1 Project Change Order #1
June 20, 2025
City of Santa Maria Phase 2 HCM
ATTACHMENT A
2 Project change order
This Change Order form is used for requesting, documenting and approving changes to the Workday deployment or other applicable service offering, including, but not limited to, changes to the project’s Scope, changes for a major configuration element, project timeline/schedule changes, integration specifications changes, addition of resources or any other deliverable change from the originally planned Workday deployment or applicable service offering.
Summary
Client: City of Santa Maria
SOW/Project Name: City of Santa Maria Phase 2 HCM
Change Order #: CO# 1
Project Manager (Client): James Oswald
Project Sponsor (Client): Rebecca Campbell, Dawn M. Jackson, Jeffrey Marecic, Chuen Wu, and Graciela Reynoso
Engagement Manager: Tony Ramos, Collaborative Solutions, LLC (“CSLLC”) Acceptance Due Date: July 31, 2025
Change Type: • Talent
• Learning
• Integrations
• Position Budgeting
Impact Assessed by: Tony Ramos CSLLC Engagement Manager, Aakash Negandhi CSLLC Adaptive Planning Director, James Oswald City of
Santa Maria, Xenia Bradford City of Santa Maria
Priority: High
Billing: Bill under current project
Contract Line Type: Fixed Price
Is new PO# required? No new PO# needed
Request Description
Talent was initially included in the HCM P2 Implementation timeline. The Talent implementation will now occur:
• Updated timeline
o 01 /05/2026 to 06/19/26
• Go Live date of 06/01/26
3 • Complete Post-Production Support of Talent by 06/19/26 Moving Talent from the initial implementation requires additional Engagement Management time/cost
Additional critical business needs were identified for Learning and are included in this change order. Budgeting was identified as a critical business need as is being added into scope.
Finalization of the integrations listing was completed. Required updates to the original list of integrations are included.
Business Purpose / Reason for Change
City of Santa Maria identified a critical business need to move the project timeline for the implementation of Talent. This change in schedule allows for the proper coverage.
Impact Assessment
Project Activities Affected: Talent, Learning, Integrations, Recruiting, Payroll, Budget, Reporting and Adaptive
Deliverables Affected: Architect & Config and End to End Testing Project Schedule Impact: The implementation of Talent will require five (5) months and will be considered a post-production release to HCM
Pricing Matrix The following is the Pricing Matrix:
Role Cost
Talent $7,080.00
Learning $20,060.00
Integrations $191,868.00
(Position Budgeting) Recruiting $11,800.00
(Position Budgeting) Payroll $5,900.00
(Position Budgeting) Fin Budget $4,720.00
(Position Budgeting) Reporting $8,260.00
(Position Budgeting) Adaptive Hours $3,540.00
Engagement Management $29,480.00
Total $280,028.00
4 Payment Terms
Fixed Fee SOW: This Change Order will be billed on a fixed fee milestone payment based on the updated payment table below for functional and technical consultant efforts.
Updated payment schedule for Phase 2 that includes Change Order #1
Updated Payment table with Change Order #1
included - 07/25/2025
Fixed Fee and Invoicing
Milestone / Event Invoice Date CSLLC
Amount
CSLLC Total
Invoice
Investment Amount
Phase two (2) Commencement 1/20/2025 $82,500 ($3,500) $79,000 Strategy Stage: Strategy 1/31/2025 $164,999 ($7,000) $157,999 Plan Stage: Delivery of Plan Artifacts 3/7/2025 $329,999 ($14,000) $315,999 Architect & Configure Stage: Delivery of Design Artifacts 5/16/2025 $164,999 ($7,000) $157,999 Architect & Configure Stage: Delivery of End-to-End Tenant 7/4/2025 $164,999 ($7,000) $157,999 Test Stage: Completion of End-to-End Test 9/5/2025 $235,007 ($7,000) $228,007 Test Stage: Completion of Parallel Test 11/7/2025 $235,007 ($7,000) $228,007 Deploy Stage: Completion of Move-to-Production (Go-Live) 12/12/2025 $235,007 ($7,000) $228,007 Post-Production support: Completion of Project 1/30/2026 $317,507 ($10,500) $307,007 Project Total for All Phases $1,930,024 ($70,000) $1,860,024 Updated Timeline for Talent
City of Santa Maria - Talent Implementation Timeline
Plan
Architect
&
Configure Test Deploy
Post
Production
Total
Weeks
Weeks 2 14 4 3 2 25
Start 01/05/2026 01/19/2026 04/27/2026 05/25/2026 06/15/2026 Finish 01/16/2026 04/24/2026 05/22/2026 6/12/2026 6/26/2026
Assumptions
• All Assumptions from the SOW dated October 10, 2023, apply to this Change Order.
5 Authorization
Client Authorization Signature
Collaborative Solutions Authorization
Signature
Name
Name
Job Title
Job Title
Date
Date
6 Appendix A: Change Order #1 Detail Summary
Workstream SOW Scope Changes Cost
Learning Addition of 11 topic segments and 10 content creator segments
$2,360.00
Learning Addition of 10 Learning Content Creator Security Groups
$9,440.00
Learning 10 Learning Content Approver Security Groups $2,360.00 Learning Update four BPs $5,900.00
Talent Transition of prior work $7,080.00
Position Budget HCM/Recruiting Hours $11,800.00
Position Budget Payroll Hours $5,900.00
Position Budget Fin Acctg/ Budget Hours $4,720.00
Position Budget Reporting $8,260.00
Position Budget Adaptive Hours $3,540.00
Integrations Remove - INT105 - Life, AD&D Insurance Outbound $(9,440.00) Integrations Remove - INT107 - COBRA Events Outbound $(11,800.00) Integrations Remove - INT108 - COBRA Initial Rights Outbound $(11,800.00) Integrations Remove - INT110 - 401k Demographic Outbound $(11,800.00) Integrations Remove - INT117 - Tax Filing Quarterly Outbound $(4,720.00) Integrations Remove - INT119 - Background Check Bidirectional $(7,080.00) Integrations Remove - INT125 - NeoGov Requisitions Outbound $(16,520.00) Integrations Add - INT126 - Federal Annual W2 Tax filling $25,960.00 Integrations Add - INT127 - EDD Quarterly Tax Filling $18,172.00 Integrations Add - INT128 - Timekeeping System Outbound-Fire $25,960.00 Integrations Add - INT129 - Timekeeping System Inbound-Fire $25,960.00 Integrations Add - INT130 - Absence Balances Outbound-Fire $25,960.00 Integrations Add - INT131 - FSA Contributions Outbound $12,980.00 Integrations Add - INT132 - STD LTD PFL Outbound $10,384.00 Integrations Add - INT133 - CalPERS Payroll Review Outbound $25,960.00 Integrations Add - INT134 - CalPERS Retirement Enrollment Outbound $25,960.00
Integrations Add - INT135 - LegalShield Outbound $18,172.00 Integrations Change - INT102 - Medical, RX Outbound $14,160.00 Integrations Change - INT123 - Vector Training Enrollment Outbound
$18,880.00
Integrations Change - INT120 - Timekeeping System Outbound $9,440.00 Integrations Change - INT122 - Absence Balances Outbound $7,080.00 Engagement
Management
Engagement Management $26,800.00
Total
Amount
$280,028.00
7 Appendix B
Appendix B: Prior Payment Schedules
Original payment schedule from SOW dated 03/25/2024
Fixed Fee and Invoicing
Milestone / Event Invoice Date CSLLC
Amount
CSLLC Total
Invoice
Investment Amount
Phase two (2) Commencement 1/20/2025 $82,500 ($3,500) $79,000 Strategy Stage: Strategy 1/31/2025 $164,999 ($7,000) $157,999 Plan Stage: Delivery of Plan Artifacts 3/7/2025 $329,999 ($14,000) $315,999 Architect & Configure Stage: Delivery of Design Artifacts 5/16/2025 $164,999 ($7,000) $157,999 Architect & Configure Stage: Delivery of End-to-End Tenant 7/4/2025 $164,999 ($7,000) $157,999 Test Stage: Completion of End-to-End Test 9/5/2025 $165,000 ($7,000) $158,000 Test Stage: Completion of Parallel Test 11/7/2025 $165,000 ($7,000) $158,000 Deploy Stage: Completion of Move-to-Production (Go-Live) 12/12/2025 $165,000 ($7,000) $158,000 Post-Production support: Completion of Project 1/30/2026 $247,500 ($10,500) $237,000 Project Total for All Phases $1,649,996 ($70,000) $1,579,996
Appendix C
Appendix C: Implementation Timeline from the SOW