I am interested in working with the Yucca valley youth commission because I would like more work experiance, I would like to help my community, and I would like something to do to make my senior year memorable. During the summer between my freshman and sophmore years I interned at the hi-desert cultural center. This was shortly before it closed down. I also help with childcare at my church, Crossview bible church, every sunday. And I babysit my little sister at home often. I would also like to note that my older brother, Ted Williams, has worked for the city for several years. I am hoping that by working here I will be able to gain some more wisdom of how to work a job and be in the real world before I actually leave for the real world. I seriously hope you consider my offer in good spirits. Thank you, and God bless. -Reese Williams Please submit a 150-word narrative detailing your interest in serving on the Commission. This can include your job/volunteer experience, qualifications for appointment and reasons for application. (Returning Commissioners: Please type "N/A". This section is not needed for you)
Shirley Jones
1 st/2nd Grade Teacher
Joshua Tree Elementary School
[email protected]
760-366-8459 Ext. 3005
August 31, 2026
To Whom It May Concern:
I am pleased to recommend Reese Williams for Yucca Valley’s Youth Commission. I have had the privilege of knowing Reese for many years as both a family friend and neighbor, and I have always been impressed by her kindness, creativity, dependability, and commitment to serving our community.
Reese would be an excellent addition to the Youth Commission. She is enthusiastic about engaging with other young people, hosting youth activities, communicating effectively, and working collaboratively with Town of Yucca Valley staff to accomplish shared goals. She brings a positive attitude, a strong sense of responsibility, and a genuine desire to make a meaningful contribution to her community.
I am confident that Reese will bring the same level of commitment, skill, and positive energy to the Youth Commission. I wholeheartedly recommend her for this opportunity and believe she will be a valuable asset to the program.
Sincerely,
Shirley Jones
August 31, 2026
Dear sir/madam,
I am excited to write this character reference for Reese Williams in response to her application to be part of the Yucca Valley Youth Committee.
I have known Reese and her family through our church for almost 4 years. In that time I have watched her grow into a confident, polite and delightful individual. She is helpful, engaging and consistently cheerful. She has a gift for hospitality and jumps in to help set up coffee, snacks and meals without needing to be asked. She helps with childcare and is good with children. She is very responsible and nurturing to her younger sister. She keeps an eye on her without being asked. She was part of our summer book club and has good insights and catches some nuances in the story that others miss. She is also an excellent helper with office work.
In summary, I highly recommend Reese for this position. She is a dependable young woman and will be an asset for any organization.
If you have any questions, please do not hesitate to contact me.
Sincerely,
Lisa Hanna
Submission # 5064047
IP Address
Submission Recorded On 08/18/2026 8:16 AM
Time to Take Survey 3 minutes, 9 seconds
Town of Yucca Valley Youth Commission Application
Youth Commission Appointment Guidelines
1. The Yucca Valley Youth Commission is comprised of individuals in 7th through 12th grades.
2. Applications and supplementary materials must be submitted by September 2. Recommendations for appointment will be made by the Parks, Recreation and Cultural Commission.
3. Returning Youth Commissioners must submit an application to be recommended for reappointment by Community Services Department staff. Additional letters of recommendation and essay are not required - applicant recommendation will be based on the candidate’s prior service.
4. Every effort shall be made to establish a representation of the most schools and grades in recommending Youth Commission appointees.
5. Commissioners will be required to attend Youth Commission meetings once a month during the school year. Excessive absences during the term will result in dismissal.
Questions? Contact Celeste Hilderbrand at the Community Services Department (760) 369 7212 ext 255 or [email protected].
Please complete the following fields.
* Name
Nora E. Wolfe
* Residence Address
* Cell Phone
*
*
Yucca Valley High School
*
Grade 9
Two letters of recommendation must be included with each application. These may be from teachers, coaches, neighbors or other responsible adults. Please list the names of your two references and attach their recommendations.
*
I am a returning commissioner.
Letter of Recommendation 1
**SKIPPED**
Letter of Recommendation 2
**SKIPPED**
*
NW
*
08/18/2026 8:00 AM
*
Antje Strom
*
* Parent Phone
*
08/18/2026 12:00 AM
*
Email Address
School
Grade ?
Names of references (Returning Youth Commissioners: Please type “I am a returning commissioner.” You do not need to submit references.) Signature of Applicant (use initials)
Date
Signature of Parent/Guardian (type name)
Parent Email Address
Date
Please submit a 150-word narrative detailing your interest in serving on the Commission. This can include your job/volunteer experience,
N/A
qualifications for appointment and reasons for application. (Returning Commissioners: Please type "N/A". This section is not needed for you)
Submission # 5072805
IP Address
Submission Recorded On 08/22/2026 6:44 PM
Time to Take Survey 10 minutes, 22 seconds
Town of Yucca Valley Youth Commission Application
Youth Commission Appointment Guidelines
1. The Yucca Valley Youth Commission is comprised of individuals in 7th through 12th grades.
2. Applications and supplementary materials must be submitted by September 2. Recommendations for appointment will be made by the Parks, Recreation and Cultural Commission.
3. Returning Youth Commissioners must submit an application to be recommended for reappointment by Community Services Department staff. Additional letters of recommendation and essay are not required - applicant recommendation will be based on the candidate’s prior service.
4. Every effort shall be made to establish a representation of the most schools and grades in recommending Youth Commission appointees.
5. Commissioners will be required to attend Youth Commission meetings once a month during the school year. Excessive absences during the term will result in dismissal.
Questions? Contact Celeste Hilderbrand at the Community Services Department (760) 369 7212 ext 255 or [email protected].
Please complete the following fields.
* Name
George Clayton. Wingerter
* Residence Address
* Cell Phone
*
*
Ilead Exploration
*
Grade 12
Two letters of recommendation must be included with each application. These may be from teachers, coaches, neighbors or other responsible adults. Please list the names of your two references and attach their recommendations.
*
I am a returning commissioner.
Letter of Recommendation 1
**SKIPPED**
Letter of Recommendation 2
**SKIPPED**
*
GCW
*
08/22/2026 6:57 PM
*
Nikelle Wingerter
*
* Parent Phone
*
08/22/2026 6:54 PM
*
Email Address
School
Grade ?
Names of references (Returning Youth Commissioners: Please type “I am a returning commissioner.” You do not need to submit references.) Signature of Applicant (use initials)
Date
Signature of Parent/Guardian (type name)
Parent Email Address
Date
Please submit a 150-word narrative detailing your interest in serving on the Commission. This can include your job/volunteer experience,
N/A
qualifications for appointment and reasons for application. (Returning Commissioners: Please type "N/A". This section is not needed for you)
Submission # 5114142
IP Address
Submission Recorded On 09/02/2026 11:43 PM
Time to Take Survey 2 minutes, 9 seconds
Town of Yucca Valley Youth Commission Application
Youth Commission Appointment Guidelines
1. The Yucca Valley Youth Commission is comprised of individuals in 7th through 12th grades.
2. Applications and supplementary materials must be submitted by September 2. Recommendations for appointment will be made by the Parks, Recreation and Cultural Commission.
3. Returning Youth Commissioners must submit an application to be recommended for reappointment by Community Services Department staff. Additional letters of recommendation and essay are not required - applicant recommendation will be based on the candidate’s prior service.
4. Every effort shall be made to establish a representation of the most schools and grades in recommending Youth Commission appointees.
5. Commissioners will be required to attend Youth Commission meetings once a month during the school year. Excessive absences during the term will result in dismissal.
Questions? Contact Celeste Hilderbrand at the Community Services Department (760) 369 7212 ext 255 or [email protected].
Please complete the following fields.
* Name
Khloe Tili
* Residence Address
* Cell Phone
*
*
Yucca Valley High School
*
Grade 12
Two letters of recommendation must be included with each application. These may be from teachers, coaches, neighbors or other responsible adults. Please list the names of your two references and attach their recommendations.
*
Please list the names of your two references and attach their recommendations.
Letter of Recommendation 1
Khole Letter.pdf
Letter of Recommendation 2
Recommendation letter.pdf
*
K.C.T
*
09/02/2026 11:43 PM
*
K.T
*
* Parent Phone
*
09/02/2026 11:44 PM
*
Email Address
School
Grade ?
Names of references (Returning Youth Commissioners: Please type “I am a returning commissioner.” You do not need to submit references.) Signature of Applicant (use initials)
Date
Signature of Parent/Guardian (type name)
Parent Email Address
Date
Please submit a 150-word narrative detailing your interest in serving on the Commission. This can include your job/volunteer experience,
Nine years in student leadership taught me that real change starts with listening to your peers and turning their ideas into action. Serving as senior class vice president and National Honor Society secretary, I have managed large-scale campus events, organized community service drives, and represented student interests to school administrators. My long-term involvement gives me a deep understanding of the challenges local youth face every day, from mental health support to accessible extracurricular programs. Joining the Youth Commission is the natural next step in my commitment to public service. I am ready to bring my experience, dedication, and strong work ethic to a broader stage, advocating for policies and initiatives that uplift all young people in our community. qualifications for appointment and reasons for application. (Returning Commissioners: Please type "N/A". This section is not needed for you)
To Whom It May Concern,
It is my pleasure to write this letter of recommendation for Khloe Tili. I have known Khloe for several years and have had the privilege of watching her grow into a remarkable young woman.
Throughout this time, I have interacted with her on numerous occasions and have consistently observed qualities that speak to her strong character.
Khloe demonstrates integrity, accountability, and respect in everything she does. I have watched her participate in a wide range of activities, including church programs, school events, clubs, and community service projects. No matter the setting, she approaches every opportunity with a strong work ethic and a positive attitude.
Khloe is personable, well‑spoken, and highly versatile. She can confidently step into a leadership role when needed, yet she also excels as a cooperative and reliable team member.
She is considerate of others, attentive to detail, and consistently strives to do her best.
I am confident that Khloe will be a valuable asset to any organization or program she becomes a part of. If you have any further questions, please feel free to contact me at Respectfully,
Vincent Bullion
September 2, 2026
To Whom It May Concern:
It is with great enthusiasm that I recommend Khloe for a position on the Youth Commission. I have had the privilege of knowing Khloe for 12 years in my capacity as a church congregant and as Superintendent for the Bureau of Indian Affairs, Palm Springs Agency, where she has volunteered performing general office tasks. She can work with minimal instruction and she figures things out to complete the tasks timely and efficiently.
I have witnessed her capacity to thrive in leadership roles amongst her peers as she organizes various events within her family setting as well as school related activities.
Her talent and creativity shows forth in the way she plans, organizes, and works every detail of an event or activity for which she is involved.
She possesses sincere integrity and it shows in the way she lives her life. Her ability to connect with people from diverse backgrounds shows forth her desire to improve the lives of others. She listens with empathy to make a difficult situation better. Her take charge attitude and her dedication to make a positive difference in her community is one to be commended. She possesses maturity well beyond her years.
I am confident that she will rise to any occasion and seize all opportunities afforded her to not only benefit her skillset but the skillset and abilities of all involved. She will be an asset to your organization.
If you have any questions, you may contact me at
Sincerely,
Ollie Beyal
CHAPTER 4.12
YOUTH COMMISSION
SECTION:
4.12.010: Commission Created
4.12.020: Powers And Duties
4.12.030: Chairperson, Committees And Staff
4.12.040: Meetings And Rules Of Procedure
4.12.010: COMMISSION CREATED:
A. There is hereby created a youth commission for the town, comprised of a minimum of five (5) members and a maximum of twenty (20) members. All commission members shall be full time students attending either a junior high or high school. Members of the commission shall serve without compensation.
B. The members of the commission shall be appointed by and continue in office subject to the pleasure of the town council. Each member shall serve a term concurrent with the school calendar from October through June, except that upon dissolution of the commission, or otherwise by action of the town council, all appointments shall terminate as of the effective date of such dissolution. The members of the youth commission shall not be limited in the number of terms they may serve. (Ord. 167, 5-12-2005; amd. Ord. 209, 5-4-2010; Ord. 290, 1-19- 2021)
4.12.020: POWERS AND DUTIES:
A. The commission shall have the general power and duty to act in an advisory capacity to the town council in matters pertaining to the activities and programs of and for youth in and around the town.
B. In addition to the foregoing general power and duty, the commission shall have the following particular powers and duties:
1. To assist the town council or its designee in ascertaining community attitudes and issues, and in invoking public awareness and involvement in youth activities.
2. To make recommendations to the town council or its designee regarding the development of youth programs, activities and facilities.
3. To hold such meetings as may be deemed required by the commission or directed by the town council or its designee regarding implementation of the general and specific duties of the commission.
4. To acquire and distribute to the public informational materials relating to youth programs, activities and facilities.
5. Subject to the town council's or its designee's approval in each instance, to solicit and accept grants and donations to the town in aid of carrying out the general and specific duties of the commission.
6. To carry out the work plan for that term set forth by staff and the youth commission, a copy of which is on file in the community services department and incorporated herein by this reference.
7. To carry out such other functions as may be assigned to the commission by the town council or its designee. (Ord. 167, 5-12-2005)
4.12.030: CHAIRPERSON, COMMITTEES AND STAFF:
Designation of a chairperson and vice chairperson for the commission shall be governed by the procedures manual. The commission may establish such standing and temporary subcommittees as it may deem expedient for the performance of its duties, and the chairperson, with the consent of the commission, may fix and appoint the membership of such subcommittees. Except that the chairperson of each such subcommittee shall be a member of the commission, membership on a subcommittee need not be limited to members of the commission. The town manager may appoint a secretary and other staff for the commission and provide such reimbursement for their necessary expenses as may be authorized by the town council or its designee in the budget and approved in advance by the town manager. (Ord. 248, 5-6-2014)
4.12.040: MEETINGS AND RULES OF PROCEDURE:
The commission shall hold one or more regular monthly meetings and designate the times, dates and places therefor. The procedures for commission meetings shall be as set forth in the procedures manual. (Ord. 248, 5-6-2014)
ORDiNANCE NO. 167
AN ORDiNANCE OF THE TOWN COUNCIL OF THE TOWN OF
YUCCA VALLEY, CALIFORNIA, REPEALiNG AND REENACTiNG
CHAPTER 4.12 OF TITLE 4 OF THE TOWN OF YUCCA VALLEY
MUNICIPAL CODE RELATING TO THE YOUTH COMMISSION
The Town Council of the Town of Yucca Valley does hereby ordain as follows:
Section 1. Municipal Code Amended
1.1 Chapter 4.12 of the Town of Yucca Valley Municipal Code is hereby repealed, the repeal to be effective only upon the effective date of the reenactment of said Chapter 4.12 as set forth in Section 2 of this Ordinance.
Section 2. Reenactment of Chapter 4.12
2.1 Chapter 4.12 of the Town of Yucca Valley Municipal Code is hereby reenacted in its entirety to read as follows:
Chapter 4.12
YOUTH COMMISSION
SECTION:
4. 010: 12.
4. 020: 12.
4. 030: 12.
4. 040: 12.
Commission Created
Powers and Duties
Chairperson, Committees and Staff
Meetings and Rules of Procedure
4. 010: 12.COMMISSION CREATED:
A. There is hereby created a Youth Commission for the Town, comprised ora minimum of five (5) members. The Commission shall be composed of all qualified applicants.
All Commission members shall be full-time students attending either a junior high or
high school located within the Town. Members ofthe Commission shall serve without compensation.
B. The members of the Commission shall be appointed by and continue in office subject to the pleasure of the Town Council. Each member shall serve a term concurrent with the school calendar from October through June, except that upon dissolution of the Commission, or otherwise by action of the Town Council, all appointments shall
terminate as ofthe effective date of such dissolution. The members ofthe Youth Commission shall not be limited in the number of terms which they may serve. (Ord. 95, 9- 1998) 24-
4. 020: 12.POWERS AND DUTIES:
A. The Commission shall have the general power and duty to act in an advisory capacity to the Town Council in matters pertaining to the activities and programs of and for youth in and around the Town.
B. In addition to the foregoing general power and duty, the Commission shall have the following particular powers and duties:
1. To assist the Town Council or its designee in ascertaining community attitudes and issues, and in invoking public awareness and involvement in youth activities.
2. To make recommendations to the Town Council or its designee regarding the development of youth programs, activities and facilities.
3. To hold such meetings as may be deemed required by the Commission or directed by the Town Council or its designee regarding implementation of the general and specific duties ofthe Commission.
4. To acquire and distribute to the public informational materials relating to youth programs, activities and facilities.
5. Subject to the Town Council or its designee approval in each instance, to solicit and accept grants and donations to the Town in aid of carrying out the general and specific duties of the Commission.
6. To carry out the work plan for that term set forth by staff and the Youth Commission, a copy of which is on file in the Community Services Department and incorporated herein by this reference.
7. To carry out such other functions as may be assigned to the Commission by the Town Council or its designee.
4. 030: 12.CHAIRPERSON, COMMITTEES AND STAFF:
Designation of a chairperson and vice-chairperson for the Commission shall be governed by Section 4. 03002.ofthis Title. The Commission may establish such standing and temporary subcommittees as it may deem expedient for the performance of its duties, and the chairperson, with the consent of the Commission, may fix and appoint the membership of such subcommittees. Except that the chairperson of each such subcommittee shall be a member of the Commission, membership on a subcommittee need not be limited to members of the Commission. The Town Manager may appoint a
secretary and other staff for the Commission and provide such reimbursement for their necessary expenses as may be authorized by the Town Council or its designee in the budget and approved in advance by the Town Manager.
4. 040: 12.MEETINGS AND RULES OF PROCEDURE:
The Commission shall hold one or more regular monthly meetings and designate the times, dates and places therefore. All meetings of the Commission and each of its subconunittees shall be open to the public. Special meetings may he called by the chairperson or by a majority of the Commission, provided that notice of such special meeting is given to each member of the Commission at least forty eight (48) hours prior to the time of the meeting. The presence of five (5) or more members of the Commission shall constitute a
quorum for the conduct of business, and the affirmative votes of a majority of such quorum shall be necessary to pass a motion. The Commission shall adopt rules for the transaction of its business. The Commission shall keep a public record of its actions. Promptly after approval thereof by the Commission, minutes of Commission meetings shall be filed with the Town Clerk." Section 3. Notice of Adoption.
Within fifteen (15) days after the adoption hereof, the Town Clerk shall certify to the adoption of this Ordinance and cause it to be published once in a newspaper of
general circulation printed and published in the County and circulated in the Town pursuant to Section 36933 of the Government Code.
Section 4. Effective Date.
This Ordinance shall become effective thirty (30) days from and after the date of its adoption.
APPROVED AND ADOPTED by the Town Council and signed by the Mayor and attested by the Town Clerk this /~'~ day of '.~/~/~__/ , 2005.
ATTEST: ~
TOWN CLERK
APPROVED AS TO FORM:
TOWN ATTORNEY ( 57~
APPROVED AS TO CONTENT:
ORDINANCE N02O:9
AN ORDINANCE OF THE TOWN COUNCIL OF THE TOWN OF
YUCCA VALLEY, CALIFORNIA, AMENDING CHAPTER 2.20 OF
TITLE 2 OF THE TOWN OF YUCCA VALLEY MUNICIPAL CODE
BY AMENDING SECTION 2.20. 010 ( a) RELATING TO MAXIMUM
NUMBER OF MEMBERS OF THE YOUTH COMMISSION
The Town Council of the Town of Yucca Valley does ordain as follows:
SECTION 1. Municipal Code Amended
Section 2.20. 01O( a) of Chapter 2.20 of Title 2 of the Town of Yucca Valley Municipal Code is hereby amended to read as follows:
a) There is hereby created a Youth Commission for the Town, comprised of a minimum of five ( 5) members and a maximum of twenty ( 20) members. All Commission members shall be full time students attending either a junior high or high
school located within the Town of Yucca Valley. Members of the Commission shall serve without compensation."
SECTION 2. Notice of Adoption. Within fifteen ( 15) days after the adoption thereof, the Town Clerk shall certify to the adoption of this Ordinance and cause it to be published once in a newspaper of general circulation printed and published in the County and circulated in the town pursuant to section 36933 of the Government Code.
SECTION 3. Effective Date. This ordinance shall become effective thirty (30) days from and after the date of its adoption.
APPROVED AND ADOPTED by the Town Council and signed by the Mayor and Attested by the Town Clerk this 4th day of May , 2010.
ATTEST: APPROVED AS TO FORM
iiI-~ CLERK
ullJ1
TOWN ~ TORNEY
STATE OF CALIFORNIA
COUNTY OF SAN BERNARDINO
TOWN OF YUCCA VALLEY
I, Janet M. Anderson Town Clerk of the Town of Yucca Valley, California hereby certify that the foregoing Ordinance No. 209 as duly and regularly introduced at a meeting of the Town Council on the 20th day of April, 2010, and that thereafter the said ordinance was duly and regularly adopted at a meeting of the Town Council on the~ day of May, 2010, by the following vote, to wit:
Ayes: Council Members Herbel, Huntington, Luckino, Neeb, and Mayor Mayes
Noes: None
Abstain: None
Absent: None
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the Town of Yucca Valley, California, this 5th day of May , 2010.
SEAL)
erk of the Town of
a Valley
ORDINANCE NO. 248
AN ORDINANCE OF THE TOWN COUNCIL OF THE
TOWN OF YUCCA VALLEY AMENDING SECTIONS OF
CHAPTER 2. 05 AND TITLE 4 REFERRING TO THE
PROCEDURES FOR TOWN COUNCIL AND COMMITTEE
MEETINGS AND COMMISSION APPOINTMENTS AND
REPEALING CHAPTER 4. 02 OF THE TOWN OF YUCCA
VALLEY MUNICIPAL CODE RELATING TO BOARD AND
COMMISSION MEMBERS
WHEREAS, the Town Council wishes to establish procedures for the conduct of all meetings of the Town Council and its constituent bodies and commissions; and WHEREAS, the Town Manager, Town Clerk and Town Attorney have prepared a Manual of Procedural Guidelines for the Conduct of Town Council and Constituent Body /Commission Meetings ( " Procedures Manual ") to unify meeting procedures across the Council, Boards and Commissions and to provide guidance to each member of the respective bodies; and
WHEREAS, by adopting this Procedures Manual, the Town Council seeks to create uniformity of meeting procedures and to provide guidance to the Council, constituent bodies, commissions, staff, and the public on the procedures of the Town' s legislative bodies; and WHEREAS, certain sections of the Town of Yucca Valley Municipal Code are inconsistent with or duplicative of sections of the Procedures Manual; and WHEREAS, the Town Manager and Town Attorney presented the recommended Procedures Manual to the Town Council, and the Town Council shall adopt the Procedures Manual by Resolution.
NOW THEREFORE, the Town Council of the Town of Yucca Valley, California does ordain as follows:
SECTION 1: The foregoing Recitals are found to be true and correct and incorporated herein by this reference.
SECTION 2: Section 2. 05. 060 is hereby amended to read as follows:
2. 05. 060: ADOPTION OF RULES AND PROCEDURES
FOR COUNCIL AND CONSTITUENT BODY /COMMISSION
MEETINGS AND OTHER RELATED FUNCTIONS AND
ACTIVITIES:
The Town Council has adopted by Resolution the rules and procedures for Council, constituent body and commission meetings and other related functions and activities, entitled the " Manual of Procedural Guidelines for the Conduct of Town Council and 01105/ 0001/ 161929.04 Page 362 of 477
Constituent Body /Commission Meetings ", as amended from time to time by Resolution of the Town Council ( hereinafter, the Procedures Manual ").
SECTION 3: Chapter 4. 02 of the Town of Yucca Valley Municipal Code regarding board and commission members is hereby repealed in its entirety.
SECTION 4: Section 4. 04. 010 is hereby amended to read as follows:
4.04.010 PLANNING COMMISSION CREATED:
There is created a Planning Commission for the Town. It shall consist of five (5) members, appointed by the Town Council. The terms and appointments of members to the planning commission shall be as set forth in the Procedures Manual.
SECTION 5: Section 4. 04. 020 is hereby amended to read as follows:
4. 04. 020 OFFICERS; STAFF:
The designation and duties of the chairperson and vice chairperson shall be as set forth in the Procedures Manual. The commission shall be authorized to appoint and fix the membership of such number of standing and temporary committees as it may find expedient for the performance ofits duties. The town manager may appoint an executive secretary and other staff and provide such compensation for their services as may be authorized by the town council and by the annual town budget of expenditures.
SECTION 6: Section 4. 04. 030 is hereby amended to read as follows:
4. 04. 030 MEMBERSHIP:
Should any vacancy occur among the members of the planning commission other than by expiration, the chairperson shall forward a notice to the mayor and members of the town council indicating that such a vacancy exists. The Town Council shall fill the vacancy in accordance with the provisions of the Procedures Manual.
SECTION 7: Section 4. 04. 040 is hereby amended to read as follows:
4. 04.040 MEETINGS; RULES:
The meetings and rules of the planning commission shall be as set forth in the Procedures Manual.
2 01105/ 0001/ 161929. 04 Page 363 of 477
SECTION 8: Section 4. 10. 030 is hereby amended to read as follows:
4. 10. 030 TERMS OF OFFICE AND VACANCIES:
The terms of office and vacancies of the parks, recreation and cultural commission shall be as set forth in the Procedures Manual.
SECTION 9: Section 4. 10. 040 is hereby amended to read as follows:
4. 10. 040 APPOINTMENT OF COMMISSIONERS:
The appointments of members to the parks, recreation and cultural commission shall be as set forth in the Procedures Manual.
SECTION 10: Section 4. 10. 050 is hereby amended to read as follows:
4. 10. 050 ORGANIZATION:
The designation and duties of the chairperson and vice chairperson of the parks, recreational and cultural commission shall be as set forth in the Procedures Manual.
SECTION 11: Section 4. 10. 090 is hereby amended to read as follows:
4. 10. 090 MEETINGS:
The parks, recreation and cultural commission shall hold at least one regular meeting a month at such time and place within the town as the commission may determine. The procedures for commission meetings shall be as set forth in the Procedures Manual.
SECTION 12: Section 4. 12. 030 is hereby amended to read as follows:
4. 12. 030 CHAIRPERSON, COMMITTEES AND STAFF:
Designation of a chairperson and vice chairperson for the commission shall be governed by the Procedures Manual. The commission may establish such standing and temporary
subcommittees as it may deem expedient for the performance of its duties, and the chairperson, with the consent of the commission, may fix and appoint the membership of such subcommittees.
Except that the chairperson of each such subcommittee shall be a member of the commission, membership on a subcommittee need not be limited to members of the commission. The town manager may appoint a secretary and other staff for the commission and provide such reimbursement for their necessary expenses as may 3 01105/ 0001/ 161929. 04 Page 364 of 477
be authorized by the town council or its designee in the budget and approved in advance by the town manager.
SECTION 13: Section 4. 12. 040 is hereby amended to read as follows:
4. 12. 040 MEETINGS AND RULES OF PROCEDURE:
The commission shall hold one or more regular monthly meetings and designate the times, dates and places therefor. The procedures for commission meetings shall be as set forth in the Procedures Manual.
SECTION 14: Within fifteen ( 15) days after the adoption hereof, the Town Clerk shall certify to the adoption of this Ordinance and cause it to be published once in a newspaper of general circulation printed and published in the County and circulated in the Town pursuant to Section 36933 of the Government Code.
SECTION 15: The Ordinance shall become effective thirty (30) days from and after the date of its adoption.
APPROVED AND ADOPTED by the Town Council and signed by the Mayor and attested by the Town Clerk this
6th
day of May, 2014
ATTEST:
4 01105/ 0001/ 161929.04
MAYOR
STATE OF CALIFORNIA
COUNTY OF SAN BERNARDINO
TOWN OF YUCCA VALLEY
I, Lesley R. Copeland , Town Clerk of the Town of Yucca Valley, California hereby certify that the foregoing Ordinance No. 248 as duly and regularly introduced at a meeting of the Town Council on the 1St
day of April , 2014, and that thereafter the said ordinance was duly and regularly adopted at a meeting of the Town Council on the 6th day of May , 2014, by the following vote, to wit:
Ayes: Council Members Abel, Huntington, Leone, Rowe and Mayor Lombardo
Noes: None
Abstain: None
Absent: None
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal ofthe Town ofYucca Valley, California, this 7t"
day of ML 2014.
Town Clerk of the Town of
Yucca Valley
TOWN OF YUCCA VALLEY
ORDINANCE NO. 290
AN ORDINANCE OF THE TOWN COUNCIL OF THE TOWN OF YUCCA VALLEY, CALIFORNIA, AMENDING SECTION 4. 12. 010 OF THE TOWN OF YUCCA VALLEY
MUNICIPAL CODE REGARDING QUALIFICATIONS FOR MEMBERSHIP ON THE
TOWN YOUTH COMMISSION
WHEREAS, Chapter 4. 12 of the Town of Yucca Valley (" Town") Municipal Code establishes a Youth Commission; and,
WHEREAS, currently, under Section 4. 12. 010(A) of the Municipal Code, members of the Youth Commission must attend a junior high or high school located within the Town of Yucca Valley; and,
WHEREAS, the Town Council wishes to eliminate the requirement that members of the Youth Commission must attend a junior high or high school located within the Town of Yucca Valley.
NOW THEREFORE, THE TOWN COUNCIL OF THE TOWN OF YUCCA VALLEY DOES HEREBY ORDAIN AS FOLLOWS:
SECTION 1: RECITALS AND FINDINGS
The Town Council of the Town of Yucca Valley finds the recitals set forth herein to be true and correct and incorporates the recitals as findings of the Town Council.
SECTION 2: AMENDMENT AND RESTATEMENT OF SECTION 4. 12. 010 OF THE TOWN MUNICIPAL CODE.
Section 4. 12. 010, subsection ( A), of the Town Municipal Code is hereby amended and
restated in its entirety as follows:
A. There is hereby created a youth commission for the Town, comprised of a minimum of five ( 5) members and a maximum of twenty ( 20) members. All commission members shall be full time students attending either a junior high or high school. Members of the commission shall serve without compensation.
SECTION 3: SEVERABILITY.
If any section, subsection, subdivision, sentence, clause, phrase, or portion of this Ordinance is, for any reason, held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The Town Council hereby declares that it would have adopted this Ordinance, and each section, subsection, subdivision, sentence, clause, phrase, or portion thereof, irrespective of the fact that any one or more sections, subsections, subdivisions, sentences, clauses, phrases, or portions thereof be declared invalid or unconstitutional.
SECTION 4: EFFECTIVE DATE.
This Ordinance shall take effect thirty (30) days from its passage by the Town Council of the Town of Yucca Valley.
SECTION 5: PUBLICATION.
The Town Clerk is authorized and directed to cause this Ordinance to be published within fifteen ( 15) days after its passage in a newspaper of general circulation and circulated within the Town in accordance with Government Code Section 36933( a) or, to cause this Ordinance to be published in the manner required by law using the alternative summary and pasting procedure authorized under Government Code Section 39633( c).
INTRODUCED at the regular meeting of Yucca Valley Town Council on December 15, 2020.
APPROVED AND ADOPTED this 19th day of January 2021.
ATTEST:
Lesley Copeland, Town Clerk
Mer R. Abel, Mayor
APPROVED AS TO FORM:
Thomas D. Jex, To n Attorney
STATE OF CALIFORNIA
COUNTY OF SAN BERNARDINO
TOWN OF YUCCA VALLEY
I, Lesley R. Copeland Town Clerk of the Town of Yucca Valley, California hereby certify that the foregoing Ordinance No. 290 as duly and regularly introduced at a meeting of the Town Council on the 15th day of December, 2020, and that thereafter the said ordinance was duly and regularly adopted at a meeting of the Town Council on the 19th day of January 2021 by the following vote, to wit:
Ayes: Council Members Denison, Drozd, Lombardo, Schooler and Mayor Abel
Noes: None
Abstain: None
Absent: None
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the Town of Yucca Valley, California, this 19th day of January 2021.
Town Clerk of the Town of
Yucca Valley
Item: 13.
Town of Yucca Valley
Town Council Staff Report
To: Town Council
From: Alex Qishta, Public Works Director, Shane Stueckle, Deputy Town Manager Date: September 8, 2026
Meeting Date: September 15, 2026
Subject: Town Fleet Program Update
Recommendation:
Receive and File the Report.
Prior Review:
There is no prior review of this matter.
Discussion:
The Town’s fleet consists of both vehicles and equipment and currently includes a total of 72 units. The fleet encompasses 22 pickup trucks and passenger vehicles, 33 units of major equipment and specialty vehicles, and 17 additional units of equipment. The Fleet Replacement Program, which projects replacement needs through 2035, has been developed by the Streets Department to evaluate and prioritize fleet replacement needs based on several factors, including age, mileage and operating hours, repair costs compared to replacement costs, safety and reliability, frequency of use, and budget availability. This approach allows the Town’s fleet repair and replacement program to remain flexible, with priorities adjusted as needed to address changing operational conditions and avoid unexpected costs or emergency replacements resulting from equipment failure.
The current average age of the Town’s vehicles is approximately four years, while the average age of major equipment is approximately seven years. Currently, two units have been identified as needing replacement. These include a 2003 asphalt compactor/roller, which is used only a few times each year and slated for replacement in 2028, and the Town’s On-Call Truck, a 2016 Ford F-350, which is scheduled for replacement during fiscal year 2027/2028. Over the past five years, the Town has replaced 35 fleet units and added three additional units to accommodate operational and staffing needs. The replacements included 13 vehicles that were either totaled in accidents, required frequent repairs, or had reached an advanced age with high mileage. In addition, 22 units of equipment were replaced due to compliance requirements, operational and staffing needs, age and condition, or because the equipment had become unreliable or
inoperable.
The acquisition cost of Town vehicles is $1,450,202.02 and equipment is $1,806,211.53 for a total of $3,256,413.55. Maintenance and operating costs, including repair and fuel expenses, continue to increase. Labor rates and the cost of replacement parts have increased by an average of approximately 27 percent over the past five years. Maintaining and continuing to improve the Town’s established Fleet Replacement Program will promote fiscal responsibility, improve fleet reliability, reduce unexpected repair costs, and ensure that vehicles and equipment remain available to support essential Town operations.
Alternatives
Not Applicable.
Fiscal Impact:
The Town utilizes fleet reserve funds budgeted within Capital Project Reserve Fund 800 to purchase vehicles and equipment.
Attachments
1. Vehicle and Equipment Replacement Schedule 2025-2035
Vehicle Replacement Schedule
Fiscal Year 2025-2035
Vehicle Replacement of Gas Vehicles and Diesel Vehicles
VEHICLES
Vehicle Description Dept. Assigned Type Veh# Acquisition Cost Mileage or Hours Replacement Cost
25/26
Replacement Cost
26/27
Replacement Cost
27/28
Replacement Cost
28/29
Replacement Cost
29/30
Replacement Cost
30/31
Replacement Cost
31/32
Replacement Cost
32/33
Replacement Cost
33/34
Replacement Cost
34/35 Notes
2001 Chevy 3500 Diesel Flatbed Street V 1 $ 30,412.00 59,702 $ 70,000 2023 Ford F250 Harbor Utility Bed Facilities V 3 $ 63,647.45 $ 80,000 2005 GMC Sierra Pickup Parks V 4 $ 19,440.00 193,803 $ 67,000 $ - Totalled in accident on 10/8/25 2025 Jeep Grand Cherokee Summit Town Manager V 5 $ 72,308.96 Replace in 2035/2036 budget 2004 Ford F-250 Crew Cab 4x4 Street V 7 $ 24,673.00 217,858 $ 75,000 Replaced in 2026 2026 GMC Sierra 2500 Crew Cab 4X4 Parks V 8 $ 62,776.19 Replace in 2036/2037 budget 2001 Chevy 1 Ton W/Utility Body Parks V 15 $ 31,609.93 97,438 $ 100,000 Replaced in 2026 2016 Ford F-350 Truck On Call V 22 $ 41,343.00 114,238 $ 75,000 Replaced #8 in FY16-17 2017 Freightliner Dump Truck 1085D Streets V 26 $ 167,036.00 23,402 $ 250,000 Replaced #67 in 16-17FY. 2017 Ford F250 Super Duty 4x4 Parks V 27 $ 32,676.48 36,611 $ 65,000 Replaced #49 in 16-17FY. 2017 Jeep Cherokee Overland Engineering V 32 $ 49,883.08 61,390 $ 75,000 Replacing #16 in 2025 2020 Ford Transit Van Community Services V 36 $ 35,056.38 2,287 2020 Ford F350 Animal Control Wagon Animal Control V 38 - 56,660 $ 150,000 2022 Ford F350 4X4 Truck Parks V 41 $ 39,958.78 2,593 $ 50,000 Replaced #23 in FY22-23 2022 Ford F350 4X4 Truck Streets V 44 $ 51,384.05 3,272 $ 70,000 2022 Ford F350 4X4 Truck Parks V 45 $ 39,958.78 4,000 $ 50,000 2023 Ford F150 4X4 Truck PW Inspector V 50 $ 55,976.75 $ 73,000 2023 Ford F150 4X4 Truck Code Compliance V 51 $ 55,976.75 $ 73,000 Replaced #10 2023 Ford F150 4X4 Truck Community Services V 52 $ 55,976.75 $ 73,000 2023 Chevy Bolt EV Town Hall Runner V 57 $ 34,676.63 $ 45,000 Replaced #61 2025 Freightliner M2 water truck Streets V 89 $ 185,972.55 Replace in 2040/2041 budget 2023 Ram 1500 Facilities V 63 $ 51,295.00 $ 73,000
2025 Ford F350 4X4 Truck Animal Control V 91 $ 134,884.01 2006 Ford E-350 SD AC Van V 94 $ 18,865.00 57,095 $ 65,000 Replaced in 2026 2008 Ford E-350 SD Animal Control Wagon AC V 95 $ 43,924.00 163,605 $ 100,000 going to auction 2026 Ford F350 4X4 Truck Streets V 104
2026 Chevy 3500 Parks V 105
2026 Ford Transit Van Animal Control 106
TOTALS $ 1,399,711.52 $ 167,000 $ 240,000 $ 75,000.00 $ - $ 135,000 $ 150,000 $ 75,000 $ 170,000 $ 337,000 $ 330,000
EQUIPMENT
Vehicle Description Type Veh# Mileage or Hours
Replacement Cost
25/26
Replacement Cost
26/27
Replacement Cost
27/28
Replacement Cost
28/29
Replacement Cost
29/30
Replacement Cost
30/31
Replacement Cost
31/32
Replacement Cost
32/33
Replacement Cost
33/34
Replacement Cost
34/35 Notes
2005 Lee Boy Sweep Pro (Street Sweeper) Streets E 2 $ 42,561.00 192-H $ 75,000 CARB Low Hour (200 hours a year) 2008 MSM3200 Mobile Stage Facilities E 6 $ 128,267.00 126-H Radar Trailer Streets E 9 $ - N/A
2024 Harper TV60 Turf Vac (Trailer) Parks E 10 $ 57,647.29 2008 Godwin GLT416 Emergency Light Trailer, S/N
#170251 Emergency E 12 $ 9,929.17 416-H
2008 Godwin GLT416 Emergency Light Trailer, S/N
#176252 Emergency E 13 $ 9,929.17 453-H
PBM Towable Sprayer 150 gallon RR-150-D252--PKG-1 Parks E 14 $ 8,754.69 2012 Sunray 490 Message Board Streets E 17 $ - N/A Replaced in 2024- going to auction 2005 Toro Reelmaster 3100-D (72" cut) Parks E 19 $ - 1530-H $ 60,000 Replaced in 2025 2017 Case 570N-EP Skiploader Streets E 28 $ 91,205.00 1744-H $ 125,000 1993 Zieman Trailer Streets T 29 $ - N/A Replaced in 2024- going to auction 2017 Case 580 Super N Backhoe Streets E 30 $ 97,262.50 1126-H $ 135,000 1978 Designed Mobile System - DMSYS Com Svc E 31 $ - N/A Donated to MUSD 2019 Cub Cadet mower Parks E 34 252-H
2020 Inland Empire 5x10x6 enclosed trailer Recreations T 37 2021 Cub Cadet Tractor - Mower Deck Removed Tri-Valley Little League E 39 - 133-H Magline Trailer (paint trailer) Streets T 42 $ - N/A
2025 Honda GX630 AR-14H compaction roller Streets E 46 $ 26,487.60 2025 Interstate 5K tilt trailer Streets T 47 $ 4,804.90 1996 Whacker RD880V Roller Streets E 55 $ 13,400.00 496-H replaced in 2025 1996 Whacker T-4000 Trailer Streets E 56 $ 3,400.00 N/A replaced in 2025 2023 John Deere Gator Parks E 59 $ 17,268.67
2023 John Deere Gator Parks E 60 $ 17,268.66
1990 Clark GPX20 Fork Lift Yard E 62 $ 9,500.00 1772-H $ 40,000 Replaced in 2025 1996 Kubota L2350DT Tractor Parks E 65 $ - 1547-H $ 35,000 CARB Low Hour (200 hours a year) 2023 Exmark Mower - 96" Parks E 66 $ 49,990.20
2023 Exmark Mower - 144" Parks E 67 $ 73,899.79
2025 BigTex 14LX14 Trailer Parks T 68 $ 11,726.35
2024 Globe GTTU202-38-26 20ton Tag-Along Trailer Streets T 69 $ 52,460.91 1995 Ditch Witch Model 1020H Parks E 70 -
1994 Ty-Crop MH-400 Top Dresser Parks E 71 - $ 45,000
2025 Wanco WVTM Message Board Trailer Streets E 72 $ 19,734.42 N/A Replace 35/36 2025 Wanco WVTM Message Board Trailer Streets E 73 $ 19,734.42 Replace 35/36 1999 Arrow Lite Arrowboard Trailer (7/99) Streets E 74 $ - N/A Replaced in 2024 - Going to auction 2025 Karcher Pressure Washer trailer Parks E 75 $ 17,886.95 Aerator - Ryan Parks E 77 $ - N/A $ 58,000 Replaced in 2025 Tractor - Massey Ferguson 243 Parks E 78 $ 38,479.63 1593-H $ 45,000 CARB Low Hour (200 hours a year) BigTex 10CH-BKDT Car Hauler Parks T 79 $ 6,809.91 N/A Replaced #43 - 5/12/25 GEM Large Utility Yard E 81 $ - N/A
GEM Large Utility Yard E 82 $ - N/A
2004 Pro Paver Streets E 83 $ 74,990.00 1048-H $ 350,000 CARB Low Hour (200 hours a year) 2004 Stepp Tack Rig Streets E 84 $ 21,120.00 N/A $ 55,000 Replaced in 2026 1999 Ingersoll Rand DD-24 Vibratory Roller Streets E 85 $ 16,262.00 1804-H $ 50,000 CARB Low Hour (200 hours a year) 2024 CAT 930M Wheel Loader (EIN# VP5W55) Streets E 87 $ 395,193.73 Replace in 2044/2045 budget 2025 CAT 140JOY Road Grader Streets E 88 $ 414,619.26 0-H Replace in 2045/2046 budget 2025 Toro Procore 1298 Aerator Parks E 90 $ 55,618.31
Emergency Generator PW Yard E 97 $ - 213-H
Emergency Generator Town Hall E 98 53-H
Emergency Generator Animal Shelter E 99 163-H
2025 Hyster H60A forklift Streets/Parks E 102 $ 36,394.60 $ 50,000 Required for ZEF by CARB 2026 Toro 3100-D mower Parks E 103 $ 54,017.01
2026 Kubota Tractor Parks E 107
2026 TR 575 Hot Asphalt Distribution Trailer Streets E 108 $ 36,917.00 Aerial man lift Parks E TBD $ 35,000
TOTALS $ 1,806,211.53 $ 143,000 $ 95,000 $ 45,000 $ 400,000 $ 55,000 $ 75,000 TOTAL VEHICLES AND EQUIPMENT $ 3,205,923.05 $ 310,000 $ 335,000 $ 120,000 $ 400,000 $ 190,000 $ 225,000 $ 75,000 $ 170,000 $ 337,000 $ 330,000 Sheet updated 11/13/2025
Mileage/Hours updated on 2-17-2023
Vehicles
Vehicle Description Dept. Assigned Type Veh# FY2020/2021 Maintenance
FY2020/2021
Repair
FY 2020/2021
Total
FY 14/15-20/21
Total
2001 Chevy 3500 Diesel Flatbed Street V 1 $ - $ - $ - $ - 2005 GMC Sierra Pickup Rusty V 4 $ - $ - $ - $ -
2004 Ford F-250 Crew Cab 4x4 Street V 7 $ - $ - $ - $ - 2006 Jeep Liberty Sport 4x4 TH Runner V 10 $ - $ - $ - $ - 2001 Chevy 1 Ton W/Utility Body Parks V 15 $ - $ - $ - $ - 2004 Ford Excursion 4x4 Emergency V 16 $ - $ - $ - $ -
2001 Chevy S-10 Pickup Facilities V 21 $ - $ - $ - $ -
2016 Ford F-350 Truck On Call V 22 $ - $ - $ - $ -
2006 Ford E350 12 Passenger Van Parks-Weekender V 23 $ - $ - $ - $ - Town Hall Pool Car *(NEW ADDITION) TH Pool Car V 24 $ - $ - $ - $ - Ford F250 Super Duty 4x4 *(NEW ADDITION) Recreation V 25 $ - $ - $ - $ - 2017 Freightliner Dump Truck 1085D Streets V 26 $ - $ - $ - $ - 2017 Ford F250 Super Duty 4x4 PW Inspector V 27 $ - $ - $ - $ - 2006 Jeep Liberty Sport 4x4 Pool Car V 46 $ - $ - $ - $ - 2005 Dodge Ram Pickup Parks V 47 $ - $ - $ - $ -
2006 Jeep Liberty Sport 4x4 Code Compliance V 61 $ - $ - $ - $ - 2005 GMC Animal Control Wagon AC V 72 $ - $ - $ - $ 5,105.63 2007 Ford F-350 SD Facilities V 93 $ - $ - $ - $ -
2006 Ford E-350 SD AC Van V 94 $ - $ - $ - $ 2,207.95
2008 Ford E-350 SD Animal Control Wagon AC V 95 $ - $ - $ - $ 11,485.83 Aerial man lift Parks V TBD $ - $ - $ - $ -
Water Truck E TBD $ - $ - $ - $ -
TOTALS $ - $ - $ - $ -
Equipment
Vehicle Description Type Veh# FY2018/2019
Maintenance
FY2018/2019
Repair
FY 2018/2019
Total
FY 14/15-18/19
Total
2005 Lee Boy Sweep Pro (Street Sweeper) Streets E 2 $ - $ - $ - $ - 2006 JCB 214-ELL Skiploader Streets E 5 $ - $ - $ - $ - 2008 MSM3200 Mobile Stage Facilities E 6 $ - $ - $ - $ - 1992 Big Tex Trailer (weekender) Streets E 11 $ - $ - $ - $ - 2008 Godwin GLT416 Emergency Light Trailer, S/N
#170251 Emergency E 12 $ - $ - $ - $ -
2008 Godwin GLT416 Emergency Light Trailer, S/N
#176252 Emergency E 13 $ - $ - $ - $ -
2012 Sunray 490 Message Board Streets E 17 $ - $ - $ - $ - 2014 Sunray 490 Message Board Streets E 18 $ - $ - $ - $ - 2005 Toro Reelmaster 3100-D (72" cut) Parks E 19 $ - $ - $ - $ - 2005 Toro Reelmaster 3100-D (85" cut) Parks E 20 $ - $ - $ - $ - 2017 Case 570N-EP Skiploader Streets E 28 $ - $ - $ - $ - 1993 Zieman Trailer Streets E 29 $ - $ - $ - $ -
2017 Case 580 Super N Backhoe Streets E 30 $ - $ - $ - $ - 1978 Designed Mobile System - DMSYS Com Svc E 31 $ - $ - $ - $ - Case 580K Backhoe (1989) Streets E 38 $ - $ - $ - $ -
1993 Toro Workman 3200 Parks E 40 $ - $ - $ - $ -
Magline Trailer (paint trailer) Streets E 42 $ - $ - $ - $ - Olath Trailer Parks E 43 $ - $ - $ - $ -
1994 Ingersol-Rand P100DWD Compressor Streets E 53 $ - $ - $ - $ - 1993 Toro Skid Sprayer Parks E 54 $ - $ - $ - $ -
1996 Whacker RD880V Roller Streets E 55 $ - $ - $ - $ - 1996 Whacker T-4000 Trailer Streets E 56 $ - $ - $ - $ - Clark GPX20 Fork Lift Yard E 62 $ - $ - $ - $ -
1996 Hydro-Tek SC30005V Pressure Washer Parks E 64 $ - $ - $ - $ - 1996 Kubota L2350DT Tractor Parks E 65 $ - $ - $ - $ -
1999 Arrow Lite Arrowboard Trailer (7/99) Streets E 74 $ - $ - $ - $ - 2001 Mower - Toro Reelmaster 5500-D Parks E 76 $ - $ - $ - $ - Aerator - Ryan Parks E 77 $ - $ - $ - $ -
Tractor - Massey Ferguson 243 Parks E 78 $ - $ - $ - $ - GEM Large Utility Yard E 81 $ - $ - $ - $ -
GEM Large Utility Yard E 82 $ - $ - $ - $ -
2004 Pro Paver Streets E 83 $ - $ - $ - $ -
Workman *(NEW ADDITION) Recreation E TBD $ - $ - $ - $ - Rotary Mower for Outlying Parks *(NEW ADDITION) Parks E TBD $ - $ - $ - $ - 2004 Stepp Tack Rig Streets E 84 $ - $ - $ - $ -
1999 Ingersoll Rand DD-24 Vibratory Roller Streets E 85 $ - $ - $ - $ - Tuff Vac 4000 - turf sweeper Parks E 86 $ - $ - $ - $ - 2005 CAT Loader (924G) Streets E 92 $ - $ - $ - $ -
2002 John Deere 770CH Road Grader Streets E 96 $ - $ - $ - $ - Emergency Generator PW Yard E 97 $ - $ - $ - $ -
Emergency Generator Town Hall E 98 $ - $ - $ - $ -
Emergency Generator Animal Shelter E 99 $ - $ - $ -
TOTALS $ - $ - $ - $ -
Item: 14.
Town of Yucca Valley
Town Council Staff Report
To: Town Council
From: Jordan Gumbish, Finance Manager
Date: September 9, 2026
Meeting Date: September 15, 2026
Subject: ERP Implementation Project and WorkDay Subscription Agreement Recommendation:
1. Authorize the Town Manager to execute the Workday Universal Main Subscription Agreement, Public Sector Addendum and Order Form No. 00580775.0 for a ten-year subscription term from September 18, 2026 through September 17, 2036, in a total amount not to exceed $1,357,596.
2. Authorize the Town Manager to execute the ERP Analysts, Inc. (ERPA) Master Services Agreement and Workday implementation Statement of Work for a total amount not to exceed $674,167.
3. Authorize the Town Manager to execute a revised ERPA customer-side project management and staff augmentation Statement of Work for a 12-month term and an amount not to exceed $144,000.
4. Authorize a FY 2026-27 budget amendment of $1,050,000 to the ERP Implementation Project account from the Capital Project Reserve Fund 800 for a total implementation budget of $1,500,000 for contract, subscription, and allowance costs through FY2028 as identified in Exhibit A.
5. Authorize the Town Manager, or designee, to approve project change orders and ancillary expenditures within the Council-approved project budget and an aggregate contingency limit of $150,000, provided that no action increases the total project budget or materially changes the approved scope without further Council authorization.
Prior Review:
The Town's FY2026-2028 Strategic Plan Strategy identifies the strategy to ensure effective and efficient access to Town information and to ensure near, mid, and long-term fiscal stability of the Town. Strategy items 2 and 12 recommend the increase and development of automated processes and improved technologies for customer support.
Discussion:
Beginning in January 2026, the Town's administrative departments began a comprehensive review of the internal processes and technological capabilities of the Town's current ERP systems for Finance, Human Resources, and Payroll. The Town's existing financial, human resources and payroll systems require substantial manual processing and do not provide the integrated workflow, reporting, controls and employee self-service capabilities needed for the Town's expanding operations. Based on the department's reviews, the current ERP system and processes pose the following risks:
1) Limited system integration: Current disconnected finance, payroll, human resources, budgeting, purchasing, and reporting processes require duplicate data entry and manual reconciliation
2) Increased risk of errors: Reliance on spreadsheets and manual calculations increases the likelihood of data-entry errors, inconsistent records, and inaccurate financial reporting 3) Inefficient use of staff resources: Repetitive data entry, reconciliations, report preparation, and document handling consume limited staff capacity that could be directed toward analysis, planning, and operational support.
4) Key-person dependency: Institutional knowledge and critical processes may be concentrated among a small number of employees, increasing disruption risks during absences, turnover, or retirements
5) Delayed access to information: Limited real-time reporting can delay management decisions, budget monitoring, variance identification, and corrective action. 6) Audit and compliance risk: Manual recordkeeping and fragmented documentation increase the time and effort required to support annual audits, GASB reporting, grant compliance, and public-record requirements.
7) Cybersecurity and data-management concerns: Aging technology and locally maintained files may provide fewer security, access-control, backup, and disaster-recovery capabilities than a modern cloud-based platform.
8) Limited scalability: Existing processes may not adequately support organizational growth, expanded services, or increasingly complex operations, including the new Aquatic and Recreation Center.
9) Delayed modernization risk: Postponing replacement may increase future conversion complexity, reduce access to experienced staff familiar with historical data, and require implementation under more urgent circumstances.
Based on the above conclusions, Town staff undertook evaluating the top public sector ERP solutions, compared solution alternatives, the Town's operational requirements, long-term operational costs, cybersecurity, and support models through research, demonstrations, and other local government references. A full recommendation and evaluation of each ERP system reviewed is included in the attached recommendation file. Workday distinguished itself as a comprehensive long-term enterprise solution that aligns more directly with the Town’s strategic priorities related to modernization, workforce development, automation, organizational efficiency, and technology innovation. Staff recommends implementing Workday with ERPA serving as the implementation partner and providing customer-side project management support to utilize the WorkDay Subscriptions for:
- Core Financials, Procurement, Projects and Grant Management - Core Human Capital Management, Benefits, Time Tracking, and Absence Management - Payroll
- Workday Success Plan (Customer Support)
The recommended action establishes a complete planning budget from implementation to live subscription access through FY 2035-36. This amount includes the ten-year Workday subscription, ERPA implementation and OPTIMA support, customer-side project management, and prudent Town-controlled allowances for integrations, conversion, legacy-system access, technology, and contingency.
CONTRACT OVERVIEW
The project is structured through three vendor authorizations. Workday will provide the subscription software. ERPA will configure and deploy the subscribed functionality and provide two years of OPTIMA support. A separate ERPA customer-side support SOW will provide dedicated project management and coordination between Town staff, ERPA, Workday and thirdparty providers.
Contract Purpose Amount
Workday SaaS 10-year subscription; Finance, HCM, benefits, payroll, grants, projects, time tracking and procurement
$1,357,596
ERPA
Implementation
Initial Phase 1: Finance deployment, Phase 2:
HCM/Payroll deployment and OPTIMA support
$674,167
ERPA Project
Manager
Customer side staff augmentation: project manager $144,000 Total vendor
authorizations
$2,175,763
Phase 1 - Financial Management
The initial deployment includes core financials, accounts payable, accounts receivable, asset management, cash management, procurement, grants, projects, revenue management and the Workday foundation data model. ERPA's current timeline identifies a January 5, 2027 project start and a targeted May 1, 2027 Finance production date, followed by post-production support through June 18, 2027.
Finance staff is recommending this phase to be implemented in the January 2027-June 2027 period during the Town's off-cycle budget year to allow for optimal utilization of staff's time and availability.
Phase 2 (X) - HCM and Payroll
The second deployment includes core HCM, benefits, payroll, time tracking and related workforce functionality. The Town and ERPA will document a final phase schedule, dependent on timely completion of Phase 1 and final determinations of payroll parallel-testing periods and target HCM/payroll go-live date.
Project Governance and Customer-Side Support
ERPA's scope of work provides a third agreement for customer-side employee support. Town staff identified the need for a dedicated project manager that will coordinate the overall work plan, vendors, Town stakeholders, decisions, testing, conversion and readiness activities. Two resumes have already been reviewed and considered for interviews of managers with decades of ERP implementation, local government, and project management experience, which provides a vital asset to help guide the Town's staff through the project while also alleviating staff time to ensure timely and accurate completion of regularly assigned duties.
OPTIMA and Ongoing Customer Support
After go-live of the Workday subscriptions the Town will have access to the ERPA OPTIMA services and Workday Success Plan. ERPA’s OPTIMA provides Organizational Change Management (OCM) services that provides structured guidance and practical tools to lead dayto-day communications and organizational training activities. ERPA will identify stakeholder groups, identify change impacts and potential risks, and understand existing communication channels that can support the transition to Workday. ERPA will also develop a comprehensive OCM plan, including a change impact tracker, learning objectives, communications plan, and training plan, and provides ongoing customer support to sustain alignment and readiness throughout the deployment. Workday's Success Plan—Accelerate Essentials will provide configuration guidance, webinars, training courses, and technical customer support 24/7, 365 days a year.
Alternatives
The Town Council may approve the recommendations as presented; modify the authorized amounts or conditions; defer action pending revised contract documents; or direct staff to return with additional information.
Fiscal Impact:
BUDGET
The following table presents the planning budget by project section. Contract amounts are stated separately from Town-controlled allowances so that vendor commitments are not confused with contingency or ancillary project costs.
FY2026-2028 Implementation Project Total
ERPA Implementation and OPTIMA
Services
$ 674,167
Contract Project Manager $ 144,000
Workday SaaS Subscription - 2026-2028$ 426,425
Implementation Contingency $ 150,000
Data Extraction, Support, and
Integrations
$ 100,000
Total ERP Implementation $ 1,494,592
The recommended budget action appropriates a total of $1.5million from Capital Project Reserve Fund 800 to accommodate the implementation project costs through go-live of the ERP system's Phase 1 and Phase 2. Ongoing subscription costs will be incorporated into the General Fund Budget's Operating Supplies and Services through FY2036. The appropriated budget of $1.5m covers the implementation and subscription costs through FY2030, which includes implementation, software subscription, project management services, ancillary costs and contingency.
MULTI-YEAR FISCAL PLAN
Budget by FY ERPA Project
Manager
Workday SaaS Town
Allowance
Total
FY 2026-27 $ 337,083 $ 70,000 $ 85,760 $ 150,000 $ 642,843 FY 2027-28 $ 168,542 $ 74,000 $ 89,637 $ 100,000 $ 432,179 FY 2028-29 $ 101,125 $ - $ 106,309 $ - $ 207,434
FY 2029-30 $ 67,417 $ - $ 144,719 $ - $ 212,136
Total Project Budget $ 674,167 $ 144,000 $ 426,425 $ 250,000 $1,494,592 Ongoing Costs
FY 2030-31 $ - $ - $ 147,614 $ - $ 147,614
FY 2031-32 $ - $ - $ 150,567 $ - $ 150,567
FY 2032-33 $ - $ - $ 153,579 $ - $ 153,579
FY 2033-34 $ - $ - $ 156,649 $ - $ 156,649
FY 2034-35 $ - $ - $ 159,784 $ - $ 159,784
FY 2035-36 $ - $ - $ 162,978 $ - $ 162,978
Total 2030-36 $ - $ - $ 931,171 $ - $ 931,171
Total by
contract/section
$ 674,167 $ 144,000 $ 1,357,596 $ 250,000 $2,425,763
Attachments
1. Subscription-580775-Town of Yucca Valley, CA_Final_RFS_v3_2026-09-08
2. ERP Analysts MSA
3. Town of Yucca Valley - SOW - 2026-09-08
4. Town of Yucca Valley Workday ECS SOW
5. umsa-americas-v268
6. Executive Memorandum - WorkDay Recommendation final
7. Exhibit A - 800 Fund ERP Implementation Project 9.15.26
00580775.0 – Confidential
©2026 Workday v26.9 Page 1 of 9
Order Form to MSA with Town of Yucca Valley, CA
ORDER FORM 00580775.0
Customer Name Town of Yucca Valley, CA
Workday Entity Workday, Inc.
Address: http://www.workday.com/contracting-entity-addresses Universal Main
Subscription
Agreement (MSA)
This Order Form is subject to and governed by the MSA found at https://www.workday.com/content/dam/web/en-us/documents/legal/umsaamericas-v268.pdf. The MSA is hereby amended through the entire MSA Term to add as an addendum the US Public Sector Addendum found at https://www.workday.com/en-us/legal/universal-contract-terms-andconditions/index.html.
Product Terms
Service SKUs and functionality in the Rate Card are subject to the applicable Product Terms available at https://www.workday.com/en-us/legal/universalcontract-terms-and-conditions/index.html, which are incorporated herein by reference.
Workday Flex Credits
and Platform
Entitlement Policy
Use of capabilities identified in the Rate Card are subject to the Workday Flex Credits and Platform Entitlement Policy available at
https://www.workday.com/content/dam/web/en-us/documents/legal/the-policyv259.pdf which may be updated from time to time.
Workday Flex Credits
Rate Card (“Rate
Card”)
https://www.workday.com/content/dam/web/en-us/documents/legal/current-flexcredits-rate-card.pdf MSA and Order Form
Effective Date
The later of the dates of the parties’ signatures below Order Term September 18, 2026 through September 17, 2036 WSP Order Term September 18, 2026 through September 17, 2027 Currency USD
Total Fees 1,357,596
Tenant (or Instance as
applicable) Base Name
Tenant Base Name is used to
generate Workday tenant
URLs.
yucca-valley
Payment Schedule Table
Payment # Payment Due Date Payment Amount
1 Due in accordance with the MSA, invoiced upon Order Form Effective Date
87,028
2 Due on First anniversary of the Order Term start date 90,200 3 Due on Second anniversary of the Order Term start date 106,629 4 Due on Third anniversary of the Order Term start date 144,431 5 Due on Fourth anniversary of the Order Term start date 147,321 6 Due on Fifth anniversary of the Order Term start date 150,264 7 Due on Sixth anniversary of the Order Term start date 153,271 8 Due on Seventh anniversary of the Order Term start date 156,338 9 Due on Eighth anniversary of the Order Term start date 159,466 10 Due on Ninth anniversary of the Order Term start date 162,648 Total Payment Amount 1,357,596
For the avoidance of doubt, the Payment Schedule Table will be used for invoicing purposes.
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Subscription Fees Table
Subscription
Period
Date Range Subscription Fee
1 September 18, 2026 through September 17, 2027 87,028
2 September 18, 2027 through September 17, 2028 90,200
3 September 18, 2028 through September 17, 2029 106,629 4 September 18, 2029 through September 17, 2030 144,431 5 September 18, 2030 through September 17, 2031 147,321 6 September 18, 2031 through September 17, 2032 150,264 7 September 18, 2032 through September 17, 2033 153,271 8 September 18, 2033 through September 17, 2034 156,338 9 September 18, 2034 through September 17, 2035 159,466 10 September 18, 2035 through September 17, 2036 162,648 Total Subscription Fee 1,357,596
The Subscription Fees Table provides the Subscription Fees for each applicable Subscription Period. The Subscription Fee for Subscription Period 2 onwards includes a capped Innovation Index of 2.0%. “Innovation Index” means the fixed annual rate of increase in Subscription Fees based on improved Service functionality and performance that is a result of Workday’s efforts and investment in product development and infrastructure. Customer understands that the Subscription Fees above reflects Customer’s planned phased deployment, and any adjustment to the deployment timeline will not result in changes to the Payment Schedule or Subscription Fees.
Subscription Rights Table
SKU Service Pricing
Metric
Annual Subscription Rights
LDPHCM Core Human Capital Management -
LDP
FSE* Full Enterprise
LDPCCB Cloud Connect for Benefits - LDP FSE* Full Enterprise LDPBEN Benefits - LDP FSE* Full Enterprise
LDPUSP** Payroll for United States - LDP FSE* United States-based Employees LDPGM Grants Management - LDP FSE* Full Enterprise
LDPFIN Core Financials - LDP FSE* Full Enterprise
LDPPRJT Projects - LDP FSE* Full Enterprise
LDPTT Time Tracking - LDP FSE* Full Enterprise
LDPAM Absence Management - LDP FSE* Full Enterprise
LDPPRO Procurement - LDP FSE* Full Enterprise with up to 25 Purchase Orders Issued
WSP Workday Success Plan % of Fee WSP - Accelerate Essentials *For Pricing Metric details see the Full-Service Equivalent (“FSE”) Count Table below. **Customer agrees that the number of FSE Workers for all Payroll Services and any Workday payroll connector will always be equal to the total number of FSE Workers for HCM.
Full-Service Equivalent (“FSE”) Count Table
FSE Population Category Baseline FSE Count
Full Enterprise 60
United States-based employees 60
Named Support Contacts Table
Number of Named Support Contacts* 6
*Named Support Contacts are the contacts that may request and receive support services from Workday and must be trained on the Workday product(s) for which they initiate support requests.
Customer Contact Information
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Billing, In Care of
Responsible for payment
processing and will receive
invoicing and billing-related
communications.
Customer Support
Main point of contact for
Workday Support and will
receive initial login credentials.
Subscriptions
Contact
Main point of contact for
responding to and fulfilling
the Growth and Expansion
Obligations.
Contact Name Jordan Gumbish Jordan Gumbish Jordan Gumbish Street Address
City/Town,
State/Region/County,
Zip/Post Code,
Country
57090 Twentynine Palms
Highway
Yucca Valley
California
92284
United States
57090 Twentynine Palms
Highway
Yucca Valley
California
92284
United States
57090 Twentynine
Palms Highway
Yucca Valley
California
92284
United States
Phone/Fax # +1 760-219-7329 +1 760-219-7329 +1 760-219-7329 Email (required) jgumbish@yuccavalley.orgjgumbish@yuccavalley.orgjgumbish@yuccavalley.org Internal Reference or PO (optional)
Tax Exempt? Yes / No If yes, US Exemption Tax Certificate or FST/VAT Number
For customers based in the U.S., certain portions of the Service included in this Order Form can be used with optional downloadable software components (“Downloadable Components”). Any applicable tax for Downloadable Components will be separately presented on the invoice based on a valuation attributed to the Downloadable Components. As of the Order Form Effective Date, there is no value attributed to any of the Downloadable Components.
Non-Generally Available Functionality
The Rate Card may include functionality that is not generally available. Such functionality is still in the design phase and in Workday’s sole discretion is subject to change or removal at any time and may never be made available to Customer for use.
Flex Credits are available only to customers on the Universal MSA. By utilizing any available Workday Agents or Platform Capabilities identified in the Rate Card, Customer agrees to the applicable Product Terms. Customer may not withhold, reduce, or set-off fees owed under this Order Form. Notwithstanding anything to the contrary in the MSA, this Order Form or any other Ordering Document between the parties, Customer agrees that Workday may automatically generate and issue invoices periodically based on Customer’s system activity. Workday and Customer agree that such automated records constitute a valid request for payment, and no signed Order Form shall be required to trigger Customer’s payment obligation. All purchase order forms, tax exemption certificates and FST/VAT/business registration, supplier setup requests, and invoice inquiries shall be submitted to [email protected].
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IN WITNESS WHEREOF, this Order Form is entered into as of the Order Form Effective Date.
Town of Yucca Valley, CA Workday, Inc.
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ADDITIONAL ORDER FORM TERMS ADDENDUM
1. General.
Unless otherwise defined herein, capitalized terms used in this Order Form have the same meaning as set forth in the MSA. The Total Subscription Fee is based on the maximum indicated in the Subscription Rights Table and any use in excess of such maximum(s) indicated will be subject to the Growth and Expansion section herein. Notwithstanding the foregoing, Flex Credits are subject to the Flex Credit Reporting Obligation in the Growth and Expansion section herein. Annual Subscription Rights limits may not be decreased during the Order Term.
2. FSE Metric Calculation and Worker Category Definitions.
The total FSE Count is calculated by categorizing each Worker to one of the Worker Categories below, multiplying the applicable number of Workers by the Applicable Percentage, and then adding the FSE Count for each Worker Category.
FSE Calculation Table:
Worker Category Total Workers Applicable
Percentage
FSE Count
Full Time Employees 60 100.0% 60
Part-Time Employees 0 25.0% 0
Associates 0 12.5% 0
Former Workers with Access 0 2.5% 0
Total FSE Count: 60 60
The Service may be used by Customer only for the Worker Categories listed above and as defined below. “Full-Time Employee” is an employee of Customer regularly scheduled for more than twenty hours per week regardless of the method of payment or actual hours worked, whether or not such employee is eligible to receive employee benefits in accordance with Customer’s internal standard practices. A FullTime Employee will be considered non-temporary if they are hired to work for a period of more than 3 months in a given year.
“Part-Time Employee” is an employee of Customer regularly scheduled for twenty hours per week or less regardless of the method of payment or actual hours worked, whether or not such employee is eligible to receive employee benefits in accordance with Customer’s internal standard practices. A Part-Time Employee will be considered non-temporary if they are hired to work for a period of more than 3 months in a given year.
"Associate” is an individual not counted as a Full-Time or Part-Time Employee but in one of the following categories: temporary employees, independent contractors and affiliated non-employees including, but not limited to, volunteers and vendors whose Active Records are in the Service. “Former Worker with Access” is a former worker that continues to have access to the Service through the Employee Self-Service features. Former Workers with Access are only included in the Subscription Rights for the Human Capital Management Service.
Former Workers with Static Records shall be excluded from the FSE calculation but may continue to be maintained in the Service. “Static Records” are records in the Service for workers with whom Customer has no further relationship and to whom Customer does not provide self-service access. Static Records include former worker records used solely for historical reference. All other worker records are “Active Records”.
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3. Additional Metric Definition(s).
Additional Metric Definition Table. LDPPRO-02
Metric Definition
LDPPRO Purchase Orders
Issued
Purchase order fully issued, counted on first issued date.
Subsequent re-issuance of purchase order is not counted again.
4. Workday Success Plans Additional Terms.
Workday Success Plans is described in and subject to the Workday Success Plans Program Terms site (https://www.workday.com/content/dam/web/en-us/documents/legal/workday-success-plans-accelerateaccelerateplus-plans-program-terms.pdf) and subject to the terms of the Workday Customer Experience Program Addendum (https://www.workday.com/en-us/legal/universal-contract-terms-andconditions/index.html). In the event of a conflict between the terms of this Order Form and the terms of either of the Workday Success Plans Program Terms or the Workday Customer Experience Program Addendum, the terms of this Order Form shall control. The Pricing Metric in the table above for Workday Success Plans is based on the annual Subscription Fees during the Order Term. If Customer purchases additional SKU‘s or Subscription Rights during the WSP Order Term, an additional fee equal to 10.0% of the new Subscription Fees will be added for the Workday Success Plan to the new Order Form. Customer will only have rights to Workday Success Plans during the WSP Order Term. The total Workday Success Plan fees assessed on this Order Form, in the amount of 40,000, represent fees associated with the SKU(s) purchased under this Order Form for the WSP Order Term.
5. Growth and Expansion.
Excess Use: Customer is responsible for all excess Subscription Rights at the Expansion Rates described below:
A. Annual Reporting Obligation.
Customer will report to [email protected] no earlier than 90 days and no later than 60 days (“Annual Reporting Period”) based on the number of Active FSE Worker Records and Additional Metrics provided below, as applicable, as of 90 days (“Count Date”) prior to each anniversary of the Order Term start date. Customer understands that an Order Form, Subscription Growth Acknowledgement or other ordering document (“Ordering Document”) will be required to document any annual fees due pursuant to this section in its entirety. Such Ordering Document must be executed no later than 30 days prior to each anniversary of the Order Term start date until the Renewal (as defined below), at which time the Annual Reporting Obligation will be incorporated into the Renewal Term. a. FSE Metric Reporting.
Reporting for Active FSE Worker Records is based on the additional FSE Workers which are defined as any Active FSE Worker records exceeding the Baseline FSE Count.
FSE Expansion Table
SKU Annual FSE Expansion Rate
All Service SKU(s) with the FSE Pricing Metric in
the Subscription Rights Table unless stated
otherwise within this table
577.73
LDPUSP 63.70
LDPBEN, LDPCCB 32.75
b. Additional Metric Reporting based on total cumulative number.
Reporting for the following SKU(s) is based on the total cumulative number set forth in the Subscription Rights Table for the 12-month period preceding the Count Date. For avoidance of doubt, reporting at the end of Year 1 is based on Customer’s entitlement outlined in the Subscription Rights Table.
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i.Additional Metric Expansion Table
SKU Additional Metric Increase Annual Expansion Rate
for Additional Metric
Increase
LDPPRO Total of 50 Purchase Orders Issued 25,250
B. Flex Credit Reporting Obligation.
In addition to the obligations set forth above, if Workday provides an Ordering Document to document any additional fees due for any excess use of any complimentary entitlements, Customer will execute such Ordering Document and pay the applicable fees based on the rates in the then-current Rate Card.
C. Workday Success Plans Reporting.
In conjunction with any fees due as a result of any Reporting Obligation(s) as listed above, an additional fee of 10.0% will be added for Workday Success Plan for any excess Subscription Rights.
6. Renewal.
Customer may renew all Services on this Order Form for a single three-year Renewal Term (“Renewal Term”) based on a compounding increase of 7% per annum (“Annual Renewal Increase”). The Annual Renewal Increase for each Year of the Renewal Term will be calculated based on the final Subscription Period Fees listed in the Subscription Fees Table, minus any annualized fees for Workday Success Plans (“Base Subscription Fee”). If the final Subscription Period is a partial year, the Base Subscription Fee is the annualized value of the final Subscription Period. The Renewal fees for the Workday Success Plan will be based on the greater of either the minimum fee or 10.0% of the annual Renewal fees defined herein. The Expansion Rate(s) for the Renewal Term shall be increased by the same percentage as the Annual Renewal Increase per year. This Renewal option is valid only if Customer’s Base Subscription Fee, plus any annualized fees for Workday Success Plan, for the Renewal Term is equal to or greater than the Base Subscription Fee defined herein and Customer renews all Subscription Services included in this Order Form plus the Base Subscription Fee in any subsequent purchase of any additional SKUs purchased during this Order Term. Annual Renewal Subscription Fees exclude fees for any additional Subscription Rights purchased at the time of renewal. Fees for the Renewal Term are due by the first day of each corresponding year of the Renewal Term.
7. Customer Identification/Referenceability.
Workday may reference Customer (including use of its logo) as a customer of Workday (i) in all Workday interactions with third parties, including its prospects, customers and partners, (ii) at events and on social media and at earnings calls, and (iii) on its website, in press releases, and in presentations.
Further, at Workday’s reasonable request and at Customer’s reasonable discretion, Customer shall (1) make Customer’s representative, as mutually agreed, available for reference calls with prospective Workday customers or industry analysts; (2) work with Workday to produce a case study (in written or video format), that describes Customer’s use of the Workday Service or portion of the Service and includes supporting quotes from Customer; (3) participate in or speak at Workday-hosted prospect events; and (4) be featured in a Workday Blog, Whitepaper, or Webinar if asked to do so.
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WORKDAY SERVICE SKU DESCRIPTIONS ADDENDUM
Customer may only use the Service SKUs subscribed to as indicated in the body of this Order Form.
Service Product Line Description
Core Human
Capital
Management -
LDP
Human Capital
Management
Core HCM includes management of the unified worker
system of record; organization management; staffing
management; basic compensation management; safety
incident tracking; business asset tracking; management of business plans. Core HCM supports the organization’s
onboarding through new hire tasks; calls attention to the on-boarding process; guides workers through a checklist of actions; and enables communication of relevant
corporate and job-related information. Core HCM also
enables the creation of electronic Form I-9s for U.S.
employment verification and the ability to distribute
documents to new hires and track acknowledgements or
electronic signatures. Core HCM includes Workday
Foundation elements such as dashboards, reporting,
analytics, Business Process Framework and self-service.
Workday HCM includes connectors that facilitate
integration to select Workday partners that provide
capabilities including: recruiting, learning, time and
attendance, and user account provisioning (LDAP/Active
Directory).
Cloud Connect for
Benefits - LDP
Human Capital
Management
Cloud Connect for Benefits extends Workday HCM by
providing integration to a growing catalog of benefits
providers, including: health insurance, health and flexible spending accounts, retirement savings plans, life
insurance, AD&D insurance, and COBRA administrators.
Benefits - LDP Human Capital
Management
Benefits enables the set-up of benefit plans, benefit
groups, eligibility rules and benefit rates; maintenance of enrollment event and cross plan rules for benefit plans; management of benefit and open enrollment events,
evidence of insurability, and individual rates for workers; and tracking of beneficiaries and dependents.
Payroll for United
States - LDP
Payroll Workday Payroll for US supports the creation and management of Payroll for U.S. employees. Configure
earnings, deductions, accumulations, and balances.
Identify tax authorities each company wishes to withhold for. Manage worker tax data, payment elections,
involuntary withholding orders, and payroll input.
Calculate, review/audit, and complete payrolls and
settlement runs. Configure and calculate payroll
commitments. Workday Payroll includes connectors that
facilitate integration to select Workday partners that
provide capabilities, including: time and attendance, tax filing, check printing, and direct deposit.
Grants
Management -
LDP
Financial
Management
Workday Grants Management enables organizations to
administer and report on awards from the federal
government, foundations, or other funding institutions.
Workday Grants Management includes functionality to
track and manage sponsors, awards, grants, and grant
hierarchies. It also includes capabilities to calculate
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facilities and administration costs, and to bill and report to sponsors.
Core Financials -
LDP
Financial
Management
Core Financials provides traditional financial management and accounting functionality, including financial
management, accounting and reporting, financial
consolidation, supplier accounts, customer accounts,
business assets, cash management, budgets, contracts,
billing, and revenue recognition. Core Financials includes connectors that facilitate integration to select Workday partners that provide capabilities, including customer
relationship management, electronic payments, and
customer payments via credit card.
Projects - LDP Financial
Management
Projects enables organizations to create and manage
projects, initiatives, and other types of work. This includes the ability to build project plans and utilize project
breakdown structures that include phases, tasks, and
milestones as well as plan, staff, and track projects,
capital projects, initiatives, and work efforts.
Time Tracking -
LDP
Workforce
Management
Workday Time Tracking enables the collection,
processing, and distribution of time data for a global
workforce. The Workday Time Tracking module is unified
with Workday HCM and Workday Payroll and includes
basic time scheduling, time entry (hourly, time in/time out), approvals, and configurable calculation rules.
Absence
Management -
LDP
Workforce
Management
Absence Management supports the management of leave
of absences and time off. It enables the set up and
administration of leave plans; the definition of the impact a leave has on employee compensation, as well as whether
employees can request leave types directly. It enables
viewing of leave results for a worker or organization; set up and administration of time off plans, and whether time off can be requested directly by the employee. Absence
Management enables the viewing of time off plan
balances including projections.
Procurement -
LDP
Spend Management Workday Procurement includes procure to pay functionality to address spend for goods and services,
maintain purchase items and catalogs, and create receipt accruals for approved but not yet invoiced receipts.
Workday Procurement also includes the functionality to
manage suppliers and related transactional activity on the following document types, such as supplier contracts,
requisitions, purchase and change orders, and receipts.
MASTER SERVICE AGREEMENT
This Master Services Agreement ( the “Agreement’) is made and entered into this 15th day of September, 2026 by and between ERP Analysts, Inc., (“ERPA”), an S-corporation organized under the laws of the State of Ohio with its principal place of business at 425 Metro Place North, Suite 510, Dublin, Ohio 43017, and Town of Yucca Valley (“Customer”), incorporated under the laws of the State of California with its principal place of business at 57090 Twentynine Palms Highway, Yucca Valley, CA, 92284. CUSTOMER and ERPA may be referred to herein individually as a "Party" and collectively as the "Parties." NOW THEREFORE, in consideration of the mutual promises and advantages to the Parties, the Parties agree as follows:
SECTION. 1 DEFINITIONS
The following terms, as used herein or in exhibits or attachments hereto, shall have the meanings indicated:
1.1 "Affiliate." An entity, which directly or indirectly controls, or is controlled by, or is under common control with a Party.
1.2 “Confidential Information.” All information, whether written, verbal or electronic, concerning the affairs and operations of either Party, its subsidiaries and Affiliates, and their respective contractors and agents, including, without limitation, operational plans, financial data, contractual information, and personally identifiable information (“Personal Data”), shall be considered Confidential Information under this Agreement. Confidential Information shall not include information that the nondisclosing Party can demonstrate: (a) was already known to nondisclosing Party at the time of disclosure; (b) was information in the public domain or available to the public; (c) was made available to nondisclosing Party by third parties without any non-disclosure obligation to disclosing Party; or (d) was independently developed by nondisclosing Party.
1.3 “Statement of Work" or “SOW.” Each document identified as such and executed by ERPA and Customer for the provision of Services, which shall incorporate the terms and conditions of this Agreement and contains the description, pricing and other specific terms and conditions applicable to the Services being performed.
1.4 “Services.” Any labor effort, resources and/or deliverables required to be provided by a Statement of Work or actually performed pursuant to a Statement of Work requirement wherein the service rendered does not consist primarily of acquisition or the rental of equipment or materials.
1.5 “Subcontractor.” Whether capitalized or not herein, any subcontractor, vendor, material man, in each case of any tier, that has a contract, license, or agreement with ERPA to supply equipment, material, services, supervision, consultation, or labor in connection with the performance of the Services.
1.6 “Technical Representative.” The individual, if any, identified as such for each Party in a Statement of Work that serves as the primary technical point of contact with regard to the Services to be complete for such Statement of Work. Either Party may replace its Technical Representative upon written notice to the other Party.
SECTION. 2 AGREEMENT STRUCTURE
2.1 The Parties acknowledge and agree that this Master Services Agreement is intended to operate as a standard set of terms and conditions pursuant to which ERPA may perform Services under a SOW to be executed by the Parties hereto, where each such SOW will: (a) describe with particularity the Services to be rendered; (b) include a specification of the (i) period of performance, (ii) schedule, (iii) deliverables, (iv) Key Persons, (v) fees, and (vi) expenses applicable to provision of such Services; and (c) incorporate this Agreement by reference so that each SOW shall constitute a separate contractual agreement.
2.2 This Agreement consists of these terms and conditions and each SOW entered into hereunder. Any reference to this Agreement shall be a reference to this Agreement and/or any SOW, as applicable. This Agreement will govern each Party's rights and obligations relating to ERPA's performance of Services. This Agreement, by itself, does not implement any transaction or grant ERPA authorization to commence activity. ERPA must be in receipt of a written Purchase Order or signed SOW prior to the commencement of any activity hereunder.
Nothing in this Agreement shall require either Party to enter into any particular SOW notwithstanding the execution of this Agreement by the Parties. Either Party may, in its sole discretion, elect not to enter into any SOW hereunder.
2.3 ERPA will provide the Services according to the specifications, schedules, fees and other items set forth in the SOW ("Specifications") and in accordance with this Agreement. Additional written and detailed technical specifications for the Services may be referenced in or attached to each SOW as attachments, and, when referenced or attached, shall be deemed to be incorporated within such SOW reference.
2.4 Scope Changes. During the course of a SOW effort, Customer may desire a change in the scope of the effort. Customer will make requests for changes in writing (“Change Order”) and will deliver same to ERPA. ERPA shall only incorporate changes in scope after a Change Order has been signed by both Parties.
2.5 Order of Precedence. In the event of any conflict between this Agreement and a SOW, the terms of the Agreement shall control. Any intended variation from the terms and conditions of the Agreement shall be explicitly stated as such in the SOW with the express reference (by section number) to the provision to be overridden and shall apply only to that particular SOW.
SECTION. 3 SERVICES AND PERFORMANCE
3.1 ERPA shall perform the Services in a workmanlike manner using only qualified, careful and efficient workers and in strict conformity with this Agreement and the
SOW (including written Change Orders).
3.2 ERPA shall be responsible for periodic reporting of the progress status of the Services and issues related thereto.
SECTION. 4 TERM AND TERMINATION
4.1 Term. This Agreement shall be effective on the Effective Date and shall remain in effect until all the Services under the Statement of Work have expired or are terminated. The Term for any Services shall be specified in the applicable Statement of Work for such services.
4.2 Termination for Cause. Either Party may terminate this Agreement or any SOW hereunder, immediately, in whole or in part, for default, breach, insolvency, bankruptcy, inability to pay debts, or similar financial circumstances by other Party.
If the default or breach is reasonably capable of cure, the non-defaulting Party shall give the other Party written notice and thirty (30) days opportunity to cure.
4.3 Consequences of Expiration and/or Termination. In the event that either Party terminates an effort according to this Section 4, ERPA shall be entitled to fair compensation for Services provided through the effective date of Termination.
Upon the effective date of termination, Customer may take possession of the Services performed, provided that payment for such Services has been made in full to ERPA.
SECTION. 5 PERSONNEL
5.1 Subcontracting and ERPA's Employees. ERPA is responsible for staffing as necessary to provide the Services identified in each SOW(s). ERPA may subcontract the performance of specific Services hereunder. Personnel used or supplied by ERPA in the performance of the Services hereunder shall be employees or contractors of ERPA and under no circumstances are such personnel to be considered employees or contractors of Customer.
5.2 Key Person. If one or more individuals employed by ERPA is specified as a “Key Person” in a SOW, each will be deemed an essential person for the performance of the Services. ERPA shall not change any Key Person(s) without the prior consent and approval of Customer; provided however that ERPA may change any Key Person without prior consent and approval if such person is no longer employed by ERPA. If ERPA deems any Key Person unable to devote sufficient time to maintain his or her level of responsibility, ERPA will provide advance written notice of the person designated to replace him or her, which person will be subject the prior consent and approval of Customer.
5.3 Technical Representatives. All transfer of deliverables and communications regarding the scope of Services under a SOW will be accomplished through the Technical Representatives. Any contractual changes to this Agreement or to the SOW(s) are only as authorized in written amendments or modifications executed by each Party’s duly authorized contract representative. Either Party may change
the person designated to be its Technical Representative for any SOW at any time upon written notice to the other Party.
5.4 Hiring/Non-Solicitation. The Parties agree not to hire any employee of the other Party or its Affiliates without written permission of the Party’s duly authorized contract representative. Provided that the employee was not engaged in the performance of the Services under this Agreement, this restriction shall not apply to the solicitation or recruitment by a Party generally in the media, and shall not prohibit a Party from hiring, without prior written consent, employees of the other Party who answer any advertisement or who otherwise voluntarily apply for a publically posted job opening without having been personally solicited or recruited by a Party or its representatives.
5.5 ERPA represents and warrants that no personnel used or supplied by ERPA in the performance of the Services hereunder are current employees, independent contractors or contingent workers of Customer or any of its affiliated entities.
SECTION. 6 FEES, INVOICES, PAYMENT
6.1 Fees/Compensation. ERPA will be compensated for Services performed by it in the manner set forth in the applicable SOW and the terms and conditions of this Agreement. ERPA must be in receipt of a signed SOW or Customer Purchase Order prior to the commencement of Services. Payment shall not constitute acceptance or approval by Customer.
6.2 Payment. No invoice shall exceed the amount set forth in the SOW and shall only include the amount due for Services provided to Customer. Customer will pay undisputed amounts using Automated Clearing House (ACH) electronic payment within thirty (30) days after receiving ERPA’s invoice.
6.3 Invoicing. ERPA invoices will be sent electronically to the following email address:
6.4 For all travel and expenses under the applicable SOW, ERPA shall invoice Customer at actual cost.
6.5 Billing Disputes. The non-payment by Customer of any amount invoiced by ERPA shall not be considered as a breach by Customer of this Agreement or any related SOW to the extent that: (i) Customer disputes any such amount in good faith within fifteen (15) days of receipt of invoice; and (ii) Customer and ERPA act diligently to resolve such dispute in accordance with this Agreement; and (iii) such dispute is resolved within thirty (30) days of ERPA submitting the invoice to Customer for payment.
SECTION. 7 CONFIDENTIALITY
7.1 This Section 7 applies to ERPA’s performance under this Agreement, including any related SOW(s), and/or services provided under any Customer Purchase Order.
7.2 Use of Confidential Information; Non-Disclosure. ERPA agrees that it shall use Confidential Information solely for the purpose of performing Services as defined in this Agreement or other exhibits to this Agreement, to Customer, and solely as expressly permitted under this Agreement. ERPA will not disclose, transfer, sell, rent, copy, or allow third-party access to Confidential Information, or use Confidential Information for ERPA’s own benefit or the benefit of third parties.
Customer agrees that ERPA will be permitted to disclose relevant aspects of the work to its employees to the extent necessary to perform the Services and to the extent such employees are bound to maintain the security and confidentiality of the Confidential Information. Notwithstanding the foregoing, ERPA may disclose Confidential Information to the extent compelled by any court, regulatory order or other service of legal process, in which case ERPA, unless prohibited by law, will provide Customer prompt prior notice of any such order or process sufficient to allow Customer to contest such order, and ERPA shall cooperate with Customer in responding to such order.
7.3 Security Controls. ERPA shall protect and maintain the security and confidentiality of the Confidential Information using at least the same level of care (but no less than reasonable care) that ERPA uses to protect and maintain the security and confidentiality of its own confidential information.
7.4 Third-Party Suppliers. ERPA shall not disclose any Confidential Information to any subcontractors, vendors, advisors, or agents (“Third-Party Suppliers”) without the execution by such Third-Party Suppliers of an agreement imposing upon the ThirdParty Suppliers the same or substantially similar security and confidentiality obligations imposed upon ERPA under this Agreement.
7.5 Destruction of Confidential Information. Upon termination of this Agreement, or at any other time during the term of the Agreement if requested by Customer, within ten (10) days, ERPA shall either return to Customer or certify destruction of any and all Confidential Information (and any and all copies, tapes and duplications thereof), then in its or its Third-Party Suppliers’ possession, and shall maintain no such information in its or its subcontractors’ possession provided that ERPA may retain reasonable copies of such materials for archival purposes, subject to ERPA’s security and confidentiality obligations in this Agreement. Customer shall maintain rights to verify the compliance with this Section as reasonably requested.
7.6 Personal Data. Without limiting any obligations hereunder, in the case of Personal Data, ERPA shall: (i) use Personal Data only to deliver Services as instructed and permitted by Customer; (ii) ensure that all Personal Data collected or created by ERPA on behalf of Customer is limited to what is necessary in order to deliver the Services, (iii) not sell the Personal Data, nor retain, use or disclose the Personal Data for any purpose other than the purpose specified in this Agreement, including retaining, using or disclosing the Personal Data for a commercial purpose other than to provide the Services to Customer; and (iv) not retain, use or disclose the Personal Data outside of ERPA’s business relationship with Customer.
7.7 Remedies for Confidentiality Breach. ERPA agrees that its breach of the terms in Section 7 hereof may cause irreparable damage to Customer, and its subsidiaries and Affiliates. In the event of any breach or imminent breach of Section 7 hereof,
ERPA agrees that, in addition to other remedies available under law, Customer shall be authorized and entitled to seek injunctive relief from any court of competent jurisdiction to prevent, restrain, compel an act, or limit the effects of, as applicable or appropriate, such breach or imminent breach.
SECTION. 8 WARRANTIES
8.1 Services shall be performed in a professional and workmanlike manner, consistent with industry standards. If ERPA fails to do so, ERPA shall correct deficiencies at no additional charge to Customer, provided Customer gives ERPA written notice of such deficiencies within sixty days of delivery by ERPA. In the event ERPA is unable to correct such deficiencies after good-faith efforts and at a commercially reasonable cost ERPA shall refund Customer prorated amounts paid for the defective portion. EXCEPT AS EXPRESSLY PROVIDED HEREIN AND TO THE
MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, ERPA MAKES NO
ADDITIONAL WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED,
STATUTORY OR OTHERWISE AND SPECIFICALLY DISCLAIMS INCLUDING
BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. IN ADDITION, ERPA DOES NOT WARRANT THAT ANY OF THE SERVICES WILL BE UNINTERUPPTED OR ERROR FREE.
8.2 Services shall not infringe any copyright, trade secret, patent or other proprietary right of a third party. ERPA is the sole owner of, or otherwise has obtained all rights to grant the license granted hereunder to Customer. ERPA shall not misappropriate trade secret or rights of third parties in performing Services.
8.3 Services shall not contain any feature that prevents use, including without limitation, any computer virus, worm, lock, drop-dead device, Trojan-horse routine, trap door, time bomb, or any other code or instruction that may be used to access, modify, delete, damage, or disable the functioning of the Services of Customer.
8.4 In no event shall either party or its suppliers be liable to each other or any third party for any special, general, incidental, punitive, indirect, or consequential damages, including but not limited to damages for loss of business revenue or profits, loss of anticipated revenue or profits, failure to realize anticipated savings, loss of goodwill, business interruption, or loss of business information, arising in connection with the use, or the results of the use, of the Services, written materials, or professional advice of ERPA, even if both parties have been apprised of the likelihood of such damages.
8.5 In any case, it is agreed that the liability of ERPA, whether such liability arises out of contract, tort, negligence, strict liability or otherwise, shall be limited to, at ERPA’s discretion, the repair of the Services or repayment to the Customer of the 67 or any other damages, either direct or consequential.
SECTION. 9 INTELLECTUAL PROPERTY
9.1 All right, title and interest to all recommendations, ideas, designs, techniques, inventions, discoveries, improvements, information, creations, software, and any other items discovered, prepared or developed by or for ERPA in the course of or
resulting from performance under this Agreement, or any related SOW, including all trade secrets, copyrights and other Intellectual Property Rights pertaining thereto (together the “ERPA Intellectual Property") vests in ERPA. Nothing contained in this Agreement shall be construed as transferring any such rights to Customer or any third party except as expressly set forth herein. Subject to the foregoing, ERPA grants Customer a royalty-free, non-exclusive, non-transferable license to use ERPA Intellectual Property incorporated into the Services solely for its internal purposes in connection with its authorized use of the Services. As between ERPA and Customer, all Customer Confidential information supplied by Customer, shall be, and remain, the property of Customer.
SECTION. 10 INDEPENDENT CONTRACTOR
10.1 ERPA certifies that it is engaged in an independent business and will perform its obligations under this Agreement as an independent contractor and not as the agent or employee of Customer; that it has no authority to act for or bind Customer; and that ERPA may and does work for other customers. ERPA is solely responsible for performing Services in accordance with the applicable SOW.
10.2 ERPA shall have the sole responsibility for the conduct of its employees, representatives and agents, and for payment of their entire compensation, including salary and other forms of compensation, withholding of income and payment of taxes or like fees as required to comply with applicable federal, state and local laws, and payment or provision of worker’s compensation, unemployment, disability insurance, and social security withholding. ERPA’s personnel are not eligible to participate or to receive coverage under any Customer benefit plan, program, employment policy or procedure or workers’ compensation insurance. ERPA shall be responsible for all employer obligations towards all of its employees and agents under all applicable laws. ERPA shall release and hold harmless Customer and its directors, officers, employees and representatives against any liability, expenses, and costs (including reasonable attorney’s fees) relating, directly or indirectly, to ERPA’s failure to comply with its obligation under this paragraph.
SECTION. 11 INDEMNIFICATION
11.1 ERPA shall indemnify, hold harmless and defend, at ERPA's expense, Customer (including its officers, directors, employees and agents), and its Affiliates against any loss, cost, expense or liability (including but not limited to attorney fees, court costs, and awarded damages) (i) arising out of a claim that the Services, or its use, infringes a patent, trade secret or other intellectual property right, or (ii) resulting from the negligence or willful or reckless acts or failures to act of ERPA or its employees, personnel, subcontractors, consultants, representatives or agents.
11.2 ERPA's obligation hereunder shall not extend to any combination of the Services with any other product, system or method when the latter is the sole, proximate cause of loss, cost, expense or liability to Customer, unless (i) the product, system or method is provided by ERPA; or (ii) it would be reasonably expected to use the Services in combination with such product, system or method.
11.3 Customer will notify ERPA within a reasonable period of time after receiving notice of a claim. Provided that ERPA promptly and reasonably investigates and defends any such claim, ERPA shall have control over the defense and settlement thereof.
Customer shall furnish, at ERPA's reasonable request, information and assistance necessary for such defense. In the event of such a claim, and if (i) the Services are held to be infringing, (ii) ERPA reasonably believes the Services will be held to infringe, or (iii) where Customer’s use is restricted as a result of a claim of infringement, ERPA shall, at its expense, either obtain the right for Customer to continue using the Services or replace or modify it to be non-infringing and of equivalent functionality. If neither of the alternatives is reasonably possible, ERPA shall refund the amounts paid for the infringing Services hereunder to Customer.
SECTION. 12 INSURANCE
12.1 At all times during the term of this Agreement or any related SOW, ERPA shall purchase and maintain such insurance, at their expense, as will protect them from the claims set forth herein that may arise out of or result from ERPA's operations under this Agreement or any related SOW Notwithstanding ERPA’s decision to maintain greater amounts, ERPA shall maintain the following minimum amounts and types of coverage:
12.1.1 Commercial General Liability covering claims for bodily injury, death, personal injury or property damage with minimum limits of One Million Dollars ($1,000,000) for each occurrence with a general aggregate limit of One Million Dollars ($1,000,000) and naming Customer as an additional insured as its interest may appear with respect to this Agreement.
12.1.2 Comprehensive Automobile Liability covering ownership, operation and maintenance of all owned, non-owned and hired automobiles used in connection with the performance of this Agreement, with minimum limits of One Million Dollars ($1,000,000) each occurrence.
12.1.3 Worker's Compensation with statutory limits as required in the state where the Services are being provided and Employers' Liability or "Stop Gap" coverage with limits of One Hundred Thousand Dollars ($100,000) each accident. Customer shall be given thirty (30) days advance written notification of any cancellation or material decrease in the policy.
12.1.4 Cyber Liability Insurance covering claims for technology errors & omissions; security and liability; privacy regulatory claims; security breach response; and cyber extortion with minimum limits of Two Million Dollars ($2,000,000) for each occurrence with a general aggregate limit of Two Million Dollars ($2,000,000).
12.2 The above policies shall include the following coverage provisions: Customer shall be named as an additional Insured; the insurers shall waive their rights of subrogation against Customer; ERPA’s policies shall be primary and noncontributory; and Customer shall be provided thirty (30) days prior notice of cancellation, non-renewal or material decrease in policy.
12.3 Upon request by Customer, ERPA shall forward certificate(s) of insurance to Customer within five (5) business days from receipt of request.
SECTION. 13 DEFAULT BY ERPA
13.1 Customer may terminate this Agreement, or any related SOW, in whole or in part for default, if ERPA fails to perform any of its material obligations in accordance with the terms and conditions contained therein. Failure to perform includes, but is not limited to any of the following occurrences:
13.1.1 Failure or refusal to perform Services described in a SOW, in a safe and efficient manner.
13.1.2 Failure to comply with or violation of any material term or condition of the Agreement or a related SOW.
13.1.3 If ERPA becomes insolvent or is placed in bankruptcy, either voluntarily or involuntarily.
SECTION. 14 General Provisions
14.1 Advertising and Publicity. Neither Party shall use the other Party’s names, marks, codes, drawings or specifications in any advertising, promotional efforts or publicity of any kind without the prior written permission of the other Party. However, upon execution of this Agreement, Customer hereby agrees to allow ERPA to use Customer’s name and logo as part of a list of ERPA’s customers on its website, in collateral, and in presentations.
14.2 Force Majeure. In the event ERPA or Customer is delayed in performing any of its respective obligations in this Agreement and such delay is caused by acts of God, war, riots, civil insurrection, acts of the public enemy, strikes, lockouts, accidents, acts of civil or military authority, fires, floods, or earthquakes or any other condition beyond the reasonable control of the Party delayed (“Excusable Delay”), such delay shall be excused and the period of such delay shall be added by a contract Change Order to the time for performance of the obligation delayed. In the event of any such delay, the Party delayed shall, at no cost to the other Party, exercise due diligence to shorten the delay and shall keep the other Party advised as to the continuance of the delay and steps taken to shorten or resolve the delay. ERPA shall not be entitled to additional or extra compensation by reason of any delay covered by this Section. In addition to the above, ERPA shall be entitled to treat as an Excusable Delay hereunder any delay caused by the failure of Customer to discharge any of its obligations hereunder in a timely and efficient manner, or any other delay which Customer and ERPA agree in writing should be treated as an Excusable Delay hereunder.
14.3 Choice of Law; Venue and Jurisdiction. This Agreement shall be construed and the legal relations between the Parties determined in accordance with the laws of the State of Ohio as though the entire contract were performed in the State of Ohio, without giving effect to any choice of law rules that may direct the application of the laws of any other jurisdiction. The Parties consent to venue in the County of
Franklin in the State of Ohio and to the exclusive jurisdiction of the courts of Franklin County, Ohio for all litigation that may be brought.
14.4 If a lawsuit is filed by either party to this agreement, the prevailing party shall be entitled to recover all of its costs and reasonable attorney's fees incurred, including any appeals.
14.5 The failure of a party to exercise any power given it in this Agreement or to insist upon strict compliance with the terms of this Agreement shall not constitute a waiver of that party's right to demand exact compliance of the terms of this Agreement. Waiver by a party of any particular default by the other party shall not affect or impair its rights with respect to any subsequent defaults of the same kind or of a different kind, nor shall any delay or omission by a party to exercise any rights arising from any default affect or impair its right as to such default or any future default. Further, no custom or course of dealings of the parties at variance with the terms hereof shall constitute a waiver of that party's right to demand later compliance.
14.6 This Agreement, related SOW(s) and attached exhibits may be amended or modified only by an instrument of equal formality signed by duly authorized representatives of the respective Parties.
14.7 All notices under this Agreement will be in writing. Notices will be given personally or sent by certified or registered mail or private express courier and will be deemed given upon delivery, if given personally, or when deposited with the private courier or Postal Service with the proper postage affixed, if sent by mail. Notices will be addressed as follows:
Notice to ERPA: Notice to Town of Yucca Valley:
ERP Analysts, Inc. Town of Yucca Valley
425 Metro Place N, Suite 510 57090 Twentynine Palms Highway Dublin, OH 43017 Yucca Valley, CA, 92284
Attn: Matt McPeek Attn:
Phone: 614.327.7970 Phone:
Email: [email protected] Email:
14.8 Headings Not Controlling. Headings used in this Agreement are for reference purposes only and shall not be used to modify the meaning of the terms and conditions of this Agreement.
14.9 Survival Period. Any provision of this Agreement that imposes an obligation following the termination or expiration of this Agreement will survive the termination or expiration and will continue to be binding upon the Parties to this Agreement
14.10 This Agreement together with all related SOWs and attached exhibits shall be binding upon the Parties hereto and shall inure to the benefit of the Parties hereto and their Affiliates.
14.11 Entire Agreement, Partial Invalidity. The making, execution, and delivery of this Agreement by ERPA and Customer have been induced by no representations, statements, warranties, or agreements other than those herein expressed. This Agreement embodies the entire understanding of the Parties hereto relating to ERPA's services regarding the subject matter hereof and supersedes any previous agreements or understandings, written or oral, in effect between the Parties relating thereto. If any part, term, or provision of this Agreement shall be held illegal, unenforceable, or in conflict with any law of a federal, state, or local government having jurisdiction over this Agreement, the validity of the remaining portion or portions shall not be affected thereby.
THE PARTIES, INTENDING TO BE LEGALLY BOUND, HAVE CAUSED THIS AGREEMENT TO
BE EXECUTED BY THEIR AUTHORIZED REPRESENTATIVES ON THE DATES SET FORTH BELOW
ERP ANALYSTS, INC TOWN OF YUCCA VALLEY
Signed Name Signed Name
Matthew McPeek Printed Name
CFO Title
Date Date
1 Professional Services
Statement of Work
Customer Name: Town of Yucca Valley
Project: Workday: Financials (Phase 1), HCM & Payroll (Phase X) Deployment Prepared By: Maggie Acosta, ERPA Deployment Sales Director
2 Table of Contents:
Table of Contents: ................................................................................................................................................. 2 Acceptance & Agreement...................................................................................................................................... 7 Attachment 1: Project Scope .................................................................................................................................8 Attachment 2: Project Approach ......................................................................................................................... 30 Attachment 3: Project Timeline .......................................................................................................................... 38 Attachment 4: Project Roles and Responsibilities ............................................................................................... 40 Attachment 5: Project Assumptions .................................................................................................................... 45 Attachment 6: Organizational Change Management ………………………………..………………………………………..………… 63
3 Terms and Conditions
Statement of Work Effective Date 9/15/2026
Targeted Project Start Date 1/5/2027
Workday Go-live Date 5/1/2027
Master Agreement Effective Date 9/15/2026
CUSTOMER CONTACT
INFORMATION BILLING CONTACT PROJECT CONTACT
Contact Name Jordan Gumbish Jordan Gumbish
Title Finance Manager Finance Manager
Street Address,
City/Town,
State/ Zip/Postal Code
57090 29 Palms Highway
Yucca Valley, CA 92284
57090 29 Palms Highway
Yucca Valley, CA 92284
Phone 760-369-7207 760-369-7207
Email [email protected] [email protected] This Statement of Work (“SOW”), effective as of 9/15/2026 (the “Effective Date”), is incorporated into and governed by the terms and conditions of the Master Services Agreement (the “Agreement”) between ERP Analysts, Inc. (“ERPA” or “Vendor”) and Town of Yucca Valley (“Customer”), dated 9/15/2026.
In the event of any conflict or inconsistency between the terms of this SOW, any documents incorporated herein (including implementing documents or Change Orders), the Agreement, or any purchase orders or supplemental agreements, the following order of precedence shall apply:
a. the Agreement;
b. any duly executed Change Orders and implementing documents to this SOW, in order of most recent to earliest;
c. this SOW; and
d. any purchase orders or supplemental agreements.
DEFINITIONS
4 As used herein, capitalized terms have the meanings below. Undefined capitalized terms have the meanings in the Agreement. Singular and plural forms are interchangeable. “Agreement” has the meaning set forth in the first paragraph. “Change Management Services” means the change management consulting services and user adoption deliverables in the Attachments. References to “Services” in the Agreement include these services. “Critical Project Milestones” means key project dates and deliverables, as updated by the Parties during project planning.
“Custom Integration” means any integration between Workday and a third-party system without a Workday template.
“Go-Live” means the date applicable workstreams are made available to employees, managers, or the workforce.
“Move-to-Production” means the date configured functionality is deployed to the production tenant, or the gold tenant is promoted to production.
“Parties” means ERPA and Customer.
“Project Plan” means the implementation task list, including dates, dependencies, and milestones, which Customer may incorporate into its broader program plan. “Statement of Work” and “Statement of Work Effective Date” have the meanings set forth in the first paragraph.
“Tenant” means a distinct Workday environment with segregated data, including:
• “Foundation Tenant” – initial design environment;
• “End-to-End Tenant” – testing and UAT environment;
• “Sandbox Tenant” – post-production development and testing; • “Sandbox Preview” – pre-release testing environment.
“Workday Solution” means the subscription service provided by Workday, Inc.
DESCRIPTION OF SERVICES
1 | ERPA shall perform the Services set forth in this Statement of Work in the manner of forth herein. 2 | The Services are further described in the following attachments:
a. Attachment 1: Project Scope
b. Attachment 2: Project Approach
c. Attachment 3: Project Timeline
d. Attachment 4: Project Roles & Responsibilities
e. Attachment 5: Project Assumptions
f. Attachment 6: Organizational Change Management
5 FEES AND BILLING FOR WORKDAY DEPLOYMENT SERVICES
SOW Fees. ERPA’s fees for the Workday deployment are based on information provided during the RFP process and subsequent discussions, as reflected in Attachment 1 (Project Scope). The fixed fees set forth below are based on the proposed scope and timeline. Any changes to the scope or timeline will be subject to the Change Order process described in Attachment 2 at a rate of $225 per hour.
ERPA has relied on the accuracy and completeness of the information provided by Customer in developing its pricing. This estimate is valid for 30 calendar days from submission to Customer, unless otherwise agreed by the Parties.
Travel and related expenses are not included in the fixed fees and will be billed at cost in accordance with ERPA’s Travel and Expense Policy (available upon request) or the Agreement. Such expenses require Customer’s prior approval. The ERPA Engagement Manager will periodically review project costs with Customer to ensure alignment with the budget.
Fee Summary
WORKDAY DEPLOYMENT SERVICES PROFESSIONAL SERVICES FIXED FEES ERPA Workday Implementation $674,167
Payment Structure
Year
Professional
Service Phase
Professional
Services Fixed Fees
Annual (USD)
Number of
Payments
Est. Invoice
Amount (USD)
2027 Initial Deployment
Activities $337,083 (3) Monthly $112,361
2028
Phase X
Deployment +
OPTIMA: CORE
Support Package
$168,542 (1) Jan 30, 2027 $168,542
2029
OPTIMA: CORE
Support Package $101,125 (1) Jan 30, 2028 $101,125
2030
OPTIMA: CORE
Support Package $67,417 (1) Jan 30, 2028 $67,417
Commented [MA1]: Jordan - Increase in price from
$652k to account for added integrations. Updated
pricing table below also reflective of a 2027 project
start.
6 SOW Billing. ERPA will execute this engagement on a Fixed Fee basis. ERPA will invoice Customer as detailed in the Table in the Milestones section. Payment Terms are Net 30. Except as otherwise stated in this SOW, invoice and payment terms for this project are subject to the terms and conditions of the Agreement. ERPA may suspend work on this SOW without penalty if Customer fails to pay undisputed overdue amounts to ERPA within 15 days of ERPA’s written notice specifying the undisputed amounts.
OPTIMA – Packages
ERPA’s OPTIMA packages provide flexibility to scale and adapt based on Customer needs, while maintaining governance and control through clearly defined milestones, deliverables, and change management processes. This balanced approach ensures alignment between business objectives, system capabilities, and project outcomes.
OPTIMA support hours and associated fees are included in this proposal based on ERPA’s understanding of project requirements and Customer needs. Monthly hours are intended to be used within each applicable month. If Customer requires support hours in excess of the monthly allocation of hours + available rollover hours (if applicable), additional hours may be purchased at a rate of $235 per hour.
Year OPTIMA Support
Package
Annual Hours Monthly Hours
2028 CORE 120 10
2029 CORE 120 10
2030 CORE 120 10
→ Up to 10 hours per month of Support Hours
→ Monthly rollover of hours is excluded
Note: Customer is responsible for obtaining any necessary Implementation (IMPL) Tenant(s) from Workday for the duration of the project. Please note that the configuration may not occur if the implementation tenant(s) has not been established.
WORKDAY SERVICES ESTIMATED COSTS
Workday Implementation Tenants Provided by Workday
Note: Workday services associated above are delivered and billed directly from Workday and are not included in the ERPA Fees.
7 ACCEPTANCE & AGREEMENT
The terms and conditions of this SOW, including the rates and pricing provisions, will not be binding on ERPA until this SOW is signed by ERPA and Customer.
IN WITNESS WHEREOF, the parties have executed this SOW on the date or dates indicated below.
ERPA
Accepted and agreed on behalf of ERPA:
Town of Yucca Valley
Accepted and agreed on behalf of Customer:
Name: Cameron Larkin Name:
Title: VP Workday Customer Engagement Title:
Authorized Signature Authorized Signature
Date: Date:
8 Attachment 1: Project Scope
1.01 EXECUTIVE SUMMARY
This SOW describes the professional services ERPA will provide to Town of Yucca Valley for the Workday implementation, including deliverables, pricing, and payment terms. The Parties may enter into additional SOWs for future services. If Customer requests services beyond the scope of this SOW, ERPA will provide a proposal, and such services will be incorporated through a Change Order or a separate SOW.
1.02 SUMMARIZED FUNCTIONAL SCOPE
The following assumptions apply to Customer’s initial deployment with a targeted Workday Move-toProduction date of 5/1/2027.
Countries in Scope: USA only
Specified Integrations are listed in the Integrations Scope section.
PRODUCT PILLAR PRODUCT AREA PHASE
HCM
CORE HCM + FOUNDATION PHASE X
BENEFITS PHASE X
PATT
ABSENCE PHASE X
PAYROLL FOR UNITED STATES PHASE X
TIME TRACKING PHASE X
FIN
ACCOUNTING FOR FINANCE PHASE 1: INITIAL
DEPLOYMENT
ACCOUNTS PAYABLE PHASE 1: INITIAL
DEPLOYMENT
ACCOUNTS RECEIVABLE PHASE 1: INITIAL
DEPLOYMENT
ASSET MANAGEMENT PHASE 1: INITIAL
DEPLOYMENT
CASH MANAGEMENT PHASE 1: INITIAL
DEPLOYMENT
9 FINANCIALS USERS PHASE 1: INITIAL
DEPLOYMENT
FOUNDATION DATA MODEL PHASE 1: INITIAL
DEPLOYMENT
GRANTS MANAGEMENT PHASE 1: INITIAL
DEPLOYMENT
PROCUREMENT PHASE 1: INITIAL
DEPLOYMENT
PROJECTS PHASE 1: INITIAL
DEPLOYMENT
REVENUE MANAGEMENT PHASE 1: INITIAL
DEPLOYMENT
1.02.1 HCM AND PAYROLL SCOPE
The HCM and Payroll scope will be finalized and validated with the Customer prior to deployment. The Customer, with support from the ERPA delivery team, will determine readiness to initiate HCM and Payroll deployment. Deployment will commence no later than 60 days following Financials production go-live.
ADDITIONAL SCOPE
Any additional scope or changes to the current scope identified beyond the services and deliverables defined in the statement of work may require a mutually agreed upon change order.
1.03 DETAILED FUNCTIONAL SCOPE
The tables below reflect the proposed project scope for this effort. Any feature or functionality not explicitly identified in the scope section is assumed to be out of scope for this project.
Product Pillar Product Area Description Scope
1: HCM
Core HCM +
Foundation Compensation
• Basic Compensation Management
• Delivered Compensation Basis
• Compensation Package
• Compensation Grades — Up to 500 Grade
Profiles
• Salary Plans — Up to 2
• Hourly Plans — Up to 2
• Shell Commission Plan — 1
Commented [MA2]: Jordan - Contingency language to
review HCM/Pay scope prior to deployment
10 • One-Time Payment or Allowance Plans — Up to
50 total, excluding Reimbursable Allowance
Plans unless Expenses are in scope
• Worker Profile: Total Rewards Statement —
Without Payroll results
• Wage Theft Notice
o 1 delivered Wage Theft Notice
o 1 additional configurable Wage Theft
Notice
o Configurable template includes a simple
letter header with logo and footer
o Up to 2 conditional paragraphs, which
may include employee information,
company information, rates of pay,
allowances, payday, workers’
compensation insurance information,
introduction, and conclusion
o Documents delivered in 1 language only
• Remote Knowledge Transfer — 1 session
• Post-Go-Live Documents — Any additional
documents to be created by the customer after
go-live
1: HCM
Core HCM +
Foundation
Data Conversion
→ Active Employees or Contingent Workers Including
Current Personal Data, Current Contact Data, and Current Job Record.
→ Includes Loading of Employee Photos. Customer will be responsible for photo file preparation.
→ Attachment of Third Party Documents out of Scope
→ Transactional History excluded. History requirements
met by the enablement for customer load of previous
system history using EIB templates (using Workday's
Maintain Worker History from Previous System
functionality).
→ Terminated employees who received payment in the
last 12 months (using Worker Object)
→ Compensation – Current Compensation Data and
Compensation effective as of Benefits effective date
1: HCM
Core HCM +
Foundation
Foundation
Features
→ Payment Elections & Associated Rules
→ Pre-Packaged Business Processes (non-modifiable)
→ Standard Notification Templates (non-modifiable)
→ Delivered Notifications (non-modifiable)
→ Workday Home page with 4 standard cards
11 1: HCM
Core HCM +
Foundation
Jobs and
Positions
→ Job Catalog (Job Family Groups, Job Families, Job
Profiles)
→ Position Management Staffing Model
→ Management Types & Management Level Hierarchy
1: HCM
Core HCM +
Foundation Onboarding
1 Onboarding Plan with up to 3 stages, represented
within the Onboarding timeline view.
Included within the Onboarding Plan:
→ 1 Onboarding Announcement
→ 1 Onboarding message
→ Up to 3 overview cards
→ 1 Onboarding Plan notification
→ Up to 3 audiences and condition rules
→ Up to 5 static documents for Hire/ Onboarding Review
in total
→ External Pre-Onboarding (Talent Acquisition scope
required)
→ I-9 Functionality
1: HCM
Core HCM +
Foundation Organizations
→ Organizational Management
→ Staffing Management
→ Up To 5 Companies and Company Hierarchies
→ Supervisory Organization and Hierarchy
→ Cost Centers and Cost Center Hierarchy
→ Locations and Location Hierarchy
→ Pay Groups
→ Region & Region Hierarchy
→ If there is a requirement to track Time, Expense, or any Financial Transactions to Projects, these will be tracked to the Project Level only. Breaking Projects Down into Plans, Phases and Tasks is excluded.
1: HCM
Core HCM +
Foundation Reporting
→ Standard Dashboards & Analytics
→ 500+ Delivered Reports
→ No Custom Reports in scope. Knowledge Transfer will
be provided for Delivered Reports
1: HCM
Core HCM +
Foundation Security
→ Multi-Factor Authentication
→ Delivered User and Role Based Security Groups
→ Manager roles for all organizations, Workday-delivered role assignments for top level organizations
1: HCM
Core HCM +
Foundation Setup
→ English Language Support
→ Global Address Localization
→ Mobile
12 → Currencies
→ Event Categories and Reasons
→ Employee Self-Service Enablement
→ Manager Self-Service Enablement
→ Headquarters (HQ) Country Operations Only
→ Tenant Branding
→ Non HQ-country workers are included but localizations to support any specific non HQ-country requirements are not included.
→ Tenant wide language translations are excluded
1: HCM
Core HCM +
Foundation Setup: AI
→ AI: Workday Assistant
→ AI: Manager Insights Hub
→ AI: HR Partner Hub
→ AI: Enhanced search insights
→ AI: Task prediction
→ AI: Skills Cloud
→ AI: Job description generation on job profile
→ AI: Compensation process checks and
recommendations
1: HCM
Core HCM +
Foundation
Worker Data
→ Contingent Worker Types
→ Personal Information
→ Contact Information
→ Employee Types
→ Primary Position and Job Profile Assignment (excludes multiple positions)
1: HCM
Core HCM +
Foundation
Worker Profile
→ Worker Profile
→ Employee Photos
→ Shifts
1: HCM
Core HCM +
Foundation
Modifiable
Business
Processes
Minimal updates from the delivered business processes,
which excludes custom notifications and condition rules:
→ Hire
→ Change Job
→ Request Comp Change
→ Termination
→ Photo Change
→ Change Emergency Contacts
→ Onboarding
→ Request One-Time Payment
1: HCM
Core HCM +
Foundation
→ 1 Period Salary Plan
→ Compensation Package
13 → 1 document template to capture Wage Theft Notice.
Document variations including: -Simple letter header
including logo and footer – Up to 2 conditional
paragraphs (may include introduction, employee
information, company information, rates of pay,
allowances, payday, worker’s compensation insurance
information, conclusion) – Documents delivered in 1
language only -1 remote knowledge transfer session. Any additional documents to be created by the customer post go-live
→ Compensation Grades including up to 500 Grade
Profiles
→ Up to 2 Salary Plans
→ Up to 50 total One Time Payment or Allowance Plans
not including Reimbursable Allowance Plans unless
Expenses are in scope
→ Worker Profile: Total Rewards Statement without
Payroll results
→ Delivered Compensation Basis
→ Basic Compensation Management
→ Up to 2 Hourly Plans
→ 1 Shell Commission Plan
1: HCM Benefits
Affordable Care
Act
→ Core ACA Functionality: Up to 2 ACA Measurement
Periods and Eligibility (Current Year and Upcoming year) → ACA Worker Hours and Wages load
COBRA Manage COBRA Eligibility Designations for Participants Who Lose Coverage
Data Conversion
→ Current Benefit Elections
→ Dependents & Beneficiaries
→ Benefit Annual Rates
→ Medical History for Current Year for ACA Reporting
(Medical History loading for January 1 go-lives is not
applicable)
Enrollment
→ Benefits for Headquartered (HQ) Country Operations
Only
→ Enrollment Instructions
→ Up to 30 Enrollment Event Types (including Eligibility Changes, Life Events, and Reinstatement Events)
14 → 1 Enrollment Event Rule
→ Up to 6 Cross Plan Enrollment Rules
→ Up to 3 Plan Year Definitions (current year, subsequent year, ongoing plans)
→ Up to 3 Passive Event Rules
→ Open Enrollment (business process and event
configuration support only)
Evidence of
Insurability → Manage Evidence of Insurability
Modifiable
Business
Processes
Minimal updates from the delivered business processes,
which excludes custom notifications and condition rules:
→ Change Benefits for Life Event
→ Change Benefits
→ Dependent Event
Plans
→ Administer Benefits for most commonly offered plan
types, including Healthcare (Medical, Dental, Vision),
Insurance (Life, Disability), Spending Accounts
(Dependent and Health Care), Health Savings Accounts
(maximum of 3 tiered employer contribution with no
automated proration), Retirement Savings, and additional Benefits Plans (Pet Insurance, Commuter, EAP)
→ Up to 30 Benefit Plans (including Eligibility Rules,
Coverage Tiers, Rates, and other components). Eligibility rules based on payroll hours/time worked and break in
service calculations are excluded.
Setup
→ Up to 2 Benefit Groups (including Eligibility Rules)
→ Excludes Tracking of Service Benefits
→ Benefit Defaults
Retiree Benefits
→ Up to 1 Retiree Organization
→ Up to 1 Retiree benefit group utilizing a shared plan (does not include Medicare or a surviving spouse plan)
Setup
→ Benefit defaults
→ 12 month measurement period
15 → Plan year definition - 1 for program year, 1 for ongoing → Benefits configured for 1 Country
→ Up to 15 Benefit Groups
2: PATTS
Absence
Data Conversion
→ Time off Balance Loading: Included, specifically
remaining Annual Leave balance as of the Go-Live month
from the legacy system. Customer is responsible for any frequency changes or altered values that differ between legacy system and Workday.
→ ERPA will load Active Leaves for the Previous 12
Months: Included for workers actively on leave at Go-Live, to ensure accurate worker status for headcount reporting and downstream systems.
→ Customer is responsible for providing workers actively on Leave as of go-live.
Holiday
Calendars Up to 1 Holiday Calendar (USA)
Leave of
Absence Types
Up to 7 standard leave types: e.g. (FMLA, Long-Term
Disability, Military Service, Personal Leave, Short-Term Disability, Workers’ Compensation, etc.).
→ Standard validations and eligibility logic are included. → Custom requirements are out of scope.
Sick Leave Time
off Plans
Up to 1 regulatory USA State Paid Sick Leave Time Off
Plan and State specific accrual configuration as needed. - January to December balance year period
- Balance limit variable by state
- No negative balance allowed
Time off Plans
→ Up to 3 custom Time off Plans (Vacation, Sabbatical,
etc.). Maximum of 2 accruals per plan.
→ Balance transfers between plans OUT OF SCOPE.
Work Schedules
→ Up to 10 Work Schedule Calendars
→ Up to 10 Work Schedule Rules
Payroll for
United States
Audit Report
Configuration Delivered configuration with up to 5 minor modifications
16 Banking
→ Payment Election Rules
→ Up to 2 Bank Accounts
→ Up to 2 Routing Rules
→ Default Check Layout
Checks and
Payslips
→ Default Check and Payslip Layouts
→ Excludes BIRT
Command
Center
→ Pay Cycle Command Center
→ Dashboard/Hub is included
Costing
Allocations Simple Worker Costing Allocations - Single Dimension Data Conversion
→ Payroll YTD for go-live year
→ Worker Tax Elections
→ Withholding Orders Excluded (Manual Data Entry
Required)
→ Worker Payment Elections
→ Costing Allocations Excluded (Manual Data Entry
Required)
General Ledger
→ Fiscal Posting Intervals, Schedules, Summary
Schedules, Fiscal Years
→ Journal Sources, Ledger, Ledger Types, Account Sets,
Account Posting Rules to support a single General Ledger Pay Components
→ Up to 100 Pay Components (Earnings and Deductions)
→ Net Pay Validation and Arrears
→ Pay Accumulations
→ Pay Balances
→ Pay Component Groups
→ Tax Authority Exceptions
Payroll
Processing
→ Up to 3 Pay Groups
→ Up to 2 Pay Frequencies
→ Up to 2 Run Categories
→ Off-Cycle Payments
→ Retro Processing
17 → Audit Report Configuration
→ Payroll Command Center
→ Payroll Involuntary Withholding Orders are manual
entry by the Customer
Period Schedules
→ Period Schedules for Payroll
→ FLSA Work Period Calendar Rules
Setup: AI
→ AI: Assistant on Payslip
→ AI: Prompt Reconciliation
→ AI: Payroll Anomaly Detection with Predictive Insights and Confidence Scoring
→ AI Requires ML Opt-in
Tax Reporting
→ Companies
→ Company Federal, State Payroll Tax Configuration
→ Company Local Payroll Tax Configuration
→ W-2 Configuration
→ Payroll Reporting Codes
Multiple Jobs Multiple Jobs if configured in HCM
Time Tracking
Alerts and
Validations
→ 10 delivered validations and alerts
→ Up to 3 custom Alerts
→ Up to 5 custom Validations
Data Conversion
→ Go-live Period Time will be loaded
→ Templates will be provided to customer (if necessary) Reporting
→ Time and Absence Dashboard
→ Edit and Approve Time Task
Schedules and
Calendars
→ Up to 1 Holiday Calendar to define a Holiday schedule (Absence Management scope will override)
→ Up to 10 Work Schedule Calendars
Security Up to 2 Security Groups to Support Employee Self Service and Manager Self Service
Setup: AI → AI: Time Anomaly Detection with Predictive Insights and Confidence Scoring (Requires ML Opt-in)
18 → AI: Intelligent Prompt Recommendations for Time
Tracking
Time
Calculations
→ Up to 5 Time Calculations. Listed below are included
examples of standard time calculations:
→ US time calculations: - USA California Minimum Rest
Calculation - USA California Missed Meal Penalty - USA
Holiday Must Work Day After Holiday - USA Holiday Must
Work Day Before And Day After Holiday - USA Holiday
Must Work Day Before Holiday - USA Nevada Daily
Overtime Hours GT 8
Time Calculation
Groups
→ Up to 2 Time Calculation Groups
→ Listed below are examples of USA common time
calculation groups: - USA Alaska State Nonexempt - USA
California State Nonexempt - USA Colorado State
Nonexempt - USA Country Nonexempt - USA Kentucky
State Nonexempt - USA Nevada State Nonexempt - USA
Puerto Rico Territory Nonexempt - USA New York State
Nonexempt (NYC)
Time Entry
→ Up to 2 Time Entry Templates to control a worker's
timesheet view
→ Up to 1 additional Time Entry Template if Workday
Projects is in scope
→ Up to 5 Time Entry Codes to support different types of time that can be entered. Listed below are the standard time entry codes: - Worked Time (In/Out) - Hours Worked (Hours Only)
3: FIN Accounting for
Finance Configuration
→ One ledger and one book (ledger to track actuals only) → Balancing by Company / Legal Entity plus 1 additional worktag
→ Single Primary Chart of Accounts Only
→ Single Primary Fiscal Schedule For All Companies
→ Multi-Book Accounting (GAAP and non-GAAP)
→ Consolidations
→ Intercompany Processes
→ Up to 5 Allocation Definitions
→ Up to 5 Statistics Definitions
19 Delivered
Business
Processes
Delivered Workday business processes enabled as part of the baseline deployment. Delivered business processes
are not materially modified.
→ Accounting Adjustment Event
→ Accounting Journal Unpost Event
→ Accounting Journal Event
Data Conversion
ERPA will collaborate with the customer on legacy data
conversion into Workday. This collaboration will consist of ERPA configuring the applicable EIB spreadsheet
templates, providing knowledge transfer on how to
populate these templates with a sample of the
customer's data, and providing guidance on correcting
validation errors and loading data into Workday tenants. → Opening balances journals
Operational
Countries → Operations in following countries: United States Reporting
→ Prescribed Income Statement
→ Prescribed Balance Sheet
Commitment
Accounting
→ Commitment Accounting
→ Commitment / Obligation ledgers
Accounts
Payable
Configuration
→ 1099 Configuration
→ 1099 Electronic File Generation
→ Delivered custom validations
Delivered
Business
Processes
→ Supplier Change Event
→ Recurring Supplier Invoice Event
→ Supplier Event
→ 1099 Adjustment Event
→ 1099 Filing Event
→ Prepaid Spend Amortization Schedule Event
→ Prepaid Spend Amortization Event
→ Remit To Supplier Connection Event
20 Modifiable
Business
Processes
→ Supplier Invoice Event
→ Supplier Event
Data Conversion
ERPA will collaborate with the customer on legacy data
conversion into Workday. This collaboration will consist of ERPA configuring the applicable EIB spreadsheet
templates, providing knowledge transfer on how to
populate these templates with a sample of the
customer's data, and providing guidance on correcting
validation errors and loading data into Workday tenants. → Open Accounts Payable items in Transaction currency
→ Up to 500 Suppliers and Supplier Connections for those suppliers with Open Payable Items as well as suppliers
with activity within 12 months prior to go live
→ Current year to date 1099 balances
Operational
Countries → Operational Transactions in the United States only Transaction Tax
Manual selection only on transactions for configuration Tax Authorities (up to 5), Rates (up to 5), Codes (up to 5) and Applicabilities (up to 2).
Accounts
Receivable
Configuration
→ Intercompany invoices
→ Customer Invoice Maintenance
→ Receivable Write Off
→ Receivable Aging
→ Collections and Dispute Activities
→ Customer Payment Processing - Manual processing of
customer deposits and remittance information
→ Delivered Auto-Apply Payment Rules
→ Up to 5 Revenue Recognition Schedule Templates
→ Deferred Revenue Recognition
→ Emailing of customer invoices, customer statements,
and dunning letters from Workday SMTP
Forms,
Documents &
Layouts
→ Customer Invoice (Standard layout)
→ Customer Statement (Standard Layout)
21 → Dunning Letters (Standard layout)
Operational
Countries → Operational Transactions in the United States only Data Conversion
ERPA will collaborate with the customer on legacy data
conversion into Workday. This collaboration will consist of ERPA configuring the applicable EIB spreadsheet
templates, providing knowledge transfer on how to
populate these templates with a sample of the
customer's data, and providing guidance on correcting
validation errors and loading data into Workday tenants. → Open Account Receivables Items excluding on account
balances, in Transaction Currency
→ Customers With Activity Within 6 Months Prior to Go
Live
Delivered
Business
Processes
→ Bad Debt Write-off Event
→ Customer Event
→ Customer Deposit Event
→ Customer Overpayment Event
→ Customer Refund Event
→ Customer Refund Document Event
→ Customer Statement Event
→ Customer Banking Change Event
→ Customer Credit Change Event
→ Customer Invoice Email Event
→ Customer Invoice Intercompany Event
→ Customer Invoice Maintenance Event
→ Customer Payment Application Event
→ Customer Payment Change Event
→ Customer Summary Change Event
→ Dunning Letter Email Event
Modifiable
Business
Processes
→ Customer Invoice Event
22 Transaction Tax
Manual selection only on transactions for configuration Tax Authorities (up to 5), Rates (up to 5), Codes (up to 5) and Applicabilities (up to 2).
Asset
Management
Configuration
→ Asset Accounting for non-leased assets
→ Asset Depreciation for GAAP book only
→ Additional asset books (Federal, State) that are not
accounting related
→ Asset Book Rules
→ Asset Adjustments
→ Assets registration not related to operational
transactions
→ Add "Bonus depreciation (if Federal book is utilized) → Pooled Assets
Delivered
Business
Processes
→ Asset Disposal Event
→ Asset Adjustment Event
→ Asset Assign Accounting Event
→ Asset Cost Adjustment Event
→ Asset Impairment Event
→ Asset Reclassification Event
→ Asset Registration Event
→ Asset Removal Event
→ Asset Useful Life Update Event
→ Asset Adjust In Service Date Event
→ Asset Disposal Event
→ Asset Intercompany Transfer In Event
→ Asset Intercompany Transfer Out Event
→ Asset Issue Event
→ Asset Registration Event
→ Asset Reinstatement Event
→ Asset Removal Event
→ Asset Transfer Event
→ Source from Storage Event
Operational
Countries → Operational Transactions in the United States only
23 Data Conversion
ERPA will collaborate with the customer on legacy data
conversion into Workday. This collaboration will consist of ERPA configuring the applicable EIB spreadsheet
templates, providing knowledge transfer on how to
populate these templates with a sample of the
customer's data, and providing guidance on correcting
validation errors and loading data into Workday tenants. → Active Capitalized Assets (Reconciled to Balance Sheet) → Non-primary asset loading
Asset
Accounting
→ Asset Accounting
→ Asset Sharing
→ Asset Depreciation for primary accounting book only
→ Asset Book Rules
→ Asset Adjustments
→ Non WIP related assets only unless Capital Projects is in Scope
→ Multi Book Asset Accounting with 2 Company Asset
Books
Cash
Management
Configuration
→ Bank Reconciliation
→ Delivered Bank Reconciliation Matching Rules and First Notice Rules only
→ Bank Account Management
→ 3 Financial Institutions
→ Up to 10 Bank Accounts across all companies
Data Conversion
ERPA will collaborate with the customer on legacy data
conversion into Workday. This collaboration will consist of ERPA configuring the applicable EIB spreadsheet
templates, providing knowledge transfer on how to
populate these templates with a sample of the
customer's data, and providing guidance on correcting
validation errors and loading data into Workday tenants. → Beginning Balances and Unreconciled Open Items for
up to 10 bank accounts
→ Unreconciled Open items
24 → Up to 5 bank accounts with cash balances that will require cash conversion at Go-Live
Delivered
Business
Processes
→ Ad Hoc Bank Transaction Event
→ Ad Hoc Bank Transaction Intercompany Event
→ Ad Hoc Bank Transaction Template Event
→ Ad Hoc Payment Event
→ Ad Hoc Payment Intercompany Event
→ Ad Hoc Payment Template Event
→ Bank Account Event
→ Bank Account Transfer Event
→ Bank Account Transfer for Settlement Event
→ Bank Account Transfer for Settlement Intercompany
Event
→ Bank Account Transfer for Settlement Template Event
→ Bank Account Transfer Intercompany Event
→ Bank Account Transfer Template Event
→ Bank Statement Event
→ Escheatment Item Event
→ Payment Release Event
→ Payment Return Event
→ Payment Return Statement Event
→ Print Checks Task
→ Remittance Issue Event
→ Remittance Release Event
→ Review Bank Statement Line
Modifiable
Business
Processes
→ Settlement Run Event
Forms,
Documents &
Layouts
→ Up to 3 Preprinted or Blank check stock (printer not
provided)
Financials Users Data Conversion No Transactional History
25 Included
Features
→ Orgs (Supervisory, CC, Company, Region, Location) and Associated Hierarchies
→ Position Management Staffing Model
→ Delivered Security Groups, Roles
→ Manager & Employee Self-Service
→ Generic Worker Type
Included, but
not Modifiable
BPs
→ Hire Employee
→ Create & Edit Position
Foundation Data
Model Review & Design
→ Review reporting requirements, chart of accounts, and future state data model and reporting desires.
→ Review and education of cross functional Workday
Organizations such as companies, cost centers, locations, business units, regions, and custom organizations.
→ Review, education, and design of financial elements
such as ledger accounts, spend categories, revenue
categories, etc.
Grants
Management
Configuration
→ Award Contracts and required attributes
→ Award Schedules
→ Award Plan Structure and Award Budgets
→ Award Spending Restrictions
→ Award Budgeting (including): Budget Checking -
Awards, Budget Approvals & Amendments - Awards
→ 1 F&A Rate Agreement
→ Calculate F&A Costs
→ Award Sponsor Billing by one of the following
methods: Cost Reimbursable only or Fixed Cost
→ Sponsor Payment Processing
Data Conversion
→ Grants/Grant Hierarchies, Roles Assignments, Default
Worktags
→ Sponsors associated to Active Awards
→ Award Contracts active at Go Live
→ Award Life to Date Expenses and Billed Balances via
simulated billing through Accounts Receivable for Active Awards at Go Live
26 → Award Budgets for Active Awards at Go Live
Delivered
Business
Processes
→ Award Budget Hub Event
→ Award Correction Event
→ Award Proposal Event
→ Award Task Event
→ Eligible Investigator Event
→ Grant Draw Details Event
→ Letter of Credit Draw Down Event
→ Reprocess Award Costs Event
→ Summary Reimbursable Calculation Event
Modifiable
Business
Processes
→ Award Event
→ Award Amendment
Procurement
Configuration
→ Procure-to-Pay Process Configuration, including:
Requisitions, Sourcing Requisitions to Purchase Orders, Change Orders, Receipts and 3-way matching
→ Generic Purchase Items (up to 500)
→ Suppliers
→ Matching Override
→ Supplier Retention
→ Delivered Supplier Invoice Matching Rules
→ Supplier Contracts (excluding Lease Contract types)
Data Conversion
→ 60 Open Supplier contracts
→ 60 Open Approved Purchase Orders
→ Receipt for Open Approved Purchases Orders
Operational
Countries →Operational Transactions in the United States only Forms,
Documents &
Layouts
→ Purchase Order (Standard Layout) - English Language
Only
Delivered
Business
Processes
→ Change Order Event
→ Purchase Order Event
→ Purchase Order Issue Event
27 → Purchase Order XML Issue Event
→ Receipt
→ Receipt Accrual Event
→ Receipt Adjustment
→ Requisition Event
→ Requisition Sourcing Event
→ Return to Supplier Event
→ Supplier Accounts Match Event
→ Supplier Accounts Match Exception Override Event
→ Supplier Contract Amendment Event
→ Supplier Contract Event
→ Supplier Contract Invoice Schedule Event
→ Supplier Contract Purchase Order Schedule Event
Transaction Tax
Manual only on transactions for configuration Tax
Authorities (up to 5), Rates (up to 5), Codes (up to 5) and Applicabilities (up to 2).
Projects
Configuration
→ Internal Projects or Capital Projects (if Asset
Management is in scope) configuration
→ Transactions tagged to Projects (not tasks)
→ Up to 5 Project Templates
→ Up to 4 Levels of Project Hierarchy Design
→ Up to 5 Custom Validations
→ Up to 10 Standard Cost Rate Rules
→ Up to 5 Resource Plan Templates
→ Up to 20 Project Roles
Data Conversion
→ Up to 250 Active Projects
→ Up to 50 Resource Plans
→ WIP conversion for up to 250 active capital projects
Delivered
Business
Processes
→ Ad Hoc Project Transaction Event
→ Create Project
→ Create Project Hierarchy
→ Edit Project
→ Project Resource Plan Line
28 → Verify Capital Project Expense
→ Verify Project Labor Cost Summarization
Project
Budgeting
Project Budgeting including: Budget Checking - Project, Budget Approvals and Amendments - Project
Revenue
Management
Configuration
→ Contract Billing (Goods and services and usage-based
contracts only)
→ Billing and Revenue Schedule Templates
→ Revenue Recognition (Fixed fee and usage only)
→ Primary Customer Contract Setup only to define billing and revenue recognition (no alternate contracts)
→ Usage Based Billing (Non-MEA Contracts)
Data Conversion No Conversion of Customer Contracts
Transaction Tax
Manual selection only on transactions for configuration Tax Authorities (up to 5), Rates (up to 5), Codes (up to 5) and Applicabilities (up to 2)
1.04 INTEGRATIONS AND REPORTS SCOPE
During the Architect and Configuration stage, ERPA will collaborate with the Customer to review and refine the list of integrations, prioritize, and identify integrations to be developed by ERPA. The table below depicts an assumptive list of the templated integrations to be developed by ERPA for this scope of work. A templated integration refers to using pre-built, standardized blueprints to build system connections. Additional integrations beyond this number based on this discovery may be developed by Customer or added to ERPA’s scope of integrations to develop via a change order.
Integration Scope
Active Directory
SSO Authentication
Bank ACH
Bank Positive Pay
Bank BAI2
CivicPlus - Receipt/GL
29 CivicRec - Receipt/GL
ShelterLuv - Receipt/GL
Citytech
Electronic 1099 Filing
E-Verify
NeoGov
CCB - Medical, Dental, Vision, Retirement/CalPERS
HSA, FSA, Cobra
Payroll Tax Filing
1.05 EXCLUSIONS
Customer may choose to implement any project component (if subscribed) that is not listed as in scope at their discretion following the initial Workday deployment project phase.
30 Attachment 2: Project Approach
2.01 OVERALL ERPA DEPLOYMENT ACTIVITIES
ERPA shall perform the following Services as part of the deployment process:
a. Scope review and Customer orientation to Workday deployment process; b. Initial configuration assembly;
c. Load Customer data into Workday testing, gold, and PROD tenants, per the functional scope tables.
d. Provide relevant knowledge transfer;
e. Support Customer testing efforts (Customer is responsible for all testing, including test scenario development);
f. Final readiness check; and
Hypercare Services:
a. Hypercare includes up to 45 calendar days of Post-Production support (the Move-To-Production support window) commencing with the project’s Move-To-Production date. 30 hours of stabilization is included for Customer specific configuration related changes during the 45 calendar days after Move-To-Production date, after which date any remaining stabilization hours expire.
b. Hypercare introduction would initiate 6-8 weeks prior to Move-To-Production date.
The Customer shall perform the following activities as part of the deployment process:
a. Review scope;
b. Attend training, workshops and meetings as required; c. Collect, clean and validate all Customer data;
d. Test system, identify problems and aid in issue resolution; e. Train all managers and employees for self-service functionality; f. Be responsible for all internal change management; and g. Move-To-Production sign off.
2.02 ERPA SPARK
SPARK Readiness. Simply put, SPARK is a proactive set of pre-planning activities and groundwork centered around achieving four (4) key outcomes:
31 1. Project alignment across all parties by setting expectations upfront for key project aspects such as scope, timeline, and deliverables. Our experience has proven that when project team members are briefed and aligned on the key details of the project upfront, change acceptance is high and project plan activities are completed without issue.
2. Mitigating downstream risk by communicating, collaborating, and discussing critical considerations like cross-functional impacts, integration touchpoints, data conversion, and more. When risks are identified early in a project, they can be mitigated and even eliminated prior to interfering with the defined project plan.
3. Gaining confidence through demonstrated transparency, expertise, communication, and commitment to a successful Workday deployment. Confidence will not only be gained by customer about ERPA through the SPARK process, but confidence will be abundant in the journey ahead. Even for institutions like customer who are already users of Workday, a Workday implementation may present uncertainty and unease about the changes ahead. By participating in the activities contained within SPARK, participants will confidently embrace the next steps and feel empowered in their decision-making.
32 2.03 DETAILED DEPLOYMENT ACTIVITIES
The following chart depicts the major processes and activities for the Launch deployment effort.
STEP Customer Activity ERPA Activity
1 Project Planning
Customer Scope
Review Meeting
Customer project manager and
Customer stakeholders confirm
project scope.
ERPA engagement manager reviews
Project Scope and highlights work
required to complete deliverables.
Customer Training
Plan
Customer compiles training plan
based on available credits. Customer
stakeholders participate in training
sessions detailed in the Training
Packages and Training paths.
ERPA engagement manager will review
Training Tiers, Timeline, Paths, and Free
Training Resources and assist customer
with their compilation of the training
plan.
Communication Plan
Customer project manager
documents audience, method,
communication channels, key
messages and approach to Customer
communications.
ERPA engagement manager will review
communications plan.
Project Plan Customer project manager provides
input and confirms the project plan.
ERPA engagement manager will provide
a project plan. Upon finalization, ERPA
will maintain the plan.
Change Management
Plan
ERPA Change Lead provides plan that
defines the change management
33 Customer Change lead and project
manager will review the change
management plan.
strategy and approval methods for the
following:
° Strategy Change
° Process Change
° Scope Change
° Customer roles and
responsibilities in context of Workday
solution
Issue Management
Plan
Customer project manager will
review Issues log and participate in
weekly meetings.
ERPA engagement manager will provide
issue tracking templates and process.
ERPA recommends weekly PMO
meetings and will provide meeting
summaries and progress reports.
2 Project Kick-Off
Project Kick-Off Customer stakeholders participate in
project kick off.
ERPA engagement manager will conduct
project kick off.
Functional Core
Concept Reviews
Customer project manager and
Customer stakeholders participate in
Functional Core Concept Review
sessions to validate business
processes and confirm configuration
direction and complete necessary
workbooks.
ERPA engagement manager and ERPA
specialists lead Functional Core Concept
Review sessions and gather final
configuration requirements.
Data Conversion
Workshop
Customer stakeholders participate in
Data Conversion Workshop and
provide source data, field mapping
documentation, and legacy system
context required for conversion
planning.
ERPA specialists lead Data Conversion
Workshop to establish conversion
strategy, data mapping, and quality
validation approach.
Integration Discovery
Customer stakeholders participate in
Integration Discovery sessions and
provide source/target system details,
field mapping, and integration
requirements.
ERPA specialists lead Integration
Discovery to document integration
requirements, confirm scope, and
establish build approach for all
integrations in scope.
3 Services Work
Build Gold Tenant NA
ERPA specialists build and configure the
Gold Tenant according to workbooks
established during Core Concept
Reviews. The Gold Tenant serves as the
single production-ready tenant
throughout the engagement.
Data Conversion and
Smoke Testing
Customer stakeholders provide
source data files and validate
converted data against expected
results during smoke testing
sessions.
ERPA specialists execute initial data
conversion loads and conduct smoke
testing to validate data integrity and
configuration accuracy.
Build and Unit Test
Integrations
Customer stakeholders support ERPA
effort and will provide any Company
ERPA specialists complete build and unit
test of all integration elements specified
in integration scope.
34 specific information required for
integration build and testing.
Test Preparation
Customer stakeholders participate in
test preparation activities, including
review and creation of additional of
test scenarios and confirmation of
data readiness for End-to-End
testing.
ERPA engagement manager and ERPA
specialists lead test preparation, provide
starting point Workday-standard End-toEnd test scenarios, and confirm tenant readiness for testing.
Worker Data Catchup
Customer stakeholders provide
updated worker data files and
validate catchup load results. Data
catchup is hand keyed depending on
volumes.
ERPA specialists execute Worker Data
Catchup load (if volumes permit) to
ensure the tenant reflects current
employee population prior to End-to-End
testing.
4 Management
Checkpoint
Gold Tenant
Configuration Review NA
Review the tenant to determine whether
the defined scope and configuration
tasks were completed properly and the
tenant is ready for End-to-End testing.
Training Plan Review
Customer change and training
resources leads a review of the
training plan. Customer stakeholders
participate in the review.
ERPA engagement manager participates
in a review of the training plan.
Test Plan Review Customer stakeholders participate in
a review of the test plan.
ERPA engagement manager will review
the Customer-owned test plan.
Final Production
Scope
Customer engagement manager
agrees to final production scope and
executes necessary change orders.
ERPA engagement manager agrees to
final production scope and executes any
necessary change orders.
5 Test & Deploy
Guided End-to-End
Lifecycle Workshop
Customer engagement manager and
Customer functional leads participate
in ERPA-led Guided End-to-End
Lifecycle Workshop sessions,
executing business process scenarios
within the Gold Tenant.
ERPA engagement manager and ERPA
specialists lead Guided End-to-End
Lifecycle Workshop sessions, walking
Customer stakeholders through end-toend business process scenarios to validate configuration and prepare the
team for independent End-to-End
testing.
End-to-End Test
Customer conducts End-to-End Test
of business transactions and
integrations within the tenant per
the test plan. Customer stakeholders
write and execute all test cases using
Workday-standard scenarios
provided by ERPA.
ERPA supports End-to-End Test and
resolves configuration defects identified
during testing.
User Readiness
Review
Customer trains end users with
developed training materials and
ensures end users have a thorough
understanding of Workday prior to
go-live.
ERPA engagement manager confirms
Customer conducts User Readiness
Review.
35 Parallel Testing
Preparation, if
Payroll in Scope
Customer stakeholders prepare
parallel testing data and confirm
payroll processing approach for
parallel run.
ERPA specialists support Parallel Testing
Preparation, including confirmation of
payroll configuration and data readiness.
Parallel Testing, if
Payroll in Scope
Customer conducts Parallel Testing
by processing a parallel payroll run
and reconciling results against legacy
system output.
ERPA supports Parallel Testing and
assists with reconciliation of parallel
payroll results.
6 Management
Checkpoint
Test Stage Sign-Off
Customer project manager will
signoff that the configuration is
complete in the context of preconfiguration, scope, and any change orders with the "Cutover Checklist".
ERPA engagement manager will
acknowledge system signoff and prepare
for go-live.
7 Deploy
End User Training
Customer executes the end user
training strategy per the plan prior to
go-live.
ERPA engagement manager and ERPA
specialists confirm Customer trains end
users.
Worker Data Load &
Catchup
Customer stakeholders provide final
worker data files and validate data
load results prior to go-live.
ERPA specialists execute final Worker
Data Load and Catchup into the Gold
Tenant to ensure the production
environment reflects the current
employee population at go-live.
Go-Live
Customer approves and signs off that
the Workday solution is ready for golive.
ERPA engagement manager confirms golive readiness and supports the Customer through the go-live event.
Post Production Data
Conversion
Customer stakeholders provide
remaining legacy data files and
validate post-production conversion
loads.
ERPA specialists execute Post Production
Data Conversion to load any remaining
historical or legacy data into the
production Workday tenant following
go-live.
8 Post-Production
Support
Post-Production
Support NA
This support will encompass all
functionality that was deployed by ERPA
during the project.
ERPA will support all functional areas for
45 days from the move to Production
date.
Integrations will be supported for one
successful production run of integrations
or 30 days from go-live, whichever
comes first.
After the post go-live support period,
Customer will address defects with their
on-going production support
organization (e.g. in-house, ERPA
applications management, etc.).
36 Transition/Support
Orientation
Customer primary contact receives
orientation in ERPA support
processes.
ERPA will provide orientation in
Workday Production Support.
2.04 COMMUNICATION AND ISSUE ESCALATION
Regular communications are planned to ensure that constraining issues do not arise. Customer engagement manager is the primary escalation point for all Customer employees and issues. If necessary, Customer issues will be escalated to Customer’s project sponsor for prompt resolution by obtaining direction from the appropriate people within Customer's organization. The ERPA engagement manager is the escalation point for all ERPA employees and issues. If necessary, ERPA issues will be escalated to the ERPA’s Executive sponsor for prompt resolution.
The parties acknowledge that throughout the project there may be issues that require escalation. If this is the case, either Party may convene a meeting with the executive sponsors to resolve such issues and develop a mutually agreed solution. A Change Order may be initiated, as detailed below, if any part of the agreed solution impacts scope, effort, timeline, resource commitments, proposed services fees or expenses.
2.05 CUSTOMER SIGN OFFS
ERPA is devoted to assuring that tenant build is consistent within the parameters of the Customer Scope found in Attachment 1, which may be adjusted by a Change Order upon review of the Customer Data and Configuration Workbooks. To accomplish this, a number of “Sign Offs” will be established to maintain this consistency and will be jointly determined by the Customer and ERPA engagement managers.
2.06 CHANGE ORDER PROCESS
Either Customer or ERPA may request changes to the Services, Service Deliverables, and/or any other aspect of a SOW through a written change order (“Project Change Order”) and provide justification for the change and the impact to the project’s scope, schedule, and cost. Promptly thereafter Customer and ERPA shall discuss what impact the Project Change Order will have on the Services and Service Deliverables and on pricing, timing, quality, and other terms of the applicable SOW. Any changes to a SOW agreed upon by the parties as a result of the foregoing process shall be set forth in a change order signed by the parties (“Change Order”). Once a Change Order is signed, it shall amend, and become part of, the applicable SOW. Neither Customer nor ERPA is obligated to change the Services, Service Deliverables, or any other aspect of a SOW unless a Change Order for such change has been signed by the parties and ERPA shall not be required to suspend its performance of the Services while the negotiation of a Change Order is ongoing. If any of the following events occur while ERPA is engaged to provide the Services (each a “Change Order Event”), the parties will work to mutually agree upon a
37 Change Order to the applicable SOW to eliminate such adverse impact (the following list is not allinclusive):
(i) The scope, approach, or timing of the Services change. (ii) Delays are encountered that are beyond the reasonable control of ERPA, including delays caused by third party software and hardware vendors or their related products and/or services; (iii) An assumption set forth in the applicable SOW is invalid; or (iv) Customer fails to meet its obligations outlined in this Agreement or the applicable SOW.
ERPA shall notify Customer within thirty (30) days after becoming aware of a Change Order Event.
Notwithstanding anything to the contrary in the applicable SOW, if Customer and ERPA do not sign a Change Order within thirty (30) days of Customer’s receipt of such notice, ERPA may:
(i) The COR status will be logged, tracked, and managed as a ‘deferred’ request. (ii) Work will progress without incorporating the requested change into the work plan. (iii) Where an approval or rejection decision is necessary for the managed services engagement to progress, the change request decision will be escalated as a project issue. (iv) suspend or terminate the Services upon written notice to Customer.
Change Orders will only be binding when signed by authorized representatives of both Customer and ERPA. For CORs outside the stated project scope, the Customer approver will authorize budget allowance, on a time and materials basis, for ERPA to perform the initial analysis of a change request.
ERPA shall coordinate any changes in hardware, network, software, configuration, or services with Customer. Customer may defer the change based on impact to business operations.
38 Attachment 3: Project Timeline
3.01 Anticipated Deployment Timeline
The proposed duration and completion date of each stage is listed below, based upon the execution date of this SOW and availability of resources and training. ERPA requires two (2) weeks from SOW signature date to align and engage resources.
3.02 Project Timeline
The following table highlights the proposed project timeline for this phased deployment:
STEP PROJECT TIMELINE
AND DURATION
ANTICIPATED WORKDAY
MOVE-TO-PRODUCTION DATE
POST GO-LIVE
SUPPORT END DATE
Phase
1 5 Months Plus Post
Production Support May 1, 2027 June 18, 2027
Plan
Configure
Testing
Deploy
01 02 03 04 05 06
10 days Project Planning
10 days Func�onal Core Concept Reviews
5 days Data Conversion Workshop
15 days Integra�on Builds
5 days Guided End to End Lifecycle Workshop
20 days End to End Tes�ng
15 days Gold Tenant Build
5 days Data Conversion to Gold Tenant
5 days Data Catchup
5 days Integra�on Discovery
5 days Data Conversion and Smoke Tes�ng
10 days Test Prepara�on
5 days Worker Data Catchup
25 days Post Produc�on Data Conversion
5 days Smoke Tes�ng
Project Kickoff
Week 01
Provision Gold Tenant
Week 04
Move to Produc�on
Week 18
End User Go Live
Week 18
First Produc�on Month End Close
Week 24
WDR1
Week 11
FINS Only Wave 1
Months
High
Medium
Low
ERPA Owned
An�cipated Customer Effort
39 3.03 Hours of Operation
ERPA will provide services during Customer’s normal business hours (Monday through Friday). ERPA observed Holidays below:
New Year’s Day Memorial Day Juneteenth Day Independence Day
Labor Day Thanksgiving Day After Thanksgiving Christmas Day
3.04 Notes:
°All other Project Milestones will be found in the Project Plan. The project plan will be loaded into Smartsheet.
°Any change to dates will be acknowledged via email.
°Workbooks will be managed through SFTP using comments and version history. °The Customer’s Deployment Tenant will be tested and validated based on the data contained in the Workbooks provided.
°Issues – Issues are logged in the Issue Log.
If any Project Milestone date is not achieved by the associated milestone due date, °All subsequent milestone due dates will be revised to a mutually agreed upon milestone due date to accommodate for the lapse time caused by the past due occurrence and °The responsible party shall use all commercially reasonable efforts to do all that is required to meet the Critical Project Milestone as soon as possible after the original milestone due date.
If ERPA is the responsible party and the failure causes extra work to be performed by ERPA or any other delays, ERPA shall perform the duties herein at no charge to the Customer. If the Customer is the responsible party and the failure results in extra work to be performed by ERPA, a resulting change order will be submitted to the Customer that reflects the additional cost and effort.
40 Attachment 4: Project Roles and Responsibilities
4.01 Customer Roles and Responsibilities
Customer’s core responsibilities include: a. managing Customer-specific deployment components and resources; b. managing overall migration of Customer from its existing systems to Workday and the Services contemplated in the Agreement and educating Customer’s workforce; c. providing Customer Data, documentation, and information in a timely manner as reasonably requested by ERPA; d. responsible for vendor management and data validation as it relates to integrations; e. managing design, development, and testing of all Custom Customer-developed Integrations; f. analyzing, evaluating, testing, verifying, and making decisions on new processes and systems with respect to Workday.
Responsibilities assigned to project sponsor, engagement manager, and other named positions below may be delegated to other Customer personnel at Customer’s discretion.
Customer will assume responsibility for the following roles and responsibilities:
ROLE RESPONSIBILITIES
Customer Project
Sponsor
Obtaining appropriate internal funding and approvals
Resolving issues related to Customer’s responsibilities and within Customer’s control that are impeding the progress of the Services Providing overall direction to the Customer engagement manager Customer Engagement
Manager
Point of contact for overall deployment
Obtain applicable participation of appropriate Customer resources Work closely with ERPA engagement manager
Provide business and technical guidance with respect to Customer’s applicable business operations
Facilitate Workday tenant review sessions
Participate in project status sessions
Timely resolution of any escalated issues that are Customer’s responsibility and within Customer’s control
Communication with key stakeholders
Provide/coordinate signoff on all deliverables
Participate in all transition and wrap-up discussions
41 ROLE RESPONSIBILITIES
Jointly develop with ERPA a Workday cutover plan and assist ERPA with managing Workday cutover execution
Close project from Customer’s perspective
Point of contact for overall deployment
Customer Functional
Lead
Communicate functional and business process requirements with respect to Customer’s applicable business operations
Validate Customer data
Identify, escalate and seek to resolve project issues that are Customer’s responsibility and within Customer’s control
Participate in tenant review sessions
Develop test scenarios and test cases for testing
Plans, manages, and performs testing/reviewing all testing types, including unit testing of Customer-developed integrations, as applicable, configuration testing, End-to-End testing, user acceptance testing, and payroll parallel testing as well as approving all related issue resolutions Customer Technical
Team
Technical contact for ERPA technical interaction/coordination Oversight of interface/integration development and testing for internal Customer systems
Performs unit testing, integration testing and issue resolution for Customer-developed integrations
Technical issue investigation and resolution that are within Customer’s responsibility and within Customer’s control
Participate in Workday cutover activities that are Customer’s responsibility Customer Change
Management and
Training Lead
Coordinating all training activity for Customer personnel Understand and communicate Customer’s business objectives and requirements
Develop internal training approach and additional training documentation not included in ERPA scope of deliverables
Lead review of training plan
42 ROLE RESPONSIBILITIES
Customer
Administrator
Administer users, groups and approval rules with respect to Workday security
Submit and track technical issues with respect to the implementation as relates to third party interface issues with Customer vendors Main contact with ongoing production support after deployment
4.02 Additional Customer Responsibilities
°The Customer is responsible for testing of the system. The ERPA team will support the testing process by providing Workday standard test scenarios, as a starting point, to facilitate the testing process and performing defect resolution. ERPA highly encourages the customer to add additional test scenarios that are specific to the customer’s operations. The ERPA engagement manager will serve as the primary point for escalating and ensuring the ultimate resolution for any issues that arise during testing.
°In accordance with its internal policies, Customer will provide agreed upon workspace and network connections when services are performed onsite.
°Customer is responsible for the timely coordination of internal resources reasonably necessary to conduct required workshops; if Customer receives sufficient notice of such workshops, in advance. °Customer will contract directly with Workday for all required Workday delivery assurance efforts.
Henceforth, the costs of these efforts are not covered by this Statement of Work. °Customer will actively participate in design workshops reasonably required for ERPA to obtain any functional design decisions and technical integration specifications necessary to configure the Workday Service; if Customer receives sufficient notice of such workshops, in advance. °The Customer will provide assistance and support in the engagement of all third-party vendors, Customer IT staff, etc. to introduce ERPA as their Workday Services provider.
4.03 ERPA Roles and Responsibilities
The ERPA project team roles and responsibilities are set forth below. The extent of each ERPA team member’s involvement will vary by task as defined in the project plan which will be formulated by the Parties subject to this SOW.
ERPA will assume responsibility for the following roles and responsibilities:
43 ROLE RESPONSIBILITIES
ERPA Executive
Sponsor
Provide ultimate responsibility for ERPA resources, implementation services, and overall project delivery
Resolving issues related to ERPA responsibilities and within ERPA’s control that are impeding the progress of the Project
Providing overall direction to the ERPA engagement manager ERPA Engagement
Manager
Point of contact for overall deployment of Workday
Cause ERPA resources to be available and properly assigned Manage timeline of the provision of the Services to timely completion Cause ERPA resources to participate with respect to ERPA obligations and responsibilities
Identify and addresses resources needs
Provide roles, responsibilities, and issue escalation path with respect to implementation issues, subject to Customer review and approval Identify and escalate, as appropriate, issues with respect to the Services Obtain Change Requests and Customer sign offs, as applicable Provide timely project communication and status updates as reasonably requested by Customer from time to time
Provide documentation to ERPA support services upon conclusion of the provision of the Services
Distribute project wrap-up document upon conclusion of the provision of the Services
ERPA Functional
Consultants
Facilitate Foundation Alignment and Customer confirmation sessions Configure tenant
Coordinate Workday system testing and manage issues resolution Support customer in all testing types including configuration testing, user End-to-End testing, user acceptance testing, and payroll parallel testing and supports customer in any related issue resolution
44 ROLE RESPONSIBILITIES
Provide an overview of ERPA specific Data and Configurations Workbooks with Customer as it relates to configuration, mapping, and data load into Workday
ERPA Integration
Consultants
Assist with technical aspects of tenant configuration
Design and develop ERPA-developed integrations
Provide guidance for Customer-developed integrations
Supports customer in performing testing and in any related issue resolution
45 Attachment 5: Project Assumptions
The fees and timeline for this Project are based, in part, on the Assumptions stated below. If any of these assumptions are not met, ERPA shall (I) promptly advise the Customer in writing; (II) use reasonable efforts to mitigate delays and additional costs or fees; and (III) be compensated for the additional necessary services rendered as a result of Customer’s failure to meet the identified assumptions. Any additional services will be provided pursuant to a Change Order in accordance with the process detailed in Attachment 2.
5.01 GENERAL
1 | ERPA will access only Customer-specified environments. 2 | The ERPA team will perform work primarily in Sandbox and Implementation tenants and will only perform work in a Production environment at the written direction of Customer. 3 | If Customer delays either occur at the project start or any point during the project based on Customer or Customer third party circumstances, the Customer understands that ERPA’s ability to staff the project and meet any agreed dates, including the target Move-To-Production date, could be at risk. ERPA will work with the customer to identify the impact(s) of any delays and will discuss all options before coming to a mutual agreement on next steps. ERPA reserves the right to charge the Customer for any committed hours, redeployment costs including revisiting and revising the project’s costs and timetable as set out in this SOW. All revisions are subject to a Change Order Process as outlined in Attachment 2.
4 | If Customer cannot meet set completion dates for deliverables and/or Project Milestones, ERPA reserves the right to revisit and revise the project’s proposed costs, impacted milestone or completion dates and approach to completing the project. All revisions are subject to a Change Order Process as outlined in Attachment 2.
5 | Post-production costs beyond what is described in Scope are not included in this SOW. 6 | Proposed fees are based upon the Customer extracting data from its legacy systems and ensuring all data provided to ERPA is clean, valid and duplicate values removed. 7 | Many project delays can be attributed to challenges in cleaning and converting Customer data.
Customer must prioritize this Project activity as soon as is reasonably possible after Project commencement, in order to reduce any impact to the Project timeline. Customer must identify skilled data conversion resources and engage them on the project as soon as possible. 8 | Services identified herein are assumed to be primarily delivered remotely and ERPA will advise when onsite delivery is recommended for certain tasks.
9 | ERPA will not be performing a fit-gap or deep-dive analysis (design) of Customer’s business requirements.
10 | Customer must provide all data in accordance with Workday standards as detailed in the Workday Deployment Data Formatting Guide.
11 | All subject matter experts, project influencers, and those responsible for sign-off on deliverables are clearly identified in the project kick off, including subject. 12 | Customer will have all subscriptions for in scope functionality including any necessary subscriptions for integrations.
13 | Customer will provide necessary documentation (i.e. application details, network topology or related diagrams, policies and procedures including test plans, etc.) to facilitate knowledge transfer 14 | Respond to ERPA requests, including user acceptance testing, in a timely manner to ensure services occur within the agreed upon timeline
46 15 | Customer will Make designated Customer staff available to assist ERPA and provide necessary access where required.
16 | Customer will Provide a Project Manager/Coordinator – facilitate the coordination between all vendors and Customer stakeholders to establish timelines, project plans and serve as primary point of contact
5.02 TEST AND PREPARE FOR PRODUCTION
1 | ERPA will provide knowledge transfer to Customer for the Workday system through several means, including but not limited to testing, detailed discussions and other reviews as identified by the project team.
5.03 Management
1 | Planned management sessions include:
a. Weekly Status – Typical duration is approximately 1 hour per week b. Sponsor Sessions – 3 sessions with a typical duration of 30 minutes each
5.05 INTEGRATIONS
1 | Customer is responsible for executing integration testing with support from ERPA. 2 | ERPA will be responsible for extracting from Workday for outbound integrations, in the specified format. ERPA is not responsible for loading data into the target system unless specifically specified in the integration scope section.
3 | Customer will be responsible for providing data in an ERPA specified format for inbound integrations into Workday. ERPA is not responsible for extracting data from the source system unless specifically specified in the integration scope section. 4 | Workday Cloud Connect Integrations are only Cloud Connect integrations if the Workday integration templates are used with zero exceptions. Any deviation outside the Workday delivered template results in the integration becoming a custom integration. A change order must be executed for this which may result in increased hours. Note: Basic calculated fields nor field overrides are considered deviations from the template. 5 | Integration fees for this deployment are based on information that was provided during the sales phase. Integration fees are subject to change after the discovery and design work is completed. If there is a change to the scope or proposed fees, this will require a Change Order (Process outlined in Attachment 2).
6 | It is Customer’s responsibility to clean inbound data (i.e., that the data is not duplicated and is valid) from third party systems.
47 7 | Customer agrees to manage communications with their respective providers during the development of the integrations. The ERPA integration resource will only configure the integration to specifications provided by the Customer. If there are additional costs, these will require a Change Order (Process outlined in Attachment 2). 8 | The Customer is responsible for managing the provider and ensuring that the provider completes their deliverables based on the agreed upon timeline. Delays due to lack of response or unexpected slower turnaround time by the provider may result in additional costs to the Customer.
9 | Any benefit integration not listed in the Workday Cloud Connect Integrations Catalog will be considered a custom integration. ERPA will make every effort to get an integration added to the Cloud Connect Integrations catalog to be implemented as part of the project if timelines permit. 10 | Customer will review and approve design requirements prior to ERPA designing any in scope custom integrations. Changing design requirements after final design approval has been received may impact integration delivery and proposed fees.
11 | Ownership of custom integrations is transferred to the Customer after deployment. 12 | Customer agrees to make reasonably available appropriate Customer technical and functional resources during the project timeline to assist with discovery, data mapping, data validation, testing, and UAT activities with each built integration; provided the Customer receives sufficient notice of such events, in advance.
13 | All integrations will be migrated up to a total of three times, once for end-to-end testing, parallel testing and production.
14 | Any integration not specifically mentioned in this Statement of Work is assumed to be out of scope. A change order can be executed to make any scope changes. 15 | Customer must provide integration specification to ERPA tech team within 5 days of project kickoff.
16 | An introductory email from ERPA describing the process and approach will be sent to the Customer providing the ERPA integration contract name. An integration kickoff meeting will be performed to confirm scope and high-level timeline expectations for success. 17 | Integration design documents will be pre-built with best practices of business rules and assumptions. Customer specific fields will be identified and completed by the Customer. 18 | Customer/vendor interaction will be limited to an initial requirements scoping/mapping session per integration.
5.07 REPORTING
1 | ERPA will enable Workday delivered security for all Workday delivered, standard reports related to the in-scope functionality.
48 2 | ERPA defines a custom report as “a Workday delivered report that needs to be modified or enhanced and that modification or enhancement replaces the Workday delivered report, or a report that requires building from scratch.”
3 | Reports are limited to then-available report data sources and custom report fields. 4 | If custom reports are included in project scope, ERPA will review the requirements and work with Customer to assist with the design and configuration of custom reports as identified during Architecture. If additional assistance is required from ERPA above the number of hours allocated in this SOW to build the reports, a Change Order would be created. ERPA will provide knowledge transfer to the Customer of any ERPA assigned custom developed reports to help prepare the Customer for any future reporting requirements. Customer will attend Workday report writer training prior to developing any custom reports.
5.08 SECURITY
1 | Customer will utilize the Workday security roles in the delivered Workday tenant, with no changes to existing security roles or creation of custom security roles until post-production and Customer may acquire additional Services to make such changes or make such changes themselves.
5.09 WORKDAY EXPENSES FUNCTIONALITY
1 | Payments will use an existing Banking Institution and Bank Account already established in Workday. Configuration does not include a banking integration for payment, unless otherwise stated as in scope.
2 | The following features of Workday Expenses are not in scope: Expense Item Segmented Security, Expense Credit Card Integration, Travel Journal, Travel Booking, Travel Profile, and Spend Authorizations & Cash Advances.
3 | Eligibility will only be available for employees in the Countries specified as in scope. 4 | VAT setup not in scope.
5.10 PLAN STAGE
1 | Each Party will assign an Engagement manager to manage such Party’s roles and activities for this project.
2 | Customer will assign an Executive Sponsor to participate in Steering Committee meetings and be available to resolve issues impacting the success of the project. 3 | Customer will have knowledge of or provide documentation that reflects existing business processes.
4 | Customer will complete Workday training prior to beginning the Architect Stage.
49 5 | Any overall timeline changes including Critical Project Milestone will be incorporated into the revised project plan.
5.11 ARCHITECT STAGE
1 | ERPA will deploy a single set of Workday’s delivered business processes definitions across the organization.
2 | Customer agrees to utilize Workday’s delivered business processes across the enterprise with only limited changes to the listed modifiable business processes noted in scope set forth in Attachment 1: Project Scope until after post-production support has completed. Limited changes are defined only as removing process steps, adding approval or review steps (limited to 3 per modifiable business process), adding To Do steps (limited to 5 total), low complexity condition rules (defined as three or less lines of logic), or changing approvers or removing initiating security groups. Limited changes do not include creating rule-based business process definitions (alternate workflows), calculated fields, custom notifications, changing security (other than what is defined above), adding additional process action steps, or complex conditional rules necessary to meet Customer’s unique requirements. Customer may acquire additional Services to make such changes or may make such changes themselves in post-production. 3 | ERPA to provide knowledge transfer associated with project functionality scope set forth in Attachment 1: Project Scope.
4 | ERPA will deploy all employee and manager self-service business processes related to the configuration scope depicted in this SOW.
5 | Customer will provide the necessary technical specifications for all ERPA configured or custom integrations defined in scope sections.
6 | ERPA will ensure that knowledge transfer of the Workday Service will occur during the configuration review workshop, detailed discussions and other reviews as identified by the project team.
5.12 CONFIGURE AND PROTOTYPE
1 | Prototype configuration activities will primarily be completed off site by the ERPA team members. 2 | Customer business analysts will complete configuration tests before confirming “go ahead” recommendation for moving into Test stage.
3 | All outstanding items from the build are documented as part of the issues log, which will be maintained through the completion of the project.
4 | The Test stage cannot be entered without the completion and approval of the Configuration Prototype Review and the Integration Design Review by Delivery Assurance.
50 5 | ERPA will provide Customer with Data Gathering Workbooks with appropriate descriptions for data conversion.
6 | Customer will ensure all data provided to ERPA is clean, valid and duplicate values have been removed.
7 | Customer will populate the supplied deployment Data Gathering Workbooks in the prescribed format.
8 | Once the data is loaded, Customer will verify the accuracy of the data and provide corrected data. 9 | Failure by the Customer to complete a successful data load after two attempts may result in a change order to continue the process and may impact the Move-to-Production date, if each such failure is attributable to Customer’s actions.
10 | ERPA will lead all design/development efforts for configured integrations and, if applicable, custom integrations assigned to ERPA in the scope section of this SOW. 11 | ERPA will provide functional data mapping expertise and produce field mapping documents for each configured integration.
12 | ERPA will configure and unit test configured integrations planned for deployment. 13 | Where changes are required for Customer’s integration FINs First or internal system, Customer will provide its own experienced resources and Customer will be responsible for making such changes.
14 | Customer verifies the accuracy of the data and provides corrected data to so that integration testing may be completed prior to Move-to-Production.
15 | Customer will make available appropriate Customer technical and functional resources to assist with discovery, data mapping, data validation, testing, and end to end activities with each supported interface.
16 | Customer will lead the coordination with any external Customer vendors and, if applicable, Customer consultants to ensure timely response in working with ERPA consultants.
5.13 TEST STAGE
1 | Customer is responsible for the development of the Test Plan and test scenarios and cases. ERPA will provide standard test scenarios to be used as a foundation; however, Customer will need to create detailed test scenarios/cases based on its user requirements and system configuration. 2 | Customer is responsible for completing hands-on testing activities as noted throughout this document.
3 | ERPA will ensure knowledge transfer to Customer for the Workday Service will occur during End to End testing.
ERPA will provide an assigned ERPA Test Manager to the project.
51 ERPA Testing Support
Planning Support
Testing SPARK Session
Test Plan Development
Test Strategy Workshops
Testing Tools Review & Management
Testing Cycle
Support
Test Cycle Prep Sessions
Test Scenario Advisory Support
Testing Readiness Sessions
Test Cycle Kickoff Sessions
Test Scenario
Support
Validation-Based Test Scenario Mapping
Attachment 6 – Organizational Change
Management (OCM)
ERPA’s OPTIMA Organizational Change Management (OCM) services are delivered through a clientenabled model that provides the Customer with structured guidance and practical tools while allowing the institution/organization to lead day-to-day communications and training activities. ERPA begins by conducting targeted discovery sessions to assess stakeholder groups, identify change impacts and potential risks, and understand existing communication channels that can support the transition to Workday. Based on this assessment, ERPA develops a comprehensive OCM plan, including a change impact tracker, learning objectives, communications plan, and training plan, and provides ongoing Customer sustain alignment and readiness throughout the deployment.
52
1 STATEMENT OF WORK
This Statement of Work ("SOW"), effective on September 15, 2026 is incorporated into and is subject to the terms and conditions of the Master Services Agreement (the "Agreement") between ERP Analysts, Inc. ("ERPA" or “Vendor”) and Town of Yucca Valley (“Customer”) dated September 15, 2026. With regard to interpretation of this SOW, any inconsistency between this SOW, implementing documents incorporated into this SOW, the Agreement, or any purchase orders or supplemental agreements, shall be decided in this order of precedence:
a. The Agreement
b. any approved Change Orders and implementing documents to the SOW in order from the most recent to the earliest date;
c. the SOW;
d. purchase orders and supplemental agreements.
1.1 EXECUTIVE SUMMARY
This SOW details the Professional Services that ERPA will perform for Customer for Workday customer side support services, including the ERPA deliverables, pricing, and payment schedules during the duration of the Agreement (“Services”). The Parties acknowledge that additional SOWs may be entered into between the Parties at such time as additional efforts are initiated. If Customer wishes to secure additional services not included in the scope of this SOW, ERPA will provide a proposal for such services and may add to existing scope via Change Request Process or develop a separate Statement of Work.
1.2 IN-SCOPE ACTIVITIES
Project Name:
Workday Customer Side Staff Augmentation
Project Scope:
ERPA will work with Customer in a collaborative manner to provide functional and / or technical Workday consulting expertise to assist Customer. The ERPA resource will act at the direction of Customer’s personnel for assignment of tasks and day to day management.
Workday Services
1.3 TIMELINE
Project Estimated Timeline Project Start Date Project End Date Workday Staff
Augmentation
24 Weeks 1/5/2027 5/1/2027
Either party may terminate this SOW for convenience with thirty (30) days advance written notice to the ERPA Engagement Manager or ERPA Regional Sales Director. Upon notification, ERPA will cease all SOW related activities and will invoice Customer for all effort worked up to the date of termination.
1.4 ASSUMPTIONS
• Customer will provide necessary documentation (i.e. application details, network topology or related diagrams, policies and procedures including test plans, etc.) to facilitate knowledge transfer • Customer will respond to ERPA requests, in a timely manner to ensure services occur within the agreed upon timeline
• Customer will coordinate with third party providers of applications and services integrated with Customer applications
• Customer will make designated Customer staff available to assist ERPA and provide necessary access where required.
• ERPA will only bill Customer for hours utilized
• ERPA resource will provide status updates for every week in which they are scheduled to perform tasks • ERPA work location will be remote and travel is not anticipated for this engagement
1.5 ERPA PERSONNEL
ERPA resources will be available to commence work on the Project Start Date
1.6 HOURS OF OPERATION
ERPA will provide services during Customer’s normal business hours (Monday through Friday). ERPA observed Holidays below:
New Year’s Day Memorial Day Juneteenth Day Independence Day Labor Day Thanksgiving Day After Thanksgiving Christmas Day
COST PROPOSAL
Table 1 ERPA Services Pricing
Item
Number Description
Hours Per
Week Total Hours Standard Hourly Rate
Discounted
Hourly Rate Total
1 Project
Management
40 960 $200.00 $150.00 $144,000
ERPA will execute this engagement on a time and material basis for the total hours noted in Table 1. ERPA will bill Customer for a minimum of 40 hours per week for the duration of this SOW. Any additional hours will be charged at the discounted hourly rate as shared in Table 1. ERPA will invoice Customer at the beginning of each month for hours worked in the previous month. Payment Terms are Net 30.
Except as otherwise stated in this SOW, invoice and payment terms for this project are subject to the terms and conditions of the Agreement. ERPA may suspend work on this SOW without penalty if Customer fails to pay undisputed overdue amounts to ERPA within 15 days of ERPA’s written notice specifying the undisputed amounts.
ERPA has relied on the accuracy and completeness of the information provided by Customer to estimate and price the scope of this work.
This estimate is valid through September 15, 2026 to Customer for approval, unless otherwise agreed to by both parties.
ACCEPTANCE & AGREEMENT
The terms and conditions of this SOW, including the rates and pricing provisions, will not be binding on ERPA until this SOW is signed by ERPA and Customer.
IN WITNESS WHEREOF, the parties have executed this SOW on the date or dates indicated below.
ERPA
Accepted and agreed on behalf of ERPA:
Town of Yucca Valley
Accepted and agreed on behalf of Customer:
Name: Harsha Roddom Name:
Title: EVP Title:
Authorized Signature Authorized Signature
Date: Date:
APPENDIX A: CHANGE REQUEST PROCESS
1. Notification of intended changes will be communicated in writing via a Change Order (COR) form and provide justification for the change and the impact to the project’s scope, schedule, and cost.
2. The Customer approver will approve or reject the change request within five (5) business days from the receipt of the COR form.
3. If the Customer approver does not approve or reject the change request within five (5) business days from the receipt of the COR form and does not communicate a timeframe in which a decision will be made, the requested change will be considered deferred:
a. The COR status will be logged, tracked, and managed as a ‘deferred’ request. b. Work will progress without incorporating the requested change into the work plan. c. Where an approval or rejection decision is necessary for the managed services engagement to progress, the change request decision will be escalated as a project issue.
4. For CORs outside the stated project scope, the Customer approver will authorize budget allowance, on a time and materials basis, for ERPA to perform the initial analysis of a change request.
5. ERPA shall coordinate any changes in hardware, network, software, configuration, or services with Customer.
Customer may defer the change based on impact to business operations.
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UNIVERSAL MAIN SUBSCRIPTION AGREEMENT
This Universal Main Subscription Agreement (“MSA”) is between the Workday entity identified on the Signature Document or Order Form (“Workday”) and the legal entity signing the Signature Document or Order Form referencing this Agreement (“Customer”). The parties agree as follows:
1. Provision of Service. Workday will make the Service available to Customer for use by Customer, its Affiliates and Authorized Parties for whom Customer enables access solely for the internal business purposes of Customer and its Affiliates, subject to this Agreement.
1.1 Invoices and Payment. All fees will be electronically invoiced to Customer. All fees will be due and payable within 30 days of the invoice date, except fees subject to a reasonable and good faith dispute. Workday will email invoices to Customer within two business days of the date of the invoice. Customer must provide Workday with complete and accurate billing contact information including a valid email address. Upon Workday’s request, Customer must make payments via electronic bank transfer. Except for a termination or refund in accordance with Clause 7 (Indemnification) or Clause 9 (Term and Termination), all Order Forms are non-cancellable and all payments are non-refundable. Customer may not withhold, reduce, or set– off fees owed under this Agreement.
1.2 Overdue Payments. Any payment not received from Customer by the due date may accrue (except with respect to charges then under reasonable and good faith dispute), at Workday's discretion, late charges at the rate of 1% of the outstanding balance per month (or part thereof), or the maximum rate permitted by Law, whichever is lower, from the date such payment was due until the date paid.
1.3 Suspension for Non-Payment. Except for fees subject to a reasonable and good faith dispute, if a payment is more than 90 days past due, and after the 90 days Workday has provided at least 30 days’ prior written notice to Customer, Workday may suspend the Service, without liability to Customer, until such amounts are paid in full.
1.4 Taxes. Fees invoiced pursuant to this Agreement do not include, and may not be reduced to account for, any taxes, which may include local, state, provincial, federal or foreign taxes, withholding taxes, levies, duties or similar governmental assessments of any nature, including, but not limited to, value-added taxes, excise, use, goods and services taxes, consumption taxes or similar taxes (collectively “Taxes”). Customer must pay all Taxes imposed on the Service or any other services provided under this Agreement. If Workday has a legal obligation to pay or collect Taxes for which Customer is responsible under this Agreement, the appropriate amount will be computed based on Customer’s address listed in the Signature Document or Order Form for this Agreement which will be used as the ship-to address on the Order Form, and invoiced to and paid by Customer, unless Customer provides Workday with a valid tax exemption certificate authorized by the appropriate taxing authority to [email protected].
2. Customer Obligations. Customer will have sole responsibility for (a) the accuracy, quality, and legality of all Customer Content; (b) any Non-Workday Content it installs, uses, or enables; (c) obtaining and verifying it has all authorizations, consents, and rights necessary to use the Service; and (d) ensuring compliance with this Agreement and the AUP by its Affiliates and Authorized Parties, and any breach by its Affiliates or Authorized Parties will be deemed a breach by Customer. Customer will take reasonable efforts to prevent unauthorized access to, or use of, the Service, and will notify Workday promptly of any unauthorized access or use. Customer will not:
(1) use the Service in a manner that is inconsistent with the Documentation; (2) knowingly interfere with or disrupt performance of the Service or the data contained therein; or (3) attempt to gain access to the Service or its related systems or networks in a manner not set forth in the Documentation. During the applicable Order Term, Workday reserves the right to suspend Customer’s access to an applicable Service in the event Workday reasonably determines such action is necessary to preserve the integrity and/or security of such Service or if Workday in good faith reasonably determines that Customer has violated the AUP; however, Workday will use commercially reasonable efforts under the circumstances to provide Customer with an opportunity to remedy such violation or threat prior to such suspension. Workday will use commercially reasonable efforts to minimize the length and scope of suspension in light of the circumstances.
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3. Proprietary Rights.
(a) Customer Ownership. As between Workday and Customer, Customer owns all right, title and interest to its Customer Content. Workday will have the right to use Customer Content only to provide the Service, subject to this Agreement.
(b) Workday Ownership. As between Customer, Workday, and Workday’s licensors, Workday or its licensors own all right, title and interest to the Service (including any third-party content Workday makes available through the Service) and Documentation, including all Intellectual Property Rights. (c) Customer Input. Customer hereby grants Workday a royalty-free, worldwide, transferable, sub-licensable, irrevocable, perpetual license to use or incorporate into its services any Customer Input. Workday will have no obligation to make Customer Input an Improvement. Customer will have no obligation to provide Customer Input.
3.1 Restrictions. Customer will not (a) modify, copy, or create derivative works based on the Service or Documentation; (b) license, sublicense, sell, resell, rent, lease, transfer, assign, distribute, time share, offer in a service bureau, or otherwise make the Service or Documentation available to any third party other than to Authorized Parties as permitted herein; (c) reverse engineer or decompile any portion of the Service or Documentation, including but not limited to, any software utilized by Workday in the provision of the Service and Documentation, except to the extent required by Law; (d) access the Service or Documentation in order to build any commercially available product or service; or (e) copy any features, functions, integrations, interfaces or graphics of the Service or Documentation. Notwithstanding items (a) and (e), Customer may make a reasonable number of copies of the Documentation for internal business purposes only.
4. Confidentiality. Each party (the “Recipient”) will use the same degree of care that it uses to protect its own confidential information of like kind (but in no event using less than a reasonable standard of care) not to disclose or use any Confidential Information of the other party (the “Discloser”) except as reasonably necessary to perform the Recipient’s obligations or to exercise the Recipient’s rights under this Agreement or with the Discloser's prior written permission. For purposes of clarification, this Clause 4 also applies to Confidential Information either party or its Affiliates shares with the other party or its Affiliates related to potential future subscription services. Either party may disclose Confidential Information on a need-to-know-basis to its (and its Affiliates’), directors, officers, employees, advisors, contractors and service providers, including third-party submission tools or online portal providers required by the Recipient for internal business purposes (“Representatives”), who are bound by confidentiality obligations at least as restrictive as those in this Clause. The Recipient will be responsible for any acts or omission of its Representatives with respect to protection of the Discloser’s Confidential Information. The parties agree that (a) the Recipient’s or its Representatives’ online portal terms will not be binding on the Discloser submitting its Confidential Information to the Recipient through the Recipient’s or its Representatives’ online portal; (b) this Clause 4 applies to all such Confidential Information disclosed to the Recipient through such online portals; and (c) the Recipient’s or its Representatives’ online portal terms are superseded by this Agreement. To the extent required by Law, the Recipient’s disclosure of the Discloser’s Confidential Information will not be considered a breach of this Agreement if the Recipient promptly provides the Discloser with prior notice of such disclosure (to the extent legally permitted) and reasonable assistance, at the Discloser’s cost, if the Discloser wishes to contest the disclosure. The Discloser may seek injunctive relief to enjoin any breach or threatened breach of this Clause; it being acknowledged by the parties that other remedies may be inadequate.
5. Protection and Security of Customer Content and Privacy.
5.1 Security Program and Audit Reports. During the Order Term, Workday will maintain a security program that conforms to the Workday Security Exhibit and Audit Reports (as set forth in the applicable Product Terms).
Through Workday’s customer self-service systems or upon Customer’s written request, Workday will make available to Customer Workday’s then-current Audit Reports for the applicable Service to enable Customer to verify Workday’s compliance with its obligations under this Agreement. Audit Reports constitute Workday’s Confidential Information and are subject to the confidentiality terms in this Agreement or separate confidentiality agreement terms (as applicable).
5.2 Privacy. Personal Data will only be processed in accordance with the Data Processing Exhibit.
5.3 Unauthorized Disclosure. If either party becomes aware of a Security Breach, that party must promptly notify the other party, unless legally prohibited from doing so, within 48 hours or any shorter period required by Law
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except that Customer is not required to notify Workday unless Customer reasonably determines there is a threat to the Service. Additionally, each party will reasonably assist the other party in mitigating any potential damage. As soon as reasonably practicable after any Security Breach, Workday will conduct a root cause analysis and, upon request, will share the results of its analysis and its remediation plan with Customer. Unless prohibited by Law, each party will provide the other party with reasonable notice of and the opportunity to review and comment on the content of all public notices, filings, or press releases about a Security Breach that identify the other party by name prior to any such publication.
5.4 Workday’s AI Systems. Workday develops AI Systems in accordance with Workday’s obligations under applicable Law, including the European Union’s Artificial Intelligence Act, Regulation (EU) 2024/1689, and all relevant local laws and regulations. Workday will make AI Fact Sheets available to Customer.
6. Warranties. Each party warrants that it has the authority to enter into this Agreement and, in connection with its performance of this Agreement, will comply with all Laws. Workday warrants that during the applicable subscription Order Term: (a) the overall Service (1) will not be materially decreased; and (2) will perform materially in accordance with the feature descriptions in the Documentation; and (b) to the best of Workday’s knowledge, the Service does not contain, and Workday will not knowingly introduce, any Malicious Code (collectively, the “Service Warranty”). Customer will use commercially reasonable efforts to notify Workday in writing no later than 30 days after identifying a deficiency, but Customer’s failure to notify Workday within that period will not affect Customer’s right to receive warranty remedies unless Workday is impaired in its ability to correct the deficiency due to Customer’s failure to notify. Notice of breaches of the warranty under item (a)(2) above must be made through Workday’s then-current error reporting system; notices of breaches of any other warranty must be made in writing to Workday in accordance with the notice provisions of this MSA. Customer’s exclusive remedy and Workday’s sole liability for breach of the Service Warranty are those described in Clause 9 for the affected Service.
6.1 DISCLAIMER. EXCEPT AS EXPRESSLY PROVIDED IN THIS AGREEMENT AND TO THE MAXIMUM
EXTENT PERMITTED BY LAW, WORKDAY MAKES NO WARRANTIES OF ANY KIND, WHETHER EXPRESS,
IMPLIED, STATUTORY OR OTHERWISE, AND SPECIFICALLY DISCLAIMS ALL IMPLIED WARRANTIES, INCLUDING ANY WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.
WORKDAY DOES NOT WARRANT THAT THE SERVICE WILL BE ERROR-FREE OR UNINTERRUPTED. THE
LIMITED WARRANTIES PROVIDED IN THIS AGREEMENT ARE THE SOLE AND EXCLUSIVE WARRANTIES PROVIDED TO CUSTOMER. CUSTOMER AGREES THAT IT IS NOT RELYING ON DELIVERY OF FUTURE SERVICE FEATURES OR PRODUCT ROADMAPS IN OBTAINING SUBSCRIPTIONS TO ANY SERVICE.
7. Indemnification.
7.1 Workday Indemnity. Workday will defend Customer, at Workday’s expense, against any third-party Claim brought against Customer alleging that the use of the Service as contemplated hereunder infringes that third party’s Intellectual Property Rights and will indemnify and hold Customer harmless against any Losses arising from such third-party Claim. Workday will have no liability for Claims or Losses to the extent they arise from: (a) modification of the Service by anyone other than Workday; (b) use of the Service in a manner inconsistent with the Documentation or in violation of this Agreement; or (c) use of the Service in combination with any other product or service not provided by Workday. If Customer is enjoined from using the Service or if Workday reasonably believes it will be enjoined, Workday may, at its sole option, obtain for Customer the right to continue use of the Service or replace or modify the Service so that it is no longer infringing. If neither of the foregoing options is reasonably available to Workday, then either party may terminate the applicable Service and Workday’s sole liability, in addition to the indemnification obligations in this Clause, will be to refund any prepaid Subscription Fees for the Service that was to be provided after the effective date of termination.
7.2 Customer Indemnity. Customer will defend Workday, at Customer’s expense, from any third-party Claim against Workday arising from: (a) Customer Content; or (b) violations of the AUP by Customer, its Affiliates or Authorized Parties; and Customer will indemnify and hold Workday harmless against any Losses relating to such third-party Claim.
7.3 Conditions. The indemnitor’s obligations in Clauses 7.1 and 7.2 are conditioned on the indemnitee: (a) promptly giving written notice of the third-party Claim to the indemnitor (although a delay of notice will not relieve the indemnitor of its obligations under this Clause except to the extent that the indemnitor is prejudiced by such delay); (b) giving the indemnitor sole control of the defense and settlement of the third-party Claim (although
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indemnitor may not settle any third-party Claim unless it unconditionally releases indemnitee of all liability); and (c) providing to the indemnitor, at the indemnitor’s cost, all reasonable assistance. Clauses 7.1 through 7.3 state each indemnitee’s exclusive remedies and the indemnitor’s sole obligations related to the subject matter of these clauses.
8. Limitation of Liability.
8.1 LIMITATION OF LIABILITY. EXCEPT WITH RESPECT TO (A) DAMAGES CAUSED BY GROSS NEGLIGENCE, WILLFUL MISCONDUCT, OR FRAUD, (B) EITHER PARTY’S INDEMNIFICATION OBLIGATIONS UNDER THIS AGREEMENT, (C) CUSTOMER’S PAYMENT OBLIGATIONS, AND (D) WORKDAY’S REMEDIATION OBLIGATIONS IN CLAUSE 8.3, THE FOLLOWING LIMITATION OF LIABILITY CAPS WILL APPLY: IN NO EVENT WILL EITHER PARTY OR ITS AFFILIATES’ TOTAL AGGREGATE LIABILITY ARISING OUT
OF OR RELATED TO THIS AGREEMENT, WHETHER IN CONTRACT, TORT OR OTHERWISE, EXCEED THE FEES PAID OR PAYABLE UNDER THIS AGREEMENT DURING THE IMMEDIATELY PRECEDING 12-MONTH PERIOD FOR THE SERVICE FROM WHICH THE CLAIM AROSE (“GENERAL CAP”), EXCEPT THAT FOR BREACH OF EITHER PARTY’S CONFIDENTIALITY, SECURITY, OR PRIVACY OBLIGATIONS, THE BREACHING PARTY’S TOTAL AGGREGATE LIABILITY WILL BE INCREASED TO FEES PAID OR PAYABLE UNDER THIS AGREEMENT DURING THE IMMEDIATELY PRECEDING 24-MONTH PERIOD FOR THE SERVICE FROM WHICH THE CLAIM AROSE (“ENHANCED CAP”).
8.2 EXCLUSION OF DAMAGES. EXCEPT FOR EITHER PARTY’S INDEMNIFICATION OBLIGATIONS UNDER THIS AGREEMENT AND THE DIRECT DAMAGES IDENTIFIED IN CLAUSE 8.4, IN NO EVENT WILL
EITHER PARTY OR ITS AFFILIATES HAVE LIABILITY FOR LOST PROFITS OR REVENUES, LOSS OF USE
OR DATA, BUSINESS INTERRUPTION, OR INDIRECT, SPECIAL, INCIDENTAL, PUNITIVE, CONSEQUENTIAL,
OR COVER DAMAGES, HOWEVER CAUSED, WHETHER IN CONTRACT, TORT OR OTHERWISE, EVEN IF THE PARTY OR ITS AFFILIATES HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. THE EXCLUSIONS IN THIS CLAUSE WILL NOT APPLY TO THE EXTENT PROHIBITED BY LAW. CUSTOMER’S PAYMENT OBLIGATIONS WILL NOT BE CONSIDERED WORKDAY’S LOST PROFITS.
8.3 Workday Remediation Obligations. If unauthorized disclosure of or access to Personal Data is caused by Workday’s breach of its security, privacy, or data protection obligations under this Agreement, Workday will pay the reasonable and documented costs incurred by Customer in connection with the following items: (a) costs of any required forensic investigation to determine the cause of the breach; (b) providing notification of the Security Breach to applicable government and relevant industry self-regulatory agencies, to the media (if required by Law) and to individuals whose Personal Data have been disclosed or accessed (“Affected Individuals”); (c) providing a credit monitoring service to Affected Individuals who elect to receive it for a period of one year after the date on which such individuals were notified of the unauthorized disclosure or access; and (d) operating a call center to respond to questions from Affected Individuals for a period of one year after the date on which such individuals were notified of the unauthorized disclosure or access. Notwithstanding the foregoing, or anything in this Agreement to the contrary, Workday will have no responsibility to pay costs of remediation to the extent they are due to gross negligence, willful misconduct or fraud by Customer, its Affiliates or their respective directors, officers, employees, agents, contractors or Authorized Parties. Workday’s remediation obligations under this Clause 8.3 are separate from and in addition to the Enhanced Cap.
8.4 Direct Damages. Subject to Clause 8.1, and notwithstanding Clause 8.2, if either party breaches its obligations under this Agreement, the following will be considered direct damages: (a) amounts paid to affected third parties as damages or settlements in response to Claims that flow directly from the breach; (b) amounts paid for fines and penalties imposed by any governmental authority arising from the breach; and (c) reasonable legal fees to defend against third-party Claims arising from the breach.
9. Term and Termination. Subscriptions to the Service commence on the Order Term start date as set forth in the applicable Order Form. Either party may terminate this Agreement: (a) upon 30 days’ prior written notice to the other party for a material breach by the other party if such breach remains uncured at the expiration of such notice period; or (b) to the extent permitted by Law, immediately in the event the other party becomes the subject of a petition in bankruptcy or any other proceeding or process relating to insolvency, receivership, liquidation, administration or assignment for the benefit of creditors. For clarity, (1) Customer will have the right to terminate the affected Service for a breach of Service Warranty pursuant to Clause 9 (a) above; and (2) a breach or termination of any PSA or SOW will not be considered a material breach or a cause of termination of this Agreement. If this Agreement is terminated, all Order Forms are simultaneously terminated and Customer will, as of the date of any
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termination, immediately cease accessing and otherwise utilizing the Service (except as permitted under Clauses
9.1 and 9.2) and Workday Confidential Information. Upon termination by Customer pursuant to this Clause, Workday will refund Customer any prepaid Subscription Fees for the affected Service that was to be provided after the effective date of termination. Termination for any reason will not relieve Customer of the obligation to pay any Subscription Fees accrued or due and payable to Workday prior to the effective date of termination. Termination for any reason other than for uncured material breach by Workday or as otherwise stated in this Agreement will not relieve Customer of the obligation to pay all future amounts due under all Order Forms.
9.1 Transition Period Before Final Termination. If this Agreement is terminated and Customer submits a written request to Workday prior to any such termination for a one-time transition period, Workday will continue to provide the Service for up to three months after the effective date of such termination (the “Transition Period”).
Monthly fees for the Transition Period will be 1/12 of the fee for the immediately preceding 12-month period plus an additional five percent. If Customer requests transition assistance during the Transition Period, Workday will provide consulting cooperation and assistance regarding the Service as set forth in a statement of work, governed by a professional services agreement, at Workday’s then-current rates for consulting services unless a different rate is mutually agreed upon by the parties. Notwithstanding the foregoing, Workday has no obligation to perform under this Clause (a) if Workday is enjoined from performing; or (b) if termination of this Agreement was due to Customer’s breach, unless Workday receives (i) payment of all fees not subject to reasonable and good faith dispute, (ii) prepayment of fees for further services, and (iii) certification of ongoing compliance with the terms of this Agreement during the Transition Period.
9.2 Retrieval of Customer Content. Upon Customer’s written request made on or prior to expiration or termination of this Agreement (including any Transition Period), Workday will give Customer limited access to the Service for a period of up to 60 days, at no additional cost, solely for purposes of retrieving Customer Content (“Retrieval Period”). After such Retrieval Period (or if there is no Retrieval Period, after termination or expiration of this Agreement or applicable Order Form) and subject to Workday’s legal obligations, Workday has no obligation to maintain or provide any Customer Content and will, unless legally prohibited, delete Customer Content by deleting Customer’s applicable Instance; provided, however, that Workday will not be required to remove copies of Customer Content from its backup media and servers until such time as the backup copies are scheduled to be deleted, provided further that in all cases Workday will continue to protect Customer Content in accordance with this Agreement. Customer Content will be made available for retrieval through extraction in a machine-readable format as described in the Documentation.
9.3 Surviving Provisions. Clauses 1.1, 1.2, 3, 4, 5 (for so long as Workday retains Customer Content), 6.1, 7, 8, 9 (as far as it relates to payment obligations), 9.1, 9.2, 9.3, 10 (except 10.2 and 10.10), and 11 will survive any termination or expiration of this Agreement.
10. General Provisions.
10.1 Relationship of the Parties. The parties are independent contractors. This Agreement does not create, nor is it intended to create, a partnership, franchise, joint venture, agency, fiduciary or employment relationship between the parties. There are no third-party beneficiaries to this Agreement.
10.2 Insurance. Workday will maintain, at its own expense, the types of insurance coverage specified below, on standard policy forms and with insurance companies with at least an A.M. Best Rating of A-VII at the time of policy inception. Upon Customer’s written request, Workday will provide a certificate of insurance evidencing the following coverages: (a) Workers’ Compensation insurance prescribed by applicable local law and Employers Liability insurance with limits not less than $1,000,000 per accident/per employee. This policy will include a waiver of subrogation against Customer, except for those monopolistic states that do not allow it; (b) Commercial General Liability insurance including Contractual Liability Coverage, with coverage for products liability, completed operations, property damage and bodily injury, including death, with an aggregate limit of no less than $2,000,000.
This policy will include Customer under a blanket additional insured endorsement with respect to the provision of services provided under this Agreement; and (c) Technology Professional Liability Errors & Omissions policy (which includes Cyber Risk coverage and Computer Security and Privacy Liability coverage) with a limit of no less than $10,000,000 per occurrence and in the aggregate. Limits for Employers Liability and Commercial General Liability may be achieved through a combination of primary and excess liability/umbrella policies to reach the level of coverage shown above. Should any of the above-described policies be canceled before the expiration date thereof, notice will be delivered to Workday in accordance with policy provisions.
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10.3 Notices. Unless expressly stated otherwise, all notices under this Agreement must be in writing and will be deemed to have been given upon: (a) personal delivery; or (b) the third business day after first class mailing. Notices to Workday must be sent to the address shown in or linked from the Signature Document or Order Form, addressed to the attention of its Legal Department with a copy sent by email to [email protected]. Notices to Customer must be sent to the address shown in the Signature Document or Order Form, addressed to the attention of its Legal Department. Each party may modify its recipient of notices by providing notice pursuant to this Agreement.
10.4 Waiver and Cumulative Remedies. No failure or delay by either party in exercising any right under this Agreement will constitute a waiver of that right or any other right. Other than as expressly stated, the remedies provided in this Agreement are in addition to, and not exclusive of, any other remedies of a party at law or in equity.
10.5 Force Majeure. Neither party will be liable for any failure or delay in performance under this Agreement caused by unforeseeable events beyond that party’s control and where the failure or delay is through no fault of the affected party and could not have been reasonably avoided (“Force Majeure”). Dates by which performance obligations are scheduled to be met will be extended for a period equal to the time lost due to a Force Majeure event, provided that notice of the Force Majeure event is given in writing within 15 days after the Force Majeure event begins. Such notice must identify the nature of the Force Majeure event, its expected duration and the probable impact on the performance of the affected party’s obligations.
10.6 Assignment. Neither party may assign any of its rights or obligations hereunder, whether by operation of law or otherwise, without the prior written consent of the other party (which consent must not be unreasonably withheld or delayed). Notwithstanding the foregoing, either party may assign this Agreement in its entirety (including all Order Forms) upon written notice without consent of the other party in connection with a merger, acquisition, corporate reorganization, or sale of all or substantially all of its assets so long as the assignee: (a) is an entity registered in a territory in which Workday is approved to provide the Service; and (b) agrees to be bound in writing by all of the terms of this Agreement and all past due Subscription Fees are paid in full. Any attempt by a party to assign its rights or obligations under this Agreement other than as permitted by this Clause will be void. Subject to the foregoing, this Agreement will bind and inure to the benefit of the parties, their respective successors and permitted assigns.
10.7 Governing Law; Waiver of Jury Trial. This Agreement, and all Claims relating to or arising from this Agreement, are governed exclusively by laws of the State of New York, without regard to its conflicts of laws rules.
Each party hereby waives any right to jury trial in connection with any action or litigation in any way arising out of or related to this Agreement.
10.8 Export. Each party will comply with the applicable export laws and regulations of the United States and other applicable jurisdictions in providing and using the Service. Without limiting the generality of the foregoing, Customer will not make the Service available to any person or entity that: (a) is located in a country that is subject to a U.S. government embargo; (b) is listed on any U.S. government list of prohibited or restricted parties, or 50% or more owned by one or more such parties; or (c) is engaged in activities directly or indirectly related to proliferation of weapons of mass destruction.
10.9 Anti-Corruption. Each party will comply with all applicable anti-corruption Laws, in relation to this Agreement. Each party agrees that it will not offer to pay or give anything of value to anyone, including foreign governmental officials or related persons or entities on either party’s behalf to corruptly: (a) influence any official act or decision; (b) secure any improper advantage; (c) obtain or retain business, or direct business to any person or entity; or (d) for the purpose of inducing or rewarding any favorable action in any matter related to the subject of this Agreement or the business of either party. Each party further agrees to keep accurate books and records in relation to this Agreement. Each party further agrees to cooperate with the other party in any anti-corruption due diligence process and/or investigation in relation to this Agreement.
10.10 Federal Government End Use Provisions (if applicable). Workday provides the pre-existing, commercial Service, including related software and technology, for federal government end use solely in accordance with the terms and conditions of this Agreement, and Workday provides only the technical data and rights as provided herein.
If a government agency has a “need for” rights not conveyed under these terms, it must negotiate with Workday to determine whether there are acceptable terms for transferring additional rights. A mutually acceptable addendum specifically conveying such rights must be executed by the parties in order to convey such rights beyond those set
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forth herein. For avoidance of doubt, Workday does not currently provide the Service for use in furtherance of a federal prime or subcontract.
10.11 Local Law Requirements: Canada. With respect to Customers domiciled in Canada, the following provisions will apply:
(a) Choice of Language. The parties accept that the terms of this Agreement be drafted in English. Les parties acceptent que les conditions des présentes soient rédigées en anglais. (b) Gross Negligence. “Gross Negligence” means any act or failure to act in breach of a duty of care that was intended to cause harm, which rises to the level of intentional wrongdoing, reckless disregard, or wanton indifference to the harmful and foreseeable consequences of such act or failure to act but does not include an act or failure to act that constituted merely a lack of due care (or a contractual breach alone).
10.12 Code of Conduct. Workday uses commercially reasonable efforts to ensure that Workday, Workday’s employees and any Workday subcontractors who perform any part of the Service under this Agreement on behalf of Workday, comply with Workday’s written code of conduct available at https://codeofconduct.workday.com/index.php, as may be modified by Workday from time to time.
10.13 Workday Service Credits. If Workday fails to meet the monthly commitment for Service Availability or Service Response (as applicable) during any rolling six-month period (a “Failure”), Customer must request the applicable remedy within 60 days of the applicable Failure occurring. The remedies are: (a) a meeting to discuss possible corrective actions for the first Failure; (b) a 10% Service Credit for a second Failure; (c) a 20% Service Credit for a third Failure; and (d) a 30% Service Credit for a fourth Failure. When Workday has confirmed the Failure, Workday will deduct the applicable Service Credit from the next invoice for Subscription Fees or, if there is no subsequent invoice, will refund the Service Credit to Customer. The remedies in this Clause are Customer’s exclusive remedies for any Failure.
10.14 Miscellaneous. This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof. In the event of a conflict, the provisions of an Order Form will take precedence over provisions of this MSA and over any other exhibit or attachment. Customer acknowledges that it has had the opportunity to review all exhibits and attachments hereto. This Agreement supersedes all prior and contemporaneous agreements, proposals or representations, written or oral, concerning its subject matter and is entered into without reliance on any promise or representation other than those expressly contained in this Agreement. Except as otherwise stated in this Agreement, no modification, amendment, or waiver of any provision of this Agreement will be effective unless in writing and signed by the party against whom the modification, amendment or waiver is to be asserted. If any provision of this Agreement is held by a court of competent jurisdiction to be contrary to law, the provision will be modified by the court and interpreted so as best to accomplish the objectives of the original provision to the fullest extent permitted by Law, and the remaining provisions of this Agreement will remain in effect.
Notwithstanding anything to the contrary in this Agreement, no terms or conditions in a Customer purchase order or in any other Customer order documentation will be incorporated into or form any part of this Agreement, and all such terms or conditions will be null and void. Purchase orders are for administrative convenience only and Workday may issue an invoice and collect payment without a corresponding purchase order. Customer’s failure or delay to issue a purchase order will not extend the payment due date. If a purchase order is required, it must be sent by email to [email protected] 10 business days prior to the date the invoice is issued in order to be included on the related invoice. This Agreement may be executed in counterparts and/or by electronic signatures.
11. Definitions.
The following definitions will apply to this Agreement. “Affiliate” means any entity that directly or indirectly controls, is controlled by, or is under common control with either party. For purposes of the preceding sentence, “control” means direct or indirect ownership or control of more than 50% of the voting interests of the subject entity. “Agreement” means this MSA, including the SLA, Security Exhibit, Data Processing Exhibit, Business Associate Exhibit (if applicable), and any other exhibits, addenda, or attachments hereto, and any fully executed Order Form. “AI Fact Sheets” means artificial intelligence fact sheets that Workday creates in the ordinary course of business operations about applicable AI Systems.
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“AI System” means a machine-based system that, for explicit or implicit objectives, infers, from Customer Content, how to generate Outputs.
“Audit Reports” means the (a) most recently issued security audit reports and (b) other security relevant assessment reports and certifications for the applicable Service (as identified in the Product Terms) that are prepared by Workday’s independent third-party audit or obtained by Workday from other independent third parties, which may be updated by Workday from time to time, provided that no update will materially decrease the protections provided by the controls set forth in the applicable Audit Report during the Term. “AUP” means the acceptable use policy for the applicable Service located at https://www.workday.com/enus/legal/universal-contract-terms-and-conditions/index.html. “Authorized Parties” means Customer’s or its Affiliates’ directors, officers, employees, users, contractors, and third-party providers who are authorized to access Customer’s Instance or receive Customer Content by Customer (a) in writing, (b) through the Service’s security designation, or (c) by system integration or other data exchange process.
“Claim” means a claim, demand, lawsuit or other legal proceeding brought against a party to this Agreement. “Confidential Information” means (a) any software utilized by Workday in the provision of the Service and its respective source code; (b) Customer Content; (c) each party’s business or technical information, including but not limited to the Documentation, training materials, any information relating to software plans, designs, costs, prices and names, finances, marketing plans, business opportunities, personnel, research, development or know-how and other significant and valuable business information that would otherwise be considered to be trade secrets under Law, that is designated by the Discloser as “confidential” or “proprietary” or the Recipient knows or should reasonably know is confidential or proprietary; and (d) the negotiated terms, conditions and pricing of this Agreement (but not its existence or parties). Confidential Information does not include any information that, without the Recipient’s breach of an obligation owed to the Discloser: (1) is or becomes generally known to the public; (2) was known to the Recipient prior to disclosure by the Discloser; (3) was independently developed by the Recipient; or (4) is received by the Recipient from a third party. Customer Content will not be subject to the exclusions set forth in this definition.
“Customer Content” means electronic data or information submitted to the Service by Customer, its Affiliates or Authorized Parties; including Outputs.
“Customer Input” means suggestions, enhancement requests, recommendations or other feedback provided by Customer, its Affiliates and/or Authorized Parties relating to the operation or functionality of the Service. “Data Processing Exhibit” or “DPE” means the Universal Data Processing Exhibit located at https://www.workday.com/en-us/legal/universal-contract-terms-and-conditions/index.html, which may be updated by Workday from time to time to comply with applicable Data Protection Laws applicable to Workday as a data Processor, provided that no update will materially decrease Workday’s data Processor obligations under the DPE. “Documentation” means the then-current version of the Workday electronic Administrator Guide for the applicable Service, which may be updated by Workday from time to time. “Effective Date” means the date defined in the Signature Document. If there is no Signature Document, then Effective Date means the Order Form Effective Date of the first Order Form that incorporates this MSA. “Enhanced Features” will have the same meaning as set forth in the applicable Product Terms. “Improvements” means all improvements (including verification of such improvements), updates, enhancements (including Enhanced Features), error corrections, bug fixes, prevention of or addressing service or technical problems, release notes, upgrades and changes to the Service and Documentation, as developed by Workday and made available to customers generally without a separate charge. “Instance” means a unique instance of the Service, with a separate set of Customer Content held by Workday in a logically separated database (i.e., a database segregated through password-controlled access). “Intellectual Property Rights” means any and all common law, statutory and other industrial property rights and intellectual property rights, including copyrights, trademarks, trade secrets, patents and other proprietary rights
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UMSA
issued, honored or enforceable under any applicable laws anywhere in the world, and all moral rights related thereto.
“Law” means any local, state, national and/or foreign law, treaties, and/or regulations applicable to the respective party.
“Loss” means reasonable attorneys’ fees and any damages or costs finally awarded or entered into in settlement of a Claim.
“Malicious Code” means viruses, worms, time bombs, Trojan horses and other malicious code, files, scripts, agents or programs.
“Non-Workday Content” means a third-party product, web-based, offline, mobile, or other software application functionality or other content that Customer or a third party provides for Customer’s use with the Service and that interoperates with the Service.
“Order Form” means the ordering document under which Customer subscribes to the Service(s) or other services, including applicable Product Terms. Order Forms do not include any preprinted terms on a Customer purchase order or other terms on a purchase order that are additional to or inconsistent with the terms of this Agreement. “Outputs” means outputs, such as predictions, content, recommendations, or decisions that can influence physical or virtual environments, each as generated from an AI System and made available in Customer’s Instance as part of the Service; provided, however, that the portion of any such outputs in which Workday holds pre-existing Intellectual Property Rights is excluded.
“Personal Data” has the definition set forth in the DPE. “Product Terms” means the product terms for the Product Line applicable to a specific Service available at https://www.workday.com/en-us/legal/universal-contract-terms-and-conditions/index.html, which may be updated by Workday from time to time and take effect 30 days after publication. No updates to the Product Terms will materially decrease any applicable security or privacy commitments. “Production” means Customer’s use of or Workday’s written verification of the availability of the Service (a) to administer its users (as identified in the applicable subscription Order Form); (b) to generate data for Customer’s books/records; or (c) in any decision support capacity. Production does not include any non-production sandbox, preview, or implementation Instance.
“PSA” means the optional, separate, and independent professional services agreement between Customer and Workday related to Workday’s provision of implementation and other consulting services to Customer, subject to a statement of work (“SOW”).
“Security Breach” means (a) any actual or reasonably suspected unauthorized use of, loss of, access to or disclosure of, Customer Content; provided that an incidental disclosure of Customer Content to an Authorized Party or Workday, or incidental access to Customer Content by an Authorized Party or Workday, where no reasonable suspicion exists that such disclosure or access involves theft, or is fraudulent, criminal or malicious in nature, will not be considered a “Security Breach” for purposes of this definition, unless such incidental disclosure or incidental access triggers a notification obligation under any Law; (b) any Personal Data Breach as defined in the DPE; and (c) any security breach (or substantially similar term) as defined by Law affecting Customer Content. “Security Exhibit” means the Universal Security Exhibit located at https://www.workday.com/en-us/legal/universalcontract-terms-and-conditions/index.html, which may be updated by Workday from time to time, provided that no update will materially decrease the protections provided by the controls set forth in the Security Exhibit during the Term.
“Service” means the applicable Workday software-as-a-service application and Improvements (as described in the Documentation and Product Terms) as subscribed to under an Order Form. For purposes of clarification, the Service excludes professional services, support services, training services, and Non-Workday Content. “Service Availability” has the meaning defined in the SLA. “Service Credit'' means a credit equal to the stated percentage of the applicable monthly Subscription Fee for the affected Service in the Production Service environment that experienced the Failure. Remedies for Service
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UMSA
Availability and Service Response Failures are calculated, assessed, and issued separately for each Service. If there is both a Service Availability Failure and a Service Response Failure in a single month for a given Service, Customer is entitled to only one Service Credit (the higher applicable credit amount for the given month). “Service Response” has the meaning defined in the SLA.
“Signature Document” means the document signed by the parties which lists all the terms and conditions forming part of this Agreement to which the parties agree to be bound. “SLA” means the Production support and service level availability policy for the Service(s) identified in the applicable Product Terms, which may be updated by Workday from time to time, provided that no update will materially decrease Workday’s responsibilities under the SLA during the applicable Order Term. “Subscription Fees” means all amounts invoiced to and payable by Customer for the applicable Service under an Order Form.
“Term” means the term of this Agreement that commences on and continues from the Effective Date until all Order Forms have expired or otherwise been terminated, unless extended pursuant to the written agreement of the parties.
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Executive Memorandum
To: Town Manager and Executive Management Team, Town of Yucca Valley From: Jordan Gumbish, Finance Manager
Date: May 19, 2026
Subject: Enterprise Resource Planning (ERP) System Evaluation and Recommendation
Purpose
The purpose of this memorandum is to summarize the process undertaken by the Town of Yucca Valley to identify and evaluate a new Enterprise Resource Planning (ERP) system to support the Town’s long-term operational, financial, and strategic objectives. This memorandum outlines the needs identified through the Town’s Strategic Plan, compares the ERP platforms reviewed, and provides a final recommendation for selection of an ERP solution.
Background
The Town’s current financial and administrative software environment has become increasingly limited in its ability to support evolving operational demands, interdepartmental collaboration, reporting expectations, cybersecurity standards, and strategic planning initiatives. As the organization continues to modernize services and improve operational efficiency, staff initiated a comprehensive ERP review process to identify a scalable, secure, and integrated solution capable of supporting the Town over the next decade.
The ERP evaluation process included:
• Identification of organizational needs and operational deficiencies; • Demonstrations from leading ERP vendors;
• Review of implementation methodology and support models; • Analysis of long-term operational costs and scalability; • Evaluation of cybersecurity, cloud hosting, and disaster recovery capabilities; and
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• Alignment with the Town’s adopted Strategic Plan objectives.
Strategic Plan Alignment
The ERP review process focused on ensuring the selected platform would support the Town’s adopted strategic priorities, including:
Organizational Effectiveness and Efficiency
The Town identified the need for:
• Improved automation of financial and administrative workflows; • Reduction of redundant manual processes;
• Enhanced interdepartmental coordination;
• Streamlined procurement and budget management; and
• Improved employee access to information and reporting tools.
Fiscal Sustainability and Transparency
Key financial objectives included:
• Enhanced budgeting and forecasting functionality;
• Real-time financial reporting and dashboards;
• Improved audit readiness and compliance tracking;
• Greater transparency for management and public reporting; and • Long-term cost predictability.
Technology Modernization
The Town prioritized:
• Transition to a cloud-based platform;
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• Enhanced cybersecurity protections;
• Mobile accessibility and remote work capabilities;
• System integration capabilities; and
• Reduced reliance on outdated on-premises infrastructure.
ERP Systems Reviewed
The Town reviewed multiple ERP platforms commonly utilized by local government agencies, including:
Tyler Technologies
Strengths
• Strong local government market presence;
• Extensive municipal functionality;
• Established financial, permitting, and payroll modules; • Familiarity among California public agencies;
• Robust reporting capabilities for government accounting standards; and • Comprehensive implementation and training support.
Considerations
• User interface and workflow structure are less modern than newer cloudnative systems; • Some modules require additional customization or third-party integrations; • Higher dependence on vendor-managed configuration;
• More transactional and departmental in design rather than enterprise-wide collaboration focused; and
• Long-term modernization flexibility may be more limited compared to fully cloud-native platforms.
57090 Twentynine Palms Highway, Yucca Valley, CA 92284
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Springbrook Software
Strengths
• Designed specifically for local government;
• Competitive pricing structure;
• Strong utility billing and finance functionality;
• Simpler implementation approach for smaller agencies; and • Familiar interface for public-sector accounting operations.
Considerations
• Limited scalability for long-term enterprise growth;
• Fewer advanced analytics and automation capabilities; • Less robust integration ecosystem; and
• Reduced functionality compared to larger enterprise systems.
Oracle
Strengths
• Highly advanced enterprise functionality;
• Significant automation and analytics capabilities;
• Extensive scalability and customization options;
• Strong cybersecurity framework; and
• Industry-leading cloud infrastructure.
Considerations
• Substantially higher implementation and operational costs; • Greater complexity for a small-to-mid-sized municipality; • Longer implementation timelines;
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• Significant staffing and change management demands; and • Potential over-configuration relative to Town operational needs.
Workday
Strengths
• Fully cloud-native enterprise platform;
• Modern and intuitive user interface;
• Exceptional Human Capital Management (HCM) capabilities; • Real-time analytics and reporting dashboards;
• Strong workflow automation and employee self-service features; • Continuous software updates without disruptive upgrades; • Scalable long-term architecture;
• Mobile-friendly platform with strong remote accessibility; and • Robust cybersecurity and disaster recovery framework.
Considerations
• Higher upfront implementation costs than smaller municipal-focused systems;
• Requires organizational change management and process standardization; • Some government-specific modules may require configuration adjustments; and
• More transformative implementation approach compared to traditional ERP systems.
Comparative Analysis: Tyler Technologies vs. Workday
Following the initial review process, staff identified Tyler Technologies and Workday as the two strongest candidates based on functionality, scalability, and alignment with Town priorities.
57090 Twentynine Palms Highway, Yucca Valley, CA 92284
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Evaluation Category Tyler Technologies Workday
Local Government Experience Extensive Moderate but growing Financial Management Strong Strong
Human Resources & Payroll Moderate to Strong Exceptional User Experience Traditional Modern and intuitive
Cloud Architecture Hybrid/Cloud
options Fully cloud-native
Workflow Automation Moderate Advanced
Reporting & Analytics Strong
Advanced real-time
analytics
Employee Self-Service Moderate Exceptional
Scalability Strong Exceptional
Cybersecurity Strong Industry-leading
Integration Flexibility Moderate Extensive
Long-Term Innovation Moderate High
Implementation Complexity Moderate Higher
Organizational Transformation
Potential
Moderate Significant
Budget Comparison
Category Tyler Technologies Workday
Best For Operational efficiency,
government workflows
Transformation, analytics,
modernization
Upfront Cost $80k-$100k $300k-$375k
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Modules Included ERP Pro Financial
Management Suite, Tyler
One (permits/licenses)
Finance Only
Annual Cost $75K – $100K $100k-$175k
Timeline 12–18 months 6-12 months
Tyler offers a more predictable and manageable cost structure for small cities.
Longer implementation timeline and reduced integrations could incur long-term costs for administrative operations. Workday requires a significantly larger upfront investment and ongoing licensing costs. The increased upfront costs could be offset in long-term savings for staffing and operations throughout the improved and streamlined processes.
Final Determination
Both Tyler Technologies and Workday demonstrated strong capabilities and represent viable ERP solutions for the Town. Tyler Technologies offers a highly proven local government platform with strong municipal accounting functionality and familiarity within California public agencies. Its government-focused design provides a lower-risk transition path for traditional municipal operations.
However, Workday distinguished itself as a more comprehensive long-term enterprise solution that aligns more directly with the Town’s strategic priorities related to modernization, workforce development, automation, organizational efficiency, and technology innovation.
While Tyler Technologies provides strong transactional and departmental functionality, Workday offers a more integrated enterprise-wide platform designed to modernize business processes across all organizational functions. Workday’s advanced Human Capital Management capabilities, real-time analytics, cloud-native architecture, and automation features position the Town to improve operational efficiency, employee experience, and strategic decision-making over the long term.
Additionally, Workday’s continuous innovation model and scalable infrastructure provide greater long-term flexibility as organizational needs evolve.
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Recommendation
Based on the comprehensive ERP evaluation process and alignment with the Town’s adopted Strategic Plan, staff recommends the selection of Workday as the Town’s new Enterprise Resource Planning system.
The recommendation is based on the following key factors:
• Strong alignment with organizational modernization objectives; • Superior workforce management and employee self-service capabilities; • Advanced analytics and reporting functionality;
• Fully cloud-native architecture with strong cybersecurity protections; • Long-term scalability and innovation potential;
• Improved operational efficiency through workflow automation; and • Enhanced ability to support strategic, data-driven decision-making.
Although Workday will require a more substantial implementation effort and organizational transition process, staff believe the long-term operational benefits, modernization opportunities, and strategic value outweigh the additional implementation complexity.
Implementation planning would include:
• Detailed project governance structure;
• Departmental stakeholder engagement;
• Data migration and system integration planning;
• Comprehensive staff training;
• Change management initiatives; and
• Phased implementation scheduling to minimize operational disruption.
Conclusion
57090 Twentynine Palms Highway, Yucca Valley, CA 92284
Yucca-Valley.org • (760) 369-7207
The ERP selection process represented a critical strategic initiative for the Town of Yucca Valley to modernize core administrative operations and position the organization for long-term success. After evaluating multiple ERP platforms against operational requirements and strategic objectives, staff determined that Workday provides the strongest long-term value and organizational alignment for the Town’s future needs.
Staff recommendation is to proceed with contract negotiations, implementation planning, and project development activities associated with the Workday ERP platform.
2027-28
800 - Capital Projects Reserve Amended Year-End Amended Proposed Amended Adopted Budget Actual Budget Amendment Budget Budget
RECEIPTS
State Grant Reimbursement - $ - $ - $ - $ - $
Cost Recovery - 50,000 50,000 50,000 50,000
TOTAL RECEIPTS 50,000 - 50,000 - 50,000 50,000
CAPITAL OUTLAY
Construction Projects 724,050 1,255 250,000 250,000 650,000 Capital Replacement 1,022,575 571,169 1,470,000 2,520,000 500,000 Vehicle & Equipment Replacement 626,424 627,879 400,000 400,000 200,000 Capital Maintenance 612,752 564,583 715,000 715,000 215,000 TOTAL CAPITAL OUTLAY 1,764,886 2,985,801 2,835,000 - 3,885,000 1,565,000
OPERATING TRANSFERS IN (OUT)
Transfer IN (OUT)- Fund 001 500,000 500,000 - - -
Transfer IN (OUT)- Fund 001 9,500 11,500 10,000 10,000 11,000 Transfer IN (OUT)- Fund 001 2,000,000 2,000,000 - - -
Transfer IN (OUT)- Fund 572 - (4,500,000) - - -
Transfer IN (OUT)- Fund 574 (827,000) - (827,000) - -
Transfer IN (OUT)- Fund 801 - - - - -
1,684,500 (2,817,500) 10,000 - 10,000 11,000
INCREASE (DECREASE) IN
FUND BALANCE (5,753,301) (80,386) (2,775,000) - (3,825,000) (1,504,000) Unassigned Cap Reserve Fund 9,763,144 9,763,144 8,312,356 8,312,356 4,844,678 Specialized Professional Services Reserve 52,322 52,322 52,322 52,322 50,000 Unspent Bond Proceeds - 2022 Debt Issuance 1,000,000 1,000,000 2,500,000 2,500,000 2,500,000 Unspent Bond Proceeds-Sewer Design 159,587 159,587 146,368 146,368 131,368 Fleet Reserve 268,114 268,114 151,735 151,735 (188,265) BEGINNING FUND BALANCE 11,243,167 11,243,167 11,162,781 11,162,781 7,337,781 Unassigned Cap Reserve Fund 2,544,089 8,312,356 5,894,678 4,844,678 3,922,000 Specialized Prof. Services Reserve 50,000 52,322 50,000 50,000 47,678 Unspent Bond Proceeds - 2022 Debt Issuance 2,500,000 2,500,000 2,500,000 2,500,000 1,950,000 Unspent Bond Proceeds-Sewer Design 144,587 146,368 131,368 131,368 116,368 Fleet Reserve 251,190 151,735 (188,265) (188,265) (202,265) ENDING FUND BALANCE 5,489,866 $ 11,162,781 $ 8,387,781 $ 7,337,781 $ 5,833,781 $ Construction Projects
Project Detail
Town Hall Redesign 249,620 -
Public Buildings Design/Renov 100,000 - 250,000 250,000 - Tri Valley Maintenance 173,495 - - - 650,000
Old Town Beautification 115,935 1,255
Town Property - Utility Undergrounding - 85,000
1,255 724,050 250,000 - 250,000 650,000
Capital Replacement Program
Cap Projects- Contingency 60,010 200,000 100,000 100,000 100,000 ADA Improvements - - 50,000 50,000 50,000
ERP Implementation/Financial Software 100,000 - 450,000 1,050,000 1,500,000 - Admin Services Masterplan Projects 110,000 - - -
Community Center HVAC Replacement 165,000 164,316 - -
TriValley Shade Sail Replacement 200,000 186,150 - -
CC Masterplan - CEQA 6,490 27,575 - -
Open Spaces & Conservation Element Plan 120,000 154,204 - - Airport Comprehensive Land Use Plan - 320,000 320,000
Old Town Specific Plan & Phase II Design- - 450,000 450,000 250,000 Town Property Acquisition 100,000 - 100,000 100,000 100,000 571,169 1,022,575 1,470,000 1,050,000 2,520,000 500,000 Vehicle and Equipment Replacement
Vehicle/Equipment Repl 626,424 627,879 400,000 400,000 200,000 Capital Maintenance Program 626,424 627,879 400,000 - 400,000 200,000 Public Works
Berm Repairs 529,704 525,714 500,000 500,000 -
Concrete Repairs 68,048 25,650 200,000 200,000 200,000
Sewer Assessment Fees 15,000 13,219 15,000 15,000 15,000 2026-27
Town of Yucca Valley
FY 2026-28 Adopted Budget
Special Revenue Funds
2025-26