to any portion of these specifications and all attachments, it shall be so stated in its proposal, with all deviations grouped together in a separate section entitled, "Exceptions Workday Exception: Workday takes exception to customer created terms and conditions, and will negotiate in good faith based on Workday's standard contractual documents. An innovative one -to - many model such as Workday's necessitates a consistent contracting approach with accurate descriptions of what we are delivering and how we deliver it. If selected, Workday will provide a cross-reference as to where provisions are addressed in the Workday contract documents as compared to any sample terms and conditions provided in an RFP. This is the same approach we take with our other large Public Sector customers. We have provided our sample MSA for your review.

Since Workday uses our own contractual documents which form the basis of our customer relationships, various traditional RFP concepts such as warranting to requirements, attachment of RFPs or proposals to contracts, etc. don't lend themselves well to Workday's model. Workday's proposals are predicated on use of Workday's standard contractual documents, please review our Exceptions, Assumptions and Conditions section of this proposal.
/deviations from Proposal Requirements." This section will be all- inclusive and will contain a definition statement of every objection or deviation with adherence to specific RFP sections.

Objections or deviations expressed only in other parts of the proposal, either directly or by implication, will not be accepted as deviations, and the Vendor in submitting a proposal, will accept this stipulation without recourse.

Workday Response:

Non-Comply/Exception Explanations

1.1.1 Scope of
Agreement
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.1.2 Services to be
Performed
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
• Workday's Contractual Approach.pdf

1.1.3 City's Duties
Exception. Please see
Collaborative Solutions, LLC.

Proprietary & Confidential
85 COLLABORATIVE

SOLUTIONS
a cognizant comporry
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Non-Comply/Exception Explanations
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.1.4 Incorporation by
Reference
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.1.5 Entire Agreement
Clause
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
• Workday's Contractual Approach.pdf

1.1.6 Applicable and
Governing Law
Clause
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.1.7 Byrd Anti -Lobbying
Amendment
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
• Workday's Contractual Approach.pdf

1.1.8 Rights to Inventions
Made Under A
Contract or
Agreement
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.1.9 Integration
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.1.10 Interpretation
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
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SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Non-Comply/Exception Explanations
• Workday's Contractual Approach.pdf

1.1.11 Jurisdiction
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.1.12 Warranty of
Authority
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.1.13 No Waiver
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
• Workday's Contractual Approach.pdf

1.1.14 Severability
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.1.15 Submittals
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
• Workday's Contractual Approach.pdf

1.1.16 Prevailing Wage
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.1.17 Wording Conflicts
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf
Collaborative Solutions, LLC.

Proprietary & Confidential
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COLLABORATIVE

SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Non-Comply/Exception Explanations

1.1.18 Standard Forms
and Contracts
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
• Workday's Contractual Approach.pdf

1.1.19 Minimum Amount
of Service
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.1.20 Tools and
Equipment
Exception. Please see
Workday's MSA package
• Exception Assumptions and Conditions.pdf
• Workday's Contractual Approach.pdf

1.1.21 Term and
Termination Clause
Exception. Please see
• Workday's MSA package
e Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.1.22 Indemnification
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.1.23 Insurance
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.1.24 Public Information
Act
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.1.25 Title and
Confidentiality
Exception. Please see
• Workday's MSA package
Collaborative Solutions, LLC.

Proprietary & Confidential
88 COLLABORATIVE

SOLUTIONS
a cognizant comporry
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Non-Comply/Exception Explanations
• Exception Assumptions and Conditions.pdf
• Workday's Contractual Approach.pdf

1.1.26 Identification of
Parties to the
Agreement
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.1.27 Notices Clause
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
• Workday's Contractual Approach.pdf

1.1.28 Amendments
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.1.29 1.1.30
Survival Clause
Effect of Regulation
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.1.31 Vendor as
Independent
Contractor
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.1.32 Advertisement
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
• Workday's Contractual Approach.pdf
Collaborative Solutions, LLC.

Proprietary & Confidential
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COLLABORATIVE

SOLUTIONS
a cognizant compvry
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Non-Comply/Exception Explanations

1.1.33 Pricing
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.1.34 Right to Withhold
Payment
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.1.35 Non -Collusion
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.1.36 Conflict of Interest
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.1.37 Vendor Merger or
Acquisition
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
• Workday's Contractual Approach.pdf

1.1.38 Equal Opportunity
Employment/
Nondiscrimination
Policy
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.1.39 Debarment and
Suspension
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf
Collaborative Solutions, LLC.

Proprietary & Confidential
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SOLUTIONS
a cognizant compv y
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Non-Comply/Exception Explanations

1.1.40 Abandonment or
Default
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.1.41 Tax Exemption
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf
Software

1.2.1 Grant of Right to
Use Software
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.2.2 Documentation
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.2.3 Software Warranty

1.2.4 Patents,
Copyrights, and
Proprietary Rights
Indemnification

1.2.5 Liability for
Software Vendor
Infringement
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.2.6 Software Interfaces
Exception. Please see
Collaborative Solutions, LLC. Proprietary & Confidential 91

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COLLABORATIVE

1.2.7 Right to Outsource
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.2.8 Use of Software by
Personnel Who Are
Not Employees
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
• Workday's Contractual Approach.pdf

1.2.9 Disaster Recovery
& Disaster
Recovery Testing
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.2.10 Vendor Merger or
Acquisition
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf
Software Maintenance and Support

1.3.1 Extended Services
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.3.2 Termination of
Annual
Maintenance and
Support
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.3.3 Federally
Mandated Changes
Exception. Please see
• Workday's MSA package
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COLLABORATIVE

1.3.4 Future
Releases/Upgrades
Exception. Please see
• Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.3.5 Solution Longevity
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
• Workday's Contractual Approach.pdf

1.3.6 Successor Software
Products
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
• Workday's Contractual Approach.pdf

1.3.7 Functionality
Replacement
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.3.8 Continuity of
Warranty
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.3.9 Payment Terms —
Annual Fees
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf
Professional Services

1.4.1 Intellectual
Property
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Collaborative Solutions, LLC.

Proprietary & Confidential
93 COLLABORATIVE

SOLUTIONS
a cognizant cornnpon
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Non-Comply/Exception Explanations
• Workday's Contractual Approach.pdf

1.4.2 Contract Extension
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.4.3 Subcontractors
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.4.4 Control of Sub-
Contractor, Project
Team and Project
Manager
Designation
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
• Workday's Contractual Approach.pdf

1.4.5 1.4.6
Project Schedule
and Acceptance
Programming
Services
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
• Workday's Contractual Approach.pdf

1.4.7 Acceptance Testing
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.4.8 Professional
Services Warranty
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf
Collaborative Solutions, LLC.

Proprietary & Confidential
94 COLLABORATIVE

SOLUTIONS
a cognizant comporry
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Non-Comply/Exception Explanations

1.4.9 Ineffective Training
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
• Workday's Contractual Approach.pdf

1.4.10 Subcontracts
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.4.11 Force Majeure
Clause
Exception. Please see
Workday's MSA package
• Exception Assumptions and Conditions.pdf
• Workday's Contractual Approach.pdf

1.4.12 Force Majeure
Requisites
Exception. Please see
• Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.4.13 120 Day Maximum
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.4.14 Liquidated
Damages
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.4.15 Change Orders
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.4.16 Travel Expense
Reimbursement
Exception. Please see
• Workday's MSA package
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1.4.17 Video and Audio
Recording
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.4.18 Payment Terms —
Professional
Services
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf
Hosting Services

1.5.1 Hosting Services
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.5.2 Service Audits
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.5.3 Disaster Recovery
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.5.4 Cybersecurity,
Penetration
Testing,
Remediation, and
Breach Response
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.5.5 Back-up and
Recovery
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
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Proprietary & Confidential
96 COLLABORATIVE

1.5.6 Secure Data
Transmission
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.5.7 Background Checks
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.5.8 Client Notification
if Third -Party
Request for Data
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
• Workday's Contractual Approach.pdf

1.5.9 Provision of Client
Data Upon
Termination
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.5.10 Transition Services
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
• Workday's Contractual Approach.pdf

1.5.11 Annual Hosting
Fees
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf

1.5.12 Payment Terms —
Annual Hosting
Fees
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf
Collaborative Solutions, LLC.

Proprietary & Confidential
97 e�

COLLABORATIVE

SOLUTIONS
a cognizant compa w
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Non-Comply/Exception Explanations
Hosting Service Level Agreement

1.6.1 1.6.2

1.6.3 Service Level
Agreement
Overview
Definitions
Service Availability

1.6.4 Applicability
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf
Exception. Please see
• Workday's MSA package
• Exception Assumptions and Conditions.pdf
• Workday's Contractual Approach.pdf
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
• Workday's Contractual Approach.pdf
Exception. Please see
Workday's MSA package
Exception Assumptions and Conditions.pdf
Workday's Contractual Approach.pdf
Workday's Exception Assumptions and Conditions
Collaborative Solutions, LLC. Proprietary & Confidential 98

COLLABORATIVE

SOLUTIONS
a cognizant aompvry
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Collaborative Response:

Upon notification being awarded the Services, Collaborative is prepared to quickly finalize contract negotiations to enter into a formal and definitive services agreement ("Agreement") and one or more project -level documents entered into pursuant to the Agreement (collectively, the "Binding Agreements"), which will include industry standard terms and conditions appropriate for the Services and future services that may be provided by Collaborative. Notwithstanding any other term contained in the RFP or Collaborative's response to the contrary, (i) all confidential or proprietary information contained in Collaborative's response to this RFP shall at all times remain the sole and exclusive property of Collaborative, must be held in confidence by the City and may be used by the City solely for purposes of evaluation of Collaborative's response, (ii) other than the confidentiality terms set forth above, no term of the RFP or Collaborative's response is binding or intended to reflect a commitment by either party and (iii) Collaborative disclaims any representation, warranty, covenant or condition of any kind in connection with this RFP and/or the Services except as may be subsequently agreed as part of the express terms of the Binding Agreements.

Collaborative Solutions, LLC. Proprietary & Confidential 99

COLLABORATIVE

SOLUTIONS
a cognizant comp xiy
workday.

City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Section 12 - Other Required Forms and
Attachments
Provide all forms in this section and ERP Software and Implementation Services - Vendor Forms.docx.

This section contains various forms for submission with the Vendor's proposal. The intent of providing such forms is to ensure comparability between proposals. Included in this section are the following forms:

Included in attachment ERP Software and Implementation Services - Vendor Forms.docx:
• Proposal Signature Form
Collaborative Solutions, LLC. Proprietary & Confidential 100

Proposal Signature Form
The undersigned, as authorized proposal responder, declares that he/she has carefully examined all the items of the Specifications and Instructions herein that he/she fully understands and accepts the requirements of the same, and he/she agrees to furnish the specified items and will accept, in full payment therefore, the amount specified below.

The proposal responder will identify below its business entity as individual, DBA, partnership, corporation (foreign or domestic), and will indicate the official or person(s) executing this proposal.

Proposals shall include installation services, and the successful respondent shall obtain all required permits and pay fees required.

State term proposal is held firm for:

State warranty on equipment:

State maximum time required for shipping,
F.O.B. City of Santa Maria, CA:

PROPOSAL: Enterprise Resource Planning Software and Implementation Services $ $
(Total price written)
(Total figure - as noted on the
Proposal Pricing Forms - Subtotal
(Required Components))
Firm Name: Collaborative Solutions LLC Date:

Address:
11190 Sunrise Valley Drive, Suite 110 Reston, Virginia, 20191

Telephone:

Signature:
888.545.5387
(Person ex cuti g response and official capacity)
(Names of principal officers:
designate official capacity)
(If partnership or assumed name,
indicate name of owners)
Refer to https://www.collaborativesolutions.com/meet-the-leadership Parent company: https://www.cognizant.com/us/en/about-cognizant/corporate-governance/leadership-team

e�

COLLABORATIVE

SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
• Non -Collusion Affidavit
Collaborative Solutions, LLC. Proprietary & Confidential 103

Non -Collusion Affidavit

THE AFFIDAVIT SET FORTH BELOW MUST BE EXECUTED ON BEHALF OF THE

VENDOR AND FURNISHED WITH EVERY PROPOSAL
STATE OF: Virginia
CITY OF: Leesburg
TAX ID NUMBER: 13-3924155
Antonia PlazibaJeiing duly sworn, deposes and says he/she is the Chief Legal Officer (Name) (Title)
Of Collaborative Solutions LLC the proposal responder that has (Company)
submitted to the City a proposal for an Enterprise Resource Planning System and Implementation Services all as fully set forth in said proposal and that except as specified below, the aforementioned proposal responder constitutes the only person, firm, or corporation having any interest in said proposal or in any contract, benefit, or profit which may, might or could accrue as a result of said proposal, said exceptions being as follows:
(Please refer to response)
(If no exceptions, state)
Vendor further states that said proposal is, in all respects, fair and is submitted without collusion or fraud; and that no member of the City is directly or indirectly interested in said proposal.
(Affiant)
SWORN TO and subscribed before me, --a Notary Public, in and for the above -named State and City of Leesburg aead,,„,,
r1� e®°" °°0aaaaaGNEN ./. god
this I day of at Ober , Z-2-• (Day) (Month) (Year) �i °''NOTARY° C�. PU(3L1C °= N
e REG # 7502544 to
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h rtth-. le—) J . Ic<I (ws-2..

COLLABORATIVE

SOLUTIONS
a cognizant aomPony
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
• Minimum Criteria
Minimum Criteria Checklist
Comply?
X
Minimum Client Software Installations
Must have provided software for at least three previous municipalities of similar size, complexity, and scope.
yes
X
RFP Response
RFP response is submitted by the due date and time.
yes
X
X
Response Authorization
The RFP response is signed by an authorized company officer. yes
Authorization to do business in State of California
The vendor must be authorized to do business in the State of California. yes
X
Response Completeness
Vendor complied with all instructions in the RFP and provided a response to all items requested with sufficient detail, which provides for the proposal to be properly evaluated. Any deficiencies in this regard will be determined by City of Santa Maria's Purchasing Agent or his/her designee to be either a defect that the Agent will waive or that the proposal can be sufficiently modified to meet the requirements of the RFP.
yes
X
Vendor Hosted / Cloud Solution
Vendor responses must be vendor hosted and/or in the cloud. The City will not consider an on -premises proposal.
yes
Collaborative Solutions, LLC. Proprietary & Confidential 105

COLLABORATIVE

SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
• Company Background Form*
Form A: Company Background Form
Vendor name:

Workday
Software brand name:

Workday
Software version proposed
(years in production):

Workday 2022R2. All Workday customers are on the same version of the software. The Workday update process is simple, quick and completed by Workday staff in our operation center. All customers are updated to the most current version of the system, although new features are disabled by default in security to minimize impact to our customers. This enables our customers to test and determine if and when to flip the functionality to the "on" position for use in their Production system. Once an update is officially released and available, all customer Sandbox Preview environments, which are replicas of their production system, are updated.

All customer data, business process configurations, report definitions, etc. will have been tested and updated as part of the Workday process. Customers then have 5 weeks for testing the update prior to delivery to their production environment. There are two major updates a year, but compliance enhancements are pushed out throughout the year. Workday has been in production for 16 years.

Workday is constantly innovating to make the Service better for all customers. The County, like all our customers, will always be on the current version.

Is Vendor prime contractor:

Yes ❑
No El

1. What are the top three differentiators of your company and its proposed solution? Y2.

Workday is a business transformation system that allows for significant increases in operational efficiency and productivity. Organizations accomplish this with the following three differentiators: modern complete set of cloud -based applications for enterprise to meet the City's requirements today and in the future; a service that is flexible to change as the City's business and environment changes; and having a single system of truth greatly enhances reporting to make more informed business decisions.

What strategic alliance have you made to further strengthen your product and services? Collaborative Solutions, LLC. Proprietary & Confidential 106

COLLABORATIVE

SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor
name:

Workday
Workday is continuously innovating for our customers, and about 40% of our updates come from customer suggestions. We have also made some acquisitions to strengthen our product and services offering.

Through acquisition strategies, Workday has expanded our product footprint in recent years including:

Prism Analytics: acquired in 2017 and based on Platfora, permits data analytics and reporting capabilities for Workday and non -Workday data (e.g., combining ERP and data from operations related systems).
• Adaptive Planning: acquired in 2018, provides Workday with a comprehensive solution for operating/capital budgeting, financial forecasting, and reporting. Both the State of Washington and the State of Iowa are implementing these solutions in addition to numerous government customers.

Scout RFP/Strategic Sourcing: acquired in 2019, helps Workday develop a comprehensive source -to - pay solution with a best -in -class strategic sourcing offering, elevating the office of procurement in strategic importance and transforming the procurement function.

Peakon: acquired in 2021, an employee success platform that converts feedback into actionable insights. With Peakon now part of Workday, organizations will have access to a continuous listening platform, including real-time visibility into employee experience, sentiment, and productivity, to help drive engagement and improve organizational performance.

Zimit: acquired in 2021, Zimit will allow Workday to provide organizations with a comprehensive quote -to -cash process automation offering for services industries, including communications, media, technology, and professional and business services. The combination will provide organizations increased visibility across the entire revenue cycle and will help further expand the Workday product portfolio that is enabling the office of the CFO to digitally transform.

Workday has formed a strategic alliance with Accela to address the needs of Special Districts and State and Local Governments in the area of Permitting and Land Management. We have a number of joint customers.

3. How do you guarantee the services provided by your company? Workday's provides a lifetime -of -relationship warranty of material conformity to documentation. In contrast, a traditional software warranty typically lasts only for one to two years, often expiring prior to the completion of the implementation of the software.

In addition, Workday is the only leading ERP vendor which contractually guarantees service performance of its software. Our Service Level Agreement guarantees response times as well as service availability times. The SLA guarantees response times of less than 1 second in 50% of transactions. The actual response times in 2020 were less than 1 second in 95.14% of transactions, with an average response time of 0.25 seconds. Guaranteed service availability is 99.7%, actual service availability in 2020 was 99.98%.

These guarantees are provided to all of our customers, regardless of the user transaction or data volume placed on Workday by the customer, with no exception. SLA reports are available for the customer to monitor actual metrics against SLAs on a monthly basis.

No other leading ERP provider offers guarantees comparable to the above.

4. What is your marketplace focus?
Collaborative Solutions, LLC.

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a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor
name:

Workday
❑ Small/Local Governments
❑ Large Government (e.g., counties /states)
® Other: Specify
Workday's target markets include over 50% of the
Fortune 500 and 24% of the Forbes Global 2000. Our
target industries span all Product and Services based
industries for our oCHRO suite as the leading HR
Solution in the global marketplace (Manufacturing, Life Sciences, Energy, CPG, Telecom). For our full platform
of capabilities spanning oCHRO and oCFO and CIO, our
target focus is in super industries across Financial
Services, Professional & Business Services, Retail &
Hospitality, Technology & Media, Healthcare, State &
Local Government, Non Profits and the US Federal
Government.

Moreover, our powerful and scalable platform with an
intuitive user interface is able to reach across the
market spectrum, from small and medium-sized
organizations to large enterprise customers.

5. What is your preferred customer size (quantify in terms of budget, customers, population, etc.)?

6. Workday's niche in the marketplace are organizations looking to deploy a market -leading, next generation ERP system built on state-of-the-art Cloud technology and designed to easily interface with the customer's existing infrastructure. Workday's customers range in size from 200 employees to 2 million+ employees.

We don't have a preferred customer size. One characteristic we look for in prospects is a preference to utilize true Cloud, next -generation and best of breed technology. To better address the needs and requirements of the Districts Workday created an organization focused 100% on Special Districts.

Please find more information on Workday's customers at the following site:
https://www.workday.com/en-us/customer-experience/customers . htm I Please describe the level of research and development investment you make in your products (i.e. — annual budget, head count, etc.).

Workday is a publicly held corporation and is happy to share our research and development expenditure, which is included in the most recent SEC financial filing provided on our website at:
http://www.workday.com/company/investor_relations/sec_fi lings.php.

Workday has approximately 40% of our employees dedicated to research and development across all product lines.

7. How many years have you been selling your solution to the public sector? Collaborative Solutions, LLC. Proprietary & Confidential 108

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a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor
name:

Workday
In 2011 the City of Orlando became Workday's first government customer. We are proud to say that the City of Orlando has not only remained a customer of Workday's but is also a reference for this RFP.

Workday continues addressing public sector -specific requirements by maintaining a collaborative partnership with our public sector customers and analyzing the needs that are specific to public sector organizations. As a few examples, Workday has worked closely with our public sector customers to provide functionality such as Position Management and Position Budgeting, non-resident Alien payroll calculations, Grants Management, Fund Accounting and Budgetary Control, Multiple Jobs, Unions, Section 508 Compliance, and Tax Treaty information based on customer feedback. Workday continues to enhance existing public sector functionality based on customer feedback and provides additional functionality as part of our bi-annual releases in March and September. Workday customers automatically get access to all the innovation delivered with Workday's releases twice a year as part of our SaaS offering.

Workday has been very successful driving value for Special Districts and understood the need for a dedicated team to support them. In 2021 Workday created the Special Districts team to provide support across United States.

Workday has established a Strategic Advisory Council for the Public Sector to continuously learn of industry issues and areas requiring program enhancements.

8. How many fully operational customer installations of the version proposed in this RFP, currently in production, has the Vendor completed?
California
Nationally
Local Government
13 70+
Other public sector
3 40+
Other non-public sector
800+
2,000+
Overall:
816+
2,100+

9. How many fully operational customer installations, in total, has the Vendor completed? State of California — Contra Costa County, City of San Mateo, LADWP, Santa Barbara County Region — City of Aurora, City of Boulder, City of Olympia, City of Seattle, City of Tucson California
Nationally
Local Government
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a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor name:

Workday
Other public sector
Other non-public sector
Overall:
14 10.

How many current system implementations of your solution are in -process within both the State of California and the region of the country that includes the State of California? Current in -process Implementations
State of California
Region
Total:

11. Please state the year the Vendor started in the business of selling the proposed solution to local governments:

In 2011 the City of Orlando became Workday's first government customer. We are proud to say that the City of Orlando has not only remained a customer of Workday's but is also a reference for this RFP.

Workday's commitment to the Public Sector can be seen in the >100% growth we have achieved in this sector over the past two years. Over the past several years, Workday has shifted a significant amount of resources to substantially grow its government/public sector business, and as a result, Workday's Government division has been Workday's fastest growing division in 2019 and 2020. We are proud to serve over 300 public sector organizations, including 11 states, and many counties comparable to The County. Workday continues addressing public sector -specific requirements by maintaining a collaborative partnership with our public sector customers and analyzing the needs that are specific to public sector organizations. As a few examples, Workday has worked closely with our public sector customers to provide functionality such as Position Management and Position Budgeting, non-resident Alien payroll calculations, Grants Management, Fund Accounting and Budgetary Control, Multiple Jobs, Unions, Section 508 Compliance, and Tax Treaty information based on customer feedback. Workday continues to enhance existing public sector functionality based on customer feedback and provides additional functionality as part of our bi-annual releases in March and September. Workday customers automatically get access to all the innovation delivered with Workday's releases twice a year as part of our SaaS offering.

Workday has established a Strategic Advisory Council for the Public Sector to continuously learn of industry issues and areas requiring program enhancements.

12. Where is the Vendor's closest support facility/sales office to Santa Maria, California? Collaborative Solutions, LLC. Proprietary & Confidential 110

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SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor name:

Workday
Workday Support is a SaaS delivery model available 24/7, 365 days a year —with a manager on duty at all times.

To meet the needs of our customers around the world, Workday Support provides global coverage. There are primary support centers located in the United States, EMEA region, and Asia -Pacific region. Workday's competitors limit their 24x7 support to only the most critical cases while Workday provides 24x7 support for all severity levels.

13. Where is the Vendor's company headquarters?
Workday,
6110
Pleasanton,
Inc. Headquarters:

Stoneridge Mall Road
CA 94588

14. Please list the Vendor's sales in the previous three years:

Year
Sales
2021
Refer to our most recent Annual Report on Form 10-K filed with the SEC:
https://investor.workday.com/sec-filings .
2020
Refer to our most recent Annual Report on Form 10-K filed with the SEC:
https://investor.workday.com/sec-filings .
2019
Refer to our most recent Annual Report on Form 10-K filed with the SEC:
https://investor.workday.com/sec-filings .

15. How many total employees does the Vendor have in each of the following categories? Area
Number
Sales/Marketing
See below
Management/Administration
See below
Help Desk Staff
See below
Development Staff
See below
Project Management
See below
Cybersecurity
See below
Other (please list)
See below
Total:

Workday employs approximately 16,900 people and continues at a rapid growth rate. Upon award, we will be happy to share additional details as requested.

16. What organization/recent customer would the Vendor recommend for a site visit? Collaborative Solutions, LLC.

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SOLUTIONS
a cognizant aompvry
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor name:

Workday
Workday recognizes the value of customer references and accordingly has a formal Reference Program which profiles instances of Workday that span multiple industries throughout the world. Due to applicable policies governing privacy and personal information, Workday would like to share our customer page at www.workday.com/customers.php in lieu of full references at this time. On this page, prospects can view customer lists sorted by industry as well as Workday customer stories and videos.

Upon being shortlisted, Workday will be more than happy to facilitate 2-3 reference calls. Current similar sized City deployment projects in California right now are:
• City of Ontario — Live on Workday HCM & Workday Financials, currently deploying Phase II Workday Financial Planning / Budgeting
• City of San Mateo — Live on Phase I Workday Financials, currently deploying Phase II Workday HCM

17. Please disclose any outstanding litigation against your company.

Workday
reports
is publicly traded, and any material litigation is reported to the SEC in our annual and quarterly provided on our website at: https://investor.workday.com/sec-filings .

18. Please list any third -party vendors you're partnering with and proposing as part of your response, as well as the products and versions proposed, and the scope areas/functionality they will be providing. • CanAm/Teller — Cash Receipting
• SpryPoint — Utility Billing
• Debtbook — Debt Management

19. Confirm (Yes/No) that your system will comply with all California State and Federal Employment Laws and Regulations, including future changes. You may add any comments below.

Yes®
No ■
Workday has a team of dedicated software industry professionals who monitor industry and governmental regulations and incorporate those into the Workday service as required. They belong to professional associations and subscribe to industry periodicals to stay current on regulation changes. In addition, Workday takes input from our customers, industry analysts, etc. as to proposed enhancements and prioritizes those items for inclusion in future releases. All updates to the Workday service are included in the annual subscription fee each customer pays, regardless of whether those updates include functionality to address legislative changes or other enhancements. However, the ultimate responsibility for a customer's regulatory compliance remains with the customer and Workday does not offer a contractual commitment regarding compliance of the Workday Service.

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a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor name:

Collaborative Solutions, LLC.

Software brand name:

Workday
Software version proposed
(years in production):

Is Vendor prime contractor:

No ❑
Yes @

1. What are the top three differentiators of your company and its proposed solution? Collaborative is uniquely positioned to partner with the City as their premier Workday Services Partner, highlighted by the following:

Shared Values — We believe in accountability, upholding the highest social, environmental and economic standards, and providing real value to our Clients. 100% Focused on Workday Practice and 100% Deployment Success — Because our business is 100% dedicated to Workday, the commitment we bring to each Workday implementation simply can't be matched by any other partner firm. Our business depends on each and every one of our Clients successfully deploying Workday on -time and on -budget because Workday is all we do. Because of this dedication and commitment to Workday, Collaborative is able to maintain ratings of 100% deployment success and 98% Client satisfaction.

Depth of Workday Experience — With 1000 Workday consultants, Collaborative is in the top 2-3 in terms of largest Workday practice among all partners in the ecosystem. In addition, Collaborative's consultants have on average 3.4 years of Workday experience, which is more than the average for our competitors. Even our Organizational Change & Training organization is staffed with Workday certified consultants. Because our deep experience with Workday is unique among Workday's deployment partners, we offer the City the advantages of a firm with the largest and most experienced team of Workday consultants.
• Longevity in Workday's Partner Ecosystem — As one of Workday's first Clients and its longest tenured partner, we have been intimately involved in shaping their innovative solutions and have a unique perspective from both the Client and implementation side.

The professional services Collaborative offers leverage our 17 years as a focused full -service HR and Finance transformation consultancy to address the City's specific organizational and business requirements.
• Award Winning Culture — Collaborative invests in their employee's professional development and overall well-being. We are proud that our workplace and company culture have achieved top honors from organizations including Fortune Magazine and Consulting Magazine and more.

Global Presence — As our Client needs have grown, so has Collaborative's location footprint. In addition to our offices across North America, Collaborative maintains international offices in Europe and Asia -Pacific.

In -House Change Management Capabilities — One of the only partners with an in-house, Workday - focused Organizational Change & Training practice. In business, change is a constant factor.

Communicating key process changes and training employees effectively are essential to the successful adoption and ongoing use of any new enterprise application. We are one of the only partners with an in-house, Workday -focused Organizational Change & Training practice (including Workday Financials and HCM Certified Change Management Consultants). We'll be with you every step of the way.

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a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor
name:

Collaborative Solutions, LLC.

We are confident that our capabilities best positions us to meet and exceed your strategic objectives.

2. What strategic alliance have you made to further strengthen your product and services? We are making considerable investments in building practices around high -demand technology such as Digital Adoption, Intelligent Automation, Talent Management, and Contingent Workforce Management.

Our partnerships with industry leaders in these spaces (AppLearn, Automation Anywhere, Phenom and Utmost; respectively) allow us to provide complete solutions to our clients' most pressing business issues.

Our combined knowledge of Workday, client business processes and this suite of solutions allows us to holistically respond to HCM and Finance transformation needs.

3. How do you guarantee the services provided by your company? Typically, due to the speed of deployment and our 100% successful deployment track record with Workday implementations, we have not needed to implement penalties or incentives in our deployments. Our goal is to have an earned Client reference, not just a project Go -Live and therefore we have not needed this.

Should this be required, Collaborative will work with the City to determine an appropriate solution.

Collaborative understands the importance of being on -time and on -budget, and it is our top priority in every project we undertake to proactively manage the timeline and project actuals to budget, to ensure we are on target for on-time/on-budget completion of the project. Based upon the discovery performed and our experience with previous Clients/projects, we provide an estimated level of effort and assumptions that support our proposed pricing. At the end of the Architect stage of the project, when we have confirmed the design, we have 95% predictability in delivering to expected budget and timeline.

4. What is your marketplace focus?
® Small/Local Governments
►5 Large Government (e.g., counties /states)
® Other: Specify Energy, Environmental, Health
Care, Hospitality, Manufacturing, Media &
Communications, Pharmaceutical, Retail,
Services, Technology & others.

5. What is your preferred customer size (quantify in terms of budget, customers, population, etc.)? V
With 1100+ Clients across a wide range of industries, Collaborative has seen it all. We have the deep, cross - industry expertise to consistently deliver value to our Clients looking to adopt the latest technologies. We have successfully deployed Workday HCM, Payroll and Financials solutions for global Fortune 100/500 companies in various industries as well as education & government institutions. Our Clients include all major markets, but we have a specific focus in three key markets: Commercial, Nonprofit and Government/Higher Education. We are proud to have developed long-term partnerships with Clients to support them in extending and optimizing their Workday platform, while they remain fully self-sufficient on managing Workday's day- to-day operations. Throughout our history, Collaborative has been known as a valued partner to a wide range of Clients, both small and large. This experience, as well as with many Clients the size of State OFM, enables Collaborative Solutions, LLC.

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SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor
name:

Collaborative Solutions, LLC.
us to bring multiple viewpoints to our Clients. This helps us create better solutions that help make your team a strategic asset to driving overall business success.

6. Please describe the level of research and development investment you make in your products (i.e. — annual budget, head count, etc.).

Collaborative Solutions is a profitable business. We continuously reinvest our profits back into the company to hire, train and retain the best talent in the industry, and to drive innovation around Workday deployments. These innovations in the form of deployment tools ensuring greater efficiency and accuracy in processes such as repeatable configuration items, data conversion and testing validation. This practice has led to the highest Client satisfaction in our industry.

7. How many years have you been selling your solution to the public sector?

8. 19 years
How many fully operational customer installations of the version proposed in this RFP, currently in production, has the Vendor completed?
California
Nationally
Local Government
13 70+
Other public sector
3 40+
Other non-public sector
800+
2,000+
Overall:
816
2,100+

9. How many fully operational customer installations, in total, has the Vendor completed?
Nationally
70+
40+
California
Local Government
13 Other public sector
3 Other non-public sector
800+
2,000+
Collaborative Solutions, LLC.

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COLLABORATIVE

SOLUTIONS
a cognizant aompvry
workday.

City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor name:

Collaborative Solutions, LLC.

Overall:
816
2,100+

10. How many current system implementations of your solution are in -process within both the State of California and the region of the country that includes the State of California? Current in -process Implementations
State of California
California Department of Justice, Sutter County, Contra Costa County, City of San Mateo, City of Rancho Cucamonga, LADWP, Santa Barbara County
Region
City of Amarillo, TX; Bell County, TX; Richland, County SC; City of Aurora, CO; City of Boulder, CO; City of Lakewood, CO; City of Olympia, WA; City of Seattle, WA; City of Tucson, AZ
Total:
16 11.

Please state the year the Vendor started in the business of selling the proposed solution to local governments:
2003

12. Where is the Vendor's closest support facility/sales office to Santa Maria, California? 6210 Stoneridge Mall Road, Suite 140
Pleasanton, CA 94588
(888) 545-5387

13. Where is the Vendor's company headquarters?
11190 Sunrise Valley Dr.

Suite 110
Reston, VA 20191

14. Please list the Vendor's sales in the previous three years:

Collaborative Solutions is an indirect wholly owned subsidiary of Cognizant Corporation. Cognizant Technology Solutions Corporation, is a publicly -traded CTSH) and its financial statements as well as other information is publicly www.cognizant.com , or on the website of the U.S. Securities and Exchange Technology Solutions
U.S. company (Nasdaq:
available on its website,
Commission, www.sec.gov .

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SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor name:

Collaborative Solutions, LLC.

Year
Sales
2021
N/A
2020
N/A
2019
N/A

15. How many total employees does the Vendor have in each of the following categories? Area
Number
Sales/Marketing
115
Management/Administration
43 Help Desk Staff
NA
Development Staff
NA
Project Management
NA
Cybersecurity
NA
Other (please list)
Finance/IT/Operations/delivery -1452
Total:
1610

16. What organization/recent customer would the Vendor recommend for a site visit? We have other Cities in California within driving distance for you to visit. We will arrange a visit at the appropriate time.

17. Please disclose any outstanding litigation against your company.

Collaborative is an indirect wholly owned subsidiary of Cognizant Technology Solutions Corporation. Cognizant is a publicly traded organization. All material present and pending litigations and investigations are disclosed by Cognizant in its public filings as and to the extent required by applicable securities laws, rules, and regulations.

18. Please list any third -party vendors you're partnering with and proposing as part of your response, as well as the products and versions proposed, and the scope areas/functionality they will be providing. • SpryPoint
• CamAm Technologies
• ADP
• DebtBook
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a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor name:

Collaborative Solutions, LLC.

19. Confirm (Yes/No) that your system will comply with all California State and Federal Employment Laws and Regulations, including future changes. You may add any comments below.

Yes El
No ❑
Vendor name:

SpryPoint Services Inc.

Software brand name:

SpryPoint
Software version proposed
(years in production):

All SpryPoint solutions are updated on two-week cycles. SpryCIS — Deployed in production since 2020
SpryEngage — Deployed in production since 2016 SpryMobile — Deployed in production since 2012
Is Vendor prime contractor:

No El
Yes ■

1. What are the top three differentiators of your company and its proposed solution?

2. SpryCIS supports new functionality required by regulators and demanded by customers which many legacy CIS vendors are unable to meet. These advantages include:

SaaS — SpryPoint offers the first true SaaS platform built specifically for municipal utilities. Our application does not require any hardware and SpryPoint looks after all security, performance, back- up & recovery. Customers are always on the most recent version of the software and we push updates to our customers every two weeks.

Modern Functionality — SpryCIS extends beyond the typical functionality of legacy CIS solutions with additional functionality to address mobility, Customer Relationship Management (CRM), Customer engagement & communication, Smart Grid, AMI/MDM, complex rates and conservation and efficiency initiatives.

Application Programming Interfaces (API's) — Our platform includes a comprehensive (API) framework to enable easier integration to other critical systems Advanced Metering Infrastructure ("AMI"), Meter Data Management ("MDM"), Outage Management System ("OMS").

Scalability — SpryCIS is a true SaaS solution has been designed in a scalable manner to support both smaller and larger utilities. Our platform includes both horizontal and vertical scalability.

What strategic alliance have you made to further strengthen your product and services? SpryPoint is the preferred CIS partner of Workday (ERP) SpryPoint is working with three separate companies as System Integrators or Service Delivery Partners of the SpryPoint Platform.
• SpryPoint is an Amazon Web Services (AWS) and is closely aligned with AWS.

3. How do you guarantee the services provided by your company? Collaborative Solutions, LLC.

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a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor
name:

SpryPoint Services Inc.

SpryPoint guarantees its services by first building out a Statement of Work (SOW) that is agreed upon by both SpryPoint and the City. Upon acceptance of the SOW SpryPoint issues out a standard contract alongside our Service License Agreement (SLA).

4. What is your marketplace focus?
® Small/Local Governments
0 Large Government (e.g., counties /states)
Utilities
0 Other: Specify

5. What is your preferred customer size (quantify in terms of budget, customers, population, etc.)? Municipal utilities running legacy CIS systems that are not taking advantage of cloud technology. Our target market is progressive utilities that embrace the value of SaaS and who service between 10,000 and 250,000 accounts.

6. Please describe the level of research and development investment you make in your products (i.e. —annual budget, head count, etc.).

7. i
We invest heavily into research and development. Our current development team consists of 30 full-time employees (FTEs) (Including CTO and VP of Software) out of the 74 total FTE's working at SpryPoint. As a relatively new platform, our annual R&D spend exceeded over 50% of annual revenue over the past 3 years.

We included a high-level description of our R&D approach below:

The advent of cloud computing has enabled the development of infinitely scalable commercial applications and unprecedented productivity through continuous innovation and integration. SpryPoint's development approach leverages the improved channels and newly enabled workflows and capabilities of agile methodologies across product management, software design, development, testing, deployment, and support.

SpryPoint's platform is at the cutting edge of technology relative to our competitors, and we are constantly adding functionality and enhancing our solutions SpryPoint only maintains one version of code and all enhancements that are made across our customer base are included with the core product so that all customers can benefit. Each SpryPoint application has a product roadmap based on customer feedback and includes planned enhancements.

How many years have you been selling your solution to the public sector? SpryPoint was founded in 2011 and has been providing solutions to the public sector for 11 years.

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COLLABORATIVE

SOLUTIONS
a cognizant aompvry
workday.

City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor name:

SpryPoint Services Inc.

8. How many fully operational customer installations of the version proposed in this RFP, currently in production, has the Vendor completed?
California
Nationally
Local Government
3 31
Other public sector
Other non-public sector
1 Overall:
3 32

9. How many fully operational customer installations, in total, has the Vendor completed? California Nationally
Local Government
3 31
Other public sector
Other non-public sector
1 Overall:
3 32

Please state the year the Vendor started in the business of selling the proposed solution to local governments:

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a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor name:

SpryPoint Services Inc.

Product: Launch Year
SpryCIS 2020
SpryEngage 2016
SpryMobile 2012
SpryIDM 2022

12. Where is the Vendor's closest support facility/sales office to Santa Maria, California? SpryPoint is headquartered on Prince Edward Island, Canada but has employees throughout Canada and recently incorporated in the United States.

13. Where is the Vendor's company headquarters?
SpryPoint is headquartered on Prince Edward Island, Canada 401- 45 Queen Street, Charlottetown, PE C1A 4A4

14. Please list the Vendor's sales in the previous three years:

Year
Sales
2021
SpryPoint is disrupting the CIS market and has been selected on 18 competitive Utility Billing (CIS) transactions since going live with our first CIS customer in 2020.

Recent sale figures for the past three years will be available upon shortlist. Revenue and Bookings growth has been greater than 100% year -over -year for the past three years.
2020
2019

15. How many total employees does the Vendor have in each of the following categories? Area
Number
Sales/Marketing
2 Management/Administration
6 Help Desk Staff
15 Development Staff
30 Project Management
21 Cybersecurity
*Included in Development and Help Desk Staff
Other (please list)
Total:
74 16.

What organization/recent customer would the Vendor recommend for a site visit? Collaborative Solutions, LLC.

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SOLUTIONS
a cognizant aompvry
workday.

City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor name:

SpryPoint Services Inc.

This is dependent on whether the visit will be completed in person or remote. The closest customer to Santa Maria which is live on SpryCIS is the City of East Palo Alto, CA and Aurora, CO. We strongly recommend that the City's team speak with all the references we have provided.

1. City of East Palo Alto (Veolia), CA

2. City of Summerside, PE
3, Easton Utilities, MD

4. City of Charlottetown, PE

5. Aurora Water, CO

6. Florida Keys Aqueduct Authority, FL

17. Please disclose any outstanding litigation against your company.

Not applicable. No outstanding litigation against our company.

We strongly recommend that the City consider our partner, Workday, your new ERP provider. Together, SpryPoint and Workday will provide the City with a state-of-the-art SaaS platform for ERP and Utility Billing, long into the future.

19. Confirm (Yes/No) that your system will comply with all California State and Federal Employment Laws and Regulations, including future changes. You may add any comments below.

Yes ®
No ■
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a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor name:

Can/Am Technologies, Inc.

Software brand name:

Teller Cashiering
Software version proposed
(years in production):

7.5 Is Vendor prime contractor:

Yes 0
No ❑x

1. What are the top three differentiators of your company and its proposed solution?

2. Teller's key differentiators are its technology, its clients and its ability to seamlessly integrate with other software applications. We highly encourage you to talk to our clients. All our clients are used as references.

What strategic alliance have you made to further strengthen your product and services? Can/Am has a myriad of alliances and strategic partnerships within the local/state government environment, which is our only market. This includes financial integrators, multiple software applications, hardware providers, credit processors, Amazon, etc. We are also member of a number of government organizations such as National Government Finance Officers.

3. How do you guarantee the services provided by your company? All services required by the District will be performed by Can/Am employees. We have a very high level of client service expectation and by performing all projects including support services ourselves it ensures that our clients are receiving the absolute best service possible. A detailed implementation project plan will be constructed with the District that will have milestones. Service payments are tied to those milestones.

Again, talk to our clients about our service and our commitment to them.

4. What is your marketplace focus?
® Small/Local Governments
(e.g., counties /states)
@ Large Government
® Other: Specify

5. What is your preferred customer size (quantify in terms of budget, customers, population, etc.)? Can/Am clients serve a population of 50,000 up to 1.95 million. Recent new clients are City of Miami, City of Salt Lake City, Fond du Lac County, WI and City of Amarillo, TX

6. Please describe the level of research and development investment you make in your products (i.e. —annual budget, head count, etc.).

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a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor name:

Can/Am Technologies, Inc.

7. Can/Am is highly focused on research and development, continually enhancing our applications and developing new ones. There are several principles that guide Teller product development:

Market Vision and Direction
Teller is constantly being enhanced and improved based on our understanding of the product market, sales initiatives, and client feedback.

We are continuously expanding our integration capabilities and set of implemented integrations with payment processing and business system partners.

Client Requests and Enhancements
We actively incorporate client requests on the functionality of Teller. This includes bug fixes, usability enhancements, and new client funded functionality.

Project Requirements
We are actively improving Teller to support current project requirements Technology Upgrades
We work hard to keep Teller updated on a technology stack that is current and supportable. Teller on average focuses about 30% of revenue back into R & D. Can/Am averages 30% of revenue re -invested in R & D.

How many years have you been selling your solution to the public sector? 17 years

8. How many fully operational customer installations of the version proposed in this RFP, currently in production, has the Vendor completed?
California
Nationally
Local Government
6 27
Other public sector
Other non-public sector
Overall:
6 27

9. How many fully operational customer installations, in total, has the Vendor completed? California
Nationally
Local Government 6
27 Other public sector
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a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor name:

Can/Am Technologies, Inc.

Other non-public sector
Overall:
6 27

11. Please state the year the Vendor started in the business of selling the proposed solution to local governments:
2004

12. Where is the Vendor's closest support facility/sales office to Santa Maria, California? Lakewood, CO

13. Where is the Vendor's company headquarters?
Lakewood, CO

14. Please list the Vendor's sales in the previous three years:

Year
2021
Sales
$2.0M
2020
$1.3M
2019
$1.0M

15. How many total employees does the Vendor have in each of the following categories? Area
Number
Sales/Marketing
2 Collaborative Solutions, LLC.

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a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor name:

Can/Am Technologies, Inc.

Management/Administration
3 Help Desk Staff
6 (combined with implementation staff)
Development Staff
10 Project Management
1 Cybersecurity
1 Other (please list)
Total:
27 16.

What organization/recent customer would the Vendor recommend for a site visit? All Can/Am clients are referenceable and available for a site visit

17. Please disclose any outstanding litigation against your company.

Can/Am has never had any litigation of any kind taken against it.

N/A

19. Confirm (Yes/No) that your system will comply with all California State and Federal Employment Laws and Regulations, including future changes. You may add any comments below.

Yes ®
No ■
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SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor name:

ADP
Software brand name:

ADP Employment Tax Service
Software version proposed
(years in production):

ADP, Inc.

Is Vendor prime contractor:

Yes ❑
No ❑

1. What are the top three differentiators of your company and its proposed solution? Our solution offers our clients several advantages:

Established interfaces with major ERP providers. ADP maintains and updates tax compliance information in support of these established interfaces, which effectively eliminate most of the regular interface updates clients may need with other solutions. When tax compliance information is updated, our clients test the extract to ensure the environment is sound and load the applicable changes to their payroll systems.

Elimination of a separate file format for the collection of Form W -2 -related data. To simplify and reduce client effort, ADP eliminated the need for a separate data collection to complete year-end information return filing for federal Forms W-2 and their state/local jurisdiction equivalents. This means employers have a better chance of ensuring tax returns and Forms W-2 are filed in balance with each other, which is the ultimate tax agency requirement. Using the same source data to drive production of tax returns, Forms W- 2, and annual reconciliations help to achieve this goal/requirement.

Single file Form W-2 process. As an optional service, the fourth-quarter tax file can be used to produce the employee Forms W-2 (printing and/or posting). This ADP differentiator saves you time since only one file needs to be sent to ADP. In addition, there is no chance of having discrepancies in your fourth-quarter filing and employee Forms W-2.

Agency notice turnaround (market -leading) response times. Although our standard is 10 business days or fewer, 95 percent of tracers and inquiries are completed within five business days or fewer.

Amendment processing routines. In most situations, vendors produce original returns. Returns can be reproduced and resent if data is lost. ADP takes all employee detail and wage -level data, and it becomes part of a permanent database — which is the basis for amendment processing. The city can make changes to your payroll system, close the quarter and send the new file to ADP. We take the new file, compare it to the processed file and identify all differences. More than 80 percent of submitted amendments are completed within 10 business days or less. The City's administrative responsibilities are reduced, and turnaround times are quick.

Balance -Before -Go. Since accurate deposit and filing activity only occurs when ADP systems reflect the exact information residing in the City's payroll system of record, the provided extract reporting gives you quick, easy assurance you have provided complete, accurate information for subsequent processing. This balance - before -you -go capability is unique to ADP.

Online portal. ADP's online SmartCompliance platform gives integrated access to our SmartCompliance products (employment tax, wage garnishments, wage payments and Form W-2 management).

2. What strategic alliance have you made to further strengthen your product and services? Collaborative Solutions, LLC. Proprietary & Confidential 127

COLLABORATIVE

SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor
t3. formats
name:

ADP
ADP maintains and updates tax compliance information in support of established interfaces with major ERP providers, which effectively eliminate most of the regular interface updates clients may need with other solutions. When tax compliance information is updated, our clients test the extract to ensure the environment is sound and load the applicable changes to their payroll systems.

As a Workday payroll client, data is extracted from your Workday tenant to the ADP integration platform via ADP SmartConnect and Workday native APIs. The necessary data elements are transformed into the specific ADP requires to perform services.

How do you guarantee the services provided by your company? ADP will warrant that, during the term of the executed agreement, our contracted services will operate substantially in accordance with ADP's published documentation and/or specifications. Any additional warranties will need to be specifically negotiated.

4. What is your marketplace focus?
El Small/Local Governments
❑ Large Government (e.g., counties /states)
® Other: Specify ADP is the largest filer and
depositor of taxes in the U.S. We serve both
public sector clients as well as private sector
organizations of all size and industries.

5. What is your preferred customer size (quantify in terms of budget, customers, population, etc.)? ADP is the largest filer and depositor of taxes in the U.S. We serve organizations of all size and industries.

6. Please describe the level of research and development investment you make in your products (i.e. —annual budget, head count, etc.).

ADP's business vision is to be the HCM market leader. To accomplish this goal, ADP invests significantly in solutions and continues to budget R&D dollars.

In fiscal year 2022, ADP invested $1.21 billion from continuing operations in development and programming, migration to new computing technologies, the development of new solutions and maintenance of existing technologies (including purchases of new software and software licenses). With total revenue of $16.5 billion, investment dollars accounted for approximately 13.7 percent of revenue in fiscal year 2022.

Our research and development technology strategy is based on reliability, scalability and open architecture.

We evaluate the technology landscape for hardware components and configurations that allow us to provide administrative services to our clients more effectively.

7. How many years have you been selling your solution to the public sector? Collaborative Solutions, LLC.

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a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor name:

ADP
ADP has provided general payroll services since our inception in 1949 and standalone tax services since 1997.

How many fully operational customer installations of the version proposed in this RFP, currently in production, has the Vendor completed?
Local Government
Other public sector
Other non-public sector
Overall:

9. California
Nationally
Between payroll clients and
standalone tax clients, ADP
supports employment tax
services for more than 770,000
U.S. organizations.

How many fully operational customer installations, in total, has the Vendor completed? California
Nationally
Local Government
Other public sector
Other non-public sector
Overall:

ADP has serves more than
770,000 U.S. organizations.

Current in -process Implementations
N/S
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COLLABORATIVE

SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor name:

ADP

11. Please state the year the Vendor started in the business of selling the proposed solution to local governments:

ADP has provided general payroll services since our inception in 1949 and standalone tax services since 1997.

12. Where is the Vendor's closest support facility/sales office to Santa Maria, California? Employment tax is delivered and supported from our San Dimas, California, office.

13. Where is the Vendor's company headquarters?
Roseland, NJ

14. Please list the Vendor's sales in the previous three years:

Year
Sales
2021
(FY 2022): $16.5 billion
2020
(FY 2021) $15 billion
2019
(FY 2020) 14.6 billion

15. How many total employees does the Vendor have in each of the following categories? Area
Number
Sales/Marketing
Management/Administration
Help Desk Staff
Development Staff
Project Management
Cybersecurity
Other (please list)
ADP employs approximately 60,000 associates worldwide (excluding our partners resources). A general breakdown of the associate population is:

Customer service and support: 60 percent.

Training and implementation: 10 percent.

Product development: 10 percent.
' Sales, finance, marketing and administration: 20 percent.

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SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor name:

ADP
Total:
60,000

16. What organization/recent customer would the Vendor recommend for a site visit? ADP's policy is to not release key client contact names until their approvals have been obtained and only if ADP is a finalist for the prospective outsourcing business. Please let us know once ADP is named a finalist, and we will gladly arrange this contact and establish a format for dialogue. We appreciate being considered for your business, and we recognize you may not be able to reach a final decision without validation from existing clients.

Our clients' day-to-day activities are focused on their businesses. Because it is our business to assist our clients by reducing their daily responsibilities instead of adding to them, we are extremely sensitive to their schedules.

We know you will appreciate this consideration and will understand our reference policy.

Please
visit our website at https://www.adp.com/resources/what-others-say.aspx fadp.coml to view client
testimonial videos and success stories and hear how ADP is helping our clients achieve their business goals.

17. Please disclose any outstanding litigation against your company.

ADP has a corporate litigation team that manages litigations and certain pre -litigation claims and disputes, primarily for matters within the United States. The records of matters that the corporate litigation team maintains contain confidential information, including information protected by the attorney -client privilege.

Accordingly, subject to complying with ADP's public disclosure obligations and to respond to lawfully served discovery requests or subpoenas, ADP's policy is to not disclose information within the records of ADP's corporate litigation department to persons outside ADP other than ADP's outside counsel. ADP discloses in its periodic filings with the Securities and Exchange Commission (SEC) all material asserted and unasserted claims pursuant to the standards set forth in Financial Accounting Standards Statement No. 5. This information is publicly
available at www.sec.gov jsec.govj.

To
the best of ADP's knowledge, there are currently no pending litigation claims against ADP, or litigation claims
that have been resolved within the past five (5) years, that would materially adversely affect ADP's ability to enter into an agreement with, or to provide the proposed services to, the City.

ADP does not rely on third party vendors for employment tax or W-2 services.

19. Confirm (Yes/No) that your system will comply with all California State and Federal Employment Laws and Regulations, including future changes. You may add any comments below.

Yes
No
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COLLABORATIVE

SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor name:

Fifth Asset, Inc. d/b/a DebtBook
Software brand name:

DebtBook
Software version proposed
(years in production):

The software has been in production since February 2020.

We're on version 1.31 and release new versions weekly.

Is Vendor prime contractor:

Yes ❑
No X

1. What are the top three differentiators of your company and its proposed solution?

1. DebtBook offers both Debt and Lease Management within a single application to make sure local governmental financial professionals can see the whole picture and manage their funds in a consolidated application rather than disparate systems. This means ongoing reporting and year end audit notes are consistent and come from the same place.

2. Made for Governments - The best way to make sure a solution meets a client's needs is to sit at a table with them and truly understand what those needs are. At DebtBook we have done just that. We initially built the software based on the challenges of local government and continue to iterate as those challenges evolve.

3. White Glove Onboarding - There is no point in getting good software if you can't get your information into the software. DebtBook removes the traditional headache of implementing new software through our White Glove Onboarding in which we do 90% of the work and have the City confirm the details.

2. What strategic alliance have you made to further strengthen your product and services? DebtBook has strategic partnerships with governmental professionals across the country. These include Municipal Advisors, Bond Counsel and Auditors who serve local government finance teams.

DebtBook works in collaboration with these professionals and our clients to continue to improve our product.

3. How do you guarantee the services provided by your company? DebtBook guarantees uptime of the application in our SLA. We have also tested of our approach and outputs with multiple industry professionals. Lastly, we have undergone SOC 1 and SOC 2 type audit reports, which we are happy to provide.

4. What is your marketplace focus?
X Small/Local Governments
X Large Government (e.g., counties /states)
❑ Other: Specify

5. What is your preferred customer size (quantify in terms of budget, customers, population, etc.)? DebtBook works with clients of all size. We work with clients as large as Boston, MA and as small as Ocean Isle Beach, NC (population 600) and many in between.

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SOLUTIONS
a cognizant company
workday.

City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor name:

Fifth Asset, Inc. d/b/a DebtBook

6. Please describe the level of research and development investment you make in your products (i.e. — annual budget, head count, etc.).

DebtBook has dedicated personnel within the organization who are focused on the continual development of the product, which includes routine meetings with clients and industry professionals.

7. How many years have you been selling your solution to the public sector? DebtBook has been selling our solution in the Public Sector since the product became available in 2020. (2.5 years).

8. How many fully operational customer installations of the version proposed in this RFP, currently in production, has the Vendor completed?
California Nationally
Local Government
40 467
Other
public sector
0 0
Other
non-public sector
0 0
Overall:
40 467

9. How many fully operational customer installations,
in total, has the Vendor completed?
California
Nationally
Local Government
40 467
Other public sector
0 0
Other non-public sector
0 0
Overall:
40 467

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COLLABORATIVE

SOLUTIONS
a cognizant company
workday.

City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor name:

Fifth Asset, Inc. d/b/a DebtBook
Region
Total:
741

11. Please state the year the Vendor started in the business of selling the proposed solution to local governments:
2020

12. Where is the Vendor's closest support facility/sales office to Santa Maria, California? Charlotte, NC

13. Where is the Vendor's company headquarters?
Charlotte, NC

14. I
Please list the Vendor's sales in the previous three years:

Year
Sales
2021
$2,725,000
2020
$280,000
2019
NA

15. J
How many total employees does the Vendor have in each of the following categories? Area
Number
Sales/Marketing
17 Management/Administration
10 Help Desk Staff
4 Development Staff
15 Project Management
0 Cybersecurity
2 Other (please list)
Implementation (13), Account Management (5), Business
Development (7), Accounting Product Enablement (14)
Total:

16. What organization/recent customer would the Vendor recommend for a site visit? Collaborative Solutions, LLC.

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134

COLLABORATIVE

SOLUTIONS
a cognizant aompvry
workday.

City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor name:

Fifth Asset, Inc. d/b/a DebtBook
Vista, CA

17. Please disclose any outstanding litigation against your company.

There is no outstanding litigation against our company.

There are no third -party vendors included in our response.

19. Confirm (Yes/No) that your system will comply with all California State and Federal Employment Laws and Regulations, including future changes. You may add any comments below.

Yes X
No ❑
• Technical and Vendor Requirements Form
Form B: Technical and Vendor Hosting Requirements Form

20. Indicate Tier certification for design and operation of the hosting locations mentioned above. Indicate if a private link (MPLS or EVPL) can be set up to the hosting locations mentioned above.

Workday customers do not require any VPN or MPLS to connect with their Workday instance. All user communication with Workday's Enterprise Cloud Applications uses industry standard transport layer security (TLS/HTTPS) encryption for the transmission of private or confidential information over public networks using a web browser. TLS 1.3 is the standard encryption protocol used. Additionally, the Workday application provides Enterprise Interface Builder (EIB) functionality that allows Workday Customers the ability to build simple and secure integrations to transmit data, both inbound and outbound, with Workday. Insecure transport protocols, including secure file transport protocol (SFTP) and e-mail, require Pretty Good Privacy (PGP) encryption of files by default unless configured by the customer's designated security personnel, which is systematically enforced. Workday can be configured to restrict access by IP addresses via a whitelist for allowed IP ranges or a blacklist of source IP addresses that are never allowed for authentication. Customers can define ranges of IP addresses as client networks and use them in authentication policies to designate blocked and allowed networks for accessing Workday.

21. How do you track monthly usage for subscription -based services? Collaborative Solutions, LLC.

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SOLUTIONS
a cognizant aompary
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Workday's contractual Service Availability SLA is 99.7%, excluding scheduled maintenance. Workday's service level commitments are set out in the Workday Production Support and Service Level Availability Policy (SLA) (located at https://www.workday.com/content/dam/web/en-us/documents/legal/workdav- production-support-a nd-service-level-availability-pol icy.pdf).

Service Availability in a given month is calculated as a percentage equal to [(# of minutes the Workday Production System is available in the month — number of minutes of Scheduled Downtime during the month) / (total number of minutes in the month — number of minutes of Scheduled Downtime during the month)].

There are no exceptions to our availability SLA. For example, unlike some other service providers, Workday doesn't exclude downtime related to emergency maintenance. In some cases other vendors don't even commit to a planned downtime duration - they provide a maintenance start time but not an end time. Workday publishes our maintenance calendar one year in advance so that customers can plan ahead (some vendors provide only a few days' notice of upcoming maintenance, and consider this "planned" maintenance).

Workday's Service Response SLA is: (i) not less than *50% of (online) transactions complete in one (1) second or less and (ii) not more than 10% of (online) transaction complete in 2 and a half (2.5) seconds or more. In reality we far exceed this commitment since ^'95% of all cumulative Workday on-line transactions complete within 1 second. Workday is the only enterprise SaaS solution in our market that contractually commits to the performance of the application. Service Response is the processing time of the Workday production tenants in the Workday production data center to complete transactions submitted from a web browser.

We monitor every tenant with the goal of detecting problems before they impact end users/customers. We use a variety of tools and industry best practices across our Network Operations Centers to detect and correct anomalies.
*Not applicable to Workday Adaptive Planning or Workday Strategic Sourcing.

22. Does the system interface support a browser interface with or without the help of additional components? Is the interface compatible with mobile devices? Since Workday is a full SaaS platform, Workday takes care of all the hardware requirements. As a client, you would only need to worry about the browsers that you would need to access the platform.

Browser Info
• Workday officially supports the latest supported version of Microsoft Internet Explorer 11, and the latest supported version that is automatically released by each of the following browser technologies: Mozilla Firefox, Google Chrome, Microsoft Edge ("IE" mode is not supported), Apple Safari (only supported on Mac OS X), and Opera
• Supported on Apple and Android devices via mobile app and HTMLS enabled browser Network Info
• Network communication with Workday is performed using TCP/IP, encrypted via TLS 1.2. • In terms of internet bandwidth consumption, Workday is a very light -weight application. Network testing shows 5,000 users only require about 100kbps of bandwidth. Within HR applications, the number of concurrent users is generally 1% of the total workforce. • Server -side hardware and software is all managed by the Workday service and hosted outside your organization.

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a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022

23. Please describe the minimum commitment term (in years) for a vendor -hosted option and note the term assumed for determining the proposed costs.

Workday's Master Subscription Agreement (MSA) is non -cancelable and non-refundable based upon a minimum three (3) year commitment. That said, Workday has assumed a 5 -year subscription term with a 3 -year optional renewal years for the purposes of providing the proposed costs.

24. Please list the connectivity options and carriers available at your hosting facility.

We have a diverse set of 4-6 Tier1 and Tier2 ISPs per co -location. Exact carriers continue to change for the right mix of reliability and redundancy. Our focus is plenty of diversity and bandwidth to serve our customers globally.

25. Estimate the bandwidth that your solution will require based upon users, application environment, and any other factors.

In terms of internet bandwidth consumption, Workday is a very light -weight application. Network testing shows 5,000 users only require about 100kbps of bandwidth.

System Performance

26. How much notification will you give the City in advance of any scheduled downtime? Planned downtime is predictable as maintenance windows are planned and published a year in advance on the Workday Community. Major feature releases are performed semi-annually during a regularly planned maintenance window.

27. What is your process for notifying the customer and fixing bugs once they have been identified? At Workday, our goal is to deliver functionality at a rapid pace to provide you with the functionality and enhancements you need, while being mindful of your busy schedules and mission critical business processes.

We deliver product features and services in two ways:
• Weekly Service Updates - which occur within the weekend maintenance window and deliver timely fixes and enhancements that are non-impactful to customers.

Feature Releases - delivered on a 6 -month schedule, which contain a significant number of new features and functionality; these features are delivered "turned off", so you can review them before putting them into production.

Below we provide further insight into what is appropriate for delivery in a Weekly Service Update and in contrast what we will target for a Feature Release.

Weekly Service Update
• Net new features or enhancements to existing functionality Collaborative Solutions, LLC.

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a cognizant camPanY
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Minor Ul modifications (e.g., field spacing, font sizing, text shading, drop -shadow weight) Architecture and Data Center improvements
New capabilities like the ability to cancel a background report New Reporting components (Report Fields and Report Data Sources) New web services or updates to existing web services
Payroll Compliance Updates
Bug fixes
All of the above are documented in the Weekly Service Update Notes Feature Release
Net new features
Enhancements to existing functionality, including Ul improvements New web services or updates to existing web services
Bug Fixes
New Products
A 5 -week preview window leading up to the Feature Release date to test, plan and build communications for the upcoming release
Workday provides access to Preview tenants where we will continue to introduce features between Feature Releases. Preview tenants allow you to try out features and test alongside your own configurations, provide feedback to us, and learn about them in advance of their availability in Production.

28. Please provide the total number of clients and corresponding number of end -users of hosted solutions currently supported by your proposed solution.

Workday has over 5,700 core Workday Financial Management and Workday HCM customers. These customers range in size from 200 employees to 2 million+ employees.

29. What system/application availability and response time will your proposed system meet? What are the City's responsibilities to ensure this level of performance? Workday's Service Response SLA is: (i) not less than 50% of (online) transactions complete in one (1) second or less and (ii) not more than 10% of (online) transaction complete in 2 and a half (2.5) seconds or more. In reality we far exceed this commitment since ^'95% of all cumulative Workday on-line transactions complete within 1 second. Workday is the only enterprise SaaS solution in our market that contractually commits to the performance of the application. Service Response is the processing time of the Workday production tenants in the Workday production data center to complete transactions submitted from a web browser. Workday reports back to customers its performance against the SLA monthly and quarterly. There is not a specific responsibility for the customer, it is provided as part of the service.

Security

30. Describe the identification and authorization capabilities of your proposed solution for users.

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a cognizant oompary
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Authentication
Workday security access is role -based, supporting LDAP Delegated Authentication, SAML for single sign - on, and x509 certificate authentication for both user and web services integrations.

Single -Sign -On Support - SAML allows for a seamless, single -sign -on experience between the customer's internal web portal and Workday. Customers log in to their organization's internal web portal using their enterprise username and password and are then presented with a link to Workday, which automatically gives customers access without having to log in again. Workday also supports OpenlD Connect.

Workday Native Login - For customers who wish to use our native login, Workday only stores our Workday password in the form of a secure hash as opposed to the password itself. Unsuccessful login attempts are logged as well as successful login/logout activity for audit purposes. Inactive user sessions are automatically timed out after a specified time, which is customer configurable by user.

Multifactor Authentication - We recommend that customers use multifactor authentication (MFA).

Workday allows customers to bring in their own MFA provider that is backed by the TOTP (time -based one-time passcode) algorithm. Workday also allows end users of customers to receive a one-time passcode delivered via an email-to-SMS gateway mechanism. Lastly, Workday supports challenge questions as an additional mechanism to prove a user's identity.

Step -Up Authentication - If someone leaves their console open or multiple users access Workday from the same device, organizations that use SAML as an authentication type can secure against unauthorized access by identifying critical items within Workday. This allows customers to force a secondary authentication factor that users must enter to access those items.

Customer end users must have valid credentials (e.g., a valid User ID and password) to access Workday services. The majority of customers configure Single Sign -on (SSO) to use credentials from external sources, such as in their identity management solution or a directory service.

Authorization
The Workday application enforces group policy -based security for authorization. The application prevents any user from directly accessing the production database. Workday -delivered and customer - created security groups, combined with predefined security policies, grant or restrict user access to functionality, business processes, reports, and data —whether accessed online or through web services.

31. Provide list of compatible directory services and identity access management solutions. Describe how your system interoperates with Active Directory.

Workday supports single sign -on platforms via SAML 2.0 or Google OpenlD Connect. The single sign -on integration may work alongside the delegated authentication mechanism. For Active Directory, Single Sign -on can be set up by invoking the Active Directory Federation Services (ADFS) function.

Workday also supports multiple IDMs and have pre -build integrations with partners such as Azure, Okta, OneLogin and Ping Identity. Workday can also act as an IDP, if needed. Workday provides integration with Azure Active Directory for single signon. Details can be found here Tutorial: Azure Active Directory single sign -on (SSO) integration with Workday I Microsoft Docs.

Additionally, a connector is provided for provisioning with Active Directory. Directions for configuring this can be found here httus://docs.microsoft.com/en-us/azure/active-directory/saas-apps/workdav- inbound-tutorial.

32. Confirm ability to back up the data to an external third -party on -premise or cloud -based storage environments, and costs associated to exporting the data. Please provide list of compatible backup/recovery solutions.

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SOLUTIONS
a cognizant aompvry
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Workday maintains back up and disaster recovery plans and tests them regularly. Workday commits to a recovery time objective of twelve (12) hours — measured from the time that the Workday Production Service becomes unavailable until it is available again. Workday commits to a recovery point objective of one (1) hour — measured from the time that the first transaction is lost until the Workday Production Service became unavailable. During regular operations the production configurations and data are kept up-to-date at the alternate site. The production databases have a remote copy of the databases kept at our secondary data center.

The focus of our Workday Hosted Operation is on Security, Performance, and Reliability. Workday utilizes five data centers as co -location facilities. In the United States, they are located in Oregon (primary), Virginia (primary/secondary) and Georgia (secondary). Workday also has two European data centers in production, based in Ireland and the Netherlands. Co -location facilities primarily provide Workday with space in their data centers along with redundant power sources, and Internet connectivity. Workday ensures that each of our data centers provides state-of-the-art security for our customers.

Workday provides an SLA for uptime of 99.7% against unplanned downtime.

33. Describe on -going security testing done for your data centers such as penetration testing, vulnerability scanning, etc.

Workday contracts with third -party expert firms to conduct independent internal and external network, system, and application vulnerability assessments.

Application
Workday utilizes a third party to conduct web application -level security assessments. These assessments generally include testing, where applicable, for:
• Cross -site request forgery
• Services scanning
• Improper input handling (e.g. cross -site scripting, SQL injection, XML injection, cross -site flashing) • XML and SOAP attacks
• Weak session management
• Data validation flaws and data model constraint inconsistencies • Insufficient authentication viii)Insufficient authorization Network
External vulnerability assessments scan all internet-facing assets, including firewalls, routers, and web servers for potential weaknesses that could allow unauthorized access to the network. In addition, an authenticated internal vulnerability network and system assessment is performed to identify potential weaknesses and inconsistencies with general system security policies.

34. Indicate cybersecurity solutions that are in place to prevent, detect, contain and recover from security threats such as malware injection, ransomware, side channel attacks, exploitation of API vulnerabilities, or distributed denial of service (DDoS) attacks.

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SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
To ensure services are available and that problems are identified, investigated, and resolved, Workday uses a combination of monitoring tools and incident response protocols. Network intrusion prevention systems (IPS) monitor critical network segments for atypical network patterns in the Customer Data environments as well as traffic between web servers and the load balancers. System generated alerts are sent to the Infrastructure staff if suspicious network activity is detected, for further investigation, analysis, and resolution as appropriate.

In an effort to stay current with the most cutting -edge security tactics, Workday partners with a leading provider to protect against DDoS attacks. This provider has massive Internet connectivity, and technology that filters out security threats and passes clean traffic to our data centers.

If this question is pertaining to Contention -Based Protocols (CBPs), then it is a wireless telecommunication specification and not directly relevant to the Workday service.

35. Indicate what support will be provided to carry out forensic investigation of security incidents.

Workday has a detailed, multi -tiered response process for security incidents that involves several organizations within Workday. Incidents are classified into 4 levels of severity. A detailed communication plan is in place that takes into the account the severity level of the incident and determines who within Workday must be involved to resolve the issue, how the issue is resolved, and the type of communication sent internally and to customers. More details can be provided under NDA.

36. How are hosted software applications deployed for use by numerous customers (dedicated servers for each hosted customer, or is a single set of applications utilized for all customers)? Workday is a true multi -tenant cloud software as a service solution. All Workday customers are on exactly the same version of the software at all times. Scheduled maintenance and major feature updates are provided to customers at exactly the same time.

37. Indicate if you comply or do not comply with the following:

Requirement
The
monthly
Comply?
YES
NO
system shall be available 24 x 7 with a minimum of 99.95% uptime, measured on a basis (excluding maintenance windows).
0 Data shall reside in the United States at all times.
®
❑
All system data and files shall be regularly backed up to a secondary data center/disaster recovery site outside of the main data center's same weather pattern and power grid.

Backups shall occur such that the City loses no more than 2 hours of transactions due to an unexpected outage.
0 0
Hosting Providers/Respondents shall have a documented Security Incident Response Plan (SIRP) that addresses the Respondent's plan for preventing, detecting, and responding to security breaches or cyberattacks in which the City's data or operations may be compromised.
_i
■
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COLLABORATIVE

SOLUTIONS
a cognizant aompvry
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Hosting Providers/Respondents shall have a documented Disaster Recovery Plan (DRP) that addresses recovery and maintenance of system data and operations in response to hazard or emergency scenarios. This plan shall be tested regularly to ensure that it is both tangible and actionable.
o
■
Hosting Providers/Respondents shall have a documented Business Continuity Plan (BCP) that addresses localized or system outages that create an impact to one or more business functions. The BCP should account for the rapid restoration of services and redundancies in technology or process.
■
Hosting Providers /Respondents shall undergo a SSAE 18 SOC2 Type 2 audit covering at a minimum the Security and Availability Principles on an annual basis and must have no unaddressed material concerns. Respondent shall provide a copy of their most recent audit report prior to contract award.
0 ■
Hosting Providers/Respondents shall support and be compliant with all relevant regulations and requirements including, but not limited to:

PCI-DSS
FERPA,

IPAA/HITECH
GDPR.
►_
■
• Project Management Approach Form
Form C: Project Management Approach Form

38. How does the Vendor plan to manage the material that is produced during the project through potential solutions such as a collaboration environment?
Project documentation will be stored in a collaboration tool, SharePoint site, provided by Collaborative.

This site will have a dashboard showing current status, timeline, and is the repository for Risk Logs, Action Items, Issues and Decisions. All project members will have access. All workbooks with requirements and design documents will also be stored in the SharePoint site. Any data that includes Personal Identifiable Information has to be stored on an SFTP site provided by Collaborative. This includes data conversion files, issues or screenshots that contain employee data, etc.

All project documentation will be left with City of Santa Maria at the end of the project including configuration workbooks (which will actually be turned over to the client earlier than the end), integrations design documents, integrations operating guides, integrations recurrence tracker, and all training materials developed as part of the implementation.

39. Provide specific information on project close-out activities to support to the City.

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COLLABORATIVE

SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
As part of our proprietary CynergyTM methodology, cutover planning activities would occur toward the end of Testing stage while documentation of the City's specific cutover planning approach and cutover checklist would be prepared during the Testing Stage.

Cutover planning approach documents the strategy, communications, timeline of activities, tenant information, roles and responsibilities and logistics during the cutover period. This plan is owned by the Engagement Manager and the City's Project Manager and will be used to report and manage progress related to the cutover period.

The cutover checklist is an integral tool during the cutover period and supports the cutover plan. The cutover checklist includes a timeline of activities during the cutover process and records the person identifying the action, description, dependencies, and the time. The final plan will be presented to the team along with the cutover checklist for approval.

The final Go/No-Go decision will take place after completing the all the testing (E2E testing, Parallel Testing, User Testing, Regression testing etc.) and before launching into the Deploy Stage. The testing results, cutover checklist and Workday required Go -Live checklist are critical elements for the Go/No-Go decision -making process. These documents will be presented to the City's project sponsor and project executives and a roll call meeting will be conducted to formally document the decision and also served as the basis for obtaining the signed off from the City's Project Manager and project sponsor.

40. What percentage of the Project Manager's time will be devoted to the project? A Collaborative project manager typically has 1-2 projects that they are managing at any one time, depending upon the size of the projects. For the Santa Maria project, we would anticipate our project manager providing about 20 hours a week of support to the City.

41. What percentage of the Project Manager's time will be spent on site? In pre-Covid times, our typical ratio was 30% onsite, 70% offsite for our resources. Our objective with travel is to be a good steward of the City's resources. So we look to be onsite during key periods of the project (i.e., Planning phase, Architect, the early weeks of testing, go -live) where face-to-face time is beneficial to the project. When work can just as easily be performed remotely, we will work offsite. We will work with the City to arrive at a travel schedule that best meets your overall needs.

42. What is the total proposed duration of the implementation? Collaborative is recommending a 50 month long implementation (Plan through Go -Live) with a recommended 6 -week Strategy phase up front and 6 weeks of Production support following go -live.

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COLLABORATIVE

SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
• Report Development Form
Form D: Report Development Form
Workday Response:

43. What is the query tool and report writer that Vendor is proposing? The Workday Report Framework is a full featured reporting platform that allows for selecting, filtering, and summarizing data elements that are provided as part of the Workday service. The Workday Reporting Framework allows you to configure reports that you can run from your home page, from the Favorites page or as the results of a search. With Workday reports, you can take action or drill down on data to obtain additional information. The report can be downloaded to an Excel spreadsheet or a PDF document. Rather than downloading sensitive data to Excel we offer the option to keep the data safe in Workday and export it from a report to a worksheet - which is the equivalent of Google Sheets but it's actually a Workday functionality - so it's the same Workday user experience, security, data model, etc.

Reports can be copied and configured to your unique requirements, whether the report was delivered by Workday or created by your organization.

With Workday, reports are embedded directly within business processes, with full drill down capabilities.

Augmented analytics provide personalized insights based on role, surfacing insights that would otherwise go unnoticed. You can also bring any external data into Workday, blend it with existing people and finance data, and present it securely through Workday's reporting framework.

44. What reports are available out of the box? Provide a list here and samples at the end of this section.

Over the years, traditional ERP applications struggled to provide meaningful business insight into the organizations they support. As a result, organizations invested in costly, complex bolt -on reporting or business intelligence systems that are disconnected from any user or organizational context. Workday provides actionable business analytics that are seamlessly available throughout the application and are provided at no additional cost or complexity.

Workday delivers over 4,800 categorized reports within the subscription. Most often, there is a report that can act as the starting point, with the ability to copy the report and edit in the remaining field requirements.

With Workday reporting, you can:

Take advantage of reports and analytics that are simple to build, simple to deploy, and simple to use Gain business insight at any time and from anywhere —in reports, on dashboards, in alerts, on mobile devices, or embedded in business process tasks
Make fact -based decisions with multi -dimensional analysis and the ability to drill down to transaction - level detail
Empower business users and reduce dependency on IT support Lower ownership costs with zero infrastructure overhead or extra subscription fees

45. Describe your process for determining the scope of what reports will have to be developed (not out -of -the - box) and what effort it will take to develop and test them? Collaborative Solutions, LLC.

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144

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COLLABORATIVE

SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
The reporting framework is provided with the Workday service at no additional cost.

The Workday Report Writer provides the following report types for creating custom reports and custom analytics:

Simple Report: A Simple Report provides straightforward design options for ad hoc reporting.

Advanced Report: An Advanced Report provides comprehensive transactional reporting including access to related business objects and multiple levels of headings and subtotals. Advanced reports also enable the use of sub -filters, run time prompts, charts, Worklets, and report sharing. Advanced Reports can expose the report as a web service with the click of a check box. • Matrix Report: A Matrix Report provides the foundation for multi -dimensional analysis. It can summarize data based upon the object data model. The resulting matrix is displayed as a table and/or chart that users can drill through to see the associated detail. You can control the detail data that users see when they drill down by selecting the desired fields when defining the report. Matrix reports provide additional features including filtering, run time prompts, Worklets and report sharing.

Search Report: A Search Report displays search results based on values selected for faceted filters on the report.

Trending Report: A Trending Report reports on and analyzes trends in worker data such as headcount and attrition. By using either Standard Reports or Custom Reports, you can analyze important trends in your workforce directly in Workday without the need for a third -party analytical tool Transposed Report: A Transposed report interchanges the rows and corresponding columns on the report for optimal display.
nBox Report: An nBox Report summarizes and encapsulates employee talent data in a configurable visual box format.

Composite reporting. Composite reports are primarily targeted for financial analysis and can combine data from multiple data sources into a single report by using sub reports.

Discovery Board: Workday also offers the ability to do data visualization, to build reports by Drag & Drop to analyze the data in real time.

Worksheets: Worksheets are an excel -like interface to allow for spreadsheet creation and collaboration with real-time data, all within Workday's single security model.

Reports created with the Workday Reporting Framework can also be utilized as outbound integrations - either synchronous or asynchronous web services.

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SOLUTIONS
a cognizant ccmpaxy
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Collaborative Response:

Form D: Report Development Form

43. What is the query tool and report writer that Vendor is proposing? Workday has several reporting tools, each designed for specific use cases. Please see the "Reporting Tools Comparison 2022R2.pdf" document in the Appendix C: Additional Information.

44. What reports are available out of the box? Provide a list here and samples at the end of this section.

Workday provides over 4,000 standard reports that can be used out of the box or potentially copied and used as the starting point to create customized reports.

The Report Writer tool allows authorized users the ability to create several unique types of reports such as:
• Simple
• Advanced
• Matrix
• Trending
• Transposed
• nBox
• Search
• Composite
Reports in Workday are intended to be interactive or "actionable" in the sense that the data returned is often a hyperlink with drillable functionality.

In addition to the Report Writer tool, Workday has recently introduced a new reporting tool known as Discovery Boards, which allows users to use a drag and drop interface to quickly analyze data and easily convert to dashboards and scorecards. This tool, which was initially designed for the data scientists, can also serve the purpose of an intuitive drag and drop interface to support basic ad hoc queries.

A representative list of available delivered reports and a collection of report samples are both available in the Appendix C: Additional Information (Workday 2022R1 Standard Report Examples and Workday 2022R1 Standard Report Listing).

45. Describe your process for determining the scope of what reports will have to be developed (not out -of -the - box) and what effort it will take to develop and test them? Effective use of Workday's reporting capabilities can be a key differentiator between a satisfactory implementation and a highly successful one. To prepare for addressing your reporting needs, the Strategic Implementation Planning engagement includes a Strategic Readiness Workshop on Reporting & Analytics.

Findings from that session are incorporated with related areas such as Integrations, Foundation Data Model, and Job Architecture to provide a "big picture", data -centric understanding of what City of Santa Maria's reporting requirements will be.

In this phase we review required regulatory reports, executive reports, management reports and establish your approach to dashboards. Clients begin the process of documenting their specific reporting scope using Collaborative Solutions, LLC.

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146

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COLLABORATIVE

SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022

43. What is the query tool and report writer that Vendor is proposing? the Collaborative Report Tracker which will continue through the implementation. Reports are prioritized to ensure that go -live critical reports are developed first.

During the Architect phase, reports which represent key business requirements will be addressed and documented. These requirements may be met either by configured Workday functionality or by reports. Some custom reports will be built by functional consultants as the solution for a given business requirement. Clients send designated resources to Workday report writing training and develop most reports internally. This development typically occurs during the Configure & Prototype and Testing stages of the project. Collaborative recommends that all report development be completed in time for the reports to be accurately tested during the relevant testing cycle.

Cynergy'M methodology also includes documentation of reporting and calculation field naming standards to be followed by both Collaborative and client resources to ensure reporting clarity and accuracy.

A limited number of Collaborative's consulting hours are typically specified as dedicated to report writing and may be used for assistance on complex reporting or to guide the overall reporting effort.

Following numerous requests from our clients over the years for us to develop dashboards and scorecards, we decided to create a pre-packaged Workday Advanced Report Dashboards & Analytics offering. We have essentially taken the best -of -the best of the Workday dashboards and scorecards that we have created and have developed three offerings: HCM, System Administration and Financials. This optional offering is unique in the Workday ecosystem and can provide City of Santa Maria leadership and management teams with real-time analytics to facilitate strategic and operational decisions.

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COLLABORATIVE

SOLUTIONS
a cognizant oompary
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
• Training Form
Form E: Training Form
Workday Response:

46. What is your recommended approach to training (End -user, train the trainer, hybrid approach), for the City, and why?
Workday has provided descriptions of our training elsewhere in this response. Workday recommends that your Functional Leads / Project Team be trained by Workday by using Workday's Learn In Person / Learn Virtual / Learn Independent Training by utilizing the proposed Training Credits.

This approach gets your Project Team up to speed quickly and in a timely manner so that they can be maximally effective in deploying the Workday software.

Members of your Functional Lead Team, and perhaps your Training Resource (if you have one) will work with Collaborative Solutions to develop End User Training. This is a bit of a hybrid Train the Trainer approach, but it has been very successful for both Collaborative Solutions and Workday. The Adoption Kit is used for the purpose of training End Users.

Workday's Learn On Demand libraries are used for periodic refresher training or topic focused training for your Workday System Administrators and Support staff.

47. What types of training documentation will be developed by the Vendor? Workday provides online documentation and page -specific help on virtually every page in our application.

48. Describe the opportunities for ongoing training.

Learn On -Demand, Learn Virtual, and Learn Independent course offerings are designed for ongoing learning within your organization on the Workday system. These targeted role -based offerings will allow your employees to understand the principles, functionality, and processes associated with the following areas:
• All Workday Products/SKUs
• Integrations
• Reporting and Analytics

49. Describe online training options.

Workday has made all training available virtually to meet COVID restrictions. Here is a list of our training delivery methods:

Workday Education Courses and Delivery Methods:

Workday Education offers a variety of options to meet your training needs, including the following:

Learn Virtual provides the advantages of live instructor -led training without the expense and time associated with travel. These courses are a combination of lecture, demonstration, and hands-on Collaborative Solutions, LLC.

Proprietary & Confidential
148

COLLABORATIVE

SOLUTIONS
a cognizant aompvry
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
activities to reinforce learning. Attendees participate remotely through Zoom and connect to our training environment via the Internet to complete the hands-on activities. These offerings are topic - specific and designed to focus on key Workday principles and functionality.

Learn Independent enables our customer to be more self-sufficient. This learning experience combines videos, interactive exercises, quizzes, and tests into a comprehensive online learning curriculum that students can complete at their own pace.

Learn On -Demand is a cost-effective alternative to traditional education delivery, providing access to training 24/7 from any computer. Created in short, targeted segments, Learn On -Demand is perfectly suited for system administrators who need immediate access to specific training. These offerings are topic -specific and designed to focus on key Workday principles and functionality.

Adoption Kit is a collection of templates and resources designed to support and accelerate end -user training and your Workday rollout. It includes a combination of hosted or downloadable videos, job aids, facilitation guides, and marketing materials. All content can be downloaded and tailored to your needs or used as -is.

Workday Pro is a customer -focused accreditation program targeted at customers who want to actively engage and work side by side with the Ecosystem on a path to develop a similar level of knowledge and expertise. It consists of a number of tracks, each with relevant courses plus a written test.

Form E: Training Form
Collaborative Response:

46. What is your recommended approach to training (End -user, train the trainer, hybrid approach), for the City, and why?
End -user training is a fundamental component of our Organizational Change & Training (OC&T) methodology. Our traditional training approach is to provide training tailored to end users and other stakeholders, dependent on the specific roles and business functions they perform. Prior to training, the end users and managers receive communications about the new technology and business processes to build their awareness and enthusiasm about the upcoming changes.

The first step in our training development methodology involves developing an End -User Training Strategy, which serves as a roadmap for all training activities. Collaborative and the City of Santa Maria would jointly define the training philosophy to ensure that the most effective education for the City of Santa Maria environment is delivered to end users.

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SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
UES is to pilot the system with a group of users who have had no prior exposure to gain an additional, candid perspective on how the new system will be received and whether it is meeting overall end -user project objectives. Feedback from UES also allows the OC&T workstream to pressure -test initial training materials. Combined, this information helps the training team identify and drive focused revisions and adjustments to training materials and plans, in turn ensuring the maximum impact and benefit of your training program.

The following outlines a hybrid approach and various types of end -user training delivery method options we would recommend for the deployment of Workday:

Train -the -Trainer:
• Provides tools and expertise to City of Santa Maria's in-house functional and/or training teams, allowing for enhanced knowledge transfer, flexible deployment, and ongoing internal training capacity
• Client must provide training resources
• Customized On -Demand Training Videos:
• Can pair with objective assessment tools to determine the level of the end -user's comprehension of the delivered material
• End -users can view on -demand and as needed to support their successful completion of transactions in Workday
• Webinars/Presentations to Introduce City of Santa Maria Specific Configuration and Processes:
• Large audience can receive the same message at the same time over a broad geographic area • Reduced delivery cost
• Not repeatable unless recorded
• Job Aids & Quick Reference Guides:
• Resource documentation used to aid in learning new processes and troubleshooting • Can be linked within Workday system, providing support at the point of need • Must be updated as system changes occur to remain relevant

47. What types of training documentation will be developed by the Vendor? Collaborative's approach to training is to provide you with materials that serve as preparation during the initial Workday rollout and to provide enduring value to The City of Santa Maria after the initial transition is complete. Point -of -need resources like quick reference guides and job aids typically constitute a large portion of the training collateral that will be developed, followed closely by modular, reusable presentations that you can adapt into eLearning resources or LMS modules, such as Train -the Trainer presentations and collateral. These training materials become on -demand references for your workforce after you go live with Workday, and many of our clients choose to include them within new employee onboarding plans and function -specific trainings for new members of their HR organization.

Our training materials are developed in standard, broadly available formats such as Microsoft Word, and the City of Santa Maria's project team will be provided with editable versions of any training collateral so you can easily maintain and update your training materials as needed for Workday updates or new functionality you deploy in the future.

48. Describe the opportunities for ongoing training.

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COLLABORATIVE

SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
All training materials provided or developed as part of your Workday deployment will be owned by the City of Santa Maria to update and utilize for ongoing training post -deployment. Additionally, training offerings are available as both ad -hoc services supplied through a Lean -On services contract, or in conjunction with the structured deployment of new Workday features and functionality.

49. Describe online training options.

Given the current climate, we have recent experience in successfully holding all Train -the -Trainer sessions virtually rather than in -person. Virtual training sessions may be a desirable option in some cases regardless of the ability to travel. Collaborative recommends the following when conducting training virtually:
• Sessions will be no more than 2-3 hours in length. This may mean users must attend multiple sessions to gain all necessary instruction
• Class size will be no more than 40 participants to ensure ample instructor/participant interaction, and support for hands-on practice activities during the virtual session • A client IT resource will be on hand to troubleshoot non -Workday technical issues as they arise • Follow up virtual open labs may be scheduled to allow participants additional time to practice in a training tenant and ask questions
• Quizzes will be included throughout the training to ensure participant engagement Collaborative will work with the City of Santa Maria to determine if virtual training sessions will be utilized rather than in -person training sessions based on the ability for trainers and participants to travel at the time training is executed as well as feasibility of travel given the participant geography.

Collaborative also has expertise in developing and deploy training videos along with eLearning courses as a form of online training. These types of training allow participants the opportunity to complete training within their schedules and can allow for tracking completion rates.

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SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
• Staffing Plan Form
Form F: Staffing Plan Form

43. Assuming health restrictions permit doing so, identify the degree to which Vendor staff will be onsite versus off -site during the project.

Due to the cloud -based nature of Workday and our clients' desire to keep travel -related expenses to a minimum, our typical ratio is 30% onsite and 70% remote. That said, Collaborative is very client -focused and flexible in this area and will modify our ratio based on what works best for City of Santa Maria. Our Engagement Manager will work with your Project Manager to determine the optimal ratio for onsite services for City of Santa Maria.

44. Use the table provided below to identify the number of the City business staff expected to be committed to the project implementation. Initial identification of project roles has been provided but should be supplemented or revised by Vendors based on their experience in implementing their product in similar environments.

Project Role
Project Responsibilities
FTE
51a.

Executive Sponsor(s)
• Obtaining appropriate funding and approvals.
• Ensuring all appropriate resources are available for
the project.

Resolving issues that are impeding the progress of
the project.

Providing overall direction to the City Project
Manager.

Sign -off on key deliverables/project milestones.

Assuring project delivery and quality control.
❑
51b.

Project Manager
The City Project Manager is a dedicated resource
focused, specifically on the Workday implementation.

While we understand there are many other activities
linked to the implementation, this resource needs to be dedicated full-time to the project. Responsibilities
include the following:

Establishing and managing the project details,
deliverables, schedules, tasks, assignments, and
execution.

Coordinating business teams and support teams.

Driving the implementation of the optimized
processes.

Managing the resolution of issues.

Anticipating and resolving issues that could impact the project budget, schedule, scope, or quality.
❑
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SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
51c.

Project Administrator
❑
51d.

Functional Process
Owners
Functional Team
(Global Process Owners, Process Leads and
SMEs/Business Analysts)
Business Analysts are those familiar with the City's
business processes and systems. These individuals
provide information to the Collaborative Principal
Consultant(s) to configure the Workday solution.

Responsibilities include:

Communicate functional requirements that need
to be configured in Workday.

Describe current business processes and work
with team to simplify and improve.

Work with Collaborative Principal Consultant to
help map and load data into Workday.

Actively participate in all testing activities.
• Validate data converted into Workday solution.

Perform end -user training.
❑
51e.

Functional Process
Team Participants (per
member involvement)
See 51d
❑
51f.

Training Coordinator
Team Lead
The Training Lead is focused on planning and executing
the end -user training activities for the City. He or she is the primary counterpart to Collaborative Training Lead
and is responsible for providing primary insight into the City's training resources and references, as well as
competing projects or interests related to end -user
training. The Training Lead is the primary liaison
between the project team and other internal resources
needed to plan, execute, and deploy the various
training -related deliverables. As needed, the City may choose to assign Organizational Change Lead and the
Training Lead roles and responsibilities to a single
resource.
❑
51g.

Change Management
Team Lead
The Organizational Change Lead is focused on planning
and executing the change management and
communications activities for the City. He or she is the primary counterpart to the Collaborative Organizational Change lead and is responsible for providing primary
insight into the City's culture, operations, and
competing projects or interests. The Organizational
Change Lead is the primary liaison between the project
team and other internal resources needed to execute
❑
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SOLUTIONS
a cognizant company
workday.

City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
51h.
51i.

Communications Team
Lead
Other Roles
and deploy the various change management and
communications activities. He or she is responsible for reviewing and approving all change management and
communications -related deliverables.

See 51g
Technical Team
(Integration Lead, Integration Engineers/ Developers,
and Data Conversion Specialist):

Technical resources perform the following:

Support the conversion and loading of data
contained in existing systems.

Design and develop custom integrations outlined
in the SOW.

Develop custom reports.

Test Lead:

The Test Lead develops and manages the overall City's
Test Strategy and Plan, conducting overall execution of the Client prescribed End -to -End (including
Integrations), UAT, and Parallel test process for either Workday Payroll or Payroll Interface from start to end of the test period. The Test Lead is responsible for
successfully managing defect resolutions; resolving test issues via coordination of City and Collaborative test
teams as required to complete testing on tenant for
successful completion of Workday test; and the overall
test strategy outlines, test approach, roles and
responsibilities, test tools, scenarios by tester and
success criteria for each of the test stages. The Test Lead may also support the Collaborative Data Consultant with data validation activities associated with test and tenant development.

Internal Auditor
The Internal Auditor works with the Project Team to
ensure proper procedures are followed and proper
documentation is created for the implementation of
Workday. This person is responsible for providing
compliance -related guidance and expertise to the
Project Team.

Training, Communications, and Change Management
Support Resources
Depending on the specific strategies and plans the City establishes as part of its Organizational Change &
Training program, additional City resources will be
needed at various times throughout the project
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COLLABORATIVE

SOLUTIONS
a cognizant company
workday.

City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
lifecycle to support and execute the communications,
change management, and training plans. These roles
often include:

Training Developers responsible for developing
and revising the end -user training collateral as
defined in the Training Curriculum Plan.

Communications Leads/Developers responsible
for developing, revising, and deploying the end -
user communications collateral as defined in the
Communications Plan.

Trainers and Super Users responsible for gaining
advanced familiarity with the new systems and
user support tools, and in turn planning and
delivering pre -Go -Live and ongoing training to
end -user audiences.

Change Champions responsible for generating
awareness and support around future changes within
their designated areas of influence.

52. Use the table below to identify the number of technical resources expected to be committed to the project implementation. Initial identification of project roles has been provided but should be supplemented or revised by Vendors based on their experience in implementing their product in similar environments.

Project Role
52a. Help Desk
#ofFTEs
The role of Help
Desk will be
discussed during
the
implementation.

Skill Set
Required
Collaborative
Solutions
expects the
City of Santa
Maria SMEs to
be well versed
in their area.

Training
Required?
Training is not
required but
recommended.

Training
Provided?
Training will be
provided based
on your
Workday
subscription. In
addition, hands-
on experience
and knowledge
transfer
sessions will be
conducted
throughout your
implementation.
52b. Trainer
Please see table
below for overall
project level of
effort.

Collaborative
Solutions
expects the
City of Santa
Maria SMEs to
be well versed
in their area.

Training is not
required but
recommended.

Training will be
provided based
on your
Workday
subscription. In
addition, hands-
on experience
and knowledge
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SOLUTIONS
a cognizant company
52c.

DBA
52d.

Report Developer
workday.

City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
DBA is not a role
on a Workday
implementation,
unless the City of
Santa Maria
requires one to
extract their data
from legacy
Please see table
below for overall
project level of
effort.
transfer
sessions will be
conducted
throughout your
implementation.

Collaborative
Solutions
expects the
City of Santa
Maria SMEs to
be well versed
in their area.

N/A
N/A
Collaborative
Solutions
expects the
City of Santa
Maria SMEs to
be well versed
in their area.

Training is not
required but
recommended.

Training will be
provided based
on your
Workday
subscription. In
addition, hands-
on experience
and knowledge
transfer
sessions will be
conducted
throughout your
implementation.
52e.

Application Support
52f.

System Administrator
Please see table
below for overall
project level of
effort.

Please see table
below for overall
project level of
effort. The
specific
expectations of
the System
Administrator will
Collaborative
Solutions
expects the
City of Santa
Maria SMEs to
be well versed
in their area.

Training is not
required but
recommended.

Training will be
provided based
on your
Workday
subscription. In
addition, hands-
on experience
and knowledge
transfer
sessions will be
conducted
throughout your
implementation.

Collaborative
Solutions
expects the
City of Santa
Maria SMEs to
be well versed
in their area.

Training is not
required but
recommended
Training will be
provided based
on your
Workday
subscription. In
addition, hands-
on experience
and knowledge
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SOLUTIONS
a cognizant company
52g.

Security Administrator
workday.

City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
be discussed
during the
implementation.

The role of
Security
Administrator will
be discussed
during the
implementation.
transfer
sessions will be
conducted
throughout your
implementation.

Collaborative
Solutions
expects the
City of Santa
Maria SMEs to
be well versed
in their area.

Training is not
required but
recommended.

Training will be
provided based
on your
Workday
subscription. In
addition, hands-
on experience
and knowledge
transfer
sessions will be
conducted
throughout your
implementation.
52h.

Other Roles
Please see table
below for overall
project level of
effort.

Collaborative
Solutions
expects the
City of Santa
Maria SMEs to
be well versed
in their area.

Training is not
required but
recommended.

Training will be
provided based
on your
Workday
subscription. In
addition, hands-
on experience
and knowledge
transfer
sessions will be
conducted
throughout your
implementation.

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SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
• Ongoing Support Services Form
Form G: Ongoing Support Services Form
Support and Maintenance

53. Provide the minimum, maximum, and average response times (hours) provided as part of the basic support agreement and average actual response time for the past twelve (12) months.

Workday has a very specific set of service level agreements that apply to all customers. Availability of Workday production environment at the data center connection point is committed to meet or exceed

99.7%. Service Availability for a given month is calculated as a percentage equal to [(# of minutes the Workday Production System is available in the month — number of minutes of Scheduled Downtime during the month) / (total number of minutes in the month — number of minutes of Scheduled Downtime during the month)]. All service disruptions outside of regularly scheduled maintenance counts against the availability SLA. Workday monitors every tenant for availability and alerts our operations staff if there are any issues. Workday also monitors performance of every request, and alerts are issued when responses are slow or resulting in errors. Trends are proactively monitored before they become problems.

Our SLA states that >50%* of transactions will process within 1 second, and that no more than 10% of transactions take greater than 2.5 seconds to process. Our SLA also covers our Disaster Recovery and Updates strategy. Workday commits that in a service outage requiring a failover to a separate data center, the total length of the outage (RTO) will not exceed 12 hours and the recovery point (RPO) will not exceed 1 hour. Updates are applied during planned outage windows.

Workday provides a Case Response time SLA as follows: Response Time is the period from the time the Production case was logged in the Customer Center until Workday responds to Customer and/or escalation within Workday, if appropriate.
• Severity Level 1 https://www.workday.com/en-us/legal/contract-terms-and- conditions/index/exhibits.html).
*Not applicable to Workday Adaptive Planning or Workday Strategic Sourcing.

54. Describe Help Desk services for technical support and end users. Specify days and hours and any escalation options and procedures.

55. Collaborative does not offer a help desk phone number; however, you will be in regular contact with your dedicated Engagement Manger via email/phone.

Identify the party or business unit that is responsible for the support options provided above.

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COLLABORATIVE

SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Support and Maintenance

56. Collaborative Solutions' Continuous Value Services group is responsible for the support options described above.

Provide the following regarding the number of business staff the City should expect to be committed to providing on -going application support:
• Role
• Responsibility
• Estimated time commitment in terms of FTE time
Role
Responsibility
Estimated commitment in FTE
Collaborative Solutions customers have an average of 2-4 employees supporting Workday. Management Application
Services provide for Staff Augmentation for short term support. Staff Augmentation is used when a customer wants to supplement their internal Workday Team in a full-time capacity during periods of resource constraints such as during transition times of attrition or during leaves of absence.

Determining the ideal number of business staff members required to appropriately support Workday once in Production is dependent on several variables which make it inadvisable to provide a concrete estimate during pre -sales. These variables include things such as the desired level of involvement of functional area professionals in contributing to the ongoing support of the system, the level of IT involvement appropriate for a given customer, the complexity of the configuration decisions made by the customer, the nature of the consumer -provider relationship between IT and their internal customers, organizational philosophy, and the project justification itself.

Collaborative's Advisory team guides customers through evaluating these and other decision points in our Service Delivery Model and Production Governance offerings which are designed to complement our implementation services and prepare customers to get the most out of their implementation. In these offerings, we incorporate discussion of roles and responsibilities involved in properly maintaining and leveraging your Workday system. Collaborative's recommended guidance on questions related to specific numbers and types of supporting resources is to thoroughly evaluate your Workday Support Model within the context of your broader Service Delivery Model to be sure the appropriate resources are leveraged in both the business and IT.

57. For ongoing IT staff resources, please provide the following information:
• Type of positions required (e.g., help desk, trainer, DBA, report developer, application support, system administrator, security administration, etc.)
• Number of FTEs within each position
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SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Support and Maintenance
• Skill sets required for each position
• Training required and whether the Vendor provides this training Posit
ion
# FTE Skill Sets Training
Required Required
Vendor
Training

58. Determining the ideal number of business
staff members required to appropriately
support Workday once in Production is
dependent on several variables which make it
inadvisable to provide a concrete estimate
during pre -sales. These variables include
things such as the desired level of
involvement of functional area professionals
in contributing to the ongoing support of the
system, the level of IT involvement
appropriate for a given customer, the
complexity of the configuration decisions
made by the customer, the nature of the
consumer -provider relationship between IT
and their internal customers, organizational
philosophy, and the project justification
itself.

It is anticipated that all system updates, security updates and release patches will be applied in a timely manner. For any on -premises components these should be easily downloadable, if applicable.

An accumulation patch process is desired. Provide information on how software updates are received, processed, and distributed, including but not limited to:
58a.

Use of tools to deploy new versions and patches
Release Management Services (optional)
Activity
Functional Scope/Support Activity Detail
Release Management
Y•
Preparation Pack
Release Packs
Detailed Showcase
., Audit Reports
2 Hour personal review per release
58b.

Additional information
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COLLABORATIVE

SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Support and Maintenance
N/A

59. Do you limit the number of City staff who can call in for ongoing support? If yes, explain your model and how additional staff can be included? If there is no limitation, the maintenance agreement should clearly state this fact. Are you agreeable to include such language in our contract? We do not limit the number of staff who can call in for ongoing support. Including such language in our contract is permissible.

60. Describe the types of support needed to keep the product under current support and to keep the product up-to-date.

Workday Respoken:

At Workday, we're uniquely positioned to take advantage of innovations from the industry's most visionary technology teams. For you, that means continuously evolving solutions aimed squarely at meeting your current needs and anticipating what's next. Workday utilizes a continuous update model that provides two major feature releases per year and performs smaller service updates throughout the year. In our Cloud model, all customers are updated to the most current release of the system, and the Support organization is available at any time should the need arise Collaborative Response:

Differentiators for Our Continuous Value Services
Collaborative's Workday Continuous Value Services (CVS) Practice is dedicated to supporting Workday Customers that are in production. Although our CVS practice often collaborates with our primary professional services organization, they are exclusive, separate, and dedicated to providing support for existing Workday customers. We are committed to driving self-sufficiency for our customers in an efficient, scalable, and value driven model. Knowledge Transfer is key to our joint success and incorporated into our standards of delivery.

We work with our customers to target "high value" support opportunities. This means we focus on efforts which will drive stabilization followed by optimization across all deployed Workday Functionality rather than operating primarily in a traditional help desk model that focuses in on "break/fix". While a limited amount of break/fix is unavoidable in a system as dynamic as Workday, our vast experience supporting Workday customers has led us the belief that both integration and functional support should evolve towards targeting ongoing enhancements, support of optimization efforts, and adapting to changing business requirements. Doing so moves our customers from operating in a reactive, legacy ERP manner to proactively increasing the value realized from their Workday investment.

We are now offering our CVS Global Service Delivery Enablement Gold package that provides comprehensive support throughout your Workday journey. The value of the deliverables within this Collaborative Solutions, LLC.

Proprietary & Confidential
161

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COLLABORATIVE

SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Support and Maintenance
package represent over 1000 hours of effort, the majority of which will be executed by onshore resources. Our services are grouped into five areas:
• Customer Experience Management
• Workday Support Services
• Release Management Services
• Reporting and Integrations Management Services
• Advisory and Optimization Services
CVS Service Delivery Enablement- Optional Services
Customer Experience Management
Activity
Functional Scope/Support Activity Detail
Portfolio Management
• Service delivery management
• Metric and usage reporting
• Ticket management and Escalation Management
• Change orders and enhancement requests
• High touch personalized engagement mutually defined with Customer
• Quarterly initiative check -ins and Semi -Annual Account Reviews • Ongoing leadership oversight
• Partnership for future initiatives and road -mapping
• Bi-weekly Financial Reporting
Onboarding/Knowledge
Transfer (KT)
• Completion of Collaborative onboarding documentation
• Completion of Customer support workbook to facilitate Knowledge transfer
• Wishlist collection
• Sales to Service
• Ticketing system setup and training
• Squad Assignment
• Customer Kickoff Meeting
Functional Architect
• A dedicated resource in order to validate cross -functional impacts, review tickets, and work with the consultants to ensure the best outcomes for the customer.

Workday Support Services
Activity
Functional Scope/Support Activity Detail
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SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Support and Maintenance
Consulting Lean -On
Hours
• Workday Support and Troubleshooting
• New Functionality Review
• Reporting and Integrations
• Workday Solution Optimization
• Knowledge Transfer
• Organizational Change and Training (OC&T) Post -Production Services • Note: Strategy hours/consulting may be used, a rate conversion will need to occur
Release Management Services
Activity
Functional Scope/Support Activity Detail
Release Management
Preparation Pack
Release Packs
Detailed Showcase
Audit Reports
2 Hour personal review per release
Reporting and Integrations Management Services
Activity
Functional Scope/Support Activity Detail
Integrations Support
• Collaborative to offer an annual Integrations Health Check across all of Customer's integrations. The integrations will be reviewed for efficiency and to ensure they are functioning properly. • An integrations dashboard for the Customer to continuously monitor integrations.

Advanced Reporting
Dashboard
• Advanced Dashboard built with nearly 60 deployed reports • Including areas:
• HCM
• System Administration
• Financial Management (opt)
Advisory and Optimization Services
Activity
Functional Scope/Support Activity Detail
Workday Roadmap
Planning and Strategy
• Facilitated alignment of vision, stakeholder value perceptions, goals, and success outcomes and measures
• Joint prioritization of roadmap items based upon bandwidth and goal alignment
• Reporting to support roadmap activities
Governance Model
Workshop
• Alignment with executive leadership
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SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Support and Maintenance
• Outline how to enable business leaders and decision makers • Define processes for break/fix support, enhancements, and feature release uptake
User Adoption and
Reinforcement
• User adoption diagnostic and results
• End -user adoption and sustainment white paper
• Top Ten (10) Workday delivered reports for adoption and remediation
• Personal Remediation Consultation of up to 40 hours
Annual Event Planning
• Guidebooks to support Affordable Care Act (ACA), Open Enrollment, Year End, Advanced Compensation, and Talent and Performance • Two (2) Personal Module Reviews across the different functional areas of Workday
Tenant Analysis and
Plan (TA&P)
• Provide analysis and optimization recommendations on
two (2) modules within a tenant e.g. HCM, Recruiting,

61. Do you need remote access to the server to support/maintain it? If yes, describe the method(s) and security used.

Workday Response:

Workday uses a screen sharing tool to share desktops between a support analyst and a customer if we need to work together on a problem. We also have a special support role which can access your Sandbox and Production systems, if needed, for problem diagnosis. Access using this special support role is controlled by the customer.

All data transfers are performed using SFTP protocol. All the laptops that are used by the consultants are fully encrypted with pre -boot password protected encryption. Data is hosted by Workday and is encrypted before it is written to the database.

We use a public/private key pair to authenticate with our SFTP server. Client data is transmitted using only SSH. All our consultant's laptops have full disk encryption. Keys are assigned to an individual and it is managed by our IT department. The key is associated to the specific client project once approval for the access has been granted.

62. Do you offer post -go live support? If so, what is the duration? Continuous Value Services
Upon going live, our clients often seek to continue to expand the partnership by leveraging one or more of our Workday support and optimization services within Collaborative's Continuous Value Services offering (CVS). Whether the client is looking for assistance on functional or technical Workday support activities, targeted optimization of owned but not yet deployed Workday functionality, or the deployment of brand-new Workday functions, Collaborative has demonstrated success in all facets of Collaborative Solutions, LLC.

Proprietary & Confidential
164

COLLABORATIVE

SOLUTIONS
a cognizant company
workday
Support and Maintenance
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
post Go -Live Workday engagements. Our ability to deploy and support the entire Workday Platform allows us to be a one -stop shop for any Workday -related engagements for your organization.

Support Services
• Lean -On Support
Flexible, on -demand support for
what your need, when you need it
• Application Managed Services
(AMS)
Continuous support of your critical
business operations across Workday
Packages
• Strategic Tenant Analysis & Plan
The blueprint to maximizing your
Workday investment for continuous
growth
• Advanced Report Dashboards &
Analytics
Drive executive engagement with
pre -built strategic KPIs
Phase X & Business Event Support
• Deployment
Implement new and existing Workday
products and functionality
• Mergers & Acquisitions
• Divestitures
• Open Enrollment / ACA
• Merit, Bonus, Performance
• Year -End Payroll & Financial Support
• Time Tracking & Absence
Plan ahead for future configuration changes
• Global Presence
• Flexible Options for Medium & Large Enterprise Clients • Organizational Change & Training
• Strategic Services
• Experience Across All Industries Including Higher Education, Government and Healthcare Collaborative is a leading global provider of Workday full platform post -production services with true flexibility and a knowledge transfer approach proven to drive client self-sufficiency. Offers also include strategic roadmapping, post deployment governance services, and comprehensive Workday Organizational Change & Training Services to make the most of your Workday investment.

We are committed to driving self-sufficiency for our customers in an efficient, scalable, and value driven model. CVS contracts are 1-3 years long. At the end of each contract an evaluation is made with the client to determine if the client is self-sufficient or if a renewal contract should be considered.

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SOLUTIONS
a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Support and Maintenance

63. Will the vendor contractually agree to the following? Contractual Inquiry Term Condition
Yes
No
66a.

Provide staff for training and implementation
0 ■
63d.

Ongoing cost for software modules is waived until the implementation phase for the given modules begins
■
El
Comments:

Software Updates and Distribution Workday Response:

64. Describe the product release cycle including:
64a.

Frequency of upgrades/enhancements or new versions (major and minor version releases) At Workday, our goal is to deliver functionality at a rapid pace to provide you with the functionality and enhancements you need, while being mindful of your busy schedules and mission critical business processes.

Below we provide further insight into what is appropriate for delivery in a Weekly Service Update and in contrast what we will target for a Feature Release.

Weekly Service Update
Net new features or enhancements to existing functionality Minor Ul modifications (e.g., field spacing, font sizing, text shading, drop -shadow weight) • Architecture and Data Center improvements
New capabilities like the ability to cancel a background report New Reporting components (Report Fields and Report Data Sources) New web services or updates to existing web services
• Payroll Compliance Updates
• Bug fixes
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a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Support and Maintenance
All of the above are documented in the Weekly Service Update Notes Feature Release
Net new features
Enhancements to existing functionality, including Ul improvements New web services or updates to existing web services
• Bug Fixes
New Products
• A 5 -week preview window leading up to the Feature Release date to test, plan and build communications for the upcoming release
Workday provides access to Preview tenants where we will continue to introduce features between Feature Releases. Preview tenants allow you to try out features and test alongside your own configurations, provide feedback to us, and learn about them in advance of their availability in Production.
64b.

Contents of release
As a customer of Workday, you can gain access to the Workday Customer Community, our primary vehicle for customer communications including online forums and brainstorms. The Workday Community supports, educates, and empowers our customers by connecting them with peers and partners. Members share ideas and best practices through a variety of collaboration tools, including contributed solutions, forums, and user groups. And if customers have great ideas for product enhancements, they can let us know. In fact, we've put more than 5,200 brainstormed ideas into the product. It's a model of shared success that's only possible with our unique technology platform. The Workday Community is a private community exclusively available to Workday customers and implementation partners.

Workday provides several types of documentation intended to help you with various scenarios of supporting Workday:

1. Services Update Notes - we publish service update notes weekly to document fixed bugs. In addition, we include notifications of any enhancements delivered with the service update.

2. Announcing Workday - approximately one month before the Release Preparation window for a feature release, we publish early release notes under the title of Announcing Workday.

Announcing describes the most highly anticipated features and enhancements planned for the release.

Announcing is not a comprehensive list of the features planned for the release.

We notify you in the weekly service update notes when we add features or move features from Preview to Production.

We created the What's New report to provide you with a source of information that you can easily download to a spreadsheet to help you plan and manage your testing of the release.

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a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Support and Maintenance

4. Workday Administrator Guide - is an extensive and detailed how-to guide for configuring and using Workday.
64c.

How long release takes to implement
In the Workday application, Feature Releases are delivered twice a year, where all customers are updated to the most current version of the system.

To prepare for these Feature Releases, customers are provided perpetual access to a Sandbox Preview tenant where they are able to evaluate new functionality. New features, with the exception of security updates, are delivered in a "toggled off" state (disabled) in order to minimize impact to our customers.

This provides our customers the ability to evaluate and determine if and when to turn on new functionality for use in the Production tenant.

Patches and fixes are applied to all customer environments during weekly and monthly maintenance windows. Workday applies weekly patches, which typically takes a few hours, on Friday nights.

Because Workday customers are configuring their environment, rather than customizing with unique code and logic, Workday can deliver these patches and Feature Releases without disrupting customer environments. In this way, all customers of Workday are always update safe. 64d.

Use of release notes
Please see the previous response.
64e.

Backward version compatibility and support of back versions 64f.

All Workday customers are always on the same version of the software. With each release, all customers are updated to the most current version of the system, so there are no back versions to support.

Timeframe/policy on moving to new versions
Workday performs all of the tasks typically associated with a software upgrade and patching process on behalf of our customers. We refer to these as Feature Releases rather than upgrades to emphasize the difference. In the Workday application, Feature Releases are delivered twice a year, where all customers are updated to the most current version of the system. While updates are pushed out to all customers at the same time, most new features are delivered turned off and customers can enable them, at their leisure. The only exceptions to this are regulatory requirements.

Patches and fixes are applied to all customer environments during weekly and monthly maintenance windows. Workday applies weekly patches, which typically takes a few hours, on Friday nights. 64g.

Automatic product upgrades or on demand
All Workday updates are automatic and completed by Workday staff in our operation center.

Collaborative Solutions, LLC.

Proprietary & Confidential
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a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Support and Maintenance
64h.

Ease of implementation for City staff versus need to contract for services Workday performs all of the tasks typical to a traditional upgrade for all of our customers. There shouldn't be a need to contract for outside services. Once an update is officially released and available, all customer Sandbox Preview environments, which are replicas of their production system, are updated. All customer data, business process configurations, report definitions, etc. will have been tested and updated as part of the Workday process. Customers then have 5 weeks for testing the update prior to delivery to their production environment. There are two major updates a year, but compliance enhancements are pushed out throughout the year. 64i.

Use of tools to deploy new versions and patches
Workday performs all of the tasks typical to a traditional upgrade for all of our customers. There shouldn't be a need to contract for outside services. Once an update is officially released and available, all customer Sandbox Preview environments, which are replicas of their production system, are updated. All customer data, business process configurations, report definitions, etc. will have been tested and updated as part of the Workday process. Customers then have 5 weeks for testing the update prior to delivery to their production environment. There are two major updates a year, but compliance enhancements are pushed out throughout the year. 64j.

Additional information
Customizations

65. How can the City customize or configure the software directly without Vendor involvement? Workday provides configuration frameworks with the service that are available to customers to do their own configuration. In addition, customers who would like to extend the functionality can do so without Vendor involvement.

66. How are local customizations or configurations maintained when installing new releases of the Vendor's software?
In the Software -as -a -Service environment, Workday strives to provide deep functionality and flexibility so that each organization can meet their requirements while maintaining a system that is customization -free. Workday's focus is to maintain a strategy that allows us to provide cost-effective but flexible solutions and the ability to leverage new features and enhancements going forward.

Collaborative Solutions, LLC.

Proprietary & Confidential
169

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a cognizant canporry
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Support and Maintenance
1 AU Workday customers are on exactly the same version of the service and all customers are update to new versions at exactly the same time. Configurations are automatically brought forward to the new version without effort on the customer's part. Because they are configurations and not customizations, they do not break during the update process.

Collaborative Solutions & Workday
Customer name:

Customer contact:

City of Ontario, CA
Customer phone number:

Toni McNaughton
(909) 395-2064
Customer E-mail address
[email protected]
System which Solution Replaced
PeopleSoft
Describe Nature of Project and Services Provided to This Client:

The City adopted Workday HCM in 2016. Workday services provided the original implementation and Collaborative Solutions came in to support the newly adopted HRIS platform. After 3 years of supporting the City, Collaborative won an RFP to implement Workday financials in 2021/2022. The City of Ontario went live on Workday Financials in July of 2022. Adopting Workday functionality like Budgets, Procurement, Business Assets, Workday Planning, Grants/ Projects, Inventory, etc.

Configuration of Solution Implemented (Hardware, Software):

No hardware necessary as Workday is completely SaaS. The city enjoys the full platform offered by workday to include all Human Capital Management, Payroll, and Financials.

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SOLUTIONS
a cognizant aompvry
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor name:

Collaborative Solutions & Workday
Customer name:

City of San Mateo, CA
Customer contact:

Rich Lee
Customer phone number:
(650) 522-7102
Customer E-mail address
[email protected]
System which Solution Replaced
Tyler Eden
Describe Nature of Project and Services Provided to This Client:

Plante Moran was also selected by the City of San Mateo to assist with moving off Tyler Eden. Collaborative Solutions and Workday we selected as their as their new partner going forward. The city went live in early November 2022. San Mateo has been a fantastic customer to work with.

Configuration of Solution Implemented (Hardware, Software):

No hardware necessary as Workday is completely SaaS. The city enjoys the full platform offered by workday to include all Human Capital Management, Payroll, and Financials.

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COLLABORATIVE

SOLUTIONS
a cognizant aompvry
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Vendor name:

Collaborative Solutions & Workday
Customer name:

City of Kent
Customer contact:

Kari Endicott
Customer phone number:
(253) 856-4611
Customer E-mail address
[email protected]
System which Solution Replaced
JD Edwards
Describe Nature of Project and Services Provided to This Client:

The City of Kent came to Collaborative Solutions with the challenge of systemic processing errors in Time Entry and Payroll. We helped them move from their previous ERP (JD Edwards) to Workday by deploying HCM Core, Benefits, Talent, Compensation, Time Tracking, Absence, Payroll, Reporting, Integrations, Organizational Change & Training, and completing a Data Conversion. They initially chose Collaborative because of our customer focus and a culture fit with their team. Workday enabled them to standardize processes, policies, and data values across the city. We were on schedule and on budget throughout entire project. Close management of scope, deliverables, and deadlines was critical and this was a true partnership.

Configuration of Solution Implemented (Hardware, Software):

No hardware necessary as Workday is completely SaaS. The city enjoys the full platform offered by workday to include all Human Capital Management, Payroll, and Financials. • For Vendors who are proposing a hosted solution, supply a copy of your Independent Service Auditor's Opinion Letter from your most recent audit for SSAE 16 Type II.

N/A
* If a vendor includes a sub -contractor in their proposal response, each sub -contractor must complete this form.

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a cognizant company
workday
City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Section 13 - Addenda
Include all original, signed copies of addenda in this section.

Collaborative Solutions, LLC. Proprietary & Confidential 173

M)
City of Santa Maria, CA
Addendum 1
October 19, 2022
Addendum #1 — Responses to Questions regarding the Request for Proposal for ERP Software and Implementation Services released October 3, 2022.

The following changes/clarifications have been made to the original Request for Proposal.

Additional questions submitted prior to the response deadline will be answered in a separate addendum.

1. Question: We would like to request a 15 -day extension of the due date to Tuesday, 11/22. This will provide adequate time to prepare our joint response with Oracle as well as get the hardcopy response to your office (along with the electronic copy).

Answer: The City has extended the proposal submission deadline to 11/14 at 5:00 PM Pacific Time.

2. Question: An early question came up when I noticed the final addendum and responses to vendor questions will be posted on 11-2-22. A hard copy needs to be mailed and delivered by 11-7-22. Not much time to react and ensure a solid response once the vendors have all the possible information. Is there a consideration to extend the due date?
Answer: The City has extended the proposal submission deadline to 11/14 at 5:00 PM Pacific Time.

3. Question: Upon review of your Fiscal Years 2022-24 Budget document, you have allocated a total of $3.2M for the ERP replacement project in fiscal years 2022-23 and 2023-24.

1. Would you mind sharing more details about the funding for the project and the intended use of the funding:

2. Is the $3.2M to be used for both capital expenditure items (eg implementation services) as well as operating expenditure items (eg recurring software subscriptions)?

3. If it does not include operating expenditures, how much funding is there for operating expenditures on a go forward basis?

4. Does the City have any additional funding available but not currently appropriated or designated for use with this project (eg ARPA funding)?

M)
City of Santa Maria, CA
Answer: The budget is for costs associated with implementation, including software or subscription costs during implementation. The City will consider additional funding, if necessary, based on evaluation of proposals received.

4. Question: I would like to submit the clarification question below:

According to the timeline on page 5 of the RFP, responses to the Vendor RFP clarification questions are released only a few days before proposal submissions are due.

Would you consider extending the proposal submission deadline or moving up the questions submission deadline to provide responses sooner? Answer: The City has extended the proposal submission deadline to 11/14 at 5:00 PM Pacific Time.

5. Question:

1. Please confirm # of customers served is approximately 20k.

2. Please confirm the # of utility Service Order (mobile) users is 10. a. Full Users — are Field Technicians, Dispatchers, or anybody else with "write" access. Is this 10?
b. Light Users - are users with "Read Only" access - typically Management to view reports & data. Does the City have any?

3. What organization is used for bill print?

4. How many years of historical utility data is the City looking to convert? Would the City consider that vendors convert 3 years and archive the remaining? Archived data is unlimited and can be accessed (read-only) and reported on.

5. Does the City offer budget or levelized billing?

6. Does the City offer a Special Payment Arrangement?

7. Is an electronic signature okay for the original copy?

8. Please provide a phone number for couriers.

Answer:

1. The number of utility customers served is approximately 23,000.

2. The number of utility Service Order (mobile) users is 10. a) Yes, there are 10 full users.
b) The City has approximately 10 light users.

3. Infosend for bill printing.

4. Please refer to the data conversion tab of the pricing form. The City would consider converting 3 years and archiving the remaining.

5. The City does not offer budget billing or levelized billing.

6. Yes, the City offers payment arrangements for customers.

I)
City of Santa Maria, CA

7. The City requires a wet signature on the original copy of the RFP form that will be mailed to the address listed in the proposal. A digital copy may be a scanned copy of the signed original RFP form.

8. The contact information for couriers will be Diana Reed at (805) 925-0951 ex. 1672.

Art Rustin, National Director, Government Sales

COLLABORATIVE

SOLUTIONS
a cognizant can:xn ry
I
workday.

City of Santa Maria
Enterprise Resource Planning (ERP) Software
and Implementation Services
November 14, 2022
Appendix A: Master Services Agreement
Collaborative Solutions, LLC. Proprietary & Confidential 177

workday.

Y
Exceptions, Assumptions, and Conditions
The submission of this Proposal is predicated upon the following exceptions, assumptions, and conditions, notwithstanding anything contained in the RFP to the contrary:

Workday uses its standard contractual documents to form the basis of our customer relationships; as such, various traditional RFP concepts such as warranting to requirements, attachment of RFPs or proposals to contracts, etc. are not compatible with Workday's one -to -many model. Accordingly, any terms and conditions in the RFP are rejected by Workday. Workday's proposals are predicated on use of Workday's standard contractual documents, and are subject to high level exceptions such as the following:

1. Workday's response to RFPs contains Workday intellectual property and may contain confidential and/or trade secret information. Any and all confidential and/or trade secret information provided by Workday is subject to and governed by the terms and conditions of any applicable non -disclosure agreement ("NDA") between the parties, any other agreement between them that contains confidentiality obligations, as well as statutory laws related to the protection of trade secrets and confidential information. By continuing to read Workday's response, recipient agrees to hold any confidential information stated therein in accordance with the terms of the NDA and other confidentiality obligations. To the extent open records type laws may be applicable to the proposal response, recipient agrees to maintain confidentiality in the materials to the best of recipient's ability under such laws, and to provide Workday with reasonable notice should an open records request be filed for these materials such that Workday may defend its position. Notwithstanding anything to the contrary in the RFP or any portal by which information is submitted (including any click through terms required by any such portal), all parties reviewing the information in Workday's response agree that such information may only be used to consider recipients interest in using Workday as a supplier with respect to the opportunity described in the RFP. Neither Workday's response nor anything in it may be compiled with third party information, manipulated or used to evaluate any opportunity other than the one for which it was provided.

2. One of the cornerstones of Workday's business model is a fair allocation of risks and benefits. To this end, Workday offers an industry leading Limitation of Liability in our Master Subscription Agreement.

Please read our Limitation of Liability in conjunction with the Master Subscription Agreement as a whole, as there are significant protections built in for our customers. Except as specifically provided for in our Master Subscription Agreement, Workday takes exception to unlimited liability, or any liabilities outside of Workday's Master Subscription Agreement.

3. Workday's contractual approach provides customers with the opportunity to negotiate terms and conditions of the SaaS solutions separately from the deployment, providing an advantage from both a terms and conditions standpoint as well as a pricing standpoint. By dealing directly with the SaaS provider, a customer has an unfiltered voice, and need never be concerned with whether their message has reached the SaaS provider. Therefore, Workday requires separate contracts for our subscription SaaS solutions, and for professional services such as those for implementation of the solution. Additionally, any third -party solutions must be contracted for separately and are not resold by Workday.

4. Workday's proposal is an offer to negotiate on the basis of Workday's contractual documents.

Therefore, this proposal is not a firm offer but is instead an offer to negotiate in good faith. The pricing in this proposal is valid for 90 days unless otherwise stated in the document.

5. Because Workday's SaaS solutions are pre-existing, and running on the same code line, same version, with the same functionality, Workday's model does not contemplate the concept of inspection and/or acceptance requirements. While inspection and acceptance may be applicable to certain aspects of implementation of the solution, these concepts do not apply to the solution itself.

6. Workday's one -to -many model means all of our customers receive the same robust security controls.

Due to the shared, unified infrastructure of Workday's one -to -many business model, Workday cannot agree to utilize individual customer security policies. Our customers, all of whom understand and accept Workday's security program and controls, include Public Sector, Financial Sector, Healthcare, Pharma, Aerospace and Defense, and other highly regulated industries that require high levels of protection for their data. Please review our Universal Data Processing Exhibit, our Universal Security Exhibit, and our service availability and performance commitments found in the Workday Production Support and Service Level Availability Policy located at https://www.workday.com/en- us/legal/contract-terms-and-conditions/index/exhibits.html and updated by Workday from time to time.

Workday will provide our SOC 2 and other reports to customers under non -disclosure agreement and/or will discuss security controls at your convenience.

7. As a non -customizable solution, Workday warrants our applications will perform materially in accordance with the Workday Documentation (our administrator guide). Workday doesn't attach or warrant to the proposal response. It is up to the individual customer to determine whether the solution fits their needs.

8. Workday provides customers with tools applicable to the Workday solution, to assist customers in maintaining compliance with laws applicable to them. However, customers do not outsource their compliance needs to Workday. Workday Customers are responsible for compliance with laws applicable to them. Customers should make certain the Workday solutions are configured for compliance requirements applicable to them.

9. Workday's industry leading solutions, documentation and methodologies contain Workday confidential information as well as Workday trade secrets. Workday requires our customers and potential customers to ensure all materials are kept confidential in accordance with any applicable non -disclosure agreements and/or in accordance with applicable Freedom of Information/Open Records laws in your jurisdiction. Please return the Proposal unread if you are unable to comply with this requirement.

10. Workday's Master Subscription Agreement is carefully tailored in accordance with Workday's business model, and reflects Workday's customer service philosophy. For that reason, Workday takes exception to indemnifications outside of patent and copyright claims as per Workday's Master Subscription Agreement.

11. Workday offers its products and services for customers' internal business use only, and not in connection with any federal prime or subcontracts. Consequently, Workday does not accept federal regulations or "flow downs" other than those applicable to Workday's business.

12. Existing Customers Only: Workday and your organization have an existing Master Subscription Agreement ("MSA") which shall serve as the framework for any add-on transaction(s).

13. Joint proposals with partners: Workday may, for your convenience, include partner responses to bring your organization the most comprehensive solution possible. Workday does not resell these solutions and is not offering to act as a prime contractor nor as a joint venture, etc. Each company whose responses are included would contract directly and separately with your organization and be independently responsible for their own deliverables.

14. Joint proposal with VNDLY: Workday may be including VNDLY responses to bring your organization a comprehensive solution. VNDLY, a Workday Company, is a cloud -based vendor management system to manage non -employee workforce programs. VNDLY's solution is not currently fully integrated with the Workday Service and accordingly, Workday's HCM/FINS/Analytics Solutions and Workday's VNDLY solution may be provided under separate MSAs/exhibits and your organization may contract with separate entities.
©2022 Workday, Inc.

workday,
Workday's Contractual Approach
Workday's industry leading one -to -many model is different from its competition and it isn't always reflected accurately through the lens of a traditional RFP process. Workday provides all customers the same version of its true SaaS solution that is configurable but not customizable. It is not possible to change the application for any particular customer. Our customers see the following benefits:

One Security Model. Workday provides protections that traditional software vendors can't. We build and continually update rigorous safeguards into every aspect of our service to maintain the highest level of security.

One User Experience. A single experience for all Workday customers that is easy and engaging to use. Workday provides an intuitive, consumer -like experience for both web and mobile users that empowers you to manage your own changes and engage with the workforce.

One Community. Workday customers support each other in a vibrant community where they share knowledge, best practices, and even actual templates they've created. It's also where our customers collaborate on innovation ideas, which in turn helps influence the Workday product roadmap.

An innovative one -to -many model such as this necessitates a consistent contracting approach with accurate descriptions of what we are delivering and how we deliver it. If selected and the parties are entering into the negotiation phase, upon request, Workday agrees to provide a cross-reference as to where provisions are addressed in the Workday contract documents as compared to the sample terms and conditions provided in the RFP.

All materials provided to your organization as part of Workday's response to this solicitation (collectively, the "Proposal"), may be used solely in connection with your review of this Proposal, provided, however, that:

You keep all Proposal information in confidence pursuant to the underlying Non -Disclosure Agreement ("NDA") between the parties if applicable, and/or your jurisdiction's Open Records or Freedom of Information Act type laws;
No confidential information contained in this Proposal is used for any purpose other than evaluating Workday's suitability for the project;
You agree this Proposal is the copyrighted intellectual property of Workday, and cannot be reproduced or redistributed in any way without the express prior written consent of Workday; and The Proposal is shared only with your organization's employees and/or agents on a need to know basis.

In addition, Workday's industry leading solutions, documentation and methodologies may contain Workday confidential information as well as Workday trade secrets. Notwithstanding anything else set forth in the RFP or content of this Proposal (and as an exception to anything to the contrary set forth therein), Workday requires that our customers and potential customers agree that all materials are kept confidential in accordance with any applicable non -disclosure agreements and/or in accordance with applicable Freedom of Information/Open Records laws in your jurisdiction. Please return the Proposal unread if you are unable to comply with this requirement.

Regardless of any inconsistent terms in the RFP or content of this Proposal, the Proposal is intended as a general description of the products and services that may be provided and the general business relationship Workday is currently contemplating with your organization. The Proposal does not represent or create any contractual obligation or commitment by Workday. While a reasonable good faith attempt has been made to ensure the information contained in the Proposal is correct, Workday does not warrant to the contents of the Proposal. Workday is providing our response pursuant to your requirement. The Confidential Information (as defined in the NDA) that Workday has provided in our response is subject to and governed by the terms and conditions of our NDA with you.

WORKDAY ® PROPRIETARY AND CONFIDENTIAL
©2022 WORKDAY, INC.
1 You agree that any third party portal provider that you choose to facilitate the submission of information by Workday in support of an RFP ("Portal Provider") is acting as the Customer's Representative (as defined in the NDA) and, as such, you shall at all times remain responsible for that Portal Provider's compliance with the terms of the NDA. Notwithstanding anything to the contrary (including any click through terms required by any Portal Provider), all parties reviewing the information in Workday's response agree that such information may only be used to assist you in your selection of a service provider. Neither Workday's response nor anything in it may be compiled with third party information and/or manipulated by you or a Portal Provider in any way.

Please see the Exceptions, Assumptions and Conditions section of the Proposal.

Forward -Looking Statements
This document may contain forward -looking statements for which there are risks, uncertainties, and assumptions. If the risks materialize or assumptions prove incorrect, Workday's business results and directions could differ materially from results implied by the forward -looking statements. Forward -looking statements include any statements regarding strategies or plans for future operations; any statements concerning new features, enhancements or upgrades to our existing applications or plans for future applications; and any statements of belief. Further information on risks that could affect Workday's results is included in Workday, Inc's filings with the Securities and Exchange Commission which are available on the Workday investor relations webpage: www.workday.com/company/investor relations.php Forward -looking statements are subject to and carry a risk of change. Accordingly, Workday assumes no obligation for, shall not be bound by, and does not intend to update any forward -looking statements that may be included in our response.

Trademark Notices: All rights reserved. Workday and the Workday logo are registered trademarks of Workday, Inc. All other brand and product names are trademarks or registered trademarks of their respective holders. x2022 Workday. Inc.

A note about copyright: Workday has included copyright notices on its proposal materials. Workday is not seeking to assert any copyright to those portions of its proposal pages which are copied from the Request for Proposal. The copyright in materials copied from the Request for Proposal remains in their original author.

workday.

Workday Universal Data Processing Exhibit
Frequently Asked Questions
00375627.0 - Confidential
Protecting our customers' personal data is one of Workday's highest priorities and is integral to the success of our business. These FAQs provide information to assist customers when (1) selecting Workday as an enterprise cloud provider to process their workers' personal data and (2) reviewing Workday's Universal Data Processing Exhibit.

These FAQs do not form part of the contract and are for informational purposes only.

What is Workday's role?
Workday acts as a processor or service provider for the personal data our customers submit electronically into our enterprise cloud applications or, where applicable, submit to Workday for implementation and consulting services ("Personal Data"). As such, Workday processes Personal Data on behalf of and according to our customers' instructions who are the controllers (or businesses).

Does Workday make available a data processing agreement? Workday offers a comprehensive Universal Data Processing Exhibit ("DPE") that operates seamlessly as part of Workday's MSA to provide robust contractual terms for Workday's processing of Personal Data.

The DPE supports Workday's one -to -many service delivery model and our underlying technical and operational processes, such as our certifications, the performance of audits and our use of subprocessors.

Will Workday's DPE work for companies operating globally? Workday has customers around the globe, so we offer our customers industry -leading data processing terms that address data protection requirements around the globe. Our DPE incorporates the core privacy principles that underlie many international data protection laws.

Traditionally, European data protection laws have been among the world's strictest. To provide our global customers with a robust framework, we have used the strict GDPR requirements as the baseline for our DPE. As new laws take effect, including comprehensive state privacy laws in the United States, we adjust as necessary to ensure continued compliance with data protection laws.

Does Workday comply with data protection laws?
Workday complies with all data protection laws directly applicable to Workday.

Nevertheless, it is our customers' responsibility to determine whether it is appropriate for them to use our enterprise cloud applications to process their Personal Data in light of the specific laws and regulations to which they are subject. It is also our customers' responsibility to configure and use our enterprise cloud applications in a manner consistent with their legal and regulatory obligations.

How does the CCPA apply to Workday's enterprise services? To the extent the CCPA applies to Workday's enterprise services, Workday acts as a service provider, which is defined by the CCPA as an entity that processes information on behalf of a business. Workday's customers act as the business, which the CCPA defines as an entity that determines the purposes and means of the processing of consumers' personal information. (These concepts are similar to the data processor and data controller roles under the EU's General Data Protection Regulation.)
Under the CCPA, a service provider processes personal information provided by a business for a business purpose pursuant to a written contract, provided that the contract prohibits the entity receiving the information from retaining, using, or disclosing personal information for any purpose other than for the specific purpose of performing the services specified in the contract for the business. Workday's standard subscription agreement and data protection terms with our customers provide that we can process our customers' data only to provide the services they've contracted for. (For information purposes only, this FAQ does not form part of any contract.) Workday Universal Data Processing Exhibit — City of Santa Maria ©2022 Workday (UDPE Global v22.5)

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Santa Maria City CouncilMarch 19, 2024

Santa Maria City Council
March 19, 2024