Vernon
Scope of Work
For the Implementation of
Infinity CIS v5
October 6, 2023
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 2 of 36 Table of Contents
Introduction .................................................................................................................................................3 Vernon Points of Contact...........................................................................................................................4 Primary Point of Contact (POC) ................................................................................................................4 Other Contact(s)........................................................................................................................................4 Project Scope ..............................................................................................................................................5 Definitions....................................................................................................................................................6 Roles and Responsibilities ........................................................................................................................7 Advanced Responsibilities: .......................................................................................................................7 Vernon Responsibilities:............................................................................................................................7 Constraints and Assumptions...................................................................................................................9 Task 1 – Project Management..................................................................................................................11 Subtask 1.1 – Project Planning ...............................................................................................................11 Change Control Process ....................................................................................................................11 Subtask 1.2 – Status Reports..................................................................................................................11 Subtask 1.3 – Quarterly Sponsor Review ...............................................................................................12 Task 2 – Infinity CIS Interfaces ................................................................................................................13 Subtask 2.1 – Interfaces .........................................................................................................................13 Subtask 2.1.1 – Meter Reading Import/Export – MV90 Interface ......................................................13 Subtask 2.1.2 – Lockbox Interface .....................................................................................................13 * Subtask 2.1.3 – Invoice Cloud API (NEW) ......................................................................................14 ** Subtask 2.1.4 – Invoice Cloud BIF Interface (NEW) ......................................................................14 Exclusions ...............................................................................................................................................15 Task 3 - Implementation Approach .........................................................................................................16 Subtask 3.1 – Phase 1 – Project Initiation ..............................................................................................16 Subtask 3.2 – Phase 2 – Functional Discovery Analysis ........................................................................17 Subtask 3.2.1 – Functional Discovery Analysis Workshops ..............................................................17 Subtask 3.3 – Phase 3 – Interface Discovery .........................................................................................18 Subtask 3.4 – Phase 4 – Other Discoveries............................................................................................19 Subtask 3.4.1 – Reports Discovery ....................................................................................................19 Subtask 3.4.2 – Bill Print and/or Notices & Receipt Discovery ..........................................................20 Subtask 3.5 – Phase 5 – Data Integrity Check/Clean Up & Initial Data Conversion/Configuration ........21 Subtask 3.5.1 - Version 3 Data Integrity Check and Clean up...........................................................21 Subtask 3.5.2 - Infinity CIS Initial Upgrade Conversion, Data Validation and Testing.......................22 Subtask 3.6 – Phase 6 – Core Team Training ........................................................................................24 Subtask 3.7 – Phase 7 – Reports Development and Delivery ................................................................24 Subtask 3.8 – Phase 8 – Interface Delivery ............................................................................................25 Subtask 3.9 – Phase 9 – Software Testing .............................................................................................26 Subtask 3.10 – Phase 10 – End User Training .......................................................................................30 Subtask 3.11 – Phase 11 – Cut-Over Plan/Go/No Go Criteria ...............................................................31 Subtask 3.12 – Phase 12 – Transition to Live.........................................................................................32 Subtask 3.13 – Phase 13 – Post Go Live................................................................................................33 Schedule 1 – Fee Structure and Services Payment Milestones...........................................................34 Fee Structure...........................................................................................................................................34 Approvals...................................................................................................................................................36 Vernon V5 Upgrade - Master Scope of Work Final.docx Page 3 of 36 Introduction
The project is defined as the upgrade of Infinity CIS, by Advanced Utility Systems (Advanced) for City of Vernon (Vernon). The current CIS Infinity version 2 (‘v2”) instance will be upgraded to Infinity CIS Version 5 (“v5”), Advanced’s comprehensive customer information and utility billing software as defined in this scope of work.
This also takes into consideration some of the work that can be reused as part of the former upgrade being paused.
This document describes the Scope of Work (SOW) to be delivered by Advanced, as well as defines the principal activities and deliverables of both Advanced and Vernon for this project.
The project as outlined in this Scope of Work (SOW) encompasses all aspects of Vernon’s Infinity CIS upgrade, including but not limited to project management, requirements gathering, data integrity and clean up, data conversion, configuration including interfaces, and training.
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 4 of 36 Vernon Points of Contact
Primary Point of Contact (POC)
Name:
Title:
Organization:
Address:
Phone:
Email:
Website:
Other Contact(s)
Name:
Title:
Organization:
Address:
Phone:
Email:
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 5 of 36 Project Scope
Advanced and Vernon agree to cooperatively manage the cost, schedule, and scope of the project.
Project scope is limited to the tasks and deliverables identified in this SOW and responses to the functional requirements attached to this document. Items not included in this SOW and it’s appendices are to be considered out of scope.
Advanced will provide the following Infinity CIS upgrade services to Vernon:
• Project Management
• Discovery Workshops (Functional, Interface and Modifications, Reports and Bill Print) • V3 Data Integrity Check and Clean up in Vernon’s upgrade environment • Conversion of data from CIS Infinity Version 2 to Infinity CIS v5 (Advanced will not convert any data not created in Infinity CIS v2 and was converted from the original legacy system). • Note: Advanced will only convert maximum of 5 years of data. If additional data is required to be converted, this request will be reviewed and managed via the Change Control Process. • V4 Data Integrity Check and Clean up in Vernon’s upgrade environment • Data refreshes (Initial, Functional, ITC1, UAT, Go-Live) • Conversion of current Bill Print(s)/Notice(s)/Receipts formats from Crystal Reports XI to Crystal Reports 2013 (as identified via the Discovery Session)
• Conversion of Standard canned reports and custom Advanced created reports format from Crystal Reports XI to Crystal Reports 2013 (as identified via the Discovery Session) • Remote web based Core Team Training
• Remote web based End User Training
• Conversion of interfaces as identified in Task 2
• Conversion of required billing formulas
• Technical Support
• REST API
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 6 of 36 Definitions
Name Definition
Baseline Accounts A cross selection of accounts types and services that are used for testing purposes the CIS Solution
BRD Business Requirements Document created by Advanced that defines the requirements for software modification(s) and non-configurable interfaces required by Vernon.
CIS Customer Information and billing System.
Infinity CIS The Advanced Customer Information and billing System.
CIS Solution All Advanced licensed software (Infinity CIS) and related implementation services.
Vernon Owned Control
Forms
Configuration areas of the system that are the responsibility of the Vernon (including but not limited to service orders, actions, letters, security, admin).
Configuration Changes to the software that do not require source code or structural data model changes.
Core Team Training Instructor led training delivered remotely by Advanced to the identified Project Team members of Vernon on the generic CIS Solution Defect - High A code or configuration defect that makes a component of the CIS Solution unusable or inoperable. This error is a loss of the capability of the CIS Solution to perform an important business function.
High defects include: (i) loss of the capability of the CIS Solution to perform an important business function; (ii) a workaround does not exist, and testing this function cannot be performed until the problem has been corrected.
Defect - Medium A code or configuration defect that significantly limits the CIS Solution's ability to conform to the documentation. This limitation stops the user from performing the normal use of the CIS Solution; however, a mutually agreed upon workaround does exist. Testing can continue on a module of the CIS Solution with a workaround.
Defect - Low A code or configuration defect that limits the capability of the CIS Solution, but is cosmetic or minor in nature. There is a practical workaround or the defect does not impact Vernon’s operation of the CIS Solution in any significant respect.
End User Training Instructor led (remotely) of the CIS Solution delivered by Advanced in coordination with the Vernon Core Team to Vernon employee base utilizing specific areas of the system.
Modification A change to the code base or a structural data model change.
CIS Infinity V2 Vernon’s current customer information and billing system to be replaced by Infinity CIS.
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 7 of 36 Roles and Responsibilities
The roles and responsibilities are summarized below.
Advanced Responsibilities:
1. Advanced will maintain project communications with Vernon’s Project Manager.
2. Advanced will manage the efforts of the Advanced staff and coordinate Advanced activities with the Vernon’s Project Manager.
3. Advanced will conduct regular (e.g. weekly or as required) telephone status report conversations with the Vernon’s Project Manager.
4. Advanced will participate in weekly reviews with Vernon’s project team. Participation can be waived by mutual agreement.
5. Advanced will provide timely responses to critical issues raised by Vernon’s Project Manager.
6. Advanced will prepare and submit a status report that includes: the accomplishments of the previous month, activities planned for the current month and an update to the Project Schedule in Smartsheet format, as well as an update to the action item list.
7. Advanced will prepare and submit project change proposals to Vernon’s Project Manager as necessary.
8. Advanced will resolve deviations from the Project Schedule.
9. Advanced will monitor the project to ensure that support resources are available as scheduled.
10. Advanced will coordinate and oversee the installation of all Advanced licensed software.
11. Advanced will install all Advanced licensed software in one (1) production and one (1) test instance on Vernon supplied hardware and will support the production environment throughout the implementation and both environment after implementation and go live.
12. Advanced will coordinate and oversee the implementation efforts of all modifications and interfaces identified in this SOW (exclusive to the Infinity CIS side of the interface).
13. Advanced will monitor and support all testing phases, i.e., functional, integrated, and User Acceptance Testing. Application consultants will be available to answer questions and resolve issued generated during testing.
Vernon Responsibilities:
1. Vernon will provide information required to configure and convert data into the CIS Solution.
2. Vernon will establish a Project Team that is representative of the operational areas that will be affected by this project.
3. Vernon will designate a Project Manager who will manage the efforts of Vernon Project Team and/or staff and coordinate activities with the Advanced’s Project Manager.
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 8 of 36
4. Vernon’s Project Manager must ensure that Vernon’s personnel have the time, resources, and expertise to carry out their respective tasks and responsibilities.
5. Vernon’s Project Manager or designee will participate in the scheduled (e.g. weekly or as required) status meetings with the Advanced’s Project Manager.
6. Vernon will review current business practices, consider and/or adopt new business practices as needed.
7. Vernon will provide timely responses to critical issues raised by the Advanced’s Project Manager.
8. Vernon will make available meeting spaces as required for project meetings. Meeting spaces should be equipped with a white board and markers, flip chart, LCD projector, conference phone and internet connection.
9. Vernon shall establish a training/testing room that will provide space, computers (with necessary software) and access to the software for the number of users specified in the contract. The training room will be equipped with a white board and markers, flip chart, LCD projector, conference phone and internet connections.
10. Vernon will ensure mutually agreed upon Change Orders are approved and process in accordance with the Change Order Procedure.
11. Vernon Staff will attend scheduled training sessions.
12. Vernon will perform testing as required including functional testing, integration testing, and user acceptance testing and will provide the documented test cases and results to Advanced utilizing the Advanced Testing Tool (Smartsheet).
13. Vernon will perform manual cut over tasks identified in the data conversion and the cutover plan.
14. With support from Advanced, Vernon will be responsible to create, configure and test all Vernon Owned Control Forms (including but not limited to service orders, actions, letters, security, admin).
Advanced will provide training Vernon on the same.
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 9 of 36 Constraints and Assumptions
1. All prices are quoted in US dollars.
2. The Fixed Cost will be firm for the services identified herein through the project’s duration of 9 months and 1 month of post-implementation support. If circumstances occur that result in delays to the project, any extensions will be reviewed and managed via the Change Control Process.
3. Vernon will upgrade CIS Infinity Version 2 to the recommended release prior to Advanced conducting any data integrity or data cleanup activities.
4. Vernon recognizes that this is a project and not normal daily operations. All team members may not be accustomed to the demands of a project and will have to readily adjust to the needs of meeting deadlines and multi-tasking for this project to be successful.
5. Staffing issues will be resolved between Vernon and the Advanced Project Managers. Both parties will make every reasonable effort to maintain stable project staffing for the life of the project and minimize disruption to the project.
6. Vernon will strive to make a reasonable effort to minimize the impact of competing initiatives within the organization that may have a negative impact to the project. If this cannot occur:
i) Vernon will define an escalation path which defines who can resolve resource allocation conflicts, determine the priority of the conflicting work, and communicate with the affected parties, including the Project Managers of both projects. ii) Advanced will make commercially reasonable efforts to work around any conflicting priorities.
Depending on the length of time the resource is not available and task the conflict occurs on, this could result in a delay in the project schedule. If these delays result in extended project timelines, a Change Order will be issued to outline the impacts to schedule and cost. iii) Impacts and/or changes to project resources by either party are the responsibility of that same party to replace and provide knowledge transfer that will mitigate the risk of the resource loss.
7. Prompt decision-making and problem resolution will be required by both parties to achieve an ontime, on-budget project completion. It is expected most decisions and/or problems will be resolved within five (5) business days (or to a mutually agreed to timeframe). Reasonable efforts will be made to meet the requirements.
8. Vernon will empower Vernon's project team members to make decisions related to configuration and business processes. For some key decisions Vernon team may be required to elevate the decision process to the executive team. Vernon will work to minimize the escalation of decisions to keep the decision process as streamlined and timely as possible.
9. Vernon and Advanced will ensure their respective Project Team members are available for meetings, workshops, discussions and conference calls upon request by either organization with reasonable notice. All Project Team members will respond to information requests by either organization within (5) Business Days unless otherwise agreed to, to minimize delays in the project.
10. Both parties agree to work a reasonable number of additional hours (when required) to help complete project deliverables and project timelines as agreed upon by both Project Managers.
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 10 of 36
11. All Vernon and Advanced Project Team members are expected to take normal vacation and holiday days throughout the course of the project except during stages of the project where their presence is critical.
12. Vernon is willing to consider and implement, when mutually acceptable, Advanced’ “Best Practices” to minimize the need for software modifications to the extent these practices meet the CIS Solution Requirements.
13. Advanced’s implementation team will recommend configurations and processes based on its industry experience and knowledge of the Advanced solution. Vernon is willing to consider and implement, when mutually acceptable, Advanced’ “Best Practices” to minimize the need for software modifications to the extent these practices meet the CIS Solution Requirements. This may not always be possible, but Vernon will approach each opportunity from this perspective.
In the event that Vernon rejects any of Advanced’s Best Practices recommendations, Vernon will be required to sign an acknowledgement of such decision. This document will describe Advanced’s concerns about Vernon’s requested functionality, and Vernon’s acceptance that a subsequent reversal or modification of such functionality shall be considered an increase in project scope at the agreed upon hourly rate. Furthermore, this document shall describe any impact to Advanced’s ability to provide ongoing support, including any impacts to the annual software subscription fee.
14. When onsite Advanced agrees to work within Vernon standard business hours whenever possible with the understanding that travel days may impact onsite days. Additionally, it is important to note that there may be times in the project where key staff may be required to work extra hours or hours outside of the standard business hours. For example, cutover is typically done over the weekend.
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 11 of 36 Task 1 – Project Management
Project management occurs throughout the project. Advanced will have primary responsibility for the successful completion of this project as defined in the Scope of Work, including the management of all Advanced resources and tasks. Advanced will be responsible for conducting project related administrative activities including the development and updates, as required, to the project schedule. The Advanced Project Manager (PM) will provide oversight and guidance to Advanced staff to ensure successful completion of Advanced led/assigned activities and related project tasks. Similarly, the Vernon PM will provide oversight and guidance to Vernon staff to ensure successful completion of Vernon led/assigned activities and related project tasks.
Subtask 1.1 – Project Planning
Advanced and Vernon will partner together for successful project execution. Project Initiation will involve all members of the Advanced and Vernon project team. Prior to the remote Project Kickoff meeting, Advanced and Vernon will assemble their respective teams who will review this SOW in preparation of the Project Kickoff meeting. It is also highly recommended that the Vernon review the Infinity CIS upgrade documentation prior to the Project Kickoff meeting.
The Project Schedule for Vernon identifies the activities, deliverables and resources required for the successful upgrade of Infinity CIS. The Advanced PM and the Vernon PM will review the Project Schedule and internal project dates that may affect project milestones (for example, third party delivery dates). Vernon is responsible for managing the timelines and deliverables of any third-party vendor, to ensure they meet the requirements of the approved Project Schedule. The Advanced PM and the Vernon PM will finalize the project schedule within 2 weeks of the Project Kickoff meeting.
Any significant changes to the project timeline during the project are to be communicated and reviewed by the Project Sponsors of Vernon and at Advanced. Significant changes affecting the overall scope of the project may necessitate the use of a Scope of Work Amendment process. (See Change Control).
Change Control Process
Advanced will coordinate a joint effort with Vernon to document a Change Control process to manage project scope. The Change Control process will identify how changes are initiated and their impact on the project will be identified, documented and communicated to Vernon. Appropriate sign-off channels will be developed for Change Order approval.
Subtask 1.2 – Status Reports
Status reporting provides a mechanism for monitoring and controlling the project progress.
Advanced will use various methods to communicate regularly with Vernon including status reports and status meetings. Additional project communications will be performed via E-mail and telephone on an as needed basis.
Advanced’s Project Manager will attend status meetings with Vernon Project Manager either in person or via telephone conference call to focus on project status/progress, issues which could impact project schedule, technical or operational issues affecting the project and risk assessment. These meetings shall occur on a weekly basis.
Advanced will provide a weekly status report documenting work in progress compared to schedule, issues, actions, risks and budget. Advanced will also provide a monthly summary of project progress, including significant risks and issues resolved and significant risks and issues raised.
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 12 of 36 Subtask 1.2 – Deliverables
Subtask 1.2
Deliverables
• Weekly Status Meeting and Report
• Monthly Project Progress Summary
Subtask 1.3 – Quarterly Sponsor Review
Advanced will prepare a Quarterly Sponsor Review to be attended by project management and project sponsor staff from both Vernon and Advanced. The quarterly sponsor review meeting will review progress to date, future actions, and will validate, on a quarterly basis, that the Go Live date is still achievable for both parties. The dates for these meeting will be determined jointly by the Vernon and the Advanced PM.
Subtask 1.3 – Deliverables
Subtask 1.3
Deliverables • Quarterly Sponsor Review
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 13 of 36 Task 2 – Infinity CIS Interfaces, Modifications &
Reports
This task covers the Infinity CIS interfaces to existing Vernon systems, and/or related products in the Infinity product suite. Development effort may be required by the vendor for the system to which Advanced is interfacing. These vendor costs, if any, are the responsibility of Vernon and are not in scope.
Advanced will document the status of development, whether conducted by Vernon or Advanced, in the weekly status reports.
Subtask 2.1 – Interfaces
The following group of interfaces will require efforts from Advanced, and potentially Vernon staff or a third-party vendor, to support the specific interface requirements. Advanced will develop the following group of interfaces required by Vernon under this SOW. The specific system Modifications required to support a specific interface will be determined during the Interface Discovery workshop. For Interfaces introduced that are not currently in CIS V3, Advanced will create Business Requirements Document (BRD) and Use Case Document for each interface requiring development effort from Advanced’s technical staff (not applicable to existing Vernon interfaces) Subtask 2.1.1 – Meter Reading Import/Export – MV90 Interface Vernon requires a batch interface to import and export meter reading files.
Action Responsible Party
Configure meter reading import interface similar to Infinity CIS v2 Advanced Configure meter reading export interface similar to Infinity CIS v2 Advanced Subtask 2.1.2 – Lockbox Interface
Vernon requires a one-way batch interface to import customer lockbox payment files to Infinity CIS.
Action Responsible Party
Configure an interface to import lockbox files similar Infinity CIS v2 Advanced Subtask 2.1.3 – Collection Agency Interface
Vernon requires a one-way batch interface to export of delinquent customer information from CIS Infinity to Vernon’s collection agency.
Action Responsible Party
Provide Collection Agency file layout Vernon
Configure file layout in Infinity CIS Advanced
Implement file export interface in Infinity CIS Advanced Run file export process in Infinity CIS to generage the collection agency file Vernon Send the file to collection agency Vernon
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 14 of 36 Subtask 2.1.4 – OCR file Interface
Vernon requires a one-way batch interface to import miscellaneous payments in Infinity CIS.
Action Responsible Party
Provide payment file layout Vernon
Configure payment file layout in Infinity CIS Advanced
Implement payment file import interface in Infinity CIS Advanced Run file import process in Infinity CIS Vernon
* Subtask 2.1.5 – Invoice Cloud API (NEW)
Vernon requires a real-time interface between Infinity CIS and Invoice Cloud for bill presentment and posting customer payment back in Infinity CIS.
Action Responsible Party
Install Advanced SOAP API Advanced
Call SOAP API to post payments to Infinity CIS Invoice Cloud Call SOAP API to retrieve bill image Invoice Cloud
** Subtask 2.1.6 – Invoice Cloud BIF Interface (NEW)
Action Responsible Party
Configure billing information file (BIF) interface Advanced SFTP BIF output (flat file) to Invoice Cloud Vernon
* Vernon currently doesn’t subsribe to Advanced SOAP API and thus the other option to post payments back in Infinity CIS will be for Advanced to build an import payment interface. ** Vernon currently doesn’t have the BIF Interface and manages BIF output to Invoice Cloud through database query that output the data based on Invoice Cloud BIF requirements. Vernon is comfortable continuing with this solution.
Note that any interfaces or file exchanges with outside systems not listed above will be considered out of scope.
In the event that any additional items not listed above are identified during the project implementation, the jointly developed Change Order process as defined in Subtask 1.1 will be followed.
Subtask 2.2 – Modifications (Database - Stored Procedures, Views & Triggers) Vernon has confirmed that Database - Stored Procedures, Views and Triggers that have been created are read only for the purpose of reporting and no updates or inserts are being performed. Vernon will continue to own and manage all modifications related to database. Should the need for modifications arise, they shall be addressed according to the Change Control process as defined in Subtask 1.1.
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 15 of 36 Subtask 2.3 – Reports
As part of the upgrade project, Advanced will convert the standard reports that come with the Infinity CIS system. Vernon will own and create all custom reports required. Currently Vernon generates many reports outside of the Infinity CIS system.
Any additional reports will need to be reviewed and actioned by Vernon. Should Vernon desire Advanced to convert any additional reports, they shall be addressed according to the Change Control process as defined in Subtask 1.1
Exclusions
The following have been excluded from this Scope of Work, unless noted otherwise:
1. Rate Structural Changes
Advanced will provide normal rate updates throughout the course of the implementation at no extra charge providing the rate change occurs during the implementation timeframe. A rate change that departs substantially from the current rate structures that are in force at the time of contract signing and/or as documented in the Functional Discovery document will follow the jointly developed Change Order Process as defined in Subtask 1.1.
2. Third Party Payment Processor
Real Time credit/debit card payment processing is provided via an interface to an Advanced partner payment processing vendor namely; Invoice Cloud or Paymentus. Any payment transaction fees charged by the payment processing vendor are the responsibility of Vernon. Vernon must have a contract with the payment processor to which the solution will be integrated prior to the start date of Functional Testing as defined in the project schedule.
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 16 of 36 Task 3 - Implementation Approach
This task covers the implementation approach Advanced will take to upgrade and reimplement Vernon’s CIS Solution. Advanced will implement a phased approach as described herein.
Subtask 3.1 – Phase 1 – Project Initiation
The Advanced PM will work with the Vernon Project Manager and staff to organize project information for the preparation of the Project Schedule (see Task1). The Advanced PM will organize and present all the information required to start the project and will, at a minimum, address the following areas:
• Project Schedule
• Software Provisioning in the hardware supplied by Vernon (On Prem) • Training Course Syllabus for Core Team, Technical Team, and End User Training (part of the Training Plan)
• Issues Tracking Tool set-up and overview
• Access to CIS Infinity Entity Relationship Diagram and Data Dictionary • Project Team Contact List which includes users that need access to the Issues Tracking Tool
• Overview of the operations of Infinity CIS via online conference • Functional Discovery agendas delivery and review
The Advanced PM will oversee the daily activities of the project and work in conjunction with the Vernon’s Project Manager and staff to ensure effective management of staff resourcing, forward planning initiatives and day to day project deliveries.
Subtask 3.1 – Deliverables
Subtask 3.1
Deliverables
• Project Kickoff Meeting
• Initial Project Schedule
• Training Course Agenda
• Issues Tracking Tool Overview
• Project Team Contact List
Subtask 3.1 – Entry Criteria
Criteria Responsible Party
✓ Contracts signed Advanced and Vernon
✓ Transition discussion from Sales to Professional Services Advanced and Vernon ✓ CIS Environments in place Advanced and Vernon
✓ Project Team identified Advanced and Vernon
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 17 of 36 Subtask 3.1 – Exit Criteria
Criteria Responsible Party
✓ Environments provisioned and signed off Advanced and Vernon ✓ 3.1 Deliverables completed Advanced
Subtask 3.2 – Phase 2 – Functional Discovery Analysis
Advanced will review the detailed data and business requirements of Vernon. This analysis will provide an association between Vernon’s business practices and the required Infinity CIS configuration.
The Functional Discovery Analysis phase will be led by Advanced and broken out into functional workshops. The workshops review the functional areas of the system and are the basis for how Advanced will configure, and convert the required business functions, business logic and data in the system.
Subtask 3.2.1 – Functional Discovery Analysis Workshops Advanced will conduct Functional Discovery Analysis Workshops. These workshops will be led by Advanced to appropriately review and confirm all required information for the areas listed below.
Advanced and Vernon will identify the necessary Vernon staff needed to attend these workshops two to four weeks in advance. Reports and Bill Print discoveries as outlined in Subtask 3.4 will be separate from the main functional discovery workshops and will be conducted at a time indicated in the Project Schedule.
Advanced will deliver a Functional Discovery Document that will address the items from the functional requirements and include, at a minimum, the following areas:
1. Foundation
Review of the basic system set up areas and logical business rules including but not limited to account types, servicesand customer/account information.
2. Billing
Review of the entire meter reading to billing process with a review of all processing and exceptions reporting.
3. Rates
Review of the rate tariff and functional requirements for setting up rates, including but not limited to formulas, proration and multipliers .
4. Cashiering
Review of all payment types, interfaces, automated clearing house, endorsements, receipts and unapplied payments processing.
5. Collections
Review of all collections procedures, payment arrangements, exemptions, penalties, notices, disconnections, agency, add to tax/liens, tax certification, bankruptcy and write-off processes including all applicable fees.
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 18 of 36 Subtask 3.2.1 – Deliverables
Subtask 3.2.1
Deliverables
• Functional Discovery Workshop
• Functional Discovery Document
Subtask 3.2.1 – Entry Criteria
Criteria Responsible Party
✓ Functional Discovery Agendas delivered Advanced
✓ Chart of Accounts, Rates, Configurable Interfaces Files Layouts, All As Is Process Flows gathered
Vernon
Subtask 3.2.1 – Exit Criteria
Criteria Responsible Party
✓ Vernon Core Team and/or SME’s attendance at Functional Workshop
Vernon
✓ Functional Discovery Workshops conducted Advanced
✓ Functional Discovery Document delivered Advanced
✓ Review and edits/Sign Off of Functional Discovery Document 10 days from receipt of each iterative version
Vernon
Subtask 3.3 – Phase 3 – Interface Discovery
Advanced will conduct an Interface Discovery Analysis Workshop. Advanced will provide a Discovery Agenda and working with Vernon will identify necessary Vernon staff needed to attend this workshop two weeks in advance. Advanced will review with Vernon all interfaces identified in Task 2, to be developed in Infinity CIS.
Advanced will summarize the Interface Discovery discussions in an Interface Discovery Summary document that will be provided to Vernon to review and update as required.
Below are the minimum topics that will be covered:
• Functional (business) requirements analysis
• Use Case analysis
Advanced will create a detailed Business Requirements Document (BRD) and a Use Case Document for each development interface and modification requiring development (items in subtasks 2.1) for review and acceptance by Vernon. Configuration only type interfaces identified will not require a BRD.
Advanced will review the documentation with Vernon remotely and update as required.
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 19 of 36 Subtask 3.3 – Deliverables
Subtask 3.3
Deliverables
• Interface Discovery Agenda
• Interface Discovery Workshop
• Interface Discovery Summary
• Use Case Document(s)
Subtask 3.3 – Entry Criteria
Criteria Responsible Party
✓ Interface Discovery Agenda delivered Advanced
✓ 3
rd Party Vendor participation secured (if applicable) Vernon ✓ Staff SME participation secured Vernon
Subtask 3.3 – Exit Criteria
Criteria Responsible Party
✓ Interface Discovery Workshop complete Advanced
✓ SME attendance and 3rd Party Vendor (if applicable) attendance at Interface Discovery Workshop
Vernon
✓ Interface Discovery Summary Document delivered Advanced ✓ Use Case Document(s) delivered Advanced
✓ Review and edits/Sign Off of Interface Discovery Summary 10 days from receipt of each iterative version
Vernon
Subtask 3.4 – Phase 4 – Other Discoveries
Subtask 3.4.1 – Reports Discovery
Advanced will convert the standard reports that are part of the Infinity CIS v2 to Infinity CIS v5. Any custom report in the CIS system will be considered out of scope and will follow the Change Order process as identified in Subtask 1.1. Vernon will need to provide the logic to complete these reports.
Advanced will conduct a Reports Discovery Workshop for any custom reports requirements. This workshop will be led by Advanced.
Subtask 3.4.1 – Deliverables
Subtask 3.4.1
Deliverables
• Reports Discovery
• Reports Analysis Spreadsheet
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 20 of 36 Subtask 3.4.1 – Entry Criteria
Criteria Responsible Party
✓ Reports Analysis Spreadsheet delivered Advanced
✓ Reports Analysis Spreadsheet populated with all Vernon’s reports one month prior to scheduled Reports Discovery
Workshop
Vernon
✓ Analysis of Reports Discovery Spreadsheet complete and available for Reports Discovery Workshop
Advanced
Subtask 3.4.1 – Exit Criteria
Criteria Responsible Party
✓ Reports Discovery Workshop conducted Advanced
✓ SME attendance at Reports Discovery Workshop Vernon
✓ Determination of custom reports delivered in CIS Advanced Subtask 3.4.2 – Bill Print and/or Notices & Receipt Discovery Advanced will convert the existing standard Bill Prints and/or Notices that are part of the Infinity CIS v2 to Infinity CIS v5. Any custom bill prints/notices built outside of the CIS system and/or custom built in the CIS system will be considered out of scope and will follow the Change Order process as identified in Subtask
1.1. Vernon will need to provide the logic to complete these changes.
Advanced will conduct a Bill Print/Notice Discovery Workshop for any custom bill print/notice requirements. This workshop will be led by Advanced.
Subtask 3.4.2 – Deliverables
Subtask 3.4.2
Deliverables
• Bill Print Discovery Workshop
• Bill Print Specifications
Subtask 3.4.2 – Entry Criteria
Criteria Responsible Party
✓ Bill Print Samples provided Advanced
✓ Agenda for Bill Print/Notices & Receipt Discovery delivered Advanced ✓ Bill print vendor capabilities/restrictions Vernon
Subtask 3.4.2 – Exit Criteria
Criteria Responsible Party
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 21 of 36 ✓ Bill Print/Notices & Receipt Discovery Workshop conducted Advanced ✓ SME attendance at Discovery Workshop Vernon
✓ Bill Print Specifications Document delivered Advanced ✓ Review and edits/Sign Off of Use Case Document(s) 10 days from receipt of each iterative version
Vernon
Subtask 3.5 – Phase 5 – Data Integrity Check/Clean Up & Initial Data Conversion/Configuration
Subtask 3.5.1 - Version 3 Data Integrity Check and Clean up Prior to the Infinity CIS upgrade conversion, the V3 Integrity Check Utility will be run by Advanced in coordination with Vernon within the Version 2 Upgrade Environment. The Version 2 Upgrade Environment must be refreshed from production by Vernon prior to running the V3 Integrity Check Utility.
The V3 Integrity Check Utility will report on data integrity issues within the Version 2 database, which, if not resolved, will prevent the successful upgrading of the Version 2 database to the Infinity CIS database.
The V3 Data Integrity Check utility will find and report on data integrity issues, such as missing links (orphaned records), code look-ups and unpopulated required fields, Advanced staff will analyze issues reported by the Integrity Check Utility and prepare SQL scripts as required to resolve data issues and to review with the Vernon team via a Data Discovery session. Data fixes will be applied by Advanced in the Upgrade Environment. Vernon will review data fixes and once approved, Vernon will run scripts and make data changes in your V2 Production Environment.
Subtask 3.5.1 – Deliverables
Subtask 3.5.1
Deliverables
• Run V3 Integrity Check Utility on CIS Infinity Version 2 Upgrade Environment (Refreshed)
• Identify, resolve and update data changes into CIS Infinity Version 2 Upgrade Environment prior to the initial conversion of the V2 database to Infinity CIS
• Initial Configuration Rollout
• Develop and run V2 data clean up scripts in the Version 2 Upgrade Environment prior to the initial conversion of the V2 database to Infinity CIS
• Refresh Version 2 Upgrade Environment from Version 2
Production Environment
Subtask 3.5.1 – Entry Criteria
Criteria Responsible Party
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 22 of 36 ✓ New data cut that includes 100% of the agreed upon data from CIS V2 and provided no later than 2 weeks prior to Initial Rollout Vernon
✓ Data Validation Parameters Finalized Advanced and Vernon ✓ Functional Discovery Document signed off per timelines outlined in project schedule and no later than 2 months prior to scheduled rollout
Vernon
✓ Baseline Accounts established, documented and provided to Advanced
Vernon
Subtask 3.5 – Exit Criteria
Criteria Responsible Party
✓ Initial Configuration complete to include no less than 70% of the total configuration requirements outlined in the Functional Discovery Document, excluding all configurable interfaces Advanced
✓ Data Validation reviewed jointly and anomalies under
investigation by both parties
Advanced and Vernon
✓ All generic testing documents delivered including: conversion, End to End Testing, Bill Print Scenarios
Advanced
✓ Review of Issues Tracking Tool Advanced
✓ Commencement of conversion testing against Baseline
Accounts
Vernon
Subtask 3.5.2 - Infinity CIS Initial Upgrade Conversion, Data Validation and Testing
Once the Version 3 data integrity and cleanup process is complete Advanced will convert Vernon’s V2 data and load into Vernon’s Infinity CIS Environment. Advanced will supply a data validation report confirming both Version 2 and Infinity CIS systems are in balance and will release the system for testing by Vernon.
The initial Infinity CIS Upgrade Conversion will average one to two days. The length of time necessary for conversion is dependent on several key factors including the size of the current database and number of years of data being converted.
NOTE: The upgrade conversion routine does not automate the upgrade of interfaces, Vernon security settings, hyperlinks, saved reporting criteria, information bars, billing formulas, bill prints, notices & receipts and custom reports. Advanced and Vernon will need to configure these manually as identified below.
Advanced is responsible for converting/configuring
▪ All billing formulas required by Vernon in Infinity CIS ▪ Current bill prints, notices and receipts
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 23 of 36 ▪ Generic Information Bars
▪ Interfaces (Delivered at Integration Testing)
Vernon is responsible for converting/configuring:
▪ User security
▪ Hyperlinks
o Configuration of security is required for the Integration Testing phase.
Prior to the completion of the Initial Upgrade Conversion Vernon will select a group of Baseline Accounts.
Baseline Accounts provide Vernon’s staff with a point of reference when completing testing. The Baseline Accounts represent a cross-section of account types and include accounts handled differently than “normal” accounts. For example, a sample of an account for each rate code, an account with automatic withdrawal, accounts with multiple meters, and account with compound meters are all examples of accounts that should be included in Vernon’s Baseline Accounts, as applicable.
As part of the Initial Upgrade Conversion, Vernon will undertake testing of the Infinity CIS Upgrade conversion. Vernon’s project manager will coordinate the completion of the Infinity CIS Upgrade conversion testing and submit any issues identified in Team Support. This testing will provide Advanced with information relating to upgrade conversion anomalies to be corrected. Re-testing of identified conversion issues will be necessary.
During Initial Upgrade Conversion testing (and subsequent test phases), Advanced will access Vernon’s server in order to upload data corrections, with the assistance of Vernon’s technical staff. The users will re-test anomalies based on initial test results and established Baseline Accounts.
Subtask 3.5.2
Deliverables
• Advanced Convert CIS Infinity Version 2 database to Infinity CIS database
• Advanced Deliver Data Validation Report which validates conversion accuracy between V2 and V5
• Advanced Review and deliver initial V5 data conversion load with Vernon
• Advanced Time the process to convert and load data
• Advanced Configure generic Information Bars
• Vernon Review and approve the Data Validation Report
• Vernon Run reports currently used by Vernon for balancing system in V2 in V2 and V5 to confirm versions are in balance • Vernon Load refreshed Infinity CIS test database onto Advanced FTP site (required for troubleshooting and billing formula conversion)
• Vernon Identify Baseline Accounts for testing
• Vernon Create test scripts and share with Advanced
• Vernon Run CIS Infinity V5 Data Validation Tool to compare and validate V2 data.
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 24 of 36 Subtask 3.6 – Phase 6 – Core Team Training
Advanced will provide 2 weeks of Core Team Training to the Vernon Core Team.
Core Team Training will be conducted remotely via WebEx for the core team following the initial V5 conversion rollout. Users will be trained to ensure that they can access the system and navigate through Infinity CIS for testing purposes. To ensure an efficient and effective parallel process, Advanced recommends setting up a separate area for testing and training. The core team training is designed to train users on the new user interface (UI) and changes in key functional areas including AccountView, System Administration, Security, Cash, Billing, Collections, Service Orders, Reports, and Inventory. Core Team training assumes users are familiar with Version 2 and Vernon’s business processes and does not include introductory or basic training to users unfamiliar with Version 2 functionality and processes.
Subtask 3.6 – Deliverables
Subtask 3.6
Deliverables
• Standard CIS Infinity CIS Training Agendas
• Completion of Instructor-Led remote Core Team Training Subtask 3.6 – Entry Criteria
Criteria Responsible Party
✓ Agenda delivered Advanced
✓ Where applicable, Training
Room/workstations/software/participants available for training Vernon
✓ Infinity CIS System QA’d and prepared for Training Advanced Subtask 3.6 – Exit Criteria
Criteria Responsible Party
✓ Instructor-Led remote Core Team Training delivered Advanced ✓ 90% Attendance rate from Core Team at all sessions Vernon Subtask 3.7 – Phase 7 – Reports Development and Delivery Reports in Infinity CIS V2 identified during Reports Discovery will be converted to Infinity CIS system for review and acceptance by Vernon.
Any custom reports identified at Reports Discovery will be developed and delivered by Advanced once Vernon has signed off on the specifications. Any custom reports unidentified at the Reports Discovery will be recognized as out of scope and follow the Change Order Process.
Subtask 3.7 – Deliverables
Subtask 3.7
Deliverables
• Custom Reports Specification, Development & Delivery (if applicable)
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 25 of 36 Subtask 3.7 – Entry Criteria
Criteria Responsible Party
✓ Attendance by SME at Reports Discovery Workshop Vernon ✓ Reports Discovery Workshop complete Advanced
Subtask 3.7 – Exit Criteria
Criteria Responsible Party
✓ Custom Reports Specification Document(s) delivered for all identified custom reports
Advanced
✓ Review and edits/Sign Off Custom Reports Specification Document(s) 10 days from receipt of each iterative version Vernon
✓ Custom Report(s) Delivery at start of ITC1 Advanced
✓ Custom Reports(s) Testing and Signoff no later than the end of UAT
Vernon
Subtask 3.8 – Phase 8 – Interface Delivery
Once an interface has been implemented, unit tested and QA’d internally by Advanced, Vernon will be notified that the interface is ready to be released and available for testing or Vernon will be notified that the interface is ready to be released and deployed in Vernon’s environment through an executable or build.
Subtask 3.8.1 – Deliverables
Subtask 3.8.1
Deliverables • Interfaces are ready for Vernon to test
Subtask 3.8.1 – Entry Criteria
Criteria Responsible Party
✓ File Layout for each interface provided during Interfaces Discovery
Vernon
✓ 3
rd Party Vendor participation in Interface Discovery process (if applicable)
Vernon
✓
✓ Vernon
Subtask 3.8.1 – Exit Criteria
Criteria Responsible Party
✓ Interfaces delivered Advanced
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 26 of 36 ✓ Testing of interfaces with 3rd party vendor participation (if applicable)
Vernon
Subtask 3.9 – Phase 9 – Software Testing
Advanced will support all software testing through possible combinations of onsite support, remote support and video conferencing online support. Validated testing criteria will be used to determine if the testing phase is complete and the system is ready for the next cycle of testing. The Advanced PM will provide Vernon with generic test scripts. Modification of test scripts to match Vernon’s specific business scenarios is the responsibility of Vernon. From the test scripts Vernon will create an ITC Plan (Integration Testing Cycle), and User Acceptance Test (UAT) Plan.
At the start of each test cycle, a full data conversion using a fresh data extract will be performed to exercise the data conversion process and to update any required data fixes that are found through testing. Data Conversion is an iterative process and will require fixes throughout all testing phases based on the outcomes of each testing phase.
With each data conversion Advanced will provide and Vernon will verify all balancing metrics that were agreed upon in the Data Conversion Discovery. Deficiencies found during the Software Testing Phase will be entered into the Issues Tracking Tool for the correction of configuration, data conversion and/or system deficiencies. Deficiencies will be entered into the Issues Tracking Tool by Vernon. The Issues Tracking Tool maintains a history of analysis and problem resolution.
The Issues Tracking Tool will be managed and maintained by the Advanced PM and will be reviewed with both Advanced and Vernon staff to ensure the issues are being actively worked and tested. The Advanced PM will be proactive in the resolution of items logged in the Issues Tracking Tool so that they will be resolved within a timely manner. The Advanced PM or designate will document to the Vernon Project Manager (in detail) the issue or defect, the resolution or workaround alternative, if applicable.
Advanced will provide a technical point of contact during all testing phases, Advanced will provide responses that include justification and mitigation plans, where applicable.
Vernon will provide Advanced with evidence through Test Cases utilizing the Advanced Testing Tool (Smartsheet) and various other methods of testing documentation that testing is being done and progressing through the test phases.
The software testing phase is divided into the following test cycles:
Subtask 3.9.1 – Functional Testing
Functional testing will utilize the baseline accounts to confirm that the data conversion and basic functions in the system are working as expected. Individual accounts will be reviewed and will run through a meter to cash process. In the review of these individual accounts, Vernon will be tasked with testing each rate element in the system and documenting the results to confirm that the billing process works prior to starting a cycle billing process. This rate testing will be done against a series of baseline accounts and will look at each rate scenario and all of the associated proration activities that can affect a rate calculation.
Functional Testing is modular and does not test the system end-to-end utilizing interfaces.
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 27 of 36 Subtask 3.9.1 – Functional Testing Deliverables
Subtask 3.9.1
Deliverables
• Functional Test Data Conversion Refresh and Validation Report • Rates Testing Matrix
Subtask 3.9.1 – Entry Criteria
Criteria Responsible Party
✓ Configuration complete in accordance to the requirements outlined in the Functional Discovery Document and excluding all interfaces and modifications
Advanced
✓ Data Refresh timelines recorded for the data cut, conversion and load
Advanced and Vernon
✓ Customized Testing Documents designed and functional test cases created in Advanced Testing Tool
Vernon
✓ Executed Contract with Payment Processor Vernon
Subtask 3.9.1 – Exit Criteria
Criteria Responsible Party
✓ Testing of all applicable functional modules using customized test documents and test cases, reporting any anomalies in Issues Tracking Tool
Vernon
✓ Retesting of fixed conversion items, testing of conversion additions and report anomalies in Issues Tracking Tool
Vernon
✓ Functional Data Validation jointly reviewed and anomalies under investigation by both parties
Advanced and Vernon
✓ Rates Testing Completion and anomalies reported in Issues Tracking Tool
Vernon
✓ Successful resolution of 70% of critical configuration type tickets reported no less than 15 days from scheduled ITC1 Refresh start date
Advanced
Subtask 3.9.2 - Integration Testing Cycle (ITC)
ITC will utilize test scripts/cases customized by Vernon to confirm that the data conversion and business processes are functioning as expected.
ITC1 is intended to exercise full scale testing of the system incorporating the testing of interfaces and modifications scheduled for ITC1. It includes testing of all end to end processes and all Vernon Owned Control Forms (service orders, actions, letter generation, security, admin).
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 28 of 36 Subtask 3.9.2 – Integration Testing Deliverables
Subtask 3.9.2
Deliverables
• ITC1 Data Conversion Refresh and Validation Report
• ITC1 Build Release for Modifications
•
Subtask 3.9.2 – Entry Criteria ITC1
Criteria Responsible Party
✓ Completion of testing of all applicable functional modules using customized test documents and test cases and anomalies
reported in Issues Tracking Tool
Vernon
✓ Customized Testing Documents designed and ITC1 test cases created in Advanced Testing Tool
Vernon
✓ Successful retesting of fixed conversion items and testing of remaining conversion additions. Anomalies reported in Issues Tracking Tool
Vernon
✓ ITC Data Validation reviewed jointly and anomalies under investigation by both parties
Advanced and Vernon
✓ Rates Testing Completed and any anomalies reported in Issues Tracking Tool
Vernon
✓ Successful resolution of 70% of critical path configuration type tickets reported no less than 10 days from ITC1 Refresh start date
Advanced
✓ Interfaces complete Advanced
✓ Vernon Owned Control Forms 60% complete which must
include Service Order Types
Vernon
Subtask 3.9.2 – Exit Criteria ITC1
Criteria Responsible Party
✓ Technical and training daily support for initial week of ITC1 Testing
Advanced
✓ Build Release(s) (if applicable) applied for Interfaces Advanced ✓ Testing of interfaces with 3rd party vendor participation (if applicable) and anomalies reported in Issues Tracking Tool Vernon
✓ Successful resolution of 80% of critical path configuration type tickets reported no less than 10 days from scheduled UAT Refresh start date
Advanced
✓ Successful resolution of 80% of conversion type tickets reported no less than 10 days from scheduled UAT Refresh start date Advanced
✓ Bill Print Testing complete and anomalies reported in Issues Tracking Tool
Vernon
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 29 of 36 ✓ Reports Testing Complete and anomalies reported in Issues Tracking Tool
Vernon
✓ Cycle Billing Testing Complete and anomalies reported in Issues Tracking Tool
Vernon
✓ Vernon Owned Control Forms 80% complete Vernon
Subtask 3.9.3 - User Acceptance Testing (UAT)
The final phase of testing is UAT and starts with a code freeze. Only critical path items will be altered during this phase as agreed upon by both parties after analyzing the risk of introducing these changes.
Once complete, the UAT constitutes acceptance of the system as ready for Go Live. In combination with staff training readiness and organization readiness, the UAT and its acceptance help to drive the Go/No Go criteria that lock down the live date of the software.
Advanced will coordinate with Vernon to select the integration test scripts that will be used during UAT.
The Advanced PM will work with Vernon to ensure that test results for each testing phase provide evidence that Infinity CIS capabilities have been properly integrated and tested in Vernon’s test environment. Advanced will work with Vernon to support performance tests.
Subtask 3.9.3 – User Acceptance Testing Deliverables
Subtask 3.9.3
Deliverables
• UAT Data Conversion Refresh and Validation Report
• UAT Acceptance Criteria
Subtask 3.9.3 – Entry Criteria
Criteria Responsible Party
✓ UAT Data Validation reviewed jointly and anomalies under investigation by both parties
Advanced and Vernon
✓ Retested interfaces and modifications with 3rd party vendor participation (if applicable) and anomalies reported in Issues Tracking Tool
Vernon
✓ Successful resolution of 90% of critical path configuration type tickets reported no less than 10 days from scheduled UAT Refresh start date
Advanced
✓ Successful resolution of 90% of conversion type tickets reported no less than 10 days from scheduled UAT Refresh start date Advanced
✓ Bill Print Testing completed and signed off Vernon
✓ Reports Testing completed and signed off Vernon
✓ System Code Freeze Advanced
✓ Final review of Vernon Owned Control Forms Vernon
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 30 of 36 Subtask 3.9.3 – Exit Criteria
Criteria Responsible Party
✓ Successful testing of all end to end processes Vernon ✓ Successful resolution of all critical path conversion and configuration type tickets
Advanced
✓ Successful completion of all Vernon Owned Control Forms Vernon ✓ Regression and stress test executed successfully Vernon ✓ Successful testing of Payment Processor Vernon
Subtask 3.10 – Phase 10 – End User Training
Advanced will provide 1 week of Infinity CIS End User training to Vernon to secure a working knowledge of Infinity CIS. As part of the Training Plan, Advanced will work with Vernon to jointly create the appropriate Training Matrices (part of the Training Plan) that will identify classes and the Advanced and Vernon staff attendance needs. End User training assumes users are familiar with Version 2 and Vernon’s business processes and does not include introductory or basic training to users unfamiliar with Version 2 functionality and processes.
End User Training will be conducted by a combination of instructor led sessions in accordance with the Training Matrix and with Vernon availability to answer participant questions pertaining to Vernon business practices.
Each End User training session will have an attendance sheet that matches the End User training schedule. Once each session is complete, Vernon will sign-off on a Training Session Sign-off Form signifying that the training session has been completed.
Subtask 3.10 – Deliverables
Subtask 3.10
Deliverables
• Completion of Instructor Led End User Training
• Training Session Attendance Report
• Training Session Signoff form
Subtask 3.10 – Entry Criteria
Criteria Responsible Party
✓ End User Training Plan Matrix delivered Advanced
✓ End User Training Plan Matrix completed Vernon
✓ End User Training Schedule created Advanced and Vernon Vernon V5 Upgrade - Master Scope of Work Final.docx Page 31 of 36 Subtask 3.10 – Exit Criteria
Criteria Responsible Party
✓ All End User Training sessions required for Go Live complete Advanced ✓ End Users absent or requiring additional assistance/training from End User Training identified
Advanced
✓ Additional training plan developed and provided to End Users identified as requiring additional assistance/training complete for Go Live
Vernon
Subtask 3.11 – Phase 11 – Cut-Over Plan/Go/No Go Criteria Vernon will assist Advanced in the construction of Go/No-Go criteria. These criteria shall be used to determine whether or not to proceed to Phase 12 - Transition to Live. Criteria shall be measured on a weekly basis starting no later than the commencement of User Acceptance Testing. When all criteria are met, Vernon shall issue formal authorization to proceed with the Cut-Over Plan to production.
The Advanced PM will develop a Cut-Over Plan throughout the lifecycle of the project in preparation for a final transition to live. This plan details the steps and responsibilities for Advanced and Vernon to transition the CIS Solution to Vernon production (live) environment. The Cut-Over Plan will include but not be limited to the following items:
• Full emergency contact information
• Detailed steps and communications of when data extract is obtained and data conversion is returned
• Ordered steps for ensuring balancing of the system
• Determination of whether a test system is refreshed at the same time as production for any required process testing
• Post-cut-over checklist
• Criteria that determine when the system will be turned over to end user staff • A formal release from Advanced that documents that the system has been handed to Vernon in full balance
Subtask 3.11 – Cut-Over Plan/Go/No Go Deliverables
Subtask 3.11
Deliverables
• Go/No Go Criteria
• Cut-Over Plan
• Formal Vernon Authorization to Transition to Live
Subtask 3.11 – Entry Criteria
Criteria Responsible Party
✓ System is in a readiness state for all critical path items Advanced and Vernon ✓ Vernon has invoked Change Management plan (employees, customers, vendors)
Vernon
✓ End Users trained Advanced or Vernon
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 32 of 36 Subtask 3.11 – Exit Criteria
Criteria Responsible Party
✓ Cut-Over Plan finalized Advanced and Vernon
✓ Organizational Readiness Plan finalized Advanced and Vernon ✓ Go/No Go Meeting Advanced and Vernon
✓ Authorization to Go Live Vernon
✓ Post Cut-Over List of Tasks Advanced and Vernon
Subtask 3.12 – Phase 12 – Transition to Live
The cutover to live will occur over a weekend and will be coordinated by the Advanced PM and Vernon staff.
The transition to live will have a new and final data conversion in which the data validation parameters, bill codes, rate mapping and transaction codes will all be approved by Vernon and the Advanced PM.
Subtask 3.12 – Deliverables
Subtask 3.12
Deliverables
• Final Cut-Over Plan Report
• Final Release Data Conversion Refresh and Validation Report • AR Balancing Report
• Year and month active confirmation
• AR Summary Details Report
• Transaction Code Report
• Rates Report
Subtask 3.12 – Entry Criteria
Criteria Responsible Party
✓ Execution of Cut-Over Plan Advanced and Vernon
✓ End Users trained Advanced and Vernon
✓ 3
rd Party Vendors communicated and on board Vernon
✓ Execution of Organizational Readiness Plan Advanced and Vernon Subtask 3.12 – Exit Criteria
Criteria Responsible Party
✓ Go Live Signed Off Vernon
✓ Post Live Items identified Advanced
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 33 of 36 Subtask 3.13 – Phase 13 – Post Go Live
Advanced will assist Vernon throughout the post live implementation phase to identify and respond to any needs and concerns. During the Post Go Live period, Advanced will supply, as per the agreement, remote communications, and online support through video conferencing to ensure a smooth transition to Customer Success. During this phase of the project, the following items will be supplied to Vernon:
• Weekly PM and technical staff meetings to review all high-priority items. • Remote communications and video conference customer support. • Introduction and transition to Support.
Throughout the Post Go Live period, the Advanced PM will continue to act as primary resource for all issues. Upon completion of the Post live support period, Vernon will transition to the Advanced’s Customer Success Department as per the Support and Maintenance agreement.
Subtask 3.13 – Deliverables
Subtask 3.13
Deliverables
• Monthly Post Live Support Log
• Transition to Support
Subtask 3.13 – Entry Criteria
Criteria Responsible Party
✓ Go Live Signed Off Vernon
✓ Post Live Punch List Items Identified Advanced
Subtask 3.13 – Exit Criteria
Criteria Responsible Party
✓ Post Live Punch List Items resolved Vernon and Advanced ✓ Project Completion documented Advanced
✓ Transition to Customer Success Group Advanced
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 34 of 36 Schedule 1 – Fee Structure and Services
Payment Milestones
Fee Structure
V2 to V5 Upgrade Professional Services Fees
Line Item Price Discount (20%)
Project Management $ 25,000.00 $ 20,000.00
Data Conversion $ 125,000.00 $ 100,000.00
Installation & Configuration $ 75,000.00 $ 60,000.00
Interfaces $ 12,500.00 $ 10,000.00
Bill Print, Notices & Reports $ 25,000.00 $ 20,000.00
Training $ 20,000.00 $ 16,000.00
On Prem Install/SOAP API/ REST API $ 20,000.00 $ 16,000.00 Post Live Support $ 25,000.00 $ 20,000.00
5 Licences $ 0.00
Total $ 327,500.00 $ 262,000.00*
*Note 1: Discount (20%) is billable rate drop from $250/Hr to $200/Hr ** Note 2: Advanced can offer testing assistance via Advanced Managed Services as part of a separate SOW if needed.
V3 to V5 Upgrade Annual Fees
Line Item Price
Infinity CIS v5 Platform $ 5,200.00
Licence M&S, SOAP API & REST API $ 15,000.00
Total $ 20,200.00
** Additional services required by Vernon through the end of Post Live and approved through the Change Control Process (e.g. requirement changes or changes to the project scope) will be billed at a rate of $250/hour. Services required after that period will be billed in accordance with the Support and Maintenance Agreement.
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 35 of 36 Payment Milestones
Vernon will be billed monthly by Advanced for milestones signed off and accepted during the month. The service fees milestones are as follows:
Reference
Milestone - Vernon will be billed monthly for all milestones completed during the month (i.e. one invoice per month) Invoice Amount CT1 Contract Signing $ 78,600.00
MP1 Project Management 1 $ 5,240.00
MP2 Project Management 2 $ 5,240.00
MP3 Project Management 3 $ 5,240.00
MP4 Project Management 4 $ 5,240.00
MP5 Project Management 5 $ 5,240.00
MP6 Project Management 6 $ 5,240.00
MP7 Project Management 7 $ 5,240.00
MP8 Project Management 8 $ 5,240.00
MP9 Installation of Infinity CIS on a single on prem environment $ 39,300.00 MP10 Installation of SOAP API on a single on prem environment $ 7,860.00 MP11 Installation of REST API on a single on prem environment $ 5,240.00 MP12 Delivery of Functional Discovery Workshop $ 10,480.00 MP13 Initial Conversion Rollout $ 13,100.00
MP14 Initial Configuration Rollout $ 13,100.00
MP15 Completion of Core Team Training $ 13,100.00
MP16 Data Refresh #2 Load (Functional Testing) $ 13,100.00 MP17 Data Refresh #3 Load (ITC) $ 13,100.00
MP18 Data Refresh #4 Load (UAT) $ 13,100.00
Total Services $ 262,000.00
Annual Fees:
Fee Type Milestone Invoice Amount
Infinity v5
Platform 100% due on Infinity CIS v5 Go Live. $ 5,200.00 Licences,
REST/SOAP
API
100% due on Infinity CIS v5 Go Live.
$ 15,000.00
Total Annual Fees $ 20,200.00
Vernon V5 Upgrade - Master Scope of Work Final.docx Page 36 of 36 Approvals
IN WITNESS WHEREOF the parties hereto have duly executed this Scope of Work to be effective as of the Effective Date.
N. HARRIS COMPUTER CORPORATION
Per:
Name: Hari Subramaniam
Title: Executive Vice President
CITY OF VERNON
Per:
Name:
Title:
Per:
Name:
Title:
Attest:
________________________
Lisa Pope, City Clerk
Approved as to Form:
________________________
Zaynah Moussa, City Attorney