HomeMy WebLinkAboutCity of Tamarac Resolution R-2017-069Temp Reso. 12971
June 13, 2017
Page 1
CITY OF TAMARAC, FLORIDA
RESOLUTION NO. R-2017-
A RESOLUTION OF THE CITY COMMISSION OF THE
CITY OF TAMARAC, FLORIDA, APPROVING A
SOFTWARE LICENSE AND SERVICES AGREEMENT
WITH SUPERION, LLC AS A SOLE SOURCE
PROVIDER FOR THE REPLACEMENT OF THE
CITY'S EXISTING LEGACY MUNICIPAL
APPLICATIONS TO NEXT GENERATION
ONESOLUTION SYSTEM FOR A CONTRACT
AMOUNT OF $1,854,298 INCLUDING THE FIRST
YEAR ANNUAL MAINTENANCE COST OF $130,506
AND CONTINGENCY IN THE AMOUNT OF $45,967
FOR A TOTAL PROJECT COST OF $1,900,265;
AUTHORIZING APPROPRIATE CITY OFFICIALS TO
EXECUTE A SOFTWARE LICENSE AND SERVICES
AGREEMENT WITH SUPERION, LLC; AUTHORIZING
AN EXPENDITURE FROM THE APPROPRIATE
ACCOUNTS; AUTHORIZING AN APPROPRIATION
OF $1,123,723; AUTHORIZING THE APPROPRIATE
CITY OFFICIALS TO APPROVE RENEWAL OPTIONS;
PROVIDING FOR CONFLICTS; PROVIDING FOR
SEVERABILITY; AND PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, technology is one of the key components for efficient delivery of City
services; and
WHEREAS, the current municipal enterprise applications were acquired in 1997 for
a total cost of $822,449 from HTE currently known as Superion; and
WHEREAS, the current applications like Permitting, Code Enforcement, Fleet
Maintenance, Accounting, Payroll and more were developed with the 1970s-technology
using Assembly and Cobol programming languages for IBM AS/400 and allowed very little
opportunities for open integration with other technologies; and
Temp Reso. 12971
June 13, 2017
Page 2
WHEREAS, recognizing the deficiencies in the aging applications, a Technology
Migration Project was developed and included in our Strategic Plan in FY 2015; and
WHEREAS; Superion is a leading supplier of Municipal Information Technology
Solutions since the 1980s and is currently operating in a significant number of North
American Communities, servicing a population of over 175 million residents; and
WHEREAS, Superion has developed the data conversion and inter -operability tools
between their older systems that we currently operate and the proposed OneSolution Suite
of Applications to make the data migration / conversion an easier process and enabling the
operation of different software modules together during the long implementation period
where they must co -exist and co-operate; and
WHEREAS, Superion is proposing to replace our existing software with the new
generation of their product line at no cost, amounting to a discount of $544,046 for
software license fees; and
WHEREAS, such benefits make Superion a unique sole source to supply the City's
next generation Municipal Applications; and
WHEREAS, we engaged Superion Business Consultants in 2015 to conduct a
Business Process Review where the current processes were identified, potential
improvement opportunities were captured and a Statement of Work attached hereto as
Exhibit 1 was created for each business function to establish the project expectations; and
WHEREAS, a team appointed by the City Manager consisting of the Director of
Information Technology, Director of Financial Services and the Purchasing and Contracts
Manager negotiated a Software License and Services Agreement attached hereto as
Exhibit 2 to replace the City's aging municipal Information Systems for a contract amount of
Temp Reso. 12971
June 13, 2017
Page 3
$1,854,298 including $130,506 for the first year annual maintenance fee and a contingency
amount of $45,967 representing 5% contingency on the Professional Service Fees for a
total project budget of $1,900,265; and
WHEREAS; City's Audit firm RSM US, LLP also reviewed the proposed agreement
and the Statement of Work and did not find any issues; and
WHEREAS; the Executive Team and the others that participated in the process
recommend the proposed Agreement be accepted and executed by the appropriate City
Officials to replace the City's aging Municipal Information Systems with the new generation
OneSolution Suite of Applications from Superion, LLC; and
WHEREAS, the City Commission of the City of Tamarac, Florida deems it to be in
the best interest of the citizens and residents of the City of Tamarac to authorize the
appropriate City Officials to execute a Software License and Services Agreement to
replace the City's aging municipal Information Systems for a contract amount of
$1,854,298 including $130,506 for the first year annual maintenance and a contingency
amount of $45,967 representing 5% of the Professional Service Fees for a total project
budget of $1,900,265.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
THE CITY OF TAMARAC, FLORIDA:
SECTION 1: The foregoing "WHEREAS" clauses are hereby ratified and confirmed
as being true and correct and are hereby made a specific part of this Resolution. All
exhibits attached hereto are incorporated here and made a specific part of this Resolution.
SECTION 2: That the City Commission approves, and authorizes the appropriate
City Officials to execute a sole source Software License and Services Agreement with
Temp Reso. 12971
June 13, 2017
Page 4
Superion, LLC to replace the City's aging municipal Information Systems for a contract
amount of $1,854,298 including $130,506 for the first year annual maintenance, and that
the appropriate City Officials also be authorized to approve subsequent renewal options.
SECTION 3: A City controlled contingency in the amount of $45,967 representing
5% contingency on the Professional Service Fees is hereby approved and included in the
project budget.
SECTION-4- The City Manager or his designee is hereby authorized to approve and
initiate change orders in amounts not to exceed $65,000 per section 6-147 of the City
Code and close the contract award which includes but is not limited to making final
payment and releasing bonds per section 6-149 of the City Code when the work has been
successfully completed within the terms, conditions and pricing of the agreement.
SECTION 5: An additional appropriation of $1,123,723 will be required for the
remainder of the cost for the software and implementation and will be included in a Budget
Amendment prior to November 30, 2017.
SECTION 6: All resolutions or parts of resolutions in conflict herewith are hereby
repealed to the extent of such conflict.
SECTION 7: If any clause, section, other part or application of this Resolution is
held by any court of competent jurisdiction to be unconstitutional or invalid, in part or
application, it shall not affect the validity of the remaining portions or applications of this
Resolution.
Temp Reso. 12971
June 13, 2017
Page 5
SECTION 8: This Resolution shall become effective immediately upon its passage
and adoption.
PASSED, ADOPTED AND APPROVED this 19 day of 9 --r_1z__ , 2017.
4�1 Alyll�
HAIIRYIbRESSLER
MAYOR
ATTEST:
PATRICIA TEUFEL,�MG
CITY CLERK RECORD OF COMMISSION VOTE:
MAYOR DRESSLER
DIST 1: COMM BOLTON
DIST 2: COMM GOMEZ 11,4
DIST 3: COMM FISHMA
DIST 4: V/M PLACKO
I HEREBY CERTIFY THAT I HAVE
APPROVED THIS RESOLUTION
AS TO FORM:
'z AMUEL� GOREN
CITY ATTORNEY
�J
CUSTOMER NO. 2427LG
CONTRACT NO. 00006594
SOFTWARE LICENSE AND SERVICES AGREEMENT
BETWEEN
Superion, LLC
a Limited Liability Company
with headquarters at:
1000 Business Center Drive
Lake Mary, FL 32746
("Superion")
AND
City of Tamarac, FL
with its principal place of business it
10101 State Street
Tamarac, FL 33321
(for purposes of this Agreement, "Customer")
By the signatures of their duly authorized representatives below, Superion and Customer, intending to be
legally bound, agree to all of the provisions of this Agreement and all Exhibits, Supplements, Schedules,
Appendices, and/or Addenda to this Agreement.
City of Tamarac, FL
AAlnl
UIV
PRINT NAME:
PRINTTITLE: Cr1�c�J Actev
DATE SIGNED: ' `_?
.'iuperion, LLC
BY:
PRINT NAME: Lisa Neum
PRINTTITLE: Controller
DATE SIGNED: June 22, 2017
Page 1 of 29
SPS License 9/13/201 1
THIS AGREEMENT is made between Superion, LLC and Customer as of the Execution Date. The
parties agree as follows:
Definitions.
"Baseline" means the general release version of a Component System as updated to the
particular time in question through both Superion's warranty services and Superion's Maintenance
Program, but without any other modification whatsoever.
"Component System" means any one of the computer software programs which is identified in
Exhibit 1 as a Component System, including all copies of Source Code, Object Code and all related
specifications, documentation, technical information, and all corrections, modifications, a(ditions,
improvements and enhancements to and all Intellectual Property Rights for such. Component Fiystem.
"Confidential Information" means non-public information of a party to this Agreement. Confidential
Information of Superion includes the Software, all software provided with the Software, and algorithms,
methods, techniques and processes revealed by the Source Code of the Software and any software
provided with the Software. Confidential Information does not include information that: (i) is or
becomes known to the public without fault or breach of the Recipient; (ii) the Discloser regularly
discloses to third parties without restriction on disclosure; or (iii) the Recipient obtains from a third party
without restriction on disclosure and without breach of a non -disclosure obligation.
"Delivery Address means the Customer shipping address set forth in Exhibit 1 as the Delivery
Address.
"Delivery Date" means, for each Component System, the date on which Superion first ships the
Component System to the Delivery Address F.O.B. Superion's place of shipment..
"Discloser" means the party providing its Confidential Information to the Recipient.
"Defect" means a material deviation between the Baseline Component System and its
documentation, for which Defect Customer has given Superion enough information to enable Superion
to replicate the deviation on a computer configuration that is both comparable to the Equipment and
that is under Superion's control.
"Execution Date" means the latest date shown on the signature page of this Agreement.
"Equipment" means a hardware and systems software configuration meeting the "Equipment"
criteria set forth in Exhibit 1.
"Exhibit" means, collectively: (i) The schedules attached to this Agreement which are marked as
"Exhibits," including all attached Software Supplements; and (ii) any schedule also marked as "Exhibits"
(also including any attached Software Supplements) that is attached to any amendment to this
Agreement. Other appendices to this Agreement are nL mbered sequentially and are also "Exhibits."
"Intellectual Property Rights" means all patents, patent rights, patent applications, copyrights,
copyright registrations, trade secrets, trademarks and service marks and Confidential Information.
"Software" means the Component Systems listed in Exhibit 1.
"Customer Employees" means: (i) Customer's employees with a need to know; and (ii) third party
consultants engaged by Customer who have a need to know, who have been pre -approved by
Page 2 of 29
SPS License 9/13/2011
Superion, and who, prior to obtaining access to the Software, have executed a Superion-approved non-
disclosure agreement.
"Object Code" means computer programs assembled, compiled, or converted to magnetic or
electronic binary form on software media, which are readable and usable by computer equipment.
"Recipient" means the party receiving Confidential Information of the Discloser.
"Reimbursable Expenses" means travel and meal expense pursuant to Superion Travel Expense
Guidelines included in Exhibit 3.
"Software Supplement" means, with respect to a Component System, the addendum provided as
part of Exhibit 1 that contains additional terms, conditions, limitations and/or other information pertaining
to that Component System. If any terms ,of a' Software Supplement conflicts with any other terms of
this Agreement, the terms of the Software Supplement will control.
"Source Code" means computer programs written in higher -level programming languages,
sometimes accompanied by English language comments and other programmer documentation.
2. Right to Grant License and Ownership. Superion has the right to grant Customer this license to
use the Software. Except as otherwise indicated in a Software Supplement, Superion owns the Software.
3. License. Subject to the terms and conditions of this Agreement, Superion grants Customer a
perpetual, non-exclusive, non -transferable license to use and copy for use the Software on the Equipment
within the United States of America for Customer's own, non-commercial computing operations. Any rights
not expressly granted in this Agreement are expressly reserved.
a) Software Code. Customer has right to use the Software in Object Code form. Customer also has
the right to use the Software in Object'C.ode form temporarily on another Superion-supported configuration,
for disaster recovery of Customer's computer operations.
b) Documentation. Except as otherwise provided for in the applicable Software Supplement,
Customer can make a reasonahle number of copies of the documentation for each Component System for
its use in accordance with the terms of this Agreement.
c) Restrictions on Use of the Software. Customer is prohibited from causing or permitting the reverse
engineering, disassembly or decompilation of the Software. Customer is prohibited from using the Software
to provide service bureau data processing services or to otherwise provide data processing services to third
parties. Customer will not allow the Software to be used by, or disclose all or any part of the Software to,
any person except Customer Employees. Without limiting the foregoing, Customer is permitted to allow
use of the input and/or output sensory displays of or from the Software by third parties on a strict "need to
know" basis, and such use will not be deemed a non -permitted disclosure of the Software. Customer will
not allow the Software, in whole or in part, to be exported outside of the United States of America, in any
manner or by any means, without in each instance obtaining Superion's prior written consent and, if
required, a validated export license from the Office of Export Administration within the U.S. Department of
Commerce and such other appropriate United States governmental authorities.
d) Inte;F.lectual Property Rights Notices. Customer is prohibited from removing or altering any of the
Intellectual Property Rights notice(s) embedded in or that Superion otherwise provides with the Software.
Customer must reproduce the unaltered Intellectual Property Rights notice(s) in any full or partial copies
that Customer makes of the Software.
4. Source Code. Superion has placed the Source Code for those Superion-proprietary (as opposed
to third party -owned) Component Systems identified in Exhibit 1 in escrow with Iron Mountain Intellectual
Property Management ("Iron Mountain", formerly "DSI Technology Escrow Services Inc." or "DSI")
pursuant to a Source Code Escrow Agreement between Iron Mountain and Superion ("Escrow
Page 3 of 29
SPS Maintenance 7/1/2010
Agreement"). Superion updates such Source Code escrow deposits at least once a calendar year. Such
Source Code will only be made available on the release terms of the Escrow Agreement, and only to those
Superion licensees that have elected to be named "Preferred Beneficiaries" under the Escrow Agreement
by executing a Preferred Beneficiary Acceptance Form (Exhibit 5) , The first year fee of $850 is payable
to Superion and is due by not later than thirty (30) days after receipt of the fully executed Preferred
Beneficiaries Acceptance Form, and thereafter, applicable annual fee amounts will be billed by Iron
Mountain (such amounts which will be due at the beginning of the applicable annual period in each
instance), and should be remitted by Customer directly to Iron Mountain. For the avoidance of doubt,
Customer's election to be named an escrow beneficiary is optional. Superion shall bill the annual Escrow
Fee with Customer's Annual Maintenance.
5. Services.
a) Generally. Superion will provide Customer with the information services identified in Exhibit 1, for
the fees provided in Exhibit 1.
b) Additional Services. Superion can also provide Customer with additional Jnformation services, at
Superion's then -current rates, or at such other rates as are agreed to by the parties in an amendment to
this Agreement.
c) Workmanlike Skills. Superion will render all services under this Agreement in a professional and
workmanlike manner. Superion will promptly replace any Superion personnel that are rendering services
on -site at .a Customer facility if Customer reasonably considers the personnel to be unacceptable and
provides Superion with notice to that effect, provided that such replacement does not violate any law or
governmerstal regulation applicable to such personnel replacement.
d) Conditions On Providing Services. In each instance in which Superion is providing Customer with
services, Superion and Customer will develop a project plan tha', identifies each party's responsibilities for
such services. The project plan will describe in detail the tentative schedule and the scope of services that
Superion will provide. Customer will establish the overall p!-oject direction, including assigning and
managing the Customer's project personnel team. Customer must assign a project manager who will
assume responsibility for management of the project. Customer must ensure that the Equipment is
operational, accessible and supported at the times agreed to by the parties in the project plan. While
Superion is providing such services, Customer must provide Superion with such facilities, equipment and
support as are reasonably necessary for Superion to perform its obligations, including remote access to the
Equipment.
6. Delivery. Except as otherwise provided in Exhibit 1, Superion will deliver all Component Systems
to Customer at the Delivery Address.
7. Payment and Taxes.
a) Payment.
i) License Fees. Fees for the Software will be due to Superion as provided for in Exhibit 1.
Professional Services Fees/Milestone Billing. Professional Services Fees shall be billed in
accordance with the Milestone Billing Schedule — Exhibit 2 Schedule B. Professional Services will be
invoiced on a monthly basis in arrears and will be due within thirty (30) days from the date of invoice.
Customer will reimburse Superion for actual travel and living expenses that Superion incurs in providing
Customer with services under this Agreement. Such travel and living expenses will be governed by the
Superion Travel Expense Guidelines attached hereto as Exhibit 3 and will be invoiced on a monthly basis
in arrears and due within thirty (30) days from the date of invoice.
iii) The Contract Amount is the amount of Funds that Customer has allocated for this agreement, and
may not be exceeded unless Customer allocates additional funds based upon approved written change
orders. The Contract Amount is $1,264,182.00.
Page 4 of 29
SPS Maintenance 7/1/2010
iv) Superion's Services is required to perform based upon the details of Exhibit 6 - Project Statement
of Work (SOW).
v) The complete installation of the Proposed System is contingent on budgetary funding from the
annual Customer budget. Funding may be allocated in phases over several fiscal years. Customer
believes that sufficient funds can be obtained to pay all amounts due Superion throughout the term of this
Agreement and hereby covenants and agrees that it will make appropriate requests for budget
appropriations for the fiscal years in amounts as specified herein. Customer further agrees that said funds,
once appropriated, will be maintained and expended for the expressed purpose of acquiring from Superion
the licenses and services set forth herein. In the event sufficient funds are not appropriated, not budgeted
or not otherwise legally available, Customer shall immediately notify Superion of such occurrence and
Superion will respond with a proclamation that the Agreement, or the appropriate executory portions
thereof, is terminated. Should there be any premature termination of this Agreement, Customer shall be
responsible to pay a) for any services delivered by Superion prior to the notice b) support service fees due
and c) for all software which has been delivered and accepted.
vi) Given the nature of the &irvices performed, Customer has the responsibility to inform Superion
Public Services of any deficiencies in the work and/or satisfaction issues, or any other questions or issues.
For this reason, Customer will have thirty (30) days from invoice date to notify Superion of any dispute or
issue concerning the services billed on that invoice. Thereafter, the invoice will be considered non -
disputable. Such notice shall provide sufficient detail so as to allow Superion to duplicate the error.
SEE SECTION 20 — Service Resolution Incentive.
b) Taxes. Customer is responsible for paying all taxes (except for taxes based on Superion's net
income or capital stock) relating to this Agreement, the Software, any services provided or payments made
under this Agreement:. Applicable tax amounts (if any) are NOT included in the fees set forth in This
Agreement. If Custor ier is exempt from the payment of any such taxes, Customer must provide Superion
with a valid tax exemption certificate; otherwise, absent proof of Customer's direct payment of such tax
amounts to the applicable taxing authority, Superion will invoice Customer for and Customer will pay to
Superion all such tax amounts.
c) Scheduled Resource Changes: For training and on -site project management sessions which are
cancelled at the request of Customer within fourteen (14) days of the scheduled start date, Customer is
responsible for entire price of the training or on -site project management plus incurred expenses.
8. Acceptance of Services; Final Payment Milestone:
The following terms apply with regard to payment of the Final Milestone as identified in the Project Milestone
and Payment Schedule Supplement:
a)
i) Customer will use a two stage acceptance process to accept the final completion of
Services. The first stage "Conditional Acceptance" will occur when the system (or portion thereof)
goes live. Customer will have 45 days to conduct testing prior to go live.
ii) Customer will have a 90 day period after Conditional Acceptance to "Live Test" the system
(or portion thereof). Live Testing is Customer's opportunity to verify that the Services have been
completed in accordance with the provisions of this Agreement -.and that the Services were
performed in accordance with specifications included in the Business Process Reviews and the
Statement of Work.
iii) If, after the Live Testing, the Services have been completed in accordance with the
Agreement and Business Process Reviews and the Statement of Work; Customer will issue "Final
Acceptance of Services." The 90-day time frame for Final Acceptance restarts if Services issues
Page 5 of 29
SPS Maintenance 7/1/2010
are found in the Live Test. The final acceptance period will restart on the date the problem is
certified by Superion as being re -performed and fixed.
iv) 100% of the payment identified in the Milestone Billing Schedule Exhibit 2 — Schedule B
specifically Final Milestone representing 10% of the total Services billing shall be paid upon Final
Acceptance of Services.
Limited Warranty, Disclaimer of Warranty and Election of Remedies.
a) Limited Software Warranty by Superion and Remedy For Breach For each Component System,
Superion warrants to Customer that, for a period of twelve (12) months after the Delivery Date, the Baseline
Component System, as used by Customer on the Equipment for its own, non-commercial computing
operations, will operate without Defects. For each Defect, SUper'on, as soon as reasonably practicable
and at its own expense, will provide Customer with an avoidance procedure for or a correction of the
Defect. If, despite its reasonable efforts, Superion is unable to provide Customer with an avoidance
procedure for or a correction of a Defect, then, subject to the limitations set forth in Section 18 of this
Agreement, Customer may pursue its remedy at law to recoveT direct damages resulting from the breach
of this limited warranty. These remedies are exclusive and are in liwu of all other remedies, and Superion's
sole obligations for breach of this limited warranty are contained iii this Section 9(a).
b) Disclaimer of Warranty. The limited warranty in Section 9(a) is mace to Customer exclusively and
is in lieu of all other warranties. SUPERION MAKES NO OTHER WARRANTIES WHATSOEVER,
EXPRESS OR IMPLIED, WITH REGARD TO ANY SERVICES PROVIDED UNDER THIS AGREEMENT
AND/OR THE SOFTWARE, IN WHOLE OR IN PART. SUPERION EXPLICITLY DISCLAIMS ALL
WARRANTIES OF MERCHANTABILITY AND OF FITNESS FOR A PARTICULAR PURPOSE.
SUPERION EXPRESSLY DOES NOT WARRANT THAT THE SOFTWARE, IN WHOLE OR IN PART,
WILL BE ERROR FREE, WILL OPERATE WITHOUT INTERRUPTION OR WILL BE COMPATIBLE
WITH ANY HARDWARE OR SOFTWARE OTHER THAN THE EQUIPMENT. CUSTOMER WAIVES
ANY CLAIM THAT THE LIMITED WARRANTY SET -FORTH IN SECTION 9(A) OR THE REMEDY FOR
BREACH OF SUCH LIMITED WARRANTY FA�LS OF ITS ESSENTIAL PURPOSE.
c) Abrogation of Limited Warranty. The limited warranty in Section 9(a) will be null and void if: (i)
anyone (including Customer) other than Superion modifies the Baseline Component System; or (ii)
Customer does not implement changes that Superion provides to correct or improve the Baseline
Component System. If despite any modification of the Component System, Superion can replicate the
reported problem in the Baseline Component System as if the problem were a Defect, then Superion will
nonetheless provide Customer with an avoidance procedure for or a correction of that reported problem
for use in the Baseline Component System as though the reported problem were a Defect.
d) FAILURE OF ESSENTIAL PURPOSE. THE PARTIES HAVE AGREED THAT THE
LIMITATIONS SPECIFIED IN SECTIONS 9 AND 18 WILL SURVIVE AND APPLY EVEN IF ANY
LIMITED REMEDY SPECIFIED IN THIS AGREEMENT IS FOUND TO HAVE FAILED OF ITS
ESSENTIAL PURPOSE, AND REGARDLESS OF WHETHER CUSTOMER HAS ACCEPTED ANY
SOFTWARE OR SERVICE UNDER THIS AGREEMENT.
10. Confidential Information. Except as otherwise permitted under this Agreement, the Recipient will
not knowingly disclose to ar y third party, or make any use of the Discloser's Confidential Information. The
Recipient will use at least the same standard of care to maintain the confidentiality of the Discloser's
Confidential Information thz,t it uses to maintain the confidentiality of its own Confidential Information of
equal importance. Except in connection with the Software and any software provided with the Software,
the non -disclosure and non-use obligations of this Agreement will remain in full force with respect to each
item of Confidential Information for a period of ten (10) years after Recipient's receipt of that item.
However, Customer's obligations to maintain both the Software and any software provided with the
Software as confidential will survive in perpetuity.
Page 6 of 29
SPS Maintenance 7/1/2010
11. Indemnity by Superion. Superion will defend, indemnify and hold Customer harmless from and
against any loss, cost and expense that Customer incurs because of a claim that use of a Baseline
Component System infringes any United States copyright of others. Superion's obligations under this
indemnification are expressly conditioned on the following: (i) Customer must promptly notify Superion of
any such claim; (ii) Customer must in writing grant Superion sole control of the defense of any such claim
and of all negotiations for its settlement or compromise (if Customer chooses to represent its own interests
in any such action, Customer may do so at its own expense, but such representation must not prejudice
Superion's right to control the defense of the claim and negotiate its settlement or compromise); (iii)
Customer must cooperate with Superion to facilitate the settlement or defense of the claim; (iv) the claim
must not arise from modifications or (with the express exception of the other Component Systems and
third party hardware and software specified by Superion in writing as necessary for use with the Software)
from the use or combination of products provided by Superion with items provided by Customer or others.
If any Component System is, or in Superion's opinion is likely to become, the subject of a United States
copyright infringe rent claim, then Superion, at its sole option and expense, will either: (A) obtain for
Customer the rigEit to continue using the Component System under the terms of this Agreement; (B)
replace the Component System with products that are substantially equivalent in function, or modify the
Component System so that it becomes non -infringing and substantially equivalent in function; or (C) refund
to Customer the portion of the license fee paid to Superion for the Component System(s) givinc rise to the
infringement clam, less a charge for use by Customer based on straight line depreciation essuming a
useful life of five (5) years. THE FOREGOING IS SUPERioN'S EXCLUSIVE OBLIGATION WITH
RESPECT TO INFRINGEMENT OF INTELLECTUAL PROPERTY RIGHTS.
12. Term and Termination.
a) Right of Terminaticn. A party has the right to terminate this Agreement if the other party breaches
a material provision of this Agreement. Either party has the right to terminate this Agreement at any time
while an event or condition giving rise to the right of termination exists. To terminate this Agreement, the
party:seeking termination must give the other party notice that describes the event or condition of
termination in reasonable detail. From the date of its receipt of that notice, the tither party will have thirty
(30) (Jays to cure the breach to the reasonable satisfaction of the party desiring termination. If the event
-or condition giving rise to the right of termination is not cured within that period, this Agreement will
autornatically be deemed terminated at the end of that period. However, notice to Sup,,Trion of a suspected
Defect will not constitute a notice of termination of this Agreement.
b) Effect of Termination. Upon termination of this Agreement by either party, Customer will promptly
return to Superion or (at Superion's request) will destroy all copies of the Software, and will certify to
Superion in writing, over the signature of a duly authorized representative of Customer, that it has done
so.
c) Survival of Obligations. All obligations relating to non-use and non -disclosure of Confidential
Information and indemnity will survive termination of this Agreement.
d) Termination Without Prejudice to Other Rights and Remedies. Termination of this Agreement will
be without prejudice to the terminating party's other rights and remedies pursuant to this Agreement.
e) Disentanglement. In connection with any expiration or termination of the Term of this Agreement
or of the provision of any of the Services provided hereunder, Superion shall, at Customer's request, assist
Customer in accomplishing a complete and timely trans"tion from Superion to Customer or to any
replacement providers or New Vendor (NV) designated by Customer, of the Services being terminated (a
"disentanglement"), in a manner calculated to minimize impact on the Services or any other services
provided by third parties. Superion shall provide the Customer and the NV and otherwise take steps
reasonably required to assist Customer in effecting a complete and timely Disentanglement. Superion
shall provide Customer and NV with information regarding the Services or as is otherwise needed for
Disentanglement, subject to NV agreeing to maintain the confidentiality of Superion Confidential
Information. Superion shall provide for the prompt and orderly conclusion of all work, as Customer may
direct, including completion or partial completion of projects and other measures to assure an orderly
Page 7 of 29
SPS Maintenance 7/1/2010
transition to Customer or Customer's NV. Should Customer require Disentanglement services, Superion
shall provide Customer with a quote for Disentanglement services at Superion's then standard rates, or at
hourly rates agreed upon in the contract for each Superion Personnel that is to perform such
Disentanglement services as requested by Customer. Superion shall provide any Disentanglement
services as the City reasonably requests for a period of one (1) year. This paragraph shall not be
interpreted to require Superion or to permit Customer to disclose to any NV any of the Confidential
Information of Superion without prior written specific consent.
13. Notices. All notices and other communications required or permitted under this Agreement must
be in writing and will be deemed given when: Delivered personally; sent by United States registered or
certified mail, return receipt requested; transmitted by facsimile confirmed by United States first class mail;
or sent by overnight courier. Notices must be sent to a party at its address shown on the first page of this
Agreement, or to such other place as the party may subsequently designate for its receipt of notices.
14. Force Maieure. Neither party will be _liable to the other for any failure or delay in performance
under this Agreement due to circumstances boyond its reasonable control, including Acts of God, acts of
war, accident, labor disruption, acts, omissions and defaults of third parties and official, governmental and
judicial action not the fault of the party failing or delaying in performance.
15. Assignment. Neither party may assign any of its rights or obligations under this Agreement, and
any attempt at such assignment will be void without the prior written consent of the other party. For
purposes of this Agreement, "assignment" will include use of the Software for benefit of any third party to
a merger, acquisition and/or other consolidation by, with c°r of Customer, including any new or surviving
entity that results from such merger, acquisition and/or other consolidation. However, the following will not
be considered "assignments" for purposes of this Agreement: Superion's assignment of this Agreement
or of any Superion rights under this Agreement to Superion's successor by merger or consolidation or to
any person or entity that acquires all, or substantially all of its capital stock or assets; and Superion's
assignment of this Agreement to any person or entity to which Superion transfers any of its rights in the
Software.
16. No Waiver. A party's failure to enforce its rights with respect to any single or continuing breach of
this Agreement will not act as a waiver of the right of that party to later enforce any such rights or to enforce
any other or any subsequent breach.
17. Choice of Law; Severability. This Agreement will be governed by and construed under the laws
of the State of Florida, without reference to the choice of law's provisions thereof. If any provision of this
Agreement is illegal or unenforceable, it will be deemed stricken from the Agreement and the remaining
provisions of the Agreement will remain in full force and effect.
18. LIMITATIONS OF LIABILITY.
A) LIMITED LIABILITY OF SUPERION. SUPERION'S LIABILITY IN CONNECTION WITH THE
SOFTWARE, ANY SERVICES, THIS LICENSE OR ANY OTHER MATTER RELATING TO THIS
AGREEMENT WILL NOT EXCEED THE FEE THAT CUSTOMER ACTUALLY PAID TO SUPERION (OR,
IF NO DISCRETE FEE IS IDENTIFIED IN EXHIBIT 1, THE FEE REASONABLY ASCRIBED BY
SUPERION'4 FOR THE COMPONENT SYSTEM OR SERVICES GIVING RISE TO THE LIABILITY.
B) EXCLUSION OF DAMAGES. REGARDLESS WHETHER ANY REMEDY SET FORTH HEREIN
FAILS OF ITS ESSENTIAL PURPOSE OR OTHERWISE, IN NO EVENT WILL SUPERIOR BE LIABLE
TO CUSTOMER FOR ANY SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES, WHETHER
BASED ON BREACH OF CONTRACT, TORT (INCLUDING NEGLIGENCE), PRODUCT LIABILITY, OR
OTHERWISE, AND WHETHER .OR NOT SUPERION HAS BEEN ADVISED OF THE POSSIBILITY OF
SUCH DAMAGE.
Page 8 of 29
SPS Maintenance 7/1/2010
C) BASIS OF THE BARGAIN. CUSTOMER ACKNOWLEDGES THAT SUPERION HAS SET ITS
FEES AND ENTERED INTO THIS AGREEMENT IN RELIANCE UPON THE LIMITATIONS OF
LIABILITY AND THE DISCLAIMERS OF WARRANTIES AND DAMAGES SET FORTH IN THIS
AGREEMENT, AND THAT THE SAME FORM AN ESSENTIAL BASIS OF THE BARGAIN BETWEEN
THE PARTIES.
19. Dispute Resolution Mechanism. The parties adopt the following multi -tiered dispute resolution
mechanism for resolving disputes between them:
a) Level 1: Disputes, disagreements, and business issues shall be referred to the Project Managers
who shall address and resolve the matter within 48 hours of the request being made by either party.
b) Level 2: If the Project Managers are unable to resolve any matter within 48 hours, it shall be
referred to the President of Superion or designee, and to the City Manager of Customer, or designee.
They shall gather facts concerning the matter, explore alternatives and attempt to resolve the matter by
ac reement.
c) Level 3: If President of Superion and City Manager of Customer are not abe to agree, either party
may institute a legal proceeding in Broward County, Florida to resolve the issue. t
d) The foregoing shall apply, but not be limited to, the following types of disputes
i. Disputes about this agreement, Exhibits, the Statement of Work, including disputes as to the
formation, interpretation, performance, and breach of these documents; and
ii. Disputes regarding warranty claims, employment related claims, and indemnity claims; and
iii. All other disputes between the parties, regardless of subject rratter.
20. Service Resolution Incentive. For the period commencing on the Execution Date and expiring
upon Go -Live of the Component Systems identified in Exhibit 2 Schedule A, if Superion fails to meet the
expected delivery date of a Service, such expected delivery datF being identified in the Statement of Work
- Exhibit 6 (SOW) and is subsequent to the Execution Date, due sole y to the fault of Superion which has
not otherwise been excused nor agreed to by Customer (the "Delay"), Customer's sole and exclusive
remedy in relation to such failure shall be the applicable one-time credits specified as follows:
For each full calendar day Superion causes a Delay, Customer shall receive a one-time credit against
Customer's Maintenance Fee invoice equal to the daily pro -rated amount based on one (1) months'
Maintenance Fees described in Exhibit 2 - Schedule A for those Component Systems affected by the Delay
for the number of days delayed up to a maximum of 180 calendar days.
In no event shall Superion be obliged to provide any refund in relation to any credit, but rather the credit
shall be applied to the next Maintenance Fee invoice due to the Customer following the Delay. Customer
must notify Superion in writing of the occurrence of any Delay triggering a credit. Any credit entitlement
that is not reported to Superion within three (3) months of its availability shall no longer be available and
the Customer will be deemed to have waived any rights in relation thereto and (for the avoidance of doubt)
Superion's failure to meet the relevant Service resolution commitment. Customer shall not be entitled to
offset any Maintenance Fee payments nor withhold Maintenance Fee payments on account of a pending
credit. Customer shall not be eligible for cr;edits for any period where Customer is more than thirty (30)
days past due on their account.
The parties agree that (i) it would be impractical and extremely difficult to fix the actual damages to
Customer that may proximately result from the failure to meet the expected delivery date of a Service to
which the credits relate, (ii) such credits are liquidated damages and not a penalty, (iii) such credits
Page 9 of 29
SPS Maintenance 7/1/2010
constitute a reasonable remedy that is not disproportionate to the presumed damage caused by the failure
of Superion to meet the expected delivery date of a Service.
21. Change Orders: Following the Execution Date should the parties desire to make changes to the
products or services being delivered in Exhibit 2 — Schedule A, said changes shall be made pursuant to
Section 2.1.15 of the SOW.
22. Insurance Requirements. During the performance of the services under this Agreement, Superion
shall maintain the following insurance coverages, shall evidence coverage via a certificate of insurance and
such policies shall be written by an insurance company authorized to do business in Florida.
(a) Commercial General Liability insurance covering claims for personal injury and property damage, with
limits of not less than US$1,000,000 per occurrence;
(b) Automobile Liability: shall procure and maintain, for the life of the Agreement, Automobile Liability
Insurance with limits of not less lhar, US$1,000,000 per occurrence;
(c) Workers Compensation coverage as required by the statutes of the jurisdiction in which the services are
being performed covering all PErscnnel employed by Superion in the performance of their duties who are
required to be covered by the statutes of the applicable jurisdiction; and
(d) Errors and Omissions insurance with a reputable insurance company, with limits of not less than
US$1,000,000.
Upon the reasonable request of Customer, 'uperion shall furnish Customer with a certificate of insurance as
specified in this Agreement. Maintenance of insurance as specified in this Agreement shall in no way be
interpreted as relieving, or increasing Superion's responsibilities or liabilities under this Agreement; and
Superion may carry, at: its own expense, such additional insurance as it deems necessary, including solf-
insurance.
Customer shall be named as an additional insured for Commercial General Liability coverage.
Consultant shall not commence work under this Agreement until all insurance required as stated herein ,-ias
been obtained and evidenced via a certificate of insurance and such insurance has been approved by
Customer.
23. Independent Contractor
This Agreement does not create an employee/employer relationship between the Parties. It is
the intent of the Parties that Superion is an independent contractor under this Agreement and not the
Customer's employee for any purposes, including but not limited to, the application of the Fair Labor
Standards Act minimum wage and overtime payments, Federal Insurance Contribution Act, the Social
Security Act, the Federal Unemployment Tax Act, the provisions of the Internal Revenue Code, the
State Worker's Compensation Act, and the State Unemployment Insurance law. Superion shall retain
sole and absolute discretion in the judgment of the manner and means of carrying out Superion's
activities and responsibilities hereunder provided, further that administrative procedures applicable to
services rendered under this Agreement shall be those of Superion, which policies of Superion shall
not conflict with City, State, or United States policies, rules or regulations relating to the use of
Superion's funds provided for herein. Superion agrees that it is a separate and independent enterprise
from the Customer, that it had full opportunity to find other business, that it has made its own investment
in its business, and that it will utilize a high level of skill necessary to perform the work. This Agreement
shall not be construed as creating any joint employment relationship between Superion and the
Customer and the Customer will not be liable for any obligation incurred by Superion, including but not
limited to unpaid minimum wages and/or overtime premiums.
Page 10 of 29
SPS Maintenance 7/1/2010
24.Entire Agreement. This Agreement contains the entire understanding of the parties with respect to its
subject matter, and supersedes and extinguishes all prior oral and written communications between the
parties about its subject matter. Any purchase order or similar document which may be issued by
Customer in connection with this Agreement does not modify this Agreement. No modification of this
Agreement will be effective unless it is in writing, is signed by each party, and expressly provides that it
amends this Agreement.
Page 11 of 29
SPS Maintenance 7/1/2010
EXHIBIT 1
Customer: City of Tamarac, FL
Delivery Address:
10101 State Street
Tamarac, FL 33321
SOFTWARE: See Exhibit 2 - Schedule A
Software Notes:
1. Any In'rerfaces identified in Exhibit 2 - Schedule A are interfaces only. Customer shall be
responsible for obtaining the applicable software, hardware and system software from the
appropriate third party vendor.
Source Code Escrow will be invoiced annually by Superion.
SERVICES: See Exhibit 2 - Schedule A
Services Notes:
1. Pricing is a good faith estimate based on the information available to Superion at the time of
execution of this Agreement. The total amount that Customer will pay for these services (i.e.,
the "TOTAL SERVICES FEE") will vary based on the actual number of hours of services
required to complete the services. If required, additional services will be provided on a time and
materials basis at hourly rates equal to Superion's then -current list price rates for the services
at issue.
2. Reimbursable expenses are additional and will be billed monthly as Superion renders the
services.
THIRD PARTY PRODUCTS: See Exhibit 2 - Schedule A
Third Party Product Notes:
1. Actual shipping charges are additional and will be due upon delivery.
Exhibit 1 Notes:
1. Annual Subscription Fee: The initial annual subscription term for any subscription product(s)
listed above shall commence on the Execution Date of this Agreement and extend for a period
of one (1) year. Thereafter, the subscription terms shall automatically renew for successive
one (1) year terms, unless either party gives the other part written notice of non -renewal at
least sixty (60) days prior to expiration of the then -current term. The then -current fee will be
specified by Superion in an annual invoice to Cu-tomer thirty (30) days prior to the expiration
of then -current annual period.
2. APPLICABLE TAXES ARE NOT INCLUDED IN THIS EXHIBIT 1, AND, IF APPLICABLE,
WILL BE ADDED TO THE AMOUNT IN THE PAYMENT INVOICE(S) BEING SENT
SEPARATELY TO THE CUSTOMER.
Page 12 of 29
SPS Maintenance 7/1/2010
The amounts noted above shall be payable as follows:
License Fee: 100% on the Execution Date.
Initial Annual Subscription Fee: 100% on the Execution Date.
Source Code Escrow Fee: 100% on the Execution Date
Professional Services: Billed in accordance with the Milestone Billing Schedule Exhibit 2 —Schedule B
Third Party Products Software Fee: 100% on the Execution Date
Third Party Products Initial Annual Maintenance: The initial annual maintenance fee is included in the
License fee. The Annual Maintenance Fee amount shown in Exhibit 2 - Schedule A is for the second
year of Third Party Product annual maintenance and is due prior to commencement of the second
annual term. Annual Maintenance Fees for !subsequent terms are subject to change and will be
invoiced by and paid directly to Superion.
EQUIPMENT: Host(s) or client server configuration(s) and/or combinations of host(s) and client
server configuration(s) within the United States of America for which Superion supports the Software.
Customer acknowledges that certain Component Systems of the Software may require specific host or
client configurations. Customer, as soon as reasonably practicable, will provide a detailed written
description of the Equipment so that Superion can confirm that it is a configuration on which Superion
supports use of the Software.
NOTICE: To use any of th= Software, Customer must also obtain, install on the Equipment and
maintain Superion-supported versions of certain software products and software/hardware peripherals.
By this notice, Superion is advising Customer that Customer should consult with its Superion
Professional Services representative to obtain a written listing of such necessary software products
and software/hardware peripmeral:,..
Page 13 of 29
SPS Maintenance 7/1/2010
Exhibit 2 - Schedule A
Component Systems and Improvements
Qty
Part #
Component System
License Fee
Improvement
Fees (Initial
Contract Year)
Annual
Subscription
Fees (Initial)
ONESolution Finacials Suite
1
OS -Fin
ONESolution Financials
$ 156,400.00
$ 25,024.00
1
OS-HP-PY
ONESolution Human Resources/Payroll
87,700.00
$ 14,032.00
1
OS-FDN
ONESolution Foundation
8,800.00
$ 1,408.00
1
OS -FIN -COD
ONESolution Click, Drag and Drill
4,200.00
$ 672.00
1
OS-K9-3
ONESolution Click2Gov3 Vendor Management
2,083.00
$ 665.00
1
0S-KR-3 IONESolution
Click2Gov3 Accounts Receivable
2,488.00
$ 795.00
TRAKiT Community Development Suite
1
_
TRAK-AVOLVE
TRAKiT API for ProjectDox
10,000.00
$� 2,000.00
1
TRAK,-CC-ETRAK
eTRAKiT Credit Card API
5,000.00
$ 1,000.00
1
TRAK-CC ETRAK
TRAKiT Credit Card Reader Interface
7,500.00
$ 1,500.00
1
TRAKiT-C D-IF
TRAKiT Cash Drawer Interface
4,000.00
$ 800.00
20
TRAK-COMMDEV-UL
TRAKiT9 Community Development Suite User License
90,000.00
$ 18,000.30
1
TEAK-EC-ETRAK
eTRAKiT eCheckAPI
5,000.00
$ 1,000.)0
1
TRAK-ENFLIB
TRAKiT Enforcement Library
1,000.00
$ 200A0
1
TRAKiT-CD-IF
eTRAKiT Citizen Portal
20,000.00
$ 4,000.00
1
TRAK-GISADV
TRAKiT GIS Advanced Engine
17,500.00
$ 3,500.00
1
TRAK- ITTRAKIT
iTRAKiT Suite
30,000.00
$ 6,000.00
1
TRAK-IVR-IF
TRAKiT API for Selectron IVR
7,500.00
$ 1,500.00
1
TRAK-PLNLIB
TRAKiT Plan Correction Library
1,000.00
$ 200.00
1
TRAK-PMTLIB
TRAKiT Permit Form Library
2.000.00
$ 400.00
1
TRAK-GREGLIB
TRAKiT Regulatory License Library
2;000.00
$ 400.00
5
TRAK-REGSUITEUL
TRAKiT9 Regulatory Licensing Suite User License
1F.000.00
$ 3,000.00
1
TRAK-SIGNPAD
1TRAKiT Signiture Pad
' 000.00
$ 1,000.00
1
TRAK-CIVIC
ICivicTRAK
$ 12,000.00
ONESolution Work Management
I
OS -LAND
ONESolution Land Management
11,400.00
$ 1,824.00
30
OS m.Client
ONESolution Mobile Client
37,500.00
$ 6,000.00
1
OS m.Sener
ONESolution Mobile Server Framework
3,200.00
$ 512.00
1
OS m.Tasks
ONESolution Mobile Tasks
1,950.00
$ 312.00
1
OS -ASSET
ONESolution Asset Maintenance
9,700.00
$ 1,552.00
1
OS-CMMS
ONESolution CMMS: Work Orders/Task Management
20,200.00
$ 3,232.00
1
OS-CRM
IONESolution Customer Relationship Management (CRM)
12,000.00
$ 1,920.00
1
OS -FLEET
ONESution CMMS: Work Orders/Task Management w/Fleet
45,000.00
$ 720.00
Subtotal
$ 625,121.00
$ 103,168.00
$ 12,000.00
Discount
$ 544,046.00
Total after Discountl
$ 81,075.00
1 $ 103.168.00
1 $ 12,000.00
Page 14 of 29
SPS Maintenance 7/1/2010
Exhibit 2 - Schedule B
Third Party Products
Qty.
Part#
Third Party Products
Software
Initial Annual
Maintenance
1
COGNOS-05
Cognos BI: Caf'e
$ 2,960.00
$ 600.00
1
COGNOS:DM
Cognos DM: Base Bundle
$ 29,480.00
$ 4,716.80
1
COGNOS-DM-USER5
Cognos DM: Standard User Bundle
$ 14,570.00
$ 2,740.00
1
OS-FEC-NL
ONESolution Financial Enterprise Core-NaviLine
$ 451,508.00
1 $ 7,281.28
Third Party Products Totals
$ 92.518.001
$ 15,338.08
SERVICES AND Milestone Billies Schedule
Payment Milestone
% of Total
Description
Deliverable
SOW Page
Number
Milestone Payment Amount
Phase 1 Finance -Deliverables described in section
4.10 in SOW
1
10.00%
Includes Project Charter, Project Kick off &
Communication Plan, forall Phases
1.1, 5, 1.2
48,56,49
$24,472.33
2
7.00%
Project Work Plan/Schedule for Phase 1
2
52
$17,130.63
3
7.(0%
Risk Plan and Registerand Issues Register.
Milestone consists of completion of initial
documents with identified risks and issues.
1.3, 1.4
49,50
$17,130.63
4
600%
Phase 1-Completed Configuration Workbook
7.1
62
$14,683.40
5
7.J0%
Software Installed
4.1,4.2
54,56
$17,:-30.63 -
6
700%
Conversion Phase 1
10
70
$17,130.63 —
7
6.00%
End User Training Plan
16.1
81
$14,683.40
8
6.00%
Core Team Process Testing
13
76
$14,683.40
9
6.00%
Core Team Training Phase 1
12
75
$14,683.40
10
6.00%
Integration and Parallel Testing Phase 1
15.2
79
$14,683.40
11
6.00%
User Verification Testing (UVT) Phase 1
15.3
80
$14,683.40
12
6.00%
Go Live CutoverPlan—Phase 1
17
84
$14,683.40
13
6.00%
Go Live Declaration Letter —Phase 1
18.1
85
$14,683.40
14
6.00%
Go Live CAFR Constructor -City using
ONESolution to produce annual CAFR
Appendix
1
117
$14,683.40
15
3.00%
Go Live Budget Book - CityusingONESolutionto
produce annual Budget
Appendix
1
117
$7,341.70
16
5.00%
Phase I Close Out
19
87
$12,236.17
100%
Phase I Subtotal:
$244,723.33
Page 15 of 29
SPS Maintenance 7/1/2010
Phase II HR/PY & Work Management -Deliverables
described in section 4.10 in SOW
17
10.00%
Project Work Plan/Schedule for Phase 2
2
52
$41,268.33
18
10.00%
Phase 2-Completed Configuration Workbook
7.1
62
$41,268.33
19
10.00%
Conversion Phase 2
10
70
$41,268.33
20
9.00%
End User Training Plan
16.1
81
$37,141.50
21
9.00%
Core Project Team Process Testing
13
76
$37,141.50
22
10.00%
Core Team Training Phase
12
75
$41,268.33
23
9.00%
Integration and Parallel Testing Phase 2
15.2
79
$37,141.50
24
10.00%
User Verification Testing (UVT) Phase 2
15.3
80
$41,268.33
25
10.00%
Go Live CutoverPlan — Phase 2
17
84
$41,268.33
26
8.00%
Go Live Declaration Letter —Phase 2
18._
85
$33,014.67
27
5.00%
Phase 2 Close Out
19
87
$20,634.17
100%
Phase II Subtotal:
$412,683.33
Phase III Community Development/TRAKiT -
Deliverables described in section 5.13 of SOW
28
10%
Project Ti me I i ne Si gn-Off for Phase3
6
L"J
$16,999.53
29
10%
Kick -Off Meeting Phase 3 Completed
15
1.1
$16,999.53
30
10%
GeoTRAK Workbook, Initial Forms/ Rerports
Scope, Project Workbook and Final Data
Ma pp I ng DocumentSi n-Offs
32, 33, 34,
35
111;112
$16,999.53
31
10%
Initial Delivery
39
113
$16,999.53
32
10%
Power Users Trained
41
113
$16,999.53
33
10%
3rd Delivery
54
114
$16,999.53
34
10%
Testing Ends Sign Off i
63
115
$16,999.53
35
10%
End User Training Complete
66
115
$16,999.53
36
10%
Go Live i
69
115
$16,999.53
37
10%
Phase 3 Go Live Review
71
115
$16,999.53
100%
Phase III Subtotal:
$169,995.33
10%
Project Final Milestone
Phase 1 Milestone Payments
$91,933.60
244 72
Phase 2 Milestone Payments
412 683
Phase 3 Milestone Payments
16
Final Milestone
91 4
Total Milestones
1 6
Estimated Travel (billed as incurred)
$199,183
Report L evelopment (billed as incurred)
$233,280
Integravon/ Interface (billed as incurred)
$115,200
Web Forms (billed as incurred)
$75,200
Pcard Conversion (billas incurred)
$8,000
Total Services with Estimated Travel and Reporting
$1,550,198
Page 16 of 29
SPS Maintenance 7/1/2010
Summary of Fees
Total_Superion License Fees
1 11
Total Third Party License Fees
MEMM• 11
-- Total of All Licensing Fees
$173,593.00
Total Superion Maintenance
$103,168.00
Total• •
11 11
Total• Party Products,. $15,388.08:
Total Maint;R.Ince
$ 130,556.08
Total Services (billed as incurred),"
$919,336.0Q
Total estimat vel and Living
$199,183.00
otal Report Development (bille 4 as/incurred BPR);!
PW $233,280.0.
Web Form Development (billed as incurred BPR)'
$115,200.00
Integration/Interface(s) (billed as incurred BPR) ,
$75,200.00 j
P,,Card Com! .rall d §incurred BPR)'J
$8,000.00
Grand Total
00
includedEscrow
T: 1 Me
Page 17 of 29
SPS Maintenance 7/1/2010
Exhibit 3
SUPERION TRAVEL EXPENSE GUIDELINES
Superion will adhere to the following guidelines when incurring travel expenses
All arrangements for travel are to be made through the Superion Corporate Travel Agent unless
other arrangements have been made with the Customer and are documented in writing.
AIR TRAVEL — Superion will use the least expensive class of service available with a minimum of
seven (7) day, maximum of thirty (30) day, advance purchase. Upon request, Superion shall provide
the travel itinerary as the receipt for reimbursement of the air fare and any fees. Fees not listed on the
itinerary will require a receipt for reimburserrrrent.
Trips fewer than 250 miles round are considered local. Unless a flight has been otherwise approved by
the Customer, Customer will reimburse the current IRS approved mileage rate for all local trips.
LODGING —Reasonable lodging accommodationns are reimbursable, up to $125 per night. If, depending
on the city, reasonable accommodations cannot be secured for $125 per night, Customer's prior
approval will be required. Upon request by Customer, thin hotel receipt received upon departure will be
submitted for reimbursement. All food items, movies, ane phone/internet charges are not reimbursable.
RENTAL CAR — Compact or Intermediate cars will be required unless there are three or more Superion
employees sharing the car in which case the use of a fusl size car is authorized. Gas is reimbursable
however pre -paid gas purchases wN not be authorized and all rental cars are to be returned with a full
tank of gas. Upon request, receipts for car rental and gas purchases will be submitted to Customer.
Superion shall decline all renal car insurance offered by the car rental agency as staff members will be
covered under the Superion auto insurance policy. Fines for traffic violations are not reimbursable
expenses
OTHER TRANSPORTATION — Superion staff members are expected to use the most economical
means for traveling to and from the airport (Airport bus, hotel shuttle service). Airport taxi or mileage
for the employee's personal vehicle (per IRS mileage guidelines) are reimbursable if necessary. Upon
request, receipt(s) for the taxi will be submitted to Customer. Proof of mileage may be required and
may be documented by a readily available electronic mapping service. The mileage rate will be the
then -current IRS mileage guideline rate (subject to change with any change in IRS guidelines).
OTHER BUSINESS EXPENSES — Parking at the airport is reimbursable. Tolls to and from the airport
and while traveling at the client site are reimbursable. Tipping on cab fare exceeding 15% is not
reimbursable. Porter tips are reimbursable, not exceeding $1.00 per bag. Laundry is reimbursable for
hotel stays longer than four days while at the client site. With the exception of tips, receipts shall be
provided to Customer upon request for all of the aforementioned items.
MEALS
$52.00 per day Standard Per Diem
$10.40 — Breakfast
$13.00 — Lunch
$28.60 — Dinner
Page 18 of 29
SPS Maintenance 7/1/2010
Exhibit 4
THIRD PARTY SOFTWARE SUPPLEMENT
1.1 Grant of Third Party Licenses. Where applicable, Superion grants to Customer a personal, non-
transferable, non-exclusive, limited -scope sublicense to use, in accordance with the license, use and
confidentiality restrictions and other provisions of this Agreement, the third party software set forth on Exhibit
1 ("Third Party Software Products") subject to the following additional conditions: (i) the Third Party Product
shall be used only in conjunction with any permissible use of the Component System software specifically
authorized hereunder, and (ii) the Third Party Products shall be used only in accordance with the Third Party
Products documentation.
1.2. Third Party Products. During the term of this Agreement, Superion shall use reasonable efforts to provide
Customer the benefit of all indemnities and warranties granted to Superion by the licensor(s) of the Third Party
Products, to the extent possible without additional cost to Superion, as and if permitted by Superion's
agieernent with the licensor of the Third Party Products, and to the extent such warranties and indemnities
pertain to Customer's use of the Third Party Products hereunder. In the event of any defect in any Third Party
Prcducts supplied by Superion, Superion will use commercially reasonable efforts to replace or correct the
Third Warty Products without charge, unless it has been damaged or corrupted after supply by Superion
(including, but not limited to, damage caused by incorrect use, incorrect voltage or attempts to modify the
Software or Third Party Products). If such damage or corruption has occurred after supply by Superion,
Superion reser✓es the right to refuse to replace or correct the Third Party Products or to impose charges for
so doing. Provided that Superion complies with this provision, it shall face no further liability with respect to
any defect in any Third Party Products.
COGNOS SUPPLEMENT
1. Additional Definitions. "Cognos Component Systems" ineanF any of the software provided to
Superion by Cognos Corporation ("Cognos") and identifiE d under the name "Cognos" in Exhibit 2
— Schedule B.
2. Ownership. Cognos owns the Cognos Component Systems.
3. Restrictions on Use of Cognos Component Systems. Customer's use of the Cognos Component
System(s) is subject to the following additional terms and conditions:
(a) Customer has the right to use the Cognos Component System(s) only in Object Code form,
and only with the Superion Licensed Software.
(b) Customer acknowledges that the Cognos Component System(s) are proprietary to Cognos
and are supplied by Superion under license from Cognos. Title to the Cognos Component
System(s) shall at all times remain vested in Cognos or its designated successor. Except for the
right of use that is expressly provided to Customer under the Agreement, no right, title or interest
in or to the Cognos Component System(s) is granted to Customer;
(c) Customer agrees that Cognos shall not be liable for any damages, whether direct, indirect,
incidental, special, or consequential, arising from the Customer's use of the Cognos Component
System(s) or related materials;
Page 19 of 29
SPS Maintenance 7/1/2010
(d) Customer acknowledges and agrees that Cognos is a third party beneficiary of this
Agreement;
(e) Customer acknowledges and understands that the Cognos Component System(s) may
only be used by the number of users for the specific functions for which the license has been
granted, as otherwise specified in Exhibit 1; and
(f) Customer acknowledges and understands that it is licensing the Cognos Component
System(s) on a "restricted use" basis. "Restricted use" means the use of the Cognos Component
System(s) only with the Component Systems identified Exhibit 2, Schedule A and to the extent
licensed therein. Such restricted use shall include Customer's right to extract, analyze, and report
data from disparate systemi3, provided that such data is extracted, analyzed and reported by the
software applications systeri(s) set forth in Exhibit 2, Schedule A.
(g) Customer shall he )rovided with the limited, thirty (30) day warranty from Cognos as set
forth below. Cognos warrants to Customer that (a) for a period of thirty (30) days following the
initial del ivery/downloac/access of the Cognos Component System(s) to or by Customer, the
Cognos Component Systern(s) will perform in accordance with its related documentation, and (b)
the media on which the Cognos Component System(s) is provided, if applicable, is free from
defects in materials and workmanship under normal use. Subject to applicable law, all other
warranties, express or implied, or otherwise, are excluded. Customer's only remedy against
Cognos if this warranty is breached will be, at the option of Cognos, (a) to repair or replace the
Cognos Component System(s) or (b) to refund the amounts paid in respect of the defective Cognos
Component System(s). This remedy is void if Customer misuses the Cognos Component
System(s) contrary to its related documentation.
Page 20 of 29
SPS Maintenance 7/1/2010
Exhibit 5
PREFERRED BENEFICIARY
ACCEPTANCE FORM
Depositor, Preferred Beneficiary and Iron Mountain Intellectual Property Management,
Inc. ("IMIPM"), hereby acknowledge that City of Tamarac, FL is the Preferred
Beneficiary referred to in the Master Preferred Escrow Agreement effective June 16,
2015 with IMIPM as the escrow agent and Superion, LLC as successors to SunGard
Public Sector LLC as the Depositor. Preferred Beneficiary hereby agrees to be bound by
all provisions of such Agreement.
Depositor hereby enrolls Preferred Beneficiary to the following account(s):
Account Name Deposit Account Number
ONESolution and TRAKiT
Notices and communications to Preferred
Beneficiary should be addressed to:
Attn: Levent Sucuo lu
Telephone: 954-597-3900
E-mail: Levent.Sucuogluktamarac.or
Invoices should be addressed to:
Initial and Subsequent Annual Invoices:
Superion, LLC
Accounting Department
1000 Business Center Drive
Lake. Mary, FL 32746
Contact: Lisa Neumann, Controller
City of Tamarac, FL Superion, LLC
PreferredJaQa4fici D ositor
By: Q._I-nZCLY.-k_.,
Name: 400e! C . (fie CC,
Title:
Date:
v�
IMIPM
By:
Name:_
Title: _
Date:
Name: Lisa Neumann
Title: Controller
Date: June 22.2017
Page 21 of 29
Exhibit 6
PROJECT STATEMENT OF WORK
Statement of Work is inserted immediately following this Cover Page. (131 Pages)
Page 22 of 29
SPS Maintenance 7/1/2010
SOFTWARE MAINTENANCE SUPPLEMENT
Customer desires that Superion provide Maintenance and Enhancements for and new releases of the
Baseline Software identified in Appendix 1 on the terms and conditions contained in this Software
Maintenance Supplement (the Maintenance Supplement), and for the Custom Modifications identified in
Appendix 1 on the terms and conditions of this Maintenance Supplement. Accordingly, the parties agree
as follows:
deviation on a computer configuration that is both
Additional Definitions. comparable to the Equipment and that is under
Superion's control.
"Initial Contract Year" means, with "Enhancements" means general release (as
respect to each Baseline Component System cpposed to custom) changes to a Baseline Component
and Custom Modification, each one (1) year System or Custom Modification which increase the
period beginning on the Execution Date and finctionality of the Baseline Component System or
ending twelve (12) months from the expiration Custom Modification in question.
of the Current Legacy Period.
"Contract Year" means, with respect to
each Baseline Component System and
Custom Modification, each one (1) year period
beginning on the expiration of the Initial
Contract Year (the "Second Contract Year")
and ending one (1) year thereafter, or the
anniversary thereof.
"Current Legacy Period' means that
period expiring September 30, 2017 according
to the separate written agreement between
Customer and Superion under which Superion
is providing Customer with mainienan,;e and
support services for Superion's Navilino brand
software system.
"Custom Modification" means a
change that Superion has made at Customer's
request to any Component System in
accordance with a Superion-generated
specification, but without any other changes
whatsoever by any person or entity. Each
Custom Modification for which Superion will
provide Customer with Improvements is
identified in Appendix 1.
"Defect" has the meaning ascribed to
that term in the License and Services
Agreement to which this Maintenance
Supplement is a part of, and further, with
regard to can Custom Modification, means a
material deviation between the Custom
Modification and the Superion-generated
specification and documentation for such
Custom Modification, and for which Defect
Customer has given Superion enough
information to enable Superion to replicate the
"Improvements" means, collectively,
Maintenance, Enhancements and New Releases
provided under this Maintenance Supplement.
"Maintenance" means using reasonable efforts
to providt- Customer with avoidance procedures for or
corrections of Defects. The hours during which
Maintenance will be provided for each Component
System, the targeted response times for certain defined
categories of Maintenance calls for each Component
System and Custom Modification, and other details and
procedures (collectively, the "Maintenance Standards")
relating to the provision of Maintenance for each
Component System and Custom Modification are
described in attached Appendix 2.
"New Releases" means new editions of a
Baseline Component System or Custom Modification,
as applicable.
"Notification" means a communication to
Superion's help desk by means of: (i) Superion's web
helpline; (ii) the placement of a telephone call; or (iii)
the sending of an e-mail, in each case, in accordance
with Superion's then -current policies and procedures
for submitting such communications.
2. Services.
a) Types of Services. During the i:erm of this
Maintenance Supplement, Superion will provide
Customer with Maintenance for, Enhancements of, and
New Releases of each Baseline Component System
and each Custom Modification identified in Appendix 1.
b) Limitations. All Improvements will be part of
the applicable Baseline Component System/Custom
Modification, and will be subject to all of the terms and
SPS Maintenance 7/1/2010
Page 23 of 29
conditions of the License and Services
Agreement Supplement to which this
Maintenance Supplement is a part of, and this
Maintenance Supplement. Superion's
obligation to provide Customer with
Improvements for Baseline Component
Systems owned by parties other than Superion
is limited to providing Customer with the
Improvements that the applicable third party
owner provides to Superion for that Baseline
Component System. Customer must provide
Superion with such facilities, equipment and
support as are reasonably necessary for
Superion to perform its obligations under this
Maintenance Supplement, including remote
access to the Equipment.
3. Payment and Taxes.
a) Maintenance Fees. For the
Improvements, Customer will pay Superion the
amount prodded for in Appendix 1 as the
"Payment Arriount" for the Initial Contract Year.
For each Contract Year subsequent to the
Initial Contract Year, Superion reserves the
right to increase the Improvements fees. Fees
for Improvements for a Baseline Component
System/Custom Modification are due on the
first day of the first month of the Contract Year
for that Baseline Component System/Custom
Modification.
b) Additional Costs. Customer will also
reimburse Superion for actual travel and living
expenses that Superion incurs in providing
Customer with Improvements under this
Agreement, with reimbursement to be on an
as -incurred basis. Such travel and living
expenses will be governed by governed by the
Superion Travel Expense Guidelines attached
hereto as Exhibit 3 and will be invoiced on a
monthly basis in arrears and due within thirty
(30) days from the date of invoice. Customer
will also reimburse Superion for all charges
incurred in connection with accessing
Equipment.
c) Taxes. Customer is responsible for.
paying all taxes (except for taxes based ori.
Superion's net income or capital stock) relating
to this Maintenance Supplement, the
Improvements, any services provided or
payments made under this Maintenance
Supplement. Applicable tax amounts (if any)
are NOT included in the fees set forth in this
Maintenance Supplement. If Customer is
exempt from the payment of any such taxes, Customer
must provide Superion with a valid tax exemption
certificate; otherwise, absent proof of Customer's direct
payment of such tax amounts to the applicable taxing
authority, Superion will invoice Customer for and
Customer will pay to Superion all such tax amounts.
d) Late Charges. Customer will pay each
Superion invoice by no later than thirty (30) days after
receipt. Late payments are subject to a late charge
equal to the lesser of: (i) the prime lending rate
established from time to time by Citizens Bank,
Philadelphia, Pennsylvania plus three percent (3%); or
(ii) the highest rate permitted by applicable law.
4. Term. This Maintemance Supplement will
remain in full force and effect throughout the initial
Contract Year. After the initial Contract Year, this
Maintenance Supplement will renew for an additional
Contract Year unless, at least six (6) months prior to
the expiration of the initial Contract Year, Customer
notifies Superion in writing of Customer's intent not to
renew the Maintenance Supplement for the second
Contract Year. After the second Contract Year, this
Maintenance Supplement will automatically be
extended for consecutive Contract Years on a year-to-
year basis unless either party notifies the other in
writing of its ;ntent not to extend this Maintenance
Supplement fear any particular Baseline Component
System/Custom Modification at least six (6) months
prior to the exp�ratiorl of the then -current Contract Year.
Upon termination of the Maintenance
Supplement with respect to a Component System
provided under the Agreement, notwithstanding
anything contrary in the Agreement, Customer may
continue using the Component System for the reminder
of the term of the Agreement; however, (i) Superion will
discontinue providing all on -going
Maintenance services and Improvements, including
Superion's obligations under this Maintenance
Supplement, (ii) any Superion warranties under the
Agreement and this Maintenance Supplement with
respect to the Component System for which
Maintenance services are terminated shall cease to
apply for the period following termination, and (iii)
Superion shall have no liability with respect to
Customer's use of the Component System for which
Maintenance services are terminated after termination
of the Maintenance Supplement Term.
5. Disclaimer of Warranties. Customer agrees
and understands that SUPERION MAKES NO
WARRANTIES WHATSOEVER, EXPRESSED OR
IMPLIED, WITH REGARD TO ANY IMPROVEMENTS
AND/OR ANY OTHER MATTER RELATING TO THIS
Page 24 of 29
SPS Maintenance 7/1/2010
MAINTENANCE SUPPLEMENT, AND THAT
SUPERION EXPLICITLY DISCLAIMS ALL
WARRANTIES OF MERCHANTABILITY
AND FITNESS FOR A PARTICULAR
PURPOSE. FURTHER, SUPERION
EXPRESSLY DOES NOT WARRANT THAT
A COMPONENT SYSTEM, ANY CUSTOM
MODIFICATION OR ANY IMPROVEMENTS
WILL BE USABLE BY CUSTOMER IF THE
COMPONENT SYSTEM OR CUSTOM
MODIFICATION HAS BEEN MODIFIED BY
ANYONE OTHER THAN SUPERION, OR
WILL BE ERROR FREE, WILL OPERATE
WITHOUT INTERRUPTION OR WILL BE
COMPATIBLE WITH ANY HAF'DWARE OR
SOFTWARE OTHER THAV THE
EQUIPMENT.
6. Termination. A party hEs the right to
terminate this Maintenance Supplement if the
other party breaches a material provision of
this Maintenance Supplement. Either parry
has the right to terminate this Maintenance
Supplement at any time while an event or
condition giving rise to the right of terminaticn
exists. To terminate this Maintenance
Supplement, the party seeking termination
must give the other party notice that describes
the event or condition of termination in
reasonable detail From the date of its receipt
of that notice, thE� other party will have thirty
(30) days to cure he br,ach to the reasonable
satisfaction of the party desiring termination. If
the event or condition giving rise to the right of
termination is not cured within that period, then
the party seeking to terminate this
Maintenance Supplement can effect such
termination by providing the other party with a
termination notice that specifies the effective
date of such termination. Termination of this
Maintenance Supplement will be without prejudice to
the terminating party's other rights and remedies
pursuant to this Maintenance Supplement.
7. LIMITATIONS OF LIABILITY.
a) LIMITED LIABILITY OF SUPERION.
SUPERION'S LIABILITY IN CONNECTION WITH
THE IMPROVEMENTS OR ANY OTHER MATTER
RELATING TO THIS MAINTENANCE SUPPLEMENT
WILL NOT EXCEED THE FEES THAT CUSTOMER
ACTUALLY PAID TO SUPERION FOR THE
IMPROVEMENTS FOR THE YEAR THAT SUCH
LIABILITY ARISES.
b) EXCLUSION OF DAMAGES. REGARDLESS
OF WHETHER ANY REMEDY SET FORTH HEREIN
FAILS OF ITS ESSENTIAL PURPOSE OR
OTHERWISE, IN NO EVENT WILL SUPERION BE
LIABLE TO CUSTOMER FOR ANY SPECIAL,
INCIDENTAL, OR CONSEQUENTIAL DAMAGES,
WHETHER BASED ON BREACH OF CONTRACT,
TORT (INCLUDING NEGLIGENCE), PRODUCT
LIABILITY, OR OTHERWISE, AND WHETHER OR
NOT SUPERION HAS BEEN ADVISED OF THE
POSSIBILITY OF SUCH DAMAGE.
C) BASIS OF THE BARGAIN. CUS"OMEu7
ACKNOWLEDGES THAT SUPERION HAS SET ITS
FEES AND ENTERED INTO THIS MAINTENANCE
SUPPLEMENT IN RELIANCE UPON TVE
LIMITATIONS OF LIABILITY AND THE
DISCLAIMERS OF WARRANTIES AND DAMAGES
SET FORTH IN THIS MAINTENANCE
SUPPLEMENT, AND THAT THE SAME FORM AN
ESSENTIAL BASIS OF THE BARGAIN BETWEEN
THE PARTIES.
SPS Maintenance 7/1/2010
Page 25 of 29
Appendix 1
TO THE SOFTWARE MAINTENANCE SUPPLEMENT
CUSTOMER: City of Tamarac, FL
INITIAL CONTRACT YEAR: The initial Contract Year begins on the Execution Date and ends
twelve (12) months from the expiration of the Current Legacy Period. Each subsequent Contract Year
begins on the anniversary of the expiration of the Initial Contract Year.
The initial maintenance fee amount indicated for the Software below represents the Improvements fee
for the Initial Contract Year.
SOFTWARE: See Exhibit 2 - Schedule A
Improvements fees for the Initial Contract Year are due thirty (30) days prior to the expiration of the
Current Legacy Period. Improvements fees for any Contract Year :3ubsequent to the Initial Contract
Year are subject to change and will be specified by Superion in an aiinual invoice.
APPLICABLE TAXES ARE NOT INCLUDED IN THIS APPENDIX 1, AND; IF APPLICABLE, WILL
BE ADDED TO THE AMOUNT IN THE PAYMENT INVOICE(S) BEING SENT SEPARATELY TO THE
CUSTOMER.
Improvements Surcharge Imposed In Certain Instances: At the commencement of any Contract Year
where Customer is operating on a version of a Baseline Component System that is more than two (2)
general release versions behind the then -current release for any Component System, Superion will
assess a ten percent (10%) surcharge over and above ;he Improvements fee for that Contract Year,
with such surcharge to be imposed on a prorated bar>is for the portion of the Contract Year that
Customer remains on a general release version that is,more than two (2) releases behind the then -
current release of the Component Systems in question:. Once Customer is using a release that is no
more than two (2) general release versions bE!hind ahe then -current release, the Improvements
surcharge will be removed on a prospective basis, as of the date that Customer is using the release
that is no more than two (2) general release versions behind the then -current release.
NOTE:
Customer and Superion are parties to a separate written agreement ("Legacy Agreement") under which
Superion is providing Customer with maintenance and support services for Superion's Naviline brand
software system ("Legacy Software"). Superion will continue to provide Customer with maintenance
and support services for the Legacy Software in accordance with the terms of and for the fees specified
in the Legacy Agreement through the expiration of the one year period that is in effect as of the
Execution Date ("Current Legacy Period"). The day of expiration of the Current Legacy Period will be
September 30, 2017. Customer's maintenance subscription for the Legacy Software will not renew
under the Legacy Agreement for any period after the expiration of the Current Legacy Period.
If, during the time in question, Customer is paying for and receiving Improvements for the Baseline
Component Systems identified above under this Agreement, then, at the expiration of the Current
Legacy Period, Superion will also provide Customer with Defect corrections and avoidance procedures
(but not with New Releases of and Enhancements) for the Legacy Software pursuant to this Agreement,
at no additional fee, until the earlier of: (a) three (3) years following the expiration of the Current Legacy
Period; or (b) the date that Customer begins using all of the Component Systems identified above in a
production mode.
Page 26 of 29
SPS License 9/13/2011
The pricing provided for above is conditioned upon Customer paying for maintenance and support for
the Legacy Software through September 30, 2017. For the period from the Execution Date through
September 30, 2017, Superion will provide Customer with Improvements for the Baseline Component
Systems and Baseline Customizations identified above in consideration of Customer's payment of the
maintenance and support fees for the Legacy Software through the expiration of the Current Legacy
Period.
The Legacy Software is defined as follows:
Product
BP Electronic Plan Review Interface
Qty. Product Code
Click2Gov-Building Permits
1
1
EZ
K3
Click2Gov-Busincs Lcenses
1
KE
Click2Gov-Core Module
1
K1
Click2Gov-Customer information System
1
K2
Click2Gov-Purch:isir�g/Inventory
1
K9
HGE Client Licenses
5
GU
Human Resources
1
HR
NAM -Applicant Tracking
1
AT
NAM -Asset Management II
1
A2
NAM -Automated Fuel System Interface
1
AF
NAM -Building Permits
1
BP
NAM -Cash Receipts
1
CR
NAM -Code Enforcement
1
CE
NAVI-DMS-Document Management Services
1
DX
NAM-Flfiet Management
1
FM
NAM-GMMBA w/Extended Reporting
1
GM
NAM -Land Management
1
LX
NAM-Cccupational Licenses
1
OL
NAM-Payroll/Personnel
1
PR
NAVI-Planning/Engineering
1
PZ
NAM -PURCHASING INVENTORY
1
PI
NAM-WorkOrders/Fac Mgmt.
1
WF
QRep Catalogs for GMJ,MRJ,CRJ,PIJ,PRJ,FMJ,ATJ,LXJ,BPJ,OLJ,CEJ,PZJ,CXJ,WFJ,CPJ
15
CJ
QRep Catalogs for HR
1
CJ
Rec Trac Interface to Cash Receipts
1
M
Rec Trac Interface to GMBA
1
VG
Retrofit Modification Option
23
MOD
Selectron-CIS Voice Response Interface
1
V2
Selectron-Credit Card Payment Interface - CIS
1
CY
Selectron-Delinquency Call Out Listing Interface
1
DL
SunGard Transaction Manager
1
KT
Time Keeping Interface - Executime
1
TC
Page 27 of 29
SPS License 9/13/2011
Remaining applications for continued support under the Legacy Agreement:
Product Qty. Product Code
Electronic Plan Review 1 EP
NAVI-Customer Information Systems 1 CX
NAVI-Accounts Receivable 1 MR
NAVI-Loans Module 1 LN
NAVI-Procurement Card 1 PC
Notwithstanding anything to the contrary, Customer shall continue to be responsible for
payment of charges associated with the thir,1 party products below until receipt of effective
written notice of termination for the subsequent term.
Product
Qty.
Produa';t c6de
QRep End User
5
CG ,
OnePoint Point of Sale
1
KM
QRep Administrator
1
CG
QRep Administrator
1
CG
BP Interactive Voice Response
1
BV
BEA WebLogic Express - Basic
1
BW
Edition - LF
Page 28 of 29
SPS License 9/13/2011
Appendix 2
TO THE SOFTWARE MAINTENANCE SUPPLEMENT
Maintenance Standards
Hours During Which Superion's Telephone Support Will be Available to Customer in
Connection with the Provision of Maintenance: Unless otherwise noted in Exhibit 1, support hours are
Monday through Friday, 8:00 A.M. to 5:00 P.M. Customer's Local Time within the continental United States,
excluding holidays ("5x9").
II. Targeted Response Times. With respect to Superion's Maintenance obligations, Superion will use
diligent, commercially reasonable efforts to respond to Notifications from Customer relating to the
Baseline Component Systems/Custom Modifications identified in Appendix 1 of this Agreement in
accordance with the following guidelines with the time period to be measured beginning with the first
applicable Superion "Telephone Support" hour occurring after Superion's receipt of the Notification:
Priority
Description
Response Goal*'
Resolution Goal*
Urgent
A support issue shall be considered Urgent when it
Superion has a stated
Although resolution
1
produces a Total System Failure; meaning Superior's
goal to respond within
times vary depending on
Component Systems are not performing a process that
60 minutes of the issue
the exact issue and
;gas caused a complete work stoppage.
being reported and have
customer environment,
a resolution plan within
Superion has a stated
24 hours.
goal to .esolve an urgent
issue within 24 hours
OR provide a resolution
plan w'th urgent issues
within 24 hours of the
Critical
H support issue shall be considered Critical when a
Superion has a stated
2
critical failure in operations occurs; meaning Superion's
goal to respond within
issue being reported.
Component Systems are not performing a critical
two hours of the issue
process and prevents the continuation of basic
being reported.
A resolution plan details
operations. Critical problems do not have a workaround.
the steps necessary to
This classification does not apply to intermittent
understand and possibly
problems.
resolve the issue.
Non-
A support issue shall be considered Non -Critical when
Superion has a stated
Critical
a non -critical failure in operations occurs; meaning
goal to respond within
3
Superion's Component Systems are not performing non-
four hours of the issue
critical processes, but the system is still usable for its
being reported.
intended purpose or there is a workaround.
Minor
A support issue will be considered Minor when the issue
Superion has a stated
4
causes minor disruptions in the way tasks are performed,
goal to respond within
but does not affect workflow or operations. This may
24 hours of the issue
include cosmetic issues, general questions, and how to
being reported.
use certain features of the system.
••�u�u.�u „w,,tent a case number is created. As used herein a "Case numbe►" is created when a) Superion's
support representative has been directly contacted by Customer either by phone, email, in person, or through Superion's
online support portal, and b) when Superion's support reoresentative assigns a case number and conveys that case number
to the Customer.
Customer must provide remote access to its facility using a Superion approved remote access client so that Superion can
perform the support obligations and/or services under this Agreement, and will provide appropriate security access and
accounts for Superion staff and each session participant.
Page 29 of 29
SPS License 9/13/2011
�rzr SUPERION
Statement of Work
ONESolution Implementation
Prepared for
City of Tamarac, FL
June 22, 2017
.q` SUPERION
Scope of Work
TABLE OF CONTENTS
1. EXECUTIVE SUMMARY
3
1.1.1. Introduction
3
2. SCOPE OVERVIEW
4
2.1.1. Organizational Scope
Error! Bookmark not defined.
2.1.2. Project Phases
5
2.1.3. Work Management
5
2.1.4. Project Management Scope
5
2.1.5. Project Schedule
6
2.1.6. Agendas
6
2.1.7. Status Meetings
6
2.1.8. Status Reports
6
2.1.9. Issues Log
7
2.1.10. Project Governance
9
2.1.11. Project Staffing
9
2.1.12. Facility Requirements
12
2.1.13. Deliverable and Milestowi, approval
13
2.1.14. Dispute Resolution Procedures
13
2.1.15. Change Requests and Clanges to this
Scope of Work 14
3. ONESOLUTION FINANCE, HUMAN RESOURCES,
PAYROLL AND WORK MANAGEMENT
16
3.1.1. Data Conversion Scope
16
3.1.2. Interface Scope
19
3.1.3. Modification/Enhancement Scope
21
3.1.4. Reporting Scope
21
3.1.5. Workflow Scope
21
3.1.6. Forms Scope
23
3.1.7. Installation Services Scope
24
3.1.8. Services Not in Scope
Error! Bookmark not defined.
4. ONESOLUTION FINANCE, HUMAN RESOURCES,
PAYROLL AND WORK MANAGEMENT
IMPLEMENTATION APPROACH
27
4.1.1.
Data Conversion Approach
4.1.2.
Interface Approach
4.1.3.
Reports Approach
4.1.4.
Workflow Approach
4.1.5.
Forms Approach
27
30
34
36
37
Page 1
I*SUPERION
4.1.6. Training, Consulting, and Configuration Approach
39
4.1.7. Testing Approach
40
4.1.8. Training Approach and Knowledge Transfer
40
4.1.9. Post Live Support
43
4.1.10. Key Document Work Products (DED)
45
5. TRAKIT COMMUNITY DEVELOPMENT
88
5.1.1. Project Overview
88
5.1.2. Delivery Overview
88
5.1.3. Duties & Responsibilities of City
88
5.1.4. TRAKIT Software Scope.
89
5.1.5. Data Conversion Scope
93
5.1.6. Integration Scope
94
5.1.7. Modification/Enhancement Scope
95
5.1.8. Forms and Reporting Scope
96
5.1.9. Instal;ation Services Scope
97
5.1.10. Training, Configuration, and Testing Scope
97
5.1.11. St -ages and Milestones
99
5.1.12. TFAKiT Implementation Approach
103
5.1.13. TRAKIT Project Timeline
110
6 APPENDIX 1
116
CAFR Constructor
116
7 APPENDIX 2
118
Gap Analysis
118
8 APPENDIX 3
120
Standard Reports
120
9 APPENDIX 4 SAMPLE WORK MANAGEMENT PROJECT TIMELINE
129
Page 2
*SUPERION
1. Executive Summary
2. Introduction
This document is the Statement of Work (SOW) for the implementation of Financial, Human Resources,
Payroll, Work Management, and Community Development Information Management software and related
services only with respect to the Baseline version of the Component Systems expressly identified in the
Software License and Services Agreement. (The "Agreement") for City of Tamarac (the "City"). Superion
("Superion") will provide implementation services identified in the Agreement as further described in this SOW
to assist the City in implementing the ONESolution Software solution. The SOW is an attachment incorporated
as part of the Agreement signed by Superion and the City, and all actions directed herein shall be performed in
accordance with the aforementioned Agreement.
The SOW is intended to be a planning and control document, not the detailed requirements or design of the
solution.
Superion is providing 3 distinct sections in the SOW.
1. Section 2 comprises the overall scope for the project phases including but not limited to project
management and project governance responsibilities, timelines, etc.
2. Section 3 and Appendix 1 and Appendix 2 are ,pecific to and comprises the scope and approach for
Finance, HR/PY, and Work Management.
3. Section 4 is specific to and comprises the scope and approach for the TRAKiT Community Suite.
Page 3
. ., SUPERION
rA
3. Scope Overview
The purpose of this project is to replace the City's current Financial, Payroll, Human Resource, Work
Management, and Community Development applications with a new solution and to improve the City's
existing administrative processes to take advantage of industry best practices that best leverage the Superion
applications. Business Process Reviews were completed for each of the applications which outlined specific
needs of the City. This SOW outlines the items agreed upon by Superion and the City. The project scope is
comprised of the Software and Services identified in the Agreement as further described throughout this SOW.
Page 4
�T SUPERION
4. Project Phases
The Preliminary Implementation phasing is as outlined below. During project planning, Superion and the City
will build the actual project plan and schedule which will then be updated and maintained throughout the
project.
Phase 1— Finance
Phase 2 — Human Resources, Payroll, Work Management
Phase 3 —Community Deve lopment-TRAKiT
5. Work Management
Superion includes the following reg0ements for Work Management:
• Pricing includes Discovery, Configuration, set up, training, and conversion for 8 functional areas for
Work Management. Superion considers a functional area to be a department, or business unit which
has its own specific business processes and requirements. For Example Fleet is considered a functional
area. Other examples may include water/sewer, parks and recreation, street or building maintenance,
cemetery, IT, Recycling, Forestry, Code Compliance.
• As part of the training, Superion will assist the City in implementing 8 functional areas and the City can
request is change order for Superion to add additional areas or the City can build the adcitional areas
on their own.
• GIS Integration is limited to 3 functional areas and each area can have up to 3 asset layers configured.
Superion will build a total of nine (9) layers. City can request a change order if more than nine (9) total
are required.
6. Project Management Scope
The Agreement includes the following services related to Project Management.
• Project Management estimated to be an average of 60 hours a month depending on the phase/stage
of the project and for the duration of the project. Duties of both Superion and the City Project
Managers are outlined in the Project Governance Section.
• It is assumed the Superion Project Manager will be assigned to the City for up to 18 months once the
contract is executed. A Superion Remote Project Manager will assist the City through the completion
of any project items beyond the 18 months.
Superion's Project Work Plan will consist of the following tools and will be maintained throughout the project.
Page 5
ie SUPERION
7. Project Schedule
Superion will create a detailed project schedule encompassing the full scope (all phases, including third party
activities) of the project. The City's project manager will provide feedback on the project schedule.
The Project Plan will contain:
• All project's activities and tasks
• Dates of project activities and tasks
• Specific resources assigned to project tasks
• All Milestones and Deliverables
• Task dependencies (if applicable)
8. Agendas r
Superion's project manager will provide a project schedule as part of:the work plan. The schedule will outline
the planned Superion onsite visits for Superion staff. Agendas for all v+!ork sessions will be provided by the
Superion Project Manager at least 1 week prior to any on -site meeting. Agendas will include:
• Meeting objective
• Meeting outcome
• Detailed tasks to be performed
• Recommended participants
• Detailed schedule breakdown of rueeting topics
• Resources required for each meeti ig. i
f
9. Status Meetings
Superion and the City will hold a weekly status meeting with the core project team members including the
Superion and City Project Managers. Topics to include.
• Project plan
• Discuss current activities
• Action items from the last meeting
• Project Issues and Risk log
• Milestone or Deliverable
A bi-weekly Steering Committee meeting which includes the Superion Project Managers. Topics to incl ide.
• Project OverviEw and Status
• Critical issues impacting the project
• Decisions needing steering committee assistance
• Milestone or Deliverable approval
10. Status Reports
Page 6
SUPERION
Superion's project manager will prepare status reports on a Monthly basis for the duration of the project.
Status reports will be used to communicate key project information to the City's Project Manager and Steering
Committee. Reports are to include:
• Project Status
• Summary of accomplishments
• Late Overdue items
• Status of key milestones deliverables
• Project timeline
• Issues/Risks
• Planned risk mitigation strategy
• Pr ogress towards City project goals / criteria of project success
• Project Budget
11. Issues Log
Superion and City will maintain a list of issues (both open and closed) that have been identified for the project.
Any project risks, key decisions, issues, disputes, or late tasks shall be identified on the Issues Log.
Both City and Superion project managers and project team members are responsible for adding items to the
issues log. For each identified issue, the following information will be captured:
• Issue Number
• Reported by/date
• Status (i.e. new, open, closed, pending)
• Component unit/Business Process
• Priority
• Issue
• Comments
• Findings
• Recommendations
• Resolution Assignment
• Date Tested
• Date Closed
The City and Superion project managers will review the Issues Log as part of regularly scheduled project
management meetings or more frequently as required. Once the issue has been assigned, the appropriate
project team member(s) are responsible for completini the assigned follow-up tasks and resolving the issue by
the assigned due date.
The City Project Manager or the Superion project manager may choose to escalate and issue following the
issue resolution process defined in Section 2.8. Items directly related to ONESolution will be logged with
Superion's Helpdesk, and tracked in the case system.
Page 7
u SUPERION
Fk
Page 8
*SUPERION
12. Project Governance
12.1.1. Project Staffing
The following is an overview of committees and positions for Superion and the City. Final responsibilities and
team members are identified during the implementation -planning phase of the implementation.
City of Tamarac
Project Sponsor
The City's project sponsor provides support to the project by allocating resources, providing strategic direction,
communicating key issues about the project and the project's overall importance to the organization. The
project sponsor will be involved in the project as needed to provide nece°,sary support, oversight, and
guidance, but will not participate in day-to-day activities. The project sponsor will empower the steering
committee to make critical business decisions for the City.
Executive Steering Committee
The City's Steering Committee will understand and support the cultural change necessary for the project and
foster throughout the organization an appreciation of the value of an integrated ERP system. The Steering
Committee oversees the project team and the project as a whole. Through participation in regular meetings
the Steering Committee will remain updated on all project progress, project decisions, and achievement of
project milestones. The Steering Committee will also provide support to the project team by communicating
the importance of the project to each member's department alcng with other department directors in the
City. The Steering Committee is responsible for ensuring that the project has appropriate resources, providing
strategic direction to the project team, and is responsible for making timely decisions on critical project or
policy issues. The Steering Committee also serves as primary level of issue resolution for the project.
Project Manager
The City's project manager will coordinate project team members, subject matter experts, and the overall
implementation schedule. The Project Managers will be responsible for reporting to the Steering Committee
and providing the majority of the City's change management communications and coaching. The project
manager will also be the primary point of contact for the project and will coordinate all Superion activities with
the Superion project manager.
Project Core Functional Team Leads
Project team members will be the core functional leads for each area in the system. The project team
members have detailed subject matter expertise and are empowered to make appropriate business process
and configuration decisions in their respective areas.
Page 9
The Project Team is tasked with carrying out all project tasks described in the Statement of Work including
planning, business process analysis, configuration, documentation, testing, training, and all other required City
tasks. The Project Team will be responsible for and empowered to implement the new system in the best
interests of the City consistent with the project goals, project vision, and direction from the Project Manager
and Steering Committee.
Requirements and Notes:
a) The City may have multiple staff providing the roles outlined above
Page 10
�T SUPERION
Superion
Project Sponsor
• Provide support to Project Managers in reporting project progress to Steering Committee as necessary
• Approve and sign off on any material changes to project scope or staffing changes.
Project Manager
• Fulfill Go Live dates
• Support the City Project Manager in monitoring and reporting overall implementation progress (duties
of both the City and Superion)
• Monitor and report progress on Superion's responsibilities
• Immediately notify the City Project Manager and Project Sponsor/Steering Committee of any issue that
could delay the project
• Fulfill all Superion project deliverables outlined in the SOW.
• Complete Software installation as per the project schedule.
• Provide Superion Staff according to the project plan
• Facilitate coordination between all Superion departments
• Monitor the work plan and schedLIe and make course corrections as necessary.
• Serve as the point person for all project ;ssues. (First escalation point)
• Prepare weekly status along with weekIv project call or meeting
• Provide issue resolution status, trEcking, and procedures
Functional Leads (Consultants, Trainers, Developers, and Technical resources)
• Work with the City SMEs to design and configure the functional components of the ONESolution
system for optimal long-term use.
• Lead the ONESolution software configuration with assistance from the City's Functional Leads.
• Check that Software operates after configuration as per its documentation
• Assist with the resolution of issues
• Trains the City core group during the configuration of software
• Create and deliver data conversion programs according to City specification and this Statemert of
Work
• Create and deliver interface programs according to City specification and this Statement of Work
• Create and deliver Reports according to this Statement of Work
• Provide training on security and assist with set up
• Provide training on workflow and assist with set up
Page 11
_qv�A _
_. I
'111-
r,,,, S U 1- E R 10 N
Requirements and Notes:
a) Both Superion and the City will assign Project Manager's with the requisite skills and
leadership authority within the organization to effectively accomplish the goals and complete
the scope of the services in this SOW
b) City will participate in weekly meeting (may be conducted by phone) with Superion's project
manager. The City's core project team in addition to their project manager will attend the
meeting. The weekly meeting is intended to cover current project status, project schedule,
action items from the previous meeting, discussion about critical items, review of project
plan, and help desk cases impacting the project. Superion's project manager will complete
and Send out meeting notes after each meeting.
c) City will make the City's Project Team members available for meetings, consulting and
t -airing sessions, discussions and conference calls upon request by Superior . Superion and
City Project Team members will respond to information requests by either party not to
exceed five (5) Business Days unless agreed upon in time to minimize delays in the project.
d) The City anc Superion may consider alternative meeting options such as WebEx, Video
Conferencing, Remote Desktop and Conference Calls.
13. Facility Requirements
.c,uperion recommends the following facilities be available for the entire life cycic of the project.
1. The City will provide an adequate workspace for each or site Superion consultant, with
access to a desktop workstation, network, and close proKimit/ to the City Project Team.
Adequate breakout and conference space will also be provided.
2. When Superion is onsite, the City Project Team should ideally be located near the
Superion project members to facilitate good communication and coordination amongst
the team members.
3. City to provide classroom space, workstations, and networked access to the server for all on -site
classes at City facilities.
Page 12
�,,T SUPEI?ION
14. Deliverable and Milestone approval
The City will review, approve and provide written sign -off for all Deliverables and Milestones identified in
Sections 4.10 and 5.13 of the SOW by following the below process:
1. Superion will submit in writing to the City a Deliverable or Milestone completion form for each completed
Deliverable or milestone.
2. The City will identify in writing any required changes, deficiencies, and/or additions necessary, within five
(5) business days of receipt of the form for each completed Deliverable or Milestone. If Superion does not
receive a signed completion form within five (5) business days and the City has not requested additional
review time, the Deliverable or Milestorn-2 will be deemed accepted.
3. Superion and the Customer will work together to review Deliverable and Milestones which are not
approved and create a plan to address. When the Deliverable has been updated or the Milestone achieved
a revised form will be submitted. The Customer will then review the Deliverable or Milestone and provide
any additional comments on any required changes, deficiencies, and/or additions necessary within five (5)
business days of receipt of the updated completion form. This process will be repeated until the Customer
grants approval and signoff on the Deliverable or Milestone
4. In all instances, the terms of section 2.14 will apply in that should substantial changes occur that affects
the negotiated project timeline, Superion may provide the Client with a Change Order for additional
services to extend the project timeline.
Upon approval of the Deliverable or Milestone, the City Project Manager will sign the completion form an i
shall return it to Superion''s Project Manager.
15. Dispute Resolution Procedures
The City and Superion should anticipate challenging issues to arise throughout the implementation process
due to the complex magnitude of this project. In order for challenging issues to be remedied in a timely
fashion, the City and Superion will utilize the following Dispute Resolution Procedure:
All communication regarding the project should be directed to Superion and City's Project Manager in order to
maintain consistent communication between the parties. Scheduled weekly calls/meetings will be maintained
between the Superion Project Manager and the City's Project Team (including the City's Project Manager).
All issues or concerns will be discussed actively and openly between Superion's Project Manager and the City's
Projec? Manager. If issues begin to interfere with the progression of the implementation project, the City
and/or Superion should escalate challenges to Superion management in the sequence below, as needed:
Contact I Phone I E-mail
Michele Leaf— Manager of Professional 530.879.5126 Michele. leaf(a@superion.com
Services
Paul Tovey—Director of Professional 530.879.5139
Services
PauI.tovev@superion.com
Page 13
��, SUPERION
Todd Schulte — COO
Todd.schulte@superion.com
Tom Amburgey—General Manager 1407.304.3022 I Tom.amburgey@superion.com
Kevin Lafeber— President and CCO 1407.304.3102 1 kevin.lafeber@superion.com
Escalation to City Management Team should be as follows:
Project Core Functional Team PM
Department
Project Manager
City Project Manager
Assistant Director
of IT
Project Sponsor
IT Director
Executive Steering Committee
Executive Team
16. Change Requests and Changes to this Scope of Work
The City and Superion may request a change to this scope of work by following the process outlined in this
section. `
Either party may request changes in scope. Such a request is honored by the parties only if it becomes a formal
Change Order.
The change order will provide sufficient detail including the following.
• Detailed description of resources (both City and Superion) required to perform the change
• Specifications if applicable
• Implementation Plans
• Schedule for completion
• Verification and Approval criteria
• Impact on current milestones and payment schedule
• Additional milestones (if applicable)
• Impact on project goals and oG7jectives
• Price
Either Superion or City management may propose a change by submittal of a Change Request to the other
party. The other party has five (5) business days (or as mutually agreed upon) to determine whether it agrees
to the Change Request. If both parties agree to the Change Request, the change will become a Change Order
documented and signed by both parties. If agreement to pursue a Change Order does not occur in five (5)
business days of the initiation of the Change Request (or as mutually agreed upon), it is assumed that the
Page 14
*SUPERION
Change Request has been rejected and any remaining issues will be identified on the Issues Log and/or follow
the Dispute Resolution process identified in Section 2.13.
Page 15
�Zr SUPER ION
17. ONESolution Finance, Human Resources, Payroll and Work
Management
The following section is comprised of services and implementation approach for the ONESolution Finance,
HR/PY, and Work Management portion of the project.
18. Data Conversion Scope
The following data has been identified as data needing to be converted to ONESolution and is included in the
services identified in this SOW. The City will need to provide a cross -walk table for the conversion of chart of
account value fields. During the project, further discussion and discovery will take place and the City may request
that modifications to the data conversion services scope he performed by Superion. If the data conversion scope
is requested to be modified by City, it will become the su eject of a separately executed Change Order which will
describe changes in scope of work and payment of fees glue for such modified hours/pricing.
Superion has included conversion services and pricing in the Agreement for the conversion services outlined
below.
• Superion and the City will build a project plan that includes converting data five (5) times for Finance,
HR/PY, and Work Management.
o If more than five (5) conversions are required, the project schedule may be impacted and
Superion and the City will mutually agree on an updated project schedule.
• Superion's final conversions will Le scheduled for agreed upon dates in two steps.
o One (1) second to last conversion will be executed prior to Integration and parallel Testing.
o One (1) final conversion will be executed prior to and coordinated with scheduled go live.
• City will validate data after each convei Sion and communicate test results within 3 weeks. City will
provide necessary documentation in writing, clearly stating the issue (screen shots to support
findings).
• If it is determined that changes to the conversion tool are required and are within the scope, then
changes will be made and the data conversion re -run by Superion.
• City will sign off on conversion once City has tested and Superion has made all necessary adjustments
to it.
Page 16
��� SUPERION
Functional
Type/Quantity
Phase
Area
Data
System
Comments
ScopeIn
General Ledger
Financial
NaviLine
3 years
NaviLine
1
account
Conversion
balances,
Program; Standard
transaction
Import/Export
history
Utility.
General Ledger
Annual
NaviLine
3 years
NaviLine
1
budgets
Conversion
Program; Standard
Import/Export,
Utility.
Purchasing
Open and
NaviLine
Active
NaviLine
1
Closed PO's
Conversion
Program; Standard
Import/Export
Utility.
Inventory
Active
NaviLine
Active
NaviLine
1
inventory and
Conversion
Balances
Program; Standard
' m porr/Export
Utility.
Purchasing /
Vendors,
NaviLine
3 years
NaviLine
1
Accounts
Transaction
Conversion
Payable
History
Program; Standard
Import/Export
Utility.
Accounts
Active Vendor
NaviLine
3 Years
NaviLine
1
Receivable
data
Conversion
Program; Standard
Import/Export
Utility.
Payroll
Payroll
NaviLine
Up to 10 years
NaviLine
2
history, pay
Conversion
assignments,
Program; Standard
EFT
Import/Export
information
Utility.
Page 17
A,
`k r-T SUPER10N
Human Employee NaviLine Current NaviLine 2
Resources I personnel I I I Conversion
data including
pay
assignments,
employee
tracking info.
Program; Standard
Import/Export
Utility.
** Any historical
data rolled will
require the
corresponding
configuration tables
rolled as well, for
example
job/position tables,
salary tables, etc.
Crosswalk tables
will need to be
developed.
Fixed Assets Assets NaviLine Ative NaviLine 1
Conversion
Program; Standard
Import/Export
Utility.
Fleet Fleet Assets NaviLine Active Fleet Assets NaviLine 2
Conversion
Program
Page 18
SUPERION -
19. Interface Scope
The interfaces identified in the Agreement will be developed and or configured using the processes identified
in this SOW.
Interface list starts on next page which lists the interfaces included in this agreement.
If additional interfaces are requested by City, it will become the subject of a separately executed Change Order,
which will describe changes in scope of work and payment of fees due for such modified hours/pricing.
Note: In order to use Superion's integration between NaviLine and ONESolution the City must have a NaviLine
test account, which is at a compatible version. The NaviLine test account is necessary to test the integration.
Note: Superion is not responsible for the applicable third party software, third party hardware or third party
system software costs which may be required for the development of the interfaces described. The City is
responsible for any necessary communications with third party vendors if necessary to accomplish the
Interface scope in this SOW.
Page 19
N
N
501
"
m
•>
O
"` '
•�
cn
_
Lu
-0
`
-0 c
ca
+
ai
Z
O
on
an
Q
'A
Q
c
o
c
'a
a c
w
-�
U c
w
-a
c
-a
L
a
O
O
a\+
l6
_a
f6 O
'i
L
m
.Q
f6
CQ.
4T-
N O
"�
.�
N O
O
m'O
=
m
—
Q
4°
>
c
E
N
to
cn
co
�
�
L
Q
a-
O
m
m
w
o0
_
O
O
a
01
a.
,w
a
a
a
a
z
z
o
a
a
a
Ln
�
Rt
a
-
c
+-�
�
:3O
L
J
c
aC
L am
a
L
N R
-0
a
>
Ji>f
C
Q m
m
c 4-
(6
N
co O
O l7
O
a
W
w
a W
do
ai
bA
-.�
Z
c
} o
=
O
L la
a_
N
N N
v
c
�3
a
>
c
O
>,
:Q
i
Q
Q.
ai o
R
J o
Y
a
o a
J In
v
E
M
m"
J
aci
a
d�
Z
O
L
O
O
�'
O
t>o
c
a
a
a
+'
CD
E
bL0
E
EM
c
O
V
qn
4a i-
O
Un
}'
y
CD-J
E>
W
O
i
U
HZ
Z
O
i �
O
co
cn
m
X
w
O
Ll-
4-
R5.
.ggAA'
,, SUPERION
20. Modification/Enhancement Scope
Please refer to section 26 for optional services.
21. Reporting Scope
Sample reports and associated Superion Analytics report training and assistance will be provided as part of this
project.
Superion has included 250 hours in the agreement which will be used for Superion to develop Reports.
Report hours will be billed as incurred. The City agrees to complete the remaining reports.
• Superion will train City on how to create new reports and to modify existing reports.
• The City and Superion agree to have Superion complete reports up to the 250 hours included in the
contract. A reporting plan will be created as one of the deliverables listed in Section 4.2. The reports
will be categorized in three categories, simple, medium and complex with correlates to 8, 16 and 32
hours of development time.
o Simple — list report with basic calculations and formatting. Report templates can be utilized for
the majority of development. Typically one query handles the report information. Can be
prompted and filtered. Est 8 hours
o Medium — report containing more advanced calculations and formatting. May need more than
one report query to retri,=eve the data, master -detail relationships may be needed. Typically
includes several prompts. Est 6 hours
o Complex — highly formatted report which may contain more than one list or report object and
multiple developed pages, contains complex calculations such as running balance, may have
conditional formatting and multiple levels of summarization. Financial Statements typically fall
under this category. Est 32 hours
• Any reports Superion is to create will require specifications as outlined in section 4.3
The City can add additional hours outside of the Agreement which will become the subject of a separately
executed Change Order describing additional scope of work and payment of fees due for such additional
hours/pricing
22. Workflow Scope
The following workflow Models described below will be provided and included under this Scope of Work.
During the project, further discussion and discovery will take place by Superion and the City to mutually
determine if additional workflows are to be completed by Superion or the City.
Page 21
,,Zr SUPERION
The City can add additional hours outside of the Agreement which will become the subject of a separately
executed Change Order describing additional scope of work and payment of fees due for such additional
hours/pricing
Superion will complete 1 of the following models to be configured to meet the City's business process. Should
multiple models versions of a similar model be needed to accommodate differences between departments,
the City will be trained to make the changes.
Financial Vi/orkf/ows
Model
Approvals
Superion will build one Purchase Request model for the City under this
agreement. Model will be built to use standard PO generated PDF to
Purchasing Apprcval
be emailed to Vendors.
Superion will build one purchase order workflow to check for an
approved purchased request and automatically print thu purchase
Purchase Order PYinting
order.
Superion will build one purchase order change model to reapprove
Purchase Order Changes Approval
and re -print purchase orders �f account/ amount changes.
Superion will build one Accounts Payable invoice processing model for
Accounts Payable Approval
the City under this agreement.
Journal Entry approvals and auto -
distribution
Superion will build one Journal Entry approval with auto distribution
Budget Transfer Approval
Superion will build one Budget Adjustment model with auto
distribution
Contract Management Approvals
Superion will build one Contract approval model
Person Entity Approval
Superion will build one Person/ Entity workflow approval model.
W-9 Compliance Workflow
Superion will build one W-9 compliance model with notifications.
Superion will build one Financial Budget Workflow if CDM is utilized
Financial Budget Workflow
for extracting data from Excel to import into ONESolution
Page 22
'"IN
,, SUPERION
Payroll and Human Resource Workflow Models
Model
Description
Human Resources to Payroll I Superion will build one notification workflow to notify payroll of
human resource changes.
23. Forms Scope
Superion has included the following Forms in this Scope of Work. Superion includes standard forms that the
City will use. Superion can create custom forms, but additional hours at City's expense would be required.
Finance and HR/PY Easy Laser Forms
Description
1 Purchase Order — Could be a report which outputs to PDF
1 Accounts Receivable Invoice and Statements
1 Accounts Payable Check and EFT to match the ICity's current NaviLine check version
1 Cash Receipt
1 Payroll Check and EFT to match the City's current NaviLine version
1099 and W2's —These are -reated as part of each calendar year end release.
1 Payroll Advice to appear on Employee Online
1 Stores Inventory Pick Ticket and Packing Slip
Work Order Forms
• Superion will create up to 1 total template form for 3 functional areas and train the City of creating
additional forms if required
Requirements and Notes:
a) Superion will create one version of each Easy Laser Form identified from our standard form. If multiple
versions of any one form is requested additional charges will apply.
b) Superion will deliver year end 1099 and W2's as part of this SOW during the City's first year in which
they go live on each phase. In subsequent years the City can purchase the forms at Superion's current
rates.
c) Superion's software includes the necessary requirements for ACA (1094-C/1095-C) and 941 reporting.
Superion will work with the City to set up the software to enable the necessary reporting.
Page 23
I -44rkIT S U
PERION
24. Installation Services Scope
The SOW describes below the installation services identified in the Agreement. These services include the
following:
• Installation of two (2) environments of ONESolution to be completed.
• Production install includes up to four (4) application servers; second (2"d) environment include one (1)
application server per environment.
• There will be one (1) initial installation and then copies will be taken to create the second instance.
• Superion will complete all installation remotely.
• Superion includes two (2) days System Administrative training with,:all ONESolution installations
• Superion includes four (4) remote hours for database refresh tmini ig (copying data from production to
other environments).
Requirements and Notes:
Superion and the City will mutually agree on the dates and schedule for the installation and other
services in this area.
25. Optional Services from Business Process Review
The following services were identified during the Finance, HR/PY, and Work Management BPR's as optional
services.
Areas
i
Hours
Rate
Total
Intergration/ Interfaces
470
$ 160.00
$ 75,200.00
Web Forms
720
$ 160.00
$ 115,200.00
Reports
1458
$ 160.00
$ 233,280.00
Pcard Conversion
50
$ 160.00
$ 8,000.00
Grand Total Estimates
2598
$ 160.00
$ 431,680.00
Integration/Interfaces
The following Integration/ Interfaces described below were recommended during the business process review.
If development of these integrations/ interfaces are to be completed by Superion, a discovery call will be
required and may adjust the hours ',lased on the completed review by Superion and the City. A good faith
estimate after the business process r,-view was 470 hours.
Page 24
I*SUPERION
1) 1 PMeds I Employee Evaluation Information
2) I Optiview I Document Capture and Retainage
3) Risk Master Workers Compensation information
4) Benefit Employee Benefit Information will be sent to carries when benetits
Carriers change or an employee terms
5) Benefit Carriers Employee Benefit selections will be sent to carriers after an
employee enrolls in benefits
Web Forms
The following workflow Web Forms described below were recommended during the business process review. If
development of these web forms are to be completed by Superion, a discovery call will be required and may
adjust the hours based on the completed review by Superion and the City. A good faith estimate after the
business process review was 720 hours.
Web Form
Description
Memc to Hie with Notification
Workflow
One web form that resembles the current PAT forr.►.
Chang` of S`Atus with Notification
J'
Workflow
One web form to replace the current Change of Status form.
Deduction Changes Outside of
One web for where departments or employees can request types of
Employee Online
deductions and pay that are not part of Employee Online.
Health Insurance Waiver with
One web for where employees can fill out data and attach
Notification Workflow
documentation for health insurance waiver.
Property Disposition
One web for with workflow for Property Disposition
Reporting
During the BPR Superion identified 48 reports in the area of Finance/HR/PY and 21 reports in the area of Work
Management. Creation of these reports are not included in the milestones as part of this agreement. Superion
has included 250 hours in the agreement to be billed as incurred forteport creation per section on reporting
scope. If the City chooses to have SUPERION develop additional reports that are estimated to be an additional
1358 hours, the reports will be scoped out by the report developer and hours may be adjusted.
P-Card Conversion
Page 25
S U P E R I O N
During the Statement of Work review process, it was requested to convert P-Card historical data. If the City
chooses to have SUPERION develop the conversion, a good faith estimate is 50 hours.
Page 26
SUPERION
26. ONESolution Finance, Human Resources, Payroll and Work
Management Implementation Approach
The following section outlines the Implementation approach for Finance, Human Resources, Payroll and Work
Management
27.1 Data Conversion Approach
Data conversion development is the joint responsibility of the Customer and Superion. Customer will
be respon-Ale for completing conversion crosswalks as well as leading the validation of data.
Superion imcl Customer will work together to accomplish importing the data from NaviLine to
ONESolution utilizing the Navil-ine conversion programs and crosswalks.
Custom screens and fields are not part of the standard conversion program. If this data is required to
be converted, Superion will work with you to provide design considerations and level of ef, art
estimates for additional Customer expense or the data may be manually entered after the final
conversion.
When Superion is engaged to convert data using Superion NaviLire Conversion Program, the process
flows as outlined:
Task
Superion Role
Customer Role
1. Initial Data Conversion
Converts data to
None
confirm
connectivity
2. Meeting or Discovery call between the Customer and the
Lead Task
Participate in
Consultant or Developer assigned to assist with the data
discovery
conversion program. During meeting/call, specifics of the task
are discussed so that both parties have a full understanding.
3. Superion to provide file crosswalks to the clients
Train the
Maintain
customer on
crosswalks until
how to populate
final conversion
crosswalks
4. Customer to submit crosswalk to be used in the conversion
Provide input
Lead Task
and answer
questions if
necessary
5. Superion to perform data conversion
Lead Task
Provide input and
answer questions if
necessary
Page 27
I*SUPERION
6. Validate Data Provide input Lead Task— submit
and answer issues as cases if
questions if applicable
necessary
7. Superion Developer adjusts conversion program Adjust None
Conversion
Program
8. Steps 5 through 7 are repeated until sign off in step 8. - -
9. Customer signs off on completion None I Sign Off
ONESolution contains standard utilities that support numerous data import and export requirements.
In order to use these standard features, data must be presented in a supported format such as, CSV
or Microsoft Excel. If specific formattin; needs, scope, and complexity go beyond the standard
format, Superion will work with you to provide design considerations and level of effort estimates for
additional Customer expense.
When Superion is engaged to convert data using Superion standard file upload utilities, the process
flows as outlined:
Task
Superion Role
Customer Role
1. Create Scoping Docu:+vent
Provide input on
Customer to
scope and advise
provide input and
Customer on
requirements for
best practices
data conversion
related to
converting data
2. Meeting or Discovery call between the Customer and the
Lead Task
Participate in
Consultant or Developer assigned to assist with the data
discovery and make
conversion upload utility. During meeting/call, specifics of the
decisions
task are discussed so that both parties have a full
understanding.
3. Superion to provide file upload template to the Customer
Provide input
None
and answer
questions if
necessary
4. Superion and Customer will work to complete the mapping of
Lead mapping
Provide input and
the fields for the Superion upload template
for upload
answer questions if
template
necessary
Page 28
SUPERION
5. Customer reviews and approve mapping
Revise mapping
Review mapping
as necessary
and provide
feedback
6. Complete the mapping spreadsheet and provide data from
Assist in mapping
Provide data from
legacy system
Legacy system in
Superion required
formats
7. Run the file upload utility and train the Customer staff
Deliver file
Provide Customer
through the process for running program
upload utility
staff to be trained
and train
on program
Customer staff
on program
8. Tests results and reports any discrepancies
Supperts the
Test program
Cuato,ner in
running utility
programs.
9. Adjust file upload mapping
Support the
Adjust mapping
Customer in
template
revising the
mapping
template
10. Steps 8 and 9 are repeated until sign off in step 11.
-
-
11. Customer signs off on completion
None
Sign Off
Requirements and Notes
a) The Customer is responsible for validating all data once it is converted into ONESolution
b) Customer will provide Subject Matter Experts that are familiar with existing data structures in
the legacy system to assist with the conversion process
c) The Customer will provide the resources to assist with conversion questions and crosswalk
updates as well as data validation.
d) The Customer will be responsible to get the legacy data "conversion ready", meaning it is
clean (duplicates, typos, missing information, etc. have been corrected in Navil-ine)
Page 29
�T SUPER ION
27.2 Interface Approach
Interface development is the joint responsibility of the Customer and Superion. Customer will be
responsible for interface development work to/from existing legacy systems. Superion will be
responsible for interface development work to/from the ONESolution system.
ONESolution contains standard utilities for some modules that support numerous data import and
export requirements. In order to use these standard features, data must be presented in a sub po°ted
format such as, CSV c r Microsoft Excel. If specific formatting needs, scope, and complexity go beVond
the standard format, Superion will work with you to provide design considerations and level o` efrort
estimates for additional Customer expense.
When Superion is engaged to cry=ate interfaces using Superion standard import/ export utilities, the
process flows as outlined:
Page 30
SUPERION
Task
1. Create Scoping Document
Superion Role
Provide input on
scope and advise
Customer on
best practices
related to
interfacing data
2. Meeting or Discovery Call between the Customer and the
Lead Task
Consultant or Developer assigned to assist with the
import/export utility. During meeting/ call, specifics ofth2 task
are discussed so that both parties have a full understanding.
3. Superion to provide file import/export template to the
Provide input
Customer
and answer
questions if
necessary
4. Superion and Customer will work to complete the mapping of Lead mapping
the fields for the Superion import/export template for
import/export
template
5. Customer reviews and approve mapping
Revise mapping
as necessary
6. Complete the mapping spreadsheet and, Han import, provide
Assist in mapping
data from legacy system
7. Run the import/export utility and train the Customer staff
Deliver
through the process for running program
import/export
utility and train
Customer staff
on program
8. Tests results and reports any discrepancies
Supports the
Customer in
running utility
programs.
9. Adjust import/export mapping.
Support the
Customer in
revising the
mapping
template
10. Steps 8 and 9 are repeated until sign off in step 11.
-
11. Customer signs off on completion
None
Customer Role
Customer to
provide input and
requirements for
interface including
data file layout
specifications and 2
existing file
samples.
Participate in
discovery and make
decisions
None
Provide input and
answer questions if
necessary
Review mapping
and provide
feedback
If an import
provide data from
3rd party system in
Superion required
formats
Provide Customer
staff to be trained
on program
Test program
Adjust mapping
template
Sign Off
When Superion is engaged to write an interface program, the process flows as outlined:
Page 31
�T SUPERION
Task
Superion Role
Customer Role
1. Create Scoping Document
Provide input on
Customer to
scope and advise
provide input and
Customer on
requirements for
best practices
interface including
related to
data file layout
interfaces
specifications and
2 existing file
samples.
2. Discovery between The Customer and the Developer
Lead Task
Participate in
assigned -:o write the interface. Specifics of the interface are
discovery and
detailed so that both parties have a full understanding.
make decisions
3. Specifications are created by the Interface Developer and
Create
,Provide input and
sent to the Customer
specifications
answer questions if
necessary
4. Customer reviews and signs specifications
Revise
Review
Specifications as
Specificatio! is and
necessary
provide feedback;
Sign specification
5. Developer creates interface and delivers to the Customer
Create interface
Provide SME to
along with documentation of interface.
and c'eliver to
answer questions if
the Customer
necessary
6. Customer Staff tests results and reports any discrepancies
Answer and+
Review interface,
questions `rom
test results and
Customer as
provide feedback
testing is
to Superion
executed
7. Developer adjusts interface based on the Customer
Revise
None
feedback and re -delivers along with updated interface
interfaced
documentation.
report as
necessary
8. Steps 6 and 7 are repeated until sign off in step 9
9. Customer signs off on completion I None I Provide Sign Off
Requirements and Notes
a) The Customer is responsible for validating all data transferred into ONESolution and data
transferred from ONESolution to another application
b) Customer will provide Subject Matter Experts that are familiar with existing data structures in
the legacy system to assist with the interface process.
c) Final determination of the interface method will be determined after analysis of the interface
requirements.
Page 32
SUPERION
d) In areas where upload utilities will be used the Customer will extract the data from their 3rd
party application and populate Superion standard template formats. Superion will train the
Customer on using the templates and assist in automating where applicable
e) Superion has standard utilities for importing data.
f) Superion has the ability to export data through SQL, reports and custom interfaces.
g) The Customer resources will provide the expertise in 3rd party data, data mapping and data
validation.
Page 33
�,,T SUPERION
27.3 Reports Approach
When Superion is engaged to write reports, Superion and the Customer will use the following
approach. Note that reports will be completed either by Superion consultants or by developers
(referenced as Report Developer for the remainder of section 4.3)
Task Superion Role
1. Create Scoping Document Support the
Customer in
creating Create
scrping document
2. Discovery between The Customer and the Report Developer Parti6pate in
assigned to write the report. Each report is discussed and discovery and
specifics of the report are detailed so that both parties have a make decision,;
full understanding.
3, Specifications are created
4. Superion and Customer reviews and approve specifications
5. Report Developer creates report and delivers to the
Customer
6. Customer Staff tests results and reports any discrepancies
7. Superion Report Developer adjusts report based on the
Customer feedback and re -delivers.
8. Steps 6 and 7 are repeated until sign off in step 9.
9. Customer signs off on completion
Requirements and Notes:
Provide input
Review
specifications and
provide feedback
asneeded
Create report and
deliver.
Answerany
questions from
Customer as
testing is executed
Revise Report (if
necessary)
Provide Sign Off
Documentation to
Customer
Customer Role
List all needed
reports in the
Report Scope
Document
See Report Scope
DED
Document
specifications
Develop
specifications and
send to Superion to
review
Revise
Specifications as
necessary
Provide SME to
answer questions if
necessary
Review and test
report. Provide
feedbackto
Superion
None
Customer to sign
document
a) Superion standard reports may need additional configuration based on the Customer's
specific Chart of Accounts and other set up.
Page 34
�T SUPER ION
b) Customer will provide written specifications for all reports Superion has agreed to
develop.
Page 35
�; SUPERION
27.4 Workflow Approach
Workflow models are set and configured based on each customer's business practices. Superion
works with the Customer to both create Workflow Models and to train Customer staff to create,
maintain, and use Workflow.
When Superion is engaged to develop Workflow Models, Superion and the Customer will use the
following approach. Note that Workflow models will be completed either by Superion consultants o-F
developers (referenced as Workflow Developer fc r th;e remainder of section 4.4)
Task
Superion Role
Customer Role
1. Create Scoping Document
Support Customer
Define initial
in creation of
Workflow and
Create scoping
requirements
document
2. Create Workflow Flowcharts for each workflow model
Assist with
Create flowcharts
identified in the Scope Document
questions
for each model
displaying flow of
data through the
approval process;
note any specific
items to be
discussed with
Superion for each
model
3. Discovery between the Customer and the Workflow
Document
Participate in
Developer assigned to write the Workflow. Each flowchart is
workflow
discovery and
discussed and specifics of the Workflow are detailed so that
specifications
make decisions
both parties have a full understanding.
4. Specifications are created by the Workflow Developer and
Develop
Provide input and
sent to Customer
specifications and
answer questions if
delivery to
necessary
Customer
5. The Customer reviews and signs specifications
Revise
Review
specifications as
Specifications and
necessary
provide feedback;
Sign specifications
6. Superion Workflow Developer creates Workflow and delivers
Create workflow
Provide SME to
to the Customer
and deliver
answer questions if
necessary
7. Customer staff tests results and reports any discrepancies
Answer any
Test workflow
questions from
Customer as
testing is executed
Page 36
1*
SURERION
8. Superion Workflow Developer adjusts Workflow based on I Adjust workflow as I None
Customer feedback and re -delivers. necessary
9. Steps 7 and 8 are repeated until sign off in step 10.
10. Customer signs off on completion Provide Sign Off Customer to Sign
Documentation to Document
Requirements and Notes:
a). Superion standard workflow models will need configuration based on the Customer specific
business practices and requirements. Customer will define the approval process and
requirements for each model.
b) Customer will provide workflow flowcharts and written details for all workflow models
Superion has agreed to develop.
27.5 Forms Approach
When Superion is engaged to develop Easy Laser Forms, Superion and the Customer will use the
following approach.
Note that Forms will be completed either by Superion consultants o- by developers (referenced as
Forms Developer for the remainder of section 4.5). If a report (E.g. PDF, Superion Analytics powered
by Cognos) is the desired result instead of ELF Form, see section 4.3 foa the Report Approach.
Task I superion Role I Customer Role
1. Review standard ELF Forms and select the specific forms that
Provide standard
Select specific forms
will be used
ELF Forms
to be used.
2. Create Scoping Document
Support
Discuss changes
Customer in
required to standard
creation of Create
ELF Forms. Decide if
scoping
there will be any
document
custom
modifications. Make
a list of all changes
perform.
3. Discovery between the Customer and the Forms Developer
Document forms
Participate in
assigned to develop the forms. Specifics of the forms are
specifications
meetings and make
detailed so that both parties have a full understanding.
decisions
4. Specifications are created by the Forms Developer and sent
Develop
Provide input and
to Customer
specifications and
answer questions if
necessary
Page 37
delivery to
Customer
5. The Customer reviews and signs specifications
Revise
Review Specifications
Specifications as
and provide
necessary
feedback; Sign
specifications
6. Superion Form Developer creates Forms and delivers to the
Create forms and
Provide SME to
Customer
deliver
answer questions if
necessary
7. Customer staff tests results and reports any discrepancies
Answer any
Test forms
questions from
Customer as
testing is
executed
8. Superion Forms Developer adjusts Forms based on Customer
Adjust forms
None
feedback and re -delivers.
based on
Customer
feedback
9. Steps 7 and 8 are repeated until sign off in step 10.
10. Customer signs off on completion
Provide Sign Off
Customer to Sign
Documentation
Document
to Customer
Requirements and Notes:
a) Customer will use one of Superion's standard formats which includes updating organiz,atior
name, bank, logo, micr and signature.
b) If Superion standard format does not meet requirements the Customer can have a custom
formed created at additional expense.
c) Customer will supply organization and bank information and logo as necessary
d) Customer will supply Customer signature(s) for checks
e) Customer will test checks with bank
Page 38
��Zr SUPERION
27.6 Training, Consulting, and Configuration Approach
Superion Training, Consulting, and Configuration are broadly defined by the below approach.
Task
Superion Role
City Role
Superion staff will lead and participate in all phases of the
Lead and
Participate in the
project to make sure the City can effectively use ONESolution
participate in all
project
phases of the
project
Superion will assess via Business Process Review the City's
Provide thorough
Provide business
business practices and make recommendations in the best
business process
requirements and
practice use of ONESolution. These recommendations will be
review and make
describe current
used to guide the use and configuration and use of ONESolution
recommendations
business processes
and practices
Superion will train core users on all aspects of ONESolution so
Train core users on
Participate in all
they have adequate knowledge to support and use the software
all aspects of ONE
training
effectively
Solution
S iperion will supply configuration options (as necessary) based
Supply
Make configuration
on the City's business practices
configuration
decisions
options
Superion will work with and train the City on the set up and
Train City on set up
Participate in all
configuration of ONESolution
and configuration
necessary set up
and configuration
Superion will document and record the configuration decisions
Document and
Participate and
record the
review
configuration
documented
decisions
configuration
decisions
Requirements and Notes:
a) Staff with the appropriate skills and experience will be furnished by Superion for each
Consulting Session or other review activities, whether onsite or conducted remotely.
b) City will actively participate in all training, consulting, and configuration of ONESolution
c) The City will supply SME's in all areas of the software and will provide information to
Superion consultants on business processes, policy, and information in order to set up and
configure all areas of ONESolution.
d) Superion Consultants and Trainers will provide a written trip report after each scheduled on -
site visit within five (5) business days. The trip report will include the high level topics
covered, accomplishments, key decisions made, homework for the City, and topics to be
Page 39
1*
SUPERION
covered in next future visit. Any tasks listed on the trip reports will also be included on the
project plan.
27.7 Testing Approach
During each phase of services as provided under this Statement of Work, the City will test all components of
the Software as configured, as well as business processes, the reports, data conversion, interfaces and
customizations (if applicable). Superion will assist and the City will lead in creating scripts specific to the City
processes.
28 Training Approach and Knowledge Transfer
Superion will train the Citl Core Functional users and the City will train the End Users as part of this project.
Core Team Training
Superion will conduct training for the core project team. The following areas are the types of training Superion
will conduct with the City's core project team.
Training Descriptions
Descriptions
Modi.fle overviews
Superion staff gives the City an overview and understanding of all
the modules in ONESolution which are part of thi,; SOW.
ONESolution Navigation Training
Basic navigation on the user interface in ONESolution
Security Training
Superion will train the City on all aspects of how to set up and use
the Security components in ONESolution. City is responsible for
overall Security set up and configuration after training.
Workflow Training
Superion will complete training on the ONESolution Workflow tool.
This training is targeted at IT or technical staff. They will gain the
skills to support and build models.
Cognos Training
Superion will complete training on the Cognos Business Intelligence
tools including Dashboards and Report development. This training
is targeted at IT, technical, and key subject matter expert staff. They
will gain the skills to support and build reports.
ONESolution Module Configuration
Superion leads the set-up of all modules and does unit testing.
and Unit Testing
Process Training
Once ONESolution is set up, data is converted, and Integration
testing has taken place, Superion will train the Core Project Team
on 'How to process" all areas of ONESolution. This will prepare the
team to conduct parallel testing and to start getting prepared for
end user training.
Page 40
�Zr SUPERION
End -User Training Superion will lead one end -user training session assigned by the
City. Training will be in a classroom environment and will be
formally completed after initial set up and not until testing is
completed. Superion will also assist in prepping the City trainers for
any future end user training the City is to conduct. This will be
accomplished by conducting sessions where the City trainers
conduct mock trainings with Superion consultants. The City will
complete the remaining end -user training sessions.
28.1.1End User Training
The City will train end users.
Typical sessions that will need to be covered by the cKy include:
Category
Session Areas
General Training Navigation
Workflow
Reporting
Finance Budget
Journal Entry
Purchase Orders
Accounts Payable
Cash Receipts
Accounts Receivable
Stores Inventory
Person Entity
PCards
Contract Management
Grants Management
GMBA
Fleet Management
Human Resources and Payroll
The City agrees to lead the End User training sessions.
Employee Online
Personal Action Forms
Employee Online — Open Enrollment
Professional Development
End users are defined as staff who are regular users of the ONESolution application but are not involved in the
detailed configuration or set up. End users will be attending training 30-45 days prior to going live per the
Page 41
,,T SUPERION
phased implementation approach. City will lead and Superion will assist with the creation of the following
deliverables for the end user training.
Task
City Role
Superion Role
Creation of a training plan.
Lead: Lead creation of an end-
Assist: Provide input on
user training plan which defines
training plan
who and what City staff need to
be trained on
Development of user guides.
Lead: Superion to provide written
Assist: Review guides
sample guides and the City will
update the guides based on City
specific processes
Development of training materials and
Lead: Lead the creation of end-
Assist: ,assist City with
exercises.
user training material and
traininf material and
exercises
classroom exercises
Development of Training data.
Lead: Lead the creation of
None
necessary data needed to train
users
Delivery of traditional classroom
Lead: Lead training of City. end
Assist: Participate in leading
training.
users
one session per topic. area
Page 42
SUPER ION
29 Post Live Support
Post live support will be planned for and provided in the immediate weeks after the Customer goes
live on phase I and IL
Task
Superion will have consultant's onsite at go live to assure the
Customer can effectively process all critical business
requirements. Superion and the Customer will agree on timing
of go live and post go live visits and this will be documented in
the cutover plan.
• Phase 1-
0 2 Onsite visits by one General Ledger
Consultant
■ One visit at Go Live
■ One visit Post Go — Live
0 2 Onsite visits by one Financials Consultant
■ One visit at Go Live
■ One visit Post Go — Live i
0 2 Onsite visits by one Reporting Consultant
■ Onc visit at Go Live
■ On,' visit Post Go — Live
• Phase 2 —
0 2 Onsite visits by one Human
Resources/Payroll consultant
■ One visit at Go Live
■ One visit Post Go — Live
0 1 Onsite visit by one Work Management
consultant
Superion will train and assist on all first time events post live
Superion will have one payroll consultant onsite for the week
the Customer runs their first 2 payroll runs to make sure the
Customer understands and can process payroll.
Requirements and Notes:
Superion Role
Support Customer
On -site at go live
to make sure
system performs
all functional
requirements
Provide training to
Customer
Provide onsite
support to
Customer for a
minimum of 2
payroll runs after
going live on
ONESolution
Customer Role
Run ONESolution
software as
configured and per
functional
requirements
Provide SME's and
participate in training
Run ONESolution
software as
configured and per
functional
requirements
Page 43
�T SUPERION
The post -live onsite visits outlined consists of a 3 days at the City's site by Superion staff.
Page 44
SUPERION
30 Key Document Work Products (DED)
All key work products defined by
Lead
Primary owner of DED
Assist
Takes an active role to assist the Lead in completing the DED
Participate
Passive participation in DED i.e. available to answer questions etc. but does not take an active role
None
Does not take a role
Shared
Share responsibility of the DED
Deliverable Summary
Deliverable
Celiverable Name
Phase
Superion/
Customer Lead
1
Project Management
Full Project
1.1
Project Charter
Superion
1.2
Communication Plan
Customer
1.3
Risk Plan and Register
Superion
1.4
Issue Log
Shared
1.5
Budget Tacking
_Shared
2
Project Work Plan / Schedule
1, 2
Superion
3
Core Project Team Training Plan
Project Begin
Superion
4
Software Installation
Project Begin
Superion
4.1
Installation
4.2
Installation Post Action Report
5
Kick Off Meeting
Project Begin
Superion
6
Project Scope:
1,2
6.1
Data Conversion Scope
Superion
6.2
Interface Scope
Superion
6.3
Reporting Scope
Customer
6.4
Workflow Scope
Superion
6.5
Forms Scope
Superion
7
Business Process i 1,2
7.1
Configuration Workbook
Customer
8
System Configuration
1,2
8.1 Setup / Configuration 'uNu"""
8.2 Configuration Testing Superion
9 Project Specifications 1,2
Page 45
�Z- SUPER ION
9.1
Data Conversion Specifications
Superion
9.2
Interface Specifications
Shared
9.3
Report Specifications
Customer
9.4
Workflow Flowchart Specifications
Shared
9,5
Forms Specifications
Superion
10
Perform Data Conversion
1, 2
Superion
11
Development Activities
1,2
11.1
Interface Development
Superion
11.2
Report Development _
Shared
11.3
Workflow Development
Shared
11.4
Forms Development _
Superion
12
Core Project Team Training
1, 2
Superion
13
Core Project Team Process Testing
1,2
Customer
Customer Configuration Decisions
Superion
14
Document
1, 2
15
Customer Testing:
1, 2
15.1
Test Plans / Scripts
Customer
15.2'
Integration/Parallel Testing
Customer
15.3
User Verification Testing
Customer
16
End User Training
1,2
16.1
End User Training Plan
Superion
16.2
End User Training Mterials and Guides
z
Customer
16.3
End User Training
Customer
17
Go -Live Cutover Plan
1,2
Superion
18
Go -Live / Post Live
1,2
18.1
Go -Live Declaration Letter
Superion
18.2
Post Live Support
Shared
19
Project Close Out
Project End
Superion
Page 46
A
�� S�IJPERION I=
Deliverable Details
Project Management
Deliverable Number: 1.1
Deliverable Name: Project Charter Phase: Full Project
Superion: Lead Customer: Assist
Objective: Create a project charter for phase 1 and 2.
;co;ae: The Project Charter is a document which outlines major goals, objectives, and policies for the project. It
will be completed within 30 days of the project kick off.
Format: Microsoft Word
Sample Outline: Project Charter which includes the following —
• Project objectives, goals, and constraints for the project
• Project team and stakeholders
• Success Criteria
• Proj !ct Governance
Notes / Expectations:
Customer Role: Customer will collaborate with Superion Project Manager in creation of the charter. Customer
to provide objectives, stakeholders, success criteria, and work with Superion tc) identify risks.
Superion Role: Lead creation of Project Charter
Acceptance Criteria: Completed Project Charter agreed upon by Superion anc Customer. Follow Deliverable and
Milestone Approval process stated in Section 2.
Page 47
�Zr SUPER ION
Deliverable Number: 1.2
Deliverable Name: Communication Plan Phase: Full Project
Superion: Assist Customer: Lead
Objective: Create a single communication plan for phase 1 and 2 with all planned communications for the
project.
Scope: Creation of written communication plan which will identify the types, frequencies, and responsible party
for all project communication
Format: Microsoft Word
Sample Outline: Communication Pian which identifies
• Types of communications
• Communication Objective:,
• Audience for each communication type
• Expected content for communication ,
• Method and frequency of communication
• Responsibility for each type of commur ication
• Project team meetings frequency and objectives
• Steering committee meeting frequency and objectives
• Monitor results & ways to improve (rev'ew communication during and after implementation)
Notes / Expectations:
Customer Role: Cu-stomei will collaborate with Superion Project Manager in creation of the plan. Customer to
advise on method., stakeholders, frequency, and dates for communication.
Superion Role: Provide tr;mplate for Communication Plan
Acceptance Criteria: Completed Communication Plan agreed upon by Superion and Customer. Follow
Deliverable and Milestone Approval process stated in Section 2.
Page 48
�T SUPERION
nalivPrable Number: I 1.3
Deliverable Name: Risk Plan and Register Phase: Full Project
Superion: Lead I Customer: Assist
Objective: Create and maintain project risk register to be used by Superion and Customer to track risks. Will
include mitigation strategies and risk owners
Scope: Creation of initial Risk Register to be used to by the project team to actively manage any identitied risks
to the project. _
Format: Microsoft Excel or other agreed upon format
Sample Outline: Risk Register to include the following:
• Description of the risk
• Impact on the project
• likelihood of risk occurring
• Strategies for mitigation, elimination, or acceptance of the risk
• Person responsible for monitoring the status of risk
Notes / Expectations: Risk Register will be updated and maintained monthly throughout the project
Customer Role: Provide risks and take an active role in managing/mitigating the risks. Add risks as necessary.
Superion Role: Provide Risk Register Template. Actively add and mitigate risks as necessary and assist in
mitigation strategies.
Acceptance Criteria: Completed Risk Plan and Resister agreed upon by Superion and Customer. Follow
Deliverable and Milestone Approval process stated in Section 2.
Page 49
�ZF SUPERION
Deliverable Number: 1.4
Deliverable Name: Issues Log Phase: Full Project
Superion: Shared Customer: Shared
Objective: The Issues Register is a tool to be used to by the project team to actively manage any identified issues
to the project.
Scope: Create and maintain project issues register to be used by Superion and Customer to track issues.
Format: Microsoft Word or Excel
Sample Outline: Issues Log to include the following:
• Description of the Issue
• Issue priority
• Impact can the project
• Resource assigned to the Issue
• Projected delivery da',e of resolution and aging
• Weekly progress of is>ues
Notes / Expectations: Issues Log will be updated and maintained weekly throughout the project
Customer Role: Provide issues and actively manage/mitigate the issues. Add issues as necessary.
Superion Role: Provide Issue Log Template. Actively add and close issues as necessary drive the resolution of
issues.
4cceptahce Criteria: Completed Issues Log agreed upon by Superion and Customer. ollow Deliverable and
Milestone Approval process stated in Section 2.
Page 50
�T SUPERION
Deliverable Number: 1.5
Deliverable Name: Budget Tracking Phase: Full Project
Superion: Shared Customer: Shared
Objective: Ongoing and regular evaluation of Project's Financial Status.
Scope: Project budget will include planned versus actual expenditures based on the executed contract. Detailed
tracking (i.e. of hours or expenses) will only be completed on items which are not part of milestone payments.
Format: Microsoft Excel or other agreed upon format.
Sample Outline: Budget should contain the following:
• Planned Expenditures
• Actual Expenditures related to project and'travel expense (if applicable)
• Broken down by service i.e. Project Management, Consulting etc. (if applicable)
Notes / Expectations: Budget to be maintained throughout project and updated monthly.
Customer Role: Collaborate and review the budget monthly. Provide input as required.
Superion Role: Lead the creation and ongoing update for the protect budget on a monthly basis.
Acceptance Criteria: Budget template agreed upon by Superion and Customer. Follow Deliverable and Milestone
Approval process stated in Section 2.
Page 51
,T SUPERION
Project Work Plan/ Schedule
Deliverable Number: 1 2.
Deliverable Name: Project Work Plan/ Schedule I Phase: 1, 2
Superion: Lead I Customer: Assist
Objective: Create a project schedule with all tasks, activities, deliverables and milestones. Each phase of the
project schedule will be delivered separately.
Scope: The Project Schedule is a visual representation of all summary activities, deliverables, and milestones for
the project. Project Schedule for the first phase is due within 60 days after contract execution. Project Schedule
for the following phases are due a minimum of 2 months prior to the start of each phase. Any changes to the
plar/schedule after the initial approval and sign off will go through the change order prcces outlined in the SOW.
Changes to the plan/schedule will be signed off by both parties after the impact of change to timeline, scope and
cost has been clearly defined.
Format: The plan will be created in maintained by the project managers in Microsoft Project but can be published
to team in other agreed upon format like MS excel or pdf.
Sample Outhne: Project Schedule showing—
• Implementation Milestones
• Detailed tasks/activities
• Deli✓erables
• Milestone and deliverable review periods
• Due dates for all milestones, tasks/activities, and deliverables
• Customer and Superion Resources assigned to each task
Notes / Expectations: Project schedule to be updated regularly after iritial approval and sign off
Customer Role: Customer will collaborate with Superion Project Manager in creation of the Schedule. Customer
to advise on all key blackout dates when resources are not available and to confirm availability of all needed
Customer Resources throughout the Project
Superion Role: Lead creation of Project Schedule. Manage to the project schedule and update bi-weekly at
minimum after creation.
Acceptance Criteria: Completed Project Schedule agreed upon by Superion and Customer. Follow Deliverable and
Milestone Approval process stated in Section 2.
Page 52
,T SUPERION
Core Project Team Training Plan
Deliverable Number:
a
Deliverable Name: Core Project Team Training Plan I Phase: Project Begin
Superion: Lead I Customer: Assist
Objective: Create Training Plan for Core Project Team
Scope: Superion will lead the creation of the Core Project Team Training Plan with the Customer's assistance;
this plan is specific to administering and using ONESolution. Plan will include training on core processes,
navigation, Workflow, Superion Analytics, Security, and System Administration
Format: Microsoft Word or Excel
Sample Outline: Plan should inclucue the following elements:
• Training Schedule and Location
• Instructors for all trainini;
• Core Project Team users to to attending each type of training (e.g. Purchasing, AP, HR, Payroll)
• Training Material and Guides to be created and Project Team members who will create each
• Creation of scenario's and data for tra",ning
• Post Live Training for Core Project Tearn Users (e.g. W2,1099, additional Consultant training if needed)
Notes / Expectations:
Customer Role: Assist with creation of the Core Project Team Training Plan. Provide training rooms with 8-12
computers with ONESolution installed, projectoe, printer and scanner. Provide # of users to be trained by process
(The Customer is responsible to ensure staff is available for given training dates)
Superion Role: Superion will lead the creation of the training plan.
Acceptance Criteria: Traning plan delivered and agreed upon by Superion and Customer. Follow Deliverable and
Milestone Approval process stated in Section 2.
Page 53
SUPERION
Software Installation
Deliverable Number:
4.1
Deliverable Name: Installation Phase: Project Begin
Superion: Lead Customer: Assist
Objective: Installation of all ONESolution
Scope: Superion installer to install all components of ONESolution and required third party products within
ONESolution.
Format: None.
Sample Outline: Install:
• ONESolution
• Superion Analytics powered by Cognos
• 3d Party Applications (if applicable)
• Issues/ Follow Up Actions
Notes / Expectations:
Customer Roie: Procure hardware and Install prior to ONESolution install (if applicable). Provide remote access
and participate in pre -install discovery call. Provide technical expertise if necessary to assist wi'r.h Customer
environment,
Superion Role: Complete the install
Acceptance Criteria: ONESolution Install complete and agreed upon by Superion and Customer. Follow
Deliverable and Milestone Approval process stated in Section 2.
Page 54
�T SUPERION
Deliverable Number:
4.2
Deliverable Name: Installation Post Action Report Phase: Full Project
Superion: Lead Customer: Participate
Objective: Document which provides results and confirmation of the install
scope: Superion installer to document the results of the install and initial testing of ONESolution
Format: Microsoft Word.
Sample Outline: Document which includes:
• Installed Software Name and Version
• Installed Modules
• Areas tested
• Test Results
• Issues/ Follow Up Actions and delivery dates
Notes / Expectations:
Customer Role: Review report
Superion Role: Complete the install and provide. document which captures the results of testing post install
Acceptance Criteria: Post Install Action report complete and agreed upon by Superion and Customer. Follow
Deliverable and Milestone. Approval process stated in Section 2.
Page 55
�,Z- SUPERION
Kick Off Meeting
Deliverable Number: S.
Deliverable Name: Kick Off Meeting Phase: Project Begin
Superion: Lead Customer: Assist
Objective: Meeting with the project team and key stakeholders which introduces the project goals, expectations,
and guidelines for the project.
Scope: Superion and Customer Project Manager's to hold an initial meeting with the project team and key
stakeholders. Draft project plan and Schedule, project goals, expectations,,and assumptions should be developed
prior to the meeting. Kick off meeting is expected to take place 30-60 days after contract execution
Format: Meeting:
Sample Outline: Kick off meeting should include the following at minimurl:
• Draft project schedule
• Key success factors
• SOW review
• Project team and expectations
• Key deliverables with dates
• Key Risks
Notes / Expectations:
Customer Role: Customer will collaborate with Superion Project Manager in planning for the kick off meeting.
Customer project leader (Sponsor and Project Manager) to actively participate in the meeting and lead
discussions. Customer to provide objectives, stakeholders, success criteria, and work with Superion to identify
risks. Customer to present materials to their staff.
Superion Role: Lead planning and execution of the kick off meeting
Acceptance Criteria: Completed Kick off meeting for each phase agreed upon by Superion and Customer. Follow
Deliverable and Milestone Approval process stated in Section 2.
Project Scope
Page 56
�T SUPERION
Deliverable Number: 1 6.1
Deliverable Name: Data Conversion Scope Phase: 1, 2
Superion: Lead Customer: Assist
Objective: Validate the scope in the SOW and document the data to be migrated from legacy systems to
ONESolution after initial analysis.
Scope: Document the data to be converted with Superion's standard migration tool
Format: Microsoft Word or Excel
Sample Outline: Document which includes:
• Description of data to be migrated
• Historica' Years
• Timeline
• Major milestones for data conversion
• Pre -conversion activities for Customer/Superion
Notes / Expectations: Change: to data conversion scope could require a change order if significantly different
from the Data Conversion Scope outlined in Section 2
Customer Role: Work with Sup?rion to validate and confirm the data conversion scope in the SOW. Provide input
on requirements.
Superion Role: Provide Scope Template. Document the decisions on the scope of the data to be migrated.
X:ceptance Criteria: Completed Conversion scope document for each phase agreed upon by Superion and
Customer. Follow Deliverable and Milestone Approval process stated in Section 2.
Page 57
�T SUPER ION
Deliverable Number: 1 6.2
Deliverable Name: Interface Scope I Phase: 1, 2
Superion: Lead Customer: Assist
Objective: Document the required interfaces by validating the Interfaces included in this SOW and any identified
during the Business Process Reviews and initial analysis.
Scope: Superion to document all interfaces required and listed in this SOW
Format: Microsoft Word
Sample Outline: Document which includes
• Description of interface
• Vendor Contact Information (if applicable)
• Method (upload/download utility, Web Services etc.)
• Automated or Manual
• Frequency
• One way or two way
• Data Requirements
• Timeline of key milestones
• Prerequisite tasks for Customer/Superion
Notes / Expectations: Changes to Interface scope could require a change order if significantly different from the
Interface Scope outlined in Section 2
Customer Role: Provide SMEs and technical resources to assist in defining the Scope for interfaces. Customer
will facilitate all communication with any Yd party's (if necessary) where Superion is not the prime contractor
under this agreement.
Superion Role: Provide Scope Template. If there are changes, Initiate project change process to add or delete
interface tasks to/from project schedule. Work with Customer to outline the options for each interface and
advise on best practice for achieving the scope.
Acceptance Criteria: Interface scope complete and agreed upon by Superion and Customer. Follow Deliverable
and Milestone Approval process stated in Section 2.
Page 58
,,T SUPERION
Deliverable Number: I 6.3
Deliverable Name: Reporting Scope Phase: 1, 2,
Superion: Assist Customer: Lead
Objective: Identify all necessary reports in the Report Scope Template.
Scope: Superion and the Customer will perform a gap analysis between Superion sample reports and Client
report requirements. Once the reporting Scope is finalized, Superion will build reports based on contract hours
included in the Agreement.
Format: Microsoft Excel
S,.mple Outline:
el List of reports which includes:
• Name of Report
• Description report
• Copy of existing Customer report (if applicable)
• P iority Due Date
• Responsibility for report development (Customer/Superion)
Notes / Expectations: Reports added to the initial scope after sign off is considered a change in scope and will
require a change order.
Customer Role: Complete Report Scope Template including identification and priority of reports. Manage
priorities and report development throughout the life of the project
Superion Role: Provide Scope Template and assist the Customer WA dung a gap analysis between
requirements and Superion sample reports.
Acceptance Criteria: Reporting Scope complete and agreed upon by Superion and Customer. Follow
Deliverable and Milestone Approval process stated in Section 2.
Page 59
,,Z- SUPERION
Deliverable Number: 1 6.4
Deliverable Name: Workflow Scope I Phase: 1, 2,
Superion: Lead I Customer: Assist
Objective: Identify all necessary workflow models after analysis and business process reviews
Scope: Superion and Customer will validate workflow is in SOW and identify any additional models.
Format: Microsoft Excel
Sample Outline:
• List of models which includes:
• Name of Model
• Brief description of intended functionality
• Priority
• Due Date
• Custom/standard workflow
• Responsibility for workflow development (Superion / Customer)
Notes / Expectations: Changes to Workflow scope could require a change order if significantly different from the
Workflow Scope outlined in the SOW.
Customer Role: Identification of models and stated business requirements.
Superion Role: Provide Scop>� Template; Advise Customer on best practice use of workflow within ONESolution.
Assist Customer with identifying workflow models necessary. Initiate project change process to add or del;?te
workflow tasks to/from project schedule.
Acceptance Criteria: Workflow Scope complete and agreed upon by Superion and Customer. Follow Deliverable
and Milestone Approval process stated in Section 2.
Page 60
�Zr SUPERION
Deliverable Number: 6.5
Deliverable Name: Forms Scope Phase: 1, 2
Superion: Lead Superion: Assist
Objective: Validate the scope in the SOW. Document the forms to be completed which will be used by the
Customer for processing.
Scope: Superion and Customer to validate the scope in the SOW and Customer to choose the format for the forms
which will be developed.
Format: Microsoft Excel
Sample Outline: Document which includes:
• Select from standard ELF Forms
• Form Type to create form (i.e. Easy Laser Forms, Superion Analltics powered by Cognos)
Notes / Expectations: Changes to Forms scope could require a change order if sign4icantly different from the
Forms Scope outlined in Section 2
Customer Role: Work with Superion to validate and confirm the Forms scope in the SOW. Initiate project change
process to add or delete forms tasks to/from project schedule Provide input on requirements and select forms
from samples provided
Superion Role: Provide Scope Template and standard ONE Solution form samples; advise Customer on forms
which meet Customer functional requirements.
Acceptance Criteria: Forms Scope complete and agreed upon by Superion and Customer. Follow Deliverable and
Milestone Approval process stated in Section 2.
Business Process
Page 61
,,T SUPERION
Deliverable Number: I 7.1
Uellverable Name: Configuration Workbook Phase: 1 2
Superion: Assist customer: Lead
Objective: Workbook intend to outline major Customer business requirements
Scope: Superion to provide workbook to Customer. The workbook will provide Superion with a summary
introduction of the key components of the organization
Format: Microsoft Word and Excel
Sample Outline: Document which includes:
• Customer Requirements
• Business practices
• Regulations if applicable
Notes / Expectation:a: Superion will review Configuration Workbook prior to the Business Process Review;
Superion will discuss as needed throughout the BPR Process
Customer Role: Complete the workbook and deliver to Superion two weeks prior to the Business Process Review
visit. Assist Superion with any questions during the project.
buperion Role: Provide the Configuration Workbook to the Customer. Assist Customer with any questions they may have.
Review the Configuration Workbook prior to the Business Process Review visit.
Acceptance Criteria: Completed Configuration Survey/Workbook documents for each process included in the
phase agreF d upon by Superion and Customer. Follow Deliverable and Milestone Approval process stated in
Section 2.
Page 62
�� SUPERION
System Configuration
Deliverable Number: 1 8.1
Deliverable Name: Setup / Configuration I Phase: 1, 2
Superion: Lead I Customer: Participate
Objective: Superion will setup and configure ONESolution based on Customer's input from Configuration
Workbook and Business Process Review Report, and Superion's recommendations.
Scope: Superion to set and configure ONESolution
Format: None
Sample Outline: Setup and Configuration which includes:
• Superion to review Customer's Configuration Workbook
• Superion to review Business Process Review Report;
Notes / Expectations: Superion will setup and configure the system; Customer will provide assistance as needed
Customer Role: Customer will provide assistance addressing Superion's questions as needed
Superion Role: Superion to set and configure ONESolution.
Page 63
�T SUPERION
Deliverable Number: 1 8.2.
Deliverable Name: Configuration Testing I Phase: 1, 2
Superion: Lead I Customer: Participate
Objective: Superion will test the setup and configuration to ensure the configuration is correct.
Scope: This testing will ensure that the system is configured to begin Core Project Team Training
Format: None
Sample Outline: Testing which includes
• Superion will test each screen and entire processes which will be demonstrated during the Core Project
Team Training to be certain the system is working as expected.
Notes / Expectations: Superion testing to take place prior to Core Project Team Training. It is expected that
configuration changes will potentially occur after discussions during the Core Project Team Training.
Customer Role: Customer will provide assistance addressing Superion's questions as needed
Superion Role: Superion will test the setup and configuration of ONESolution
Page 64
�T SUPERION
Project Specifications
Deliverable Number:
9.1
Deliverable Name: Data Conversion Specifications Phase: 1 2
auperion: Lead Customer: Assist
Objective: Using the Data Conversion Guide, map data from legacy system to ONESolution identified in the
Data Conversion Scope details
Scope: Superion and Customer will complete the Data Conversion templates detailed requirements necessary
to accomplish the data conversion scope document
Format: Excel
Sample Outline: Spreadsheet which include_;
• Data to be converted/migrated:
• Table Mapping between legacy systems and ONESolution
• Amount of historical data
Notes / Expectations: Data mappings will be modified as needed throughout the data conversion process
Customer Role: Assist with data mapping from legacy Software to ONESolution Software.
Superion Role: Provide Data Conversion Guide. Using the data conversion guide spreadsheets, lead the data
mapping from legacy software to ONESolution software.
Acceptance Criteria: Daa.a Con%ersion specifications complete and agreed upon by Superion and Customer. Follow
Deliverable and Milestone Approval process stated in Section 2.
Page 65
SUPERION
Deliverable Number: 9.2
Deliverable Name: Interface Specifications Phase: 1 2
Superion: Shared Customer: Shared
Objective: Document the detailed requirements for all interfaces identified in the Interface Scope Document
Scope: When programmatic development is required for the interface, Superion and the Customer will
document all requirements for interfaces listed in the interface scope document
Format: Microsoft Word
Sample Outline: Document containing all
• Detailed requirements specifications
• Design requirements
• Method (upload/download utility, Web Services etc.)
• Automated or Manual
• Frequency
• One way or two way
• Data Mapping
Notes / Expectations: Interface specifications will be reviewed
Customer Role: Provide SMEs and technical resources to assist in defining/documenting the interface
requirements. Provide file layouts, sample files and any additional requirements documents if applicable.
Customer will facilitate all communication with any 3rd party's (as necessary). Customer will review/ approve
the final version of each specifications.
Superion Role: Work with Customer to outline the options for each interface and advise on best practice for
achieving the requirements. Superion will create the specification and a discovery call may be scheduled with
the Customer to assist with the process.
Acceptance Criteria: Interface specifications complete and agreed upon by Superion and Customer. Follow
Deliverable and Milestone Approval process stated in Section 2.
Page 66
SUPERION
Deliverable Number: 9.3
Deliverable Name: Report Specifications Phase: Phase 1, 2
Superion: Assist Customer: Lead
Objective: Document the detailed requirements for customer specific reports identified in the Report Scope
Document
Scope: Customer to document requirements for reports listed in the report scope document
Format: Microsoft Word or other agreed upon format
Sample Outline: Document containing all
• Design requiremens
• Data elements
Notes / Expectations:
Customer Role: Create and document the specifications or provide sample reports. Provide SMEs and technical
resources to assist in defining the business requirements for reports.
Superion Role: Work with Customer to outline the options for each report and advise on best practice for
achieving the requirements.
Acceptance Criteria: Reporting specifications complete and agreed upon by Superion and Customer. Follow
Deliverable anO Milestone Approval process stated in Section 2.
Page 67
SUPERION
Deliverable Number: 9.4
Deliverable Name: Workflow Flowchart Specifications Phase: 1 2
Superion: Shared Customer: Shared
Objective: Document the detailed requirements for all Workflow models identified in the Workflow Scope
Document
Scope: Customer will provide a flowchart designating the approval flow for each model and any other
requirements to be considered. Superion will review each flowchart with the Customer to understand the desired
outcome. Customer will modify the flowchart based on the review as needed.
Format: Microsoft Word
Sample Outline: Document containing all
• Design requirements
• Approval roles and routing
• Sample list of users who will be assigned to each approval role
Notes / Expectations: Each flowchart will clarify the approval,`low prior to building the workflow model(s).
Customer Role: Provide SMEs and technical resources to create flowcharts designating the approval flow for each workflow
model and any other requirements to be considered. Superion will review each flowchart with the Customer to understand
the desired outcome. Customer will modify the flowchart based on the review as needed.
Superion Role: Review workflow flowcharts prepared by Customer and advise on best practice for achieving the
requirements.
Acceptance Criteria: Workflow specifications complete and agreed upon by Superion and Customer. Follow
Deliverable and Milestone Approval procesb stated in Section 2.
Page 68
�T SUPERION
Deliverable Number:
9.5
Deliverable Name: Forms Specifications I Phase: 1, 2
Superion: Lead I Customer: Assist
Objective: Document the detailed requirements for all forms Superion has agreed to deliver as identified in the Forms
Scope Document
Scope: Superion to document all requirements for forms listed in the forms scope document
Format: Microsoft Word
Sample Outline: Document containing all
• Form with requirements (register, address, phone number)
• Customer specific information (bank info, signatures etc.)
Notes / Expectations: Specifications will detail all changes to the standard forms;
Customer Ro$e: Document any changes to form formats from standard Superion forms (e.g. loge:, address, MICR,
possible column heading changes). Provide Customer specific information which include bank information, signatures
formats, and all other requirements.
Superion Role: Create and document the specifications. Work with Customer to outline the options for each form and
advise on best practice for achieving the requirements.
Acceptance Criteria: Farms specifications complete and agreed upon by Superion and Customer. Follow Deliverable
and Milestone Approvai process stated in Section 2.
Perform Data Conversion
69
��T SUPERION
Deliverable Number:
10
ueuverable Name: Perform Data Conversion I Phase: 1, 2
auperion: Lead I Customer: Assist
ubjective: Conversion of data from NaviLine to ONESolution
Scope: Perform data conversion outlined in the data conversion scope using Superion NaviLine Conversion Program.
Format: Data Conversion Utility or Program
Sample Outline:
• NaviLine Conversion Program
Notes / Expectations: Successfully convert Navilise to ONESolution
Customer Role: Complete required crosswalks and perform data validation and testing on converted data for each
conversion run
Superion Role: Run the conversion program to convert dar:a from current NaviLine system into ONESolution.
Acceptance Criteria: Completion of initial conversion run outlined in the Conversion Scope and completion of final
conversion run outlined in Conversion Scope
Development Activities
Deliverable Number:
Deliverable Name: Interface Development Phase: 1 2
Superion: Lead I Customer: Assist
Objective: Develop interfaces based on specifications detailed for each Interface
Page 70
�T SUPERION
Scope: Develop and build the interfaces listed in scope and based on specifications. Interfaces will be built based on
Superion standard utilities or developed using programming and web services as determined in the specifications and
SOW reauirements.
Format: Utilities, Web Services, or Custom programming
Sample Outline:
• Standard Utility
• Interface program using another technical method (i.e. Web Services or Custom Program)
• Includes narrative instruction (if applicable)
• Includes screen shots (if applicable)
• Testing
Notes / Expectations: _
Customer Role: Provide expertise with 3rd party application data and data mapping. Extract 3rd party data if applicable.
Lead data validation and testing. If Web Services are available from 3rd party, Customer is responsible for developing
the calls to and from Superion's application. Perform Interface data validation and testing.
Superion Role: Create interfaces based on the Interface Scope and developed based on Interface Specifications. If an
interfa .e is to be created using standard utilities, Superion will work with the Customer to format and map the data in
Superion templates and complete the first uploads. Once initial data is validated, Superion will support the Customer
in rerunning the utility. If an interfaces requires a custom program to be created, Superion development will create
the program, deliver to the Customer, and run the program. Once initial data is validated, Superion will train the
Customer on running the program for future use and will support the Customer (i.e. update the program as required
based on specifications) until final signoff.
Acceptance Criteria: Interfaces created/developed, validated, and tested as agreed upon by Superion and Customer.
Follow Deliverable and Milestone Approval process stated in Sect'on 2.
�T SUPERION
Deliverable Number: 11.2
Deliverable Name: Report Development Phase: 1, 2
Superion: Shared Customer: Shared
Objective: Create reports outlined in the SOW and Reporting Scope Document
Scope: Superion and the Customer to create reports identified in the SOW and Reporting Scope Document
Format: Superion Analytics powered by Cognos
Sample Outline:
• Create new or update Superion sample reports
• Validate format and mapping
• Validate data
Notes / Expectations: Expectation is that the Customer will create some reports after training so they are able to create
and maintain reports in the fixture. Reports will be prioritized in the Reporting Scope Document. Some reports may be
developed after go -live based on priority, need and timing
Customer Role: Create reports assigned in the Reporting Scope Document and develop based on Report Specifications.
Validate, test, and sign off on reports crewed by Customer and Superion.
Superion Role: Create reports assigned in the Reporting Scope Document by priority and support the Customer report
writers as they develop reports. Support the testing of reports and update reports based on testing results until final
sign off.
Acceptance Criteria: Reports delivered, validated/tested and agreed upon by Superion and Customer. Follow
Deliverable and Milestone Approval process stated in Section 2.
Page 72
�T SUPERION
Deliverable Number:
11.3
Deliverable Name: Workflow Development Phase: 1, 2
Superion: Shared Customer: Shared
Objective: Create Workflow models outlined in the SOW and Workflow Scope
Scope: Superion and the Customer to create models identified in the SOW and Workflow Scope Document
Format: Superion Workflow tool
Sample Outline:
• Develop Workflow Models
• Provide business requirements and approval routing
• Test and Validate models
Notes / Expectations: Customer will create some workflow models after workflow training so they are able to create
and maintain models in the future.
Customer Role: Create models assigned in the Workflow Scope Document by priority and develop based on Workflow
Flowchart Specifications. Validate and test models created by Customer and Superion.
Superion Role: Create models assigned in the Workflow Scope Document by priority and support the Customer as they
develop models. Support the testing of Workflow and update models based on testing results until Customer approves
functionality.
Acceptance Criteria: Workflow delivered, validated, tested as agreed upon by Superion and Customer. Follow
Deliverable and Milestone Approval process stated in Section 2.
Page 73
SUPERION
Deliverable Number:
11.4
Deliverable Name: Forms Development I Phase: 1, 2
Superion: Lead Customer: Assist
Objective: Create forms outlined in the SOW and Forms Scope Document
Scope: Superion and the Customer to create forms identified in the SOW and Forms Scope Document
Format: Easy Laser Forms (ELF) or Superion Analytics
Sample Outline:
• Choose Forms and provide business requirements (bank routing, signatures, terms and conditions etc.) if
applicable
• Develop Forms
• Test anc. Validate forms
Notes / Expectations: Superion to create all ELF forms as the technology is not available for customers
Customer Role: Support and answer questions from Superion as forms are being developed based on specifications in
the Forms Scope Document. Validate and test forms created by Customer and Superion.
Superion Role: Create forms assigned in the Forms Scope Document. Support the testing of Forms and update forms
based on testing results until final sign off.
Acceptance Criteria: Forms delivered, validated, tested as agreed upon by Superion and Customer. Follow Deliverable
and Milestone Approval process stated in Section 2.
Core Project Team Training
Page 74
,,T SUPERION
Deliverable Number: 1 12.
Deliverable Name: Core Project Team Training I Phase: 1, 2
Superion: Lead I Customer: Assist
Objective: Approach will be to train the Trainer; Superion will train the Core Project Team on all ONESolution processes
outlined in the Core Project Team Training Plan ; Customer will be able complete testing and final verification of
ONESolution.
Scope: Superion to conduct classroom training for the Customer for each process identified in the training plan including
security, Workflow development, Dashboard creation, and Superion Analytics.
Format: Classroom Training
Sample Outline:
• Classroom Training
• Guides (if applicable)
Notes / Expectations: Customer staff will attend training based on the Core Project Training Plan. Staff assigned to
modify/create end user documentation will also attend the trainings. Completion of this training will allow the
Customer to complete testing and final verification of ONESolution.
Customer Role: Provide classroom space and staff for training. Actively participate in training in order to use the system
for practicing, testing and go live.
Superion Role: Superion to conduct training as outlined in the training plan.
Acceptance Criteria: Training delivered as agreed upon by Superion and Customer. Follow Deliverable and Milestone
Approval process stated in Section 2.
Page 75
-MV�A
F,T SUPER ION
Core Project Team Process Testing
Deliverable Number: 1 13
Deliverable Name: Core Project Team Process Testing I Phase: 1, 2
Superion: Assist I Customer: Lead
Objective: Superion will train the core project team on all ONESolution processes outlined in the Core Project Team
Training Plan; Customer will immediately apply the training by entering actual work into ONESolution modules (e.g.
minimum one hour per day). Customer will be able complete testing and verification of ONESolution based on the
training provided.
Customer will use the core processes and run tests in ONESolution based on the training provided. Entering actual daily
Customer data into ONESolution will help the Customer determine if there are situations that occur at the Customer
site and were not addressed during the ONESolution training. This is targeted testing based on the actual business
;processes. Testing should result in questions and feedback from the Customer to be addressed by Superion during the
next visit.
Scope: Customer to conduct testing for each component unit and process identified in the training plan and training
including security, Workflow development, Dashboard creation, and Superion Analytics powered by Cognos.
Format: None
Sample Outline: Testing which includes
Customer to complete Process testing for the full application of their daily operation. Modules will be tested
using scenario based testing.
Results will be captured and tracked
Feedback of process testing will be communicated to Superion
Notes / Expectations: Process testing to take place at least one week after Customer Core Project Team Training has
been trained. Entering actual daily Customer data into ONESolution will help the Customer determine if there are
situations that occur at the Customer site and were not addressed during the ONESolution training.
Customer Role: Customer to define scenario's to be tested and to actively lead in all areas of testing. Customer
responsible for confirming all final results and signing off.
Superion Role: Superion to support Customer during testing.
Acceptance Criteria: ONESolution testing completed and agreed upon by Superion and Customer. Follow Deliverable
and Milestone Approval process stated in Section 2.
Page 76
*SUPERION
Customer Configuration Decision Document
Deliverable Number:
14
Deliverable Name: Customer Configuration Decision Document I Phase: 1, 2
Superion: Lead I Customer: Assist
Objective: Review, define and document all configuration and set up decisions
Scope: Superion to present configuration options to Customer based on business process decisions This deliverable will
document Customer configuration decisions. Superion will verify that all functional requirements identified during the
business process review are accommodated in the configuration document.
Format: Microsoft Word and Excel
Sample Outline: Document whici includes:
• Business process documentation
• Set up decisions and configuration per business process
• Set up decisions and configurations
• Definition of set up decisior s (code tables, settings, configurations)
• Screen shots (if applicable)
Notes / Expectations: Superion will deliver z Draft report after setup and training are completed for the Customer's
review and comments. The Customer will review the report and organize comments/questions. Superion will arrange
one two-hour conference call to review the Customer's questions/comments. Superion will edit the DRAFT document
after the conference call as needed and provide the FINAL version. After delivery of the FINAL report, the Customer will
continue to maintain this "living" document as changes are needed into the future.
Customer Role: Provido SME's and participate in configuration decisions. Make decisions as necessary on see up and
configuration of ONESOution. Review DRAFT document. Prepare comments/questions for discussion with Superion.
Superion Role: Create the Configuration Decision Document. Deliver DRAFT document to Customer. Review Customer's
comments/ques:ions and create FINAL document including additions/changes from discussion with Customer. Deliver
FINAL document to Customer.
Acceptance Criteria: Configuration decisions documents for each process included in the phase agreed upon by Superion
and Customer. Follow Deliverable and Milestone Approval process stated in Section 2.
Page 77
SUPERION
Customer Testing
Deliverable Number:
15.1
Deliverable Name: Test Plans/Scripts Phase: 1, 2
Superion: Assist Customer: Lead
Objective: Develop test plans and scripts to be used to track testing results
Scope: Create a testing plan from the standard provided test plans outlining how testing is to be achieved for each
phase. The plan should include at a high level the types of testing, who is responsible for testing, and how the results
will be captured. Test scripts will be developed to guide the testing process
Format: Microsoft Word/Excel
Sample Outline: Test plan and Scripts to include:
• Types of testing and the schedule
• Who is responsible for testing
• How results will be captured
• Testing scripts
Notes / Expectations:
Customer Role: Customer will lead the modification of the provided test plans/scripts. Define the test plan including
who will be testing for each area from the Customer. Lead the modificatiors of test scripts to Customer specific
processes.
Superion Role: Provide generic test plan scripts. Advise the Customer on typical testing processes.
Acceptance Criteria: Test plan and testing scripts comoieted and agreed upon by Superion and Customer. Follow
Deliverable and Milestone Approval process stated in Sec( -ion 2.
Page 78
*SUPERION
Deliverable Number: 15.2
Deliverable Name: Integration/Parallel Testing Phase: 1, 2
Superion: Assist Customer: Lead
Objective: Test ONESolution application
Scope: Integration and Parallel testing of ONESolution based on configuration, requirements, and Customer business
processes.
Format: ONESolution Testing
Sample Outline: Testing which includes
• Customer ro complete Integration testing for the full application. Finance modules will be tested using scenario
based testing (e.g. enter a day's work for a particular process).Full parallel testing will take place for payroll
modules (c--.g. compare ONESolution payroll results with customer's legacy software).
• Result;; wi'I be captured and tracked
Notes / Expectations: Integration and parallel testing to take place after Customer Core Project Team has been trained
on ONESolution identified in the Core Project Team Training Plan.
Customer Role: Customer to define scenario's to be tested and to actively lead in all areas of testing. Customer
responsible for confirming all final results and signing off. Customer to take the lead on a minimum of 2 parallel payroll
tests.
Superion Role: Superion to support Customer during testing including the parallel payroll tests.
Acceptance Criteria: ONESolution testing completed and agreed upon by Superion and Customer. Follow Deliverable
and Milestone Approval process stated in Section 2.
Page 79
*SUPERION
Deliverable Number: 15.3
Deliverable Name: User Verification Testing Phase: 1, 2
Superion: Assist Customer: Lead
Objective: Final user testing to confirm ONESolution operates as designed and is ready for go live
Scope: Final pre go live testing to be led by the Customer identified users. This testing is to confirm ONESolution is go
live ready.
Format: Microsoft Word or Excel
Sample Outline: Test results should capture
• Test ONESolution based on identified scenario`s in test plan/scripts
• Capture and document results
Notes / Expectations: Users should be a represenlat a of departments within the Customer. Not all "end users" will
necessarily complete User Verification Testing.
Customer Role: Provide staff to complete testing and to capture: the results
Superion Role: Support Customer during testing and troubleshoot/solve issues should they arise
Acceptance Criteria: User Verification testing completed as agreed upon by Superion and Customer. Follow Deliverable
and Milestone Approval process stated in Section 2.
Page 80
SUPERION
End User 'Training
Deliverable Number: 1 16.1
Deliverable Name: End User Training Plan Phase: 1, 2
Superion: Shared I Customer: Shared
Objective: Create Training Plan for End Users
Scope: Superion to assist in the creation of a plan for training End Users. This training is specific to using ONESolution.
Plan will include training on core ONESolution business processes the users will use in day to day operations specific to
their role in the organization.
Format: Microsoft Word or Excel
Sample Outline: Plan should include the following elements:
• Identify processes for which the end users will receive training (e.g. Purchasing, AP, Timecard Entry)
• Identify type of training that will be used for each process (e.g. classroom training; video, documentation, open
lab)
• Number of End users to be trained
• Instructors for all training
• Training Agendas, Materials and Guides to be created/modified and Project Team member responsible for each
process.
• Creation of scenario's and data for training
• Training Schedule and Location
• Internal Customer communication to staff and scheduling internal classroom
Notes / Expectations: Classroom will not have more than 12 attendees in anv training
Customer Role: Assist with developing the End User Training Plan. Provide training rooms with 8-12 computers with
ONESolution installed, projector, printer and scanner. Provide # of end user to be trained by process (The Customer is
responsible to ensure staff is available for given training dates)
Superion Role: Superion will lead the creation of the training plan.
Acceptance Criteria: Training plan delivered and agreed upon by Superion and Customer. Follow Deliverable and
Milestone Approval process stated in Section 2.
Page 81
1*
SUPERION
Deliverable Number:
16.2
Deliverable Name: End User Training Material and Guides Phase: 1, 2
Superion: Assist Customer: Lead
Objective: Create end user guides for Customer training classes.
Scope: Superion to provide sample user guides. Guides to be modified by Customer staff to reflect decisions made
during implementation if needed; the guides will be used for end user training and after as references.
Format: Microsoft Word
Sample Outline: Template word document which includes
• Agendas for each training (include 30 minutes to answer "parking lot" questions that came up during training
by management/expert in topic)
• User guides outlining ONESolution processes
• Includes narrative instruction
• Includes screen shots
• Create Video content (if this is method of training)
Notes / Expectations:
Customer Role: Develop agendas for each training. Create new or Modify the sample User Guides for Modules to
reflect the Customer's decisions / processes.
Superion Role: Provide sample Agendas and User Guides for Modules
Acceptance Criteria: User guide delivered and agreed upon by Superion and Customer. Follow Deliverable and
Milestone Approval process stated in Section 2.
Page 82
�T SUPERION
Deliverable Number:
16.3
Deliverable Name: End User Training I Phase: 1, 2
Superion: Assist Customer: Lead
Objective: Train end users prior to going live on ONESolution
Scope: Customer to train end users, 30-45 days before go live according to the training plan. End users are Customer
staff who need to use ONESolution, but are not part of the core project team.
Format: Classroom Training or other format designated by customer
Sample Outline: End User Training to include:
• Classroom training over the course of a week depending on processes.
• Training in classroom setting (if applicable)
• Training to include instruction and hands on practice
• Customer management/expert available 30 minutes during training to answer policy/other questions that have been
adding to a "parking lot list during training
Notes / Expectations:
Customer Role: Customer will conduct the end user training.
Superion Role: Provide support to training staff conducting end user training.
Acceptance Criteria: End user training completed and agreed upon by Superion and Customer. Follow Deliverable and
Milestone Approval process stated in Section 2.
Page 83
*SUPERION
Go Live Cutover Plan
Deliverable Number:
17.
Deliverable Name: Go Live Cutover Plan I Phase: 1, 2
Superion: Lead I Customer: Assist
Objective: Create a cutover plan for each phase which details all tasks and activities which must be completed prior to
and during cutover from the legacy applications to ONESolution.
Scope: The Cutover Plan details all tasks and activities which must be completed prior to cutting over and going live on
ONESolution for the phase.
Format: Microsoft Excel or Project
Sample Outline: Cutever Plan showing —
• Detailed tasks/activities
• Dates
• Resources
• Task Pre -requisites
• Includes communication plan to stakeholders
• Plan for resolution of critical issues
Notes / Expectations: Cutover Plan will be reviewed by Project Managers/Project Team weekly to determine status of
activities during the 3 months prior to Go -Live. The plan will be updated as needed after each review.
Customer Role: Customer will collaborate with Superion Project Manager in creation of the plan.
_CustomE r to advise and execute the communication portion to stakeholders as defined ir� the plan
Superion Role: Lead creation of Cutover Plan. Monitor progress/status of activities tc go -live. Update the plan as
n^eded
Acceptance Criteria: Completed Cutover Plan complete and agreed upon by Superion and Customer. Follow Deliverable
and Milestone Approval process stated in Section 5.7
Page 84
�T SUPER ION
Go Live / Post Live
Deliverable Number:
18.1
Deliverable Name: Go Live Declaration Letter Phase: 1, 2
Superion: Lead Customer: Assist
Objective: Document which identifies that the Customer is live or capable of going live on ONESolution.
Scope: ONESolution meets all requirements per Phase. Customer has processed or is capable of processing on
ONESolution, where ONESolution is the official book of record.
Format: Microsoft Word
Sample Outline: Letter which states that the Customer is able to use ONESolution Financials as its official book
of record. There will be a separate letter for Phase 1 and 2.
Notes / Expectations: Customer has processed or is capable of processing on ONESolution, where ONESolution
is the official book of record.
Customer Role: Validate system readiness. Sign Go -Live Declaration Letter
Superion Role: Provide Go -Live Declaration Letter to Customer 10 days prior to Go -Live on each phase.
Acceptance Criteria: System validation is completed and system meets functional requirements and the Customer
is capable of going live. Follow Deliverable and Milestone Approval process stated in Section 2.
Page 85
�T SUPERION
Deliverable Number: 18.2
Deliverable Name: Post Live Support Phase: 1, 2
Superion: Shared Customer: Shared
Objective: Superion to support the Customer during the go live and in the initial 45 days post live. Customer will
have on -going support from Superion's Customer Support during Post Live as well as once the implementation
has been completed.
Scope: Superion will provide support to the Customer after achieving the go live. Superion will assist with
additional training, issue resolution, and refining system set up as necessary. This includes all major areas in scope
including Reports, Workflow, Development and Interfaces.
Format: None
Sample Outline: Superion to provide the following services during go live/ post live
• Support for users
• Issue Resolution
• Support for all areas of the ONESolution application
Notes / Expectations: Superion support will consist of Consultant (up to 30 days after go -live) and Customer
Support (on -going support) assistance.
Customer Role: Customer to use ONESolution in a "live" environment and work with Superion to resolve any
issues that arise.
Superion Role: Superion to provide support as outlined in the cutover plan. Superion will have staff on site during
the actual go live and post live as outlined in the plan.
Acceptance Criteria: System validation is completed and system meetF functional requirements and the
Customer has gone live and is using ONESolution as their official book of record. Follow Deliverable and Milestone
Approval process stated in Section 2.
Page 86
�Zr SUPERION
Project Close Out
Deliverable Number:
19.
Deliverable Name: Project Close Out Phase: Project End
Superion: Lead Customer: Assist
Objective: Document summarizing the Project and indicates that the project is complete.
Scope\ Expectations: A draft report of the Project will be delivered to Customer; Superion and Customer will
agree on Final Report; Customer will sign Final Report. A Project Closure Report will be completed by Superion
and Customer prior to the completion of Project. This should be no later than 30 days after Phase 2 Go -Live
Format: Microsoft Word
Sample Outline: Document includ'+ng
• Project Summary
• Project Team And Staffing
• Project Schedule
• Project Implementation
• Project Costs
• Transition to Operations
• Superion Follow-up
• Recommendations
Notes / Expectations: A, Project Closure Report will be completed by Superion and Customer prior to the
completion of Protect. This should be no later than 30 days after Phase 2 Go -Live
Customer Role: Customer will review Draft Report from Superion and provide comment; Superion and Customer
will agree on Final Report; Customer will sign Final Report
Superion Role: Superior; will deliver a draft report to Customer; Superion and Customer will agree on Final Report;
Superion will provide Customer with Final Report
Acceptance Criteria: Project closeout complete and agreed upon by Superion and Customer. Follow Deliverable
and Milestone Approval process stated in Section 2.
Page 87
,,T SUPERION
31 TRAKiT Community Development
The following section is comprised of services and implementation approach for the TRAKiT Community
Development portion of the project.
32 Project Overview
The project will go through the stages of Kick Off > Review > Configure > Test > Train > Go -Live and will
have its own milestones and payment schedule as identified in 5.1.29. Throughout all stages, the
Customer's main point of contact at Superion will be its Project Manager. Should the assigned project
manager be unavailable, Superion will provide an experienced Project Manager in place. The Superion
Project Manager will be responsible for the overall success on the Superion side, and will coordinate
Superion resource tasks and schedule. As the Customer's primary contact, the Superion Project Manager
will be present for all regularly scheduled status calls. He/she will defer to other subject matter experts
for data conversion, training, etc. Any issues will be escalated to the Superiors Project Manager in the
event that the Customer's needs are not being met.
33 Delivery Overview
• Data conversion from single Land management database and the Superion legacy
systems
• Create & Track Permits/ProjE!cts/Code Enforcement Cases/Licenses/Citizen
Incidents
• Provide ePlan review functions digitally (Avolve)
• Automated and manual workflow
• Mobile inspection (iTRAKiT)
• Reports & letters
• Online web portal for permit visibility & inspection scheduling, including permit
application or payment acceptance (eTRAKiT)
• Integration with financial application
• Integration with ArcGIS Server
• IVR Selectron inspection management Integration
34 Duties & Responsibilities of City
City will provide all information necessary for Superion to establish the software's configuration,
including but not limited to:
(1) Current valuation and fee structures;
(2) Current Permit, Project, License, and Case type designations and categories;
Page 88
�Z- SUPERION
(3) Examples of all current reports used by the City relating to business process management;
(4) Any exceptions to the typical business processes, or any special lifecycle requirements.
The City will provide Superion with access to City workstations, servers, and disk space for the purpose
of Superion deploying the acquired Software. City workstations and servers must be compatible with
software configurations requested by Superion. Superion may, at its discretion, provide a workstation to
be deployed on the City's network for the purpose of demonstrating the configuration of the acquired
Softwa re.
The City will ensL re and provide staff who will be trained in use of Superion software will have sUfficient
basic knowledge of existing business processes and MS -Windows functions.
City understands'that timely completion of the Project is dependent in significant part upon the Timely
cooperation of City in providing information to Superion necessary to complete the project, including,
but not limited to: (a) Data dotained from City's present system to be incorporated into the new
Superion software; and (b) information relative to desired letters/reports to be incorporated into the
Superion software. Should substantial changes occur that affects the negotiated project timeline,
Superion will provide the Client with a Change Order for additional services to extend the project
timeline.
35 TRAM Software Scope.
Superion will deliver computer software (TRAKiT) and database structures for SQL/Server database
Provide TRAKiT modules for Community Development to enhance local government operations
through flexibility in automating permitting, managing inspections, regulating land use, and tracking
projects
Provide TRAKiT modules for Community Development
Deliverable: TRAKiT software modules to include:
1) GeoTRAK
2) AEC TRAK
3) PermitTRAK
4) ProjectTRAK
5) CodeTRAK
6) LicenseTRAK
Provide eTRAKiT modules for web -based Citizen/Contractor permit processing.
Deliverable: Requires a separate web server hosting the ASP.NET pages to provide the following
functions:
Page 89
��Zr SUPERION
1) Includes one (1) standard Permit Form for online Citys. Changes to permit form will incur an
additional cost.
2) Request inspections as a Contractor or Citizen.
3) Review inspection, review permits, condition, fee statuses and updates.
4) Search general license information. Includes one (1) standard License form for online Citys.
5) Changes to form will incur an additional cost.
6) Submit complaints.
7) Interact with City GIS maps.
8) Create user logins for citizens and/or contractor login.
9) Inspector login to change/input results.
10) Reviewer login to update review notes and status results.
Provide iTRAKiT Inspect and iTRAKiT Code modules for field -ready iPad interface.
Deliverable: iTRAKiT module for iPad to provide the following functions:
1) Login as TRAKiT Inspector.
2) Complete and result scheduled PermitTRAK inspections from the field.
3) Utilize in off-line mode without internet connection (GIS will not update).
4) Provide access to Google Maps.
5) Calculate efficient route.
6) Upload photos from iPad, and view associated attachments (requires connection).
Provide API for digital plan markua for (.Avolve).
Deliverable: Superion will integrate with Avolve software. City will use Avolve for markup/annotation
purposes of any submitted plans.l"he integration provided provides the ability to read and manipulate
data in PermitTRAK and ProjectTRHK using the TRAKiT Avolve Standard API web services. The City must
provide the following for the functionality to perform within TRAKiT:
1) Web service call requires an active connection to the Internet.
2) Internet connection must be supplied by the agency.
Please NOTE that additional professional services may be necessary for your Avolve Electronic Plan
Review solution(s). Currently, the custom workflows are specifically designed to work with your NaviLine
database. Please consult with Avolve directly on what will be required to modify these existing
workflows to work with ONESolution/TRAKiT as expected. Currently, our proposal only includes
integration between Avolve and TRAKiT.
Page 90
-.VIA,
SUPER ION
Provide Integration to ArcGIS
Deliverable:The TRAKiT Standard GIS Viewer is delivered with features to enable your agency to manage
all development activities such as permits, projects, land management, code enforcement, licensing, and
inspections directly from the parcel fabric. Some features are included below:
1) Accessible from any TRAKiT module
2) View restrictions for a parcel
3) Zoom in/zoom out control
4) Use the mouse wheel to zoom
5) Full Map button allows immediate access to full map extents
6) Add new restrictions to a single parcel or multiple parcels at once
7) Functionality allowing the addition, removal, or copying of records
8) Allows the selection of multiple records at one time
9) Create multiple records at once with unique record numbers
10) Selection List for adding/removing parcels from a selection
11) Map overview window to easily navigate around screen
12) Print Map view using a print template
13) Query and plot TRAKiT data on the map
14) Allows user to pan around the map
15) Change the properties of the measurement (metric, feet, acres, etc.)
16) Export the selection list into Excel
17) Use Dynamic or Tiled Map services
18) Select parcels by circle, polygon, line, etc.
19) View a list of parcels selected within a separate window
20) Ability to use "sketching" tools on map (different color-., transparencies, pushpin images)
21) Draw polygons, shapes, squares and lines on map
22) Insert text directly on the map
23) Can see related record details (permits, cases, projects, etc.) of the parcel
24) Clear Selection allows user to clear the selected list
25) Show Data displays all attributes at the selected parcel
26) Print reports, labels, or letters for the selected parcel group
27) Radius Notification allows a buffer distance to be selected for multiple parcels
28) View a "pop-up" window with details about current selected parcel
29) Look at streets with Google® Maps Street View (requires Google key)
30) View pictometry with Microsoft® Bing Maps
31) Create a query and save custom queries for visually displaying details
32) Quickly run a saved query from the Advanced Search
33) Associate different user -specific Bookmarks based on different views
34) Administrators can change map preferences and import different GIS data
35) View attribute data for any layer
36) Route daily Inspections (requires M> twork Analyst)
37) Search for properties based on use{- defined criteria without leaving the map
38) Export the map into a JPEG
39) Add external map services
40) Advanced Table of contents with layer visibility toggle and legend
41) Integrates with Geocode services
Page 91
�T SUPER ION
42) Incorporate push -pins to the map (associate custom push -pins)
Deliverable: The agreement includes Advanced GIS:
Advanced GIS license includes implementation services in the agreement for the sole purpose of
configuring Spatial Rules based on the out -of -the -box functions available in the Administrative controls
for TRAKiT
Deliverable: For clients that have purchased Advanced GIS:
The acquisition of the Advanced GAS license includes sixteen (16) implementation hours of services in
the agreement for the sole purpose of configuring Spatial Rules within TRAKiT. The implementation
hours may only be used during the sc6pe of the original project implementation. Should the actual
level of effort be determined to exceed the implementation hours allocated in this statement of work,
the Client may reduce their request for Spatial Rules or be responsible for a Change Order to complete
the full set of Spatial Rules requested.
Deliver General License Renewal automation for LicenseTRAK
Deliverable: LicenseTRAK will be configured to accommodate the Client's current standard Business
License operations, which includes a once annual recertification fee. All standard license renewal
processes offered by TRAKiT and eTRAKiT will be included in the configuration.
Deliverable: Incorporate the Transient Lodging Tax (TLT) Return calculations allowing the agency's
customers to provide the necessary documentation to process the annual fee online during registration
and/or renewal. TRAKiT will issue the certification upon completion.
Page 92
SUPER10N
36 Data Conversion Scope
The following data from the Customer's legacy system has been identified as data needing to be converted to
TRAKiT and is included in the services identified in the agreement. During the project, further discussion and
discovery will take place and the Customer may request that modifications to the data conversion services scope
be performed by Superion. If the data conversion scope is requested to be modified by Customer, it will become
the subject of a separately executed Change Order which will describe changes in scope of work and payment
of fees due for such modified hours/pricing.
Superion has included conversion services and pricing in the Agreement for the conversion services outlined
below.
Deliverable: Flectronic transfer (via FTP or email) of converted database; services to develop conversion
software for translation; services to perform data conversion; services to install converted
dat;; services to investigate and correct any errors uncovered during conversion balancing
and/or system testing. Superion does not guarantee the quality of the source data received,
but makes re°asonable effort to convert all data in the original source that it is provided.
Applies to: Land data from a single source, historical data in HTE System...
o Assessor / GIS Connect
o NaviLine
Requirements and Notes:
Customer will:
(1) For GeoData/GIS Conversions:
a. Client understands that TRAKiT integration relies on the agency's source data format remaining
constant once conversion instructions are provided by the client. Any change to the TRAKiT
GIS/GeoTRAK integration that is due to data format changes will be subject to a Change Order.
(2) Customer to provide Superion all tables and files that are necessary for historical data conversion.
(3) Customer to provide all necessary files and data to Superion within thirty (30) days of project
commencement date.
(4) Customer to sign off on Data Conversion Data Mapping Specification provided by Superion.
a. While minor changes to this Specification are allowed through the testing period at no additional
cost, Customer acknowledges that they will thoroughly review the specification document, and that
the conversion mapping and methodology is correct'.o the best of Customer's knowledge. Minor
changes include:
i. Modifying translation logic for data sources that are included in this document;
ii. Converting tables/fields that were previously thought to be unnecessary for conversion,
provided those data sources are included in the Specification.
b. Major changes will incur an additional cost. Major changes include:
Page 93
*SUPERION
L Requirements to convert additional data sources;
ii. Modifications to structure of data sources, including field names or data types;
iii. Changes requested after the deadline for issue submission;
iv. Fundamental changes to conversion methodology as determined by Superion.
(5) Customer will thoroughly test data converted by Superion after each delivery and report issues within the
timeframes agreed in the Project Schedule. In the event that unplanned data conversion activities are
required, then Superion and Customer will mutually agree on an appropriate change in project cost.
37 Integration Scope
The Integrations with TRAKiT identified in the Areement are as further described below. During the project,
further discussion and discovery will take place and the City may request that modifications to the integration
services scope be performed by Superion. If tho integration scope is requested to be modified by City, it will
become the subject of a separately executed Chan&e Order, which will describe changes in scope of work and
payment of fees due for such modified hours/pricing.
Applies to: Deliver integration to ONESolution financial, system.
Deliverable: Create a stored procedure/batch script routine to export financial details nightly from the
TRAKiT system into the ONESolution financial system, version 15.1 or above. A sample export
routine with instructions must be provided to Superion within 30 days of contract execution.
Applies to: Deliver integration to Selectron IVR System.
Deliverable: Provide Superion's API integration with the Selectron inspection scheduling application. City
will ensure that the product/license is up to date to take advantage of Superion's integration.
Selectron would be used to take in phone scheduling of inspections only (eTRAKiT would be
used for web scheduling). In addition to creating the inspection in TRAKiT, there would need to
be validation against TRAKiT logic from Selectron to determine if the date/time chosen via
phone was available for the specific permit type.
Applies to: Provide `Standard Merchant' Cashiering suite services.
Deliverable: Standard level Cashiering suite includes choice of 2 cashiering components. Choose from
either: a) eTRAKiT credit card acceptance, b) eTRAKiT eCheck acceptance, c) Credit card reader
(chip/pin), c) Credit card reader signature capture, d) Credit card reader Debit card
acceptance, e) Credit card reader NFC collection, or f) Cash drawer integration w/ APG Series
4000.
Supported payment vendor gateways not listed will incur an additional cost. Payment
gateway must be specified within 30 days of contract execution. Standard payment vendor
gateways include the following:
a. Authorize.NET
b. USA ePay
c. Virtual Merchant
Page 94
I *
SUPER ION
Requirements and Notes:
(1) Superion is not responsible for the applicable third party software, third party hardware or third party
system software costs which may be required for the development of the interfaces described. The
City is responsible for any necessary communications with third party vendors if necessary to
accomplish the Interface scope in this SOW.
38 Modification/Enhancement Scope
Tie City does not have any Component System Software modifications or system cu_;tomizations in scope for
this project. If Component System Software modifications or customization needs are identified during the
project, the City and Superion will follow the scope change process identified in this SOW which will describe
additional scope of work and payment of fees due for such additional hours/pricing.`
Page 95
`A®
�T SUPERION
39 Forms and Reporting Scope
The following forms, reports, and routines have been identified and included in the agreement as further
described below.
Deliverable: Superion will provide services as outlined in the agreement for custom report modifications.
Deliverable: Provide one hundred (100) standard reports from TRAKiT's library, along with the following
standard libraries:
o Permit Library includes a standard Permit Form, Temporary Certificate of Occupancy,
Receipt, Invoice, and Inspection Results Letter.
o Enforcement Library includes two (2) standard Violation Letters.
o Plan Corrections Library includes a standard Plan Correction Notice and a standard
Planning Commission Staff Report.
o Regulatory License Library includes standard licenses and standard renewal license
notices for each standard license
Deliverable: Superion will provide services, as outlined in the agreement for custom form modifications.
Requirements and Notes:
(1) Custom farms/reports specifications must be identified and signed off no later than the initiation of
the Testing Phase of project, or as defined by the agreed Project Plan.
(2) City to provide information regarding fee formulas, usage, permit and project forms.
(3) Sign off on forms/reports specification provided by Superion:
a. While minor changes to specifications are allowed through the testing period at no additional
cost, City acknowledges that they will thoroughly review the specification document, and that
the format and content is correct to the best of City's knowledge. Minor changes include:
L Modifying form/report logic for data sources that are included in the specification;
b. Major changes may incur an additional cost as defined by Superion. Major changes include but
are not limited to:
L Requirements to reformat the report after it has already been delivered;
ii. Modifications to the structure of content being displayed;
iii. Changes requested after the deadline for issue submission;
iv. Fundamental changes report format/content as determined by Superion.
Page 96
* SUPERION
40 Installation Services Scope
The SOW describes below the installation services identified in the Agreement. These services include the
following:
• Installation of two (2) instances of TRAKiT to be completed.
• There will be one (1) initial installation and a copy will be taken to create the second instance
(TEST account) prior to the client's go -live event.
• Superion will complete all installation remotely.
Requirements and Notes:
(1) Superion and the City will mutually agree on the dates and schedule for the installation and
other services in this area.
(2) Superion does not configure or install any hardware, or p-ovide IT support for other software
(e.g. SQL server, SSRS, etc.) that exists in the client's environment
41 Training, Configuration, and Testing Scope
Superion includes training, Configuration, and Testing as outlined in the Agreement and further
described below.
i
Discovery Phase
Deliverable: Provide Remote web conferencing training, Onsite Meetings, and Remote Reviews
as outlined in the agreement.
Deliverable: City to complete configuration workbooks provided by Superion. The workbooks are
designed to assist Superion is capturing the City's business processes and
requirements. Superion will use a combination of the workbooks and information
gathered during meetings to set up and configure the software.
Configuration Phase
Deliverable: Provide Remote configuration of TRAKiT software as outlined in the agreement and
as specified by the client workbooks.
Testing Phase
Deliverable: Provide Onsite training, Onsite Meetings, and Remote Configuration as outlined in
the agreement.
Page 97
�T SUPERION
Education Phase
Deliverable: Conduct on -site, hands-on End User training at City office as outlined in the
agreement. Class size is limited to eight (8) students per day.
Deliverable: Provide System Administrator training for up to three (3) City staff during scheduled
training at Superion designated facilities. Superion provides training guides and
user manuals as part of training.
Deliverable: Provide Report Writing training for up to three (3) City staff during scheduled
training at Superion designated facilities. Superion provides training guides ard user
manuals as part of training.
Launch Phase
Deliverable: Provide onsite go live assistance at City's office as outlined in the agreement.
Requirements and Notes:
1. Onsite means at City's facilities
2. Remote means at Superion facilities or training site
I Completed workbook must be received by Superion prior to the start of the configuration phase
Page 98
'411kA 1
'�i
®� SUPER ION
42 Stages and Milestones
42.1.1Kickoff / Review
Begins: Contract Execution
Ends: Workbook completion and 3d party integrations sign -off by Customer and Superion and
all data/documentation provided by Customer
Description: This stage of the project involves discussing and documenting how the business
processes and systems will furiction. It will include meetings, both in person and remote,
between the Superion PM and Customer team. The Customer will fill out workbooks
based on discussions and guidance from Superion. The Superion PM will be the
Customer's main point of contact, and is responsible for the overall design of the
system. Superion's data conversion team will work with Customer staff to map and
document data to be migrated into TRAKiT.
During this stage of the project, Superion will create a project plan. This project plan
will outline tasks, Superion resource roles, Customer resource roles, duration,
dependencies and start/end dates throughout the project. It will be used to help the
Customer plan +ts own internal task scheduling as well as provide shared visibility into
timelines as the project progresses. Superion will be responsible for updating the
project plan each wef k following a status update call with the Customer.
Primary Responsibilities for Customer:
- Communicate project goals, value, schedule internally
- Assist in developing project schedule / milestone dates
- Purchase/install system infrastructure and provide appropriate access (VPN, etc.)
- Ensure that all appropriate subject matter experts participate in all relevant discussions
- Provide process flows, source data, and documentation in a timely manner
- Make informed business decisions in a timely manner
- Complete workbooks with assistance from Superion
- Provide contact information for any relevant 3rd parties
Primary Responsibilities for Superion:
- Conduct kick-off meeting with Customer.
- Install base software with demonstration data
- Creation and maintenance of shared project plan
Page 99
�� SUPERION
- Organize and lead design sessions with Customer. As permitting consultant and expert on TRAKiT
software, provide guidance on best practices, changes to increase efficiency, and challenge
Customer's current processes and way of thinking.
- Document TRAKiT configuration requirements, functionality and workflow
- Document interface requirements/mappings
- Services to be provided do not include hardware
42.1.2Configure
Begins: Workbook completion and 3rd party integrations sign -off by Ciisto`mer and Superion and
all data/documentation provided by Customer.
Ends: Customer acknowledgement on Testing Begins letter.
Description: Superion will be responsible for configuring TRAKiT, while the Customer will be
responsible for coordinating any 3rd party vendors and developing any documentation
required for system testing. All communication between the Customer and Superion in
this stage is anticipated to be done remotely. The Superion PM will be the Customer's
primary contact with other Superion resources utilized as -needed.
Primary Responsibilities of Customer:
- Coordinate configuration / development of any 3rd party vendors;:
- Develop standard operating procedure (SOP) documentation
- Develop testing and training plan
- Participate in weekly status calls
Primary Responsibilities of Superion:
- Perform agreed -upon configuration
- Coordinate additional information from Customer as needed
- Lead weekly status calls with Customer
- Maintain shared project plan
42.1.3Test / Initial Training
Begins: Customer acknowledgement on receipt of Testing Begins letter.
Ends: Customer acknowledge mert on Testing Ends Letter.
Description: This stage of the project will begin with a Superion training expert coming onsite to
perform Power User training with Customer staff. The Customer will then begin its
testing process, notifying Superion as issues / questions arise. There will be remote
Page 100
�Zr SUPERION
communication between the Customer and Superion PM regarding issues and their
resolution, with a shared portal so that all team members have visibility to the complete
list. Superion will provide revised delivery(s) for configuration and data integration as
needed. During this stage, the Customer will also be testing integration with other V
party systems. The Customer will be responsible for communicating issues / resolution
with all relevant vendors. The Superion PM will remain the Customer's main point of
contact, but this stage will likely see increased involvement from other Superion team
members for testing support.
Primary Responsibilities of Customer:
- Provide key staff availability and appropriate facilities for training and testing
- Execute all phases of testing plan, including 3rd party integration
- Provide constructive, detailed feedback to Superion based on testing results
- Coordinate issues / resolution to 3rd party vendors
- Amend training plan / SOPs as needed
- Participate in weekly status calls
- Participate in system administration and report writing training at Superion facilities in San Diego,
CA
- Lead end -user training sessions
Primary Responsibilities of Superion:
- User training for Power User Testing
- Assist Customer with questions / issues on as -needed basis
- Provide issue tracking portal for team member visibility to issues/status/resolution
- Provide iterative configuration / data conversion deliveries based on testing feedback
- Lead weekly status calls with Customer
- Maintain shared project plan
42.1.4Final Training / Go Live
Begins: Customer acknowledgement on completed Testing Ends letter.
Ends: Customer sign -off of completed post go -live follow-up visit from Superion and any
outstanding systems issues clearly identified.
Description: This stage of the project involves using the system in produ :tion. The Customer and
Superion will agree upon a go -live week during which the Customer will cease use of the
legacy system and will begin using TRAKiT for production use. Immediately prior to go -
live, Superion and the Customer will perform data conversion from legacy system(s) into
TRAKiT. During data conversion, the Customer understands that services on legacy
Page 101
SUPERION
software may need to be suspended or operations be continued in an alternative
manner.
The Customer will begin production use of TRAKiT with the Superion PM onsite for
support. Although other Superion team members will likely be involved with support
tasks and the resolution of issues, the Superion PM will continue to be the Customer's
main point of contact throughout Go -Live until the system stabilizes and all issues are
resolved. A follow-up visit is performed by the Superion PM roughly 45 days after go -
live. The purpose of this visit is to analyze system performance and usage by Customer
staff, and to provide any suggestions or facilitate configuration changes that would
improve attainment of the Customer's goals.
Primary Responsibilities of Customer:
- Coordinate historical data conversion with Superion
- Coordinate internal and external communication of Go -Live plan and potential business impacts
- Provide staff availability for end -user training
- Follow standard operating procedures
- Provide staff availability for rapid issue response
- Work collaboratively with Superion team to rapidly solve any production issues as they occur
Primary Responsibilities of Superion:
- Convert historical data prior to go live
- Provide onsite go -live support
- Work collaboratively with Customer team to rapidly solve any production issues as they occur
- Provide issue tracking portal for team member visibility to issues/status/resolution
- Lead weekly status calls with Customer
- Maintain shared project plan
- Perform follow-up visit
Provide system administration training at Superion facilities.
Page102
�T SUPERION
43 TRAKiT Implementation Approach
43.1.1Data Conversion Approach
Data conversion development is the joint responsibility of the Customer and Superion. Customer will be
responsible for extracting data from the legacy system. Superion will be responsible for importing the
data conversion files received from the Customer into TRAKiT using standard imports (where available)
or conversion programs.
When Superion is engaged to write a data conversion via a conversion program, the process flows as
outlined:
Validate conversion scope
Provide input
Customer to provide input
on scope and
and requirements for data
advise
conversion
Customer on
best practices
related to
converting data
Discovery call between the Customer and the Data Conversion
Lead Task
Participate in discovery
Specialist assigned to write the data conversion program.
and make decisions
Durint, call, specifics of the task are discussed so that both
partie_. have a full understanding.
Provide to Superion all tables and files that are necessary for
Provide FTP or
Provide data
historical data conversion.
other agreed
upon secure
method for
transfer of data
Specifications are created by the Data Conversion Specialist
Develop
Provide input and answer
and sent to the Customer
Specifications
questions if necessary
Customer reviews and signs specifications
Revised
Review Specifications and
specifications
provide feedback
as necessary
Complete data conversion checklists. Client and Superion will
Complete data
Provide data from Legacy
compile separate checklists that will be compared at data
conversion
system in Superion
delivery
checklists and
required formats, and
compare to
complete data conversion
client checklist
checklist
Deliver data and data conversion checklists for testing. Walk
Deliver data
None
the customer staff through testing data conversion
and completed
data
conversion
checklist
Tests results and reports any discrepancies
Supports the
Test and validate data
Customer
Testing
converted data
Page 103
�Zr SUPER ION
Superion Data Conversion Specialist adjusts conversion Adjust None
program and delivers data Conversion
Program
Steps 8 and 9 are repeated until sign off in step 11. - -
Customer signs off on completion None Sign Off
Requirements and Notes
a) The Customer is responsible for validating all data once it is converted into TRAKiT
b) Customer will provide Subject Matter Experts that are familiar with existing data
structures in the legacy system to 4ssist with the conversion process and clean all data
and extract data from legacy to corlphy with Superion file layouts.
c) The Customer resources will provide the r�sArces to assist with legacy data, data mapping and data
validation.
d) The Customer will be responsible to get the legacy data "conversion ready", meaning it is clean
(duplicates, typos, missing information, etc. have been corrected) and in a format that Superion can
read for import purposes (Excel spreadsheet, for exam ale).
43.1.21nterface Approach
Interface development is the joint responsibility of the Customer and Superion. Customer will be
responsible for interface development work to/from existing legacy systems. Superion will be
responsible for interface development work to/from the TRAKiT system.
When Superion is engaged to create an interface program for following process will be followed:
Validate Interface Scope
Discovery between The Customer and the Developer assigned to
write the interface. Specifics of the interface are detailed so that both
parties have a full understanding.
Specifications are created by the Interface Developer and sent to the
Customer
Provide input Provide input
on scope and
advise
Customer on
best
practices
related to
interfaces
Lead Task Participate in
discovery and make
decisions
Create Provide input and
specifications answer qu(!stions if
necessary
Customer reviews and signs specifications Revise Review
Specifications Specifications
as necessary
Page104
�T SUPERION
Developer creates interface and delivers to the Customer along with
Create
Provide SME to
documentation of interface.
interface and
answer questions if
deliver to the
necessary
Customer
Customer Staff tests results and reports any discrepancies
Answer any
Review interface,
questions
test results and
from
provide feedback to
Customer as
Superion
testing is
executed
Developer adjusts interface based on the Customer feedback and re-
Revise
None
dE=livers along with updated interface documentation.
interfaced
report as
s
necessary
Steps 6 and 7 are repeated until sign off in step 9.
-
Customer signs off on completion
None
Provide Sign Off
Requirements and Notes
a) The Customer is responsible for validating all data transferred into TRAKiT and data
transferred from TRAKiT to another application It
b) Customer will provide Subject Matter Experts that ire familiar with existing data
structures in the legacy system to assist with the interface process.
c) The Customer resources will provide the expertise in V party dat.g:, data mapping and data
validation.
43.1.3Reports Approach
When Superion is engaged to write reports Superion and the Customer will use the following approach.
Create Scoping Document
Provide input
Define initial report
on scope and
and requirements
advise
Customer on
best practices
related to
reports
Discovery between The Customer and the Proje;t Manager. Specifics
Participate in
Document
of the report are detailed so that both parties have a full
discovery and
specifications
understanding.
make
decisions
Page105
�Zr SUPER ION
Specifications or current report samples are created by the Customer
Develop
Provide input and
and sent to Superion
specifications
answer questions if
and send to
necessary
Customer for
review
Superion and Customer reviews and signs specifications
Review
Revise Specifications
specifications
as necessary
and provide
feedback
Report Writer creates report and delivers to the Customer
Create report
Provide SME to
answer questions if
necessary
Customer Staff tests results and repo is any discrepancies
Answer any
Review and test
questions
report. Provide
from
feedback to Superion
Customer as
testing is
executed
Superion Report Writer adjusts report based on the Customer
Revise Report
None
feedback and re -delivers.
(if necessary)
Steps 6 and 7 are repeated until sign off in step 9.
Customer signs off on completion
Superion Role
Provide Sign Off
Requirements aM Notes:
Customer will provide ,written specifications and or current samples for all reports Superion has agree 1
to develop.
Page106
�Zr SUPERION
43.1.4Forms Creation Approach
When Superion is engaged to develop custom Forms, Superion and the Customer will use the following
approach.
Validate Forms Scope
Provide input on
Define initial Forms
scope and
and requirements
advise Customer
on best
practices
r0ated to Forms
Discovery between the Customer and the Project Manager.
Document
Participate in
Specifics of the Workflow are detailed so that both parties have a
forms
meetings and make
full understanding.
specifications
decisions
Specifications are created by the Project Manager and sent to
Develop
Provide input and
Customer
specifications
answer questions if
and delivery to
necessary
Customer
The Customer reviews and signs specifications
Revise
Review and provide
Specifications as
feedback on
necessary
specifications
Superion Form Developer creates Forms and delivers to the
Create forms
Provide SME to
Customer
answer questions if
necessary
Customer staff tests results and reports any discrepancies
Answer any
Test forms
questions from
Customer as
testing is
executed
Superion Form Developer adjusts Forms based on Customer
Adjust forms
None
feedback and re -delivers.
based on
Customer
feedback
Steps 6 and 7 are repeated until sign off in step 9.
Customer signs off on completion
Superion Role
Provide Sign Off
Requirements and Notes:
Customer will use one of Superion's standard formats. If Superion standard format does not meet
requirements the Customer can have a custom formed created at additional expense.
Page107
SUPERION
43.1.5Consulting, Configuration, and Testing Approach
Superion Training, Consulting, and Configuration are broadly defined by the below approach.
Customer will complete configuration Workbooks supplied Provide Workbook
Complete
by Superion. The Workbooks are designed to provide and support the
Workbooks
Superion staff with the Customer business requirements Customer as they
to assist with set up and configuration. complete
Superion staff _will lead and participate in all phases of the
Lead and
Participate in the
project to make sure the Customer can effectively use
participate in all
project
TRAKiT
phases of the
project
Superion will assess via Business Process Review the
Provide thorough
Provide business
Customer's business practices and make
business process
requirements and
recommendations in the best practice use of TRAKiT.
review and make
describe current
These recommendations will be used to guide the use and
recommendations
business processes
configuration and use of TfAKiT
and practices
Superion will train core users on all aspects of TRAKiT so
Train core users
Participate in all
they have adequate knowledge to support and use the
on all aspects of
training
software effectively
TRAKiT
Superion will supply configuration options (as necessary)
Supply
Make
based on the Customer's business practices
configuration
configuration
options
decisions
Customer will actively test all configured components of
Support Customer
Test and report all
TRAKIT after system is set up and configured by Superion
♦
during testing
dscrepancies to
phase
Superion
Requirements and Notes:
1) Prior to the Business Process Review the Customer is to provide business process workflow and
corresponding reports/forms used in daily activities. Sessions are divided among various
Departments implementing TRAKiT.
2) Customer will create and document a testing plan prior to the beginning of testing.
3) Staff with the appropriate skills and experience will be furnished by Superion for each Consulting
Session or other review activities, whether onsite or conducted remotely.
4) Customer will actively participate in all training, consulting, and configuration of TRAKiT
5) The Customer will supply SME's in all areas of the software and will provide information to Superion
consultants on business processes, policy, and information in order to set up and configure all areas
of TRAKiT.
43.1.6Training Approach and Knowledge Transfer
Superion will train both the Customer Core Functional users and End Users as part of this project.
Page108
�T SUPER ION
Core Team Training: Superion will conduct training for the core project team. The following areas are
the types of training Superion will conduct with the Customer's core project team.
Module overviews
Superion staff gives the Customer an overview and understanding of
all the modules in TRAKiT which are part of this SOW.
TRAKiT Navigation Training
Basic navigation on the user interface in TRAKiT
Security Training
Superion will train the Customer on all aspects of how to set up and
use the Security components in TRAKiT. Customer is responsible for
overall Security set up and configuration after training.
TRAKiT Module Configuration and Unit
Superion completed the set-up of TRAKiT and does initial testing.
Testing
Process Training
_
Once TRAKiT is set up, data is converted, and the Customer core team
has beF;n trained the Customer will fully test. Superion will train the
Core Project Team on how to create and process records using the
TRAKiT software. Th?s will prepare the team to conduct testing and to
start getting preparEA for end user training.
End -User Training
Superion will train ehd-users assigned by the Customer. Training will
be in a classroom environment and will be formally completed after
testing is completed and before go live.
Page109
PAS U (� E R
10 N
44 TRAMT Project Timeline
Target dates for the tasks and milestones will be established
during the planning/kick off phase of the project.
ResponsibilitiesCustomer
..
.. -
1. Contract Execution
Customer signs contract.
Superion signs final contract.
TBD
2. Delivery of TRAKiT
Superion provides FTP access to
Contract Execution
software and License Key
facilitate data exchanges with
Date
Customer. Superion delivers
Customer software and license
key via the FTP site.
3. Project Hand -Off Call
Customer reviews and sets initial
Superion & Customer review '
TBD
Project Timeline dates with
Project Timeline; Superion
Superion.
delivers electronic copies_of
Configuration Guide.
4� Confirm Hardware &
Customer provides confirmation
Superion reviews hardware
TBD
Required Systems
that all required hardware,
specifications with Customer;
servers, database systems, and
Superion confirms remote
related components are ready.
access.
S. Initial Data Extract
Customer uploads all legacy
Superion reviews initial data
TBD.
databases quoted in the contract
upload.
to Superion's FTP site.
6. Project Timeline Sign -Off
Customer signs -off on remaining
Superion provides Customer
TBD
SIGN OFF
project milestone dates.
with timeline dates.
i 7. Software Installation
Customer provides remote access
Superion instal's all TRAKiT
TBD
to servers.
software on Customer servers.
One workstation will also be
tested.
8. Database Consultation
Customer conducts meeting with
Superion provides suggestions
TBD
SIGN OFF
Superion to discuss the data
to ensure expectations are
conversion process and a brief
reviewed.
review of the data structure.
Customer signs -off on Data
Source Document.
9. GIS Consultation
Customer conducts meeting with
Superion offers suggestions to
TBD
SIGN OFF
Superion to discuss the delivery
ensure expected delivery is
expectations for GIS data.
achieved. Superion provides a
sample'MapTemplate'to be
used within TRAKiT GIS.
10. Map Template Delivered
The sample map template is
TBD
also delivered to the client.
11. Delivery of Geodatabase
Customer uploads g^odatabase
Superion begins mapping the
TBD
onto Superion's FTP site for data
source tables to the TRAKiT
mapping.
structure.
12. Screenshots of Existing
Customer provides s zreenshots
Superion reviews screenshots
TBD
Software
of existing software that relate to
and begins mapping of data;
the data conversion process.
Superion prepares data
mapping document to submit to
Customer.
Page110
_`N'Z-SU PE R ION
jr
Task Custome
13. emo Existing Legacy
Systems
14. Remote Webinar Training
Series
15. Kick -Off Meeting
ONSITE
16. 1st Workbook Review
Remote Discussion
17. 1st GeoTRAK Workbook
Review
18. Initial Workflows
19. Business Process Review
Meeting
ONSITE
20. 1st Draft of Data Mapping
Document
ONSITE
Customer conducts an overview
of their existing system for
Superion.
Customer attends and
participates in remote 2-hour
webinar training sessions for
each Core Team.
Customer attends and
participates in Kick -Off Meeting,
which includes a review of the
Configuration Guide and
Workbook.
Customer Departments attend
revi�rw meetings with Superion
Customer reviews band data
mapping details and
configuration information with
Superion.
Customer provides initial
workflows from various
Departments for review.
Customer provides business
process workflow and
corresponding reports/forms
used in daily activities. Sessions
are divided among various
Departments implementing
TRAKiT.
Customer to review data
mapping document and, when
required, participate in a
comparison review of legacy data
with Superion.
21. 2nd GeoTRAK Workbook Customer reviews the finalized
Review GeoTRAK workbook.
22. eTRAKiT Credit Card Customer provides Superion with
Gateway eTRAKiT credit card gateway
information for integration.
23. 2nd Workbook & Workflow Customer Departments attend
Review Remote Discussion review meetings with Superion.
Superion reviews current legacy TBD
systems with Customer.
Superion conducts webinar
training sessions prior to onsite
meeting.
Superion conducts Kick -Off
meeting onsite. Reviews
Configuration Guide with all
Departments, and assists in
completing GeoTRAK data fields.
Superion provides workflow
samples for future discussions.
Superion conducts a review of
business processes with each
Department. Superion ensures
that the Configuration
Workbook is being updated.
Superion reviews configuration
workbook and provides
feedback as applicable.
Superion reviews initial
workflows submitted for
Business Process Meeting.
Superion assists the Customer
with Workbooks, identifies
process adaptations, and
reviews specifications for
reporting requirements.
Superion to review initial draft
of data mapping document with
Customer.
Superion reviews workbook and
provides additional feedback as
applicable.
Superion reviews credit card
portal and prepares a :scope for
expectations.
Superion conducts a review of
business processes with each
Department. Superion ensures
that the Configuration
Workbook & Workflows are
being updated.
TBD
TBD
TBD
TBD
TBD
TBD
TBD
TBD
TBD
TBD
Page111
'qWA' E 10
N
r, S U
ResponsibilitiesCustomer
.n Responsibilities EZU a R
24. 2nd Draft of Data Mapping Customer to review data Superion to review draft of data TBD
Document mapping document for legacy mapping document with
data provided by Superion. Customer.
25. Final GeoTRAK Workbook Customer submits and reviews
Review the finalized GeoTRAK workbook.
26. Final List of Forms/Reports
Due
27. GeoTRAK Workbook Final
Collection
Customer delivers final list of
forms and reports and defines
custom scripts for additional
requirements to Superion to
design.
Customer provides final version
of GeoTRAK workbook, including
all mapping, custom screen, and
spatial join requirements.
28. 3rd Workbook & Workflow Customer Departments attend
Review Remote Discussion review meetings with Superion.
29. Workbook Review Meeting
ONSITE
30. GeoTRAK Pre -Conversion
Review
31. Project Workbook Draft
32. GeoTRAK Workbook
SIGN OFF
33. Initial Forms/Reports
Scope
SIGN OFF
34. Project Workbook
SIGN OFF
35. Final Data Mapping
Document
SIGN OFF
Customer provides Workbooks
and copies of needed
forms/reports; Customer attends
department meetings to offer *,
insight into workflow; Cu.Aomer,
provides complete set of source
data for conversion.
Customer participates in the pre -
conversion review.
Customer provides their
completed Project Workbook.
Customer signs -off on GeoTRAK
workbook.
Customer participate in a review
of the Forms/Reports
requirements and signs -off on
the initial Forms/Reports Scope.
Customer signs -off on final
version of the Workbook.
Customer approves data mapping
document after a review with
Superion reviews workbook and
provides additional feedback as
applicable.
Superion reviews custom forms
and reports based on contract
requirements.
TBD
TBD
Superion collects GeoTRAK TBD
workbook, completes those
spatial joins being handled by
Superion, ensures that mapping
is comliste•it with discussed
process.
Superion conducts a review of
business processes with each
Department. Superion ensures
that the Configuration
Workbook & Workflcws are
being updated.
Superion collects Customer
responses to Workbooks;
Superion conducts Department
meetings to ensure
understanding of responses and
discuss procedural needs;
Superion reviews data to
convert with Customer.
GIS Specialist and Data
Conversion Specialist review
GeoTRAK workbook to clarify
mapping and conversion details.
Superion reviews the submitted
workbook.
Superion provides finalized
GeoTRAK workbook for
Customer sign -off.
Superion provides the
Forms/Reports Scope for
Customer sign -off.
Superion will utilize the
Workbook in configuration of
the system.
Superion to provide data
mapping documents, layouts,
and explanations.
TBD
TBD
TBD
TBD
TBD
TBD
TBD
TBD
Page112
SUPER10N
ResponsibilitiesCustomer .. ..
Superion's data conversion
specialist.
36. Map Services Delivered Customer delivers Map services Superion configures Map TBD
to Superion prior to Initial services with data.
Delivery. Map services may
include:
- iTRAKiT map service for
LAT/LON coordinates
- eTRAKiT map service
- TRAKiT data map service
- TRAKiT visual map service
37. System Configuration Customer participates and
provides additional information
as needed by Superion.
38. iTRAKiT Services Delivered
39. Initial Delivery
ONSITE
40. Workflow Processes
Delivered
41. Power Users Users Trained
ONSITE
42. Testing Begins
SIGN OFF
43. GeoTRAK Update Routine
SIGN OFF
44. 1st Testing Review
Customer finalizes hardware
configuration for iTRAKiT remote
installation/testing.
Customer will attend the
demonstration of the delivery.
Customer receives written
workflow processes from
Superion.
Customer will provide meeting
space and training computers for
up to eight (8) staff.
Customer "Power" Users verify
accuracy and placement of
converted data, forms & reports;
Customer tests software
configuration; Customer tests
program interfaces; Customer
tests software customizations;
Customer notifies Superion of
desired changes.
Customer to review and sign -off
on GeoTRAK Update Routine
document.
Customer reviews data &
configuration with project
manager via remote sessions.
Superion configures system
according to Workbook
responses and meeting
discussions; Superion converts
historical data; Superion
creates/customizes reports
and/or forms (e.g. Permit Form).
Superion remotely installs
iTRAKiT Services on Customer
Server.
Superion installs and
demonstrates configured
system with various
Departments. eTRAKiT
validation/preferences are
reviewed with Customer.
Superion delivers a sample liet
of workflow processes to
Customer for review and use
during Training.
Superion provides training
materials for initial system
configuration.
Superion receives change
requests from Customer and
makes necessary revisions.
Superion provide the GeoTRAK
Update Routine document.
Superion schedules remote
meetings with each Department
to review system configuration
and Testing Checklists.
TBD
TBD
rr:ic
TBD
TBD
TBD
TBD
Page113
"Ilk A,
r1 SUPER ION
45. 1:t Review of
Forms/Reports
46. Initial Delivery Revisions
47. External Interface Review
48. 2nd Testing Review
49. 2nd Delivery
ONSITE
50. 3rd Testing Review
Customer reviews Forms/Reports
provided at Initial Delivery and
provides comments or sign -off.
Customer delivers revision list to
Superion.
Customer tests any external data
interfaces provided by Superion;
includes land update routine;
accounting interface, and other
data import routines.
Customer reviews data &
configuration with project
manager via remote sessions..
Customer continues review of
system.
Customer reviews data &
configuration with project
manager via remote sessions.
51. 2nd Review of Custorer revi,2ws Forms/Reports
Forms/Reports provided at 2nd Delivery and
provides comments or sign -off.
52. 2nd Delivery Revisions
53. 4th Testing Review
54. 3rd Delivery
55. GeoTRAK Update Routine
Delivery
56. GIS Final Review
57. Final Review of
Forms/Reports
58. Final Revisions List
ONSITE
Customer de'ivers revision list to
Superion.
Customer reviews data &
configuration with project
manager via remote sessions
Customer continues review of
system.
Customer provides Superion with
credentials/access to configure
the GeoTRAK Update Routine.
Customer tests map services and
updates with Superion.
Customer reviews Forms/Reports
provided at 3rd Delivery and
provides comments or sign -off.
Customer delivers final revision
list to Superion.
Superion receives comments or
sign -off from Customer and
makes adjustments as
necessary.
Superion receives review
comments from Customer and
begins adjusting configured
system.
Superion reviews any external
data import/export routines
prepared for Customer.
Superion schedules remote
meetings with each Department
to review system configuration
and Testing Checklists.
Superion delivers revisions to
CLstomer.
Superion schedules remote
meetings with each Department
to review system configuration
and Testing Checklists.
Superion receives comments or
sign -off from Customer and
makes adjustments as
necessary.
Superion receives review
comments from Customer and
begins adjusting configured
system.
Superion schedules remote
meetings with each Department
to review system configuration
and Testing Checklists.
Superion delivers revisions to
Customer.
Superion initializes the GeoTRAK
Update Routine and Python
scripts (in GIS if necessary).
Superion finalizes GIS
configuration for Go Live.
Superion receives comments or
sign -off from Customer and
makes adjustments as
necessary.
Superion receives review
comments from Customer and
makes final adjustments.
TBD
TBD
TBD
TBD
TBD
TBD
TBD
TBD
TBD
TBD
TBD
TBD
TBD
TBD
Page114
,, SUPERION
ResponsibilitiesCustomer
...
59. eTRAKiT Final Connection
Customer validates the
Superion provides remote
TBD
Validated
configuration settings for
assistance for eTRAKiT payment
eTRAKiT portal.
portal.
60. 5th Testing Review
Customer reviews data &
Superion schedules remote
TBD
configuration with project
meetings with each Department
manager via remote sessions.
to review system configuration
and Testing Checklists.
61. Final Delivery
Customer reviews final items
Superion installs modified
TBD
submitted.
system.
62. Go Live Dry Run
Customer delivers data in
Superion develops a Go Live
TBD
preparation for Go Live.
schedule for rehearsal with
Customer prior to actual Go
Live.
63. Testing Ends
Customer approves final system
TBD
SIGN OFF
before User Training commences.
64. Customer Support
Superion PM assembles
TBD
Transition Preparation
materials necessary to transition
the knowledge of the
implementation to the Superion
Customer Support team
65. Customer Support
Customer attends remote
Superion introduces Customer
TBD)
Transition Call
discussion with Superion
Support team along with
Customer Support team.
expectations for using technical
assistance after Go Live.
66. End User Training
Customer provides meeting
Superior, provides training
2 weeks after Testing
ONSITE
space and training computers for
materials for onsite training.
ends.
up to eight (8) staff.
67. General System
Administration Training
ONSITE
68. Transition to Live
69. Go Live
ONSITE
70. Follow-up Visit
ONSITE
71. Go -Live
REVIEW
Customer core users attend a
mini System Administrator
training session prior to Go Live.
Customer provides final extract
of historical data to Superion.
Customer Goes Live with TRAM,
iTRAKiT, and eTRAKiT.
Customer assembles various
Departments for review with
Superion.
Customer reviews that Superion
has provided and committed to
all project deliverables.
Superior conducts an
TBD
accelerated Sy�tein Admin
session with core users for user
privilege and general
configuration management.
Superion converts data and
TBD
loads onto Customer's server.
Superion provides Go Live
TBD
support onsite.
Superion conducts an onsite
45 days after
follow-up visit 45 days after Go
completion of Go Live.
Live.
Superion provides a letter
45 days after
detailing all project
completion of Go Live.
commitments.
System Administrator / Report Customer provides System Superion trains Customer staff Date and location to
Writing Training Administrators for training at a at any of the following locations be determined based
remote location. & dates. on availability.
Page115
1l -R I O N
�, SU(�E
45 Appendix 1
46 CAFR Constructor
Superion will assist the City in producing the following schedules. Unless otherwise specified Superion is
responsible for training the City on the technical tools necessary for the City to produce their CAFR. The City is
responsible for all content.
Content and Services by Section:
1. Cover page, table of contents and general layout
a. Superion (SUPERION) mill provide training for:
i. Generating the table of contents
ii. Applying geaerdl formatting in the document
2. Introductory section
a. SUPERION will provide training for:
L Setting up and maintaining items within this section
3. Report of the independent auditor
a. SUPERION will provide training �'or:
L Setting up and maintaining items within this section
4. Management's discussion and analysis (MD&A)
a. Layout and content for the cover will be provided by the City, preferably in Microsoft Word or
Adobe PDF format
b. SUPERION will provide training for:
E Seating up and maintaining items within this section
h. NOTE: Much of the content in the MD&A relies heavily on information in other
portions of the document; it is highly advised to complete the remainder of ':he
document before completing the MD&A
5. Government -wide financial statements
a. SUPERION will provide training for the use of variables to integrate these balances into the
various documents of the CAFR.
b. SUPERION will review proper setup of background parts in general ledger keys and objects to
allow for correct aggregations in the statements
c. The City will assist SUPERION in identifying the setup of background parts in general ledger
keys and objects to allow for correct aggregation in the statements
d. SUPERION, using the provided information, will produce the following statements:
i. Government -wide state of net position
ii. Government -wide statement of activities
6. Governmental fund financial statements
a. SUPERION will provide training for the use of variables to integrate these balances into the
various documents of the CAFR.
b. SUPERION will review proper setup of background parts in general ledger keys and objects to
allow for correct aggregations in the statements
c. The City will assist SUPERION in identifying the setup of background parts in general ledger
keys and objects to allow for correct aggregation in the statements
d. SUPERION, using the provided information, will produce the following statements:
i. Balance sheet —governmental funds
Page116
`®T
., suPER ION
ii. Statement of revenues, expenditures, and changes in fund balance governmental
funds
iii. Statement of cash flows (may require additional City involvement)
iv. Statement of fiduciary net position
v. Statement of revenues, expenditures, and changes in fund balance — budget to actual
— General Fund and major special revenue funds
7. Proprietary fund financial statements
a. SUPERION will provide training for the use of variables to integrate these balances into the
various documents of the CAFR.
b. SUPERION will review proper setup of background parts in general ledger keys and objects to
allow for correct aggregations in the statements
c. The City will assist SUPERION in identifying the setuj of background parts in general ledger
keys and objects to allow for correct aggregation in the statements
d. SUPERION, using the provided information, will pro luc� the following statements:
i. Statement of fund net position/ balance sheet.- proprietary funds.
ii. Statement of revenues, expenditures, and changes in fund balance/ equity —
proprietary funds.
iii. Statement of cash flows— proprietary funds.
8. Fiduciary fund financial statements
a. SUPERION will provide training for the use of variables to integrate these balances into the
various documents of the CAFR.
b. SUPERION will review proper setup of background parts in general ledger keys and objects to
allow for correct aggregations in the Aatements
c. The City will assist SUPERION in identifying the setup of background parts in general ledger
keys and objects to allow for correct:aggreation in the statements
d. SUPERION, using the provided informatior, will produce the following statements:
i. Statement of fiduciary net position
ii. Statement of changes in fiduciary net position
9. Notes to the Financial statements
a. SUPERION will provide training and assistance to complete up to 2 notes. The City will be
responsible for adding any additional notes.
10. Summary of significant accounting policies (SSAP)
11. Note disclosure (other than the SSAP and pension -related disclosures)
12. Pension and other postemployment benefit related note disclosures
13. Required supplementary information (RSI)
14. Combining and individual fund information and other supplementary information
15. Statistical section
16. Other considerations
Requirements and Notes:
a) Layout and content will be provided by the City for all sections
b) CAFR creation requires data sources to be pulled into CDM through use of Cognos BI, Click Drag, and
Drill (CDD), or ODBC connections. Superion will make recommendations as to how to best extract data
into CDM and the City is responsible for doing the data extraction and creating the data sources to
produce the CAFR.
Page117
�
�, SUPERIO N
c) Superion is responsible for training the City on the tools necessary to product the CAFR.
d) City is responsible for producing the data and creating the narrative component for their CAFR.
e) City is responsible for validating both the data and narrative components of the CAFR. Superion will
support the City in this effort.
47 Appendix 2 Gap Analysis
During the BPR process, Superion identified the following programs in Naviline which are custom today.
Superion has outlined the ONESolution process and how these custom programs will be handled in
ONESolution. Superion Expects the City's current custom programs to not be necessary and the City agrees to
use Superion's base software as outlined.
Naviline Program
1. PRCHECKS, PRTFOBJ
2. PRDIRDEP, PRTFOBJ
a. PRURDAP, PF
4. PF;NRDU, RPGBND
5. PRRATELC, CLBND
6. PRRATESC, CLBND
7. PRRATEXCPT,
RPGBND
8. PR599H, RPGBND
9. PR599UC, CLBND
10. PR611U, RPGBND
11. PR712, RPGBND
12. PRDEPAP, PF
13. PRDEPU, RPGBND
Naviline Program Description
Print File for Payroll Checks
Direct Deposit Print Format
PR TAMA next review date file
upload
PR TAMA next review date upload
PR Submit Rate Exception Listing
PR Additional Pay Register
PR Rate Exception Listing
PR Primary Calc Program — Hours
PR Payroll Calculation and Registers
PR Accrual Calculations
PR Check Reconciliation Update by
Tape
PR Dependent Import File
PR Dep Import
ONESolution Process
ONESolution's distribute and pay
process creates the clients direct
deposit file and check file. The direct
deposit file will be configured based
on the client's current bank
specification:,.
The City has agreed to a custom
interface wit°- ONESolution and
PMed to update epiployee
evaluation information.
ONESolution payroll process
generates payroll registers. If the
Current ONESolution registers do not
accomplish the City's goals, custom
Cognos reports would be required.
ONESolution's Force Calculation
process calculates employee's hours,
accruals and pay. ONESolution has
the capability of creating calculation
codes with the City's provided rules
to Superion's HR/Payroll Consultant.
If ONESolution's calculation rules will
not accomplish the City's needs,
custom programming would be
required at an additional cost.
ONESolution's HR/Payroll Consultant
will configure the City's bank
reconciliation file
ONESolution utilizes the HRUTZZ
utilities for uploading additional
information into ONESolution which
Page118
-14�A
it SUPER ION
includes dependent information.
Superion consultants will provide the
City the templates required and train
the user how to upload. The City will
be responsible for the upload
process.
Page 119
-qq�
,, SUPER ION
48 Appendix 3 Standard Reports
ONESolution updates the standard reports with each release of ONESolution. For the most recent
listing, please visit Connect Community and download the latest report listing.
Finance Analytics Base Reports Released/Developed Q12016
Public Folders > ONESolution Finance Reports > Financial Migration Reports
Accounts Payable by Due Date
Accounts Payable Reconciliation
All Checks Register
AP Check Register
Cash Receipts and Disbursements
Encumbrance Master Listing by Account
Encumbrance Master Listing by PO
Expenditures Over Budget
Outstanding Check Register
Person Entity Listing
Reconciled Check Register by Check Date
Reconciled Check Register by Reconcile Date
Vendor Activity Listing
Void Check Register by Check Date
Void Check Register by Void Date
Public Folders > ONESolution Finance Reports > Financials
Open Encumbrances
Person Entity Listing with AP Transactions
PO Status Report
Page120
,k SUPERION
Public Folders > ONESolution Finance Reports > Human Resources
Affordable Care Act (ACA) Analysis (pyt_trans)
Applicants by Qualifications
Citizenship Verification by Name
Employee Assignment History
Employee Directory Report
Employee Turnover Statistic:;
Federal Form 941
License and Certification Report
OSHA 300
OSHA 300A
OSHA 301
OSHA Employee Incident Report
OSHA Injury Report
Position Staffing Report
Seniority Report
Veterans Status 100
Public Folders > SOPERION Analytics Reports > ONESolution Reports > Financials > Account
Structure
Chart of Accounts
Listing of all Keys with Objects
Object Code Information
Object Group Codes
Organization Key Information
Organization Key Part Codes
Organization Keys and Parts
Public Folders > SUPERION Analytics Reports > ONESolution Reports > Financials > Accounts
Payable
Page 121
SUPERION
Accounts Payable Check Register *NEW*
Consolidated Check Register by Bank *NEW*
Public Folders > SUPERION Analytics Reports > ONESolution Reports > Financials > Accounts
Receivable
Accounts Receivable Transaction History
General Ledger AR and CR Transactions
Open Invoices by Customer
Public Folders > SUPERION Analytics Reports > ONESolution Reports > Financials > Budget
Reports
General Ledger Budget to Actual by Fund
General Ledger Detail Budget Report
Public Folders > SUPERION Analytics Reports > ONESolution Reports > Financials > Financial
Statements
Detail Trial Balance
General Ledger Balance Sheet *NEW*
General Ledger Balance Sheet by Fund
General Ledger Income Statement
General Ledger Revenue Report
General Ledger Statement of Revenues by Fund
Income Statement
Income Statement by Period
Statement of Cash Receipts and Disbursements
Statement of Expenditures and Encumbrances (Annual Budget)
Statement of Expenditures and Encumbrances by Fund
Statement of Revenues (Annual Budget)
Statement of Revenues by Fund
Summary of Revenues and Expenses by Fund
Trial Balance
Public Folders > SUPERION Analytics Reports > ONESolution Reports > Financials >
Procurement Card
Page 122
rZr SUPERION
Procurement Credit Card Listing *NEW*
Statement Status Details by Bank *NEW*
Statement Status Summary *NEW*
Transaction Details *NEW*
Transaction Details by Bank *NEW*
Public Folders > SUPERION Analytics Reports > ONESolution Reports > Financials > Project
Funding
Project Funding by Source and Fiscal Year *NEW*
Project Funding Source by Fiscal Year *NEW*
Public Folders > SUPERION Analytics Reports > ONESolution Reports > Financials >
Transaction Reports
General Ledger Account Activity Listing
General Ledger Activity Listing
General Ledger Activity Summary
Gen,Ledger Transaction Listing
GL j`,.ccounts Activity Listing with Budget and
Encumbrances
Transaction Listing
Public Folders > SUPERION Analytics Reports > ONESolution Reports > HR Payroll > Human
Resources
Employee Age Listing
Employee Benefit Information
Employee CDH Assignments
Employee Listing
Employee Mandatory Assignments
Employee Pay Assignments by Employee
Employee Personal Information
Employee Turnover *NEW*
Public Folders > SUPERION Analytics Reports > ONESolution Reports > HR Payroll > Payroll
Direct Deposit by Bank
Page 123
-IW44A�
r+ SUPER ION
Public Folders > SUPERION Analytics Reports > ONESolution Reports > HR Payroll > NL
Migrated Financials
Account Activity Listing
Account Activity Listing with Budget and Encumbrances
Balance Sheet
Budget Chart of Accounts
Detail Budget Report
Detail Trial Balance
General Ledger Activity Listing
General Ledger Activity Summary
Income Statement
Revenue Report
Statement of Expenditures and Encumbrances
Statement of Revenues
Summary of Revenues and Expenses
Trial Balance
Page124
� O N
�, SUPERI
TRAKiT Analytics Base Reports Released/Developed Q1 2016
Public Folders > SUPERION Analytics Reports > TRAKiT > AEC TRAK
All Contractors
Contractors About to Expire
Contractors History
Contractors with Permits Issued
Public Folders > SUPERION Analytics Reports > TRAKiT > Bonds
Bonds Exoiring but not Released
Public Folders > SUPERION Analytics Reports > TRAKiT> Charts
Fees Paid by Month
Permits Applied by Type
Permits Issued by Type
Projects Applied for by Type
Project Approved by Type
Public Folders > SUPERION Analytics Reports > TRAKiT> CodeTRAK
Active Cases
Cases Closed by Officer
Cases Closed by Type
Cases Opened by Officer
Cases Opened by Type
Cases Opened by Type and Officer
Cases Opened by Type and Status
Cases Opened by Type Summary
Cases to be Followed Up
Chronology by Officer and Action Type
Closed Cases by Duration and Type
Open Cases by Duration and Type
Violation by Case Number
Violation by Violation Type
Page125
SUPERION
Public Folders > SUPERION Analytics Reports > TRAKiT > CRM TRAK
Advance Issue
All Issues by Address
All Issued by Complainant
All Issues Closed by Prefix
All Issues Opened
All Issues Opened by Type Subtype and Prefix
All Outstanding Issues by User
Public Folders > SUPERION Analytics Reports > TRAKiT > Financial
Outstanding Case Fees i
Outstanding License Fees
Outstanding Permit Fees
Outstanding Project Fees
Payments by Cashier
Permit Payments of Selected Fee
Summary of Case Fees Paid by Account
Summary of Permit Fees Paid by Account
Summary of Project Fees Paid by Account
Public Folders > SUPERION Analytics Reports > TRAKiT > GEO TRAK
LandTrak Update Activity Log
Public Folders > SUPERION Analytics Reports > TRAKiT > LicenseTRAK
Active Licenses
Active Licenses by Type
Public Folders > SUPERION Analytics Reports > TRAKiT > PermitTRAK
Outstanding Permit Reviews
Page126
�T SUPERION
Permit Routing —Selected Contacts
Permit Routing —Selected Review Types
Permits about to Expire
Permits Applied
Permits Applied but NOT Approved
Permits Applied with Aging
Permits Approved but NOT Issued
Permits Expiring by NOT Finaled
Permits Finaled
Permits Finaled with Fees and Values
Permits Issued
Permits Issued by Prefix
Permits Issued by Status
Permits Issued Not Yet Finaled or Expired
Permits Issued Summary by Type
Permits Issued Summary by Value
Permits Issued with Additional Info
Permits Issued with Contacts
Permits Issued with Fees and Values
Permits Issued with Fees Values and Addresses
Public Folders > SUPERION Analytics Reports > TRAKiT > Planning
Plan Location Assigned by Finaled
Plan Location by Address
Plan Location by Location Number
Public Folders > SUPERION Analytics Reports > TRAKiT > ProjectTRAK
All Inactive Projects
Outstanding Project Reviews
Parent and Sub Projects
Project Detail by Planner Status Date
Project Routing
Public Folders > SUPERION Analytics Reports > TRAKiT > ProjectTRAK
Projects About to Expire
Projects Approved
Page127
U R I O N
S f�
Projects Approved by Prefix
Projects Approved by Status
Projects by Planner and Status
Projects by Type and Date
Projects by Type and Status
Projects by Type Status and Date
Projects with Chronology Actions
Projects with Selected Action Type
Public Folders SUPERION Analytics Reports > TRAKiT > System Reports
All User Privi egos
Fee Audit History
Fee Scheduled
Inspection Schedule
Type More Info Setup
User Name
Public Folders > SUPERION Analytics Reports > TRAKiT> TimeTRAK
All Fostable Hours by User Name
Billable Hours by Record Number
Billable Hours by User Name
Timesheet Overview by Record Number
Timesheet Overview by User Name
Page 128
i1 SUPERION
49 Appendix 4 Sample Work Management Project Timeline
Superion will prepare a similar timeline for the customer to review expectations throughout the
implementation of ONESolution Work Management. This process will be discussed during the Business
Process Review (BPR) and must be confirmed to ensure that both parties understand the Project timeline. The
actual timeline created for the customer must be signed and returned to Superion before the start of the
project.
The following color -coded legend is used for delegation purposes within the agency:
rit Purple
Blue
Gray
' SIGN
OFF
72. Discovery/BPR
ONSITE
73. GIS Review
Data conversion deliverables
GIS deliverables
General configuration related tasns
Signifies onsite travel days — Client changes made within fourteen
(14) days of project schedule may. incur increased travel expenses
Signifies documentation to be sig ied by Client — any late signatures
may impact future deliverables
74. SUPERIONOne Review
75. Configuration Workbook
Meeting
ONSITE
76. Workbook Review 1
77. Workbook Review 2
78. Workbook Review 3
Client Responsibilities
iResponsibilities
Client attends onsite meeting to
Superion compiles BPR
discuss current processes and outline
document outlining the scope of
functional areas that will be using the _
the project.
softy are.
Client conducts meeting with
Superion offers suggestions to
Superion to discuss the delivery
ensure expected delivery is
expe stations for GIS data.
achieved. Superion provides a
sample 'Map Template' to be
used within ONESolution GIS.
Client will work with Superion
Superion will provide best
remotely to determine appropriate
practices knowledge to
security permissions for their end
determine how users and
users.
groups will need to be
configured
Client attends onsite meeting to
Superion trains the client on
discuss the initial configuration of
how to populate the
ONESolution Work Management.
configuration workbook
Client completes the assigned
Superion reviews workbook and
portion of the configuration
makes any necessary
workbook.
configuration
recommendations.
Client completes the assigned
Superion reviews workbook and
portion of the configuration
makes any necessary
workbook.
configuration
recommendations.
Client completes the assigned
Superion reviews workbook and
portion of the configuration
makes any necessary
workbook.
configuration
recommendations.
Target Date
Page129
SUPER ION
ResponsibilitiesClient
Superion Responsibilities ,
79.
Workbook Review 4
Client completes the remainder of
Superion reviews workbook and
SIGN OFF
the configuration workbook and
makes any necessary
signs off on any final
configuration
recommendations.
recommendations.
80.
Configuration
Client will be available to answer
Superion will complete the
any questions that may arise during
initial configuration remotely
configuration
based off of the completed
configuration workbooks.
81.
Conversion Mapping
Client conducts meeting with
Superion provides suggestions
Superion to discuss the data
to ensure expectations are
conversion process and a brief
reviewed.
review of the data structure. Client
signs -off on Data Source Document.
82.
Super User Application
Client attends onsite meeting to learn
Superion will train the super
Training
the processing side of the
users on how to use the software
ONSITE
ONESolution Work Management
in a work day setting.
application.
_
83.
Configuration/Conversion
Client will practice entering their
Superion will meet remotely
Testing 1
daily work into ONESolution and
with the client to discuss any
determine any areas of concern.
changes that need to be made
in the configuration/conversion.
84.
Configuration/Conversion
Client will practice entering their
Superion will meet remotely
Testing 2
daily work into ONESolution and
with the client to discuss any
determine any areas of concern.
changes that need to be made
in the configuration/conversion.
85.
Client will practice entering their
Superion will meet remotely
Configuration/Conversion
daily work into ONESolution and
with the client to discuss any
Testing 3
determine any areas of concern.
charges that need to be made
in tie configuration/conversion.
86.
Configuratio n/Conversio
Client will practice entering their
Superion will meet remotely
n Testing 4
daily work into ONESolution and
with the client to discuss any
SIGN OFF
determine any areas of concern.
changes that need to be made
Client will give a final sign off on the
in the configuration/conversion.
configuration/conversion.
87.
Super User Configuration
Client attends onsite meeting to learn
Superion will train the super
Training
the configuration side of the
users on how to update the code
-
ONSITE
ONESolution Work Management
configuration of ONESolution
application
Work Management. i
88.
End User Application
Client invites end users to attend
Superion will train the end users
Training
onsite meeting to learn the
on how to use the software in a
ONSITE
processing side of the ONESolution
work day setting.
Work Management application.
89.
Go Live
Client confirms that software is in
Superion will be onsite to assist
r
ONSITE
working order and will begin to use
the client in any area necessary
the software in day io day operations.
during the initial launch of
ONESolution Work
Management.
90.
Follow Up Visit
Client presents any issues that have
Superion will work with the
,z
ONSITE
arisen post go live that need to be
client to make any necessary
addressed.
post go -live adjustments to the
configuration.
Page130
A
SUPERION
Page 131